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HomeMy WebLinkAboutMN-B&A-1995-06-21 1 , v BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7:30 P.M. JUNE 21, 1995 MINUTES Present: Committee Members : Booth, Thorpe, Johnson, Shenk Others Present: Mayor Nichols City Controller Cafferillo Deputy Controller Thayer Supt. of Public Works Gray Assistant City Attorney Kennedy Youth Development Coordinator Green City Attorney Guttman City Clerk Holcomb Planning Director VanCort Building Commissioner Eckstrom Members of the media 1 . Opening Comments: Chairperson Booth stated that the following changes were made to the agenda: 1 . Deletion of the Transit Local Match Project; 2 . Deletion of the Building Department Housing Fee Collection item; 3 . Addition of a Building Department personnel item; 4 . Deletion of the Cass Park fee discussion. Members of the Public were asked to speak; no members spoke. 2 . Finance/Controller - Request to Transfer Funds for Computer Network Support Contract City Controller Cafferillo presented a request to allow the City to enter into an agreement with The Computing Center to provide computer network consulting services to the City at a cost of $10,000 . Cafferillo explained that the City is currently working on its Phase I Computer Networking Capital Project. The project consists of implementing a computer network in City Hall with connections to the fire and police stations . 1 BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 21, 1995 Cafferillo mentioned that the City' s Computer Committee has discussed and recommended a tier management approach to the management of the city network. The management approach would be as follows : Step I: City Hall floor server managers dealing with daily problems with the network; Step II: Basic system support from Tompkins County; Step III: System support from The Computing Center in the amount of $10,000; Step IV: Additional system support from outside vendor. Cafferillo explained that the $10,000 contract will only be used if needed, and that further action on the management of the network will be determined by the Computer Committee. A discussion regarding the network followed. Alderperson Thorpe thought that maybe a half-time position would be a better management tool for this type of network arrangement. Cafferillo stated that the network management is highly specialized and because the City is unsure of the total need at this time, it would save City funds to perform this management on a per-need basis. He stated that the Computer Committee will evaluate this need and report back to B & A if necessary. Alderperson Johnson stated that he needed additional time to review the information. Cafferillo stated that the funds would be derived from the Contingency Account. The following motion was made: WHEREAS, Phase I of the City-wide computer network is 95% implemented, which includes networking City Hall, the Police Department, and the Fire Department, and WHEREAS, the Computer Committee has discussed various alternatives for management of the new network and has determined that a tier management approach should be instituted, and WHEREAS, the tier management approach should include: ( 1) City Hall floor server managers resolving daily internal network and PC problems; (2 ) Basic system and server problem resolution from Tompkins County computer systems analysts; 2 BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 21, 1995 (3) System support under a contract with The Computing Center; and (4 ) Special system support from additional support contract already in place, and WHEREAS, the Computer Committee is recommending that the City enter into a contract with The Computing Center to provide for Network System Support for hardware and software on an as- needed basis for the remainder of 1995 at a cost not to exceed $10, 000, and WHEREAS, the Computer Committee will evaluate the network and related needed system support after the six-month period and make further recommendations for system network management; now, therefore, be it RESOLVED, That an amount not to exceed $10,000 be transferred from Account A1990 Unrestricted Contingency to Account A1315- 435 Contracts for the purpose of providing a Network Service System contract with The Computing Center for the remainder of 1995. The motion passed 3-0-1. Alderperson Johnson abstained on the motion. He needed further time to read the backup documentation. 3 . Department of Public Works A. Request for Adjustments in Engineer's Office - Discussion Superintendent of Public Works Gray discussed with the Committee the need for salary adjustments and additional positions in the Engineer' s office. Gray explained that because of the Engineer office's workload and staffing, there is a need for a department reorganization. Gray explained that some of his staff are working at higher levels than they are currently being paid for. He explained that he needs more staff to keep up with the department' s workload. He stated that the total funding requirement has been estimated, but has not been reviewed by the Personnel Administrator. Gray explained that the funding level will change after the appropriate reviews are made. Mayor Nichols stated that the promotion and out-of-title problems should be resolved in 1995, but the new position request should be addressed at the 1996 Budget discussions. The Committee stated that the entire discussion should be held in executive session at the next B & A meeting, after all the appropriate salary reviews have been completed. No action was taken. 3 BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 21, 1995 B. Water/Sewer - Request to Temporarily Amend Personnel Roster Superintendent of Public Works Gray presented a request to temporarily amend the 1995 Water and Sewer Authorized Personnel Roster. Gray explained that he has two individuals in the Water and Sewer Department who have just come back from maternity leave and would like to work part-time and cover for each other (job sharing) through the end of December, 1995. Gray explained that the request would do the following: - Reduce the full-time position of Account Clerk/Stenographer from 35 hours a week to 32 hours a week through 12/31/95; Reduce the full-time position of Principal Account Clerk from 35 hours a week to 20 hours a week through 12/31/95; - Establish a temporary Account Clerk/Typist position of up to 24 hours a week. Gray stated that all of the roster changes noted above would be made within existing 1995 budget amounts for the Water and Sewer fund. After a discussion regarding the request, the following motion was made: WHEREAS, Paige Rumsey, since returning from maternity leave, is working 14.5 hours per week at her position as Account Clerk/Stenographer and 17 .5 hours per week out-of-title as a Principal Account Clerk, when Joanne Phillips is not working, and WHEREAS, Joanne Phillips, since covering for Paige Rumsey after her own maternity leave, is working 20 .0 hours per week at least through December 31, 1995, and WHEREAS, Beverly Klinko is currently working 16. 0 hours per week as a temporary Account Clerk/Typist, and WHEREAS, the arrangement to accommodate families, while retaining job skills the city has helped develop, is working well at less expense to the city with useful cross-training, and WHEREAS, the DPW is able to accommodate these particular arrangements; now, therefore, be it 4 BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 21, 1995 RESOLVED, That the 1995 Water and Sewer Personnel Roster be temporarily amended by reducing the full-time positions of Account Clerk-Stenographer and Principal Account Clerk from 35 hours per week to 32 and 20 hours per week respectively, through December 31, 1995, and be it further RESOLVED, That a temporary Account Clerk/Typist position be established for up to 24 hours per week through December 31, 1995 . The motion passed 4-0 . 4 . Finance/Clerk - Request Funds for Purchase of Municipal Code Software City Clerk Holcomb presented a request to purchase municipal code software at a cost of $3,450 . Holcomb stated that the cost of the code software will be as follows : Initial set-up $3,000 ASCII Text for Internet 200 Annual licensing 250 $3,450 Holcomb explained that the annual cost after this year will be $6,750, saving the City about $300 a year. She stated that the annual software cost would be allocated as follows: Annual software upgrade fee $ 200 Annual licensing agreement 250 Electronic supplementation 800 Hard copy supplements 5,500 $6,750 City Controller Cafferillo stated that the funds could be derived from the contingency account. A discussion regarding the software and costs followed. The Committee agreed that the software was needed and would save the City some money. The following motion was made: WHEREAS, the City Clerk' s Office is recommending that the PC Codebook software be purchased and placed on the City' s new network system, and WHEREAS, it has been determined that placing a PC Codebook on the City network will reduce staff time spent in maintaining hard-copy copies of the City Code, reduce staff research time, 5 BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 21, 1995 make the City Code more accessible to citizens via the City' s public access system, and produce annual cost savings for the City, and WHEREAS, the initial set up cost and licensing agreement has been estimated at $3,450 with an annual cost estimated at $6, 750; now, therefore, be it RESOLVED, That an amount not to exceed $3,450 be transferred • from Account A1990 Unrestricted Contingency to A1315-225 Other Equipment for the purchase of said codebook software, and be it further RESOLVED, That with the purchase of said PC Codebook Software, the City.Clerk shall maintain any hard-copy copies required by law, and discontinue maintenance of all but approximately 20 existing hard-copy code books. The motion passed 4-0. 5 . Common Council - Community Service Agencies Chairperson Booth stated that last year he created a sub- committee of two B & A members to discuss the Community Service requests. Booth stated, and the B&A Committee agreed, that the B & A Committee will review the Community Service requests for 1996 at a separate meeting in August. Booth also suggested that the Mayor look at increasing the number of Council members serving on Common Council committees for 1996. He explained that every issue is being discussed by less than half of Council. He felt the size of the committees should increase to five members, and there should be a total of five committees. Booth also added that the spectrum of issues covered by each of the committees is not equal and needs to be examined. The Committee briefly discussed these issues, but no action was taken. 6. 1996 Budget Preliminary Discussion City Controller Cafferillo stated that he is starting to examine the numbers for the 1996 Budget and stated that two areas of concern have already been noted. The areas of concern are the City' s shrinking tax roll and the sales tax agreement with the County. Cafferillo stated that these issues and others will be discussed at next month' s B & A meeting as the department requests are slowly received. No action was taken. 6 BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 21, 1995 7 Planning & Development - Request Funds for Transcript Cost of ILPC Meeting Planning Director VanCort presented a request to fund the cost of the Ithaca Landmarks Preservation Commission (ILPC) meeting regarding Sage Hall at a cost of $1,540. VanCort explained that based on an Article 78 proceeding already filed challenging the actions of the ILPC on the Sage Hall issue, the Attorney' s Office has requested that a transcript of the meeting be made. VanCort stated that he does not have the funding for this in his 1995 budget. Cafferillo stated that the funds could come from the contingency account. After a discussion regarding the issue, the following motion was made: WHEREAS, an Article 78 proceeding has been filed challenging the actions of the Ithaca Landmarks Preservation Commission (ILPC) regarding Sage Hall, and WHEREAS, the City Attorney' s office has requested a transcript of the ILPC meeting at an estimated cost of $1,540; now, therefore, be it RESOLVED, That an amount not to exceed $1,540 be transferred from Account A1990 Unrestricted Contingency to Account A8020- 435 for the purpose of funding said transcript. The motion passed 4-0 . 8 . Youth Bureau - Ithaca Youth Bureau Acoustic/HVAC Project Youth Development Coordinator Green stated that the Youth Bureau has now moved to the City Hall Annex. Chairperson Booth stated that the bids for the HVAC project have come in higher than anticipated, and it was thought that the Youth Bureau should not move in until it was decided what to do on the project. However, the Mayor and the Youth Bureau Director and staff felt moving was the best alternative for the department. The Committee discussed the Ithaca Youth Bureau HVAC Project and the bids received. City Controller Cafferillo stated that after the bids were opened and it was realized that the bids were higher than the budget, the Client Committee met twice to discuss possible alternatives for the project. Cafferillo discussed the bid results and various alternatives with the Committee. 7 BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 21, 1995 The project budget was established at $620,000 . The Scheme 3 bid (wells and heat exchanges) with all alternates came in at $839, 945 .00. The Client Committee decided to look at all the project schemes and possibly redesign some of the schemes to fit within the scope of the project. It was noted that Schemes 1 and 2 had project descriptions as follows: Scheme 1: Conventional HVAC System in the building . with various area heating and cooling units; Scheme 2 : A heating and cooling tower instead of wells . It was noted that based on the bid results, Scheme 1 could be done at about $21,900 under budget, and Scheme 2 could have been done at $48, 600 over budget. Scheme 3 was the only scheme that was bid. (The two costs stated above are estimated based on bid results for Scheme 3 and the related redesign costs . ) The architect and engineer on the project recommended that whatever scheme is decided on, the General Construction (GC) contract be awarded, and the electrical and HVAC contracts be re-bid. The architect stated that the GC contract could be modified by about $10,000 if any other scheme modifications were selected. The change of $10,000 is not a material change to the contract according to both the architect and the City Attorney. The Committee discussed various possible modifications to Schemes 1 and 2 with the architect and the engineer. The costs of modifications to Scheme 1 ranged from $21,900 to $84, 187 under the original bid of $620,000. The Committee also discussed various life-cycle costs with each of the proposed modifications to the original HVAC project. Mayor Nichols stated that he felt the Youth Bureau building is poor and would like the $620, 000 used elsewhere for youth. He also felt the engineering and architectural services on this project were poor, based on the fact that the bids came in so far off the original project estimate. 8 BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 21, 1995 Chairperson Booth stated that it is likely that Scheme 2, modified at $668, 000, is the choice Council should make for the Youth Bureau building. The entire project will be discussed at the next COW meeting. No action was taken. 9 . Building Department - Request to Transfer Funds Building Commissioner Eckstrom presented a request to transfer $1,000 to his overtime line to provide overtime funds for establishing the computer network. Eckstrom explained that at the June 7th council meeting, Council approved a conceptual plan to deal with the retirement of Dannie Conrad. As part of that plan, $1,000 would be used for computer overtime. Eckstrom stated that the funds for this transfer would be derived from his 110 salary line. After a brief discussion regarding the $1,000, the following motion was made: WHEREAS, at its June 7, 1995 meeting Common Council approved, in concept, the Building Department' s proposed operational changes that would be required by Dannie Conrad' s pending retirement pursuant to the New York State Retirement Incentive Program, and WHEREAS, Dannie Conrad will retire effective July 22, 1995 but will leave active service June 25, 1995, and WHEREAS, as part of the retirement mitigation plan, a Computer Network Management Overtime fund in the amount of $1,000 for the remainder of 1995 will be established and used, as needed, to pay a Building Department staff member to undertake network repairs and system set-ups; now, therefore, be it RESOLVED, That an amount not to exceed $1,000 be transferred from Account A3620-110 Staff Salaries to Account A3620-125 Overtime to establish said overtime fund, and be it further RESOLVED, That the continued establishment of the overtime fund is contingent on the retirement of Housing Inspector Dannie Conrad, and subsequent elimination of his position. The motion passed 4-0 . 9 BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 21, 1995 10 . City Attorney_ A. Residency Requirements for City Employees - Report City Attorney Guttman reported that his office is working on the changes to the residency requirements, but has the following questions that Council needs to give direction on: • 1. Do you want Public Officers to live in the city, county or state? 2 . "Who is a Public Officer?" 3. When should the residency requirements become effective: when an individual is applying for a job; when hired; when provisionally appointed; or when permanently appointed? 4. Do the residency requirements become retroactive? The Committee gave the City Attorney the following directions: 1. Public Officers should live within the city. This effort should start from this baseline and work from there. 2. The City needs a clear list of who are the City' s Public Officers . 3. Residency requirements should become effective when an individual employee becomes permanent. 4. New employees who are Public Officers should be required to live in the city, but there perhaps should be a grandfather clause or grace period. The Committee discussed possible incentives for employees to live in the City, which would encourage city residency among City employees . No formal action was taken. Future reports will be made and discussed. B. County Central Processing Facility Contract City Attorney Guttman reported that there is a new draft of the Recycling and Solid Waste Center Property and Business Plan. Guttman discussed the major items and outstanding issues with the Committee as follows : 10 BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 21, 1995 1 . The County has identified negative impacts to include water pollution, odors, dust, attraction of pests, increase in traffic, noise, and litter. 2 . The Neighborhood Protection Committee can amend the negative impact list after recommendation from the Neighborhood Advisory Committee. There should be a catchall for other possible items not on the list. 3 . The property or business owner should be compensated if the property or business is devalued as a result of any negative impact from the facility. 4. With respect to the period of time the program would be in effect, the current draft of the agreement states that the program is in effect as long as the facility is owned or operated by Tompkins County. The possibility of the County's selling of the facility was discussed. 5. The current proposal provides that properties acquired after March 5, 1995, are covered only if a significant change in the operation of the facility results in a new or altered negative impact which did not exist at the time the person purchased the property. The City wants this language deleted. Other minor concerns were discussed with the Committee. The Committee gave direction to City Attorney Guttman, and he stated he would continue to negotiate the agreement. No formal action was taken. Alderperson Shenk was excused for the remainder of the meeting. 11 . Committee to Proceed into Executive Session The Committee voted, 3-0, to move into executive session to discuss various personnel items . 12 . Report from Executive .Session After the Committee voted, 3-0, to move back into regular session, Chairperson Booth reported that the following actions took place during the executive session: A. Building Department - Request to Promote Personnel Chairperson Booth stated that the following action was taken regarding the promotion of personnel in the Building Department: 11 BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 21, 1995 WHEREAS, the Building Department was left with an open Code Inspector position as a result of a recent resignation from the department, and WHEREAS, the Building Commissioner is recommending that the open Code Inspector position be filled by the promotion of Housing Inspector Linda Jain; now, therefore, be it RESOLVED, That Linda Jain be promoted from the position of • Housing Inspector and appointed to the position of Code Inspector at an annual salary of $27, 942, that being Grade 16 on the 1995 CSEA Administrative Unit, effective July 6, 1995, and be it further RESOLVED, That this promotion is contingent upon the elimination of the Housing Inspector position. The motion passed 3-0 . B. Building Department - Request to Promote Personnel Chairperson Booth stated that the following action was taken regarding the promotion of personnel in the Building Department: WHEREAS, as part of the Building Department' s mitigation plan for dealing with Dannie Conrad' s pending retirement pursuant to the New York State Retirement Incentive Program, which plan has been approved in concept by Common Council on June 7, 1995, the mitigation plan requested by the Department would involve promoting the current Code Inspector Michael Niechwiadowicz to Plan Review Officer, and WHEREAS, the financial implication of the Code Inspector promotion to Plan Review Officer for the remainder of the year is $1,400, which can be derived from within the existing 1995 Building Department Budget; now, therefore, be it RESOLVED, That Michael Niechwiadowicz be promoted from the position of Code Inspector and appointed to the position of Plan Review Officer at an annual salary of $36,993, that being Grade 19 on the 1995 CSEA Administrative Unit, effective July 24, 1995, and be it further RESOLVED, That the above promotion is contingent on the retirement of Housing Inspector Dannie Conrad and subsequent elimination of his position. The motion passed 3-0 . 12 BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 21, 1995 C. Building Department - Request to Amend 1995 Personnel Roster Chairperson Booth stated that the following action was taken regarding the amendment of the personnel roster in the Building Department: WHEREAS, as part of the Building Department' s mitigation plan for dealing with Dannie Conrad' s retirement pursuant to the . New York State Retirement Incentive Program, which plan has been approved in concept by Common Council on June 7, 1995, the mitigation plan requested by the Department would involve amending the Department' s typist position from its current part-time status to a full-time position, and WHEREAS, it has been determined that a full-time typist is needed in the Building Department to assist in data input and filing, and WHEREAS, the financial implication of the increased weekly hours of the typist position for the remainder of the year is $4,450, which can be derived from within the existing 1995 Building Department Budget; now, therefore, be it RESOLVED, That the 1995 Building Department Personnel Roster be amended, effective July 24, 1995, as follows: Delete: ( 1) Typist Part-time (20 hours) ($8.5184/hour) Add: ( 1) Typist Full-time (40 hours) ($8 .5184/hour) , Grade 2 of the 1995 CSEA Administrative Unit. and be it further RESOLVED, That the above personnel amendment is contingent on the retirement of Housing Inspector Dannie Conrad and subsequent elimination of his position. The motion passed 3-0. D. Pay Equity Study Report Chairperson Booth reported that the status of the Pay Equity Study was discussed by the Committee, and no action was taken. E. Finance/Personnel - Personnel Item Chairperson Booth reported that a Finance/Personnel item was discussed, and no action was taken. 13 BUDGET & ADMINISTRATION COMMITTEE MEETING JUNE 21, 1995 The meeting adjourned at 12 : 30 A.M. NOTE: In many cases the actual texts of the resolutions presented in these minutes were prepared following the Committee' s deliberations and decisions on the matters involved. The resolutions presented here are in complete • accord with decisions made by the Committee. 14