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HomeMy WebLinkAboutMN-B&A-1995-10-18 r 1 ✓'T BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7 :30 P.M. OCTOBER 18, 1995 MINUTES Present: Committee Members: Booth, Johnson, Shenk, Thorpe Others Present: Mayor Nichols City Controller Cafferillo Deputy Controller Thayer Ithaca Activities Coordinator Deming City Clerk Holcomb City Chamberlain Parsons Supt. of Public Works Gray Asst. Supt. of Public Works Ferrel Supt. of Water & Sewer Fabbroni Asst. City Attorney Kennedy Planning Staff Meigs Facilities Manager Doyle Members of the SPCA Members of the media 1 . Opening Comments: Chairperson Booth stated that the following changes were made to the agenda: 1 . Deletion of Report on Tax Sale Liens 2 . Deletion of the item dealing with Ithaca Housing Authority Salaries 3. Deletion of the 1994 City Financial Report Members of the Public were asked to speak; no members spoke. 2 . Common Council - Fundinq Request from Kitchen & Firehouse Theaters Tom Newton from the Firehouse Theater and Mandi Snyder from the Kitchen Theater requested 1996 funding for the Firehouse Theater in the amount of $10, 000 and for the Kitchen Theater in the amount of $5, 000 . They both felt they were left out of the 1996 funding process . In 1995, they were both grouped with IPAC, and in 1996 they did not receive a funding request form. Mayor Nichols stated that he will be recommending a $12, 000 funding level for IPAC in 1996, and currently is not recommending funding for either the Kitchen Theater or Firehouse Theater. It 1 r � BUDGET & ADMINISTRATION COMMITTEE MEETING OCTOBER 18, 1995 was noted that both these organizations received $4,000 in 1995, and IPAC received $12, 000. Fund-raising techniques of both organizations were discussed. Alderperson Johnson made a motion recommending to the Mayor that $4,000 each be funded to the Firehouse Theater and the Kitchen Theater in 1996 for a total funding of $8, 000 . Voting results on the motion were as follows: Ayes : (2 ) Johnson, Thorpe Nays: (2 ) Booth, Shenk The motion failed 2-2 . Tom Newton from the Firehouse Theater suggested that the Mayor' s $12 , 000 to IPAC be split three ways, $4,000 each, to IPAC, Kitchen Theater and Firehouse Theater. Mayor Nichols felt this suggestion could not be recommended without IPAC members present. A discussion regarding the funding followed. Alderperson Shenk made the following motion regarding the 1996 funding: RESOLVED, That the B & A Committee recommends to the Mayor that a total of $18, 000 be funded in 1996 to IPAC, Kitchen Theater and Firehouse Theater, with the funding allocation as follows: IPAC $10,000 Firehouse Theater 4,000 Kitchen Theater 4,000 $18, 000, It was noted that this resolution would reduce the Mayor' s current 1996 recommendation to IPAC by $2,000 . Voting results on the motion were as follows: Ayes: (3) Johnson, Shenk, Thorpe Nays : ( 1) Booth The motion passed 3-1 . 3. Commons Coordinator - Amending Local Law for Animals on The Commons Ithaca Activities Coordinator Deming discussed amending the local law dealing with animals on The Commons . Deming stated that the current City Code states that no animals are allowed on The Commons unless they have a permit from the Superintendent of Public Works . 2 1 BUDGET & ADMINISTRATION COMMITTEE MEETING OCTOBER 18, 1995 Deming explained that the draft language prepared by the Commons Advisory Board would clarify the permit and application process for obtaining a special permit to allow an animal on The Commons . She explained that the new language would include a definition of primary Commons residents which have been defined as residents who hold leases for space on the primary Commons with access to the primary Commons only. These residents do not have a back door to their premises . Deming explained that this type of permit would apply to about five individuals. The Committee agreed that this item needs a public hearing, and it will be scheduled for the December B & A meeting. No formal action was taken. 4. SPCA - Dog Enumeration Karen Smith and Pam Stonebraker from the SPCA presented a proposal regarding a City-wide Dog Enumeration. Karen stated that the SPCA would offer dog enumeration services to the City for 1996 for the fee of $7, 000. She explained that the proposal would provide for the following: A. Identification of addresses and owners of dogs in the City; B. Cross reference of dogs located with existing licensing records; C. Follow-up letters to owners of unlicensed dogs; D. Delivery of tickets to owners where applicable; and E. Establishment of a temporary team to do the dog enumeration. Karen stated that the SPCA has estimated that 3,000 unlicensed dogs will be found and based on this, the City can expect revenues to increase by $15, 000 to $20, 000 a year. The current SPCA contract costs the City $38,000, while license revenue is about $6,400 a year. A City enumeration has been attempted several times in the past without success, but the SPCA feels that this time it can be accomplished. A discussion regarding the process of a dog enumeration followed. Deputy Controller Thayer stated that the Department has encumbered $5, 000 from 1994 to assist in such an enumeration. Therefore, the 1996 total cost for this proposal would only be an additional $2,000, which the Mayor would need to need to place in the 1996 Budget. The Committee made the following motion: 3 BUDGET & ADMINISTRATION COMMITTEE MEETING OCTOBER 18, 1995 RESOLVED, That the B & A Committee recommends to the Mayor that the SPCA be authorized to conduct a city-wide dog enumeration at a cost of $7,000, with costs to be derived from a 1994 encumbrance of $5, 000 and $2,000 of new funds placed in the 1996 Budget. The motion passed 4-0. 5. SPCA - Cat Control Expenses Karen Smith and Pam Stonebraker from the SPCA presented a proposal to the Committee that the City assist in paying for county cat control expenses. Karen stated that currently the SPCA is providing cat control at a cost of $36,000 annually. Tompkins County is paying $18,000 of the cost, but the SPCA would like to have the other municipalities in the county share the remaining $18, 000 in cost. The City' s share would be $3,206. A discussion regarding cat control followed. A motion to recommend to the Mayor that $3,206 be placed in the 1996 Budget to support county cat control was made. Later, the motion was withdrawn. The Committee agreed that the County should fund the entire amount, and Chairperson Booth stated that he would write a letter to the County urging them to reconsider funding the entire amount. Booth stated that if the County would not fund the amount, then he would bring this request back during the 1996 budget discussions. No action was taken. 6. Finance/Clerk - Local Law Amending "City Officers" Section C- 26 City Clerk Holcomb proposed a local law amending Article II entitled "City Officers" , Section C-26(A) of the Ithaca City Charter. Holcomb explained that the amendment represents additional wording needed to clarify this particular section of the Charter. She noted that the wording change relates to the titles of the City Attorney and the Assistant City Attorney. This section of the Charter deals with the Mayor' s appointment of certain City Officers. After a brief discussion, the following motion was made: 4 BUDGET & ADMINISTRATION COMMITTEE MEETING OCTOBER 18, 1995 A Local Law amending Article II entitled "City Officers", Section C-26(A) of the Ithaca City Charter. BE IT ENACTED by the Common Council of the City of Ithaca, New York as follows : Section 1. Article II entitled "City Officers" , Section C- 26(A) of the Ithaca City Charter is hereby amended to read as follows : "A. The following officers of the City shall be appointed by the Mayor in the manner provided herein: Superintendent of Public Works, Fire Chief, Youth Bureau Director, Building Commissioner, City Controller, City Clerk, Director of Planning and Development, City Chamberlain, Personnel Administrator, and Assistant City Attorney. " Section 2. This law shall take effect immediately upon filing with the Office of the Secretary of State. The motion passed 4-0. 7 . Finance/Chamberlain - Request Extension for Tax Sale Redemption City Chamberlain Parsons presented a request to extend the period of time for property redemption on the 1992 City Tax Sale. The property owner at 513 North Albany Street has requested the extension until May 1, 1996 . Parsons stated that the property owner was incorrectly informed of back taxes owed on his property. To pay the back taxes owed, $5,252 .70, the owner needs additional time. After a brief discussion, the following motion was made: WHEREAS, the property owner at 513 North Albany Street has requested an extension of time for property redemption from the 1992 City Tax sale for the property at 513 North Albany Street, and WHEREAS, the Budget and Administration Committee has reviewed the request and recommends approval of the extension; now, therefore, be it RESOLVED, That the existing owner be permitted to redeem the property at 513 North Albany Street, up to May 1, 1996, for the total lien amount outstanding, plus additional interest, penalty and related costs through the date of the redemption. 5 BUDGET & ADMINISTRATION COMMITTEE MEETING OCTOBER 18, 1995 The motion passed 4-0 . 8 . Committee to Proceed into Executive Session The Committee voted, 4-0, to move into executive session to discuss possible litigation regarding real property. 9 . Report from Executive Session After the Committee voted, 4-0, to move back into regular session, Chairperson Booth reported that the Committee discussed a tax sale lien with the Assistant City Attorney and City Chamberlain and gave staff directions, but no formal action was taken. 10 . DPW A. Request for Use of Cemetery Trust Funds City Controller Cafferillo stated that a capital project to replace City cemetery vaults was put forth in the Capital Review process at an estimated cost of $132,000. Cafferillo stated that the City has a cemetery trust fund with $49,278 in principal. He stated that with the appropriate legislation it might be possible to use this principal to repair the vaults . The fund was set up as a non-expendable fund with its interest used for cemetery maintenance. The project will not be recommended by the Mayor for 1996. A discussion regarding the vaults followed. Assistant City Attorney Kennedy stated that she would look into the possibility of invading the trust principal. Kennedy stated that it may take six months to complete the process. The Committee agreed to have the Attorney' s Office look at the cemetery fund possibility. No formal action was taken. B. 1996 Water & Sewer Rates Superintendent of Public Works Gray reported that based on initial reviews of DPW budgets, the Board of Public Works is looking at a 1996 increase of five percent in sewer rates and a ten percent increase in water rates. City Controller Cafferillo stated that the rate increases may change based on the final budget numbers, but the increases stated are reachable. Cafferillo and Gray stated that water and sewer rates will both be increasing for years to come depending on the magnitude of the Water 6 BUDGET & ADMINISTRATION COMMITTEE MEETING OCTOBER 18, 1995 Plant construction and what direction is taken on the City' s water source. A discussion regarding water and sewer rates followed. No formal action was taken. C. Cass Park Utility Costs Assistant Superintendent of Public Works Ferrel and Facilities Manager Doyle discussed Cass Park utility costs with the Committee. Ferrel stated that the following Cass Park utility expenditures have been made: Year Budget Actual 1994 $65,000 $88, 000 1995 $80, 000 $71, 000 year-to-date Based on 1994 activity, it appears that the 1995 Cass Park utility costs will be $97,500 . Cafferillo stated that the DPW requested $90,000 in Cass Park utility costs, but Council reduced this amount to $80,000 on the basis that the Cass Park season would be structured to fit within that cost allocation. He stated that the 1995 budget is tight, and we need to bring this situation to Council' s attention. A discussion regarding utility costs and programs followed. It was agreed upon that the Controller' s Office, DPW and the Youth Bureau will look at the utility costs and program issues related to Cass Park, and make suggestions for the year end and 1996. No formal action was taken. D. Water & Sewer - Request to Transfer Funds Superintendent of Water and Sewer Fabbroni presented a request to amend the existing authorized equipment list and transfer funds to purchase various pieces of equipment. Fabbroni stated that because of the Route 96 project and other force account projects, staff felt that they could delay the $27, 000 purchase of a replacement vehicle for Vehicle #180 and instead purchase a 20-ton equipment trailer for $13, 000 and various pieces of equipment in the amount of $9,925 (already transferred by the Controller) . Fabbroni stated that he is amending the equipment list by deleting the vehicle and adding the trailer. He explained that he would have to transfer $13,000 from the Vehicle account to the Other Equipment account to purchase the trailer. After a discussion regarding the equipment, the following motion was made: 7 BUDGET & ADMINISTRATION COMMITTEE MEETING OCTOBER 18, 1995 WHEREAS, the Water and Sewer Department was authorized in the 1995 Budget to purchase a replacement vehicle at a cost of $27, 000, and WHEREAS, the Water and Sewer Department has determined that based on the current needs of the department relating to the Route 96 project and several force account projects, the vehicle funds would be better utilized if a 20-ton Equipment Trailer and various pieces of equipment (previously transferred by the Controller' s office) were purchased with the funds; now, therefore, be it RESOLVED, That the Water and Sewer Department' s Authorized Equipment list be amended as follows : Delete: One (1) Vehicle $27,000 Add: One (1) 20-ton Equipment Trailer $13,000 and be it further RESOLVED, That the following Account transfers be made as a result of said equipment list amendment: From Accounts: F8316-215 Vehicles $5,200 G8116-215 Vehicles 7, 800 To Accounts: F8316-225 Other Equipment $5,200 G8116-225 Other Equipment 7, 800 The motion passed 4-0 . 11. Planning Department - Approval of Bicycle Plan Consultant Contract Planning staff member Meigs presented a request to approve a $20, 000 contract with Trowbridge and Wolf to provide the City with a proposed city bicycle master plan. Meigs stated that the contract will include the following: Data collection; Development of a preliminary master plan; Development of a final master plan 8 BUDGET & ADMINISTRATION COMMITTEE MEETING OCTOBER 18, 1995 Meigs stated that the funds would be derived from a previously approved capital project, and that the approval of the contract is contingent on the approval of the NYS Department of Transportation. After a brief discussion, the following motion was made: A WHEREAS, the City' s Bicycle Master Plan Consultant Selection Committee has reviewed proposals from various consultants for preparation of the City Bicycle Master Plan and has recommended that the firm of Trowbridge & Wolf be selected for the contract, and WHEREAS, the cost of the Bicycle Master Plan contract will be $20,000 and includes: data collection, development of a preliminary master plan, and development of the Final Master Plan; now, therefore, be it RESOLVED, That the firm of Trowbridge & Wolf be selected to prepare the City of Ithaca' s Bicycle Master Plan at a cost not to exceed $20,000, including reimbursables, and be it further RESOLVED, That said funds will be derived from within Capital Project #267 Bicycle Facilities, and be it further RESOLVED, That the approval of said contract is contingent on the review and approval of the New York State Department of Transportation Contract Management Bureau. r� The motion passed 4-0. 12 . City Attorney - Residency Requirements for City Employees Assistant City Attorney Kennedy discussed residency requirements with the Committee. The focal point of the discussion was whether police officers should be required to live inside the city. Alderperson Thorpe stated that she would like to have the police officers move into the city when hired, and stay a city resident for a period of at least three years . She stated that the police officers need to invest in the city and be a part of our community. A discussion regarding the police officers ' residency requirements followed. The Committee agreed that the city residency requirements for police officers will be discussed at the next COW meeting and then brought back to the B & A Committee next month. No formal action was taken. 9 BUDGET & ADMINISTRATION COMMITTEE MEETING OCTOBER 18, 1995 13. Youth Bureau - Request to Transfer Funds to Complete Cass Park Bleacher Project A resolution to fund $3, 000 of the Cass Park Bleacher Project was requested. It was noted that Joe Cassaniti, a city resident, established a project to build bleachers at Cass Park at a cost of $11,000 . The project was to be funded by private labor and materials, but the fund- raising effort fell short by $3,000 . The remaining items needed include: a wind screen and a railing system. The Youth Bureau and DPW have both agreed they would like to complete the project. The Committee offered its thanks to Joe Cassaniti and the community for the project. It was noted that the remaining funds could be derived from within the 1995 Youth Bureau Budget. After a discussion regarding the project, the Committee made the following motion: WHEREAS, a Cass Park Ice Rink Bleacher project was established by city resident Joe Cassaniti at a cost of $11, 000 funded by private donations, labor and materials, and WHEREAS, the project is approximately 90% complete, but the effort to raise $11,000 fell short by $3,000, and WHEREAS, the following project work needs to be completed at a cost of $3,000: - A screen in front of the bleachers; A railing system around the bleachers; A wind screen around the bleachers; now, therefore, be it RESOLVED, That the City of Ithaca finish the Cass Park Ice Rink project at a cost not to exceed $3,000, and be it further RESOLVED, That said funds be derived from the Youth Bureau budget within the building maintenance account. The motion passed 4-0. 14 . Finance/Controller - Request Authorization to Cover Red Accounts City Controller Cafferillo presented his annual request to allow him to transfer funds amount accounts within the 1995 budget allocation. The transfers are done at year end to cover various accounts in the red. After a brief 10 BUDGET & ADMINISTRATION COMMITTEE MEETING OCTOBER 18, 1995 discussion, the following motion was made: RESOLVED, That the City Controller be empowered to make transfers within the 1995 Budget appropriations, as needed, for the remainder of the 1995 Fiscal Year. 15. Committee to Proceed into Executive Session The Committee voted, 4-0, to move into executive session to discuss a personnel item. 16 . Report from Executive Session After the Committee voted, 4-0, to move back into regular session, Chairperson Booth reported that the Committee discussed a personnel item with the Assistant City Attorney and gave directions to her on the matter. No formal action was taken. The meeting adjourned at 11 : 30 P.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. 11