HomeMy WebLinkAboutMN-B&A-1997-03-24 _ Wv'e-Le-' "6-49'46
BUDGET AND ADMINISTRATION COMMITTEE
REGULAR MEETING 7:30 P.M. MARCH 24, 1997
MINUTES
Present:
Committee Members: Sams, Marcham Efroymson, Shenk,
Blumenthal, Johnson, Mackesey, Gray
Committee Members Excused: Thorpe, Hanna
Others Present:
Mayor Cohen
City Controller Cafferillo
Deputy Controller Thayer
Asst. City Attorney Kennedy
Superintendent of Public Works. Gray
Commons Coordinator Deming
City Clerk Holcomb
Asst. Supt. of Public Works Ferrel
Members of the media
Members of the public
1 . Opening Comments:
Chairperson Marcham stated that the following changes were
made to the agenda:
1. Additional Southside Heating System discussion
2 . Fire Department request for a design consultant
3. Property tax exemption for veterans
Members of the public were asked to speak; the following
members spoke:
Mr. Stavropoulos, 401 W. Green Street, owner of the State
Diner, discussed with the Committee the lack of lights in the,
west end, the amount of drugs in the area, and the need to
pull parking meters out of downtown to encourage customers to.
shop in Ithaca. He presented the Committee with a petition to
remove downtown meters and establish two-hour parking limits .
Mr. Cassaniti stated that he is against meters downtown and
encouraged the City to pull the meters out. He felt business
in the downtown would improve with the elimination of the
meters .
2 . City Attorney - Approval of Drug Court Contract
This item was brought back to committee from Council to
clarify the Drug Court Coordinator job description.
Chairperson Marcham questioned whether less direct drug counselor
1
BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 24, 1997
2 . City Attorney - Approval of Drug Court Contract (continued)
experience for the coordinator should be required, and more
administrative experience should be necessary. Alderperson
Shenk stated that the minimum education requirements were too
high as far as number of years of experience and may result in
a limited number of applicants . A discussion regarding the
Drug Contract and Coordinator position followed.
Assistant City Attorney Kennedy and Bill Benjamin from
Tompkins County discussed the experience needed for this
position with the Committee. The Committee did not want to
restrict the applicant pool. The Committee agreed that the
current education and experience levels were adequate. The
following motion was made:
WHEREAS, the City of Ithaca and Tompkins County have jointly
pursued Local Law Enforcement Block Grant Funding from the U.S. •
Department of Justice, Bureau of Justice Assistance (BJA) towards
the creation of a Drug Court in the Ithaca City Court, and
WHEREAS, the grant proposal is to create a Treatment Court Case
Manager position which would be jointly funded by the BJA Grant
Money, and
WHEREAS, the City and the County have agreed to administer the
grant funds through a single location with that location being the
Tompkins County Criminal Justice Coordinator' s Office, and
WHEREAS, the BJA grant funds in the amount of $16, 983 were received
and the City' s matching amount of $1, 887 has been allocated; now,
therefore, be it
RESOLVED, That the Mayor be authorized to enter into an agreement .
with Tompkins County to create a Treatment Court Case Manager
position for the period of the BJA Grant Award, October 1, 1996 to
September 30, 1998, such agreement to be consistent with the
document dated April 2,. 1997, and be it further
RESOLVED, That the City Controller is hereby authorized to make all
necessary transfers to provide payment to Tompkins County per
signed agreement.
The motion passed 8-0.
2
BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 24, 1997
3 . Commons Coordinator
A. Request to Sign Simeon's Revocable License Agreement
Commons Coordinator Deming presented a request to approve
Simeon' s Restaurant Outdoor Dining Permit request for 1997 .
Peter Ciferri, general manager of the restaurant, was present
to answer questions. Ciferri explained that he would like to
expand the outdoor dining area to include Aurora Street. He
stated that this would add two tables to the area, and create
an improved dining atmosphere. After a brief discussion
concerning the request, the following motion was made:
WHEREAS, since 1987 the City of Ithaca has issued a license to
Simeon' s Restaurant allowing that restaurant to utilize certain
areas along Aurora Street and on the Ithaca Commons for outdo or
dining, and
WHEREAS, this use of public property has generally been deemed
proper and successful, and
WHEREAS, the City of Ithaca wishes to promote diverse uses of the
Ithaca Commons, including outdoor dining, and
WHEREAS, it is Common Council' s responsibility to determine whether
or not to allow the serving and consumption of alcohol on the
Ithaca Commons, and
WHEREAS, Common Council has determined that the use of this public
property for outdoor dining at Simeon' s Restaurant, including the
responsible sale and consumption of alcohol, is desirable, and
WHEREAS, Common Council has determined that any use of this or
similar public property. involving the same and consumption of
alcohol should be covered by a minimum of $500,000.00 insurance
under the Dram Shop Act; now, therefore be it
RESOLVED, For the year 1997, that Common Council hereby approves a
revocable license agreement for the outdoor sale and consumption of
alcohol between the City and Simeon' s Restaurant that includes the
sale of alcohol in accord with the terms and conditions set forth
in application therefore, including minimum Dram Shop coverage in
the amount of $500,000.00 and Commons Advisory Board approval for
outdoor dining permits.
The motion passed 8-0 .
3
BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 24, 1997
3 . Commons Coordinator (continued)
B. B.I.D. - Request for Dining in Center Pavilion/Tree Grove
Business Improvement District (BID) President Mack Travis, and
Board member Al Smith discussed the possibility of placing
tables and chairs in the Commons Center Pavilion for dining
purposes with the Committee. They stated that the tables
would be placed there as available. Travis stated that the
request would not cost the City anything, as the BID would
purchase the tables and chairs.
A discussion followed regarding the Commons area dining use,
clean up, permit fees and enforcement. The Committee
discussed the possible establishment of a sub-committee to
work out all of the details on the dining area. However, the
sub-committee was not finally established, instead the
Committee referred the issue for recommendations to
representatives of the BID, the Board of Public Works and the
Commons Advisory Board. The Committee took a straw vote and
'approved the concept 8-0
C. Center Ithaca Elevator - 24 hour service
A discussion followed regarding the operation of the Center
Ithaca elevator. Mack Travis stated that the elevator is out
of service sometimes, and the need for a 24-hour elevator
service is growing. He explained the current elevator hours
are as follows :
8 AM to 6 PM, Monday - Friday
8 AM to 8 PM, Saturday
12 PM to 5 PM, Sunday
Travis stated that the cost of the additional hours to make
the elevator a 24-hour service elevator would be approximately
$8,000 . He is asking the City to assist in the 24-hour
operation at a cost of $6,000. He explained that he has spent
money to repair the elevator, and feels it is currently' in
good operating condition. After the Committee discussed the
elevator, it was decided to defer this item until next month.
4. Common Council
A. Vacancy Review Report
Alderperson Gray reported that the following action was taken
by the Vacancy Review Committee during the past two months :
1 . Approval to continue filling Legal Assistant position on
4
BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 24, 1997
a temporary basis .
A. Vacancy Review Report (continued)
2 . Approval to fill both a part-time and a full-time Bus
Driver vacancy.
3 . Approval to fill a Truck Driver vacancy in DPW.
4. Approval to fill a Parking Lot Attendant vacancy.
5 . Approval to fill five Police Officer vacancies, and four
Enforcement Officer positions. -
6 . Approval to fill three Dispatcher positions in the Police
Department.
7 . Approval to fill one Typist position in the Police
Department.
B. Accountability/Evaluation Process for Department Heads
Alderperson Efroymson reported that he attended a Department
Head staff meeting and received feedback from staff on the
current proposal for Department Head evaluations. He
explained that the major question is whether the evaluation
process is intended to be used for salary issues or to improve
the working of City Hall. Efroymson felt the evaluation was
to improve the working of City Hall, improve the delivery of
service to the customers, and to some extent grade the
individuals . Council agreed with Alderperson Efroymson.
Alderperson Mackesey stated that the evaluation process is a
good tool to use to eliminate surprises and improve
communication. Alderperson Efroymson stated he would send
around a revised evaluation process to Council members to
review. No formal action was taken.
C. Mayor's Report
Mayor Cohen reported on the following items:
1 . IMPACT support article in the City newsletter has been
written and reviewed by Council, and signatures are
needed.
2 . Tuesday, 3 P.M. meeting at the United Way related to the
Human Services Funding issue.
3 . Chamber of Commerce/City affair breakfast on March 31st.
D. Council Announcements
Alderperson Efroymson report that March 27th is GIAC' s Annual
meeting at 5 : 30 P.M.
5
BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 24, 1997
E. Budget Process Schedule
Chairperson Marcham stated that the City Attorney has
submitted a list of charter changes needed to change the
budget schedule, which will allow for the following:
Adoption of Budget in November
- Setting of tax rate in December
Marcham presented a budget process schedule to Council for
review. She stated that a Budget Process meeting has been
scheduled for Monday, April 28th at 7 :30 P.M. The monthly B
& A meeting for April will be on April 24th at 7 :30 P.M.
F. Hart Hotel Reimbursement
City Controller Cafferillo explained that this item was
defeated, 5-4, at Council in March, and was brought back to B
& A for discussion. He stated that Council did not. want to
restructure the Declaration of Covenants, but would entertain
• the possibility of reimbursing the Hotel for duplicate payment
of parking made by the Hotel to their guests . The City would
reimburse the Hotel up to $2,500 annually for this duplicate
parking payment.
Chairperson Marcham stated that she saw no justification for
the Hotel to pay both the annual agreement amount of $14,000
plus $2,500 in parking reimbursement to their guests .
Alderperson Efroymson stated that the agreement was accepted
by both parties many years ago, and the agreement should not
be changed. After a discussion regarding the request to take
this back to Council, the following motion was made:
WHEREAS, the City signed a Declaration of Covenants, in June, 1983,
with the Block 99 Partnership which among other items, allows for
a payment to the City for use, by the Holiday Inn, of parking
spaces in the City' s Parking Lot D, and
WHEREAS, a request was submitted from Hart Hotels Holiday Inn to
review and restructure the existing Declaration of Covenants with
the City as it relates to payment for parking spaces, and
WHEREAS, the request also included a reimbursement of parking paid
to patrons by the Holiday Inn for use of the lot above and beyond
the original agreement, and
6
BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 24, 1997
WHEREAS, the Budget and Administration Committee reviewed the
request and agreed that the Declaration of Covenants between the
Block 99 Partnership and the . City should be amended and a
reimbursement of 1996 parking charges, paid by the Holiday Inn to
their patrons in the amount of $1,714.90 for the use of the lot
outside the original agreement, should be paid; now, therefore, be
it
RESOLVED, That the Mayor be authorized to sign an amended
Declaration of Covenants between the City and Hart Hotels, Inc. ,
and be it further
RESOLVED, That the City shall reimburse Hart Hotels, annually, an
amount not to exceed $2,500 for parking paid by Hart Hotels for
patron use of the City' s Parking Lot D consistent with the amended
Declaration of Covenants .
Voting results on the motion were as follows :
Ayes: (5) Marcham, Gray, Shenk, Johnson, Mackesey
Nays : (2 ) Sams, Efroymson
Abstain: ( 1) Blumenthal
The motion will be forwarded to Council, 5-2-1. Alderperson
Mackesey was excused for the remainder of the meeting.
G. Partial Tax Exemption for Veterans
Chairperson Marcham stated that a change in Chapter 458a of
the Real Property Tax Law, effective January 1, 1997, allows
a municipality to increase the maximum assessed value for
Alternate Veteran' s Exemption to either $100,000 or $120,000
of assessed value. The Committee examined the current list of
assessed value limit. The City currently has an exemption
limit of $80, 000.
Mayor Cohen recommended that the City increase its exemption
to $100,000 . A discussion regarding the current list of
exemptions by other municipalities followed. The Committee
stated that they would like to see the projection of dollar .
value based on the tax roll if the exemption was increased by
$20,000 . City Controller Cafferillo stated he could have the
projection by the next council meeting. The Committee agreed
to put the item on as a discussion item for the council
meeting. No action was taken.
7
BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 24, 1997
5 . Finance/City Clerk —Request to Amend Personnel Roster
City Clerk Holcomb presented a request to amend the personnel
roster in her office to delete a Senior Stenographer position
and add an Administrative Secretary position. Holcomb stated
that this request is a result of a recent disability
retirement in her office. She stated that the roster change
would allow her to reorganize her office personnel, which
should result in greater efficiency. After a discussion
concerning the issue, the following motion was made:
RESOLVED, That the Authorized Personnel Roster for the Finance
Department/Clerk's Office be amended as follows:
Add: One (1) Administrative Secretary
Delete: One (1) Senior Stenographer
The motion passed 7-0 .
6. DPW - Approval of Sidewalk Assessments 1994, 1995, 1996
Superintendent of Public Works Gray presented the Committee
with the request to approve the sidewalk assessments for 1994,
1995 and 1996. Gray stated that this was a charter
requirement. He explained that this list of sidewalk
assessments has been approved by BPW and all appropriate
public hearings and notices have been provided to the property
owners prior to the repair. A discussion regarding the
sidewalk assessments followed. The total assessment invoice
was $70,569 .44. After a brief discussion concerning the
assessment process for sidewalks, the following motion was
made:
WHEREAS, notices of defects, public hearings and notices of
assessment were provided to property owners prior to the
installation and repair of their sidewalk in 1994, 1995 and 1996,
and
WHEREAS, the Board of Public Works has approved the attached list
of sidewalk assessments; now, therefore, be it
RESOLVED, That Common Council approves the attached list of
sidewalk assessments for 1994, 1995 and 1996 and directs the City
Chamberlain to collect said assessments.
The motion passed 7-0.
8
BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 24, 1997
7 . Committee to Proceed into Executive Session
The Committee voted, 7-0, to move into executive session to
discuss a personnel item and a health insurance update.
8 . Report from Executive Session
After the Committee voted, 7-0, to move back into regular
session, Chairperson Marcham reported that the Committee
discussed a DPW personnel item and took no action, and also
discussed the current health insurance status and took no
action.
9 . Planning Department - Request Amendment to Capital Protect for
Bridge Sculptures and Authorize Mayor to Sign All Agreements
Planning Director VanCort and John Schroeder, chair of the
Bridge Oversight Committee, presented a request to fund the
bridge sculptures on the two new inlet bridges at an increased
cost. Schroeder stated that the final budget estimates are in
and are as follows :
96 Bridge Sculptures $28, 253
89 Bridge Sculptures 38,211
$66,464
Funding for Sculptures: (Not to exceed amounts)
Original DOT Allocation $20,000
Original City Allocation 20, 000
Santaro Industries Offer 10,000
Additional Allocation DOT 10,000
Additional Allocation City 10,000
$70,000
Schroeder stated the City already committed $20,000 from
Capital Project #207 in 1994. A discussion followed regarding
the project. He is asking the City to add $10,000 to the
project. DOT has agreed to an additional $10,000.
VanCort explained the cost overrun and stated that the
original budget for this project is three years old.
Cynthia Yahn stated that parking is still needed in the west
end, and $70,000 would help out in the parking area. A
discussion concerning the bridge sculptures continued.
9
BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 24, 1997
9 . Planning Department- Request Amendment to Capital Project for
Bridge Sculptures and Authorize Mayor to Sign All Agreements
(continued)
A discussion regarding the possibility of Route 79 sculptures
followed. VanCort stated that the current cost of four
supports for the 79 bridge is $41,000. He stated that if the
City waited to do the sculptures at a later date, the cost
would increase three to five times. Mayor Cohen urged Council
to approve sculptures for the 79 bridge. The Committee asked
the Mayor to explore various funding alternatives for the 79
bridge sculptures. The following motion was made:
WHEREAS, Common Council approved, at its regular meeting of June 1,
1994, a City allocation of $20,000 to construct bridge sculptures
on the two new bridges built during the Route 96 project, and
WHEREAS, the original sculpture project had a cost estimate of
$40,000, and
WHEREAS, current cost estimates for the bridge sculpture project,
which would include a total of eight sculptures, are $66,464, and
WHEREAS, the other funders of the bridge sculpture project have
agreed to increase their allocation to the project, and
WHEREAS, the City would need to add an additional $10,000 to its
previous $20,000 matching allocation; now, therefore, be it
RESOLVED, That Capital Project #207 West End Development be amended
by an amount not to exceed $30,000 for the purpose of funding said
West End Bridge Sculpture project with total project funding
sources as follows:
NYS DOT $30,000
City of Ithaca 30,000
Santaro Industries 10,000
$70,000
and be it further
RESOLVED, That funds for said amendment be derived from the
issuance of Serial Bonds, and be it further
RESOLVED, That the Mayor is hereby authorized to execute all
appropriate agreements for the manufacture, construction, and
installation of the Route 89 and Route 96 bridge sculptures .
The motion passed 6-1 . Alderperson Blumenthal voted against
the motion.
10
BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 24, 1997 •
10 . Fire Department - Design Consultant Discussion
Chairperson Marcham stated that the Fire Department's request
for a design consultant for space needs will be discussed at
next month' s B & A meeting.
11. IURA/Planning - Request to Establish Capital Project for
Southside Center Heating System
Martha Armstrong presented a request to repair the' heating
system at the Southside Center. Armstrong stated that major
renovations will take place at the Center this summer, and it
would be a good time to replace the 60-year old heating system
with a hydronic system. She amortized and computed the costs
of either just replacing the boiler or replacing the entire
heating system with a hydronic system. The amortized annual
costs were as follows:
Replace boiler only $14,000.annually
Replace with hydronic system $19,500 annually
Armstrong stated that the hydronic system would cost $120, 000,
including design costs. A discussion concerning the boiler
project followed. She stated that the new boiler would allow
for lower utility bills, reduced annual maintenance costs and.
increased safety for the Center's occupants .
The Committee looked at the boiler improvement as long term,
and felt the new hydronic system is the most economical and
most efficient improvement to make. The following motion was
made:
WHEREAS, the City' s Southside Community Center facility had a
section of its boiler fail recently, and
WHEREAS, a review of the system by DPW staff and a local
engineering firm has estimated a total replacement of the heating
system in the facility for a cost of $120,000, which includes a new
boiler, replacement of all piping and controls, and design fees,
and
WHEREAS, DPW staff, Planning Department staff and the Budget and
Administration Committee recommend the replacement of the Southside
Community Center's heating system with a hot water hydronic system.
which would allow for greater energy efficiency, comfort, reduced
annual maintenance costs, and increased safety; now, therefore, be
it
11
•
BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 24, 1997
RESOLVED, That Common Council authorizes the establishment of
Capital Project #347 at a cost not to exceed $120, 000 for the
purposes of funding the design and installation of a new hydronic
heating system at Southside Center, and be it further
RESOLVED, That funds for said project will be derived from the
issuance of Serial Bonds .
The motion passed 7-0.
12 . B & A Meeting Minutes
The Committee agreed that the minutes will be placed on the
agenda for approval on a monthly basis.
13 . Finance/Controller - Insurance Report
City Controller Cafferillo presented the Committee with a
report on the City's Workers Compensation insurance. He
stated that the City is saving real money with a new Workers
Compensation agreement that includes a deletion of the
experience modification computation. He stated it will be
more effective to budget over the next two years.
Cafferillo stated that he is recommending that the City' s
insurance contract with the Ithaca Agency be extended through
1998. The Committee agreed with the recommendation. The
Committee will review the insurance report and bring back any
questions next month.
The meeting adjourned at 10:50 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.
12