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BUDGET AND ADMINISTRATION COMMITTEE
REGULAR MEETING 7:30 P.M. NOVEMBER 24, 1997
MINUTES
Present:
Committee Members: Marcham, Shenk, Thorpe, Blumenthal,
Vaughan, Gray, Sams, Hanna (late) ,
Efroymson (late)
Committee Members
Excused: Mackesey
Others Present:
Mayor Cohen
City Controller Cafferillo
Deputy Controller Thayer
Supt. of Public Works Gray
Fire Chief Wilbur
City Attorney Geldenhuys
City Chamberlain Parsons
Asst. Supt. of Public Works Ferrel
Firefighter LaBuff
Members of the media
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1 . Opening Comments:
Chairperson Marcham stated the following changes were made to •
the agenda:
A. Addition of TCAT Proposed Consolidation agreement
discussion;
B. Addition of Managerial Salary Procedures - Executive
session discussion.
Members of the public were asked to speak; no members spoke.
2 . Common Council - Actions/Reports
A. Approval of September B & A Minutes
The Committee discussed the September 22, 1997 B & A minutes
and requested one amendment. After a discussion, the
following motion was made:
RESOLVED, That the minutes of the September 22, 1997 Budget and
Administration Meeting be approved.
The motion passed 7-0.
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BUDGET & ADMINISTRATION COMMITTEE MEETING NOVEMBER 24, 1997
B. City/Rotary Beautification Awards
Alderperson Blumenthal briefly discussed the City/Rotary
Beautification Awards program. Blumenthal explained that the
awards program was approved by Council in November, 1997 and
was not included in the 1998 Budget. The program required a
$300 cash contribution by the City.
City Controller Cafferillo stated that the funds can be
appropriated from Unrestricted Contingency funds in 1998 . The
Committee agreed with the procedure for contribution. No
formal action was taken.
3 . Finance/Controller - Approval of 1996 City of Ithaca Single
Audit
Deputy Controller Thayer introduced Jack Little and Scott
Andrew of the CPA firm of Ciaschi, Dietershagen, Little and
Mickelson. Mr. Little discussed with the Committee the 1996
Single Audit Report. Little explained that the City' s audit
report was "clean" and there were no comments for 1996 .
Little presented a five-year comparative report for the City' s
Balance Sheet, Revenue and Expenditures, Fund Balance, Budget
vs Actual and Audit Comments. He explained that each year the
City' s report has received less audit comments, which reflects
well upon the City' s financial records. Little explained that
revenues are keeping up with expenditures over the last five
years .
Little also presented a comparison of Ithaca' s financial
statements with the financial statements of other cities of
similar size. A discussion on the report and Fund Balance
followed. The following motion was made:
RESOLVED, That the Single Audit Report for the period of January 1,
1996 through December 31, 1996, prepared by the accounting firm of
Ciaschi, Dietershagen, Little and Mickelson, C.P.A. ' s, be accepted
to comply with all of the City' s applicable Federal Single Audit
and related Audit Requirements .
The motion passed 8-0-1. Alderperson Efroymson abstained.
4. City Attorney - Real Property Tax Exemption for Historic
Properties
City Attorney Geldenhuys presented a revised tax exemption law
for City historic properties . The major aspects of the law
include the following:
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BUDGET & ADMINISTRATION COMMITTEE MEETING NOVEMBER 24, 1997
- Goals of the exemption: increase incentives to
historic property owners to improve properties;
attract and retain businesses in city; assist
homeowners who are interested in restoring their
own properties who otherwise could not afford the
increased tax burden; invest in low income
neighborhoods; provide benefit to historic property
owners.
- Exemption applies to alterations of historic
property pursuant to Section 96A and 119-AA.
- Alteration exemption percentage 1-5 years 100%; 10%
annual percentage decrease year 6-10.
- Alterations must-meet following criteria:
Property designated historic;
Alterations must meet guidelines in local
preservation law.
- Alterations approved by City Landmark Preservation
Commission and for the purpose of historic
preservation.
- Alterations and rehabilitation work must meet the
following:
- Only exterior work; or
- Interior work involves the portion of the
building that has been designated as a
public interior;
- 20% or more of total cost of the project
is directly attributable to exterior
work;
- The project returns the use of a building
that has not been used for at least two
continuous years.
A discussion on aspects of the law followed. It was noted
that approximately 500 buildings in Ithaca have been
designated historic structures. About 400 of those would be
eligible for this tax exemption.
A suggestion to promote the law in the community was made and
that the promotion include language to highlight that a repair
of an existing multiple dwelling would qualify under the law.
However, conversion of a property from a one- or two-family
dwelling to a multiple dwelling shall not qualify for the
exemption.
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BUDGET & ADMINISTRATION COMMITTEE MEETING NOVEMBER 24, 1997
The Committee voted, 7-1, to move the historic exemption
ordinance forward to Council. Alderperson Sams voted against
the recommendation.
4 5. Common Council
A. Approval of Mid-Year Capital Project Amendment Policy
Alderperson Hanna had suggested a policy to examine capital.
project requests that are in addition to the approved capital
projects in the current year budget. The policy would state
that anytime a request is made which would increases the
current approved capital projects authorization, the Mayor and
City Controller are directed to work with the department and
prepare recommendations for changes to existing projects to
offset the costs of the new request. Common Council would
then approve the recommendation.
The policy would allow for the re-evaluation of capital
projects and attempt to maintain a constant debt amount.
Alderperson Hanna arrived during the discussion. Common
Council can adopt, modify, or reject the recommendation made
by the Mayor and the Controller.
After a discussion regarding the policy, the following motion
was made:
WHEREAS, Common Council routinely adopts a list of new capital
projects in each yearly budget, and
WHEREAS, some of the unplanned growth in the City' s total
indebtedness has occurred as a result of the addition of capital
project costs during the budget year, and
WHEREAS, these mid-year requests are sometimes both necessary and
unavoidable, and
WHEREAS, current fiscal conditions make it wise and prudent to hold
increases in debt under careful control; now, therefore, be it
RESOLVED, That anytime a request is made that would increase the
current appropriation for capital projects, the Mayor and the City
Controller are directed to work with departments to prepare
recommendations for deletions, revisions or deferrals from the list •
of existing projects to - at minimum - offset the costs of any such
new requests,. and be it further .
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BUDGET & ADMINISTRATION COMMITTEE MEETING NOVEMBER 24, 1997
RESOLVED, That Common Council will either adopt, modify or reject
said recommendations which shall occur no later than the November
Council meeting or within three months of approval of such new
requests, whichever comes sooner, and be it further
RESOLVED, That this resolution will take effect on January 1, 1998 .
The motion passed 9-0.
B. Approval of Department Feedback Instrument
Chairperson Marcham presented the Committee with the latest
draft of the Department Feedback Instrument. Marcham
explained that the draft has been approved by both the Mayor
and Senior Staff. The instrument would be used in 1998 .
A discussion regarding the feedback instrument followed.
Alderpersons Shenk and Sams suggested minor wording changes .
The Committee approved the minor wording changes by a vote of
9-0 . The following motion was made:
WHEREAS, the City of Ithaca is looking for ways to improve services
to city residents and increase the productivity of all city
employees, and
WHEREAS, Common Council has determined that a Department Feedback
Instrument is one method of working toward that goal, and
WHEREAS, the Department Feedback Instrument has been developed with
input from city department heads, and
WHEREAS, this instrument can be used to review the performance of
city departments, and is not intended to be used to determine
financial compensation for department heads; now, therefore, be it
RESOLVED, That Common Council adopts the Department Feedback
Instrument to be used by departments, the mayor and Common Council
to promote improvements in services and increase the productivity
of city employees, and be it further
RESOLVED, That implementation begin in 1998, and be it further
RESOLVED, That Common Council, the mayor and, department heads
evaluate the effectiveness of this instrument and make any
recommendations for changes no later than the December 1998 regular
meeting of Common Council.
The motion passed 9-0.. It was noted that the feedback
instrument is not applicable to Common Council.
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BUDGET & ADMINISTRATION COMMITTEE MEETING NOVEMBER 24, 1997
C. Trash Taq Rate Discussion
Alderperson Shenk discussed the change in trash tags from both
half tags (20 lbs . ) and full tags (35 lbs. ) to only half tags
at 20 lbs. Shenk explained that the change increases the cost
r of trash tags. She also suggested that the Committee should
look at a possible trash fee similar to the fee the County
currently assesses.
City Controller Cafferillo explained that the price difference
between 20 lb. tags and 35 lb. tags is fractional. Supt. of
Public Works Gray explained that the Board of Public Works
changed the trash tags because of the following:
- Currently selling 2/3 half tags, 1/3 full tags;
- Will simplify system;
Save $3,000 on printing costs of full tags .
It was noted that the Board of Public Works will examine the
trash tag issue and report back to the B & A Committee at a
future date. Alderperson Thorpe was excused for the remainder
of the meeting.
D. Taxicab Rates
Chairperson Marcham reported that the taxicab rate
subcommittee met last week and has suggested revisions to the '
u ordinance related to a reduction in the liability insurances
for taxicab drivers. She presented a report to the Committee
on the recommendations. This issue will be discussed next
month.
E. Vacancy Review Report
Alderperson Gray reported that the Vacancy Review Committee
approved the filling of a DPW Truck Driver position.
Chairperson Marcham stated that she would give a year-end
Vacancy Review Report in December, and discuss the vacancy
review process.
F. T-CAT Proposed Joint Venture Agreement
Chairperson Marcham presented the proposed T-CAT Joint Venture
Agreement, which will be discussed with Pat Kennedy next
month.
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BUDGET & ADMINISTRATION COMMITTEE MEETING NOVEMBER 24, 1997
G. Council Member Reports
Chairperson Marcham reported that the December B & A Committee
meeting will be December 22nd at 7 :30 P.M. . There is also a
Water Plant tour at noon on December 2nd.
6 . City Clerk - Request to Amend 1997 Budget
Deputy Controller Thayer presented a request to amend the 1997
Budget to reflect the receipt of a $11, 250 NYS Records
Management Grant for the period July 1, 1997 to June 30,1998 .
Thayer explained that the grant will be used to conduct a
business feasibility study of the City' s land based records .
The following motion was made:
WHEREAS, the City of Ithaca has received a Records Management Grant
for the New York State Department of Education, Local Government
Records Improvement Fund, in the amount of $11,250 for the period
July 1, 1997 to June 30, 1998, and
WHEREAS, the purpose of this grant is to conduct a business process
analysis feasibility study of the City' s land based records; now,
therefore, be it
RESOLVED, That the 1997 budget be amended to reflect the acceptance
of 1997-98 Records Management Grant as follows:
Increase Income:
A1460-3060 State Aid Records Management $11,250
Increase Appropriations:
A1460-5435 Contractual $11,250
5. The motion passed 8-0.
7 . Local Law to Adopt an Installment Payment Plan for Delinquent
Taxes
City Attorney Geldenhuys and City Chamberlain Parsons
presented the installment payment plan for delinquent taxes to
the Committee. Parsons stated the amended law has been
clarified to reflect how interest would accrue on the
installment payment. She explained that the revised local law
provides for an interest rate of one percent per month from
the agreement execution date. Penalties will also accrue.
After a discussion, the following local law amendment was
made:
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BUDGET & ADMINISTRATION COMMITTEE MEETING NOVEMBER 24, 1997
LOCAL LAW No. Of the Year 1997
City of Ithaca
A Local Law to adopt an installment payment plan for delinquent taxes
pursuant to guidelines laid out in New York Real Property Tax Law Article Eleven
BE IT ENACTED by the Common Council of the City of Ithaca as follows:
Section 1. Legislative Intent. This local law is intended to adopt an installment
payment plan for delinquent taxes according to guidelines delineated in Article Eleven of
New York Real Property Tax Law. This Local Law amends Section C-44 of the Charter.
Section 2. Section C-44 of the Ithaca City Charter is hereby amended by the
addition of the following provisions:
B. Installment Payment Plan for Delinquent Taxes
(1) The City of Ithaca hereby authorizes the City Chamberlain to
enter into installment agreements with property owners providing for the payment of
eligible delinquent taxes in installments according to the provisions of Article 11 of the
Real Property Tax Law of the State of New York, as amended. Within forty-five (45)
days of the return of unpaid taxes, the City Chamberlain, by first class mail, shall notify
all owners of properties with delinquent taxes that they are eligible to pay their
delinquent taxes in installments according to the provisions of Article 11 of the Real
Property Tax Law of the State.of New York, as amended. The City shall add one
dollar($1.00) to the amount of the tax lien to pay for such postage. The owner of such
parcel must accept the installment offer after thirty (30) days of the mailing of such
notice by signing an installment payment agreement with the City Chamberlain. The
City Chamberlain shall not include parcels accepting the offer and making timely
payments pursuant to the installment plan on the filing of the list of properties for
foreclosure proceedings with the court.
(2) The term of the installment agreement shall be twenty-four (24)
months, the payment schedule shall be monthly and the required initial down payment
shall be 25% of the eligible delinquent taxes within the City of Ithaca.
(3) Interest and penalties for delinquent taxes shall be assessed as
specified in Section C-44(a) of the Ithaca City, Charter up to and including the execution
date of the installment payment agreement. From the execution date forward interest
shall accrue as provided in Section 924-a of the Real Property Tax Law of the State of
New York as amended, provided that the taxpayer complies with the terms of the
installment agreement. The current interest rate specified by Section 924-a is one
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BUDGET & ADMINISTRATION COMMITTEE MEETING NOVEMBER 24, 1997
percent (1%) per month. All further penalty provisions specified in Section C-44(a) of
the Ithaca City Charter shall be suspended so long as the taxpayer is not in default on
the installment payment agreement. A late charge of 5% shall be assessed on any
installments not paid within fifteen (15) days of the due date. If an installment is not
paid within thirty (30) days of the due date, the property owner shall be in default of the
installment agreement, and further penalties shall accrue on the balance due as of the
date of the last payment as specified in Section C-44(a) of the Ithaca City Charter.
(4) If a property owner is in default of an installment agreement for
delinquent taxes, the City Chamberlain shall have the right to require full payment of the
remainder of the delinquent taxes including all penalties and interest. If the property
owner does not become current on the payments due on the installment agreement or
pay the full amount of the delinquent taxes including interest and penalties. the City
Chamberlain shall have the right to file the property with the next list of properties for
foreclosure proceedings.
The law passed 8-0.
B. Request for Extension for Tax Sale Redemption
City Chamberlain Parsons presented a request to extend the period to redeem for
six months to the property owner at 414 Elmira Road. Parsons stated that the
property owner needs the additional time to put together the funds needed to pay
the taxes. After a discussion, the following motion was made:
WHEREAS, the property owner at 414 Elmira Road has requested an extension of time
for property redemption from the 1994 City Tax sale for the property at 414 Elmira
Road, 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 414 Elmira
Road, up to June 1, 1998, for the total lien amount outstanding, plus additional interest,
penalty and related costs through the date of the redemption.
The motion passed 8-0.
8. Committee to Proceed into Executive Session
The Committee voted, 8-0, to move into executive session to discuss labor
negotiations and personnel items.
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BUDGET & ADMINISTRATION COMMITTEE MEETING NOVEMBER 24, 1997
9. Report from Executive Session
After the Committee voted, 8-0, to move back into regular session, Chairperson
Marcham reported that the following action took place in executive session:
A. Labor Negotiations
The Committee discussed a labor negotiation item and gave the City Attorney
direction. No formal action was taken.
B. DPW Appointment of Assistant Building Systems Supervisor
The following motion was made:
RESOLVED, That Richard Searles be provisionally appointed to the position of
Assistant Building Systems Supervisor at a 1997 annual salary of $31,500, effective
December 8, 1997, and be it further
RESOLVED, That the position of Assistant Building Systems Supervisor be assigned to
the City Executive Association at salary Grade 1.
The motion passed 8-0.
10. Fire Department
A. Approval of Concept for Joint Operations Training Center
Fire Chief Wilbur presented a request to approve the conceptual plan for the
Joint Operations Training Center. Wilbur explained that the goal of the proposed
'concept is to provide adequate funding for operation and support of the Ithaca
Fire Department Training Center.
Wilbur explained that the Fire Department is looking to get Council's approval to
move ahead with the training center joint operations concept. The department is
looking for a regional system for administration, operation and funding. A
discussion concerning the center's conceptual plan followed.
Mayor Cohen stated that County Board members are expressing strong support
for the Joint Operations Training Center. It was noted that the City would
eventually look for funding assistance from the County. Wilbur explained that he
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BUDGET & ADMINISTRATION COMMITTEE MEETING NOVEMBER 24, 1997
would discuss the joint operations concept plan with the Town of Ithaca in the
next week. The actual joint operation agreement would be developed and
brought back at a later date. After a discussion, the following motion was made:
WHEREAS, the Ithaca Fire Department has developed a conceptual proposal plan for
joint operation and support of the Ithaca Fire Department Training Center dated
November 7, 1997, and
WHEREAS, the joint operation of the training center is needed: to provide the
environment required for proper and effective fire training; to manage risks in the
delivery of training, both inherent and legal; to utilize the center to the greatest degree;
and to expand revenues and offset department operating costs; now, therefore, be it
RESOLVED, That Common Council hereby approves in concept the joint operation and
support of the Ithaca Fire Department Training Center and recommends the Fire
Department move forward with the conceptual plan.
The motion passed 8-0.
B. Conceptual Approval of Legislative Initiative for.Fire Department Fees,
Permits and Revenues
Fire Chief Wilbur stated that during the budget hearings, Council suggested that
additional revenues were needed City-wide. The Fire Department is examining
fees, permits and revenues in their department to establish areas of possible
revenue generation. Wilbur explained that he is looking for an endorsement from
Council on the areas the fire department is looking for revenue establishment.
Wilbur explained that he would recommend changes to the City Fire Prevention
Code, Chapter 181, to establish new or additional revenues. A discussion
regarding fees, permits and revenues followed. The various areas to be looked at
include:
Permits;
Permit fees;
Inspection services;
Acceptance testing;
Municipal fire alarm services;
Special services;
False alarm ordinance
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BUDGET & ADMINISTRATION COMMITTEE MEETING NOVEMBER 24, 1997
Wilbur presented the Committee with various examples of new fees and permits
under the above areas. Alderperson Shenk stated that she does not want to
reduce taxes, but at the same time make the taxpayers pay new fees for various
fire services. She would like to see a developed list of fees and permits prior to
endorsing the list.
Alderperson Vaughan expressed interest in making available incentives to
departments for generating new revenues. Should the revenues go to the
department or to the General Fund. This item will be discussed in 1998. After a
discussion concerning the proposed fee and revenue plan, the following motion
was made:
WHEREAS, the Ithaca Fire Department has established a conceptual list of fees,
permits and other revenue to be proposed by the Fire Department, and
WHEREAS, these fees, permits and other revenue will be thoroughly developed by the
department and the City Fire Prevention Code, Chapter 181, will be amended as
necessary to accommodate the changes with the intent to expand the department's
revenues, and
WHEREAS, the Fire Department will return to discuss the list of fees; now, therefore,
be it
RESOLVED, That Common Council hereby endorses the conceptual legislative
initiatives relating to Ithaca Fire Department fees, permits and revenue.
The motion was passed 7-0-1. Alderperson Shenk abstained. Alderperson Shenk
was excused for the remainder of the meeting.
C. Approval of Standardization of Fire Rescue Equipment
Fire Chief Wilbur presented.a request to standardize on Hydraulic Rescue
equipment. Wilbur explained that the department currently has four sets of
hydraulic rescue tools, three sets are with Hurst and one set is with Holmatro.
Wilbur explained the need for the standardization of fire equipment:
Current equipment is not interchangeable;
-. The greatest coordination of life safety equipment can be made by
Hurst equipment;
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BUDGET & ADMINISTRATION COMMITTEE MEETING NOVEMBER 24, 1997
Repair, maintenance and services costs less with Hurst;
- Hurst equipment meets the department's needs;
- Holmatro brand equipment is out of service and costly for repairs.
After a discussion regarding the item, the following motion was made:
WHEREAS, this Common Council has been requested by the Ithaca Fire Department to
standardize on Hurst hydraulic rescue equipment to be used by the Fire Department,
and to authorize the City to purchase approved equipment from the manufacturer, or a
representative thereof, and
WHEREAS, it is deemed to be in the best interest of the City for reasons of efficiency,
compatibility and economics to approve such standardization, as more fully spelled out in
the following items: - - -
1. The City of Ithaca Fire Department presently has 75% Hurst hydraulic
rescue equipment units;
2. The hydraulic rescue equipment is not interchangeable; one type of
equipment will allow for greater coordination of life safety equipment;
3. This action will minimize the inventory of repair parts which would have to
be maintained for the service of said rescue equipment;
4. Labor costs for maintenance and service of a standard type of equipment
will be less than are required to service different types of rescue
equipment;
5. Present Hurst rescue equipment has been satisfactory for the uses of the
Ithaca Fire Department;
6. Standardization provides the need for only one service contract for its
entire hydraulic rescue equipment;
7. Some of the other brand rescue tools are currently out of service and costly
to repair; now, therefore, be it
RESOLVED, That pursuant to Section 103, subdivision 5 of the General Municipal Law
of the State of New York, this Common Council hereby authorizes the standardization of
Hurst hydraulic rescue equipment as the type of equipment to be used and purchased by
the City of Ithaca Fire Department during the years 1997 - 1998.
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BUDGET & ADMINISTRATION COMMITTEE MEETING NOVEMBER 24, 1997
The motion passed 7-0.
D. Request Approval to Amend Capital Project Bond Resolution for Purchase
of Equipment
Fire Chief Wilbur presented a request to amend a previously approved bond
resolution to include the purchase of hydraulic rescue equipment. Wilbur
explained that Council authorized $48,000 to the Fire Department for the
purchase of Automatic External Defibrillators. After the project was bid, and all
equipment purchased, the project had a remaining balance of $20,586.74.
Wilbur requested that the remaining amount be used to purchase hydraulic rescue
equipment. City Controller Cafferillo stated that the bond resolution would have
to be amended to include the new equipment. After a discussion concerning
capital project balances and bid amounts, the following motion was made:
WHEREAS, the department has the opportunity to purchase Hurst hydraulic rescue
equipment at a cost of $15,112 which will allow the department to improve equipment
coordination, lower repair and service costs, and purchase the equipment that best fits
the department's needs; now, therefore, be it
RESOLVED, That Common Council hereby approves the amendment to the bond
resolution for the purchase of defibrillation equipment and redirects the remaining
balance to be used for the purchase of hydraulic rescue equipment in the amount of
$15,112, and be it further
RESOLVED, That said equipment shall be purchased from within the existing Capital
Project #338 authorization.
The motion passed 7-0.
11. Finance/Controller - Request Authorization to Cover Red Accounts
City Controller Cafferillo presented a request to give him authorization to transfer
funds within the existing 1997 budget to cover red accounts for 1997. A report
will be given to Council when the transfers are made. After a discussion
concerning the request, the following motion was made:
RESOLVED, That the City Controller be empowered to make transfers within the 1997
Budget appropriations, as needed, for the remainder of the 1997 Fiscal Year.
The motion passed 6-1. Alderperson Hanna voted against the motion.
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BUDGET & ADMINISTRATION COMMITTEE MEETING NOVEMBER 24, 1997
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.
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