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HomeMy WebLinkAboutMN-B&A-1994-10-19 BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7 :30 P.M. OCTOBER 19, 1994 MINUTES Present: Committee Members: Booth, Shenk, Gray, Johnson Others Present: Mayor Nichols City Controller Cafferillo Deputy Controller Thayer Youth Bureau Director Cohen Building Commissioner Eckstrom City Chamberlain Parsons Supt. of Public Works Gray Planning Staff Member } eigs Members of the public/media ----------------------------------------------------------------- ----------------------------------------------------------------- 1. Opening Comments: Chairperson Booth stated that the following changes were made to the agenda: A. An additional Clerk' s Office personnel item in executive session. B. An additional item in executive session related to the transfer of property. C. An additional item related to the Traffic Engineer position. D. The schedule of meetings for the 1995 Budget discussions. In addition, members of the Public were asked to speak; the following member spoke: David Nutter, Bicycle Advisory Council. He stated that he is supporting the Cops on Bikes program that the City currently has . He stated that this program is very positive and effective. He stated that it would be appreciated if the City could use any of the federal funds being received from the Crime Prevention Program to expand the Cops on Bikes program. Chairperson Booth stated that he would appreciate departments sending the Committee back-up material with their various requests so that those materials can be sent out with the agenda. This will give the Committee an opportunity to review 1 OL- BUDGET & ADMINISTRATION COMMITTEE MEETING OCTOBER 19, 1994 the material before the meeting. Recently, there have been many items brought to the Committee without the Committee' s receiving supporting materials before the B & A meeting. 2. Finance/Controller - Request Approval of 1993 Single Audit Dennis Jones and Scott Andrew of the accounting firm of Ciaschi, Dietershagen, Little and Mickelson, CPA' s presented the B & A Committee with the City' s 1993 Single Audit report. Scott Andrew discussed the City' s 1993 Single Audit report and stated that the City had a clean audit. He explained that the City' s fund balance is about seven percent of its budget, which reflects the fact that the City of Ithaca is in a pretty sound financial position. The auditors! discussed some minor comments in the management letter of the audit relating to the recording of encumbrances and various Trust and Agency funds. After a discussion regarding the audit results, the following motion was made: RESOLVED, That the Single Audit Report for the period of January 1, 1993 through December 31, 1993, 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 4-0. 3. Financel Chamberlain - Request Extension of Tax Redemption Period City Chamberlain Parsons presented a request from a property owner at 706 East Buffalo Street to extend the time for property redemption from the 1991 City Tax Sale. Parsons explained that the previous property owner of 706 East Buffalo Street filed bankruptcy in 1992, but could not effectuate his bankruptcy plan, and the property then transferred back to the original property owner. She stated that the current owner has limited cash reserves, but is actively negotiating a sale of the property to be completed soon. Parsons explained that the outstanding taxes due will be paid as part of the closing. The owner is requesting a six month extension of the tax redemption period, and Parsons recommended the extension. After the Committee discussed the request, the following 2 BUDGET & ADMINISTRATION COMMITTEE MEETING OCTOBER 19, 1994 motion was made: WHEREAS, the property owner at 706 East Buffalo Street has requested an extension of time for property redemption from the 1991 City Tax Sale for the property at 706 East Buffalo 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 706 East Buffalo Street, up to May 26, 1995, for the total lien amount outstanding, plus additional interest penalty and related costs through the date of the redemption. The motion passed 4-0. 4. Youth Bureau - Request to Amend Youth Bureau Acoustics/HVAC Project Youth Bureau Director Cohen presented a request to amend the City' s capital project for Youth Bureau Acoustics/HVAC improvements. Cohen explained that after the discussion at last month' s B & A meeting concerning this project, the Client Committee discussed the options and proposals, and recommended the third option for a ground source heat pump HVAC system with horizontal drop plus the acoustic remediation. Cohen stated that the total cost of the project would be $620,000. City Controller Cafferillo stated that the selected third option was the best option relative to financial considerations. Superintendent of Public Works Gray explained the recommended project to the Committee. It was noted that the current Youth Bureau Acoustics/HVAC project authorization is $182,000. The project increase would need to be $438, 000 for a total project authorization of $620,000 . Gray stated that the engineering staff recommended this project at $620, 000 . The project' s budget was presented and discussed as follows : Professional Services $ 87, 010 Construction Contract 482,000 In-house Costs 50,990 $620, 000 Mayor Nichols stated that he is not convinced that the current Youth Bureau building is in a good location to 3 BUDGET & ADMINISTRATION COMMITTEE MEETING OCTOBER 19, 1994 serve the City' s youth. Chairperson Booth and Alderperson Shenk stated that the recommended project appears reasonable. After a discussion regarding the project, the following motion was made: WHEREAS, the City of Ithaca Planning Department and Youth Bureau have received three project cost proposals from the Gent Engineering Firm for the Youth Bureau Acoustic and HVAC Remediation Capital Project, and WHEREAS, the costs of all three proposals were reviewed by the Planning Department, Youth Bureau, Controller' s Office, and City Engineering Department, including construction costs, life expectancy costs, operating costs, and maintenance costs, and WHEREAS, the City staff recommends a total Capital Project for the Youth Bureau Acoustics and HVAC in the amount of $620,000, and WHEREAS, the recommended Capital Project includes the acoustic panel and tile remediation project and a ground source heat pump HVAC system with horizontal drop, and WHEREAS, Common Council has previously approved an amount of $182, 000 for the Acoustic/HVAC System Project and the project inventory has a balance of $170,000; now, therefore, be it RESOLVED, That Capital Project #244 Youth Bureau Acoustics/HVAC be increased by an amount not to exceed $438, 000 to a total project cost not to exceed $620,000 for the Acoustic and HVAC System Remediation, and be it further RESOLVED, That the funds for said project be financed through the issuance of Serial Bonds. Voting results on the motion were as follows : Ayes (3) Gray, Booth, Shenk Nays ( 1 ) Johnson The motion passed 3-1 . 5 . Department of Public Works A. Traffic Engineer Position Report Superintendent Gray stated that the last candidate for 4 BUDGET & ADMINISTRATION COMMITTEE MEETING OCTOBER 19, 1994 the Traffic System Engineer position was interviewed. Gray requested authority to place this item on the COW meeting agenda for discussion and action. . The Committee agreed to put this on the COW agenda. No vote was taken. B. Sale of Brindley Street Property Report Superintendent Gray reported to the Committee on a possible abandonment of Brindley Street between State and Buffalo Street for the possible relocation of Pete' s Grocery Store as a result of the Route 96 project. Gray explained that the Board of Public Works approved the abandonment of Brindley Street. No action was taken. 6 . Planning Department - Request to Approve Bicycle Planning Consultant Contract Planning staff member Meigs presented a request to approve a $20,000 Bicycle Planning Consultant contract. Meigs stated the Planning Department has received proposals for a consultant to assist with the preparation of the City of Ithaca Bicycle Master Plan. He explained that proposals were received from 15 firms, and then the contractors were interviewed. The staff selected Trowbridge & Wolf as the consultant to perform the work. Meigs stated that the funds for this consultant would come from the federal grant of $100,000 that the City received for bicycle activity. It was noted that the City' s 20 percent grant fund match is part of a City capital project. Meigs explained that the $20,000 would include all reimbursables. A discussion regarding the consultant and the bicycle plan followed. The following motion was made: WHEREAS, the Planning Department has requested and received proposals for professional assistance in the preparation of a final Bicycle Plan, and WHEREAS, the Bicycle Plan will detail policies, programs and implementation measures needed to encourage and facilitate bicycle use in the city, and WHEREAS, the Planning Department staff has reviewed the proposals and recommends the firm of Trowbridge & Wolf be hired to develop the Ithaca Bicycle Master Plan at a cost of $20, 000; now, therefore, be it RESOLVED, That the firm of Trowbridge & Wolf be hired to assist in the preparation of an Ithaca Bicycle Master Plan at 5 BUDGET & ADMINISTRATION COMMITTEE MEETING OCTOBER 19, 1994 an amount not to exceed $20, 000, inclusive of reimbursables, and be it further RESOLVED, That the funds for said bicycle plan contract be derived from Capital Project #267 . The motion passed 4-0. 7 . Finance/Controller - Request Authorization for 1995 Budget Transfers City Controller Cafferillo presented a request to allow him to make various end-of-the-year budget transfers to cover any City accounts which are overdrawn. Cafferillo explained that this authorization is done annually. After a brief discussion, the following motion was made: RESOLVED, That the City Controller be empowered to make transfers within the 1994 Budget appropriations, as needed, for the remainder of the 1994 Fiscal Year. The motion passed 4-0 . 8. Committee to Proceed Into Executive Session The Committee voted, 4-0, to move into executive session to discuss a land transfer item and personnel items.- 9 . Report from Executive Session After the Committee voted,, 4-0, - to move into regular session, Chairperson Booth stated that the following action was taken during the executive session: A. Finance/Chamberlain - Request for Extension of Tax Redemption Period City Chamberlain Parsons discussed a possible extension of the tax redemption period on a City property with the Committee. The Committee voted, 4-0, to move this to the next COW meeting agenda for executive session discussion. B. Finance/Clerk's office - Personnel Item The Committee discussed a personnel item related to the City Clerk' s Office. the Committee agreed to place this item on the next COW meeting agenda for executive session discussion. 6 BUDGET & ADMINISTRATION COMMITTEE MEETING OCTOBER 19, 1994 C. Mayor - Transfer of City Property Interest The Mayor discussed a property item with the Committee relating to the possible transfer of interest of City property. The Committee gave the Mayor direction related to the property item. No formal action was taken. 10. 1995 Budget Discussion Schedule Chairperson Booth presented the tentative 1995 Budget discussion schedule to the Committee. The Budget Committee will meet the following dates : November 9th November 10th November 16th November 17th November 22nd November 28th The individual items to be reviewed at each budget discussion will be determined. No action was taken. The meeting adjourned at 10 :00 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. 7