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
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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
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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
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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
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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
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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
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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.
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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.
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