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HomeMy WebLinkAboutMN-B&A-1994-07-20 e BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7 :30 P.M. JULY 20, 1994 MINUTES Present: Committee Members: Booth, Shenk, Johnson, Gray Others Present: Mayor Nichols . City Controller Cafferillo Deputy Controller Thayer City Attorney Guttman Fire Chief Wilbur Police Chief McEwen Personnel Administrator Saul Supt. of Public Works Gray Building Commissioner Eckstrom Youth Bureau Activities Coordinator Green Members of the media 1 . Opening Comments: Chairperson Booth stated that the following changes were made to the agenda: A. An additional item related to amending the 1994 Budget for the current records management grant. B. An additional item related to amending the personnel roster for a typist position in the Clerks office. C. An additional report on the DPW Fiber Optic project. Members of the Public were asked to speak; no members spoke. 2 . Police Department A. Request to Convert Matching Funds to Funds to Hire New Police Officer Police Chief McEwen presented a request to convert $19,901 designated as matching funds for a federal grant to funds that can be used to hire a full-time police officer. McEwen explained that the Police Department s 1994 Budget included $19,901 in funds to match a Federal Police Hiring Supplement Program Grant. He explained 1 } BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 20, 1994 that the grant application was not approved, and therefore, the City' s matching funds can be used for other items . McEwen explained that the new officer would be used as an additional community police officer in the West End. He stated that based on business and community complaints in the West End related to drug activity, it appeared the officer was needed. McEwen explained that the officer would be hired by September 1st. He stated that for the remainder of the year, the department would need $11, 848 to cover the new police officer and related expenses. He stated that it would take six to eight months from the date of hire to get the officer on the street. The Mayor stated that he supports the additional police officer position recommended by the Police Chief. After a discussion regarding the crime bill, the following motion was made: WHEREAS, the Police Department' s 1994 Budget included matching funds of $19,901 to support the City' s application for the Federal Police Hiring Supplement Program Grant, and WHEREAS, the City' s application to the Federal Police Hiring Supplement Program Grant was not . approved in the Federal Budget for 1994, and WHEREAS, the Police Chief, residents and business people have identified the increasing problem of violence and drug trafficking in the West end of the City as needing particular attention, and WHEREAS, the Police Chief has recommended, with approval from the Community Police Board, that a portion of the funds originally budgeted in 1994 for the grant be converted to the hiring of one full-time Police Officer; now, therefore, be it RESOLVED, That the matching funds budgeted for the Federal Police Hiring Supplement Program Grant be converted to the hiring of one ( 1 ) full-time Police Officer, effective September 1, 1994, at an estimated amount of $11, 848 for the remainder of 1994, such officer to be utilized primarily for community policing purposes, and be it further RESOLVED, That should the City of Ithaca receive funding in the future from the federal government to support the hiring of additional police officers, Common Council shall reexamine the overall level of City funding to support the hiring of police officers . 2 1 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 20, 1994 The motion passed 4-0 . B. Request to Amend 1994 Police Department Personnel Roster Police Chief McEwen presented a request to amend the 1994 Police Department roster by deleting a full-time parking meter checker position and adding a Community Service Officer position. McEwen explained that he has been reviewing the staffing situation within the Meter Enforcement section, which was transferred to the Police Department in January, 1994. He stated that the Police Department is currently authorized one Community Service Officer position, which is assigned to the Traffic Unit. He explained that the Community Service Officer position was created to allow two Police Officers assigned to the Traffic Unit to devote more time to traffic enforcement. McEwen also explained that the current Meter Enforcement section employs six part-time meter checkers, many of whom have been working out-of-title, and full time. He stated that there is currently one meter checker position, full-time, that is vacant. McEwen explained to the Committee that the Civil Service test results for the Community Service Officer position are back, and the eligibility list has been approved. He noted that none of the meter checkers scored high enough on the exam to be eligible for permanent full-time appointments. McEwen made a request to the Committee to delete the vacant full-time meter position and add a Community Service Officer position to allow the department to have two Community Service Officers who then can be cross- trained to perform both Police Traffic Unit and Meter Enforcement work. After a discussion regarding the meter checker positions, the following motion was made: RESOLVED, That the Personnel Roster of the Ithaca Police Department be amended as follows: Add: One ( 1 ) Community Service Officer Delete: One ( 1) Parking Meter Checker (Full-Time) The motion passed 4-0 . 3 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 20, 1994 3 . DPW - Fiber Optic Project Report Superintendent of Public Works Gray reported that the Fiber Optic Project bids were opened today. Gray stated that the conduit portion of the project came in at $130, 000 and the pulling of the fiber optic line will be bid at a later date. He explained that the current authorized project is $130, 000, which was to include both the installation of the conduit and the pulling of the fiber optic line. He explained that to do the entire project would cost approximately $172, 000 . Gray stated that he was analyzing why the previous estimate of this project budget was so far off the bids received. He stated that the main cause for the bid results being over budget is the current premium price paid for construction work being done in July and August. Gray explained that the State is well underway with the Green Street reconstruction project, and the window of opportunity to do this fiber optic project is small. The Committee agreed to allow the DPW to look into • various alternatives with the fiber optic project, including possibly using in-house work. The possible authorization to increase the project will be placed on the COW agenda for action. No formal action was taken. 4. Youth Bureau - Request to Amend 1994 Budget Youth Bureau Activities Coordinator Green presented a request to amend the 1994 Youth Bureau Budget by $8,593 to reflect the receipt of a grant from the Ithaca City School District. Green explained that the grant will allow the Youth Bureau to expand the programming in the Access to College and Employment (ACE) Program. He stated that the ACE Program serves middle and high school students in the city. Green stated that the grant funds will be used to hire one temporary full-time Youth Development Program Leader and related fringe benefits. After a brief discussion regarding the grant, the following motion was made: WHEREAS, the City of Ithaca Youth Bureau has been notified that it will receive additional funding from the Ithaca City School District (NYS Grant) in the amount of $8,593 for 1994, and 4 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 20, 1994 WHEREAS, the funding will be used to expand the Access to College and Employment (ACE) Program which serves local middle and high school students; now, therefore, be it RESOLVED, That the 1994 Youth Bureau Youth Development Program Personnel Roster be amended as follows : Addition: One ( 1) Full Time Youth Development Program Leader (ACE Program) and be it further RESOLVED, That the 1994 City of Ithaca Budget be amended as follows : Increase Revenue Account: A3820 State Aid Youth Programs $8,593 Increase Appropriations Accounts: A7310-110-1210 Staff ACE Program $6, 610 A9010 State Retirement 30 A9030 Social Security 658 A9040 Workers Compensation 583 A9060 Health Insurance 712 and be it further RESOLVED, That said position will terminate when the grant funds for this program expire. The motion passed 4-0. 5 . Fire DeRartment A. Medical Waste Disposal Report Fire Chief Wilbur reported that the Fire Department has proposed a contract with the hospital to dispose of medical waste at no charge to the City. Wilbur explained that previously the department has delivered the waste to the hospital, but no contract was in place. He explained that new DEC requirements have prompted the contract. Chairperson Booth asked that the City Attorney examine the issue of the City disposing its medical waste with the hospital ' s medical waste before the contract is signed. No formal action was taken. 5 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 20, 1994 B. Extended Sick Leave and Requirement for Temporary Help Report Fire Chief Wilbur reported the Fire Department' s Account Clerk Typist will be away from work for six weeks . Wilbur explained that this absence may exceed the department' s appropriation for temporary help. He stated that he will monitor the budget to determine if a budget transfer will be needed. He stated that if a budget transfer is needed, he will be back to this committee. No action was taken. C. Request to Amend 1994 Personnel Roster Fire Chief Wilbur presented a request to amend the 1994 personnel roster by filling two fire fighter positions. Wilbur explained that currently the Fire Department has two fire fighters who have been on disability since 1992 . He stated that another fire fighter is now off on extended leave. Wilbur explained that because of these several disabilities among fire personnel, he is experiencing • many staffing problems including: 1. A lack of overall manpower. 2 . A large lag time between the decision to hire replacement fire fighters and their ability to provide service on the line. 3. A large increase in overtime expenses . 4. A large increase in compensatory time. Wilbur stated that disability retirement applications have been filed with the State for the two fire fighters that have been off since 1992 . He explained that he would like to hire two fire fighters to fill the retirements caused by disabilities. He stated that this would be contingent on approval of the disability retirements by the State. After a discussion regarding the positions, the following motion was made: RESOLVED, That the Fire Chief is hereby authorized to fill two (2 ) Firefighter positions which are currently vacant and unfunded, pending the State Comptroller' s approval of two disability retirement applications, and be it further 6 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 20, 1994 RESOLVED, That upon the approval of each disability retirement application, the position vacated by disability retirement shall remain vacant and unfunded, and be it further RESOLVED, That the funding needed to fill the two additional Firefighter positions shall be derived from within the existing 1994 Fire Department budget. The motion passed 4-0 . D. Request to Amend 1994 Authorized Equipment List Fire Chief Wilbur presented a request to amend the 1994 authorized equipment list by the addition of a $3, 800 desktop computer workstation and printer. Wilbur stated that the equipment will be used for pre-planning and code enforcement activities. He explained that the machine would be available from state contract and that the funds for the proposed purchase could be derived from his 1994 budget. After the Committee discussed the machine and its use, the following motion was made: WHEREAS, the Fire Department is in need of a desktop computer workstation and printer to be used for pre-planning and various code enforcement activities, and WHEREAS-, the Fire Department has estimated the cost for said computer workstation purchased to be $3,800, and WHEREAS, said computer equipment will be compatible with future City-wide networking systems; now, therefore, be it RESOLVED, That the Fire Departments 1994 Authorized Equipment list be amended as follows: Addition: One ( 1) Apple Quadra 840AV Desktop Workstation 16MB RAM, 230MB Hard Drive, CD Drive, Ethernet Card and HP 560C Color Inkjet Printer $3,800 and be it further RESOLVED, That an amount not to exceed $3, 800 be transferred from Account A3410-460 Program Supplies to Account A3410-210 Office Equipment to fund said computer purchase. The motion passed 4-0. 7 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 20, 1994 6. Building Department A. Appearance Tickets Report Building Commissioner Eckstrom reported on the use and effectiveness of appearance tickets for enforcement activities . He reported that the Building Department' s costs and revenues thus far for the administration of appearance tickets were as follows : Costs (Staff hours and supplies) $8,533 Revenues (Fines collected) 3,305 Net cost $5,228 Eckstrom stated that the above costs did not reflect the City Attorney' s staff time. He stated that the cost/benefit ratio may become somewhat improved in time, but he felt the cost would always outweigh the revenues. He explained that the violations include: parking, garbage, and snow on sidewalks . Eckstrom still felt that the appearance ticket program is an effective tool for the City. • The Committee asked the Building Commissioner to continue to monitor the program, and report back in six months . No action was taken. B. Request to Release Funds for Staff Training Building Commissioner Eckstrom presented a request to release contingency funds to allow the Building Department staff to attend a CareerTrack Seminar in Ithaca. Eckstrom stated that he was recommending that his staff be sent to a seminar to implement self-directed work teams . He explained that his staff is currently functioning as three teams (housing inspectors, building inspectors, and support staff) and have experienced varying degrees of success as self-directed work teams. Eckstrom stated that his staff could now use professional training in this area. Eckstrom proposed that the required funds will be derived from the restricted contingency account established for the Building Department Code Inspector position. Eckstrom stated that the cost for this training will be $1,500 . The following motion was made: WHEREAS, the Building Commissioner is recommending that his entire staff be sent to a CareerTrack Seminar in Ithaca in order to facilitate the use of self-directed work teams, and 8 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 20, 1994 WHEREAS, the cost for said staff development will be $1,500 and will improve the Building Department' s effectiveness in self-directed work teams; now, therefore, be it RESOLVED, That an amount not to exceed $1,500 be transferred from Account A1990 Restricted Contingency - Code Inspector Funds to Account A3620-440 Staff Development for said training program. C. Request to Release Funds for Code Inspector Positions Building Commissioner Eckstrom presented a request to release $4,000 in restricted contingency funds to allow for the promotion of five Building or Housing Inspectors to Code Inspectors. Eckstrom explained that in the 1994 Budget, $6,000 was placed in restricted contingency to allow the Building Department to hire code inspectors. Eckstrom explained that during 1993 and 1994, the Building Department' s performance in relation to housing inspection fees was examined. He explained that in 1993 the Department collected $30,250 in safety inspection fees . He explained that as of July 7th, the department • has received $25, 804 in safety inspection fees . Eckstrom stated that another $31,360 is expected to be collected in 1994. Eckstrom stated that five inspectors in the Building Department are interested in performing the work and accepting the responsibilities of the Code Inspector position. He stated that the title and new duties have been approved by the Civil Service Commission. He explained that if all five are promoted, the 1994 financial impact in his department would be $4, 000 . A discussion regarding the promotion followed. The Committee suggested that the vacant Building and Housing Inspector positions remain vacant and unfunded until the civil service exam process is completed, at which time, the open positions will automatically be abolished from the roster. The following motion was made: RESOLVED, That the Personnel Roster of the Building Department be amended as follows: Add: Five (5) Code Inspectors and be it further 9 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 20, 1994 RESOLVED, That the new positions shall be filled through the promotion of current Building Department employees who hold either Building Inspector or Housing Inspector positions, and be it further RESOLVED, That the Building Inspector and Housing Inspector positions vacated due to promotion shall remain vacant and unfunded pending the outcome of the civil service examination process, and be it further RESOLVED, That each Building Inspector and Housing Inspector position vacated due to promotion shall be automatically abolished at such time as the affected employee has attained permanent appointment as a Code Inspector, and be it further RESOLVED, That the title of Code Inspector shall be assigned to the CSEA Administrative Unit at salary grade 16, and be it further RESOLVED, That $4,000 be transferred from Restricted Contingency to Account A3620-110 to fund said appointments for the balance of 1994. The motion passed 4-0. D. Committee to Proceed into Executive Session The Committee voted, 4-0, to move into executive session to discuss a Building Department personnel item related to the promotion of the five code inspectors. E. Report from Executive Session After the Committee voted, 4-0, to move back into regular session, Chairperson Booth reported that the previous resolution regarding the promotion of the five code inspectors was sufficient, and no further action was needed. 6. Attorney's Office A. Model Residency Law Discussion City Attorney Guttman discussed the status of the New York residency law respecting the City' s authority to require employees to reside in the city. Guttman stated that NYCOM has proposed a model law on the authority of a municipality to impose a residency law. Guttman stated that the City needs to decide if it wants, in general, to require City employees to become city residents when they 10 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 20, 1994 are employed. He also stated that the City needs to decide if it wants to have City employees remain residents of the city as long as they are employed by the City. He stated that this can not be done retroactively. Guttman also stated that different residency requirements apply to different City positions. Assistant City Attorney Kennedy stated that they have been trying to determine what the local city residency laws are, what the state residency laws are, what the State would prevent the City from doing if the City changed its residency law, and what local residency laws apply to current City positions. A discussion regarding the residency law followed. Guttman stated that the four groups of City employees to be examined are as follows: 1. Police officers 2. Fire fighters 3. Sanitation workers 4 . The rest of the City work force The Committee agreed that the Attorney' s office and the Personnel office should continue to examine the residency law as it relates to the City employees. Also, a memo at some point should be circulated to Council, listing the pros and cons of requiring that City employees be city residents. No action was taken. B. 1995 Empire State Games Mayor Nichols stated that the 1995 Empire State Games will be held in Ithaca. Mayor Nichols stated that the City expects to be fully compensated for any City expenditure of funds. He explained that the last time the games were here, the City was not fully compensated. City Attorney Guttman stated that discussions have begun between the City and the State, and contracts will be established to protect the City. He also stated that there may be possible Route 96 construction problems . No action was taken. C. Request to Amend Personnel Roster Assistant City Attorney Kennedy presented a request to amend the 1994 personnel roster by changing the Attorney' s Office Confidential Secretary, Gen Smith' s 11 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 20, 1994 title to Legal Assistant. Kennedy also stated that Ms . Smith' s hours per week would increase from 30 to 35 . Kennedy stated that she will complete her paralegal program in July. Kennedy stated that the Personnel office is currently evaluating the salary for the legal assistant position, and the appropriate job description is being established. The Committee voted, 4-0, to move this to the COW meeting contingent on the Personnel office' s approval of the salary and job description. D. Public Nuisance Law Discussion City Attorney Guttman stated that the Planning Committee is discussing this issue. Guttman pointed out that some possible nuisance law problems at a property are: 1 . Drug crimes 2 . Stolen property 3. Fire arms 4. Minors endangered Guttman stated that the proposed law is based upon a law in Rochester, and has not yet been tested in Court. The proposed law would allow the City to shut down a landlord' s property if the property is declared a nuisance. Guttman stated that the property could be shut down after three convictions . Guttman discussed various details respecting the proposed law with the Committee. Chairperson Booth stated that a report should be made to the City relating to the basis of the law. Mayor Nichols stated that an ad hoc committee will be formed to discuss the law and make recommendations. This issue will be discussed at the COW meeting by the Planning Committee. 7 . DPW - Trash Tag Rate Reduction Report Superintendent of Public Works Gray reported to the Committee that the BPW has passed the following reduced City trash tag rates : $2 . 75 per tag for 35 lb. ( 6 for $16 .50) $1 . 70 per tag for 20 lb. ( 6 for $10 .20) Gray stated that Tompkins County lowered their tipping fee from $105 per ton to $55 per ton. Mayor Nichols stated that the trash tag fees will not be increased in 1995 unless there is a major change in the County tipping 12 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 20, 1994 fee. Mayor Nichols stated that a City/County recycling contract will be in place soon. The City has the lowest trash tag cost in the County. A discussion regarding trash tags followed. No formal action was taken. 8. Finance Department/Clerk - Request to, Amend 1994 Authorized Equipment List City Controller Cafferillo presented a request from the City Clerk to amend the 1994 authorized equipment list by purchasing a $2,224 sound system for Council Chambers. Cafferillo explained that the current Council Chamber sound system is in need of repair and improvement. The current status of the sound system has made it increasingly difficult for the Clerk' s office to transcribe minutes and for the public to hear what is said at meetings . Cafferillo stated that the Clerk' s office has examined various sound systems and recommends a proposal from Hiltronex Sound Productions Studio to upgrade the current sound system at a cost of $2,224. He stated the funds would have to be derived from the unrestricted contingency account, if approved. After the Committee discussed the equipment purchase, the following motion was made: WHEREAS, the Council Chamber sound system is in need of an upgrade to improve the ability of meeting participants, the public, and the medial to hear what is being said during meetings in said room, and to improve the ability to transcribe minutes recorded on the system, and WHEREAS, the Clerk' s office has reviewed various Council Chamber upgrades and system replacement possibilities, and recommends the upgrade proposal from Hiltronex Sound Production Studios at an estimated cost of $2,224; now, therefore, be it RESOLVED, That the 1994 Authorized Equipment list for the City Clerk' s office be amended by the following: Addition: Sound System (mixer, related connectors and installation) $2,224 and be it further 13 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 20, 1994 RESOLVED, That an amount not to exceed $2,224 be transferred from Account A1990 Unrestricted Contingency to Account A1315- 225 Finance Other Equipment to fund said sound system upgrade. The motion passed 4-0 . B. Finance Department/Clerk - Request to Amend 1994 Personnel Roster and 1994 Budget City Controller Cafferillo presented a request to amend the 1994 Personnel roster by extending the Temporary Records Management Coordinator position through June 30, 1995 . Cafferillo stated that the Clerk' s office has applied for and been notified that the fourth records management grant will be received for the period July 1, 1994 to June 30, 1995. He stated that the grant is $25, 000 and will continue the records management grant, which has been ongoing in the City for a number of years. Cafferillo stated that the records management coordinator position will earn $9 .49 per hour, 35 hours a week, to June 30, 1995. The Committee stated that the grant has been very useful for the City, and the Clerk' s office has done a good job coordinating the program. The following motion was made: WHEREAS, the City of Ithaca has received its fourth Records Management Grant from the New York State Education Department in the amount of $25,000 . for the period July 1, 1994 to June 30, 1995, and WHEREAS, the City has decided to continue the services of temporary employee Chris Dubetsky to perform services related to the Records Management Grant; now, therefore, be it RESOLVED, That the 1994 Personnel Roster be amended as follows : Extension: One ( 1) Temporary Records Management Coordinator Position, Grade 17, and be it further RESOLVED, That Chris Dubetsky remain in the temporary position of Records Management Coordinator, Grade 17, at an hourly rate of $9 .49, 35 hours per week, effective July 11, 1994, and ending with said grant on June 30, 1995, and be it further 14 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 20, 1994 RESOLVED, That the 1994 Budget be amended to reflect the 1994 portion of the Records Management Grant as follows: Increase Income: A3060 State Aid Records Management $25,000 Increase Appropriations : A1460-110 Staff $22,767 A1460-425 Office Expense 491 A 9030 Social Security 1,742 $25, 000 The motion passed 4-0. C. Finance Department/Clerk - Request to Amend 1994 Personnel Roster City Controller Cafferillo presented a request to amend the 1994 personnel roster by hiring a part-time Senior Typist to assist in the records management grant. Cafferillo stated that the City will hire a Senior Typist at $8 . 66 per hour, 17 hours per week, to assist in electronically indexing Common Council and BPW minutes . He explained that the funds for this position will be derived from the $25,000 Records Management Grant for 1994-1995. Cafferillo stated that the Senior Typist position would be temporary and only exist for the duration of the grant. After a discussion concerning the position, the following motion was made: WHEREAS, the City has received a Records Management Grant from the New York State Education Department in the amount of $25,000 for the period July 1, 1994 to June 30, 1995, and WHEREAS, part of the 1994-95 grant project will include electronically indexing Common Council and Board of Public Works minutes, and WHEREAS, the City has decided to hire a part-time, temporary, Senior Typist, to perform services related to the Records Management Grant, specifically, minute indexing, and WHEREAS, the funding for this position will be derived solely from the Records Management Grant; now, therefore, be it 15 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 20, 1994 RESOLVED, That a part-time, temporary Senior Typist, Grade 7, be hired at an hourly rate of $8 . 66, 17 hours per week, effective August 22, 1994, and ending with said grant on June 30, 1995 . The motion passed 4-0. D. Finance/Controller - Budget Priorities City Controller Cafferillo reported that the State Retirement System has adjusted the Police and Fire Retirement rate for the third time this year. Cafferillo stated that the retirement payment is still within the budget for 1994 . The Committee stated that it would individually give the Mayor any 1995 Budget Priorities that members identify. Chairperson Booth selected a sub-committee to review requests for Other Community Services funding in 1995; they were Alderperson Johnson and Alderperson Gray. The sub-committee is to report to the B & A Committee, in summary, at the August B & A meeting. 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 Committees deliberations and decisions on the matters involved. The resolutions presented here are in complete accord with decisions made by the Committee. 16