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HomeMy WebLinkAboutMN-B&A-1994-03-22 4e&LQ--, BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7 :30 P.M. MARCH 22, 1994 MINUTES Present• Committee Members: Booth, Johnson, Shenk, Gray (late) Other Alderpersons Present: Efroymson Others Present• City Controller Cafferillo Deputy Controller Thayer City Attorney Guttman Supt. of Public Works Gray Commons Coordinator Deming Staff Planner Foster Planning Director VanCort Police Chief McEwen Members of the media 1 . Opening Comments: Chairperson Booth stated that the following changes were made to the agenda: A. The Mayor' s Award Program discussion will be tabled until the April B&A meeting. B. An additional DPW item relating to the Fiber Optic Communication Project will be added. C. An Attorney item on the Strand Parking Lot will be added. D. An Attorney item on fees for encroachments will be added. E. An item regarding City Policy on snow emergency days reimbursement will be added. F. An Attorney item on the extension of Mayor' s term will be added. Members of the Public were asked to speak; no members spoke. 2 . Commons Coordinator - Request for Renewal of Revocable License Agreement Commons Coordinator Deming presented a request to approve a revocable license agreement to Simeon' s Restaurant for 1994 . She stated that this is an annual request to permit the consumption of alcohol on The Commons . 1 BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 22, 1994 Chairperson Booth stated that this annual resolution went to the Charter and Ordinance Committee in the past. He also stated that the license agreements must include a minimum insurance requirement. After a discussion regarding the agreement, 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 outdoor 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 sale 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 1994, 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 . Voting results on the motion were as follows : Ayes (2) Shenk, Johnson Nays ( 1) Booth The motion passed 2-1 and will be forwarded to the COW meeting. Alderperson Gray was not at the meeting at the time the vote was taken. 2 BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 22, 1994 3 . Department of Public Works A. Request to Establish Capital Project for Fiber Optics Communication System Supt. of Public Works Gray presented a request to establish a capital project in the amount of $130,000 for a Fiber Optic Communication System among the Police Department, City Hall and the Fire Department. (Alderperson Gray arrived during this discussion. ) Supt. Gray explained that the City has the opportunity to lay the conduit for a fiber optic system because the State will be repairing Green Street in June. He explained that the $130, 000 project includes : 1 . - Trenching from the Fire Station down Green Street across the Woolworth parking lot to the Police Department. 2 . Laying of three conduits . 3 . Pulling a fiber optic line through conduits . 4 . Connecting this line to Fire, City Hall, Police and Court buildings . Gray and Controller Cafferillo explained that other communication options are being considered, including roof top L Band units. These options will be evaluated in relation to the fiber optic project for cost effectiveness . Gray explained that the work needs to be done before the road is paved by the State sometime in July. He explained that after the street is paved, the City will not be able to do this type of work for at least five years . Gray also explained that the project includes three conduits . One conduit will be filled with the fiber optic line; and the other two will be used for future expansion. He stated that possible communication uses include: - Computer - Telephone - Audio/video - 911 communication - Secure emergency communication lines for Police & Fire Departments 3 BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 22, 1994 Police Chief McEwen stated that he was in favor of either the fiber optic project or the L Band system to improve communication among the Police Department, City Hall and the Fire Department. He stated that there is a possibility of 911 funds and County funds to offset a portion of the cost of the fiber optic project. It was also stated that negotiations for these funds have started and will continue for a period of time. A discussion of the fiber optic project followed. The Committee, because of the time frame, agreed to form a sub-committee to determine if the fiber optic solution is the most cost effective solution. After further discussion regarding the project, the following motion was made: WHEREAS, the Fire and Police Departments have expressed a need for an emergency communications network between these buildings and City Hall, and WHEREAS, the City has the opportunity to install a series of underground conduits from Central Fire Station to City Hall and the Police Department for a fiber optic communication network system related to emergency communication services and to do so at a reduced cost, and WHEREAS, installation of the conduits must be completed prior to the State DOT' s completion of the reconstruction of Green Street, and WHEREAS, the DPW has estimated the total cost of the Fiber Optic Communication Network System project to be approximately $130,000, including all appropriate equipment connection between the Central Fire Station, City Hall, and Police Department; now, therefore, be it RESOLVED, That Capital Project #288 Fiber Optic Communication Network System be established in the amount of $130, 000 to provide for the installation and connection of a fiber optic communication network system between the Central Fire Station, City Hall, and Police Department, and be it further RESOLVED, That the funds will be derived from the issuance of Serial Bonds for said project, and be it further 4 BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 22, 1994 RESOLVED, That a sub-committee, consisting of the B & A Chairperson, Vice-Chairperson, and the Mayor, be established to determine, prior to release of request for bids, if the Fiber Optic Communication System is a cost effective solution to the said communication problem. The motion passed 4-0. B. Snow Removal Budget - Report Supt. of Public Works Gray reported to the Committee that the snow removal budget already had a negative balance of $87,000 and it has been anticipated that at least another $128,000 will be required to keep the snow removal budget positive until the end of the year. Gray explained that he would like to make any adjustments to the budget some time at the end of next month after most of the snow has fallen for the year. City Controller Cafferillo stated that there are several possibilities for adjusting the budget to compensate for the lack of funds. He explained that the option he will probably recommend next month is to increase the capital fund program for Street and Road Construction by $150,000 and shift $150, 000 of the operating funds to cover the snow removal negative budget. No action was taken. A report will be made at the next Council meeting. 4 . Mayor A. Request to Release Restricted Contingency Funds for Lay Advocates Program Chairperson Booth explained that a new proposal regarding the Lay Advocates Program has been made by the Community Dispute Resolution Center (CDRC) . Judy Saul from the CDRC was present to discuss the new proposal with the Committee. Saul explained that the new proposal includes the following: 1 . CDRC will recruit and train a group of volunteers in listening and problem solving skills related to the Police Department. 2 . Volunteers will be available to the community to increase the community' s comfort level in coming forward with police concerns . 3 . The program will be publicized. 5 BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 22, 1994 4 . Direct conciliation, voluntary processes, and face- to-face problem solving mechanisms will be utilized. 5 . CDRC will collect data respecting the program' s implementation. It was stated that the Community Police Board is positive about the new lay advocate proposal, but had the following minor concerns: 1. The name of the program needs to be changed. 2 . There need to be multiple points of entry to the program. 3 . They want CDRC to report to the Police Board; the Police Board would then report to Council. Police Chief McEwen stated his concerns with the new proposal: 1 . The name needs to be changed. 2 . The paragraph dealing with multiple points of entry needs to be re-written. 3 . Mediators should have Police Policy training and CDRC training. 4 . All reports should go to the Police Board, and the Police Board would consolidate these reports and report to Council. Saul stated that their mediators will draw on other sources for training, including lawyers and the Police Department. She also stated that the PBA will be contacted regarding this proposal. Saul stated that she would need only $8, 000 for the remainder of 1994 to get this program operating. It was noted that the Contingency Fund has $10, 000 allocated for this purpose. After a brief discussion, the following motion was made: WHEREAS, a revised plan (dated March, 1994) for the implementation of a Lay Advocacy Program has been submitted by the Community Dispute Resolution Center, and 6 i BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 22, 1994 WHEREAS, Common Council has reviewed and accepted said proposal, which provides for and is limited to the selection, training and supervision of lay advocates; now, therefore, be it RESOLVED, That $8,000 be transferred from Account A1990 Restricted Contingency to Account A1012-435 Contractual Services with Community Service Agencies, for said purpose, and be it further RESOLVED, That Common Council hereby establishes the following goals and objectives for the lay advocates program as follows: I. Creating a reliable two-way channel of communication between the Ithaca Police Department and the community. A. Providing information and advice to community members who might be hesitant to call the police or the Police Commissioners. B. Providing information regarding community concerns, complaints and inquiries to the Community Police Board and the Chief of Police. II . Serving as advocates for individuals or groups within the community who might want to make complaints to the Community Police Board or the Chief. A. Providing information and advice regarding the complaint procedure. B. Referring complainants to appropriate community resources other than the Community Police Board as appropriate. C. Assisting and/or representing complainants through the complaint process as appropriate. The motion passed 4-0 . B. Snow Emergency Days - Discussion Alderperson Efroymson discussed the current snow emergency days and the pay reimbursement related to these days . The City' s current policy on snow emergency days is as follows: 7 BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 22, 1994 If employees are at work and the decision is made to send employees home because of bad weather, the department heads can tell non- essential employees that they can leave, but they must take their own personal time. Alderperson Efroymson was concerned about the fact that City employees must use their personal time on these snow emergency days . He stated that some employees can afford to take their personal time, while others can not. He felt the policy was unfair, but he did not have another suggestion to the policy. It was recommended that Alderperson Efroymson discuss this at a future City staff meeting. No action was taken. No proposals to change the current policy were made. C. Mayor's Term - Discussion City Attorney Guttman discussed the possibility of extending the Mayor' s term from the current two-year to a four-year term. The Committee agreed that the information relating to the extension of the Mayor' s term should be circulated to Council and this item will come up on future agendas . No formal action was taken. 5. City Attorney A. Fees for Encroachments - Discussion City Attorney Guttman discussed the current fees charged for encroachments. He stated that, currently, the City charges $25 for the initial encroachment fee plus $5 per year. He explained that these fees were set 40 years ago. Guttman stated that the Planning and Development Committee has a resolution coming to Council increasing the initial encroachment fee to $100 plus $50 per year. The Building Department is currently tracking about 80 of these fees a year. Chairperson Booth asked Guttman 'to check into revocable permits and their time limit. Guttman stated that these fees will now be reflective of the current cost of establishment. Some B & A members were concerned over the $50 annual fee. Guttman stated that this will be discussed at the next COW meeting. No action was taken. 8 BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 22, 1994 B. Strand Parking Lot - Discussion City Attorney Guttman stated that Park Communication currently owns the land where the Strand was . He explained that Park has stated that it will not build on the land for two years, and they are willing to lease the land to the City for use as a parking lot. Guttman briefly discussed the proposed lease with the Committee. The following were the main points respecting the proposed lease: 1. The site will be used as public parking lot. 2 . The lease would take effect immediately. 3. The lease could be terminated at any time. 4 . The City would prepare the site for use as a parking lot. 5. A Dynameter might be used at the site. 6. The City would collect all revenues and report to Park on a quarterly basis. 7 . The City would pay real estate taxes . 8. The City would keep revenues necessary to pay for its cost of installing the lot; thereafter, the revenue would be split equally by Park and the City. 9 . The total cost for preparing the lot would be approximately $35,000. Guttman stated he would bring this topic back to B & A next month. No action was taken. 6. Planning Department A. Request Funding for Environmental Site Assessment Phase I for Southwest Park Planning Director VanCort presented a request to fund an Environmental Site Assessment for Southwest Park in the amount of $3,500. VanCort explained that a proposal was sent out and six firms replied. The Planning Department has recommended that Stearns and Wheler perform the Environmental Site Assessment at a fee not to exceed 9 BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 22, 1994 $3, 500 . He stated that the proposed prices received by the City for this work ranged from $1, 800 to $5, 600 . He explained that the two firms proposing a fee of $1, 800 would not do a Wetlands Assessment. VanCort stated that an Environmental Site Assessment includes an historical study of the site, but does not include any on-site testing. The funding would be derived from Capital Project #208 Southwest Park Development. The following motion was made: WHEREAS, the Planning Department has requested and received proposals to perform an Environmental Site Assessment Phase I for Southwest Park (approximately 55 acres) and an adjoining City Parcel (approximately 6. 6 acres) , and WHEREAS, the Environmental Site Assessment Phase I will include an historical study of the Southwest Park and the adjoining City Parcel, which will be needed for ascertaining the value of the area to be alienated and would be a prerequisite for any disposition of said properties, and WHEREAS, the Planning Department staff has reviewed the proposals and recommends the firm of Stearns and Wheler, Inc. be hired to perform said environmental site assessment of the said properties at a cost of $3,500; now, therefore, be it RESOLVED, That the firm of Stearns and Wheler, Inc. be hired to perform an Environmental Site Assessment for Southwest Park and the adjoining City Parcel at an amount not to exceed $3,500, and be it further RESOLVED, That the funds for said environmental site assessment be derived from Capital Project #208 Southwest Park Development. The motion passed 4-0 . B. Inlet Island Alienation Appraisals - Report Staff Planner Foster gave the Committee a status report on the Inlet Island Alienation Appraisals . Foster presented the Committee with a list of lands that have been appraised and a list of other lands that might be appraised. The Committee voted, 4-0, to move into executive session to discuss the appraisals and a personnel item. 10 BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 22, 1994 7 . Report from Executive Session The Committee voted, 4-0, to go into Executive Session. After the Committee voted, 4-0, to move back into regular session, Chairperson Booth stated that the following action was taken in Executive Session: A. Inlet Island Alienation Appraisals The Committee was updated on the status of the Inlet Island Appraisals . No formal action was taken. B. City Attorney - Personnel Item City Attorney Guttman discussed a personnel item with the- B & A Committee relating to the City Attorneys office. The City Attorney was asked to come back next month with further information. No formal action was taken. 8. Finance/Controller - Computer System Update City Controller Cafferillo reported that the Finance Department will come back next month with a Financial Computer Hardware proposal. No action was taken. The next B & A meeting will be April 25, 1994 at 7 :30 P.M. This meeting was adjourned at 10 :30 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. 11