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 .
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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.
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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
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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
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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.
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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
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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:
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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.
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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
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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.
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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.
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