HomeMy WebLinkAboutMN-B&A-1994-02-21 BUDGET AND ADMINISTRATION COMMITTEE
REGULAR MEETING 7 :30 P.M. FEBRUARY 21, 1994
MINUTES
Present:
Committee Members: Booth, Johnson, Shenk, Gray
Others Present:
Mayor - Nichols
City Controller - Cafferillo
Deputy Controller - Thayer
City Attorney - Guttman
Fire Chief - Wilbur
Planning Director - VanCort
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 the Community Lay Advocates
Program - Discussion
B. An additional Controller item for payment of unpaid
overtime - Executive Session
C. An additional Controller item relative to the Ithaca Post
Office - Executive Session
D. An additional item to discuss the Pay Equity Study
E. An additional Fire Department item to fill a vacancy
Members of the Public were asked to speak; no members spoke.
2 . Fire Department
A. Request to Amend 1994 Budget
Fire Chief Wilbur presented a request to amend the Fire
Department' s 1994 budget by $30, 237 to repair the damaged
Aerialscope. Wilbur explained that one of their vehicles
was damaged at the fire station, and the City received
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BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 21, 1994
repair estimates of $30, 787 . He stated that the City
received an insurance recovery check in the amount of
$30, 237 which was placed in a General Fund revenue
account.
Wilbur explained that he would like to transfer the
insurance check to the Fire Department Equipment
Maintenance account to cover the cost of the repair.
After a brief discussion, the following motion was made:
WHEREAS, the Fire Department damaged Baker Aerialscope #933 in
an accident, and
WHEREAS, the cost to repair the Aerialscope has been estimated
at $30, 737, and
WHEREAS, the City received an insurance reimbursement for the
accident of $30, 237; now, therefore, be it
RESOLVED, That the insurance reimbursement of $30,237 be
transferred from Account A2680 Insurance Revenues to Account
A3410-476 Fire Department Equipment Maintenance for repair of
said apparatus .
The motion passed 3-0. Alderperson Johnson was out of the
room when the vote was taken.
B. Request to Fill Fire Department Vacancy
Fire Chief Wilbur stated that an officers retirement is
forthcoming in his department, and he would like to hire
a new individual to fill the position prior to the
retirement.
There were some affirmative action concerns that needed
to be addressed prior to the hiring. The Committee
agreed that the Vacancy Review Committee should hear the
request. No action was taken.
3 . Mayor
A. Request to Release Contingency Funds for Mayor's Awards
for Exceptional Service Program
This request was discussed at the January B & A meeting,
and the Committee requested that some of the outstanding
questions be clarified and brought back for Committee
action.
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BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 21, 1994
Mayor Nichols presented the Committee with a revised
version of the award program. He explained that this
draft was posted around the City buildings for employees
to make comments. He stated that only five comments were
received including two favorable, two negative, and one
favorable with minor changes . Mayor Nichols explained
that he incorporated the Committee' s changes from last
month and the five comments from employees into this
version of the award program. The changes were as
follows :
A. Department heads would not be eligible for awards .
B. Any person can nominate an employee.
C. Awards in any one year could add up to $10,000 with
a maximum individual award of $1, 000.
D. No one person can receive a second award within
three years from the previous award.
E. A group of City employees is eligible.
After a discussion regarding the program, the following
motion was made.
WHEREAS, the 1994 Adopted Budget included $10, 000 placed in
the Restricted Contingency Account for the purpose of funding
an employee awards program, and
WHEREAS, the Mayor and the Attorney' s Office, with input from
City employees, have proposed an awards program for
exceptional service by City employees; now, therefore, be it
RESOLVED, That the attached Mayor' s Awards for Exceptional
Service program (dated February 24, 1994) be approved for
implementation in 1994; and be it further
RESOLVED, That $10,000 be released from the Restricted
Contingency Account A1990 and transferred to Account A1210-435
for purposes of funding the Mayor' s Awards for Exceptional
Service program.
The motion passed 4-0 .
B. Lay Advocates Program
Mayor Nichols presented a new proposal for the Lay
Advocates Program which now includes the involvement of
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BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 21, 1994
the Community Dispute Resolution Center. It was noted
that the Community Police Board and PBA have not reviewed
the new proposal, which includes the following:
1 . Goals are similar to the prior proposals .
2 . All citizens can be involved.
3. Volunteers will be trained by CDRC.
4 . The program will focus on attempting to facilitate
direct conciliation of individual police officers
with citizens.
5 . CDRC will report back to City with outcomes .
6. The budget is now $10, 150, which is a $150 increase
7 . The name of the program may change.
It was the consensus of the Committee to review the new
proposal and allow the PBA and Community Police Board to
review the proposal, and bring all concerns back next
month to the B&A for approval . No formal action was
taken.
4 . Department of Public Works
A. Request -to Amend 1994 Budget for SBA Grant
Deputy Controller Thayer presented a request to amend the
1994 DPW Parks and Forestry Budget by $11, 000 to account
for the receipt of a grant from the New York State
Department of Environmental Conservation for the National
Small Business Tree Planting Program. Thayer explained
that this was the second SBA grant the City has received.
He noted that in 1991, the City received a similar SBA
grant in which trees were planted along the old Elmira
Road. It was stated that the new grant will continue
that planting process . After a short discussion
regarding the grant, the following motion was made:
WHEREAS, the City has applied for and received an $11, 000
grant from the New York State Department of Environmental
Conservation for the National Small Business Tree Planting
Program; now, therefore, be it
RESOLVED, That the City' s 1994 Budget be amended to reflect
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BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 21, 1994
the Small Business Tree Planting Program Grant of $11 , 000 as
follows:
Increase Revenue Account:
A-3989 Home & Community Service $11, 000
Increase Appropriations Account:
A-7111-435 Parks & Forestry Contractual $11,000
The motion passed 4-0 .
B. Snow Removal Report
City Controller Cafferillo stated that the snow removal
budget will easily be over-expended in 1994 due to the
unusual amount of snow this winter. He stated that
budget amounts and possible transfers will be brought
forward next month to the B & A Committee. No formal
action was taken.
5 . Finance Department/Chamberlain
A. Request Extension of County Tax Warrant
City Controller Cafferillo presented a resolution to
authorize the City Chamberlain to extend the warrant for
collection of 1994 taxes. He explained that this is an
annual resolution by Council. The following motion was
made:
RESOLVED, That the City Chamberlain be authorized to request
the County of Tompkins to extend its warrant for collection of
the 1994 taxes until May 27, 1994.
The motion passed 4-0.
B. Request Partial Expungement of Tax Penalties
City Controller Cafferillo presented a request from the
City Chamberlain to authorize partial expungement of the
penalties on the property owner of 605 S. Albany Street.
Cafferillo stated that the Chamberlain recommended a
partial expungement of the tax penalty. He explained
that the total tax penalty owed the City was $57 . 32 . The
recommendation was to waive $40 of the $57 . 32, based on
the documentation provided by the property owner to the
City. The remaining $17 . 32 would be used to offset the
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BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 21, 1994
City' s fee for the transaction.
The Committee reviewed the documentation and concurred
with the Chamberlain. The following motion was made:
WHEREAS, the property owner of 605 S. Albany Street has
requested expungement of tax penalties in the amount of $57 . 32
owed to the City for late payment of City school taxes in
October of 1993, and
WHEREAS, the City Chamberlain and the Budget and
Administration Committee have reviewed written documentation
from the property owner relating to the late payment of school
taxes; now, therefore, be it
RESOLVED, That based on the recommendation of the City
Chamberlain, a partial expungement of tax penalty in the
amount of $40 be granted to the property owner of 605 S.
Albany Street, and be it further
RESOLVED, That the City Chamberlain be authorized to collect
$17 . 32 of tax penalty from the property owner of 605 S. Albany
Street to cover the City' s cost of said transaction.
The motion passed 4-0.
C. Clerk - Request to Support Local Government Records
Management Improvement Fund
City Controller Cafferillo presented a request to support
New York State' s continued funding for the Local
Government Records Management Improvement Fund. He
explained that this fund was established by the State in
1989, and has a sunset clause of December 31, 1995 . The
City has benefitted from the three grants already
received through this fund. However, the City still has
a number of items yet to accomplish involving records
management. Cafferillo explained that this resolution
would support continuation of the fund past the sunset
clause date of December 31, 1995 . After a brief
discussion, the following motion was made:
WHEREAS, the Local Government Records Management Improvement
Fund was established in Chapter 78, Laws of 1989, with a
sunset date of December 31, 1995, to benefit the local
governments of New York State through grants for records
management and through establishment of a program of
regionally-based technical assistance administered by the New
York State Archives and Records Administration of the New York
State Education Department, and
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BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 21, 1994
WHEREAS, these needs are served and programs sustained through
modest surcharges on fees for records filed and recorded by
County Clerks of the State of New York and the Register of the
City of New York, without the use of state tax revenues, and
WHEREAS, the grants, consultations, workshops, and other
services to municipalities supported by the Fund have
contributed significantly to the improved management of its
records, to the availability and accessibility of those
records to its officials and citizens, and to economical and
responsive administration saving taxpayers , dollars, and
WHEREAS, the Local Government Records Management Improvement
Fund has enormously benefitted the City of Ithaca through
three (3) grants totalling $100, 809 . , and grants exceeding
$200, 000 . to Tompkins County municipalities, and
WHEREAS, there is much more to be accomplished in the City,
County and other local governments in New York State, where
the needs will continue as the volume of records increase, and
information technologies present new challenges; now,
therefore, be it
RESOLVED, That the Common Council of the City of Ithaca fully
supports the perpetuation of the Local Government Records
Management Improvement Fund through the elimination of its
sunset provision and supports its continued administration b
the New York -State Archives and Records Administration of the
New York State Education Department, and, be it further
RESOLVED, That the City Clerk be directed to forward copies of
this Resolution to the State legislators, and to the Governor
of the State of New York.
The motion passed 4-0 .
D. Pay Equity Study - Report
Chairperson Booth stated that all members of Council have
now received the final Pay Equity report. He suggested
that a sub-committee be formed from the B & A Committee
to review the Pay Equity Study and bring back
recommendations based on the study. The Committee
concurred with the suggestions . The sub-committee was
appointed as follows :
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BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 21, 1994
Alderperson Shenk
Alderperson Johnson
Alderperson Booth (occasional participant)
Mayor Nichols
Controller Cafferillo (staff)
The sub-committee will meet and review the Pay Equity
report and make recommendations to be brought back to the
B & A Committee at future meetings .
6 . Committee to Proceed Into Executive Session
The Committee voted, 4-0, to move into executive session
to discuss possible litigation, purchase of property
issues, and personnel issues .
7 . Report from Executive Session
After the Committee voted, 4-0, to move back into regular
session, Chairperson Booth reported that the following
actions were taken in executive session:
A. Attorney - Request Funds for Services Related to
Acquisition of Real Estate
WHEREAS, the City has determined that the acquisition of the
so-called Mancini property, which adjoins Cass Park, would be
favorable to- the City, and
WHEREAS, the City needs to proceed with the acquisition of the
Mancini property by the process of condemnation and an updated
appraisal of said property must be completed; now, therefore,
be it
RESOLVED, That the City enter into the process of the
acquisition of the Mancini property by condemnation, and be it
further
RESOLVED, That an amount not to exceed $2, 500 be transferred
from Account A1990 Unrestricted Contingency to Account A1420-
435 Law Contractual for purposes of funding an updated
appraisal for said property.
The motion passed 4-0 .
B. Attorney - Call for Public Hearing
RESOLVED, That the Common Council of the City of Ithaca shall
hold a public hearing at the Common Council Chambers, City
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BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 21, 1994
Hall, 108 East Green Street, in the City of Ithaca on
Wednesday, April 6, 1994 at 7 : 00 p.m. for the purpose of
describing and soliciting public comment on a proposal for the
City to acquire, under the Eminent Domain Procedure Law, a
5 . 363 acre parcel of land known as Tax Parcel No. 42-2-2 . 2,
further known as the reapportion of 401 Cliff Street, now or
formerly owned by Earland D. Mancini and Robert R. Mancini,
and be it further
RESOLVED, That the City Clerk give notice of such public
hearing by the publication of the notice in the official
newspaper as prescribed by Article 2 of the Eminent Domain
Procedure Law and by further mailing a copy of said notice to
the owners of the property and to their attorneys, Harris,
Beach, Wilcox, and be it further
RESOLVED, That the City Attorney is hereby authorized and
directed to make an offer to acquire the property through
negotiations for 100% of a appraised value of the property as
provided in Section 303 of the Eminent Domain Procedure Law.
The motion passed 4-0 .
C. Attorney - Request Funds for Litigation Fees
RESOLVED, That an amount not to exceed $1, 000 be transferred
from Account A1990 Unrestricted Contingency to Account A1420-
425 Law Office Expense for the purpose of funding litigation
fees relating to future litigation by the City.
The motion passed 4-0.
D. Controller - Payment of Unpaid Overtime - Discussion
A discussion took place in executive session relating to
the payment of unpaid overtime for City employees . The
Committee concurred to direct City staff to calculate the
total financial implications of this issue and report
back. No formal action was taken.
The next B & A meeting will be March 22, 1994 .
The meeting adjourned at 9 :45 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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