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HomeMy WebLinkAboutMN-B&A-1994-01-19 BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7:30 P.M. JANUARY 19, 1994 MINUTES Present: Committee Members: Booth, Johnson, Gray, Shenk Other Alderpersons Present: Thorpe Others Present: Mayor - Nichols City Controller - Cafferillo Deputy Controller - Thayer City Attorney - Guttman Assistant City Attorney - Kennedy Supt. of Public Works - Gray GIAC Coordinator - Fort Personnel Administrator - Saul BPW Commissioner - Gerard Members of the media ----------------------------------------------------------------- ----------------------------------------------------------------- 1 . Opening Comments: Chairperson Booth stated that the following changes were made to the agenda: A. An additional item for the City Attorney relating to possible litigation B. An additional DPW item relating to snow removal costs Members of the Public were asked to speak; no members spoke. 2 . Mayor A. Request Funding for Lay Advocates Program The Lay Advocates Program was discussed last month at the B & A meeting, at which time it was recommended that the program be re-worked and brought back to this meeting for approval. Mayor Nichols stated that the program was re- worked by the Chemung County Neighborhood Legal Services, but there were still many problems that needed to be 1 P 7 BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 19, 1994 resolved before its final approval by Council. The City Attorney stated that he also had some real problems with the current program proposed. He explained that his concerns included the limits of supervision, and the issue of confidentiality. Gregg Thomas, Managing Attorney of the Chemung County Neighborhood Legal Services briefly explained the re- worked Lay Advocates Program to the Committee. The Mayor and members of the B & A Committee were still concerned that the re-worked Lay Advocates Program was different than originally proposed by the Mayor and Community Police Board. A discussion regarding the training, recruitment, and supervision of the advocates followed. Members of the Committee suggested that different avenues of supervision and training needed to be explored, including the possibility of involvement by another organization. The Committee asked that the program continue to be re- worked, and a new program be presented at the next B & A meeting. No formal action was taken. B. Request for Employee Incentive Award Program Outside of the Contract Units Mayor Nichols presented a preliminary Employee Incentive Award Program. He stated that the 1994 Budget included $10, 000 for the implementation of an employee incentive award. He explained that this award program was not a merit program, as the most recent program was. The Mayor explained that the recent merit program had many problems and was not favored by the City unions. Mayor Nichols stated that the new award program is much different from the previous program, and summarized some of the key points of the proposed award program: 1 . Up to ten awards of $1, 000; 2 . All departments and employees of the City are included; 3 . Employees will be nominated by either a department head, a co-worker, or the public; 2 BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 19, 1994 4 . A committee will be established to review a pool of nominated employees, and to select up to ten awards from among those nominated. 5. Nominations will be judged all at one time, and awarded in the last quarter of the year. 6 . An award would be a one-time award, and does not increase an employee's annual salary base. The award program was discussed at length with many new concerns raised by the Committee, including the following: 1 . Possible City union problems; 2. IRS and tax issues; 3. Amount of awards and number of awards; and 4. Award criteria. The Committee stated that the award program was a good idea; however, many areas of the program still needed to be clarified before approval could be given. No formal action was taken. 3. Youth Bureau/GIAC - Request to Amend 1994 GIAC Budget GIAC Director Fort presented a resolution to amend the 1994 GIAC Budget by $15, 000 to reflect GIAC's receipt of a grant from the Ben & Jerry' s Foundation to continue the Youth Enterprise Project at GIAC. She explained that the grant will be used to educate and assist about 22 City youth with various opportunities in business. She stated that the Youth Enterprise Program had two very successful classes in 1993. After a brief discussion of the program, the following motion was made: WHEREAS, G. I .A.C. has been notified that they will receive a $15, 000 grant from the Ben & Jerry's Foundation to continue the Youth Enterprise Project at G. I .A.C. , and WHEREAS, the funds will be used to educate and assist city youth on opportunities in business; now, therefore, be it RESOLVED, That the City of Ithaca accepts the $15, 000 grant from the Ben & Jerry' s Foundation, and be it further 3 c BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 19, 1994 RESOLVED, That the 1994 Budget be amended to fund the G. I .A.C. 's Youth Enterprise Project as follows : Increase Revenue Account: A2070 Contributions for Youth $15,000.00 Increase Appropriation Accounts: A7311-435-1100 GIAC Program - Contracts $7,513.50 A7311-445-1100 GIAC Program - Travel 3,000.00 A7311-460-1100 GIAC Program - Program Supplies 4,486 .50 The motion passed 4-0. 4. Department of Public Works A. Permit Parking Rate Increases - Report Superintendent of Public Works Gray reported to the Committee that the permit rates for Downtown City garages and lots were being increased in 1994 . He explained that the intent of increasing permit rates was to redistribute the parking patterns in the City garages . Gray stated that the Board of Public Works would like to move long- term garage parking from the covered areas to the uncovered areas of the garages and lots . This may allow short-term parkers to park in the covered areas. The Board of Public Works increased the covered parking permit rates in the garages, but left the uncovered permit rates the same, except for the Woolworth lot, which does not have covered parking. The rates were changed as follows : Garage/Lot Existing New Rates Seneca Street Covered $36 $42 Uncovered $22 $22 Green Street Covered N/A $42 Uncovered $22 $22 Woolworth $22 $36 4 BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 19, 1994 Gray explained that Downtown Ithaca, Inc . (DII) was also involved with the permit rate increase decision. He stated that other concerns, such as lighting, police call boxes, fencing and other security issues will be addressed in 1994 . No formal action was taken. B. Snow Removal Status - Report Superintendent of Public Works Gray reported to the Committee on the current status of snow removal costs. He explained that about 85% of the snow removal budget had already been expended, and a good two months of winter remains . City Controller Cafferillo stated that the budget will be monitored, and later in the year an adjustment to the budget will have to be considered. He explained that possible sources of funds for the budget adjustments are as follows : 1 . Unrestricted Contingency 2 . DPW Budget 3 . State Emergency Assistance Program - the City has applied for $900, 000 4 . Snow removal/sidewalk clean-up fines 5 . Capital Project transfers Cafferillo explained that adjustments would be considered after the winter is over and all costs are known. No formal action was taken. 5 . Committee to Proceed into Executive Session The Committee voted, 4-0, to move into executive session to discuss various personnel and litigation issues . 6 . 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. Request Approval of 1994-1996 City Executive Association Contract RESOLVED, That the Agreement between the City of Ithaca and the City Executive Association for a new three-year contract 5 r. BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 19, 1994 retroactive to January 1, 1994 and expiring on December 31, 1996, be approved as recommended by the Assistant City Attorney, and that the Mayor and City Clerk be authorized and directed to sign and execute the contract on behalf of the City under its corporate seal . The motion passed 4-0 . B. Assignment of Positions to Management Compensation Plan RESOLVED, That the positions of City Clerk and City Chamberlain be, and hereby are, assigned to the Management Compensation Plan at a 1994 salary range of $34,561 - $51, 154. The motion passed 4-0 . C. Request to Approve Fringe Benefits for Managerial Personnel RESOLVED, That the current fringe benefits for managerial personnel not covered by a bargaining unit be amended as follows : a. Replace the current Section 1 (Vacation) with the following section: 1 . Annual Leave: Effective January 1, 1994, managerial employees shall earn annual leave on a monthly basis in accordance with the following schedule: Length of Service 40 hours/week 35 hours/week up to 2 years 10 hr/month 9 hr/month 2 - 7 years 13 .5 hr/month 12 hr/month 7 - 20 years 17 hr/month 15 hr/month 20 or more years 20 hr/month 18 hr/month Annual leave may be accumulated up to a maximum of forty (40) days; provided, however, that no more than thirty ( 30) days of accumulated annual leave shall be paid on separation from service. Annual leave in excess of this amount may be applied toward the purchase of health and dental insurance upon retirement. 6 BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 19, 1994 An employee may elect to cash in up to ten ( 10 ) days of unused annual leave in December of any calendar year. b. Amend Section 2 (Holidays ) by deleted two floating holidays . C. Amend Section 5 (Sick Leave Buyout) by increasing $9,000 to $10, 000 . d. Delete Section 6 (Personal Leave) and renumber the remaining sections . e. Amend Section 14 (Educational Assistance) to read as follows : 14 . Educational Assistance: The City of Ithaca agrees to pay the tuition for education courses, including technical and trade schools, to assist employees in furthering their education and enhancing their ability and effectiveness on the job. Such assistance shall be limited to courses which are related to an employee's position and which will further development in the performance of the employee's duties . Additionally, the employee must receive a passing grade in the course before reimbursement will be issued. Educational assistance shall be limited to two courses per calendar year for permanent or provisional employees. No employee shall receive assistance for more than a career limit of twenty courses. The City shall pay the actual per hour tuition cost of any approved courses, provided that any employee who receives educational assistance shall reimburse the City for the cost of any course if the employee chooses to leave City employment within six months of the conclusion of that course. The motion passed 4-0 . D. City Attorney - Request Funds for Litigation City Attorney Guttman and Assistant City Attorney Kennedy discussed possible litigation involving a City department. The Committee agreed that the case should be settled by the Attorney's Office. No formal action was taken. 7 1 BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 19, 1994 E. City Attorney - Possible Litigation Against City City Attorney Guttman and Assistant City Attorney Kennedy discussed possible litigation involving a City department. Further litigation procedures will continue. No formal action was taken. 7 . Planning Department - Request Funds for Environmental Audit of Inlet Island Properties Planning Director VanCort and Staff Planner Foster presented a request for $5, 160 to fund an environmental audit of Inlet Island properties . VanCort stated that the City is looking for possible toxic components on the site. Foster explained that the environmental audit of Inlet Island properties will include the following: A. Phase I Audit - Includes an historical study of the Inlet Island properties B. Phase II Audit - Includes various soil sampling of the Inlet Island properties Foster explained that the Planning Department requested proposals for the environmental audit and received five proposals for the work. Foster explained that the department has recommended Gaynor Associates, Inc. to perform the audit at an amount not to exceed $5, 160 . It was stated that the funds for the audit would be derived from Capital Project #207 West End Development. After a discussion regarding the audit, the following motion was made: WHEREAS, the Planning Department has requested and received proposals to perform an Environmental Audit of the Inlet Island Properties, and WHEREAS, the Environmental Audit will include: a Phase I, historical study of the Inlet Island properties, and a Phase II, soil sampling of the Inlet Island properties, and WHEREAS, the Planning Department staff has reviewed the proposals and recommends the firm of Gaynor Associates, Inc. be hired to perform said environmental audit at a cost of $5, 160; now, therefore, be it 8 BUDGET & ADMINISTRATION COMMITTEE MEETING JANUARY 19, 1994 RESOLVED, That the firm of Gaynor Associates, Inc. be hired to perform an Environmental Audit of the Inlet Island Properties at an amount not to exceed $5, 160, and be it further RESOLVED, That the funds for said environmental audit be derived from Capital Project #207 West End Development. Voting results on the motion were as follows : Ayes (3) - Johnson, Shenk, Gray Nays (0) Abstain ( 1) - Booth The motion passed 3-0-1 . 8 . Finance - Controller - Computer Update - Report City Controller Cafferillo reported to the Committee that the City is in need of a new financial computer hardware system. He explained that the City's current computer system, which was purchased in 1987 , has recently experienced several major problems and is in need of replacement. He stated that the Controller' s Office is evaluating various computer hardware vendors and will come back next month with recommendations to replace the current computer system. Cafferillo explained that the City has been working in cooperation with the County, because they also need to replace their current financial computer system. No formal action was taken. The next B & A meeting will be Monday, February 21, 1994 at 7 : 30 P.M. The meeting adjourned at 10 : 35 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. 9