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
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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
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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;
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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
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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
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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
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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.
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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.
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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
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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.
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