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HomeMy WebLinkAboutMN-B&A-1995-04-19 BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7:30 P.M. APRIL 19, 1995 MINUTES Present: - Committee Members : Booth, Shenk, Thorpe Committee Member Excused: Johnson Others Present: Mayor Nichols City Controller Cafferillo Deputy Controller Thayer Supt. of Public Works Gray Police Chief McEwen Fire Chief Wilbur Deputy Chief Dorman Assistant Attorney Kennedy City Attorney Guttman Personnel Administrator Saul Planning Director VanCort BPW Vice Chair Reeves Members of the media 1 . Opening Comments: Chairperson Booth stated that the following change was made to the agenda: 1 . Deletion of a Finance Department personnel item. Members of the Public were asked to speak; no members spoke. A brief discussion concerning the bombing in Oklahoma City followed. Assistant City Attorney Kennedy suggested that the City' s flags should be placed at half mast. The Committee agreed. 2 . Police Department - New Parking Meters - Report Police Chief McEwen reported to the Committee on the status of the new electronic parking meters placed along portions of Thurston Avenue in the city. McEwen explained that the City placed 47 meters on Thurston Avenue in late December, 1994 . He presented the revenue derived from the meters for the first three months of this year: 1 BUDGET & ADMINISTRATION COMMITTEE MEETING APRIL 19, 1995 January $ 340 February 386 March 1,577 Chief McEwen explained that usage was low because Cornell University was on winter break. He stated that the Police Department did not begin to enforce the meters until early March. He stated usage was at 50%, and he expects that to increase with time. It was noted that there have been some complaints about the meters, but that was to be expected. McEwen stated he would report back later in the year. No action was taken. 3 . Fire Department A. Closing of Station 7 -- Report Fire Chief Wilbur explained that currently Fire Station 7 is closed because the Department does not have vehicles to place at the station. Deputy Fire Chief Dorman stated that the Department does not have any reserve vehicles to place in Station 7 because fire vehicles 907 and 944 are out of service. Dorman stated that the fire vehicle acquisitions are now being placed on a 15-year replacement schedule as opposed to a 20-year schedule. A discussion regarding the vehicles followed. No action was taken. B. Request to Approve the Purchase of Used Fire Vehicle Fire Chief Wilbur presented a request to purchase a used fire vehicle at a cost of $37,650. Wilbur and Deputy Fire Chief Dorman presented the Committee with original fire apparatus replacement schedules and proposed 15-year replacement schedules. The new schedules are attempting to spread out the acquisition and age of the fire vehicle fleet. Wilbur stated that the new replacement schedule will allow the department to have a reserve aerial vehicle so that when vehicles are in the shop, the Department will still have an aerial in service. He stated that currently the Department is leasing an aerial fire vehicle. He is proposing to purchase a used vehicle from Herkimer at a cost of $37, 650 to be used as a reserve vehicle, and to return the leased vehicle currently being used. 2 BUDGET & ADMINISTRATION COMMITTEE MEETING APRIL 19, 1995 Wilbur stated that the used vehicle will be used as a reserve when the City receives its new fire truck in two months . He explained that the used vehicle is a 1972 Seagrave aerial that is in good condition and would last the Department five years as a reserve aerial. Wilbur explained that the City received $13,750 from the City's insurance company for a settlement on the City' s damaged 939 ladder truck. A discussion regarding the used vehicle and the replacement schedules followed. City Controller Cafferillo stated that the City could use the $13,750 and the Capital Reserve #15 Fire Vehicle Replacement to purchase the used vehicle. The Committee requested that the replacement schedules be brought back at a future meeting for discussion and approval. After a discussion concerning the vehicle purchase, the following motion was made: WHEREAS, the Fire Department is currently renting an aerial ladder to provide protection to the citizens of the City and Town of Ithaca, and WHEREAS, the City of Ithaca has received $13, 750 from the insurance settlement for the damaged Seagrave (Ladder 939) , and WHEREAS, the Fire Department staff has found a 1972 Seagrave aerial for sale for $37,650, and WHEREAS, the Fire Department staff has evaluated the 1972 Seagrave aerial and determined that the apparatus could serve the Department as a reserve aerial for four to five years; now, therefore, be it RESOLVED, That Capital Project #311 be established to purchase said Aerial Ladder Vehicle at an amount not to exceed $37, 650, and be it further RESOLVED, That the source of funds for said vehicle shall be derived from the following: Capital Reserve #15 (Fire Engine Replacement) $23, 900 Insurance Settlement 13,750 The motion passed 3-0. 3 BUDGET & ADMINISTRATION COMMITTEE MEETING APRIL 19, 1995 C. Driver Training - Report Fire Chief Wilbur reported that the following items are taking place in relation to the Fire Department' s driver training: 1 . All new firefighters must have a commercial license per new Civil Service duties; 2 . Current firefighters can meet the commercial license requirement voluntarily; 3 . An in-house driver training program is being undertaken. Wilbur reported that the majority of the Department' s accidents deal with backing up the fire vehicles . -No action was taken. 4 . Common Council - Approval of 1996 Guidelines for Community Service Funding The Committee discussed the 1996 Community Service funding guidelines . The Committee decided not to change the Community Service guidelines from 1995 . Mayor Nichols wanted to increase the size of the committee reviewing these requests. It was noted that last year there were only two members on the committee. Chairperson Booth stated that the sub-committee will be selected next month. The 1996 Community Service guidelines were discussed, and the following motion was made: WHEREAS, the City of Ithaca has in the past appropriated funds to agencies for cultural enrichment, economic promotion, and other purposes aside from human services, and WHEREAS, the Common Council intends that all such requests be subject to a standardized review process; now, therefore, be it RESOLVED, That the Budget & Administration Committee of Common Council be authorized to review all 1996 requests for non- mandated city funding from private, non-profit agencies that are not subject to Human Services Coalition review, and be it further RESOLVED, That the following requirements and criteria shall be applied to all such requests: 4 BUDGET & ADMINISTRATION COMMITTEE MEETING APRIL 19, 1995 Requirements 1 . All applications for 1996 funding must be submitted in writing to the City Controller by 2 . Each application must include a statement that explains how the activity proposed for City funding will benefit the social, cultural, economic, and/or environmental well being of city residents, in terms as specific as possible. Information presented should include the groups or individuals to be served, the number of people to benefit from the activity, and the duration of the benefit (long term or short term) . 3. a. Each application must include budgets for 1995 and 1996, financial reports from 1993 and 1994, and .an enumeration of other funding sources. b. The applications should also include a count of individuals served, by municipality, for prior years, and a report on any positive impacts and benefits . C. The application must include a description of methods for measuring positive outcomes from 1996 funding. Criteria and Evaluation Scoring The Committee shall assign points for the degree to which the proposed use of City funds meets each of the following criteria. If the applicant does not supply sufficient information for the Committee to make a judgment, the proposal shall receive zero points in each such case. These criteria and evaluation scores will be used by the Budget & Administration Committee as guidelines in evaluating requests for funding: 1 . The proposed activity will benefit the social, cultural, economic and/or environmental well being of residents of the City of Ithaca. 2 . a. The proposal will service city residents in proportion to City funding requested. b. The sponsor of the proposed activity: 1 . has received funding, or 2 . is reasonably assured of receiving funding, or 5 BUDGET & ADMINISTRATION COMMITTEE MEETING APRIL 19, 1995 3 . has made a good faith effort to receive funding from the County, appropriate towns, school districts, or other funding sources in proportion to non-city residents served. 3. The proposed activity will serve an identified need in the city and does not duplicate another service. 4. The proposed activity is designed to effectively meet the needs of those to be benefitted; and the proposal includes measurable objectives and outcomes . 5 . The applicant demonstrates sound management practices . 6 . The proposed activity will especially benefit a population in financial need (i.e. , below federal poverty guidelines) or the disabled. 7 . The proposed activity will produce a long-term benefit. EVALUATION AND SCORING OF COMMUNITY SERVICES FUNDING REQUESTS Criteria Points 1 . Benefit well-being of residents 0 - 10 2a. Serve City residents 0 - 5 b. Sponsor has : 1 . Received funding or 3 2 . Assured of receiving funding or 2 3. Made good faith effort to receive 1 3 . Serves an identified need (not duplicated) 0 - 5 4 . Designed to meet needs; includes objectives and outcomes 0 - 5 5 . Sound management practices 0 - 5 6 . Benefit financially needy and handicapped 0 - 5 7 . Long term benefit 0 - 5 RESOLVED, That by , the Budget & Administration Committee shall forward its recommendations to the Mayor for consideration in the 1996 budget. The motion passed 3-0 . 6 BUDGET & ADMINISTRATION COMMITTEE MEETING APRIL 19, 1995 5 . Historic Ithaca - Property Tax Exemption - -Discussion Ed Franklin, a member of Historic Ithaca, discussed a property tax exemption proposal with the Committee. He explained that the proposal involves tax incentives for owners of property who maintain their properties in Historic Districts. He stated that no other community in New York State has these tax incentives . He explained that the City revenue would be somewhat increased by the sales tax revenue on the upkeep of the individuals , homes, and that the overall property value would increase. There are many questions regarding this proposal that need to be examined, including legislation questions. Attorney Guttman stated that a special law would have to be proposed to allow the City to provide such a tax exemption for historic districts . A discussion regarding this proposal followed. The Committee stated that some of the legal questions need to be answered and brought back next month. No action was taken. 6. Department of Public Works A. Request to Establish Capital Project for Tennis Court Reconstruction Superintendent of Public Works Gray and BPW Vice Chair Reeves presented a resolution to establish a $68,000 capital project for the reconstruction of the tennis courts at Stewart and Cass Parks. Reeves stated that for $68, 000 the City can repair the four tennis courts at Cass Park for $29, 000, and reconstruct the four courts at Stewart Park for $39,000. A discussion regarding the project followed. It was noted that originally there was a project request of $70,000 to repair the tennis courts at Stewart Park only, but since then the DPW has adjusted the amounts and can now complete the project for $68, 000, including the Cass Park courts. Reeves stated that both the BPW and the Parks Commission are in favor of this project. The following motion was made: WHEREAS, the tennis courts and Stewart Park and Cass Park are in a state of disrepair, and WHEREAS, reconstruction estimates are $68, 000 for restoration and repairs of four courts in Stewart Park and all tennis courts at Cass Park; now, therefore, be it 7 BUDGET & ADMINISTRATION COMMITTEE MEETING APRIL 19, 1995 RESOLVED, That Capital Project #310 Tennis Court Reconstruction be established in an amount not to exceed $68,000 to fund said project, and be it further RESOLVED, That said funds will be derived from the issuance of Serial Bonds . The motion passed 3-0 . B. Stewart Park Regulations Charter Change BPW Vice Chair reeves presented a request to make some changes to the current Stewart Park ordinance. She explained that these changes include the following: 1 . No dogs will be allowed in the park except for licensed dogs assisting the disabled; 2 . Use of horses in the park is prohibited except by BPW permit only; 3. Motor vehicles will not be allowed on grassy areas in the park without a permit; 4. Boats can not land at the beach except in an emergency; 5. Other changes include wording changes for swimming, fires, hours of bathing, motorcycles, and wearing of bathing suits . After a discussion concerning the changes, the Committee passed the ordinance 3-0. The ordinance will be written for the Common Council COW meeting. C. Youth Bureau HVAC Project - Report Superintendent Gray explained that the City Youth Bureau will move as a result of the Youth Bureau HVAC System project. Gray stated that the Youth Bureau will move to the City Hall Annex during the construction. He stated that the annex will need to be cleaned, minor update in wiring done, and temporary divider walls constructed. Gray explained that the HVAC project has $51,000 in its budget to cover these costs . Gray stated that the bids for the HVAC project will be out next week, and it appears the Youth Bureau would be out of their building until October. No action was taken. 8 BUDGET & ADMINISTRATION COMMITTEE MEETING APRIL 19, 1995 D. Cass Park Ball Field Lights -_ Discussion BPW Vice Chair Reeves reported that a special committee comprised of Common Council members, BPW members, Youth Bureau employees, West Hill residents, and softball players was formed to discuss the lighting problems at Cass Park. Reeves stated that the late night game problem has been resolved by extending the season so that fewer late night games will be played during the season. Reeves explained that the Youth Bureau football and soccer programs can not be changed for 1995. Because of the West Hill complaints, the 1996 season for all leagues is up in the air. The residents in the area are not happy with the current Youth Bureau schedule. She explained that long-range plans include the moving the fields or replacing the lights. A discussion concerni-ng the lights continued. Reeves stated that actual light measurements and a new light replacement proposal will be established by DPW. No action was taken. 7 . Planning DeRartment - Approval of Environmental Site Assessment Substitute Parkland Southwest Park Planning Director VanCort presented a request to approve a $15,000 Environmental Audit and Site Assessment for the properties at Southwest Park. VanCort explained that the Planning Department recommends that the City purchase these substitute parklands . He explained that the first step in purchasing these properties is to conduct a site assessment of the area. VanCort stated that the firm of Gainer Associates has been recommended by the Planning Department to conduct the site review at a cost of $15,000. A discussion on the proposals and the acquisition of the property followed. Chairperson Booth stated that he should not vote on this issue because he and an individual from Gainer Associates serve on a State Commission together. The Committee voted 2-0-1 (Booth) to move this discussion forward to the next Common Council COW meeting. VanCort was directed by the Committee to prepare a memo detailing the events leading to this request. 9 BUDGET & ADMINISTRATION COMMITTEE MEETING APRIL 19, 1995 8 . Attorney A. Neighborhood Protection Plan Recycling & Solid Waste Center City Attorney Guttman stated that there are many issues to be determined relating to the Neighborhood Protection Plan. Guttman presented his concerns to the Committee as related in his letter to Jonathan Wood, Assistant County Attorney. The Committee discussed some of those concerns, and brought up other concerns related to the agreement. The Committee was in concurrence that the City Attorney should continue to negotiate with the County on the Neighborhood Protection Plan. Attorney Guttman stated that he would incorporate any changes that the B &- A Committee had into the agreement. The Mayor and the City Attorney will meet with the County within the next two weeks . No action was taken. B. Residency Requirements for City Employees Assistant City Attorney Kennedy presented the committee with the following three questions regarding the residency requirements for City employees : 1 . Decide whether each of the public officers on the list should live in the city, the county, or the state; 2 . Decide whether it should be a requirement for the public officers to live in the city, county, or state at the time they apply for the job, are hired for the job, are provisionally appointed to the job, and are permanently appointed to the job; 3. Decide whether the residency requirement for public officers will apply to individuals hired after this is approved, or whether it will be retroactive. Kennedy stated that the Committee should think about these questions while examining the residency documents. The list of public officers currently has 15 employees on it. No action was taken. This will be brought forward next month. 10 BUDGET & ADMINISTRATION COMMITTEE MEETING APRIL 19, 1995 C. Public Liability of City Boards and Commissions - Report Assistant City Attorney Kennedy discussed the public liability of citizens on City boards and commissions with the Committee. Kennedy stated that the following concerns have been raised: 1. Yes, a board or commission member can be sued; 2 . Yes, a board or commission member can be sued personally because of the member' s decision. The City would get an attorney, hired by the City' s insurance company; 3. Yes, but very rarely, the person suing the board or commission member can get actual dollars from that member. Board or commission members are protected from this unless the member knows that the law is a particular way and votes against the law. various examples relative to the above concerns were presented. The Committee took no formal action on the issue. 9 . Finance A. Finance/Personnel - Adoption of the Point Factor Plan for Evaluation of New Job Titles Personnel Administrator Saul presented the Committee with a copy of the Pay Equity Study and a memo describing the history of said study. Saul stated that the financial implications to the City, if this study were implemented, range from $20, 000 to $106, 000, depending on what position the City takes . Chairperson Booth stated that the Committee should adopt the Point Factor Plan for use by the Personnel Department in relation to new hires. Saul has been using the point factor system for some time, but it was never formally adopted. The committee agreed to activate the Pay Equity Sub- committee (all members of the B & A Committee) and examine the newest information provided by the Personnel Administrator. After a brief discussion, the following motion was made: 11 BUDGET & ADMINISTRATION COMMITTEE MEETING APRIL 19, 1995 WHEREAS, the City of Ithaca contracted with V. E. Orlop and Associates to establish a job evaluation methodology for CSEA Administrative Unit positions and Confidential positions, and WHEREAS, V. E. Orlop and Associates developed a Point Factor Plan as a method for evaluating and weighing job titles, and WHEREAS, the Point Factor Plan was endorsed by the labor- management Pay Equity Committee as an appropriate job evaluation methodology, and WHEREAS, it is desirable to use the Point Factor Plan as a method for establishing salary grade assignments for new job titles; now, therefore, be it RESOLVED, That the Point Factor Plan developed by V. E. Orlop and Associates be and hereby is adopted by Common Council for the purpose of establishing salary grade assignments for new job titles that are created by Common Council and assigned to the CSEA Administrative Unit or Confidential Employees Compensation Plan. The motion passed 3-0. B. Retirement Incentive Program City Controller Cafferillo stated that New York State is offering an early retirement program for municipal employees . Cafferillo explained that the incentive program was crafted more toward state employees, but can be extended to local government employees as well. He stated that the City proposal asked the qualifying employees if they were interested in retiring in 1995 . By May 5, 1995, the City would have to pass a local law authorizing its use of the early retirement program and establish an open period of at least 30 days, but not more than 90 days, with the open period completed by August 31, 1995 . Cafferillo stated that the employees have to be at the age of 50 or more with at least ten years of service. He explained that positions within the City General Fund must be targeted for elimination. The City would not have to target the positions in the Water, Sewer, Solid Waste, or Joint Activity Funds . Cafferillo stated that he computed the retirement incentive for each employee on the State' s list of potential retirees . He stated that seven employees are interested in the retirement program. He noted that we 12 BUDGET & ADMINISTRATION COMMITTEE MEETING APRIL 19, 1995 are now determining if each of the positions of the seven interested employees can be eliminated if these employees were to retire. No employees will be forced to retire. A discussion regarding the system followed. The Committee voted, 3-0, that in order to comply with the State' s retirement program it would move this local law forward to the Common Council COW meeting. 10. Committee to Proceed into Executive Session The Committee voted, 3-0, to move into executive session to discuss a personnel item. 11 . Report from Executive Session After the Committee voted, 3-0, to move back into regular session, Chairperson Booth reported that the Committee discussed a personnel item dealing with the Personnel Department and took no action. However, it was agreed upon by the Committee to continue the meeting to May 3, 1995 at 3 : 30 P.M. The meeting adjourned at 11:50 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. 13 BUDGET AND ADMINISTRATION COMMITTEE Continuation of Regular Meeting 3:30 P.M. May 3, 1995 MINUTES Present: Committee Members: Booth, Shenk, Thorpe, Johnson (late) Other Alderpersons: Mackesey Others Present: City Controller Cafferillo Deputy Controller Thayer Personnel Administrator Saul Assistant City Attorney Kennedy 1 . Committee to Proceed into Executive Session The Committee voted, 3-0, to move into executive session to continue the personnel discussion from the B & A meeting of April 19, 1995 . 2 . Report from Executive Session After the Committee voted, 4-0, to move back into regular session, Chairperson Booth reported that the Committee discussed a personnel issue in the Personnel Department, and gave direction to the Controller' s office to establish certain schedules and policies. No formal action was taken. The meeting adjourned at 4:45 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. 14