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:
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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.
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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.
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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:
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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
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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 .
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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
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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.
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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.
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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.
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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:
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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
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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.
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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.
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