HomeMy WebLinkAboutMN-B&A-1995-09-20 i
BUDGET AND ADMINISTRATION COMMITTEE
REGULAR MEETING 7:30 P.M. SEPTEMBER 20, 1995
MINUTES
Present:
Committee Members: Booth, Shenk, Thorpe, Johnson
Others Present:
City Controller Cafferillo
Deputy Controller Thayer
Fire Chief Wilbur
Deputy Fire Chief Dorman
Ithaca Activities Coordinator Deming
Youth Development Coordinator Green
Supt. of Public Works Gray
Assistant City Attorney Kennedy
Transit Manager Oltz
Personnel Administrator Saul
Members of the media
1 . Opening Comments:
Chairperson Booth stated that the following change was
made to the agenda:
1 . Deletion of the Bikeway Master Plan item.
Members of the Public were asked to speak; no members spoke.
2 . Youth Bureau
A. Request to Amend 1995 Youth Development Budget
Youth Development Coordinator Green presented a request
to amend the 1995 Budget by $3, 690 to reflect the receipt
of a grant from Time Warner Cable. Green explained that
the grant will expand the Youth Bureau' s Youth
Development Service Program.
Green stated that the grant will allow creation of part-
time employment opportunities for young people. After a
brief description of the funding, the following motion
was made:
WHEREAS, the Ithaca Youth Bureau will be receiving a $3, 690
grant from Time Warner Cable to expand the Youth Bureau' s
Youth Employment Service program, and
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BUDGET & ADMINISTRATION COMMITTEE MEETING SEPTEMBER 20, 1995
WHEREAS, the expansion will result in the creation of new
part-time employment opportunities for young people from our
community; now, therefore, be it
RESOLVED, That the 1995 City of Ithaca Budget be amended as
follows:
Increase Revenue Account:*
A2070 Contributions :for Youth $3, 690
Increase Appropriations Accounts:
A7310-120-1202 Hourly P/T $3, 350
A9030 Social Security 257
A9040 Workers Compensation 83
The motion passed 4-0.
B. Request to Amend 1995 Youth Development Budget
Youth Development Coordinator Green presented a request
to amend the 1995 Youth Bureau Budget by $762 . Green
explained that the City will be receiving a grant from
Tompkins County in the amount of $762 . He stated that
the grant will establish two new outing program groups
using 15 local elementary students from local schools .
Green explained that this program will continue into
1996 . After a discussion regarding the outing programs,
the following motion was made:
WHEREAS, the Ithaca Youth Bureau will be receiving a grant
from Tompkins County in the amount of $762 to develop two new
outing program groups, and
WHEREAS, these two new outing program groups will include 15
local elementary students from Caroline, Danby and the city,
working with local schools and commissions; now, therefore, be
it
RESOLVED, That the 1995 City of Ithaca Budget be amended as
follows:
Increase Revenue Account:
A2350 Youth Service - Other Governments $762
Increase Appropriations Accounts :
A7310-120-1221 Hourly P/T Outing $510
A7310-460-1221 Program Supplies 200
A9030 Social Security 39
A9040 Workers Compensation 13
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BUDGET & ADMINISTRATION COMMITTEE MEETING SEPTEMBER 20, 1995
The motion passed 4-0 .
C. Request to Approve Amendment to Recreation Partnership
Contract
Youth Coordinator Green presented a request to amend the
Recreation Partnership Pilot Program Agreement. Green
stated that the pilot program never had a provision to
add partners to the original partnership program
agreement. Green explained that the Town of Groton would
like to join the partnership. He stated that the
agreement would be amended to add the Town of Groton and
include various language changes to allow future partners
to join. He stated that the City Attorney has reviewed,
and approved, the -language changes. It was noted that
the original pilot .program was approved by Council on
April 5, 1995 .
Green stated that the Town of Groton' s fee for one year
would be $250. He stated that this fee was based on
participation in 1988. Green stated that participation
rates have increased since the pilot agreement has been
in effect. The following motion was made:
WHEREAS, Common Council approved the Joint Recreation
Partnership Agreement at their regular meeting of April 5,
1995, and
WHEREAS, the joint partnership has been requested to allow
additional partners into the agreement, and
WHEREAS, the original joint partnership agreement did not have
a provision for adding partners, and
WHEREAS, all applicable attorneys have reviewed the Joint
Recreation Partnership Agreement, and made the appropriate
revisions to allow the addition of new partners into the
agreement; now, therefore, be it
RESOLVED, That the Mayor is authorized to enter into the
attached revised Recreation Partnership Pilot Program
agreement (dated October 4, 1995) for 1995/1996 with the towns
of Ithaca, Dryden, Caroline, Danby, Enfield, Groton, and
Ulysses, and the Village of Lansing.
The motion passed 4-0 . The Committee asked for a summary
report on the partnership at the next COW meeting.
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BUDGET & ADMINISTRATION COMMITTEE MEETING SEPTEMBER 20, 1995
3 . Commons Coordinator - Request to Permit Wine Tasting and Sale
of Bottled Wine at Apple Harvest Festival
Ithaca Activities Coordinator Deming presented a request
to permit wine tasting, and allow the King Ferry Winery
to sell wine at the Apple Harvest Festival. Deming
stated that the King Ferry Winery will have a booth at
the Apple Harvest Festival and would like to allow wine
tasting and the sale of wine. Deming stated the Festival
will be held October 6 - 8th on The Commons .
.Deming stated that all insurance requirements will be
met. After a brief discussion, the following motion was
made:
RESOLVED, That King Ferry Winery shall be authorized to sell
wine and to permit tasting of the wines it sells at a booth
during the Apple Harvest Festival held on the Ithaca Commons
from October 6 - October 8, 1995, subject to said entity' s
compliance with all applicable state and local laws and
ordinances, and upon the entity' s entering an agreement to
hold harmless and Dram Shop insurance ( $500,000) .
The motion passed 4-0.
4 . Fire Department
A. Request to Establish Capital Project for Acquisition of
New Light Rescue Vehicle
Fire Chief Wilbur and Deputy Fire Chief Dorman presented
a request to purchase a light rescue vehicle in the
amount of $50,000. Dorman explained that the current
light rescue vehicle is six years old with 87,000 miles
on it, and it is in need of repair and replacement. It
was scheduled to be replaced after five years .
Dorman stated that the department would like to try a
different type of vehicle to replace the current light
rescue vehicle. He explained that the department would
like to purchase a suburban style vehicle and convert the
vehicle to operate as a light rescue unit. He stated the
cost would be $50, 000 compared to $100,000 for a full-
blown light rescue vehicle. Dorman stressed that this
would be a trial vehicle for the next three years . A
discussion regarding the conversion process followed.
Controller Cafferillo stated that the funds could be
derived from the issuance of serial bonds and a capital
project would be established. The Committee stated that
fire vehicles should be requested through the Capital
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BUDGET & ADMINISTRATION COMMITTEE MEETING SEPTEMBER 20, 1995
Project Committee in the future. The Committee also
stated that the Fire Department should present a detailed
specification with a listing of all the equipment on the
vehicle at the COW meeting. The following motion was
made:
WHEREAS, the Fire Department is currently operating a 1989
GMC/Saulsbury Light Rescue vehicle (942) , and
WHEREAS, this Light Rescue vehicle has been extensively used
for 6 years, and
WHEREAS, the Fire Department Apparatus Replacement Schedule
anticipated a 5. year service lifetime for the Light Rescue
vehicle, and
WHEREAS, the Fire Department is attempting to experiment
replacing the Light Rescue vehicle with a different type of
vehicle, and
WHEREAS, this purchase of equipment is consistent with the
Fire Department' s vehicle replacement schedule, and
WHEREAS, the Common Council desires to provide the citizens
and fire fighters with the best apparatus and equipment to
perform the mission of the Department; now, therefore, be it
RESOLVED, That Capital Project #315 be established in an
amount not to exceed $50,000 . 00 for the specification,
purchase of and installation of equipment in a new Light
Rescue vehicle to replace the 1989 GMC/Saulsbury Light Rescue
vehicle, and be it further
RESOLVED, That said funds will be derived from the issuance of
serial bonds.
The motion passed 4-0.
B. Request to Establish Capital Project for Acquisition of
Aerial Apparatus
Fire Chief Wilbur and Deputy Fire Chief Dorman presented
a request to purchase an Aerialscope vehicle in the
amount of $860,000 . Wilbur explained that the
department' s current ladder truck is a 1976 vehicle and
due to its age, its past use, and the climate, the
vehicle is deteriorating rapidly. He stated that the
original replacement schedule called for the ladder
trucks to be replaced every 15 years . Dorman stated that
it takes about 18 months to build a truck. He also
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BUDGET & ADMINISTRATION COMMITTEE MEETING SEPTEMBER 20, 1995
stated that the City currently has two aerial trucks; one
is being replaced this year, and this request involves
the other truck.
Dorman stated that the department has looked at many
different purchase options as follows :
1 . Purchase a used aerial;
2 . Rehab the current aerial;
3. Purchase a new vehicle;
4. ` Lease a new vehicle.
Dorman explained that the department concluded that the
purchase of a new vehicle is the best overall option for
the City. A discussion followed regarding the Fire
Department vehicle replacement schedule .
Cafferillo stated that the City is trying to put some
space between the purchases of large fire vehicles.
Various replacement schedules were presented and
discussed.
Members of the Board of Fire Commissioners spoke in
support of the purchase of this vehicle, and stated that
it was a critical piece of equipment to the Fire
Department.
Cafferillo stated that the Town of Ithaca would need to
approve this purchase, as they pay for a portion of the
cost under our current contract. A discussion regarding
equipment and vehicles followed. The following motion
was made:
WHEREAS, the Fire Department is currently operating a 1976
Baker Aerialscope (933) as one of the City' s Ladder Trucks,
and
WHEREAS, this Baker Aerialscope is approaching 20 years of
service, and
WHEREAS, the condition of the Aerialscope is deteriorating,
affecting the safe operation of this unit, and
WHEREAS, the Fire Department Apparatus Replacement Schedule
calls for the replacement of the Aerialscope in 1996, and
WHEREAS, the City' s intentions are to space out the Fire
Department' s apparatus acquisitions so that the City is not
required to purchase more than one major fire vehicle in an
given year, and
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BUDGET & ADMINISTRATION COMMITTEE MEETING SEPTEMBER 20, 1995
WHEREAS, the Common Council desires to provide the citizens
and fire fighters with the best apparatus and equipment to
perform the mission of the Department; now, therefore, be it
RESOLVED, That Capital Project #316 be established in an
amount not to exceed $860,000 . 00 for the specification and
purchase of a new aerial platform unit to replace the 1976
Baker Aerialscope, and be it further
RESOLVED, That said funds will be derived from the issuance of
serial bonds, and be it further
RESOLVED, That the purchase of said equipment will be
contingent upon the review and approval from the Town of
Ithaca. .
The motion passed 4-0 .
5. DPW - Request to Establish Capital Project for Transit Capital
Program
Transit Manager Oltz presented a request to establish a
Capital Project in the amount of $167, 638 to fund various
capital programs related to transit. Oltz explained that
the Ithaca Transit, as a part of the Ithaca Tompkins
Transit Center, is a recipient of federal and state funds
for the purposes of funding various capital projects
relative to transit.
Oltz explained that the total cost of the projects is
$2, 678,327, with an allocation of funding as follows:
Federal Funds $2, 006,869
New York State Aid 212, 188
Cornell University 162,202
City of Ithaca 167, 638
Tompkins County 129,430
Oltz stated that the City' s Capital Projects for transit
include the following:
Bike racks, lockers, signs and bus shelters;
Computer equipment, radios and shop equipment;
Fare boxes and spare parts;
Transit buses and paratransit buses;
Consolidation planning.
The attached listing shows the detail allocation of
project description and related costs.
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0811 Safi
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CITY OF ITHACA
737 WILLOW AVENUE
ITHACA, NEW YORK 14850
OFFICE OF TELEPHONE:
TRANSIT SYSTEM MANAGER (607)277-9388 Ext.300
NANCY OLTZ FAX:(607)277-9551
To: Carol Reeves, Vice Chair
Board of Public Works
From: Nancy Oltz, Transit System Manager
. Date: August 22, 1995
Re: Description of Projects
Attached, please find a listing of projects for the
consolidated transit capital program. The column listed
under City is the local share needed from the City to carry
forward these projects. Below, is a description of the
projects.
1. BIKE RACKS
The purpose of this project is to conduct a small-transit
system demonstration program that promotes intermodal
linkages by using bicycle racks on buses. The project will
provide for evaluation of different racks and the
acquisition of approximately 45 racks. This will be the
first such program in upstate New York and is considered as
a pilot project for small/medium transit systems nationwide.
2. BIKE STORAGE LOCKERS
To purchase and install 2 secure bicycle storage facilities
at key transit stations
3. BUS ROUTE SIGNS
To create and install transit route signage to assist
visually disabled persons.
5. BUS SHELTERS
To renovate existing and install new transit shelters that
comply with ADA design guidelines.
6. COMPUTER EQUIPMENT
Purchase upgraded computers and related hardware for Ithaca
Tompkins Transit Center Operations
8. CONSOLIDATION PLANNING
To develop a consolidated Information System plan to address
management information needs, accounting system, transit
planning and schedule information/customer services. To
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'An Equal opportunity Employ-PA49p ffirrnativo�11wctlon Program `a Recycled Paper
upgrade and reprogram the Ithaca Tompkins Transit Center
phone system.
9. MOBILE RADIOS
To equip all vehicles with 2-way mobile radio units
11. SHOP EQUIPMENT
To purchase assorted shop equipment for the Ithaca Tompkins
Transit Center
12. SOFTWARE
To purchase Paratransit Trip Management Software for
coordinated trip reservation system.
To purchase windows based software for the computers
purchased in item #6.
13. SPARE PARTS
To purchase spare parts & maintenance items for Orion 1
buses, such as spare engine and transmission.
14. , 15. & 16. FARE BOXES
To purchase Electronic Fare Boxes and develop an Automated
Fare Collection System that will register coins, magnetic
swipe passes, tokens, and print & verify transfers. This
will standardize the fare collection system between Tompkins
County, City of Ithaca and CU Transit Inc. and significantly
improve data collection procedures.
17. MEDIUM BUSES
To purchase 4 29 ft. medium duty buses with wheelchair lifts
to assist with Route 96 construction traffic mitigation.
Then the buses will be used for service expansion in the
western areas of the City of Ithaca and Tompkins County.
18. PARATRANSIT BUSES
To purchase paratransit buses with wheelchair lifts for ADA
and non-ADA demand response services. This service is
mandated by the Federal Transit Administration.
19. REHAB BUSES
To rehabilitate bodies and repaint transit buses as part of
transit system consolidation.
20. SMALL BUSES
To purchase 2 small buses for the City of Ithaca to operate
an East Hill Shuttle service and planned service expansion
in the southern areas of the City.
23. TRANSIT BUSES
To purchase 2 35 ft. transit buses with wheelchair lifts to
replace a 1977 Flexible bus and a 1980 GMC RTS.
Page - 2
07/19/95TABLE A. CONSOLIDATED TRANSIT CAPITAL PROGRAM
Projected
Grand Outlay
Project Total Federal State CU Transit City County Year
1 Bike Racks 50,000 40,000 5,000 1,667 1,667 1,667 1995
2 Bike Storage Lockers 3,000 2,400 0 200 200 200 1995
3Bus Route Signs 3,000 2,400 0 200 200 200 1995
4 Bus Shelters 17,700 14,160 1,770 0 0 1,770 1995
5 Bus Shelters 20,000 16,000 2,000 0 1,000 1,000 1995
6 Computer Equip 27,210 21,768 0 1,814 1,814 1,814 1995
7 Computer Equip 4,816 3,853 0 963 0 0 1995
8 Consolidation Planning 72,000 57,600 0 4,800 4,800 4,800 1995
9 Mobile Radios 10,500 8,400 0 700 700 700 1995
10 Project Admin 17,600 17,600 0 0 0 0 1995
11 Shop Equipment 28,010 22,408 0 1,867 1,867 1,867 1995
12 Software 34,775 27,500 0 2,292 2,292 2,692 1995
13 Spare Parts 78,000 62,400 0 1,600 7,000 7,000 1995
14Fare Boxes 30,875 24,700 3,088 1,029 1,029 1,029 1996
15 Fare Boxes 190,000 152,000 19,000 6,333 6,333 6,333 1996
16 Fare Boxes 15,100 12,080 1,510 503 503 503 1996
17Medium Buses (4) 430,000 344,000 43,000, 14,333 14,333, 14,334 1996
18 Paratransit Bus (6) 192,000 153,600 19,200 6,400 6,400 6,400 1996
19 Rehab Buses 97,500 78,000 0 6,500 6,500 6,500 1996
20 Small Buses (2) 156,240 126,000 15,120 0 <= 0 1996
21 Small Buses (2) 156,240 126,000 15,120 0 15,120 1996
23Transit Buses (2) 480,000 328,000 41,000 0 111,000. 0 1996
24Transit Buses (3) . 720,000 492,000 61,500 111,000 0 55,500 1996
Total 21834,566 2,132,869 227,308 162,202 182,758 129,430
(I
Outlay Years 7
1995 $366,611 $296,489 $8,770 $16,103 $21,540 $23,710
1996 $2,467,955 $1,836,380 $218,538 $146,099 $161,219 $105J20.
BUDGET & ADMINISTRATION COMMITTEE MEETING SEPTEMBER 20, 1995
A discussion regarding the projects followed. The
following motion was made:
WHEREAS, the Ithaca Transit is a partner with Cornell
University and Tompkins County in the Ithaca Tompkins Transit
Center and is a recipient of capital funds through the Federal
and State Governments, and
WHEREAS, the Operations Committee of the Joint Transit
Facility is recommending approval of the attached list (dated
October 4, 1995) of transit capital projects (except Item #20,
which has been previously approved) , to be completed during
1995 and 1996, totaling $2, 678, 327, of which the City of
Ithaca' s share is shown as $167, 638, and
WHEREAS, the funding allocation for the recommended list of
transit capital projects shown on Table A. Consolidated
Transit Capital Program is as follows:
Federal funds (U.S. Dept. of Trans . ) $2, 006,869
New York State Aid (Dept. of Trans . ) 212, 188
Cornell University (C.U. Transit) 162,202
City of Ithaca (Ithaca Transit) 167, 638
Tompkins County (Tomtran) 129 ,430
$2, 678,327
now, therefore, be it
RESOLVED, That Capital Project #317 Transit Capital Program be
established in an amount not to exceed $167, 638 for said
transit projects (list attached, not including Project #20)
with the source of funds as follows:
Capital Reserve #22 Bus Acquisition/Replacement $ 20,733
Issuance of Serial Bonds 146,905
and be it further
RESOLVED, That the attached cost allocation among the City of
Ithaca, Cornell University and Tompkins County relates only to
this capital project, and future capital projects and
operational costs will be allocated per appropriate agreements
among these entities.
The motion passed 4-0.
6 . Committee to Proceed into Executive Session
The Committee voted, 4-0, to move into executive session
to discuss various personnel issues.
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BUDGET & ADMINISTRATION COMMITTEE MEETING SEPTEMBER 20, 1995
7 . Report from Executive Session
After the Committee voted, 4-0, to move back into regular
session, Chairperson Booth reported that the following
action took place in executive session:
A. DPW - Request to Approve Personnel Changes in the
Department -of Public Works
WHEREAS, the current workloads for the City' s Engineering
staff and the Superintendent of Public Works are such that
many authorized projects have been delayed or not started at
all, and
WHEREAS,• some .of the Department of Public Works current staff
are working out-of-title to handle the Department' s workload,
and
WHEREAS, to alleviate the workload problem and the out-of-
title work for the current staff, the Superintendent of Public
Works and the Board of Public Works have recommended that
three 93) promotions, one change in hours, and one change in
salary be authorized; now, therefore, be it
RESOLVED, That to alleviate staffing problems and to reflect
how personnel in the Department of Public Works are currently
operating, the 1995 Authorized Personnel Roster for the
Department of Public Works will be amended, effective
retroactively to June 1, 1995, as follows :
Annual
Promotions From To Unit Salary
Grade 20
Lynne Yost Jr. Eng. Asst. Civ. Eng. CSEA Admin. $32,311
Grade 20
Creig Hebdon Jr. Eng. Asst. Civ. Eng. CSEA Admin. $31,207
Grade 17
Ray Benjamin Eng. Tech. Jr. Engineer CSEA Admin. $30,092
Annual
Change in Hours From To Salary
Marjorie Holcomb 35 hours/wk 40 hours/wk $18, 745
Change in Salary From To
Donna Payne $22, 932 $23, 799
and be it further
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BUDGET & ADMINISTRATION COMMITTEE MEETING SEPTEMBER 20, 1995
RESOLVED, That an amount not to exceed $6, 825 be transferred
from Account A1990 Unrestricted Contingency to the following
appropriation accounts for said personnel roster amendments:
Account•
A1440-110 Engineering Staff $5,412
A1490-110 Public Works Adm. Staff 506
A9030 Social Security 453
A9040 Workers' Compensation 254
A9010 State Retirement 200
The motion passed 4-0.
B. Fire Department - Personnel Item
Chairperson Booth reported that the Committee discussed
a Fire Department personnel item and gave directions to
. the City Attorney. No formal action was taken.
C. Finance/Personnel - Request to Approve Transfer of Time
Chairperson Booth reported that the Committee took the
following action as it relates to the transfer of time
for the Commons Coordinator:
WHEREAS, it has been, and is the policy of the City of Ithaca
not to permit an employee to transfer accrued personal leave
time when that employee leaves one of the City' s bargaining
units and enters another unit of the City government, unless
the new unit also grants the same type (or a very similar
type) of leave time, and
WHEREAS, in January of 1995, Jean Deming' s job status changed
from a confidential employee (CSEA Admin. Unit benefits) to
management, and
WHEREAS, prior to her job status change she had accrued three
personal days as a result of not being sick during 1994, and
WHEREAS, she inquired about the three personal days, but was
told there was no provision for awarding her earned personal
leave time, and
WHEREAS, this Common Council determines that due to the unique
specific facts of this situation, it would be fair and
equitable to make an exception to the aforesaid City policy
and to allow Mrs . Deming to transfer three days of personal
leave to her current job status in the Management Unit; now,
therefore, be it
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BUDGET & ADMINISTRATION COMMITTEE MEETING SEPTEMBER 20, 1995
RESOLVED, That this Council reaffirms the aforesaid City
policy, makes an exception to that policy in the particular
case involving Mrs . Deming, which exception shall not
establish a precedent respecting the future implementation of
such policy and authorizes the transfer of three (3) days of
personal leave time to Mrs. Deming' s current job status and
further directs appropriate City personnel to take all
necessary actions to effectuate the transfer of this personal
leave time.
The motion passed 4-0.
D. Finance/Personnel - Personnel Item
Chairperson Booth reported that the Committee discussed
various promotions/demotion policies and gave direction
to the City Attorney.
8 . City Attorney
A. Residency Requirements for City Employees - Discussion
Assistant City Attorney Kennedy discussed residency
requirements for City employees with the Committee. The
Committee identified Public Officers and discussed the
City residency requirements under the Assistant
Attorney' s new draft proposal.
Chairperson Booth stated that he did not want to include
police officers in this draft proposal. Alderperson
Thorpe stated that she was not sure how to treat police
officers under the residency requirements . She felt that
perhaps they should be required to live in the city. A
discussion regarding the police issued followed.
The Committee agreed to send the draft residency
requirement for City employees forward to the COW meeting
for discussion purposes only. No formal vote was taken.
B. NYS Residency Bill for Fire Fighters - Report
Assistant City Attorney Kennedy discussed whether both
City and Town of Ithaca residents are eligible for City
appointment as fire fighters . Kennedy stated that the
question whether or not a joint City/Town hiring list for
the Fire Department can be utilized was answered by State
officials as a "Yes, it can be done. " A joint City/Town
list is permissible under current Civil Service Law. She
stated that if the Civil Service Commission wants to use
such a list, they may do so.
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BUDGET & ADMINISTRATION COMMITTEE MEETING SEPTEMBER 20, 1995
Personnel Administrator Saul stated that the City' s Civil
Service Commission has not yet decided on the City/Town
list, even though they are allowed to use it by law.
Saul felt the City/Town list may even hurt the
Affirmative Action process because of who currently ends
up on the list.
Kennedy stated that the Civil Service Commission has the
authority to use a City/Town list for Fire Department
hiring without getting approval from Common Council. It
was noted that the Civil Service Commission has not
decided to use the list. No action was taken.
The meeting adjourned at 10:40 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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