HomeMy WebLinkAboutMN-B&A-1990-05-16 BUDGET AND ADMINISTRATION COMMITTEE
MINUTES
REGULAR MEETING 7:30 PM MAY 16, 1990
Present•
Committee Members: Booth, Peterson, Romanowski, Cummings,
Golder
Other Council Members: Mayor Nichols
Others Present:
City Controller - Cafferillo
Deputy Controller - Thayer
Superintendent of Public Works - Thadani
City Attorney - Guttman
Director, Planning and Development - Van Cort
City Chamberlain - Parsons
Youth Bureau Director - Cohen
Personnel Administrator - Walker
Personnel Associate - Patz
City Engineer - Gray
BPW Commissioner - Reeves
Fire Chief - Olmstead
Activities Center Coordinator, G. I.A.C. - Fort
Representatives from G. I.A.C.
Representatives from R.C.I.
Members of the Media
1. Opening Comments
Chairperson Booth stated that the following items would be
added to the Agenda:
A. Personnel - Decision on B.P.W. labor contract/fire
officers and executive unit contracts relating to
possibly hiring an outside negotiator.
B. Report on the Northside Study Committee
Chairperson Booth then asked for any public comments; there
were no speakers from the public.
2 . Planning Department - Possible Acquisition of Property
The Committee voted 5-0 to move to executive session to
discuss the possibility of a property purchase.
Following a brief executive session, Chairperson Booth
stated that the Committee took no action relating to the
possible purchase of property.
3 . D.P.W.
A. City Court Facility Report
BUDGET & ADMINISTRATION MINUTES - 5/16/90
Superintendent of Public Works Thadani reported to the
Committee on the current status of the City Court facility.
Superintendent Thadani stated that the possibility of
building to the side of the current Police Station was
discussed; however the owner of that property, Roy Park,
does not wish to sell that property. Mr. Park is worried
about the possibility that construction would destabilize
the bank near the creek. Superintendent Thadani felt this
was a reasonable concern.
Superintendent Thadani suggested that an addition to the
current building would be more complicated and more
expensive than building a new structure across the street.
Further meetings will be held relating to the City Court
facility.
Chairperson Booth suggested that a written record of all the
Court facility meetings be maintained in case of future
problems with the State of New York relating to this issue.
Alderperson Romanowski suggested that the possibility of
some type of an access to cross the street, if that plan is
selected, should be also included in the plan. No further
discussion was made, and the Committee took no action on
this issue. It was noted, further reports will be made on
this subject.
B. Trash Talc and Recycling Program Report
Superintendent Thadani reported to the Committee on the
current status of the trash tag and recycling programs. He
stated that the City has adopted a half-tag trash program
for bags containing 17-1/2 pounds of garbage. Each sheet
will cost $5 and contain 12 tags. The tags would be a
different color than the full price trash tags. The County
had no objections to the half-tag program. It was noted
that the half-tags would be available to the public in about
three weeks.
Superintendent Thadani stated that currently the trash tag
program is operating with a high level of compliance and
with few problems. A brief discussion on the possibility of
a curbside junk pickup took place.
Superintendent Thadani stated that the recycling center is
open and located at Streets and Facilities and is in
operation five days a week, 7 A.M. to 7 P.M. The DPW would
like to have a full time employee at the Recycling Center.
At the present time the B.P.W. is considering the
possibility of having a full time employee at the Recycling
Center and the possibility of having the Center open on the
weekends. Superintendent Thadani stated that the seven
items collected for recycling are as follows:
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BUDGET & ADMINISTRATION MINUTES - 5/16/90
1 - 3 . Three types of glass
4. Plastic
5. Cardboard
6. Paper
7. Aluminum
Superintendent Thadani stated that the number of garbage
trucks going to the dump is diminishing. Chairperson Booth
asked Superintendent Thadani to prepare a memo stating the
numbers of trucks going to the dump.
City Controller Cafferillo stated that the money collected
fnr trash tags sold, through April 30, 1990, is $128,666.
The amount of the tipping fee charges imposed by the County
is approximately $36, 000. Controller Cafferillo stated that
the revenue amount is currently much higher than the County
charges because the City is selling trash tags to the public
well in advance of those tags being used and well in advance
of the County's assessment of tipping fee charges. These
numbers will be monitored throughout the year with periodic
reports given to the Committee. No action was taken.
C. Hudson Street Status Report
Chairperson Booth asked for a financial update on the status
of the Hudson Street project. Superintendent Thadani
suggested that a confidential memo stating the financial
aspects of this project as they currently stand would be
sent to the Committee. The Committee agreed. No action was
taken.
D. Request to Amend the 1990 budget
City Engineer Gray presented a request to amend the 1990
budget in the Standpipe Maintenance account for the
replacement of the Haller Blvd. tank.
Engineer Gray stated that the Standpipe Maintenance account
currently has $120, 000 for the 1990 year. The $120,000 was
to be used to paint two water tanks during the summer.
However, because the Haller Blvd. has to be replaced this
year, only one tank will get painted this summer. Now, the
Haller Blvd tank will be replaced at a cost of $120, 000 and
the Cornell Street tank will be repaired and repainted for
$80,000 for a total of $200,000. Engineer Gray presented
the resolution approved by the B.P.W. for a 1990 budget
amendment of $80, 000, which would increase the standpipe
account from $120, 000 to $200, 000. The additional $80, 000
would be funded from the Water Fund budget. The following
motion was made:
WHEREAS, the 1990 Water Fund Budget line item F8344-475
Standpipe Maintenance included $120, 000, which in part had
been allocated to repair the Haller Blvd. water tank, and
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BUDGET & ADMINISTRATION MINUTES - 5/16/90
WHEREAS, the D.P.W. has determined that it would not be cost
effective to repair the Haller Blvd. water tank, and has
instead recommended that said tank be replaced, now
therefore, be it
RESOLVED, that the 1990 Water Fund Budget be amended by
transferring $80, 000 from Account F8341-435 General
Maintenance Contractual Services, to Account F8344-475
Standpipe Maintenance, to fund the differential cost of
replacing such water tank.
Resolution passed 5-0.
E. Ithaca Transit Operating Assistance Funds
City Controller Cafferillo presented contracts with the New
York State Department of Transportation for Section 18
Federal Assistance from the Urban Mass Transportation Act of
1964. Controller Cafferillo stated that this is a recurring
contract with the State, and this year's agreement is for
$85, 000. This Federal money received assists the City for
payment in the operation of the City's Transit operations.
After a brief discussion, the following motion was made:
WHEREAS, the City of Ithaca has submitted a request for a
grant of funds to the New York State Department of
Transportation and the United Stated Department of
Transportation, pursuant to Section 18 of the Urban Mass
Transportation Act of 1964, as amended, for a project to
provide operating assistance funds for transportation
services within the City of Ithaca and partly in two
adjoining municipalities, provided by the City of Ithaca
Transit for fixed routes that are scheduled, open and
available to the general public during the period January 1,
1990 to December 31, 1990 (PIN 3798.21.406) ; now, therefore,
be it
RESOLVED, that Mayor Benjamin Nichols be authorized to sign
the agreement(s) between the City of Ithaca and the State of
New York for the above named project, and be it further
RESOLVED, that Mayor Benjamin Nichols is authorized to act
on behalf of the City of Ithaca to proceed and complete this
above named project.
Motion passed 5-0.
F. Establishment of City Forester Position
Superintendent of Public Works Thadani presented a
resolution which was approved by the B.P.W. for the
establishment of a City Forester position.
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BUDGET & ADMINISTRATION MINUTES - 5/16/90
It was stated that currently this position is being funded
on a Personnel Services Contract basis. The City is now
using this position on a continuous basis and it makes sense
to create a permanent position.
The resolution presented tonight simply establishes the
position of City Forester and sets a range for the salary.
The appointment will be made at a later date after the
interviewing process has been completed. It was the
consensus of the Committee that the establishment of this
position would be a great asset to the City. The following
motion was made:
RESOLVED, that the Personnel Roster of the Department of
Public Works be amended by adding the position of City
Forester, and be it further
RESOLVED, that the position of City Forester be assigned to
the City Executive Association at a 1990 salary range of
$32,244 - $40,702 (Grade 2) .
Motion passed 5-0.
After a brief discussion the Committee voted, 5-0, to go
into executive session to discuss a D.P.W. personnel item.
4 . Report From Executive Session
Chairperson Booth stated the following action was made in
executive session:
WHEREAS, the Superintendent of Public Works has recommended
Peter Albertsman for an Employee Incentive Award pursuant to
the terms of the CSEA Administrative Unit contract, and
WHEREAS, the Superintendent of Public Works has provided the
Budget and Administration Committee with substantial
justification for granting this Employee Incentive Award,
and
WHEREAS, the Superintendent of Public Works' recommendation
complies with the procedure and guidelines outlined in the
CSEA Administrative Unit Contract; now, therefore, be it
RESOLVED, that Peter Albertsman's salary be increased by
eight (8) percent to an annual salary of $23, 066 effective
June 8, 1990.
Said motion passed 3-2 . Chairperson Booth voted against the
motion because he was in favor of a lower percentage merit
increase. Alderperson Golder voted against the motion
because he does not support the merit increase concept.
5. Domestic Partnership Report
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BUDGET & ADMINISTRATION MINUTES - 5/16/90
Chairperson Booth stated that the Domestic Partnership issue
was referred by Common Council to the Committee.
Chairperson Booth suggested that the Committee consider
directing the City Controller to investigate: 1) the
potential costs and liabilities to the City if the City were
to undertake the Domestic Partnership issue, and 2) the
implications the City may incur if the City unilaterally
creates domestic partnership benefits outside of contract
negotiations.
Alderperson Cummings was concerned that during the process
of gathering information on the Domestic Partnership issue
the possibility exists of violating civil rights.
City Controller Cafferillo stated that the investigation
into this issue would be assisted by the Personnel Office.
He stated further that only general assumptions would be
made and information about information about particular
individuals would not be collected. This issue would be
discussed with the City's Insurance Carriers, Program
Administrators and the City Attorney. Also, the IRS and the
State Insurance Department would be contacted.
The Committee was in agreement that the City Controller
should investigate the Domestic Partnership issue, using
general assumptions in order to develop estimates regarding
the potential costs, liabilities and other implications to
the City involved with the implementation of a domestic
partnership ordinance and should report back to the
Committee when the investigation is complete.
6. Youth Bureau
A. Request for Transfer of Funds
Youth Bureau Director Cohen presented a request to transfer
$2, 500 from the Youth Development part time salary account
to the equipment account, for the purchase of a computer for
the Youth Employment Service.
Because of a contract with Cornell the Youth Bureau will not
have to decrease the number of summer workers as a result of
this transfer; in fact, the number of summer employees will
increase by 11. The new computer would be used by the
Y.E.S. Program and also the Recreation Mainstream Program.
The computer will also assist with the Youth Bureau's Budget
and will assist in providing information to the County. The
following motion was made:
RESOLVED, that the authorized equipment list for the Youth
Bureau be amended to include a computer system and related
software for the Y.E.S. Program, and be it further
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BUDGET & ADMINISTRATION MINUTES - 5/16/90
RESOLVED, that the acquisition of said equipment is
authorized to be made within the existing Youth Bureau
operating budget, by transferring $2,500 from account
A7310-120, Parttime Seasonal Salaries, to account A7310-210,
Office Equipment.
Said motion passed 5-0. Chairperson Booth asked Youth
Bureau Director Cohen to report to the Committee next month
on the current status of discussions with the County on next
year's County involvement in Youth Bureau programs.
B. G.I.A.C. Building Renovations
Youth Bureau Director Cohen and representatives from
G. I.A.C. presented an updated facility report on G.I.A.C.
Chairperson Booth stated that Council referred this item to
the B&A Committee to set guidelines so that the Planning
Department can solicit proposals from Architectural firms
for the design phase of the G.I.A.C. building.
Activities Center Coordinator Fort suggested to the
Committee that G.I.A.C. would like the Committee to release
funds so that an Architect can be selected to design the
renovations.
Planning Director Van Cort recommended that the same
architect should be used throughout the project. City
Controller Cafferillo stated that an amount not to exceed
$10, 000 was authorized in 1989 for the design phase of the
project. It was noted this amount was not encumbered at the
end of 1989, but can be taken from the 1990 fund balance as
a prior period adjustment. The G.I.A.C. renovations capital
project was never established by Council, only the $10, 000
amount for the conceptual design of the project. Planning
Director Van Cort suggested that the conceptual design may
cost closer to $15, 000.
Controller Cafferillo stated that $25, 000 was originally put
into 1989 's Restricted Contingency for planning and design
of the project at G.I.A.C. In 1989 $10, 000 was allocated
for the conceptual design, and $1, 000 was allocated for work
by the Community Dispute Resolution Center. At this point
$14, 000 remains for a possible down payment on a G.I.A.C.
project. If more than $10, 000 were needed for the
conceptual design, that matter would have to come back to
this Committee and then to Council for approval.
Planning Director Van Cort said he would come back with an
architect proposal in about two months. The Committee
agreed with the Planning Director on the proposals.
Chairperson Booth stated he had some problems with the
updated report presented to the Committee. The following
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BUDGET & ADMINISTRATION MINUTES - 5/16/90
problems with the report need to be clarified by the
G. I.A.C. staff:
1. Clarify what the existing condition of the
G.I.A.C. building is - particularly in terms of
programs.
2 . Clarify what the existing G.I.A.C. uses are and
of the various rooms and spaces in G. I.A.C. , what
existing non-G. I.A.C. uses are.
3 . Clarify what the future G.I.A.C. and non-G.I.A.C.
uses of the rooms and spaces in G.I.A.C. are
likely to be.
4. Clarify the day to day and week to week use of the
G.I.A.C. building, so that it is clear how the
building is used on a regular basis, as contrasted
with its use at special times (e.g. , holidays,
Saturdays, summer) .
No formal action was taken. However the previous
suggestions relating to the selection of the architect and
the clarification of the G. I.A.C. report will be implemented
by the Planning Department and G.I.A.C. staff and brought
back to this Committee at a later date.
7. Finance Department - Pay Phone Proposal
Representatives from R.C. I. were present to answer questions
regarding the Pay Phone Proposal made to the City two months
ago. This item had been tabled at a prior B&A meeting.
Alderperson Romanowski stated that because he works for New
York Telephone, he wished to abstain from any voting on this
issue for conflict of interest reasons. He may ask
questions and take part in discussion, but he will not vote.
A discussion on the City's pay phone service currently being
used by the City took place. It was emphasized that this
proposal is for non-coin use of the City's pay phones. The
projected $3, 500 annual commission, if the City approved
this proposal, would be an additional amount of revenue to
the City on top of what AT&T is currently giving the City
for coin operated calls.
A discussion on the type of service that the City would
receive if the proposal were approved followed. It was
noted that AT&T has been asked to submit a proposal for
non-coin use to the City; AT&T has yet to respond. The
Committee wanted to receive AT&T's proposal prior to making
a decision on this issue.
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BUDGET & ADMINISTRATION MINUTES - 5/16/90
A price comparison, quality comparison and phone numbers to
test were presented to the Committee by the representatives
of R.C.I. The Committee took no action on this issue.
8. Fire Department
A. Transfer of Money For Repairs to Engine 902
Fire Chief Olmstead presented a request regarding the costs
of repairing fire engine 902 . The money for these repairs
is to come from an insurance recovery received by the Fire
Department, and the Fire Chief requested that the insurance
receipts be credited to the Fire Department's repair
account.
City Controller Cafferillo explained to the Fire Chief that
the insurance revenue needs to be maintained separately from
the expenditures; therefore the insurance revenue cannot be
booked to the expenditure account. Controller Cafferillo
recommended that the repair be made and booked to the
appropriate repair expense account and if transfers need to
be made at the end of the year to cover expenditures, the
Council will take the appropriate action at that time. No
action was taken on this item.
B. Request to Amend Authorized Equipment List
Fire Chief Olmstead presented a request to amend the Fire
Department's 1990 Authorized Equipment list. Chief Olmstead
stated that three portable radios were stolen from City fire
trucks. One of the radios stolen has been recovered through
insurance, and currently recovery for the other two radios
is being pursued. This request would amend the 1990
equipment list by adding one radio. The funding for this
request would be offset indirectly by the insurance
recovery. After a brief discussion on security, the
following motion was made:
RESOLVED, that the authorized equipment list for the Fire
Department be amended to include the replacement of one
portable two-way radio for $882, and be it further
RESOLVED, that said acquisition shall be offset indirectly
by insurance recoveries received from our Insurance Carrier.
Motion passed 5-0.
C. Request to Amend Personnel Roster
Fire Chief Olmstead presented a request to amend the 1990
Fire Department Personnel Roster. The request was to add
one additional firefighter position for a period of two
weeks contingent on the retirement of a current firefighter.
It was noted that if the retirement does not take place,
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BUDGET & ADMINISTRATION MINUTES - 5/16/90
this request will be nullified. The Town of Ithaca will be
sent a copy of the resolution if approved. After a brief
discussion the following motion was made:
RESOLVED, that the Personnel Roster of the Fire Department
be temporarily increased by one (1) firefighter position, to
allow for the hiring and training of a new firefighter in
conjunction with the anticipated retirement of a current
firefighter, and be it further
RESOLVED, that said roster shall be reduced to its original
staffing level upon the retirement of the current
firefighter, and be it further
RESOLVED, that should the current firefighter not retire,
this authorization to hire a new firefighter shall be
revoked.
Said motion passed 5-0.
The Committee voted 5-0 to move into executive session to
discuss the remaining Fire Department issue.
9. Fire Department - Report From Executive Session
Chairperson Booth stated that a Fire Department Personnel
item was referred to the next Common Council meeting with a
possible resolution coming from that meeting.
10. Finance Department - City Chamberlain Request For
Council Resolution
City Chamberlain Parsons presented a request to pass a
resolution objecting to a County proposal to collect County
taxes in two installments.
Chamberlain Parsons stated that the possibility of two
installment dates for County taxes would greatly confuse the
public on tax due dates because the County taxes would have
different due dates than the City tax installments.
Furthermore, the difference in timing and procedures between
the County and City taxes would greatly increase the
possibility of incorrect payments. A number of objections
regarding the tax installment issue have been received by
the County from other affected municipalities. It was noted
the County would charge the taxpayer a service charge if the
installment payment were used. (Currently, the City opts not
to charge the taxpayer for using the installment method of
payment. ) The City Chamberlain strongly recommended to the
Committee that the County's installment procedure be
rejected. The following motion was made:
WHEREAS, Tompkins County is considering a Local Law that
would allow County taxes to be paid in two installments, and
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BUDGET & ADMINISTRATION MINUTES - 5/16/90
WHEREAS, the Tompkins County -Board of Representatives has
requested Common Council to express an opinion regarding
said Local Law, and
WHEREAS, while sensitive to the intent of the Tompkins
County Board of Representatives to afford taxpayers an
opportunity to pay taxes in two installments, the issuance
of County installment tax bills and City installment tax
bills with different due dates, different bill arrangements,
and different penalty structures increases the probability
of payment errors leading to penalties for taxpayers and
poses an extreme administrative problem for the
C4amberlain's office during the peak tax collection period,
now therefore, be it
RESOLVED, that the Common Council of the City of Ithaca does
not endorse Tompkins County Proposed Local Law No. 5 and
urges the Tompkins County Board of Representatives not to
adopt this proposed Local Law.
Said motion passed 5-0.
11. Mayor - Status Report of Northside Disposition
Committee
Mayor Nichols reported on the status of the -Northside
Disposition Committee. The Northside Disposition Committee
wanted to let the B&A Committee know where it was headed.
It was the consensus of the Committee to move into executive
session to discuss the land issue. The Committee voted 5-0
to move into executive session.
After a brief executive session, Chairperson Booth stated
that the Committee took no action on the Northside
Disposition Committee status report.
12 . Capital Projects Review Process
Planning Director Van Cort discussed with the Committee the
current Capital Project Review Process and suggestions to
improve this process for 1990 and future years.
The current Capital Project Review process begins with the
receipt of all the Capital Project applications in the
Planning Department. Then, a clerical compilation of the
Capital Project applications is done. Then, the listing of
the Capital Projects is passed on to the CIRC Committee. At
this point the CIRC which includes the Controller, Planning
Director, elected officials, BPW Board Members, and Planning
Board members, should review and evaluate the list of
possible Capital Projects and send a list of recommended
projects to the Mayor. However, in the past few years this
process has not operated efficiently and needs to be
improved.
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BUDGET & ADMINISTRATION MINUTES - 5/16/90
Director of Planning Van Cort recommended the following:
A. All the steps in the capital review process should
be consolidated and made more structural and detailed. A
compilation should be done by the Planning Department and
then sent to the Committee. The Committee should spend a
considerable amount of time reviewing the proposed projects
before sending its recommendations to the Mayor. The
Committee to review the compilation should consist of the
same members as presented above.
B. The BPW should prepare projections for all the
infrastructure in the City (i.e. replacement and repair of
sewers, storm sewers, water mains, roads and bridges) .
There should be an infrastructure replacement and repair
schedule for the next 5 to 20 years.
C. Each application for a capital project should be
typewritten and the number of possible projects should be
reduced to a smaller working number.
Chairperson Booth urged that the Capital Projects Review
Committee prioritize the capital projects that are proposed
for the Mayor's consideration, with an indication of:
1) Which projects are most important for next year
2) What funding priorities should be set in the
budget for next year, and
3) What alternative funding mechanisms might be
available for individual projects.
A discussion followed on the process by which an elected
official could submit a capital project application.
Following the discussion, the consensus of the B&A Committee
was to have the Planning Director come back next month with
a report on the Capital Project Review process.
13 . Personnel Department - Request for Reclassification
Personnel Administrator Walker presented a detailed request
to reclassify the Personnel Department's current Senior
Stenographer to an Administrative Secretary. Funding for
the reclassification would come from within the Personnel
Department's 1990 budget. After a brief discussion the
following motion was made:
RESOLVED, that the Personnel Roster of the Personnel
Department be amended as follows:
Delete: One (1) Senior Stenographer
Add: One (1) Administrative Secretary
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BUDGET & ADMINISTRATION MINUTES - 5/16/90
and be it further
RESOLVED, that S. Denise Malone be permanently appointed to
the position of Administrative Secretary at an annual salary
of $19,805 effective June 11, 1990.
Resolution passed 5-0.
14 . Personnel Department - Outside Negotiator for City
Union Contracts
Personnel Administrator Walker presented to the Committee
the option of hiring an outside negotiator to negotiate
three contracts; the Executive Unit, the Chief Officers of
Fire Department and DPW labor unions. In the past an
outside negotiator was hired to negotiate these types of
contracts.
Personnel Administrator Walker recommended that the
Committee approve hiring an outside negotiator for the Chief
Officers of the Fire and the DPW labor unions negotiations
and that the Executive Unit could be negotiated in-house by
the Personnel Administrator.
The consensus of the Committee was to agree with the
Personnel Administrator's recommendation. Chairperson Booth
suggested that a RFP would not be needed for the outside
negotiations because an RFP was done in 1987, 1988 and 1989.
The outside negotiator could be paid through a Personal
Service Contract.
The consensus of the Committee was to have the Personnel
Administrator get a proposal from a negotiator respecting
the negotiations for the two units that will be handled
outside and come back next month to get the authorization
for the funds. No formal action was taken.
15. Police Department - Traffic Enforcement Officer
Chairperson Booth stated that Common Council, has referred
to the Committee the issue of hiring an additional Traffic
Enforcement Officer. Chairperson Booth suggested to the
Committee that a decision on this topic should be delayed
until the Police Department makes its personnel requests for
the 1991 Budget. The consensus of the Committee was to
agree with Chairperson Booth.
16. Parking Revenue Report
City Controller Cafferillo presented a memo on Parking
Revenue for 1990. For the first quarter of 1990, total
Parking Revenue was up 49% overall. A breakdown of the
revenues per parking lot and permits was also presented.
Controller Cafferillo noted that the revenue from Parking
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BUDGET & ADMINISTRATION MINUTES - 5/16/90
Lot D was misleading due to the number of contractors paying
for parking who are working on the County building
construction.
A discussion followed on the 24 hour coverage of the Dryden
Road parking garage. Chairperson Booth suggested that the
DPW should be urged to get a better compilation of the
parking loads in the City lots and garages so that a
conclusion can be made on the effect of the parking fee
increases.
City Controller Cafferillo also stated that the 1990 Sales
Tax Revenue for the first quarter was up significantly from
the prior year. He noted that new revenue sources must be
found during the 1991 Budget discussions. A brief
discussion on current and future revenue sources followed.
No action was taken.
The meeting was adjourned at 12: 05 A.M.
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