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HomeMy WebLinkAboutMN-B&A-1990-11-26 - Budget Meeting BUDGET AND ADMINISTRATION COMMITTEE BUDGET MEETING 7:30 P.M. NOVEMBER 26, 1990 MINUTES PRESENT: COMMITTEE MEMBERS: Booth, Peterson, Golder, Cummings, Romanowski OTHER ALDERPERSONS PRESENT: Blanchard, Schroeder, Hoffman, Daley OTHERS PRESENT: Mayor - Nichols Controller - Cafferillo Deputy Controller - Thayer Fire Chief - Olmstead City Attorney - Guttman Assistant City Attorney - Kennedy Police Chief - McEwen Deputy Fire Chief - Wilbur Deputy Fire Chief - Dorman Representatives from the Board of Fire Commissioners Acting Superintendent of Public Works/City Engineer - Gray Acting Assistant Super. of Public Works - B. Carpenter DPW Fiscal Manager - S. Carpenter BPW Commissioner - Reeves BPW Commissioner - Berg Representatives from the Fire Department City Prosecutor - Costello Acting Facilities Maintenance Supervisor - Ferrel .Building Systems Supervisor - Miller Volunteer Coordinator - Lynch Members of the Media 1. OPENING COMMENTS Chairperson Booth stated that the voting procedures for the Budget process includes the fact that a majority vote is needed to amend the Mayor's Budget. Chairperson Booth stated that the agenda for this meeting is as follows: A. City Attorney Budget B. City Prosecutor Budget C. Fire Department Budget D. Police Department Budget E. Reworked DPW Budget Chairperson Booth asked the public for comments; the following individuals spoke: A. Leigh Marshall - He stated he was speaking for the paid Fire Fighters Association. He stated the paid fire fighters were in support of the four new fire fighters in the Mayor's budget. The four new fire fighters would provide two fire BUDGET REVIEW MEETING - 11/26/90 fighters in one of the new stations. The objective of the Fire Fighters Association is to provide for adequate fire services to the Community, while at the same time protecting the safety of the fire fighters while on duty. He stated that fire fighting staffing levels can be satisfied for the next few years by the addition of four new fire fighters in 1991 and realignment of existing positions. B. Conrad Tunney - Executive Director of the Finger Lakes Association. He presented the Committee with a Finger Lakes Travel Guide including a listing of the City of Ithaca. He spoke to the recent deletion of their 1991 funding from the City of $1, 207 . He explained to the Committee the benefits and values to the City of Ithaca if the City funds the Finger Lakes Association request. Among his main points were: 1. City is included in Finger Lakes Travel Guide 2. Attract people through the travel guide (120, 000 requests for this Guide) 3 . City participation in the Travel Guide closes the sale 4 . City is included in ads (nationally) The City was a founder of this program 71 years ago and the City's funding is critical to the Finger Lake Association's program. No other individuals spoke to the Budget. Controller Cafferillo gave the Committee a budget status update stating that currently the Committee has reduced the proposed Mayor's Budget by a net of $86, 183 . Controller Cafferillo also gave the Committee an update on some recent changes in the State Aid allocation of the City. He stated the following, based on an earlier telephone conversation with New York State: A. The State reduced the City's 1990 State Aid by $83,767 and a possible additional $77, 000 for a total of $161, 555. The $77, 000 may be acted on as early as next week. B. The State also stated that as early as 1/91 further cuts in in the 1991 State Aid are likely as follows: 1. 10% reduction in General State Aid ($242, 534) 7% reduction in CHIPS ($14, 000) C. The Mayor's recommended budget only includes $83,767. If the above reductions are made another $158,767 will have to come out of the 1991 budget 2 BUDGET REVIEW MEETING - 11/26/90 not including the additional $77, 000. The $77, 000 will have to come out of the amount not billed for NYS Retirement. Chairperson Booth stated that with the Controller's news of reductions, the Committee may want to think about revising some of the previous decisions on the Budget. 2 . CITY ATTORNEY BUDGET City Attorney Guttman presented his 1991 Budget to the Committee. It was noted that the Mayor recommended a budget of $110, 214. Attorney Guttman stated that the following major areas are included in the 1991 budget: A. Hours of City Attorney are increased from 15 to 20 hours per week. B. Hours of the Assistant Attorney are increased from 32 to 40 hours per week. C. $3,850 in books for staff development/research. D. $2,000 for office renovations. E. $1, 100 for conferences. City Attorney Guttman stated that the increase in hours for the City Attorney do not begin to reflect actual hours worked per week. He stated he works an average of 25 hours per week. Attorney Guttman explained that the Assistant City Attorney needs to become a full time position. Currently there is not enough time to get all of the work done. He stated that in past years the City has hired outside council to assist in various cases. This year most of the work has been done in house. If the hours for both positions were increased the City would save on outside legal fees and the possibility of increased revenues exist because of more time devoted to cases. Attorney Guttman stated that the books to be purchased are a used set of the New York State Supplement which cost $3,850. Currently, research is being done out of the office. He stated if anything has to be cut, the books should be the item to go. The increased hours are much more important. Alderperson Cummings stated that she will be looking to cut the remaining budgets to the minimum cost possible with the maximum service to the Community. Alderperson Cummings made the following motion: Delete all increases in office equipment account above the prior year amount of $4,000. Delete the amount allocated for the increased hours for the Assistant City Attorney and delete the amount allocated for the increased hours for the City Attorney. 3 BUDGET REVIEW MEETING - 11/26/90 Discussion on the motion followed. Mayor Nichols stated that the motion, if approved, would not save the City money. Chairperson Booth urged the Committee to delete the $5,850 allocated for the office expense, delete the amount allocated for Assistant City Attorney's increased hours and approve the increased amount allocated for the City Attorney's increased hours. Chairperson Booth also stated that the motion will be voted on as three separate motions. A portion of the original motion was restated as follows: Delete the City Attorney's office equipment line by $5,850 to reflect the reduction to 1990 levels. Voting results on the motion were as follows: Ayes (6) - Booth, Blanchard, Romanowski, Daley, Cummings, Hoffman Nays (3) - Schroeder, Golder, Peterson Motion passed. A portion of the original motion was restated as follows: Delete the amount allocated for the increased hours for the Assistant City Attorney (Reduce hours per week from 40 to 32) . Voting results on the motion were as follows: Ayes (2) - Cummings, Booth Nays (7) - Schroeder, Golder, Hoffman, Peterson, Romanowski, Daley, Blanchard Motion failed. Alderpersons Schroeder, Blanchard, and Golder stated that they were in favor of the hourly increases for the City Attorney and that the Council should consider reducing its demands on the Attorney's office. A portion of the original motion was restated as follows: Delete the amount allocated for the increased hours for the City Attorney (Reduce hours per week from 20 to 15) . Voting results on the motion were as follows: Ayes (2) -Cummings, Hoffman Nays (7) - Booth, Blanchard, Romanowski, Daley, Schroeder, Golder, Peterson Motion failed. 4 BUDGET REVIEW MEETING - 11/26/90 The increased City Attorney and Assistant City Attorney hours remain in the 1991 Budget as proposed and the office expense is reduced to $4,000. A discussion followed on how the City was going to make the Assistant City Attorney's position full time and an exempt position. It was noted that the Personnel Department and the City Attorney's Department will work on the exemption for that position. The following motion was made: Approve the City Attorney's 1991 Budget with amendments at $104, 364 . Voting results on this motion were as follows: Motion passed 9-0. 3 . CITY PROSECUTOR BUDGET City Prosecutor Costello presented the 1991 City Prosecutor Budget to the Committee. it was noted that the Mayor recommended a budget of $26, 155. Prosecutor Costello stated that he has only been in this position since October and that the 1991 budget was developed by the previous Prosecutor Rich Johns. He stated that the major change in the Budget is represented by the request of a half-time senior typist position for $7,000. He stated the position was needed because of the following reasons: A. Currently no other staff in the Prosecutor's Office. B. Prosecutor currently performing clerical work as well as regular prosecutor work. C. If Prosecutor could concentrate efforts on prosecuting - fines would increase - increasing the City's revenue. D. New position could: answer phone, perform clerical work and send form responses. Mayor Nichols stated that he asked the former prosecutor to become very active and increase the number of guilty cases which, in turn, would increase the number and amount of fines. It was noted that 1990 has brought an increase in the guilty charges and the amount of fines. Chairperson Booth made the following motion: Delete $5, 000 from the hourly parttime account reducing the 1991 balance in this account to $2, 000. -- - - - -- 5 BUDGET REVIEW MEETING - 11/26/90 Voting results on this motion were as follows: It was noted that Alderperson Cummings left during this discussion, but would return later during the meeting. Ayes (4) - Booth, Romanowski, Blanchard, Hoffman Nays (4) - Golder, Schroeder, Daley, Peterson Motion failed for lack of a majority. The following motion was made: Approve the City Prosecutor's 1991 Budget as proposed of $26, 155. Voting results on this motion are as follows: Ayes (7) - Romanowski, Blanchard, Hoffman, Golder, Schroeder, Daley, Peterson Nay (1) - Booth Motion passed. 4 . FIRE DEPARTMENT BUDGET Fire Chief Olmstead presented the Fire Department's 1991 Budget. It was noted that the Mayor recommended a budget of $3, 173,456. Chief Olmstead distributed a new revised budget request to the Committee. Chief Olmstead discussed the budget process performed by the Fire Department. The Mayor asked for the 1991 budget to include four new fire fighter positions and the overall budget could be no more than a 9% increase from the 1990 budget. The Board of Fire Commissioners proposed two budgets, both within the 9% increase. One budget included the Mayor's request for four fire fighters. The second budget proposed the addition of three lieutenants instead of four fire fighters. Fire Chief Olmstead stated that the revised Fire Department Budget request as distributed includes the following items: A. An increase in the Volunteer Coordinator's hours to 35 from 20. B. An increase in the Account Clerk/Typist's hours from 35 to 40. C. The addition of three lieutenants. D. The equipment lines (200) and the contractual lines (400) are reduced to the 1990 levels. Further discussions on the Fire Department's budget followed. Fire Chief Olmstead discussed each of the contractual 400 accounts with the Committee. Fire Chief Olmstead stated that no matter what the Committee decides in relation to the Fire Department's staffing, the Board of 6 BUDGET REVIEW MEETING - 11/26/90 Fire Commissioners request that the 200 and 400 lines remain at the 1990 levels. This would mean a reduction from the Mayor's Budget of $69,298. Alderperson Cummings returned during this discussion. Mayor Nichols stated that he determined that the Fire Department needed four more fire fighters rather than three more lieutenants. He also stated that he was not sure that the Fire Department could work within the Board of Fire Commissioners request to maintain the 200 and 400 lines at the 1990 level. Discussions followed on Fire Department staffing. Chief Olmstead stated that the three lieutenants were requested over the four fire fighters because of the versatility that the lieutenants have. They are trained to fight fires as well as perform leadership duties. He also stated that the Fire Commissioners realize the financial problems with the City and felt the best place that the Fire Department could assist the City with the financial problems was in the 200 and 400 lines. It was noted that, as proposed by the Mayor, the four fire fighters are funded for 42 weeks. Chairperson Booth stated that the Committee should accept the Fire Department's offer and also delete the four new positions. He stated the largest item that places the budget in financial trouble is personnel costs and related benefits. City Controller Cafferillo stated that the additions of the four fire fighters represents $70,500 to the City's budget. Alderperson Romanowski made the following motion: . Delete two fire fighters from the Mayor's proposed budget ($35, 250) and decrease the 200 equipment accounts by $16,700 and decrease the 400 contractual accounts by $52, 598 as recommended by the Board of Fire Commissioners. Alderperson Romanowski stated that because of the financial difficulties facing the City, the entire four fire fighters cannot be funded. The volunteer fire fighters will have to pick up some of the slack for the lack of manpower in the Fire Department. Alderperson Cummings made the following amendment to the motion: Delete four fire fighters from the Mayor's proposed budget, a deletion of $70, 500 from the Mayor's Budget. Alderpersons Schroeder and Cummings support all deletions of additional personnel to the Fire Department. It was noted 7 BUDGET REVIEW MEETING - 11/26/90 if the Fire Department budget was adopted with no additional fire fighters the Fire Department's budget would reflect a 4. 15% increase over 1990. Mayor Nichols stated he was in support of the deletion of two fire fighters. Voting results on the amendment to the motion were as follows: Ayes (6) - Booth, Blanchard, Cummings, Schroeder, Daley, Golder Nays (3) - Hoffman, Peterson, Romanowski Amendment to the motion passed. The amended motion now states: Delete 4 fire fighters from the Mayor's proposed budget ($70, 500) and decrease the 200 equipment accounts by $16,700 and decrease the 400 contractual accounts by $52, 598 as recommended by the Board of Fire Commissioners. Voting results on the motion as amended: Ayes (6) - Booth, Blanchard, Schroeder, Golder Cummings, Daley Nays (3) - Peterson, Hoffman, Romanowski Motion as amended passed. The following motion was made: Accept the 1991 Fire Department Budget as amended at $3, 033, 658. Voting results on the motion were as follows: Ayes (6) — Booth, Blanchard, Schroeder, Golder, Cummings, Daley Nays (3) - Peterson, Romanowski, Hoffman Motion passed. 5. POLICE DEPARTMENT BUDGET Police Chief McEwen presented his 1991 Budget. It was noted that the Mayor's Police Department Budget recommendation was $3, 380,800. Alderperson Hoffman was excused for the remaining portion of the meeting. Chairperson Booth stated that the major items in the 1991 Police Department Budget are as follows: A. A new position for a Traffic Enforcement Officer. 8 BUDGET REVIEW MEETING - 11/26/90 B. A significant increase in overtime. C. Six vehicles have been requested to be purchased. Police Chief McEwen stated that the City has received many complaints about traffic problems in the City. The Chief stated that the best way to handle the traffic problems is by increasing staff or increasing the current staff's time to deal with traffic problems. The chief has proposed to add one additional traffic enforcement officer to attempt to reduce the traffic problems. It was noted that approximately $20, 000 has been added to the 1991 City revenue budget as a result of this personnel addition. The traffic enforcement officer is also trained as a police officer. Alderperson Blanchard and Romanowski stated that they were in support of this personnel addition. Chairperson Booth stated that the Chief has proposed a large increase in overtime. The Chief and the City Controller have discussed this topic in relation to adding another employee and have determined that the increased overtime is more beneficial to the City. The Chief stated the following in relation to overtime: A. A certain amount of overtime is inevitable. B. The Police Department is managing overtime much better than they did in the past. C. Overtime in the Police Department is a large expense and is minimal to the City based on the size of this City and the Police Department. D. Overtime expense for the Police Department through 10/31/90 was $142, 156. After a discussion on overtime it was determined that the $182, 178 proposed request for overtime for 1991 was appropriate. A discussion on Police vehicles followed. The vehicles are on a three year schedule. Every three years the vehicles are phased out. The vehicles are then used in other departments. The Chief stated that deleting vehicles probably would not save the City much money. He stated that the four best vehicles are put on regular patrol and the remaining vehicles are used somewhat less. Alderperson Daley stated that the City should attempt to get on a schedule to purchase five new vehicles a year instead of six. Alderperson Daley made the following motion: Delete one vehicle from the Police Department's 215 account resulting in a reduction of $14,772 from the Mayor's 1991 budget. Voting results on this motion were as follows: 9 BUDGET REVIEW MEETING - 11/26/90 Ayes (6) - Booth, Daley, Cummings, Golder, Peterson, Schroeder Nays (2) - Blanchard, Romanowski Motion passed. A discussion followed on the 435 account. Chairperson Booth asked the Chief if $5, 000 could be reduced from this line. Chief McEwen and City Controller Cafferillo stated that the contracts involved in that line are all required service contracts. No motion was made. A discussion followed on the 210 account. Chairperson Booth suggested that $2,000 be reduced from this line. Chief McEwen stated that this computer equipment is being purchased gradually to computerize the Police Department. The Chief recommended not to do this. No motion was made. A discussion on the Gas and Oil account followed. It was determined that the gas and oil account was not increased for the estimate increase of gas and oil prices as a result of the current Gulf crisis. The DPW gas and oil accounts were increased to reflect the estimated increase. The following motion was made: Increase Account A3120-420 Gas & Oil, by $11, 150 leaving a total 420 account balance of $40, 500. Voting results on this motion were as follows: Passed 9-0. The following motion was made: Reduce the A3120-125 Overtime account by $5,000. Voting results on the motion were as follows: Ayes (3) - Schroeder, Booth, Golder Nays (5) - Peterson, Blanchard, Daley, Romanowski, Cummings Motion failed. The following motion was made by Alderperson Golder: Reduce Account A3120-225 Other Equipment, by $2,800 reflecting a deletion of eight hard guns and holsters. The motion dies for the lack of a second. After a brief discussion the following motion was made: Accept the 1991 Police Department's budget as 10 BUDGET REVIEW MEETING - 11/26/90 amended of $3, 377, 178. Voting results on this motion were as follows: Passed 8-0. 6. DPW BUDGET Acting Superintendent of Public Works/City Engineer Gray, BPW Commissioners Reeves and Berg presented their reworked 1991 DPW Budget. It was noted that the DPW was asked to rework its 1991 budget and reduce the budget by $86, 512 to reflect a 6% increase over 1990. The DPW was directed to allocate this reduction as they saw fit. Engineer Gray distributed the draft of the reworked budget. He stated that with various reductions approved by the BPW he has reduced the budget by $56, 394. He stated the DPW still needed approximately $30,000. City Engineer Gray also stated what program services may be reduced because of the cut backs. A discussion followed on the proposed reductions by the DPW. Mayor Nichols suggested that the following reductions be made by the DPW based on the information presented: Reduce: Equipment Maintenance - 1 laborer $ 5,460. Engineering - 1 survey van 13, 000 Parks & Forestry - 2 laborers 10,760 Cass Park - 2 laborers 11,230 Stewart Park - Park Ranger 5,400 Tree Planting - Reduce Program to 1990 level 10, 600 Streets & Highways - Reduce Programs 13, 634 Highways - 1 seasonal truck driver 5,980 Storm Sewers - 2 seasonal laborers 8, 002 $84,066 After discussion the following motion was made: Reduce the DPW Budget by $86, 512 by accepting the various reductions as stated above, of $84, 066, with an additional $2,446 being reduced from tree planting. Alderperson Schroeder suggested that the Committee wait on accepting this motion until all DPW items have been examined. The consensus of the Committee was to vote on this issue now. Alderperson Daley made the following amendment to the motion: Restore the $2,446 deletion from the Tree account and direct the BPW to increase Golf Course fees 11 BUDGET REVIEW MEETING - 11/26/90 A2050 by $3, 000. Voting results on the amendment to the motion were as follows: Ayes (5) - Schroeder, Daley, Peterson, Cummings, Golder Nays (3) - Romanowski, Booth, Blanchard Amendment to the motion passed. The motion as amended states: Accept the DPW Budget as amended previously and with the following amendments: Reduce the 1991 DPW Budget by a net of $87, 066. This will be accomplished by accepting the various reductions as previously stated of $84,066 and increasing Golf Course revenues A2050 by $3, 000. Mayor Nichols and the consensus of the Committee stated that it was possible for the DPW to reallocate the reductions in the DPW Budget within the appropriation accounts as long as the total reduction amount remains the same. BPW Commissioner Reeves stated that the BPW was not in favor of the reductions of $5, 980 to Highways and $8, 002 to Storm Sewers. Voting results on the motion as amended were as follows: Amended motion passed 8-0. The meeting was adjourned at 11:45 P.M. 12 REVENUES Mayor's Recommendation $22,866,335 Net Reduction in Revenues through 11/26/90 ( 12,000) Balance Revenues Prior to Budget meeting 11/28/90 $22,854,335 YOUTH BUREAU Increase A3820 Youth Programs, NYS Education Dept. Grant 19,000 Increase A3820 Youth Programs, NYS Education Dept. Grant 20,000 Increase A2001 Parks 8 Recreation, Increase Day Camp fees by $10. 10,000 Increase A2001 Parks 8 Recreation, Extension of Camp Program 8,500 Increase A2001 Parks 8 Recreation, increase Playground fees by $3. 1,000 Increase A2012 Recreation Concessions, increase cafe prices 1,000 Increase A2001 Parks & Recreation, increase Basketball Fee by $10. 300 Increase A2001 Parks and Recreation, increase program fees 13,200 Increase A2070 Contributions for Youth, Increase in contributions 17,968 Reduce A2350 Youth Service - Other Gov't, decrease in contributions ( 18,356) Reduce A3001 Per Capita, for reduction in State Aid ( 160,000) Mayor's Adjusted Revenues as of conclusion of 11/28/90 B8A/Committee of the Whole meeting $22,766,947 Net Reduction in Revenues from 11/28/90 meeting ( 87,388) SUMMARY Combined net decrease in Revenues after 11/12, 11/15, 11/20, 11/26 and 11/28/90 meetings ( $ 99,388) Combined net reduction in Mayor's Budget through 11/28/90 ($ 164,092) Mayor's Recommendation: $23,873,211 Net Reduction in Mayor's Appropriations through 11/26/90: ( 248,007) Balance Mayor's Appropriations Prior to Budget Meeting of 11/28/90: $2.3,625,204 YOUTH BUREAU Increase A7310-125 Overtime, for NYS Funding for ACE Program 1,200 Increase A7310-215 Equipment, for 15 passenger Van ACE Program 17,000 Increase A7310-420 Gas & Oil, for NYS Funding for ACE Program 500 Increase A7310-120 Hourly P/T, Expansion of Day Camp 8,500 Increase A7310-435 Contracts, Expansion of Day Camp 500 Increase A7310-460 Program Supplies, Expansion of Day Camp 1,000 Reduce A7310-210 Office Equipment, delete 1 Printer ( 1,300) Reduce A7310-225 Other Equipment, delete 2 sailfish ( 1,500) Reduce A7310-440 Staff Development, Reduce Staff Dev. Allocation ( 1,700) G. I .A.C. Increase 7311-120 Hourly P/T, Ithaca City School District Grant ACE Program 17,220 Increase 7311-460 Program Supplies, Ithaca City School District Grant ACE Program 2,780 Increase 7311-120 Hourly P/T, increase for Rec. Attendant with internal transfer 800 HUMAN SERVICES Reduce A1011-435 Human Services for reduction for Neighborhood Legal Services Funding ( 2,771 ) Increase A1011-435 Human Services for increase of Task Force for Battered Women funding 2,771 OTHER SERVICE AGENCIES Reduce A1012-435 Other Service Agencies, for reduction of TCAD Funding ( 1,000) Reduce A1012-435 Other Service Agencies for reduction of Tompkins-Corti and Labor Coalition Funding ( 2,250) BUILDING DEPARTMENT Delete A3620-110 Staff, deletion of Plan Review Officer ( 27,013) CAPITAL PROJECTS Increase A9950 transfer to Capital Fund, for downpayment of $10,000 increase in Capital Project - Commons Improvements - Bus Shelters 500 CITY ATTORNEY Reduce A1420-105 Admin Salaries - Reduce, Assistant City Attorney position to 32 hour per week position ( 91000) POLICE DEPARTMENT Reduce A3120-125 Overtime, for reduction in Overtime ( 5,000) RESTRICTED CONTINGENCY Reduce A1990 Restricted Contingency, for reduction of Reserve for Superintendent of DPW Position to $22,000 ( 3,000) Reduce A1990 Restricted Contingency, for reduction of reserve for 3 bus drivers, 1/2 year to 17,000 ( 5,000) PLANNING DEPARTMENT Delete A8020-120 Hourly, P/T, for deletion of 1/2 time Senior Steno position ( 7,150) FIRE DEPARTMENT Reduce A3410-105 Admin. for reduction of Account Clerk/Typist hours from 40 to 35 ( 1,860) OTHER - BENEFITS Increase in Benefit Accounts 300 Mayor's Adjusted Appropriations as of conclusion of 11/28/90 B8A/Committee of the Whole Meeting: $23,609,731 Net Reduction in Mayor's Appropriation from 11/28/90 meeting ($ 15,473) SUMMARY Combined Net Reduction in Mayor's Appropriations after the 11/12, 11/15,11/20, 11/26, & 11/28/90 meetings ($ 263,480) SPT:br 11/29/90