Loading...
HomeMy WebLinkAboutMN-B&A-1990-11-29 - Budget Meeting BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7: 30 P.M. NOVEMBER 29, 1990 MINUTES PRESENT: COMMITTEE MEMBERS: Booth, Golder, Peterson, Romanowski, Cummings OTHERS PRESENT: Mayor - Nichols City Controller - Cafferillo Deputy Controller - Thayer City Attorney - Guttman Acting Superintendent of Public Works/City Engineer Gray Fire Chief - Olmstead Assistant Fire Chief - Wilbur City Chamberlain - Parsons Personnel Administrator - Saul Personnel Associate - Patz Acting Deputy of Planning and Development - Sieverding BPW Commissioner - Reeves Youth Bureau Director - Cohen Activities Center Coordinator, GIAC - Fort GIAC Representatives Planning Department Staff Member - Norton Members of the Media 1. Opening Comments Chairperson Booth stated that the following items would be added to the Agenda: A. Trash Tag Resolution B. Contract between the City and the New York State Energy Research and Development Authority regarding an Alternative Energy Development Grant C. City Chamberlain delinquent tax items D. Personnel item in executive session E. Fire Department Space Needs Study F. Bond Issue 2 . Public Comment One member of the public spoke to the Committee. Bill Baker - Mr. Baker spoke to the Committee regarding the executive session item dealing with hiring an employee above step one. He stated that the hiring above step one is wrong because the City has established an entry level hiring step. Also, the morale of employees who are currently working at the City is lowered when new employees are making a greater salary and have worked less time. C BUDGET & ADMINISTRATION COMMITTEE MINUTES - 11/29/90 No other members of the public spoke. 3 . Planning Department - GIAC Renovations Acting Deputy Director of Planning and Development Sieverding and Planning Department staff member Norton presented a proposed contract to the Committee regarding Conceptual Alternatives for GIAC renovations. Deputy Planning Director Sieverding stated that a number of firms were asked to respond to the Conceptual Alternatives request for proposals. He stated that after examination of the responses, the Planning Department has recommended the Sear Brown Group for the Conceptual Design contract. Deputy Planning Director Sieverding stated that Sear Brown will perform the following in relation to the alternatives: A. Develop plans and estimates for (3) space usage concepts; B. Develop plans and estimates for (3) elevator alternatives; C. Develop plans and estimates for (2) HVAC alternatives; D. Develop plans and estimates for (1) estimate for upgrading the existing heating system. Deputy Director Sieverding stated that this first phase of work will be presented in written and graphic form to the Committee. The cost estimate is $12, 000, and the estimated time of completion is about seven to nine weeks. Deputy Director Sieverding stated that he is looking for authorization tonight for this first phase of developing conceptual alternatives. It was noted that $14, 000 is already in Restricted Contingency for this project. A discussion on the project followed. Chairperson Booth stated that many programs in GIAC are not GIAC programs and that this factor will complicate the project estimates and alternatives. He also stated that general parameters must be set for the project so that the Sear Brown Group understands the boundaries within which the project may be designed. Planning staff member Norton stated that Sear Brown would develop conceptual alternatives for the project. She stated that three concepts would be brought forward to the Client Committee, and then the Client Committee would recommend one or more concepts to the B&A Committee. Funding would be established after the B&A Committee and Common Council selected a renovation alternative. Planning staff member Norton stated that the alternatives would range from a low 2 r BUDGET & ADMINISTRATION COMMITTEE MINUTES - 11/29/90 range to a high range. It was noted that the range in alternatives was not currently reflected in the proposed contract. Chairperson Booth recommended that the contract should state the following: A. It should refer to the role of the Client Committee. B. It should require Sear Brown to develop a clear series of project alternatives representing a range of project costs from $200, 000 to $450, 000. It was noted that another member of Council, preferably from the B&A Committee, needs to be placed on the Client Committee. The Committee discussed the funding available for this project, which is as follows: $25,000 is in the 1991 Capital Projects funds - this amount consists of $11, 000 encumbered from planning contracts and $14, 000 in Restricted Contingency rolled over from 1990. After a brief discussion, the following motion was made: WHEREAS, the Sear Brown Group has been selected to perform engineering and architectural services in connection with proposed renovations at the GIAC facility, now, therefore, be it RESOLVED, that the Mayor be authorized to execute an agreement with the Sear Brown Group to prepare a conceptual design based on various cost estimates and phased work plans for such proposed renovation project. Chairperson Booth stated that both GIAC and the Youth Bureau have to be realistic regarding their needs and regarding the City's ability to pay for GIAC. The motion passed 5-0. 4 . Youth Bureau A. Southside Center Grant Application Youth Bureau Director Cohen stated that he is requesting that the Youth Bureau be authorized to apply for funds from New York State for a Division of Youth Grant. The grant would allow for the rehabilitation, construction and/or acquisition of a youth center in New York State. Director 3 BUDGET & ADMINISTRATION COMMITTEE MINUTES - 11/29/90 Cohen stated that the Southside Community Center would fall into this category. Youth Bureau Director Cohen stated that if the grant were approved the State would hire the architect, and perform the work, and the City would not receive the money. The actual cost of the renovations has yet to be determined. Chairperson Booth urged the Committee to approve this request. Alderperson Cummings stated that the Second Ward alderpersons should be involved in this project. The Committee agreed. The following motion was made: WHEREAS, the New York State Division for Youth has made available to not-for-profit corporations and municipalities, funds for projects relating to the rehabilitation, construction and/or acquisition of Youth Centers directed toward providing community-based prevention services to at-risk youth, and WHEREAS, the rehabilitation of the Southside Community Center building can provide an effective opportunity to support and expand the organization's programs, particularly those targeted toward youths who are most at risk, and WHEREAS, the City owns and maintains the building occupied by the Southside Community Center, and WHEREAS, funds are made available on a competitive basis and no City match is required, now, therefore be it RESOLVED, that the Youth Bureau be authorized to apply for funds to rehabilitate the Southside Community Center. The motion passed 5-0. B. Continuation of Contractual Agreements Youth Bureau Director Cohen presented a request to continue a variety of Youth Bureau contractual agreements. This approval allows the Youth Bureau to continue its contractual agreements with a number of different agencies. These contracts currently exist and the contract wording will remain the same. The following motion was made: WHEREAS, the City of Ithaca is about to submit an application for continuation of the Youth Bureau project to the New York State Division for Youth for its approval, and, if approved, to apply subsequently to the State of New York for partial reimbursement of funds expended on said project as provided by Chapter 556 of the Laws of 1945, as amended, and 4 BUDGET & ADMINISTRATION COMMITTEE MINUTES - 11/29/90 WHEREAS, this resolution is to include Youth Bureau direct application, and Tompkins County application for Youth Initiatives including the continuation of agreements with Tompkins County Mental Health Services and New York State through Broome Developmental Services for Recreation Mainstreaming Services, and WHEREAS, agreements are reached, this resolution will also include the Town of Ithaca and Village of Lansing, and Tompkins County Youth Services, inclusive of the Municipal Youth Services Plan, now, therefore, be it RESOLVED, that such application is in all respects approved and Benjamin Nichols, Mayor, is hereby directed and authorized to duly execute and present said application to the New York State Division for Youth for its approval, and be it further RESOLVED, that this resolution shall take effect January 1, 1991. The motion passed 5-0. 5. Department of Public Works A. East State Street Capital Project Acting Superintendent of Public Works/City Engineer Gray presented a budget estimate on the East State Street project. He stated that a recent rain storm caused a large culvert to fail at 1100 East State Street. This created a public emergency which threatened the life, health and safety of City residents and public and private property in that area. Because of the emergency situation, two contractors were contacted without Council approval. After consideration of performing the work in-house, a contractor was selected. Acting Superintendent/Engineer Gray stated that the contract is classified as a Force Account Contract, meaning that the documents are being prepared at the same time the actual work is being done. The estimate presented suggested that the project would cost approximately $275, 000 to $300, 000. Acting Superintendent/Engineer Gray stated that the work is underway. The project is estimated to take about three weeks. However, final restoration work will not be completed until spring. Traffic will resume on East State Street for the winter months. Engineer Gray recommends a capital project be established for $300,000. Alderperson Cummings left during this discussion, but would return later in the meeting. 5 .... »,_�:..t_:�s_.._.�;..�.'.. ?..__�•L. ,. . : :,:�:�._ -..;.-^,.,,:_..� _._�:..�.� �.y.•�.r=�..:sffi.:.._:_ops-�x•z..:.�__�. . .«,� ,.--....t .,�...,_.... ..u ..�. BUDGET & ADMINISTRATION COMMITTEE MINUTES - 11/29/90 It was noted that this was a State route, but a City street. Therefore, the City must perform the work and pay for the cost of the project. It was also noted that a private driveway was damaged during the failure of the culvert. Acting Superintendent/Engineer Gray stated that the City will repair the damaged driveway along with the project. However, he noted that the street will be repaired first to alleviate the emergency situation. Controller Cafferillo and the Committee discussed the possible funding for this project funding could be derived from CHIPS money and bond borrowings. It was noted that Acting Superintendent/Engineer Gray will look into the possibility of obtaining funds from the Soil Conservation Service. After a brief discussion, the following motion was made: WHEREAS, a severe storm recently caused a large culvert to fail at 1100 East State Street, thereby creating a public emergency which seriously threatens the life, health and safety of city residents and public and private property at said location, and WHEREAS, the Board of Public Works at its meeting of November 14, 1990 declared a public emergency in accordance with Section 103 of the General Municipal Law, thereby negating the statutory requirement to bid said project, now, therefore, be it RESOLVED, that Common Council reaffirms the declaration of the public emergency created by said storm damage, and be it further RESOLVED, that a Capital Project #240 be established at an estimated cost not to exceed $300,000 to reconstruct said culvert, and to complete the required restoration of the affected area, and be it finally RESOLVED, that this Capital Project shall be financed from existing New York State Consolidated Highway Improvement funds in the amount of $150,000 and by the issuance of Bond Anticipation Notes in the amount of $150,000. The issuance of Bond Anticipation Notes would be authorized under an existing Street Improvement Bond Resolution adopted March 7, 1990. The motion passed 4-0. B. Trash Talc Program for 1991 City Controller Cafferillo stated that the Board of Public Works approved a resolution regarding the establishment of 6 BUDGET & ADMINISTRATION COMMITTEE MINUTES - 11/29/90 the 1991 Trash Tag Program. In the resolution that the BPW approved, it allowed the use of 1990 trash tags until February 1, 1991. Controller Cafferillo stated that the revenue collected based on this resolution would be approximately $10,000 short of the 1991 budget projection for the trash tag program. The 1991 Budget revenue amount for trash tag sales includes 12 months of sales at the 1991 price, not 11. It was noted that the BPW resolution was stated this way because the new tags would not be available until December 20, 1990. The BPW felt that there would be a public relations problem if the new tags were sold so late in December and were required to be used by January 1, 1991. After a brief discussion, it was the consensus of the Committee to authorize the City Controller and the B&A Chairperson to consult with BPW and to prepare a resolution relative to the commencement of the 1991 trash tag program and to present that resolution at the next Common Council meeting. 6. Fire Department - State Code Enforcement Purchase A. Fire Chief Olmstead stated that the item on the space needs study will not need to be discussed tonight. B. Fire Chief Olmstead presented a request to purchase one IBM printer on New York State Contract for $2,765 in order to make modifications to existing data communications equipment that connects the Building Department to the main system computer in the Fire Department. The funding would come from 1990 State Fire Code Aid. The new printer would replace the printer which is currently in use in the Fire Department and was purchased in 1987 with State Fire Code Aid. The old printer would be used as a reserve printer if this purchase request is approved. The following motion was made: RESOLVED, that the authorized equipment list of the Fire Department be amended to include one IBM laser printer at a cost not to exceed $2,442, and be it further RESOLVED, that this acquisition of equipment and the balance required to complete modifications to existing data communications equipment be funded by transferring $2,765.49 from 1990 New York State Building and Fire Code Aid currently held in Account A690-6. The motion passed 4-0. 7. City Attorney 7 BUDGET & ADMINISTRATION COMMITTEE MINUTES - 11/29/90 A. Senior Citizen's Tax Exemption City Attorney Guttman presented a resolution that had already been approved by the C&O Committee, but has some fiscal implications. City Attorney Guttman stated that under New York State Law the City is allowed to give certain real estate tax exemptions to Senior Citizens. New York State has recently changed the income levels at which these exemptions may be provided for elderly persons and has authorized cities in New York State to alter tax exemptions for the elderly that reflect these changes. It was noted that the City is authorized by New York State, but not required, to raise the income levels for these exemptions. Attorney Guttman stated that the last time these levels were changed was in 1987. The dollar amount of tax exemptions that would be claimed as a result of this change is difficult to estimate and can not be readily determined. This change would affect the 1992 Budget. The following motion was made: RESOLVED, that the Budget and Administration Committee accepts the ordinance to amend Chapter 81 entitled 'Partial Tax Exemption' of the City of Ithaca Municipal Code. The motion passed 4-0. It was noted that this resolution would be placed on the C&O agenda for the next Common Council meeting. B. Contract for NYS Alternative Energy Development Grant Mayor Nichols and City Attorney Guttman presented a request to apply for a NYS Alternative Energy Development Grant. The grant would allow funding for the study of a possible District heating area in the downtown area. The Mayor stated that this was a matching grant. The City would give $25, 000 of in-kind services, and a $25,000 matching grant would be used for the study of a potential heating district. The request would allow the Mayor to sign the contract for this grant. After a brief discussion, the following motion was made: WHEREAS, the City of Ithaca has submitted to the New York State Energy Research and Development Authority a proposal for the New York State Energy and Research Development Authority to contribute 50 percent funding toward a $50,000 study of an alternative energy development program with the 8 BUDGET & ADMINISTRATION COMMITTEE MINUTES - 11/29/90 City's 50 percent contribution ($25,000) to come from in-kind services, and WHEREAS, the New York State Energy Research and Development Authority has selected the City to receive funding, now, therefore, be it RESOLVED, that the Mayor is hereby authorized to execute all necessary and appropriate documents to obtain such funding to carry out such project. The motion passed 4-0. 8 . City Chamberlain A. Request Trash Tags for Tompkins County Low Income Residents City Chamberlain Parsons presented a request from the Tompkins County Department of Social Services to purchase 100 sheets of full trash tags at $8.40 per sheet. Alderperson Cummings returned during this discussion. The additional tags are needed because of an expansion in the program to include WIC, Section 8, property tax exemption recipients, as well as individuals who have lost public assistance. The Committee stated that they would like the Department of Social Services to return any unused trash tags, as of December 31, 1990, to the Chamberlain's Office. The following motion was made: WHEREAS, the Tompkins County Department of Social Services has established a program to subsidize the sale of trash tags to low income residents; now, therefore, be it RESOLVED, that the City Chamberlain is authorized to sell 100 sheets of City trash tags (35 pound tags) to the Tompkins County Department of Social Services for the base tipping fee cost of $8.40 per sheet, until December 31, 1990, and be it further RESOLVED, that Common Council reaffirms its procedure that if the Tompkins County Department of Social Services has trash tags remaining at December 31, 1990 that those tags must be returned to the City Chamberlain's office, and be it further RESOLVED, that Common Council reserves determination of future City participation in this program, subject to an evaluation of criteria established by the County for the distribution of such tags by Social Services. 9 BUDGET & ADMINISTRATION COMMITTEE MINUTES - 11/29/90 The motion passed 5-0. B. Addition of Delinquent Taxes to 1991 City Tax City Chamberlain Parsons presented a request to add two properties to the 1991 City tax levy. Chamberlain Parsons stated that two properties were inadvertently deleted from the list of properties sent to the Ithaca Journal for advertisement prior to the City Tax sale. Liens on these two properties were not sold at the tax sale. The City Charter authorizes the addition of these taxes to the following year's tax levy only by Council approval. The request is to place these on the 1991 City tax levy. Alderperson Peterson was excused for the remaining portion of the meeting. A discussion on penalties related to the two properties followed. It was determined that the penalties should be included. The following motion was made: WHEREAS, the notice of tax sale, as required by City Charter, was not published for 805 E. Seneca Street, and WHEREAS, the lien on this property was not sold at the 1990 City Tax sale, since proper notice had not been given, and WHEREAS, taxes on this property remain unpaid, and WHEREAS, Section 4.11 of the City Charter allows addition of these taxes to the next tax levy, now, therefore, be it RESOLVED, that Common Council hereby authorizes the addition of these 1990 taxes and any appropriate penalties to the 1991 City tax levy. The motion passed 4-0. 9. Personnel Department A. Military Leave Report Personnel Administrator Saul gave the Committee a report on the military leave issue as it relates to City employees. Personnel Administrator Saul stated that the City has at least two current employees who may have to leave due to military reasons. She stated that she and the City Attorney's office have interpreted the current law in regard to military leave and will be sending a memo to the employees affected, stating that if they had to leave for 10 BUDGET & ADMINISTRATION COMMITTEE MINUTES - 11/29/90 military reasons they could expect certain rights dealing with reemployment, salary and benefits by the City. The consensus of the Committee was to direct the Personnel Administrator to send a memo to the applicable employees stating their rights. The military leave policy will not be extended beyond those rights provided by New York State law. No formal action was taken. 10. City Controller A. Civil Service Agreement With The School District Deputy City Controller Thayer presented a Civil Service Agreement between the City and the Ithaca City School District. The Agreement, which has already been signed by the School District and the Mayor, allows for payment of services rendered and services to be rendered by the City for the School District in relation to Civil Service matters. The billing for 1990-91 is $17,315.40. This amount increases slightly annually. The following motion was made: RESOLVED, that the Mayor and City Clerk be authorized and directed to execute an agreement between the City of Ithaca and the Ithaca City School District for performance by the City for services in connection with Civil Service matters, for the period July 1, 1990 to June 30, 1991, in an amount of $17,315.40, payable to the City of Ithaca on or before November 1, 1990. The motion passed 4-0. B. Bond Issues - Green. Street Ramp City Controller Cafferillo stated that under the IRS Tax Regulations for 1986, the small city borrowers' under $5, 000, 000, get certain breaks on rebate regulations. The Capital Project for the reconstruction of the Green Street Ramp will be designed and let in 1991. However, if the City borrows the money for this project now it can stay under the $5,000, 000 threshold for 1990 and give the City more flexibility for borrowing for 1991. The Bond resolution for the Green Street Ramp reconstruction will be available at the Common Council meeting. The Committee agreed to this resolution, and a formal vote will be made at the Common Council meeting. It was noted that this capital project has previously been established. 11. The Committee voted 4-0 to move into executive session to discuss the purchase of property, several personnel items and labor negotiations. 11 BUDGET & ADMINISTRATION COMMITTEE MINUTES - 11/29/90 12 . Report From Executive Session Following a vote of 4-0 to move back into regular session, Chairperson Booth stated the following items had been discussed or acted upon in executive session: A. Labor Negotiations Chairperson Booth stated that the Committee had a lengthy discussion on labor negotiations and took no action. B. Land Purchases Chairperson Booth stated that the Committee discussed two different land/building purchases and took no formal action. The Committee gave direction regarding these two properties to the City Attorney. C. Appointment of Acting Superintendent of Public Works Chairperson Booth stated the following action was taken: RESOLVED, that William Gray be and hereby is appointed to serve as Acting Superintendent of Public Works, with a temporary ten (10%) percent increase in base salary, retroactive to October 18, 1990. The motion passed 4-0. D. Finance Department - Chamberlain - Request Eo Hire Above Minimum Salary Chairperson Booth stated the following action was taken: RESOLVED, that Barbara Matteson be appointed to the position of Account Clerk/Typist in the Finance Department at an annual salary of $12,923, that being Step 4 on the 1990 CSEA Administrative Unit Compensation Plan, effective December 17, 1990. The motion passed 3-1. Alderperson Golder voted against the motion because of the principle involved and not because of the individual. The meeting adjourned at 10: 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. 12