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.
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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
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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
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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
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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.
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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
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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
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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
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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.
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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
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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.
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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.
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