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HomeMy WebLinkAboutMN-B&A-1990-12-19 -BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7:30 P.M. DECEMBER 19, 1990 MINUTES PRESENT: COMMITTEE MEMBERS: Booth, Peterson, Romanowski, Golder COMMITTEE MEMBER EXCUSED: Cummings OTHERS PRESENT: City Controller - Cafferillo Deputy Controller - Thayer Mayor - Nichols City Attorney - Guttman Personnel Administrator - Saul Acting Superintendent of Public Works/City Engineer - Gray Members of the Media 1. Report From CSEA Administrative Unit Grievance Hearing Chairperson Booth reported that the B&A Committee took no action on the CSEA Administrative Unit Grievance Hearing that was held prior to the meeting. 2. Opening Comments Chairperson Booth stated that the following items will be discussed in Executive Session during the meeting: A. Sale of Fire Station No. Six B. Hudson Street Update C. DPW Personnel Item D. Labor Negotiations with the City's Unions E. Salaries for City Employees not covered by a Union F. Performance Evaluations - City Controller, Personnel Administrator G. Personnel Department - Personnel Item Chairperson Booth stated that the following changes would be made to the Agenda: A. Delete 1989 Audit Report - this item will be put on the January 1991 B&A Committee Agenda B. Add DPW Traffic Signal program item C. Add Controller' s item for the possible acquisition of computer equipment Members of the Public were asked to speak; no members of the Public spoke. BUDGET & ADMINISTRATION MEETING MINUTES - 12/19/90 3 . City Attorney A. Domestic Partnership Issue City Attorney Guttman presented an ordinance on the Domestic Partnership Issue related to sick and bereavement leave. It was noted that this issue was discussed at length two months ago at a B&A meeting, and the City Attorney was directed to bring a resolution back to the Committee. City Attorney Guttman stated that the amending ordinance to Chapter 7 of the City of Ithaca Municipal Code was thoroughly developed by the City Controller, the Personnel Administrator, and the City's Attorney. The ordinance is already in some of the City's current contracts, and the unions have agreed to include it in all of the remaining City contracts. A short discussion followed on the ordinance presented. It was stated that Domestic Partners must be registered to qualify as a Domestic partnership under the ordinance. After some minor changes in the ordinance as presented, the following motion was made: ORDINANCE NO. 91 - 1 An ordinance amending Chapter 7 Entitled "Domestic Partnership" of the City of Ithaca Municipal Code. BE IT ORDAINED AND ENACTED by the Common Council of the City of Ithaca, as follows: Section 1. That Chapter 7 entitled "Domestic Partnership" of the City of Ithaca Municipal Code is hereby amended as follows: 1. That a new subdivision to be known and designated as Section 7.9 entitled Sick and Bereavement Leave is hereby added to said chapter to read as follows: "Section 7.9. Sick and Bereavement Leave. In all City labor contracts, when determining when an employee is entitled to take sick or bereavement leave, a domestic partner of the employee, as defined by this Ordinance, shall be considered as if he/she were the spouse of the employee." Section 2. This Ordinance shall take effect immediately. The motion passed 4-0. 2 BUDGET & ADMINISTRATION MEETING MINUTES - 12/19/90 B. Possible Sale of Fire Station No. Six City Attorney Guttman stated that Fire Station No. Six is up for sale and has been advertised. He stated that bids will be received until January 2, 1991. The bids will be opened the afternoon of the 2nd, and the bids will be presented to Council at that time. No formal action was taken on this issue. However, if a reasonable bid is received by January 2nd, a resolution for the sale of Fire Station No. Six may be added to the Common Council Agenda for January 2, 1991. C. Sale of City Hall Annex City Attorney Guttman reported that no new information has been received on the sale of the City Hall Annex. He stated that at least one proposal has been received. Any proposals that are received will be directed to the IURA. No formal action was taken on this issue. 4 . Department of Public Works A. State Street Culvert Reconstruction Acting Superintendent of Public Works/City Engineer Gray presented the Committee with an update on the Budget related to the State Street culvert reconstruction. Acting Superintendent Gray stated that the culvert is back in operation and stated that State Street will open within a week to traffic. He presented the Committee with the current budget relating to this project. The project required $220, 000 of reconstruction work in 1990 and approximately $20, 000 in restoration work in 1991, with a total project budget of $240, 000. City Controller Cafferillo stated that financing for this project would be provided from the following sources: 1. $150, 000 or less from CHIPS funds 2 . $150, 000 in BANS Mayor Nichols congratulated the DPW and Staff on the fine work they did on the emergency situation of the reconstruction of this culvert. Formal action has already been made on this issue, and no further action is needed. 3 BUDGET & ADMINISTRATION MEETING MINUTES - 12/19/90 B. Traffic Signal Optimization Program Acting Superintendent of Public Works/City Engineer Gray presented a request to fund a Traffic Signal Optimization Program. The Traffic Signal Program has been accepted by the State as a $11,400 grant through the New York State Energy Office and has been executed by the State and the City. Acting Superintendent Gray stated that to receive this grant the money has to be paid by the City up front, and then the State will reimburse the City for all costs related to this program. Acting Superintendent Gray stated that the City has signed an agreement with RPI to perform the Traffic Signal Program project at a cost of $9,400. Acting Superintendent Gray stated that in-house costs related to this project would be approximately $1,800 for a total cost of $11,200. He also stated that he is requesting that the funds be made available so that the contract can be paid and the State may reimburse the City for all costs related to this Traffic Signal Optimization Program. After a brief discussion the following motion was made: WHEREAS, the Department of Public Works has a signed contract with the New York State Energy Office confirming the award of a Traffic Signal Timing Optimization grant; now, therefore, be it RESOLVED, that the City Controller be authorized to advance $11,200.00 from available New York State Consolidated Highway Improvement Program Funds (C.H.I.P.S.) pending the completion of such study, and the subsequent filing for said reimbursement. The motion passed 4=0. 5. Personnel A. 1991 Health Insurance Rates for Retirees Personnel Administrator Saul and City Controller Cafferillo presented the Committee with the 1991 estimated cost of the City's Health Insurance monthly rates for retirees and for employees who are on leave. Personnel Administrator Saul stated that these rates are affecting 12 individuals. These rates only affect those individuals who retired on or after July 1, 1987. The City charged City retirees and individuals on leave of absence $101.90 monthly for individual coverage and $234.48 monthly for family coverage in the City's Health Insurance Program 4 . BUDGET & ADMINISTRATION MEETING MINUTES - 12/19/90 for 1990. The actual costs for these programs were $116.92 and $268.20, respectively. Personnel Saul stated that the Labor-Management Health Insurance Committee met on this issue and was concerned over the continued increase in Health Insurance rates and the ability of the Retirees and employees on leave to pay these increasing rates. City Controller Cafferillo stated that Blue Cross/Blue Shield has estimated the 1991 rates at the following: Individual Coverage: $137 . 66/month Family Coverage: $315. 52/month It was noted that the Labor-Management Health Insurance Committee recommended that the 1991 Health Insurance rates for retirees should remain fixed at the 1990 rates of $101.90/month for individual coverage and $234 .48/month for family coverage. The Labor-Management Health Insurance Committee also stated that they would work with the B&A Committee to find solutions to the increasing cost of health care to the City. City Controller Cafferillo stated that in prior years the City has raised rates about half of the actual cost of the annual increase. After a brief discussion, the following motion was made: Accept the Labor-Management Health Insurance Committee's recommendation of maintaining the 1991 rates at the 1990 rates of: $101.90/month Individual Coverage $234.48/month Family Coverage Chairperson Booth and City Controller Cafferillo recommended that the rates be increased consistent with prior years or a subsidy of 50% of the increase in rates over 1990. Alderperson Golder stated that the retirees cannot afford the increased rates. Voting on the motion was as follows: Ayes (1) - Golder Nays (3) - Booth, Romanowski, Peterson The motion failed. After a discussion on the 1991 Health Insurance rates, the following motion was made: WHEREAS, in 1990 the City charged City retirees and those employees on leaves of absence $101.90 for individual coverage and $234.48 for family coverage in the City's 5 BUDGET & ADMINISTRATION MEETING MINUTES - 12/19/90 Health Insurance Program, when the full costs for such coverage in 1990 would have been $116.62 for an individual and $268.20 for a family; and WHEREAS, the 1991 estimated costs of the City's Health Insurance Program for such individuals, as projected by Blue Cross/Blue Shield, have been , increased to $137.66 for individual coverage and $315.52 for family coverage for these individuals; and WHEREAS, the difference between what the City actually charged these individuals for coverage in 1990 and the City's estimated costs for 1991 is 35%, and an increase of this magnitude could be a serious burden for these individuals; and WHEREAS, in light of significant increases in past years in health insurance rates and the related hardship these increases would have caused City retirees and persons on leaves of absence, the City has adopted a policy of not charging the full rate increases to these individuals; now, therefore, be it RESOLVED, that the 1991 monthly rate for health insurance coverage for retirees and those employees on leaves of absence be established at $120.24 for individual coverage and $276.69 for family coverage, which will be an increase of 18% in these rates over those charged by the City in 1990. Voting on the motion was as follows: Ayes (2) - Booth, Romanowski Nays (2) - Golder, Peterson The motion was sent forward to Common Council with a split vote. B. Review of Department Personnel Levels Chairperson Booth stated that he is asking the Committee for any thoughts as to how the City will proceed with reviewing personnel levels. Chairperson Booth stated that the vacancy review committee is currently meeting on this issue. Mayor Nichols stated that the salary costs would have to be looked at on a department by department basis. He stated that to maintain 1992 salary costs at 1991 levels would be very difficult and that it will take the cooperation of all employees to maintain salary costs at a reasonable level. He stated that the Department Heads are taking this 6 BUDGET & ADMINISTRATION MEETING MINUTES - 12/19/90 seriously and will be talking to every staff member about this issue. Chairperson Booth requested that members of the Committee give any ideas on this issue to either the Mayor, City Controller or B&A Chair. No action was taken on this issue. 6. Decision to Proceed to Executive Session The Committee voted 4-0 to move into executive session to deal with a number of items. 7 . Report From Executive Session After the Committee voted 3-0 to move back into regular session, it was noted that Alderperson Peterson was excused, during the last discussion in the executive session, for the remainder of the meeting. Chairperson Booth stated that the following items were acted on during the executive session. A. Increased Authorization For Hudson Street Reconstruction Superintendent of DPW/City Engineer Gray gave the Committee an update on the Hudson Street project. The following motion was made: WHEREAS, the actual cost of completing the Hudson Street Reconstruction Project is projected to exceed the existing authorization of $1,535,000 by $165,000, now, therefore, be it RESOLVED, that Capital Project #225 for the reconstruction of Hudson Street be increased by said $165,000 to a maximum authorized cost of $1,700,000, and be it further RESOLVED, that the funds necessary to complete the Hudson Street project shall be provided by the issuance of $156,000 in Bond Anticipation Notes already authorized for Street Improvements within the City, and that the statutory down payment of $9,000 be appropriated from available New York State Consolidated Highway Improvement Program Funds (C.H.I.P.S. ) , and be it further RESOLVED, that the Board of Public Works not release any portion of the contract retainage until all elements of the proposed final settlement agreement have been executed, subject to the approval of the City Attorney. The motion passed 4-0. 7 BUDGET & ADMINISTRATION MEETING MINUTES - 12/19/90 B. DPW - Employee Incentive Award WHEREAS, the Acting Superintendent of Public Works has recommended Assistant Civil Engineer Thomas West for an Employee Incentive Award pursuant to the terms of the CSEA Administrative Contract, and WHEREAS, the Acting Superintendent of Public Works has provided the Budget and Administration Committee with substantial justification for granting this Employee Incentive Award, and WHEREAS, the Acting Superintendent of Public Works' recommendation complies with the procedures and guidelines outlined in the CSEA Administrative Unit contract, now be it RESOLVED, that Thomas West's salary be increased by eight (8%) percent to an annual salary of $31,154 effective November 28, 1990. The motion passed 3-1. Alderperson Golder voted against the motion and stated that he was against the principle of the award and not the individual receiving the award. C. CSEA DPW Unit Contract RESOLVED, that the Agreement between the City of Ithaca and the CSEA DPW Unit for a new three-year contract commencing January 1, 1991 and expiring on December 31, 1993, be approved as recommended by the City's Negotiator, and that the Mayor and City Clerk be authorized and directed to sign and execute the contract on behalf of the City under its corporate seal. The motion passed 4-0. D. Chief Officers Unit Contract RESOLVED, that the Agreement between the City of Ithaca and the Chief Officers Unit of the Ithaca Paid Firefighters Association for a new three-year contract commencing January 1, 1991 and expiring on December 31, 1993, be approved as recommended by the City's Negotiator, and that the Mayor and City Clerk be authorized and directed to sign and execute the contract on behalf of the City under its corporate seal. The motion passed 4-0. E. City Executive Association Contract RESOLVED, that the Agreement between the City of Ithaca and the City Executive Association for a new three-year contract commencing January 1, 1991 and expiring on December 31, 8 BUDGET & ADMINISTRATION MEETING MINUTES - 12/19/90 1993, be approved as recommended by the City's Negotiator, and that the Mayor and City Clerk be authorized and directed to sign and execute the contract on behalf of the City under its corporate seal. The motion passed 4-0. F. Performance Evaluations A brief discussion on Performance Evaluations for the City Controller and Personnel Administrator took place. The item was tabled until the January B&A meeting. G. Personnel Department - Personnel Issue A request for salary increases for two employees was discussed, and action on this issue was deferred to a later date. H. 1991 Compensation For Individuals Not Covered A Union RESOLVED, that management employees not covered by a formal contract, including the City Attorney, Assistant City Attorney, and City Prosecutor, be granted a 5.5% increase across the board over their 1990 salary for the year 1991, effective with the first pay period of 1991, and be it further RESOLVED, that Common Council reaffirms its policy of comprehensive performance evaluation for all management employees. The motion passed 3-0. Alderperson Peterson was excused for the remaining portion of the meeting. 8. Finance - Controller A. State and Federal Section 18 Mass Transit Operating Assistance Agreement City Controller Cafferillo stated that the State of New York Department of Transportation approved the City's Federal Section 18 project application for 1991 operating assistance in the amount of $85, 000. City Controller Cafferillo stated that the Committee needs to vote to authorize the Mayor to sign the contract. It was noted that this is an annual resolution. 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 States Department of 9 BUDGET & ADMINISTRATION MEETING MINUTES - 12/19/90 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 System for fixed route, scheduled opening and available to the general public during the period January 1, 1991, to December 31, 1991 (PIN 3790.30.406) ; 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. The motion passed 3-0. B. Day Care Facility Acquisition City Controller Cafferillo and Mayor Nichols stated that the 1991 Budget includes the following in relation to the Day Care Facility acquisition: 1. Located in the Capital Fund is a Capital Project in the amount of $190, 000 for the acquisition of a Day Care Facility. 2 . Located in the General Fund is the Capital Project down payment in the amount of $10, 000 for the acquisition of a Day Care Facility. 3 . The total Capital Project, for the acquisition of a Day Care Facility, is authorized at $200, 000 in the 1991 Budget. Mayor Nichols stated that the Capital Project will now cost more than the original estimated $200, 000 project amount authorized. Because of possible renovations to the facility in the amount of approximately $50, 000, the total capital project is now estimated at $250, 000. After a discussion on the acquisition of the B.T. Glass Tompkins Street property for a Day Care Facility, the following motion was made: WHEREAS, it has been determined that the cost of renovating the proposed Day Care Facility at 201-205 East Tompkins Street may exceed the existing authorization; now, therefore be it 10 BUDGET & ADMINISTRATION MEETING MINUTES - 12/19/90 RESOLVED, that Capital Project #241 be increased to an amount not to exceed $250,000. , to reflect the possible increased cost of renovating said facility, and, be it further RESOLVED, that the additional costs shall be financed through the issuance of Bond Anticipation Notes in the amount of $47,500. , and that the statutory down payment of $2,500. , be transferred from Unrestricted Contingency to Capital Project #241 for such purpose. The motion passed 3-0. C. Computer Acquisition For Taxes City Controller Cafferillo stated that the County has a new computer software program for the collection and recording of taxes. The County has stated that if the City wanted to use the software for the collection and recording of taxes, the County would, for no charge, provide the software and train city employees on how to use the computer program. Controller Cafferillo stated that the problem is that the City does not have any machines with enough memory space to maintain this program for taxes. Controller Cafferillo stated that the Capital Project #211, Computer Acquisition, has enough money remaining to purchase such a computer and recommended this funding method for the acquisition. The computer would cost approximately $1, 400. The Committee agreed with the recommendation and made the following motion: RESOLVED, that the Finance Department be authorized to purchase computer equipment, with an amount not to exceed $2,000, for the use of implementing a computer program to be hooked up with Tompkins County for the purposes of collecting and recording taxes, and be it further RESOLVED, that the funding for the computer acquisition shall be made from Capital Project #211, Computer Acquisition. The motion passed 3-0. The meeting adjourned at 11: 15 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. 11