HomeMy WebLinkAboutMn-B&A-1991-01-23 BUDGET AND ADMINISTRATION COMMITTEE
REGULAR MEETING 7 :30 P.M. JANUARY 23, 1991
MINUTES
PRESENT:
COMMITTEE MEMBERS: Booth, Peterson, Golder, Romanowski
COMMITTEE MEMBER EXCUSED: Cummings
OTHERS PRESENT:
Mayor - Nichols
City Controller - Cafferillo
Deputy Controller - Thayer
Police Chief - McEwen
City Attorney - Guttman
Personnel Administrator - Saul
Acting Superintendent of Public Works/City Engineer - Gray
Deputy Planning Director - Sieverding
City Chamberlain - Parsons
BPW Commissioner - Cox
City Judge - Sherman
Representatives from the CDSM Accounting Firm
Representatives from S.P.C.A.
Members of the Media
1. Report From C.S.E.A. Administrative Unit Grievance
Hearing
Chairperson Booth reported that the B&A Committee took no
action on the C.S.E.A. Administrative Unit Grievance Hearing
that was held prior to the meeting. He also stated that the
Committee will take a formal action within the required ten
working day period.
2 . Opening Comments
Chairperson Booth stated that the following changes would be
made to the Agenda:
A. Discussion on the future of the Vacancy Committee.
B. Discussion on the BPW resolution to release
restricted contingency funds to hire the Head of
the Water and Sewer Division.
C. Discussion in executive session - sale of City
Hall Annex.
D. Discussion in executive session - Personnel Item -
salaries.
E. Delete - Youth Bureau Personnel Item.
3 . 1989 Single Audit Report
Jack Little and Dennis Jones, representatives from the CDSM
C.P.A. firm, presented the single audit report for the City
for the period ending December 31, 1989.
BUDGET & ADMINISTRATION COMMITTEE MINUTES - 1/23/91
Jack Little discussed the 1989 single audit report in detail
and raised the following points concerning the report:
A. The City now has an unqualified (clean) opinion.
In prior years the City has had a qualified opinion relating
to the lack of a fixed asset system. In 1989 the City
successfully implemented a fixed asset system. The
unqualified opinion is the best opinion the City could
receive from an audit report.
B. The City's appropriated fund balance is within the
State's guidelines and could even be somewhat larger.
C. The City has a $750, 000 surplus of revenues over
expenditures for 1989. The auditors felt that this amount
was consistent with prior years and was a good position to
be in considering current economic conditions.
D. The only negative comment regarding the 1989
single audit dealt with an immaterial item relating to three
items that should have been bid by the City, but were not.
The three items related to bidding on computer equipment in
three separate City departments. As separate items they did
not need to be bid, however, because the total aggregate
cost was above $5, 000, the items should have been bid.
After a brief discussion the following motion was made:
RESOLVED, that the Single Audit Report for the period
January 1, 1989 through December 31, 1989, prepared by the
Accounting Firm of Ciaschi, Dietershagen, Schaufler, and
Mickelson C.P.A.s, be accepted to comply with all of the
City's applicable Federal Single Audit and Related Audit
requirements.
The motion passed 4-0.
4 . D.P.W. - Request to Release Restricted Contingency
Funds for Creation of Assistant Superintendent of
Water/Sewer
BPW Commissioner Cox and acting Superintendent of Public
Works/City Engineer Gray presented the Committee with a
resolution requesting the release of restricted contingency
funds for the creation of a position for the Assistant
Superintendent of the Water and Sewer Division.
BPW Commissioner Cox stated that the position being
requested was previously called the Assistant Superintendent
of Water and Sewer. In 1981, that position was eliminated
through DPW consolidation. At that time the Water and Sewer
operations were placed under the City Engineer. Since 1981
very little progress has been made relative to the Water and
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BUDGET & ADMINISTRATION COMMITTEE MINUTES - 1/23/91
Sewer Division, particularly in the water/sewer capital
improvements area.
Commissioner Cox stated that the City is in desperate need
of the Assistant Superintendent of Water and Sewer position.
He stated that leadership in the Water and Sewer Division
has been missed and the City Engineer has not had time to
devote to the Water and Sewer Division.
Commissioner Cox stated that the BPW has been discussing the
possible consolidation of the DPW and feels that the Water
and Sewer position is needed to assist in this consolidation
process. He stated that the B&A Committee recreated this
position and placed $46,000 in the 1991 Water/Sewer
Restricted Contingency accounts for such a position. He
stated that the BPW would now like to release these funds
and hire someone in this position. He stated that the DPW
is currently in a crisis situation with Bill Gray taking up
the slack for the open positions.
Mayor Nichols stated that he was in support of the BPW
position. He stated that many problems exist at the water
plant and with further leadership skills the capital
projects that have been put off for years will be able to be
done.
Chairperson Booth stated that he was uncomfortable with the
future direction of leadership in DPW. He felt that filling
this position would lead to four leadership positions in DPW
as follows:
A. Superintendent of Public Works
B. Assistant Superintendent of Public Works
C. City Engineer
D. Assistant Superintendent of Water/Sewer
Division
Chairperson Booth stated that the possibility of contractual
assistance for Bill Gray might be a better solution.
BPW Commissioner Cox stated he was in support of the four
leadership positions; however, currently the DPW has only
one leadership position filled and needs to have at least
the additional water/sewer position.
Alderperson Romanowski stated that the DPW needs additional
higher management positions. He stated he was uncomfortable
with the fact that one individual is wearing many hats. He
stated he was in support of the additional water/sewer
division position.
BUDGET & ADMINISTRATION COMMITTEE MINUTES - 1/23/91
Controller Cafferillo asked the BPW why the Water/Sewer
Director position, which was previously held by Walt Happel,
could not be upgraded to correspond to the Superintendent of
Water/Sewer Division.
City Engineer Gray stated that there are several open
positions now but felt that Water/Sewer Director could not
be upgraded. However, the possibility of eliminating some
of the open positions does exist.
After a discussion on the open DPW positions and the new
position, the following motion was made:
RESOLVED, that the $46,000 placed in the Water and Sewer
Restricted Contingency account for the creation of an
Assistant Superintendent of Water and Sewer be transferred
to the appropriate accounts for such creation and hiring of
said position.
Chairperson Booth made the following amendment to the main
motion:
RESOLVED, that the $46,000 placed in the Water and Sewer
Restricted Contingency account for the creation of an
Assistant Superintendent of Water and Sewer be transferred
to the appropriate accounts for such creation and hiring of
said position, and be it further
RESOLVED, that the Board of Public Works return to the B&A
Committee within two months with recommendations to delete
positions sufficient enough to cover the salary of the
Assistant Superintendent of Water and Sewer.
Alderperson Romanowski stated that he was concerned about
the time frame of the Board's recommendation. He stated
that the time period should be longer.
It was noted that the hiring of the Assistant Superintendent
of Water and Sewer will not have to wait for the Board of
Public Work's recommendation on deleting positions.
Voting results on the amending motion were as follows:
Ayes (2) Booth, Peterson
Nays (2) Romanowski, Golder
Amending motion failed
The main motion was again made as follows:
RESOLVED, that funds placed in the Water and Sewer
Restricted Contingency Funds for the creation of an
Assistant Superintendent of Water and Sewer, be transferred
as follows:
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BUDGET & ADMINISTRATION COMMITTEE MINUTES - 1/23/91
A. Transfer $23,000 from F1990 Restricted Contingency to
F8311-105 Water Fund Administration.
B. Transfer $23,000 from G1990 Restricted Contingency to
G8111-105 Sewer Fund Administration
and be it further
RESOLVED, that the Board of Public Works be authorized to
fill said position at the minimum salary level without
review by the Vacancy Committee established by this Common
Council.
Voting results on the main motion was as follows:
Ayes (2) Golder, Romanowski
Nays (2) Booth, Peterson
Chairman Booth stated that the main motion will be sent to
the Committee of the Whole. He directed Bill Gray to send a
memo to the Common Council regarding this issue.
5. City Attorney - Revision of Assistant City Attorney
Position
City Attorney Guttman requested that the Assistant City
Attorney position be revised to become a permanent position.
City Attorney Guttman stated that this revision has gone to
the C&O Committee and that the Committee has drafted an
amendment to the City Charter to classify the Assistant City
Attorney position to a managerial position. He stated that
B&A now needs to establish a salary range. The C&O
Committee has made the following recommendations regarding
this position:
A. The position should be a classified position.
B. The position should be non-competitive.
C. The appointment process should correspond to the
Department Head appointment process.
D. This position should be designated as a managerial
position.
The C&O Committee's amendment to the City Charter will be
going to Common Council for approval at the February
meeting.
City Attorney Guttman and Personnel Administrator Saul
recommended a salary range of $37, 109 - $54,930. It was
noted that the B&A Committee can set the salary range at any
level.
The Committee stated that they would like to lower the range
of salary for the Assistant City Attorney to give less
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BUDGET & ADMINISTRATION COMMITTEE MINUTES - 1/23/91
experienced candidates the possibility of being hired for
this position in the future. The following motion was made:
RESOLVED, that the position of Assistant City Attorney be
assigned to the City of Ithaca Managerial Compensation Plan
at a 1991 salary range of $34,601 - $54,930, and be it
further
RESOLVED, that the Personnel Administrator be authorized and
directed to file a petition with the Public Employment
Relations Board to designate the position of Assistant City
Attorney as a managerial position pursuant to Section
201.7 (a) of the New York State Civil Service Law.
The motion passed 4-0.
6. Planning Department
A. Request to Hire Architect for City Court Facility
Project
Deputy Planning Director Sieverding, Police Chief McEwen,
and City Judge Sherman, presented a request to hire an
Architect for the City Court Facility Program and Site
Evaluation Analysis.
Deputy Planning Director Sieverding stated that 19 Firms
responded to the request for proposals, and the City Court
Review Committee narrowed the Firms down to eight. He
stated that the first phase of the City Court construction
is to perform the program and site evaluation analysis for
the City Court and Police Department. After the Review
Committee interviewed three Firms for the first phase of
work, the Committee recommended that the architecture firm
of Perkins, Geddis and Eastman be retained by the City for
these architectural services.
Deputy Planning Director Sieverding stated that the program
and site evaluation differs, from what has been performed on
this project by another architectural firm, in that the
Police Department site and the site across the street will
be examined in more detail.
Police Chief McEwen stated that if either of the proposed
options (i.e. , a new building across the street from the
existing facility or an addition to the existing facility)
are selected for the City Court, then the City should look
at the possibility of some type of renovations or
improvements to the police station. He stated that the
Police Department needs more space. Chief McEwen
recommended that, if possible, the City Court Facility and
the Police Department should be located in the same building
and that both the renovations to the Police Department and
the new City Court project should be done simultaneously.
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BUDGET & ADMINISTRATION COMMITTEE MINUTES - 1/23/91
He felt it would save the City a significant amount of
money. He stated that the Police Department has not had
renovations done in many years.
City Controller Cafferillo stated that the capital project
for the City Court facility could be increased to include
any potential Police Department renovations. He also stated
that a pay back period for the Police Department's windows
and boiler could pay for a substantial portion of the Police
Department renovations.
Judge Sherman stated that if the City Court expansion
involves extending the existing Police Department the flow
of the entire building may be disturbed, but that those
questions can be worked out at a later date. After further
discussion on the project the following motion was made:
WHEREAS, the City Court Review Committee has been directed
by the mayor and Common Council to select an architectural
firm to provide architectural services for the Court
Facility Plan adopted by Council on August 3, 1989, and
WHEREAS, the Review Committee issued a Request for Proposals
to a number of architectural firms, evaluated those
proposals, interviewed three architectural firms and, as a
result, recommended Perkins, Geddis, Eastman Architects for
this project, now, therefore, be it
RESOLVED, that the Mayor, upon the recommendation of the
City Attorney be authorized to execute a contract with
Perkins, Geddis, Eastman for this first phase of work for a
contract amount not to exceed $16,200.
The motion passed 4-0.
B. Request to increase Authorization for City Court
Facility Capital Project
City Controller Cafferillo presented a request to increase
the authorization for the City Court Facility Capital
Project.
Controller Cafferillo stated that the current authorization
for this project was established at $1, 300, 000 in the 1991
Budget. He stated that because it is desirable to renovate
the Police Department, the capital project should be
increased to $1, 800, 000 or $2 , 000, 000. He stated that if
all of the $2, 000, 000 BAN were not needed, the excess would
be used to pay down on the debt. It was noted that the down
payment for the additional increase in authorization could
come from the Capital Reserve for Energy Improvements based
on the fact that renovations to the existing Police
Department building would vastly improve the energy
efficiency of that building. The following motion was made:
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BUDGET & ADMINISTRATION COMMITTEE MINUTES - 1/23/91
WHEREAS, the architectural firm of Perkins, Geddis and
Eastman has been engaged to perform a program and site
evaluation analysis for the City Court and Police
Department, and
WHEREAS, a preliminary review of the existing Hall of
justice indicates that significant improvements in energy
conservation, staff efficiency and economies of scale during
construction may be gained by renovating the Police
Department space in conjunction with the City Court
expansion, now, therefore, be it
RESOLVED, that Capital Project #242 for the construction
and/or reconstruction of a City Court Facility be increased
from $1,300,000 to $2,000,000, and be it further
RESOLVED, that the additional financing for said project be
provided by appropriating the required down payment of
$35,000 from Capital Reserve #24 for energy conservation
improvements and by the issuance of serial bonds in the
amount of $665,000.
The motion passed 4-0.
C. Request for Extension of GIAC Pool Contract
Deputy Planning Director Sieverding presented a request to
extend the GIAC Pool Contract.
Deputy Planning Director Sieverding stated that back in 1989
the City executed an agreement with HOLT Architects for the
schematic design phase services for the GIAC Pool. Because
of difficulties with the GIAC Pool site, the time period for
the original agreement expired.
HOLT Architects has proposed an amendment to extend the
original agreement. The amendment extends the contract from
12 months to 20 months with the overall cost remaining the
same. The amendment includes a revision of hourly rates for
HOLT employees working on this particular contract.
However, the total cost actually decreases from $11, 200 to
$9,700, as some of the contract items will be performed
in-house. After a brief discussion, the following motion
was made:
WHEREAS, on September 27, 1989 an agreement was executed
between the City of Ithaca and Hoffman, O'Brien, Look &
Taube, PC, for schematic design phase services for the GIAC
Pool, and
WHEREAS, the time period of the original agreement has
expired, and
BUDGET & ADMINISTRATION COMMITTEE MINUTES - 1/23/91
WHEREAS, HOLT has proposed an amendment to extend the
original agreement, and
WHEREAS, the amendment specifies higher hourly rates for
architectural and consultant services but states that the
NOT-TO-EXCEED FEE LIMIT shall be maintained, and
WHEREAS, the current amendment cancels a previous amendment
increasing HOLT's services and fees for the site plan review
process in anticipation that site plan review for this
project may ultimately be undertaken by staff in the
Department of Planning and Development, now, therefore, be
it
RESOLVED, that the Budget and Administration Committee
approves Amendment No. 89043C dated February 6, 1991, as
proposed by the Architectural Firm of Hoffman, O'Brien, Look
& Taube.
The motion passed 4-0.
D. Authorize Mayor to Execute Ironics, Inc./Option
Agreement/Executive Session
Deputy Planning Director Sieverding requested that the Mayor
be authorized to execute a sale and option agreement between
the City of Ithaca and Ironics, Inc. for the sale of land in
the Carpenter Business Park.
The Committee decided to proceed into executive session to
discuss the sale/option agreement and the sale of Fire
Station No. Six.
The Committee voted 4-0 to move into executive session.
7. Report From Executive Session
After the Committee voted 4-0 to move back into regular
session, Chairperson Booth stated that the following items
were discussed during the executive session:
A. Sale of Fire Station No. Six
The Committee discussed the sale of Fire Station No. Six and
made the following motion:
WHEREAS, this Common Council, by resolution duly adopted at
its regular meeting on May 2, 1990, declared that as soon as
Fire Station No. 6, located at 626 West State Street, is
vacated by the Fire Department the property will no longer
be needed for general City purposes and will be surplus
property, and authorized the City Attorney to initiate the
procedure for sale of such property; and
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BUDGET & ADMINISTRATION COMMITTEE MINUTES - 1/23/91
WHEREAS, the Board of Fire Commissioners, at its regular
meeting on December 11, 1990, declared that effective
December 12, 1990, Fire Station Number 6 is vacated and no
longer needed for Fire Department purposes; and
WHEREAS, this Common Council, by resolution duly adopted at
its regular meeting on November 7, 1990, directed the City
Attorney to take all necessary steps to sell Fire Station
No. 6 to the highest bidder by receiving sealed bids subject
to the condition that this Council, by majority vote,
reserved the right to reject any bid under $210,000; and
WHEREAS, the sale of the property by sealed bids has been
duly advertised and sealed bids have been received and
reviewed; and
WHEREAS, the highest bid received was the bid from Bangs
Ambulance, Inc. , in the amount of $225,666.00; and
WHEREAS, this Council, by resolution duly adopted at its
regular meeting on January 2, 1991, accepted the offer from
Bangs Ambulance, Inc. and directed the City Attorney to
negotiate a contract for the transfer of the said property;
and
WHEREAS, the City Clerk has given the appropriate public
notice that this Council shall consider the approval of this
contract at this meeting; now, therefore, be it
RESOLVED, that the Mayor is hereby authorized to enter into
the contract with Bangs Ambulance, Inc. for the transfer of
said property and that he is further authorized to execute
and deliver all necessary and appropriate documents to
consummate the transfer of this property.
Motion passed 4-0.
B. Sale of City Hall Annex
The Committee also decided to discuss the possible sale of
the City Hall Annex, which was a subject properly dealt with
in Executive Session. City Attorney Guttman discussed the
possible sale of the Annex with the Committee and the
Committee directed the City Attorney to bring certain
proposals to next Common Council meeting for discussion by
the entire Council.
C. Authorize Mayor to Execute Ironics, Inc./Option
Agreement
The B&A Committee, City Attorney Guttman and Deputy Planning
Director Sieverding discussed the sale of a portion of the
land in Carpenter Business Park. The following motion was
made in regard to this sale of land:
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BUDGET & ADMINISTRATION COMMITTEE MINUTES - 1/23/91
WHEREAS, City Staff has been negotiating the sale of
approximately 5,300 sq. ft. of land in Carpenter Business
Park to V. Giordano, landlord to Ironics, Inc. to allow the
construction of a 3,000 sq. ft. addition to a building
leased to Ironics, and
WHEREAS, this sale is important, in retaining Ironics, Inc.
in the City and adding ten to twelve new jobs during the
next twenty-four months, and
WHEREAS, city staff has also negotiated an option agreement
with Ironics, Inc. for a 2.6 acre site within Carpenter
Business Park, and
WHEREAS, this option agreement provides the City with the
first opportunity to retain Ironics in the City over the
long term thereby fulfilling the goals of job retention and
creation as described to the Federal funding agencies
participating in the development of Carpenter Business Park,
and
WHEREAS, execution of the sale and option agreement will be
essential to persuading one of these agencies to remain
involved in this project, therefore, be it
RESOLVED, that the Mayor, subject to the review of the City
Attorney be authorized to execute the necessary legal
documents to finalize the sale and option agreements in
accordance with the following terms and conditions:
1. Sale of approximately 5,320 sq. ft. of land in
Carpenter Business Park
Price: $ 1.04/sq. ft. or $5,532.80 based on the
approximate square footage above
Terms: Certified check at closing
Title: Bargain and Sale Deed
Seller to convey a marketable title. City to have an
easement for ingress/egress over the approximate ten
foot strip of land to be conveyed.
2. Option Agreement for 2.6 acre site in Carpenter Park
a. Option Term: 2 years
b. Option Fee: $1,500 per year for entire
2.6 acre site
3. Should Ironics elect to exercise the option, one-half
of the option fee will be applied to the first year's
lease payment.
4. If the City locates a tenant interested in this
particular site, Ironics will have a 30-day notice to
decide to exercise the option. If Ironics decides not
to exercise the option all option fees will be returned
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BUDGET & ADMINISTRATION COMMITTEE MINUTES - 1/23/91
to Ironics and the City regains full control of the
site.
The motion passed 4-0.
8. SPCA Contract - Doc. Enumeration
Representatives from the Tompkins County SPCA discussed the
options for a potential 1991 City contract with SPCA for Dog
Enumeration. It was noted that the possibility of Dog
Enumeration for the City was discussed during the 1991
Budget and at that time the B&A Committee asked the SPCA to
come back with a proposal.
The SPCA representatives stated that a Dog Enumeration would
be a reasonable task for the City to perform. The City
would benefit from a dog enumeration in that City revenues
could possible increase by a maximum of $67,000 as a result
of the increase in the number of dogs and fines per dog. It
was noted currently that the City has 970 licensed dogs; it
is estimated that the City actually has around 3,000 dogs.
The SPCA representatives suggested that the City perform a
Dog Enumeration in many different ways, including:
A. Advertising Campaigns
B. A $1 per dog method
C. Door to Door Campaign
D. Direct Mail (post card) Campaign
E. Phone Campaign
The SPCA representatives recommended that City staff perform
any clerical work that is needed with the Dog Enumeration to
limit the SPCA's fee that they would have to charge to the
City for assistance with the dog enumeration.
Chairperson Booth stated that the City attempted a Dog
Enumeration several years ago but was unsuccessful. The
consensus of the Committee was to have the SPCA work with
the City Controller on a proposal for a City Dog Enumeration
and come back with the proposal to the B&A Committee by
March. No formal action was made.
9. Salary Executive Session Item
Chairperson Booth stated that the Mayor's item dealing with
salaries will be tabled until the next B&A meeting.
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BUDGET & ADMINISTRATION COMMITTEE MINUTES - 1/23/91
10. Finance Department - Controller
A. Bond Resolution - 1991 Approved Capital Projects
Controller Cafferillo stated that he is planning to combine
all of the 1991 capital projects into one Bond Resolution
and then issue that BAN.
Controller Cafferillo also stated that he will go out for
permanent financing between March and August of this year,
depending on the market conditions.
It was noted that all of the Capital Projects approved in
the 1991 Budget that need BAN's will be combined into one
Bond Resolution that will be brought to the February Common
Council meeting. No vote is needed until the next Common
Council meeting.
B. Discussion on Combining Financial Activities of
Youth Bureau and Public Works
Controller Cafferillo stated that the possibility of
combining financial activities in the Youth Bureau and the
Department of Public Works with the Finance Department was
discussed during the 1991 Budget discussions.
Controller Cafferillo stated that the Youth Bureau received
approval to purchase computer equipment in the 1991 Budget.
It is the hope that eventually the Youth Bureau can tie in
with the Finance Department's mini-computer system.
Controller Cafferillo stated that he hopes to have the
financial activities of the DPW, Youth Bureau and Finance
Department more centralized. He stated that this discussion
is only at a preliminary stage and that there will be many
more discussions before a formal proposal is made. He
stated that centralizing the financial activities of these
three departments should help to avoid duplication of work
and eventually make the financial activities of the City
more efficient.
Controller Cafferillo stated that in terms of personnel,
this combination of financial activities involves two
individuals at DPW and two individuals from the Youth
Bureau. He stated many personnel items still need to be
worked out.
Acting Superintendent of Public Works Gray stated that he
has some concerns regarding the consolidation issue. He
stated he was concerned over the two financial positions in
the DPW and how they would be affected by this
combination/consolidation of the financial activities.
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BUDGET & ADMINISTRATION COMMITTEE MINUTES - 1/23/91
It was noted that this was just for discussion purposes and
no action was taken.
C. Request to increase Computer Acquisition Capital
Project Authorization
Controller Cafferillo presented a request to increase the
computer acquisition capital project by $75,000.
Controller Cafferillo stated that he has received proposals
from two companies regarding the purchase of hand held
computers. Based on these proposals the City will put
together a bid spec for the purchase of ten hand held
computer systems to be used in the Finance Department,
Police Department and Parking Meter Division in the City's
Traffic Violations Enforcement System. The ten units will
be used by the following:
(5) Meter Checkers
(1) Traffic Enforcement Officer
(4) Police Cars
The total cost of this acquisition, (which will include 2
PC's, 10 Hand Held Computers, Software, Battery packs, and
related items) is $75, 000.
Controller Cafferillo stated that these computer systems
would greatly decrease the input operations of the Traffic
Violations Department which would, in turn, permit the
elimination of one position currently vacant in the Finance
Department. It was noted that a demonstration of the Hand
Held Computers was done several months ago at a B&A meeting.
After a discussion on the computer system recommended, the
following motion was made:
WHEREAS, the Finance Department, the Police Department, and
the Parking Meter Division of the Department of Public Works
have recommended that Hand Held Computer and related
Hardware and Software be acquired to improve the efficiency
of the City's Traffic Violations Enforcement System, and
WHEREAS, the implementation of this system will decrease the
input component of traffic violations significantly, thereby
permitting the elimination of a vacant position within the
Finance Department, and
WHEREAS, the timely recording of unpaid tickets will
increase the collectibility of our outstanding fines, now,
therefore, be it
RESOLVED, that Capital Project #211 Computer Acquisition be
increased by $75,000, to acquire ten Hand Held Computer
Systems, and related Hardware and Software required to
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BUDGET & ADMINISTRATION COMMITTEE MINUTES - 1/23/91
upgrade our existing traffic violation system, and be it
further
RESOLVED, that the financing for such acquisition shall be
derived from the issuance of Bond Anticipation Notes to be
amortized over a five year period.
Alderperson Golder was excused for the remaining portion of
the meeting and did not vote on this particular motion.
The motion passed 3-0.
11. Request for Extension of Time Period for the
Vacancy Committee
Chairperson Booth stated that the Common Council established
the Vacancy Committee to review all vacant positions in the
City. The Committee, when established, was expected to last
until February 6, 1991. However, because the Committee is
continuing to examine vacant positions, the Committee's time
period needs to be extended. The consensus of the Committee
was to extend this Committee through the end of 1991.
After a brief discussion, the following motion was made:
WHEREAS, the Vacancy Review Committee was established by
Common Council at its meeting of November 7, 1991,
"effective immediately and authorized to operate until
February 6, 199111, and
WHEREAS, the need for an indepth review of all vacant
positions within City Government continues to exist, now,
therefore, be it
RESOLVED, that the Review Committee, consisting of the Mayor
and the Chair and Vice-Chair of the Budget and
Administration Committee, working in consultation with the
City Controller and the appropriate Department Head, be
authorized to continue through December 31, 1991.
The motion passed 3-0.
12 . The Committee to Proceed Into Executive Session
Chairperson Booth stated that the Committee will move into
executive session, approved 3-0, to discuss various
personnel items.
13 . Report From Executive Session
After the Committee voted 3-0 to move back into regular
session, Chairperson Booth reported that the following items
were discussed or acted on in executive session:
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BUDGET & ADMINISTRATION COMMITTEE MINUTES - 1/23/91
A. Finance Department - Request For Employee
Incentive Award
WHEREAS, the City Controller and City Chamberlain have
recommended Office Manager Joyce Day for an employee
incentive award pursuant to the terms of the CSEA
Administrative Contract, and
WHEREAS, the City Controller and City Chamberlain have
provided the Budget and Administration Committee with
substantial justification for granting this Employee
Incentive Award, and
WHEREAS, the City Controller and City Chamberlain's
recommendation complies with the procedures and guidelines
outlined in the CSEA Administrative Unit Contract, now,
therefore, be it
RESOLVED, that Joyce Day's salary be increased by eight (81%)
percent to an annual salary of $29,029. effective January
10, 1991.
The motion passed 3-0.
B. Finance Department - Request for Employee
Incentive Award
WHEREAS, the City Controller and City Chamberlain have
recommended Principal Account Clerk Marna McNeal for an
employee incentive award pursuant to the terms of the CSEA
Administrative Contract, and
WHEREAS, the City Controller and City Chamberlain have
provided the Budget and Administration Committee with
substantial justification for granting this Employee
Incentive Award, and
WHEREAS, the City Controller and City Chamberlain's
recommendation complies with the procedures and guidelines
outlined in the CSEA Administrative Unit Contract, now,
therefore, be it
RESOLVED, that Marna McNeal's salary be increased by eight
(8%) percent to an annual salary of $27,956. effective
January 10, 1991.
The motion passed 3-0.
C. Personnel - Performance Evaluations
The Committee reviewed performance evaluation criteria
regarding the Personnel Administrator and City Controller.
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BUDGET & ADMINISTRATION COMMITTEE MINUTES - 1/23/91
The performance evaluation criteria were discussed, and both
the Personnel Administrator and the City Controller were
directed to make minor modifications to these criteria. No
action was taken. After the modifications are made, the
evaluation criteria will be submitted to the Mayor.
D. Finance Department - Request To Adjust Employee
Salary and Hours
WHEREAS, the elimination of an account clerk typist position
within the Finance Department will adversely affect the City
Chamberlain's ability to schedule office personnel, now,
therefore, be it
RESOLVED, that in the interest of providing the City
Chamberlain additional flexibility in the scheduling of
office personnel, the established work week of Senior
Account Clerk Deborah Griffin be increased from 35 hours to
40 hours per week, and be it further
RESOLVED, that Deborah Griffin's 1991 salary be increased to
$15,769, effective February 11, 1991, and be it further
RESOLVED, that this authorized increase in the number of
hours to be worked by Deborah Griffin shall be subject to
her determination that she has been able to find
satisfactory day care services for her children.
The motion passed 3-0.
E. Finance Department - Request For Employee Salary
Adjustment
WHEREAS, increased responsibility, including administration
of the trash tag system and of the dual installment county
tax system coupled with the reduction in staff in the office
of the City Chamberlain has significantly increased the
workload for the City Chamberlain, and
WHEREAS, Debra Parsons has accepted and performed all the
additional responsibilities imposed upon that office
efficiently and admirably, and
WHEREAS, based on the effective performance of City
Chamberlain Debra Parsons, the City Controller, as immediate
Supervisor, and the Mayor, as appointing Officer, have
recommended a salary increase, now, therefore, be it
RESOLVED, that Debra Parson's 1991 annual salary be
increased to $37,419, effective February 11, 1991.
The motion passed 3-0.
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BUDGET & ADMINISTRATION COMMITTEE MINUTES - 1/23/91
F. Finance Department - Request For Employee Salary
Adjustment
WHEREAS, the total staff within the Office of the City Clerk
was reduced from four to three individuals during 1990, and
WHEREAS, City Clerk Callista Paolangeli has accepted
additional duties in spite of such staff reduction,
including administrative direction over the State Mandated
Records Management System, and the generation of minutes for
various new boards and commissions, and
WHEREAS, City Clerk Callista Paolangeli has accepted all
additional responsibilities willingly and performed said
duties effectively and admirably, and
WHEREAS, based on said performance, the City Controller, as
immediate Supervisor and the Mayor, as appointing Officer,
have recommended a salary increase; now, therefore, be it
RESOLVED, that Callista Paolangeli's 1991 annual salary be
increased to $38,112, effective February 11, 1991.
The motion passed 3-0.
G. Finance Department - Request For Relocation
Expenses for Deputy City Clerk
RESOLVED, that the relocation moving expenses of Deputy
Clerk Julie Boyle be paid up to an amount not to exceed
$800.
The motion passed 3-0.
H. Finance Department - Deletion of Account Clerk
Typist Position
WHEREAS, the Finance Department is revising the existing
traffic violations process under the immediate supervision
of the City Chamberlain, and
WHEREAS, the use of Hand Held Computer Systems for the
issuance of traffic violation tickets shall reduce the
amount of repetitive input required by existing personnel,
and
WHEREAS, other adjustments in operations are currently being
implemented elsewhere within the Chamberlain's office in the
interest of reducing the existing personnel level, now,
therefore, be it
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BUDGET & ADMINISTRATION COMMITTEE MINUTES - 1/23/91
RESOLVED, that a vacant account clerk/typist position, which
is currently funded in the Chamberlain's Office at an annual
salary of $12,902 shall be deleted.
The motion passed 3-0.
The meeting adjourned at 12 : 15 A.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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