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HomeMy WebLinkAboutMn-B&A-1991-06-19 9' -BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7:30 P.M. JUNE 19, 1991 MINUTES PRESENT: COMMITTEE MEMBERS: Booth, Peterson, Romanowski, Golder, Cummings (late) OTHERS: Mayor - Nichols City Controller - Cafferillo Deputy Controller - Thayer Fire Chief - Olmstead Acting Superintendent of Public Works/City Engineer - Gray Youth Bureau Director -Cohen GIAC Director - Fort GIAC Board President - Davis BPW Commissioner - Reeves Personnel Administrator - Saul Acting Building Commissioner - Eckstrom Planning Staff Member - Meigs Planning Staff Member - Chatterton Members of the Media 1. Opening Comments Chairperson Booth reported the following changes to the Agenda: A. Fire Department - Addition of item regarding sale of Fire Vehicle and related budget adjustment B. DPW - deletion of discussion on the signalization timing study C. Arts Council - table funding request to a future meeting Chairperson Booth asked the public to speak on any topic; no individuals spoke. 2 . GIAC Pool Project Planning Department Staff Member Chatterton, Youth Bureau Director Cohen, GIAC Director Fort, and President of the GIAC Board Davis were on hand to discuss the GIAC Pool Project. Chatterton presented a memo listing the history of the GIAC Pool Project. She also stated that based on the recent feasibility study performed for the GIAC Pool the current estimated cost of the project is $515, 000. The actual pool would be over 1600 square feet. It was noted that the GIAC BUDGET & ADMINISTRATION COMMITTEE MINUTES - 6/19/91 Pool project was previously authorized by Common Council as a capital project in the amount $450, 000. Chatterton stated that if the pool were steel with a stainless steel gutter system, it would cost about $80, 000 above the feasibility study's estimate. She also stated that if the pool were stainless steel with a stainless steel gutter system it would cost $100, 000 above the feasibility study's estimate. Chatterton explained that the feasibility study recommended that skimmers be used instead of gutters. However, the Health Department will only allow a gutter system. The current updated cost for the GIAC Pool Project would be $555, 000 for a steel pool with stainless steel gutters or $575, 000 for a stainless steel pool with a stainless steel gutter system. Chatterton gave the following description of the costs included in the $575, 000 GIAC Pool revised budget amount that is currently being studied by the Client Committee: Stainless Steel Pool & Gutters $120, 000 Wading Pool 5, 000 Concrete Deck 11,520 Pool House 120, 000 Basketball Court Resurfacing 2, 800 Entire Site Lighting 10, 000 Deck Furnishing (built in) 10,750 Pool Fencing 4, 080 Court St. Fencing (including BB Court) 5, 250 Pavilion 30,000 Brick Plaza 11,200 Dog Run 1, 000 Arch. Fees, Earth Work, Site Utilities, Site Work, Signage, Life Guard, Sound Systems, Contingency 243,400 Chatterton explained that the project's client committee would like to get the project as close to the original budget as possible. The client committee is looking into the following possibilities to reduce the cost of the project: A. Possible phasing of some parts of the project B. Possible elimination of some components of the project such as the Dog Run, Pavilion and others C. Possibility of changing some of the construction materials used for the project such as the Pool House roof material Alderperson Cummings arrived at the meeting during this discussion. It was the consensus of this Committee that the GIAC Pool Project is very important. The Committee suggested to Chatterton that a better cost estimate and a 2 BUDGET & ADMINISTRATION COMMITTEE MINUTES - 6/19/91 listing of alternatives be brought back to this Committee next month. No action was taken. 3 . Common Council Salaries Alderperson Cummings stated that the salaries for Common Council members should be increased. She stated that these salaries have not been increased since 1987 . Alderperson Cummings stated that the salaries for Common Council should be increased to: A. Provide the opportunity for a single parent to participate in government B. Increase the number of potential candidates for Common Council Alderperson Cummings stated that Alderperson Hoffman was also in favor of a possible increase in Common Council salaries. Alderperson Romanowski stated that the idea of increasing the Common Council salaries is good, but because of the current budget problems, the increase should be delayed for two years. Chairperson Booth stated that he was uneasy about increasing Common Council salaries by a significant amount or by means of an automatic escalator. Alderperson Cummings stated that she will come back to this Committee next month with a proposal on Common Council salaries. No action was taken. Mayor Nichols suggested that the Mayor's salary amount be examined in the future. The Mayor felt this topic should not be discussed until 1993 . 4 . Learning Web A. Request to Release Funds for Youth Employment Coordinator Michael Koplinka-Loehr, Learning Web Director, and John Bailey presented a request to release $12, 500 from restricted contingency to establish a Youth Employment Coordinator. It was noted that Common Council recently reduced the funds available for the Youth Employment Coordinator by $12, 500 as a result of the state budget cuts. The Coordinator was originally funded for $25, 000 for a full year. However, Common Council cut the amount by $12 , 500 to reflect that half of the year had already passed. 3 BUDGET & ADMINISTRATION COMMITTEE MINUTES - 6/19/91 Michael Loehr explained that the $25, 000 in funds from the City of Ithaca were contingent on a match by a private donation. He stated that Mayor Nichols appointed a Youth Opportunity Commission to investigate and make recommendations regarding employment and recreational opportunities for City Youth. Mentors Unlimited Board was established in 1989 as a countywide mentoring program. Their objective was also to work with the City' s youth. It now has been recommended by both the Mentors Unlimited Board and the Youth Opportunity Commission that these two entities merge. The merger would create Youth Opportunities Unlimited. It has been recommended by both Committees that the $25, 000 approved by Common Council for Youth employment opportunities be merged with $17, 000 granted to Mentors Unlimited by an anonymous donor and by an additional $25, 000 to be raised from private donors. The primary purpose of Youth Opportunities Unlimited will be to encourage and develop new opportunities that will help prepare youth for adulthood. New opportunities will be generated by linking the resources of the private sector with the resources of schools and youth services in the community. Michael Loehr stated that the Ithaca City School District has agreed and endorsed this program. A discussion on the Mentors ' project followed. Mayor Nichols stated that there is a need for this project in the City of Ithaca. The focus of the program will be on City youths. It will work with businesses in the Community. The Commission will identify where the needs are greatest among City youth. A question was raised about the lack of donors to this program. Mayor Nichols stated that many private individuals want to donate, but until. the merger is approved, they do not know to whom to donate money. Michael Loehr stated that the Ithaca City School District has donated an in kind contribution instead of cash. Chairperson Booth stated that at this time the City will not make a commitment to any funding in 1992, but its decision to provide this funding for 1991 will be a statement of interest in the program. After a brief discussion, the following motion was made: WHEREAS, the Mayor appointed Youth Opportunity Commission has investigated and recommended the establishment of a Youth Employment Coordination Office, and 4 1 BUDGET & ADMINISTRATION COMMITTEE MINUTES - 6/19/91 WHEREAS, the Youth Opportunity Commission and the Mentors Unlimited Board have recommended that the funds appropriated by the City in the 1991 Budget be merged with an anonymous $17,000 grant received by Mentors Unlimited, and funds to be raised from private donors to create Youth Opportunities Unlimited, and WHEREAS, the Budget and Administration Committee meeting as a Committee of the Whole has recommended that the original amount of $25, 000 which was placed in Restricted Contingency in the 1991 Budget be reduced to $12,500 in view of the fact that contract between the City and Youth Opportunities Unlimited shall not be executed until the second half of 1991, now, therefore, be it RESOLVED, that $12,500 be transferred from Restricted Contingency to Account A1210-435 Mayor's Office Contractual Services, and be it further RESOLVED, that the Mayor be authorized to execute an agreement with Youth Opportunities Unlimited for the creation of said Youth Employment Coordination Office. The motion passed 5-0. B. Request To Release Funds For Learning Web Michael Loehr, Learning Web Director, presented a request to release $9, 000 from restricted contingency for the Learning Web' s Homeless Outreach Program. The $9, 000 was placed in restricted contingency contingent on the Learning Web' s success in obtaining a two-to-one matching grant. Michael Loehr stated that the Learning Web will receive $28, 000 from the County, pending review by the County Board. After a brief discussion, the following motion was made: WHEREAS, the Learning Web had requested that an additional $9,000 be appropriated in the 1991 City Budget to fund a "Homeless Youth Program", and WHEREAS, Common Council placed said $9,000 in Restricted Contingency pending the acquisition of a two-to-one matching grant, and WHEREAS, the County Youth Board has recommended that the required match be appropriated by Tompkins County toward the Hot Team Transition to Independent Living Program, now, therefore, be it RESOLVED, that $9,000 be transferred from Restricted Contingency to Account A1011 Human Service Contracts, 5 1• BUDGET & ADMINISTRATION COMMITTEE MINUTES - 6/19/91 contingent upon verification of final approval of said two-to-one matching funding by Tompkins County. The motion passed 5-0. 5. Youth Bureau A. Request To Amend 1991 Youth Bureau Budget for Summer Jobs Program Youth Bureau Director Cohen presented a request to expand the Youth Bureau's summer jobs program. Youth Bureau Director Cohen explained that the Ithaca Youth Bureau has been working with the Town of Ithaca and the Village of Lansing to allow 14 young people from those municipalities to participate in the City's Summer Municipal Jobs Program this summer. The 14 young people would be employed at various work sites throughout the community in minimum wage positions. It was noted that the Youth Bureau Advisory Board approved this request. The request is to increase the income and expenditures of the 1991 Budget by $8, 400. After a brief discussion the following motion was made: WHEREAS, the City of Ithaca Youth Bureau has received a total of $8,400 in funding from the Town of Ithaca and Village of Lansing for the expansion of the municipal summer jobs program, and WHEREAS, the program will allow for an additional 14 young people to be employed at a variety of work sites throughout the community in minimum wage positions; now, therefore, be it RESOLVED, that the 1991 Youth Bureau Budget be amended as follows: Increase Revenue Account: A2350 Youth Service - Other Governments $8,400 Increase Appropriation Accounts A7310-120 Hourly Parttime $7,140 A9030 Social Security 643 A9040 Workers Compensation 617 and be it further RESOLVED, that any position filled as a result of this funding will be on a temporary basis based on the availability of the funding approved. 6 i BUDGET & ADMINISTRATION COMMITTEE MINUTES - 6/19/91 i The motion was approved 5-0. B. Request To Amend 1991 Youth Bureau Budget Youth Bureau Director Cohen presented a request to amend the 1991 Budget to reflect a $1, 500. 00 grant from Cornell University for the Paul Schreurs Memorial Program and GIAC's Reach Program. Director Cohen stated that students will live on the TC3 Campus for one week and take a series of specially designed mini- courses. Also, students will go to BOCES for a series of vocational courses and field trips. The grant will not have a negative impact on the 1991 Budget. The following motion was made: WHEREAS, the City of Ithaca Youth Bureau has received a Grant from Cornell University in the amount of $1,500 for the Paul Schreurs Memorial Program and GIAC's Reach Program, and WHEREAS, the Grant will allow students to stay on the TC3 Campus for a week and take a series of specially designed mini-courses, recreational activities, and field trips; now, therefore, be it RESOLVED, that the 1991 Youth Bureau Budget be amended as follows: Increase Revenue Account: A2070 Contributions for Youth $1,500 Increase Appropriation Accounts: A7310-435 Contracts $ 750 A7310-460 Program Supplies $ 650 A7310-470 Rental $ 100 The motion passed 5-0. C. Request To Amend 1991 Youth Bureau Budget Youth Bureau Director Cohen and GIAC Director Fort presented a request to amend the 1991 Budget for the receipt of a grant passed through the New York State Division of Criminal Justice in the amount of $62 ,935. GIAC Director Fort stated that the grant is for the Discover Potential through Opportunities Enrichment Program (DPOE) . The DPOE Program provides 20 young people with the ability and skills to learn to be more independent. The grant will allow the hiring of a total of two temporary positions to the GIAC and Youth Bureau rosters. The positions will expire when the grant period has ended. This 7 BUDGET & ADMINISTRATION COMMITTEE MINUTES - 6/19/91 grant period runs from July 1, 1991 - June 30, 1992 . It was noted that only $25, 415 relates to 1991; the remaining portion of the $62 , 935 grant will be dealt with during the 1992 budget discussions. After a brief discussion, the following motion was made: WHEREAS, the City of Ithaca Youth Bureau has received a grant from the New York State Division of Criminal Justice in the total amount of $62,935 for the period July 1, 1991 through June 30, 1992, and WHEREAS, the grant is for the Discover Potential through Opportunities Enrichment program which provides 20 young people with the independent living skills, career information and work experience that will enable them to transition more smoothly into independence, and WHEREAS, the grant will allow for the hiring of a total of two temporary positions to the GIAC and Youth Bureau rosters, and WHEREAS, the 1991 Youth Bureau Budget will be amended for only the 1991 portion of the grant, $25,415; now, therefore be it RESOLVED, that the Youth Bureau Personnel Roster be amended for the addition of two temporary positions for the Discover Potential through Opportunities Enrichment Program based on the availability of Grant funds as follows: GIAC Roster Add: One (1) Youth Development Program Leader Youth Bureau Roster Add: One (1) Youth Worker and be it further RESOLVED, that the 1991 Youth Bureau and GIAC Budgets be amended as follows: Increase Revenue Account: A3820 Youth Programs $25,415 Increase Appropriation Accounts: A7311-110 Staff $ 7,043 A7310-110 Staff 6,510 A7311-435 Contracts 7,300 A7311-460 Program Supplies 500 A9030 Social Security 1,944 A9040 Workers Compensation 2,118 The motion passed 5-0. 8 BUDGET & ADMINISTRATION COMMITTEE MINUTES - 6/19/91 D. Request To Amend 1991 Youth Bureau Budget Youth Bureau Director Cohen presented a request to amend the 1991 Budget to reflect a $1, 490 substance abuse prevention grant from BOCES. The grant will provide for an enhancement of the one-to-one summer program. The grant would allow the rental of one mid-size automobile for the one-to-one program during the summer. The following motion was made: WHEREAS, the City of Ithaca Youth Bureau has received a substance abuse prevention grant from BOCES in the amount of $1,490, and WHEREAS, the grant will allow for the enhancement of the one-to-one summer program by overcoming transportation obstacles to serving young people; now, therefore, be it RESOLVED, that the 1991 Youth Bureau Budget be amended as follows: Increase Revenue Account: A2070 Contribution for Youth $1,490 Increase Appropriation Accounts: A7310-420 Gas and Oil $ 150 A7310-470 Rental $1,340 The motion passed 5-0. 6 . D.P.W. A. Report On Plan To Relieve Effects of The Generale Fund Crated .�y The Hiring of an Assistant Superintendent Acting Superintendent of Ptibl.ic Works City Engineer Gray presented the Committee with a schedule, showing the comparison of costs under various assumptions for the General Fund/Water and Sewer Funds relating to the hiring of an Assistant Superintendent of Public Works. Gray stated that in February, Common Council passed a resolution releasing $46, 000 in Water/Sewer Fund restricted contingency to hire an Assistant Superintendent of Water and Sewer. That resolution also stated that the $46, 000 will only be released pending the DPW's returning to B&A with a method of reducing the Department' s expenditures for salaries from the General Fund by $45, 600. 9 BUDGET & ADMINISTRATION COMMITTEE MINUTES - 6/19/91 Gray presented his method for reducing the General Fund expenditures by $45, 600, which represents the amount that will offset the hiring of the Assistant Superintendent of Water and Sewer. He explained that the original adopted 1991 Budget did not reflect $46, 000 for the Assistant Superintendent of Water & Sewer in the salary accounts; however, it did reflect that amount in the Water & Sewer restricted contingency account. As the original 1991 Budget was adopted, it reflected chargebacks for the City Engineer and Superintendent of Public Works as follows: A. City Engineer: total budget cost of $64 , 100 was charged back 20% to the General Fund and 80% to the Water & Sewer funds. B. Superintendent of Public Works: total Budget cost or $70, 200 was charged back 50% to the General Fund and 50% to the Water & Sewer funds. C. Total cost of chargebacks were $47, 900 to the General Fund and $86, 400 to the Water & Sewer funds for a total budget cut of $134 , 300. Gray explained that with the Council resolution to release the $46, 000 from the restricted contingency in the Water & Sewer Fund, the chargebacks would now be amended as follows: A. City Engineer total Budget cost of $64 , 100 will be charged back 75% to the General Fund and 25% to the Water & Sewer funds. B. Superintendent of Public Works total Budget cost of $70, 200 will be charged back 65% to the General Fund and 35% to the Water & Sewer funds. C. Total cost of chargeback will be $93, 700 to the General Fund and $40, 600 to the Water & Sewer funds or a total Budget cost of $134, 300. Gray explained that his recommendation to the Committee to reduce the salary cost to the General Fund by $45, 600 is to make the following adjustments: A. Combine the positions of City Engineer and Superintendent of Public Works which would reduce charges to the General Fund by $48, 100 and reduce charges to the Water & Sewer fund by $16, 000, based on the current budget. B. Amend the chargeback for the combined Engineer and Superintendent of Public Works by taking the position ' s total cost of $70, 200 and chargeback 65% to the General Fund and 35% to the Water & Sewer fund. 10 BUDGET & ADMINISTRATION COMMITTEE MINUTES - 6/19/91 The bottom line is that the DPW will hire a Water and Sewer Assistant Superintendent in 1991, but will not hire a Superintendent of Public Works in 1991. The long range impact of how many upper level positions to hire for the DPW has not been determined by the DPW at this time. It was noted that Acting Superintendent Gray and City Controller Cafferillo will discuss the chargeback adjustments in detail and if need be, will return to the B&A Committee to discuss the adjustments. No action was taken. B. Report on Effects of Relocating Facilities and Equipment Housed on Water and Sewer Site Acting Superintendent of Public Works/City Engineer Gray presented a report on the possible relocation of facilities and equipment housed on the old Sewer facility site if that site is sold to the Senior Citizens Council. Acting Superintendent Gray stated that the buildings in question currently hold some day to day operation equipment, but primarily they contain seasonal items for dry storage. If these buildings are sold, the DPW will have a hard time finding space to store the seasonal items. The following items are stored in these facilities: A. Concrete bags B. Trucks at night C. Sewer Cleaning Equipment D. Pumps Acting Superintendent Gray stated that when the new transit facility is built, 25% of the items stored at the old sewage site could be relocated into the building where the buses are currently housed. He explained that there are no other City buildings that could be used for this type of storage. Chairperson. Booth asked Acting Superintendent Gray to prepare a memo to Common Council outlininq the specifics of Che storage problems it the old sewage buildings are sold to the Senior Citizens Council . No action was taken. 7 . Fire Department A. Request Authorization to Purchase Computer Equipment From Code Enforcement Funds Fire Chief Olmstead presented a request to purchase computer equipment in the amount of $2 , 562 from New York State Code Enforcement Funds. Chief Olmstead explained that the computer equipment will assist in bringing the Fire Department and Building Department ' s computer systems on line with each other. He 11 BUDGET & ADMINISTRATION COMMITTEE MINUTES - 6/19/91 explained that the funds are received annually from the State for use by the Fire Department and Building Department. After a brief discussion, the following motion was made: RESOLVED, that the Authorized Equipment List of the Fire Department be amended by adding one Comutone Intelliport at $836 and one Compaq System Memory Board at $1,726 and be it further RESOLVED, that $2,562 be transferred from Account A690-6 New York State Building and Fire Code Aid to Account A3410-225 Other Equipment for the acquisition of such equipment. The motion passed 5-0. B. Request To Amend 1991 Budget for Sale of Fire Vehicle Fire Chief Olmstead presented a request to amend the 1991 Budget to reflect the sale of an old fire vehicle and the purchase of a new fire vehicle. Chief Olmstead stated that the 1991 Fire Department Budget included $20, 000 in the equipment accounts to purchase a new vehicle. This vehicle would replace the Fire Alarm Superintendent' s 1982 pickup truck (tt941) . It was understood at the time the 1991 budget was adopted that the $20, 000 in the budget would be supplemented by the proceeds that would be derived from the anticipated sale of an existing Fire Department vehicle. The proceeds realized from the sale of a 1981 Ward 179 pumper were not included in the 1991 Budget. Chief Olmstead explained that the City received $16, 898 from the sale of the 1981 Ward 179 pumper. The new vehicle purchased, a Hiawatha Utility Lift truck, cost $32 ,819. With the $20 . 000 included in the 1991 Budqet and the $16,898 iDroceed.s tram the sale at the 1981 Ward 179 pumper, a balance of $36, 898 was available for the purchase of the new vehicle which only cost $32 , 819 . The Fire Department decided to add $3 , 694 worth of equipment to the newly purchased vehicle. This still leaves a balance of $385 from the total funds that were available for the purchase of a new fire vehicle. After a brief discussion, the following motion was made: WHEREAS, the 1991 Authorized Equipment List included a Fire Alarm Vehicle with Boom System, to be funded from Budget appropriation of $20, 000 and the proceeds of the sale of a 1979 ward Pumper Vehicle, and 12 BUDGET & ADMINISTRATION COMMITTEE MINUTES - 6/19/91 6 WHEREAS, the said vehicle has been sold by sealed bid for $16,898 and WHEREAS, the total cost of the Fire Alarm Vehicle, inclusive of related fixtures and equipment, has been established at $36,513, now, therefore, be it RESOLVED, that the 1991 Budget be amended as follows: A. Increase Revenue Account A2665 by $16,513 B. Increase appropriation accounts A3410-215 Fire Dept Vehicles by $12,819 & account A3410-225 Other Equipment by $ 3,694 to allow the acquisition of said Vehicle and Equipment. The motion passed 4-0-1. Alderperson Golder abstained from voting because he was out of the room at the time of the discussion. 8 . Planning Department - Request to Allocate Funds from Capital Reserve Planning Department staff member Meigs presented a request to allocate $1, 000. 00 in funds from the capital reserve for energy improvements for the purpose of hiring a summer student intern to assist on the District Heating Study. Meigs stated that the City is three months into the District Heating Study. The Study was established with the understanding that the Planning Department would contribute an amount of staff support by the use of in-kind services. Tt was noted that the intern will be shared between the Planning Department and the City Energy Commission. Meigs stated that the Planninq Department's budget is very tictht ano rnaL the tundi;ic; ;_car cnis intern could not come from the Planning Department budget, but could be derived from the Energy Improvements Capital Reserve. Energy Ccmrlissior: Chairperson .Dew Durland approved the $1, 000 funding for the intern from the energy capital reserve. The following motion was made: RESOLVED, that $1, 000 be transferred from Capital Reserves x#24 for Energy Conservation Programs to Account A8020-435 Planning Department Contractual Services, to fund a contract for assistance in preparation of a District Heating Study. The motion passed 4-0. Alderperson Cummings was out of the room at the time of the vote. 13 BUDGET & ADMINISTRATION COMMITTEE MINUTES - 6/19/91 9 . Building Department - Codification Fee Review Acting Building Commissioner Eckstrom presented a request to review and update several types of fees charged by the Building Department. He stated that last year a number of the Building Department' s fees were revised. However, a number of other fees need to be reviewed and possibly updated. The following is a list of fees reviewed: A. Requested Inspections Outside Of Normal Business Hours Fee Acting Building Commissioner Eckstrom stated the fee for inspections requested outside normal business hours should be updated from the Building Department's current personnel costs of approximately $28/hour to the overtime rate of time-and-one-half, which would equal $42/hour. The two-hour minimum charge would be retained. This fee is not used often, but needs to be updated to $42 per hour. The following motion was made: RESOLVED, that the Building Department Fee charged for requested inspections outside the normal business hours be increased to $42 per hour to properly reflect the current personnel costs of the Building Department for such an activity. The motion passed 5-0. This motion will not go to Council at this time. (See the discussion following item G. ) B. Construction Fee Acting Building Commissioner Eckstrom stated that he is proposing a new fee to more accurately reflect the costs involving certain types of construction. The fee would be imposed for site work not involving buildings, but instead involving such work as private driveways, private streets, private parking areas, and private utility installations. The fee srh.edu.l.e would he as follows: Less than $2 , 000 of site work No fee $2 , 000 - $25, 000 of site work $6 for each thousand up to and including $25, 000 Over $25, 000 $150 for first $25, 000 Plus $1. 00 for each additional thousand or fraction thereof After a discussion, the Committee recommended that Acting Building Commissioner Eckstrom come back next month with a specific proposal for updated fees, and examples that will 14 BUDGET & ADMINISTRATION COMMITTEE MINUTES - 6/19/91 differentiate between the current building permit fee structure and this proposed fee schedule. C. Sign Permit Fees Acting Building Commissioner Eckstrom stated that he is recommending that the fees for sign permits be reviewed. The Charter and Ordinance Committee is currently looking at the sign ordinance. These fees will be reviewed after the C&O Committee process has been completed. No 'action was taken. D. Application to the Board of Zoning Appeals Fee Acting Building Commissioner Eckstrom stated that the $15. currently charged for the application process to the Board of Zoning Appeals does not properly reflect the current costs for advertising and incidental expenses. He recommended the fee be increased to $30. per application to better reflect the actual costs. The Committee recommended that Acting Building Commissioner Eckstrom come back next month on this item with examples of what other communities are charging for variance applications. No action was taken. E. Encroachment Fees Acting Building Commissioner Eckstrom stated that the current Encroachment Fee is $25. for the initial permit and $5 for the annual renewal. He felt the fee should be doubled to properly reflect the actual cost. The Committee asked Eckstrom to come back next month with the number of Encroachment Fees the Building Department has issued annually, and with examples of these types of permits. No action was taken. F. Certificate of Occupancy Fee Artinn Ruildi.na Commissioner Eckstrom proposed that the "er.3A:LLud't.e of Occupancy t'ee Xie increased to $28 per hour for each hour of inspection, review and analysis. The current fee too low, and it does not reflect the amount of time the Building Department expends in producing this document. After a brief discussion the following resolution was mads: RESOLVED, that the Building Department Fee charged for Certificate of Occupancy be increased to $28. per hour for each hour of inspection, review, and analysis to properly reflect the actual administrative costs, and, be it further RESOLVED, that the $28 per hour fee for a Certificate of Occupancy does not include any demolition or repair costs 15 BUDGET & ADMINISTRATION COMMITTEE MINUTES - 6/19/91 associated with the inspection, such costs will be borne by the individual(s) requesting the inspection. The motion passed 4-0 . Alderperson Cummings was out of the room at the time of the vote. This motion will not go to Council at this time. (See the discussion following item G. ) G. Temporary Certificate of Occupancy Fee Acting Building Commissioner Eckstrom stated that a temporary Certificate of Occupancy fee was charged last year to discourage inspections for temporary Certificates of Occupancy. They have been effective; however, problems with enforcement and public resentment have occurred as a result of these fees. He recommended a $28. per hour fee for inspection, review, and analysis time, which time period should be multiplied by the number of personnel involved in the inspection. The Committee stated that they would like to discuss this fee at a future meeting. No action was taken. Items A and F will not go to Council at this time. They will be included in the recodification package that is being assembled for the overall code revision being undertaken by the City. These two items will be included in a memo being prepared by the City Attorney regarding recodification. Council will vote on the items in the recodification package at one time. 10. Personnel - Request to Hire Labor Negotiator for PBA Contract Personnel Administrator Saul presented a recommendation to hire Jim Dennis as Chief Negotiator for the 1992 PBA Contract at an amount not to exceed $4 , 000. Proposals for services respecting these negotiations were reQuested. and only one proposal. was received. The proposal was re�el�e.c; Trow .)ir,i He has pertormed labor negotiations for the City in the past and, in fact, the City paid nim $4 , 000 last year for the Fire Contract. Personnel Administrator Saul recommends Jim Dennis to be hired for this labor negotiation. His performance in the past was good. The following motion was made: RESOLVED, that the City of Ithaca enter into an agreement with James P_ Dennis, to provide professional services in the field of _labor negotiations in connection with the negotiation of the 1992 Police Benevolent Association Labor C'ontract, at a cost not to exceed Four Thousand Dollars. The motion passed 5-0 . 16 BUDGET & ADMINISTRATION COMMITTEE MINUTES - 6/19/91 11 . Police Department A. Request to Standardize on Radio Equipment City Controller Cafferillo stated that the Police Chief could not be here for the meeting. Controller Cafferillo stated that this request is to standardize on Motorola Radio Equipment. This resolution has been an annual resolution for a number of vears. However, this year the time frame has been left out of the resolution so that it may be ongoing and not have to be voted on annually unless there is a change in the standardization. The following motion was made: WHEREAS, this Common Council has been requested by the City of Ithaca Police Department to standardize on Motorola radio equipment as the type of equipment to be used by the Ithaca Police Department to standardize as the type of equipment to be used by the Ithaca Police Department, and to authorize the City to purchase approved equipment from the manufacturer, or a representative thereof, and WHEREAS, it's deemed to be in the best interest of the City for reasons of efficiency, compatibility and economics to approve such standardization, as more fully spelled out in the following items: 1. The City of Ithaca Police Department presently has all Motorola radio equipment and radio console. 2. The Motorola voice privacy system presently being used by the Ithaca Police Department is not compatible with equipment manufactured by other manufacturers. 3 . This action will minimize the inventory of repair parts which would have to be maintained for the service of said radio equipment_ d . Tabor costs for maintenance and service of a standard type of equipment wii. . te less ttian if required to service several different types of equipment. 5. Present Motorola radio equipment has been satisfactory to the uses of the City of Ithaca Police Department. 6_ Standardization provides the need for only one service contract for its entire radio system, whereas additional contractual agreements would be required for other types of equipment; now, therefore, be it RESOLVED, that pursuant to Section 103, Subdivision 5 of the General Municipal Law of the State of New York, this Common 17 ry BUDGET & ADMINISTRATION COMMITTEE MINUTES - 6/19/91 Council hereby authorizes the standardization of Motorola radio equipment as the type of equipment to be used and purchased by the City of Ithaca Police Department. The motion passed 5-0. B. Request To Standardize On Badges City Controller Cafferillo stated that this request was to standardize on Badges manufactured by the Entenmann-Rovin Company. Again the time frame was left out to allow this resolution to be ongoing unless there is a change in standardization. The following motion was made: WHEREAS, this Common Council has been requested by the City of Ithaca Police Department to standardize on badges manufactured by the Entenmann-Rovin Company as the badges to be used by the Police Officers of the Ithaca Police Department, and to authorize the City to purchase approved badges from the manufacturer, or a representative thereof, and WHEREAS, it is deemed to be in the best interests of the City for reasons of efficiency, uniformity, compatibility and economics to approve such standardization, as more fully spelled out in the following items: 1. The City of Ithaca Police Department presently has all Entenmann-Rovin badges. 2. This action will provide for the standardization of all badges for the Police Department so that all Police Officers will have the same type badges which will be easily recognized by members of the public as the official badges of the City of Ithaca Police Department. 3 . Present Entenmann-Rovin badges are satisfactory to the uqe- of t'.he rity of Tthaea police Department; now, therefore, be it RESOLVED, that pursuant to Section 103, Subdivision 5 Of the General Municipal Law of the State of New York, this Common Council hereby authorizes the standardization of badges manufactured by the Entenmarin-Rovin Company as the badges to be used and purchased by the City of Ithaca Police Department.. The motion passed 5-0 . Keguesr To Amend 1991 Budget 18 BUDGET & ADMINISTRATION COMMITTEE MINUTES - 6/19/91 City Controller Cafferillo stated that the Ithaca Police Department has received $26, 915 from a Federal grant passed through the State of New York. The federal grant comes from a Federal Anti-Drug Abuse Funding Program. The 25% local match, $6, 729, was included in the Police Department' s 1991 Budget. The request is to amend the 1991 Budget to reflect the remaining portion of the grant or $20, 188 . The grant funds will be used to purchase various pieces of drug surveillance equipment. Alderperson Golder asked if the funds were restricted to a certain use. City Controller Cafferillo stated that he understood that the funds were restricted, but he would confirm this with the Chief. The following motion was made: WHEREAS, the City of Ithaca Police Department has received a grant for a Federal Anti-Drug Abuse Funding Program to be passed through New York State in the amount of $20,186, and WHEREAS, the 25% local match for the Anti-Drug Grant of $6,729 was appropriated in the 1991 Police Department Budget for a total program allocation of $26,915, now, therefore, be it RESOLVED, that the 1991 Budget be amended for the inclusion of the pass through New York State Anti-Drug Abuse Funding Program Grant as follows: Increase Revenues: Account A4320 Public Safety $20, 186 Increase Expenditures: Account A3120-225 Other Equip. $20, 186 The moticr4 passel ?-0-1 . Alderpersnn Golder abstained on h� ha^; r +11,pt- 1,P want—H cI ari f i cats nn on the restrictive use vi tcic y t ant urlals_ 12 . Finance .. Chamberlain - Request To Correct 1991_ City Tax Roll City Controller Cafferillo presented a request to amend the 1991 City 'fax Roll based on a miscalculation of exemption that resulted in an over-assessment with respect to 227-31 Linde.: Avenue. The taxable value of the property will cnange from $270, 100 to $16, 000. It was noted that these items are investigated by the County Assessor and that the City has little control over the adjustments. 19 Y BUDGET & ADMINISTRATION COMMITTEE MINUTES —6/19/91 Because of the large tax roll adjustment, the Committee asked the Controller to further investigate this tax roll adjustment before the Committee of the Whole meeting. After a brief discussion, the following motion was made: WHEREAS, pursuant to Section 554 (Sub 4A) of the Real Property Tax Law, the Director of Assessments has investigated an application for the correction of an error in essential fact filed by Cornell Radio Guild, and WHEREAS, the investigation revealed that miscalculation of exemption resulted in over-assessment of 227-31 Linden Avenue, and WHEREAS, the Director of Assessment recommends that the taxable value of this property be changed from $270, 100 to$16, 000; now, therefore, be it RESOLVED, that the 1991 Tax Roll for the City of Ithaca be amended to reduce the assessment of Tax Map number 64-9-6, and be it further RESOLVED, that the City Chamberlain is authorized and directed to make the appropriate changes in the Tax Roll and to prepare a new tax bill for this property. , Voting results on the motion were as follows: Ayes (3) Booth, Peterson, Romanowski Nays (2) Golder, Cummings The motion passed and will go to the Committee of the Whole. B. Controller - Bond Resolution �ity Controller Cafferillo stated that there will be a statutory installment Bond Resolution presented at the ''omror rouncil meeting i.r . consistent with what was at t.hP fini?r.i �l u�lr,Pt meet.ina. The statutory nf.TII:' Bnr1C1 ti 1 11. [)(- il; t)(1(! f;orid which will a:i lcc,7 r.rle Cit'_7 to reallocate '$150 , 000 in 1991 Budget Apn.ropriar_ions . No acti.ori was taken. Controller To Extend Authority To AjppKqve TransferE Chairperson Booth explained that about a year ago Council authorized the Controller to make line transfers within the Budget up tc a maximum of $5 , 000. In that resolution, a timeline was set to determine if the procedure was operating efficiently. The Committee agreed that the procedure was operating properly and that the timeline for these budget transfers should be extended indefinitely. y: BUDGET & ADMINISTRATION COMMITTEE MINUTES - 6/19/91 After a brief discussion, the following motion was made: RESOLVED, that the City Controller be and is hereby authorized to continue making requested amendments up to a maximum of $5,000 per instance based on written supportive departmental documentation provided; that at the Controller's discretion, any such departmental request may be subject to B&A and Council action; and further provided that the City Controller shall report in writing each month to the B&A Committee regarding the nature and magnitude of all transfers that have been made during that period. The motion passed 5-0. D. Report On Farmers Market Revenue Review City Controller Cafferillo gave the Committee a report on the current Farmers Market revenue status. He stated that in 1990 the City received $10, 047 . The revenue is based on the number of vendors participating in the Farmers Market. So far in 1991, the Farmers Market has not paid the City any amount. The Farmer Market contract money typically does not begin arriving until late May. No action was taken. 13 . Coddington Road Sale - Report Chairperson Booth stated that the Planning Committee voted to have the Planning Department and the City Attorney come up with proposals for selling/subdividing the frontage the City owns on Coddington Road that is part of a piece of property along the reservoir which the City purchased a year ago. The B&A Committee agreed with the Planning Committee' s vote on selling the frontage. 14 . Plan Review Officer - Report rhairnprson Rooth stated that last month this Committee discussed t.t1e hiring at *the Plan Review officer in the Building Department. He stated that this Committee discussed and voted in favor of hiring above Step I for the Plan Review Officer position. Chairperson Booth stated for the record that he has received a letter from the Union stating their position against hiring above Step I . 15. Special Budget Meeting Results _r -w:-!z -3eterni_nec! that the adjustments that can be made to the 1991 Budget from the Special Budget meeting will be put into a resolution, form and brought to the Common Council .meeti.ng i� July. 16. July B&A Meeting 21 BUDGET & ADMINISTRATION COMMITTEE MINUTES - 6/19/91 The July B&A meeting will be held at 7 : 30 on July 17, 1991. The meeting adjourned at 11: 10 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. 22