HomeMy WebLinkAboutMn-B&A-1991-07-17 e �
-BUDGET AND ADMINISTRATION COMMITTEE
REGULAR MEETING 7: 30 P.M. JULY 17, 1991
MINUTES
PRESENT:
COMMITTEE MEMBERS: Booth, Cummings, Peterson, Romanowski,
Golder
OTHER COMMON COUNCIL MEMBERS: Johnson, Blanchard
OTHERS:
Mayor - Nichols
City Controller - Cafferillo
Deputy Controller - Thayer
Planning Director - Van Cort
Acting Building Commissioner - Eckstrom
Police Chief - McEwen
Youth Bureau Director - Cohen
Planning Staff Member - Chatterton
GIAC Director - Fort
Deputy Fire Chief - Wilbur
Personnel Administrator - Saul
BPW Commissioner - Reeves
Assistant City Attorney - Kennedy
Acting Superintendent of Public Works/City Engineer - Gray
Deputy Planning Director - Sieverding
Transit Consultant - Carpenter
Representives from the S.P.C.A.
Members of the Media
1. Opening Comments
Chairperson Booth reported the following changes to the
agenda:
A. Additional DPW item - Request for transfer of
funds.
B. Additional DPW item - Request for Personnel
item in executive session.
C. Table the Building Department item until a
future meeting - request for fee review.
Chairperson Booth asked the public to speak on any topic; no
individuals spoke.
Chairperson Booth stated the next B&A meeting will be moved
to Tuesday night, August 20, 1991 at 7: 30 PM.
2 . S.P.C.A. Dog Enumeration Discussion
Representatives from the Tompkins County SPCA were present
to discuss a possible dog enumeration for the City of
Ithaca. Chairperson Booth stated that a dog enumeration was
tried, unsuccessfully, some years ago in the City. In
BUDGET & ADMINISTRATION MINUTES - 7/19/91
January 1991, the City negotiated a contract with SPCA for
dog control in the City of Ithaca. At that time, the B&A
Committee asked the SPCA to look into a possible City
program for dog enumeration.
The SPCA representatives stated that New York State has not
had a mandatory dog enumeration since 1979. However,
currently in state legislation is being proposed to bring
back the mandatory dog enumeration. The representatives
from the SPCA explained to the Committee the current dog
enumeration information for surrounding communities. They
estimated that the City of Ithaca, (population 29, 541) has
approximately 2, 950 dogs. In 1990 the City only had 970
licensed dogs. The average number of dogs is based on the
nationwide average of one dog for every ten City residents.
The SPCA estimated that the City could derive an additional
$44, 500 in revenue through additional dog fines and fees.
The SPCA representatives gave the City three options for
performing a Citywide dog enumeration:
A. Option 1, includes a Coordinator and a team,
coordinator plan, advertising campaign, door to door
campaign and campaign results; the total time involved
for this option would be 24 weeks at a total cost to
the City of $8, 600.
B. Option 2, includes a Coordinator, coordinator plan, .
advertising campaign, low cost labor to assist with
enumeration, door to door campaign and campaign
results, the total time involved for this option would
be 18 weeks at a total cost to the City of $4,200.
C. Option 3 , if the City cannot afford to hire a
coordinator and related items, the local media would
be used with the SPCA assisting the City as best they
could - the cost of this option was not estimated.
The representatives from the SPCA stated that they are
limited to how much they can assist the City with the dog
enumeration.
The SPCA representatives did state that they could collect
dog licenses for the City on Saturdays.
After a discussion regarding the SPCA proposals, the
consensus of the Committee was to examine the proposals more
thoroughly and have the City Controller attempt to clarify
the amounts and bring the proposals back next month for a
possible action. No action was taken.
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BUDGET & ADMINISTRATION MINUTES - 7/19/91
3 . Youth Bureau
A. GIAC Building Renovations Discussion
Planning Director Van Cort, Youth Bureau Director Cohen,
GIAC Director Fort and Sear Brown representative Coleman
were present to discuss the current status of the GIAC
Building Renovations.
A summary of estimated construction costs for the GIAC
renovations project was presented to the Committee. The
estimated renovation costs are as follows:
Elevator $138, 000
Basement 8, 000
First Floor (toilet rooms) 22, 000
Second Floor (exits) 16, 000
(toilet rooms) 8, 000
Sprinklerization 74, 000
Roof Replacement 113 , 000
Mechanical Systems 83 , 000
Van Cort stated that the GIAC renovation client committee
strongly recommends that the elevator, sprinklerization, and
the roof replacement be included in the project.
It was noted that the current capital project for the GIAC
renovations is authorized at $25, 000. Van Cort stated that
the original contract with Sear Brown for design development
was established at $12 , 000. He stated that to get through
the final stages of the design development, the GIAC
renovations client committee is suggesting that another
$7, 500 be approved to amend the current contract with Sear
Brown. The additional $7 , 500 will allow Sear Brown to
establish solid cost estimates for the GIAC renovations
project. It was noted that the GIAC renovations capital
project has enough money to accommodate this $7, 500
additional request.
It has been determined by the client committee that the
elevator is required for the handicapped. The elevator will
make all three floors of the GIAC building accessible.
Chairperson Booth stated that Council needs a clear view of
the following regarding to the GIAC building:
A. Clarification of City uses and non-City uses in
the GIAC building.
B. The rental arrangements for the non-City tenants
now occupying GIAC.
Chairperson Booth stated that the space allocation study in
its most recent form should be brought to the B&A Committee
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BUDGET & ADMINISTRATION MINUTES - 7/19/91
next time the GIAC renovation issue is discussed at B&A.
The following motion was made:
WHEREAS, the total projected cost of completing design
development of the GIAC building renovations, including the
provision of a more definitive cost estimate, is $19,500. ,
and
WHEREAS, the original agreement with Sear Brown Group
established an amount not to exceed $12,000. for the
performance of said original services; now, therefore, be it
RESOLVED, that the Mayor is hereby authorized to execute an
amendment to said agreement for an additional amount not to
exceed $7,500. , which amount shall be paid from the Capital
Project fund established for this project.
The motion passed 5-0.
B. GIAC Pool Discussion
Planning Staff Member Chatterton and GIAC Director Fort
presented the Committee with an update on the GIAC Pool
Project. . They stated that last month the B&A Committee
asked the client committee to establish the GIAC Pool
project cost and identify alternatives for reducing those
costs.
Chatterton stated that the GIAC Pool client committee
recommends that the GIAC Pool project be authorized at
$550, 000. The project would include the following items:
Pool (Stainless Steel Pool and Gutter System
@ 8 - 12 feet deep)
Pool House
Asphalt Roof
Pavilion
Fence
Bath House
Wading Pool
Basketball Court Repaving
Brick Plaza
It was determined by the client committee that the stainless
steel pool will be cheaper than concrete in the long run,
based on annual maintenance costs.
Alderperson Romanowski suggested that the $30, 000 pavilion
should be left out of the project. The client committee for
the GIAC pool project would like to have budget approval
tonight so that the pool could be functional by the summer
of 1992 .
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BUDGET & ADMINISTRATION MINUTES - 7/19/91
It was noted the current GIAC pool project budget is
$450, 000. City Controller Cafferillo stated that the
additional $100, 000 increase in the project could come from
$95, 000 in BANS and $5, 000 from the unrestricted
contingency.
The client committee recommended that the pavilion remain in
the pool project. They felt the pavilion added to the
pool 's appearance and would allow for increased program use
at the pool.
It was also noted that the client committee for this project
was still undecided on the actual pool depth. The $550, 000
budget included an 8 foot deep pool, but many individuals
wanted a 12 foot pool depth for diving purposes. The client
committee stated they will come back next month with a pool
depth recommendation. The following motion was made:
Increase the GIAC pool capital project authorization by
$100,000 to a total project budget of $550,000.
An amendment to the motion was made as follows:
Increase the GIAC pool capital project authorization by
$70,000 to a total project budget of $520,000 and have
the GIAC client committee distribute the cost as
appropriate.
Voting results on the amendment were as follows:
Ayes (3) Booth, Romanowski, Peterson
Nays (2) Cummings, Golder
The amendment passed
The following amended motion was made:
WHEREAS, the conceptual design of the GIAC pool project has
been completed, and
WHEREAS, based on said design, the client committee has
recommended that the original project authorization of
$450,000. be amended to reflect a revised scope of work and
the corresponding projected increase in cost, and
WHEREAS, due to budgetary constraints, the B&A Committee has
recommended certain further economies should be made in the
design of the facility; now, therefore, be it
RESOLVED, that Capital Project #217 for the construction of
the GIAC pool be amended from $450,000. to a maximum cost of
$520,000. , and be it further
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BUDGET & ADMINISTRATION MINUTES - 7/19/91
RESOLVED, that the additional $70, 000. be financed as
follows:
A. Down payment of $3,500. shall be transferred from
account A1990 unrestricted contingency.
B. The balance of $66,500 shall be derived from the
issuance of Serial Bonds.
Voting results on the amended motion were as follows:
Ayes (4) Cummings, Golder, Booth, Peterson
Nays (1) Romanowski
The motion passed.
C. Request Addition to NYS Education Dept• Ithaca
School District A.C.E.-Grant
Youth Bureau Director Cohen presented a request to expand
the Access to College and Employment program. He stated
that the Youth Bureau has been advised by the Ithaca City
School District that an additional $9, 438 in funding will be
received from the New York State Education Department.
Cohen explained that the goal of the A.C.E. program is to
assist a group of high school students to successfully
complete high school and go on to a post-secondary program.
The $9, 438 in funding will be used to hire one full time
youth worker and reclassify one full time youth worker to a
youth program coordinator. It was noted that the two
resolutions passed by the Common Council at last month's
Common Council meeting relating to increases in personnel
from Grants must be revised. It was noted that the word
temporary cannot be used in those situations. The positions
hired from the funds of these Youth Bureau grants are
contingent on the continuation of the grant funding.
After a brief discussion, the following motion was made:
WHEREAS, the City of Ithaca Youth Bureau will be receiving
an additional $9,438. in funding from the Ithaca City School
District for an expansion of the Access to College and
Employment Program, and
WHEREAS, the program funding will assist a group of students
on the transition from elementary school to middle school;
now, therefore, be it
RESOLVED, that, contingent upon the Youth Bureau's receipt
of such funding, the Youth Bureau Personnel Roster be
amended as .follows:
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BUDGET & ADMINISTRATION MINUTES - 7/19/91
Add: One (1) Youth Worker
Reclassify: One (1) Youth Worker to One (1)
Youth Program Coordinator
and be it further
RESOLVED, that the additional roster positions established
as a result of this funding are subject to the continuation
of such funding from the Ithaca City School District, and be
it further
RESOLVED, that the 1991 Youth Bureau Budget be amended as
follows:
Increase Revenue Account:
A 2070 Contributions to Youth $9,438.
Increase Appropriation Accounts:
A 7310-110 Youth Program, Staff $7,470.
A 9030 Social Security $ 571.
A 9040 Workers Compensation $1,397.
and be it further
RESOLVED, that the Common Council resolutions 17.3 and 17.5
pertaining to the Youth Bureau approved at the July 3, 1991
Common Council meeting shall be amended by replacing the
language "temporary positions" with the language "positions
are contingent on the continuation of the Grant Funding. "
The motion passed 5-0.
4 . Police Department - Request to Transfer Funds
Police Chief McEwen presented a request to transfer $400
from the Drug Forfeiture account to the Police Department' s
telephone account.
McEwen stated that the City receives drug forfeiture money
trom the Federal Government which is passed through New York
State to the City. The balance in the forfeiture account is
$938 . It was noted that the Drug Funds may be used for any
purpose. In this instance, the money will be used for the
installation of an additional investigative phone line for
the Police Department.
After a brief discussion, the following motion was made:
RESOLVED, that $400. be transferred from account A690-8 Drug
Seizure monies to account A3120-405 Telephone Services, to
cover the cost of installing an additional investigative
phone line for the Police Department.
The motion passed 5-0.
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BUDGET & ADMINISTRATION MINUTES - 7/19/91
5. Committee to Proceed Into Executive Session
The Committee voted, 5-0, to move into executive session to
discuss a number of personnel items and possible litigation.
6. Report From Executive Session
Chairperson Booth stated that the Committee took the
following actions during the executive session:
A. Police Department - Request to Hire Police
Dispatcher Above Step I
RESOLVED, that Bruce Holmstock be appointed to the position
of Police Dispatcher at an annual salary of $16,554. , that
being Step 3 on the 1991 CSEA Administrative Unit
Compensation Plan, effective August 5, 1991.
The motion passed 5-0. It was noted that the appropriate
union representative will be notified prior to Common
Council action on this item.
B. Police Department - Request to Hire
Administrative Secretary
RESOLVED, that the Personnel Roster of the Police Department
be amended as follows:
Delete: One (1) Confidential Secretary to the
Police Chief
Add: One (1) Administrative Secretary
and be it further
RESOLVED, that the transfer of Administrative Secretary Lisa
Cornell from the Department of Public Works to the Police
Department be approved at an annual salary of $20,274. , that
being Step 5 on the 1991 Confidential Employees Compensation
Plan, ettective August 26, 1991.
The motion passed 5-0.
C. Police Department - Report On Current Overtime
Police Chief McEwen gave the Committee a brief report on the
current status of Police Department overtime. He stated
that currently $170, 000 has been spent of the Police
Department Overtime budget of $182, 000. McEwen stated that
a number of items have led to the increased overtime
expenditures. No action was taken.
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BUDGET & ADMINISTRATION MINUTES - 7/19/91
D. City Attorney - Request City of Ithaca to defend
City Employees in Future Litigation
The Committee discussed this issue and directed the City
Attorney's Office to draft legislation that would authorize
the City to pay for the defense of a City employee who is
sued personally in a civil suit for some action or
non-action by the person when acting as a City employee.
The Committee did not discuss a specific draft of this
legislation, but it instructed the City Attorney' s Office to
prepare draft legislation for the Committee of the Whole.
The Committee also told the City Attorney that it would not
make any recommendation at this time concerning legislation
dealing with the issue of when the City would indemnify a
City employee who is sued personally in a civil action and
loses or settles that litigation.
7 . Discussion on Common Council Salaries
Alderperson Cummings presented the Committee with a proposal
relating to Alderperson' s pay and benefits. She stated that
because financial and legislative burdens have been shifted
to the local level, the job requirements for alderpersons
have increased. She further stated that in 1976 Common
Council defined the alderperson' s average work load as four
hours a week. Alderperson Cummings stated that this work
load amount is inaccurate. She also stated that the
alderperson' s current pay has not increased since 1987 . She
proposed the following changes to help correct some of the
current alderperson's problems:
A. Recompute the average work week for Alderpersons.
B. Consider a salary increase effective January 1,
1992 .
C. Establish a mechanism for future salary
adjustments.
D. Set a duration for the adjustment mechanism.
E. Establish an education/training incentive system.
F. Establish a legislative intern program.
G. Establish an office for the Alderpersons to use.
H. Establish a system of childcare reimbursement for
Alderpersons.
I . Limit Council terms to two consecutive four year
terms.
A discussion followed on some of the proposed items. It was
the consensus of the Committee that the average work week
should be recomputed. The Committee felt that if each
Alderperson maintained a time log for a period of time, then
an average week work load could be established.
Committee members also stated that the salary increase has
come at a bad time considering the City's current budget
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BUDGET & ADMINISTRATION MINUTES - 7/19/91
problems as a result of the State reductions in per capita
aid. However, the Committee stated that they would discuss
the salary issue at the August B&A meeting. Members stated
that the other items could be discussed in the future,
possibly at the 1992 Budget discussions in November. The
following motion was made:
RESOLVED, that each Common Council member is urged to
maintain a record of his/her duties as a Council member for
the period of September 1991, which record shall be utilized
to create a more realistic definition of the average amount
of time per week that the City assumes is required for a
Council member to undertake the duties of his/her office.
Voting results on the motion were as follows:
Ayes (3) - Booth, Cummings, Romanowski
Nays (2) - Peterson, Golder
Motion passed and will be sent to Council 's next Committee
of the Whole meeting.
8 . Planning Department
A. Joint Transit Facility
Deputy Planning Director Sieverding presented a request to
increase the authorization for the Joint Transit Facility
Capital Project.
Sieverding explained to the Committee the changes that have
taken place on this project. He stated that several of the
key steps to make this project go have been completed at
this time. He stated that many items in the proposed
building were changed or reduced. The actual construction
cost for just the facility have been reduced from $5, 252 , 500
to $4 , 478 , 813 which represents 49,960 of gross square feet
compared to an original amount of 55, 000. He stated that on
Jane 28 the 70'-� design package was submitted to both UMTA
and NYSDOT. Finai commitments are expected by both agencies
in September. The initial reaction by both parties, to the
70% design package, is positive.
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BUDGET & ADMINISTRATION MINUTES - 7/19/91
Sieverding presented the Committee with the budget numbers
as follows:
Total Project Cost $6, 074 , 966
Sources of Funding:
Federal Section 3 $3 , 150, 000
Federal Section 18 100, 000
NYSDOT 448, 000
Local 2 , 376, 966
$6, 074 , 966
Sources of Local
Funding Net:
Tompkins County $ 571,961
City of Ithaca 232, 241
Cornell University 1, 128,483
$1, 932, 685
Sieverding stated that the local funding amount is a net
value. Various credits including the City' s $346, 000 land
sale are included in the net amount of local funding. .
The current Joint Transit Facility Capital Project
authorization is $65, 000. The Joint Transit Facility
Committee is recommending that the project be increased to
the maximum amount of $232, 241 or an increase in the project
authorization of $167, 241.
Sieverding stated that if the project budget is approved at
the August 7th Common Council meeting, bids will go out
August 15th and will be due September 10th. Construction
for this project could start as soon as October 1st.
Sieverding explained that the environmental assessment for
this project is complete and has been distributed to the
appropriate agencies.
The County is the lead agency for the environmental review.
The county has issued a negative assessment in relation to
the environmental review. It was noted that all
participants in this project are very positive about the
project.
Sieverding stated that the Construction and Operation
Agreement has been completed. The agreement states the
responsibilities of each of the parties relative to the
construction, operation and financial management of the
facility during the project. The agreement needs to be
discussed by each of the parties. The consensus of the
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BUDGET & ADMINISTRATION MINUTES - 7/19/91
Committee was to review the Construction and Operation
Agreement next month.
After a discussion on the contract agreement the following
motion was made:
WHEREAS, the revised total estimated cost of the Joint
Transit Facility Project is $6, 074,966. , and
WHEREAS, the local share of $2,376,966. for that facility
will be allocated as follows:
A. Cornell University $1,188,484
B. Tompkins County 594,241
C. City of Ithaca 594,241
$2,376,966
and
WHEREAS, with respect to the City's share of the costs of
this project, the City is providing land valued at $346,000.
and equipment valued at $16,000. to the project, thereby
leaving a balance of $232,241. to be funded, and
WHEREAS, Capital Project #229 was established in 1990 and
amended in 1991 by advancing a total of $65,000. from
Capital Reserve #22 for Bus Acquisition; now, therefore, be
it
RESOLVED, that Capital Project #229 is hereby amended to a
maximum authorized cost of $232,241. , to be financed as
follows:
A. The statutory 5% down payment shall be
funded from Capital Reserve #22
for buses $ 11,612
B_ The balance of $220.629. shall be
financed by the issuance of
Serial Bonds $ 220,629
Total $ 232,241
Alderperson Cummings stated that she will vote against this
project because of the location near the waterfront and a
school Alderperson Golder also stated he will vote against
this project because of the current budget problems. Voting
results on the motion were as follows:
Ayes (3) Booth, Romanowski, Peterson
Nays (2) Cummings, Golder
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BUDGET & ADMINISTRATION MINUTES - 7/19/91
The motion passed and will go to the next Common Council
Committee of the Whole meeting.
B. Request to hire Architect for Day Care Center
Acquisition and Renovation Project
Deputy Planning Director Sieverding presented a request to
hire an Architect for the Day Care Center Acquisition and
Renovation project. He stated that the client committee for
this project has recommended that an architect be hired to
perform a feasibility analysis on the building. He also
stated that after he toured the building he felt that the
renovations will probably exceed the City's $82 , 000 budget
for such work.
Sieverding explained that a number of requests for proposals
have been received with costs ranging from $2 , 500 to$9, 500.
The client committee has reviewed the proposals and
recommends that Matrix Architects be selected at a cost not
to exceed $4 , 020. The analysis will be brought back to this
meeting in September. He also stated that there may be a
potential problem with the environmental assessment for this
facility, but that he will look into the matter and report
back next month.
After a discussion, the following motion was made:
WHEREAS, the Client Committee for a Day Care Facility at
201-205 East Tompkins Street in the City of Ithaca has
reviewed proposals for the provision of a feasibility
analysis including conceptual design services in connection
with proposed renovation to the former B T Glass Building,
and
WHEREAS, Matrix Architects has been selected to perform said
services, now, therefore, be it
RESOLVED, that the Mayor be authorized to execute an
;:agreement with Matrix Architects for the provision of said
sevvzces at a cost not to exceed $4,020. , which amount shall
be paid from the Capital Project fund established for this
project.
The motion passed 5-0. It was noted that both Alderpersons
Peterson and Golder left after this discussion for the
remainder of the meeting.
9 . DPW - Appropriation of Capital Reserve Fund Monies
Acting Superintendent of Public Works/City Engineer Gray
presented a request to appropriate $12, 657 from Capital
Reserve #17 for sewer construction to pay for an emergency
repair. He stated the repairs were needed for a sewer main
which was located under the East Clinton Street bridge. The
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BUDGET & ADMINISTRATION MINUTES - 7/19/91
Board of Public Works approved the transfer at its meeting
earlier in the day. The following motion was made:
WHEREAS, unforeseen emergency repairs were made to sanitary
sewer lines in connection with the East Clinton Street
Bridge Project; now, therefore, be it
RESOLVED, that $12, 657. be transferred from Capital Reserve
#17 for Sewer Construction, to G8121-435 Sewer Maintenance
to finance the cost of such emergency repairs.
The motion passed 3-0.
10. Committee to Proceed Into Executive Session
The Committee voted, 3-0, to move into executive session to
discuss two personnel items and two possible litigation
items.
11. Report From Executive Session
Chairperson Booth stated that the following actions were
taken during the executive session:
A. Request To Hire Assistant Superintendent of
Streets and Facilities
RESOLVED, that Richard L. Ferrel be provisionally appointed
to the position of Assistant Superintendent of Public Works
- Streets and Facilities, at an annual salary of $43,000. ,
effective August 12, 1991.
The motion passed 3-0.
B. Request To Hire Assistant Superintendent of
Water and Sewer
The Committee approved this position by a vote of 3-0 with a
calary not. to Pxceed $48 . 000. At the ti.me of the meeting
t_.ne exact salary was unknown and the individuai had not been
finally selected. The motion will go forward to the next
Common Council Committee of the Whole meeting.
C. Request Additional Funds For Litigation
RESOLVED, that $1,000. be transferred from Account A1990
Unrestricted Contingency, to Account A1420-435 City Attorney
Contractual Services, to pay for additional legal services
in connection with litigation brought in Nevada against the
City.
The motion passed 3-0.
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BUDGET & ADMINISTRATION MINUTES - 7/19/91
D. Request To Pursue Litigation Against Tompkins
County
RESOLVED, that the Assistant City Attorney is hereby
authorized to pursue litigation against the Tompkins County
Board of Assessment and Review, and the Tompkins- County
Division of Assessment relative to the tax exempt status of
the City Hall Annex property.
The motion passed 3-0.
The meeting adjourned at 12 : 05 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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