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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. 2 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 3 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 . 4 i 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 5 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: 6 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. 7 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. 8 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 9 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. 10 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 11 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 12 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 13 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. 14 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. 15