HomeMy WebLinkAboutMn-B&A-1991-08-20 BUDGET & ADMINISTRATION COMMITTEE
REGULAR MEETING 7 :30 P.M. AUGUST 20, 1991
MINUTES
PRESENT:
COMMITTEE MEMBERS: Booth, Peterson, Romanowski, Golder
COMMITTEE MEMBERS EXCUSED: Cummings
OTHERS PRESENT:
City Controller - Cafferillo
Deputy Controller - Thayer
Mayor - Nichols
Assistant Superintendent of Public Works - Ferrel
Personnel Administrator - Saul
Assistant City Attorney - Kennedy
BPW Commissioner - Reeves
Energy Commission Chair - Durland
Fire Chief - Olmstead
Deputy Fire Chief - Wilbur
PBA Negotiator - Dennis
Members of the Media
1 . Opening Comments
Chairperson Booth stated the following changes to the
agenda:
A. Planning Department Item - Request authorization to
test GIAC roof for asbestos - no action is required.
B. Youth Bureau Item - Request to hire Assistant
Activities Center Coordinator at GIAC - no action
is required because of the Vacancy Review Committee' s
action.
C. Planning Department Item - Joint Transit Facility
discussion - this item will be deferred until the
September B&A meeting.
D. Legislative Budget - Addition of item - discussion.
E. Alderperson Salary - Table discussion to a future
meeting.
Members of the public were asked to speak on any topics; no
member of the public spoke.
2 . Committee to Proceed into Executive Session
The Committee voted, 4-0, to move into executive session to
discuss the upcoming PBA Contract Negotiations .
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BUDGET & ADMINISTRATION COMMITTEE MINUTES - 8/20/91
3 . Report From Executive Session
Chairperson Booth reported that the Committee discussed the
upcoming PBA contract negotiations with the City' s
negotiator, James Dennis, and gave him initial direction on
the negotiations . No action was taken.
4 . Attorney - Indemnification of City Employees and
Officers in Civil Suits - Discussion
Assistant City Attorney Kennedy discussed indemnification of
City employees and officers in civil suits with the
Committee. Chairperson Booth stated that Common Council, at
its last meeting, voted to approve the payment for the
defense of lawsuits regarding indemnification of City
employees but made no decision regarding indemnification.
It was noted that City Attorney Guttman had previously
distributed to all Common Council members, a memo that
covered some of the indemnification issues in regard to
civil actions filed against employees or officers in their
individual capacity. He also distributed a proposed
ordinance, that has gone to C&0, covering both defense and
limited indemnification.
Kennedy is requesting that the B&A Committee discuss the
parameters for an indemnification ordinance. She stated
that the Committee has to decide when the City will
indemnify City employees . She is generally recommending a
broad City indemnification policy.
The Committee discussed certain examples of when the City
should and should not indemnify the City employees . One
example of when the City should not indemnify the City
employee is as follows :
A City bus driver comes to work under the influence
of alcohol; while at work driving a City bus,
the bus driver runs over a pedestrian.
Chairperson Booth stated that he agrees with Kennedy' s
general recommendations regarding the situations when the
City should or should not indemnify City employees .
However, he stated a draft ordinance prepared by the City
Attorney' s office did not reflect those different types of
circumstances .
The Committee agreed that City employees should not have to
worry about their personal assets being threatened when they
are making a decision for the City that is expected of them
as City employees; including when honest mistakes are made.
The consensus of the Committee was to forward this
discussion to C&0, noting that it agreed with a broad
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BUDGET & ADMINISTRATION COMMITTEE MINUTES - 8/20/91
indemnification policy for which exceptions are clearly
noted. Booth stated Kennedy should do the following:
A. Prepare a memo stating the examples of when
the City should and should not indemnify a City
employee in a civil suit.
B. Redraft the proposed ordinance to include the
indemnification policy which Kennedy has stated
regarding when an employee knows the act is wrong,
but performs the act anyway.
After further discussion, the Committee took no formal
action regarding this topic. This item will be sent to C&O
for further discussion.
5 . DPW
A. Request to Purchase Two-Way Radios
Assistant Superintendent of Public Works Ferrel presented a
request to purchase two two-way radios for newly purchased
water and sewer vehicles .
Ferrel stated that the City' s water and sewer departments
had recently purchased a backhoe and a sewer jet vacuum
cleaner. Both of these vehicles were purchased under
budget. Ferrel is requesting that a portion of the
remaining funds from the vehicle purchases be used to
purchase two, new, two-way radios, one for the backhoe and
one for the sewer jet vacuum cleaner. He explained that the
installation of these radios in both vehicles will ensure
that effective communication is maintained within the water
and sewer departments . Ferrel also stated that each radio
would cost $900 for a total cost of $1, 800 . After a brief
discussion the following motion was made:
RESOLVED, that the Authorized Equipment list of the
Department of Public Works Water and Sewer Funds be amended
by adding one two-way radio at $900 to the water fund
authorized equipment list and one two-way radio at $900 to
the Sewer Fund Authorized Equipment list and be it further
RESOLVED, that the $1,800 be derived from available funds in
the following accounts:
F 8316-225 Shop & Equipment Other Equipment $900
G 8116-225 Shop & Equipment Other Equipment $900
to allow the acquisition of said equipment.
The motion passed 4-0 .
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BUDGET & ADMINISTRATION COMMITTEE MINUTES - 8/20/91
B. Request to Appropriate Capital Reserve Funds
Assistant Superintendent Ferrel, BPW Commissioner Reeves,
and Energy Commission Chair Durland presented a request to
appropriate $5, 000 from the Energy Conservation Capital
Reserve Fund to purchase Energy Software 'and possibly to
purchase Computer Hardware equipment.
Durland explained that currently the energy information for
the City is manually maintained. He stated that actually no
real records are maintained on energy trends for City
buildings . Durland explained that the software program that
the Energy Commission is looking to purchase will assist the
City in making future decisions regarding energy trends and
consumption on all City buildings . It was noted that the
information would still have to be entered by an employee.
Durland stated that the software program will pay for itself
rather quickly.
Durland further explained that the $5, 000 requested
represents a number of different items such as :
Software $2, 400
Hardware 1,500
Printer 500
Software Support 600
$5, 000
The Committee questioned the purchase of hardware and a
printer for this software program. Durland explained that
he is looking at some of the current computers in City Hall
to see if they could accommodate the software program.
However, at this point, he has not found a computer large
enough to hold the software. He stated that an upgrade of
one of those existing machines would cost as much or more
than a new machine.
The consensus of the Committee was to have Durland continue
his research on the possibility of installing the software
on one of the City' s existing computers . This item was
deferred until next month.
6 . Fire Department
A. Request to Expend Code Reimbursement Funds
Fire Chief Olmstead presented a request to expend $1, 195
from the City' s NYS Building and Fire Code Aid Funds for the
purchase of equipment and a software upgrade.
Olmstead explained that the City annually receives New York
State Building and Fire Code Aid for various equipment
purchases . It was noted that currently the Code Aid funds
have a balance of $7, 100 .
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BUDGET & ADMINISTRATION COMMITTEE MINUTES - 8/20/91
The request is to expend $1, 195 of the Building and Fire
Code funds for the purchase of two flat files with a
mounting base for storage of construction plans and
drawings, and to upgrade some of the Fire Department' s
existing software.
After a brief discussion, the following motion was made:
RESOLVED, that the Authorized Equipment list of the Fire
Department be amended by adding two flat files with mounting
base at $1,095 and one software upgrade at $100 and be it
further
RESOLVED, that $1, 195 be transferred from Account A69O-6 New
York State Building and Fire Code Aid to the following
accounts:
A 3410-225 Other Equipment $1,095
A 3410-425 Office Expense $ 100
to allow for the acquisition of such equipment.
The motion passed 4-0 .
The Committee requested the Controller to draft a resolution
and/or procedures to allow his office to make certain minor
amendments to authorized equipment lists so that these items
would not have to come to B&A for approval . The draft
procedures will be brought to a future B&A meeting for
approval.
B. Fire Department Fee Structure and Rate Discussion
Fire Chief Olmstead and Deputy Fire Chief Wilbur presented a
request to reevaluate some of the Fire Department ' s current
fees and rates .
Olmstead explained that the Fire Department has been meeting
with the C&O Committee recently relating to rewriting and
making additions to Chapter 55 of the Municipal Code in
order to allow charges for certain permits. The Fire
Department is looking to increase some current fees and add
some new fees to its current fee structure.
The C&O Committee has raised some concerns regarding the
Fire Department ' s fee structure. The C&O Committee was not
sure about which permits should involve fees . Olmstead
stated that he would like to get the fee structure on line
for the 1992 Budget. He stated that a number of permit fees
are in place; however, there are a number of new permit fees
that are currently being developed.
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BUDGET & ADMINISTRATION COMMITTEE MINUTES - 8/20/91
Olmstead discussed some of the permit fees with the
Committee. The Committee suggested that all fees be based
on an hourly rate which would properly reflect the actual
cost of Fire Department ' s time. These fees would be similar
to Police and Building Department fees .
Olmstead also stated that a large percentage of Brian
Wilbur ' s time is associated with Building Code enforcement
fees . Wilbur stated that he is involved with most of the
projects for which the Building Department charges fees .
Olmstead stated he just wanted to make the Committee aware
that some of the Building Department ' s fees include
consideration of Wilbur ' s time.
Olmstead stated that he wanted to request the following
items from this Committee:
A. Approve the permit fees for: blasting, fireworks,
FL&CMB Liq, LPG Perm, LPG Temp, bonfire, welding,
and asphalt kettle, so that they may be
established for the 1992 Budget.
B. Establish a fee structure for the new proposed
permit fees .
C. Establish municipal code language through the
C&O Committee for a Service Lost Recovery System,
which would allow for cost recovery of
non-emergency services now performed by the
Fire Department
A discussion on an hourly rate for these various permit fees
followed.The consensus of the Committee was to establish a
solid hourly cost for the permit fees based on the
Department ' s actual costs involved with each type of permit.
There was some concern stated about the possibility of
making it more difficult for the community to deal with the
City and that taxpayers are already paying for services
through the use of taxes .
The consensus of the Committee was to have the Fire
Department draft permit fees for all the existing and
proposed fees, based on an hourly rate, and return to this
Committee next month. No further action was taken.
7 . SPCA Doc' Enumeration Report
City Controller Cafferillo reported that he and the City
Clerk met with the representatives of the SPCA in previous
years to discuss a city-wide dog enumeration. He stated.
that the City has unsuccessfully tried a city-wide dog
enumeration. Cafferillo stated that the SPCA has suggested
that before the City attempts to undertake a full
enumeration, the SPCA would like to try the following:
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BUDGET & ADMINISTRATION COMMITTEE MINUTES - 8/20/91
Establish a publicity campaign in which the City
will advertise that it will license dogs in
conjunction with the vaccination clinics that are
held by Cornell and the Health Department.
- Send SPCA staff to the clinics to
issue dog licenses to City residents .
- Subsequently attempt a licensing campaign.
- Utilize an amnesty period.
- Perform an enumeration if all of the above fail .
Under this proposal the licensing campaign costs would be
picked up by the SPCA within their current contract. The
City would pick up the cost for the advertising.
The Controller stated that the City will attempt the
publicity campaign at this time. He also stated that the
advertising costs will be paid for through existing funds
allocated for advertising.
Cafferillo also stated that the SPCA has requested $39, 900
for their new contract with the City. The Human Services
Committee recommended that the amount of the 1992 contract
remain at the 1991 level of $38, 000 . The Controller will
clarify with the SPCA that the costs of the campaign are
included in the 1992 contract. He stated that if this is
not the case, he will bring the adjustment back to this
Committee. No action was taken.
8 . GIAC Pool
Chairperson Booth stated that increased authorization for
the GIAC Pool project went to Common Council, and it
approved the project at $520, 000 . However, there was an
amendment proposed to increase the project by an additional
$30, 000 to a total of $550, 000 . That proposed amendment
resulted in a split vote of 4-4 with the Mayor voting in
favor of the amendment. After a discussion, it was
determined that the amendment should come back to the Common
Council for a vote in September. This Committee is still in
favor of the capital project in the amount of $520, 000 . The
proposed $30, 000 increase will be considered again by
Council . No action was taken.
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BUDGET & ADMINISTRATION COMMITTEE MINUTES - 8/20/91
9 . Finance Department - Controller
A. Fire Station No. 6 - Request to Transfer Funds
Deputy Controller Thayer presented a request to transfer
$449 .23 from Unrestricted Contingency to the Fire
Department ' s Utility line to pay for the final NYSEG bill
for Fire Station No. 6 .
It was noted that the utility bill was for the period of
December 13, 1990 to April 4, 1991 . Because the City
declared this property surplus in December 1990, the
building was used by the Tompkins County EOC from December
13, 1990 to March 9, 1991 for shelter purposes . The
building was sold April 1, 1991 to Bangs Ambulance service.
The City' s share of the total utility bill of $2, 307 . 41 is
$449 . 23 . Thayer explained that the other portions of the
bill had been paid by Tompkins County EOC and Bangs
Ambulance. After a brief discussion, the following motion
was made:
WHEREAS, the City has received the final utility bill for
Fire Station No. 6 in the amount of $2,307 .41 and
WHEREAS, the City' s portion of the utility bill, based on an
allocation of agencies occupying Fire Station No. 6, is
$449.23, now, therefore, be it
RESOLVED, that $449.23 be transferred from account A1990
unrestricted contingency to account A3410-410 Fire
Department Utilities for the purpose of paying the City' s
portion of the final utility bill for Fire Station No. 6.
The motion passed 3-0 . Alderperson Golder was out of the
room at the time of the vote.
B. City Insurance Discussion
City Controller Cafferillo stated that the Controller' s
Office has been looking at the City' s current insurance
coverage carefully, specifically, the City' s Workman' s
Compensation coverage. He stated that some of the existing
employees have been improperly classified by the most recent
Worker ' s Comp audit. He stated that if we adjust these
employee classifications to more properly reflect the actual
work the employee is performing, the City can reduce the
Worker' s Comp rates . Our current insurance carrier has
agreed to adjust the 1990, 1991 and 1992 Worker' s Comp
rates, which will reduce our insurance costs . The total
amount of recovery from these adjustments has not yet been
determined.
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BUDGET & ADMINISTRATION COMMITTEE MINUTES - 8/20/91
Cafferillo also explained that the City is looking at all of
its insurance and related costs to determine what other
possible changes in insurance and risk management are
necessary or desirable. At this time we are working with
the County and a firm out of Rochester in determining if the
City needs to make a change in its risk management policy.
Cafferillo stated that he will give further reports as the
information becomes available.
It was noted that Alderperson Romanowski was excused for the
remainder of the meeting.
C. Bond Resolutions
City Controller Cafferillo stated that Bond Resolutions for
the following projects will be needed:
1 . Joint Transit Facility
2 . GIAC Pool
3 . GIAC Renovations
At this time, no action is needed by this Committee.
However, if the resolutions are ready by the September
Common Council meeting, they will be included in the B&A
Agenda. No action was taken.
D. Capital Project Chargebacks
City Controller Cafferillo stated that currently we are
looking into possible chargebacks of employee services to
capital projects . This would include employee services by
Department Heads, the City Attorney, and other City
employees, in relation to employee services performed for
various capital projects . As the appropriate information is
gathered for these charges, a report will be summarized and
given at a future B&A meeting to request increased
authorizations for various capital projects . No action was
taken.
E. Legislative Budget
Chairperson Booth stated that the alderpersons have not
turned in their budget as of this date. He stated that
there would be an extension until next month so that
Legislative Budget proposals may be submitted. This
proposed budget will then be turned into the City Controller
and Mayor.
10 . Next Meetinq Date
The Committee agreed to have the next B&A meeting on
Thursday, September 19, 1991 .
The meeting adjourned at 10 :50 P.M.
BUDGET & ADMINISTRATION COMMITTEE MINUTES - 8/20/91
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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