Loading...
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 . S 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 2 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 . 3 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 . 4 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. 5 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: 6 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. 7 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. 8 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. 10