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HomeMy WebLinkAboutMn-B&A-1991-11-07 - Budget Meeting BUDGET AND ADMINISTRATION COMMITTEE BUDGET MEETING 7 : 30 P.M. NOVEMBER 7, 1991 MINUTES PRESENT: COMMITTEE MEMBERS: Booth, Peterson, Cummings, Golder, Romanowski (arrived late) OTHER ALDERPERSONS PRESENT: Daley, Schroeder, Blanchard, Hoffman, Johnson OTHERS PRESENT: Mayor - Nichols Controller - Cafferillo Deputy Controller - Thayer BPW Commissioner - Berg Fire Chief - Olmstead Commons Coordinator - Deming Youth Bureau Director - Cohen City Chamberlain - Parsons City Clerk - Paolangeli City Attorney - Guttman Personnel Administrator - Saul Volunteer Coordinator - Lynch Fire Board Representatives Members of the Media 1 . Opening Comments Chairperson Booth stated that the following ground rules apply to the 1991 Budget process : A. A motion will be made to accept the Mayor' s budget subject to all amendments . B. Five members of Council will represent a quorum. C. All department budgets will have the possibility to be amended until the adoption of the final 1992 budget on December 4, 1991 . D. The votes on department budgets will be passed by the majority of those members in attendance (i.e. , if ten members are present, it would take six votes for a majority) . The 1992 Budget meeting schedule was given as follows : 11/7/91 7 : 30 PM Budget Overview, key elements, Commons Advisory, Finance Department BUDGET MEETING 11/7/91 11/12/91 7 : 30 PM Revenues, Building Department, Planning Department, INHS and Other 11/13/91 8 : 30 PM Youth Bureau, GIAC, Human Services plus Community Service Agencies 11/19/91 7 : 30 PM Department of Public Works, Water, Sewer Joint Activity, Solid Waste Funds and Capital Projects 11/21/91 7 : 30 PM Police Department, Fire Department, City . Attorney, City Prosecutor 11/25/91 7 : 30 PM Open for Carry-Over Items 11/26/91 7 : 30 PM Public Hearing and Regular B&A meeting Chairperson Booth stated that tonight ' s agenda will be as follows : A. Mayor/Controller Budget overview B. Council ' s areas of concern for the 1992 Budget C. Specific Budget items: - Commons Advisory - Finance Department (including Personnel, Purchasing, Traffic Violations) Members of the public and the City staff were asked to speak on any topic, the following person spoke: Fire Chief Olmstead stated that the Board of Fire Commissioners had a special meeting Tuesday to discuss the 1992 Budget. He stated the Board of Fire Commissioners passed a resolution which stated that a copy of the original Fire Department Budget submitted to the Mayor will be given to each member of Council. He also stated that if the Council members have any questions regarding the Fire Department Budget to please contact himself or the Board of Fire Commissioners . Chief Olmstead stated that, if possible, the questions should be brought up prior to the November 21, 1991 Budget discussion relating to the Fire Department. A copy of the Fire Department Budget was presented to each member of the Council . The following motion was made: Adopt the 1992 Mayor ' s Budget of $30,427 , 838 for discussion purposes . The motion passed 9-0 . Alderperson Romanowski was out of the room at the time of the vote. 2 BUDGET MEETING 11/7/91 2 . Mayor' s Budget Statement - Overview of 1992 Budget Mayor Nichols stated that the City is completing 1991 with very little fund balance and that if we have any chance to increase the fund balance it should be done. He stated that this is the most difficult Budget ever because of large reductions in State Aid. Mayor Nichols stated that he has tried to keep the property tax increase as low as possible (4 . 9%) for 1992 . He stated that he would like to keep to the policy of avoiding layoffs . However, a two to three year plan has been established to possibly eliminate 60 positions through attrition. Mayor Nichols explained that if items are added to the 1992 Budget there will have to be a corresponding deletion in some area. He stated that this process will be sure that the current 4 . 9% tax increase will be maintained. He stated that every line of the 1992 Budget was examined carefully by himself and the City Controller. Each Department Head was involved in the 1992 Budget process . Mayor Nichols stated that the Fire Department Budget was the budget with the least agreement from the Department Head and related Commissioners . He stated that he is meeting with the Board of Fire Commissioners next week to further discuss the 1992 Fire Department Budget. 3 . City Controller Statement of 1992 Budget City Controller Cafferillo stated that the Mayor' s Budget Message was important in that it established possible procedures for a two to three year recovery by avoiding layoffs and maintaining City programs . He stated personnel costs need to be reduced by retirements . Cafferillo stated that the 1992 Budget has a number of items that are recommended to be capitalized including equipment. He stated in the past these items have not been capitalized because the City has had the resources to fund these items through the operations budget. He explained that this year, with the large reductions in State Aid, the operation budget can not fund these equipment purchases . Therefore, these items should be capitalized. Most of the projects recommended for capitalization will be using the City' s own staff and equipment. A discussion on the possibility of asking the current Unions to possibly hold the line on salary increases followed. The Mayor stated that this could be done, but that he would not 3 BUDGET MEETING 11/7/91 recommend it because he wants to get the maximum effort out of the current staff . Mayor Nichols stated that reducing or deleting annual salary increases has a negative affect on staff. It was noted that the Council would like to receive ongoing status updates on positive and negative issues relating to the Union Contract negotiations. 4 . Common Council Members Concerns for the 1992 Budget The following items represent the areas of concern that each of the Common Council members raised in relation to the 1992 Budget. Alderperson Peterson presented her concerns as follows : A. Discuss possible early retirement for City employees . B. Increase Revenue areas . C. Status of the Pay Equity Study. Alderperson Hoffman presented his concerns as follows : A. Agrees with the solid waste approach in 1992 Budget. It allows citizens some control over expenses . B. Attrition for reducing personnel costs . Attrition allows some departments to absorb a greater portion of the personnel reductions . C. Problems at the Water Plant/Dam. D. Health Insurance costs . E. Police, Fire, Human Services and Public Transportation should not be cut back. Alderperson Schroeder presented his concerns as follows: A. Trash Tag increase - sees greater problem with apartments adhering to the trash tag rules and regulations . B. Continue long term planning in Southwest Park. Alderperson Golder presented his concerns as follows: A. Cooperation with City workers - possible freezing of Health Insurance costs for retirees. B. Maintain current level of public transportation. C. Youth Bureau Programs/GIAC. D. Gross Utilities Receipt Tax. E. Community Services (i. e. , Citizen Pruners) to assist City with services. 4 BUDGET MEETING 11/7/91 Mayor Nichols presented his concerns as follows: A. State Aid is in 1992 as if the State will not cut aid in 1992 . 1992 Budget has contingency items in case State Aid is cut. B. Fund Balance needs to be increased. C. Sale of surplus property. Alderperson Johnson presented his concerns as follows: A. State Aid for 1992 . B. Human Services effort should be maintained. C. Reduce salary increases. D. Fire Department Budget. E. Sell surplus City property. Alderperson Cummings presented her concerns as follows : A. Establish long term plan for Revenues/sale of property. B. Planning issues are important - prioritize planning items (Southwest Park) . C. Expand tax base. D. Federal Government Revenues. Alderperson Daley presented his concern as follows : A. Anticipate State Aid loss and reduce 1992 State Aid Revenue. Alderperson Blanchard presented her concerns as follows : A. City must be honest with public - tax increase is proposed at 4 . 9% - other increases other than taxes (i.e. , trash tags, water and sewer rates) . B. Prioritize City staff. Chairperson Booth presented his concerns as follows : A. Maintain property tax at prior year average (5% to 5-1/2%) . B. Determine contingency items in Mayor' s Budget - Vacancy Committee must change - only fill position in emergency situations . C. Increase fund balance. D. Put some amount of part-time seasonal monies in 1992 Budget in Contingency Budget for offset of State Aid. E. Ask DPW for dollar amounts relating to possible increase in revenue/expenditures for change at 5 BUDGET MEETING 11/7/91 Stewart Park. Mayor Nichols noted that Stewart Park was monitored on one weekend. The results were as follows : 22% of cars were City residents 78% of cars were outside City residents 2000 cars were counted as using Stewart Park in one weekend. F. State Aid possible reductions 18% . G. Capitalization of projects/equipment - reduce positions over a period of years . Alderperson Elect Berg presented his concerns as follows : A. Increase Revenues at parking ramps . 5 . Commons Advisory Budget The Mayor ' s recommendation for the Common Advisory Budget was $35, 607 . Commons Coordinator Deming presented her 1992 Budget to the Committee. She stated that the Mayor' s recommendation is a 6% decrease from 1991 . Deming presented a request to increase her Budget by $1, 070 . in the 120 account for hourly part-time and seasonal salaries . Deming explained that the increase of $1, 070 . was needed to allow for the 580 hours of her time that will be used on the expanded Commons Improvements Capital Project. Deming explained that someone would have to cover the Commons Coordinator office during the period of the Commons Improvement project. The requested $1, 070 increase will allow for this to happen. it was noted that the Commons Advisory Budget was one of the few budgets that was not previously discussed between the Mayor and the Department Head. After a discussion on the increase, the following motion was made: Amend the Commons Advisory Budget by $1,070. in account A8510-120 Hourly Part-time and Seasonal Salaries to reflect the increase in hours for the seasonal staff member. The Mayor, Alderpersons Hoffman, Peterson and Booth were against this increase because there will be many more important budget increases to deal with in the future discussions . Voting results on the amendment were as follows: 6 BUDGET MEETING 11/7/91 Ayes (5) - Daley, Johnson, Schroeder, Cummings, Blanchard Nays (4) - Booth, Peterson, Hoffman, Golder The motion passed 5-4 . Alderperson Romanowski was out of the room at the time of the vote. Deming stated that she had no other requests for her budget. The following motion was made: Approve the Commons Coordinator Budget as amended in the amount of $36,677 . Voting results on the motion were as follows : Ayes (6) - Daley, Johnson, Schroeder, Cummings, Blanchard, Golder Nays (3) - Booth, Peterson, Hoffman The motion passed 6-3 . - Alderperson Romanowski was out of the room at the time of the vote. 6 . Mayor' s Budget The Mayor' s Recommendation for the Mayor' s Budget was $58, 388 . Mayor Nichols stated that this was a 6% decrease from the 1991 budget. A discussion on telephone cost increases followed. It was noted that the Mayor recommended a $450 increase in telephone costs for his Budget. This increase properly reflects the current cost of the telephone system. Deputy Controller Thayer stated that because of the new telephone system all Departments have seen some amount of increase in telephone costs . He explained that the increases in costs reflect the increase in trunks, telephones and the monthly fee for basic service from New York Telephone. He stated he would give a full analysis of telephone costs in the future. It was noted that the 110 account, Salaries, Staff, increased to reflect the 1992 contract salary increases. It was noted that all salaries under a contract will be increased in 1992 . The managerial employees who are not under contract do not show salary increases, but there is an amount in the Budget under restricted contingency for this purpose. 7 c 4f BUDGET MEETING 11/7/91 Alderperson Hoffman suggested that the Legislative salaries should be increased sometime in the near future. This item will be discussed when the Legislative Budget is discussed. After a brief discussion, the following motion was made: Approve the Mayor' s Budget as recommended in the amount of $58,388. The motion passed 9-0 . Alderperson Romanowski was out of the room at the time of the vote. 7 . Finance Department Budget The Mayor ' s Recommendation for the Finance Department Budget was as follows : 1 . Finance $443, 137 2 . Purchasing $ 21, 322 3 . Traffic Violations $ 45, 080 4 . Personnel $177, 325 Controller Cafferillo stated that in 1990, the Finance Department was reorganized to include Personnel, Purchasing, Traffic Violations and Finance. He stated that since 1990 the Finance Department has deleted four positions . Cafferillo stated that major changes in the 1992 Budget include the following: 1 . 6% decrease from 1991 Budget. 2 . City Buyer will be retiring in 1992 and the position will remain open. The 1992 Budget has an amount of $16, 822 which reflects a base level amount for a City Buyer. 3 . The Switchboard Operator is expected to retire in 1992 . The Switchboard position has been eliminated. 4 . Traffic Violations has an open position that will remain open for 1992 . Because of the retirement of the City Buyer and the Switchboard Operator, the purchasing activity and the switchboard activity will be changed in 1992 . Some of the changes include: no office supplies inventory, no transfers from the switchboard and the larger purchasing activity will be performed out of the Controller' s Office. A vote on all Finance Department Budgets will be made later. 8 BUDGET MEETING 11/7/91 A. Personnel Department Personnel Administrator Saul presented a memo to the Committee which related to the staff procedures to reach the 6% decrease in budget costs for the Personnel Department. Saul explained that her staff has volunteered to change their working hours to reach the 6% decrease in department costs from their 1990 Budget. The changes are as follows : 1 . The Personnel Associate will decrease her workweek to 26 hours/week from 2/3/92 - 5/29/92 . 2 . The Administrative Secretary will decrease her workweek to 28 hours/week from 1/6/92 - 6/26/92 . 3 . The Senior Stenographer will decrease her workweek to 28 hours/week from 1/6/92 - 6/26/92 . 4 . Either the Personnel Associate or the Personnel Administrator will also decrease their hours in either the fall or summer to delete the remaining personnel costs needed to be deleted. Saul noted that all the above hour and salary reductions have been made voluntarily by the employees . These schedules will also help the employees in each of their personal situations . The above changes will be approved by the B&A Committee prior to the actual change taking place. The Committee agreed that these voluntary incentives were creative and that they would like to see this proposed in other Departments if at all possible. After a brief discussion, the following motion was made: Approve the following Budgets: Finance Department, Traffic Violations, Personnel and Purchasing as recommended in the amounts of $443,137 . , $45,080. , $177,325 and $21,322, respectively. The motion passed 10-0 . Alderperson Romanowski arrived during the Finance Department discussion. No further action was taken. The meeting adjourned at 10: 15 P.M. 9 BUDGET MEETING 11/7/91 The following is a summary of Budget Adjustments: Mayor' s Recommendation for Appropriations: $22,820,436 Increase Account A8510-120 Hourly-P/T & Seasonal for increase in P/T Commons Advisory Salary & Hours $ 1, 070 Mayor' s Adjusted Recommendation as of Conclusion of 11/7/91 B&A/COW Meeting $22, 821, 506 10