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.
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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
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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.
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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
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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:
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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.
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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.
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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.
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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
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