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HomeMy WebLinkAboutMn-B&A-1991-11-19 - Budget Meeting BUDGET AND ADMINISTRATION COMMITTEE BUDGET MEETING 7 : 30 P.M. NOVEMBER 19, 1991 MINUTES PRESENT: COMMITTEE MEMBERS : Booth, Peterson, Cummings, Romanowski, Golder OTHER ALDERPERSONS PRESENT: Schroeder, Hoffman, Daley, Blanchard, Johnson OTHERS PRESENT: Mayor - Nichols City Controller - Cafferillo Deputy Controller - Thayer Acting Superintendent of Public Works - Gray Assistant Superintendent of Public Works - Ferrel BPW Commissioners : Reeves, Berg, Cox, Tripp,Rusoff, Brandford Commons Coordinator - Deming Assistant Superintendent for Water & Sewer - Shimer Fire Chief - Olmstead Alderperson Elect - Efroymson Members of the Media and Public 1 . Opening Comments Chairperson Booth stated that the agenda for this meeting will be as follows : A. Council members concerns B. Department of Public Works C. Solid Waste Fund/Trash Tags D. Capital Projects Members of the public were asked to speak on any topics; the following members of the public spoke: Pat Frantz, Ted Crane, Perri LoPinto, Meg Morris, Margaret Shisler, Christopher Woitach - All of these individuals spoke in favor of the Ithaca Festival . They all encouraged Council members to allow DPW to put money into the 1992 Budget to fund the overtime needed for the Ithaca Festival. It was stated that the Festival brings much more revenue to the City than what the City pays for in expenses . Nina Bassuk - Chairperson of the Shade Tree Advisory Committee. She spoke in favor of increasing the tree account in the DPW lines. She stated that Mayor has decreased the DPW' s request by $18, 000 . She would like to see the Committee put the money back in the budget for trees. BUDGET MEETING 11/19/91 Diane Sherman - Chairperson of the Park Commission. She spoke against the Mayor ' s cut to the Cass Park overtime account. She stated that the cut in overtime would be a bad decision by the City. She stated the cut would eliminate night ice time at Cass Park and the emergency tree crew. Chairperson Booth reminded the Committee that until the 1992 budget is finally adopted the budget can be amended by the Committee at any time. The Budget is expected to be adopted on December 4, 1991 . 2 . Common Council Members Concerns for the 1992 Budget and tonight ' s Budget Alderperson Peterson presented her concern as follows : A. She wanted more information on Cass Park/overtime. Alderperson Hoffman presented his concern as follows : A. Public Transportation Alderperson Blanchard presented her concern as follows : A. Capital Projects Plan - She does not agree with ordinary street construction being shifted to the Capital Projects fund. Alderperson Romanowski presented his concerns as follows: A. Vacant City Engineer position. B. Vacant DPW Garage position. Alderperson Golder presented his concerns as follows : A. Lack of funding for the Ithaca Festival B. Lack of funding for trees C. Public Transportation Alderperson Cummings presented her concern as follows : A. Lack of funding for trees . Alderperson Johnson presented his concerns as follows : A. Lack of funding for trees . B. Cass Park cuts . Chairperson Booth presented his concerns as follows : A. DPW - Maintenance of infrastructure. B. State Aid reductions - should allow for a 18% cut in State Aid and money should be into contingency for this reason. 2 .... :....... .W.._.:.:�.,. .:n:�..rx .a:�.:..:.,.. _.:�..:r..:... .:.:. ..,a,..r.-...;..:, ...0 ....av:,. :*... .r: _ :._.. r ..s..,� ..y..s,ar..._....,..v...,... _...._,.._.,....._s.a r..�.... . ...,...... .,. .. .. BUDGET MEETING 11/19/91 C. Sale of City land. D. DPW Superintendent position. E. Garbage costs now out of general fund and in solid waste fund/trash tag now includes all costs for collection, disposal and recycling. 3 . Department of Public Works Budget Acting Superintendent of Public Works Gray, BPW Commissioner Reeves, and Assistant Superintendent for Public Works Ferrel presented the Committee with the 1992 DPW Budget. It was noted that the Mayor recommended the DPW Budget in the amount of $6, 161, 352 (includes refuse and recycling costs of $1, 069, 275 and $159, 283, respectively these costs are reflected in the solid waste fund) . BPW Commissioner Reeves stated the BPW concerns about the 1992 Budget as recommended by the Mayor as follows : A. Budget has vacancy for Civil Engineer and Working Supervisor for Highways . B. Superintendent position vacant. C. Lack of staff support to the BPW. D. Bridge Maintenance and Repair program should not be cut. E . Reduction to Ithaca Transit could mean two less bus routes . F. Cass Park and other OT accounts should not be cut - cut in OT at Cass Park could mean that the pool would not be open weekends . G. No funds in Budget for Strand theatre, City Hall Annex and BT Glass Building. H. The six percent cut in the Budget will mean layoffs . Chairperson Booth asked Reeves if she could put the above items .in a memo and give it to each of the Council members . Acting Superintendent of Public Works Gray stated that the infrastructure of the City must be maintained. He stated that the DPW needs part-time and seasonal funds to assist in maintaining the infrastructure. He stated that if the equipment for DPW is to be purchased the DPW also needs manpower to operate the equipment. He stated that you can not have one without the other. Mayor Nichols stated that he and the Controller made cuts to the DPW Budget and many instances the BPW did not have time to assess these cuts and make changes or adjustments . He stated that it was appropriate for the BPW to recommend different cuts as long as the bottom line remains the same. However, he stated that overtime needs to be restricted to emergency situations only. 3 BUDGET MEETING 11/19/91 Gray explained to the Committee how the six percent cut was arrived at and what the differences were in relation to the request for funds by the BPW. The Committee discussed each DPW account in which there were large differences between what the Mayor recommended and what the BPW recommended for the 1992 Budget. The difference between what the Mayor recommended, $6, 162, 352, and what the BPW recommended, $6, 665, 557, is $504, 205 . Gray presented a memo to the Committee suggesting other reductions to the Mayor' s Budget that could be done in place of some of the Mayor' s recommended cuts . Chairperson Booth stated that the Committee should vote on the following items in relation to the DPW Budget: A. Vote on Gray' s memo. B. Vote on Superintendent/Engineer position. C. Vote on Tree issue. D. Vote on Trash Tags . E. Vote on Capital Projects . F. Vote on Festival overtime issue. G. Vote on Part-time seasonal issue. H. Vote on Cass Park overtime. I . Vote on Garage position. J. Vote on Transit Part-time seasonal . K. Vote on Snow Removal. The BPW memo presented to the Committee was discussed and voted on as follows : The BPW suggested that they could delete $18,550 in PT/Seasonal labor from various accounts . The following motion was made: RESOLVED, that $18,550 be deleted in PT/Seasonal Labor from the following DPW accounts: A 3311-120 Traffic Control (30 week position reduced to 25 weeks) $ 1,150 A 5111-120 Highway (Truck driver position reduced 22 weeks to 20 weeks and two laborer positions reduced 23 weeks to 20 weeks $ 500 A7111-120 Parks & Forestry (Eliminate two seasonal positions, two 26 weeks positions reduced to 22 weeks, two 28 week positions reduced to 24 weeks) $11,360 A7112-120 Stewart Park (26 week position reduced to 20 weeks) $ 1,260 4 i BUDGET MEETING 11/19/91 A7182-120 Cass Park (one seasonal laborer eliminated, one 22 week Truck Driver reduced to 20 weeks) $ 3,030 The motion passed 10-0 . The following motion was made: RESOLVED, that $20,517 be increased in the following DPW accounts: A1490-125 Superintendent Overtime $ 700 A5010-110 Administration Staff (fill Fiscal Manager/delete Account Clerk Typist $10,217 A5010-125 Administration Overtime $ 400 A5120-120 Bridges PT/Seasonal $ 9,200 The motion passed 10-0 . The following motion was made: RESOLVED, that $15,995 be deleted from Account A7111-115 Parks and Forestry Hourly FT for the purpose of eliminating a Parks Department Truck Driver. The motion passed 10-0 . The following motion was made: RESOLVED, that $14,000 be increased to the following DPW overtime accounts: A7112-125 Stewart Park overtime $ 2,000 A7182-125 Cass Park overtime $10,000 A8170-125 Street Cleaning overtime $ 2,000 The motion passed 10-0 . The following motion was made: RESOLVED, that $15,000 be deleted from the Capital Projects Fund for the purpose of eliminating the Garage Hoist contract. The motion passed 10-0 . The following motion was made: RESOLVED, that $14,000 be increased to the Capital Projects fund for the purpose of capitalizing Bridge Construction material. 5 BUDGET MEETING 11/19/91 Voting results on the motion were as follows : Ayes (8) Booth, Peterson, Schroeder, Hoffman, Daley, Blanchard, Romanowski, Golder Nays (2 ) Johnson, Cummings The motion passed 8-2 . The following motion was made: RESOLVED, that $750 be increased to the following DPW accounts: A7111-435 Parks and Forestry Contractual Services for Parks Commission $250 A7113-435 Six Mile Creek Contractual Services for Circle Greenway $500 The motion passed 10-0 . A discussion took place on the possibility of buying computer equipment to assist in computerizing the City' s utility bills and the analysis of such bills . It was stated that the equipment would produce potential ' savings in utility record keeping. The energy commission would oversee the implementation of this system. The following motion was made: RESOLVED, that Account A1620-435 Building Systems Contractual Services be increased by $5,000 for the purpose of purchasing computer equipment and software in relation to the Energy Commission' s implementation of a utility bill analysis program. The motion passed 10-0 . The following motion was made: RESOLVED, that $5,000 be deleted from the following DPW accounts: A1621-410 City Hall Utilities $1,000 A1622-410 Justice Building Utilities $1,000 A1623-410 Community Service Utilities $1,500 A1624-410 Maint. Facility Utilities $1,500 The motion passed 10-0 . A discussion on the position of Superintendent of Public Works followed. It was noted that the Mayor' s Budget does not include funding for the superintendent ' s position. Currently Gray is acting Superintendent of Public Works and 6 BUDGET MEETING 11/19/91 City Engineer. The position has been set up as a joint position. After a brief discussion it was the consensus of the Committee to keep the Superintendent of Public Works position as is, unfunded. No motion was made. A discussion followed on the vacant Civil Engineer position. The following motion was made: RESOLVED, that Account A1440-110 City Engineer staff be increased by $36,473 plus related benefits $11,671 for the purpose of hiring a Civil Engineer. Alderperson Blanchard stated that this position is needed as long as the Superintendent of Public Works City Engineer is a joint position. Alderperson Daley made a motion to defer the above motion to a later date when the Committee has a better sense of where the money to fund this position will come from. Voting results on the motion to defer the resolution were as follows : Ayes (5) Booth, Cummings, Golder, Daley, Johnson Nays (5) Peterson, Hoffman, Schroeder, Romanowski, Blanchard The motion to defer failed 5-5 . Voting results on the main motion to add a Civil Engineer position were as follows : Ayes (2 ) Blanchard, Romanowski Nays (8) Booth, Cummings, Golder, Daley, Johnson, Schroeder, Hoffman, Peterson The motion failed 8-2 . A discussion on trees followed. Currently, the Mayor has recommended $12, 000 for the purchase of trees in 1992 . Controller Cafferillo stated that the purchase of trees could be incorporated into a capital project for sidewalks or other capital projects . The consensus of the Committee was that the purchase of trees should remain in the general fund and that the $12, 000 amount is not enough for the tree program in 1992 . The following motion was made: RESOLVED, that Account A7111-485 be increased by $6,000 for an account total of $18,000 for the purpose of purchasing trees. Voting results on the motion were as follows : 7 BUDGET MEETING 11/19/91 Ayes (9 ) Johnson, Schroeder, Peterson, Golder, Cummings, Blanchard, Romanowski, Daley, Hoffman Nays ( 1) Booth The motion passed 9-1 . A discussion on trash tags followed. It was noted that the Mayor has moved all the garbage and recycling costs to a separate fund (solid waste fund) . The solid waste fund has been recommended at $1, 414, 000 . It was stated that trash tags costs will be increasing substantially in 1992 . The main reason for the increase is that the County' s landfill fee is increasing from $62 to $145 per ton. It was noted that trash tags currently are $13 and $7 for full and half tags, respectively. The 1992 cost for trash tags will be: $36 for full tag - 35 lb. $22 for half tag - 20 lb. One full trash tag will cost $3 per tag Controller Cafferillo stated that surplus funds from the sale of 1990 trash tags were able to offset the 1991 trash tag costs somewhat. He stated in 1991, there will be no surplus to offset the 1992 tag costs . He stated that if the county rate is lower than their projected $145 per ton tipping fee, the City' s tags would be decreased during 1992 . The following motion was made: RESOLVED, that the 1992 solid waste fund budget be approved as recommended by the Mayor in the amount of $1,414, 100 and, be it further RESOLVED, that the 1992 trash tag costs be set at the following rates: Full tags 35 lbs. $36.00/sheet Half tags 20 lbs. $22.00/sheet Voting results on the motion were as follows: Ayes (8) Booth, Blanchard, Schroeder, Cummings, Peterson, Hoffman, Johnson, Golder Nays (2) Romanowski, Daley The motion passed 8-2 . A discussion on the 1992 festival costs followed. Gray stated that $10, 000 of DPW funding, including overtime, is currently not in the 1992 Budget to assist with the 1992 Ithaca Festival budget. 8 BUDGET MEETING 11/19/91 Ted Crane from the Ithaca Festival spoke to the Committee regarding the Ithaca Festival Budget. He stated that currently 30 food vendors and 100 craft vendors are involved with the Ithaca Festival . He stated that each vendor pays a permit fee. He stated that if the fees to the vendors were increased, some of the vendors would be able to handle the increase and others could not. Many suggestions were discussed including: A. Increase vendor' s fees to cover the $10, 000 cost from the City' s DPW. B. Charge for Food by using tickets at a booth. C. Have the City fund half the $10, 000 cost and the Festival the other half. D. Increase selling of advertising for Festival to increase financial support. It was determined that the Mayor, DPW, and Ithaca Festival representatives will meet next week to work out a solution to the funding problem. No motion was made. The Capital Projects fund was discussed. Alderperson Blanchard stated that she did agree with the Mayor and Controller on the Capital fund strategy to put DPW normal maintenance items into the Capital Projects funds . She stated that normal maintenance items and some equipment purchases should remain in the operating fund. She stated that the City will regret this decision down the road. Controller Cafferillo stated that all the items placed in the Capital Projects fund are legal and can be placed in the Capital Projects fund per state law. He stated this is a three year plan to get through the tough financial times for the short term. He stated that the three year plan also includes the deletion of approximately 60 positions . He stated that the funds are not in the general fund to fund such activity as has been done in the past. He stated the City is pushing these items to the capital fund so that we may still do projects to maintain the City' s infrastructure. It was noted that the Mayor ' s recommended Capital Project fund amount is $1, 200, 000, which is far less than the previous five year average of over $3, 000, 000 . Controller Cafferillo stated that in three years the funds taken out of the operating fund will have to be put back into the operating fund. It was noted that there were no motions made to change the Capital Projects fund. The Mayor ' s recommended Capital Fund Budget remains as recommended by the Mayor at $1, 200, 000 . The Transit accounts were discussed. It was noted that the Mayor recommended $18, 000 to be deleted from the transit account from the amount that the DPW had requested. The $18, 000 is represented by reducing the insurance amount by 9 BUDGET MEETING 11/19/91 $10, 000 and reducing part-time seasonal by $8, 000. The insurance was reduced based on a reduction in the premium amount. Gray stated that the part-time seasonal reduction would require that two less bus routes would be run during the year. Controller Cafferillo stated that these routes were new routes . It was determined that the Committee would come back to this issue at a later date when Transit Consultant Carpenter can be asked questions regarding part-time seasonal help and bus routes . No motion was made. The DPW Garage account A5132 was discussed. It was noted that the Mayor recommended a $58, 631 reduction in this account from what the DPW had requested. The $58, 631 was represented by two positions : A. Motor Equipment Maintenance Supervisor position - currently vacant ( $31, 631) B. Automechanic position ($17, 000) currently filled. Alderperson Romanowski stated that the Motor Equipment Maintenance Supervisor position is needed in the DPW. He stated that someone must oversee the mechanics in the Garage. The BPW also stated that this position is very important to their Department. After a discussion, the following motion was made: RESOLVED, that $20,000 be added to Account A5132-105 Garage for the purpose of funding the Motor Equipment Maintenance Supervisor portion for a nine month period. Alderperson Daley stated that the BPW should find a different position to eliminate if they want this position funded, It was noted that layoffs are trying to be avoided, but can be made if needed. Chairperson Booth stated that if this position is funded, it probably will not be filled by the Vacancy Review Committee. The Department of Public Works stated that if this position was not filled the work would get done, but not as effectively. It was determined that no action would be taken and the issue will come back up at the meeting of November 25, 1991 . The motion was withdrawn. The meeting was adjourned at 11 :50 P.M. 10 BUDGET MEETING 11/19/91 REVENUES Mayor' s Recommendation $22,820,436 Net increase in revenues through 11/13/91 meeting: $ 71,012 Balance Revenues Prior to Budget Meeting 11/19/91 : $22, 891, 448 No Revenue Changes during 11/19/91 meeting -0- Mayor' s Adjusted Recommendation as of Conclusion of 11/19/91 B&A/COW meeting: $22, 891,448 SUMMARY Combined net increase in Revenues after 11/7, 11/12, 11/13 and 11/19/91 meetings : $ 71, 012 Combined net increase in Mayor ' s Budget through 11/19/91 $ 3, 301 11 BUDGET MEETING 11/19/91 APPROPRIATIONS Mayor' s Recommendation: $22,820,436 Net Increase in Mayor' s Budget through 11/13/91 : $ 67,591 Balance Mayor' s Recommendation Prior to Budget Meeting of 11/19/91 : $22, 888,027 Action Taken During Meeting of 11/19/91: DPW Reduction in A3311-120 Traffic Control Hourly P/T - 30 week position reduced to 25 weeks ( $ 1, 150) Reduction in A5111-120 Highway Hourly P/T - Truck Driver position reduced to 20 weeks, two Laborer positions reduced to 20 weeks ( $ 1,750) Reduction in A7111-120 Parks & Forestry Hourly P/T - Eliminate two seasonal positions, two positions reduced to 22 weeks, two positions reduced to 24 weeks ( $ 11, 360) Reduction in A7112-120 Stewart Park Hourly P/T - 26 week position reduced to 20 weeks ( $ 1, 260) Reduction in A7182-120 Cass Park Hourly P/T - one seasonal Laborer eliminated, one 22 week Truck Driver reduced to 20 weeks ( $ 3, 030) Increase in A1490-125 Supt. - O.T. $ 700 Increase in A5010-110 Administration Staff - Fill Fiscal Manager - delete Account Clerk Typist $ 10,217 Increase in A5010-125 Administration OT $ 400 Increase in A5120-120 Bridges - Part- time & Seasonal $ 9,200 Reduction in A7111-115 Parks & Forestry Hourly P/T - Eliminate Truck Driver ( $ 15, 995) Increase in A7112-125 Stewart Park - OT 2,000 Increase in A7182-125 Cass Park - OT $ 10,000 Increase in A8170-125 Street Cleaning - OT $ 2,000 Increase in A7111-435 Parks and Forestry Contractual Service - Parks Commission $ 250 Increase in A7113-435 Six Mile Creek Contractual Services - Circle Greenway $ 500 Increase in A1620-435 Building Systems Contractual Services - Energy Commission Computers $ 5, 000 Reduction in A1621-410 City Hall - Utilities ( $ 1, 000) 12 BUDGET MEETING 11/19/91 Reduction in A1622-410 Justice Building - Utilities ( $ 1,000) Reduction in A1623-410 Comm. Service - Utilities ( $ 1,500) Reduction in A1624-410 Maintenance Facility - Utilities ( $ 1,500) Increase in A7111-485 Parks & Forestry Trees $ 6,000 Capital Projects Fund Increase Department of Public Works Capital Project for Bridge Recon- struction by $14, 000 for Bridge construction materials to be financed by BONDS -0- Delete $15,000 from Department of Public Works Equipment Capital Project for renovations to Garage -0- Mayor ' s Adjusted Recommendation as of conclusion of 11/19/91 B&A/COW Meeting $22, 894, 749 Net increase in Mayor ' s Appropriations from 11/19/91 meeting: $ 6, 722 Combined net increase in Mayor' s Appropriations after 11/7, 11/12, 11/13, and 11/19/91 meetings : $ 74, 313 13