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HomeMy WebLinkAboutMn-B&A-1991-12-18 BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7 : 30 P.M. DECEMBER 18, 1991 PRESENT: COMMITTEE MEMBERS: Booth, Peterson, Golder, Romanowski COMMITTEE MEMBERS EXCUSED: Cummings OTHERS PRESENT: Mayor - Nichols City Controller - Cafferillo Deputy Controller - Thayer Alderperson elect - Berg Planning Director - Van Cort Superintendent of Public Works - Gray Personnel Administrator - Saul Youth Bureau Director - Cohen City Chamberlain - Parsons Planning Department Staff Member - Foster Members of the Media 1 . Opening Comments Chairperson Booth stated the following changes to the Agenda: A. The Mayor ' s Personnel item will be moved to the end of the meeting. B. The City Controller has an additional item on Finance Office staffing. Members of the public were asked to speak on any topic; no member of the public spoke. Chairperson Booth stated that this was the last B&A meeting for Alderpersons Cummings and Peterson. He thanked both of them for their years of dedicated service to the City of Ithaca. 2 . Attorney - Strand Discussion Planning Director Van Cort presented a request to fund the record of a Public Hearing and an Economic Appraisal regarding the Strand Theater. He stated that as a part of the potential disposition of the Strand the City needs to hold a public hearing. He explained that the City needs to hire a stenographer to keep a record of that public hearing. Van Cort stated that no more than $2, 000 will be needed for the stenographer. Van Cort also stated that the City will need to have an economic appraisal for the Strand Theater performed. He stated that the estimated cost for the appraisal would be $2, 000 - $5,000. Van Cort stated that the City has worked with the Appraiser that the Planning Department wants to hire, Charles Francis of Francis & Co. Francis has BUDGET AND ADMINISTRATION MEETING MINUTES - 12/18/91 experience dealing with theaters. Van Cort explained that Francis and Company have performed many appraisals for the City of Ithaca. After a brief discussion, the following motion was made: RESOLVED, that an amount not to exceed $5,000 be transferred from account A199O Unrestricted Contingency to account A8O20-435 Planning and Development Contractual Services for the following two items relating to the Strand Theater disposition: 1. To fund the hire of a Stenographer to record Public Hearing Disposition of Strand Theater $2,000 2. To fund an Economics Appraisal of the Strand Theater $3,000 The motion passed 4-0 . 3 . Planning Department - Computerized Base Mapping Discussion It was noted that this was a continuation of the prior month' s B&A discussion on the Computerized Base Mapping issue. The Committee had previously asked why the City needed a more detailed map than the rest of the county and what other departments were interested in the map. Planning Director Van Cort and Planning staff member Foster were on hand to discuss the mapping issue. Van Cort explained that the county' s map will be at an accuracy of +/- 30 feet. He explained that the City is looking for accuracy within millimeters to assist the Engineering Division, Building Department and Planning Department in dealing with such issues as zoning and land use questions . The Engineering Division will need the accuracy for location of City utilities, streets, curbs, etc. Van Cort stated that if we participate in the mapping project the City will become part owners of the data. Van Cort stated that the Fire Department is concerned about technical issues related to this project and that the Police Department is concerned about technical issues and how the map would work with the current Police Hewlett Packard system. Van Cort explained that if the City does not participate in this project, the City would have to continue using its current maps, which are based on old aerial photos of the City. He stated these old maps are not accurate and are very difficult to use. 2 1 BUDGET AND ADMINISTRATION MEETING MINUTES - 12/18/91 A discussion followed on the Base Mapping project. Van Cort stated that the opportunity to participate in this project for $68, 649 is limited. The estimated cost for this part of the project, if the City were to do it alone, would be $200, 000 . Superintendent of Public Works Gray explained to the Committee that it will take time to get all the pieces of the base mapping project together and operating and that additional money to do a number of things allowed by this map system will be needed down the road. He stated that if the City had the computerized base mapping project, it would be much easier and less costly to update the system in the future. Controller Cafferillo stated that the project could be financed over five years and that an amount of approximately $3, 000 needs to be added for financing and administration costs . The following motion was made: WHEREAS, the Planning Department and The Department of Public Works (Engineering) have recommended the City participate in a Cooperative Project with NYSEG, Tompkins County, Town of Ithaca and Cornell University, for the establishment of a computerized Base Map, and WHEREAS, this project represents a great opportunity for the City to receive a detailed computerized Base Map of the City at a reduced cost; now, therefore, be it RESOLVED, that Capital Project #257 Computerized Base Map be established in an amount not to exceed $72,000. inclusive of financing and administration costs, and be it further RESOLVED, that the computerized Base Mapping project budget be established, as recommended by the Planning and Engineering Departments, as follows: Base Mapping $41,108 Computer Hardware $20,000 Staff Time $ 7,541 Financing and Admin. $ 3,351 $72,000 RESOLVED, that the funds required to finance this project shall be derived from the issuance of Bond Anticipation Notes. The motion passed 4-0 . 3 BUDGET AND ADMINISTRATION MEETING MINUTES - 12/18/91 4 . D.P.W. A. Request to Amend 1992 Wastewater Treatment Plant Equipment List Superintendent of Public Works Gray presented a request to amend the 1992 Wastewater Treatment Plant equipment list for one Flow Meter that will cost $3, 000 . He stated that this meter will assist the City in properly and accurately billing the Town and other municipalities for sewage userage. The Wastewater Plant Subcommittee (SJS) has approved this request. After a brief discussion, the following motion was made: WHEREAS, the engineering departments of the joint entities for the Ithaca Area Wastewater Treatment Facility would like to investigate flows into the jointly used sewers lying within the system, and WHEREAS, the Special Joint Subcommittee (SJS) has approved the acquisition of flow measuring equipment to accomplish this; now, therefore, be it RESOLVED, that the 1992 authorized equipment list for the Joint Activity Fund be amended to include such flow measurement equipment at a cost not to exceed $3,000, and be it further RESOLVED, that $3,000 be transferred from account J1990 Unrestricted Contingency to account J8150-225 Other Equipment to fund said purchase. ' The motion passed 4-0 . B. Request to Increase Authorization for Capital Project #603 Superintendent of Public Works Gray presented a request to increase the authorization for Capital Project #603 Sewer Collection System Renovations in the amount of $100, 000 for sewer collection system renovations. Gray explained that the project currently has $124,200 for improvements to the sewer system. However, another $100, 000 in renovations has been anticipated. The cost estimate for the $100, 000 renovations are as follows : Design/construction of Giles St Pump -Station $45,000 TV inspection of mains $25,000 Repair and replacement of sewer mains $30, 000 $100,000 4 BUDGET AND ADMINISTRATION MEETING MINUTES - 12/18/91 Gray stated that the $100, 000 in funding will be derived from Capital Reserve #17 Sewer Construction. The following motion was made: WHEREAS, the Water and Sewer Division is in the process of actively identifying, evaluating and upgrading the Sewer Collection System, and WHEREAS, the staff has already identified that the Giles Street Pump Station is in need of replacement, operating at 50% of designed capacity, and WHEREAS, no funds exist in the 1992 Operating Budget of the Sewer Department to investigate and upgrade facilities, and WHEREAS, the Board of Public Works has requested that $100,000 be utilized from the Sewer Capital Reserve Fund #17 for improvement to the Sewer System; - now, therefore, be it RESOLVED, that Capital Project #603 Sewer Collection System Renovations Authorization be increased by $100,000 to a maximum authorization of $224,200, to reflect capital improvements to the Sewer System, including replacement of the Giles Street Pump Station, and be it further RESOLVED, that $100,000 funding to be derived from the Sewer Capital Reserve Fund #17 for these purposes, and be it further RESOLVED, that the estimated budgets as prepared by Assistant Superintendent of Public Works of Water and Sewer, be established as follows: SEWER SYSTEM - ESTIMATED BUDGET REMEDIAL WORK $45,000 - Design and construction of Giles St. Pump Station $25,000 - TV inspection and videotaping of mains $30,000 - Repair and replacement of sewer mains The motion passed 4-0 . C. Request to Amend Personnel Roster Superintendent of Public Works Gray presented a request to amend the 1992 DPW Personnel Roster. He explained that in the process of adopting the 1992 DPW Budget several parttime positions were eliminated. Gray stated that to complete the process approved in the 1992 Budget, the positions must be removed from the DPW roster. He stated that in order to notify these individuals of their layoffs, per Civil Service law, the positions must be abolished. Personnel Administrator Saul stated that if the individuals are laid off, the jobs must be abolished. She stated that 5 BUDGET AND ADMINISTRATION MEETING MINUTES - 12/18/91 the positions cannot be left vacant and unfunded if the individuals in those positions are laid off. Gray stated that if possible, his Department will try to hire these individuals back as parttime/seasonal employees He stated that there are four positions in this request, but only three of the positions currently are filled. It was noted that the Union has been made aware of this situation. After a brief discussion, the following motion was made: WHEREAS, the 1992 budget has been adopted by Common Council without funding for certain authorized positions occupied by employees, now, therefore, be it RESOLVED, that the Board of Public Works recommends the B&A Committee adjust the Roster of authorized positions, if required by Civil Service Law, by the deletion of the following: 1 Custodial Worker, P/T (Hall of Justice, occupied) 1 Custodial Worker, P/T (Youth Bureau, occupied) 1 Custodial Worker, P/T (WWTP, unoccupied) 1 Truck Driver (Parks and Forestry, occupied) and be it further RESOLVED, that the Personnel Office shall notify the Union and work with it to provide an appropriate and orderly process for terminating these positions in accordance with the contract. The motion passed 3-1 . Alderperson Golder voted against this motion. He felt the Department should try harder to find the money from some other source. D. Request to Appropriate Funds for Snow Removal Superintendent of Public Works Gray presented a request to appropriate $800 for a snow removal program. He stated that the Board of Public Works has adopted a resolution that requires the DPW to establish a sidewalk snow removal program. Gray explained that the program would be a volunteer program and that a parttime volunteer coordinator would be hired through CIVITAS. He stated the budget would be $800, consisting of telephone, office, contractual and small tool expenses . Gray stated the funds would have to be derived from Unrestricted Contingency. The program would keep sidewalks clear during the winter months. The program should also help save money on the DPW Budget labor accounts . 6 BUDGET AND ADMINISTRATION MEETING MINUTES - 12/18/91 The following motion was made: WHEREAS, the Board of Public Works recognizes the need to keep sidewalk ramps, streets and parks free of snow and litter, and WHEREAS, a volunteer effort to maintain public facilities would enhance a sense of community for participants and users alike, and WHEREAS, the Board has reviewed an initial volunteer program with staff, now, therefore, be it RESOLVED, that a volunteer program for maintaining public facilities be established and that the Assistant Superintendent of Public Works be authorized to implement said Volunteer Program and hire a parttime volunteer coordinator; and be it further RESOLVED, that $800 to support this program be transferred from A1990 Unrestricted Contingency to the following Streets and Administration accounts: A5010-405 Telephone $100 A5010-425 Office Expenses $200 A5020-435 Contractual (CIVITAS) $200 A5010-481 Small Tools $300 The motion passed 4-0 . 5 . Finance Department/Chamberlain - Request to Allow City to File Deeds on Tax Sale Properties City Chamberlain Parsons presented a request to allow the City to file deeds on tax sale properties. She explained that there are three properties involved with this tax sale. The properties are: 426-32 N. Aurora Street 107 Fayette Street 217 Cliff Street Parsons explained that the period to redeem these properties from the 1988 City Tax Sale has expired. She stated that she is requesting the Committee to determine if the City, as purchaser of the tax liens, should file the tax deeds on these properties . Filing the tax deeds would allow the City to take possession of these properties . The Committee agreed that the tax deeds should be filed with the County. After a brief discussion, the following motion was made: 7 BUDGET AND ADMINISTRATION MEETING MINUTES - 12/18/91 WHEREAS, the period to redeem 426-32 N. Aurora St. , 107 Fayette St. , and 217 Cliff Street from the 1988 City Tax Sale expired on November 29, 1991, and WHEREAS, the City of Ithaca, as purchaser of the tax liens at the sale holds tax sale deeds to these properties, now, therefore, be it RESOLVED, that the City Chamberlain is authorized to file these deeds with the Tompkins County Clerk so that the City may proceed to take possession of these properties. The motion passed 4-0 . 6 . Committee to Proceed into Executive Session The Committee voted, 4-0, to move into executive session to discuss a Youth Bureau Personnel item. 7 . Report From Executive Session Chairperson Booth reported that the following action was taken during the Executive Session: A: Youth Bureau - Request for Employee Incentive Award WHEREAS, the Youth Bureau Director has recommended Administrative Assistant/Financial Management Robin Meskimen for an employee incentive award pursuant to the terms of the CSEA Administrative Unit Contract, and WHEREAS, the Youth Bureau Director has provided the Budget and Administration Committee with substantial justification for granting this employee incentive award, and WHEREAS, the Youth Bureau Director' s recommendation complies with procedures and guidelines outlined in the CSEA Administrative Unit Contract; now, therefore, be it RESOLVED, that Robin Meskimen' s salary be increased by four (4%) percent to an annual salary of $19,806, effective October 7, 1991, and be it further RESOLVED, that the funding for such increase shall be derived from the 1992 Unrestricted Contingency Account. The motion passed 3-1 . Alderperson Golder voted against the motion. 8 BUDGET AND ADMINISTRATION MEETING MINUTES - 12/18/91 8 . Finance Department/Controller A. Insurance Discussion City Controller Cafferillo stated that he has evaluated the City' s Insurance coverage and policies . He explained that the City' s Insurance Agent, Ithaca Agency, has received nine bids on all of the City' s Insurance Policies . Ithaca Agency has been the City' s Insurance Agent for many years . Ithaca Agency received the bids on the City' s Insurance policies and made various recommendations based on those bids. Cafferillo explained that the City' s workers compensation insurance was evaluated to determine if the City needed to change its policy. He stated that self funding of workers compensation was evaluated, and he recommends that it is not cost effective for the City. A "retro" program for workers compensation was examined. The program was to have workers compensation be retroactively billed. However, the state Insurance Fund rejected the plan. Cafferillo stated that a proposal presented by General Accident regarding workers compensation insurance should be accepted. General Accident is offering the City a fixed rate premium of $607,360 for Workers Compensation insurance. Cafferillo stated that the City' s current umbrella coverage is established at $5, 000, 000 . This insurance was increased from $2, 000, 000 to$5, 000, 000 when the City was building the Wastewater Treatment Plant. Cafferillo stated that he is looking for the Committee ' s concurrence regarding the existing umbrella limit ($5,000, 000) or a decision to reduce that coverage to $2, 000, 000 . The $2, 000, 000 coverage will .cost the City $90, 000, while the $5, 000, 000 coverage will cost the City $106, 000 . Cafferillo stated that after discussing this item with the City Attorney, his recommendation is to place the limit at $2, 000, 000 and monitor the activity. Cafferillo also recommended that the City' s Public Official liability coverage be self funded for a specific amount. The actual renewal premium is $30, 000 . He explained that many of the claims can be handled by the City Attorney. After a discussion on the insurance items, the Committee agreed that the Public Official liability policy should be self funded and the workers compensation policy proposed by General Accident at a fixed rate premium should be accepted. However, the Committee appeared split on the umbrella coverage limit at $2, 000,000 or $5, 000, 000. Chairman Booth urged retention of the $5, 000, 000 coverage. It was noted that these items do not need a vote of approval. Cafferillo stated he was looking for concurrence. 9 BUDGET AND ADMINISTRATION MEETING MINUTES - 12/18/91 He stated he would examine the umbrella coverage further and make a determination of the coverage limit. He will bind the remaining insurance policies for 1992 . No formal action was taken. B. Parking Fines - Report City Controller Cafferillo stated that the City Judge and the C&O Committee both recommended that the basic parking violation fine be set at five dollars, no matter how many tickets are issued to an individual. The fine would have one $15 penalty for late payment after 15 days from issuance. The Judge has the final authority to set all parking fines other than the basic fine. The Council sets the minimum fine for parking. After a brief discussion, no action was taken on the parking fines . C. Finance Department Staffing City Controller Cafferillo presented a request to make some staffing changes in the Finance Department. Cafferillo explained that since 1990 the Finance Department has already deleted four positions from its overall roster. The positions deleted are as follows : 1 . Purchasing Agent 2 . Affirmative Action/Senior Clerk 3 . Senior Account Clerk/Typist 4 . Account Clerk/Typist Cafferillo stated that he is requesting that another two positions be eliminated: i.e. , Data Processing Operator and Telephone Operator, effective upon Gloria Jensen' s retirement. Cafferillo stated that the following changes and dollar impacts are being requested: 1 . Combine City Buyer and Data Processing Operator positions into an expanded City Buyer job description $2,024 2 . Delete Data Processing Operator from Roster ( 16,812) 3 . Promote Barbara Matteson to Senior Account Clerk/Typist 821 4 . Hire an Account Clerk/Typist in Traffic Violations 12, 675 10 BUDGET AND ADMINISTRATION MEETING MINUTES - 12/18/91 5 . Delete City Telephone Operator position when Gloria Jensen retires in February 1992 -0- (No Budget impact, the 1992 Budget was reduced by $15, 600) Net Savings of Request $1,292 Cafferillo explained that the Vacancy Review Committee approved these changes . He stated the Union will be notified where required. After a brief discussion, the following motion was made: WHEREAS, the Finance Department began the process of reorganizing departmental activities in January of 1990 by eliminating the Purchasing Agent position, an Affirmative Action/Senior Clerk position, a Senior Account Clerk/Typist (Budgetary Maintenance) position, and an Account Clerk/Typist (Traffic Violations) position, with various job responsibilities being re-allocated among existing staff, and WHEREAS, the City Controller has recommended a further reorganization which will permit the deletion of a Data Processing Operator by expanding the job description of the City Buyer' s position, and the deletion of the Telephone Operator' s position effective upon the retirement of Gloria Jensen; now, therefore, be it RESOLVED, that the job classification for the position of City Buyer be rewritten to include certain duties currently performed by Connie Nelson (Data Processing Operator) , and that Connie Nelson be provisionally appointed to the position of City Buyer, with a salary increase of $2,024 (8%) , and be it further RESOLVED, that Barbara Matteson be promoted to Senior Account Clerk/Typist at an increase of $821 (4%) , and be it further RESOLVED, that the Account Clerk/Typist position, vacated by Barbara Matteson' s promotion, be filled at Step three on the CSEA Administrative Union Compensation Schedule by a proposed candidate, pending qualification by examination, and be it further RESOLVED, that all actions disclosed herein are subject to the approval of the Civil Service Commission where applicable. The motion passed 4-0. ` 11 s BUDGET AND ADMINISTRATION MEETING MINUTES - 12/18/91 9 . Committee to Proceed into Executive Session The Committee voted, 4-0, to move into executive session to discuss two personnel items . 10 . Report From Executive Session Chairperson Booth reported that the following action was taken during the executive session: A. Request to Appoint Superintendent of Public Works RESOLVED, that the required search for a Superintendent of Public Works be waived in accord with Section 2.27 (2) (f) of the City Charter, and be it further RESOLVED, that William Gray be appointed to the position of Superintendent of Public Works at a 1992 annual salary of $61, 187, effective January 1, 1992. The motion passed 4-0 . B. 1992 Compensation for Individuals Not Covered by a Union RESOLVED, that management employees not covered by a formal contract, including the City Attorney, Assistant City Attorney, and City Prosecutor, be granted a 5% increase across the board over their 1991 salary for the year 1992, effective with the first pay period of 1992, and be it further RESOLVED, that Common Council reaffirms its policy of comprehensive performance evaluations for all management employees. The motion passed 3-1 . Alderperson Golder voted against the motion. The meeting adjourned at 11 : 15 P.M. 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. 12