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.
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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 .
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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
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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
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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 .
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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:
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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.
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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.
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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
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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.
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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.
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