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HomeMy WebLinkAboutMN-B&A-1993-02-17 BUDGET AND ADMINISTRATION COMMITTEE Regular Meeting 7:30 P.M. February 17, 1993 MINUTES Present: Committee Members : Booth, Berg, Johnson, Daley Committee Members Excused: Romanowski Others Present: City Controller - Cafferillo Deputy Controller - Thayer Personnel Administrator - Saul Superintendent of Public Works - Gray Fire Chief - Olmstead GIAC Director - Fort Recreation Director - Wilson BPW Chairperson - Reeves Members of the media ----------------------------------------------------------------- 1. Opening Comments Chairperson Booth made the following change to the Agenda. Additional item for the Fire Department regarding ice rescue training. Members of the Public were asked to speak; no members spoke. 2 . Fire Department - Request To Approve Contract For Ice Rescue Training. Fire Chief Olmstead presented a request to enter into an agreement with Eastern Artificial Insemination Cooperative for use of their pond for ice rescue training. He explained that this needs Common Council approval because of the hold harmless statement included in the agreement. Chief Olmstead explained that both the City Attorney and the City' s insurance agent have reviewed the agreement and approved it. He stated that no funds were needed for the use of this pond for training. After a brief discussion, the following motion was made: 1 BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 17, 1993 WHEREAS, The Ithaca Fire Department is requesting to enter into an agreement with Eastern Artificial Insemination Cooperative for use of their pond for ice rescue training, and WHEREAS, The agreement has been reviewed and approved by the City Attorney and the City's Insurance Agent; now, therefore, be it RESOLVED, That the Ithaca Fire Department be authorized to enter into an agreement with Eastern Artificial Insemination Cooperative for use of the fire pond located on Sheffield Road for the purpose of ice rescue training, and be it further RESOLVED, That the proper insurance clauses, including Hold Harmless, be included in the agreement. 3 . DPW A. Request To Authorize Mayor To Sign Transit Funding Agreement Superintendent of Public Works Gray presented a resolution from the BPW requesting the Mayor to sign a transit facility agreement for Section 9 funds . He explained that the resolution designated Tompkins County to apply for and perform all the Section 9 funding arrangements for the City. He explained that the City would still receive all of its share of the Section 9 transit funding. The 1992 funding for the City from Section 9 was $213, 677 . The 1993 funding amount is at least $213, 677 . The funds are already budgeted for 1993 . Superintendent Gray explained that the grant management by the County for the City will be done free of charge. He stated that this agreement is a basic agreement and will also apply to next year. After a brief discussion, the following motion was made: WHEREAS, the Secretary of the U.S. Department of Transportation is authorized to make grants for mass transportation projects pursuant to the Federal Transit Act of 1964, as amended, and WHEREAS, the County of Tompkins is the designated recipient of Section 9 Urban Transit funds applying on behalf of the City of Ithaca and other transit operators to receive and use said funds, and WHEREAS, the County, as applicant has designated the City of Ithaca a Section 9 grant recipient and has authorized the County Administrator to execute a supplemental grant agreement with the City of Ithaca, and 2 BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 17, 1993 WHEREAS, this agreement contains the following general provisions : 1. the County shall perform all necessary grant management for Section 9 funding including grant preparation, filing, reporting, management and audits, 2 . the County designates the City as an eligible recipient of Section 9 funds, 3. the County transfers to the City all rights, obligations and responsibilities under the grant agreement, 4. the City releases the County from any liability acting as grant recipient, 5. the City and County agree to annually negotiate the allocation of Section 9 funds within the Ithaca urbanized area and to refer the results of this allocation process to the Ithaca Tompkins Transportation Council for approval, 6. either party may rescind this agreement and not affect the rights and obligations of both parties under the Section 9 program. RESOLVED, that the Mayor be authorized to enter into the aforementioned agreement with the County of Tompkins . The motion passed 4-0 . B. City Hall HVAC System Project - Report Superintendent of Public Works Gray reported that the BPW approved a $15,000 project to clean the HVAC system in City Hall . He explained that this cleaning will be needed as part of the established capital project. He stated that the $15, 000 project will allow the City to clean the HVAC ducts, which will prepare the system for future replacement or repair. Superintendent Gray stated that the entire HVAC project will hopefully be completed by the end of the year, or early in 1994 . No action was taken. C. Request To Appropriate Joint Activity Capital Reserve Funds Superintendent of Public Works Gray presented a request, approved by the Sewer Joint Subcommittee (SJS) , to appropriate $20, 000 from the Joint Activity Capital Reserve to perform a Plant Capacity Study for the Ithaca Area Waste 3 BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 17, 1993 Water Treatment Plant. He explained that the study will redefine the plant capacity and will be used for future planning purposes . A discussion regarding the capacity and the future ownership of the plant followed. It is possible that an authorized increase in the plant's capacity will result from this study. The capital reserve that the $20,000 will be derived from has an approximate balance of $1,000,000. Superintendent Gray stated that the study would be performed by Stearns and Wheler. It was clear that undertaking this study will not commit the City to any course of action once the study results are collected. The following motion was made: WHEREAS, The Special Joint Subcommittee and the Board of Public Works have recommended Stearns and Wheler of Cazenovia, New York to perform the Plant Capacity Study at the Ithaca Area Waste Water Treatment Plant; now, therefore, be it RESOLVED, That Stearns and Wheler of Cazenovia, New York be authorized to perform the Plant Capacity Study at the Ithaca Area Waste Water Treatment Plant for an amount not to exceed $20, 000, and be it further RESOLVED, That an amount not to exceed $20,000 be appropriated from the Joint Activity Capital Reserve #J-1 for the purpose of said study. The motion passed 4-0 . D. Request To Temporarily Adjust City Forester Hours Superintendent of Public Works Gray presented a request to temporarily adjust the hours of the newly-appointed City Forester. He explained that the City Forester was appointed by the Council back in February, 1993 . Superintendent Gray stated that because John Friedeborn, City Forester, would like time to close down his personal business, he has requested to work only 25 hours a week for the next six months . Superintendent Gray stated that he has a current employee who will work out-of-title to compensate for the decreased hours . After a brief discussion, the following motion was made: WHEREAS, John Friedeborn was appointed to the position of City Forester by Common Council at the regular meeting of February 3, 1993; now, therefore, be it 4 BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 17, 1993 RESOLVED, That the Personnel Roster of the DPW be temporarily amended by reducing the full-time position of City Forester to twenty-five (25) hours per week from February 16, 1993 to August 16, 1993 at the request of the City Forester. The motion passed 4-0. 4. Police Department - Request To Authorize and Execute 1993 Stop- DWI Contract City Controller Cafferillo presented a request from the Police Chief to approve the 1993 DWI Contract between the City Police Department and Tompkins County. He explained that the County reimburses the City for DWI services provided. The contract reimbursement amount is approximately $10,000 to $20, 000 a year. After a brief discussion, the following motion was made: RESOLVED, That the Ithaca Police Chief be authorized to execute the 1993 Stop-DWI Contract between the Ithaca Police Department and Tompkins County for the period January 1, 1993 to December 31, 1993, and be it further RESOLVED, That the Police Chief be authorized to execute any renewals or extensions to the agreement unless the changes are substantial, in which case Common Council ' s approval would be required. The motion passed 4-0 . 5 . Finance Department - Personnel - Request To Extend Part-time Status for Personnel Administrator Personnel Administrator Saul presented a request to extend her part-time status until May 28, 1993 . She explained that she is working 28 hours a week and will continue these hours until May 28th. She explained that this is an extension of the resolution passed in January, 1993 . The following motion was made: WHEREAS, Common Council approved at their regular meeting of January 6, 1993, part-time status, twenty-eight (28) hours per week, for the Personnel Administrator; now, therefore be it RESOLVED, That the part-time status, twenty-eight (28) hours per week, of the Personnel Administrator be extended through May 28, 1993 as requested by the Personnel Administrator and approved by the Mayor. 5 BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 17, 1993 The motion passed 4-0 . 6 . Police Department - Request To Assign Senior Police Dispatcher Position to CSEA Administrative Unit Personnel Administrator Saul presented a request to assign a Senior Police Dispatcher position to a bargaining unit with a specified salary range. She stated that the dispatcher position was approved in the Police Department's 1993 budget and that the Civil Service Commission has adopted the job description and classified the position. She explained that the position has a recommended salary range of $17, 373 - $21,982 . She stated that the Police Chief has agreed to that range. After a discussion on the position, the following motion was made: RESOLVED, That the position of Senior Police Dispatcher, at forty (40) hours per week, be assigned to the CSEA Administrative Unit at grade 20A with a salary range of ($17, 373 - $21, 982) , as recommended by the Personnel Administrator and the Police Chief. The motion passed 4-0 . 7 . Youth Bureau - Request To Approve Daily Fees and Seasonal Rates for Cass Park/Alex Haley Pool Recreation Coordinator Wilson and GIAC Director Fort presented a request to approve fees and seasonal rates at Cass Park. This was tabled from last month's B&A meeting. City Controller Cafferillo stated that the revenue projections for the new rates are hard to predict, but he felt that the revenues would be impacted by only a minor amount. The recommendation by the Youth Bureau Board was to maintain the seasonal rates for Cass Park Rink as they now are, and change the seasonal rates for the Cass Park Pool to the following: Child $10 . 00 Student $15 . 00 Adult $20 . 00 These new rates will be available to City residents and to residents of municipalities that have contracted with the City for youth services . Residents from non-participating municipalities will have to pay the daily rate and can not purchase a seasonal pass for the pool . 6 BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 17, 1993 A discussion on the possibility of including the new municipal pool (Alex Haley Pool) followed. The committee agreed that the Alex Haley Pool should have the same seasonal rate as the Cass Park Pool. The following motion was made: RESOLVED, That the 1993 Cass Park Pool and Rink rates and Alex Haley Pool seasonal rates be established and approved as follows: Daily Rates - Cass Park Pool Child* $ . 75 Student** $1 .50 Adult*** $2 .00 - Cass Park Rink Child $1 . 00 Student $2 .00 Adult $2 .50 Seasonal Pass - Cass Park Pool/ Alex Haley Pool Child $10. 00 Student $15 . 00 Adult $20.00 - Cass Park Rink Child $25 . 00 Student $50 .00 Adult $60. 00 *Child ( 12 and under) **Student (13-17) ***Adult ( 18 and over) Pool - under one (1) admitted free - over 55 pay Student Rate ( $1 .50) And be it further RESOLVED, That seasonal passes for Cass Park Pool and Rink and the Alex Haley Pool shall be issued only to residents of the City of Ithaca, and residents of those municipalities participating with the City in the provision of recreational services. The motion passed 4-0 . It was noted that the Cass Park Pool and Rink revenues, and the Alex Haley Pool revenues will be monitored during the year and any major changes will be reported. 8. Committee To Proceed Into Executive Session The committee voted, 4-0, to move into executive session to discuss a personnel issue in GIAC. 7 BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 17, 1993 9 . Report From Executive Session Chairperson Booth reported on the following action from the executive session: Youth Bureau-GIAC - Request To Amend 1993 Authorized Personnel Roster and Budget RESOLVED, That the 1993 GIAC Authorized Personnel Roster be amended as follows: Add: One (1) Youth Worker Delete Funding: One ( 1) Educational Instructor - position to be unfunded and open And be it further RESOLVED, That Marisol Fontanez be provisionally upgraded from the position of Educational Instructor to the position of Youth Worker, and be it further RESOLVED, That Marisol Fontanez's salary be upgraded to $17,748, that being Step Four (4) on the 1992 Compensation Plan for the C.S.E.A. Administrative Unit, effective March 8, 1993, and be it further RESOLVED, That $2,275 be transferred from Account A1990 Unrestricted Contingency to Account A7311-110 GIAC Staff Salaries to fund said upgrade. The motion passed 4-0. 10. Common Council - NYS Retirement System City Controller Cafferillo presented a request from Alderperson Blanchard to increase the State Retirement Credit for Common Council members . He stated that Council members currently only get credit for sixteen hours per month through the New York State Retirement System for working on Common Council. Controller Cafferillo explained that, based on the Council 's records of actual hours worked, the credit should be increased to sixty hours a month. He stated that the Personnel Department will apply for a re-definition of the hours for Council members . 8 BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 17, 1993 After a discussion regarding the actual hours worked by Council members, the following motion was made: WHEREAS, A study of Common Council Members' monthly hours has revealed that members work an average of sixty (60) hours per month on Council activities, and WHEREAS, The current New York State Retirement credit for Common Council members is sixteen ( 16) hours per month; now, therefore, be it RESOLVED, That Common Council authorizes the City Controller and/or Personnel Administrator to make appropriate applications to the New York State Retirement System to change the current New York State Retirement credit hours from sixteen ( 16) hours per month to sixty (60) hours per month, and be it further RESOLVED, That the application be submitted as retroactive to 1991 if possible. The motion passed 4-0 . 11 . Finance Department A. Chamberlain - Request To Extend County Tax Warrant City Controller Cafferillo presented a request from the City Chamberlain to extend the tax warrant collection for Tompkins County to May 28, 1993 . He explained that this was an annual resolution. The following motion was made: RESOLVED, That the City Chamberlain be authorized to request the County of Tompkins to extend its warrant for collection of the 1993 taxes until May 28, 1993. The motion passed 4-0 . B. Chamberlain - Request Correction To 1993 City Tax Roll City Controller Cafferillo presented a request from the City Chamberlain to correct an error in the 1993 tax roll. He explained that the property was located on East State Street, and was owned by Western Union. After a brief discussion, the following motion was made: 9 BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 17, 1993 WHEREAS, an investigation of error of essential fact pursuant to Section 554 (4A) of the Real Property Tax Law revealed that communication property on East State Street did not exist in the City of Ithaca for the 1992 and 1993 City Tax Roll; now, therefore, be it RESOLVED, That the City Chamberlain is authorized and directed to make the appropriate changes to the tax rolls . The motion passed 4-0. C. Controller - Investment Policy - Report Deputy Controller Thayer reported that because of new State laws, the City needs to update its existing investment policy and purchasing policies . He explained that a draft of these policies will be brought forward within the next two months. No formal action was taken. D. Controller - Request To Purchase Payroll System Software City Controller Cafferillo presented a request to purchase computer software for the City' s payroll system. He explained that this software, which would be developed, will enable tracking of accrued leave time for all employees and their associated bargaining units. He stated that software would also include vacation time and compensation time. Controller Cafferillo stated that the software would permit creation of a centralized and consistent system for recording vacation time, comp. time, sick time, holiday time and personal time. Currently, comp. time and vacation time are being recorded differently in many departments, and this system has caused many problems . Controller Cafferillo explained that the cost of software would be $11, 000. However, it may be possible to share the cost of the software with the City of Saratoga. He stated that if the cost were shared by the City of Saratoga, the City of Ithaca' s cost would only be $5, 500 . He explained that the resolution should be approved for the entire amount of $11, 000 . The funds would be derived from various accounts, including the following: Computer Acquisition Capital Project #211 Unrestricted Contingency Account Operational Budget 10 BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 17, 1993 After a discussion on the software, the following motion was made: WHEREAS, The City Controller is recommending a Payroll Software System upgrade to provide the City with the ability to process and track employee leave time, and WHEREAS, The City has received a proposal from its current software support company to provide said upgrade to the existing Finance/Payroll computer system in the amount of $11, 000, and WHEREAS, The City has asked the City of Saratoga to participate in this purchase in which, if approved, they would share one-half of the City of Ithaca's cost to purchase the payroll software; now, therefore, be it RESOLVED, That the City Controller be authorized to enter into an agreement with New England Systems and Software, Inc. for an amount not to exceed $11, 000 to implement a payroll leave time system software program, and be it further RESOLVED, That the funding for said project will be derived as follows : Computer Acquisition Capital Project #211 $3, 800 Account A1990 Unrestricted Contingency $6,200 Account A1315-476 Equipment Maintenance $1,000 and be it further RESOLVED, That if the City of Saratoga's Common Council approves sharing the cost of the payroll system upgrade, the City' s portion will not exceed $5, 500 and the above funding allocation will be decreased appropriately. The motion passed 4-0 . E. Controller - New York State Developments - Report City Controller Cafferillo reported that the State has adjusted its 1992 final State payments to the City by decreasing those payments by $30,000 to reflect the changes to the State Retirement system. He explained that the adjustments will be reflected in the 1992 budget. He stated that our 1992 State Capital Aid will now be reduced from $1, 350, 000 to $1, 320, 000 . No formal action was taken. 11 BUDGET & ADMINISTRATION COMMITTEE MEETING FEBRUARY 17, 1993 The next B&A meeting will be Tuesday, March 16, 1993 at 7 : 30 P.M. The meeting was adjourned at 9 : 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