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
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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:
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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
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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
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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
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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.
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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 .
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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.
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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 .
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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:
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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
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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.
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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.
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