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HomeMy WebLinkAboutMN-B&A-1993-03-16 BUDGET AND ADMINISTRATION COMMITTEE Regular Meeting 7:30 P.M. March 16, 1993 MINUTES Present: Committee Members: Booth, Romanowski, Daley Committee Members Excused: Johnson, Berg Others Present: City Controller - Cafferillo Deputy Controller - Thayer Assistant City Attorney - Kennedy Superintendent of Public Works - Gray Planning Director - VanCort Building Commissioner - Eckstrom BPW Commissioner - Gerard Mayor Nichols Members of the media 1. Opening Comments Chairperson Booth stated that the following changes were made to the Agenda: A. An additional DPW item regarding current status of blizzard costs to the DPW Budget. B. An additional Police Department item relating to Standardization on a Closed Circuit Television System. Members of the Public were asked to speak; no members spoke. 2 . DPW A. Blizzard Cost Update Superintendent of Public Works Gray reported to the Committee regarding the effects of the Blizzard of 1993 on the City's DPW budget. Superintendent Gray explained that a total estimated cost of the blizzard would be approximately $100, 000 if the current 24 hour-a-day activity continues for a week. 1 BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 16, 1993 The Committee stated that they would like to see the downtown area cleared, but they wanted to let the remaining snow melt without the overtime funds being spent. The Committee felt that it was late enough in the winter that it is possible the snow would melt within a week or two. Superintendent Gray explained that it was a level of service question. The Committee agreed that the 12 hour shifts were sufficient and after the night of March 16th the 24 hour shifts should be stopped. It was noted that the City may be eligible for some Federal/State funds to assist in offsetting the total blizzard cost. The Police and Fire overtime accounts as a result of the blizzard will be forthcoming. No formal action was taken. B. Request to Promote Senior Account Clerk Typist Superintendent of Public Works Gray presented a request to promote Cindy Percey from the Senior Account Clerk Typist position in Streets and Facilities to the vacant Principal Account Clerk position in the Transit Office. He explained that Ms.Percey was the most qualified for the job: Superintendent Gray explained that filling the vacant Principal Account Clerk position was approved by the Vacancy Review Committee in January. He stated that the position would assist Nancy Oltz at the new Transit Facility. He stated that a salary of $21, 189, Step 7 on the 1992 CSEA Administrative Unit Contract is being recommended. He stated that the funding for this promotion was included in the 1993 Transit Budget. After a brief discussion, the following motion was made: RESOLVED, That Cindy Percey be provisionally appointed to the position of Principal Account Clerk in the Transit Department of the Department of Public Works at $21, 189 . , which is Step 7 on the 1992 compensation schedule of the C. S.E.A. Administrative Unit, effective April 12, 1993 . The motion passed 3-0 . C. Request to Increase Street Permit Fees Superintendent of Public Works Gray presented a request to increase street permit fees . He explained that Common Council approved a resolution that directed the Board of Public Works to look at all street permit fees and make necessary adjustments . 2 BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 16, 1993 Superintendent Gray stated that the old street fees are as follows: Sidewalk Construction Fee $ 5.00 Street Opening Fee $10 .00 He explained that the new fees should be $10.00 for sidewalk construction and $30 .00 for a street opening permit. He noted that the Board approved these rates at a recent BPW meeting. He explained that the street opening permit is mostly used by NYSEG when they cut open a street to find various utilities. After a brief discussion regarding fees, the following motion was made: WHEREAS, Common council has directed the Board of Public Works in its 1993 Budget Direction to review the possibility of increasing fees for "Street Opening Permits, " and WHEREAS, the Board of Public Works has approved and adopted the following "Street Opening Permit" rates; now, therefore, be it RESOLVED, That the following Street Permit fees are hereby approved by Common Council: Sidewalk Construction Fee $10.00 Street Opening Fee $30 .00 The motion passed 3-0 . D. Request to Transfer Funds for Sewer Replacement Superintendent of Public Works Gray presented a request to transfer $20, 000 from the 1993 Sewer Fund Contingency Account to a sewer operating budget account line to undertake a sewer replacement project. He explained that Cornell University is currently renovating drainage facilities and a parking lot in the same area that the City had proposed a sewer main replacement. Superintendent Gray stated that with Cornell doing part of the work, the City can save approximately $20,000 if this sewer replacement project is undertaken now. He explained that the replacement of the sewer main will eliminate current drainage problems in the area and help the City verify sewer billing by relocating the Cornell flow to a monitoring manhole. He stated that the work was being done in the Stewart and University Avenue areas. He stated further that the work would be contracted with Cornell 3 BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 16, 1993 University. The following motion was made: WHEREAS, Cornell University is currently renovating drainage and reconstructing parking lots in the Stewart Avenue/University Avenue area where a replacement sanitary sewer main has been proposed, and WHEREAS, the planned replacement of this line will eliminate an acute drainage problem and relocate the Cornell flow to a monitoring manhole to help verify billing, and WHEREAS, this Cornell project provides an unanticipated opportunity to complete a portion of the proposed sewer at a substantial savings; now, therefore, be it RESOLVED, That $20,000 be transferred from Account G1990 - Sewer Fund Contingency Account to Account G 8121-435 Contractual Services to facilitate this work. The motion passed 3-0 . E. Request Collection of 1992 Sidewalk Assessments Superintendent of Public Works Gray presented a request to have the 1992 Sidewalk Assessments in the amount of $10, 390.09 be placed on a warrant for collection by the City Chamberlain from appropriate property owners . He and Deputy Controller Thayer explained that this is an annual process, except for minor problems that occurred in collection between 1987 and 1991 . After a discussion on the problems with the sidewalk assessments between 1987 and 1991, the following motion was made: WHEREAS, the Board of Public Works levied sidewalk assessments on June 17, 1992 in the City of Ithaca, and WHEREAS, a public hearing thereon was held by said Board on June 24, 1992, and WHEREAS, on March 10, 1993 said Board approved said assessments and filed a schedule thereof with the Common Council for confirmation and final approval, such schedule shall be set forth in Attachment A which is made part of this resolution; now, therefore be it RESOLVED, That said assessments in the total amount of $10, 390 . 09 be, and the same is hereby approved and confirmed,, and be it further 4 BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 16, 1993 RESOLVED, That the City Clerk be, and hereby is, directed to prepare a warrant on the City Chamberlain, in accordance with such schedule, for the collection of said assessments; and that the Mayor and City Clerk be authorized to sign and execute such warrant; whereupon all such assessments will become due and payable from the date of execution thereof; and on all such assessment or proportions thereof remaining unpaid after the expiration of six months from the date of such warrant, the City Chamberlain shall add and collect the percentage thereon, at the rate of $10% per annum, except and provided, however, that the City Chamberlain may allow persons to pay their assessments, if the aggregate amount exceeds $100 . , in five equal installments, with interest at 10$, on or about June 1, each year, provided, however, that any person desiring to pay by installments shall make application promptly, in writing, to the City Chamberlain; and all properties having such assessments or portions thereof of installment payments in arrears and remaining unpaid at the close of any City Tax collection period shall be included by the City Chamberlain in the subsequent City Tax to be collected in the manner and subject to the same penalties and procedures as the City Tax. Attachment A: OWNER'S NAME PROP ADDRESS AMOUNT & ADDRESS - work site - OWED Kathleen Gale Stone 510 S. Albany $ 323.44 510 S. Albany St. Ithaca, NY 14850 James & Louise Rotholz 115 S. Titus 112 . 13 & J. Penniman 480 Halseyville Rd. Trumansburg, NY 14886 Theron Johnson 220 W. Spencer 534 .75 138 Linn Street Ithaca, NY 14850 Victoria Romanoff 112 W. Marshall St. 1280 . 81 & Sara Hector 112 W. Marshall St. Ithaca, NY 14850 Charles Pomada 413 S. Geneva St. 1313 . 13 & K. Noonan 85 Starks Road Newfield, NY 14867 5 BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 16, 1993 Beatrice Hanrahan 401 S. Cayuga St. 77 . 63 401 S. Cayuga St. Ithaca, NY 14850 Marc & Virginia Albanese 428 S. Geneva St. 107 .81 428 S. Geneva St. Ithaca, NY 14850 Steven Centeno 216 W. Spencer St. 560. 63 421 N. Albany St. Ithaca, NY 14850 Carl Eichenlaub 217 Wood St. 240. 63 217 Wood St. Ithaca, NY 14850 Eileen Sommers 616 S. Plain St. 77 . 63 616 S. Plain St. Ithaca, NY 14850 Monica Burgess 515 S. Cayuga St. 1690.31 3 Edward St. Binghamton, NY 13905 Robert & Esther Johnson 215 Wood St. 240. 63 65 Nates Floral Estates Ithaca, NY 14850 William Baldini 505 S. Cayuga St. 646 . 88 & David Buckle 27 Beckett Way Ithaca, NY 14850 Jeanne Riley 806 S. Plain St. 107 .81 806 S. Plain St. Ithaca, NY 14850 Thomas Kimble 801 S. Plain St. 107 .81 801 S. Plain St. Ithaca, NY 14850 Florence Smith 423 S. Geneva St. 207 .00 423 S . Geneva St. Ithaca, NY 14850 Wayne Wheeler 608 S. Albany St. 564 . 06 608 S . Albany St. Ithaca, NY 14850 6 BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 16, 1993 George & V. Demas 612 E. State St. 1293.75 POB 2144 Telluride, CO 81435 Anna Birmingham 233 Wood St. 481 .25 233 Wood St. Ithaca, NY 14850 John & Marlene Driscoll 113 S. Titus Ave. 422 .00 113 S. Titus Ave. Ithaca, NY 14850 Total $10,390. 09 The motion passed 3-0 . 3. Committee to Proceed into Executive Session The Committee voted, 3-0, to move into executive session to discuss a possible waiver of a Certificate of Compliance Fee that would normally be paid to the Building Department. 4. Report from Executive Session After the Committee voted, 3-0, to move out of executive session, Chairperson Booth reported that the Committee discussed with the Building Commissioner a request for waiver of a Certificate of Compliance fee from a property owner at 114 Washington Street. The Committee gave direction to the Building Commissioner to grant a conditional 90-day approval of the Certificate of Compliance contingent on payment of the fee within that time period. No other action was taken. 5 . Planning and Development - Request to Authorize Mayor to Sign Youth Bureau Acoustic Project Design Contract Planning Director VanCort presented a request to authorize the Mayor to sign the Youth Bureau Acoustic Project Design contract in an amount not to exceed $8,550 . 00. Director VanCort explained that a staff committee, made up of himself, Sam Cohen and Lynne Gifford, received six requests for qualifications to perform the design phase of the Youth Bureau Acoustic Project. He explained that after interviews were held, the staff committee recommended Demjanec & Associates to perform the design work. Director VanCort explained that the cost for this portion of the project would be $7,550 plus reimbursables and would be derived from Capital Project #244 previously established for 7 i BUDGET & ADMINISTRATION COMMITTEE MEETING MARCS 16, 1993 the Youth Bureau Acoustic Project in the amount of $82,000. He stated that the total project cost of $82,000 may be too low since it was estimated back in 1991 . He explained that after the design phase is complete, an updated project cost would be established. After a brief discussion on the project, the following motion was made: WHEREAS, the Client Committee for the Youth Bureau Acoustic Project has received proposals for Architectural Design related to the Acoustic Project, and WHEREAS, the Client Committee has recommended that the firm of Demjanec & Associates be retained to perform the architectural design for said project; now, therefore, be it RESOLVED, That Demjanec & Associates be retained to perform the total architectural design phase of the Youth Bureau Acoustic Project at a cost not to exceed $8,550, including reimbursables, and that the Mayor be authorized to execute the necessary contract documents upon the recommendation of the City Attorney and Planning Director, and be it further RESOLVED, That said funds shall be derived from Capital Project #244 Youth Bureau Acoustics. The motion passed 3-0 . 6 . Finance Department - Chamberlain - Request to Deny Waiver of Tax Penalty City Controller Cafferillo presented a request to deny a waiver of a tax penalty in the amount of $20.75 for 132-134 Linn Street. He explained that the property owner changed her address in 1991 and the County never put through the change of address on subsequent tax bills. He stated that the bills were being sent to the old address and were not paid by the property owner on a timely basis. He noted that New York State Real Property Tax Law states that failure to receive tax bills shall not affect the validity of the tax or penalty. The City Chamberlain recommends that the requested waiver of tax penalty be denied. After a brief discussion, the following motion was made: WHEREAS, the property owner of 132-134 Linn Street has filed a request to waive a $20 . 75 penalty on tax bills sent to an incorrect address; now, therefore, be it 8 BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 16, 1993 RESOLVED, That the request to waive the $20.75 penalty on taxes be denied in accordance with NYS Real Property Tax Law. The motion passed 3-0. 7 . Committee to Proceed into Executive Session The Committee voted, 3-0, to move into executive session to discuss the current status of labor negotiations with the PBA and the CSEA Admin. Unit. 8. Report from Executive Session After the Committee voted, 3-0, to move back into regular session, Chairperson Booth reported that the Committee was updated on the status of the current labor negotiations with the PBA and CSEA Admin. Unit by Assistant City Attorney Kennedy and City Controller Cafferillo. No formal action was taken. 9 . Downtown Revitalization Leadership Committee - Request to Appropriate Funds for Downtown Improvement Projects. Downtown Revitalization Leadership Committee (DRLC) Coordinator Blumenthal presented a request to appropriate $22, 000 for Downtown Improvement Projects. Coordinator Blumenthal explained that Common Council approved $30,000 in 1992 to be spent on small downtown projects . She also stated that $8, 000 has already been set aside for the brick circle project on The Commons . She explained that funds for these projects are available from the loan repayment of the land under the Green Street Ramp. Ms. Blumenthal explained that the remaining $22,000 in funds available have been recommended for small downtown Commons projects by the DRLC as follows: A. Downtown Directional Signage (Cost - $8,000) - Ms. Blumenthal explained that downtown signage needs to be improved to assist drivers in finding key City locations . She explained that a plan has been put together to install signage along state routes into the City, directing drivers to downtown. She explained that the exact format of the signage has not been finalized. B. Clock Tower Directories (Cost - $3,000) - Ms . Blumenthal explained that the Clock Tower Directories originally installed on The Commons are outdated. She stated that D. I . I . improved the Commons maps in 1991, 9 BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 16, 1993 but they were created as a temporary measure until a permanent mounting could be made. She explained that $3, 000 would fund three permanent maps in plexiglas sheets listing the directory information. C. Magnetic Announcement Board (Cost - $6,000) - Ms. Blumenthal explained that this would allow for three marquee-style boards to be permanently attached to the three clock towers. The boards would be used to announce various events on The Commons . D. DRLC Support (Cost - $5,000) - Ms . Blumenthal and Mayor Nichols explained that the $5,000 funding would allow for support to the DRLC support to continue to improve the downtown area and further the work of the Task Force until a decision on a Business Improvement District can be made. A discussion followed on the person to whom the funds would be paid. The Committee made clear its feeling that the City should not pay these funds to any person serving on a City board or commission that deals with issues addressed by the D.R.L.C. The Committee made clear that it felt that way because it is important to avoid the appearance that a City employee is acting on a City board or commission that deals with issues addressed by the D.R.L.C. After discussions on all the recommended projects, the following motion was made: WHEREAS, the Downtown Revitalization Leadership Committee has recommended the following projects to be funded using available funds received from G & M Associates for use of land under the Green Street Ramp, and WHEREAS, the funds available for stated projects exist in Capital Project #271 Downtown Improvements; now, therefore, be it RESOLVED, That Downtown Revitalization Leadership Committee recommend the following projects be funded: 1 . Downtown Directional Signage - To install signage along State routes into the City, directing drivers to the downtown and public parking facilities areas Cost not to exceed $8, 000 .00 10 BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 16, 1993 2 . Clock Tower Directories - To upgrade, expand, and permanently mount the three existing directories on The Commons Cost not to exceed $3,000 .00 3. Magnetic Announcement Boards - To permanently attach large marquee-style announcement boards to each existing clock tower Cost not to exceed $6,000.00 4. Downtown Revitalization Leadership Committee Support - To support, by contract, the Downtown Revitalization Leadership Committee to oversee the implementation of the Downtown Vision Task Force's recommendations until a decision about a Business Improvement District is made Cost not to exceed $5, 000 .00 and be it further RESOLVED, That an amount not to exceed $22, 000 to fund above said projects be derived from Capital Project #271 Downtown Improvements, and be it further RESOLVED, That the Mayor will only approve funds for Capital Project #271 for the projects listed above. The motion passed 3-0. 10 . Police Department - Request to Standardize on Closed Circuit Television System City Controller Cafferillo presented a request from Police Chief McEwen to standardize on closed circuit television system equipment by NAVCO Security Systems . He explained that the City has purchased a system by NAVCO for the current Police Station and because of the Police Station renovations occurring in July, the current television security system will need to be updated and expanded. He stated that for reasons of efficiency and economy, the Chief recommends standardization on the NAVCO System. After a brief discussion, the following motion was made: 11 BUDGET & ADMINISTRATION COMMITTEE MEETING MARCH 16, 1993 WHEREAS, it is deemed to be in the best interest of the City for reasons of efficiency, compatibility, uniformity, economics and security to approve the standardization of NAVCO Security Systems Closed Circuit Television equipment for the Police Department, and WHEREAS, a significant capital investment has been made in the existing closed circuit television system for the Police Department; now, therefore, be it RESOLVED, That pursuant to Section 103, subdivision 5 of the General Municipal Law of the State of New York, this Common Council hereby authorizes the standardization of NAVCO Security Systems Closed Circuit Television System as the type of system to be used and purchased by the City of Ithaca Police Department, and be it further RESOLVED, That the Police Chief be authorized to execute an agreement with NAVCO Security Systems for said system. The motion passed 3-0 . The next B & A meeting will be April 21, 1993 at 7 : 30 P.M. The meeting adjourned at 10: 00 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