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HomeMy WebLinkAboutMN-B&A-1993-05-19 BUDGET AND ADMINISTRATION COMMITTEE MEETING MAY 19, 1993 - 8:00 P.M. MINUTES PRESENT: COMMITTEE MEMBERS: Booth, Berg, Romanowski, Daley COMMITTEE MEMBER EXCUSED: Johnson OTHERS PRESENT: City Controller - Cafferillo Deputy Controller - Thayer Personnel Administrator - Saul City Chamberlain - Parsons Supt. of Public Works - Gray Transit System Manager - Oltz Building Commissioner - Eckstrom Planner - Meigs Youth Bureau Director - Cohen Police Chief - McEwen Members of the media ------------------------------------------------------------------ ------------------------------------------------------------------ 1 . Opening Comments Chairperson Booth stated that the following changes were made to the Agenda: A. Deleted Planning request to Appropriate Capital Funds for Bike Racks . B. Deleted Youth Bureau request to Amend Youth Bureau Acoustic Project remediation contract. C. Added a Building Department Personnel item. D. Tabled the item requesting funds for Collegetown and B-2 District Signage Boards . Members of the Public were asked to speak; no members spoke. i 2 . Planning Department - Request to Establish Caaital Project for Grants Planner Meigs presented a request to fund two grant projects under the National Recreational Trails Act. He explained that the City has two proposed projects that may be eligible for grant funds under the National Recreational Trails Act. He stated that together both projects would have a total cost of $31,700. Planner Meigs explained that the grant (if acquired) will provide for 80% matching funds, or $25, 360 . Planner Meigs briefly explained the two projects. He stated that the first project would cost $9,200 and would enhance handicapped accessibility to the Circle Greenway in the Six-Mile Creek/VanAtta's Dam area. The grant would fund 80% of the total cost or $7,360. He stated that the second project would cost $22,500 and would improve the path along the bank of Cascadilla Creek between Rt. 13 and the Ithaca Farmers ' Market. The grant would fund 80% of the total cost, or $18, 000 . Mr. Meigs explained that both projects are being defined and will be presented in greater detail at a later date. He stated that 20% of the funds will have to be appropriated by the City, or $6,340 . He explained that the application for this grant must be completed and submitted by June 21, 1993 to be eligible for funding. He stated that the grant process is highly competitive. The Committee agreed to support the projects. City Controller Cafferillo stated that a new Capital Project could be established for the projects pending approval of the grant. After a brief discussion regarding the projects, the following motion was made: WHEREAS, National Recreation Trails Act Grant moneys may be available for partial funding of Recreation Trail Projects, and WHEREAS, one Recreational Trail Project would enhance handicapped accessibility to the Circle Greenway in the Six- Mile Creek/VanAtta's Dam area, while a second project would improve the path along the bank of Cascadilla Creek between Rt. 13 and the Ithaca Farmers' Market, and WHEREAS, the National Recreational Trails Act Grant provides 80% matching funds, with up to a maximum of $25,360 available to be allocated to the City: $7, 360 toward the Handicapped 2 B & A COMMITTEE MEETING MINUTES MAY 19, 1993 Accessibility Project in Six Mile Creek/VanAtta's Dam area; and $18, 000 toward the Recreational Path Improvement Project along Cascadilla Creek, and WHEREAS, the required 20% City match of $6, 340 would be funded by appropriating $1,840 from Unrestricted Contingency and $4,500 from Capital Project #267 for Bicycle Facility Improvement; now, therefore, be it RESOLVED, That the Mayor is hereby authorized to sign the required grant applications for said projects, and be it further RESOLVED, That Capital Project #274 be established for an amount not to exceed $31, 700, the combined project authorization subject to approval of said National Recreational Trails Act Grant, and be it further RESOLVED, That the City Controller is hereby authorized to advance the grant portion of the two projects, pending reimbursement from the applicable agency. The motion passed 4-0 . 3 . Personnel - Request to Extend Part-time Status of Personnel Administrator Personnel Administrator Saul presented a request to extend her part-time status of 28 hours per week until September 3, 1993. She explained that the 28 hours per week status was originally approved in January, 1993 by Common Council . The following motion was made: WHEREAS, Common Council at their regular meeting of January 6, 1993, approved part-time status, twenty-eight (28) hours per week, for the Personnel Administrator; now, therefore, be it RESOLVED, That the part-time status of the Personnel Administrator (i.e. , 28 hours per week) be extended through September 3, 1993, as requested by the Personnel Administrator and approved by the Mayor. The motion passed 4-0 . 3 B & A COMMITTEE MEETING MINUTES MAY 19, 1993 4 . DPW A. Request to Expunge Sidewalk Assessment Bill Superintendent of Public Works Gray presented a request to expunge a $390.45 Sidewalk Assessment bill at 413 Mitchell Street. Supt. Gray explained that because of a problem with the sidewalk assessment process, sidewalk repairs from 1987 to 1991 were not billed until 1993 . He explained that the current property owners at 413 Mitchell Street purchased the property in May, 1991 and asked for a tax search at that time. The tax search did not reveal the sidewalk assessment because it was not billed until January, 1993. Supt. Gray explained that the current owners are requesting that the bill be expunged because they were not the property owners at the time of the repair, and because the tax search did not reveal an assessment due. He explained that the Board of Public Works approved the expungement. After a brief discussion, the following motion was made: WHEREAS, in January, 1993, the City Chamberlain billed sidewalk assessments to homeowners for sidewalks repaired in 1987, and WHEREAS, Anne and Paul Bonaparte-Krough, owners of 413 Mitchell Street, received a bill for work done at that address which they are appealing because a tax search did not show an outstanding debt for sidewalk repairs when they purchased said property in 1991, and WHEREAS, they feel that they are not responsible for the repairs done to their property because they were not the owners of record at the time of its completion, and WHEREAS, the Board of Public Works recommends said sidewalk assessment in the amount of $390 .45 be expunged; now, therefore, be it RESOLVED, That the 1987 sidewalk assessment levied against 413 Mitchell Street in the amount of $390.45 be hereby expunged. The motion passed 4-0 . B. Request to Expunge Sidewalk Assessment Bill Superintendent of Public Works Gray presented another request to expunge a sidewalk assessment bill of $564 .06 4 B & A COMMITTEE MEETING MINUTES MAY 19, 1993 for a sidewalk repair at 608 S. Albany Street during the 1992 Sidewalk Program. He stated that the owner is contesting that the sidewalk repairs were never done. Supt. Gray explained that his staff researched the repair, and also found that the work was never dong. He stated that the Board of Public Works recommended that this bill be expunged. The following motion was made: WHEREAS, Wayne Wheeler, owner of 608 S. Albany Street, has received a sidewalk assessment bill for sidewalk repaired during the 1992 Sidewalk Program, and WHEREAS, Mr. Wheeler is contesting the bill because the sidewalk was in fact not repaired, and WHEREAS, the Board of Public Works has recommended that the sidewalk assessment in question be expunged; now, therefore, be it RESOLVED, That the 1992 sidewalk assessment bill levied against the owners of 608 South Albany Street be hereby expunged. The motion passed 4-0. C. Request to Amend 1993 Authorized Transit Personnel Roster Superintendent of Public Works Gray and Transit Manager Oltz presented a request to amend the 1993 Authorized Transit Personnel Roster by changing an existing 27 hour part-time bus driver position to two half-time bus drivers . Supt. Gray explained that the part-time position would be deleted from the roster and two half- time bus driver positions would be added. Transit Manager Oltz stated that the change in the roster would reduce operating costs of the transit system by reducing current overtime hours needed. She explained that this roster change would save the City approximately $6 .42 per hour. After a brief discussion, the following motion was made: WHEREAS, the Transit System Manager has recommended that an existing 27 hour part-time bus driver position be changed to two half-time bus drivers, and - - 5 Post-ir Fax Note 7671 Date/, o� ' pages To From Tom, Q 5� iP Co./Dept. Co. Phone# Phone# Fax# S F Fax# B & A COMMITTEE MEETING MINUTES MAY 19, 1993 WHEREAS, the Transit System Manager feels that two half-time drivers will reduce current- operating costs; now, therefore, be it RESOLVED, That one 27 hour part-time bus driver position be deleted, and that two twenty hour part-time bus driver positions be added to the Department of Public Works roster, such action to be accomplished within existing 1993 budget appropriations. The motion passed 4-0 . D. Request for Additional Transit Vehicle Superintendent of Public Works Gray and Transit System Manager Oltz presented a request to purchase a used police vehicle for the transit system to alleviate current problems for relieving bus drivers. Supt. Gray explained that currently bus drivers change routes at different times of the day, and the drivers use their personal vehicles for the changeovers. He stated that this request would allow the drivers to use a City vehicle for the changeovers instead of their personal vehicles . Supt. Gray explained that he will need to have the applicable union sign an agreement for a one-year trial period that states that the vehicle is provided by the City and is not a benefit, and will not be considered an existing condition of work. He stated that the maintenance cost on the vehicle for one year will be approximately $2,000, which will be derived from the DPW budget. After a discussion regarding the process, the following motion was made: WHEREAS, the Board of Public Works has reviewed information from staff relating to the current system for relieving bus drivers, and WHEREAS, the cost of said program, inclusive of vehicle maintenance costs, shall be funded within the 1993 Departmental budget; now, therefore, be it RESOLVED, That one recycled police car be assigned to the Transit Division of the Department of Public Works for a one year trial period, and be it further 6 B & A COMMITTEE MEETING MINUTES MAY 19, 1993 RESOLVED, That the Mayor be authorized to execute a one year renewable Memorandum of Understanding with the CSEA D. P. W. Unit relative to this program, such agreement to make clear that this system will not be considered an existing condition of work. The motion passed 4-0 . E. Request to Amend City Forester Work Hours Superintendent of Public Works Gray presented a request to amend the City Forester position from 25 hours per week to 30 hours per week. Gray explained that Common Council approved the part-time status of the City Forester in March so that he could close out his existing business . Gray stated that this request brings the City Forester a step closer to the ultimate full-time status, which he will achieve in August of this year. The following motion was made: WHEREAS, the position of City Forester was approved, for temporary part-time status, twenty-five (25) hours per week at the regular Common Council meeting of March 3, 1993; now, therefore, be it RESOLVED, That the Personnel Roster of the Department of Public Works be temporarily amended by increasing the part- time, twenty-five (25) hours per week status of the City Forester, to thirty (30) hours per week status from June 7, 1993 to August 16, 1993, such change being undertaken at the request of the City Forester. The motion passed 4-0 . 5 . Finance Department - Chamberlain - Request to Extend Period to Redeem Tax Sale Property City Chamberlain Parsons presented a request to extend the period to redeem a tax sale property so that the owner of 432 North Titus Avenue has time to pay the City the outstanding lien and related interest costs . Ms . Parsons explained that, in February, Common Council approved an extension for property redemption of three properties . She stated that two of the three property owners have paid the liens on their properties . She explained that Mrs . Blackman, owner of 432 North Titus Avenue, did not pay her lien within the original time approved. 7 B & A COMMITTEE MEETING MINUTES MAY 19, 1993 Ms . Shajn Blackman-Howze, daughter of Mrs. Blackman, requested that the Committee extend the period of redemption for at least 60 days. After a brief discussion regarding this request, the following motion was made: , WHEREAS, the Common Council at its regular meeting of February 3, 1993, approved an extension for property redemption until May 15, 1993 for three City properties, and WHEREAS, two of the properties have since been redeemed and one of the properties, 432 North Titus Avenue, has not; now, therefore, be it RESOLVED, That the existing owner be permitted to redeem the property at 432 North Titus Avenue, up to November 11, 1993, for the total lien amount outstanding, plus additional interest penalty and related costs through the date of the redemption. The motion passed 4-0 . 6. Youth Bureau - Request for Resolution of Support on Recreation Program Youth Bureau Director Cohen presented a request to the Committee to support the efforts of the Inter-Municipal Task Force. Director Cohen stated that the Inter- Municipal Task Force is moving forward in its long-term efforts to create a better system for high-quality recreation programming, and the short-term efforts ,to maintain the current participants in the program. He explained that it was important to the other participants to see that the City was committed to the youth recreation program. Director Cohen explained that the long-term goals of the Task Force include the following: A. Continuation of free playground programs and low seasonal passes . B. Establishment of more neighborhood and locally- based recreation programs. C. Continuation of triple fees for non-contracting municipalities to provide access for one more year while a new system is developed. 8 B & A COMMITTEE MEETING MINUTES MAY 19, 1993 D. Maintenance of the line on fees to keep individual programs accessible. - E. Ongoing work to contain expenses by making the current service delivery system as efficignt as possible. F. More complete reporting of cost allocations for programs, particularly operation and maintenance costs . Discussion of the recreation system followed. The Committee agreed that the critical short-term issue is that the Town of Ithaca continue to participate in this program. A discussion regarding the financial implications followed. Director Cohen stated that it is important that the program costs are not increased, and are detailed in a way that all participants can understand and accept them. The following motion was made: WHEREAS, the City of Ithaca has a nearly five decades-long commitment to providing quality recreation programs to area children, youth and families, and WHEREAS, access to affordable, wholesome recreation forms one of the foundations of healthy community life, and WHEREAS, the City wishes to promote a recreation service delivery system that provides equal access for all interested residents and a fair and equitable way of sharing costs to provide these services, and WHEREAS, representatives of municipalities served by the Ithaca City School District have been meeting in an Inter- Municipal Recreation Task Force during the past year to inventory existing facilities, survey residents about their recreation needs and interests, study models for service delivery and finance, and develop a proposal for a new Inter- Municipal Recreation system; now, therefore, be it RESOLVED, That the Common Council confirms its support for the efforts of the Inter-Municipal Task Force to develop a plan for inter-municipal recreation for the greater Ithaca area, up to and including all of Tompkins County. The motion passed 4-0 . 9 B & A COMMITTEE MEETING MINUTE5 MAY 19, 1993 Director Cohen asked the Committee for a designated representative of Common Council to the Inter-Municipal Recreation Commission. He explained that they hold monthly meetings . Chairperson Booth stated he would be the representative designated to serve on , this commission. 7 . Building Department - Request to Appropriate State Fire and Building Code Aid Building Commissioner Eckstrom presented a request to appropriate $7,786 . 84 in State Fire and Building Code Aid for the purchase of computers and software. Commissioner Eckstrom stated that his department needs a way to manage its information in a more efficient manner. The equipment requested would allow the department to network with other machines in the department, and communicate with the Fire Department. He also explained that the software requested, Novell Netware, is recognized in the industry as being dependable and reliable. He explained that this networking system will integrate into whatever system the City overall decides to purchase. Deputy Controller Thayer stated the Fire and Building Code Aid fund currently has $11,933 .05 . He explained that the Fire and Building Departments share the State funds . Commissioner Eckstrom stated that the Fire Department agreed on this purchase. He mentioned that the remaining balance in the fund will be used by the Fire Department. The following motion was made: RESOLVED, That the Authorized Equipment List of the Building Department be amended by adding the following items: 1 486 Deskpro Computer $2,074.25 1 4MB RAM for the Server 164 . 33 1 Monochrome Monitor 198 . 13 Novell Netware 3 . 11 2, 184.38 Ethernet Cards 1, 718 .71 Ethernet Terminator Kit 25 .55 Netware Installation 361 . 35 Uninterruptable Power Supply/ Software 378 . 14 Cable Installation 232 .00 1 Portable Tape Back-Up System 450.00 Total $7,786 .84 and be it further 10 B & A COMMITTEE MEETING MINUTES MAY 19, 1993 RESOLVED, That $7, 786 . 84 be transferred from Account A690-10 New York State Building and Fire Code Aid to the following Account A3620-210 Office Equipment for acquisition of said equipment. The motion passed 4-0 . 8. Finance Department - Controller A. Request to Adjust Employee Work Hours Deputy Controller Thayer presented a request to adjust the weekly hours of a Senior Account Clerk-Typist in the Chamberlain's Office from 35 hours per week to 40 hours per week. He explained that Sharie Bubble is willing to increase her weekly hours by five hours to assist in the Chamberlain's office need for more hours to provide flexibility in scheduling office personnel. He stated that this request was approved for another employee in 1991, but because of conflicts in scheduling, it was never done. Deputy Controller Thayer explained that the financial impact for 1993 would be $1, 105 which he requested from the Unrestricted Contingency account. After a brief discussion, the following motion was made: WHEREAS, the Chamberlain's office is in need of increased hours for flexibility while opening and closing daily; now, therefore, be it RESOLVED, That in the interest of providing the City Chamberlain additional. flexibility in scheduling of office personnel, the established work week of Sharie Bubble, Senior Account Clerk-Typist be increased from thirty-five (35) hours to forty (40) hours per week, and be it further RESOLVED, That Sharie Bubble's 1992 salary ($13, 406) be increased to $15, 321 effective June 7, 1993, and be it further 'RESOLVED, That the nec"essary funding be derived from Account A1990 Unrestricted Contingency. The motion passed 4-0 . 11 J B & A COMMITTEE MEETING MINUTES MAY 19, 1993 B. Request to Transfer Capital Project Funds City Controller Cafferillo presented a request to transfer $5,000 from the Parking Meter Retrofit Capital Project to the Computer Acquisitions Capital Project for the purchase of two computers: one in the Police Department, and one in the Chamberlain's Office. Controller Cafferillo explained that the Police Department has demonstrated the need for one computer to assist with activity related to the City Court office. He stated that this will allow the court officer to look up the criminal history of various offenders. He also stated the Chamberlain's office needs a computer for use in traffic violations activities . Controller Cafferillo explained that the Parking Meter Retrofit Capital Project was funded at $30, 000, but will have an approximate remaining balance of $5, 000. He stated that we can transfer the remaining balance to the Computer Acquisition Capital Project for the purchase of these computers . After a discussion regarding the uses of the two computers, the following motion was made: WHEREAS, a request from the Police Department and the Chamberlain' s office to purchase one new computer each has been received by the Controller, and WHEREAS, the Police Department will use its requested computer to assist with activity related to the City Court office, and the Chamberlain' s office will use its requested computer to assist with activity in Traffic Violations, and WHEREAS, the Capital Project #262 Parking Meter Retrofit was funded at $30,000 and will have an unused balance of $5, 000 due to the cost-effective purchases; now, therefore be it 12 B & A COMMITTEE MEETING MINUTES MAY 19, 1993 RESOLVED, That an amount not to exceed $5,000 be transferred from Capital Project #211' Computer Acquisition for the purchase of two (2) computers as follows : 1 486 Computer System - Police Department, 1 486 Computer System - Chamberlain's Office The motion passed 4-0 . 9 . Committee to Proceed to Executive Session The Committee voted, 4-0, to move into executive session to discuss and Building Department personnel item and potential litigation item. 10. Report from Executive Session The Committee voted, 4-0, to return to regular session, and Chairperson Booth reported that the following actions were taken during the executive session: A. Building Department - Request to Appoint Deputy Building Commissioner WHEREAS, in the 1993 Budget, the Common Council approved and funded the position of a second Deputy Building Commissioner; now, therefore, be it RESOLVED, That Phyllis Radke be non-competitively and provisionally appointed to the position of Deputy Building Commissioner at an annual salary of $33, 010, that being above the minimum of the Executive Unit Compensation Plan for Grade 2, effective June 7, 1993, and be it further RESOLVED, That funding for said appointment shall be derived from existing funds within the Building Department's budgeted appropriations. The motion passed 4-0 . B. City Attorney - Request to Appropriate Funds for Litigation RESOLVED, That $1,500 be transferred from Account A1990 Unrestricted Contingency to Account A1420-430 Fees for Professional Services to fund an outside legal opinion for a potential litigation matter. The motion passed 4-0 . 13 B & A COMMITTEE MEETING MINUTES MAY 19, 1993 The next meeting has been scheduled for June 23, 1993 at 8 : 00 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. 14