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HomeMy WebLinkAboutMN-B&A-1993-07-14 r ' BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7 :30 P.M. JULY 14, 1993 MINUTES Present- Committee Members: Daley, Booth, Romanowski, Johnson Committee Member Excused: Berg Others Present: Mayor - Nichols City Controller - Cafferillo Deputy Controller - Thayer Building Commissioner - Eckstrom Youth Bureau Director - Cohen Commons Coordinator - Deming Asst. Commons Coordinator - Callahan Deputy Planning Director - Sieverding Assistant City Attorney - Kennedy Police Chief - McEwen Members of the media ----------------------------------------------------------------- ----------------------------------------------------------------- 1 . Opening Comments: Chairperson Booth stated that the following change was made to the Agenda: Additional item for the Police Department - Parking Enforcement Officer discussion Members of the public were asked to speak on any topic; no members spoke. 2 . Building Department - Request for Rental Housing Inspector Building Commissioner Eckstrom presented a request to approve a new Building Department position, Rental Housing Inspector, at an annual salary of $25,255 to $31, 918. He explained that this position was discussed last month at the B & A meeting, but was tabled to allow him to gather more information on the position. Commissioner Eckstrom explained that this request would re-classify the vacant, but funded, Housing Inspector position in the Building Department to a Rental Housing Specialist. 1 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 14, 1993 Commissioner Eckstrom stated that this new position would be responsible for filling an educational and information source need for the Building Department, with particular focus on the needs of landlords and tenants . He explained that this position would fill the final piece of the Building Department' s "user friendly, more efficient department" image. He explained that the position would also provide seminars to the public concerning topics such as : how to fix up housing; funding sources for the rehabilitation of affordable housing; how to choose a landlord; variances; and inspections. Commissioner Eckstrom stated that he felt the position would spend half the time as a housing inspector and half the time as a rental housing specialist. Alderpersons Daley and Romanowski stated that the position should be a full-time housing inspector. A discussion regarding the position and the associated duties followed. Alderperson Johnson stated that this position is needed, and made the following motion: RESOLVED, That the Building Department 1993 Authorized Personnel Roster be amended by: Adding ( 1) Rental Housing Specialist Deleting ( 1) Housing Inspector The motion failed for lack of a second. Further discussion of the position continued. Alderperson Daley recommended the following motion: RESOLVED, That the Building Department fill the current vacant, but funded, Housing Inspector position. Voting results on the motion were as follows : Ayes (2) - Daley, Romanowski Nays (2 ) - Booth, Johnson The motion failed 2-2 . The Committee decided not to send this recommendation to the next COW meeting. No other action was taken. 2 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 14, 1993 3 . Commons Coordinator - Request to Amend 1993 Authorized Equipment List Commons Coordinator Deming and Jeremy Callahan presented a request to approve the purchase of one computer, a printer, and related software for an amount not to exceed $4,000 . Ms . Deming stated that this request was tabled from last month' s B & A meeting. She explained that the department met with the Mayor on this issue, and he felt the equipment was needed. Callahan explained that the proposed computer system will benefit the Commons Coordinator and the Planning Department because some of the equipment purchased will be shared between the two departments. After a discussion regarding the equipment and the determination that the funds should be derived from the Unrestricted Contingency Account, the following motion was made: WHEREAS, the Commons Coordinator's office is in need of a new computer, printer, and related software to provide assistance in the department' s graphic design work, and WHEREAS, the computer system will also benefit the Planning Department's staff because the system will be shared with certain staff members; now, therefore, be it RESOLVED, That the 1993 Authorized Equipment list be amended by adding the following One ( 1) 486 DX 33 8 MB RAM $1, 800 One ( 1 ) Laser Printer 1,200 Computer Software 11000 Total $4,000 and be it further RESOLVED, That an amount not to exceed $4,000 be transferred from Account A1990 Unrestricted Contingency to Account A8510- 210 Office Equipment for said computer system purchase. The motion passed 3-0-1 . Alderperson Daley abstained from voting on the issue. 4 . Planning Department - Business Improvement District Discussion Deputy Planning Director Sieverding and BID Steering Committee Chairperson Walker discussed the current status of the proposed Business Improvement District (BID) with the Committee Deputy Director Sieverding distributed the 3 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 14, 1993 proposed BID budget and BID plan schedule to the Committee. He explained that the proposed BID plan has been worked on for a few months, and per the schedule should be approved and adopted by December 30, 1993. Deputy Director Sieverding defined the proposed district for the Committee and discussed the proposed budget. He explained that properties in the BID would pay, over and above the normal City tax, 20% of the City tax rate, or $1 .59 per $1,000 . He stated that based on the assessed value of taxable property in the BID ($130, 926,800) , the BID would receive $208, 174 in income from property owners . He also explained that the proposed budget had been designed in two different ways . The first budget would be based on $208, 174 in BID income plus a contribution of $7,500 each from the City of Ithaca and Tompkins County for a total BID income in the first year of $223, 174. The second budget would involve $208, 174 from City and County property owners plus payments of $1.59/1,000 on the total value of property owned by the City and County. This budget would result in the following: City of Ithaca $ 47,547 Tompkins County 41, 672 Town of Ithaca 1,025 BID Assessment 208, 174 Total $298,418 1 Sieverding explained that the following types of properties were removed from the total assessment calculation in order to derive the $208, 174: A. Religious and Other Non-Profit Institutions B. Single Family Dwellings C. Duplexes Sieverding stated that the $208, 174 will be used by the BID to pay for the following items : A. Executive Director And Administrative Aide Salaries B. Parking Promotion C. Guides for security ( $100, 000) to assist with downtown merchants and businesses - much like security officers D. Office Furnishing and Equipment E. Recruitment and Retention 4 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 14, 1993 Sieverding asked the Committee to consider whether the City should contribute to the BID Budget Plan, and if so, whether by direct contribution or by a contribution based on assessment. The Committee discussed the contribution by the local governments to the BID Plan, and felt that it would be very difficult and costly to come up with the specified amount based on the assessment methods of calculation. Deputy Director Sieverding stated that he researched many different BIDs around the country, and none of them had full participation by the governmental units on an assessment basis, but instead a negotiated contribution is made by the government. The consensus of the Committee was to conceptionally approve the BID Plan as presented with a direct governmental contribution instead of a contribution based on governmental assessment for municipalities . Alderperson Daley felt that the government entities should be put on the same basis as all other property owners who are subject to this BID. No formal action was taken. 5 . Youth Bureau/GIAC A. Youth Bureau - Request to Amend 1993 Youth Bureau Budget Youth Bureau Director Cohen stated that the Youth Bureau will receive a $2, 000 grant from Cornell Univerisity to support the Paul Schreurs Memorial Program. He explained that the program will be offered to high school and middle school students during the summer through TC-3 and BOCES. If accepted, the program will alter the 1993 Youth Bureau budget income and expenditures equally. After a brief discussion,the following motion was made: WHEREAS, the Ithaca Youth Bureau has been advised by Cornell University that $2, 000 in funding will be received to support the Paul Schreurs Memorial Program, and WHEREAS, the program will be offered in conjunction with TC-3 for high school students, and in conjunction with BOCES for middle school students; now, therefore, be it 5 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 14, 1993 RESOLVED, That the 1993 Youth Development Budget be amended as follows : Increase Income: Account A2070 Contribution for Youth $2,000 Increase Appropriations : Account A7310-120-1201 Hourly P/T Paul Schreurs $ 550 Account A7310-435-1201 Contractual Paul Schreurs 600 Account A7310-460-1201 Program Supplies Paul Schreurs 425 Account A7310-470-1201 Rental Paul Schreurs 375 Account A9030 Social Security 42 Account A9040 Workers ' Compensation 8 The motion passed 3-0. Alderperson Daley was absent when the vote was taken. B. Request to Amend 1993 Youth Bureau Budget Youth Bureau Director Cohen presented a request to amend the 1993 Youth Bureau Budget by $3, 751 to reflect funding from Tompkins County for the Paul Schreurs Program. He explained that the program will be funded through the National and Community Service Act. He stated that if this funding is accepted, the 1993 Youth BureaA Budget should be amended equally in terms of income and expenditures . j. After a discussion by the Committee regarding the amendment, the following motion was made: WHEREAS, the Ithaca Youth Bureau has been advised by Tompkins County that the Youth Bureau will receive $3,751 in funding to support the Paul Schreurs Memorial Program, and WHEREAS, the program will be funded through the National and Community Service Act for the Community Service component of the Paul Schreurs Memorial Program; now, therefore, be it 6 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 14, 1993 RESOLVED, That the 1993 Youth Development Budget be amended as follows : Increase Income: Account A2350 Youth Services Other Governments $3,751 Increase Appropriations : Account A7310-120-1201 Hourly P/T Paul Schreurs $2,885 Account A9030 Social Security 221 Account A9040 Workers ' Compensation 205 Account A9060 Health Insurance 440 The motion passed 3-0. Alderperson Daley was absent when the vote was taken. C. Request to Amend 1993 Youth Bureau Budget for Summer Camp Iroquois Program Youth Bureau Director Cohen presented a request to amend the 1993 Budget by $2, 140 to reflect unanticipated revenue received for the Recreation Mainstreaming Services' Camp Iroquois Program. He explained that this additional funding for this program was being derived from the following sources : Cornell University $1,000 Micawbers "Charles Dickens" Day Fundraiser 900 BOCES Teachers ' Association 240 After a brief discussion, the following motion was made: WHEREAS, the Ithaca Youth Bureau has received unanticipated revenue in the amount of $2, 140 for the Recreation Mainstreaming Services ' Camp Iroquois Program, and WHEREAS, the funding for the Camp Iroquois Program will be received from the following sources : Cornell University $1, 000 Micawbers "Charles Dickens" Day Fundraiser 900 BOCES Teachers ' Association 240 now, therefore, be it 7 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 14, 1993 RESOLVED, That the 1993 Youth Bureau Budget be amended as follows : Increase Income: Account A2070 Contribution for Youth $2, 140 Increase Appropriations: Account A7310-120-1631 Hourly P/T $1,500 Account A7310-460-1631 Program Supplies 418 Account A9030 Social Security 115 Account A9040 Workers' Compensation 107 The motion passed 3-0 . Alderperson Daley was absent when the vote was taken. D. GIAC - Request to Establish Petty Cash Fund Youth Bureau Director Cohen presented a request to establish a $100 Petty Cash Account at GIAC. He explained that GIAC currently does not have a petty cash account, but because of pool activity and various other minor expenses, a $100 account is needed. City Controller Cafferillo stated that a petty cash fund will improve accountability over these minor expenses. He explained that the initial funds may be derived from the Unrestricted Contingency Account. After a discussion regarding the petty cash account, the following motion was made: WHEREAS, the Alex Haley Municipal Pool is in need of a petty cash account for various minor expenses related to the pool activities, and WHEREAS, the amount for such petty cash account has been estimated at $100; now, therefore, be it RESOLVED, That an amount not to exceed $100 be established for the Alex Haley Municipal Pool Petty Cash Account, such funds to be located in the Alex Haley Municipal Pool cash drawer, and be it further RESOLVED, That $100 be transferred from Account A1990 Unrestricted Contingency to Account A210-007 Alex Haley Pool Petty Cash for the purpose of establishing said petty cash account. 8 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 14, 1993 The motion passed 3-0 . Alderperson Daley was absent when the vote was taken. E. GIAC - Request to Amend 1993 GIAC Budget for Purchase of T-shirts Youth Bureau Director Cohen presented a request to purchase Youth Bureau Summer Camp T-shirts at a cost of $1, 000. He explained that the camp fees have been increased to reflect the $1,000 T-shirt expenditure. He stated that the 1993 GIAC Budget will be increased equally on both the revenue side and on the expenditure side. After a discussion regarding the T-shirts and their associated costs, the following motion was made: WHEREAS, GIAC needs to purchase Youth Program Summer Camp T- shirts in the amount of $1,000, and WHEREAS, the GIAC camp fee was increased to cover the cost of the purchase of camp T-shirts; now, therefore, be it RESOLVED, That the 1993 GIAC Budget be amended as follows for purchase of said T-shirts : Increase Revenues: Account A2001 Parks & Recreation Charges $1,000 i Increase Appropriations : Account A7311-460-1101 Program Supplies $1,000 The motion passed 4-0 . 6 . Police Department - Parking Enforcement Officer Discussion This item was brought forward from the Common Council meeting of July, and discussed at the Committee' s June B & A meeting. It was noted that $20,500 has been set aside in the 1993 Budget to reflect the possible hire of a 1/2 year full time Traffic Enforcement Officer. The Police Chief was asked to investigate alternatives to hiring another officer, such as a speed radar trailer. Police Chief McEwen explained that he researched this issue and has found an alternative to hiring another Traffic Enforcement Officer. He stated that New York State law allows the Chief to designate a person(s) other 9 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 14, 1993 than a police officer to direct traffic in the City. This would take a local law, passed by Common Council, to allow the Chief of Police to designate a person, other than a police officer, to direct traffic in the City. This could free up current officers, who are regulating traffic, to be used to enforce traffic laws. Chief McEwen explained that the City of Syracuse has several individuals, known as Community Services Officers, who are designated by the Police Chief to direct traffic, among other things . He stated that these individuals work for the City Police Department, and perform the following services: A. Provide Airport Security B. Undertake Traffic Enforcement/Parking Ticket responsibilities C. Assist police officers with auto accidents D. Provide liaison between businesses and the Police Department Chief McEwen explained that their training time is shorter than police officers, and that they can be hired for $17,000 - $20, 000, approximately half the cost of a normal officer. i Mayor Nichols stated that this was going in the right direction, and that a local law would be needed to give the Chief the authority to designate an individual or individuals to be a Community Services Officer. He explained that the Chief should work on the proposal, discuss this with the PBA, get the local law, and establish a job description for the position. He stated this should be done for the next budget cycle. The Committee agreed with the concept of this idea. No formal action was taken. 7 . Finance Department - Controller - Purchasing Policy Deputy City Controller Thayer distributed a draft Purchasing Policy for the City of Ithaca to the Committee. He explained that this was a draft policy. It is required by New York State law that we approve a policy for purchasing. The Committee agreed to review the policy and bring it back next month for discussion. 10 BUDGET & ADMINISTRATION COMMITTEE MEETING JULY 14, 1993 No action was taken. 8. Committee to Proceed into Executive Session The Committee voted, 4-0, to move into executive session to discuss upcoming contract negotiations, and to discuss a tax lien policy item. 9 . Report from Executive Session Chairperson Booth reported the following after the Committee reconvened in public session. A. City Attorney - Contract Negotiations Assistant City Attorney Kennedy discussed with the Committee the upcoming contract negotiations between the City and the Executive Unit, Chief Officers Unit, and the CSEA DPW Unit. Ms . Kennedy was given some preliminary direction from the Committee. No formal action was taken. B. Finance Department - Controller - Enforcement of Tax Liens City Controller Cafferillo discussed tax sale procedures with the Committee, relating to three properties . The Committee concurred with the City Controller and City Chamberlain' s request to delay serving notices on the applicable properties until September. No formal action was taken. The next B & A meeting will be August 16, 1993 at 7 : 30 P.M. The meeting adjourned at 9 :45 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. 11