Loading...
HomeMy WebLinkAboutMN-B&A-1993-12-22 BUDGET AND ADMINISTRATION COMMITTEE REGULAR MEETING 7:30 P.M. DECEMBER 22, 1993 MINUTES Present: Committee Members : Booth, Romanowski, Johnson, Berg Committee Members Excused: Daley Others Present: Mayor - Nichols City Controller - Cafferillo Deputy Controller - Thayer Fire Chief - Wilbur Deputy Fire Chief - Dorman Assistant City Attorney - Kennedy Members of the Media ----------------------------------------------------------------- ----------------------------------------------------------------- 1 . Opening Comments: Chairperson Booth stated that the following changes were made to the agenda: A. Police Department request to amend Personnel Roster is deleted. B. Building Department request to hire Housing Inspector above Step 1 is deleted. C. Building Department request for executive session to discuss pending litigation is added. D. Executive session to discuss contract negotiations is added. Members of the Public were asked to speak; no members spoke. 2 . Mayor - Request Release of Contingency Funds for Lay Advocate Program Mayor Nichols presented a request to release $10,000 from the Restricted Contingency account to fund the Lay Advocate Program. It was noted that during the 1994 Budget approval the Mayor and Common Council approved $10, 000 to fund a lay advocate program. The program was recommended by the Human Services Committee. Mayor 1 , BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 22, 1993 Nichols explained to the Committee that this program reflected a recommendation from the Police Community Relation Task Force, and the program would assist residents through the process of filing a complaint. Mayor Nichols stated that this was an unusual program, possibly the first of its kind. Greg Thomas of Chemung County Neighborhood Legal Services stated that the program will be established to facilitate communication between the Police Department and the community. Each lay advocate would be a volunteer individual trained by the Neighborhood Legal Services. The program would be geared toward the training of twelve individuals . Police Chief McEwen stated that the program is a good idea, but may have some problems that need to be resolved before it is fully implemented. A discussion regarding the training program and the lay advocate budget followed. The Committee was concerned with the actual process of lawyers supervising the advocates, and the use of lawyers to give legal advice to members of the community. A discussion of the role of the lay advocates followed. The Committee agreed that the process should include the training of lay persons who will assist community members who are uncomfortable dealing with the Police Department and who may wish to file complaints. The Committee agreed that Greg Thomas should rewrite the proposal for the lay advocate program, as understood, relative to the training, supervision and recruitment of the lay advocates. The following motion was made: WHEREAS, a revised plan for the implementation of a Lay Advocacy Program will be submitted by Chemung County Neighborhood Legal Services Inc. , and WHEREAS, Common Council has reviewed and accepted said proposal, which provides for and is limited to the selection, training and supervision of lay advocates; now, therefore, be it 2 BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 22, 1993 RESOLVED, That $10, 000 be transferred from Account 1990 Restricted Contingency to A1012-435 Contractual Services with Community Services Agencies, for said purpose. The motion passed 4-0 . 3 . Police Department - Request to Authorize Police Chief to Sign S.P.C.A. Rabid Animal Contract A resolution was presented to allow the Police Chief to sign a contract with the SPCA for pick-up and disposal of suspected rabid raccoons and other rabid animals in the city. The resolution has become an annual resolution because of the rabid raccoon problem in the city. It was noted that the cost was budgeted in the Police Department's 1994 budget, and is estimated at $2,900 for the year. The following motion was made: WHEREAS, the Police Department has recommended that the Society for the Prevention of Cruelty to Animals (SPCA) be engaged to pick up and dispose of suspected rabid raccoons and other rabid animals, when called in by Police personnel; now, therefore, be it RESOLVED, That subject to the review of the City Attorney, the Chief of Police be authorized to execute an agreement with the SPCA for 1994, at a per incident charge to be determined by the Police Chief and the City Controller, within existing 1994 budget appropriations . The motion passed 4-0. 4. Finance Department/Controller - Request to Approve 1992 Single Audit Report A resolution was presented to approve the 1992 Single Audit Report for the City of Ithaca. The City is required to have an external Single Audit performed, which is based on current Federal Aid received. Dennis Jones, a partner from the CPA firm of Ciaschi, Dietershagen, Little and Mickelson, presented the Committee with the City's 1992 Single Audit report and discussed various areas of the report with the Committee. He explained that the City received a clean opinion for 1992 . He also explained that the City' s 1992 Fund Balance was 3 BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 22, 1993 seven percent of the preceding year's Budget ( 1991 ) . He explained that the seven percent Fund Balance was a good sign of an adequate fund balance. Mr. Jones pointed out the following other items in the 1992 Single Audit Report: A. A deficit fund balance for the Solid Waste Fund relating to a drop in the sale of trash tags. B. Some encumbrances not recorded properly. He stated that it was a minor problem and is being reviewed and corrected. C. The City's Collateral Agreement and Investment Policy needs to be updated. Mr. Jones stated that the City is in pretty good shape financially, compared to some of the other cities his firm audits. After a brief discussion, the following motion was made: RESOLVED, That the Single Audit Report for the period of January 1, 1992 through December 31, 1992 prepared by the accounting firm of Ciaschi, Dietershagen, Little and Mickelson C.P.A. 's, be accepted to comply with all of the City's applicable Federal Single Audit and Related Audit requirements. The motion passed 4-0. 5 . Planning Department A. Request to Approve Cherry Street Option Agreement Deputy Planning Director Sieverding presented a resolution to approve a Cherry Street Option Agreement with Vegetable Kingdom, Inc. This company plans to purchase Ithaca Soy Foods Company and move it to Cherry Street. Sieverding explained the option agreement to the Committee, stating that the agreement gives Vegetable Kingdom a twelve-month period to design, obtain appropriate approvals and financing, and begin construction of a 3, 000 square foot building on one acre of land on Cherry Street. 4 BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 22, 1993 He noted that the Cherry Street Industrial Park has only two acres remaining to be developed. The option agreement will convert to the standard Cherry Street lease once the building is constructed. Sieverding explained that the standard Cherry Street lease agreement includes a $3,000 per acre, twenty-year lease with an option to purchase. He stated that the Economic Development Committee has recommended this option to the I.U.R.A. The following motion was made: WHEREAS, Vegetable Kingdom, Inc. , owners of the Moosewood Restaurant, intends to purchase Ithaca Soy Foods Company, Inc. and relocate the business from the Markles Flats Building to Cherry Street Industrial Park, and WHEREAS, locating this business in Cherry Street Industrial Park will retain nine jobs and lead to the creation of additional employment in a manner consistent with the goals of creating the industrial park, and WHEREAS, Ithaca Soy Foods Company is a business which meets the terms of the leasing policy for the industrial park, and WHEREAS, an option agreement has been negotiated with Vegetable Kingdom, Inc. which gives Vegetable Kingdom a twelve month period to design, obtain approval and financing for and commence construction of an approximately 3,000 sq. ft. building to be built on a site not to exceed one acre, and WHEREAS, the Option Agreement will convert to the standard Cherry Street Industrial Park lease agreement once construction has commenced on the site, and WHEREAS, the Economic Development Committee of the I .U.R.A. has recommended to the I .U.R.A. that this Option Agreement be executed, now therefore be It RESOLVED, That the Mayor, as Chair of the I .U.R.A. and subject to the advice of the City Attorney and Director of Planning and Development, is authorized to execute said option agreement with Vegetable Kingdom, Inc. for a one-half acre to one acre site in Cherry Street Industrial Park for a period not to exceed twelve months. The exact size of the site will be determined by Vegetable Kingdom's projections for future growth and the size site needed to accommodate that growth, but will, in any event, not be larger than one acre. The motion passed 4-0 . 5 BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 22, 1993 B. Request to Temporarily Amend Personnel Roster Deputy Planning Director Sieverding presented a request to temporarily amend the Planning Department's personnel roster by reducing the full-time position of the Environmental and Landscape Planner from 35 hours per week to 30 hours per week. He explained that this change was initiated by the employee involved. The amendment would be for 1994 only. The following motion was made: RESOLVED, That based on a request initiated by the employee involved, the personnel roster of the Planning and Development Department is hereby temporarily amended by reducing the full- time position of the Environmental and Landscape Planner from 35 hours to 30 hours per week from January 1, 1994 to December 31, 1994, or as the Director of Planning and Development may determine, and be it further RESOLVED, That the Director of Planning and Development may return the position to its full-time status at an earlier date should he determine that the volume of work requires that the position return to its full-time 35 hour per week status . The motion passed 4-0 . 6. Fire Department A. Request to Amend Fire Department Authorized Personnel Roster Fire Chief Wilbur presented a request to amend the personnel roster for the Fire Department by creating a temporary sixth Assistant Chief's position. Wilbur explained that Assistant Chief Edward Sharp has decided to retire from active duty at the end of 1993 . He also stated that Sharp has time on the books to carry him until March 13, 1994, and his duties will be covered during that time by the current Municipal Training Officer (Lee LaBuff) . Wilbur requested that a temporary Assistant Chief 's position be created to allow LaBuff to return to his normal position and provide the proper shift commander 6 BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 22, 1993 coverage. Wilbur stated that the temporary position will be deleted at the time of the effective retirement date, March 13, 1994 . The funds will be derived from existing budget amounts . After a brief discussion regarding the position, the following motion was made: WHEREAS, Assistant Fire Chief Edward C. Sharp has announced his intention to retire, effective March 13, 1994, and WHEREAS, the Municipal Training Officer (Lee LaBuff) has been temporarily assigned to cover Assistant Chief Sharp's shift commander responsibilities, and WHEREAS, Chief Wilbur has recommended that a sixth Assistant Chief's position be temporarily established in the interest of providing shift commander coverage, and allow the Municipal Training Officer to return to his normal duties; now, therefore, be it RESOLVED, That the authorized roster for the Fire Department be hereby amended to include a sixth Assistant Fire Chief position, and be it further RESOLVED, That the Fire Department's authorized roster shall return to the normal level of five Assistant Chiefs on the effective date of Assistant Chief Sharp's retirement. The motion passed 4-0. B. Report on Existing 1993 Fire Department Budget Fire Chief Wilbur reported that the 1993 Fire Department Budget is in poor shape. He stated that there is a potential for an over-appropriation of the budget by $50,000 . City Controller Cafferillo stated that he will meet with Wilbur and discuss the budget, and make appropriate year- end transfers in the Fire Department account. No formal action was taken. Further reports relating to the Fire Department Budget will be forthcoming, if needed. 7 BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 22, 1993 C. Request to Amend Current Ithaca Paid Fire Fighter - Association Contract Fire Chief Wilbur and Deputy Fire Chief Dorman presented a request to amend the current Ithaca Paid Fire Fighters Association Contract. Wilbur and Dorman explained that the changes relate to wording changes in hours of work section and the Kelly Time section. They stated that all changes have been approved by the Ithaca Paid Fire Fighters Association. Wilbur explained that Kelly Time will now be paid in 48- hour increments, and that tours of duty shall consist of two consecutive day shifts, followed by two consecutive night shifts, followed by four days off. After a brief discussion regarding the changes, the following motion was made: WHEREAS, the Fire Department has recommended amendments to the 1993-94 contract between the City of Ithaca and the Ithaca Paid Fire Fighters Association, to reflect a change in the hours of work sections, and the related Kelly Time section, and WHEREAS, the following amendments have been approved by the Ithaca Paid Fire Fighters Association; now, therefore, be it RESOLVED, That the following amendments be made to the existing contract between the City of Ithaca and the Ithaca Paid Fire Fighters Association: Hours of Work: (Replace paragraph 2 with the following language) Tours of duty shall consist of two (2) consecutive day shifts, followed by two (2 ) consecutive night shifts, followed by four (4) days off. Kelly Time: (Replace item #4 and examples of employee's Kelly Time options #3 with the following) 4 . Cash for Kelly Time shall be paid in forty-eight (48) hour increments . 8 BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 22, 1993 Examples of Kelly Time Options . 3 . 48 hours paid, 48 hours off. The motion passed 4-0 . 7 . Finance Department/Controller A. Request to Approve Purchasing Policy Deputy Controller Thayer presented the Committee with the City's updated purchasing policy reflecting changes made in current Municipal Law Section 104(b) . Thayer discussed various parts of the policy with the Committee, and answered questions. He explained that the policy is an update from the original policy in 1976 . He also explained that the Controller's Office will annually review the policy and bring any necessary changes back to the B & A Committee for review. After a brief discussion of the policy, the following motion was made: WHEREAS, the City of Ithaca adopted a purchasing policy on January 7, 1976, and WHEREAS, Section 104(b) of the General Municipal Law requires the governing body of every municipality to adopt a procurement policy for all goods and services which are not required by law to be publicly bid, and WHEREAS, comments have been solicited from all officers in the City of Ithaca involved in the procurement process; now, therefore, be it RESOLVED, That the City of Ithaca Common Council does hereby adopt the attached procurement policy (dated December 24, 1993) which is intended to apply to all goods and services which are not required by law to be publicly bid. The motion passed 4-0 . B. Bond Resolution - 1994 Capital Projects City Controller Cafferillo explained that a Bond Resolution including all of the approved 1994 Capital Projects and the purchase of the Seacord property will be 9 BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 22, 1993 put together by the City' s bonding attorney for approval at the next Council meeting. No action was taken. C. Request to Amend Capital Project #211 for Computer Acquisition City Controller Cafferillo presented a request to amend the Capital Project #211 Computer Acquisition by $30, 000 to fund the Finance Department's computer system upgrade. Cafferillo stated that the $30,000 would reflect the purchase of a new financial mini computer system and related software conversion from the current hardware system to the new hardware system. Cafferillo explained that the City will purchase the hardware system from a State Contract vendor (i.e. : Data General, Hewlett Packard or IBM) . He also stated that the City may purchase new financial software at some point in 1994. He explained that the current City computer hardware system is failing and needs to be replaced. He cited a recent near miss with the weekly Thursday payroll schedule as an example of the hardware problems. The Computer Committee has agreed with the purchase as it relates to size for future City computer and networking needs . The Committee discussed the computer purchase with the Controller, and agreed the system needs to be updated. Cafferillo explained that the purchase of the computer system will be covered by a reduction in the City's current maintenance cost. The following motion was made: WHEREAS, the City Controller has recommended that the existing Finance Department computer be upgraded to a more effective and compatible system, and WHEREAS, the City Controller has coordinated the proposed acquisition of computer equipment and related software and conversion of existing software application with the City Computer Committee, to insure compatibility with future networking considerations, and WHEREAS, the costs of the recommended upgrade can be amortized over a five year period, with effective savings from reduced hardware maintenance costs covering most of the anticipated costs; now, therefore, be it 10 BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 22, 1993 RESOLVED, That Capital Project #211 Computer Acquisition be increased by an amount not to exceed $30,000 for the acquisition of hardware and related software, and conversion of existing software applications, and be it further RESOLVED, That the funds for such computer upgrade be financed through the issuance of serial bonds . The motion passed 4-0. 8 . Committee to Proceed into Executive Session The Committee voted, 4-0, to move into executive session to discuss a number of personnel-related matters. 9 . Report from Executive Session After the Committee voted, 4-0, to move back into regular session, Chairperson Booth reported that the following actions were taken during the executive session: A. Youth Bureau - Request to Temporarily Amend Personnel Roster RESOLVED, That based on a request initiated by the employee involved and on a determination by the Director of the Youth Bureau that the request will not significantly affect current department operations, the personnel roster of the Youth Bureau is hereby temporarily amended by reducing the part-time position of a Youth Program Coordinator from 25 hours to 17 hours per week from January 1, 1994 to December 31, 1994. The motion passed 4-0 . B. Building Department - Litigation Item The Committee discussed a possible litigation item dealing with the Building Department. No action was taken. C. Attorney - Personnel Item The Committee discussed with Assistant City Attorney Kennedy a personnel-related issue in the Attorney's office. No action was taken. 11 BUDGET & ADMINISTRATION COMMITTEE MEETING DECEMBER 22, 1993 D. Personnel - Management Compensation/Fringe Benefits The Committee discussed the compensation and related fringe benefits for management employees in 1994 . The Committee voted, 4-0, to move this discussion forward to the next Common Council C.O.W. meeting. E. Attorney - Current Status of Contract Negotiations The Committee discussed the current status of the contract negotiations with the City and the CSEA Unit and PBA Unit. No action was taken. The next B & A meeting is scheduled for January 19, 1994. The meeting adjourned at 11:00 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