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
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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
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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
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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
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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.
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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 .
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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
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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.
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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 .
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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
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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
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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.
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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.
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