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HomeMy WebLinkAbout06-13-84 Personnel & Finance Olnmmtttrr Erpnrt MD the Gammon QRounrtl of hit Q4ity of gtouth irnb: PERSONNEL AND FINANCE COMMITTEE aunt E The y 13, 1984 meeting of the Personnel and Finance Committee meeting was called to order by its '. chairman, Councilman Ann Puzzello at 8 : 00 a.m. in the Council informal meeting room. Persons in attendance included Councilmen Voorde , Crone , Braboy , Puzzello, Zakrzewski , and Beck, Steve White , the Engineering Auditor , Thyra Overton, John Leszczynski, Dave Sypniewski , Joe Black, Citizen Member , Craig Hartzer, Kathleen Cekanski-Farrand and members of the news media. There were additional people which are listed under the individual budget headings. Councilman Puzzello noted that this is the third day of hearings on the preliminary budget for calendar year 1985. ENGINEERING pages 15 - 16 The budget is proposed at $264 ,105 which is a 4% reduction over the current budget of $274 ,786 . The budget was requested at $271 ,004 which would have been a 1% cut but was further cut by the Controller. • Mr. Leszczynski reviewed the budget proposal. He noted that Line No 130 Extra and Overtime is for summer help and graduate engineering students which is proposed at $12 , 000 , the same , figure as this year Line Item 399 , • Other .Contracturals is currently at $18 , 162 and is proposed at $10 , 000 for next year This Line Item funds the services for Mr . Ray Andrysiak who has requested to have his hours cut back. It was noted that Joe Pluta is the manager of Design and Administration of the Waste Water , Neil Shanahan is the manager of Public Construction, and Mary Kay Miller is retiring after 20 years of service with the City. Councilman Voorde requested an updated organization chart of the Public Works Department . It was noted that computers will be used to conduct traffic studies , street surveys, paving programs , etc . Mr: Leszczynski noted that the design. of West Washington Street is proceeding ahead for the end of July. Councilman Puzzello asked various questions regarding services of curbs and sidewalks and what services such as fire and police protection and streets, would have to be offered to annexed areas. Councilman Braboy thanked the Department for the recent notice in the newspaper regarding street light outages . Councilman Voorde inquired into the vehicle inventory report , and was informed that it was "virtually complete" and would be forthcoming . This report would be as of January, 1984. Councilman Puzzello requested a written update addressing all new purchases of equipment since January, 1984. TRAFFIC AND LIGHTING - 32 - 33 This account is requested in the amount of $518 , 670 •which would be a 23% increase over the current budget of $422 , 650. The original budget requested was $565 , 715 which would have been a 34% increase however was cut ' by the Controller to the $518 , 670 figure . . Page 2 . Line Item 130 Extra and Overtime is requested at $61 , 340 reflecting a $245% increase over the current budget of $17 ,800. Much of this is for the increased summer help and the new crosswalk crews . Councilman Puzzello requested an update on parades . Mr. Vance noted that each request is reviewed individually by the Board of Public Works . The Board receives recommendations from the Bureau of Traffic and Lighting, the Legal Department , and the Police Department . Mr . Ralph Wadzinski thought that the recent newspaper article gave an "unfair shot" to the City. Councilman Beck noted that several signatures were forged which were related to a recent block party. Mr , Vance noted that there were no objections when reviewing the requests regarding the location and hours . In the future however , the District Councilman will be notified of such. requests . Councilman Braboy questioned the temporary closing of an alley near her church. Mr. Wadzinski noted that a 10 foot emergency lane was necessary and perhaps there was a communication problem between the Board and the Pastor. Mr. Wadzinski noted that this year there will be 15 runs throughout the City, last year there were 10 runs. He noted .that three routes are free because they require the minimum amount of preparation. All other runs pay by the hour which would include time and a half for personnel which is a minimum of four hours pursuant to union contract , and truck time in order to set up the necessary safety horses. Mr. Wensits of the Tribune noted that the recent sunburst run was quite successful and that the Tribune would be paying its ' fair share for the costs submitted. Mr ,, Wadzinski stated that walks throughout the. City are treated differently since sidewalks rather than streets are used. BOARD OF PUBLIC WORKS - pages. 12 13. This budget was:.approved by the Controller at a figure of $1 , 776 ,094 which would be a 5.7 increase over the current budget of $1 ,697 ,718 . The Board initially requested a budget of $2 , 00 4,559 which would have been an 187 increase for 1985 .. It was noted that there was a re-organization with the Secretary IV position being eliminated . Most accounts were left at the same rate as the current year except Line `,Item 351 Electric Current which is proposed at a 10% increase bringing it to .$1 , 013 , 870. Line Item 379 Rents in the amount of $590, 236 represents hydrant rental in the amount of $409 ,000 annually which is set by the Public Service Commission with the remainder being the maintenance and security expenses on the ,;Coun Zy City Building . BOARD OF PUBLIC SAFETY - page 14 This budget is proposed at $10,200 representing a 1837 increase over the current budget of $3 , 600.`. The sole item funded is Line Item 399 Other Contractuals which represents the fees paid to the three Board members Councilman Beck noted that since these individuals are paid on a contractual basis and are not City employees they do not receive the same percentage increase or decrease as City employees.. It was noted that the Cumulative Capital Improvement Fund which is funded by cigarette taxes is projected at $650. 6.80., which breaks: down approximately as follows : bond debt on the Century Center $456 , 000 , rent Page 3. on the County-City Building in the amount of $102 , 000 and other contractuals in the amount of $92 , 680. The last item is used for new guard rails , consultants etc. The Committee then brought up several matters related to the Bureau of Traffic and Lighting. Councilman Reck. brough.t up the topic of residential parking and, was informed that it takes approximately three to four weeks minimum to check all of the various license numbers with the License Bureau. Since there are many new licenses being issued, it is substantially slower . Mr. Leszczynski noted that the recent re-organization should bring better response time. Mr. Wadzinski added that his bureau would be better organized and that there will be an improved check and balance system. He also noted. that all outside sources for supplies have been curtailed and that the State has recently computerized all of their supplies and equipment with no backup supplies available for the City. Sign replacement alone is costing the City $30, 000 annually. Signs knocked down by citizens are up 20% over other years with. the City assuming such costs. Computers h opefully will assist in this area. Councilman Braboy requested that a yellow line be painted in the 1032 block of Colfax. Councilman Beck expressed concern over the right turn on red especially near grade. schools. Mr. Wadzinski stated that he would like the State Legislature to consider no turn on red based on certain times of the day rather than the present policy. The Committee requested the Council. Attorney to meet with. Mr . Wadzinski so that a letter could be prepared for the State Legislatures requesting them to look into the matter. Councilman Voorde questioned whether one side parking could be permitted on Walnut Street . Mr. Wadzinski stated that he would look into the matter with all interested parties . Mr . Wadzinski also requested that the legal department look into the present truck route ordinance . Tn light of the Ethanol Plant and other new companies coming into the area he believed the ordinance would have to be updated . Councilman Zak.rzewski stated that his Committee would also look into this matter. BUREAU OF STRE.ETS, pages 56 -- 58 This budget is proposed at $3 ,177 ,557 which would be a 35% increase over 'th.e, current budget of $2 ,348 ,9.86.. Th.e. Controller has approved a reduced amount of $2 ,391 , 499 which would be a 2% increase over the present budget . The budget is proposed to have an extra "alley man" and one-half of an Operator IV, Line Item 145. presently entitled "no description" should be PERF. Line Item 261 Other Supplies is up 22% for an amount of $43 , 100 which Sean Watt believes to be a more realistic figure . Line Item 23.5 Concrete has been deleted in the hope that it would be addressed in ,the bond issue . This amount should be b:udgeted_at,. $1 , 200, 000 but will probably be budgeted at $800, 000 for necessary a gr'e8.aae, filher and other bituminous materials Mr. Watt believes that the figure for the current year is under-budgeted by $400,0.00.. Councilman Voorde noted that $400.,000 of Community Development money goes. to public works, Mr . Vett stated that $2';19.,0:.0.:0 is,: received from CD for street materials in 19.8:4 .'. Mr... Vance s'tate.d that CCIT funds could be used- however Page 4. cigarette taxes are down throughout the State . Ideally CCIF funds should be used to match LRSF Funds , but today the majority goes for hydrant rental and bond and rent payments. Councilman Voorde requested the funding sources and was informed that $219 , 000 comes from CD, $481 , 000 comes from LRS , and $750, 000 is the budgeted amount . Alley supplies would be addressed separately. Councilman Beck noted that the 1981 bond issue did not have alley machines . Mr. Watt put in an urgent request for two slurry machines but there would be no hard surface alley program addressed in the 1985 budget , only a grading program. Councilman Braboy stated that somehow the City must address a hard-surface program for alleys in the 1985 budget. She requested a special meeting of the Public Works Committee to address an alley improvement program. Mr. Watt noted that a 1 and 1/2" overlay could cost approximately $2 , 000 per block when you consider manpower and material. Reconstruction at a 4" rate would cost between $4 ,500 to $7 , 000 per block for labor , equipment , and material. Mr. Watt noted that realistically he does not have the manpower to address all of the alleys in a 3 year period. He noted that he has given much alley information to Craig Hartzer and John Leszczynski . He added that an alley inventory needs to be completed . He also added that the City appears "dirty" because of the airborne dust and that we must look into EPA standards for not only alleys but also unimproved parking lots . BUREAU OF VEHICLE MAINTENANCE pages 44-45 The 1985 budget was proposed at $674 ,415 which would be a 14% increase over the current budget of $590,063 . The Controller has reduced the requested amount to $634 , 006 which would be a 7% increase . Mr . Phil St . Clair and Mr. Sean Watt reviewed the budget requests. There would he two additional personnel added for next year. One would be a Stock Clerk T for $11 ,035 who would maintain records and pickup parts . The other new position would be a Mechanic IV which would bring the mechanics to 11 in number , The mechanics work a three shift operation in order to get all street department vehicles out year round . This has eliminated alot of down time . Overhauls and rebuilding takes place on the third shift . They are presently desiring to rebuild a wrecker. The mechanics work four ten hour. days. Mr. Watt noted that between 10 - 11 vehicles are rebuilt each year and he believes the program is a professional maintenance one . Oftentimes, the City must hire out on a contractual basis because the City does not have the right equipment for proper repairs.. Councilman Braboy noted that the City's hourly rate is $3-4. 00 lower than the private sector . Mr. St . Clair stated he would like a City--wide maintenance program which would not necessarily have to maintained in the same building. -Page 5 . • BUREAU OF BUILDING MAINTENANCE pages 46 - 47 The 1985 budget was proposed at $806 , 258 which would be a 3% increase over the current budget of $784, 385 . The Controller has reduced the amount requested to $721 ,883 which would be 8% decrease over the current year. It was noted that the gasoline account , Line Item 222 has been decreased from the current budget of $575 , 000 to an even half million dollars . The actual amount spent in 1983 was $487 ,257 . 08 . The electrical current , Line 351 is projected at $68 , 750 which would be an 10% increase over the current year . The City plans to put all electric figures together and appeal them to the Tax Commissioners . HUMAN RIGHTS - page 37 The 1985 budget is proposed at $84 ,488 which would be a- 537 increase over the current budget of $55 ,239. The Controller has reduced the requested amount to $56 , 675 which would be a 37 increase over the current year Mr. Larry Johnson noted that he did not bring the budget narrative with him, however they would be provided to the Council at a later time He added that the Field Worker I was eliminated several years ago . Mr. Johnson stated that their case load is up partly due to the housing specialist now being on board. He noted that group insurance , social security, and PERF are now funded through the Controller' s budget . Mr. Johnson wanted to promote a Secretary III to a Secretary IV and the budget should show a zero for a Secretary III and a 1 for Secretary IV. Councilman Beck praised the Housing Study for a job well done and well presented. She and Councilman Braboy requested that a special meeting of the Human Resources Committee be called to review the housing study. PARKING GARAGE - page 61 The 1985 budget is proposed at $490,220 which would be an 8.7 decrease over the current budget of $534,779. The requested amount was approved by the Controller. Mr . Ted Latkowski reviewed the proposed budget . Mr. Vance noted that the City would have a deficit situation and that currently the accounts are in the red $151 , 000. Funds were transferred last year to bring the balance to zero . Hours have been modified so that personnel costs could be cut ; Presently a "mass leasing program" is being considered for two businesses for th..e. Colfax garage . Councilman Beck requested that a program be established for City employees to allow them to park at reduced costs at the Colfax garage . Currently they are paying $30 . 00 per month-, Mr . Vance noted that State law . prohibits benefits for "public employees" . If an appropriation is necessary by the end of the year it would probably come from revenue sharing. In 1983 St . Joe garage had an income of $136 , 000 whereas , the Colfax garage was at $70, 000. Page 6. Mr. Vance noted that 200 spaces are empty in the Colfax garage on a monthly basis . He stressed that turn-over parking brings in the revenue not monthly parkers . Councilman Voorde suggested that perhaps a longer term rate should be considered. Mr. Latkowski noted that there has been a reduction in staff through attrition. Twenty-one employees were employed four years ago whereas today there are fifteen. Councilman Puzzello suggested, that perhaps a new identification symbol could be used for part-time employees (presently PT designates part-time) . It was noted that as a group Liberty Mutual will not impact the garage when they leave. The bond issues on the garages accelerates in the late 1980' s. In 1983 between $95,000 and $100,000 was generated through fines . Century Center parking would be paid over a three year period and currently owes $78 , 000 without interest. It has been a deficit situation since 1980. Councilman Beck suggested that they should pay interest and Mr . Vance noted that he would check the PERF proposal in light of the contract regarding payback procedures. BUREAU OF COMMUNICATIONS- page 34. - 35 The 1985 proposed budget was. $130, 956 which would be a 1% increase over the current budget of $129 , 931 . The proposed amount was approved by the Controller. Mr. Glen Zubler noted that the 25% discount from GE is no longer being received. Councilman Puzzello questioned h.ow the County-wide ; communication system would impact the budget -and was informed that depending on h.ow the details worked out exact answers could not be given . The City' s communication center involves advanced equipment of approximately $400 , 000, with software , microwave instead of telephone lines. Telephones cost $40 .00 ;per ' li.ne. Four satellites would be addressed next year per tower . Personal identifiers are also being requested so that each radio can be identified. Councilman Beck requested that any material requested relative to the budget excluding large volume items would be sent to the entire Council and large items would be sent to the Council President with notice of the information being given to the other Councilmembers . CTTY CLERK pages 5 6 The City Clerk' s budget is requested at $68,550 representing a 21% , increase over the current budget of $56, 734 . Irene Gammon noted that she is governed by a separate State law which does not allow the Mayor to cut her budgetary requests. It was noted that the City Clerk's salary would be increased by 43% going from $18 ,500 to $26 ,500; the Chief Deputy City Clerk is recommended at an 8% increase taking her salary from $17 , 044 to $18,400 and recommending that the Deputy City Clerk receive a 7% increase which would take her salary from $14., 06.5 to $15 , 000. Mrs. Gammon noted typically her employees: receive the same percentage increase as other City employees , however she believed that an "adjustment" should be made . All benefits relative to these positions are paid out of the budget . Councilman Crone inquired as to whether the City : Clerk wanted her employees to be treated differently to .which Mrs . Gammon stated "yes". Page 7 . It was also brought to the Committee ' s, attention that Mrs. Gammon has one Secretary III who is proposed to receive. $12 ,858 for next year who is paid out of the Parking Garage fund . This individual would be entitled to a 2% increase since she is not an employee of the City Clerk. It was also noted that there were over 12 , 000 violations issued for snow . and approximately 30 per week are now being handled. The Committee noted that splitting salary sources has been avoided however, a real discrepancy is evident in the City Clerk' s officein light of the fact that the Secretary III also preforms a substantial amount of Council work. Councilman Beck noted that there has been a problem regarding access to the copier especially when the Council has committee meetings at times when the Clerk's office is closed. Councilman Beck stated that she would get together with. Councilman Puzzello and Mrs. Gammon to discuss the possibility of 'a possible rental or purchase of a new copier. Mr. Vance noted that the Mayor ' s copier is rented`; at $400 per month. Councilman Crone requested that the employees in the City Clerk' s office receive the same percentage as all other City employees . It was also suggested that copies of the minutes of the budget minutes be sent to Mr. Vance. Following further discussion by the Committee , Councilman Braboy made a motion seconded by Councilman Beck that the meeting be adjourned. The meeting was adjourned at 11 : 30 a.m. Respectfully submitted , Ann Puzzello , Chairman RECAPr'TOLAT"ION ....• .OF REQUESTED ITEMS 1 . Organization chart of the Public Works Department . 2 . Vehicle inventory report . 3 . A listing of all new vehicle purchases _ begining January 1984 . 4. Painting of a yellow line prohibiting parking in the 1032 block of West Colfax which. was requested by Councilman 'Braboy. 5.. A letter for the State legislators . regarding>.Mr. Wadzinski' s recommendation on no turn on red during specific times- of the day. 6. One side parking only on Walnut Street requested by Councilman Voorde . , 1/ 7 . Revision of the truck route ordinance by the Public Works Committee and the City Attorney' s office . 8. A special meeting of the Public Works Committee addressing alleys . Page 8 . 9. Narratives from Human Rights . 10. Meeting of the Human Resources Committee to hear the Housing Study presentation. 11 . An update from Mr. Vance on the payback on the Century Center parking . CC : Common Council Members Michael Vance .