City Council

TROY CITY COUNCIL FINANCE MEETING AGENDA DECEMBER 22nd, 2022 6:00 P.M. Pledge of Allegiance Roll Call Presentation of Agenda Public Forum ORDINANCES 85. Ordinance Amending The General Fund And Capital Projects Fund Budgets (Council President Mantello) (At The Request Of The Administration) 86. Ordinance Amending The 2022 General Fund, Garbage Fund, Water Fund, And Sewer Fund Budgets (Council President Mantello) (At The Request Of The Administration) 87. Ordinance Amending The General Fund And Debt Service Fund Budgets (Council President Mantello) (At The Request Of The Administration) 88. Ordinance Authorizing The City Comptroller To Transfer Monies From The General Fund Unassigned Fund Balance To The Capital Projects Fund For The 2023 Capital Plan (Council President Mantello) (At The Request Of The Administration) 89. Ordinance Authorizing The City Comptroller To Transfer Monies From The General Fund Unassigned Fund Balance To The General Fund Assigned Unappropriated Fund Balance For A Specific Purpose (Council President Mantello) (At The Request Of The Administration) 90. Ordinance Amending The Fund Balance Policy Of The City Of Troy’s General Fund (Council President Mantello) (At The Request Of The Administration) RESOLUTIONS 125. Resolution Setting The Date For The January 2023 Regular Monthly Meeting Of The Troy City Council (Council President Mantello 1  ORD85 ORDINANCE AMENDING THE GENERAL FUND AND CAPITAL PROJECTS FUND BUDGETS The City of Troy, convened in City Council, ordains as follows: Section 1. The City of Troy budget is herein amended as set forth in Schedule A entitled: 2022 Budget Amendments – Police Vehicles Section 2. This Ordinance shall take effect immediately. Approved as to form, ____________________, 2022 Richard T. Morrissey, Corporation Counsel  ORD85 WM. Patrick Madden Andrew Piotrowski Mayor City Comptroller Chris Nolin Deputy Mayor Office of the Comptroller City Hall 433 River Street Troy, New York 12180 Date: December 14, 2022 To: Troy City Council From: Andrew Piotrowski, City Comptroller Re: 2022 Budget Amendments – Police Vehicles This Ordinance amends the General Fund and Capital Projects Fund, transferring the General Fund’s appropriation of $353,000 for the purchase of police vehicles. Appropriating this funding to the Capital Projects Fund ensures that the monies carryover to the next fiscal year and are not lost due to the end of the fiscal year. Due to ongoing supply chain issues, particularly with regards to the purchase of vehicles, it has been very difficult in the 2022 fiscal year to order needed patrol cars. Multiple orders have been cancelled by vendors after going through the procurement process.  Schedule A ORD85 2022 Budget Amendments – Police Vehicles Original Change Revised Project Account No. Description Budget* (+/-) Budget General Fund Expenditures Police A.3120.0202.0000.0000 Vehicles 353,000.00 (353,000.00) 0.00 Interfund Transfers A.9950.0900.0000.0000 Capital Fund 2,020,678.00 353,000.00 2,373,678.00 Total General Fund Budget Expenditure Increase 0.00 Net Impact On General Fund 0.00 Capital Projects Fund Revenues 2020 Capital Plan - Police H.0000.5031.0667.0000 General Fund 0.00 353,000.00 353,000.00 Total Capital Projects Fund Budget Revenue Increase 353,000.00 Expenditures 2020 Capital Plan - Police H.3120.0202.0667.0001 Vehicles 0.00 353,000.00 353,000.00 Total Capital Projects Fund Budget Expenditure Increase 353,000.00 Net Impact On Capital Projects Fund 0.00 * Or as previously amended  ORD86 ORDINANCE AMENDING THE 2022 GENERAL FUND, GARBAGE FUND, WATER FUND, AND SEWER FUND BUDGETS The City of Troy, convened in City Council, ordains as follows: Section 1. The City of Troy 2022 budget is herein amended as set forth in Schedule A entitled: 2022 Budget Transfer(s) – December 2022 City Council Meeting 2 which is attached hereto and made a part hereof. Section 2. This Ordinance shall take effect immediately. Approved as to form, ____________________, 2022 Richard T. Morrissey, Corporation Counsel  ORD86 WM. Patrick Madden Andrew Piotrowski Mayor City Comptroller Chris Nolin Deputy Mayor Office of the Comptroller City Hall 433 River Street Troy, New York 12180 Date: December 14, 2022 To: Troy City Council From: Andrew Piotrowski, City Comptroller Re: 2022 Budget Amendment(s) – December 2022 City Council Meeting 2 The reasons below are specific to the items as referenced on the Schedule A as justification for the budget transfer(s). 1. A transfer in the General Fund for vehicle related expenses as funded from the General Fund Contingency account. 2. A transfer in the Garbage Fund for vehicle related expenses pertaining to gas funded from salary savings within the Residential pickup department. 3. Transfers within the Water Fund for various operating related expenditures including chemicals and materials for water distribution. Funding is provided from salary savings with Permanent Salaries in the Water Fund. 4. A transfer within the Sewer Fund for the purchase of necessary materials and supplies funded from budgetary savings in other operating accounts.  Schedule A ORD86 2022 Budget Transfer(s) – December 2022 City Council Meeting 2 Original Change Revised Department Account No. Description Reference Budget* (+/-) Budget General Fund Garage A.1640.0304.0057.0000 Vehicles - Parts 270,000.00 10,000.00 280,000.00 1 Garage A.1640.0304.0058.0000 Vehicles - Repairs 102,000.00 10,000.00 112,000.00 1 Police A.3120.0304.0056.0000 Vehicles - Gas 200,000.00 22,000.00 222,000.00 1 Fire A.3410.0304.0056.0000 Vehicles - Gas 109,500.00 12,500.00 122,000.00 1 Contingency A.1990.0418.0000.0000 Contingency 436,680.45 (54,500.00) 382,180.45 1 Net Impact On General Fund 0.00 Garbage Fund Residential CL.8160.0304.0056.0000 Vehicles - Gas 102,600.00 12,000.00 114,600.00 2 Residential CL.8160.0101.0000.0000 Permanent Salaries 1,236,570.00 (12,000.00) 1,224,570.00 2 Net Impact On Garbage Fund 0.00 Water Fund Administration F.8310.0402.0000.0000 Postage 30,000.00 5,000.00 35,000.00 3 Pumping F.8320.0401.0054.0000 Utilities 330,000.00 (30,000.00) 300,000.00 3 Purification F.8330.0303.0000.0000 Other Material & Supplies 1,206,381.00 60,000.00 1,266,381.00 3 Distribution F.8340.0303.0000.0000 Other Material & Supplies 460,664.00 40,000.00 500,664.00 3 Distribution F.8340.0409.0000.0000 Consultant Services 25,000.00 30,000.00 55,000.00 3 Administration F.8310.0101.0000.0000 Permanent Salaries 279,813.00 (15,000.00) 264,813.00 3 Purification F.8330.0101.0000.0000 Permanent Salaries 1,610,185.00 (17,500.00) 1,592,685.00 3 Distribution F.8340.0101.0000.0000 Permanent Salaries 1,208,064.00 (72,500.00) 1,135,564.00 3 Net Impact On Water Fund 0.00 Sewer Fund Sanitary Sewers G.8120.0401.0054.0000 Utilities 10,000.00 (4,000.00) 6,000.00 4 Sanitary Sewers G.8120.0404.0068.0000 Repairs - Equipment 15,000.00 (5,000.00) 10,000.00 4 Sanitary Sewers G.8120.0405.0068.0000 Rentals - Equipment 25,000.00 (18,000.00) 7,000.00 4 Sanitary Sewers G.8120.0303.0000.0000 Other Material & Supplies 275,000.00 27,000.00 302,000.00 4 Net Impact On Sewer Fund 0.00  Original Change Revised Department Account No. Description Reference Budget* (+/-) Budget * Or as previously amended  ORD87 ORDINANCE AMENDING THE GENERAL FUND AND DEBT SERVICE FUND BUDGETS The City of Troy, convened in City Council, ordains as follows: Section 1. The City of Troy 2022 budget is herein amended as set forth in Schedule A entitled: 2022 Budget Amendment(s) – Debt Service Fund Transfer which is attached hereto and made a part hereof. Section 2. This Ordinance shall take effect immediately. Approved as to form, ____________________, 2022 Richard T. Morrissey, Corporation Counsel  ORD87 WM. Patrick Madden Andrew Piotrowski Mayor City Comptroller Chris Nolin Deputy Mayor Office of the Comptroller City Hall 433 River Street Troy, New York 12180 Date: December 13, 2022 To: Troy City Council From: Andrew Piotrowski, City Comptroller Re: 2022 Budget Amendment(s) – Debt Service Fund Transfer This Ordinance will transfer $300,000 of the remaining contingency in the General Fund to the Debt Service Fund. The appropriation in the Debt Service Fund would be to the contingency account in the 2022 fiscal year. At the end of the fiscal year, the $300,000 transferred would create a surplus in the Debt Service Fund. However, legislation will be presented in early 2023 appropriating fund balance to pay for debt-related expenditures specific to the General Fund. The New York State Comptroller’s Office and the City’s independent auditors have opined that this type of transfer is permissible.  Schedule A ORD87 2022 Budget Amendment(s) – Debt Service Fund Transfer Original Change Revised Project Account No. Description Budget* (+/-) Budget General Fund Expenditures Contingency A.1990.0418.0000.0000 Contingency 436,680.45 (300,000.00) 136,680.45 Interfund Transfers A.9950.0998.0000.0000 Debt Service Fund 3,697,126.00 300,000.00 3,997,126.00 Total General Fund Budget Expenditure Increase 0.00 Net Impact On General Fund 0.00 Debt Service Fund Revenues Interfund Revenues V.0000.5031.1000.0000 General Fund 3,697,126.00 300,000.00 3,997,126.00 Total Capital Projects Fund Budget Revenue Increase 300,000.00 Expenditures Contingency V.1990.0418.0000.0000 Contingency 0.00 300,000.00 300,000.00 Total Capital Projects Fund Budget Expenditure Increase 300,000.00  Original Change Revised Project Account No. Description Budget* (+/-) Budget Net Impact On Capital Projects Fund 0.00 * Or as previously amended  ORD88 ORDINANCE AUTHORIZING THE CITY COMPTROLLER TO TRANSFER MONIES FROM THE GENERAL FUND UNASSIGNED FUND BALANCE TO THE CAPITAL PROJECTS FUND FOR THE 2023 CAPITAL PLAN The City of Troy, convened in City Council, ordains as follows: Section 1. The City Comptroller is authorized to transfer $1,000,000 from the Unassigned Fund Balance of the General Fund to the Capital Projects Fund as follows: Section 2. The City of Troy shall establish capital projects entitled: 1. 2023 General Fund Capital Plan Section 3. The City of Troy budget is herein amended as set forth in Schedule A entitled: 2022 Budget Amendments – 2023 General Fund Capital Plan Section 4. This Ordinance shall take effect immediately. Approved as to form, ____________________, 2022 Richard T. Morrissey, Corporation Counsel  ORD88 WM. Patrick Madden Andrew Piotrowski Mayor City Comptroller Chris Nolin Deputy Mayor Office of the Comptroller City Hall 433 River Street Troy, New York 12180 Date: December 14, 2022 To: Troy City Council From: Andrew Piotrowski, City Comptroller Re: 2022 Budget Amendments – 2023 General Fund Capital Plan This Ordinance authorizes a transfer of $1,000,000 from the Unassigned Fund Balance (previously known as unrestricted fund balance) for the purpose of funding a 2023 capital plan relating to vehicle purchases in the General Fund. There is adequate funding available in the Unassigned Fund Balance, with anticipated growth of this fund balance based on 2022 year-end results, to make this appropriation. The department(s) purchasing new vehicles will be determined early in the 2023 fiscal year based on operational need and cost. Using this means to fund a capital plan will avoid using debt financing for capital purchases.  Schedule A ORD88 2022 Budget Amendments – 2023 General Fund Capital Plan Original Change Revised Project Account No. Description Budget* (+/-) Budget General Fund Revenues Appropriated Fund Balance A.1000.8018.0000.0000 Unassigned Fund Balance 0.00 1,000,000.00 1,000,000.00 Total General Fund Budget Expenditure Increase 1,000,000.00 Expenditures Interfund Transfers A.9950.0900.0000.0000 Capital Fund 2,020,678.00 1,000,000.00 3,020,678.00 Total General Fund Budget Expenditure Increase 1,000,000.00 Net Impact On General Fund 0.00 Capital Projects Fund Revenues 2023 General Fund Capital Plan H.0000.5031.0692.0000 General Fund 0.00 1,000,000.00 1,000,000.00 Total Capital Projects Fund Budget Revenue Increase 1,000,000.00 Expenditures 2023 General Fund Capital Plan H.1640.0202.0692.0000 Vehicles 0.00 1,000,000.00 1,000,000.00 Total Capital Projects Fund Budget Expenditure Increase 1,000,000.00 Net Impact On Capital Projects Fund 0.00 * Or as previously amended  ORD89 ORDINANCE AUTHORIZING THE CITY COMPTROLLER TO TRANSFER MONIES FROM THE GENERAL FUND UNASSIGNED FUND BALANCE TO THE GENERAL FUND ASSIGNED UNAPPROPRIATED FUND BALANCE FOR A SPECIFIC PURPOSE The City of Troy, convened in City Council, ordains as follows: Section 1. The City Comptroller is authorized to transfer $60,000 from the Unassigned Fund Balance of the General Fund to the Assigned Unappropriated Fund Balance of the General Fund within the 2022 fiscal year. Section 2. The amount credited shall be used for the purchase of new copiers and printers within the City government. Section 3. This Ordinance shall take effect immediately. Approved as to form, _________________________ , 2022 ________________________________________________ Richard T. Morrissey, Corporation Counsel  ORD89 WM. Patrick Madden Andrew Piotrowski Mayor City Comptroller Chris Nolin Deputy Mayor Office of the Comptroller City Hall 433 River Street Troy, New York 12180 Date: December 14, 2022 To: Troy City Council From: Andrew Piotrowski, City Comptroller Re: Assigned Unappropriated Fund Balance – General Fund This Ordinance authorizes the allocation of $60,000 from the Unassigned Fund Balance of the General Fund to the Assigned Unappropriated Fund Balance for the purpose of purchasing new copiers and printers at City Hall. This funding is exclusive for the purpose and will be appropriated to an expenditure account in the 2023 fiscal year. While the purchase of the copiers and printers has been approved by the City Council, the contract has not been executed. The transfer ensures that the funding will be available when the contract is executed.  ORD90 ORDINANCE AMENDING THE FUND BALANCE POLICY OF THE CITY OF TROY’S GENERAL FUND The City of Troy, convened in City Council, ordains as follows: Section 1. The Troy City Council adopted the most recent fund balance policy for the City’s General Fund in December 2019, and amended the policy in April and December of 2022. Section 2. This Ordinance amends the fund balance policy as shown in the track-changed version attached hereto to allow holding up to ten percent (10%) of the amended budget as unassigned fund balance. Section 3. This Ordinance shall take effect immediately. Approved as to form, ________________________, 2022 ______________________________________________ Richard T. Morrissey, Corporation Counsel  ORD90 WM. Patrick Madden Andrew Piotrowski Mayor City Comptroller Chris Nolin Deputy Mayor Office of the Comptroller City Hall 433 River Street Troy, New York 12180 Date: December 16, 2022 To: Troy City Council From: Andrew Piotrowski, City Comptroller Re: Fund Balance Policy – General Fund This Ordinance amends the fund balance policy for the City’s General Fund as illustrated in the attached track changed version. The policy was previously passed by Resolution in 1997, with an amendment in 2018. In December 2019, the current policy was approved and changed into a policy format with amendments approved in April and December of 2022. The proposed amendment would increase the maximum allowed Unassigned Fund Balance of the General Fund to be equal to 10% of the final adjusted budget of appropriations in the fiscal year. Any excess over this amount will be allocated to five reserves within the General Fund. These reserves are Capital, Workers Compensation, Insurance, Snow and Ice Removal, and Unemployment Insurance. Increasing the maximum amount of Unassigned Fund Balance allows the City to have an increased balance in the unrestricted “rainy day” fund. From a financial analysis perspective, it presents a fairer representation of the City’s balance sheet and permits greater flexibility in responding to unexpected operational needs. An increased amount of Unassigned Fund Balance addresses the concerns from credit rating agencies. In previous credit rating reports, it has been noted that the Unassigned Fund Balance of the General Fund is not sufficient at the current maximum allowed percentage.  ORD90 City of Troy, New York General Fund Balance PolicyFund Balance Policy – General Fund Adopted December 2019 Amended April 2022 Amended December 2022 Fund Balance Policy – General FundGeneral Fund Balance Policy - Page 1  ORD90 Contents Section 1 Scope & Objectives Section 2 Established Reserves & Allowable Uses Section 3 Calculation Method Section 4 Allocation Section 5 Special Funding Requirements Section 1 – Scope & Objectives This policy is to outline the City’s General Fund Balance Policy which was previously approved by the City Council in September 1997, amended by resolution in September 2018, and then amended by ordinance in December 2019, formalizing the prior resolutions into a written policy, and amended by ordinance in April 2022 and December 2022. The primary objective is to allow one clear concise document that outlines the City’s reserves within the General Fund, the allowable uses, and the way in which these reserves are funded. This policy does not account for the Debt Reserve which was created under the City’s Municipal Assistance Corporation legislation and is governed through that documentation. Section 2 – Established Reserves & Allowable Uses Pursuant to New York State General Municipal Law there have been five (5) reserves established within the General Fund with the appropriate usage as follows: 1. Capital Reserve a. To finance the cost of the purchase of equipment, vehicles, apparatus or the capital assets for sue use by the City and the reconstruction, rehabilitation or renovation for City owned buildings and facilities. 2. Snow and Ice Removal Reserve a. To finance the cost of the removal of snow and ice from public thoroughfares and the repair and maintenance of roadways damaged by removal of snow and ice. 3. Insurance Reserve a. To finance the cost of liability, casualty and other types of losses, including expert or professional services rendered in connection with the investigation, adjustment or settlement of claims, actions or judgments. 4. Worker’s Compensation Reserve a. To finance the cost of compensation, benefits and other expenses authorized by the Worker’s Compensation Law and for payment of expenses associated with the administration of a self-insurance program. 5. Unemployment Insurance Reserve a. To finance the cost of payments to New York State for payments made to claimants where the City of Troy has elected to use the benefit reimbursement method. Fund Balance Policy – General FundGeneral Fund Balance Policy - Page 2  ORD90 Section 3 – Calculation Method In a fiscal year where the Unassigned Fund Balance of the General Fund of the City exceeds four and three quartersten (4.7510.00) percent of the final General Fund amended budget for that fiscal year, the City Comptroller, or in the absence thereof, the Deputy City Comptroller, shall designate and transfer such excess funds to the reserves designated in Section 2. Section 4 – Allocation In the event of there being excess funds as prescribed in Section 3, the reserves shall be funded with the excess based on the following allocation. Description Allocation Percentage Capital Reserve 80.00% Snow and Ice Removal Reserve 10.00% Insurance Reserve 5.00% Worker’s Compensation Reserve 2.50% Unemployment Insurance Reserve 2.50% Section 5 – Special Funding Requirements Pursuant to New York State General Municipal Law there are specific reserves that have rules pertaining to funds replenishing what is used, which is the case for the Snow and Ice Removal Reserve. Therefore, in the event thatif funds are used from this reserve, prior to any surplus being allocated to the Unassigned Fund Balance or to other reserves in a fiscal year, used funds shall be returned to the Snow and Ice Removal Reserve. The same rules shall apply for the first fiscal year subsequent to the use ofafter using the reserves. Fund Balance Policy – General FundGeneral Fund Balance Policy - Page 3  RES125 RESOLUTION SETTING THE DATE FOR THE JANUARY 2023 REGULAR MONTHLY MEETING OF THE TROY CITY COUNCIL ______________________________________________________________________________ NOW, BE IT RESOLVED, that the January 2023 Regular monthly meeting of the City Council shall be held on January 5, 2023, at which meeting the Council shall designate the dates for the next twelve Regular monthly meetings of the City Council pursuant to § C-19 of the City Charter. Approved as to form, ________________________, 2022 ______________________________________________ Richard T. Morrissey, Corporation Counsel