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Home My WebLink About10-1228CORPORATION PROCEEDINGS COMMON .COUNCIL CITY HALL BUFFALO TUESDAY, December 28� 2010 AT 2:00 P .M. Present — David A. F n z yk, President of the Council, and C u'n m m s; Fontana, Golombek, Haynes, Kearns, LoCurto, Rivera, Russell & Smith - 9 Absent -None On a motion by Mr. Fontan Seconded by Mr. Rivera, the minutes of the stated meeting held on December I, 20 10 were approved. FON ANA FRANCZYK GOMEK HAYNES KEGS L OCUR TO SERA RUSSELL SMITH [MAJ- 5] �3/4- 7 a *A* NO 9 0 � x� FROM THE MAYOR 0 0 0 1 T O : THE - COMMON COUNCIL DATE: : Dece 16 FROM: T EXECUTIVE D EPARTMEN T SUBJECT: 2010 Capital Budget Veto Message I have reviewed the Common Council' action on the 201 0 - 20 11 Capital Budget and hereby sustain and approve five of e Common Council's additions while objecting to the-remaini one as outlined below. In accordance with §20 of e City Charter, I hereby veto aRq to the following Common Council addition. to my 20 1 0 - 20 11 reconunended Capital Budget: OBJECTIONS PURSUANT TO 20 -26 OF THE CITY CHARTER Ne it y Court Field Turf Installation Project $ 5o,000 However I hereby a o sustain the following Common Council additions: SUSTAINED COMMON COUNCILA Richmond Street Lighting Sy p .o y Circle to Forest) ($300,000); Masten District Infrastructure Improvements (Sidewalks- Fernhill & MapleRidge Streets $1871� 632 and Reconstruction to Viola Circle Park Islands $66,000) ($253,632); Lovejoy District Streetseapes (East Delevan and Clinton from Bailey Ave to City Line ( $ 4 0 0 ,000); North Buffalo Hock Rink Improvements (Locker Room expansions an improvements to include modernization of locker room area, new lo ckers and lay out revision) ($321,000); Genesee Gateway Streetseape Improvements (Curbs, Sidewalks, Signage, Lighting and Landscaping) ( $150,000 I did not include funding in my re capital budget and I object to the largest Common Council addition of $450,000 for the Ne it y Court Field Tu rf Installation roJeet because believe it is not a. fiscally-prudent expenditure. Per the recent parks transfer the City of Buffalo is now responsible for maintaining 104 additional buildings, structures and facilities, in itio to the 186 parks, fields, and public spaces for a total of 290 Parks assets. Id eally, while I would certainly want to support new fi elds or facilities in every community within the City of Buffalo; the financial realities dictate that our focus must b g eared toward mai t i and improving our existing inventory during these di fi scal times. Therefore wit the il of significant resources from the Federal and State Go events, the City of ' alo simply cannot afford to increase our ien.toty. It must b noted that no Federal or Mate funding has been c ommitted to this project. . would certainly e open to diverting the $45 identified b the Common Council for the Nevilly Court project to improvements to an existing facility or �4 fa cilities in the South Council DI 'strict which will achieve immediate impact such s the � Caz no is Pool, the C z no i Park .casino, the So thsi e Firehouse containing Engine 25 -and. Ladder 1 or infrastructure i roVeme o streets such as Abbott Road, McKinley Parkway, Seneca Street, or South Park. Furthermore, it must - e stated that although . did not - e t to additions for planning . infrastructure funding relate Nev illy the N l y C rt Project in last year" s capital - budget, I did so reluctantly based on the prom Ise of the South is r et Councilmember that s t State and Federal resources would be alloca for this o ee . As previously stated, no State or Federal. fun ds have 'been committed to this project to date. Therefore, for the Foregoing reasons I hereby veto � and obj ect to the Common Council's largest addition of $45 0,000 for the Nevil Nevi ly Court Field T U'rf Instal l do Project, and return the 20 1 2011 Capital Budge to the City Clerk (without. objection to the remaining five Common Co nciI ad ditions) in accordance with Article 20 of the City Ch .rt r. DEP ARTMENT ,BEAD NAME: Byron Wt Brown T ITLE : Mayor SIGNATURE OF DEPARTMENT HEAD: Jr City Clerk's Department ]BUFFALO December 2010 HON. BYRON W, BROWN MAYOR OF BUFFALO E AR S R, Pursuant to the provisions of Section 3.19 of the I present herewith the aftached resolution item. No. 3 PASSED. December 9,2010 Amend Capital Budget-201 I & r roar (No. 1, CCP 11103120 Gerald A Cwisk City C#r 4 y i 6:A8 No. Capital Bud 2011 as Amended 2011 CAPITAL IMPROVEMENT PROGRAM BUDGET 2011 A !S COMMON COMMON RECOMMENDED COUNCIL COUNCIL PROJ " ET REDUCTIONS A BUFFALO PUBLIC SCHOOL . ............ sl1001 Reconstruction o Va rious schools (Plant Services) ,900x000 :$4: #� 2011 COMMON COUNCIL A DOP T ED B UDGET CITY OF BUFFALO ?.0 BFD07001 Purchase Fire Lpparatus $1 ,465,900 1 BLDG11 13 'Fire Department ri ru fi 1 pgr d (Buildings & Facilities) $240, O �4 ,900,000 ` $965,900 $240,750 B FD 001 City Court Pis ner E0 --u B uildings & Faci Iffi B D 00 Renovation Police Districts (Buildings Facilities) 1 ,405,00 " . r 0 ,0 B P D I 1 007 'Police Headquarter Renovation (Buildings & Facilities) $202,4 ART 1 1'001 Restorati on 'd Conservation of Pu li Art Bidl s & Facil $ 2 23 , 000 B S1 0 '2 Rep'la'cement of 1� inflow in Pan A Building Annex (Buildings Facilities) BM SI 001 Heat 4 pi ' (Buildings & ilit s $ 53,500 00 BM 51100 A - �.i $` B ii.�i gs F iiifi s $80,250 80, 0 KMH 110 11 Klein ans Re vital i do P la uiIdi gs & Faci lifi 's 900 i 30 S' EAS11001 STAG S BRICK B ild s & Facilities 7, O $240}750; SHEAS11004 F I RE ESCAPE. Bu i[ding a Facilities) S HEAS1 1005 BOIL LA M Build r s & ifffl s -) 8 90 $18190 , B AB 11006 S rg Generator (Buildings Facilities ----------- . $187 X001 1002 Z oo Main Animal Biding Roof Re (E ,580 $ �.. �....#.�.� :.... :: :. 0 0 00 50,000 J. BL G I 1001 Q ity Hall B R enovat ion (Build i n gs & Facil i fi BLDG 11 002 Cif �' all fri l �j g pg�`ds Bu��d4r�g Fa 0 500 1 0 00 $0 '�` BLDG1 00` City Hal', Front Entrance Reconstruction (Buildings & Facilities) $64 ,00 0 BLDG BLDG1 1009 City Cour r g re y Generator Building & F acilities) $342,400 . B L 110 10 B r oa dw a y ' Marke I m prvm'nts Bui I 61'� & Facil ifi $342,400 BL GI 1023 Community Center A & Mechanical pgs Bg 1 97,950 ' 750 BG1 1 024 Community Center Electrical U pgra de s (Bid s & Fac $ 133,750 , B LDG 11025 - i t y Center Roof Replacements Bu il dings & Facilities) $100,000 88, x 50 BLDG 11027' r ' Broadway Depot Roof Replacement (Buildings B ildin s & Facilities) $280,050 BL G 11029 fs ri t c ' � ntU.0�ta ' des ' Bi- Widings & Fac I BLDG 11031' City-wide B iIdir�� 1 n . sp i N eed's Assessent $ 107,000 �O ,000 ' t $0 m (Buildings . Facilities) s BLDGI 1032 City -wid Buildi g Improve m s hcl.'u d . $g Center I rov is $535,00 $66,424 $468,576 BLDGI 1033 O r t' B j park (Coca-Co Fie 0n Rec on str uction 1 88 X20 $642,000 � r ye /AT 1 tF eJ�_ Sri F J7{ ��1My 711 y��yy 9 CIT . .. i .7 . �1 � 0 0 rg n Bridge' . p irs I i�r ri g V $5,146,561. ,1 46, 1 . G , . 001 F ruit - Belt � d vet ent i ri - % rich !�� Y 960 � $4 NG 1 0 west e rr y Widg. Ili t#0 � ri .� ' ' $90,4 W $ 000 $90,41 N G 1' I 003' South Park . .Bridge Rehabilitation (En -gin rig - 9 % mat BNG 1 100 E lmwood A ble, ors t '� 98 � $42, 3 2' T 000 $42,800 .. �� ^+� j f'�y ¢ g g c , G . 1 005 B NMQ s ` 11-B. ' . � inee `�' g 9 - 9 % match $139 100 +f� 1 39,100 . NG�:1.1 006 me Phase 11 ginner Lng) - � 95% m � / 0 1 0 200 53500 y 1 9nni 2011 CAPITAL IMPROVEMENT PROGRAM BUDGET SUMMARY OF REDUCTIONS .B 07001 Purchase. Fire Apparatus P o tio' . P li'c'e". Di- t- &.t : (Bu'it - di .s & Facilities) B LDG 11 .... y'Hall" Bathr' m' .V io - (BuildLngs & F ifi i . 'BLDG 11002 - Cit I[ l ctrl l' r d ' -1d in & Fa ifi ie B LDG 1 10 ity 11 Fro # . r a . s r tio' n (Swidings & Facilities) B LDG 1 1029' istri t Heat Pl ht Up� r d s - i1 i' � & .dlfifi E. L G�� 1 1 City -mod ildi. � ' 'Insp.e ti'e & Needs As sessment (Bu & Facilities PR KS1 1003 J ty!i Tre ' e o 1 . Pl ntira T O T AL ....... . ...... . . ........ - SUMMARY OF A DDITIONS Richmond Street Lighting (Symphony Circle to Forest) u s e Dis s e e r v m nts (Sidewalks. - Fernhill & MapleRidge Streets 1 87,632 and Reconstruction. to Viola C i rcle Park Is $66,0 Nev illy Court Field ' rf lhs lla io Pro-j Lovejoy istrict' S r s pe' t. le' van and Clinton Bey Ave to City Line North 'mil - c ey Rink err pr L include modernization of to er room area, new lockers and layout r vi ion G r e ee G tee y � e s pe pro men (Curbs, Sid walks Sin e, Lighting and Landscaping) o,00 P ($16 4/ ,200 ($ 208, 65 0 �i000 ( $ 66 J .424 $ 1 1 874 t 6 32 ' $3 00, 000 $253,632 $450,000 $400 $32 1,000 $ 150,000 $ 1-1874,632- R'S COMMON COMMON COMMON ' RECOMMENDED COUNCIL COUNCIL COUNCIL ADOP ' NG 1 1007 Erie Canal Phase III €neeri - % match BUDGES $53 REDUCTIONS ADDITIONS BUDGET : STRT08002 Streets & l S tr et $675 .00n x o ., it yw de Parks I mp rovements (Includ funding f or 0 I sted P PRKS1 1 o rot erica Park Phase 1, If (P aft) - Citywide Asset � r[7,000 $1, 605 ,0 00 P KS 1 o Ci tywide Tree Rem - oval l tiA g $750,000 �J "� Veh icles d m � PL. F � � '�k� �� ;��1 i� ( Par k s ) * o $1,305,000 � - M� FLAN M .' .. - .. x.l ; $535,000 .. .. INSPI9001 DEMOLITIONS OF BUILDINGS ' (De . . . . . ........ . .. .. . . . . . . . . . V . . . . is 3fi� o d S e er Li F li Sy d ,' a � �i� i to Forest , �c' r3 �s roc r s r Pr t (Sidewalks -� r }'�l & pl id Str eets $300,000 $300,000 $ 1 8 7,632 and Reconstruction to Viola Circle Park Islands } 000) N C ou rt T urf I } r d+ $253,632 $253,632 L ovej o y D istdct S r t c p e,s (East elevar� and Clinton from B2! Ley Aloe o L in e) $450,000 $450,000 .City North Buff-ato Hocke Rink I mprovements ( Locker Room expansions and to im rn include # d e# t ion hoer room area, new lockers an l revision) G enesee '� .'way Stre t .pe I prov me is (C urbs, Sid ewalk s, Signa � , Li t in and �� # 000 0 Landscapin ' '22400"0001'' 4: $ 150,000 :874 632 . $150,000 000, .. I . . . ... E :. ..... OUNCIL MMARY:0F'G C! 'ES .. .. .., '.. ff SUMMARY OF REDUCTIONS .B 07001 Purchase. Fire Apparatus P o tio' . P li'c'e". Di- t- &.t : (Bu'it - di .s & Facilities) B LDG 11 .... y'Hall" Bathr' m' .V io - (BuildLngs & F ifi i . 'BLDG 11002 - Cit I[ l ctrl l' r d ' -1d in & Fa ifi ie B LDG 1 10 ity 11 Fro # . r a . s r tio' n (Swidings & Facilities) B LDG 1 1029' istri t Heat Pl ht Up� r d s - i1 i' � & .dlfifi E. L G�� 1 1 City -mod ildi. � ' 'Insp.e ti'e & Needs As sessment (Bu & Facilities PR KS1 1003 J ty!i Tre ' e o 1 . Pl ntira T O T AL ....... . ...... . . ........ - SUMMARY OF A DDITIONS Richmond Street Lighting (Symphony Circle to Forest) u s e Dis s e e r v m nts (Sidewalks. - Fernhill & MapleRidge Streets 1 87,632 and Reconstruction. to Viola C i rcle Park Is $66,0 Nev illy Court Field ' rf lhs lla io Pro-j Lovejoy istrict' S r s pe' t. le' van and Clinton Bey Ave to City Line North 'mil - c ey Rink err pr L include modernization of to er room area, new lockers and layout r vi ion G r e ee G tee y � e s pe pro men (Curbs, Sid walks Sin e, Lighting and Landscaping) o,00 P ($16 4/ ,200 ($ 208, 65 0 �i000 ( $ 66 J .424 $ 1 1 874 t 6 32 ' $3 00, 000 $253,632 $450,000 $400 $32 1,000 $ 150,000 $ 1-1874,632- C I *NO* YRANCZVK GOLONMEK HAYNES IMAIRNS LOCURTO PJNrE RA RUSSELL SNWM ` 4P' maj - i 314. Cit Clerk's Department BUFFALO December 9, 2010 HON. BYRON W. BROWN MAYOR OF BUFFALO DEAR SIR: Pursuant to the provisions of Section 3-19 of the Charter, I present herewith the attached resolution item. No. 4 Capital Bud I as Amended PASSED December 9 201 Gerald A Chwalinski Cit Clerk THE COMMON COUNCIL Date: 10-29-201- FROM; THE EXECUTIVE DE SUBJECT; 2011 Capital Budget Recommendations 2011 Capital Impro Program Recommendati ' accordance With § 2 -24 of the City Charter, - attached please fmd my recommended 2011 City of Buffalo Capital Budget and 2011-2015 Capital Improvements Program. Based upon the My o f Buffalo Comptroller's recommended debt limits, the 2011 Capital Budget consists of $22.4 million in ceding for City of Buffalo projects and $4.9 million for Buffalo Public Schools proje In recommending individual ex pend i ture s, my drnftu'trfn has thoroughly reviewed the recommendations of the Citizens Planning Council (C PQ, My admhu"stration.1's greatly appreciative of th difficult task performed b the CPC M evaluating .ore than $78 mlfi n i requests* As evidenced by the attached budget, I have a dh e r e d closely to the recommendations of the CPC: My recommended Capital Budget contains a pride an" ty of capital improvement projects with more than $2.89 ri M ceding for City 'arks fficluding the Ohnsted Parks and historic Broderick Park, This funding i necessary given the County of Ere's de cision to return management of th e parks to the City of Buffalo. The remainder of the City's $22.4 million in capital funding is highlighted ; C Infrastructure — Repair/Replacement Buffalo Public Schools Emergency D e m olitio ns City-wi Tree Removal & Planting Buffalo Fire Depa rtment Fire Apparatus B uff al o Police Department Prisoner Lock-up Cu In stitutions City-wide C Centers ( HVAC, Me chanical, Electrical, Roof Repairs Building N eeds A ssessment o Broadway Market D owntown B Park (Coca -C F hn pr o veme n ts D EPARTMENT HEAD NAME: Byron W. B row n TITLE E Mayor 1.46 : 5 1 AO, $2,656 ,� $ 1 7 465 5 900 1 1 ,40, $1 3 235,420 $561,750 $,o $347750 $1581,320 201 CAPITAL BUDGET RECOMMENDATIONS PRO JECT 201 7 BUR% ."---PU8-L -S b psl 1001 Itrin o Various 3h1s P1 Sts 4 # 000 COMPTROLLERS CAP - BUFFALO PUBLIC SCHOOLS 1 4,900,000 CITY OF BUFFALO . Purchase fr' L G11 13 Pine o f Various t & Fac .......... ................ .. ...- .._..- .-- . - -.-. - 455 b t UFFALO.: -.��MENT' B PD I 100 1 Q Court Prisoner 1 # 5 1 ; BPD 1 1005 Renovation Police Districts' Buildings & Facilities) 467,858 P1 1007 Police Headquarter 2 G .. ................. ARTS 1100 1 R estoration an d Conservation o f Public A (BIB s Fac 2 1 CHS 11002 R ep la cem e nt o Windows in Pan A Buil Anne xes Buildings & Faiiii 53,500 B MOS1 1001 Heat Pnp Repla r r i t in a i ii i s ,� M S' AC ° L`l s uil i & a il 74 KM H I 10 11 Kin h ans revit alizatio n Plan u i Id in s & Faci 240,750 S AS I 1 00 1 STAG EHO U S E BR ICI u i 1n & a i i i 107 SHEASI 1 004 FIRE ESCAP i i s & Faci lities) S A 005 BOILER REPLACEMENT (B uildings & Facilities 7, 5 S AS 1005 S a' Emer Generator (Bu ildings & F 100,580 Z001 1002 Zo lain Animal Building Roof Repa . ir (.�n ..., . 150000 7. L DG I 1001 Cq Hall Ba Renovation (Buildings & Fa 160 ,B LDG110 64, 200 'B L D G 11007 ma I °rr ilii 2,5 B LDG 1 � l G � r r ri l ins 'a ii i s 342,400 BLDG 1 1+ earl rnfis i1in 1 C asset 2' G 11023 Comm u ni tenter HVAC & Mechan i a I U 197 B L DG1102 4 Comm u n i ri I i a l 133, L G1 1025 Communi t tenter roof R e pl aceme nts ( . Buildin gs & Facilities) L DG 11027 B roadway D Roof 1 lacement (8 u ild i ng s & Facil 1'07,000 BLDG'S 029 Dis trict Heat Plant U 107 000 ! BLDG 1 031 City-wide Bu iI � i a A i n it in I�a iii i 535,000 G 1032 r 1 r 6.42 B 1.033 Downtown Ball Park (Cocar - Cola Field) Reconstruction 188,320: .. ..: ENGR06001 Citywide I nfrastructure R ir / l r n (Enginee 6 146, NGR2 air rn 457,960 NGR 1000 1 Fruit B R edevel op m ent rna ri 5 matc 90,415 ENG R 1100 1 W est F r L ift Brig r a ilrta i r E r rin -} TIP matc 214 E NG RI South Par L Reha 42, 800 NGR 11 004 Elmwoo A ve} Forest n in ri e % match 139,1 I GR1 1005 BNMC Phase 11- B (Eng ineering) - 5 match 171 ,200 NG R11006 BNMC Phase 11i (Eng - 5% match 53,500 1 GR 11007 Eri Cana Ph 11 ( Eng i n rrr o 5% m 53 500 STRT08002 S treets Veh icles (Streets 675 000 P - P RKS 1100 1 Cityw Pry I prove ments Includes fundin r Olmsted Par , 05,0 0 P KS1 1002 Broderick Park Phase 1, 750 P R KS 11003 C ide T ree Remova & Planting , PRKS1 1004 Park Veh and Equipment (Par ks) 535,000 b't PIC II SP1 1001 DE MOLITIONS rL NG.S S 'RUC S (Demolitions) _°# 86,022 TOTAL LE C OMPTROLLERS CAS 22, 400,000 2011 -2016 CAPITAL VEMEN S' PROGRAM RECOMMENDATIONS UFP-A . 2012 2013 .5 .l �t F. O H R econstruction of Various Schools (Plant Services) 2014 2 g .bps 1100 1 4 2 }' {' x 00,000 COMPTROLLER$ CAP - BUFFALO IC SCHOOLS ............... j ,000 PJ_ BFD07001 Purchase Fire,.Apparatus .......... '� :. , 465 ....,. 2, t 2 2 2 52, 25 .... = 2 3 15 , 2 ,, : ,, I ,, 252 �� , 15 252 G 1 �y ►� � F ire Department Va ri ous { �/� f � I �� j i ' �. .. :..t. ... ..' rt ...:.. ;J ��l / r f }� 240 2407750 } b! R , ENT . . .... ... ti� + { .... . .... . . BPD 00 1 Cq Court N soner Lock p (Bu ildi & Facilifies . 1405} ........ :. .�.. BPD 1006 Renovation P o lice Districts (B u1 ' Jdin9s ... & .. Fac i1iUesj 4 67,85 BPD 1007 P o lice Headq R enovation (B F aci lit ies) � S I 202 . .-A 1.0..... J' A S 1 R estoration and C ry ti P A ildi Facilities) 223, ' 000 C S 1002 R eplacement Win dows i P an Am Bui A nnexes (B ui ld in g s 53,500 3 F i fib B M OS 1100 1 He Pump .. Rep lacement .. @ u il ings & F aci lit ies ,2 B MOSI 1002 HVAC - i n ildj & Facififies) 74 7 900: 747900: i KM H 110 11 Kle in 1 ��.yg Y Revitalization Play (Buildings Facilitie ` S S H EAS 1100 1 STAGEH OU S BRIG (Buildings Facilifi 107 SHEAS1 1004 FIRE ESCAPE (Bu Facflffi 18 SH EAS 11005 B01 L EPLAC EM ENT (Bu ildi Facil iti 187,250 S AS 006 S ' E ens Generator (Bu ild ings & Facilit 100,580 i 2001 1002 Z oo M ain A nima l Bu Roof Repair (Engineerin 150,000: __T Hall BLDG11001 C Bathroom Renovation. & Facilities 1601500" BLD G1 1 002 C Hall Electrical 64,200 BLD G1 1007 C H F ront E nt r ance Reconstruction it i s & Fac 208, 650: BLD GI 1009 Q Court Eme Generator (Bu i ldings Fa cilibe 342 BLD 110 10 B roadway , Market I m ild ings & Facilities) 240 BLDG B LDGI 1023 G ,, Center H VAC & M ec h anica l Upgra (Bui , ldin2s Facilities) 97 � BLDG 110 24 Cmi r Electrical Upgr (Buili & Facilities) 133,750 BLDG B LDG1 1025 Communi Center Roof ce t Ili Faci 230,050 BLD G1 1 027 Broadw ot Rood l ild i F f fiti s 107,000 Up LG 029 District Heat Plant , G 1031 Q!)twide Building Ins ection & Needs AssessrhenUBu & F acilities 535,000 BLD GI 1032 City Wide Building I mprovem e n ts (Buildings & Facilities) - includes Lanigan 642 Center Improve BLD 1 033 Downtown Ball Pa - Cola._ Field) Reconstruction . . . 214,0001 ] 214,0001 1 2 14 ,00 0___ [ - 1 214,000 642,00 642 642 11�2� Page 2011-2016 CAPITAL R EME S.. G REC. N ' DATIONS .... . ;:.: y :, . :I .;;. :; ; 2'' �� 201 2 201 - 6 ENGRO6001 C�&de 1-n-frastru-jbtu're r 4 6 1 -5 1 ' 749 Y + 15 0 .. ..... . .. . ENG 1 m Bridg Rep airs i , 000: 535woo 535 EN GR 1000 1 Fruit Belt .R ` . �EN i neerip9 l - 5% match 90 EN GR 1100 1 W est F erry Lift B-ddge Rehab itab jEnq neen n-gj w T1 P match - --------------- - - 214,00& E NG . R1 1003 South P Loop B ridge Re habilitabon (En2ineed - 5% m atc h . 42,80 NG 1 1004 Elmwood A F orest to 1 i -rin - 5% m atch 139 1 1001 E NGR I 1005 BNMC Phase 1- - 1 ri % match ...... ENGRI 1006 BNMC Phase III ire een - ° mat ch ENGRI 1007 E rie Canal Ph III - % matc 53,5 STRT08002 Streets V eh ic le s (Streets) 67500 501000 850,000 850000 KS 001 C R 1 1 KS 002 Brod P ark Phase 1, 1 ..(Parks 750,000. , PRKS1 1003 C i de Tree Removal & Plant 1 5 PR KS1 1004 Park Vehicles and Equipment (Parks) 35 1001 DEMOLITIONS OF BUILDINGS/STRUCTURES (Dem'ol 2 : 686 ,022 : 2 t 4 r 2,1401.00 2J40 1 - 000 " , 1- � 140 000 � t .. . 3 COMPTROLLERS CAP - CITY OF BUFFALO 227400 21 -- 21,400,00'01. P age 2011 CAPITAL BUDGET - COUNCIL ADJUSTMENTS 2011 MAJ'OR'S COMMON I COMMON 2011 COUNCIL g r RECO COUNCIL I COUNCIL APPROVED BUDGET TI S AD "I S BUDGE BUFFALO 1c SCHOOLS s 1 1001 Reconstruction of Various Schools Plant Servi22 T t ....'.'..`y. CITY OF BUFFA BUFFALO -FIRE s ry. 1 ;rr+.t ;( �''f'f � d { � y J 7 �.7ry � i q [ �y'+�•t�! F ire Appa ratus }¢ I I�� (?4� i� V J Y i� F � W � V 4 ■. X k } fir• 4 VY F Y• Fr ��qr•�[ 1�y y�� BLDG 11 1 it Depart t riou Reconstruction/ r 4l i Facilities , y } y� } l p� /F�y ;� � Y � Y Y L• $240,'x`50 • � /{ l��J +J ; p�/�yy ; /�y�/ p[,r{�y�� T err # V L� Y ,..� . ^/��'[��] + y� + � y ] ��yyJ psJ•'•Ii� r[/'�7/ 4 �•rr � hJ 4F .I B PD 1 10 0 Co urt P r y�� J }, 9 y+ �� £/yyy }Q -w r/'�_ y p { r �pI tie -- ------ B P y /�rr�y�' }Ix( /�/•y�p ��F�l�# 4 art} M h/i # #�4V R enovation i is n fl i s Facilities $1, 405X0 .' ... .. .. ....., .. .. .. .::.. '.i:.. .. ..y" �� / F dpy+'y +l E q / �J��y / �J } $1 p1{+�+ /� = } {t+�t�• y��•q� � y} /�M gy i 9�p�� 'y ! y p y " t " , �� J yf++tM� I {�t�9 �+y ��rt ��p{xpr [ �¢1y{ t ;/•icy �•''y�y/ �xyl i•M 1 1007 Police Hea wnrl SaY F ter F e ova YF Y T f u i ld i +�rr'4 Fac i ( $467,858 ) $0 M1 ... .: .C�. g L: 'A rM1t r k Restorat are. s ti f Public Ark id� 1� i.l• $223,00 BECH a� S 31 002 l ce - ' of Windows in Pan Am Build ng Annexes l Id ings & Facil i i $223,000 $53,500 WOS11001 Hea Py nt & Facil s MOS1 x HVAC - Li 3 . s i1 i 2 & Fac ifitjes t . XM I1 �� 1 i ns' i �� ti Plate i1 i s & Facilities ,9 x SH AS 11001 STAG � . S ICK Byi1q s & i1i i s i $240,750 S 1 EAS 1 1004 F1 SCA (Buildings 1� ��'� a s , S EAS 1 BOILER - REP LAC EMENT. fldings & d1 be S 187, $ S H EAS 11.006 She 's r .G n F r i1 i s & `aciliti s L $100,58-0- $187,250 200.1 1002 Re p ai r - -------- :... . DPW -BUILD1 1 T 0 LDG11001 C a f1 Bathroom Renovat Dn . @u ildi ngs & Fad flj tie�j..... 6 BLDG B LDG1 1002 a E lect ri cal Upgrades _. (BuHqLn2s & Faci ti s $0 L GI 1007 CqX Hall ,rant Entrance s 4 action € s iffier B LDG Cif Court r r n Generator (Buildings & c 8fies L G11010 ro w Marked I ' m ' p rovements Facilities - Asset ... 2 4 L G 2 C �� i. Center I VAC Mechanical r d s F j1.. $197 ,950 $240,750 BLDG1 1024 �r8 .enter Electrical fides g s & il. 750 ............ $197,950 B LDGI 1025 Commuhity Cente' Roof 1 (Buildings & Facifities ' X230,050 $ ,. G 2 r rdv i. €� Roof p 1 . ildi s Facil e 107 $230,05 f L G 1031 *. 9 L Bu ildi n g y I i � Y X4.4 Need # x7 ( � L.+ G 1 2 C glide ildi 9� 4 i Y o Y e ' �i G ��.11�.T �G��4 �wL� 9 r l i is 1535 y 'i"� 9 9 $ �+y € ow tow Ball Park Coca-Cola � � BLDGI 1033 Recon $642, 000 , D w .G :. �M n �� '.r. 7 320 c it y wi de � �a1�/y� � {rk F 1��•[�+y�{��ry l�r•�� y�} I n f r ast ruct u r e ' LF�L If #Y■ } 1 M■ �� I Y yJt�•�r'r•Y•�•R}ryi ;�rr�r �Y W' 1+ f {r 'J]* -y�M] J ' . 1�� p�L'�y�q�}�yl� { 1� +tt y r '�]p{ + ��i 1 YV 4 m M end Bridg .airs . . . i ri � * kFr $457,960 $5 ,146,561 G' 10001. Frost Belt d y., $457,960 NG 11; DOI West Ferry Lift B ri ' R . ffi. 9 - .. ' I8i ri - T 1 P m a tch ��'# $90 G# c' `k L C 0 ' ri $ 42,800 214,000 .NG 1 1.004 : Elmwood AV . � ores .. � . � �r� �`�� 95% ' match $42,800. E-N.GRI 1005 SNMC� Phas''e''.1 I B. .(En_q''ih&erh --� 95% match ' GR 1 � . NMC s .'� 1! j E$ i rk � % Mate . $171,200 $ 171'. 0 200 . r 2011 CAPITAL BUDGET - C A G I 1007 E rie Canal Phase irk r81 ' % matc $53,500 $53500 S Street V ehicles Streets $675,000 --- -------------- -- - PR KS11001 . 0 ide.Park I m2rovements ( fun for 01-msted Parks $1 ,605,000 $1,605,000 K - Broderick Park Phase 1, 1 1 ( Parks) , - , Ci!M ide Asset $750,000 $750,000 PR KS1 1003 ide Tree Removal & l $1,605,00 $1,305, KS 1004 P ark Vehic , rF i( Parks) .... --- $535,000 ,� , ........... . :EMS . y� S 1,:9 MOLL 'I NS Off' ILDINGS/ ' CT S ; liti 2 } 686,02 .. .... ....................... $2,686,02 is }: PP.P .................. i ' rid Str t L' "fir ( Symphony Circle to Forest $300,000 $300,000 Masten District Infrastructure Im r v ' is ( Si dew alk s - Fe rnhill & Map leRidge Streets $187,632 and , co stru ti n .to V iola Cir Park Islands $6 6,00 $253 $253,63 Nevin . Court Field Turf I Pro $450,000 $450,000 L ' D!st ct Street s s d Clinton Avg t j Ling ] $400, forth B Hockey ih f . r v s (Locker Room expansions and improvements to e modernization f l ocker room area, 1� lockers an lay revision) $321,000 ses' Gatewa S r s - rov eats (C urbs, Sidewalk Signa , Lighting and $150,000 i Ln 150,000 .:: $ : 2: SUMMARY D.CS - AMENDMENT .BFD07001 P r a . Fire' A rat us ' l D 11 006 Renovation' P6.1i D i ks . U' Hdj s & itfi !ps $ ", .LDGI 1001 C ' ' H 611 - Re6 v i ildjq s & F acififies) LDG11002 l ll- .l tri '1. ' r ad s fl i lft* $64,20 LDG1.. i 11 r n - . r r#. Re cqn trucfion ildi n s & Fac jfifies ) $208,65 LDG1 1.029 Distr "pt ' t I t . r d. s ildi s & Facilities x'107 D G' ' � '' i i . t' s ti ..& Need As ssr $� j1di s & ib i s L ......................... L$66,424 PRKS 3.Ci ode �r Removal. & �' tii.. 3 , 0)1 ........... SUMMARY l DDITI S - AME NDMENT 'i € d Street L ti 2 r a .or . Circle toTO t $300,000 Ujasten - D istdct I fr str ct r 9 r v ts. ( Sidew ' a ' lk s - F emhill & MapIORidge Streets $253,632 $ 87,6.32 and Rec - to V iola Circle Park I sla nds $66, Offi Nev illy Court F Tu.K. In"staUttion Project. $450,000 .Lov� j2xDistria Street s East D l n. and Clinton from'. B afley ,. Ave -to CLty Lin $400,000' North B Ho'cke v ' s L ? ns ins and improvement to includ mb demization of locker room- - l an lg)Lo revisi on)..... G enesee Gateway. Streetscape. hpr v is ( Curbs, Sid S ignage, Lighting and L 1 2011 C IMPROVEMENT PROGRAM BUDGET 201 MAYOWS COMMON .....-- - -' - -- COMMON. ..201 COMMO RE COMMENDED. C OU CI COUNCIL COUNCIL ADOPTED -- ---- . . ..... ...... ... PROJ �� BUDGET ompp REDUCTIONS TIONS w - ADDITI � S BUDGES'" BUFFALO PUBLIC SCHOOLS lbps V arious 1001 R �f Various Schools (Plant Servi es) $4x900.000 $4,900, I I ClaN OF BUFFALO . , ... .5 >'1' .•t!' ., .., . 1 p+�+�,� R 8 . .��I.'I� . . „' ��k .�.1 � . � i � �• 1 ... .. ��'� �� .• Mlr�r , t , i � N .. ._ �.r .. v�.. ...i .. .: "� .. ..... v, �r��'�. i� �.. ,I !.,.� .ar.r �+ 9 .. � y ^� �. }4J � � � . . � . � ti, d � .... �., t�. � .. . �.. . �. � � .. yl � yk-� '. -P., �r'''r .5' 4� .t".rv��.� r��.' ". ... }�.�}'x��1'�.s.. ,� � � ry; t`�.� :"r, }..;.,� 1 �r{�' :. \f �. 'Li rl. ��M �r��•�,.: �.n�� .x- �� :�� .� . 11s.�,M1: k:.`v� :��.'.��'.�, ' i �'ti� 't i""�' ;}. . :� ;.: :'.:;.�� ,�7 ��. k.�,y�;�' � r'1 sf;.''..:,.,. k}M1n.:. .,t� , 1,...• i. � .��.'�ti�.. "�:i+ �� "�� ,. . . . D07 P urchase Fire Apparat $1,465,900 ($500 # 000 $9 BLDG B LDG1 1013 F ire D epartment Va o u o P ti n/ rade (Buildings & F acilities) Pq $240 X $249, .. ,. � ,: .. �.. ,- � �. �' ,•'. ,. .4 � .{ .. .�� •r�: .� 'wr �'��i�. 5; ? �' �'.z. �rd.�. "' "'' '.ir.;:�'.: #�',r.�.,�M1� .:':..:.:.�:. . � .�. r # � ... � � .,'. �> .k,d �r�cd, ". +�,..'�. t r.'C..;k; ,..vil�f;:s } ..t •;i�'��'�.�;;:�'rv�.�s�...: a.,: `_ .;•t >. ,, ' x F. ,r}. ::�.:. �� P .A., i w. �. t � }... i��..�.�.�. "' """ �'.I''1.]•. ". *' � r1'... '.Y ';!i. t � {. . ., r : !�� ..�w�: ,.l ry;':....�,.. `.�i x': �:::�'��'.,.i `..'.'.: Y� >1.,J4 i{�: '1 '. 4 : �.... .. �. , i i.: �..� �"s�., ..I. P D 11 001 City Court Pr Lock - ildi F if yes) Y: . $1,405,000 ir��.: f .I":.'. �l'.. 4'.: rk��r��'1'•� 1 P 1 1006 R enovati on P Districts (Buildings & Facffi $467 $467,85 P D 110 P olice H Renova (B � lIffie $202, „ t �p _ � � �' I ... .. .. . v . . .�� .. r {' *'M AR TS 11001 R estoration and C onservation of Publ [ g ail- $223,x 00 .. $223tOOO S 002 Repl acement 1 Windows i Pay Am alt Annexes xes midi il\ w $53,500 $53,50 M OS 11001 Heat Pump Replacement uildin & F acilil ies) $80,250 $80,250 BMOS1 1 002 HVAC - Lie e (B & Facilities) $74,909 $74 KMH 11911 K$ein an R evitalization Plan fldin 6fibe $249,750 $240,750 SH EAS 11001 S EHOU S E BRIC K ( Bufldings & Fac llffi ' s) $107,000 $107,000 SHEAS1 1004 i t E SCA PE (Buildin ' flf i . $18 1 190 $1 SHEAS1 1995 BOILER REPLACEMENT (Building & F aci l ities) $187, $187, SHEAS1 1996 Shea' er n y Generator (Buildings & abilities) $100, 20011002 Zoo Main J! 11lY al Bu ild ing R oof R epaid' n $ ring) $150,000 $150,000 _ . :.rv. � � 1 r „ iy lnl.:.,��. F +h ".:� ".: �s1✓I'.�. 1. {n' .; x.. +r {r� � k .. � .1 � }. i � r• ,. •' ...,.. r i...� �'�.'�.....M1��;.. r.' ;'�. ' 'M1.} :'I'.` '. 1, ^. - , . � .ry .i.� .. .5.. ,1 �� ' .. �..�.r; *': .. .. :s. ..... .�. �.. ....� �..., � �. ,�'ry�}�pr� Renova }}'rte gay g f t +� g[ �+ BLG1100 1 a lI c tr '+.� � 4 4 i F q 7f Ci p# Buildi A 4 R 7 ngs & -�iy 1 � ( . .a .... .. � .. .�... .. .. $0 G 11002 C Bty Hall Electrical rical Upgra (Buildings & F ilsti $64,20 . B LDG 11007 City H Front Ent rance Recon struction Q d Facilities) $208 _____ ($64,20j):: �$208,650) $0 LDG 1 100 City Cou Emer Ge n e r ator r t r (Buildings Facilities) $342,400 ,' p+ � p L 1 Broadwa Ma rket I rove Gams (Buildings Facilities) - Citywide Asset $240,750 $240,750 S LDGI 1023 Com HVAC & Mechani Upd rades , 3i . il. $197,950' 1 7 LDC3 1 1024 Communes C E lectri cal -- Upg rades (Bid & F acil.) $133,750 $133, L G 1 1025 Community Center Roof R e pl ac ement s (B uioings & Facilities) $230 s O5O $230,050 BLDG'S 1 027 rd a D R ood Repl acement uildin F aci lit ies) $ 107,000 $107"000 LDG11929 District H eat Pl Upgrades de B it l' P V61�tia 7, ,[ �3 $0 .BLDG 1031 City-Fide Building I nsp ec tion & Need Ass eos m ent , (Bu ildings Fa ilitie $535,000 ,) ($66,42 $468,576 LDG1 1032 City-wide' it i I r a (includes uaniLan Center I r v art $642,000 $642, BLDG1 Downtown Sall P ark (C oca-C o la Field) Rep tr ct i on $ DPW : G it f1 f ide InfrastrUct Pepai r/Re Elacement,:(Engineenna) 46, � 146, EN Emergency Bridg Re (Engineering) $ 457 ,9 60' 3 �+�+�y m atch G - Fruit B ere el � Sent 1 i eerie $ % R A � h $ ,41 $90,41 G R 1 1001 Vil F Li Bri R ehabilitat ngin. enn - TIP mat $214,000 $214 E G 11903 S outh Park Loop Brid R eh abilit at ion n j en'n - 95 match $42,800 $42 ENG 1 190 Elmwood A ve. (Forest to 198) j rih - 5% match $139,100 1 G R1 1 005 B N MC Phas II- (En gineering) - % m at h $1 71,200 $171,20 G R 11006 B N MC Phase !II i eefi - 95% match,, r $53,500 $53 2011 CAPITAL IMPROVEMENT PROGRAM BUDGET COMMON OMMO '� COMMON: PROJE CoM'M ENDED COUNCIL COUNCIL - ADOPTED __W1_P1M1M11WxNWWWM=M .. . ... BUD GET REDUCTIONS ..A� IT`Io S . BUDGES' . ..n .. . . .. GR1 1007 ri Phase s III (E - % m6Lch $53 $53, ST p Streets V ehicles (Street --fi�rr $675,000. i1 �. ., �.t....i'.- I'' :T,.s }.., ilk •1': ..,: t #� .�.� 'i - }' 'Y' •�k .4�� ":�:� ".''�' I . �.k��. .�. ?'�'��. ��'r ':.�o-.� ;r �. �..., :'.�.s' .�i!'' � � .Y'�'.> �. •.".. .. .'. f' : V ' 1... i �': �5 � ��l r� �1 •' ' . 1 , �� r \; s r . ti':. �' . i .. �t 1 � :�� ; " \.. ..I n'�m.. •.'M1 .� k� I �: "��: 44 f.�. 4 r• � S. N1'i�'r("'.!' ..5'.:�i�. �'� 1 �J''.:' �. }�i. k " f .f!:','t r�f.r Y .t;t.' . .. ry .. ..� .. s', k• � �!"�. '' '��i. i' rt ,I+.k. ��.. �'�.l. �.�r�..;..:.'.� * . M1 �xSr l Ik t+,<�V• i' ,. � I. Irr �.�.� :�„ ,}''s �M1� {..k �'. ..f. Ian "..'•�.:��v ..5 �' t:�.: � � t P R KS 1100 1 Cit Parks' f i p �4.111�9 # f o # `* �� .+57 �..9 � Y f F � �� P ar k s ) �''••'� # p1� $ 1, 6 0 5 , 0 00 KS 1 1002 ro ri c Park Phase . 1, 11 Tdrk s -� C ityw i de ss t , .... ... S 1 ty ' Tree Removal $ r�ti $ ,605,000 X300,000 $1,305,000 P Park Vehicles and ' p Y /( ��J ��y A y Y�. •'+s':'•!Yyr.r''�� ;�. *}`�',., t Q E� l ^5'r• : r�� " " � �. try ,.y �:,�� IN SP 001 DEMOLITIONS OF I INGS ST TC� �S (Demolitions) oliti $2 O221 $2,686.,022 r.i.. t. r.s . ... �. � :� .. i r. r � .. .. � }. �' ,._.,:� '•��. �.. ".'''. f. .. ...' . 1 wIR � �pYyyq epp I -. .. .,.... � suy.,t�,!.',; .. k , f..',,�,4. y x + „� I �yr�y��L ��ryg� y�� \Q L* tai Ci rcl Art 're R i chm ond S t r om' �Q�•yJ� .�..�..... -.. �..... ....': .. :.. '. � ...�'.'.... ..y /�. �p�./�ygJt V �r V � 1q1' FI *1 S /� ymp h Y n fir �wr + fry y /� r M asten D ist ri ct In f tructu +� Improvemen - } YY F +R ill & Maple Ridge a Streets (Sidewalks 444 .......... ti�II and Reconst t o V iola Circl Park I �$ , 3 $253 $253,632 l 87,632 Nev illy Court Field Turf Installation rr�' t $450,000 $450, L o n joy District Str is a s (East De levan an d Clinton fto Bai ley Ave to Ci Ling) $400 } 000 $400 :north Buffa Hockey Rink Improvements (Looker Room dxp ansions and improvements t include mo demization of locker room area, lookers 12yo t revision 2"� 1 $321, 000: , ' G en esee Gateway S r t p Improvement (Curbs, S dewal s, Signage, Lighting and Landscaping) } $150,000 $ 50,0100 .. :.. .. I I ' I -0- 1P P '�. +1' . .. .,, ...,,�, ..., .. Y .. ... fi� aart66'' K Y v 1 i r. s� , 4 �� <��Y�'•� SU MMARY of REDUCTIi5NS .BFD0 7001 Purchase Fire A pparat us I $ r PD11 Rehov b Polite Districts fldin s Facile i s $400 B LDG 1 001 Hall Bathroom Renovation fldin s . ifltt s . . ..... .............. $ i , G1 Hall Ele ct rical r d i1d.jr s & Focififi...... 64, LDG1 1 007 City Hail F ront Ent rance Reconstruction ". s ifiios , L 1029 District Plan Upgrades (Build iil i $ 07,000) ` oat L G i �'. ride € ilddi °� I Needs Asse (Bu i ldi ng s & Facilities) ($66,424 PRKS1 1003 ityM o Tree Removal & Pl y ' 3 # OO . $' 87. 1 ,632 SUMMARY of A= T IONS i } !'p R i chmon d Street Lig ( § � ymphony C ircl o Forest) $3 00,00 0 Ma sten D In I mprove Si&wal s - IFernhi 11 & MapleRidge Streets $ 187,632 and co .str io Viola Circle r Islands #000) $253,6 ' v €lly Court Field Tu I r joot p � District Stn s s and D l v n . R fl + 'rote Ave t Lty Li , l Lovejoy N ort h Buffal Hock R in k I mprove m ents Loo r' Room �xp and improvements to include modemization of looker room area, new look ap layout revision) $321 ,000 :: Ge n e se e Gakte r y Str tso p Im ro ae is (C urbs, S Sign age, s, Si € , Lighting and Lao d sda i �L _rO $150, TA 2874 '1632 rr� ti Ma 3W 7 4 niz ot.fe�- Ae genW gz-4� a+ -�-- "� /� °'7 . <•.'aoC u._. � .i�G.1�G- / /OZ 5` - �o,,..n.,..,n.� �o+✓.eV AYE NO' F ONTOk FIRJWCZW GOLONSEK 19AYMS KLklRNS LOCURTO RIVERA. RUSSM ti Ma 3W 7 4 niz ot.fe�- Ae genW gz-4� a+ -�-- "� /� °'7 . <•.'aoC u._. � .i�G.1�G- / /OZ 5` - �o,,..n.,..,n.� �o+✓.eV 'A Ala * NO Mai 1�1 5 314 bra FONTANA- FRANCZYK .GOLONMEK HAYNES KEARNS LOCURTO ItilirFJU RUSSM bra t FROM THE MAYOR - EXECUTIVE DEPARTMENT FROM THE OFFICE OF STRATEGIC PLANNING 0 0 2 d ",; 2 (Rev. 1/93) Two Page Communication the Common Council THE COMMON C UNC -DATE: December 2 } 201 FROM: DEPARTMENT: Office of Strategic . ning. DIVISION: Real Estate SUBJECT: Abandonment/Sale 395 Amherst Street, 92' E Great Lot Size: 38'x 150' Assessed valuation: Lard $ 8 10 0.00 Total $134,600.00 (North District) . The Office of Strategic Planning, Division of Real Estate has received a request from Mr; G reg o r r J. N ikle I of Hook and Ladder #12 Resto ratio n , C, 122 East Grand Boulevard, Cheektowaga, Nevi York 14225 to purchase the former firehouse. Mr. Ni i l intends to renovate the first floor for his remodeling/contracting business; renovate the second floor for his residence; and m1nti n the architectural integrity of the exterior of tie former firehouse. Mr. Nikii has submitted his puns and proof of financing for the acquisition and renovation o f the former firehouse. The 'Office of Strategic Planning Land Use Planning Commiftee, Division of Permit and Inspection Services and the Division of Collections have no objections to the sale* There are no building cads violations, taxes or other liens owed to the City of Buffalo the purchaser. An independent appraisal of the propel was conducted by Mr. Waiter Allen of G.A. R. A ssociates. He has estimated the Fair Market aiue of 395 Amherst Street be One Hundred Thousand Dollars ($100,000.00). The City of Buffalo Appraisal Review Board concurs with the Appraiser's estimate of value. Mr. Gregory Nikii has agreed and is prepared to pay One Hundred Thousand Dollars ($100,.00.00)} He has also agreed to pay for the title search, survey, transfer tax and recording fees. 2 Page 2 A bandon m ent/ Sa le 395A mh rs Street .1. m recommend inn that Your flo-Porable Body . approve the sale of 395 Amherst Street to Mr. Gregory NW el of Hook and dder #12 Res r n, LLQ in the -amount of One Hued red Thousand ' fl rs. : $ 1 upon -the above terms and conditions. m further re comme nd i ng that.the Offide of Sara g1c - Planning .prepare -the Necessary documents for the transfer of title and that the Mayor be -authorized to execute the seas. DEPARTMENT HEAD NAME: TITLE: SIGNATUR OF D H JPH Repsale3g5amherstfte JOHN P. HANN N JR. DIRECTOR OF .fA. ESTATE OFFICE OF STRATEGIC NINE u Mr. Fontana mo ved : That -the above -communication from the Office -of Strategic Plug dated December 2, 20 10,, be received and fed; an That the offer from. Mr, Gregory I N -of Hook at Ladder # 1 Restoration, rs LC, 122. East Grand. Boulevard the sum O . `H . Thousand �� H ($100,1000 % 00 for the - purchase 5 � See r i accepted upon the above teims and- conditions; and That the transfer tax, recording fees and cost of legal description shaU be paid by the purchaser; and That the Office of Strategic n hfized prepare the nece documents for the transfer of title and that the Mayor be authored to execute the same, in accordance With the terms of sale upon which the offer was submitted* P z TAB: v a� 213 ,v 314 AYE FOPU"A- FRANCZYK GOLOMFJI LOC RUSSM # 2 (Rev. 1l93) MULTIPLE PACE COMMUNICATION TO THE COMMON COUNCIL TO COMMON COUNCIL: DATE: December'23, 201 FROM : DEPARTMENT: Ex c tl DIVISION: Office of Strategic Planning SUBJECT: Extension of Lard Disposition Agreement for "Webster Block" for 90 days PRIOR COUNCIL REFERENCE: (IF ANY) CC 8/5/2010 Item #2 TEXT: E SINGLE SPACE BELOM I hereby request that your Honorable Body authorize the Mayor to execute an agreement extending the lard disposition agreement entered into between the City of Buffalo and the Erie Camel Harbor Development Corporation "ECHDC " solely for the transfer and conveyance of the property identified as parcel 6 on the Exhibit "A33 of the original land transfer request filed w ith the Common Council and consisting of 1,9 acres commonly known as the Webster Block, and bounded by Main Street, Perry Street, Washington Street, and Scott Street (hereinafter "the Property "). The extension agreement would allow HS BC Bank USA, N. A. until March 31, 2011 to inform the Mayor of Buffalo a the Bu ffalo Common Council of the selection of the Property for the construction of a new facility primarily for the professional /administrative and/or back office functions of HSC Bank USA, N. All other material terms and conditions set forth in the (tern unanimously approved by this Honorable Body on August 5 2010 would remain the seas. DEPARTMENT HEAD NAME: Brendan R. M h ffy Es q. TYPE TITLE: Executive Director Office of Strategic Planning SIGNATURE OF DEPARTMENT HEAD: C My, Fontana moved: That the communication from Ofce - . S . c Pl anw'ng dated December 23 , 2 0 1, . . and filed; and That May :h� h.�� : �c agreement extending the land disposition .agreement - for .` Webster BlocV . 90 days. - into between the City and the Erie Canal Harbor Development C o rp orat i on . - All other mn"al terms and conditions set forth i the -item unanim approved by this Honorable Body on ,august 5,, 2010 would remain the same. Passed. 3 T AB:r mv . µ _ y . itai t..y. 0 -ICE OF STRATEGIC 'PLANNING Byron W. Brown, Mayo 'N ove m be'r 23, 20 Mr. Jesse Kohler . Kohler Awnin 26 00 W Ave. Cheektowaga, NY 14225 : Application for Certificate at 888 Main St. Dear Mr. Ko ller: I am writing to inform you that the Buffalo Preservation Board c onditionally ap proved your application a t its November 181, 2010 meeting. Please see the attached Certificate of Appropriateness that outlines the conditions of approval. Y ou may post the certificate at the job site and retain a copy for your records. Please note that a Certificate of Appropriateness is N OT a b u1 Id i ng permit., arid. thal a II necessary buildings permits rust first b obtained before beg inning work. Please feel free to contact me if you have any questions a t mbrozek@city-buffalo.com or (716) 8 51-5029. Sincerely,, Michele B ro ze k Kroll Senior Planner REFERR-11ED TO THE COMMITTEE ON LEGISLATION. 4�1 =T BUFFALO 90.1 City Hall ° f , PRESERVATION BOARD Buffalo, New York 14202 (716) 851-5029 Fax (716) 85I -4388 Thornas W. Marchese, Secretar Owner Amelia Se .ineller Address - 888 Main St, - - - - - City u .lo Date 11/19/10 Zip 14202 CERTIFICATE OF APPROPRIATENESS Site Address 888 Main S. Historic District Allentown The Buffalo Preservation Board approved the issuance o Cenificate of Appropriateness for the property listed above. The owner/contractor s authorized to er ornn the following e terior. or : . Install two separate retractable awnings, no more than 40 in depth, covered with woven acrylic Fabric to align with storefronts. NO DEVIATION PERMITTED: : Section 337-25 of e Buffalo Preservation Code states that it shall be unlawful ful to deviate from the proposed plans or any modification required thereto as approved by the Preservation Board. COURT ACTION: Section 37 -30 of the Buffalo Preservation Code states that the Corporation Counsel is empowered to seek an injunction or other appropriate court order where it appears that the owner is about to do or is doing work in violation of any of the provisions relating to the issuance of this Certificate, TENALTIES: Section 337-32 of the Buffalo Preservation Code states that a violation is punishable by a fine not to exceed five hundred d ollars ($500,00) or by imprisonment not exceeding fifteen 1 days. Every day of such violation may be held to constitute a separate offense. THIS IS NOT A BUILDING PERMIT! it is the responsibility of he owner to see that all required permits are issued prior to comm'encement of the actual work. If a building pennit is required, you must apply no later than six months •om the date of this Certificate. BUFFALO PRESERVATION BOARD MICHELE BROZEK KNOLL, Senior Planner- Historic -Preservation } #1 (Rev. 9/93) One Page Communication to the Common Council TOE THE COMMON COUNCIL DATE December 20, 201.0 FROM: DEPARTMENT: Office of Strategic Plannin DIVISION Real Estate SUBJECT: Report of Sale 1879 Bailey, 213.10' i Walden Assessed valuation: L $2,000.00 Total $5,000.00 (Lovejoy District) The Office of Strategic Planning, Division of Real Estate has received a request from Mr. Ahmed F. Mohamed, 592 Walden Avenue, Buffalo, New York 14211 to purchase 1879 Bailey. Mr. Mohamed intends to renovate and reside at the dwellin The estimated cost of renovations is Fourteen Thousand Five Hundred Dollars ($14,500.00). He has provided proof of financial ability to complete the purchase and repair of the property, The property consists of 1 square feet, One and one half try frame, one Family dwelling in poor condition situated on a lot 30'x 120'. The property was acquired by the City through In Rem #41 in October 2007, There have been no other serious offers for the property since being acquired b the City. The Office of Strategic Planning Land Use Planning Committee, Division of Permit and Inspection Services and the Division of Collections have no objections to the sale. There are no building code violations, taxes or other liens owed to the City of Buffalo by the purchaser. The division of Real Estate has investigated the sale of similar properties in the subject area. Sales range from Two Dollars and Fifty Sven Dollars ($2.57) to Fair Dollars ($4.75), per square foot of living area. Mr. Mohamed has agreed and is prepared to pay Tree Thousand Five Hundred Dollars ($3,500.00), Two Dollars and Fifty Seven Gents ($2.57) per square foot of living area for the subject property. He has also agreed to pay for the cost of the transfer tax and recording fees. Mr. Mohamed has agreed and is prepared to pay Three Thousand Five Hundred Dollars ($3,500.00). He has also agreed to day for the cost of the transfer tax and recording fees. I am recommending that Your Honorable Body approve the sale of 1879 Bailey Avenue to Mr. Ahmed Mohamed in the amount of Three Thousand dive Hundred Dollars ($3,500.00). lam further recommending that the Office of Strategic Planning prepare the necessary documents for the transfer of title and that the Mayor be authorized to execute the same. DEPARTMENT HEAD NAME: JOHN P. H NN N, JR. TITLE: DIRES OR OF REAL EST T OFrICE)OF STRATEGIC NNING SIGNATURE OF DEPARTMENT MEAD: '- Mr. Fontana m.'. That the above conunum'C'ation from the Office of Strategic -Planning dated December 2, 20 10 received and fd; and 'h.h offer - from M Ahmed F. Mohamed, residing at 592 Walden Avenue, M the. sum of Three Five Hundred 'D flar - ($3, . . ) for the purchase of 879 Bailey, be and. hereby is accepted; 'and That the transfer tax, recording fees and cost of -legal description shO be pm*d by the purchaser; and That the Office of Strategic Planning be authorized to prepare the necessary documents for the transfer of i and that the Mayor be authoU*Zed execute the same, in accordance with the terms of sale upon which the offer was submitted. Passed, Ma 5 25 314 . FONTMA- WLOT 19AYNES L RIVERA RUSSEU 0000 #1 (Rev. 1193) One Page Communication to the Common Council TO: THE COMMON COUNCIL DATE: December 21, 2010 FROM: DEPARTMENT Office of Strategic Plannin DIVISION: Real Estate SUBJECT: Report of Sale 201.8 Bailey, 42.60'S Doat Lot Size: 70'x 1 3} Assessed valuation; $7,900.00 (Lovejoy C i tri t The Office of Strategic Planning, Division of Real Estate has received a request from Deacon Robert E. Nevins of Bethlehem Missionary Baptist Church, 165 boat Street, Buffalo, New York 14211 to purchase 2018 Bailey Avenue. Bethlehem Missionary Baptist Church Is adjacent to 2018 Bailey. They intend to use the vacant lot for parking and recreation for their church. The Office of Strategic !arming Land Use Planning Committee, Division of Permit and Inspection Services and the Division of Collections have no objections to the sale. There are n o building code violations, taxes or other liens Ord to the City of Buffalo by the purchaser. The purchaser commissioned Kla l , Lloyd & Wilhelm, Appraisal I nc, to estimate the Fair Market Value of the subject property. They have estimated the Fair Market Value to Sever Thousand Nine Hundred Dollars ($7,900.00). The City of Buffalo Appraisal Review Board reviewed the appraisal report and -concurs with the Appraiser's estimate of value. Bethlehem Missionary Baptist Church has agreed and is prepared to pay Seven Thousand Nine Hundred Dollars ($7,900.00) for the subject property. They have also agreed to pay for the cost of the transfer tax and recording fees. I am recommending that Your Honorable Wady approve the .sale of 2018 Bailey to Bethlehem Missionary Baptist Church in the amount of Seven Thousand Nine Hundred Dollars ($7,900.00). 1 am further recommending that the Office of Strategic Planning nin prepare the necessary documents for the transfer o title and that the Mayor be authorized to execute the Sarre. DEPARTMENT HEAD NAME: TITLE: SIGNATURE F DEPARTMENT HEAD 1J P H R k e leeon=20 B alley /re JOHN P. H NN N, JR. DIRECTOR OF REAL ESTATE OFFICE OF STRATEGIC PLANNING f } M r. F ontana moved: That the above communication from the office of Strategic Planning . e D ecember 21 � 20.1 , be received and filed; and That the offer from Deacon Robert E. Nevins of Bethlehem Missionary Baptist. Church, 165 boat Street, in sum of Seven Thousand and Nine Hundred Dollar ( $7,900 - .00) for the purchase of 2018 Bailey, b e and hereby i accepted; and Th at the transfer tax, recording fees and cost of legal description shall be paid by the purchaser; and That the Of of Strategic Planning be authori to prepare the necessary d ocuments for the transfer of tifle and that the Mayor be authorized to execute the same, in .ccor ance with the ferms of sale upon which the offer was sub mitted. Passed. TAB:r 314 FOW,ANA- FIRANCZYK GOLOPMEK HAYNES KEARNS LOMTO RUSSKU sum-- (Rev. 1193) One Page Communication t the Common Council THE COMMON COUNCIL DATE: December 20, 201 FROM, DEPARTMENT: Office of Strategic Planning DIVISION: Real Estate SUBJECT: Report of Bela Jewett, '2 # E H Lot Size: 3 7' Assessed Valuation, $2,100.00 Nasten District) The Office of Strategic Planning, Division of Real Estate has received a request from Ms. Stephanie L. Randall, 91 Jewett Aven e, Buffalo, New York 14214 to purchase 89 Jewett Avenue. M. Randall ovens and resides at 91 Jewet whi is adjacent to 9 Jewett. She intends to use the vacant lot for additional green space. The Office of Strategic Planning Land Use Planning Committee, Division of Permit and Inspection Services and the - Divisi n of Collections have no objections to the sale. There are n o b code violations, taxes or other liens oared to the City of Buffalo by the purchaser. The Division of Real Estate has investigated the sale of similar lots in the subject area. Sales range from Forty Cents ($.40) to Seventy dive Cents ($.75), per square foot. Ms. Randal has agreed and is prepared to pay One Thousand Seven Hundred Dollars ($1,700. 10 ), Seventy Five Cents ($.75) per square foot for the subject property. She has also agreed to pay for the cost of the transfer tax and recording fees. i am recommending that Your Honorable Body approve the sale of 89 Jewett to Ms. Stephanie Randall in the amount of One Thousand Seven Hundred Dollars ($1,700.00). I am further recommending that the Office of Strategic Planning prepare the necessary documents for the transfer of title and that the Mayer be authorized to execute the same. DEPARTMENT HEAD NAME JOHN P. H NN N, JR. TITLE: DIRECTOR OF READ ESTA P. OFFICE.,OF- �A.T�Gic'��LA NING = SIGNA F D HEAD JPH pos ljrl REFERRED 7O THE C40M T TEE ON C0A'_WWWNJ`Y i DEVELOPMENT, Al 00003 #2 (Rev. 1/93) Two Page Communicat to the Common Council O: THE COMMON COUNCIL: E.: December 21, 2010 FROM: DEPARTMENT: Strategic Planning D IVISION: 'Real. Estate SUBJECT: Rert ..Si — 288 Ontario Street Former School N} 6 Lot Si: 140 x 371 Assessed Value .and: $ 66,300 Improvements: $1 ` i; $1 1 387,000 P RIOR COUNCIL REFERENCE: (IF ANY) E x. f I to m N o. XXX 1 C S C. P xx /x TEXT The Office of Strategic Planning, Division of Real Estate has received an offer from Gillian Conde, Vi - President of DePaul Properties In to acquire 288 Ontario Street former School 60. DePa Properties, Inc. intendsto acquire a nd re-develop the former School No. in to Sixty 6 Affordable Housing Rebtal faits. Application' to the Department of Housing and Community Renewal HCR for project financing will be made in January of -2011 and the purchase offer is contingent upon obtaining DHCR financing. The former school consists of a 90,000 s. ft. four story brick building, situated on lot having 4 feet of frontage on Ontario and parking lot off Troy Alley. The school was abandon by the City of Buffalo Board of Education in 2005 for school purposes and is in fair to poor condition. In accordance with Article 27-5 of the City Charter, Sale by Appraisal, DePaul Properties Inc. commissioned Gerald Schmift, Real Estate Appraiser from GAR Associates. Mr. Shmft has estimated the Fair Market Value of 238 Ontario to be One Hundred Eighty Thousand Dollars ($180,000.00). The City of Buffalo Appraisal Review B has reviewed the appraisal report and has recommended the appraisers estimate of va l ue . t� Report Sale 238 Ontario Former School N. 6 December 21, 2010 Page 2 The purchaser has agreed to purchase the property " "; apply for all necessary permits and approvals for the rew v r n' . the property; and pay fo r the transfer tax and recording fees_ The City .of Buffalo Sri . not provide up-dated title. search o r s ry for the r r y. The City wiI transfer the - property by quit cla 1m deed . m recommending that Your Honorable Body approve the sale of former School No. 60 located at 238 Ontario Street and the transfer of title to DePaul Properties, Inc. in the amount of One Hundred Eight Thousand Dollars ($1.80,000.00) contingent upon DePaul Properties., Inc. obtaining project financing through the Department of Housing and Community Renewal= I am further recommending that the Corporation Counsel prepare the necessary documents for the purchase and transfer of title upon the above mentioned terms and conditions and that the Mayor be authorized to execute the same. TYPE DEPARTMENT HEAD NAME: TYPE TITLE: SIGNATURE OF DEPARTMENT HEAD; H ;l JOHN P. HANN N, JR. DIRECTOR REAL ES ATE I OSP { Mr. Fontana moved: That the above communication from the Office of Strategic Planmng dated December 21, 20, be received and fled; and That the offer ftom Gillian Conde, Vice-Pre.sident. of e l Properties Inc., in the sum of One Hundred and Eighty Thousand Dollars ( $1 . 80 . ,000.00) for the purchase of 'or er School No. 60 located at 238 Ontario Street, be and hereby is accepted upon DePaul Properties, Inc. obtaining project financing through the' Department of Housing .and. Community Renewal; and That the transfer tax, recording fees and cost of legal description shall be paid by the purchaser; and the purchaser has agreed to purchase the propel Ccas is"'; That the Office of Strategic Planning and/or the Corporation. Counsel be and they hereby are . thor *zed to prepare the necessary documents for the transfer of title and that the Mayor be authorized to execute the same, in accordance with the terms of sale upon which the offer was submitted. Passed, 1111 T,:rmv 314 . *A'M*NO* FONT,WA- lm GOLONSEK HAYMS I(FjAJMS LOL RrVERA Rus� } (Rev. 1/93) One Page Communication to the Common Council x- TO: TH COMMON COUNCIL DATE. December 20, 201 FROM: DEPARTMENT: Office o Strategic Planning D IVISION: Real Estate SUBJECT: Report of Sale 657 Woodlawn, 314'W Fillmor Lot Size: 3 103 Assessed Valuation: , 000. (Masten District) The Office of Strategic Planning, Division of Real Estate has received a request from Mr. James J. Poole and Mrs. Deborah S. Poole, 651 Woodlawn Avenue, Buffalo, New Fork 1421 to purchase 657 Woodlawn Avenue. Mr. and Mrs. Poole own a two family dwelling at 653 Woodlawn Avenue, which is adjacent to 657 Woodlawn. They intend to use the vacant lot for add itional green space. The Office o Strategic Planning Land Use Planning committee, Division of Permit and Inspection Services and the Division of Collections have no objections to the sale. There are no bu ilding code violations, taxes or other liens owed to the City of Buffalo by the purchasers. The Division of Rea] Estate has investigated the sale of similar tats in the subject area. Saes range from Forty Five Cents ($.45) to Sixty Gents ($.6Q), per square foo #. Mr. and Mrs. Poole have agreed and are prepared to pay One Thousand Seven Hundred Dollars ($1,70Q.00), Fifty Five Cents ($.55) per square foot for the subject property. They have also agreed to pay for the cost of the transfer tax and recording fees. m recommending that Your Honorable Body approve the sale o 657 Woodlawn to Mr. and Mrs. Poole in the amount of One Thousand Seven Hundred Dollars ($1,700-00). 1 am further recommending that the Office of Strategic Planning prepare the necessary documents for the transfer o title and that the Mayor be authorized to execute the same, DEP ARTMENT MEAD NAME: JOHN P, HAN N N, JR. TITLE: DIRECTOR RECT F REAL ESTATE FFIG µ - STRATEG.1G LANNING SIGNATURE OF DEPARTMENT HEAD: � IH:c ReportsafeWwoodlawnfteal To THE E R E FERRED § Y D E V E L 0 P W1 E N T ig cc kl.ff 0 N 0 N"N'M U N I F Y f F 314 . AYE NO FONTANA'. FRANCZYK GoLoNREK KEARNS LocmTo -RrVERA Lussm SNffFM U .0 FROM THE COMPTROLLER 000 t i 9 To. THE COMMON :COUNCIL FROM: THE DEPARTMENT of AUDIT & CONTRO DATE. December 27, 2010 SUBJECT: Audit Report — D iv ision of Treasurer a Collections Attached please find an audit report on the Division Treasury . 'Collections. The audit covers the period January 1, 2010 through June 3 0, 2010 and examines the Division of the Treasury's processes for receiving, recording and r cei ti g cash and cash equivalents. This review covered the Treasury's Cash Management, Internal Controls, and Trust & Agency Fund Management. It did not cover the Collections area within 'Trc s ry. This review is the first after Gras a dozen gars. overall, our findings were quite positive and we are cour g d by the profes sio .al1SM and proficiency of the Treasury operation. It is a compliment to the Commissioner,, the Director and the administration that such a vit City funct is managed so we While we di d make some recommendations, it cannot be denied that this is a well run area within Liter Hall. Our thirteen recommendations were specifically addressed in the Division's response wb ch is also attached. They are in the midst of making or have already completed a number of them. The Audit found no material discrepancies in the amount of monies reported.' All required records were made available -to our Audit Team. This Audit represents the first comprehensive review of the Treasury ivision "s operations in perhaps a. dozen gears. It should be duly noted that the Treasury is run in a professional manner and the ' system of lut r al controls is highly effective. While there is always room for im r vement� especially in light of emerging technologies, we find that the Division's 's methods for receiving, recording and recei ti g cash and cash equivalents are sufficient and afford more than a reasonable level of comfort. . We thank the Commissioner and the Director for their cooperation with the production of the audit. We extend our appreciation for the D ivision's continued efficiency and make note that much of it is possible by virtue of the efforts of the retiring Treasury Administrator. Her contribution to the City of Buffalo has been truly invaluable. If you have any further questions on this matter, please feel free to contact the Dep wiment of Audit and Control. DEPARTMENT H Andrew A. San ill o TITLE: Com. tr r SIGNATURE: B : �'o n — City Auditor/ t Comptroller . To THE COMMITT ON F ANANGE, 1 IV _5 CITY OF BUFFALO DEPARTMENT OF AUDIT & CONTROL AUDIT REPORT ON THE DIVISION TREASURY &COLLECTIONS For the Period January I — J 30, 2010 ANDREW A. SANFILIPPQ COMPTROLLER DAR.RYL McPHERSON CITY AUDITOR DECEMBER 2010 And 'it S The audit covers the period January 1 20 1 through June 3 o, 2010 and examines the D v i sl* on of the Treasury's .processes for receiving, recording and. IP t ng cash and cash equivalents. This 'review covered the 'rcas r "s Cash. Management, Internal. Co tro s, and Trust & Agency Fund . MAnagement. t did not -cover the Collections area within Treasury. Description of the Division of the Treas The Division of the Treasury, located in Room 117 City Hall, is a Division of the Department of Administration, Finance, Policy and Urban Affairs. The City of Buffalo wo site lists the following description of Treas Sei - vices: Rec ive, receipt, and deposit all monies for the City of Buffalo including but not limited to Taxes, Sorer, Water, User Fee, Parking Violations and Accounts Receivable Furnish monthly Statement of Condition to the City Comptroller Kees accurate and separate accounts of various funds for City, Sewer Authority . Water Board Acts as a Trustee for Trust and Agency Investment Accounts Collect and maintain records of all City employee gar ishecs and liens and distribute all monies as specified by the Courts Personnel. The Division of the Treasury is comprised of a Director, an Administrator, an Assistant Administrator, and a staff of 14. Audit ch ru�rr rnar�cesimxra�ra�msese� m 1. Gaining an overall understanding of Treasury activities, including internal controls, - through interviews with the Treasury Administrator and the Assistant Treasury Ad ministrator ator 2. Selection of 21 Test fates from the Audit Period January I —June 30, 20 .o 3. Detailed examination of Sample Date payments tluio gh review of Treasury teller tape totals,, and corresponding source documents, including verification that payments are accurately reflected in the various revenue source databases, e.g. Tax, User Fee, Parking, Permits and Licenses 4. oseiaton of T activities 5. Review of Chief t'eller's activities 6 . Overview of Pay and Display Parking Meter Revenue 7 . Detailed review of b ank deposit s lips prepared for cash and checks taken in at the Teller elier Room in City Hail deposited via Dunbar Armed Guard into the City of Buffalo's Cash Clearing Account at M &T Bank I 8 . Detailed review of disbursement of unds. from the Clearing cco nt into the appropriate k Fund specific Bank Accounts 9. Audit of rus & Agency Funds 0. Count of Year End Cash on . d .dune A, 20.1 o Tre overview Receive r cei a, and deposit all monies for the Citv of 'Buffalo includigg not limited to Taxes Sewer Water User Fee ParkinR Violations and Accounts Receivable. `here are several avenues available for customers to pay bills owed to the City, i.e. City Hall, o k ox, American Water, and Intemet. PAYMENT LOCATIONS TAX PROPERTY k. ................ .. W Met ... . Type Payment y ...:........:::.:.:. . ::..:..:.:.:....:.. TAX PROPERTY Y Y N Y TAX SEWER Y y N Y USER FEE Y Y N Y WATER Y Y y Y PARKING Y PAYMENT DUE DATES T mend .:... TAX PROPERTY Semi - annual -Jul , -Dec TAX SEWER Annual 30-Sen USER FEE Quarterly WATER Quarterly PARKING V a ri ab l e Pa locations: -Aug, 1 -Nor, 16-Feb., 6 -May Varies Depending on Area of the City City Hall Treasury: Tellers accept payments. Each business day, Dunbar, an armed guard service, picks up the daily cash and checks for deposit into an M &T Bank Clearing Account. Lockbox Receipts: Mailed City Invoices contain return payment envelopes with Post Office Box numbers which correspond to Types of Payments, e.g. User Fees, Taxes and Parking. M &T Bank processes lock box payments. The cash and checks are deposited into the City of Buffalo's M&T Bank Clearing Account. The payments are scanned and an electronic file is created which is transfeiTed to the City of Buffalo Management Information Systems Department (MIS). 2 Americ W ater. Water paym ents are made in pei *son an by mall t -Am erican Water lo - , Exchange Strec ; Amen W ter acts . payment pro esse • for the City o Buffalo. Similar t Treasury, �.} ry., -each business. r ,Acne eater prepares a - deposit of cash and checks which Dunbar,. an arme d -guard service, picks % and' deposits into the City of Buffalo M &T Clearing Account. E 1 , 2010 th e City replaced American Water with a inew s ervice pro i er 'named Veoli . American Wat handled the water payments during the Audi - me`me. Internet P yes can e thro et C access the payment screens through the City off'Buffalo website. A credit card merchant t ank deposits the payments int th M&T Inter Cl earin g Account. Payment Data C -in Management Information Systems (MIS) Department; Pa yment detail is sent from the M&T Lockbox, American Water and the Internet Merchant Bank to MIS which enables updating of e Receivables database. Next Day. Reporting and Movement Funds: Th business day following the deposit, the Treasury staff summarizes the prior day's receipts from all pa yment locations. MUMS joumal entries are e tere d o - record the Cash Deposit and the corresponding reduction in the accounts receivable. The Chief Teller prepares checks written on the Clearing Account to move money into the bank accounts seq. up for specific funds} These processes are depicted in isms 1- w Follow. Dia I H Fun City Hall. . Treasu ry j � I a r6n -n r P ay ment ro s Payments Interne] M&T American Lockb wator M T Clearing Account Tn aasury Ne,%t Day R e p a rt ing o R ecei p t Rifer to Diagraim D repsits i into Fund.kmurm .mire Erg SSA Aginzy F w m parkin Ear 6f JF Mwpm 3 5� -w Corresp onding Data M ovement . City nafl . Internet M . . from T97W aym u MI Receiva Data Diagram Treasury New Dad: Repoitling of Receip Refer ro placenlentof iu Diing r (D .i Source: L-zsk.bzxE-ni4- A 3 car r Fax I�.5 Compar 1 Ye J updat to 1-41w is Assistant Rec - Ondl e Am e rican W ater M- Of ,i M Ai-:Sam There were 124 business days in the Audit time period, January} I through June 30, 2010. Audit -Smp'Da Treasur B usiness Days during Audit Period 124 Audit Sample Days 21 % of Days in Sample 17% Confi L evu °# margin of Error % Clearing Account. Deposits in Audit Period in Millions) 120 I Clearing Accomit ,deposits from Sample i Millio n $ 20 1 1. % of Clearing Accoun Deposits in Sample 17%] Payment Types within the Sample Data .... ... . . .................... b& Water 1- $ , r4, 279 , ol User Fee $1,412 1 000 01 "fax $4,079,000 4 Permits $197 Tax payments as a percentage of the Total is lower* than one might expect. This is due to the Audit timefram , January through June. Tax payment due dates fall in July and December; months that are not in the Audit timeframe. The Chief Teller work will be discussed later in the audit. The following graph depicts the amount of payments processed at various payment points. Data pertains to payments to a particular receivable, i.e. `Faxes, Water Bills, User Fees, Parking Summonses, on the sample dates in the Audit. It excludes the Chief Teller's activity. A 5 st cant .percentage i .processed - y the Treasury ` 'eI rs: This percentage is affected - y the volume .of payments which the Loc ox � s unable -t ' process for ariou reasons, - ; ., missing pa y ment stub. Pa n of -:Recei amle Days Testing Testing consi of a detailed examination of payments through review of teller tape totals and a corresponding review of ri .l source o um ts. The testing verified that payments are accurately reflected in the various Revenue Source Databases, e.g. Tax, User Fee, Parking, Permits and Licenses. Tax Payments made in Treasury Teller Room: Test Date: 1-5-201 T Number 25 Tax Recei Total $2 1 OM5.72 The $21 0,,845.72 corresponded to payments on accounts. The actual pay date was December 30 2009 for $200, Th ese payments were •ec i e prior to the Tax deadline for second half taxes and, though applied on January ary 5, 2010, r isted as paid. on December 3 0, 2009. 101 f�'-L ' The source document consisting of a bill with a payment validation stamp indicating the -sequence, teller ,ember and a mount r was -examined in .fie Assessment and Taxation e atiment. All on receipts retumed to the origi a ing department th Treasury Division. The physical source document Was -in order and the Tax History 'Database reflected the record of the payment. The tax history for many -of these payments reflects a credit t inter which -w as re moved due to the lag. between the paym . t .date and the processing date. This programmatic adjustment is necessary at yeas* end when m ii is received near the deadline - and pa yment volume cmTics the processing beyond the deadline. .(See Tax History Database example elo r. Th i Tax Payrne nt for Seco nd HaIf Taxes ►gas receWed pfjor to q ec 30,, 009. The Payment was not processed € ntil Ian 5, 2010, la te fee was removed pro ra m mat icaIly v the City of Buffalo MIS department. This is v ! de € t i n the Tax History Soffiva re. Th e Treasury Receivables date bas cl es rly sh ows the pay date as 12/30/2W% Th e Tax History Database does not sh ow the 12/30 date Sample of User Fee Payments made in Treasury Teller Room Test Date: 3-19- Teller Number: 8 5 User Fee Receipts Total; $76,575.52 Teller ier 5 represents payments received from escrow activity or City In Rem distribution business. The payments are summarized in data file and applied programmatical b y the MIS D epartment to the receivables database. The source document tested was created in the Treasury Division office.. I consisted of two purchase orders in the amount of $60,678.74 and $15,896.78,, respectively, which were used to pay User Fees for In Rem 43 properties. These two dollar amounts were verified using the Treasury Daily Journal along with the User Fee software where payments are then applied to the properties after the payment to the Treasury has been made. The audit team found no discrepancies on how payments were applied using random selection of the payments. A Sample of Parking Fee Payments - made in Treasury Teller Room Test Date: 3- Teller Number: 33 Parking Sums Receipts Total: $6,640..80 T o notc� a grand total of $42,796.90 in arki revenue ue was recorded into the Treasury on March 5, 2010. We examined the dollar amount reported on the Teller Batch-Report for Feller 33 in the - amount of $6,640.80. The batch for Teller 33 had 123 actual parking infractions. All transactions -done -by this teller were audited. for 'compliance using the Treasury Ddily Journal and the Parking Fnforcement software, On occasion a ticket may be paid - before it is recorded in the P arking System-, an example wou be a ticket issued outside City Ha which is .laid i mmediately. The payment is accepted by the Teller bore the receivable is u the system. It i entered in the Treasury Journal as a "dummy ticket Th e ticket is subsequently entered in the . Parking Database. All parking tickets taken in by this Teller matched the summons number that was input by the Parking Enforcement Division personnel. There were no discrepancies in money received and money applied. Sample of Lock Box Payments Test Date; 1-0 Teller* Number; 61 Lo c k box Tax, User Fee and Parking Receipts Total: $1,604,235.6 sample of tax payments, parking summonses and user fee payments made into the City o Buffalo's lock ox location were tested. The City water payments by c ustomers to the loci box .location were not tested on the oasis software. Verification of receipts of ayme t applied to individual propefties revealed no discrepancy in the tax history software and user fee software. P arking summons paid through the lockbox include a $1 5.00 surcharge that is added on to the initial charge of the infraction. All p ayments audited in the sample were applied properly, including the surcharge amount. Observation of Teller Activities The Treasury is located on the first floor of City Hall, The Teller room where payments ar made is staffed by 4 to 6 tellers and a Chief Teller. The Bank Room is open fi - om 8 AM through PM Monday through Friday excluding holidays. An armed City of Buffalo police officer i present in the Treasury during all hours of operation. `fellers process payments from customers 'in person and those received through the mail. The p ayments are recorded on the Treasury Receivables Feller Application* Payments received via the mail are processed by the Tellers intornitt ntly when few or no customers are in line. while exact numbers are not available, mailed-in payments seemed to outnumber the walk- customers on the. day observed. On the day of teller observation, customers seemed somewhat confused as to which Teller was open for business, unless a call out for "next" was heard by the � x H customer. When a Teller is dedicated to processing mail, signage should indicate they are closed. The customer presents the Feller with a bill which -enables the teller to display what has been - billed. If the customer does not - have a , bill,, they are. directed - to obtain one from the respective d poalment, e.g. Assessment for `axes, Parking Violations for Parking I ickets noted that if s custo er does verify the name and address when receiving this duplicate bill, they could b paying for someone else's bill. This almost was the case on the . day of teller observation in .duly. On ' he day o - v . , -person presented a tax bill for payment, , and the amount did not a with the customer's payment expectation. Tfu conversation with the teller, it was learned that the tax payer did not receive the correct bill when obtaining a duplicate hill* The Teller told the individual to return to .Assessment for the correct tai. bill. W recommend address verification be required before Assessment prints a duplicate. bill. The Tellers tai the day with a $50 bank from which change can be made for transactions during the day. Each Teller is responsible for verifying this initial bank prior to customers being waited upon. The Teller then signs into he Treasury Payment System which enables the employe to begin the current day's activities. Every payment transacted requires a validation stamp onto the bill by a " a idator" machine. The stamp prints payment type, teller number, amount remitted, account number, date and time onto the hill, The Treasury so Nrare allows the teller to input the .amount given by the customer and calculates change if any is due. The amount paid and the amount to return to the customer is also manually 'written down on the bill aiding in the interval control of returning change to the customer. The Feller is responsible for counting the cash three tines before co npletffig the transaction. All denominations over $50.00 are also checked for counterfeit using a felt tip marker. If a citizen pays with a check, the teller uses the "endorse "' key which prints "payable to the City of Buffalo "' on the hack of the check. Credit card payments are only accepted by the Teller for parking summonses that have a suspension put on the individual or if the ear had a boot placed on the tire. For customer er con ernienee, credit card payments are accepted at an online compute* terminal located at the front of the Treasury •y `or any payment due to the City. A $2.00 fee or % of the total transaction is charged to" the cardholder for this service. At the time of reconciling the cash drawer, the Feller prints out a summary of their day's business. The summary presents a cash total, check total, credit card total, The Fellers fill out a daily paper report where -cash denominations are tallied, checks are totaled and a comparison is made to the Teller Closeout Tape. If the amounts agree, the Teller doses out and prepares a deposit slip. Any voided transactions that occurred during their shift need a s ev sor's override and an explanation as to why the transaction was voided. The deposit slip is wrapped around the deposit of cash and checks, secured with a rubber band and placed in the Daily Deposit Bag in the Safe. The invoices paid throughout the day are separated by the Teller and a hatch description header sheet is completed with a Calculated total representing what was paid b revenue source* All paperwork is then given to the Chief Teller for processing. 9 During the audit time frame there were a total of five occasions on which a Teller was short or over. on such occasions the Division of Audit is -contacted. 'The cash and checks are recounted b the auditor and - the horta e or overage is document.ed, The Treasury Administrator meets with the Teller to review the day's business in an effort to identify the transaction(s) which caused the out of balance condition. A review of Feller mbmory is initially used by the super - visor to help recall any potential problematic trraetlons* The security cameras used in the Treasury monitor each Feller separately and are used to provide additional proof when shortages or overages exist. To note, during the course of the audit a `feller was over $85 & '.he Teller recalled a potential transaction that may have been the cause of the overage to the super - visor. Security cameras were reviewed and showed a customer paying $5,300. The transaction showed change due of $85. The $5,300 dollar amount was recorded In the Teller software and on the paperwork retained, but the change of $85.00 was not written down as Procedure calls for. The cameras provided adequate proof that showed the customer was given a receipt, but no change. The customer was notified and the error corrected. Role of the C Teller The' Chief Teller receives payments from various City functions and departments. The Chief erif lcs that the payment matches MUN IS batch amounts entered by the originating de w1ment, posts the batch into MUN S and deposits the payment via the Dunbar armed guard service. Several departments accept payments directly front Customers I however these depailments follow the same deposit procedure in the Treasury, i.e., a MUNfS batch is created by the department and the day's receipts are brought to the Chief Feller for deposit,- The City Clerk's office is one such department. Other .departm nts prepare the MUNfS remittance document yet the customer pays the Chief Teller directly, such an example is revenue e received from the Department of Permit and Inspection Services. The Chief also receives and deposits non- Treasury Joumal accts receivable payments, such as Utility re it s. The Chief Teller work area is separate from the Teller work area and has 3 PCs dedicated to City department business, Towing, and Permits ,respectively. Money taken in by the Chief is deposited daily along with the Fellers' deposits* Permits Permit applications are entered into the Hansen System. The Permit and Inspection Services Department located on the third floor of City Hall prepares a remittance document given to the applicant, Some permits are processed trough the Engineering Division In a similar manner. The permit applicant pays the Chief Teller in the Treasury. The Hansen transactions are imported into MUNfS. Permit Revenue from the 21 sample days totaled $197,000. f ermlt activity was reviewed wed i Hansen from a sample date. 'transactions matched in Hansen and MtNfS and on the Treasury Deposit. Hansen and MUNf S permit payments are reconciled daily by the Chief Yellen, 10 Licenses The City of Bu ffalo it Bali licenses r �� u businesses within the City. L payments are made directly to the License Off ice located on the third. floor of City Hall. The Account Clerks In the License Office .prepare indi Vidual deposits of t the cash and cheeks received} The money is recorded in the Peal, System and imported into a MUNIS Batch. The .deposits and MUNIS payment proof are brought to the Chief Teller and are .hosted in the Chiefs Journal entry. License revenue on the day sampled totaled $6�287. MUNIS License payments are reconciled daily by the Chief Feller. Testing Chief Tiller's Direct Deposits; The Chief Teller processes MUNIS journal entries to recordinterfund movement o cash. Two examples follow: Int Agency Fund Payable to General Fund Receivable. The City Accountant sent a memo to the Investment and Debt Management Officer requesting a w transfer of funds from an Agency Fund BaA Account to the General Fund Bank Account} The Wire was processed by a Senior Accountant in the Investment and Debt Management Division. The Senior Accountant prepares a payment proof in MtN S which is brought to the Chief Teller who posts this batch in their City Business Jou real. The Senior Accountant had all support documents filed and readily available for this audit. Int Sewer Authority Operating Fund to Sewer Authority Checking Account, The .Sewer* Authority Supervising Accountant made are online transfer of I million dollars from the Sewer* Authority Operating Fund Bank Account to the Sewer Authority Checking Account to cover payroll and accounts payable. The Sewer rer Authority Supervising Accountant prepares a p ayment proof in MUNIS which is brought to the Chief Teller who posts this batch in their City Business MUNIS Journal Voucher. The Supervising Accountant had all support documents filed and readily available for this audit. Pa rking Revenue: Pay and Display Parking Meter payments are made with coin o r credit card. Parking coin is picked up from the Pay -arid Display boxes and from the old meters. These secure locked boxes are brought to the Treasury Teller area where they are opened and the coins emptied into large plastic bags which are picked up by Dunbar. The coin is counted by Dunbar and deposited in the M&T Clearing Account. The amount of coin is emai ed to the Treasury Chief Teller and Administrator. This amount is entered in MUNIS with a Journal entry. n Administrative Clerk in Parking Enforcement runs a report with Chase Paycheck which identifies the credit card payments made at the Pay and Display machines. This individual creates a payment proof in MUNIS which is given to the Chief Teller who posts the joumal entry in Mt S. There may be a lag in posting this revenue. As are example, the Parking Meter credit card revenue reported as received on June 18 was related to credit card transactions from June 16 and June 1 Ideally the MUNIS Parking Meter Credit Card Revenue entries would be made 'in a more peal time manner, ti The mo th r HS BC Bank reconciliation performed by the Accounting Division captures all Pay and Display credit card activity which is then reconciled to Mt-N S . Reporting Duties of -e Chief Teller The Chief Teller is also responsible for assembling and populating the Excel Daily Revenue Worksheet. This worksheet provides a summation of all Treasury receipts on a p articular day which includes the Chief s work, the Tellers" work the Lockbox and American Water. Detailed Review of Bank Deposit Sys The daily `treasury deposit is picked up by the Dunbar Armed Guards dun*ng mid afternoon. The deposit is comprised of the individual teller deposits and the Chief Teller deposits of batches closed that day. A spreadsheet is maint.ained by the Chief Teller er vhich represents this "ba deposit. Tellers typically open a new batch 'in the afternoon subsequent to the Armed Guard pick up. Fellers keep the aftemoon batches open at end of day and resume processing the same batch the next day. Money received u'ring the afternoon becomes it of the next clay's hatch and therefore part of the next day' deposit. At month end or on payment deadline dates, e.g., User Fee deadline. February 16, 20 10, the ateroo, batches are closed at the end of the day to assure the .payments .are shown paid by the due date. On such occasions the Teller closes their batch and the activity is shown as part of "bag" deposit when in fact it will b part of the next day "s deposit. Effort should be made to make these timing differences evident to any report users. The report should show any closed, but not deposited money as "Cash In Transit"'. There should be no differences between the "ba deposit and the Armed Guard deposit. Amounts listed as deposited should represent only cash actually deposited. We reviewed -the deposit slips for I I days during the audit period. Sixty-four percent of the days matched the daily "ba deposit total shown on the Clearing Account Balance, a Treasury worksheet. On 4 of the I I days or 36%), the amounts shown as the "ba de sit did not agree to the deposit. log igned by the Dunbar Armed Guard. The differences were researched and it was demonstrated that the difference was attributable to a deposit held until the next day due to timing. Adding a Cash in Transit line in the report should eliminate these differences. Detailed Review of Checks Drawn on Clearing t Disburse Into Fund Accounts The same I I days reviewed for deposit into the Clearing Account were then reviewed for movement .t of money into the appropriate fund accounts. The next business day following the reporting of the deposit into the Clearing Account, payments are summarized and fund amounts are identified. The Chief Teller prepares cheeks payable to the City of Buffalo or the Buffalo Sewer authority drawn on the M &T Clearing Account. These cheeks are sigined by the Director .othe Treasury and are they` specific accounts maintained at H'S C, JPMorg.an Chase, First Niagara and M &T Barks. Cheeks typically clear one to two days after deposit into the Fund accounts. However, there is already the one day lag i writing the .checks on the . ire ious day's receipts. As a for or pa made in the Treasury on a Friday, the fu d'.ehecks are not drawn until Monday and due to the .physical writing and subsequent deposit of the cheeks, the money may not clear into the General Fund -account for up to five days.. Cash aailabilly in the funds 'Can be accelerated through adoption -of are online A CH payment system which will replace the use of cheeks to transfer money from the Clearing Account into the Fund accounts. The Treasury reviews the M &T Clearing Account on a daily basis. one of the checks written in the 11 day sample cleared for an incorrect amount. The check was written -f $50,,000 mor than what it cleared, (check # 193 3 o written 3/19/10 Amount $51,941.49, cleared 3/23/10 Amount $1,' 1. . Treasury documentation from the date indicated the bank made an error and'eorreet d it the next day on March 24, 2010. This correction is evident in the bank . statement. The Treasu y reconciles the Clearing Account on a daily basis. The implementation entation of A CH fund transfer will reduce the opportunity for bank data entry error inherent in check clearing. Accuracy will be assured by the dual review of the transfer prepared by a Treasury Administrator and authorized by the Treasury Director, Trust and , Funds The Director of the Treasury has responsibility for all Trust and Agency Funds. Agency funds are used to account for money and property received and held by the City in the capacity of custodian. Agency Funds in fiscal year 2010 equal $1.4 Million. one of the largest components is associated with Prisoner Property. During the Fiscal Year certain General Fund revenue is temporarily booked to an Agency -account, but is ultimately due to the General Fund. one such account is Court ordered In --Rem payments. In these cases the cow may require the delinquent tax payer to make incremental payments on the amount owed., Due to system constraints, these incremental amounts cannot he applied in the Tax System. .stead, the payment is recorded in an agency account until it equals the amount owed for a specific component of the taxes billed, e.g. Tax Arrears Interest, Tax Arrears 2009, The tax payer gust stop at -the Department of Assessment and Taxation to obtain a Treasury receipt pay in form. This form is presented to the Teller in Treasury along with the partial payment. This process will no longer be necessary when payment of Tax Receivables is implemented in MUNIS scheduled for early 2011. The MUNIS system will allow partial p ayment on Tax Receivables. Treasury is also working to stream line the number of Agency Accounts and is in the process of closing several inactive accounts. Te st Funds: The Director of the Treasury is also the custodian of monies given to the City to be held in tryst for specific purposes. The principal of these trust funds totals approximately $94,000. Where are six t rusts. Th largest is th e F orsy th Park `'rust which is invested in two Certificates of Deposit with terms of years and � � res ct vcly, Year End Cash on Hand in rasp On June 3 0, 20 10,, an Audit of 'reasur Cash on Hand was conducted by the Div isio . of Audit. .A team of auditors counted and verified the total of five Fellers' receipts including the Chief Teller as well as the Treasury safe cash. It should be noted that a total of $77,585.13 in cash and $7 26,050.19 in checks was physi ca l r counted by the audit - teary bringing the total cash on' -hand to $80'_3,635.32 of which $1 7,000. f was cash in the Treasury safe. A total of four Tellers were completely in balance, while one Teller was over $20 Internal Controls A proper Segregation of Duties is evident in the Treasury Division's processes, A ready example is the inability o Fellers to void transactions. A. Treasury Supervisor* or Administrator must void the transaction. The Receivables database maintains a detailed record of any voided transaction. The Teller transactions are numbered and the voided transaction is retained in the count= Where are also many cross checks in the Treasury Division's processes. The computerized Teller application produces Daily Batch Total reports which correspond to the Feller Deposits, The Deposit osi "o als are summarized by the Chief Teller on a Daily Balancing Sheet. These amounts are then confirmed by the ,Assistant Administrator in checks with treasury journal reports and in checks with the hank account's prior day activity report available online, I temal control over the bank account is assured through control of the physical checks issued on the Clearing Account. The checks are prepared b the Chief Feller and the Treasury Director's signature is required on all checks. The monthly Bank Reconciliations for the clearing account and internet inter account are done b the r asur� Administ rator strator and Ass' sta t .A�dm'nistrator. As noted i the Audit recommendations, the Bank Reconciliation makes use of a l. "' nu m be r. This plug should be eliminated. These reconciliations should be independently reviewed by the Division of Accounting on a monthl basis. Internal Control is enhanced th togh the presence of closed circuit cameras in the Treasury Teller area. The cameras have numerous views and aloe detailed review of Teller transactions. The Assistant Tre Administrator makes frequent use of the review capability. Although the Treasury Safe is covered b closed circuit cameras, the combination has not changed for several years. In the event of a Feller shortage or overage greater than $20, the Treasury Administrator .contacts the Division of Audit to review - the Teller's deposit and the Teller Batch Total Report. The Auditor documents the out of balance condition on a form which is signed b the Auditor and the z Teller. An overage -is deposited and �re orded in a Trust and Agency liability account. A shortage is. expensed and the Treasury deposit is reimbursed for the shoilage. Recommendati 1. Money processed through the Lockbox should be processed into the respective Fund Bank Account in a timelier manner. 2. The current method of issuing checks from the Clearing account should be replaced with an on-line ACH payment system. This will require original . .CH entry to be completed i two steps. Step one should have an Administrator or Chief Teller in the department logon to a bank web site and complete. a p reloaded ACH template (the templates should have fields locked to assure that only City of Buffalo accounts can send and receive funds; free fora ACH should not be allowed). Step two, authorization, should be completed by the Director of the 'Treasury or someone w -has signature rights on the account (e.g., the Commissioner of Ad inistration, Finance, Policy and Urban Affairs, the Comptroller or one of his authorized designees.) 3. Using separate Journal Entries for Lockbo , American Water, and Treasury would create a record of processing locations in the Ledger, thereby yielding a better audit trail within the Ledger. 4 . The Daily Revenue reports should identify Cash in Transit when the "ba deposit is not equal to the armed guard bank deposit due to timing differences caused by month end and payment deadlines. For example, Teller Batches on the final due date of a bill are closed a end of day after the armed guard pickup. Currently the Revenue Report may show a deposit amount containing a portion field for the next day's deposit; this amount should be shown separately* 5. Treasury should explore the possibility of automating next day Journal Entries in MUNIS. 6 . MIS should adjust the Teller screens to capture the Treasury Supervisor's name or log-in ID on all voided transactions. 7 . Treasury Supervisors with administrative privileges to void Feller transactions should document the reason for the void. This information could be captured within a fief on the Teller screen* 8 . Signs directing customers to various payment locations within the Teller Area on the firs floor of City Hall is confusing In its placement. Some are ere level, foot level or waist level and should be revamped to provide clear and consistent directions. Also any hand written sign should be replaced with professionally produced versions. Flow into the Treasury Room by citizens should begin with the first Teller accepting payments except on clays when high volume is anticipated. 1 9. - Security :personnel provided by the Buffalo Police Department sold have a stronger visible presence in the T reasury Teller Room. This could b achieved I&II an elevated platform overlooking the Teller cage to protect against . any .potential security l r aches. 10. The M&T Clearing Account Reconciliation. is done . by the Treasury Administrator. The reconciliation. makes use o a 'small plug number to balance. The reconciliation r, et .odo o y should -eliminate this plug. The Clearing Account Reconciliation should be reviewed by the Accounting Division on a. monthly basis. . The reasons for Lock ox and American Water rejects should be examined and measures to eliminate these rejects should then be initiated. 12. As are added intemal control,, the safe combination should change when any personnel with access to the combination leaves employment in the Treasury Division. 13, The Treasury ury Director expressed a desire to develop a written Policies and Procedures Manual. High priority should be given to this initiative, SMM The Audit found no material discrepancies in the amount of monies reported. All required records were made available to our Audit Team. This Audit represents the first comprehensive review of the Treasury Division's operations in. perhaps a dozen years. It should - e duly noted that the Treasury is run in a professional manner and the system of i tema.l controls is - highly effective. While there-is always room for improvement, especially in light of emerging technologies, we find that the Division's methods for receiving, recording and recelpting cash and cash equivalents are sufficient and a'ff'ord more than a reasonable level of comfort. Aft An Exit conference took place on December 21, 2010. The mana g ement team for -the Treasury was quite enthusiastic about the results of the audit. They were very forward thinkin regarding the recommendations o and have initiated, and completed, some of theme. before this report was finalized. The Treasury is receptive to further automation and there are significant canes corning in early 2011 as Tax and User Fee Payments are integrated into MUNIS. There are opportunities for significant reduction to manual processes involved in daily Treasury reporting through efficient spreadsheet design. Their written response is attached hereto and made a part hereof; We thank the staff and management of the Division of Treasury and Collections for their professionalism and cooperation, 1 CITY OF BUFFALO z # D EPARTM E NT of t. -. ADMINISTRATION,, INAN & UR AFFAIRS YR N MAYOR December 24 2010 Andrew Sanilio, Comptroller Department of Audit and Control Room 1230 City mail Buffalo Now York 14202 D ear Comptroller Sanfilippo. JANET PE NKS A C MICHAEL A. SEA ,D IRECTOR OF � EASURY A N oILECTIN am quite proud of the Audit conducted by th Department of Audit and Control for th period January 1, 2010 through June 30, 2010 that examined the Division of Treasury's p rocesses for receiving, recording, and receipting cash and cash equivalents. This review covered the Treasury's Cash M anage ment , ment Internal Controls and Frost & Agency Fund Management. On Tuesday, December 21,, 2 0 1 0,, Commissioner Pe nksa, D ebbie R en z oni l , Mar Comerford and i reset with Darby Fish kin, D rryl McPherson, A nn 0" Donnell and Fra n k Ba rri e of your staff, - for an exit conference t discuss both their findings and our comments. Many of the recommendation impinge on the work of the Department of Management information Sy stems. ( MIS) `r a ur staff has met with Rai M hta and Paul Springer of M IS to examine the recommendations that require their assistance and have been assured the recommendations rill be completed in the next update of the `treasury Te iier System. i have instructed my staff to keep the Division o Audit a pp rised,of these changes as. they occur and if there is any delay. At the completion of the meeting with your staff, we were asked to submit our c omments to you so that this Audit could be filed with the Common Council. Attached please find our written response to the Division of Audits recommendations. Thank you for the firs -W6 your staff performed and i hope we continue our su ess ully inter de r aoshi into the future for the good o the Ci ty Bu V rs Michael Ax s eaman Director of Treasury and Coilections Janet Pe nska, C ommissioner of Administration, F inance, Policy and Urban Affairs NI ARE 11 CITY HAL BUFFALO, NY 14202 - 3302 (716) 851 -5722 FAM (716) 851 - 4983 wmvxi - oxom x 1. Morey processed thorough the Lo k ox should he processed into the respective Fund Bank account in a timelier manner. Response; Recommend MIS Import the days Lock Box @ 3:30 each day rather than the following morning after 8:00 am. Discussed this o with Raj Mehra, Director of MIS & Paul Springer., MIS systems Analyst, assigned to Treas it will be imported on the day Lockbox pro.cess expediting the posting by at least 24 hours. The money cannot be directly 'Imported into the respective fund accounts because one portion of every three tax bills is not General Fund, it is Sewer and approximately Sol of most water bills are Sewer funds. 2. The current method of issuing checks for the Clearing account sold be replaced with an online ACH payment system. This will require original ACH entry to e completed in two steps, Response; Completed. Charged .o. 3. Using separate Journal Entries for Lockbox., American Water, and Treas would create a record of processing locations in the Ledges', thereby yielding a better audit trail within the Ledger. Response: It was agreed that this w! 11 be postponed u ntif the New MS Receivable system for Tax, sewer and User Fee is launched in early 2011. The new MNs system should be able to accommodate this recommendation., 4. The Daily Revenue reports should identify Cash in Transit when the "bag" deposit is not equal to the armed guard bark deposit due to tiring differences caused by month end and payment deadlines. For Example, Teller Batches on the final due date of a bill are closed at end of day a terthe armed guard pickup. Currently the Revenue Report may show a deposit amount containing a portion held for the next day's deposit; this amount should be shown separately. Response: Completed 12/24/10. 5. Treasury should explore the possibi lity of automating next day Jo rnaI entries ih M U it IS. Response: In our exit Conference, it was agreed that currently there is not a viable option to accomplish this at this time. MIS should adjust the Teller screens to capture the Treasury Supervisor's name or log -in ID on all voided transactions. Response-, On we discussed with MIS Director, Raj Mehta to rake this change; He said that lit will be completed in the new version of the Teller system they are working on at this time. Treasury Supervisors with administrative privileges to gold Teller transactions should document the reason for the gold. This information could be captured within a filed on the Teller screen. Response: Again, o we discussed with MIS Director, Raj Mehta to add a comment field to accommodate this change. He sad thaf it will be completed in the new version of the Teller System they are working on t this time. i 8. Signs directing customers to various payment locations within the Teller Area on the first floor of City Hall is confusing in its placement. Response: Completed. Removed all confusing signs. 9. Security personnel provided by Buffalo Police Department should have a stronger visible presence 1n the Treasu ry TeIIer loom, Th is could be achieved with an elevated platform overlooking the Feller Cage to protect against any potential security breaches. Response: It was agreed, the designated area we currently utilize is most central. We are talking with the Division of Buildings on a possible configuration similar to that in the Lobby of City Hall. a 10 . The M & T Clearing Account Reco r c 1.1 fat ion --is. d o ne - by the Tre sury A d minis r r. The reconciliation makes use of a small plug um .erto. a n e. The reconciliation methodology should eliminate this plug. The Clearing account Reconcifladon should : e review - b y - the ed Accounting D ivr1 ion -ors a r t ly - afsis. ft se} The plug number is a - re. s - -ti i. issue with the credit card and ACH - Payments. Unlike .1 receipts r el e ' processed. on a speciffic da a WE 8' Or. ACH payment can Abe made-today, -recorded . MIS tomorrow - . posted to our bank the next day. We. a spoken to M& T. 1 n today to have a I I of th e -s deposited directly Into the - one eri account # - W were advised it will happen ASAP. We also spoke with 'MIS' o massaging-the timing -of the : posting of the WEB payments and the Director, .Raj Mehta is willing to With - s to correct the lag. We are willing to assist the reconciliation being done by Accounting Division, .. The reason for Lockbox and A merican Water rejects should be examined and measures to eliminate these rejects should then be initiated. Response: Lock Box returns, (rejects) are result of customer rem ittil ng a check without an - OCR (Optical Character Remittance) scan 111 ne source document* There will always -e rejected Items, h owe v er, less than of the remitted bills to Lock Box are returned to the Treasury for processing, which is far less than the industry average. 12. As an,added -in ernal control, the safe combination should change when any personnel with access to the combination leaves employment in the Treasury D ivision. Response: We are calling for a company who can change the tumblers & finding out what the cost will be. The Treasurer Director expressed a desire to develop written Policies and Procedures Manual. High priority should be given to this initiative. Response: Will be completed within the next year.