The Garden City Board of Trustees met Tuesday evening with Village department heads and the Citizens’ Budget Review and Advisory Committee to discuss ways to lower an anticipated 6.89 percent tax rate increase.

Last year’s tax levy increase was 5.91 percent. Trustee John Mauk, who is chairperson of the Board’s finance committee, said the Board would like to see what could still be included in budgets with tax rate increases of 5.97 percent, four percent and zero. A 5.97 percent increase would cost an additional $326/year to an average-assessed ($13,500) homeowner. A four percent increase would be increase the bill by $218, resulting in an average tax bill of $5,685.

The original 2010/2011 budget totaled $57.9 million. Department heads have so far been able to pare down their budgets to reach a total of $56.1. As the budget deadline quickly approaches, trustees and staff are determined to find ways to bring the increase down without making drastic cuts in services.

Trustees have asked Village administrators to continue to work on their budgets in an attempt to reduce the tax increase. Another budget work session focusing on the Dept. of Public Works, including the water and sewer department, has been scheduled for March 20 at 8:30 a.m. in the Village Hall boardroom. State law requires the Village to file a tentative budget by that date. The Board of Trustees can amend the budget by resolution until April 30.

The CBRAC issued a report filled with recommendations on ways every department can make reductions and operate more efficiently. Mauk was pleased with the report, although he said some recommendations are not politically feasible and others have been tried in the past. “Many of the things that are in this, I think in general may have merit,” Mauk said. The report has not yet been made public.

Richard Bankosky, chairman of the CBRAC, said his group divvied up the departments and worked in smaller teams. The committee is comprised of residents of varied ages and backgrounds, representing a wide array of interests.

Mayor Robert J. Rothschild said many people in the room recently attended a dinner honoring Village volunteers. On Tuesday night, he thanked those in the boardroom “for all the efforts that you put in quietly, doing your own thing, trying to find out real information as to what’s really going on and try to have fact before you make statements and do things, so I really, really appreciate the time and effort that everyone in this room has spent working on this budget.”

Police Department

According to Police Commissioner Ernest Cipullo, personnel costs comprise 93 percent of the police budget. Last year, five police officer positions were deferred. This year, he is requesting that two of those positions be filled. He also asks that three officers, who have retired this year, be replaced. The number of officers would total 52; last year, monies were budgeted for 55 officers.

However, on Tuesday evening, Trustee Dennis Donnelly suggested that a total of 55 officers should be hired to reduce overtime costs. The department’s biggest expense is overtime. This year, it has cost the department $940,000; Cipullo has requested $719,000 for next year, which equates to 7,970 hours at an average of $90.20/hour. Donnelly said that overtime number could be reduced to 5,519 hours with a staff of 55 officers. Revenue would also increase as officers would be able to be designated to traffic enforcement: he estimated an increase in parking tickets to 22,000, which would generate $330,000 in revenue, and an increase in traffic tickets to total 13,000, which would generate $195,000.

The police department is a 24 hour, seven-day-a-week operation, and officers are needed to fill that entire time. The department currently operates five patrol posts during the day (8 a.m. to 4 p.m.) and evening (4 p.m. to midnight), and then four from midnight to 8 a.m. A minimum of five officers work during each post, supervised by one staff sergeant. Cipullo said he could have one dispatcher instead of the two requested if his department has 55 officers.

Cipullo announced that 19 officers are eligible to retire. If overtime hours are reduced next year, he said at least three of these officers may consider the effect it will have on their pensions and choose retirement.

The department prefers to hire candidates who are already working as police officers in other precincts or the city. After a few weeks of service training, they can begin patrols. Those the department hires with no prior experience are required to attend the Nassau County Police Academy for seven months of training. They are paid by the Garden City Police Dept. during their training.

Bankosky said the police department seems “highly weighted” with 14 supervisors who are really designed for a force of 79. Cipullo responded that they are supervising 70 employees, plus 10 special police officers. Bankosky also questioned the need for “highly-paid” parking attendants and asked if there is another way the job can be accomplished. Both the Mayor and Commissioner Cipullo stressed the importance of strict traffic enforcement. The reputation of being a high ticket area tends to keep out the criminal element.

Cipullo referred to a CBRAC recommendation to consider spreading the responsibilities of the youth officer among several officers. There are several reasons why this is not feasible, with the primary reason being strict confidentiality requirements. The officer also serves as the public relations officer, and also gives crime prevention lessons to senior citizens. The Mayor also stressed the importance of the youth officer, and said he would actually like to see two as he has seen an increasing number of criminal mischief reports involving youth in the Village.

Donnelly also recommended a $15 surcharge on parking and traffic tickets. He suggested the revenue be earmarked for road or parking lot repairs. A few trustees questioned the legal requirements attached to surcharges and it was agreed the issue would be discussed further with Village Counsel Gerard Fishberg.

Fire Department

The Board expressed disappointment that Fire Chief William Graham, who is responsible for the volunteer firefighters, had not been given the CBRAC report.

As for the paid fire department, Fire Capt. Harry “Gil” Frank, who is commanding officer of the Headquarters Company, was once again called upon to defend his budget. Salary costs comprise 83 percent of the fire department’s budget. He asked the Board to restore two firefighter positions that were eliminated in last year’s budget. There are currently 27 paid firefighters; Capt. Frank has asked that 29 be included in the 2010/11 budget. Capt. Frank said his department is currently shorthanded according to the national standard.

Trustee Dennis Donnelly asked how service would be affected if the Board decided to close the firehouse in the eastern section during the night shift, which runs from 5:30 p.m. to 7:30 a.m. There are currently three strategically located firehouses. Donnelly said the firehouse at Village Hall would be able to service the area during that time, especially during the later evening hours when there is minimal traffic. He does not suggest eliminating the firefighter positions; he asked what the savings would be by the actual closure.

Deputy Mayor Donald Brudie agreed, and suggested that Capt. Frank was using a “scare tactic” by referring to the increase in response time. Last year there were two “signal 10s,” or working structural fires, in the Village. Capt. Frank said that if a firehouse is closed there will be longer response times, which equates to an increased possibility of losing a life and more structural damage. The first fire engine currently arrives on the scene in 2.5 or 3 minutes, which Capt. Frank claims is on average six minutes faster than response times in surrounding areas.

Capt. Frank responded to the criticism “It’s not a scare tactic,” he said. “It’s a fact.” It only takes one minute for a fire to double in size, and most fatalities happen during the fires at night.

Village Counsel

Village Counsel Gerard Fishberg has asked for an increase in his firm’s general retainer from $181,000 to $225,000. The Board again suggested that given the economic climate and the Village’s financial woes, it is not an appropriate time for such a large increase. Trustee Mauk, who works for CB Richard Ellis, repeated that his company will not allow increases for outside counsel due to the economy.

At a prior budget meeting, Fishberg explained that his firm has dedicated more hours to the Village over the past few years: in 2006/07, general retainer hours totaled 844; in 2007/08, they jumped to 1,266; and in 2008/09, they totaled 1,151. For the last half of 2009, the hours totaled 560.

The retainer, however, has only risen “very modestly.” In 2006/07, the general retainer was $163,000; in 2007/08 it was $168,000; in 2008/09 it was $174,000 and in 2009/10 it was $181,000. The current retainer equates to $122.59 an hour. If the Board approves the retainer increase, Fishberg said it would average $161.92 an hour. He said it is not uncommon for firms to charge municipalities at least $250 an hour.

Fishberg said that unlike in many other Villages, in Garden City many things now get included into the general retainer and are not billed separately. He cited several examples: the proposed Winston project in Mineola, Genesco and the trash issue which resulted in a new contract with Covanta. The previous mayor, Peter Bee, instituted board meeting preparation sessions, which require at least 35 to 40 hours of his time every week.

Fishberg argued that he tried to keep expenses down by not billing separately for some of the special projects.

Trustee Nicholas Episcopia again called upon the Board to exercise more discipline when it comes to consulting Fishberg. The Mayor quashed his suggestion that Fishberg perhaps not be required to attend every Board of Trustees meeting.

Fishberg did suggest that a $25,000 can be cut from the litigation budget. He also suggested that the retainer can be reduced by billing projects separately. The Mayor was hesitant, saying he believes the Village would end up spending more money that way.

Deputy Mayor Brudie recommended asking five attorneys who live in the Village to volunteer to serve before the Justice Court on behalf of the Village. Fishberg said the issue should be discussed with Village Justice Allen Mathers.

Library

Trustee Andrew Cavanaugh suggested that the budget effect in 2010/2011 for the library could be reduced by $400,000. He reasoned that the library underestimated their surplus this year by $250,000, thus resulting in lower actual payment by the Village next year. Cavanaugh also said the library can cut an additional $150,000 from next year’s budget, to total $400,000 in reduced cost. However, he noted this would leave no room for contingencies.

According to library trustee John (Jack) Pascal, the library’s 2010/2011 budget could be reduced by as much as $150,000 without library hours being affected. Garden City Public Library Director Carolyn Voegler said her budget is being thoroughly reviewed to make sure part-time staff and computers are being utilized to their maximum efficiency. It may be possible to reduce the budget by another $50,000.

Labor-related items comprise 77 percent of the library’s budget. According to Pascal, if the library reduced their budget by $866,000, or 22.5 percent, all part-time employees would be eliminated and full-time staff would be reduced by seven. This would leave 14 employees.

Pascal said this would have a “very, very negative effect” on the community. The library would close earlier during the week and be closed on weekends. The library would save $57,000 by closing on Sunday. Trustee John Watras said maybe they should consider closing on Mondays instead of Sundays.

Several trustees commented on the number of staff members. Trustee Episcopia said residents have to realize that some programs may be cut. Trustee Laurence Quinn said all positions do not need to be filled. Trustee Donnelly agreed, and said that at night staff often times outnumber library patrons.

Pascal said they are down to one security guard working 15 hours a week. He expressed concern about security as the library has experienced an increase in deportment issues.

Recreation Department

Kevin E. Ocker, chairman of the Board of Commissioners of Cultural and Recreational Affairs, was applauded by both the CBRAC and the Board for his tight budget.

Ocker is not recommending a $30 per game fee for field usage. Last year, much controversy was generated by the recommendation, which Ocker estimated would generate $50,000 to $60,000. He computed that it would equal $1 per game per family and athletic organizations would pass the cost on in the registration fee. Other communities, such as North Hempstead, have been charging field user fees for years. The Board backed down on the fee last year after a standing-room only crowd filled the cafeteria at the high school during one of the last budget work sessions to protest.

Ocker has estimated it costs the Village $700,000, or 24 percent of the operating budget, to maintain the fields. This figure includes the cost of personnel, equipment, materials and supplies, lighting and contractual services.

Fees for all recreational uses and programs will be evaluated. There is currently no charge for the after school program and several adult programs.

Ocker discussed the possibility of offering a mobile concession stand at the parks. He spoke with a resident who is in the concession field, who said health department requirements are very strict and prove very expensive for concessionaires. Trustee Donnelly suggested a Mr. Softee truck, and Ocker responded that he did not think it would be “tasteful enough for our settings.”

Ocker’s department plans to heavily market the Garden City Pool, miniature golf course and other facilities. A new Web site will go live on or around April 1. In addition, a mailing will go out to all families in the Village promoting the facilities.

At a previous budget meeting, Ocker reported that family pool memberships decreased last summer. He was surprised, because they were expected to increase as people chose to stay closer to home during the summer due to the economy. He recommends two new membership categories: one for families who live in the school district, but technically not in the Village. He said this will include mostly 100 families living in the Fernwood Terrace section. It may generate close to $27,000 in revenue, he estimated.

The second new category is expected to generate $16,000 and will be for “families of two.” The proposed new “Family of Two” category would be for resident adults who live at the same address but do not qualify for either the couple and family categories, such as a parent and child or two siblings.

Residents will qualify for a couple pass if they are “an adult couple who are residents of the Village residing at the same address as a single housekeeping unit.” A couple membership does not entitle any other member of the family to use the pool or its facilities and gives no privileges to any people other than the member couple.

On Tuesday, Ocker announced that all registrations will be available on the department’s new Web site in September. Village Auditor James Olivo said the Village is talking with a financial institution. They are finding it is not as simple as setting up a PayPal account since a municipality is involved.