Budget and Finance Committee Meeting
August 12, 2004 – 7:30 a.m.
DRAFT Minutes
Members present: Kurt Behrenfeld, Chairman; Dr. Paul Giovanni, Vice Chairman; Marilyn Brown; Kay Breed; Danny Ross; Newell Willcox; Carol Tytler
Others present: Ann Homer, John Carroll, Eric Mulvihill, Don Ferris, Michael McKee, Kristen Monroe
Chairman Behrenfeld called the meeting to order 7:30 a.m.
Dr. DiGiovanni moved approval of the minutes of the three meetings; seconded by Mr. Willcox. All members voting in favor; none opposed; minutes adopted.
Mrs. Brown moved to ratify the action taken at the special meeting on July 29, 2004, relative to the Fireworks – Resolution 4, which was added as a Special Article to the July 29, 2004 agenda. . Seconded by Dr. DiGiovanni. All members voting in favor; none opposed; action ratified.
The members asked for the following items to be pulled from the consent agenda and considered separately: 1, 7, 8, 9, 10
Dr. DiGiovanni moved to approve consent agenda minus 1, 7, 8, 9, 10; seconded by Mr. Ross. Al members voting in favor; none opposed; consent agenda adopted.
Consent Agenda
1. Authorize Agreement, Buildings and Grounds - Bell and Spina for Preliminary Design Services (Court House) (Budget: Expense: P – 35 & 36 account #’s in resolution) – Mrs. Tytler moved adoption; seconded by Mrs. Tytler. Mrs. Tytler asked if the City is on board, is the City paying for part of the study. Mr. Schrader indicated we have spoken with the Office of Court Administration and had preliminary conversations with the City. This study will lead to the finalization of formal conversations with the other two parties. The County is funding this in its entirety. The City and the Office of Court Administration want to see a preliminary design to look at the feasibility of moving this. The savings for the City is approximately $150,000 per year. Mr. Willcox asked about time frame. Mr. Schrader indicated the study should take about six weeks; the move would not take place until next year at about this time. Mr. Ross asked if this would also address the parking problem. Mr. Schrader indicated no. Mr. Ross would like to see the parking addressed as well. Dr. DiGiovanni asked if we solicited bids or if Bell and Spina is the only game in town. Mr. Schrader indicated that we have a history for space studies with Bell and Spina and since it is professional services we don’t have to bid this item. Mr. Behrenfeld asked how the $150,000 was arrived at. Mr. Schrader indicated that it is the annual cost to the City for Security Officers. All members voting in favor; none opposed; motion adopted.
2. Authorize Renewal Agreement, Buildings and Grounds (Simplex/Grinnel) (Budget: Expense: P – 35 account # in resolution)
3. Authorize Agreement/Accept Funds, Health Department/Jacobus Center for Reproductive Health (State Grant) (Budget: Revenue: P – 95 A40354.3435)
4. Authorize Agreement, Health Department/Administration (Verizon Wireless)
5. Authorize Agreement, Amend 2004 Budget, Mental Health Department (Family Support Services) (Budget: Revenue – P 116 Expenses – P 123 account #’s in resolution)
6. Close Projects/ Transfer Funds, Highway Department (Budget: Expenses: P – 323 & 310 account #’s in resolution)
7. Authorize Extension of State Snow/Ice Control Agreement, Highway Department – Mrs. Tytler moved adoption; seconded by Mr. Willcox. Mrs. Brown asked that in the first resolved, it states June 30, 2007. Why? The explanation is that the current contract expires in 2006 and we need to extend our contract with the State. All members voting in favor; none opposed; motion adopted.
8. Award Bid/ Authorize Contract, Highway Department/ Landfill (Landfill Compactor) (Budget: Expense – account # in resolution) – Mrs. Brown moved adoption; seconded by Mrs. Tytler. The question was why the blanks? The response is that the bids will be opened tomorrow. Mr. Schrader expects the bid to come in somewhere about 20% less than the proposed price. Mrs. Tytler asked if a general message from the Legislature can be sent regarding the unacceptability of the lateness of items on which to take action. Mr. Schrader will address this at the department head meeting next week. Mrs. Tytler would like to see that directive put in writing. Mr. Schrader will copy the Legislature. All members in favor; except Mrs. Brown opposed; motion adopted.
9. Authorize Amnesty Days, Highway Department (Soil and Water Conservation District) (None) – Mr. Ross moved adoption; seconded by Mrs. Tytler. Mr. Willcox asked what this is for. The explanation was that it is the refuse from the river clean up day. All members voting in favor; none opposed; motion adopted.
10. Award Bid/ Authorize Contract, Highway Department/ Recycling (Recycling Equipment) (Budget: Expense – account # in resolution) – Mrs. Brown moved adopted; seconded by Mr. Ross. Same discussion as number 8 above. All members voting in favor; except Mrs. Brown opposed; motion adopted.
11. Support of and Urging Funding Multi-Modal Transportation Grant Funds, Highway Department
12. Accept Fixed Asset Gift, Fire and Emergency Management (Fire Truck)13. Accept Grant/ Amend Budget, Fire and Emergency Management/ Records Systems Grant (NYS Archives – Local Government Records Management Improvement Funds) (Budget: Revenue: P- 67 Expense: P – 67 account #’s in resolution)
14. Create Position/ Amend Budget, Department of Social Services (HEAP) (Budget: Expense – P 143 Expense – P 144 account #’s in resolution)
15. Authorize Agreement, Department of Social Services (Managed Care Providers)
16. Authorize Agreement, Department of Social Services (Liberty Resources Prevention Services) (Budget: Expense: P 145 – A60105.56070)
17. Accept Donation/ Amend Budget, Youth Bureau (Cayuga County United Way Donation) (Budget: Revenue: P – 207 Expense: P – 207 account #’s in resolution)
18. Accept Donation/ Amend Budget, Youth Bureau (Wal-Mart Foundation) (Budget: Revenue: P – 207 Expense: P – 207 account #’s in resolution)
19. Establish Petty Cash Account, Area Agency on Aging (Nutrition Program)
20. Authorize Agreement, Area Agency on Aging (Walden Place – Respite Services)
21. Authorize Agreement, Employment and Training (Operation of Year Round Youth Program)
22. Abolish Positions, Employment and Training Department
23. Authorize Agreement, Data Processing (All-Mode Communications, Inc.)
24. Authorize Home Role Request, Personnel Committee/ Cortland County Legislature
25. Local Law # 1 for the year 2004, A Local Law Abolishing the Office of County Treasurer and Creating an Appointive Office of County Comptroller for the County of Cortland and Causing a Proposition to be Submitted to the Electorate at the Next General Election.
Discussions/Presentations/Reports:
1. 2004 Second Quarter Sales Tax Distribution – Treasurer’s Office. The members previously received the report. Mr. Ferris indicated that we are running 54% of budget, which is where we were last year.
2. Corn Festival Request for Advertising Money- Occupancy Tax. Mr. Behrenfeld indicated that a $4,300 request from the Corn Festival for advertising was received. Mr. McKee explained that the Corn Fest is a multi-community oriented family event. There are demonstrations on harvesting, food production; there are many food booths throughout the community; there is a parade; the business association sponsors a car drive in (antique and classic) which draws in people from all over, including from out of state. The Corn Fest committee is asking the County to partner with them; this brings the community together and it draws many people. The event will be September 18, 2004. Mr. McKee indicated this is a first-time request. Mr. McKee indicated that the attendance is in the thousands. The Business Association is going to donate door prizes and attendees will put in names/addresses, which is a way to track attendance. This draws people from Norwich, Broome County, Madison County, Tompkins County, and others. Mr. McKee indicated that the budget submitted is what the committee would like to do. Dr. DiGiovanni would like to see us match what the businesses are doing, but he does not want to see the County replace the funding provided by the businesses. Mrs. Brown and Mrs. Tytler indicated that they need to see the amounts. Mr. McKee indicated that they will get a list of where they draw from. Mrs. Tytler would like to see how many people come in and how many people stay overnight in conjunction with the event. Mr. McKee asked if he comes back with more details, if the committee would still consider the request. The consensus of the committee was that he would. Mr. McKee indicated that this request is actually for the 2005 Corn Festival, not the 2004 Corn Festival. The committee asked Mr. Schrader to provide them with an accounting of the funds in the occupancy tax.
3. Chart of Accounts & Finance Reports. Mr. Schrader distributed "Chart of Budgetary Accounts for 2004. He explained that what he distributed what the Chart of Accounts that was used to prepare the 2004 budget. Generally speaking, we can give a financial report on each division listed on the front page. Mr. Schrader conducted an in-depth review of the document he presented. Mr. Schrader is working with Carolyn Kennedy to revise the Chart of Accounts again in preparation for the 2005 budget. The Chart of Accounts that is presented today is for expenses only; the other Chart of Accounts is in disarray. We are in the process of changing divisions dramatically and changing many of them to projects. Dr. DiGiovanni stated that Mr. McNeilly’s most recent report indicates that we should implement project accounting. What is the problem? Mr. Schrader indicated that we are in the process of doing this; we are eliminating many divisions and turning them in to projects. Mr. Schrader indicated that the Chart of Accounts is based upon the Comptroller’s recommendation of what the Chart of Accounts should look like. There was a discussion regarding the Tuition Reimbursement as stated in the CSEA contract. Mr. Schrader distributed year-to-date budget reports for the different levels of the Chart of Accounts, as of July 22, 2004, to the committee. Mrs. Tytler asked if he felt the numbers were accurate. Mr. Schrader indicated that they were. Dr. DiGiovanni asked to what extent department heads buy in to/understand/utilize this approach and concept? Mr. Schrader indicated that it depends on the department and it varies greatly. The larger departments are utilizing it well; some other departments are not. Mrs. Breed indicated that she would like to see some type of explanation, oral would be fine, of why revenue may be below budget – particularly if it is something that does not come in until a later quarter in the year. Mr. Schrader indicated that you have to dig down further in the Chart of Accounts that the fund report to find that information. Mr. Behrenfeld asked about the timing of the budget. Mr. Schrader indicated he told the department heads that the budgets are due to him September 1. However, he has not yet sent the documentation to the departments to prepare the budgets. His intention is to have the budget to the Legislature by the middle of October; worse case scenario by November 1st. Mr. Behrenfeld and Dr. DiGiovanni requested that Legislators be included in the department head meetings. Mr. Schrader explained his reasoning for not involving Legislators in the department head meetings. Dr. DiGiovanni expressed strong concern about not being included in the budget process as a committee chairman. Mrs. Brown expressed concern as well that the committee chairmen are not included in the budget process from day one instead of at the end of the process. She agreed with Dr. DiGiovanni that the committee chairmen should be included in the meetings with the department head and County Administrator. Mr. Schrader expressed a strong desire that the Legislators NOT be at the meetings that he has with the individual department heads to discuss the individual department budgets. He feels that would have a chilling effect on the conversation about the departmental budgets.The meeting adjourned at 9:10 a.m.