1. County Contract Review Process and Standard Form Contract (County Attorney’s Office) – Mrs. Brown moved adoption; seconded by Mrs. Tytler. Mr. Bardsley explained the purpose of this resolution. He explained that we are trying to find ways to process contracts more effectively and efficiently. His goal is to hasten the review process. This procedure will be the impetus on the vendor to make their contract fit our standard form. Mr. Bardsley addressed resolution 387-02, which puts a 30 day review period on the contract review. This resolution will not affect that resolution. Mr. Bardsley has implemented an office procedure to have all contracts reviewed within seven (7) days of receipt. He is also having the Assistant County Attorneys share the review of the contracts. For the most part, we are well up to date. He also realizes that when the budget is approved and the contracts come streaming in the system will be tested. Mr. Bardsley indicated that we have a standard form contract that has been updated as of last week, and is about ready for disbursement to the department heads and posting to the web sites. Mr. Bardsley also discussed the termination clause that has been built into the standard contract language as a "safety net" for the County. Mr. Elston asked why the fourth "WHEREAS" clause needs to be included in the resolution. Mr. Bardsley feels it should be included because he is asking the Legislature for a certain authority and this explains why he is asking for the authority. Chairman Steve feels this is a helpful clause because it explains the part-time status of the County Attorney. Mrs. Tytler asked if the form will be posted in Word or PDF format. Ms. Homer responded that the intention is to have it as a Word template. Mr. Corpora responded that he can post it in both formats. Mrs. Brown asked how many contracts have been reviewed to date. As of yesterday, the office has reviewed approximately 375 contracts. All members voting in favor; none opposed; resolution adopted.

2. Amend 2004 Budget/Transfer Funds, Board of Elections – Mrs. Brown moved adoption; seconded by Mr. McKee. Mrs. Brown asked how come this amount is so much. Mr. Howe explained that part of it is due to the reduction in the budget and part of it is due to the implementation of HAVA, which requires additional supplies. Mrs. Brown asked how much the budget was reduced. Mr. Howe stated he believes it is between $4,000 and $5,000. Mr. McKee inquired about what is HAVA. Mr. Howe explained it is Help America Vote Act. Mrs. Tytler asked if Mr. Howe has increased his budget request accordingly. Mr. Howe indicated that he had put an increased amount in the budget, but it has yet to be approved. Mr. Howe explained that this is for ballots, strips on the machines, the three envelopes that are required per HAVA. Most of this expense is due to the Presidential election. Mrs. Breed asked if the department got quotes on printing. Mr. Howe indicated that did not because this is a specialized service and there is a very limited number of providers who do this. All members voting in favor; none opposed; resolution adopted.

3. Authorize Agreement, Department of Motor Vehicles (Simplex/Grinnel) – Mrs. Tytler moved adoption; seconded by Mrs. Brown. Mrs. Breed asked if this is for a security system. Mrs. Larkin indicated that it is; this is for testing every three months and includes part replacement. Mrs. Breed indicated that this resolution needs dollar amounts and account numbers. Mrs. Larkin indicated that there is a different pricing structure for prior to November 1, 2004. Mrs. Brown asked if it expired in March, why have we waited so long. Mrs. Larkin indicated that it is because she didn’t realize there was a contract; this is a new system and was covered by warranty the last time. Mrs. Larkin indicated that the amount if $583.04 and comes from account 4015. Mrs. Tytler asked if this will become an annual fee and have we accounted for it in 2005. Mrs. Larkin indicated that it is an annual amount and she has placed it in the 2005 budget. Mrs. Brown moved that it be adopted only if amounts, time frames, and account numbers are added prior to Budget and Finance. All members voting in favor; none opposed; proviso adopted. All members voting in favor of the resolution with the adopted proviso; none opposed; resolution adopted.

4. Authorize Agreement, County Clerk (Simplx/Grinnel) – Mrs. Tytler moved adoption; seconded by Ms. Wyant. The question was the date of 2005 in the resolution. All members voting in favor of the resolution pending a new resolution being presented with account numbers; none opposed; resolution adopted.

5. Renew Agreement with EBS Benefit Solutions Cortland County Cobra Continuation Coverage Plan – Mrs. Brown moved adoption; seconded by Mrs. Tytler. Mrs. Breed asked if there is a cost for this? Mrs. Barber indicated that we pay a fee per COBRA notice; there is a fee-based schedule if you change COBRA options in the COBRA plan. We cannot put a definitive amount since it is based on service and we don’t know how many COBRA participants we will have. Mrs. Barber indicated that it is $20.00 per letter sent regular mail; there are different fees for additional letters and an administrative fee per participant. All members voting in favor; none opposed; resolution adopted.

6. Renew Agreement with EBS Benefit Solutions Cortland County Dental and Vision Insurance Plan – Mrs. Brown moved adoption; seconded by Mrs. Tytler. Mrs. Breed asked about the charges and services. Mrs. Barber explained there are administration fees, which are charged back to the employees in the rates. Mr. Schrader indicated that we are developing an RFP for provision of vision and dental services; this is necessary until the RFP is completed. All members voting in favor; none opposed; resolution adopted.

7. Amend and Restate Deferred Compensation Plan, Personnel/Civil Service – Mrs. Brown moved adoption; seconded by Mr. McKee. Mrs. Barber explained that we recently adopted a resolution continuing the Deferred Compensation Plan. This resolution is to make the required rules changes to the plan. We do not have a choice in these rules. There is no cost; it is imposed upon us by NYS. All members voting in favor; none opposed; resolution adopted.

8. Authorize Agreement, Information Technology (MUNIS) – Mrs. Brown moved adoption; seconded by Mrs. Tytler. The title of the department will be changed to "Data Processing" until the Rules of the Legislature are amended to reflect "Information Technology." The question was raised about training. Mrs. Breed has accounting training scheduled for March 8-10. Mr. Corpora is looking in to training for MUNIS on the 2004 version of the software. The training will be planned for after the update of the modules. Mr. Corpora indicated that there will also be some CD based training to accompany this as well. Mrs. Breed has asked Mrs. Barber and Mr. Schrader to get a list of individuals in each department who need the accounting training. We need to identify who will need this training, so we can get staff signed up. It will be 8:00 a.m. to 4:00 p.m. for three days at the Park Center at SUNY Cortland. There is a cost of $65/person for this training. Mrs. Breed is hoping that the MUNIS training can be put off until after this accounting training. Mr. Schrader indicated that there has been a marked improvement in every department regarding finance and accounting. The departments are really trying and working on improving. Mr. Corpora included that MUNIS supports 25 concurrent users. To date, we have not had any conflicts with people not being able to get on. Once we got to requisitioning, that may change and we may need to look at getting more seats. Mr. Corpora will look at the cost of additional seats. Mrs. Breed commended Mr. Corpora and his staff for their help with MUNIS. All members voting in favor; none opposed; resolution adopted.