Budget and Finance Committee Meeting

June 10, 2004 – 7:30 a.m.

DRAFT Minutes

Members present: Dr. Giovanni, Vice Chairman; Marilyn Brown, Kay Breed, Carol Tytler; Danny Ross, Newell Willcox; Scott Steve, Chairman of the Legislature

Others present: Ann Homer; Don Ferris; Eric Mulvihill, WHXC; John Carroll; Scott Schrader, County Administrator

Absent: Kurt Behrenfeld

Vice Chairman DiGiovanni called the meeting to order at 7:33 a.m.

Mrs. Tytler moved adoption of the minutes; seconded by Mr. Willcox; all members voting in favor; none opposed; minutes approved.

Dr. DiGiovanni asked what items members would like pulled from the consent agenda. Those items that were pulled are: 5, 7, 8 10, 14, 16, 17, and 25.

1. Authorize Apportionment of Mortgage Tax Monies, Treasurer’s Office (Mortgage Tax)- Mrs. Brown moved adoption, seconded by Mrs. Tytler. Mrs. Tytler inquired if this is anything different. Mr. Ferris explained that this is done twice per year and is the distribution of the mortgage tax monies. Mrs. Brown asked how these amounts compared to last year. Mr. Ferris responded that he did not have that information available at this time. Mrs. Tytler asked if she could get a copy of what the distribution was last year. Mr. Ferris will provide that information to the committee. Mr. Ferris indicated that none of this money goes to Cortland County; it all goes to the Towns and Villages. All members voting in favor; none opposed; motion adopted.

Mr. Ross moved adoption of the consent agenda, seconded by Mrs. Brown. All members voting in favor; none opposed; consent agenda adopted.

3. Authorize Agreements, Planning Department (Cortland County Snowmobile Clubs) (Budget: Revenue – P 225 – A8020.4.43319 Expense - P 227 – A8021.5.54080)

4. Accept Proposal, Authorize Agreement, Buildings and Grounds (V. Romanoff and Associates) (Budget: Revenue – P 35 - A1620.4.43021 Expense - P 36 - A1620.5.54076)

5. Approval to Fill Above Midpoint, Health Department (Director of Patient Services) (Budget: Expense – P 75 - A4011.5.51005) Mrs. Brown moved adoption, seconded by Mrs. Tytler. Mrs. Brown asked why we are paying this at the top of the range. Dr. DiGiovanni indicated because we are hiring someone from in house and this amount is only a small raise for the candidate. All members voting in favor; none opposed; motion adopted.

7. Authorize Agreement, Health Department/Environmental Health (Pesticide Application for Mosquito/Larva Control) (Budget: Expense P 80 – A4012.5.54055) – Mr. Ross moved adoption, seconded by Mrs. Tytler. Mrs. Brown asked if we had any internal staff who could do it. Mr. Willcox reported that we do have internal staff who are licensed to apply pesticides. Mrs. Breed asked who sets the policy of where we apply? The consensus is that current information is not available. Mr. Schrader will send a meeting to the Health Department stating that they are not to utilize the contract unless expressly authorized by the County Administrator. The County Administrator will notify the Health Committee when he grants authorization to use the contract. Mrs. Brown moved that this be subject to the memorandum from the County Administrator, seconded by Mrs. Tytler. All members voting in favor of the amendment; none opposed; amendment adopted.. All members voting in favor; except Mrs. Breed opposed; motion adopted.

9. Authorize Agreements, Mental Health Department (Consulting Psychologist) (Budget: Expense P 118 – A4310.5.54055)

10. Authorize Agreement, Highway Department (Specialized Services) (Budget: P – 234 Expense - A8160.5.54055) – Mrs. Tytler moved adoption, seconded by Mrs. Brown. Mrs. Breed moved to strike "County Superintendent of Highways" and insert "Chairman of the Legislature." All members voting in favor of the amendment; none opposed; amendment adopted. All members voting in favor; none opposed; motion adopted.

11. Award Leachate Hauling Contract, Highway Department/Landfill (Budget: P – 234 Expense - A8160.5.54610)

12. Award Service of Recycling Roll Off Containers Contract, Highway Department/Recycling (Budget: P – 235 Expense - A8161.5.54065)

13. Award Sale of Processing of Recyclable Material Contract, Highway Department/Recycling (Budget: P – 235 Revenue A8161.4.41860)

14. Obtain IDA Property, Highway Department, Recycling – Mrs. Tytler moved adoption, seconded by Mrs. Brown. Mrs. Tytler asked if Industrial Agency is the name of the organization. The name of the organization is the Cortland County Industrial Development Agency. Chairman Steve explained that this is actually going to result in a property swap. All members voting in favor; none opposed; motion adopted.

15. Designation of Lead Agency, Declaration of No Significant Impact, CRT (Elevator/Sprinkler/Handicapped Restrooms)

16. Authorize County Attorney to Proceed with Acquisition of Land Under Eminent Domain Procedure Law, Highway Department – Mrs. Tytler moved adoption, seconded by Mrs. Breed. All members voting in favor; none opposed; motion adopted.

17. Amend Budget, Department of Social Services (HEAP) (Budget: Revenue – P 147 A6055.4.4641; Expense – P 145 A6010.5.56141 – Mrs. Tytler moved adoption, seconded by Mr. Ross. Mrs. Tytler asked for more information from Mrs. Brown. Mrs. Brown explained that this is money for low income families for heating expenses. We received more money because we had more individuals receiving the service this past season. All members voting in favor, none opposed, motion adopted.

18. Accept Bids/Authorize Purchase, Area Agency on Aging/Nutrition (Paper Goods and Maintenance Supplies) (Budget: Expense – P 187 A6774.5.54400

19. Accept Bids/Authorize Purchase, Area Agency on Aging/Nutrition (Milk and Dairy Products) (Budget: Expense – P 187 A6774.5.54400

20. Accept Bids/Authorize Purchase, Area Agency on Aging/Nutrition (Miscellaneous Groceries and Frozen Foods) (Budget: Expense – P 187 A6774.5.54400

21. Amend Budget/Accept Donation, Youth Bureau (Pall Trinity Union Donation) (Budget: Revenue –P 207 A73124.4.43820 Expense – P 207 A7312.5.54012

22. Accept Grant/Amend Budget, Sheriff’s Department (Recorder Upgrade) (Budget: Revenue – A3110.4.4389 Expense – A3110.5.52015)

23. Rescind Resolution No. 182-94 and No. 234-94, Establishing Standard Workday for Elected and Appointed Officials

24. Establish Standard Workday for Elected and Appointed Officials

Dr. DiGiovanni brought to the committee the discussion of the budget presentations/proposals to program committees. The Public Health Director indicated yesterday that she felt she reported her budgetary information to Mr. Behrenfeld as the Budget and Finance Chair and he would report it to the Health Committee. Mrs. Gailor indicated that she was happy to discuss the information with the Health Committee but she was to submit it to the Budget and Finance Committee Chair. Dr. DiGiovanni feels that the departments should also be reporting to the appropriate program committee as well. Mr. Schrader indicated that Mr. Behrenfeld did indicate to the department heads that the information should be given directly to him as the Budget and Finance Committee Chair and he would distribute it. The consensus of this committee is that all members of the program committee should receive the financial information from the department heads.

Mrs. Tytler asked if the financial information being sent to the Legislators from the Treasurer each month is in response to the Legislature’s request for monthly reports. Mr. Ferris responded that this is the information that he is required to provide to the Budget Officer on a monthly basis. If this is not what the members want, he would be happy to sit down and discuss what format they would like. Mrs. Tytler indicated that she and Dr. DiGiovanni have met with Mr. Schrader and given him some simple examples of a monthly budget report and the members have not yet seen that, is this a substitute for that? Mr. Schrader indicated that it is not. Mrs. Breed asked why the benefit dollar amounts are not shown in the appropriate departments as opposed to be lumped together. Mr. Ferris indicated because the computer program was not set up to do that and last fall there was not time. This has not yet been changed, but it in the "queue" to be changed. Mrs. Breed asked why some departments have no revenue. Mr. Ferris responded because some departments don’t get revenue. Mrs. Breed then asked to see what the budgeted amount is compared to what the actual expenditures are. Chairman Steve asked if this is a monthly report or a semi-annual report? If it is a monthly report, why is this the first time it has been seen. Mr. Ferris responded that this is, in fact, a monthly report. The first four months of the year, the staff were not able to get to this. Now they have the time to get this. Chairman Steve explained how the yearly workbook could be set up in Excel with separate spreadsheets in the workbook for each month, then an automatic calculation for the year to date. It should be an hour of time. Mr. Ferris contended that this would require much more than an hour of work because of subcategories and subaccounts. Mr. Ferris indicated that the figures must be manually entered; you just can’t get them from the budget report. Mrs. Breed asked if Mr. Ferris had checked with other counties as to what they are presenting to their Legislature on a monthly basis. Mr. Ferris indicated that he had. Mrs. Breed indicated that if you are a financial person, you should know how to present a monthly financial report.

Mr. Willcox moved to refer the "Proposed Salary Incentive Pay Plan for the County Treasurer, Cortland County, NY" to the Assessment Team of the Treasurer’s Office for consideration. Mrs. Brown seconded the motion. Mr. Willcox indicated that the document is based on the scathing negative report from the New York State Comptroller as well as the report of Richard McNeilly CPA. Dr. DiGiovanni asked if this document is legal based on the salary being set for an elected official. Mrs. Brown indicated that she was previously told that once the salary for the elected official has been set, it cannot be changed. Chairman Steve indicated that the salary could be changed for an elected official. Mrs. Brown said she was told that once the salary is in place it cannot be changed. The question was posed as to who would monitor this. The response would be that this could be part of Mr. McNeilly’s responsibility. Chairman Steve indicated that he believes this could be referred to the Assessment Team charged with investing the Treasurer’s Office. All members voting in favor; none opposed; motion referred.

Mrs. Brown inquired about the training of employees in Munis. Mr. Schrader indicated that he and Mr. Whitt will be sitting down and discussing the training for employees. Mr. Schrader indicated that we need an additional module in Munis to accomplish what we need. Mrs. Breed asked what we can do so next May we are not sitting here asking the same questions.

Meeting adjourned at 8:50 a.m.

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