Personnel Committee
May 12, 2004
8:00 a.m.
DRAFT Minutes
Members: Kay Breed, Chair; Scott Elston, Deputy Chair; Carol Tytler; Michael McKee; Marilyn Brown; Dave Wern; Tamara Wyant; Scott Steve, Chairman of the Legislature
Others present: Ann Homer, Secretary to the Legislature/County Attorney; Annette Barber, Deputy Personnel Officer; Scott Schrader, County Administrator; Eric Mulvihill, WHXC; Carletta Edwards
Mrs. Breed called the meeting to order at 8:03 a.m.
Approval of Minutes – moved by Mr. Elston, seconded by Mr. McKee; all members in favor, none opposed; minutes of the April meeting were approved.
Resolutions:
1. Authorize Photo Fees, County Clerk’s Office, (Passport and Pistol Permit). On the motion of Mr. Wern; seconded by Mrs. Brown. Mrs. Brown asked the impact on the employees in the Clerk’s Office. Mrs. Larkin indicated there would be no impact as they are already doing this in the office. All the revenue from this remains locally. All members voting in favor; none opposed; motion adopted.
2.Authorize Increase in Administration Charges, County Clerk’s Office (Mortgage Tax). On the motion of Mrs. Brown; seconded by Mrs. Tytler. Mrs. Tytler questioned paragraph two in the resolution as it doesn’t seem to make sense. Clarification was made. By general consent, "her" was changed to "the Clerk’s". All members voting in favor; none opposed; motion adopted.3. Authorize Agreement, Board of Elections (Kardveyer). On the motion of Mrs. Brown; seconded by Mrs. Tytler. Kardveyer is a high density filing unit. All members voting in favor; none opposed; motion adopted.
4. Rescind Resolution 357-03, Adopt Policy and Procedure for Budget Modifications. On the motion of Mrs. Tytler; seconded by Mrs. Brown. All members voting in favor; none opposed; motion adopted.
5. Adopt Policy and Procedure Budget Modifications. On the motion of Mrs. Brown; seconded by Mrs. Tytler. Mrs. Tytler asked why the policy didn’t address a decrease in line items. Mrs. Breed explained that decreases don’t occur unless there is an offsetting increase. Mr. Steve indicated that all remaining funds would go in to the fund balance. Mrs. Brown questioned why the change was being made under 3.G. Mrs. Breed explained that this is to prevent the transfer to create a new position that had not been approved by the Legislature. Mrs. Brown asked about the changes in I. iv, v, vi. Mrs. Breed indicated that is clarification of the process for modifications. Mr. Steve asked if an application could be designed with check boxes so that all departments are using the same form. Mr. Schrader indicated that there is a form in use. Mr. Steve said this committee should approve the form. Mr. Schrader is to bring the form to the next committee. All members voting in favor; none opposed; motion adopted.
6. Rescind Resolution 380-03, Adopting Policy and Procedure – Authorization to Fill Vacancies. On the motion of Mr. Elston; seconded by Ms. Wyant. All members voting in favor; none opposed; motion adopted.
7. Adopt Policy and Procedure – Authorization to Fill Vacancies. On the motion of Mrs. Brown; seconded by Mrs. Tytler. Mrs. Breed explained that we are cleaning up on some language on the authorization to fill vacancies. Mr. Schrader will still be filling the vacancies; there are some time changes in this procedure and reporting requirements for the County Administrator so that jurisdictional committees are kept apprised of what is happening with vacancies under their jurisdiction. All members voting in favor; none opposed; motion adopted.
8. Rescind Resolution 381-03, Adopting Policy to Attend Conferences, Incur Travel Expense, and Meal Reimbursement. On the motion of Mrs. Tytler; seconded by Mrs. Brown. All members voting in favor; none opposed; motion adopted.
9. Adopt Policy and Procedure – Authorization to Travel. On the motion of Mr. Elston; seconded by Mr. McKee. Mrs. Breed explained this is again, clarifying language, and a change in some of the authorizations that must be done. This does not change any of the contract negotiated travel expenses; it is more or less cleaning up some questions. Mrs. Tytler asked if employees are required to notify us when they get a ticket for a moving violation. Mr. Steve indicated that the Safety Office monitors everyone’s driving record and when infraction happens the Safety Office knows when the employee is proven guilty. Mrs. Tytler asked if the monitoring system in place is adequate. Mr. Schrader indicated it is; we participate in the LENS program and we are notified of infractions. Due to labor contracts, we do not have ability to discipline employees for driving violations on personal time. All members voting in favor; none opposed; motion adopted.
10. Rescind Resolution 383-03, Adopting Policy for Committee Agenda Items. On the motion of Mrs. Tytler; seconded by Mrs. Brown. All members voting in favor; none opposed; motion adopted.
11. Adopt Policy and Procedure – Committee Agenda Items. On the motion of Mrs. Tytler; seconded by Mrs. Brown. Mrs. Breed indicated that this was to clear up some concerns regarding the agenda preparation. There was clarification that agenda items can be added by the committee chair for discussion; unpublished items should not require action unless they are time sensitive. Mrs. Breed indicated that we want the department heads to take responsibility for getting materials in on time so action can be taken. This will help provide accountability for the department heads. Mr. Wern indicated that he has a concern about the fact that committees are meeting only monthly, so some items may take two months to process. Mrs. Brown has a concern about the ten day time frame – this is still going to me that it takes two months to process an item. Mrs. Breed said that the subcommittee had originally proposed five days ahead of time; the concern from the County Administrator’s office is that amount of material and how long it takes to put agendas together. Mrs. Brown feels the ten days is putting an unreasonable burden on the department heads. Mr. Schrader indicated that the department heads need to plan better. Mr. Wern is still considered about the ability to act on something not on the agenda. Mrs. Brown is concerned about the fact that the policy states items can be added for discussion purposes only. Mr. Schrader indicated that five days is not enough time for him to prepare the agenda. Ten days are happening in other counties in the state – it can work here. Departments heads just don’t want to do it. They need to do better planning. He feels it is not an inordinate amount of time. Mrs. Breed said after speaking with Mr. Schrader, she can accept the ten days, so there is assurance that the committee chairs receive all the appropriate information they need to act on items. Mrs. Tytler asked about the elimination of the Chair under 3 c). This will be changed to parallel earlier language. Mrs. Tytler asked under 3 d) why the four issues were selected. Mrs. Breed said because they are the most important issues at which the County Administrator will be looking. The wording was changed to insert "but not limited" in the second sentence. Mrs. Tytler asked if 3f) means that committees will receive agendas five calendar days in advance. That is the intent. All members voting in favor except Mrs. Brown opposed; motion adopted.
12. Amend Rules of Order of the Cortland County Legislature. On the motion of Mrs. Tytler; seconded by Mrs. Brown. Article VI, 14 needs to be amended to insert "Majority Leader and Minority Leader" after "Chair." There was an in-depth discussion on the proposed revision. All members voting in favor with the exception of Mr. Steve opposed; motion adopted.
DISCUSSIONS/PRESENTATIONS:
1. Board of Elections- Office Space – Mr. Steve reviewed the proposal to move the Board of Elections to the County Office Building on the first floor. There is 300 less feet in the County Office Building than in the Court House. This footage is basically storage and the storage can be placed elsewhere. There are two full-time and two-part time positions and Mr. Steve feels the workspace is excessive for the amount of staff. Mr. Steve believes with some reorganization and modification, the space on the first floor will be more than adequate for the Board of Elections. This move would allow moving and reorganization the Public Defender and portions of the Probation office. Mrs. Breed feels that the issue of making the office more accessible to the public is very important. She also feels that if there is a way to get the Public Defender staff to the Court, it will be more efficient use of their time as well. Mr. Steve said the hours of flexibility for the offices will be better and there will be better protection and security for the Election Office. With the forthcoming change in Election Commissioner this is a good time to do this and it is far enough in advance of election to be done. Mr. Steve indicated that the work needs to be begin immediately. Mrs. Brown asked if the Public Defender would be moving at the same time. Mr. Schrader indicated that the Public Defender’s office will be looked at after this move is handled. The location of the storage of files will be identified during this move as well. Mr. Wern has perceived the Election Office as having to do with Courts. The Court House seems to be an appropriate place for that function over there in the Court House. We do need to look at our space needs but he would rather see the DMV moved out of there to alleviate our space issue. Mrs. Brown feels that it is more important to put the Public Defender over in the Court House than to have the Election Office there. Mrs. Breed feels it is important for staff not to have to go through a magnetometer to get Election Office service. Mr. Wern strongly feels that it is DMV that needs to be moved. Mrs. Breed indicated that we will be looking at it, but we have the space to make this move now. Mrs. Brown moved relocating the Election Office to the County Office Building; seconded by Mr. Elston. All members voting in favor with the exception of Mr. Wern opposed. Motion adopted.
2.Vacancy Report – Personnel-Civil Service – Mrs. Brown asked when the approval will be giving to fill E & T summer positions. Mr. Schrader indicated that the approval has been given. The Speech Language Pathologist will come off pending the action at the next Legislative Session.
Meeting adjourned at 10:22 a.m.