Budget and Finance Committee Meeting

May 13, 2004 – 7:30 a.m.

DRAFT Minutes

Members present: Kurt Behrenfeld, Chairman; Dr. Giovanni, Vice Chairman; Marilyn Brown, Kay Breed, Carol Tytler; Danny Ross, Newell Willcox

Others present: Ann Homer; Scott Schrader, County Administrator; Jim Dempsey, Convention and Visitors Bureau; Bill Cinquanti, Director, RPTS; John Carroll; Nicole (Cortland Standard); Eric Mulvihill; Kristen Monroe

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

Mr. Behrenfeld asked which items members want pulled from the consent agenda. The following items were pulled: 14, 20, 21, 22, 27, 30.

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

 

1. Authorize Agreement, Real Property Tax Services (System Development Group, Inc.). On the motion of Dr. DiGiovanni, seconded by Mr. Ross. Mr. Cinquanti explained the purpose of this resolution – which is to make information available on-line through subscription. Discussion was held about the account number not being on the resolution. Mr. Schrader will send a memorandum to all department heads indicating that they need to put account numbers either in a resolution or on the supporting documentation. The question was posed about why a five-year time frame. Mr. Cinquanti indicated that it was to provide a time-frame which we could afford and generate a revenue. Mrs. Tytler asked if CDs would still be offered. Mr. Cinquanti indicated probably not – they would be phased out. This will provide a better service to our users. All members voting in favor; none opposed; motion adopted.

 

2. A Resolution Authorizing the Construction of a Recycling Center and the Acquisition of Movable Equipment in and for the County of Cortland, New York, at a Maximum Estimated Cost of $2,985,000., and Authorizing the Issuance of $2,985,000. Bonds of said County to Pay the Cost Thereof. On the motion of Mrs. Brown, seconded by Mrs. Tytler. Mrs. Breed asked how much of this amount we actually will be paying. Mrs. Brown asked how much we will receive from insurance. Mr. Schrader indicated that we estimate $1.2 to $1.3 million. Mr. Steve indicated the net cost to the County should be approximately $800,000. Mrs. Brown asked what it will cost us to bond. Mr. Steve indicated approximately $30,000 bonding cost. Mrs. Tytler asked what our current bond rating is. Mr. Schrader will check to see what our rating is. Mr. Schrader said it might now be prudent to go to Moody’s to see if they will adjust our bond rating. Mr. Behrenfeld asked if it is true that nothing was budgeted for the Recycling Center in this budget, so would we have to absorb all the $800,000. Mr. Schrader and Mr. Steve indicated that very little was budgeted and the cost for the Recycling Center would be amortized and would be spread out over the years. Mrs. Tytler asked about a time frame. Mr. Steve indicated that we hope to be operational by January 1, 2005. All members voting in favor; none opposed; motion adopted.

Dr. DiGiovanni moved adoption of the consent agenda minus 14, 20, 21, 22, 27, and 30; seconded by Mrs. Brown. All members voting in favor; none opposed; consent agenda adopted.

3. Authorize Agreement, Buildings and Grounds (Penn Power)

4. Amend Budget, Health Department/Children with Special Needs

5. Authorize Agreements/Accept Funds, Health Department/Administration

(Healthy Living Partnership of CNY Tobacco Prevention and Control Program)

6. Authorize Agreement/Accept Funds, Health Department/Administration

(Childhood Lead Poisoning Prevention Program)

7. Authorize Agreement/Accept Funds/Amend Budget, Health Department/Jacobus Center for Reproductive Health

(State Grant)

8. Authorize Agreement/Accept Funds, Health Department/Nursing Division

(Immunization Action Plan Grant)

10. Authorize Agreement, Mental Health Department (All-Mode Communications, Inc.)

11. Authorize Agreement, Mental Health Department (Preferred Providers)

12. Amend Budget, Mental Health Department (NYS Office of Substance Abuse Services)

13. Authorize Agreement to Outload Gravel – Owego Harford Railway, Inc., Highway Department

14. Authorize Agreements – Main Street/Page Green, Highway Department – pulled from consent agenda – see discussion below

15. Authorize Supplemental Agreement – McGraw-Marathon Bridge, Bin 3311990, Highway Department

17. Authorize Agreement for Engineering, Highway Department/Recycling

18. Authorize Agreement NYSDEC, Highway Department/Recycling

19. Designation of Lead Agency, Determination of No Significant Environmental Impact,

Highway Department/Recycling

20. Award Service Agreements, Highway Department/Landfill - pulled from consent agenda – see discussion below

21 Authorize Amnesty Day, Highway Department/Landfill (Lime Hollow Nature Center) – pulled from consent agenda – see discussion below

22. Amend 2004 Budget/Transfer Funds, Highway Department/Solid Waste – pulled from consent agenda – see discussion below

23. Award Fireworks, Highway Department/Dwyer Park

24. Authorize Agreement, Highway Department, Dwyer Park/CRT (M.O.U)

25. Authorize Agreement, Department of Social Services (Non-Emergency Transportation with First Transit, Inc.

26. Amend 2004 Budget, Department of Social Services (Community Services Grant)

27. Amend 2004 Budget, Department of Social Services (Transfer)

28. Authorize Agreement, Area Agency on Aging (Caregivers Resource Center)

29. Authorize Agreement, Area Agency on Aging (Cortland County Office of Employment and Training)

30. Amend Resolution No 129-04, Replace Radio Equipment at Virgil Tower Site, Fire and Emergency Management – pulled from consent agenda – see discussion below

31. Amend Resolution No. 44-04, Authorize Agreements, Youth Bureau (Youth Development/Delinquency Prevention)

32. Amend 2004 Budget, Sheriff’s Department (Clothing & Uniforms)

33. Authorize Photo Fees, County Clerk’s Office (Passport and Pistol Permit Photos)

34. Authorize Increase in Administration Charges, County Clerk’s Office (Mortgage Tax)

35. Authorize Agreement, Board of Elections (Kardveyer)

37. Adopt Policy and Procedure Budget Modifications

38. Rescind Resolution 380-03, Adopting Policy and Procedure – Authorization to Fill Vacancies

39. Adopt Policy and Procedure – Authorization to Fill Vacancies

40. Rescind Resolution 381-03, Adopting Policy to Attend Conferences, Incur Travel Expense, and Meal Reimbursement

41. Adopt Policy and Procedure – Authorization to Travel

42. Rescind Resolution 383-04, Adopting Policy for Committee Agenda Items

43. Adopt Policy and Procedure – Committee Agenda Items

44. Amend Rules of Order of the Cortland County Legislature

 

14. Authorize Agreements – Main Street/Page Green – Highway Department. On the motion of Mrs. Tytler, seconded by Mrs. Brown. Mrs. Brown asked the impact on Main Street. Mr. Steve indicated that we are close to losing our funding because the project has been held up for so long. We are in the process of doing all the required paperwork and getting the project underway. Mrs. Tytler asked how long the project is. The response is from the Salvation Army to the four corners on Page Green Road. Mrs. Brown asked if it would be completed this year. Mr. Steve responded it will start this fall and will take approximately one and one-half years. All members voting in favor; none opposed; motion adopted.

 

20. Award Service Contracts/Authorize Agreements – Highway Department/Landfill – On the motion of Mr. Willcox; seconded by Mrs. Brown. Mr. Willcox is concerned about the municipalities stockpiling the materials all year long and dumping on the landfill on amnesty day. All members voting in favor; none opposed; motion adopted.

 

21.

Authorize Amnesty Day (Lime Hollow Center) – Highway Department. On the motion of Mr. Ross; seconded by Mrs. Brown. Mrs. Tytler asked if we had done this in the past; why are we targeting this one particular agency? Mr. Schrader indicated that Lime Hollow, because of the volume of material, doesn’t have the ability to haul all that material in one day. It was requested that they be allowed to extend the amount of time they have to haul the material to the landfill. Mrs. Breed indicated that much of the material Lime Hollow will be bringing it what has been dumped on their property. Mr. Steve indicated this is also trail clean up material as well. Mr. Steve indicated that this is far more than garbage. Mr. Ross asked if the County could provide a dump truck so they could haul it all in one day. Mr. Steve said the clean up is being done over a period of time. All members voting in favor; none opposed; motion adopted.

22.

Amend 2004 Budget/Transfer Funds – Solid Waste Highway – On the motion of Mrs. Tytler; seconded by Mr. Willcox. Mrs. Tytler asked the County Administrator where we are at with the contingency fund. He responded as of today, we have spend the money for the BCG contract; it is his contention that money will come back from savings in health insurance. We will spend $50,000 for this; we spent approximately $60,000 for another project. Of the $400,000 we have spent/allocated $125,000. Mrs. Brown asked if at some point in time we will have a fund balance. Mr. Steve said that will be released tomorrow. All members voting in favor; none opposed; motion adopted.

 

27. Amend 2004 Budget – Department of Social Services (Transfer) – On the motion of Mrs. Tytler; seconded by Dr. DiGiovanni. Mrs. Tytler asked about the impact on the Family Assistance. Mrs. Brown responded that Ms. Monroe said there will be very little impact. This money is needed for the security system, since only one guard was put in the budget. All members voting in favor; none opposed; motion adopted.

 

30. Amend Resolution No. 129-04 – Replace Radio Equipment at Virgil Town Site – On motion of Mrs. Brown; seconded by Dr. DiGiovanni; all members voting in favor; none opposed; motion adopted.

Requesting Payment by the State of New York to Cortland county of Monies Previously Appropriated Under Aid to Localities, Low Level Radioactive Waste Siting Grants. Mr. Steve explained the purpose of this resolution. This could result is a $98,750 reimbursement to the County. On the motion of Mr. Willcox; seconded by Mrs. Brown; all members voting in favor; none opposed; motion adopted.

Mr. Steve said the Tourism money is up $75,000 over projection for the first quarter. There are several agencies who have requested funding. Next year, the process will be different, but this year, we need to do this again. Celtic Festival has requested $15,000; Homer Music Series has asked for $5,000; Music on Main Street has asked for $5,000; Sports Council has asked for $50,000. Mr. Steve recommends $5,000 for each of the three events and $50,000 for the Sports Council, which totals $65,000 and will leave us a $10,000 balance. Mrs. Tytler asked about the scale of the events and the draw of the events between the three asking for funding. How large are the crowds and do they typically draw from the region or from out of state. That might impact our decision on giving them money. Mr. Steve indicated that in the future those items will be looked at. Mrs. Tytler is wondering if consideration could be given to giving the Celtic Festival $7,500 since they do draw people from outside the county. On the motion of Mr. Ross, the money will be allocated as follows: $5,000 to Homer Music; $5,000 to Music on Main Street; $7,500 to Celtic Festival; $50,000 to Sports Council; seconded by Mrs. Tytler. All members voting in favor with the exception of Mrs. Brown opposed; motion adopted.

Mr. Steve spoke to the group about a proposal Buildings and Grounds Committee would like to move forward for purchasing 37 Church Street (the rear portion of the property), which Access to Independence is located. There are 4 agencies – IDA/BDC; Planning; Chamber; Convention and Visitors Bureau – that are located in different buildings and for which rent is being paid. With those four entities together, it is the idea model for any community for promotion and expansion of the community. They currently have a good working relationship. They can share equipment and other things. They all pay $50,500 in rent per year. Their leases all expire between now and the beginning of next year. The rents will increase. The resolution will read to bond for up to $500,000 to purchase this property. The cost of the property is $100/sq. foot, which is inexpensive. This is a 10 year pay back on the service. Two of the agencies will pay rent – which will result in a 5 year payback. The property is accessed for $183,000; it is clearly underaccessed. By dividing the house from the other parcel, the house will be accessed at $150,000. The worst case scenario would then be $30,000 off the tax rolls. This is a win-win situation; all four agencies are enthused about moving and about being together. This gains us some additional parking space; the agencies are more accessible. This is part of a plan to get everyone together and unified. Mrs. Brown asked about the time frame. Mr. Steve indicated they would be in by the end of the year. Mr. Behrenfeld asked about space currently being utilized by the agencies. Mr. Steve said that the BDC/IDA and Planning would have slightly less space but a shared conferences; Chamber and CVB would have slightly more space. Mr. Behrenfeld feels that the $100/sq. foot seems high to him. Mr. Steve said that is the going rate for commercial space in Cortland. Mr. Steve indicated that our costs will be reimbursed within 10 years at the offset. Mr. Steve indicated that the building will be "turnkey." All renovations will be completed before we purchase the building. Mrs. Tytler asked about the current tenants of the Cleary building. Discussions have been taking place with the current tenants and there are suitable alternatives for them as well. Mr. Ross moved authority to bond to purchase the Cleary building; seconded by Mrs. Tytler; all members voting in favor; none opposed; motion adopted.

Mr. Behrenfeld has met with 23 of the 29 departments on their budgets. Everyone is on board. He has received projections and have provided the information to Mr. Schrader. Mr. Schrader did not make any changes, so sometime in the next couple of days he will release the document to the legislators and department heads. Dr. DiGiovanni asked what the enforcement tool will be. He is not seeing all departments providing account numbers in resolutions. Can the County Administrator or Clerk enforce this with departments. Mr. Steve indicated that both the County Administrator and Clerk will do this. Mr. Steve has received good feedback from the departments on Mr. Behrenfeld’s budget process. Mr. Behrenfeld is working with Data Processing to have all the budget information from the departments put on the network that all legislators will be able to access. This will be broken down in to monthly reports. Mrs. Breed indicated that her thought is having this material on a monthly basis should definitely help the group when preparing the budget because information will have been received throughout the year.

Mr. Steve updated the group about the insurance program change. He met with the unions yesterday and everyone (unions) is on board with the changes. We must establish an account to pay the providers. The other counties set up an account through the Treasurer and checks are issued. The alternative is having the account set up with RMSCO and sending them the money. This option is meeting resistance from the Treasurer. Mr. Steve would like a letter from this committee instructing the Treasurer to set up the account for the payment of the medical expenses. Mr. Steve will draft the letter. Mr. Ross would like some correspondence from the Comptroller’s Office stating this is okay. Clarification was given that RMSCO will be writing the checks, not the Treasurer’s Office.

Mr. Behrenfeld would like to get together on May 27^th at 7:30 for workshop. Please let him know if you cannot attend.

The meeting adjourned at 9:00 a.m.

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