Budget and Finance Committee Meeting

November 22, 2004 – 7:30 a.m.

DRAFT Minutes

Members present: Kurt Behrenfeld, Chairman; Marilyn Brown; Kay Breed; Carol Tytler; Dr. Paul DiGiovanni; Danny Ross; Newell Willcox; Scott Steve, Chairman of the Legislature

Others present: Ann Homer, Scott Schrader, Kristen Monroe, Mary Ellen Neville, Carol Deloff, John Carroll, Manny Lann, Carl Moses, Dan Dineen, Brian Liberatore, Merwin Armstrong, David Wern, Dennis Whitt, Paul Allen, Bob Buerkle, Diane Bean, Dave Hicks, Don Chambers

Chairman Behrenfeld called the meeting to order 7:35 a.m.

 

• Youth Bureau – Mrs. Tytler asked why the insurance increased so much. Mr. Schrader indicated it was because it had not previously been allocated. Mrs. Brown asked what the professional services is for? Mr. Schrader indicated that it is for workshop speakers and for umpires Mrs. Breed asked about having the kids pay of portion of their bus. Mr. Lann responded that they are. Mrs. Breed asked why the Mental Health Psychologist is in this budget? Mr. Lann indicated that it is a contract to offset the cost of the psychologist. Mr. Schrader indicated that it is to offset the cost of the service, not for a person. Mrs. Breed asked why travel and subsistence is up so much? The ytd is $1,350. Mrs. Tytler asked why we need so much. Mrs. Breed moved to cut travel by $1,000; seconded by Mrs. Tytler; all members voting in favor, none opposed, motion adopted.

 

• Weights and Measures – Mrs. Tytler asked if the salary had never been in here before? Mr. Schrader indicated it was previously seen in a part-time line, now it is full-time. Mrs. Brown asked what the $17,000 is for Motor Vehicle Equipment. Mr. Schrader indicated that it is to purchase a new truck. Mr. Willcox asked why the difference between the request of the department head and the request of the administrator? The response is because the need is actually for a larger/heavier truck.

 

• Planning – The question was about the snowmobile trail amount. The response was that it was due to an increase in the amount of grants from the State, which is substantially higher this year. Mrs. Brown asked about the Administrative Assistant? Is the position being cut. It was not entered correctly, so it does not show, however, it does not impact the bottom line. $19,262 needs to be added to reflect the part-time position. The question was about dues. Mr. Dineen responded it was for various board memberships. Mr. Behrenfeld asked why rent is $0? The response is that we are not charging our own departments rent. Mrs. Brown asked why money is provided for legal fees when the department did not request any funding? Mr. Schrader indicated that it is because some legal advertising is required. Mr. Behrenfeld asked about copying/printing and software. The software is for the GIS software. The copying/printing is how it is being allocated. Mr. Behrenfeld asked why it is so high? Mr. Schrader indicated it is because he has an expensive copier and also, he is doing things for other departments.

 

• Area Agency on Agency – Mrs. Brown asked about BC/BS - $3,000. Mrs. Deloff indicated that it is a revenue for a program we have been administering. Dr. DiGiovanni asked about the revenue that is being reflected. Mr. Schrader responded because revenue is being allocated properly now. Mrs. Breed asked where the HEAP revenue comes from? Mr. Schrader responded that it comes from Social Services. Mrs. Breed asked if all positions were filled currently? Mr. Schrader indicated that there are no new positions – they are being allocated for the specific functions. Mr. Behrenfeld asked about salary increases? Mr. Schrader indicated that there are currently no raises budgeted in the 2005 budget. Dr. DiGiovanni asked why health insurance is down only marginally? Mr. Schrader believes it is because staff have changed from single to family coverage. Mrs. Breed asked about the various professional services lines. Mr. Schrader indicated that we often contract with various agencies to perform certain services such as ramp construction and weatherizing homes. Chairman Steve asked if we don’t receive reimbursement for the ramp program. Mrs. Deloff indicated that most of that from private reimbursement. Mrs. Tytler asked about the Community Development Block Grant which most communities use for the ramp program. Mr. Schrader indicated that this County has not applied for this type of grant and he assumes because it would mean if we received the grant, it would take money from other municipalities in the County.

 

• Nutrition – Mrs. Breed asked if there are any new positions? Mr. Schrader responded that all budgets for Area Agency on Aging have no new positions. Mrs. Brown asked about shift differential pay. Mr. Schrader indicated that it is to cover for certain early hours and/or late hours. Mrs. Tytler asked if there is any plan to updated equipment in any of the senior centers. Mrs. Deloff indicated there is money to update a cooler. Mrs. Tytler asked if that adequately addresses the need. Mrs. Deloff indicated that much of the equipment is 20 to 25 years old. Mr. Schrader indicated that we need to sit down and identify what the County’s policy on Aging Services is going to be. We are spending too much money to maximum State aid. We need to get consistency through the Senior Centers; we need to look at the populations we are serving and how many we are serving. Dr. DiGiovanni asked if Mr. Schrader has an idea of a reasonable number. Mr. Schrader indicated that he has not yet done the analysis. Mr. Schrader indicated that we need to look at having someone else house the Cortland Senior Center and not have it housed in the County Office Building. Dr. DiGiovanni asked Mrs. Brown if looking at the program is on the agenda for next year. Mrs. Brown indicated that it is on the agenda to look at for 2005. Mr. Behrenfeld asked if we revamp the program, would it mean that we would turn away participants? Mr. Schrader said it could mean that; other counties have waiting lists for services. Mrs. Brown asked if the minimum standards for this program is in our policy? Do we know what the minimum standards are? Mr. Schrader indicated that we do know the minimum standards; however, there is no policy in place; the policy is our budget.

 

• RSVP – Mr. Behrenfeld remarked that revenue is stable; the revenue is federal and state funding. Mrs. Brown asked if the positions not funded for 2005 are cut positions or just reallocation? Mr. Schrader indicated that the positions were duplicated. There are actually five positions in this division.

 

• Department of Social Services – The question was raised about the change in revenue. Mr. Schrader indicated that it is because there is less State funding and more Federal funding. Mr. Schrader indicated that there are no personnel changes in Social Services. Mr. Schrader pointed out on page 273 there is $34,750 in part timers that is not showing in the budget, however, there is no impact on the bottom line; $6,927 that should be listed under temporary pay, however, there is no impact on the bottom line. Mr. Willcox asked if there is $90,000 for legal advice in this department. Mr. Schrader indicated that that sounded correct to him. Mrs. Brown asked why there is an increase in professional services – what is covered there? Ms. Monroe explained that it is legal services for SSI and the financial consultants (McNeilly and Vanesky). Mrs. Brown asked about Miscellaneous Supporting Services. Mr. Schrader indicated that it is for security and fraud investigation from the Sheriff’s Department. Mrs. Brown asked about Other Compensation and Raises. Ms. Monroe responded that it is for CPS on call. Mrs. Brown asked about chargebacks. Ms. Monroe explained that it is for services that the State charges back to us. Mrs. Breed asked about Program Expenses. Ms. Monroe explained that this is for miscellaneous program supplies (e.g. work experience); BOCES contract; JMMC contract; Catholic Charities contract; DOL one stop center, etc. Mrs. Breed asked about the JD/PINS expenditure. Ms. Monroe responded that it was based on actual for 2004. Mrs. Brown indicated that it was also due to the increase in age. Mr. Schrader indicated that we have more PINS cases going through the court system than any other county in the State. Ms. Monroe indicated that a great portion of this is due to the loss of the PINS diversion program. Ms. Monroe indicated that she and Ms. Goldner are working hard with the Liberty Resources Program to lower this number. Mrs. Breed asked where the relief for the takeover of Family Health is reflected? Mr. Schrader indicated that it is reflected in MMIS.

 

• Day Care – Mr. Behrenfeld asked why the Family Assistance repayment is up considerably. Mr. Schrader indicated that this is due to repayments from families who were either not eligible or received too much in assistance.

 

• Veterans Services Agency – There were no questions on this particular budget.

 

• Highway – Mr. Willcox asked about the Sign Technician. Mr. Schrader indicated that there are no changes in Highway in personnel, except for the abolishment of two part-time night watchmen. The question was asked if we need a Sign Technician. Mr. Schrader indicated that we make and place our own signs; it would be more expensive if we contracted out for this service. Mrs. Breed asked about the Traffic Division Maintenance and Supplies. Mr. Schrader indicated that this is supplies for making the signs and for striping, which is the big ticket item. This service is outsourced, but is a part of this line item. Mrs. Brown asked why we would pay overtime for a Sign Technician. Mr. Schrader responded that it is because the person assists with plowing.

 

• Highway Administration – Mr. Behrenfeld asked about the $20,000 increase in salary from the 2004 adopted budget. Mrs. Breed asked what the Fleet Supervisor does and how many cars in the fleet. Mr. Hicks responded 60 cars in the fleet; he also handles the fuel system; supervises the mechanics; responsible for equipment purchase (vehicles) for all departments in the County; maintains vehicle maintenance records. Chairman Steve asked if we could get another year out of the DSS van. Mr. Hicks responded that we could probably get another year out of the van if we need to. Chairman Steve asked if there is a plan being developed to phase in auto replacements. Mr. Hicks responded that he is working to develop a plan. He would replace the DSS van in 2005 if he had the plan formalized. Chairman Steve asked about the mileage on the van. Mr. Hicks responded about 70,000 miles and it was purchased new. Mr. Allen asked if we expected the requirement of parts for the Sheriff’s Department cars? Chairman Steve indicated that the individual departments will pay for the replacement parts. Mr. Wern indicated that last year we looked at car repair in the Sheriff’s Department and we could get the cars repaired cheaper at an outside source. Mr. Schrader indicated that that is not true in most cases. However, you get what you pay for. Jiffy Lube may be cheaper than in-house for an oil change, however, in house you get a full inspection of the car. Mr. Willcox asked what Equipment Rental is? Mr. Schrader indicated that it is renting the car that the Highway Superintendent drives. This is an in-house rental. The rate is $9,500 per year, which is a blended rate. If this charge did not appear, money would have to be found in the General Fund to offset the E fund. This covers maintenance and replacement costs for the vehicle, including fuel costs.

 

• Highway Department - Engineering – No question on this division.

 

• Highway Department - Maintenance – Mrs. Breed asked about the change in personnel lines. Mr. Schrader indicated that parts chasers/park attendants were eliminated except for one; season aides were increased by one. Dr. DiGiovanni moved to change the parts chaser/park attendant to seasonal aide; seconded by Mrs. Brown. All members voting in favor; none opposed; resolution adopted. Net effect - $1,656 reduction. Chairman Steve indicated that the elimination of all of the parts chaser/parks attendant and implementing a new custodian would cost us more money based on salary and fringe benefits. This change would mean buying a new mower for the park, at a cost of about $6,000 (off state bid). Chairman Steve indicated that Buildings and Grounds has a new lawn tractor at an amount of $10,000, as opposed to a mower at a cost of $6,000. Highway and Buildings and Grounds Committees will look at this option. Dr. DiGiovanni asked about the elimination of $210,000 in equipment rent/leases. Mr. Schrader indicated that it is reflected later in the budget through proper allocation. Mr. Behrenfeld asked about the $170,000 increase. Mr. Schrader indicated that this is due to the error in last year’s budget. This amount will be offset by revenues.

 

• Highway Department - D7777 Account - Mr. Behrenfeld asked if this is the "catch all" account for everything that is being charged back. Mr. Schrader indicated that there should be no net County cost for this department. Mrs. Breed asked what the Transfer Construction CHIP is? Mr. Schrader indicated that it is State Consolidated Highway money, which has increased $200,000. Chairman Steve asked about the Interfund Transfer in A9904. Mr. Schrader indicated that this is the Solid Waste budget and this account is to set money aside for equipment replacement at the landfill. This is a capital reserve fund. Mr. Willcox asked if there is money in this fund now. Mr. Schrader indicated that there is about $100,000 in the account. Mr. Schrader indicated that this is a policy enactment. A certain percentage of tipping fees is going to equipment replacement ($3.00 per ton). Mr. Schrader indicated that he understands that the Highway Committee wants the revenue from Solid Waste to stay within Solid Waste as opposed to offsetting the tax levy. Mrs. Brown indicated that concept is in the perfect world, but if the State and Federal government doesn’t offset the mandates, we will have to use revenue from wherever we can get it.

 

• Highway Department –Landfill – Mr. Schrader indicated that the reduction in revenue is a product in the reduction of the tip fee. Mr. Schrader indicated that there is no change in personnel lines. The difference in the bottom line is the allocation of the portion of the Director of Solid Waste’s salary. Mrs. Breed asked what the YTD overtime is for 2004? Mr. Schrader responded that it is $5,100 as of October 31. Mr. Schrader indicated that we have a lot of holiday time coming up, which will be overtime dollars. Mr. Willcox asked about professional services. Mr. Schrader responded it is a combination – testing, planning, permit modifications through consulting engineering, etc. Dr. DiGiovanni asked about the difference in health insurance; Mr. Schrader responded the department was not capturing the accurate census.

 

• Highway Department – Recycling – This is planned for a start up in March. Mrs. Brown asked why the Account Clerk/Typist is being eliminated? Mr. Schrader indicated that there is one in the landfill, who by relocating to this facility will be able to handle both. Mrs. Breed asked about overtime. Mr. Schrader indicated that it is a pure guess. Mr. Chambers indicated that the Recycling Center will be open every Saturday and with only two full-time people it is difficult to trade off. Mrs. Breed moved reducing overtime to $5,000; seconded by Dr. DiGiovanni; all members voting in favor, except Mrs. Brown and Mr. Ross opposed; motion adopted. Budget reduced by $2,716. Mrs. Brown asked why utilities are budgeted in this department’s budget while others were reflected in the B&G budget. Mr. Schrader indicated that this is a move to making this division self-sufficient. Mrs. Breed asked about property repair? Mr. Schrader indicated that it is to do on-going repairs on the building. Mrs. Brown asked about equipment repair and leases? Mr. Chambers indicated that this line pays for the rent of the dumpsters and the transport of recyclables to Syracuse. This will cover the transport of the material until the Center is open and functioning. The expense through the end of October 2004 is over $70,000. Mrs. Breed asked what the fuel cost is for? Mr. Schrader indicated to run the equipment associated with the Recycling Center.

 

• Highway Department – Airport – Mrs. Brown asked why AVGAS sales is down? Mr. Schrader responded that it is because the actual revenue has been much less than budgeted; this is based on historical trends. Mrs. Breed asked why the airport fees and rentals are decreased when we have increased the rental fee? Mr. Schrader indicated that this is due to historical trends. To date, we have received $46,000 as of October 31, 2004. Mrs. Brown asked about Miscellaneous Supporting Services? Mr. Schrader responded that this is what the Highway Department fills the Airport for services. Mrs. Breed asked about Local Share of Federal Aid Projects. If there is no revenue, why do we have a share? Mr. Schrader indicated that the revenue is reflected in a capital account, which is not currently budgeted, but will budget after the first of the year.

 

• Highway Department - Road Machinery (E Fund) – Mr. Schrader indicated that two watchpersons have been eliminated and no new positions have been added. Mrs. Breed asked about the difference in the maintenance supplies? Mr. Schrader indicated that this is for part? Mr. Willcox asked about the 52035 – Highway Equipment line being cut from $500,000 to $50,000. Mr. Schrader responded that it is because equipment was requested that is needed, but that we cannot budget for and therefore will have to bond for. Mrs. Breed asked about $10,000 for tools. What happens to them? Mr. Schrader indicated that they break and need to be replaced. Mr. Hicks responded that this covers more than just wrenches, such as a diagnostic piece of equipment to service the cars. The YTD expense on tolls is $8,700. Mrs. Brown asked why we are paying $2,600 for garbage disposal? Mr. Schrader responded that it is for dumpsters.

 

• Workers’ Compensation – Mr. Behrenfeld asked about the increase. Mr. Schrader indicated that Workers’ Compensation is a nightmare. Mr. Schrader indicated that there are many claims out there and we need to manage Workers’ Compensation better. Mr. Schrader indicated that the volunteer fire departments are covered as a service to them. They do reimburse us for the service. Mr. Schrader indicated that there has been a spike in claims. Mrs. Brown asked about the public goods surcharge? Mr. Schrader indicated that this is a fee assessed of us by the State.

 

• Real Property – Mrs. Breed asked about the increase in travel and subsistence. Mr. Schrader indicated that it is due to the travel for re-vals of the municipalities. Mrs. Brown asked about the professional services. Mr. Schrader indicated that this is the State for usage of the software. Mr. Willcox asked if the Director was part of the early retirement. The response was yes, but this benefits the County in salary.

 

• CH906 – Health Insurance – Mrs. Brown asked about the professional services. Mrs. Breed responded that this is the third-party administrator fee. Mr. Schrader indicated that an employee in Personnel is allocated to this department. The fact was brought up that the retirees’ health insurance is costing us nearly as much as the active employees. Mr. Wern asked if the cost to retirees will go down in the same manner as the employees? Mr. Schrader responded that they will see the 10% reduction as the active employees will see. Mrs. Brown asked if we are compelled to pass the savings on to the employees and retirees? Chairman Steve indicated that the savings is probably a bit more than 10%; we are allowing 10% so we don’t have to recoup from everyone next year.

 

• Unemployment – Mr. Behrenfeld asked about the decrease. Mr. Schrader indicated that it is because we are self insured. It is dropping because the layoffs from last year are timing out. And, because we are challenging some of the claims as well.

Mr. Schrader suggested that the committee digest what we have done so far, and go back to the Contingency on December 2^nd. Mr. Willcox asked that we visit that today as he will not be here on December 2^nd.

 

• County Auditor – Mrs. Breed moved to strike the Deputy County Auditor; seconded by Mrs. Brown. Mrs. Breed feels that all departments should share the pain. Mrs. Brown feels the position is no longer needed. Chairman Steve feels that the position is needed to conduct Board Audits to ensure that bills are not being paid until a contract is signed. It would not behoove us to cut this experienced position at this time. Mrs. Brown asked about the County Auditor position and what that position will do? Chairman Steve indicated that that is a temporary appointment. Mr. Schrader responded that with the additional functions that are being requested – payroll system, purchasing system, audits of departments; by taking away the experienced individual who is doing accounts payable, you will take the County Auditor away from implementing the above functions and doing accounts payable. Chairman Steve indicated that the County Auditor is auditing outside agencies where we are getting ridiculous statements. Mr. Schrader indicated that the $20,000 that is being proposed to cut will come back to the County five fold in the next year. Mr. Willcox asked how long the County Auditor and the Junior Accountant have been here. The Junior Accountant has been here a long time. Mrs. Breed asked what the Payroll Coordinator will be doing once the position is moved? What is the rest of her time being spent doing? Mr. Schrader indicated that payroll will be full-time for the foreseeable future with the implementation of the time and attendance program, etc. Mr. Schrader indicated that we need management level staff to throw at these problems and not invest the time doing accounts payable. Mrs. Brown withdrew her second. The motion was not before the group due to a lack of a second.

 

• Sheriff’s Department/911 - Mrs. Breed feels we can still cut the overtime more. Mrs. Breed moved to cut overtime by $10,000; seconded by Mrs. Brown. Mr. Schrader feels that this is too much. We are going to implement new software and we need to have some overtime dollars to cover the training. Mrs. Brown feels that utilization of part-time staff will control the usage of overtime. Mr. Schrader indicated that this Legislature needs to put some pressure on the Sheriff to control scheduling. Mrs. Brown asked if we couldn’t lay someone off if they run over budget in the overtime line. Mr. Schrader indicated that we could but it might create a larger problem. Mrs. Brown feels the department is using this as a weapon against the Legislature and we should not allow that. Mr. Behrenfeld feels that the Sheriff needs guidance in the scheduling of the 911 staff. Mrs. Breed indicated that Chairman Steve has developed a schedule that demonstrates that overtime is not required. Chairman Steve has provided the Sheriff a schedule and he has not controverted it. Mrs. Breed indicated that there is a dispatcher doing receptionist work and that is not productive use of a dispatcher’s time. Mr. Schrader asked what the goal of the Legislature is? The response was maximum efficiency. Mr. Schrader indicated he was asking about bottom line tax increase. Chairman Steve indicated that since the first of the year, we have increased accountability. However, we have room for improvement and we need to work on the inefficiencies. Chairman Steve feels that it would be prudent to put a Business Manager in the Sheriff’s Department to oversee scheduling and finances. Mr. Behrenfeld asked what Mr. Wern feels about this situation, as he is Chair of the committee. Mr. Wern feels that the Sheriff should be here for these discussions. Mr. Schrader indicated that we should not be budgeting efficiencies. We should achieve efficiencies and reap the efficiencies in the budget. Chairman Steve indicated that the committees have to evaluate every request that comes to them. Chairman Steve would like to see a COLA increase in the tax rate. All members voting in favor; except Mr. Ross, Mr. Behrenfeld, and Dr. DiGiovanni opposed; motion lost.

 

• Medical Benefits – Mr. Ross asked if $50,000 could be cut and still leave us in good shape. Mr. Schrader indicated that some assumptions are being made with this. You could trim it and still leave us okay. If we do get caught, the impact isn’t on the general fund but on the health insurance fund, and there is a $1.3 million fund balance. Mr. Ross moved to cut this number by $50,000; seconded by Mr. Willcox. All members voting in favor; none opposed; resolution adopted.

 

• Soil and Water Conservation – (Revisit) – No changes at this point in time.

 

• Contingency – Mrs. Brown asked why the original request was $750,000 and upped to $850,00. Mr. Schrader indicated that $750,000 was last year’s amount; he likes to budget 1% of our budget. Mrs. Brown asked what YTD contingency is – as of October 31, 2004, it is $150,000. Annualized, this number would be $180,000. Mrs. Breed believes we should cut this to $550,000. Mr. Schrader indicated that we need to budget for in 2005. Mrs. Brown asked about the amount that should be budgeted. Mr. Behrenfeld feels we should cut $100,00, which gets us over the line. Mrs. Breed feels that we should cut $200,000. Mrs. Breed moved that we cut $200,000; seconded by Mrs. Brown. All members voting in favor; except Mr. Ross, Dr. DiGiovanni, and Mr. Behrenfeld opposed; Motion lost. Mr. Behrenfeld moved cutting $100,000; seconded by Mr. Ross. All members voting in favor except Mrs. Breed, Mrs. Brown, and Mr. Willcox opposed; motion lost. Mrs. Breed moved cutting $150,000; seconded by Mrs. Brown. All members voting in favor; except Dr. DiGiovanni and Mr. Ross opposed; motion adopted.

The meeting adjourned at 11:45 a.m.

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