Personnel Committee
March 8, 2005 – 8:00 a.m.
Draft Minutes
Members present: Kay Breed, Chair; Scott Elston, Vice Chair; Marilyn Brown; Mike McKee; Carol Tytler; Dave Wern; Steve Dafoe; Scott Steve, Chairman of the Legislature
Others present: Carletta Edwards; Scott Schrader; Annette Barber; Laurie Gosse; Betsy Larkin; John Bardsley; Eric Mulvilhill; Brian Liberatore;
Mr. Dafoe moved adoption of the minutes of the January 12, 2005, meeting; seconded by Mr. Elston. All members voting in favor; none opposed; minutes approved as .
Annette Barber introduced Laurie Gosse – Deputy Personnel Officer – to the committee.
Resolutions:
2. Authorize Agreement, County Clerk’s Office (Info Quick Solutions, Inc. Record Book Preservation Services) – Mrs. Larkin explained these books are dated from 1808-1927 and are in very bad condition. She said they are used a great deal by immigrants obtaining information needed. She would like to have the books digitized and indexed for records to be accessible from a computer and then the books would be wrapped and put in permanent storage at the record center. Mrs. Tytler moved adoption, seconded by Mrs. Brown. All members voting in favor; none opposed; resolution adopted.
3. Authorize Agreement, Kirby, McInerny, and Squire. LLP – Medicaid Pharmaceutical Fraud (County Attorney). Mr. Bardsley said he had received a draft agreement and had reviewed and changed it and that is the agreement the committee is seeing for approval. He referred to Page 1 noting the addition of the clause "the County reserves the right to terminate this Agreement for cause at any time" stating if it gets to a point where this is not needed the County may terminate. He noted on Exhibit AA Page 9 the statement "There shall be no fee for services arising out of this agreement in the event there is no award, verdict, settlement, or other recovery payable to Cortland County." He referred to paragraph three and the statement "The maximum liability to Cortland County for expenses hereunder shall be $1,000." noting this will put a cap on billable expenses. Mrs. Tytler asked was this the maximum per litigation and Mr. Bardsley said yes. Mrs. Tytler asked how many counties have come on board with this firm? Mr. Bardsley said he is not sure but he thinks four or five. Mr. McKee asked how many firms will be represented in this? Mr. Bardsley did not know. Mr. Elston asked if this was a class action lawsuit? Mr. Bardlsey said it is not being presented as a class action lawsuit. Mr. Elston referred to a statement on Page 9 that allows the County Attorney to approve any payments for expenses over $1,000 and thought perhaps it should be approved by the full Legislature instead. Mr. Elston also asked what was the amount of the lawsuit. Mr. Barsdley stated the figure is not known because of the variables in payments made by Counties. He referred to the memo given to Personnel Committee members dated December 29, 2004 that referred to some numbers regarding this litigation. Mr. Elston asked who is being sued? Mr. Bardsley said the Drug Companies. Mr. Bardsley asked if the committee would like the statement changed regarding County Attorney approval? Mr. Schrader said he did not have a problem with the statement the way it was that the full Legislature would be informed before any additional expenses were approved. Mrs. Brown moved adoption, seconded by Mr. Elston. All members voting in favor; none opposed; resolution adopted.
DISCUSSIONS/PRESENTATIONS:
1. Vacancy Report – Annette Barber, Personnel/Civil Service. Mrs. Barber stated everything is pretty much the same. There is actually more activity because of advertising for positions. Mrs. Tytler asked was advertising helping in recruiting? Mr. Schrader said it was helping but they were still having a problems and referred to the opening for Buildings and Grounds Maintenance Foreman. Mrs. Barber explained there was also an opening within the Cortland Housing Authority for a Maintenance Supervisor and that may be affecting this procedure. Mr. Elston asked about part-time dispatcher recruitment. Mrs. Barber said they are working on that but she would need to check to see where they are. Mrs. Barber told the committee she had attended the accounting training yesterday and found out how foreign it is to her. She said it was a very good overview of accounting. Mrs. Breed stated this was set up to be just that and to give people a start on understanding municipal accounting basics. Mrs. Brown asked was this MUNIS training? Mrs. Breed not specific to MUNIS however is a basic and learning the language and basics is where some education was needed. Mr. Schrader said this should help to being department heads up to speed on terms used for accounting procedures.
2. Goals for 2005 – Legislative – Mrs. Breed stated there are several areas that need attention in 2005.
Mrs. Breed said that the Management Compensation Plan needs to be looked at in several areas: Schedule of salaries; Format of reviews; Grading of positions Performance evaluations are just a few. Mr. Elston asked does Cortland County have an Employees Handbook? Mrs. Tytler said it has been discussed. Mr. Schrader said this should be tied into the Management Plan. Mrs. Tytler asked if the County was using their performance tools to advance people or to eliminate. Mrs. Barber said they are being used however are used differently within departments, but overall are being used pretty good. Mrs. Brown asked was there a standard form? Mrs. Barber said yes. Mr. Dafoe asked were the department heads still reviewed? Mrs. Brown said haven’t been done in a few years. Mrs. Barber said they were not being done consistently and perhaps were done incorrectly therefore were stopped under Mr. Hurlbut. Mrs. Tytler said the County shouldn’t just stop doing something because it is done incorrectly and that evaluations should not be tied to increases but be done for improving job performance. Mrs. Breed said the Management Compensation Committee needs to address this. Mr. Schrader said this should be looked at carefully so as to not be used against us. Mr. Steve operations within the County are different now and department heads are working closely with the County Administrator. Mr. Steve suggested if there were to be evaluations, the County Administrator should be the one to do them. Mr. Dafoe feels that Legislators should be involved also. Mr.Wern stated this has been a concern since he has served and he was under the impression that when the County Administrator was hired this would be one of his responsibilities. Mrs. Tytler asked if this was something Mr. Schrader could handle. Mr. Schrader said that they would need to be done on their anniversary date to be staggered and there should be a standard form to be used. Mr. Elston asked if it would be helpful for this committee to do an employee survey? Mr. Schrader suggested this not be done and it could open negative communication. Mrs. Tytler said it is done by her employer and she thinks it is helpful. Mr. Elston said it is done at his job and he feels it is positive. Mr. Elston asked is the an employee suggestion box for ideas? Mr. Schrader said this has been suggested and it is a good idea because it is confidential. Mrs. Tytler said that the surveys they do are confidential also.
Mr. McKee asked if the DMV were to get moved is it possible for Cortland County to look into being a regional office. He said people with truck fleets go out of the County for registrations because it is easier and if you could get them to stay here it would bring in revenue. Mrs. Tytler suggested using a drive-up window because we are in a drive-though society.
Mrs. Breed noted that is being worked on and they are moving forward.
Mrs. Breed said it will be very important for the County to educate the public on the changes that will be happening regarding voting procedures.
Mr. Schrader said he will be having a department heads meeting next Tuesday and he will ask them to update their goals for 2005 and get them to there committees. He said the County has four contracts that are up at the end of this year so it will be a busy year.
The meeting adjourned at 9:10 am.