Personnel Committee

January 12, 2006 - 8:30 am

APPROVED MINUTES

 

Members:                     Larry Cornell, Chairman; Mike McKee, Vice Chairman; Sandy Price, Don Spaulding, John Troy, Tom Williams

 Others Present:             Marilyn Brown, Chairman of the Legislature; Scott Schrader, County Administrator; Richard Van Donsel, County Attorney; Dennis Whitt, County Auditor; Katrina Spicer, Secretary to County Administration; Susan Morgan, Clerk of the Legislature; Annette Barber, Personnel Director; Elizabeth Larkin, County Clerk; Jeremy Boylan, Cortland Standard

 Absent:                         Steve Dafoe    

 Mr. Cornell called the meeting to order at 8:30 a.m.

 Mr. McKee made the motion to adopt the minutes of the November 30, 2005 and December 7, 2005 meetings and seconded by Mr. Troy.  All members voting in favor, minutes approved as printed.

RESOLUTIONS:

 

Personnel/Civil Service

 

1.         Authorize Agreement, Personnel/Civil Service, Several Agencies – Ms. Price moved adoption; seconded by Mr. Troy.  Committee members inquired about the agreements.  Mr. Schrader stated that they were about a variety of items and stated that they were granting permission to entertain an agreement.  Mr. Williams asked if they were non- professional bids.  Mr. Schrader discussed the provider and services that were provided by each and he added that they have been long standing relationships.  He further stated that he has current proposals for Hogan et al and Coughlin & Gerhart, LLP.  Mr. Williams asked if Coughlin & Gerhart, LLP was a year-to-year agreement to hire them and what the actual cost is to the County?  Mr. Schrader stated that Hogan, et al was out of Binghamton and they are asked on a daily basis for legal advice regarding CSEA, union labor deals and other union related issues.  Additionally, he discussed Coughlin and Gerhart being one of two firms in New York State with expertise in the area of 207c Negotiations.  He stated that if committee members asked other counties who they use for 207c Negotiations, this firm will be one of two firms mentioned.  Mr. Schrader further discussed that 207c Negotiations are for Police Officers because they are in a higher risk job.  He gave some examples of why the legal expertise is needed.  Mr. Williams inquired about issues related for funding for professional positions being on agendas on a monthly basis.  He requested that they be looked at more closely and discussed if a better way could be looked at of possibly doing this.  He further asked how long the County has retained Coughlin & Gerhart?  Mr. Schrader asked Ms. Barber if she knew how long the County has retained Coughlin & Gerhart.  Mr. Schrader further added that as for 207c Negotiations - never before has the County been involved in these labor negotiations.  Ms. Price asked if they could be referred to the County Attorney as it relates to specialists.  Mr. Van Donsel stated that he was unclear as what exactly Mr. Williams was asking.  Mr. Williams stated that he wanted to look at this on a wider spectrum – more on a basis of principal.  In each case we hire some of these firms, should we be RFP-ing?  Do we need to bid it out?  Mr. Cornell stated that we do not need to bid out for professional services.  Mr. Williams asked if we should though.  Mr. Schrader stated that he cannot speak for the last twenty years but he can for the last three years.  He referred to Agenda Item No. 2, he has never had to deal with this type of negotiations and things have changed.  He stressed that the County needs the expertise from Coughlin & Gerhart in these 207c Negotiations.  Mr. Schrader stated that when things come up that we can bid out we take advantage of it and do so.  He further stated that as for Hogan and Szarzinski, we would loose continuity by changing firms.  They are familiar with the current contracts that we have.  What we will save on an hourly rate with a different firms we will pay just to bring them up to speed with out contracts.  All members voting in favor; none opposed; resolution adopted.

 

2.         Authorize Agreement, Personnel/Civil Service, Interest Arbitration Proceedings, Coughlin & Gerhart, LLP - Mr. McKee moved adoption; seconded by Ms. Price.  Mr. Schrader discussed the upcoming contract negotiations being new as to the type of negotiations.  He added that they are a new world for Cortland County.  He discussed other counties having gone through it.  He stressed that the County needs a labor attorney with experience and expertise in this area.  Mr. McKee inquired about what will happen when other unions see us use attorneys for labor negotiations.  Mr. Schrader stated that this is a different type of negotiations - binding arbitration – takes it out of our hands – it is entirely different.  He further stated that this not affect the other labor negotiations.  He added that this is an unfounded mandate from New York State.  Mr. Schrader discussed the upcoming negotiations and the history behind these negotiations with committee members.  All members voting in favor; none opposed; resolution adopted.

 

County Clerk

3.         Authorize Increase in DMV Petty Cash, County Clerk’s Office - Mr. Troy moved adoption; seconded by Ms. Price.  Ms. Larkin explained to committee members that due to a change at Alliance Bank there is a need to increase Petty Cash for use a the DMV Office.  She further discussed the problems related to the recent change at Alliance Bank.  Mrs. Price asked if she had considered using a different bank.  Ms. Larkin believed that changing banks would be a drastic move.  Committee members did ask Ms. Larkin to check into changing banks to another approved bank and referred her to the banks that were approved by the Legislature at the January 4, 2006 meeting to see if they would be more accommodating.  They asked Ms. Larkin to report back to the committee once she has done this.   All members voting in favor; none opposed; resolution adopted.

 

4.         Create Temp/DMV Clerk - Mr. Troy moved adoption; seconded by Ms. Price.  Mr. Schrader stated that the employee which held this position has been off the payroll for five months and the position is currently vacant but that employee still holds the right to fill the position.  Mr. Schrader further stated that it was a full time position and added that it is easier to fill a part-time temporary position, which allows the County to be more flexible.  Mrs. Price asked if an employee works more than 17˝ hours a week they are still considered part-time.  Mr. Schrader stated yes they are, it is not limited to 17˝ hours being a maximum, 17˝ hours is the minimum set.  Ms. Morgan inquired about the position being filled with a contingent on permanent consideration.  Mr. Schrader stated that can not be done because the individual still holds the right to the vacancy.  Ms. Price stressed the need to allow for flexibility to serve the public as best we can.  Mr. Schrader added that a new full-time position was created last year and is in the process of being filled along with the additional part-time vacancy.  He added that this would make additional employees in the DMV Office, more than ever before.  All members voting in favor; none opposed; resolution adopted.

 

Information Technology

 

5.         Authorize Agreement, Information Technology, Munis - Mr. McKee moved adoption; seconded by Mr. Troy.  Mr. Schrader expressed that this is for software maintenance.  Mr. McKee inquired keeping up to date on the training.  Mr. Schrader stated that more training has been scheduled for later in January.  All members voting in favor; none opposed; resolution adopted.

 

Mr. Larkin inquired about a resolution that she had requested to be put on the agenda regarding a change in regular hours of the County Clerk’s Office.  Mr. Williams inquired about the procedures regarding resolutions being put on the Committee Meeting Agenda.  Mr. Schrader stated that the one in question was related to operation and labor issue and he had withheld it.  He further added that it was an attempt to change the hours of operation of the Clerk’s Office, which will result in affecting the Court Systems offices and the magnetometer.  Mr. Schrader further stated that this change could adversely affect the attempts to try to establish standard hours of operation for all departments.

Ms. Price discussed DMV and a possibility of moving the DMV Offices and her desires to look at those issues related.  Mr. Schrader added that currently the Court Systems is against moving security as it relates to an alternate opening for the DMV Offices.

Ms. Price made a motion to appoint a Sub-Committee to look at relocating the DMV Office consisting of approximately three members; motion seconded by Mr. Troy.  Mr. Schrader suggested coordinating this Sub-Committee with Buildings and Grounds Committee because they are looking at the same issue.  Mr. Cornell stated that he would look into coordinating with Buildings and Grounds Committee.  All members voting in favor; none opposed; motion carried.         


Insurance

 

6.         Authorize Procurement of Property and Casualty Insurance – Mr. Troy moved adoption; seconded by Mr. Cornell.  Mr. Schrader stated that last fall he sent out for insurance quotes and received only one back and that was in December 28, 2005.  That quote was for the same level of coverage at the same rate as out current carrier.  Mr. Schrader further recommended not doing a full blown RFP every year.  He stated that it only floods the market diminishes loyalty with insurance companies.  McNeil has given us the capabilities to shave money from premiums.  Committee members requested that an end date be added to the resolution.  Mr. Schrader further explained to committee members the policy of the past Legislature not to reduce the budget amount of liability insurance coverage but to move the additional money into an insurance reserve.  He explained that this would allow the County to dictate terms to insurance companies and not the other way around in the future.  All members voting in favor; none opposed; resolution adopted.

 

DISCUSSIONS/PRESENTATIONS:

1.         Position Vacancy Report, Personnel Office, Annette Barber –  Ms. Barber stressed the need for Nurses and stated that they are a very big concern.  She added that currently there are 12 vacant nursing positions.  Mr. McKee inquired as to the reason for such a shortage – the pay, the job, responsibilities?  Ms. Barber stated that it is all of the above.  Chairman Brown added that the pay is a large reason.  Mr. Schrader stated that 60% of the reason is the pay.  

            Mr. Cornell asked committee members about moving the Legislature meeting.  Ms. Price discussed that if we are in a crunch for time and if committee meetings being held a week earlier would help, she supported that.  She expressed that she desired to keep the Legislature meeting the same as to what the public was used to.  Mrs. Brown discussed that holding the Legislature Meeting later in the month would coordinate better with departments and they would be able to move things through in a more timely manner.  Committee members further discussed the changing the Legislature month from the 3rd Thursday of the month to the 4th Thursday.  Mr. Schrader further discussed that this change is an attempt to ease the workload in the Clerk’s office and it may not work. 

 

Ms. Price wanted to thank Carletta Edwards, former Clerk of the Legislature, for staying and helping with the transition.

Committee members discussed changing the schedule of Committee Meetings.  The committee further discussed putting off a permanent rule change until the Committee Meeting times have been finalized.  The Committee decided to leave it up to the Committee Chair of each Committee to contact their Committee members and coordinate switching time with one another with other Committee Chairmen.

Mr. Williams inquired about who has the authority to change the rules and he asked for direction from the County Attorney.  Mr. Van Donsel stated that the Legislature can change the date and time of a meeting.  Committee members and others present discussed the change of the Legislature Meetings. 

Mr. Troy made a motion to adjourn the meeting; seconded by Mr. Cornell. 

The meeting adjourned at 9:22 a.m.

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