Budget and Finance Committee

November 9, 2006 at 12:00 pm

2007 Tentative Budget – Budget Review

DRAFT MINUTES

 

Members:                   Ron VanDee, Chairman; John Troy, Vice Chairman; Sean Clark, Danny Ross and Newell Willcox                   

Others Present:         Marilyn Brown, Chairman of the Legislature; Scott Schrader, County Administrator; Dennis Whitt, County Auditor; Katrina Spicer, Secretary to Administration; Elizabeth Larkin, Cortland County Clerk; Carol Deloff, Area Agency on Aging; Nancy Mazzone, Area Agency on Aging; Jeremy Boylan, County Historian; Carolyn Kennedy, Deputy County Treasurer; Don Ferris, County Treasurer; Sandy Price, Legislator District 19; John Carroll

Absent:                       John Daniels and Dan Tagliente

Mr. Van Dee called the meeting to order at 12:02 p.m.

BUDGET/REVIEW:

1.         Area Agency on Aging (pg 131 of the Tentative Budget) – Mr. Van Dee explained that the Committee was not going through departmental Budgets line by line.  He added that if something sticks out the Committee could address it.  Mr. Van Dee asked Ms. Deloff if she could live with Area Agency on Aging’s Budget.  Ms. Deloff answered, yes.  Committee members discussed the Professional Services and Legal Services lines of the budget.  Mr. Van Dee inquired about portable ramps.  Ms. Deloff explained that portable ramps are used and that they work with Access to Independence regarding this.  Committee members further discussed PERS – Personal Emergency Response Units.  Mr. Willcox inquired about the increase in expenditure in this portion of the budget.  Ms. Deloff explained that the caseload has doubled and further explained that this is for ISIP Aids and PERS. She added that these individuals are not Medicaid eligible.  Mr. Clark commented that this is a great program.  Mr. Willcox inquired about how many people are served.  Ms. Deloff explained that different people require different services and added that on an average 3.8 hours a week is spent per client.  Mr. Troy inquired about $53,000 in retirement.  Mr. Schrader explained that this is spread out.  Ms. Deloff discussed the Single Point of Entry Program that will be put in place.  Mr. Willcox inquired about the overall budget being increased overall.  Ms. Deloff explained that it is due in part to the prescription drug program and increased salaries.  Mr. Clark pointed out that the County cost has not increased that much.  Mr. Troy inquired about SNAP.  Ms. Deloff explained that it is the Senior Nutritional Assistance Program that serves rural seniors and home meal deliveries.  Ms. Deloff explained that the cost of paper goods has increased and that it is reflected in this budget.  Ms. Deloff discussed further that she requested an increase in the number of hours for driver delivering home meals due to an increase in clients overall.  She additionally requested replacement equipment and discussed an oven and icemaker.  Ms. Deloff explained that from January through September of this year 98,000 meals have been served, she added that donations have also increased.  Mr. Willcox inquired about replacement vehicles.  Ms. Deloff explained that she has four newer old vehicles.  Ms. Deloff also explained that the repair/equipment line has been cut but she is OK with it at this time.  Chairman Brown inquired about the fuel costs.  Ms. Mazzone explained that it had moved accounts and that $6,000 was budgeted for in 2006.  The consensus of the Budget & Finance Committee was to not make any changes to this departmental budget.

 2.         County Clerk (page 45 of the Tentative Budget) – Chairman Brown inquired about the decrease in revenue.  Mr. Schrader and Ms. Larkin explained that the out of town registration revenue is not as high as was anticipated.  Ms. Larkin explained that out of town registrations are brought in from down state car dealers that are sent to Cortland County DMV for processing.  She added that return postage is paid and that they have been please with Cortland County and the service they have received.  Mr. Willcox inquired if this justifies one person’s salary.  Ms. Larkin discussed that the decrease in revenue is also due to a decrease in passport processing.  She added that the Cortland County Clerk has a more experience for processing and fewer returns on the ones that they do process.  She added that it is easier for people to go other places to have their passports processed.  Ms. Larkin requested that she would like a new employee to process passports and all that is needed is the equipment and the County could go mobile on the passport processing.  She further discussed that County would receive $30 per passport and added that every time an individual goes to the Post Office for a passport the County loses $30.  Chairman Brown inquired about the surplus.  Ms. Larkin expressed that it is turned over to the County Treasurer.  Mr. Willcox asked Mr. Ferris what he does with this money.  Mr. Ferris explained that it is deposited into the General Fund.  Ms. Larkin discussed map services and ability to work with the Real Property Tax Services Office.  The consensus of the Budget & Finance Committee was to not make any changes to this departmental budget.

 3.         County Historian (page 151 of the Tentative Budget) - Mr. Ross inquired about the County’s Birthday Celebration to be held in 2008.  Mr. Van Dee inquired about what is being done regarding the celebration and also inquired about funds being budgeted.  Mr. Boylan explained that a committee has been formed and they have begun work on it.  He added that the funding that is needed in 2007 has been put in professional services.  He expressed that after his request had been submitted he amended his original request.  Mr. Boylan discussed some items that he is working on for the celebration.  The consensus of the Budget & Finance Committee was to not make any changes to this departmental budget.                        

 4.         County Treasurer (page 35 of the Tentative Budget) – Mr. Ferris explained that Treasurers Fees line should be decreased.  He explained that he had anticipated a different way in how the County handles property tax enforcements.  Committee members discussed the manner in which the County Treasurer’s Office handles tax enforcements.  Mr. Van Dee requested that Tax Enforcement - moving the responsibilities from the Treasurer's Office to the County Attorney's Office be put on the next Budget & Finance Committee Agenda as a discussion item.  Committee members further discussed the collection of delinquent taxes.  Committee members discussed this movement of responsibilities more in depth.  Mr. Ferris further discussed the postage line and requested that it be increased.  The consensus of the Budget & Finance Committee was to not make any changes to this departmental budget.

Mr. Van Dee informed the Committee that he would like to finish reviewing all the remaining departmental budgets at this time. 

County Auditor (page 32 of the Tentative Budget) – Mr. Van Dee expressed that there are no increases in this budget.  Mr. Whitt expressed that he has no changes and has no complaints regarding his budget.  Mr. Willcox inquired as to what the Deputy Auditor does.  Mr. Whitt expressed that most importantly provides institutional memory, specifically regarding the processes.  He works with Occupancy Tax collection.  In addition, he follows up on items.  Mr. Whitt expressed he is an asset to the office.  Chairman Brown further discussed that the Audit Department process $93 million worth of Auditing.  Committee members discussed Richard McNeilly conducting Audits.  Mr. Willcox discussed not having someone balance the books.  Chairman Brown discussed that conditions have existed and having someone come in will help the Treasurer’s Office get up to par.  The consensus of the Budget & Finance Committee was to not make any changes to this departmental budget.

County Administrator (page 29 of the Tentative Budget) – After a brief discussion the  consensus of the Budget & Finance Committee was to not make any changes to this departmental budget.  

Board of Elections (page 52 of the Tentative Budget) – Mr. Schrader discussed that approximately $75,000, roughly, is absorbed from Towns, Villages and City elections.  He further discussed recapturing the costs from Towns, Villages and the City.  Committee members discussed possible funding streams and having these costs show up on taxpayers tax bills.  Mr. Willcox and Chairman Brown were strongly opposed to this.  Mr. Van Dee expressed then it will appear that the County is charging individuals to vote and he is opposed to it appearing that way.  Mr. Whitt discussed the cost of waiving this charge.  Committee members further discussed this.  Mr. Van Dee requested that this issue - Taxpayers Tax Bills - in relation to the cost of elections imposed on Towns, Villages and City - be placed on the next Budget & Finance Committee Agenda as a discussion item. The consensus of the Budget & Finance Committee was to not make any changes to this departmental budget.  

Coroners (page 31 of the Tentative Budget) – Committee Members discussed that the transportation costs have increased.  Additionally, they discussed the Medical Examiner position.   The consensus of the Budget & Finance Committee was to not make any changes to this departmental budget.

County Attorney (page 47 of the Tentative Budget) – Mr. Schrader discussed the need for a full-time County Attorney for multiple reasons and requested that Legislature look into this at some point in the future.   The consensus of the Budget & Finance Committee was to not make any changes to this departmental budget.  

County Legislature (page 14 of the Tentative Budget) – Committee members discussed Occupancy Tax and that an increased from the Convention and Visitors Bureau was requested.  Mr. Schrader discussed that the he did not budget what they requested.  Committee members further discussed that the Occupancy Tax distribution be at the control of the Legislature.   Mr. Van Dee requested that this issue – Occupancy Tax Distribution - be placed on the next Budget & Finance Committee Agenda as a discussion item. Mr. Schrader discussed that the SPCA asked for an increase for 2007 but they did not justify it in their budget request.  He further discussed that the SPCA was under the impression that the County was responsible for their services.  Mr. Schrader further discussed that the County may be responsible for some cruelty cases.  Committee members discussed that the Library Systems budget was slightly increased.  Committee members further discussed the Soil & Water Conservation District budget.  Mr. Schrader discussed the “budget balloon” and added that there were so many off the ledger and off the books costs and added that this tentative budget shows the actual costs.  He went on to added that this is the policy of the Legislature and he has shown actual costs.  Mr. Willcox asked if every employee is shown as an actual cost.  Mr. Schrader answered yes.  Mr. Clark inquired about the Federated Sportsman.  Mr. Schrader and Mr. Ross explained that they enhance wildlife in the county and briefly explained some things they do.  The consensus of the Budget & Finance Committee was to not make any changes to this departmental budget.    

District Attorney (page 20 of the Tentative Budget) – Mr. Clark pointed out that the there was an increase in Department Fees.  Mr. Schrader discussed Stop DWI Funds.  Mr. Schrader additional discussed that the District Attorney requested an investigator to the budgeted in his 2007 budget.  He added that there is a procedure to follow and the District Attorney did not follow those procedures and he did not put it in the budget.  The consensus of the Budget & Finance Committee was to not make any changes to this departmental budget.           

Fire & Emergency Management (page 79 of the Tentative Budget) – Mr. Schrader expressed that the department requested a full time keyboard specialist and he does not recommend this.  He did explain that during emergency situations there is a need for clerical staff but not the rest of the year.  Committee members and Mr. Schrader discussed a secretarial pool to provide support when needed.  Mr. Willcox inquired about Repairs and Maintenance line in the budget.  Mr. Schrader explained that it is for Towers, Radios, etc.  Mr. Van Dee inquired about the revenue for the Tower.  Mr. Schrader explained that it is approximately $22,000.  Mr. Van Dee stated that it is a good investment.  The consensus of the Budget & Finance Committee was to not make any changes to this departmental budget.           

Health Insurance Fund (page 158 of the Tentative Budget) – Mr. Schrader explained that he finally received information that he had requested regarding the County Health Insurance Fund and we are currently running $100,000 over for 2006 and he anticipates that it could rise to $200,000 to $300,000 by the end of the year.  He further discussed that he is looking at ways to mitigate this cost.  He stated that the reason for this increase is an increase in health insurance claims.  The Budget & Finance Committee requested that Mr. Schrader try to mitigate this increase in cost for the 2007 Budget. 

Additional Funding Source – Mr. Schrader discussed a possible additional funding source, mortgage tax of mortgages filed in county Clerk’s Office.  He discussed that most counties in New York State have this tax in place and Cortland County does not.  He explained that a ¼% tax can be imposed and could generate approximately $450,000 annually.  Committee members discussed putting this on the agenda for the next Budget & Finance Committee meeting and went on to further discuss this fund source.  The consensus of the Committee was to request a Resolution be drafted to make the Home Rule Request regarding this for the next Budget & Finance Committee Meeting.   

Information Technology (page 58 of the Tentative Budget) Mr. Schrader explained that there is no change in the phone charges and there is a decrease in central services. He further explained that there has been a request from the department for an Assistant Director of Information Technology.  Mr. Schrader discussed reasons why he recommends this and added that the workload in that department has greatly increased over the last few years.  Chairman Brown indicated that this department is a cost savings to the County but their responsibilities have increased significantly.  Committee members discussed filling this position.  Chairman Brown inquired about an increase in dues and subscriptions.  Mr. Schrader explained that an increased number of SPAM messages have been received and this increase in due in part to anti-SPAM/anti-advertisement software. The consensus of the Budget & Finance Committee was to not make any changes to this departmental budget.           

 

Probation (page 74 of the Tentative Budget) – Mr. Schrader explained that the department requested a Keyboard Specialist and he did not recommend it at this time.  He added that he would like to hold off and wait and see how things work out once the department is all on one floor.   The Committee discussed a $9,00 increase in professional services and discussed the electronic home monitoring system “ankle bracelet”.  The consensus of the Budget & Finance Committee was to not make any changes to this departmental budget.