Personnel Committee

March 8, 2007 - 9:30 am

DRAFT MINUTES

 

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

Others Present:         Scott Schrader, County Administrator; Katrina Spicer, Secretary to County Administration; Richard C. Van Donsel, County Attorney; Annette Barber, Personnel Officer; Dennis Whitt, County Auditor; Bill Cinquanti, Real Property Tax Services; Rob Corpora, Information Technology; Jeremy Boylan, County Historian; Elizabeth Larkin, County Clerk; Don Ferris, County Treasurer; Carolyn Kennedy, Deputy county Treasurer; , Corey Preston, Cortland Standard; and Thomas Buttino, Systems East

Absent:                       Steve Dafoe

 

Mr. Cornell called the meeting to order at 9:30 a.m.

Mr. Troy made the motion to approve the minutes of the February 8, 2007 meeting; seconded by Ms. Price.  All members voting in favor, minutes approved as corrected. 

 

RESOLUTIONS:

 

County Clerk

 

1.                  Authorize Increase, County Clerk’s Cover Page Fee – Ms. Price moved adoption; seconded by Mr. Troy.  Ms. Larkin Explained that this is an attempt to make all counties consistent in the price with they charge for cover sheets to documents that are filed in the county Clerk’s Office and added that the cover page is the certification that the document was filed.  She also expressed that prices throughout the state vary from county to county.  Ms. Price inquired if Cortland County was the last county to do this.  Ms. Larkin replied that Cortland County was not the last and added that most are charging $10.00.  Ms. Price inquired about the additional revenue.  Ms. Larkin expressed that approximately $35,000 in revenue will be generated.  Committee members requested that CPLR be written out in the resolution and not abbreviated.       All members present voting in favor; none opposed; resolution approved as amended. 

 

Personnel

                                 

2.                  Abolish/Create, Department of Social Services, Social Services Program Specialist, Social Welfare Examiner, Social Welfare Examiner Trainee – Mr. Tory moved adoption; seconded by Ms. Price.  Mr. Schrader expressed that this title was from years past and that the position is now vacant so the title can be eliminated.  Ms. Price expressed that this resolution passed Human Services Committee unanimously.  All members present voting in favor; none opposed; resolution approved.

Mr. Cornell addressed the Committee concerning resolutions to hire new personnel mid-year should show the entire years salary.  Ms. Barber discussed the current procedure.  Mr. Schrader expressed that the annual impact will be shown.  Ms. Price expressed that Kristen Monroe provides the impact if the position is filled or not filled.  She additionally expressed the procedure should be consistent in all committees.  Mr. Williams addressed his concern that for accuracy sake the annualized amount should be shown.  Mr. Williams made a motion that all resolutions regarding a change of employee provide the annual impact; seconded by Mr. Troy.  All members present voting in favor; none opposed; resolution approved.

 

DISCUSSION:

 

1.         Vacancy Report, Annette Barber – Ms. Barber distributed the Vacancy Report dated March 1, 2007 and briefly discussed the report.

 

2.         UI Report, Annette Barber – Ms. Barber distributed a confidential UI Report and briefly discussed the report.  She collected all copies of the report after Committee members had a chance to review them.

 

3.                  Workplace Violence Policy, Scott Schrader – Mr. Schrader explained that a new state law has been adopted in which all public employers must adopt a violence policy.  He added that the Department of Labor has no rules or guideline regarding this.  Mr. Schrader further explained that the Department of Labor has estimated that they may have something in by July 2007 and the State law is requiring employers to have a policy in place by March 1, 2007.  He further explained that each municipality must assess when possible violence could occur and discussed a mitigation plan.  Mr. Schrader explained that he would be going to each department for individual department assessments.  Ms. Price inquired if all counties need to do this.  Mr. Schrader explained all public employers are required to do this.  Mr. Williams discussed having to put every potentially violent item under lock and key; like a hammer and a bat.  Mr. Schrader discussed possibilities of violence in specific departments and added that it would be difficult to write this policy without direction from the Department of Labor.  Mr. Williams discussed the benefits of this and the awareness of potential violence.  Mr. Schrader discussed the lack of available guidelines from the Department of Labor and he is hopeful to have a draft version of the policy by the next meeting.  Mr. McKee inquired about what led up to this.  Mr. Schrader expressed that it likely stemmed from client and co-worker threats and acts of violence.  Ms. Price expressed that as this unfolds, she would like to discuss it at CCTVS meetings.  She added that smaller municipalities would be looking to the County for assistance.  Mr. Schrader expressed that a great deal of work is involved to identify the potential risks and he added that the County could go too far.  He expressed that metal detectors could be installed for everyone to go through and thus create an inconvenience to the public.  Mr. Williams discussed providing protection (i.e. metal detectors) for some employees and not for all employees.  Mr. Schrader discussed not being able to mitigate every single potentially violent incident and that the County can go too far and lock down buildings; in return be criticized to no end.

 

4.                  Review of Rules of Order – Mr. Cornell explained that all Committee members have received a binder containing the Rules of Order, all references New York State Laws, Local Laws and Resolutions.  He explained that if the Personnel Committee did not have any objections, he would like to distribute these to all Legislators on March 22, 2007.  Additionally, Mr. Cornell explained that these are assigned to each Legislative district.  Mr. Cornell thanked Ms. Spicer for her assistance in preparing these for Legislators. 

 

5.                  Recording of Minutes – Mr. Schrader explained that the Committee had requested to be provided with an estimate for the cost involved with being able to record Committee meetings.  He stated that the cost of wiring committee rooms for video recording and supply each with twelve microphones would be approximately $10,000 each room.  He added that the recording equipment used in Chambers would be used to record the Committee meetings.  Mr. Schrader further explained that out of courtesy to the Buildings and Grounds Department he discussed this in the General Services Committee meeting and the Committee members were opposed.  He expressed that this subject was also discussed in Health Committee and Ms. Tytler recommended that each caucus discuss this issue and try to obtain a consensus of the entire Legislature.  Mr. Schrader also explained that the Buildings and Grounds Department recommended using Chambers since the equipment is already installed.  Ms. Price explained that this would be a way of having a more open County Government to the public.  She also discussed airing the videos on access television.  Committee members discussed using Chambers before any money is spent on this equipment.  Mr. Cornell expressed his concerns with having recording equipment in caucus meeting rooms.  Committee members expressed a desire to discuss this in caucus prior to spending any money on equipment for rooms 302 and 304. 

 

6.                  Credit Card Usage, Betsy Larkin – Ms. Larkin introduce Thomas Buttino of Systems East and explained that she has been working on establishing a credit card program for over a year.  Ms. Larkin expressed other departments accepting credit card payments and problems that have occurred.  She explained that she has worked with Mr. Buttino in regards to this program and added that in order to make this appealing to the County, Mr. Buttino will pay Cortland County $1 to install his program.  Ms. Larkin explained that the annual cost would be $345 and all departments could work off the same system.  She further explained that the user would incur the cost of 2.6% plus $.60 per transaction.  She stated that the County would not be charged a transaction fee with this program and added that under the current programs used by different departments, the County is charged a fee.  Committee members discussed a $10.00 charge costing the user $10.86.  Mr. Buttino expressed Systems East could process electronic checks and accepts Visa, MasterCard and Discover.  Committee members discussed charging the user a fee.  Mr. Buttino expressed that under General Municipal Law the fee can be passed on to the user.  Mr. Cinquanti inquired about each department having a swipe machine.  Mr. Buttino expressed that with installation only one swipe machine is provided.  Mr. Ferris discussed other available systems having a significantly larger start up cost.  Mr. Buttino explained that additional swipe machines could be purchased and added that debit cards are processed as credit cards.  Mr. Williams inquired as to how many departments would use the systems and how many swipe machines would be needed.  Mr. Schrader discussed departments that take payments and could use swipe machines.  Mr. Buttino explained that the payment program could be accessed through the internet.  Committee members discussed the manner in which payments are reported back to the County.  Mr. Buttino discussed administrative access, reports, setup and administrative rights.  Ms. Kennedy expressed that each department would need to submit a bill.  Mr. Buttino discussed different setups and the capability to do multiple bill transactions.  He also discussed a charge of $50 per swipe machine and a five-year agreement with unlimited technical support.  Mr. Cornell inquired about the need for a RFP.  Mr. Schrader explained that a formal RFP is needed with specific department requirements.  Ms. Price inquired about the drawbacks.  Mr. Schrader expressed that this would create an administrative burden.  He further discussed various issues that need to be addressed and investigated in regards to a countywide credit card program.  Mr. Schrader discussed the need for him to discuss this further with Rob Corpora.  Mr. Buttino expressed a desire to install a pilot program in the County Clerk’s Office.  Mr. Schrader expressed the need to look at this systematically.  Ms. Larkin discussed other departments excepting credit card payments and asked what she needs to do to allow for credit card payments to be accepted in the County Clerk’s Office.  Ms. Price expressed that this is a countywide issue and requested that Mr. Schrader coordinate the research and report back to the Committee.  Mr. Schrader expressed that this will create an administrative burden, which will fall on the Treasurer’s Office.  Mr. Cornell expressed having Mr. Schrader look into this.  The consensus of the Committee was to have Mr. Schrader coordinate and research the use of a system like this and report back to the Committee in April with suggestions and recommendations. 

 

7.         ID Cards – Mr. Williams inquired about ID Cards as a security issue and the need to have them visible.  Mr. Schrader expressed that it would be addressed in the violence policy. 

 

Mr. Williams made a motion to go into Executive Session to discuss a litigation issue; seconded by Mr. Troy. 

The Personnel Committee went into Executive Session at 10:43 am to discuss a litigation issue.  Committee members requested that Annette Barber, Personnel Officer, and Richard Van Donsel, County Attorney, stay for the Executive Session.

The Personnel Committee came out of Executive Session at 10:45 am.  The Committee had no report from Executive Session.

Mr. Williams made a motion to adjourn the meeting; seconded by Mr. Troy.  Mr. Cornell adjourned the meeting at 10:50 am.