Personnel Committee

September 13, 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; Annette Barber, Personnel Officer; Laurie Gosse, Deputy Personnel Officer; Jeremy Boylan, County Historian; Bob Howe, Board of Elections, Dennis Whitt, County Auditor; Eric Mulvihill, WXHC and Corey Preston, Cortland Standard

Absent:                       Steve Dafoe

Mr. Cornell called the meeting to order at 9:31 am.

Mr. Troy made the motion to approve the minutes of the August 9, 2007 meeting; seconded by Ms. Price.  All members voting in favor, minutes approved as printed.

SUGGESTED LEGISLATIVE REVIEW:

**The following items have been noted as items for suggested Legislative Review by the Chairman of the Personnel Committee.  These items are also noted with ** and in bold print.

·       Health Care Program, Third Party Administrator

·       Workers Compensation Budget & Assessments

·       Local Law No. 3 of 2006

RESOLUTIONS:

BOARD OF ELECTIONS

1.         Establish Fees For Election Workers, Cortland County Board of Elections – Mr. Troy moved adoption; seconded by Mr. Spaulding.  Mr. Howe explained that this is done annually to include every worker and to avoid a delay in payments to election workers.  Mr. McKee inquired if this would alleviate the issues in regards to Town Elections.  Mr. Howe expressed that it would.  Mr. Williams inquired if this resolution can be done on a permanent basis and not need to be done annually.  Mr. Schrader expressed that it could and recommended that it be done that way.  He stated that the resolution would need to be amended by striking “2007” in the first resolved.  Mr. Troy made a motion to amend the resolution by striking “2007” in the first resolved thus reflecting the establishment of rates for Election Workers; seconded by Mr. Spaulding.  Mr. McKee inquired if there were any down sides to this.  Mr. Schrader expressed that there were not and stated that this is a good idea.  All members present voting in favor; none opposed; motion passed and resolution amended.  All members present voting in favor; none opposed; resolution adopted. 

COUNTY HISTORIAN

2.         Create Information Processing Clerk, County Historian – Mr. Spaulding moved adoption; seconded by Mr. Troy.  Mr. Boylan explained that this is coming from the State Archive grant.  Mr. Cornell inquired if the funding for this position is contingent upon the grant.  Mr. Boylan explained that it was.  Ms. Price asked what the individual in this position would be doing.  Mr. Boylan explained that the bulk of the work would be data processing and added that he is working with Mr. Corpora to obtain software.  All members present voting in favor; none opposed; resolution adopted.

DISCUSSION:

** Health Care Program, Third Party Administrator – Mr. Schrader distributed a copy of the Cortland County Executive Summary Request for Proposal for Health Care Program Administration prepared by Benefit Consulting Group.  He explained that the Committee desired to go out for a request for proposal (RFP) for the Health Care Program Third Party Administrator and added that he requested Benefit Consulting Group to do so and this is a report prepared by them.  He further explained that there are three criteria used to analyze the best Third Party Administrator (TPA): 1) cost of administration, 2) the cost of claims due to the fact that each TPA has different rates, and 3) the saturation of in-network TPA participating providers.  Mr. Schrader explained that five responses were received from the RFP and added that only two of those five compete in this region.  He explained that they are POMCO and RMSCO.  Mr. Schrader explained that on page 5 of the document he distributed shows in detail the cost of our program.  He explained that the administrative costs are higher for POMCO.  He explained that the savings from RMSCO is about $25,000 for 2008.  He explained how the consultant established their proposals.  He added that POMCO came in with a lower cost of claims than RMSCO by approximately $147,000 Mr. Schrader explained and discussed that overall POMCO comes in with a proposal that is $122,000 lower than our current provider, RMSCO.  Mr. Schrader went on to discuss the differences in participating providers; of the 108 most currently utilized physicians under RMSCO, 12 would not be included under POMCO.  Mr. Schrader stated that the question is, what is the desire of the Legislature.  He also discussed the possibility of holding employees harmless and incurring the costs.  He explained that if there is the possibility of a change he would need to sit with the Unions.  Mr. Williams inquired as to how saturated POMCO is in this area.  Mr. Schrader explained that Marietta also uses POMCO and added that there are a significant number of providers in this area.  Mr. Schrader explained that switching will not be easy and a great administrative burden will be placed on the Personnel Department, specifically Laurie Gosse.  He also discussed needing to have conferences with all employees and stated that the administrative process is not an easy process.  Mr. Schrader stated that the question is if the $122,000 is worth the administrative burden of switching and the burden placed on employees with the possibility of having to change doctors.  Mr. Schrader explained that do to the transition period the latest that this could be passed by the Legislature is October.  Mr. Williams inquired as to what Ms. Barber’s opinion was regarding this.  Ms. Barber explained that this is a significant savings and added that she is concerned with the impact this change would have on employees.  She stated that she would like to see RMSCO stay.  Mr. McKee inquired about the savings over the last three years by having RMSCO as a third party administrator.  Mr. Schrader explained that it was approximately $10 per head, per month.  Ms. Price stated that it is hard to turn our back on $120,000 savings and also addressed her concerns with the fact that 12 doctors would not be participating in POMCO.  Mr. Schrader explained that the 12 he mentioned were out of the 108 most utilized, he sated that there are more than 12 likely that are not participating in POMCO.  Mr. McKee inquired if the Health Insurance Plan would change.  Mr. Schrader explained that the Health Care Plan is the County’s plan and the County determines coverage.  He further explained that the health coverage plan does not change with the Third Party Administrator and added the change would be on how the Third Party Administrator administers the plan.  He briefly discussed the changes that were experienced when the County changed to RMSCO.  He added that he does agree with Ms. Price that the $120,000 savings is hard to ignore but also discussed the administrative burden that a change has on the Personnel Department and employees in general.  He expressed that this is a hard choice.  Ms. Price expressed that since this is out in the open now, we should wait and see what the reaction is.  Mr. Schrader discussed the need for meetings with the Unions.  Mr. Williams suggested running the information through Budget & Finance Committee with a resolution.  Committee members discussed just having this put on the Budget & Finance Agenda as a discussion item.  Mr. Williams inquired if RMSCO had set their rates for next year.  Mr. Schrader explained that the proposal did include the rates for next year but added that RMSCO is planning on renegotiating their rates with doctors.  He added that once RMSCO sees this information they will realize they are paying their doctors too much.  Mr. Schrader discussed his view of the firms coming before the Committee.  He expressed that they will tell the Committee what the Committee wants to hear and added that if the Committee does desires to have them at a meeting he will arrange that.  Mr. Schrader also stated that the County’s plan is significant, including 750 employees and retirees and their dependants.  Ms. Price suggested that Mr. Schrader begin to talk with Union representatives.  Mr. Cornell inquired as to the administrative work involved with changing.  Ms. Barber and Ms. Gosse expressed that the time involved is significant.  They added that the first two years the time involvement was ongoing and Ms. Gosse alone contributed at least 10 hours a week to the administration of the change.  Ms. Barber expressed that this is $120,000 out of a $6 million expense.  Mr. Cornell suggested that Mr. Schrader start to discuss this with the Union representatives and report back to the Committee.  Mr. Williams suggested that a letter be sent to the two leading firms and see if they can come back with better numbers.  Ms. Price inquired if that would impact the bid process.  Mr. Williams expressed that this information should be put out there and see what happens.  The consensus of the Personnel Committee was to send this on to the Budget & Finance Committee as a discussion item and if they desire a joint meeting of Personnel Committee and Budget & Finance Committee can be held before Legislative Session. 

 

1.                  **Workers Compensation Budget & Assessments – Mr. Schrader distributed a sample letter that was sent to all municipalities.  He explained that other  municipalities are in the process of developing their budget for next year.  He discuss the sample letter and pointed out that the City of Cortland had a $250,000 savings over the last three years and further explained that this is a huge savings for all users.  He explained how the Workers Compensation Rates are calculated.  He pointed out that most municipalities would see a significant change.  He discussed that this year claim histories were reviewed for the prior three years.  Mr. Schrader explained that for one municipality the difference is an inordinate amount due to the death of a fireman from Harford back in 2004.  Mr. Schrader further discussed an erroneous history of payment that involved the Town of Harford paying significantly less the past few years.  He explained that claims for the Town of Harford have significantly increased and added that he is not imposing any penalty for the error in the Town of Harford.  Mr. Schrader expressed that overall there is a significant decrease except for the Town of Harford.  He discussed other ways of calculating the rates and added that if this were to be done then all that we would be doing is shifting the cost to other municipalities.  Mr. Schrader suggested that Legislators talk with their Volunteer Fire Departments about a mutual aid agreement.  He added, the Fire Departments need to be made aware of the impact that a death can have financially.  He also suggested that the municipalities discuss this with their Town Attorneys.  Ms. Price expressed that their is not an easy answer for this.  Mr. Schrader urged everyone to go to his or her Town Supervisors with this information.  Committee members discussed having this as a topic at the October or November CCTVS meeting. 

2.         Amend Rules of order, Change name of General Services Committee back to Buildings & Grounds Committee – Mr. Schrader explained that this topic came up and this is the Committee with jurisdiction.  Mr. Cornell and Ms. Price expressed that a mid year review of changes made last year was to take place.  Mr. Cornell explained the name change was made because that Committee includes departments other than Buildings and Grounds.  Mr. Schrader reminded Committee members that two-thirds vote is needed to change the Rules of Order and added that there is only four months remaining for this Legislature.  Mr. Cornell suggested that this be let go until the beginning of 2008 and if the new Legislature decides to go ahead with the change then make them then.  Mr. Troy agreed with Mr. Cornell.  The consensus of the Personnel Committee was to not make any changes at this time.

3.         ** Local Law No. 3 of 2006, Bob Home- Mr. Howe provided Committee members with a copy of Local Law No. 3 of 2006.  Mr. Schrader also provided Committee members with a copy of a memo addressed to the County Attorney and Clerk of the Legislature dated February 20, 2007 in regards to Local Law No. 3 of 2006.  Mr. Howe expressed that he would like to request that the Local Law that was passed in December of 2006 be honored.  Mr. Schrader expressed that the advertising of Local Law No. 3 of 2006 was done incorrectly.  He explained that the advertisement needed to be in accordance with the procedure of a permissive referendum.  He expressed that this did not happen.  Mr. Howe explained that Mr. Gates suggested not doing anything in regards to this until the Article 78 proceedings are settled.  Mr. Schrader explained that he has not spoken with Mr. Gates in regards to this or heard of him stating this.  Mr. Howe explained that the Article 78 proceedings had nothing to do with Local Law No. 3 of 2006.  Mr. Whitt explained that the Personnel Department could not pay the Election Commissioners the amount as noted in Local Law No. 3 of 2006 until all the documentation was done properly.  He discussed the process involved in a permissive referendum.  Committee members discussed the administrative process involved in advertising this properly.  Mr. Schrader stated that in an essence what has happened is that the County Attorney has vetoed the Legislature’s Local Law No. 3 of 2006.  Mr. Williams inquired if Mr. Van Donsel was aware of this.  Mr. Cornell explained that he did.  Mr. Williams explained that Mr. Gates does not have the authority to sign necessary documents as the County Attorney in regards to this.  Mr. Williams pointed out suggested that the Clerk of the Legislature be directed to advertise this Local Law correctly and to direct both the County Attorney and Clerk of the Legislature to file the necessary documents correctly.  Mr. Troy made a motion to direct the Clerk of the Legislature to re-advertise Local Law No. 3 of 2006 correctly and to direct both the County Attorney and Clerk of the Legislature to file the necessary documents correctly or to show cause as to why this is not done; seconded by Mr. Spaulding.  All members present ; none opposed; motion carried. 

4.      Vacancy Report, Personnel Officer – Ms. Barber provided all Committee members with a copy of the Vacancy Report.  Mr. Troy inquired about the vacancy of an accountant in the Treasurer’s Office.  Ms. Barber explained that there was an issue with this position and it’s posting online which has been resolved.  She further explained that she just read an article regarding the top ten hard to fill positions which include Accountant and Psychiatrist.  She asked the Committee for any suggestions.  Ms. Price inquired about the vacancy in the Treasurer’s Office and asked if since there are difficulties with filling the Accountant position could another clerical position be utilized at this time to help the office.  Mr. Schrader expressed that the position of Accountant is needed and discussed reasons why including the need for an assistant to the Deputy Treasurer.  He further discussed the Deputy Treasurer and her need for an assistant.  Ms. Price inquired about the fifteen vacant positions in the Health Department.  Ms. Barber explained that a new addition to the Nursing staff would start in October.  She added that the individual being hired is coming from Hawaii.  She further expressed not to get alarmed in regards to the Nurses because the department is currently handling the workload and they are still looking for Nurses.  Ms. Barber further discussed two positions vacant in the Dispatch Center and also informed the Committee that she has readvertised the positions of Assistant IT Director and Safety Officer.  Ms. Barber also expressed thanks to Department of Social Services for helping out with the employee orientation. 

Mr. Williams made a motion to adjourn the meeting; seconded by Mr. Spaulding.  Mr. Cornell adjourned the meeting at 10:45 am.

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