Budget and Finance Committee Meeting

July 15, 2004 – 7:30 a.m.

DRAFT Minutes

 

Members present: Kurt Behrenfeld, Chairman; Dr. Giovanni, Vice Chairman; Marilyn Brown, Kay Breed, Carol Tytler; Danny Ross, Newell Willcox; Scott Steve, Chairman of the Legislature

Others present: Ann Homer; Don Ferris; Eric Mulvihill, WHXC; John Carroll; Scott Schrader, County Administrator; Sandy Price; Dr. Carl Haynes, TC3 President; Don Ferris, Treasurer; Merwin Armstrong; Carl Moses, Paul Allen

Chairman Behrenfeld called the meeting to order at 7:37 a.m.

Dr. DiGiovanni moved adoption of the minutes; seconded by Mrs. Brown moved adoption of the June 10, 2004, meeting; Dr. DiGiovanni’s name needs to be spelled correctly; all members voting in favor; none opposed; minutes approved.

Dr. DiGiovanni moved adoption of the July 1, 2004, meeting; seconded by Mrs. Tytler; all members voting in favor; none opposed; minutes approved.

Mr. Behrenfeld asked what items members would like pulled from the consent agenda. Those items that were pulled are: 27, 29, 30, 34, 35. There was no objection to the motion by Dr. DiGiovanni to then accept the consent agenda for presentation with the above-referenced items removed.

 

Resolutions

     

1. Adopt 2004-2005 Operating Budget, Tompkins Cortland Community College- Mrs. Brown moved adoption; seconded by Mrs. Tytler. Sandy Price, Cortland County’s liaison to TC3 thanked the committee for its support of the College. Mr. Willcox thanked TC3 for the recent lunch they provided to the members. Mrs. Breed stated that she and others attended the budget presentation and it was a very good presentation. There is no increase in the budget for the next year. Dr. Haynes reviewed the budget with the committee. The budget includes restoration of several items that the Governor cut, and he has been assured by the State Legislature that these cuts will be restored. The budget does provide for a tuition increase. Dr. Haynes feels this is necessary so an increase from the County is not required. Dr. Haynes indicated that on the expense side, it is a relatively flat budget. Mrs. Tytler asked if the dollar amount is what we have given before or if it is different. Dr. Haynes responded that it is the same amount. The sponsors have given the same amount the past three years, so this is actually the fourth year they have asked the sponsor for the same amount. He clarified that it is a lower percentage than we have funded in the past even though the dollar amount is the same. When the budget increases, and the sponsor doesn’t provide more money, the percentage decreases while the actual dollar amount remains the same. Mrs. Tytler asked about the status of the reserve fund and how the college was doing in that regard. Dr. Haynes responded that it is fairly low due to the fact that in the past, the college was asked to use that fund balance to offset sponsor contributions. It is not where he would like it to be; he feels the fund balance should be closer to the $1 million range. Mrs. Tytler feels as the County sorts out its financial issues, we should move back to providing the 1/3 of the funding, which was the original intent. Mr. Ross said that at the budget meeting, it was discussed that in order to increase the sponsor share, both sponsors would have to agree to increase the funding and at this point, Tompkins County cannot increase its share. Dr. Haynes expressed his appreciation that the committee would like to be able to do more for the college. All members voting in favor; none opposed; motion adopted.

2. Approval of Water Agreement Between County of Tompkins, County of Cortland, Tompkins Cortland Community College, Tompkins Cortland Community College Foundations, Inc. and Village of Dryden. Mrs. Tytler moved adoption; Mrs. Breed seconded. Mrs. Tytler is concerned about why we are looking at something that expired in November 2003. Dr. Haynes responded it was because attorneys were changed in the Village. He feels this shouldn’t even have to come before the Legislature but should be handled by him in the daily operation of the college. The title needs to be changed to remove the "s" in Foundation(s). Dr. Haynes responded this has been moving forward as it has in the past. All members voting in favor; none opposed; motion adopted.

3. Amend Budget/Transfer Funds, County Agencies – Mrs. Brown moved adoption; seconded by Mrs. Tytler. All members voting in favor; none opposed; motion adopted.

4. Amend Budget/Transfer Funds, County Treasurer (Payroll) (Budget: Expense – P 15 & P 26 account #’s in resolution) – Dr. DiGiovanni moved adoption; seconded by Mr. Willcox. All members voting in favor; none opposed; motion adopted.

5. Amend Budget/Transfer Funds, Purchase of Property – Dr. DiGiovanni moved adoption; seconded by Mrs. Brown; all members voting in favor; none opposed; motion adopted.

6. Amend Budget/Transfer Funds, Health Insurance – Dr. DiGiovanni moved adoption; seconded by Mrs. Brown. Several typos were pointed out that need to be corrected. All members voting in favor; none opposed; motion adopted.

7. Designate Tourism Promotion Agency, Finger Lakes Tourism, Inc – Dr. DiGiovanni moved adoption; seconded by Mr. Ross. Mr. Steve indicated that he feels that next year we should think about doing this ourselves. The question was asked why we were doing this. Mr. Schrader explained that we must do this annually. Mr. Steve feels the committee should have the agency in to a committee meeting to give an overview of their services. All members voting in favor; none opposed; motion adopted.

8. Authorize Agreement, Cortland County Convention and Visitors Bureau/Innkeepers – Dr. DiGiovanni moved adoption; seconded by Mrs. Brown. Mr. Steve explained that we were doing this quarterly, but now this closes the funding up through the end of the year, since a decision has been made as to how the agency will operate. The County Auditor will be performing an audit of the books. All members voting in favor; none opposed; motion adopted.

CONSENT AGENDA:

Dr. DiGiovanni moved adoption of the consent agenda; seconded by Mrs. Breed; all members voting in favor in the consent agenda.

9. Authorize Grant Application, Planning Department (Cortland County Snowmobile Trail Development and Maintenance)

10. Authorize Agreement/Accept Funds-Health Department/Environmental Health (Drinking Water Program) (Budget – Revenue- P 79 – A40124 4 3734)

11. Amend 2004 Budget/ Transfers Funds- Health Department/Administration (Bioterrorism Grant) (Budget – P 73 & 74 account #’s on resolution)

12. Amend 2004 Budget/ Transfer Funds- Health Department/Administration (Breast Health Partnership) (Budget – P 74 account #’s on resolution)

13. Amend 2004 Budget/ Transfer Funds- Health Department/ Administration (Cancer Screening) (Budget – P 73 & 74 account #’s on resolution)

14. Amend 2004 Budget/ Transfer Funds- Health Department/ Administration (Eat Well Play Hard) (Budget – P 73 & 74 account #’s on resolution)

15. Amend 2004 Budget/ Transfer Funds- Health Department/ Administration (Rabies Program) (Budget – P 79 & 80 account #’s on resolution)

16. Amend 2004 Budget/ Transfer Funds- Health Department/ Administration (Drinking Water Grant) (Budget – P 79 & 80 account #’s on resolution)

17. Amend 2004 Budget/ Transfer Funds- Health Department/ Administration (Healthy Heart Grant) (Budget – P 73 & 74 account #’s on resolution)

18. Amend 2004 Budget/ Transfer Funds- Health Department/ Administration (Tobacco Grant) (Budget – P 73 & 74 account #’s on resolution)

19. Amend 2004 Budget/Transfer Funds- Health Department/ Administration (Patient Expense, Transportation, Revenues) (Budget – P 101 & 102 account #’s on resolution)

20. Authorize Agreements, Mental Health Department (Prevention Services for Youth-CAPCO) (Budget – Expense P 125 A43155 54055)

21. Abolish/Create, Mental Health Department, Staff Social Worker, Staff/Certified Social Worker (Budget – Expense P 116 & 117 A43105 51005)

22. Increase Hours (Temporary), Mental Health Department (Coordinated Children Services Initiative) (Budget – Expense P121 - A 43125 51010)

23. Authorize Agreement, Highway Department (New York State/Page Green Road, PIN 375350) (Capital Budget)

24. Authorize Contract, Highway Department/ Town of Cincinnatus (Snow and Ice-County Roads) (Budget – Expense – P 309 D 51105 54083)

25. Authorize Contract, Highway Department/ Town of Homer (Snow and Ice- County Roads) (Budget – Expense – P 309 D 51105 54083)

26. Authorize Contract, Highway Department/ Town of Taylor (Snow and Ice- County Roads) (Budget – Expense – P 309 D 51105 54083)

27. Award Construction Contract, Highway Department (McGraw- Marathon Bridge) (Capital Budget) – Mrs. Brown moved adoption; seconded by Dr. DiGiovanni. Mr. Steve indicated that the bids will be received on July 27, 2004, which is why Session was changed to July 29, 2004, so we can move forward on this project. Mr. Steve indicated that there are problems in the concrete pre-cast industry, so we may wait until Spring to do the project so the bridge is not out all winter. The bids specs have been adjusted so the pricing will hold over until next year. There are no safety issues in delaying the project; there will be safety issues if we proceed. All members voting in favor; none opposed; motion adopted.

28. Approve Construction Contract, Highway Department (McGraw- Marathon Bridge over Smith Brook) (Capital Budget)

29. Award Contract, Highway Department/ Recycling (Recycling Building) (Capital Budget) – Mr. Ross moved adoption; seconded by Mrs. Brown. The bids will be opened July 21 or 22. Recycling needs to be spelled correctly. All members voting in favor; none opposed; motion adopted.

30. Award Contract, Highway Department/ Recycling (Recycling Equipment) (Capital Budget) – Mrs. Brown moved adoption; seconded by Mrs. Breed. Spelling errors need to be corrected. All members voting in favor; none opposed; motion adopted.

31. Transfer Property to Cortland IDA/BDC, Highway Department/Recycling

32. Authorize Agreement/ Engineering, Highway Department/ Airport (Update Airport Master Plan) (Capital Budget)

33. Authorize Contract, Highway Department/Airport (Fuel System) (Budget – Expense – P 138 – A 56105 54078)

34. Accept Bid, Authorize Agreement, Highway Department/ Airport (_______________________-Five-Year Lease of Hanger "MH-1") (Budget – Expense – P 138 – A 56104 47110) – Mrs. Brown moved adoption; seconded by Mrs. Tytler. We are awaiting receipt of the bids. Mr. Allen explained that this hangar is about 18 months over due for being bid. The hold up has been the "right of first refusal" clause in the current lease. There has been legal clarification that a "right of first refusal" clause is not appropriate in governmental actions, so the hangar space is now being bid. All members voting in favor; none opposed; motion adopted.

35. Rescind Resolution 219-02 (Authorize Additional Charge/Fees for Recyclable Materials/Solid Waste Department) – Mrs. Tytler moved adoption; seconded by Mrs. Brown. Mrs. Tytler would like clarification on the triple charge and why we are doing it. Mr. Allen explained that this was originally to discourage haulers from mixing the loads that are being disposed of in the landfill to extend the life of the landfill. We are now working with haulers to educate them and get them to utilize the new Recycling Center when it is built, so to ease the burden on the haulers, we want to eliminate triple charging on the haulers. Mr. Steve indicated that this is a good faith effort to get the haulers to work with us and for us to work with them, as opposed to instituting flow control, which is a contentious issue to many. All members voting in favor; none opposed; motion adopted.

36. Authorize Agreement, Department of Social Services (Division of Criminal Justice) (Budget – 2005)

37. Renew Agreement, Sheriff’s Department/ Jail (AT&T) (Off Budget)

38. Authorize Use & Dissemination Agreement, Alternatives to Incarceration (NYS Division of Justice Services)

39. Amend Budget/ Accept Grant, Sheriff’s Department/911 (Wireless Expedited Deployment Grant) (Budget – Expense - P 49 & 54 account #’s in resolution Revenues – P 54 account # in resolution)

40. Clarify Standard Work Day For Elected and Appointed Officials For Retirement System Purposes

41. Authorize Agreement, Data Processing (Folder/ Sealer Machine)

Mr. Behrenfeld indicated that the last Budget and Finance Committee discussed the situation in the Treasurer’s Office. The committee requested an action plan from the Treasurer’s Office by today. That plan has been received and he thanked the Treasurer’s Office for the report. Mr. Behrenfeld indicated that the members received an e-mail report. He has a hard copy report, which varies slightly from the e-mailed version. Mr. Steve indicated that the documents that were e-mailed and which were delivered in hard copy are not the same. The Treasurer indicated that the documents are the same. Mr. Behrenfeld pointed out some of the differences in the documents. The Treasurer indicated he inadvertently e-mailed the wrong document. Mr. Steve asked what the real document was, since neither document was signed. The Treasurer indicated the hard copy document is the final document; he will sign a document and get signed copies to the committee. Mr. Behrenfeld feels that the committee should have time to absorb the document, then the committee should get together with questions and to discuss if the report meets the criteria the committee set.

Mr. Behrenfeld read a statement outlining what he feels is the situation in the Treasurer’s Office, clarifying that judgments have not been made and there is no scapegoat being sought. There is no attempt to railroad anyone. This committee is working to ensure there is no harm being done to the County at this time.

Mr. Behrenfeld indicated that he would like to address the Corrective Action Plan presented by the Treasurer at the next Budget and Finance Committee Meeting.

Dr. DiGiovanni asked for clarification regarding the annual audit that Mr. McNeilly does. He is not clear as to what the process is for the submission and receipt of Mr. McNeilly’s report and findings. What is the committee’s duty in that regard. Mr. Steve clarified that any audit findings by any outside auditor will be submitted directly to the Budget and Finance Committee.

Mrs. Breed indicated that some reports that the committee has been looking for over a period of time, such as the normal monthly financial report, would alert the committee to problems and then we could ask for the details that are needed. Most of the reports are standard across industries, whether you are looking at private industry, colleges, government, etc. She suggested that Mr. Ferris could consult neighboring counties to look at formats if he does not have a format that will provide the committee with the information they have requested. It’s upon the Treasurer’s shoulders to come up with the statements for the committee, as opposed to the Treasurer asking the committee what format they want. The committee should not have to set the format.

Mr. Behrenfeld feels that the Treasurer should be able to provide to the committee GASB compliant reports.

Mrs. Breed feels the committee should be looking at exception postings – those postings that have not been done – and why they have not been done, so the problem can be corrected. She also feels that the committee should be looking at an abbreviated bank reconciliation, with a statement of when they were balanced to the MUNIS system. She would like to receive this information on a monthly basis, as well.

Mr. Steve indicated that it is a sorry state that it is now July and the Legislature has no firm idea what the balance in the contingency is. Mrs. Brown indicated that she has asked time and again for this information and has been unable to get the information. Mr. Steve indicated that we need to put the onus where it needs to be so that he, other Legislators, and staff members don’t need to be investing time in doing a job that is not their primary responsibility.

Mrs. Brown indicated that MUNIS seems to be the issue that is always brought up by the Treasurer’s Office as the problem. Other counties use MUNIS, have we contacted them to see how they do it. How are other counties doing their work if they have MUNIS?

Mr. Behrenfeld indicated that he feels this needs to be corralled. We have received a document from an outside agency and a management letter from auditors. We need to look at all these documents and then we need to get to a point where we say the problems are still occurring and then get to the point that we say the problem still exists what are we doing to do? We must be patient.

Mr. Willcox indicated that he feels that we are asking for information in an apologetic manner, and this should not be the case. We have a right to the information.

Mr. Steve wants the Treasurer’s Office to contact other counties, get their reporting information, and submit it to the Budget and Finance Committee. The Legislature should not have to be making those contacts. Mr. Steve indicated that this committee has the responsibility of implementing the corrective action plan to ensure that this committee is providing appropriate oversight of the Treasurer’s Office. We need to be able to document to the Comptroller’s Office that oversight is being done.

Mr. Behrenfeld feels the committee should have a special meeting to request the specific things from the Treasurer’s Office in addition to what has already been requested. He wants the committee to build on the three bullet points he has requested of the Treasurer’s Office.

Mrs. Breed stated that every month the committee has asked for a year to date budget standing and every month we have not received the information that is requested. There is no reason that we should not have a document at today’s meeting showing us where we are to date.

Mr. Behrenfeld does not recall this committee specifically asking the Treasurer for information. There has been general discussion but not a directive to the Treasurer. Mr. Steve responded that a specific request should not have to be made; it is the Treasurer’s job responsibility.

Mr. Ross indicated that this committee needs to sit down and formalize a report form they way. The consensus of the committee is that it is not the committee’s responsibility to develop the format. Dr. DiGiovanni referred the committee to the minutes of the June 10th meeting regarding the format of the report.

Mrs. Brown indicated that discussions such as these have gone on at the meetings over the past two years. Requests for information have been made and today we are at the same point.

Dr. DiGiovanni read the following statements from the June 10th minutes: "Mrs. Breed asked if Mr. Ferris had checked with other counties as to what they are presenting to their Legislature on a monthly basis. Mr. Ferris indicated that he had." Dr. DiGiovanni and Mrs. Breed moved that Mr. Ferris have a report to the Budget and Finance Committee by next Thursday of the financial statement for the County’s position as of June 30, 2004, by department with revenues, expenses, and budget standing year to date indicating differences. Seconded by Mr. Willcox. Mrs. Breed indicated that she wants a one-page report; detail is not required. All members voting in favor, none opposed; motion adopted.

The next meeting will be July 22, 2004, at 7:00 a.m.

The meeting adjourned at 9:11 a.m.

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