Personnel Committee

April 7, 2004

8:00 a.m.

DRAFT Minutes

Members: Kay Breed, Chair; Scott Elston, Deputy Chair; Carol Tytler; Michael McKee; Marilyn Brown; Dave Wern; Tamara Wyant; Scott Steve, Chairman of the Legislature

Others present: Ann Homer, Secretary to the Legislature/County Attorney; Betsy Larkin, County Clerk; Annette Barber, Deputy Personnel Officer; Cathy Barber, County Historian; John Bardsley, County Attorney; Scott Schrader, County Administrator; Larry Cornell

Mrs. Breed called the meeting to order at 8:02 a.m..

Approval of Minutes – moved by Mrs. Brown, seconded by Mr. McKee; all members in favor, none opposed; minutes approved.

Discussion

Mr. John Bardsley, County Attorney, explained the purpose of resolution number 5 below. This came about due to the work we are currently doing on the South Main Street/Page Green Road project. The reason for this resolution is to expedite the process of acquisition of land for road improvement projects. Mr. Bardsley is proposing this after consultation with the New York State Department of Transportation.

Mrs. Breed explained that Mr. Bardsley is here to help us with the County Administrator’s job description and the local law creating the job. These items need to match and we need Mr. Bardsley’s counsel on how to update the local law. Mr. Bardsley stated that his general sense is that if the changes are already generally stated in the local law, then you don’t need a resolution to make the changes. Mrs. Breed explained that one of the items is that the auditor’s responsibilities are in the local law and it needs to come out. Mrs. Breed asked if we need to amend the local law. Mr. Bardsley said that yes, the local law needs to be amended to remove the auditor function if the Legislature wants it removed. Mr. Schrader indicated that the duties in the local law are really not the "Auditor position" per se. Mr. Schrader does not believe that it needs to be changed. Mrs. Breed indicated that there is where the confusion comes about because the responsibility in the local law has been interpreted to mean the County Auditor. Mr. Schrader feels that letter "D" in Local Law 7 of 2002 really needs to be cleaned up because that is misleading. Mr. Schrader feels that if he "pre-audits" a claim, his concerns should be addressed to the County Auditor and not to the Finance and Administration Committee. Mr. Bardsley said that he senses the committee is wanting "informal auditing" functions as opposed to the actual County Auditor position. Mr. Bardsley clarified that the clearest way to do this is to rescind the old local law and adopt a new local law. He feels this is the best way to do it so there is no question in the future. Mrs. Barber asked if it would be best to do the job description at the same time. Process the local law and then adopt the new job description.

Resolutions:

1. Authorize Agreement, Data Processing - Systems East – Mrs. Brown moved adoption; seconded by Mr. Elston. Mrs. Breed indicated she had received a call the other evening regarding the software we use to process the fax collecting. The caller indicated that what is being proposed won’t work for everyone. Is there something being changed and is this the software used to do this? Mr. Steve explained that this is not that feature, because Mr. Cinquanti burns a CD. Mr. Schrader indicated this software is different. Mr. Schrader indicated this has to do with the tax map system. Mrs. Tytler asked why we are getting things that expired months ago. Will we continue to process things this way? It was explained that we are trying to streamline the system so this won’t happen this way. Mr. Schrader explained that we are working with the County Attorney’s office to develop a tickler file, to develop staggered contract periods, and to develop five "template" contracts. All members voting in favor; none opposed; motion adopted.

2. Authorize Purchase and Placement of Four Drop Boxes, County Clerk’s Office - Department of Motor Vehicles – Mrs. Brown moved adoption; Mr. Wern seconded. Mrs. Breed indicated that she has several questions: 1) Who designed the boxes and did we get other prices? Mrs. Larkin indicated that she checked on the internet because local hardware stores were not interested in doing this. Mrs. Larkin found information in the previous Clerk’s files lead her to Mr. Marsh. His price was over $100 cheaper than could be procured on the internet. The internet price does not include lettering or the post. 2) Mrs. Breed asked about placement of the boxes – are they going to be out in the weather – is there liability – and how do we protect contents from the weather. Mrs. Larkin passed around a picture of what they will look like; they have a small slot on the front. Mrs. Breed asked where on the grounds they would be placed. Mrs. Larkin responded that across from the Sheriff’s Department; next to the COB parking lot; and on the two Skillet Restaurant grounds. Mr. Steve asked if it wouldn’t be better to put one where people could drive up. Mrs. Larkin remarked that that position would be too close to the road. Mr. Steve is concerned about the Skillet locations. Mrs. Larkin said she just wanted boxes on both ends of town. Mr. Steve believes this is a great idea, he is just concerned about the locations and feels we should look at locations. It was suggested we look at municipalities (e.g. Cortlandville Town Clerk) for placement. Mrs. Breed is concerned about who is going to service this. Mrs. Larkin remarked that Kathy Eggleston would be picking up from one end of town and Mrs. Larkin would pick it up from the other end of town. Mrs. Tytler asked if it would be better to phase them in, perhaps with two boxes and then more if this is successful. Mrs. Larkin said she had several suggestions, but this is a quick fix to a backlog problem in the DMV. Mrs. Tytler feels it should be a drive up. Mrs. Larkin said this causes a placement problem. Mr. Steve feels we need to look at secure locations such as the Sheriff’s Department. Mr. Wern indicated that this is not the first time this has been discussed. He feels that approval was previously given to have the boxes made and the locations were left up to the past County Clerk. Mrs. Larkin indicated that the files indicate that Mrs. Riehlman had a problem securing locations. Mr. Wern said why couldn’t we put it in every Town Hall in the County and let the Towns be responsible for it. Mrs. Larkin indicated that as Commissioner of Motor Vehicles, she doesn’t believe anyone but staff of her office would be allowed to pick it up. Mr. Steve indicated you could do Homer and Cortlandville Town Hall and perhaps the Highway Garage in Polkville. Mrs. Tytler indicated she feels that there should be some notation that paperwork won’t be processed until the next business day. Mr. Elston doesn’t believe the box is substantial enough due to the drawing; he feels it should be more like a postal box. Mrs. Larkin indicated that would cost $1,500 per box. Mr. Elston said he doesn't see that as a problem. Mrs. Breed indicated she feels that is a problem. Mr. Elston said the proposed design would open us to more liability; he is concerned about cash in the box and it getting stolen. Mr. Elston is concerned about the postage to be used to send materials back. Mrs. Larkin indicated that the cost would be 37 cents as opposed to the 12.7% we get back. Mr. Steve said they have to have an option for either a pole mount or a wall mount. Mr. Elston moved to strike the second resolved clause in its entirety and to strike "placed on metal pole" in the first resolved clause; seconded by Mrs. Tytler; all members voting in favor; none opposed; amendment adopted. All members voting in favor of the amended resolution; none opposed; amended motion adopted.

3. Amend Flexible Spending Plan, Personnel/ Civil Service Department – Mrs. Brown moved adoption; seconded by Mr. Elston. Mrs. Barber explained that this plan has been in place since 1999. This amendment is brought about by changes to the plan which we are required to have. All members voting in favor; none opposed; motion adopted.

4. Support the Elimination of the Sunset Provisions/ Establish Permanently the Local Government Records Management Improvement Fund (LGRMIF) and the Cultural Education Fund (CEF) – Mrs. Larkin indicated we have received 15 grants during the life of this program. Mrs. Larkin further explained the purpose of this resolution. Mr. Elston moved adoption; Mr. McKee seconded; all members voting in favor; none opposed; motion adopted. (Note – put quotation marks around "Eliminate….’ And CEF"

5. Establish Policy, Resolution of Encumbrances on Real Property (County Attorney) – Mrs. Tytler moved adoption; seconded by Mrs. Brown; all members voting in favor; none opposed; motion adopted.

1. Annual Report – Cathy Barber, Cortland County Historian – Mrs. Barber presented her 2003 Annual Report. Mrs. Barber explained her function for the County – doing research, helping teachers and students, and oversees the County Records Management program. Mrs. Barber also does the civil microfilming project for the County to eliminate paper records. Mrs. Barber does weekly newspaper columns in The Cortland Standard and The Sunday Democrat. Mrs. Barber also writes web site content. Mrs. Barber invited the members to visit the Records Center any day from 9:00 a.m. to 12:00 noon. She gave an overview of the Records Center.

2. Vacancy Report – Personnel-Civil Service – Mrs. Breed explained to Mr. Schrader that this committee would like him to do more flushing out of the report after Mrs. Barber prepares her report. They would like the details of why the position is still vacant; why did it take a particular period to fill a vacancy, etc. Mrs. Breed asked Mr. Schrader questions on specific positions and why they are still vacant. Mrs. Brown asked why a position in Aging is vacant with approval to fill, yet the department head cannot fill the position until May. Mr. Schrader explained that it is because the incumbent has a bank of vacation time and someone cannot be put in that position until that dollar amount is exhausted. Mrs. Brown asked how a department is supposed to function during that period of vacancy. Mr. Schrader feels that for a short period, it is acceptable for a position to remain vacant so that some cross-training can take place within the department. A column labeled "status" will be added to the report. Mrs. Tytler inquired how we are covering the responsibilities of the Early Intervention Psychologist are being met since the position has been vacant since 2001. The response was that we are contracting out for the services. Mrs. Tytler expressed her on-going concern of cost. We are contracting out for the position as opposed to an employee and what is our bottom dollar cost for this service. Mrs. Breed explained that is why we are requesting the report be expanded.

3. Update on Expenses – Personnel- Civil Service – Mrs. Barber explained and reviewed the quarterly expenses for the Personnel/Civil Service Office. It is not yet in the format of the Kurt Behrenfeld primer format yet. Mrs. Barber also explained the Unemployment quarterly report. Mr. Steve would like the one related to the District Attorney’s office challenged at this point in time.

4. Request for Motor Vehicle Examiner, County Clerk’s Office - Department of Motor Vehicles – Mrs. Breed said that she knew that Mrs. Larkin has a resolution on this; however, she does not believe there is enough information to evaluate this at this time. Mrs. Breed asked Mrs. Larkin to give some background and Mr. Schrader needs to address some issues/research some issues as well. Mrs. Larkin said most of the information is covered in the one page synopsis. She is requesting an additional employee in the DMV. Over the years the staff has been reduced from 7 to 10. The amount of revenue generated by DMV is phenomenal – close to $800,000 annually. The overhead for running the department is next to nothing as everything is supplied by the State; we pay only for staff salaries and lighting. To advertise to entice people to come here, she cannot do it and ask them to spend an hour or more. Mrs. Larkin has rearranged staffing schedules so there are only two people out at one time; it is a very stressful job. Visitors have to be removed because they become irate. Her staff is dedicated but they are overwhelmed. The position is about $23,000 plus benefits. Mr. Wern spoke in support of Mrs. Larkin’s request. The complaints he is receiving about waiting in the DMV are at an all time high. Mr. Wern has visited the DMV himself to see what the lines are. We need to make the service faster for the people. He believes the position will pay for itself. Mrs. Breed asked where the money will come from. Mrs. Brown said when you go to the grocery store, you must wait in line. Mr. Wern has seen the irate people himself; the employees put up with a lot of verbal abuse. Mrs. Wyant asked if there is a possibility of a part time position. Mrs. Larkin said with the amount of knowledge an examiner has to have, a part-time position is not viable. Mr. Elston said there are people who are well educated and well trained who only want to work part-time. You could put these people in for the peak hours to alleviate the long lines. Mrs. Breed said we need to look at how the drop boxes will work and then perhaps we can look at a part-time position for the peak hours. Mrs. Barber explained that it would still be a competitive position. Mrs. Breed said that Mr. Schrader will do more investigation in to the positions and will look at the possibility of a part-time position. Mrs. Breed asked Mrs. Larkin to bring it back as a part-time position; Mr. Schrader will contact Mrs. Larkin about this. Mrs. Larkin will place a drop box/basket/etc. inside DMV for those items that individuals can just leave to have mailed back. Mrs. Brown would like to see a sample of verbiage that will be in DMV for drop off of materials, etc. Mr. Wern said that we need good publicity that there will be drop boxes, etc.

Mr. Wern brought up the issue about the amount the retirees are paying for health insurance. He would like to see an improved benefits for retirees.

Meeting adjourned at 9:36 a.m.

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