Personnel Committee
August 11, 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;
Others present: Ann Homer, Secretary to the Legislature/County Attorney; Elizabeth Larkin, County Clerk; Rob Corpora, Director of Data Processing
Mrs. Breed called the meeting to order at 9:00 a.m.
Mrs. Brown moved to ratify the actions taken at the special meeting on July 27, 2004, special meeting due to lack of quorum. Seconded by Mrs. Wyant. All members voting in favor; none opposed; motion adopted and the actions of the July 27, 2004, meeting were ratified.
Approval of Minutes of July 14, 2004. Moved by Ms. Wyant, seconded by Mrs. Brown. All members voting in favor; none opposed; minutes approved.
Approval of Minutes of July 27, 2004. Moved by Mrs. Brown; seconded by Mrs. Tytler; Mrs. Brown moved to amend by striking "to constitute a quorum"; seconded by Ms. Wyant. All members present voting in favor of the amendment; none opposed; amendment adopted. All members voting in favor of approval of amended minutes; none opposed; minutes as amended approved.
RESOLUTIONS
Mr. Corpora explained what the software upgrade entails and how it will benefit the County. It is a new software for the switch; there will be caller ID on incoming calls as well as sending the extension number to the 911 dispatch center; the caller ID will help us identify calls, so in the event we have threats (as we have in the past) we will be able to identify where they are calling from. If we wait on this, it will cost us $24,000 more to complete this upgrade and conversion.
2. Authorizing Home Rule Request, Personnel Committee of the Cortland County Legislature – Moved by Mrs. Tytler; seconded by Mrs. Brown. Mrs. Breed explained that this is to correct some errors that have occurred in the past – since October 2001. This is an error in enrollment and should have been corrected long ago, but it has not been corrected and we are trying to resolve the issue and have it correct going forward. Mr. Schrader indicated that the Sheriff’s Department was doing orientation and not Personnel. Two officers were not afforded the opportunity to participate in NYSERS, or if they were afforded the opportunity and declined it, we do not have a waiver from them. In order to allow them to participate, we have to ask the State for a special enrollment period to allow the two to enroll in the program. Mrs. Tytler asked if we expect the State to say "yes." Mr. Schrader indicated that there is a $23,000 cost to us to allow this to happen as we have not been contributing to the Retirement System on behalf of the employees. Mrs. Tytler asked where the money would come from. Mr. Schrader indicated that it would come out of the retirement funds. All members voting in favor; none opposed; motion adopted.
DISCUSSIONS/PRESENTATIONS:
1. Update on Computer Bond – Mr. Corpora indicated that the computer bond money was received in 2003. We have been purchasing equipment in accordance with the $350,000 bond. We have purchased 120 computers; 5 servers; the entire County Clerk system; the Public Safety Building’s new phone system; as well as some other smaller items. There is about $68,000 left, of which we have about 30 more computers to buy; we are looking to increase band width to the Highway Department; with the power unit we are in need of a UPS for Data Processing, which is about $10,000. Mrs. Tytler asked if we have what we need to run in to the Cleary Building. Mr. Corpora indicated that the lines being run will be paid for out of the bond to purchase the building. Mrs. Tytler asked when the bond gets paid off. Mr. Schrader indicated that it was blended in with other issues. Generally speaking, computer purchase bonds are a five-year issue. Mr. Corpora indicated that when the bond is paid off, the computers will again be outdated. There was discussion that we should be placing $50,000 per year in the Data Processing budget to replace computers. Mrs. Brown indicated that if we know what the fund balance is, we should be able to budget the $50,000 in the Data Processing budget.
2. Mrs. Brown asked Mr. Corpora if he has had any requests from the Treasurer’s Office for assistance with the MUNIS System. Mr. Corpora indicated he has been asked to generate special reports that are not available in the MUNIS System. Mrs. Brown asked when the requests had been made. Mr. Corpora responded that as far as he recalls, all of the requests have been made in year 2004. Mr. Corpora has been asked to produce specialized reports that are not available through MUNIS. The Treasurer indicated that he needed to find out what the Committee wants. Mr. Corpora has offered the Treasurer assistance with reports, but that the Treasurer indicated that he doesn’t know what the Committee wants so he could not give Mr. Ferris direction on developing a report. Mrs. Breed asked Mr. Corpora if users understood the MUNIS system but needed help with the accounting functionality. Mr. Corpora indicated that he felt that was a fair statement.
3. Mrs. Larkin reported that the Legislature adopted a resolution encouraging ending the sunset clause on SARA. The State has adopted it; this is not sitting on the Governor’s Office for approval.
4. Mrs. Breed indicated that Mrs. Larkin would like to do a tour of the Clerk’s Office. Mrs. Breed would like to schedule this for a time that is not in conjunction with the Committee and open the tour up to all Legislators. She will schedule this for September. Mr. Wern asked that the tour be in conjunction with a committee meeting.
5. Mrs. Larkin reported that the DMV drop boxes have not been installed because Buildings and Grounds has been too busy to install them. Mr. Schrader will talk to Brian about them.
The meeting adjourned at 9:32 a.m.