Personnel Committee

March 10, 2004

8:00 a.m.

DRAFT Minutes

Members: Kay Breed, 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; Scott Schrader, County Administrator; Larry Cornell

Absent: Scott Elston

Mrs. Breed called the meeting to order at 8:06 a.m..

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

RESOLUTIONS:

  1. Authorize Increase, County Clerk’s Office, Application for Pistol Permits. Mr. Wern moved adoption; seconded by Mrs. Brown. Mrs. Larkin explained that this makes us consistent with other County Clerks in New York State and this amount is allowable under law. Mrs. Larkin said that some counties charge an additional administrative fee; she doesn’t know if that is legal or not. Mrs. Larkin did indicate that we have a new camera, so we can now take the photos for the pistol permits, which will bring in additional revenue. All members voting in favor; none opposed; motion adopted.

 

DISCUSSIONS:

     

  1. Discussion of changing hours of the County Clerk’s Office. Mrs. Breed inquired why she wanted to change the hours. Mrs. Larkin indicated because DMV is open from 8:30 a.m. to 4:30 p.m., it would make her entire operation consistent. The Courts have no problem with changing the hours. Mrs. Larkin indicated that between 4:30 and 5:00 it is very slow. Mrs. Breed asked Mr. Schrader why it was removed from the agenda. Mr. Schrader said it was two-fold: there was a question about legality, which has been resolved; there is also a question of standardized work hours throughout the County. This was held up pending that discussion. Mrs. Breed asked how long it would be before it was addressed. Mrs. Schrader indicated that there is a survey by Buildings and Grounds, which includes work hours, and he anticipates that information being available in about two weeks.

    2.  

  2. Vacancy Report, Personnel-Civil Service Office. Mrs. Barber distributed the March vacancy report. Mrs. Barber indicated that this reflects the activity as of March 1 and Mr. Schrader can address what he has approved since then. She also updated the committee about some positions that have been filled or are in the process of being filled. Mrs. Breed asked about time lags that were reflected in the February report – the lag being between the time the request to fill was submitted and the time the positions are approved to be filled or filled. Mr. Schrader explained that some of them are because the positions have to be evaluated, some positions require further information from department heads, etc. In many occasions, he evaluates the duties and responsibilities of the positions before he will give approval to fill. Mrs. Breed asked if the departments of a whole are being evaluated – or how the evaluation is being done. She indicated that the committee would like to see more information on how the positions/departments are being evaluated and the levels of need for positions; and how the decision to fill/not fill a position are done. Mr. Schrader indicated that the departments must complete a "report" when they request a position being filled. Many times this report reflects caseload information. Mrs. Breed asked Mrs. Brown how she feels about needing more information. Mrs. Brown said that she feels there should be more information. Mrs. Breed said the committee chairs should at least be receiving the report the department completes. Mrs. Brown and Mrs. Breed feels there should be the opportunity to at least discuss each position. Mr. Wern said he agrees and disagrees. His disagreement is that this is how departments have, in the past, lobbied with legislators to get positions back. Mr. Wern does feel the Legislators should be informed. Mrs. Breed said that the Legislators should be aware of the impact; she is being asked questions and she feels that at least the chairman of the committee should be informed so he/she knows what is going on. Mrs. Breed clarified that this is not to supercede what the Administrator is doing, but is for informational purposes, so the Legislators know what is going on. Mrs. Breed is asking for information beforehand and not to keep the Legislators in the dark.

    3.  

  3. Discussion of Rule Changes. Mrs. Breed distributed the approved position description for the County Administrator. Mrs. Breed clarified that the committee members have received the "work in progress" job description for the County Administrator as well as a double-spaced version of the Rules. She clarified that the County Administrator’s position description needs to be amended to provide for consistency. Nothing major has been removed, but the information has been incorporated from the job description and the local laws. Mrs. Breed discussed the changes that have been discussed to date. Mrs. Breed ask the committee if anyone had any thoughts on where they would like to go on these. She asked the members to give us input. Committee jurisdictions is one area we need to look at. Mrs. Breed asked for comments to be e-mailed to Ann Homer before the subcommittee meets on March 23rd. Mr. Wern is concerned about the "lag" between December 31 and January 8. This is addressed in Public Officers’ Law. Mr. Wern has some suggestions about the authority of the chair – particularly in relation to introducing resolutions—he is concerned that the body could get stuck on the Chairman’s agenda and not on the members’ agenda.

The meeting adjourned at 9:05 a.m.

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