Personnel Committee

September 8, 2004 at 8:00 am

Room 304, County Office Building

DRAFT MINUTES

 

Committee Present: Kay Breed, Chairperson; Scott Elston, Vice Chairperson; David Wern, Marilyn Brown, Carol Tytler, Mike McKee, Tamara Wyant

Others Present: Scott Steve, Legislative Chairman; Scott Schrader, County Administrator; Annette Barber, Deputy Personnel Director; Angie Wyatt, Secretary to Scott Schrader

The meeting was called to order at 8:03a.m. by Chairperson, Kay Breed

MOTION BY MARILYN BROWN – 2ND BY MIKE MCKEE – TO APPROVE MINUTES OF AUGUST 11, 2004 MEETING – ALL VOTED IN FAVOR - PASSED

RESOLUTIONS

     

  1. Authorize Extension of Agreements with Nationwide Retirement Solutions, Nationwide Financial Services, Inc., and Nationwide Trust Company for Continuation of Cortland County Deferred Compensation Plan – MOTION BY MARILYN BROWN – 2ND BY DAVE WERN – ALL VOTED IN FAVOR – PASSED

Justification: Nationwide Retirement Solutions with Nationwide Financial Services serves as financial organization and Nationwide Trust Company serves as trustee for the County’s Deferred Compensation Plan. These companies act as TPA’s (Third Party Administrators). It does not cost the County anything because fees that are assessed pay for the plan.

     

  1. Adopt Cortland County Policy and Procedures – Administration and Settlement of Claims – MOTION BY SCOTT ELSTON – 2ND BY MIKE MCKEE – ALL VOTED IN FAVOR – PASSED

    2. Justification: A policy is needed for procedures in receiving, responding to and settling claims filed against the County in civil matters. Marilyn Brown is not comfortable with the amount that the County Attorney, Chairman of the Legislature and County Administrator would have the authority to settle claims. Scott Schrader explained that the Self-Insurance Retention is $25,000.00 and the speed of settlement reduces the amounts expended. Since these claims are of a confidential nature due to possible litigation, having a resolution going to the floor would not be appropriate. After brief further discussion, MOTION BY SCOTT ELSTON – 2ND BY MARILYN BROWN THAT THE AMOUNT BE REDUCED TO $10,000.00 IN SECTION 3.1 OF THE POLICY AND PROCEDURES FOR THE ADMINISTRATION AND SETTLEMENT OF CLAIMS – ALL VOTED IN FAVOR – PASSED (A copy of the Policy is available from Angie Wyatt or Carletta Edwards in the County Administrative Offices)

     

  2. Authorizing Contracts for Property and Casualty Insurance/ Amend Budget – MOTION BY MARILYN BROWN – 2ND BY DAVE WERN – ALL VOTED IN FAVOR – PASSED

    3. Justification: The County used McNeil & Company has their broker to obtain RFP’s for Property and Casualty Insurance. Kay Breed pointed out that the actual lowest bidder withdrew their bid after checking the county’s bond rating and the NYS Comptroller’s report they reviewed regarding the negative issues in the Treasurer’s Office. The Argonaut Insurance Company ended up being the lowest bidder with a $360,000 quote with a SIR (Self-Insurance Retention) of $500,000. The County also needs excess liability insurance which would cost an additional $60,000. MOTION BY MARILYN BROWN – 2ND BY MIKE MCKEE TO AMEND THE MAIN MOTION TO INCLUDE THE ADDITIONAL $60,000 FOR EXCESS LIABILITY INSURANCE – ALL VOTED IN FAVOR - PASSED

     

  3. Introduce Local Law # 3 of the Year 2004: A Local Law Adopting a Defense and Indemnification and Official Undertaking Law – MOTION BY MARILYN BROWN –2ND BY SCOTT ELSTON – ALL VOTED IN FAVOR – PASSED

Justification: Section 403 of County Law requires various public officers and employees to execute and file an official undertaking to that would indemnify the County against losses as a result of the failure of the officers, clerks and employees to perform their duties or to account properly for all monies or properties. This coverage would expand to volunteers such as individuals that serve on various County boards.

 

DISCUSSIONS/PRESENTATIONS:

     

  1. Vacancy Report – Annette Barber –Personnel/Civil Service: Annette provided the Committee with the current vacancy report and gave a brief overview.

    2.  

  2. Department Heads/Employee Evaluations: Kay Breed feels that the County should be doing Department Heads performance evaluations. Kay further commented that the evaluations should be done by Scott Schrader because he is more aware of the day-to-day activities of the Department Heads. Department Heads should be doing their staff evaluations.

    3.  

  3. Management Compensation Plan: The Management Compensation Plan Committee is not presently meeting on a regular basis and should be.

    4.  

  4. State Training For Municipal Accounting: Kay Breed has arranged to have training provided for County employees by the State. The training will be held locally on March 22-24, 2005. The training will be held at Cortland Junior-Senior High School, Tompkins/Cortland Community College or at SUNY Cortland.

 

MOTION TO ADJOURN BY MARILYN BROWN – 2ND BY KAY BREED – ALL VOTED IN FAVOR – PASSED – MEETING ADJOURNED AT 9:12 A.M.

Minutes prepared by Angie Wyatt, Secretary to Scott Schrader

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