Budget and Finance Committee

September 9, 2004, 7:30 am

Room 304, County Office Building

DRAFT MINUTES

 

Committee Present: Kurt Behrenfeld, Chairman; Dr. Paul DiGiovanni, Vice Chairman; Marilyn Brown, Kay Breed, Danny Ross, Carol Tytler; Absent: Newell Willcox

Others Present: Scott Steve, Legislative Chairman; Scott Schrader, County Administrator; Angie Wyatt, Secretary to Scott Schrader; Merwin Armstrong, Legislator; Carl Moses, Director of Weights & Measures

The meeting was called to order at 7:35a.m. by Chairman, Paul DiGiovanni

MOTION BY PAUL DIGIOVANNI – 2ND BY MARILYN BROWN – TO APPROVE THE MINUTES FROM THE AUGUST 12, 2004 MEETING WITH A CORRECTION THAT CAROL TYTLER MADE THE MOTION ON THE FIRST AGENDA ITEM BUT SHE DID NOT ALSO SECOND THE MOTION, KAY BREED DID – ALL VOTED IN FAVOR – PASSED

RESOLUTIONS

 

MOTION BY PAUL DIGIOVANNI – 2ND BY MARILYN BROWN – ALL VOTED IN FAVOR TO PULL AGENDA ITEMS 2, 3, 7, 8, 14, 15, 16, 17, 18, 40, 41, 42, 43, 44 & 45 FROM THE CONSENT AGENDA AND TO ACCEPT AND APPROVE CONSENT AGENDA ITEMS 1, 4, 5, 6, 9, 10, 11, 12, 13, 19, 20, 21, 22, 23, 24, 25, 26, 27, 28, 29, 30, 31, 33, 34, 35, 36, 37, 38 & 40 – ALL VOTED IN FAVOR – PASSED

 

Referred from Agriculture/Planning and Environmental Committee:
  1. Supporting an application for State Assistance Payments under the New York State Bond Act to Purchase Development Right on the Gary and Christine & Charles and Diane Slade farm, Town of Homer, Cortland County; the William and Jean Underwood farm, Town of Preble, Cortland County; the Stanley Connelly farm, Town of Virgil, Cortland County; the Stephen Sr. and Joyce Zelsnack farm, Town of Lapeer, Cortland County; the Paul and Maureen Knapp farm, Town of Preble, Cortland County; and the Laura and Collen Currie farm, Town of Preble, Cortland County; and Cortland County Planning Department – MOTION BY MARILYN BROWN – 2ND BY CAROL TYTLER – ALL VOTED IN FAVOR – PASSED

Justification: Grants are available from the State to farms in the County for the purpose of developing and purchasing adjacent properties to maintain the properties as farmland. No comprehensive plan is in place and it would be hard to prepare one. Members of the committee had some concerns about the nitrates in Preble. Kurt Behrenfeld would like more information about these grants. Scott Schrader will have maps of the proposed areas before the next meeting and suggested that the resolution should go forward.

 

Referred from Buildings & Grounds Committee:

 

3. Create HVAC Technician/Amend Budget, Building and Grounds Department

(Budget : Expenses: P 35 & 36 account #’s in resolution) – MOTION BY PAUL DIGIOVANNI –

2ND BY CAROL TYTLER – ALL VOTED IN FAVOR – PASSED

Justification: There are more HVAC units in the County to be maintained. The buildings to maintain are County Office Building, Court House, Public Safety Building, Jail and now with the purchase of 37 Church Street would deem a need for additional personnel.

 

Referred from Health Committee:
  1. Authorize Agreement/Accept Funds, Health Administration - (Traffic Safety/Child Passenger Safety Program) – MOTION BY MARILYN BROWN – 2ND BY DANNY ROSS – ALL VOTED IN FAVOR – PASSED

Justification: The Committee would like the Account number and Page number to be included on the Resolution. This grant is available every year through the Governor’s Traffic Safety Committee. The Health Department also works with the Sheriff’s Department.

  1. Authorize Agreement, Health Department, Onondaga County/City of Syracuse

(Metropolitan Medical Response System) – MOTION BY KAY BREED – 2ND BY CAROL TYTLER – ALL VOTED IN FAVOR – PASSED

Justification: This is no cost to the County – the only expense is staff time.

 

Referred from Highway Committee:
  1. Award Main Street/Page Green Road Reconstruction Contract, Highway Department – MOTION BY MARILYN BROWN – 2ND BY DANNY ROSS – KURT BEHRENFELD, PAUL DIGIOVANNI, KAY BREED, DANNY ROSS VOTED YES – MARILYN BROWN AND CAROL TYTLER VOTED NO – NEWELL WILLCOX ABSENT – MOTION PASSED

Justification: To award bids for the Main Street/Page Green Road Reconstruction can begin. The bids were opened yesterday (9/8/04) at 2:00 so the bid amounts were not on the Resolution when it was prepared. Members of the Committee were not comfortable with approve a Resolution with no amount shown. The Committee would be voting to accept the lowest bid. The Highway Department was contacted to find out what the lowest bid was. The lowest bid was $5,136,000.00 from DeVincentis & Sons Construction Company in Binghamton, New York.

14. Approve Contract for Recycling Broker, Highway Department/Recycling – MOTION BY

MARILYN BROWN – 2ND BY PAUL DIGIOVANNI – KURT BEHRENFELD, PAUL DIGIOVANNI, KAY BREED, DANNY ROSS VOTED YES – MARILYN BROWN AND CAROL TYTLER VOTED NO – NEWELL WILLCOX ABSENT – MOTION PASSED

Justification: A Recycling Broker will need to be in place for the Recycling Center. The amounts were not indicated because the bids were not opened yet. A special Legislative Session will be held on September 28, 2004 to approve this Resolution.

  1. Award Recycling General Contractor Contract, Highway Department/Recycling – MOTION BY PAUL DIGIOVANNI – 2ND BY KAY BREED - KURT BEHRENFELD, PAUL DIGIOVANNI, KAY BREED, DANNY ROSS VOTED YES – MARILYN BROWN AND CAROL TYTLER VOTED NO – NEWELL WILLCOX ABSENT – MOTION PASSED

    2. Justification: Similar to the Resolutions above – No Discussion

  2. Award Recycling Plumbing Contract, Highway Department/Recycling – MOTION BY PAUL DIGIOVANNI – 2ND BY KAY BREED - KURT BEHRENFELD, PAUL DIGIOVANNI, KAY BREED, DANNY ROSS VOTED YES – MARILYN BROWN AND CAROL TYTLER VOTED NO – NEWELL WILLCOX ABSENT – MOTION PASSED

    3. Justification: Similar to the Resolutions above – No Discussion

     

  3. Award Recycling Electrical Contract, Highway Department/Recycling – MOTION BY KAY BREED – 2ND BY PAUL DIGIOVANNI - KURT BEHRENFELD, PAUL DIGIOVANNI, KAY BREED, DANNY ROSS VOTED YES – MARILYN BROWN AND CAROL TYTLER VOTED NO – NEWELL WILLCOX ABSENT – MOTION PASSED

    4. Justification: Similar to the Resolutions above – No Discussion

  4. Award HVAC Contract, Highway Department, Recycling - Award Recycling Electrical Contract, Highway Department/Recycling – MOTION BY KAY BREED – 2ND BY PAUL DIGIOVANNI - KURT BEHRENFELD, PAUL DIGIOVANNI, KAY BREED, DANNY ROSS VOTED YES – MARILYN BROWN AND CAROL TYTLER VOTED NO – NEWELL WILLCOX ABSENT – MOTION PASSED

Justification: Similar to the Resolutions above – No Discussion

 

Referred from Personnel Committee:

 

     

  1. Adopt Cortland County Policy and Procedures- Administration and Settlement of Claims – MOTION BY PAUL DIGIOVANNI – 2ND BY KAY BREED – ALL VOTED IN FAVOR WITH CHANGE: SECTION 3.1 OF POLICY/$25,000.00 REDUCED TO $10,000.00 – PASSED

    2. Justification: A policy is needed for procedures in receiving, responding to and settling claims filed against the County in civil matters. 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 (SIR) 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.

     

  2. Authorize Contracts for Property and Casualty Insurance – MOTION BY PAUL DIGIOVANNI – 2ND BY MARILYN BROWN – ALL VOTED IN FAVOR WITH AN ADDITIONAL $60,000.00 FOR EXCESS LIABILITY INSURANCE – PASSED

    3. Justification: The County accepted the lowest bid of $427,000.00 (with the additional $60,000 for excess liability initially approved by the Personnel Committee). There was a lower bid but withdrew when discovered the Bonding Rate and the County’s Report from the NY State Comptroller’s Office regarding the Treasurer’s Office inadequacies. Paul DiGiovanni asked if this insurance could address the malpractice insurance with Consultants. Scott Schrader advised that this policy only covers employees.

     

  3. Introduce Local Law # 3 of the Year 2004: A Local Law Adopting a Defense and Indemnification and Official Undertaking Law – MOTION BY PAUL DIGIOVANNI – 2ND BY DANNY ROSS – ALL VOTED IN FAVOR – PASSED

    4. 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. Scott Schrader indicated that an official undertaking is not necessary for Legislators.

     

    Referred by Mr. Steve:

     

  4. Adopt Local Law # 2 of the Year of 2004: A Local Law Amending Local Law No. 7-2003 to Revise an Empire Zone (Formerly Known as an Economic Development Zone) – MOTION BY DANNY ROSS – 2ND BY MARILYN BROWN – ALL VOTED IN FAVOR – PASSED

    5. Justification: This local law is necessary to accept more properties as part of the Empire Zone. Carol Tytler would like to see maps of the Empire Zone.

     

  5. Declaration of Lead Agency Cortland County Empire Zone: MOTION BY PAUL DIGIOVANNI – 2ND BY MARILYN – ALL VOTED IN FAVOR – PASSED

    6. Justification: There was no discussion – the Resolution is self-explanatory.

     

  6. SEQRA Resolution Cortland County Empire Zone – MOTION BY PAUL DIGIOVANNI – 2ND BY KAY BREED – ALL VOTED IN FAVOR – PASSED

Justification: There was no discussion – the Resolution is self-explanatory.

 

DISCUSSION/PRESENTATIONS/REPORTS

 

Don Ferris distributed a monthly report of revenues and expenses to date. He advised the Committee that all the data was entered into MUNIS manually.

Don Ferris said that since there will be a Reserve Fund the County’s Bond rating will improve.

Kay Breed would like to see a narrative with any financial reports coming from the Treasurer’s Office.

Marilyn Brown indicated that the Department of Social Services provides a narrative at the bottom of the financial statements that Kristen Monroe distributes to the Human Resource Committee.

Don Ferris further reported that because of out-posting by county departments. Out-posting causes inaccurate reporting.

MOTION TO ADJOURN BY PAUL DIGIOVANNI – 2ND BY KAY BREED – ALL VOTED IN FAVOR – PASSED – MEETING ADJOURN AT 10:00A.M.

Minutes Prepared by Angie Wyatt, Secretary to Scott Schrader

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