Budget and Finance Committee

May 18, 2006 at 7:30 am

Draft Minutes

 

Committee Present: Ron VanDee, Chairman; John Troy, Vice Chairman; Sean Clark; John Daniels; Danny Ross; Dan Tagliente; Newell Willcox

Others Present: Scott Schrader, County Administrator; Marilyn Brown, Legislative Chairman; Angie Wyatt, Secretary to Scott Schrader; Don Ferris, Treasurer; Steve Dafoe, Chairman-Buildings & Grounds Committee; John Steger, Buildings & Grounds Committee; Dennis Whitt, County Auditor; Sheriff Lee Price; Deputy Treasurer, Carolyn Kennedy; Brian Parker, Supervisor-Buildings & Grounds; Tim Smith, Deputy Supervisor-Buildings & Grounds; Ric VanDonsel, County Attorney;  Eric Mulvihill, WXHC Radio; Jeremy Boylan, Cortland Standard; Joseph Maryuk, JCM Architectural Associates; William Breidinger, HCCA, Inc.

The meeting was called to order at 7:36a.m.by Chairman, Ron VanDee

MOTION BY JOHN TROY TO APPROVE THE MINUTES OF THE APRIL 13, 2006 MEETING – 2ND BY JOHN DANIELS - ALL VOTED IN FAVOR – MINUTES APPROVED

RESOLUTIONS:

Joint Meeting with Buildings and Grounds Committee:

7.      Authorize Architect/Engineering Agreement – County Courthouse Renovations –MOTION BY JOHN TROY – 2ND BY JOHN DANIELS – ALL BUDGET & FINANCE COMMITTEE MEMBERS PRESENT VOTING IN FAVOR – PASSED

Discussion:  Scott Schrader provided a Proposal Summary for the County Courthouse renovations and Joseph Maryak from JCM Architectural Associates provided a brief presentation for the joint meeting of the Buildings & Grounds and Budget & Finance Committees regarding their proposal for the County Courthouse Renovations.  The JCM proposal outlined the phase break-downs with costs.  If the City of Cortland opts not to move City Court to the County Courthouse it would reduce the cost of the project – the proposal shows this.  Newell Willcox asked who would be inspecting the work.  Barton & Loguidice would be inspecting and Buildings & Grounds representatives, Brian Parker and Tim Smith would also be on hand for the inspections.  Scott Schrader assured everyone that there would be a bi-weekly meeting of the Construction Manager, Architect, Administrator, Buildings & Grounds staff and Bob Buerkle from the Highway Department because he is an Engineer.  Scott Schrader suggested that the resolution read that the cost of the renovations not to exceed $398,000.  COMMITTEE CONCENUS THAT THE RESOLUTION WILL INCLUDE “NOT TO EXCEED $398,000”.

 

Budget and Finance Committee Resolutions:

  1. Property Sale-Town of Homer – At the request of County Attorney, Ric VanDonsel, this resolution was withdrawn for consideration.  Ric is waiting for a formal request/proposal from Attorney, Patrick Snyder.  Upon receipt of the request/proposal a resolution will be drafted.

 

  1. Authorize Apportionment of Mortgage Tax Monies-Treasurer’s Office – MOTION BY DAN TAGLIENTE – 2ND BY JOHN TROY – ALL VOTED IN FAVOR – PASSED

Discussion:  None

 

  1. Authorize Agreement/Amend Budget Traffic Safety Corridor Enforcement Program Sheriff's Department – MOTION BY JOHN DANIELS – 2ND BY DANNY ROSS – ALL VOTED IN FAVOR – PASSED

Discussion:  This grant money is received from the Governor’s Traffic Safety Committee.  It will be used for overtime for additional patrolling for the Traffic Safety Corridor Enforcement starting at the City line on Tompkins Street to Bennie Road on Rte 13.  Angie Wyatt, Chairman of the Cortland County Traffic Safety Board advised the Committee that a Tompkins Street Traffic Safety Project Team had been meeting to address traffic/pedestrian safety issues.  Angie will provide the Committee the Team’s final report which was released on May 9, 2006.  At a couple of the Project Team meetings, Angie Wyatt and Eric Mulvihill, CCTSB Vice Chairman requested a “No Turn On Red” sign at the intersection of Tompkins Street and McLean Road.  DOT Team members denied the request.  MOTION BY DAN TAGLIENTE – 2ND BY JOHN DANIELS TO PREPARE A RESOLUTION  IN SUPPORT OF A “NO TURN ON RED” SIGN AT THE INTERSECTION OF TOMPKINS STREET AND MCLEAN ROAD – ALL VOTED IN FAVOR – PASSED.  Angie Wyatt will draft the resolution.

 

  1. Amend Resolution 10-06 Designation of Depositories-Treasurer’s Office – MOTION BY JOHN TROY – 2ND BY NEWELL WILLCOX – ALL VOTED IN FAVOR – PASSED

Discussion:  All the financial institutions listed have a presence in the community except for JP Morgan Chase Bank.  Scott Schrader met with 80% of the institutions listed.  Don Ferris advised the Committee that the County has dealt with JP Morgan Chase Bank right along.  Chase Bank has always had a municipal division.  Some of the other banks listed are now capable of accepting municipal accounts.  Tom Williams believes that a policy should be established requiring that any institution that the County does business with should have a presence in the community.  John Daniels commented that just because they are on the list doesn’t mean that we have to use them.  As in the resolution, the B&F Committee reiterated that the Treasurer is to report monthly to the Legislature on the investments, accounts, description, amounts and maturity dates for each of the depositories.

 

MOTION TO GO INTO EXECUTIVE SESSION FOR CONTRACT/PERSONNEL DISCUSSION MADE BY JOHN TROY – 2ND BY NEWELL WILLCOX – ALL VOTED IN FAVOR – INTO EXECUTIVE SESSION AT 8:10A.M.  -  OUT OF EXECUTIVE SESSION AT 8:34A.M.

 

  1. Approve Agreement between Cortland County and New York State Nurse’s Association – MOTION BY DANNY ROSS – 2ND BY JOHN TROY – ALL VOTED IN FAVOR – PASSED

Discussion:  The Nurses will vote on the Agreement on May 24, 2006.  If it is NOT approved, this resolution will be pulled.

 

  1. Authorize Agreement Independent Auditing Services for year ending ’06, ’07 and ’08 – MOTION BY JOHN TROY – 2ND BY SEAN CLARK –  RON VANDEE, JOHN TROY, SEAN CLARK, JOHN DANIELS, DANNY ROSS AND DAN TAGLIENTE VOTING YES – NEWELL WILLCOX VOTING NO – MOTION PASSES

Discussion:  County Auditor, Dennis Whitt reported to the Committee that the County is required to have a Single Audit performed each year by an independent auditor and the agreement for service had expired upon completion of the audit for year ending December 31, 2005.  Richard McNeilly has been engaged consistently as the County’s independent auditor for the Single Audit requirements and he has been engaged to be the independent auditor to perform the mandated audit of the New York State Consolidated Fiscal Report for the Cortland County Mental Health Department.  Scott Schrader added to Dennis Whitt’s report estimating that the County would save on cost for auditing over the next 3 years by retaining Richard McNeilly for an addition 3 years.  Dennis Whitt reported that new proposed engagement letter from McNeilly for just the County’s single audit up from $26,000 for prior year audits to a cost of $27,000. Dennis Whitt stated that the mandated audit for New York State Consolidated Fiscal Report for the Mental Health Department cost $3,400 in prior years. Dennis reported that he had discussed with Richard McNeilly the possible of consolidating the two audits to save money. Dennis stated that Richard McNeilly has agreed to perform both the County’s Single Audit and the audit of New York State Consolidated Fiscal Report for the Mental Health Department for a total of $31,000 per year for 3 years. Base on the proposed increase on the Mental Health audit, Dennis estimated that there would be saving of a few hundred dollars a year by combining the two.

Newell Willcox asked why we did not go out to bid on this.  Scott Schrader expressed an opinion that the cost would increase considerably if we were to change independent auditors and it would take a substantial amount of staff time to educate a new independent auditor.  Newell Willcox asked why we would have to educate a new auditor, that an auditor just works with numbers.  Scott Schrader further explained that first of all, the Auditor/CPA must have knowledge of municipal accounting and we would have to educate a new auditor on our accounting procedures.  Richard McNeilly already has that knowledge in which he could provide the County’s Single Audit and the New York State Consolidated Fiscal Report for the Mental Health Department in a timely manner.  Newell Willcox indicated that he was still not comfortable with this.  Dan Tagliente pointed out that this one way to combine services, as Tom Williams as suggested in the past.  Tom Williams said that he did not mean going back to the same people time after time.  Scott Schrader reiterated his opinion that the County will end up paying more if we go out to bid and more county staff time will have to be utilized.

Dennis Whitt stated that the committee had several options, including tabling the item, awarding the Single Audit, combing the two audits discussed, or developing bids specifications for biding the process. Dennis Whitt stated that he had a complete report on the options of the committee if there was an inclinations to go to bids for the Single Audit or any other independent audit functions. Dennis offered to distributed to each committee member copies of the regulations governing Singe Audits. Newell Willcox declined, as did other members. John Troy stated he was not for tabling the item and wanted to move forward with the item.

 

CONSENT AGENDA:

MOTION BY JOHN TROY - 2ND BY JOHN DANIELS -  TO APPROVE AGENDA ITEMS NUMBER 8, 9, 10, 11, 12, 13, 14, 15, 16, 17, 18, 19, 20, 21 – ALL VOTED IN FAVOR – CONSENT AGENDA ITEMS APPROVED

 

Referred from Health Committee:

8.    Authorize Agreement/Accept Funds (Cancer Services Program)

Referred from Highway Committee:

  1. Amend Budget/Transfer Funds/Chips

 

  1. Transfer Funds/Starr Road

 

  1. Amend Budget/Transfer Funds-4 Vehicles

 

Referred from Judiciary & Public Safety Committee:

  1. Accept Grant (Division of Criminal Justice Services-WMD Grant FY ’05)

 

Referred from Human Services Committee:

  1.  Amend Budget (Title V- Senior Community Services Employment Program)

 

  1.  Amend Budget/Amend Contract (Office of Employment & Training)

 

  1.  Amend Budget/Transfer Funds-Medicaid

 

  1.  Amend Budget/Transfer-Overtime funds

 

  1. Amend 2006 Budget (Automobile Insurance Recovery)

 

Referred from Personnel Committee:

  1.  Authorize Contractual Agreement Info Quick Solutions, Inc.

 

Referred from Ag/Planning:

  1. Declare Negative Declaration of Environmental Impact under State Environmental Quality Review (SEQR) for Cortland County Snowmobile Trails Authorize the Chairman of the Legislature to sign the SEQR Form

 

  1. Authorize Agreements Planning Department Cortland County and Cortland County Snowmobile Clubs

 

  1. Authorize Grant Application Planning Department (Cortland County Snowmobile  Trail Development and Maintenance

 

DISCUSSION/PRESENTATIONS/REPORTS:

     

  1. Request from the Homer-Cortland Community Agency, Inc.  – Executive Director, William Breidinger of HCCA, Inc. requested $25,000 from the County for the Homeville-Brockway Museum Complex.  This is a partial amount for a local share which is required to apply for  “Environmental Protection Fund Application for State Assistance Payments Local Waterfront Revitalization Program, Year 2006-07.  MOTION BY DANNY ROSS – 2ND BY JOHN TROY TO APPROPRIATE $25,000 FROM THE OCCUPANCY TAX FUND CONTINGENT UPON SCOTT SCHRADER’S EVALUATION OF THE OCCUPANCY FUND ACCOUNT – ALL VOTED IN FAVOR – PASSED – NO RESOLUTION AT THIS TIME.

 

 The meeting was adjourned at 9:20a.m. by Committee Chairman, Ron VanDee

  Minutes Prepared By Angie Wyatt, Secretary to Scott Schrader

 

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