Present:   P. Penniman, M. Robertson, R. Booth, L. McBean, T. Todd
Staff:   S. Whicher, D. Squires, A. Cole, N. Jayne, M. Pottorff
Other Board Members in Attendance:  T. Joseph, D. Kiefer
Guests:    Erica Carpio, AIDS Work

 Mr. Penniman called the meeting to order at 2 p.m.

Changes to the Agenda

 A discussion item and resolution pertaining to TCAT payments to the City of Ithaca was withdrawn from the agenda.
 The following resolutions were added:

 Authorization for Transfer of Position and Fiscal Target Adjustment – Information Technology Services and Finance Department
 Change in Positions – Public Works

Approval of Minutes of December 18, 2001 and January 22, 2002

 It was MOVED by Ms. McBean, seconded by Mr. Todd, and unanimously adopted by voice vote, to approve the minutes of December 18, 2001 and January 22, 2002 as corrected.  MINUTES APPROVED.

TCAT Update

 Mr. Penniman reported he attended a meeting yesterday.  He said there was general agreement that $364,000 that is currently going to TCAT and then to the City could go directly to the City because the City is providing staff to TCAT; however TCAT does not seem to be in a financial situation to allow that to happen. Mr. Penniman said the meeting concluded with an agreement to get all three partners in the finance committee of TCAT together and work on a payment schedule for all items.   After this is done and they decide they need to set up reserve funds to maintain those schedules, that could be taken up by the Board and partners at that time.  Mr. Penniman said it became clear to him during the meeting that TCAT does not have a large cash flow and greatly depends on payments from the partners.

Report from the Finance Director

Mr. Squires said he did not have any information available on the County’s financial position.  He said a report on the General Fund will be available in March.   Mr. Squires reported he will be going to market for Cooperative Extension and for renewal of notes for TC3 and Tompkins Community Action on March 14 for $4.2 million.  The last time notes were issued the County received an interest rate of 2.09 percent; he expects the rate will be less than that this time.

Report from the County Administrator

Mr. Whicher said he has begun doing some initial analysis on the 2003 budget.   He said there are State aid programs that are not materializing and there are some which are questionable.  Mr. Whicher said as the process gets closer it appears 2003 is going to be another tough budget year.

Report from the Deputy County Administrator

Ms. Smithers provided the Committee with very preliminary 2003 budget information.  She said the Committee will need to discuss what it would like to see before she is able to produce scenarios.

The following resolution was MOVED by Ms. Robertson, seconded by Ms. McBean:

RESOLUTION NO.     – APPROPRIATION FROM CONTINGENT FUND AND BUDGET ADJUSTMENT – AIDSWORK – COMMUNITY HEALTH  SERVICES – HEALTH DEPARTMENT

 Mr. Whicher said the original resolution was for $10,000 and is based on a 2001 Contingent Fund request.  Since $3,500 of that amount is State aid, the amount needed from the Contingent Fund was changed from $10,000 to $6,500.

 Ms. Robertson introduced Erica Carpio from AIDS Work.  Ms. Carpio stated they have been waiting for a waiver to be approved which just happened on January 4th.   She said they have been waiting a couple of years for the waiver to be approved which will allow them to open two needle exchange sites.  The needle exchange program has proven to be a very effective way of preventing people from being infected and also as an education program to those who would not otherwise be seen through the human services network.   She said the waiver is for two years and they will be looking for funds from other sources to maintain program.   Mr. Penniman said it is important that this resolution receive the support of  the Health and Human Services Committee since they have not acted yet on this resolution. Ms. Robertson said that Committee tabled this resolution because a number of questions were raised.   It was agreed that information would be relayed to that Committee.

 A voice vote on the resolution resulted as follows:  Ayes – 5, Noes – 0.  MOTION CARRIED.

WHEREAS, AIDS Work Inc. of Tompkins County has applied to the New York State Department of Health and has received approval to operate a syringe exchange program, and
 WHEREAS, this program is consistent with the harm reduction activities as set forth in AIDS Work’s agreement with the Health Department, and
 WHEREAS, $6,500 was set aside in the 2001 Contingent Fund but not appropriated to assist with the implementation of the program, now therefore be it
 RESOLVED, on recommendation of the Health and Human Services and Budget and Capital Committees, That the Director of Finance is hereby authorized and directed to make the following budget adjustment and appropriation:

BUDGET APPROPRIATION:
 FROM:  A1990.54440  Contingent Fund  $6,500
 TO:  A4016.54442  Professional Services Fees $6,500
BUDGET ADJUSTMENT:
 APPROPRIATION A4016.54442 Professional Services Fees $3,500
 REVENUE  A4095.43401 Public Health State Aid  $3,500
SEQR ACTION: TYPE II-20

The following resolution was MOVED by Ms.  McBean, seconded by Ms. Robertson.

RESOLUTION NO.         - APPROPRIATION FROM CONTINGENT FUND FOR TERMINAL PAY AT THE SHERIFF’S OFFICE

 It was agreed that before this resolution goes to the Board that an effective date would be added. A voice vote on the resolution resulted as follows:  Ayes – 5, Noes – 0.  MOTION CARRIED.  There was discussion about the reasons why departments are permitted to seek reimbursement from the Contingent Fund for terminal and replacement pay.    Mrs. Smithers said the purpose is to cover unanticipated costs such as termination, retirement, or death of an employee.

 WHEREAS, the Sheriff’s Office had an employee, Judith Miller, retire, and
 WHEREAS, the Fiscal Policy of Tompkins County allows for terminal pay from the Contingent Fund, now therefore be it
 RESOLVED, on recommendation of the Public Safety Committee and the Budget and Capital Committees, That the Director of Finance appropriate a total $21,101 to the Sheriff’s budget for terminal pay,
 RESOLVED, further, That the money be distributed to the following accounts:

FROM:  A1990.54440 Contingent Fund $21,101
TO:  A3110.51000 Reg. Pay  $16,747
   A3110.58800 Fringe        4,354
SEQR ACTION:  TYPE II-20

 The following resolution was MOVED by Mr. Booth, seconded by Ms. McBean.  Ms. Robertson  stated she was not a party to the decisions that led up to the County being sued.  If she had been a member of the Board during that time she would have argued against those decisions.  She agrees that the County should defend itself when sued and pay a bill for services that have already been rendered, and will support the resolution for those reasons only.  A voice vote resulted as follows:  Ayes – 5, Noes – 0.  MOTION CARRIED.

RESOLUTION NO. AUTHORIZATION FOR CONTINGENT FUND APPROPRIATION TO COVER OUTSIDE LEGAL FEES RELATED TO COMMUNICATIONS SYSTEM LAWSUIT - COUNTY ATTORNEY

 WHEREAS, outside counsel was obtained to facilitate the County's defense in the recent communications system lawsuit imposed by the Town of Ithaca, and several other parties, and
 WHEREAS, the County has been billed by Harris Beach, LLP, for legal services through December 19, 2001 in the amount of $339.69, and
 WHEREAS, payment is now due, and
 WHEREAS, total bills to date on this case have been $9,031.21, now therefore be it
 RESOLVED, on recommendation of the Government Operations and Budget and Capital Committees, That the Director of Finance be authorized and directed to make the following budget appropriation:
 FROM:  A1990.54400 Contingent Fund   $339.69
 TO:  A1420.54442 Professional Services  $339.69
SEQR ACTION:  TYPE II-20

 The following resolution was MOVED by Mr. Booth, seconded by Ms. McBean, and unanimously adopted by voice vote:

RESOLUTION NO.      AUTHORIZATION FOR CONTINGENT FUND APPROPRIATION TO COVER OUTSIDE LEGAL FEES RELATED TO
 REDISTRICTING LAWSUIT - COUNTY ATTORNEY

 WHEREAS, outside counsel was obtained to facilitate the County's defense in the recent redistricting lawsuit imposed by the Town of Ithaca, and several other parties, and
 WHEREAS, the County has been billed by Harris Beach, LLP, for legal services through December 19, 2001 in the amount of $304.27, and
 WHEREAS, payment is now due, and
 WHEREAS, total bills to date on this case have been $54,882.95, now therefore be it
 RESOLVED, on recommendation of the Government Operations and Budget and Capital Committees, That the Director of Finance be authorized and directed to make the following budget appropriation:

 FROM:  A1990.54400 Contingent Fund   $304.27
 TO:  A1420.54442 Professional Services  $304.27
SEQR ACTION:  TYPE II-20

 The following resolution was MOVED by Mr. Booth, seconded by Ms. McBean, and unanimously adopted by voice vote:

RESOLUTION NO.     - CHANGE IN POSITIONS - PUBLIC WORKS

 WHEREAS, it was agreed that the one Cleaner position in the Highway Division would be transferred to the Facilities Division when the new Bostwick Road facility was complete, now therefore be it
 RESOLVED, on recommendation of the Public Works and Budget and Capital Committees, That one position of Cleaner, labor grade (D), 40 hours per week, be abolished effective February 11, 2002 in the Highway Division,
 RESOLVED, further, That one position of Cleaner, labor grade (D), 35 hours per week, be created effective February 11, 2002 in the Facilities Division,
 RESOLVED, further, That the Finance Director be directed to make the following adjustments to his books:
 From:   DM5130.51000  Salary   $17,335
  DM5130.58800  Fringes           4,871
  DM5130.54470  Building Repairs     2,500
 To: A1620.51000  Salary   $17,335
  A1620.58800  Fringes       4,871
  A1620.54311  Facilities Maintenance     2,500
 RESOLVED, further, That the Fiscal Target for the Highway Division be reduced by $31,182 and the Fiscal Target for the Facilities Division be increased by $28,049.
SEQR ACTION:  TYPE II-20

 The following resolution was MOVED by Mr. Booth, seconded by Ms. Robertson.  Mr. Squires said this will provide core program support for the Information Technology Services Department and will give them the opportunity to better back-up the payroll system.  A voice vote resulted as follows:  Ayes – 5, Noes – 0.  MOTION CARRIED.

RESOLUTION NO.      - AUTHORIZATION FOR TRANSFER OF POSITION AND FISCAL TARGET ADJUSTMENT -  INFORMATION TECHNOLOGY SERVICES AND FINANCE DEPARTMENTS

WHEREAS, Information Technology Services (ITS) is restructuring its organizational plan for 2002, and
 WHEREAS, the organizational changes have resulted in a plan to incorporate the position of Financial Systems Administrator within the ITS Department, and
 WHEREAS, the Financial Systems Administrator position will be under the direct administrative oversight of the Director of ITS, now therefore be it
 RESOLVED, on recommendation of the Information Technology Services Policy, Government Operations and  Budget and Capital Committees, That the position of Financial Systems Administrator be transferred from the Finance Department to the ITS Department effective immediately,
 RESOLVED, further, That the job code for the position of Financial Systems Administrator will be 16-766,
 RESOLVED, further, That the following budget adjustment be made for the remainder of 2002:
 FROM:   A1315.51000278 Financial Systems Administrator $52,052
    A1315.58800    Fringes           $13,676
 TO:   A1680.51000 Financial Systems Administrator $52,052
    A1680.58800 Fringes     $13,676

 RESOLVED, further, That a Fiscal Target adjustment be made to decrease the Finance Department Fiscal Target (Base Budget) by $68,374 with a commensurate increase in the ITS Fiscal Target (Base Budget) of $68,374.
SEQR ACTION:  TYPE II-20

Capital Program Discussion

 The Committee spent time reviewing the list of capital projects as well as discussing the process that takes place when a capital project is conceived.   Ms. Robertson asked that Mrs. Smithers include the status of each capital project on the documentation that is provided to Board members.

Adjournment

 The meeting adjourned at 3:32 p.m.  The next meeting will be February 26, 2002 at 1:45 p.m.