Present: T. Joseph, P. Penniman, T. Todd, M. Koplinka-Loehr, F. Proto arrived at 9:30 a.m., N. Schuler arrived at 9:4 0 a.m.

Excused: S. Davis

Staff: K. West, D. Squires, R. Erb, M. Pottorff, P. Meskill
 
 

Mr. Joseph called the meeting to order at 9:15 a.m.

Changes to the Agenda

The following items were added to the agenda:

Resolution regarding retirement for a Personnel position

A question about identifying one-time expenses and one-time revenues in the budget

Whether there should be a structure established for discussion about tobacco money

It was MOVED by Mr. Koplinka-Loehr, seconded by Mr. Todd, and unanimously adopted by voice vote by members present, to approve the following resolutions and submit to the full Board under the Consent Agenda:

RESOLUTION NO. - WORKER’S COMPENSATION BUDGET AND APPORTIONMENT - MUTUAL SELF INSURANCE PLAN

WHEREAS, the Budget and Quality Planning Committee estimates that the sum of $4,021.62 will be required during the year 2000 for the payment of compensation in old and pending cases on behalf of the County and participating municipalities under the mutual Self-Insurance Plan and for the expenses of administering same, now therefore be it

RESOLVED, on recommendation of the Budget and Quality Planning Committee, That there be raised from the County and participating municipalities in 2000 the total sum of $4,021.62 the same to be apportioned to the County and the several participating municipalities in the proportion that their equalized valuation bears to the aggregate valuation of the County and all participating municipal corporations as follows:

Municipality Assessed Full Value Apportionment

Caroline 95,906,089 $ 54.20

Danby 123,270,530 $ 69.67

Dryden 420,978,580 $237.92

Enfield 95,434,301 $ 53.93

Groton 87,712,844 $ 49.57

Ithaca (Town) 485,655,651 $274.47

Lansing 696,353,469 $393.54

Newfield 149,932,118 $ 84.73

Ulysses 221,862,801 $125.39

Ithaca (City) 817,331,540 $461.91

Dryden (Village) 63,462,707 $ 35.87

Freeville (Village) 13,587,481 $ 7.68

Groton (Village) 50,077,286 $ 28.30

Cayuga Heights (Village) 236,442,526 $133.63

County of Tompkins 3,558,007,723 $2,010.81

Total 7,116,015,646 $4,021.62

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RESOLUTION NO. - APPROVING COMPLETED TAX ROLLS AND DIRECTING THE EXECUTING AND DELIVERY OF WARRANTS

WHEREAS, upon the tax rolls of the several towns and City, the several taxes will be extended, now therefore be it

RESOLVED, on recommendation of the Budget and Quality Planning Committee, That the tax rolls be approved as completed and that there shall be extended and carried out upon the roll the amount to be levied against each parcel of real property shown thereon,

RESOLVED, further, That there be annexed to each of said rolls a tax warrant prepared by the Director of Assessment as provided for in Section 4.02(b) of the Tompkins County Charter and Code, that such warrants shall be the respective amounts theretofore authorized to be levied upon each of said rolls, that the several warrants be signed by the Chairman and the Clerk of the Board under seal of the Board and by the Director of Assessment, that said rolls with said warrants annexed are to be forthwith delivered to the respective collectors of the several districts of the County.

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RESOLUTION NO. - TOWN BUDGETS

RESOLVED, on recommendation of the Budget and Quality Planning Committee, That in accordance with budgets adopted by the several town boards of the County of Tompkins now on file with the Clerk of the Board and laws of the State of New York and in accordance with the foregoing report and recommendation of the Budget and Personnel Committee there be levied upon and collected from the taxable property of the several towns of the County and the City of Ithaca the foregoing sums for the purposes therein named.

RESOLVED, further, That said summaries of the budgets of the several towns of the County and the City of Ithaca be printed in the 1999 proceedings of the Board of Representatives.

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RESOLUTION NO. - AUTHORIZATION FOR DIRECTOR OF FINANCE TO MAKE YEAR-END TRANSFERS, APPROPRIATIONS AND BUDGET ADJUSTMENTS AS REQUIRED

RESOLVED, on recommendation of the Budget and Quality Planning Committee, That the County Finance Director be and he hereby is authorized and directed to make year-end transfers, appropriations and budget adjustments required to clear credit balances from the books at year-end,

RESOLVED, further, That any such additional entries made by the County Finance Director shall be reported back to the Board of Representatives.

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RESOLUTION NO. - AUTHORIZATION TO SIGN DRAFTS - COUNTY

ADMINISTRATOR

RESOLVED, on recommendation of the Budget and Quality Planning Committee, That the County Administrator be and hereby is authorized to sign all drafts of the County of Tompkins and to delegate this authority to the Deputy County Administrator.

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RESOLUTION NO. - PRINTING OF TAX RATES

RESOLVED, on recommendation of the Budget and Quality Planning Committee, That after the tax rates are ascertained for the various towns and the City of Ithaca, the Clerk shall print such rates in the Proceedings of the Board following budgets of the several towns and City.

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RESOLVED, on recommendation of the Budget and Quality Planning Committee, That the County Administrator be and he hereby is authorized and directed, pursuant to the provisions of the Education Law of the State of New York and within the authorization provided by this Board, to pay Tompkins Cortland Community College an amount up to but not to exceed the Tompkins County budgeted share of the operating costs of said college for the fiscal year 2000-2001 on the following dates in the following amounts:

January 1, 2000	497,950.25
March 1, 2000	497,950.25
May 1, 2000	497,950.25
July 1, 2000	497,950.25
Total	1,991,801.00

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Mr. Proto arrived at 9:30 a.m.

Chair's Report

Mr. Joseph had no report.
 
 
 
 
 
 

County Administrator's Report

Mr. Erb reported there is no new information on the tobacco funds. He believes most people are confident that we will receive our first payment by the end of 1999. He also said most counties have incorporated some of the tobacco money into their 2000 budget.

Finance Director's Report

Mr. Squires distributed an updated Contingency Fund Report, and said if the resolutions on today's agenda are all approved, the general contingency fund would be depleted. However, he thinks there will be a lot left over in contingency because of unused reserved contingency funds.

Mrs. Schuler arrived at 9:40 a.m.

Deputy County Administrator's Report

Ms. West had no report.

It was MOVED by Mr. Koplinka-Loehr, seconded by Mr. Proto, and unanimously adopted by voice vote by members present, to approve the following resolution and submit to the full Board:

RESOLUTION NO. - APPROPRIATION FROM CONTINGENT FUND

FOR OVERTIME PAY AT THE SHERIFF’S

DEPARTMENT

WHEREAS, the County Board set aside $200,000 in the Contingent Fund for overtime costs at the Sheriff’s Department when the 1999 budget was adopted, and

WHEREAS, $39,834 was previously appropriated with resolution #112 on the first day of June, 1999, now therefore be it

RESOLVED, on recommendation of the Public Safety and Budget and Quality Planning Committees, that the Director of Finance appropriate $155,000 from the Contingent Fund to cover payroll and fringe benefit expenses through out the Sheriff’s Department budgeting units leaving a balance of $5,166.

APPROPRIATION:

FROM: A1990.54400 $155,000

TO: PLA NNING & COORDINATION

A3110.51000 Regular Pay 4,000

A3110.58800 Fringe 1,000

CRIMINAL INVESTIGATIONS

A3112.51000 Regular Pay 50,000

A3112.58800 Fringe 12,500

UNIFORM DIVISION

A3113.51000 Regular Pay 12,500

A3113-51200 Overtime Pay 20,000

A3113.58800 Fringe 30,000

CORRECTIONS DIVISION

A3150-51000 Regular Pay 20,000

A3150-58800 Fringe 5,000

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It was MOVED by Mrs. Schuler, seconded by Mr. Penniman, and unanimously adopted by voice vote by members present, to approve the following resolution and submit to the full Board:

RESOLUTION NO. - APPROPRIATION FROM CONTINGENT FUND –

TERMINAL PAY SHERIFF DEPARTMENT

WHEREAS, three staff members of the Tompkins County Sheriff Department retired and have received terminal pay at a total cost of $26,738, and

WHEREAS, Section 5.03 (B) of the County Fiscal Policy describes departmental entitlements, including contingent fund requests for the unbudgeted costs of terminal pay for employees, now therefore be it

RESOLVED, on recommendation of the Public Safety Committee and the Budget and Quality Planning Committee, that the following budget appropriation be made:

FROM: A1990.44000 Contingency Fund $26,738

TO: A3110.51000 Regular Pay $13,114

A3113.51000 Regular Pay 13,624

RESOLVED, further, That this adjustment is for 1999 and does not affect the Fiscal Target for 2000.

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It was MOVED by Mr. Koplinka-Loehr, seconded by Mr. Proto, and unanimously adopted by voice vote by members present, to approve the following resolution and submit to the full Board:

WHEREAS, the County Fiscal Policy allows for the appropriation of contingency funds for reimbursement to a department for payment of terminal benefits, and

WHEREAS, the cost of terminal benefits in the amount of $2,322.12 plus 25 percent fringe has been incurred by the District Attorney’s office, now therefore be it

RESOLVED, on recommendation of the Public Safety and Budget and Quality Planning Committees, That the following budget adjustment be made:

FROM: A1990.54400 Contingency Fund $2,902.65

TO: A1165.10000 Terminal Pay $2,322.12

A1165.80000 Fringes 580.00

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It was MOVED by Mr. Koplinka-Loehr, seconded by Mr. Proto, and unanimously adopted by voice vote by members present, to approve the following resolution and submit to the full Board:

RESOLUTION NO. - APPROPRIATION FROM CONTINGENT FUND - REPLACEMENT PAY - PERSONNEL

WHEREAS, a Personnel Assistant was absent from work for longer than two months, and

WHEREAS, replacement pay for the period May 31 thru July 30, 1999 has been approved from the Contingent Fund pursuant to County Fiscal Policy, and

WHEREAS, and additional request for replacement pay in the amount of $4,858 is not being made for the period August 1 thru September 20, 1999 when this employee returned to work, now therefore be it

RESOLVED, on recommendation of the Government Operations and Budget and Quality Planning Committee's, That the following budget appropriation be made:

FROM: A1990.54400 Contingency Fund $4,858

TO: A1430.51000 Regular Pay $3,886

A1430.58800 Fringes 972

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The following resolution was MOVED by Mr. Koplinka-Loehr, seconded by Mr. Proto:

RESOLUTION NO. – APPROVAL OF SAVINGS PLAN PURSUANT TO THE 1999 EARLY RETIREMENT INCENTIVE PROGRAM AND 2001 FISCAL TARGET ADJUSTMENT

Mr. Joseph asked that these type of resolutions contain a whereas telling how the savings will be accomplished. (A whereas was later incorporated into the resolution). A voice vote resulted as follows: Ayes - 6, Noes - 0, Excused - 1 (Davis). MOTION CARRIED.

WHEREAS, the Tompkins County Board of Representatives authorized participation in the 1999 Early Retirement Incentive Program, and

WHEREAS, one eligible employee in the Personnel Department has voluntarily chosen to retire during the open period, and

WHEREAS, the Personnel Department has submitted a savings plan pursuant to regulations stipulated by the New York State Retirement System whereby they will fill up to a half-time position during 2000 and 2001 to demonstrate the required savings, and

WHEREAS, such plan has been reviewed and recommended by the County Administrator, now therefore be it

RESOLVED, on recommendation of the Government Operations and Budget and Quality Planning Committees, That the employee listed below be authorized to retire under the terms of the 1999 Early Retirement Incentive Program:

Shirley Meyers, Personnel Assistant, Personnel Department

RESOLVED, further, That the Fiscal Target for the Personnel Department be reduced by $3,186.

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Discussion - Replacement Pay

There was discussion about departments applying for replacement pay and their ability to save the personnel costs in their budget as rollover. Mr. Proto asked that the policy be adjusted to allow a quarterly check because he does not agree with departments not filling positions and then receiving the money as rollover. He said that the departments who have more employees than others could unjustly enrich themselves and still ask for Contingent Funds to cover replacement costs.

Mr. Proto asked what prevents a department from keeping a position vacant so that they can keep using the rollover money from year to year.

Mr. Joseph asked that a whereas be added to the resolution that includes what the plan is and how the savings is to be accomplished.

Mr. Todd said he does not feel departments should create rollover funds by not filling positions and that this issue needs to be addressed.

Mr. Squires said many departments have difficulty filling positions due to Civil Service requirements and other circumstances. It is also the result of circumstances where departments are making a conscientious decision not to fill positions in order to save rollover money.

Mr. Joseph said most of the vacancies are left open because of hiring difficulty; however, departments may intentionally leave positions open. The Fiscal Policy was written to encourage that if a department can get along without a position, to do so and the savings received from that would act as an incentive.

Mr. Erb said if it is a consciences decision by a department to not fill a position, that does not necessarily mean it is a bad thing. A department head could be giving up on staff costs to pay for more program expenses.

It was MOVED by Mr. Koplinka-Loehr, seconded by Mr. Penniman, and unanimously adopted to approve the following resolution and submit to the full Board. Mr. Proto said he serves on the Audit Committee for TCAT and said there were very serious problems in the recent audit. He asked Mr. Squires to call Fred Rogers of Cornell and get a copy of the audit on which this information is based, and to reassure him that he has looked it over before the November 16, 1999 Board meeting.

WHEREAS, the inventory has been valued at $402,947.37 and Tompkins County’s contributory one-third share is $134,315.79, now therefore be it

RESOLVED, on recommendation of the Economic and Workforce Development and Budget and Quality Planning Committees, That $134,316 be appropriated from the Contingent Fund for payment of the County’s share of the beginning inventory.

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It was MOVED by Mr. Koplinka-Loehr, seconded by Mrs. Schuler, and unanimously adopted by voice vote by members present, to approve the following resolution and submit to the full Board:

RESOLVED, on recommendation of the Health and Human Services, Economic and Workforce Development, and Budget and Quality Planning Committees, That the Fiscal Targets for the Public Health and Social Services Departments be reduced as follows:

Social Services $6,961

Public Health $4,065

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Tax Rates - Rounding of Decimal Points

Mr. Squires said for many years the County has rounded the tax rate up by two decimal points. The Town of Ithaca has consistently challenged this because they felt they were owed the money that the County gained from rounding up. Mr. Squires said this surplus received which is in excess of what is owed to the County is placed in the municipality's account and is deducted from the amount they owe the County. Last year Ms. West said she rounded up from three decimal points; she began rounding to four decimal points this year. Following discussion, it was agreed that Ms. West will continue to rounding up to four decimal points with the overpayment by the taxpayers being applied against what that municipality owes the County, and a statement showing a full accounting of the amounts will be forwarded to municipalities.

Tobacco Settlement

Mr. Penniman said he feels there should be a process developed for deciding what the County is going to do with the tobacco settlement money. On November 10 at 8:45 a.m. the Human Services Coalition will be having a forum on this issue and have asked Board members to attend and let them know how this difficult issue will be handled. Mr. Joseph said under normal circumstances he would sit down with administrative staff and come back to the committee with a proposal. However, he said he is happy having the money going directly into the General Fund, which is where it is now. He said if someone would like to have these monies handled differently, they should work with administrative staff on preparing a proposal to come before the Committee.

Mr. Penniman said he is also comfortable having the money go directly into the General Fund; however, because of the public interest in this money, there needs to be discussion in the public on this regardless of how Board members feel. He suggested asking for a recommendation from the Public Information Committee on how to get public input into that discussion.

Mr. Proto expressed concern about making County resources available to develop these proposals. If staff is going to spend time on this he would like to be able to permit staff to help prepare other proposals, such as rollover requests. Mr. Joseph said Board members are free to go to the County Administrative staff at any time for assistance.

Following discussion, Mr. Erb agreed to draft a proposal and present it to the committee. It was clarified that the status quo is that the money will go directly into the General Fund unless the Board adopts some specific proposals.

Ms. West said the State of Massachusetts has an incredible program which they put great emphasis on relying on the media/public information person to coordinate the position. She will get a copy of information on this and distributed to members.

Adjournment

The meeting adjourned at 10:55 a.m.