Changes to the Agenda
There were no changes to the agenda
Approval of Minutes of February 24, 2004
It was MOVED by Mrs. McBean-Clairborne, seconded by Mr. Booth, and unanimously adopted by voice vote, to approve the minutes of February 24, 2004 as amended. MINUTES APPROVED.
Comments from the Public
No member of the public was present.
Chair's Report
Mr. Koplinka-Loehr reported he attended an economic forecasting summit at the Chamber of Commerce two weeks ago and circulated information to members of the Committee. At the request of Mr. Booth, an electronic copy of the information presented will be obtained and provided to interested members of the Committee. Mr. Koplinka-Loehr said the NYSAC Weekly Wire reported on legislation that is being introduced by Legislator Sweeny in regard to local taxpayer relief. The Wire reported that on average, all counties across New York State had property tax increases of 22 percent over the last two years.
Mr. Koplinka-Loehr stated he has drafted a letter summarizing some of the changes in the budget process for an op-ed piece in the Ithaca Journal and asked for comments from members of the Committee.
Mr. Penniman spoke of the CAP (Community Advisory Panel) and a request by a Legislator to have that group look into whether or not Tompkins County should remove sales tax on heating fuel. Mr. Koplinka-Loehr responded that is not why the Panel is in existence; any discussion of that type of action would come before a committee of the Legislature.
Mr. Koplinka-Loehr said CAP met last week and expanded its list of ideas they will be working on. The group will meet on March 18th for a 3 1/2 hour retreat to focus those ideas into 5 to 10 priority areas.
Report from the County Administrator
Mr. Whicher had no report.
Report from the Finance Director
Mr. Squires was not present at this time. He arrived later in the meeting and provided his report following the discussion of placing pay increases into the Contingent Fund during contract negotiation years.
RESOLUTION NO. - APPROVAL OF 2005 BUDGET CALENDAR
It was MOVED by Mr. Booth, seconded by Mrs. McBean-Clairborne, and unanimously adopted by voice vote, to approve the following resolution and submit to the full Legislature:
WHEREAS, Tompkins County wishes to take steps to align its budget
calendar with the standard set by New York State law, and
WHEREAS, a revised budget calendar will shorten the administrative
budget process by one month; will encourage program committees to review
policy matters earlier in the year; and will allow more time for Expanded
Budget Committee reviews, now therefore be it
RESOLVED, on recommendation of the Budget and Capital Committee,
That the 2005 budget calendar dated March 9, 2004, be approved.
SEQR ACTION: TYPE II-20
Mr. Koplinka-Loehr announced the budget retreat will probably not be held until the impact of the State budget is better known; it will likely be held in mid-April.
The Committee discussed the following areas:
Policy Questions, Guidelines from Legislature, Direction to County Administrator
Mr. Koplinka-Loehr asked for input from the Committee as to whether the Legislature should be giving direction and parameters to the County Administrator and departments very early in the process as to what the range is for draft budgets.
Mr. Todd asked if it is reasonable to expect that the revenues will increase by 12% because of the Assessment increases? Mr. Whicher said if the tax rate were left the same, the amount of tax collected will increase by over ten percent due the increase in assessed value. He stated it is important that everyone understand the distinction between tax rate and tax levy.
Mr. Penniman said in the budget process survey of Legislators he commented that he does not believe the Legislature has demonstrated that it can make adequate cuts and suggested that the County Administrator be given direction to produce a low-spending budget as a guideline. Mr. Booth agreed and stated to do this well, someone has to look at the entire budget and that is not being done adequately at this point in time. He said that charging the Administrator with this provides the Legislature with its best chance of attaining something that is manageable. Mrs. McBean-Clairborne said Legislators first need to reach a consensus on priorities before providing the County Administrator with direction.
Mr. Koplinka-Loehr said he sees three areas moving forward at the same time: producing a consensus on the Legislature's general priorities, providing direction to the County Administrator, and classifying mandates since that will inform priorities from areas we have local spending control over. He said part of this discussion, in preparation for Legislative budget retreat is to give department heads a "heads up" on the budget process changes the Legislature is considering.
Mr. Booth said he does not want the Legislature to produce an "across-the-board" number, but would like to see a series of judgments made at the outset.
The Committee discussed the proposed budget calendar and the April
Legislature retreat. A question was raised as to whether the retreat
would be considered a public meeting. Mr. Koplinka-Loehr will check
on this with Mr. Wood, County Attorney. It was MOVED by Mr.
Booth, seconded by Mrs. McBean-Clairborne, to accept the following budget
calendar as amended:
Legislature Approve changes to Fiscal Policy (if needed), tentative
budget calendar Feb - Apr
County Administration Distribution to Departments and Agencies:
4/5
- Rollover Summary and Request Form
- Draft Budget Calendar
- Project Approval Request Form and Guidelines (note: PAR's
can be submitted to the review team throughout the year)
DEPARTMENTS & AGENCIES Report to County Administration; projected
impact of proposed State budget on department 4/1
County Administration Report to Budget Committee on projected impact
of proposed State budget; preliminary outlook for 2005 County budget
4/13
DEPARTMENTS & AGENCIES DUE DATE: 4/21
- Rollover Forms
- Requests for program reconfigurations
- Narrative on NEW or REVISED capital projects to be included
in the 2005 budget
Legislature Budget Retreat end of April
Budget Committee Consensus: 5/11
- Tentative budget calendar
- Charge to County Administrator and directives on new or revised
information to be submitted for funding consideration
Program Committees Initial review of 2005-2015 Capital Requests
May
Review and Vote on:
- Program reconfigurations
- Use of 2003 Rollover Funds
DEPARTMENTS & AGENCIES Begin discussing budget issues/concerns
with program committees June
Budget Committee Review and Vote on: 6/8
- Guidelines and Fiscal Targets
- Fringe Pool Rate
- Program reconfigurations
- Use of Rollover Funds
Legislature Review and Vote on: 6/15
- Guidelines and Fiscal Targets
- Fringe Pool Rate
- Program reconfigurations
- Use of Rollover Funds
County Administration BUDGET TRAINING - Department Heads and Budget
Preparers - Includes distribution of Guidelines and Fiscal Targets to Departments
and Agencies 7/1
DEPARTMENTS & AGENCIES DUE DATE: 2005 BUDGET and CAPITAL
REQUESTS 8/2
County Administration Distribution of Requested Capital Program
8/16
Budget Committee Budget Committee briefing by Administration on Budget
Requests and OTR's 8/10
Guidelines to County Administrator related to budget recommendations
County Administrator BUDGET REVIEW 8/2 - 8/27
County Administration Distribute Budget Documents to Legislature/Department
Heads/Public 9/1
Public Information Public Forum Mid-September
EXPANDED BUDGET COMMITTEE Recommendations - TENTATIVE BUDGET
9/13 - 10/22
Budget Committee Authorize Public Hearing on the Budget 10/12
Legislature Authorize Public Hearing on the Budget 10/25
County Administration Distribution of TENTATIVE 2005 TOMPKINS COUNTY
BUDGET and CAPITAL PROGRAM 10/28
Public Information Presentation of Tentative Budget 10/28
Public Hearing 7:00 PM 11/9
Budget Adoption* 5:30 (during regular Legislature meeting) 11/16
Funding Pay Increases in Separate Pool
Mr. Koplinka-Loehr said in the past the Legislature has asked departments during negotiating years, to put into their budgets their own estimates as to what pay increases might be. He asked if the budget process would be better-served if pay increases were set aside and placed into the Contingency Fund. Mr. Whicher said in the past when this subject was discussed, concerns were raised such as the difficulties departments face when trying to estimate increases. He said all departments have had to decide for themselves as to what they believe the increases will be. Those departments who estimate high have ended up having rollover and those departments who have estimated low had shortages; this has resulted in most departments estimating on the high-end. Mr. Whicher said he supports placing an amount in the Contingent Fund and once the contract is settled, then paying out to departments. This has the advantage in that actual amounts are being paid out versus estimated amounts. Mr. Koplinka-Loehr asked the Committee how it would like to proceed. With no objection being expressed, Mr. Koplinka-Loehr was asked to report to the Legislature at the next meeting that the funds for pay increases would be set aside in the Contingent Fund until contract negotiations are settled.
Report from the Finance Director
Mr. Squires reported his office just finished scheduling the auditing dates for this year. He said he must comply with a change to a model that has government-wide financial statements (GASBY 34) and this will take a substantial amount of effort. He reported on sales tax receipts for the month of February and stated there is an increase of 13 percent over February, 2003. He also reported the County received a rate of 1.0298 percent for its bond anticipation note renewals which is the lowest rate the County has ever received. There were six bidders, with Commerce Capital Markets purchasing the entire issue. Mr. Squires summarized the intent of GASB (Government Accounting Standard Board) and its requirements for the County’s financial statements. He said the purpose of this accounting system is to provide the theoretical value of an organization, showing current assets (including County-owned infrastructure like roads), liabilities, and long-term liabilities. He said this may make it easier for bond markets to rank organizations.
Mandate Definition
The Committee reviewed the definition of a Mandate and asked that the first sentence of the definition of Locally Controlled Spending be amended to read: “Locally Controlled Spending is the cost of operating County government and maintaining programs that the Legislature has approved other than Mandated Payments or Mandated Responsibilities".
Mandate Classifications
The Committee reviewed the Mandate Classifications and Locally Controlled Spending for programs within the Facilities and Infrastructure Committee.
It was suggested by Mr. Booth and agreed to by the Committee that under Locally Controlled Spending - Highway Division (3310), that bridges on town roads be separated out. Mr. Booth stated that a portion of facilities costs (1620 and 1621) is related to providing State and Federally mandated services. It was agreed that some of these costs would be assigned to Mandated Responsibilities and that staff would be asked to separate costs associated with State mandates.
Mr. Koplinka-Loehr noted after a brief discussion that there are some maintenance requirements and snow removal costs within "Locally Controlled Spending" that need to be examined when this is reviewed again for priority-setting.
The Committee reviewed Mandates and Locally Controlled spending for programs within the responsibility of the Budget and Capital Committee. Mr. Booth felt a percentage of the contributions to debt service is also related to a Mandated Responsibility. The Committee charged Administration with developing a rationale for a recommended percentage to assign to being a Mandated Responsibility.
Including Names of Employees in Resolutions Relating to Terminal Pay
Mr. Koplinka-Loehr said Chair Joseph has requested that this Committee consider whether or not to establish a policy requiring employee names to be included in resolutions relating to terminal pay. He said at present there is no policy to include names and asked for feedback from the Committee. Mr. Penniman said he does not see the need to refer to an employee rather than to just a position. Mr. Koplinka-Loehr said the argument in support of including an employee’s name is for public information and transparency purposes. Ms. McBean and Mr. Booth agreed with Mr. Penniman; it was felt that if that public information is needed it can be obtained easily from the Personnel Department.
Ms. Kiefer said she feels very strongly that employee names should be included in the resolution. She said listing a position title is not helpful because there may be many other employees who hold the same position title.
Ms. Fitzpatrick said two employees have contacted her and have asked what useful purpose including an employee’s name in these resolutions has served. She said these resolutions are part of the budgetary process and the employee’s name can be provided to any legislator at any time it is needed.
No member of the Committee expressed an interest in including employee names in terminal pay resolutions; therefore, the practice of including names will be discontinued, with the policy remaining in effect unchanged.
RESOLUTION NO. - APPROPRIATION FROM CONTINGENT FUND FOR TERMINAL PAY - HIGHWAY DIVISION
It was MOVED by Mr. Booth, seconded by Mrs. McBean-Clairborne, and unanimously adopted by voice vote, to approve the following resolution and submit to the full Legislature:
WHEREAS, the Highway Division had one employee retire effective
December 30, 2003, and
WHEREAS, the Fiscal Policy of Tompkins County allows for terminal
pay replacement from the Contingent Fund, now therefore be it
RESOLVED, on recommendation of the Facilities and Infrastructure
and Budget and Capital Committees, That the Director of Finance is hereby
authorized and directed to make the following budget appropriations:
FROM: A1990.54440 Contingent Fund $7,581.46
TO: D33110.51000813 Salary - Sign Mechanic $7,581.46
SEQR ACTION: TYPE II-20
Personnel Department
Early Retirement
Mr. Whicher said this year the State is not offering a State retirement incentive program at the State level but has proposed a retirement plan at the local level. This plan is the normal one-month per year of service; but at this point it is tied up at the State legislature and it is not known whether it will make it out of that process. He said localities are allowed to offer its own retirement incentives; however, after quickly reviewing the County’s Tier I and Tier II employees he didn’t see anything that would encourage the County to move in this direction.
Health Insurance
Ms. Fitzpatrick distributed information to the Committee relating to health insurance rates and trends from 1999 through 2003. It was noted that the costs for health insurance have remained fairly consistent with the exception of 2001 when there was a 31 percent increase in costs. Ms. Fitzpatrick believes this may have been due to a catastrophic case. However, prescription drug costs have dramatically increased with steady increases over the last three years.
Mr. Whicher spoke of prescription drug costs and said Westchester County is trying to provide reasonable prescription drug costs for not only County employees, but for everyone in the County by forming a buying unit to get a single price under the plan. Mr. Whicher said he will be looking into this option further. A question was raised as to whether the County could encourage employees to switch to a spouse’s health insurance plan. Ms. Fitzpatrick said she does not have information as to if that would provide a cost savings and that this could be explored and offered as an option for negotiations if the Legislature chose to move in that direction.
Reclassification Process
Ms. Fitzpatrick said there is an existing County Administrative Policy (02-01) relating to the reclassification of positions. She said there is a need to update the Policy because it does not mirror the practice that currently takes place. The Policy states a department head sends a request to the County Administrator and the appeal process is to go through a committee assigned by the Legislature. The current practice is that the request is sent to the Commissioner of Personnel and the County Administrator has also been making decisions in cases of appeals.
Ms. Fitzpatrick will bring back a revised policy proposal that mirrors the actual practice.
Better Choice Budget Campaign
Mr. Koplinka-Loehr presented the Committee with information on the Better Choice Budget Campaign that he received from Chair Joseph. The program proposes an alternative to reducing funding for education, health care, and human services other than shifting costs to local property and sales taxes. The Committee felt more information on this subject was needed and did not continue discussion at this time.
2004 Committee Goals
The Committee accepted the list of 2004 Committee goals as presented.
1. Streamline the budget process, including a focus on what fiscal management
tools & info. are needed by legislators to be able to set priorities/limits
in present fiscal climate.
2. Review relevant fiscal policies: Rollover, Procurement, purchasing,
contracts
3. Continue to blend 3-year budget projections into annual
reports, annual work plans, goals/
objectives
4. Improve public involvement in and understanding of the
budget processes and outcomes
5. Review personnel policies
Adjournment
The meeting adjourned at 1:20 p.m.
Tompkins
County Board of Representatives Homepage
Tompkins County Homepage
E-mail Comments about this
page