Present: T. Joseph, N. Schuler, P. Penniman, S. Davis, M. Koplinka-Loehr, F. Proto
Board: D. Kiefer
Staff: R. Erb, K. West, D. Squires, B. Grinnell-Crosby, W. Skinner,
J. Hanson, P. Meskill, R. Haus, R. Lampman, D. Norman, J. Norman, M. Pottorff
Called to order
Mr. Joseph called the meeting to order at 9:15 a.m.
Changes to the Agenda
The Sheriff’s Department items were moved to the beginning of the agenda and a request to apply for forfeiture monies was added.
Approval of Minutes of May 20, 1999
It was MOVED by Mr. Koplinka-Loehr, seconded by Mr. Todd, and unanimously adopted by voice vote by members present, to approve the minutes of the May 20, 1999 meeting.
Report from the Chair
Mr. Joseph had no report.
Report from the Finance Director
Mr. Squires distributed an updated Contingency Fund report. He reported on the final audit report and said he will bring that report to the Committee at the first meeting in July.
Report from the Deputy County Administrator
Ms. West had no report.
Mr. Meskill distributed copies of an application for forfeiture funds that were seized from a recent drug bust with the City of Ithaca. He said the Department has 60 days to process the request with the DEA. He said the documentation just arrived last week and he is limited on time. The total amount of the application $1,042 and will be used towards vehicle and equipment expenses. It was noted that when the money is received the Department will have to do a budget adjustment.
It was MOVED by Mr. Proto, seconded by Mr. Penniman, and unanimously adopted by voice vote, to give the Sheriff permission to submit the request for forfeiture funds. MOTION CARRIED.
The Committee discussed rollover funds requested by the Sheriff as follows:
Computers (2) - $5,000; no questions
Evidence Collection System - $5,000; no questions
Uniforms for 28 Officers - $28,000
Mrs. Schuler asked whether buying these uniforms with other departments would reduce the expense. Mr. Meskill said that is why they are including the Jail-side in the purchase. He said other departments pick different styles and colors; therefore, a group purchase with others is not an option.
Mr. Joseph raised an issue that came up in the Public Safety Committee. He said the Union contract calls for a uniform allowance. During the last set of negotiations an agreement was reached that deputies would bear more of the uniform cost in return for retirement benefits. Mr. Joseph said he is not willing to pay for this since the clothing allowance was put in the contract.
Mr. Meskill said no one is asking that the contract be changed. This is a one-time request to purchase new nylon gunbelts, holsters and accessories; the rest of the uniform issue are one-time purchases. He said the allowance amounts only $250 per year. This amount barely allows deputies to purchase shoes and any accessories they may use during the course of the year and also drycleaning. Mr. Meskill said he is trying to promote a professional police agency, and the uniforms they now have are 30 years old and this is a one-time expense that that will build moral in the Department. Mr. Meskill said they are asking for the bear minimum - three uniforms per deputy working five days a week.
Mr. Lampman said the new uniforms carry a price that would allow deputies to purchase two for the price of the current uniforms.
Mr. Proto asked how much time it would take for someone to go back to the Union contract and understand what the impact may be of this purchase would be, and whether the members of this Committee could see a summary of savings that have resulted due to the change in the retirement benefits.
Mr. Joseph said when the contract was negotiated, both the County and the Deputies Union knew the allowance would not cover the entire cost of clothing. He does not think non-approval of this means uniforms cannot be purchased; he feels it can be done over a period of time and phased in. Mr. Meskill disagreed, and said there is enough of an identity crisis in the Department now without having deputies in different uniforms.
Mr. Koplinka-Loehr said he sees this as an analogy between capital and maintenance. He feels the Sheriff is asking for a minimal amount and is supportive of a professional-looking Sheriff's Department.
It was MOVED by Mr. Joseph, seconded by Mr. Proto, to delete this item from the resolution until such time as the Committee has had an opportunity to review documentation on the what the long-term impact of the last negotiations with the Deputies Union has been and what the long-term savings projections are.
Mr. Penniman said his understanding of rollover funds is that if a department is able to save money and the money is already available, the Board should provide that department leeway with its request. He understands that this fits into the package of the goals the Sheriff has set out to accomplish.
Ms. Kiefer asked about the care of the new uniforms and was told by Sheriff Meskill that the new fabric would be machine washable and would not have to be dry-cleaned.
A voice vote on the motion to delete this rollover request resulted as follows: Ayes - 3 (Joseph, Proto, and Todd); Noes - 4 (Davis, Koplinka-Loehr, Penniman, and Schuler). MOTION FAILED.
Radios & Battery Conditioners & 2 Automobile computers - $11,952; no questions.
Misc. boat equipment - $2,500; no questions
Shotguns & Car Carriers (10) - $8,500;
Vehicle – 4 wheel drive
Mr. Joseph said he knows the Department has a number of needs that are going to show up in the next budget request, and expressed concern that some of these items do not carry the same priority as some of the things that will be requested. He felt the Department should hang on to the rollover money for some of the other things it is going to need.
It was MOVED by Mr. Joseph, seconded by Mrs. Schuler, to delete the rollover request for shotguns and car carriers and the 4-wheel drive vehicle.
It was MOVED by Mrs. Schuler, seconded by Mr. Joseph, to separate these two requests.
A vote on the motion to delete the request for the 4-wheel drive vehicle resulted as follows: Ayes - 1 (Joseph); Noes - 6. MOTION FAILED.
A vote on the motion to delete the request for the shotguns and car carriers resulted as follows: Ayes - 3 (Joseph, Proto, and Schuler); Noes - 4 (Davis, Koplinka-Loehr, Penniman, and Todd). MOTION FAILED.
Bulletproof vests - $17,440; no questions.
RESOLUTION NO. - REQUEST FOR CONTINGENT FUNDS FROM MONIES SET ASIDE FOR BOARD-OUT COST
MOVED by Mr. Koplinka-Loehr, seconded by Mrs. Schuler. It was noted this resolution is not in the same form as approved by the Public Safety Committee.
Mr. Meskill said the Department has some extremely old revolvers in the Jail and because of this, serious safety issues exist.
Mr. Haus displayed a revolver and said he has been a firearms instructor since 1984. He said in May he went on the range for the first time with the Sheriff's Department. He said because of safety concerns, four weapons had to be pulled out of service. He explained the safety concerns the Department has and said that some of the officers had to be treated for lead shaving injuries at the firing range because of the poor condition of the revolvers. Mr. Haus said the guns are worn out and dangerous and need desperately to be replaced.
Mr. Proto said he recalls the reason the County purchased the glocks would be so that there was compatibility with the various police agencies in case they were ever called in to work together. He asked why the resolution contains a request for 357 magnums. Mr. Meskill said the Public Safety Committee was not willing to purchase new glocks; and at a minimum he needed that number of pistols to replace those that are out of service. Mr. Proto felt it would be better to replace all of them with glocks, even if it were more expensive.
Mr. Joseph said he opposes the portion of the resolution that addresses the purchase of uniforms that he spoke of before. He said he is persuaded with the argument to purchase the guns, and said there are two different ways to approach the need for new guns. He said the weapons could be upgraded to the glocks which is what the road side of the Department is using but is expensive; or replace the 357 magnums. The difference is that everyone would need to be retrained if the Department switches to the glocks. Mr. Joseph said this is a Contingency Fund request and since the County's policy is that a Department should only request these funds for urgent needs the argument could be made that the Department could purchase $3,000 now in revolvers, and upgrade the Department with glocks in the 2000 budget process.
Mr. Meskill said the guns are the number one budget priority for the Department. He suggested purchasing the uniforms now and purchasing only half of the guns and training as requested. He said this would leave $82,000 left in the boardout fund and the Department could approach the rest of the issue in October when he will know what, if any money will be needed for boardouts.
It was MOVED by Mr. Koplinka-Loehr, seconded by Mrs. Schuler, to approve the gun belts (36 x $250), all of the guns at $18,000, all of the training at $19,800, all of the instructor's time at $9,600, and all of the ammunition at $7,700 with a total dollar amount of $64,100.
Sgt. Norman said uniforms with the Jail staff is not a big issue. Although they would like to be part of a unified Sheriff's Department, he thinks having safe firearms is more important than new uniforms.
Mr. Meskill said he will probably put the request for uniforms for the Jail in his 2000 budget submission as an over target request.
A voice vote resulted as follows: Ayes - 6, Noes - 0, Excused - 1 (Mr. Penniman was out of the room). MOTION CARRIED.
WHEREAS, $150,000 was budgeted for the boarding out of prisoners to other counties, and
WHEREAS, as of May 24, 1999, the County has spent only $7,269 leaving a balance of $142,731, and
WHEREAS, it is necessary to replace correction officers handguns due to the age and condition of the current model, and
WHEREAS, officer safety will be enhanced when correction officers have the same style and type of handgun as road deputies,
RESOLVED, on recommendation of the Public Safety and Budget and Quality Planning Committees, That the Tompkins County Board of Representatives hereby authorize the expenditure of $64,100 for purchasing new handguns, gun belts, training, and ammunition.
TOTAL CONTINGENCY FUNDS $150,000
Gun belts $250 x 36 $9,000
36 Guns - Glock Model 22, 40 caliber handguns
with night sights.
Training - 24 hour weapons training course at an
average cost of $550 per officer
TOTAL: $550 X 36 $19,800
Instructors Training Time
Ammunition - for both qualifying and regular service $7,700
TOTAL REQUESTED: $64,100
TOTAL SPENT AS OF 5/24/99 $7,269
BALANCE OF MONIES AVAILABLE FOR BOARDOUTS $78,631
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It was MOVED by Mr. Proto, seconded by Mr. Koplinka-Loehr, and unanimously approved by voice vote to approve the following resolution and submit to the full Board:
2000 BUDGET – SHERIFF AND FIRE COORDINATOR
WHEREAS, Program 4410, Transport is no longer discernable as a separate program within the Jail Division, and
WHEREAS, Program 3500 Fire Coordinator Coordination and Planning is directly related to the activities in Program 3502 Emergency Communications and should not be considered a separate program area, and
WHEREAS, the Ithaca City Youth Bureau provides countywide services that are dissimilar from the other not-for-profit agencies funded by the Youth Bureau, and
WHEREAS, the Youth Bureau wishes to track program expenses separately for countywide services provided by the Ithaca City Youth Bureau, now therefore be it
RESOLVED, on recommendation of the Public Safety, Health & Human Services and Budget & Quality Planning Committees, That Program 4380 Planning & Coordination be combined with Program 4000 Civil Division and that Mandate Status ‘B’ remain unchanged, and
RESOLVED, further, That Program 4410, Transport be combined with Program 4400 Corrections, and
RESOLVED, further, That Program 4415, Boarding of Prisoners be created and classified as an ‘A’ Mandate, and
RESOLVED, further, That Program 3500, Planning & Coordination Fire Coordinator be combined with Program 3502 Emergency Communications, and
RESOLVED, further, That Program 2415, Ithaca City Youth Bureau, be created within the Budgeting Unit known as Youth Bureau.
SEQR ACTION: TYPE II-20
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MOVED by Mrs. Schuler, seconded by Mr. Koplinka-Loehr.
Mr. Proto said at two Board meetings back he raised a question as to who has authority to commit monies for this project. He said he was told by Chair Mink that in the County Attorney's opinion, the Construction Committee has the absolute authority to commit and spend funds. Mr. Proto said the original project called for expenditures in the furniture and equipment line of $959,000 and in professional services line of $523,000 . He said on May 18 that was changed within the Committee and there was a movement of $200,000 from the furniture line to the professional services line. He read a portion of the minutes of the Building Construction Committee that stated the Committee will reuse some of the furniture or possibly find some furniture at Cornell to supplement the need for furniture. Mr. Proto expressed opposition to the shift in funds. He suggested that the Committee postpone this resolution until he receives answers to his questions.
Mr. Squires said it is important that this resolution move forward. He said the project may break ground in October and it would be detrimental to the County to have to use other funds. Mrs. Schuler also asked that this move forward. She felt Mr. Proto could receive answers to his questions prior to the next Board meeting.
A voice vote on the resolution resulted as follows: Ayes - 6, Noes - 1 (Proto). MOTION CARRIED.
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BONDS OF THE COUNTY OF TOMPKINS, NEW YORK, TO PAY THE COSTS OF THE RECONSTRUCTION OF THE
TOMPKINS COUNTY COURTHOUSE.
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RESOLUTION NO. - APPROPRIATION FROM CONTINGENT FUND TO COVER PRELIMINARY
STUDIES FOR THE NYS DOT FACILITY RELOCATION AND E-911 CONSOLIDATION PROJECTS
MOVED by Mr. Koplinka-Loehr, seconded by Mr. Proto. Mr. Hanson said for over two years the Planning Department has been working with City offices and the New York State Department of Transportation Regional Offices to facilitate a move of the DOT site on Third Street to another site and to also combine that office with the Cortland facility. He said the resolution being considered is the result of the work on this effort and will allow them to move forward.
A voice vote resulted as follows: Ayes - 7, Noes - 0. MOTION CARRIED.
WHEREAS, a Communication Capital Project Committee has been appointed and charged with the responsibility of bringing forward several related projects including consolidation of the County's E-911 operation into one center, advancing the 800MHZ communications towers proposal, and accomplishing the relocation of the NYS DOT facility on Cayuga Inlet to a new location, and
WHEREAS, an appropriate site for the relocated NYS DOT facility has been identified on Hanshaw Road in the Town of Dryden, and
WHEREAS, this site also offers the opportunity to consolidate the E-911 center in conjunction with the relocated NYS DOT facility, and
WHEREAS, both of these projects are dependent upon the completion of certain feasibility studies and site evaluations as well as preliminary architectural and engineering work, now therefore be it
RESOLVED, on recommendation of the Communications Capital Project and Budget & Quality Planning Committees, That $50,000 be appropriated from the Contingent Fund to the Capital Construction Fund to cover the cost of these studies, and
RESOLVED, further, That the County Administrator or his designee be authorized to execute such agreements as necessary to carry out these studies and evaluations.
SEQR ACTION: TYPE II-20
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RESOLUTION NO. - BUDGET ADJUSTMENT AND APPROPRIATION OF UNSPENT GENERAL FUNDS FROM 1998 TO VARIOUS ACCOUNTS
MOVED by Mr. Koplinka-Loehr, seconded by Mr. Todd.
Mr. Joseph expressed concern in the Clerk of the Board's budget over why the fringe amount was overbudgeted. He was agreed this would be approved, contingent on an explanation begin provided at the Government Operations Committee meeting following this meeting. It was also agreed that that Mr. Joseph would receive an explanation on why equipment reserve funds were being used for professional services for the Assessment Department.
A voice vote resulted as follows: Ayes - 7, Noes - 0. MOTION CARRIED.
WHEREAS, various departments have been certified by the Director of Finance to have unspent appropriations and excess revenues from 1998 resulting in a surplus on the County’s books as of December 31, 1998, and
WHEREAS, pursuant to County Fiscal Policy, surplus funds may be requested for use in the current or following year budget, now therefore be it
RESOLVED, on recommendation of the Health & Human Services, Economic and Workforce Development, Public Works, Public Safety, Governmental Operations, and Planning, Intermunicipal Cooperation & Education, and Budget & Quality Planning Committees, That the following transactions are approved:
From: General Fund Balance
Youth Bureau -- Program Expense 7020.54400 6,250
Human Rights -- Professional Services 8040.54442 2,152
Human Rights -- Telephone 8040.54472 1,696
Probation (ATI) -- Regular Pay 3141.51000 10,238
Probation (ATI) -- Fringes 3141.58800 2,560
Public Works Admin. -- Professional Services 1490.54442 5,880
Board of Reps -- Printing 1010.54330 4,255
County Admin (Pub. Info.) -- Computer Equipment 1988.522062,000
County Admin (Pub. Info.) -- Computer Software 1988. 52230 200
County Administration -- Computer Equipment 1230.52206 3,700
Assessment -- Regular Pay 1355.51000 11,469
Assessment - Computer Equipment 1355.52206 7,000
Assessment -- Office Furnishings 1355.52214 3,000
Assessment -- Professional Services 1355.54442 30,000
Info. Tech. Svcs. -- Computer/Netwk Supl 1680.54302 37,025
Board of Elections -- Office Furnishings 1450.52214 1,667
Board of Elections -- Computer Equipment 1450.52206 560
Personnel -- Professional Services 1430.54442 30,000 Fire/EMS -- Dept. Equipment 3411.52220 7,454
Public Health (Plng/Coord) -- Regular Pay 4010.51000 2,492
Public Health (Plng/Coord) -- Computer Equipment 4010.52206 1,996
Public Health (Plng/Coord) -- Office Equipment 4010.52210 2,077
Public Health (Plng/Coord) -- Chairs 4010.52211 180
Public Health (Plng/Coord) -- Travel/Training 4010.54412 4,350
Public Health (Plng/Coord) -- Office Furnishings 4010.52214 1,703
Public Health (Plng/Coord) -- Computer Software 4010.52230 1,733
Public Health (Plng/Coord) -- Fringes 4010.58800 623
Public Health (Plng/Coord CSN) --Regular Pay 4047.51000 767
Public Health (Plng/Coord CSN) -- Computer Equipment 4047.52206 1,996
Public Health (Plng/Coord CSN) -- Dept. Equipment 4047.52220 380
Public Health (Plng/Coord CSN) -- Computer Software 4047.52230 1,421
Public Health (Plng/Coord CSN) -- Fringes 4047.58800 2,770
Public Health (Occup Hlth/Sfty) -- Computer Equipment 4013.52206 2,154
Public Health (Occup Hlth/Sfty) -- Computer Software 4013.52230 899
Public Health (Comm. Hlth. Svcs.) -- Computer Equipment 4016.52206 6,117
Public Health(Comm. Hlth. Svcs.) -- Office Equipment 4016.52210 2,260
Public Health(Comm. Hlth. Svcs.) -- Chairs 4016.52211 648
Public Health(Comm. Hlth. Svcs.) -- Desks/Bookcases 4016.52212 2736
Public Health (Comm. Hlth. Svcs.) -- Departmental Equip. 4016.52220 4,285
Public Health (Comm. Hlth. Svcs.) -- Computer Software 4016.52230 3,544
Public Health (Environmental) -- Computer Equipment 4090.52206 5,988
Public Health (Environmental) -- Departmental Equip. 4090.52220 400
Public Health (Environmental) -- Computer Software 4090.52230 3,351
Public Health (Vital Records) -- Computer Software 4015.52230 183
Sheriff (Uniform Division) -- Computer Equipment 3113.52206 5,000
Sheriff (Uniform Division) -- Dept. Equipment 3113.52220 45,042
Sheriff (Uniform Division) -- Clothing 3113.54340 28,000
Sheriff (Uniform Division) -- Navigation 3113.54346 350
Sheriff (Uniform Division) -- Vehicles 3113.52231 32,000
RESOLVED, further, That revenue leveraged by the use of surplus funds in the Probation Department is reflected in the following Budget Adjustment:
A3140.43310 Probation Services State Aid 817
A3141.43310 Probation Services ATI State Aid 4,239
A3142.43310 Probation Services Intake/Investig. State Aid 1,163
A3140.51000 Probation Salaries 817
A3141.52999 Probation ATI Equipment Reserve 337
A3141.52231 Probation ATI Vehicles 3,902
A3142.52999 Probation Intake/Investig. Equipment Reserve 1,163
RESOLVED, further, That the position of Records Officer (12/669), Labor Grade 12, Administration, be increased from 35.0 to 40.0 hours through December 31, 1998.
SEQR ACTION: TYPE II-20
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Mr. Todd and Mrs. Schuler left.
RESOLUTION NO. - CHANGE IN FUNDING METHODOLOGY AND INCREASE IN FISCAL TARGET, ENGINEERING SERVICES
MOVED by Mr. Koplinka-Loehr, seconded by Mr. Joseph.
Mr. Joseph said he disagrees with a portion of the report that was included in the agenda because it makes a statement that it is not good policy to fund engineering services out of capital projects and that it costs money over the long run to do that. He said he disagrees to the extent that if the Engineering Division were charging capital projects for their real costs on those projects, the engineering portion of the project is real and therefore, legitimate to be bonded. He said the long-run cost analysis included in the report ignores the time value of money. He said he would still go along with this because he sees the County charging capital projects a lot more than is justified and using it to cover all of the Engineering Division's work.
Mr. Squires said he strongly opposes the Engineering Division billing capital projects for what he considers to be operating expenses.
Ms. West said the Facilities and Operations Committee sent the following message to this Committee: "Do not capitalize on operating expenses and capitalize on one-time things only, not things that are ongoing in nature". She said one thing that has become clear is the Engineering Division provides a service to the Board, and that they are not necessarily, although they can be, in lieu of an outside engineering firm. They do many things on a daily basis that are unique and different and service County Administration and the Board in everything from obtaining building permits to designing office space. She said a majority of their work is providing internal service. Ms. West said a decision needs to be made that if the Board relies on their skills how those services will be paid for.
A voice vote resulted as follows: Ayes - 5, Noes - 0, Excused - 2 (Schuler and Todd). MOTION CARRIED.
WHEREAS, Engineering Services currently bills the Capital Construction Fund for approximately 70% of their annual costs, or approximately $230,000 per year, and
WHEREAS, the cost of debt for current operating expenses associated with the Engineering Division of Public Works will exceed $1.8 million dollars over 20 years of debt repayment, and
WHEREAS, the fluctuation in the demand for services makes the annual billing difficult to estimate, and the division is generally forced to bill the Capital Construction Fund to cover non-billable projects, and
WHEREAS, the billing exchanges between Engineering Services, the Highway Division, and Public Works Administration is ineffective and provides no value added to current services and practices, now therefore be it
RESOLVED, on recommendation of the Facilities & Infrastructure and Budget & Quality Planning Committees that the practice of billing the Capital Construction Fund for Engineering Services provided internally by Tompkins County Government shall cease, and
RESOLVED, further, That the 2000 Fiscal Target for Engineering Services shall be the level of spending approved in the 1999 Adopted Budget, less anticipated revenues from the Airport and Solid Waste Divisions, plus the local share of Engineering’s portion of Centrally Distributed Items which was previously eliminated from all other County budgets, less Engineering’s share of Public Works Administration expenses, and
RESOLVED, further, That the Highway Division Fiscal Target shall be decreased by $90,000 since payment by Highway to Engineering will no longer be provided due to both divisions being primarily funded by General Revenues, and
RESOLVED, further, That the Public Works Administration Fiscal Target shall be increased by $4,582, an amount equal to the reduction in Engineering Services Fiscal Target for administration and overhead, and
RESOLVED, further, That this action in no way diminishes the quantity or quality of engineering services currently being provided to the Tompkins County Highway Division, and all other County departments and divisions, and
RESOLVED, further, That the result of the changes stated in this resolution requires a $230,909 increase in the General Revenues needed in the 2000 Target Budget.
SEQR ACTION: TYPE II-20
Engineering Current Local Share = ($4,178); an amount equal to Engineering’s share of CDI
Plus: Funds Appropriated to Cover = $4,178
Less: Solid Waste Revenue = $1,200
Change in Targets
P.W. Admin + $4,582
Highway - $90,000
The meeting adjourned at 11:50 a.m.
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