Staff:      J. Kippola, Contracts Coordinator; S. Whicher, County Administrator; J. Wood, County Attorney; D. Squires, Finance Director; V. Coggin, Assessment Director; J. Franklin, Assessment Department; W. Skinner, Public Information Officer; A. Fitzpatrick, Personnel Commissioner

Called to Order

 Chair Koplinka-Loehr called the meeting to order at 11:33 a.m.

Changes to Agenda

 Mr. Booth asked for an update on the Freedom of Information request filed concerning the request for copies of personnel files of former County employees.  Mr. Whicher said he would provide an update under his report.

 Mr. Booth also requested the County Administrator develop for consideration a policy concerning budget transfers of up to $5,000.

Chair's Report

 Mr. Koplinka-Loehr said he did not have a report.

Report from the County Administrator

 Mr. Whicher reported on the Freedom of Information request filed by two former County employees, Yvonne Bartlett and Claudia Cinquanti.  They have requested entire copies of their personnel files.  The files are sensitive and contain medical history.  There is approximately 1,000 pieces of paper in the each of the files.  The two employees believe their case can be reopened for workman's compensation.  The files had been previously copied for them, but apparently were discarded.  The records must be copied in house because of the medical information contained in them.  The County is allowed to charge up to $.25 per page; however he has agreed to copy the files for half that cost.  The former employees are asking that the cost be waived entirely, but he does not feel it is acceptable since the files were copied once before.

 A brief discussion followed concerning the above subject matter, and the Committee agreed with the County Administrator's suggestion to charge half the cost permitted.

 Ms. Kiefer said she would like to discuss at a future meeting a statement in Board policy that says the County will be as open as possible with respect to information, and the County will charge the lowest amount possible, not the highest amount.

 Mr. Koplinka-Loehr asked if Mr. Whicher would develop a policy about budget transfers as Mr. Booth requested above;  Mr. Whicher agreed.  Ms. Kiefer requested that options of different dollar amounts be provided, together with frequency of transfers and different cut-off levels.

 Ms. Kippola gave an overview of the Request for Proposals (RFP) for Insurance Brokerage and Claims Management.  The RFP was sent out last month and the responses are due back this Friday.  At the next Committee meeting she will be requesting authorization to execute a contract.  The following is an outline of the insurance program:

? Self-Insured for claims up to $750,000
? Excess General Liability Insurance Policy - $750,000-$10,000,000
? Other specific areas:
- Excess Property Damage - $100,000 deductible
- Employee Dishonesty Bond
- Professional Liability - covers Mental Health, Public Health, and Jail Nurse
- Boiler and Machinery
- Airport Liability
- Errors/Omissions - County Clerk
- Valuable Papers
- Excess Workers' Compensation

The RFP includes two parts:  (1) pay a broker to shop for insurance for the County; and (2) have someone to administer the claims that are self-insured.  Historically, it has cost the County $37,000 annually for these two services.  The RFP was sent to every insurance agent in town and every agent that has inquired.  Approximately 40 RFP's were sent out.  The other piece that is being looked into is NYMIR (New York Municipal Insurance Reciprocal).  A number of counties and municipalities belong to this.  A certain amount of the premiums are paid into a pool and pay the insurance claims from it.  Ms. Kippola said she will have quotes and additional information for the Committee to look at next month.

 Mr. Booth questioned the Excess General Liability Insurance policy amount up to $10,000,000 and asked if it was per incident.  Ms. Kippola said it is her understanding that the County can only have one $10,000,000 claim per year.  Mr. Booth expressed concern and feels it is a conservative estimate.  Ms. Kippola said this is an area the broker can look into.

Report from the County Attorney

 Mr. Wood reported the results of the Town of Ithaca case concerning the Bostwick Road facility were in the County's favor.  The Town of Ithaca Attorney did indicate that he may appeal the case.  However, Mr. Wood said it is unlikely that Court of Appeals would hear the case since the decision was unanimous.

Report from the Finance Director

 Mr. Squires updated the Committee on the security issues reported last year in his department.  Modifications in the Treasury office are complete and the emergency phone system is now working.  He said his staff now feels much more comfortable and safer.  The cost of the modifications totaled $5,000.

 He also reported that he has joined the Central New York Purchasing Cooperative.  It consists of three counties:  Onondaga, Tompkins, and Oneida.  There is a website where all the bids will be advertised and obtained online.  An individual can subscribe ($49 per year), and is then notified of any bid or quote that relates to their interest.  This will safe staff time in the number of phone calls made and material faxed.   However, this does not change the way public bids are advertised in the paper.  He said as of Friday, there were 750 vendors that had signed up in the system.  It is unclear how many are from Tompkins County.

Report from the Public Information Coordinator

 Ms. Skinner briefly reported the public hearing on the proposed 2003 County budget begins at 7:00 p.m. this evening not 7:30 p.m. as reported by the Ithaca Journal in error.  She announced there are four openings on the Public Information Advisory Board and asked if Board members knew of anyone interested in serving to let her or the Board office know.  She provided a brief report on the meeting held with the Ithaca Journal concerning the format of the proposed County budget.  According to State Law, the County is obliged to make available to the public a line-item budget five days prior to the public hearing.  The County has provided information in a variety of formats but has not produced a line-item budget for awhile.  County staff agrees the line-item format should be available and has agreed to produce it and therefore will hold a second public hearing November 19th.

Approval of Minutes

 It was MOVED by Mr. Totman, seconded by Mr. Booth, and unanimously adopted by voice vote, to approve the minutes of the October 8th meeting as submitted.

Assessment Department

 Setting Income Limits for Senior/Disability Exemptions
 Ms. Coggin presented the Committee with three scenarios for setting income limits.  The first scenario keeps the current income limits.  The second scenario takes the same dollar figure increase that the State enacted and applies it to the previous income limits allowed by Tompkins County.  The third scenario increases the income limits to the State maximum.

 Ms. Kiefer asked if the history of what we have done in previous years was available as requested at the last meeting.  Mr. Franklin said he could only locate information dating back to 2000.  Mr. Whicher suggested that the files he saved as Assessment Director be reviewed.  Mr. Franklin said he is requesting via letter updated, current real property tax legislation in the County.

 Following a brief discussion, it was MOVED by Ms. Kiefer, seconded by Mr. Todd, to accept the first scenario and keep the existing limits.  A voice vote resulted as follows:  Ayes - 4; Noes - 1 (Booth).  MOTION CARRIED.

 Appointment
 It was MOVED by Mr. Booth, seconded by Mr. Koplinka-Loehr, and unanimously adopted by voice vote, to approve the appointment of Robert Shaw to the Assessment Review Board for a term that expires December 31, 2005.

 Vehicle Purchase
 Ms. Coggin explained the need to purchase a four-wheel drive vehicle and provided quotes for used vehicles.  Mr. Franklin said there is an over-target request of $11,000 funded with rollover for the 2003 proposed budget to purchase a vehicle.  Mr. Squires expressed reservations with purchasing a used vehicle because of the bidding procedures.  The Department would be required to accept the lowest bid and he feels there may be differences in opinions of what is the best vehicle to purchase if there are multiple vendors submit bids.  Ms. Coggin noted the used vehicles come with warranty packages.

 Committee members did not object to allowing the Department to purchase a used vehicle and to negotiate with the Finance Director about the particulars.

 Appointment of Temporary Members to the Board of Assessment Review
 Background information for the individuals interested in serving as temporary members on the Board of Assessment Review was distributed at this time.  Following a brief discussion, it was MOVED by Mr. Totman, seconded by Mr. Todd, and unanimously adopted by voice vote, to recommend the following names to serve as temporary members on the Board of Assessment Review:  Alice Moore, Ed Laine, Robert Walpole, Edith Spaulding, Martha Preston, and Paul Banfield.  Ms. Coggin and Mr. Franklin agreed to prepare a resolution for the next Board meeting appointing these members.

 Update on Certiorari Actions
 Ms. Coggin provided updated information for the Committee on the 2002 Certiorari actions which are commercial properties challenging their assessments.  One significant case is AES Cayuga withdrew its application.

 Report on Receipt of State Aid
 Ms. Coggin distributed copies of a letter concerning State Aid the Department received in the amount of $156,055.  Tompkins County has demonstrated successful completion of an annual reassessment on the 2002 assessment roll and received $5.00 per parcel (31,211) in State Aid.  This is the fourth year Tompkins County has received this aid.

County Administration

 Tax Bill Format
 Mr. Whicher distributed copies of a draft law amending the format of the tax bill for Tompkins County.  He explained that this a statewide effort and many counties are passing local laws that authorize inclusion of a line for State mandate costs on the tax bill.  An example of the current County tax bill was distributed as well as a tax bill from another County with the new line in the Levy Description called "State Mandated Costs".  Ms. Kiefer said she was uncomfortable with the wording because the County is delivering County services that are State mandated.

 Ms. Kiefer asked if it would be possible to include a single page insert explaining County and school taxes with the tax bill.  Mr. Whicher said it was not possible to include an insert for a couple of reasons.  One is because of the particular system the County uses and the second is there are opinions from the State that data cannot be included with a tax bill.  Mr. Wood stated that the Real Property Tax Law does allow "a summary of the adopted municipal budget and an explanation of the computation of the taxes" to be enclosed with the tax bill.  Mr. Koplinka-Loehr recommended further discussion on this subject be held at a later date.

 It was MOVED by Mr. Totman, seconded by Mr. Todd, and unanimously adopted by voice vote, to approve a local law amending the tax bill to include a line for State mandate costs.  The County Attorney was directed to write said law.

 Discussion on Early Retirement Incentive Calculations
 Mr. Whicher asked for clarification on the County's definition for early retirement and if it is interpreted to be Countywide and if the policy allows him to cross department lines.  He said an issue was raised when a small department has an employee(s) who want to take early retirement but the Department Head has to choose which can.  In the case of Elections, the department is not able to meet the requirements of savings for two years, but could for one year.  He said on a countywide basis we could accommodate the request.  He asked if the policy allows him to cross department lines.  It was noted that we have to meet New York State requirements for savings, and can do that on a countywide basis.  Ms. Kiefer said the county Fiscal Policy calls for savings to be shown within a department.  She has some concern about the plan shown for the Board of Elections, and does not think we should ignore or "reinterpret" the Fiscal Policy per se.  But in order to not delay the Board of elections use of early retirement, she would support an exception to the policy in this case.  Mr. Whicher offered to draft appropriate language for this resolution.
 After further discussion it was the consensus of the Committee to give the County Administrator the authority to administer the policy on a countywide basis as needed for this year with the understanding that any blanket change in the policy itself will require further discussion and a resolution specifying the change.  Mr. Koplinka-Loehr asked Mr. Whicher to propose such a resolution for action likely early next year.

Board of Elections

 Resolution - Early Retirement
 It was MOVED by Mr. Totman, seconded by Mr. Todd, to submit the following resolution to the full Board for approval.  Ms. Kiefer said she would like to have language added to the resolution and MOVED to include wording that reflects the Committee's interpretation of the early retirement policy as agreed in the above discussion.  Committee members felt adding the proposed language was not necessary and the motion failed for lack of a second.

 A voice vote resulted as follows:  Ayes - 4; Noes - 1 (Kiefer).  RESOLUTION CARRIED.

RESOLUTION NO.      – AUTHORIZATION FOR EARLY RETIREMENT – BOARD OF ELECTIONS

 WHEREAS, the Tompkins County Board of Representatives authorized participation in the 2002 Early Retirement Incentive Program, and
 WHEREAS, the following Board of Elections employees are eligible and have voluntarily chosen to retire during the open period:
  Shary Zifchock, Commissioner of Elections (Democrat)
  Carol Boles, Executive Assistant to Commissioner of Elections (Democrat)
, and
 WHEREAS, this incentive may be used on behalf of any eligible employee who so chooses, provided there is a plan in place that results in a financial savings equal to fifty percent of the base salary of the retiring employee over a two-year period following the retirement, and
 WHEREAS, the Board of Elections has submitted a savings plan as required by the New York State Retirement System, and
 WHEREAS, this plan will leave two Senior Elections Clerk positions vacant for one year, and
 WHEREAS, such plan has been reviewed and recommended by the County Administrator, now therefore be it
 RESOLVED, on recommendation of the Government Operations Committee, That Shary Zifchock and Carol Boles be authorized to retire under the terms of the 2002 Early Retirement Incentive Program,
 RESOLVED, further, That the fiscal target adjustment will be made in one blanket resolution later this year for all those approved for the Early Retirement option.
SEQR ACTION:  TYPE II-20

Year-End Resolutions

 It was MOVED by Mr. Booth, seconded by Mr. Todd, and unanimously adopted by voice vote, to submit the following resolution to the full Board for approval:

RESOLUTION NO.   - DATE OF ORGANIZATION MEETING

 RESOLVED, on recommendation of the Government Operations Committee, That in accordance with Section 151 of County Law, the organization meeting of the Tompkins County Legislature shall be held in the Legislative Chambers of the Tompkins County Courthouse, Ithaca, New York on Tuesday, January 7, 2003  at 5:30 o’clock in the evening thereof.
SEQR ACTION:  TYPE II-20

 It was MOVED by Mr. Todd, seconded by Mr. Booth, to submit the following resolution to the full Board for approval.  As Ms. Kiefer  wished to have three meetings during the months of July and August instead of four, she MOVED to change July 15 to July 29 and delete August 5.  MOTION FAILED FOR LACK OF A SECOND.

 A voice vote resulted as follows:  Ayes - 5; Noes - 0.  RESOLUTION CARRIED.

RESOLUTION NO.  - ESTABLISHING 2003 MEETING DATES

 RESOLVED, That the 2003 regular meetings of the Tompkins County Legislature are as follows:

 Tuesday,  January 7,  2003 at 5:30 p.m.
 Tuesday, January 21, 2003 at 5:30 p.m.
 Tuesday, February 4, 2003 at 5:30 p.m.
 Tuesday,  February 18,  2003 at 5:30 p.m.
 Tuesday, March 4, 2003 at 5:30 p.m.
 Tuesday, March 18, 2003 at 5:30 p.m.
 Tuesday,  April 1,  2003 at 5:30 p.m.
 Tuesday, April 15, 2003 at 5:30 p.m.
 Tuesday, May 6, 2003 at 5:30 p.m.
 Tuesday,  May 20,  2003 at 5:30 p.m.
 Tuesday, June 3, 2003 at 5:30 p.m.
 Tuesday, June 17, 2003 at 5:30 p.m.
 Tuesday, July 1, 2003 at 5:30 p.m.
 Tuesday, July 15, 2003 at 5:30 p.m.
 Tuesday, August 5, 2003 at 5:30 p.m.
 Tuesday,  August 19, 2003 at 5:30 p.m.
 Tuesday, September 2, 2003 at 5:30 p.m.
 Tuesday,  September 16,  2003 at 5:30 p.m.
 Tuesday, October 7, 2003 at 5:30 p.m.
 Tuesday, October 21, 2003 at 5:30 p.m.
 Wednesday,  November 5,  2003 at 5:30 p.m.
 Tuesday, November 18, 2003 at 5:30 p.m.
 Tuesday, December 2, 2003 at 5:30 p.m.
 Tuesday,  December 16,  2003 at 5:30 p.m.
SEQR ACTION:  TYPE II-20

 It was MOVED by Ms. Kiefer, seconded by Mr. Booth, and unanimously adopted by voice vote, to submit the following resolution to the full Board for approval:

RESOLUTION NO.  - RETURNED VILLAGE TAXES

 WHEREAS Article 14 of the Real Property Tax Law authorizes village tax collectors to return to the County Treasurer a listing of unpaid taxes for enforcement, and
 WHEREAS the Villages of Cayuga Heights, Dryden, Freeville, Groton, Lansing, and Trumansburg are authorized to submit their unpaid taxes to the County for enforcement, now therefore be it
 RESOLVED, on recommendation of the Government Operations Committee, That the Director of Assessment of the County be and hereby is authorized and directed to add to the respective 2003 tax rolls the amount of the uncollected village taxes that remain unpaid and that have not been heretofore relevied on town tax rolls and that have been returned by the village tax collectors of the various villages to the County Finance Director, and that said returned village taxes be reassessed and relevied on town tax rolls as they are returned and that said returned village taxes be reassessed and relevied upon the lots and parcels so returned with 12.0 percent annual interest in addition thereto.
SEQR ACTION:  TYPE II-20

 It was MOVED by Ms. Kiefer, seconded by Mr. Booth, and unanimously adopted by voice vote, to submit the following resolution to the full Board for approval:

RESOLUTION NO.  - RETURNED SCHOOL TAXES

 WHEREAS Article 13 of the Real Property Tax Law authorizes school district tax collectors to submit by November 15th a listing of unpaid taxes to the County Treasurer for enforcement, and
 WHEREAS the County guarantees the school districts payment of the unpaid taxes by April 1 of the year following the return, now therefore be it
 RESOLVED, on recommendation of the Government Operations Committee, That the Director of Assessment of the County be and hereby is authorized and directed to add to the respective 2003 tax rolls the amount of the uncollected school taxes that remain unpaid and that have not been heretofore relevied on town tax rolls and that have been returned by the collectors of the various districts, exclusive of the Ithaca City School District, to the County Finance Director and that said returned school taxes be reassessed and relevied on town tax rolls as they are returned, and that said school taxes returned in 2002 be reassessed and relevied upon the lots and parcels so returned with 12.0 percent annual interest in addition thereto.
SEQR ACTION:  TYPE II-20

 It was MOVED by Mr. Todd, seconded by Mr. Booth, to submit the following resolution to the full Board for approval.  Questions were raised regarding the highway taxes referenced in the last Resolved.  Mr. Squires said the County does not levy a tax on highways because it raises the tax in the General Fund.  He said the County could have a separate highway tax but it currently does not.  He feels the language could be statutory language.  Mr. Booth asked the County Attorney to look into this to see if the language was necessary.

RESOLUTION NO.  - ADOPTION OF APPORTIONMENT OF TAXES FOR 2003

 WHEREAS, the report of equalization rates and totals (footings) of assessment rolls has been prepared and approved by the Assessment Director, now therefore be it
 RESOLVED, on recommendation of the Government Operations Committee, That the report of the Director of Assessment be accepted and adopted and the valuation of real property and franchise be based on the 2002 final assessed values for the purposes of general and highway tax levied against the several tax districts of the County and that the values determined therein be set forth as the basis for such general and highway tax levies for the year 2003,
 RESOLVED, further, That several amounts therein listed for State tax, County tax for general County purposes, and County highway tax for 2003 against the several towns of the County and City of Ithaca be assessed against, levied upon and collected from taxable property of the several towns and City liable therefor.
SEQR ACTION:  TYPE II-20

Advisory Board Reports

 Mr. Koplinka-Loehr said he would like the Committee to first decide if there are any advisory boards that no longer provide a need and can be eliminated.  Mr. Wood recommended the Landfill Neighborhood Protection Committee be abolished as it is no longer needed.

 The Committee reviewed the reports by program committees.  A brief discussion followed concerning the report from the Health and Human Services Committee.   As a member of the Health and Human Services Committee, Mr. Booth recalls there was confusion as to which advisory boards were required by law.  He said he will follow-up with the Chair of that Committee.

 Mr. Koplinka-Loehr felt the Committee should look at the specific areas identified at previous meetings for improving the effectiveness of advisory boards such as filling vacancies, recruitment, quorum definition, attendance record keeping.  Mr. Koplinka-Loehr said he would like to know how much staff time is required for each advisory board.

 It was MOVED by Mr. Totman, seconded by Mr. Todd, and unanimously adopted by voice vote, to recommend the Landfill Neighborhood Protection Committee be abolished.

 Mr. Booth questioned if some of the advisory boards reporting to the Planning Committee could be combined.  Ms. Kiefer said the biggest overlap is the Water Resources Council is a subset of the Environmental Management Council.  However, the Water Resources Council is new and does good work and the Planning Committee does not recommend abolishing it.  She said the Committee identified overlap in other areas as well but not advisory boards that could be eliminated.

 Mr. Koplinka-Loehr asked Committee members to review the surveys and reports from program committees and come back with suggestions about recommendations for increasing effectiveness of advisory boards.

Next Meeting

 The next Committee meeting is December 10th at 11:30 a.m.

Adjournment

 The meeting adjourned at 1:30 p.m.