Government Operations Committee Minutes

MINUTES
GOVERNMENT OPERATIONS COMMITTEE
FEBRUARY 8, 2001 1:30 P.M.
SCOTT HEYMAN CONFERENCE ROOM

Present: M. Koplinka-Loehr, Chair (arrived at 1:36 p.m.); J. Lalley; D. Kiefer; P. Penniman; S. Davis (arrived at 1:52 p.m.)

Staff: S. Whicher, County Administrator; D. Squires, Finance Director; J. Wood, Deputy County Attorney; G. Potter, Information Technology Services Director; J. Kippola, Administration; W. Skinner, Public Information Officer; V. Coggin, Assessment Director; A. Valenti, County Clerk; K. Smithers, Deputy County Administrator

Called to Order

Vice Chair Kiefer called the meeting to order at 1:30 p.m.

Changes to Agenda

The following items were added to the agenda:

Discussion: 2001 Goals
Resolution: Creation of Position and Budget Adjustment - County Administration and Clerk of the Board
Request to update Code and appropriate funding
Transfers

Mr. Koplinka-Loehr arrived at this time.

Chair's Report

Mr. Koplinka-Loehr announced the upcoming Diversity Training for County employees will be held February 20^th. He said he will copy the meeting announcement and proposal for Committee members. He reported that Mr. Lalley would like to present to the Committee Cornell's workforce climate studies to review and consider for County Government.

Appointment

It was MOVED by Mr. Penniman, seconded by Ms. Kiefer, and unanimously adopted by voice vote by members present, to submit the appointment of Mr. Koplinka-Loehr to the Community Affirmative Action Committee as a representative of the Board of Representatives for a term that expires December 31, 2001.

Report from the County Administrator

Mr. Whicher said he has been very busy, but feels his transition from Assessment is nearly complete. He reported Valeria Coggin will soon be recommending an appointment for Assistant Assessment Director.

Report from the Finance Director

Mr. Squires updated the Committee on a property matter. He said the County had a sale of property to Cornell on White Church Road in the Town of Caroline which has not yet been closed on. The reason for the delay is Cornell is claiming the acreage on the tax map is incorrect. He said he received a letter today concerning this matter and has referred it to the County Attorney's office. In addition, he updated the Committee on the list of properties the Committee will be approving for foreclosure. He brought to the Committee's attention two parcels of interest. One is the GreenStar Grocery Store which is rental property and the landlord has not paid the taxes owed. He said he contacted GreenStar to bring it to their attention. The other parcel is City Lights Antiques which is a large valuable parcel.

Report from the Public Information Officer

Ms. Skinner shared her work plan for 2001 with the Committee. She commented that she has been with the County for four years now. The County Administrator has reviewed the work plan and is supportive of it. She asked Committee members if they had comments to let her know.

Approval of Minutes

It was MOVED by Mr. Penniman, seconded by Ms. Kiefer, and unanimously adopted by voice vote by members present, to approve the minutes of the December 7 and 19, 2000 meetings as corrected. Ms. Kiefer asked if the items italicized could be identified and followed up on future agendas.

County Clerk

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

RESOLUTION NO. - TO AMEND RESOLUTION NO. 15 OF JANUARY 18, 2000 - DETERMINATION AND CERTIFICATION OF COUNTY CLERK'S ALLOWANCE - ANNUAL EXPENSES FOR ADMINISTERING MORTGAGE TAX

        WHEREAS, pursuant to Section of 262 of the Tax Law, recording officers are entitled to receive all their necessary expenses for purposes of administering mortgage taxes in their offices on approval and allowance by the State Tax Commission, and
        WHEREAS, the State Tax Commission, by resolution duly adopted July 1, 1946, did determine that such mortgage tax expenses be approved at the amount certified to the State Tax Commission by the County Board of Representatives provided it is a reasonable and necessary allowance for such expenses, and
        WHEREAS, the County Clerk has conducted a cost analysis and has recommended that the allowance for mortgage tax expenses be increased from $53,963 per annum to $56,895 per annum, now therefore be it
        RESOLVED, on recommendation of the Government Operations Committee, That the sum of $56,895 per annum be, and the same hereby is, determined as a reasonable and necessary allowance of the Tompkins County Clerk, the recording officer of the County of Tompkins, for the hire of clerks and assistants and other expenses to assist in the administration of the mortgage recording tax law in her office, and that said sum of $56,895 is hereby certified to the State Tax Commission as the reasonable and necessary allowance for such expenses,
        RESOLVED, further, That the Clerk of the Board of Representatives is hereby directed to send a certified copy of the resolution, with her original signature thereon, to the State Tax Commission,
        RESOLVED, further, That this resolution shall take effect immediately.
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County Attorney

Mr. Wood explained the request to have the Code updated. The estimated cost is between $1,400 and $1,600 which includes eight local laws, amendments to the Sanitary Code, Table of Contents, and Index. There is an additional charge of $75 to update the PC/CodeBook program. Mr. Wood said that the average cost for updating the Code is approximately $100 per local law, and that this year for the first time in ten years there are five Articles in the Sanitary Code that have been revised that must be included. He noted it costs an extra $200 to update the disk. A brief discussion followed concerning the posting of the Code on the web. It was felt that once the updated version was received, text file could be created and posted on the web.

Ms. Davis arrived at this time.

It was felt this request should be handled through the Clerk of the Board's budget. Mr. Wood said he is asking for authorization to update the Code and a Contingency Fund request to fund this project. Discussion followed and it was MOVED by Mr. Lalley, seconded by Mr. Penniman, and unanimously adopted by voice vote, to approve the contingency fund request up to $1,675 to update the Code and PC/CodeBook Program. In addition, the Committee requested the Code be posted on the web. A resolution will be prepared and submitted to the Budget and Capital Committee for approval.

Administration

Resolution - Risk Management
Ms. Kippola noted that this membership was inadvertently left of the list adopted earlier. It was MOVED by Ms. Kiefer, seconded by Mr. Penniman, and unanimously adopted by voice vote, to submit the following resolution to the full Board for approval. Mr. Koplinka-Loehr said he received a copy of a document called Operational Risk Management from a presentation at Cornell and said he would give it to Ms. Kippola for her information.

RESOLUTION NO. - AUTHORIZATION FOR MEMBERSHIP - NEW YORK STATE ASSOCIATION OF SELF-INSURED COUNTIES - RISK MANAGEMENT

        WHEREAS, the Tompkins County Risk Management program is seeking membership in the New York State Association of Self-Insured Counties (NYSASIC) at a cost of $50 per year, and
        WHEREAS, the membership in NYSASIC has historically served as a valuable resource for the Risk Management program at a time of rising insurance premiums, and
        WHERAS, membership has provided helpful information exchanges and creative liability solutions for New York State County Risk Managers and private industry experts, now therefore be it
        RESOLVED, on recommendation of the Government Operations Committee, That the Risk Management program is authorized to once again join NYSASIC,
        RESOLVED, further, That no additional funding is required.
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Resolution - Creation of Position
Mr. Whicher briefly explained the need for the position. It was felt that at this time the Committee should go into executive session to discuss a personnel matter. It was MOVED by Ms. Kiefer, seconded by Mr. Penniman, and unanimously adopted by voice vote, to hold an executive session to discuss a personnel matter. An executive session was held at 2:02 p.m. and returned to open session at 2:08 p.m.

Discussion followed on the resolution. Ms. Kiefer says she applauds Mr. Whicher for the work he is doing and his focus on efficiency; however, she is concerned with the loss of a high level coordination function. She does not feel that one person can do it all and that there are areas in the County that could use the help. Mr. Whicher explained that he is about one-third of the way through with understanding how the organization functions. He said he does not see the value of planning short term and cannot fill the Deputy County Administrator's position quickly. He said the issues that need immediate attention, he is taking care of. He is working with the Criminal Justice staff and will continue evaluating that area as well as others.

Ms. Kiefer said she would like to schedule a meeting with Mr. Whicher to discuss this further.

Mr. Koplinka-Loehr asked Mr. Whicher to report back to the Committee in two to three months.

Mr. Whicher said he hopes to complete his staff meetings and meetings with Board members by the end of this month and begin meeting with Department Heads shortly thereafter. He said he will be able to provide the Committee with an update in April or May. Mr. Whicher complimented the staff in the County Administrator's office, in particular Kathy Smithers, for helping him make the transition smooth.

Mr. Penniman spoke about his concern that the Criminal Justice area is very dynamic. There are proposals now to change the laws and this will possibly put more people in programs rather than jail. He wants to make sure there is some staff to look for funding available. Mr. Whicher said he is looking into this and has asked an employee with grant-writing experience to prepare and submit a proposal for review.

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

RESOLUTION NO. CREATION OF POSITION, TRANSFER OF STRATEGIC TOURISM PLANNING BOARD PROGRAM, AND BUDGET ADJUSTMENT – COUNTY ADMINISTRATION AND CLERK OF THE BOARD

        WHEREAS, the 2001 Adopted Budget authorized an additional position in the Clerk of the Board’s budget to address the additional demands created by the Strategic Tourism Planning Board and as the growing need for support to the County Board of Representatives, and
        WHEREAS, since the 2001 Budget was adopted, there have been staffing changes in both the Clerk of the Board’s office and the County Administrator’s office, and
        WHEREAS, these changes have prompted a revisit to the original intention behind the 2001 staffing configurations and assignment of duties for these two departments, and
        WHEREAS, it is now the intention of the County Administrator and the Clerk of the Board to reassign tasks to the County Administrator's office related to the Strategic Tourism Planning Board and to fulfill the need for increased administrative support in the County Administrator’s office, now therefore be it
        RESOLVED, on recommendation of the Government Operations Committee, That the position of Secretary to the County Administrator (63/316), Grade 13 (M), standard workweek 40.0 hours be created in the office of the County Administrator effective immediately,
        RESOLVED, further, That the following Budget Adjustment be made between the office of the County Administrator and the Clerk of the Board related to staff support for the Strategic Tourism Planning Board,

APPROPRIATIONS
A1040.51000     Clerk, Board of Representatives              Regular Pay             (18,280)
A1040.58000     Clerk, Board of Representatives              Fringes                     ( 4,570)
A1230.51000     County Administration                             Regular Pay              18,280
A1230.58000     County Administration                             Fringes                        4,570

REVENUES
A1040.42770 Clerk, Board of Representatives Other Revenues (22,850)
A1230.52770 County Administration Other Revenues 22,850

RESOLVED, further, That this change has no overall fiscal impact on the local share of the Adopted Budget.
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Information Technology Services

It was MOVED by Ms. Kiefer, seconded by Mr. Penniman, to submit the following resolution and policy concerning the use of County Communications Systems. Mr. Potter briefly reviewed the changes recommended by Department Heads and the Information Management Committee. Discussion followed and Committee members offered other minor corrections and changes for clarity which were accepted as friendly and reflected in the policy below.

It was MOVED by Ms. Kiefer, to change the word "should" to "shall" in paragraph 10. MOTION FAILED FOR LACK OF A SECOND.

Ms. Kiefer asked Committee members to review this policy and make suggestions as to what portion constitutes the actual Board of Representatives policy.

RESOLUTION NO. - REPLACEMENT OF POLICY 01-18, USE OF COUNTY TELEPHONE - INFORMATION TECHNOLOGY SERVICES

        WHEREAS, the Information Technology Services Department and the Information Management Committee have identified the need to provide guidance and define responsibilities to staff, management, and the Information Technology Services (ITS) Department regarding the use and administration of County communications systems, and
        WHEREAS, the final draft of the proposed policy and related procedures have been reviewed and found to be acceptable by the Information Management Committee, Department Heads, and the Government Operations Committee, now therefore be it
        RESOLVED, on recommendation of the Government Operations Committee, That the existing Policy 01-18, Use of County Telephone be replaced with Policy 01-18, Use of County Communications Systems and is hereby adopted.
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DRAFT 8
February 9, 2001

Title: Use of County Communication Systems

Effective:

Objective: This policy provides guidance and defines responsibilities to staff, management, and the Information Technology Service (ITS) Department regarding the use and administration of County communications systems including telecommunications equipment (telephones, cellular phones, facsimile machines, pagers), electronic mail (e-mail) including County-wide distribution lists, and Internet access.

Reference: Public Access to Records, 01-06; Information Technology Services Department; Personnel Department; County Administration.

Policy and Procedures:

Communication systems used by County employees are provided to support legitimate County government functions and their use shall be consistent with the County’s business interests. E-mail and voice mail messages residing or originating on County communications systems are not personal and private.
ITS has the technical capabilities to monitor and access the content and use of County communication systems. ITS does not routinely monitor individual employee’s use and content of County communications systems unless authorized to do so under the terms and conditions set forth in this policy. (refer to paragraphs 5 and 6)
Employees may use County communications systems to communicate informally with others so long as the communication is not for illegal, disruptive, unethical or unprofessional activities, personal financial gain, or any purpose that would jeopardize the interests of the County. It is the responsibility of Department Heads and/or Supervisors to provide additional minimum standards for the use of communication systems for informal and personal uses.
Communication systems security is a joint responsibility of ITS, staff with IT responsibilities within other County departments, and employees. Employees must take all reasonable precautions, including safeguarding and changing passwords, to prevent the use of their account(s) by unauthorized individuals. Unless authorized under this policy, any employee is prohibited from accessing another employee’s e-mail or voice mail account without first gaining his or her permission.
ITS may access individual employee communication system accounts to diagnose and resolve technical problems, or for a legitimate business purpose when requested by a Department Head, or his or her designee (e.g., the need to access information when an employee is absent and/or unreachable for an extended period of time).
Any Department Head, or his or her designee, may authorize ITS, through use of a standardized form, to access and/or monitor an employee's e-mail account, voice mail account, and/or Internet use activities. The Department initiating the request shall be responsible for documenting such activities. Upon completion of the review or investigation, employees will be provided with written notification by their Department Head, or his or her designee, that access to their e-mail account, voice mail account, and/or the monitoring of the employee’s Internet activities has occurred.

Telecommunications Equipment

All requests to change the location of a telephone or facsimile machine, to add a new telephone or facsimile machine, or to change any telecommunications equipment features must be submitted to ITS.
Each Department not on a call detail recording system shall keep a log of long distance calls placed from County telephones as a means of auditing costs and unauthorized use.
Personal long distance, toll based telephone calls originating from any County telecommunication equipment are prohibited unless approved by the Department Head, or employee’s Supervisor. Employees are required to reimburse the County for all personal long distance, toll based telephone calls directly charged to the County. When making a personal long distance call, the employee should make the call collect, by calling card, or by other means that charges the call to someone other than the County.
Employees should refrain from using hand-held cellular telephones while operating licensed moving vehicles while on County time, or any time during the operation of a County owned vehicle, excluding County emergency personnel.

Electronic Mail

Employees should remove all non-critical e-mail communications and attached files in a timely fashion. ITS is authorized to establish e-mail retention guidelines and standards, including the option of removing files retained in an e-mail system provided an acknowledgement of this action is received by ITS from the employee, or the employee’s Supervisor.

Internet Access

ITS is authorized to establish and to monitor compliance with Internet use guidelines and standards for the purpose of maintaining network bandwidth, network system performance, and network security functions.
Internet security is a joint responsibility of ITS, staff with IT responsibilities within other County departments, and employee communication system users. Employees must take all reasonable precautions, including the appropriate use of standardized anti-virus software.

Finance Department

Cash Management and Investment Policy
Mr. Squires explained the policy and said the State Comptroller requires this as well as approval by the Board of Representatives. He noted the primary change in the policy is the Diversification section. Mr. Penniman spoke about the Commercial Center Revitalization Program and said the goal is to get the municipalities involved in participating. One idea that has been raised is to get the banks to offer loans. He asked if Mr. Squires could look into this.

It was MOVED by Mr. Lalley, seconded by Mr. Penniman, and unanimously adopted by voice vote, to submit the following resolution to the Budget and Capital Committee:

RESOLUTION NO. – ADOPTION OF CASH MANAGEMENT AND INVESTMENT POLICY

        WHEREAS, Article 2 -Section 10 of the General Municipal Law requires each local government to authorize depositories for public funds, and
        WHEREAS, Article 2 -Section 11 of the General Municipal Law requires each local government to authorize Permitted Investments for public funds not required for immediate expenditure, and
        WHEREAS, Article 2-Section 39 of the General Municipal Law requires each local government to adopt a comprehensive investment policy which details the local government’s operative policy and instructions to officers and staff regarding the investment of public funds, and that the Investment Policy shall be annually reviewed by the local government, now therefore be it
        RESOLVED, on recommendation of the Government Operations Committee, That the attached Cash Management and Investment Policy dated January 2001, is hereby adopted.
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Cash Management and Investment Policy
January 2001

I. SCOPE

This cash management and investment policy applies to all money and other financial resources available to the County of Tompkins for deposit and/or investment on its own behalf or on behalf of any other entity or individual. II. OBJECTIVES The primary objectives of the County's cash management and investment activities are, in order of priority:

To conform with all applicable federal, state and other legal requirements (legality),
To adequately safeguard principal (safety),
To provide sufficient liquidity to meet all operating requirements (liquidity), and,
To obtain a reasonable rate of return (yield).

III. DELEGATION OF AUTHORITY In accordance with the County Charter Article 6.02, responsibility for administration of the cash management and investment program is delegated to the Director of Finance, who shall establish written procedures for cash management consistent with the authorized Cash Management and Investment Policy. Such procedures shall include an internal control structure adequate to provide a satisfactory level of accountability, maintaining records incorporating descriptions and amounts of investments, transaction dates, and other relevant information, and regulating the activities of subordinate employees. IV. PRUDENCE All participants in the cash management and investment process shall act responsibly as custodians of the public trust and shall avoid any transaction that might impair public confidence in the County.

Investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion, and intelligence would exercise in the management of their own affairs, not for speculation, but for investment, considering the safety of the principal as well as the probable income to be derived.

All participants involved in the cash management and investment process shall refrain from personal business activity that could conflict or appear to conflict with the proper execution of the investment program, or which could impair their ability to make impartial investment decisions.

V. DIVERSIFICATION It is the policy of the County to diversify its deposits and investments by financial institution, by investment instrument, and by maturity scheduling.

It is the policy of the County to invest with qualified financial institutions domiciled within the County whenever practicable.

The following diversification limitations shall be imposed on the County's portfolio of deposits and investments:

Institution:

· No more than 75% of the overall portfolio may be deposited in a single bank,

No more than 15% of the overall portfolio may be deposited in Money Center Banks or in state authorized cooperative investment programs.

Instrument:

No more than 10% of the overall portfolio may be invested in the securities of a single issuer, except the U.S. Treasury.

Maturity:

No more than 10% of the portfolio may have a maturity beyond twelve months,
The average maturity of the portfolio shall never exceed one year, and,
At least 10% of the portfolio shall be invested in accounts, instruments or marketable securities that can be liquidated to raise cash on one business day's notice.

VI. INTERNAL CONTROLS It is the policy of the County that all money collected by any officer or employee of the County be transferred to the Finance Department as soon as is practicable, but in any event within one business day of receipt, or within the time period specified by law, whichever is shorter.

The Finance Director is responsible for establishing and maintaining an internal control structure to provide reasonable, but not absolute, assurance that deposits and investments are safeguarded against loss from unauthorized use or disposition, that transactions are executed in accordance with management's authorization and recorded properly, and that deposits and investments are managed prudently and in compliance with applicable laws and regulations.

VII. DESIGNATION OF DEPOSITORIES A. The Tompkins County Board of Representatives shall review and approve this list at least annually. VIII. COLLATERALIZING OF DEPOSITS In accordance with the provisions of General Municipal Law §10, all deposits of the County, including certificates of deposit and special time deposits, in excess of the amount insured under the provisions of the Federal Deposit Insurance Act shall be secured by any one or combination of the following: 1. By a pledge of eligible securities with an aggregate market value equal to the aggregate amount of deposits, from the categories designated in Appendix B to this policy. Eligible securities must also meet the rating requirements of at least one nationally recognized statistical rating organization as described in Appendix C.

2. By an eligible irrevocable letter of credit issued by a qualified bank, other than the bank with the deposits, in favor of the County for a term not to exceed 90 days, with an aggregate value equal to 140% of the aggregate amount of deposits and the agreed- upon interest, if any. A "qualified bank" is one whose commercial paper and other unsecured short-term debt obligations meets the rating requirements of at least one nationally recognized statistical rating organization as described in Appendix C or by a bank that is in compliance with applicable federal minimum risk-based capital requirements.

3. By an eligible surety bond payable to the County for an amount at least equal to 100% of the aggregate amount of deposits and the agreed- upon interest, if any, executed by an insurance company authorized to do business in New York State, whose claims - paying ability meets the rating requirements of at least two nationally recognized statistical rating organizations as described in Appendix C.

IX. SAFEKEEPING AND COLLATERIALIZATION Eligible securities used for collateralizing deposits shall be held by the depository and/or a third-party bank or trust company, subject to security and custodial agreements satisfactory to the County Attorney.

The security agreement shall provide that eligible securities are being pledged to secure the County’s deposits together with agreed- upon interest, if any, and any costs or expenses arising out of the collection of such deposits upon default. It shall also provide the conditions under which the securities may be sold, presented for payment, substituted, or released providing collateral values are maintained, and the events that will enable the County to exercise its rights against the pledged securities including failure to meet deposit repayment or collateral terms, or the deposit institution's insolvency. In the event that the securities are not registered or inscribed in the name of the County, such securities shall be delivered in a form suitable for transfer or with an assignment in blank to the County or its custodial bank.

The custodial agreement shall provide that securities held by the bank or trust company, as agent of and custodian for the County, will be kept separate and apart from the general assets of the custodial bank or trust company and will not, in any circumstances, be commingled with or become part of the backing for any other deposit or other liabilities. The agreement shall also describe how the custodian shall confirm the receipt, substitution, or release of the securities. The agreement shall provide for daily revaluation of eligible securities and for the substitution of securities when a change in the rating of a security may cause ineligibility. The agreement shall provide that the custodian will exercise the County’s rights to the security or as instructed by the County. Such agreement shall include all provisions necessary to provide the County with a perfected interest in the securities.

X. PERMITTED INVESTMENTS As authorized by General Municipal Law §11, the County authorizes the Finance Director to invest money not required for immediate expenditure for terms not to exceed its projected cash flow needs in the following types of investments:

Special time- deposit accounts
Certificates of deposit
Obligations of the United States of America
Obligations guaranteed by agencies of the United States of America where the payment of principal and interest are guaranteed by the United States of America
Obligations of the State of New York
Obligations issued pursuant to Local Finance Law §24 or §25 (with approval of the State Comptroller) by any municipality, school district, or district corporation other than the City
Obligations of public authorities, public housing authorities, urban- renewal agencies ,and industrial- development agencies where the general State statutes governing such entities or whose specific enabling legislation authorizes such investments
Certificates of Participation issued pursuant to General Municipal Law §109-b
Cooperative Investment Pools (approved by the State Comptroller)

All investment obligations shall be payable, saleable, or redeemable at the option of the County within such times as the proceeds will be needed to meet expenditures for purposes for which the monies were provided and, in the case of obligations purchased with the proceeds of bonds or notes, shall be payable, saleable, or redeemable at the option of the County within two years of the date of purchase. XI. AUTHORIZED FINANCIAL INSTITUTIONS AND DEALERS Financial institutions and dealers approved for the purchase and sale of investments are listed in Appendix D. All financial institutions with which the County conducts business must meet the requirements of Appendix C. Banks shall provide their most recent Consolidated Report of Condition (Call Report) at the request of the County. Security dealers not affiliated with a bank shall be required to be classified as reporting dealers affiliated with the New York Federal Reserve Bank, as primary dealers. The Finance Director is responsible for evaluating the financial position and maintaining a listing of proposed depositories, trading partners, and custodians. Such listing shall be evaluated by the Board of Representatives at least annually. XII. PURCHASE OF INVESTMENTS The Finance Director is authorized to contract for the purchase of investments: 1. Directly, including through a repurchase agreement, from an authorized trading partner. Authorization for the purchase of repurchase agreements is subject to the limitations outlined in XIII below.

2. By participation in a cooperative investment program where such program meets all the requirements of the General Municipal Law, the diversification characteristics as outlined in Section V of this policy, and otherwise meets the same standards as the County has for direct investments.

3. By utilizing an ongoing investment program with an authorized trading partner, pursuant to a contract authorized by the Board of Representatives.

All purchased investments, obligations, or participations unless registered or inscribed in the name of the County shall be purchased through, delivered to, and held in the custody of a bank or trust company. Such obligations shall be purchased, sold, or presented for redemption or payment by such bank or trust company only in accordance with prior written authorization from the officer authorized to make the investment. All such transactions shall be confirmed in writing to the County by the bank or trust company. Any obligation held in the custody of a bank or trust company shall be held pursuant to a written custodial agreement as described in General Municipal Law §10. XIII. REPURCHASE AGREEMENTS Repurchase agreements are authorized subject to the following restrictions:

All repurchase agreements must be entered into subject to a Master Repurchase agreement providing for the terms outlined below and satisfactory to the County Attorney
The County may only be the initial purchaser in such agreements
Trading partners are limited to banks or trust companies meeting the rating requirements of one of the nationally recognized rating organizations as described in Appendix C or primary reporting dealers approved by the Federal Reserve Bank of New York
Obligations shall be limited to obligations of the United States of America and obligations guaranteed by agencies of the United States of America
No substitution of securities will be allowed
The custodian of the purchased securities shall be a party other than the trading partner satisfactory to the County
Tenor of the repurchase agreement should be no longer than 3 months
Tenor of the securities to be purchased should be no longer than 10 years
The market value of the securities purchased shall exceed the purchase funds by the margins shown below; and the securities shall be revalued daily, and these margins should be maintained by the initial seller during the life of the transaction:

For bills or bonds less than 3 years tenor, 3%;
For bills or bonds of 3 years to 10 years, 4 1/2%;

No one repurchase agreement may exceed $2,000,000, and,
The County retains the right to terminate the agreement and sell the securities outside the repurchase agreement if any of the above items are not met, after adequate notice to the initial seller.

XIV. PERIODIC REVIEW This cash management and investment policy shall be reviewed by the Board of Representatives at least annually. Appendix A
DEPOSITORIES
The banks and trust companies authorized for the deposit of County moneys are:
The Tompkins County Trust Company
Fleet Bank
M&T Bank
HSBC Bank
First National Bank of Dryden
First National Bank of Groton
The Chase Manhattan Bank
Appendix B
SCHEDULE OF ELIGIBLE SECURITIES

The type of securities that are considered "eligible securities" for collateralization are:

Obligations issued by the United States of America, an agency thereof, or a United States government-sponsored corporation, or obligations fully insured or guaranteed as to the payment of principal and interest by the United States of America, an agency thereof, or a United States government- sponsored corporation.
Obligations issued or fully guaranteed by the International Bank for Reconstruction and Development, the Inter-American Development Bank, the Asian Development Bank, and the African Development Bank.
Obligations partially insured or guaranteed by any agency of the United States of America, at a proportion of the market value of the obligation that represents the amount of the insurance or guaranty.
Obligations issued or fully insured or guaranteed by New York State, obligations issued by a municipal corporation, school district, or district corporation of New York State, or obligations of any public- benefit corporation which under a specific state statute may be accepted as security for deposit of public moneys.
Obligations issued by states (other than New York State) of the United States rated in one of the three highest rating categories by at least one nationally recognized statistical rating organization.
Obligations of Puerto Rico rated in one of the three highest rating categories by at least one nationally recognized statistical rating organization.
Obligations of counties, cities, and other governmental entities of another state having the power to levy taxes that are backed by the full faith and credit of such governmental entity and rated in one of the three highest rating categories by at least one nationally recognized statistical rating organization.
Obligations of domestic corporations rated in one of the two highest rating categories by at least one nationally recognized statistical rating organization.
Any mortgage- related securities, as defined in the Securities Exchange Act of 1934, as amended, which may be purchased by banks under the limitations established by federal bank regulatory agencies.
Commercial paper and bankers' acceptances issued by a bank (other than the bank with which the money is being deposited or invested) rated in the highest short-term category by at least one nationally recognized statistical rating organization and having maturities of not longer than sixty days from the date they are pledged.
Zero-coupon obligations of the United States government marketed as "Treasury STRIPS".

There must be diversification of the collateral- securing deposits, except where the deposits aggregate less than $2,000,000 or the security is in the form of obligations of the U.S. Government or State of New York. Appendix C
Nationally Recognized Statistical Rating Organizations (NRSRO)

The following are the organizations generally considered to be Nationally Recognized Statistical Rating Organizations, and their respective investment rating categories which are considered acceptable for investments by the County or for securities eligible as collateral for Deposits by the County:

NRSRO Long Term Debt* Short Term Debt**

Moody’s Investor Services A1 or better P-1 or better

Standard & Poors A+ or better A-1 or better

Fitch A+ or better F-1 or better

Duff & Phelps AA- or better D-1 or better

IBCA AA- or better A1 or better

BankWatch (Banks) B or better TBW2 or better

* for securities with an original term of one year or longer. Also, for the claims- paying ability ratings issued by Moody's, Standard & Poors, and Duff & Phelps. ** for obligations usually defined as less than one year. Appendix D
AUTHORIZED FINANCIAL INSTITUTIONS AND DEALERS
The financial institutions and dealers authorized for the purchase and sale of investments are:
The Tompkins County Trust Company
Fleet Bank
M&T Bank.
The Chase Manhattan Bank

Assessment Department

Resolutions and Local Law Setting Income Limits for Disability Exemption
It was noted that this law had been passed previously, but the chart did not go below 15 percent and New York State requires it to go to 5 percent. It was MOVED by Ms. Davis, seconded by Mr. Penniman, and unanimously adopted by voice vote, to submit the following resolutions and local law to the full Board for approval:

RESOLUTION NO. - AUTHORIZING A PUBLIC HEARING ON PROPOSED LOCAL LAW NO. a OF 2001 - AMENDING CHAPTER 150, ARTICLE VI OF THE TOMPKINS COUNTY CHARTER AND CODE TO IMPLEMENT SECTION 459-C OF THE REAL PROPERTY TAX LAW DEALING WITH DISABILITY TAX EXEMPTIONS

RESOLVED, on recommendation of the Government Operations Committee, That a public hearing be held before the Board of Representatives in Board Chambers of the Tompkins County Courthouse, 320 North Tioga Street, Ithaca, New York, on Tuesday, March 6, 2001, at 5:30 o'clock in the evening thereof concerning proposed Local Law No. a of 2001 - Amending Chapter 150, Article VI of the Tompkins County Charter and Code to Implement Section 459-c of the Real Property Tax Law. At such time and place all persons interested in the subject matter will be heard concerning the same,
RESOLVED, further, That the Clerk of the Board is hereby authorized and directed to place proper notice of such public hearing in the official newspaper of the County.
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RESOLUTION NO. - ADOPTION OF LOCAL LAW NO. a OF 2001 - AMENDING CHAPTER 150, ARTICLE VI OF THE TOMPKINS COUNTY CHARTER AND CODE TO IMPLEMENT SECTION 459-C OF THE REAL PROPERTY TAX LAW DEALING WITH DISABILITY TAX EXEMPTIONS

        WHEREAS, a public hearing has been held before the Board of Representatives on March 6, 2001, to hear all persons interested in proposed Local Law No. a of 2001, now therefore be it
        RESOLVED, on recommendation of the Government Operations Committee, That proposed Local Law No. a of 2001 - Amending Chapter 150, Article VI of the Tompkins County Charter and Code to Implement Section 459-c of the Real Property Tax Law, be and hereby is adopted,
        RESOLVED, further, That the Clerk of the Board shall publish in the official newspaper of the County a notice of adoption containing a synopsis of said Local Law, and shall within five (5) days file one certified copy in the Office of the County Clerk, and one copy with the Secretary of State.
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Local Law No. a of the year 2001

A Local Law Amending Chapter 150, Article VI of the Tompkins County Charter and Code to Implement Section 459-c of the Real Property Tax Law

Be it enacted by the Board of Representatives of the County of Tompkins as follows:

Section 1. This Local Law amends Chapter 150-38 of the Tompkins County Charter and Code and Local Law No. 4 of the year 2000, to implement Section 459-c of the Real Property Tax Law, as recently amended.

Section 2. Section 150-38 of the Tompkins County Charter and Code is amended to read as follows:

§150-38 Partial exemption. Pursuant to the provisions of §459-c of the Real Property Tax Law of the State of New York, real property located in the County of Tompkins, owned by one or more persons each of whom is disabled and whose income is limited by reason of such disability or real property owned by husband and wife, or siblings one of whom is disabled and whose income is limited by reason of such disability, shall be partially exempt from taxation by said county for the applicable taxes specified in §459-c based upon the income of the owner or combined income of the owners. Such partial exemption shall be to the extent set forth in the schedule following:

ANNUAL INCOME PERCENTAGE ASSESSED VALUATION

EXEMPT FROM TAXATION M or less than M 50%

More than (M) but less 45%
than (M + $1,000)

(M + $1,000 or more) but 40%
less than (M + $2,000)

(M + $2,000 or more) but 35%
less than (M + $3,000)

(M + $3,000 or more) but 30%
less than (M + $3,900)

(M + $3,900 or more) but 25%
less than (M + $4,800)

(M + $4,800 or more) but 20%
less than (M + $5,700)

(M + $5,700 or more) but 15%
less than (M + $6,600)

(M + $6,600 or more) but 10%
less than (M + $7,500)

(M + $7,500 or more) but 5%
less than (M + $8,400)

M = the maximum income eligibility level as set by the County Board of Representatives and consistent with Section 459-c of the Real Property Tax Law.

Section 3. This local law shall take effect upon filing with the Secretary of the State.

RESOLUTION NO. - SETTING THE INCOME LIMITS FOR THE PERSONS WITH DISABILITIES AND LIMITED INCOMES REAL PROPERTY TAX EXEMPTION

        WHEREAS, the County Board desires to increase the income limits for the Persons with Disabilities and Limited Incomes Real Property Tax Exemption, now therefore be it
        RESOLVED, on recommendation of the Government Operations Committee, That M as stated in Local Law No. 3 of the year 2001 be defined as $20,000.
        RESOLVED, further, That the following schedule of income limits and corresponding percentage exemptions be adopted.

Percentage Assessed Valuation

Annual Income Exempt From Taxation

$20,000 or less 50%

$20,001 to $20,999 45%

$21,000 to $21,999 40%

$22,000 to $22,999 35%

$23,000 to $23,899 30%

$23,900 to $24,799 25%

$24,800 to $25,699 20%

$25,900 to $26,599 15%

$26,600 to $27,499 10%

$27,500 to $28,399 5%

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Resolutions and Local Law - Living Quarters for Parents or Grandparents
It was MOVED by Ms. Davis, seconded by Mr. Lalley, and unanimously adopted by voice vote, to submit the following resolutions and local law to the full Board for approval:

RESOLUTION NO. - AUTHORIZING A PUBLIC HEARING ON PROPOSED LOCAL LAW NO. b OF 2001 - AMENDING CHAPTER 150 OF THE TOMPKINS COUNTY CHARTER AND CODE BY ADDING NEW ARTICLE VII AUTHORIZING PROPERTY TAX EXEMPTION FOR LIVING QUARTERS FOR PARENTS AND GRANDPARENTS AGE 62 OR OLDER UNDER REAL PROPERTY TAX LAW SECTION 469

RESOLVED, on recommendation of the Government Operations Committee, That a public hearing be held before the Board of Representatives in Board Chambers of the Tompkins County Courthouse, 320 North Tioga Street, Ithaca, New York, on Tuesday, March 6, 2001, at 5:30 o'clock in the evening thereof concerning proposed Local Law No. b of 2001 - Amending Chapter 150, Tompkins County Charter and Code by Adding New Article VII Authorizing Property Tax Exemption for Living Quarters for Parents and Grandparents Age 62 or Older Under Real Property Tax Law Section 469. At such time and place all persons interested in the subject matter will be heard concerning the same,
RESOLVED, further, That the Clerk of the Board is hereby authorized and directed to place proper notice of such public hearing in the official newspaper of the County.
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RESOLUTION NO. - ADOPTION OF LOCAL LAW NO. b OF 2001 - AMENDING CHAPTER 150 OF THE TOMPKINS COUNTY CHARTER AND CODE BY ADDING NEW ARTICLE VII AUTHORIZING PROPERTY TAX EXEMPTION FOR LIVING QUARTERS FOR PARENTS AND GRANDPARENTS AGE 62 OR OLDER UNDER REAL PROPERTY TAX LAW SECTION 469

        WHEREAS, a public hearing has been held before the Board of Representatives on March 6, 2001, to hear all persons interested in proposed Local Law No. b of 2001, now therefore be it
        RESOLVED, on recommendation of the Government Operations Committee, That proposed Local Law No. b of 2001 - Amending Chapter 150, Tompkins County Charter and Code by Adding New Article VII Authorizing Property Tax Exemption for Living Quarters for Parents and Grandparents Age 62 or Older Under Real Property Tax Law Section 469, be and hereby is adopted,
        RESOLVED, further, That the Clerk of the Board shall publish in the official newspaper of the County a notice of adoption containing a synopsis of said Local Law, and shall within five (5) days file one certified copy in the Office of the County Clerk, and one copy with the Secretary of State.
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Local Law No. b of the year 2001

A Local Law Amending Chapter 150 of the Charter and Code by Adding a New Article VII Authorizing Property Tax Exemption for Living Quarters for Parents and Grandparents Age 62 or Older Under Real Property Tax Law Section 469

Be it enacted by the Board of Representatives of the County of Tompkins as follows:

Section 1. This Local Law amends Chapter 150 of the Charter and Code to add a new Article VII Authorizing Property Tax Exemption for Living Quarters for Parents and Grandparents Age 62 or Older.

Section 2. New Sections 150-43 and 150-44 are added to the Tompkins County Charter and Code which shall read as follows:

Section 150-43 Exemption. Pursuant to Section 469 of the Real Property Tax Law, there shall be an exemption from taxation to the extent of any increase in assessed value of residential property resulting from the construction or reconstruction of such property for the purpose of providing living quarters for a parent or grandparent who is sixty-two years of age or older. Such exemption shall not exceed (a) the increase in assessed value resulting from construction or reconstruction of such property, or (b) twenty percent of the total assessed value of such property as improved, or (c) twenty percent of the median sale price of residential property as reported in the most recent sales statistical summary published by the state board for the county in which the property is located, whichever is less.

Section 150-44 No such exemption shall be granted unless the residential property so constructed or reconstructed is the principal place of residence of the owner.

Section 3. This local law shall take effect upon filing with the Secretary of State.

Gold Star Parents
Mr. Wood briefly explained the law and feels it is complex and probably unnecessary; he noted it could require a major change in the wording of Tompkins County's exemption laws, which mentions just veterans. He recommended and the Committee agreed not to take action.

Board of Elections

Equipment Update
Ms. Cree gave the Committee an update on the conference she and Ms. Zifchock attended. She briefly spoke about the Electronic Voting Machines and said she learned that instead of 35 columns it only has 12 columns across which would be a problem in Tompkins County. She said that they are not in favor of the electronic machines.

There was brief discussion concerning Section 3-506, Election Law dealing with a County's authority over voting machines and the Committee requested the Elections Commissioners to work with the County Attorney's office for clarification.

Following further discussion, the Committee requested the Commissioners develop a proposal and report back to the Committee in March. The proposal should include timing, funding, and who will be doing what. Ms. Kiefer said she would also like to have options to look at and consider.

Mr. Koplinka-Loehr referenced the section on voter participation of the Annual Report and said Mr. Penniman has made a proposal to have an intern do some analysis about voter participation. He said they are looking for an intern to do this. Mr. Penniman said he will provide copies of his proposal to the Committee.

Ms. Cree spoke briefly about inspectors. She said currently each town pays their inspectors differently. The Committee recommended that when the resolution is drafted concerning the equipment to also include language to standardize the amount inspectors are paid across municipalities.

Appointment Review Process

Mr. Koplinka-Loehr spoke about Representative Winch's memorandum and asked the Committee how it wished to proceed. Ms. Kiefer recalled the Committee's intention to take an overall look at advisory boards this year and suggested that advisory boards may want to consider adopting the Environmental Management Council's policy for attendance. Ms. Davis feels the advisory boards could adopt their own policy for attendance and what constitutes a non-participating member and then notify the Board of Representatives. The Committee agreed to discuss goals at this time and include the review of advisory boards.

Mr. Koplinka-Loehr was excused at this time.

Proposed 2001 Goals

Committee members provided the following list of proposed goals to be considered this year:

Increase Workforce diversity
Complete review of Administrative Manual Policy
Board of Elections equipment needs (Countywide equipment) and other issues as they arise
Review advisory boards
Assessment - Cornell University's tax exempt properties
Assessment - implement income-based appraisal for property tax (i.e., business revenue stream)
Assessment - move toward County having jurisdiction for PILOT exemptions
Develop a policy on protection of privacy of County residents
Review and recommend a work-place climate survey of County employees
Program evaluations (responsibility of County Administration?)

Mr. Lalley said he would like to give the Committee a presentation on his proposal for supporting a work place climate survey of County employees. It was suggested that Ms. Fitzpatrick attend the next meeting to hear the presentation.

Adjournment

The meeting adjourned at 3:30 p.m.

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