MINUTES
GOVERNMENT
OPERATIONS COMMITTEE
MARCH 15, 2006 2:45 P.M. LEGISLATIVE CHAMBERS
Present: K. Herrera, Chair; D. Kiefer; T. Randall; G. Stevenson
Excused: M. Sigler
Staff: G. Potter, Information Technology Services Director; S. Whicher, County Administrator; J. Wood, County Attorney; C. Covert, Clerk of the Legislature; D. Squires, Finance Director; A. Fitzpatrick, Personnel; V. Coggin, Assessment Director
Guests: M. Robertson, Legislator; N. Schuler, Former County Legislator
The meeting was called to order at 3:00 p.m.
The executive session on a personnel matter was withdrawn from the agenda; however an executive session on property negotiations was added to the agenda.
Ms. Herrera said she did not have a report.
Mr. Whicher said the executive session on property negotiations is concerning a request from a taxpayer who would like to purchase some property (land frontage) from the County.
The search for a Deputy County Administrator continues. There are 17 candidates that were sent questionnaires and the search committee is awaiting those responses. The appointment of a Public Information Officer is anticipated in June following the results of the Civil Service exam. In the interim, Jevon Grogan has been appointed and will have two interns assisting him.
Mr. Wood said he did not have a report. He will request an executive session later in the meeting at the appropriate time. He said he will also request an executive session at the Legislature meeting as well on a personnel matter.
Mr. Squires said he will report on the foreclosure information later in the meeting. He updated the Committee on the status of town tax collections. The Town of Caroline recently bought new software for tax collection and did not coordinate this with the County’s Finance office. This has resulted in the system not being compatible and the installment not being returned. In order to make the Town’s system compatible, he has agreed to pay half of the cost, approximately $200.
Resolution
Ms. Coggin explained the purpose of the resolution and said the money will be used for parcel-level data use. This will allow the creation of an operational infrastructure to share databases (parcel information) with internal and external agencies. She said this is a two-year process and in the first year of the grant the County receives approximately $101,000.
Mr. Potter provided an overview of the technical side. The deliverables will be completed in four phases over the 2006 calendar year. The first includes the replacement of two current web servers, and second the upgrade of assessment software. The third includes the implementation of a new GIS database clearing-house server and associated software. The last phase includes professional services received from a consultant. The hiring of a consultant will include a Request for Proposal process either through the New York State Office of Governmental Services mini bid or through the County’s process.
Ms. Kiefer raised a concern about privacy issues. Mr. Potter said the first level is for department and municipality use and will be password protected. There is a level of the data that can be opened up to the public, but owners’ names, photographs, and exemptions would be deleted. Ms. Coggin also stated that at this level it is not for public use; however, the assessment database could be the next level for public use, but would be brought to the Legislature for further discussion.
It was MOVED Mr. Randall, seconded by Ms. Kiefer, and unanimously adopted by voice vote by members present, to approve and submit the following resolution to the full Legislature for approval:
RESOLUTION NO. - AUTHORIZATION
TO ACCEPT A GRANT FROM THE NEW
YORK STATE OFFICE OF REAL PROPERTY SERVICES -
ASSESSMENT DEPARTMENT
WHEREAS,
the Tompkins County Assessment Department has been notified of a grant award
from the New York State Office of Real Property Services (ORPS) Real Property
Tax Administration Technology Improvement Program (Grant Program) in the amount
of $101,807, and
WHEREAS,
the New York State Office of Real Property Services grant represents a project
for a County-wide, “Enterprise” GIS database system to store and provide access
to improved tax parcel and related assessment data, now therefore be it
RESOLVED,
on recommendation of the Government Operations Committee, That the County
Administrator or his designee be authorized to execute all contracts related to
this award,
RESOLVED, further, That the Director of Finance is authorized and directed to make the following budget adjustment:
REVENUE: 1355.43089
Other
State Aid $101,807
APPROPRIATION: 1355.54442 Professional
Services $ 50,000
1355.52206
Computer
Equipment 27,595
1355.52230 Computer
Software 24,212
* * * * * * * * * * *
Corrections of Tax Roll – 2006
At this time, the Committee briefly reviewed the information distributed with the agenda highlighting the corrections of tax roll for 2006.
Mr. Potter reviewed the backup material distributed with the agenda concerning the Communications Policy and the discussions held over the last two years. Information Technology Services Department began testing and implementing a County-wide internet filtering and monitoring program known as Web Defender. However, it has not been installed on the computers in the Sheriff’s office or County Attorney’s office. He brought this subject manner to the Department Heads this morning and provided an update. He said Personnel Commissioner Fitzpatrick, Public Health Director Cole, Social Services Commissioner Carey, and County Attorney Wood are interested in working with him on revising this policy.
Mr. Potter said he would like direction from the Committee on how to structure future discussions. The one big question that needs to be addressed is what is the legitimate amount of personal use of the County’s communications equipment, i.e., internet, e-mail, telephone, etc., and how that can be included in the policy.
Ms. Herrera believes the policy needs to be revised to make it more closely in line with what is being done.
Mr. Potter also spoke about the issue of record retention and the issue of allowing ITS to set standards or guidelines for controlling the use of the internet and blocking certain sites as needed.
Ms. Kiefer suggested the Committee discuss the policy section by section.
Mr. Whicher said Department Heads want the ability to say to an employee you cannot do what you are doing. At the same time everyone wants the freedom to use the system to a reasonable degree for their personal use and he believes there needs to be some degree of reasonableness in the policy.
Ms. Fitzpatrick feels the current policy is open ended enough to accomplish part of Mr. Whicher’s comments. She believes the current policy is valuable to employees and supervisors and makes them more aware of the scope of what is county business and what is county property. The issue is when an employee spends an “unreasonable amount of time” on county equipment during a non-lunch hour, non-break time, as it then becomes performance and logistical issues that extend beyond the policy. She has been in contact with CSEA regional representatives and they are willing to work with the County in revising the policy. Mr. Potter said one of the key elements with the disciplinary action is having a form signed by the County employee at the time of employment stating that they understand and have read the policy.
Mr. Potter said that the Personnel Committee will also need to discuss and consider the policy as well.
Ms. Kiefer feels that some reasonable use of computer equipment is to be expected and allowed. Mr. Potter said the question that would need to be addressed is who would make that call. Mr. Wood said there have been issues in past years of discipline for people who abuse the system and believes the policy needs to be clearer about what an employee can or cannot do. Ms. Fitzpatrick spoke about the education piece and the ability to monitor and said it is very important to have buy-in to this type of policy.
Ms. Kiefer reiterated her comments that the Committee work with the existing policy and recommend revisions. Ms. Herrera requested that this policy come back to the next Committee meeting.
Ms. Herrera commented the memorandum attached to the agenda was for information only and said it was in response to a letter she sent out to the departments reporting to this Committee. She also commented that the Special Library Committee met for the last time and said there would be an early budget presentation.
It was MOVED by Mr. Stevenson, seconded by Mr. Randall, and unanimously adopted by voice vote by members present, to hold an executive session to discuss property negotiations. An executive session was held at 3:58 p.m. and returned to open session at 4:20 p.m.
Budget Adjustment
It was MOVED by Ms. Kiefer, seconded by Mr. Stevenson, and unanimously adopted by voice vote by members present, to approve and submit the following budget adjustment to the full Legislature for approval:
Revenue Acct Title Amt Approp
Acct Title(s) ญญญญ__________________
1450.43089 Other State Aid
$16,984 1450.51000049 Project Assistant
1450.43089 Other State Aid
$ 2,907 1450.52206000 Computer Equipment
1450.43089 Other State Aid
$ 6,500 1450.54425000 Service Contracts
1450.43089 Other State Aid
$ 1,698 1450.58800000 Fringes
1450.43089 Other State Aid
$41,963 1450.52230000 Computer
Software
Explanation: 2005 Grant funds to be reapportioned to 2006 budget for required payments.
At this time, Ms. Kiefer distributed an article from The Washington Spectator to Committee members concerning the Help America Vote Act (HAVA) for information only.
Ms. Herrera explained the following information distributed with the agenda: Appointment Policy from the Rules of the Legislature, Section from the Charter, copies of Administrative Manual policies, and the advisory board application form. She asked that the Committee review the policies for consistency. In addition, Mrs. Covert distributed a list of all advisory boards that gives a snap shot of the regulating laws and resolutions, terms, contact staff information, membership, and the purpose or function.
A
brief discussion followed concerning nominating committees and if this was an
area that should be reviewed. Other areas the committee raised for possible
discussion at future meetings include recruiting and residency
requirements.
Ms. Herrera said she would like this policy and the areas identified by the Committee to be reviewed this year and have a recommendation to the Legislature. She asked County Administration for any guidance they may have to offer as well. Mr. Whicher agreed with Ms. Herrera with making sure the policies are consistent. The second area he would like reviewed is residency requirements.
Ms. Herrera stated for the record a notice she received from Legislator Mike Koplinka-Loehr regarding appointments to the Advisory Board on Indigent Representation suggesting the County advisory board policy be revised to include language such as “except as otherwise specifically approved by the Legislature”. Mr. Wood stated that he had made that recommendation.
Ms. Herrera said she would like to have an outline of how to proceed with discussing policies and procedures and any impact it would have on resources in the Clerk of the Legislature office.
Ms. Robertson said an area she would like addressed is clarification of elected officials roles and a policy statement that a County Legislator cannot serve in a position other than a County Legislator on an advisory board.
Ms.
Herrera asked Committee members to submit suggestions to Mrs. Covert on areas
and the mechanics the Committee should look at. She will then meet with Mrs. Covert and propose some actions
for a future meeting.
Ms. Kiefer requested another area to discuss is Legislators taking positions in a voting capacity on advisory boards and a question of whether a Legislator should chair an advisory board.
This item was postponed to the next meeting.
As a tour of the Human Rights Commission was scheduled prior to the meeting and members were unable to attend, Ms. Martel-Moore briefly stopped by to offer an invitation to any member who wished to stop in her office and visit. She also said she would like to make a presentation at a future meeting to provide an overview of the new software the Department is using.
Foreclosure Process - Update
Mr. Squires said site visits of the properties on the 2006 foreclosure list were made yesterday by himself; Katie Borgella of the Planning Department; John Reynolds, Auctioneer; and an Assessor from the Assessment Department. The date of the auction is scheduled for May 16th. At this time, Mr. Squires reviewed the list of foreclosed properties. The Planning Department will review the list of properties and make a recommendation to the Committee in April.
The
minutes from the January 10, January 18, and February 15 meetings were deferred
to the next meeting.
The meeting adjourned at 5:10 p.m.
Tompkins County Home Page
Tompkins
County Legislature's Page
Comments
or questions