MINUTES
GOVERNMENT OPERATIONS COMMITTEE
MAY 18, 2005 2:30 P.M.
SCOTT HEYMAN CONFERENCE ROOM
Present: M. Lane, Chair; K. Luz Herrera; D. Booth
Excused: D. Kiefer and G. Totman
Staff: C. Covert, Clerk of the Legislature;
S. Whicher, County Administrator; W. Skinner, Public Information; J. Steiner,
Library Director; J. Wood, County Attorney; J. Franklin, Assessment; V. Coggin,
Assessment Director; E. Marx, Planning Commissioner
Called to Order
The meeting was called to order at 2:37 p.m.
Changes to Agenda
There were no changes to the agenda.
Report from the County Administrator
Mr. Whicher reported he will be bringing forth his proposal
to create a Commissioner of Public Works/Planning for the Committee to consider.
He will also be presenting it to the Planning, Development and Environmental
Quality and the Facilities and Infrastructure Committees for their consideration.
Tompkins County Public Library
Contingent Fund Request
Ms. Steiner reviewed her Contingent Fund request of $26,000 for miscellaneous equipment as described below:
Replacement of microfilm reader/printer/scanner - $3,965
Replace out-of-date check-in system - $10,000
Additional computer replacements - $12,000
In July 2004, a proposal was prepared and approved during
the budget process for replacement of aging technology in 2005; however,
based on more recent information, an additional amount of one-time funding
for $26,000 is needed.
Ms. Steiner spoke about her request and said the Library
has a total of six microfilm reader scanner machines and three are in need
of replacement. She is only requesting the replacement of one machine
this year and will request the other two machines be replaced in 2006 pending
available funding. The replacement of the check-in system is due to
the machine being out of date as the Library will be changing from the current
system, DYNIX, to Polaris. The request for replacing computeres is
due to aging technology. The Library has replaced 49 of its computers this
year but has depleted its equipment reserve to replace others. The
computers are four years old and would like to request the County fund the
replacement of 12 computers.
Discussion followed and a question was raised as to the
County's financial responsibility to the Library. Mr. Wood was requested
to research this and report back to the Committee at a later date.
Ms. Steiner commented on the furnishings and said there were some task chairs
purchased through the capital project that need to be replaced. She
asked if some agreement or guidelines could be developed to answer some of
these questions about the County's responsibility for items relating to program
expense for the library.
Following further discussion, it was MOVED by Mr. Booth,
seconded by Ms. Herrera, and unanimously adopted by voice vote, to approve
the request for contingency funds in the amount of $26,000 as submitted with
the understanding that this does not set a precedent for future decisions.
It was noted that a draft resolution needs to be prepared and presented to
the Budget and Capital Committee for their consideration.
Report from the County Attorney
Mr. Wood said there are some real estate issues and matters
that need to be addressed in the near future and asked the Committee's direction.
Land matters pertaining to foreclosure are the responsibility of the Government
Operations Committee and other land management issues fall under the responsibility
of the Planning, Development, and Environmental Quality Committee.
Committee members felt that either committee or both could discuss the matter(s).
Mr. Wood asked the Committee if there was an interest
in having an update on the Native American litigation. Mr. Lane feels
that since negotiations have been tabled that it is not necessary to have
a report, but said the decision is a very readable document and recommended
anyone interested to read it. Mr. Booth requested a copy of the decision
and Mr. Wood agreed to supply him with a copy.
Assessment Department
Alternative Veterans Exemption Options
The Basic War Veterans Exemption limit is currently at
$9,000 for Tompkins County. This amount has not changed in many years,
but was reviewed in the mid-90's with no recommendation to change the limit.
Out of the 16 municipalities, five have not opted in the Alternative Veterans
Exemption; the Village of Cayuga Heights is the only municipality that has
set a lower maximum limit of $6,000; eight have set a current maximum limit
of $12,000; one municipality is at a maximum limit of $15,000; and one is
currently at a maximum limit of $18,000.
The Committee reviewed the following scenarios presented for increasing the maximum limit:
Maximum limit to $12,000 would result in $60,750 County tax dollars being shifted to the remaining tax base;
Maximum limit to $15,000 would result in $121,500 County tax dollars being shifted to the remaining tax base;
Maximum limit to $18,000 would result in $182,300 County tax dollars being shifted to the remaining tax base.
Following a brief discussion, it was MOVED by Mr. Booth, seconded by Ms.
Herrera, and unanimously adopted by voice vote by members present, to increase
the Basic War Veterans Exemption limit from $9,000 to $15,000 with the understanding
that this would be reviewed again in a couple of years by the appropriate
program committee. Ms. Coggin agreed to prepare a draft resolution
based on this action and submit it to the full Legislature for approval.
Summary 2004 Partial Real Property Tax Exemptions (County Exemptions)
At this time, Mr. Franklin reviewed the tax exemption
chart for the County broken down by municipality. Mr. Booth asked if
a summary of permissive properties could be provided at a future meeting.
Ms. Coggin agreed to provide a report later in the summer.
Availability of Information on the Internet
Ms. Coggin provided a brief history and said information
was made available on the Internet in 2002 but with limitations as set forth
by the Legislature in 2001. The department has received numerous requests
for access from individual property owners to not-for-profit agencies to
the Advanced section of Imagemate on the Internet. Current policy only
allows real estate professionals access for an annual fee. Ms.
Coggin strongly feels the County should consider making the information on
the Imagemate Advanced section available to everyone (including the public)
free of charge. A summary of other counties and larger assessing units
and the data provided over the Internet was reviewed.
If this information was available, the amount of traffic
in the office would be reduced as well as mailing expenses equivalent to
approximately $2,000. However, the amount of revenue lost would be
$10,000 from the real estate professionals.
At the time the policy was adopted by the Legislature
in 2001, the issues of privacy and security were significant concerns.
Committee members expressed the concerns raised at that time, and Ms. Herrera
asked if there were any mechanisms or options for tracking abuse. Ms.
Coggin reminded the Committee that the information is already available on
the Internet, the only difference is the County's data would be up-to-date
and correct. She said she would contact the vendor to see if a tracker
system could be built in. She also noted there could be some limits
of exemptions available on the Internet.
Mr. Booth asked that the process be laid out and the pros
and cons for going to full disclosure be provided for the Committee to comment
on.
Mr. Marx said the Finger Lakes Land Trust is the not-for-profit organization
that has requested access to the Advanced section and does not feel it is
fair to allow real estate professionals access and not other organizations
especially ones that work closely with the County.
Following further discussion, the Committee requested more information be
brought back for discussion and consideration such as the pros and cons.
Report on Public Information Activities
Ms. Skinner submitted and reviewed the following report:
In addition to the day-to-day responsibilities of providing information to
the public, maintaining good media relations, and supplying writing, editing,
and other communications services and support to Administration, Department
Heads, and Legislators, as needed – the Public Information program has taken
on some added responsibilities.
Pre-disaster Mitigation
Following up on a SEMO grant, administered by the Town of Dryden, for increasing
public awareness of emergency preparedness, the Public Information program
has coordinated several projects of countywide benefit including:
- creation of a website for emergency preparedness (www.TompkinsREADY.org);
- design and a distribution plan for print and promotional materials;
- creation of a video about preparing for severe weather events;
- development of a public awareness media campaign.
These projects, targeted for completion by May 30, 2005 or sooner, have involved
collaboration with County and community partners, including the Health Department’s
bio-terrorism program, the Department of Emergency Response, the Ithaca Fire
Department, the Tompkins County Chapter of the American Red Cross, and the
Finger Lakes Independence Center.
Meeting Facilitation and Support
Starting in 2004, the Public Information Coordinator began supplying an enhanced
type of meeting support to several groups, including the Community Advisory
Panel on the Budget, the Local Income Tax Study Group, the County-Cornell
Working Group, the Diversity Communication Team, and the Public Safety Communications
System Project Team. This support involves the creation of concise meeting
notes that focus on key decisions and directions, occasional application
of facilitation and team building techniques to help groups work together
more effectively, and writing final reports.
Meeting Record Keeping
Starting in 2004, the Public Information Coordinator convened a group to
examine the method and policy regarding minute-taking for standing committees.
A draft report that includes recommendations for both Legislators and minute-takers
has been prepared and will be distributed to the Government Operations Committee
at a future meeting.
Additional Responsibilities
In 2004-2005, the Public Information Coordinator:
- edited the Tompkins County Comprehensive Plan;
- edited and did page layout for the Strategic Tourism Plan;
- worked closely with the Air Service Task Force and Northwest Airlines on
the announcement of the airline agreement, and coached the Airport Marketing
and Business Development contractor on effective use of local and regional
media;
- held two staff trainings on preparing media releases and working with the media;
- held a “Meet the Media” workshop for department heads with local reporters and editors;
- held a series of brainstorming sessions on marketing and promoting County
services; distributed “tip sheet” to all Department Heads; established monthly
radio interview for Department Heads;
- participated in the ILR negotiations and team-building training for the
Public Safety Communications System project team and has become an active
member of this team;
- participated in TC3 training in cross-functional teams, effective leadership, and systems thinking;
- started a cross-functional Workforce Conservation Team to develop ways
to encourage more environmentally responsible office practices and buying;
- serves on the Diversity Communications Team and has offered coordination
and communications assistance to the various teams working on diversity;
- serves as supplemental staff support for the Workforce Diversity and Inclusions Committee;
- serves as staff support for and a participant in the Strategic Plan Steering Team;
- has accepted role as staff advisor to Corridors, the County’s employee
newsletter, and will assist and guide staff in improvements and production
of the newsletter;
- maintains working relationships with community emergency personnel and
Community PIO Team for provision of emergency media services, if needed;
- meets regularly with Public Information Advisory Board.
Challenges and Opportunities
Several challenges and opportunities are likely to unfold for the Public Information program in 2005-2006. These include:
- more opportunities to collaborate in developing and communicating diversity messages to County employees and work groups;
- providing more support for internal communications;
- providing more support to departments in promoting their services;
- continuing to build skills and application of team-building and facilitation;
- developing a way to incorporate program evaluation into a “County annual report;”
- reconvening website team to upgrade County website.
Training Needs
Meeting facilitation, team-building, team leadership
Ms. Herrera asked that diversity training be added to the list of training needs.
Approval of Minutes
It was MOVED by Mr. Booth, seconded by Ms. Herrera, and
unanimously adopted by voice vote by members present, to approve the minutes
of the April 20, 2005, meeting as submitted.
Next Meeting
As quorum was going to be an issue, the Committee agreed to cancel the May
25th meeting. Mr. Lane asked if Committee members would be interested in
doing tours of various departments that report to this Committee. Members
expressed interest and agreed to tour the Assessment Department first.
Adjournment
The meeting adjourned at 4:25 p.m.
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