Staff:       D. Squires, Finance Director; W. Skinner, Public Information; K. Smithers, Deputy County Administrator; G. McClure, Director of ITS; S. Whicher, County Administrator; V. Coggin, Director of Assessment; M. Teeter, Purchasing; M. May, County Attorney’s Office; J. Franklin, Assessment; A. Fitzpatrick, Director of Personnel; K. Fuller, Recorder

Guests:   J. Kerrigan, Attorney

Called to Order

 The meeting was called to order at 12:04 p.m. by Mr. Koplinka-Loehr, Chair.

Changes to Agenda

 The following items were added to the agenda:

 Assessment Department – Privacy issues/Assessment Data on the Web – V. Coggin

 Resolution – Opposition to Act to Amend the General Municipal Law in Relation to Certain
        Payments to Police Officers and Others Who Are Injured or Taken Ill Arising Out
        of and in the Course of Employment

Administrator’s Report

 Mr. Whicher informed the Committee that at a Public Works meeting he become aware that US Air announced its intention to discontinue service in Tompkins County.  He contacted Ms. Skinner, Public Information Officer, and spoke with Mr. Nicholas of the airport who said that he would be willing to work with Ms. Skinner with regard to this notice.  Mr. Whicher stated that the end result exemplifies the excellence that such cooperation and teamwork can turn a situation which could have been negative and showed a very positive side to the airline’s decision.  He congratulated Ms. Skinner on an exceptional job.  She had contacted Mr. Stamm of Tompkins County Area Development who stated he felt the decision was one which was positive for Tompkins County.  Mr. Whicher further commented that it was masterfully done in a short period of time and right “on the money.”

 Discussion followed which included positive statements regarding the fact that some of the flights could now be designated non-stop and not require multiple stops in order to fill up seats on a flight.

 Ms. Kiefer inquired why Mr. Stamm found this loss of services by U.S. Air and larger jets a positive move.  Ms. Skinner informed the Committee that initial reports were very confusing about what was occurring.  Subsequently it was felt that the flights would change to afford clientele shorter, more direct flights with newer equipment.

Report from Public Information Officer

 Ms. Skinner thanked Mr. Whicher for his commendation and said that this situation presented her with an opportunity to do what not only assists in portraying a positive statement for the County, but is a fun challenge as well.  It further shows how she can assist Department heads and County officials and what she can give to them in an expeditious manner.

 Ms. Skinner also reported that P.I.A.B. will be meeting on June 8, 2001.  The Ukranian visitors will be attending in an effort to obtain ideas.  At this meeting there will be a brief brainstorming session and discussion regarding  a possible public forum or a form of substitute for a public forum for the County Budget.
 
Minutes of May 16, 2001

 Ms. Kiefer stated that she had been unable to submit recommended revisions to the minutes prior to the meeting due to her efforts with regard to the current redistricting process.  She provided Committee members with them at this time.  Consensus was reached that this item would be moved further down the agenda to allow members the opportunity to review the revisions.

Affirmative Action and Workforce Diversification Committee 2001 Work Plan

 Mr. Koplinka-Loehr reviewed with the Committee proposed changes to be made with the work plan.  These changes included a name change from Affirmative Action Committee to Affirmative Action and Workforce Diversification Committee.  He stated that approximately fifteen months ago they were looking at hiring a director of organizational development; since that time they have changed direction and hired an individual as training and development coordinator.  It was decided to review how the personnel structure with relation to affirmative action and diversification is working after a one year period.  It now has been a year and a review will take place to determine this and the future organization of affirmative action within the County.

 Ms. Kiefer inquired of where the County stands on having a separate Affirmative Action officer.  Mr. Koplinka-Loehr replied that Ms. Fitzpatrick currently is the Commissioner of Personnel and designated Affirmative Action officer.

 Mr. Lalley indicated that he believes Tompkins County still advertises openings rather than recruits.  In his experience at Cornell when an opening comes up they advertise and hire, not recruit.  When they do attempt to recruit, due to the diversity of the community it is sometimes difficult to obtain a proper balance and skilled professional people are in demand nationwide.  He feels that in this tight labor market we need to rethink how to obtain the diverse work pool.  Mr. Koplinka-Loehr indicated that this something known to the Personnel department.  It was noted that more often the term “residency waived” is being utilized to enable us to obtain a more diverse applicant file.  Mr. Lalley indicated that he did not see the need for a separate Affirmative Action office at the present time.

 Mr. Koplinka-Loehr said that the goal of the committee and personnel is that we all share responsibility for diversity and it is not any one individual’s responsibility.

 Mr. Koplinka-Loehr then reviewed the goals and noted that Goals 1-6 are a high priority this year and reviewed these items and discussed the various stages of each goal.

 Ms. Kiefer asked Mr. Koplinka-Loehr if it will be possible for the community to be updated periodically on goals and objectives of Affirmative Action, and especially on number five soon.

DISCUSSION OF REAL PROPERTY

 Mr. Squires introduced Mr. Jim Kerrigan, Attorney, to the Committee.  Mr. Kerrigan represents a client and had requested that he address the Committee with regard to a situation concerning real property located within the County.
 
Mr. Kerrigan discussed his client’s situation with the Committee and provided specific information relative to the issue.  Upon hearing Mr. Kerrigan’s information it was determined that an executive session was in order to discuss this as a legal matter.

It was MOVED by Mr. Lalley, seconded by Mr. Penniman and carried to go into executive session to discuss this legal matter.  Executive session began at 12:23.

It was MOVED by Mr. Lalley, seconded by Ms. Davis and carried to resume open session.  Open session resumed at 12:46 p.m.

RESOLUTION NO – AUTHORIZATION TO EXECUTE QUITCLAIM DEEDS – SALE OF
FORECLOSURE PROPERTIES AT PUBLIC AUCTION

It was MOVED by Mr. Penniman, seconded by Mr. Lalley, and unanimously adopted by voice vote, to submit the following resolution to the full Board.

 Mr. Squires informed Mr. Kerrigan that the execution of the quitclaim deed was contingent upon Mr. Tung remitting all outstanding tax bills, auctioneers commission, attorney, and other fees outlined in the resolution.  Mr. Kerrigan indicated that he would contact his client to inform him of the decision.
 
 RESOLVED, That the County Administrator is authorized to execute a Quitclaim Deed conveying property acquired by the County through 2000 tax foreclosure, back to the previous owner upon payment of all back taxes, penalties, interest and fees, as follows:

Village of Lansing 47.2-6-2 back to Ching Pin Tung.
SEQR ACTION:  TYPE II-15

 Mr. McClure provided information that his department has selected Norton Anti-Virus software as the standard anti-virus program for the County.  They have located a vendor who sells this program at the State contract pricing.  Mr. McClure also indicated that the cost of this anti-virus software will be borne by the various departments based upon the number of computers they have.

 It was MOVED by Mr. Lalley, seconded by Ms. Davis and unanimously carried  that authorization be given to the Information Technology Services to use Norton Anti-Virus as the standard program for the County and to proceed with the procurement of bids on the same.  Mr. McClure will provide the appropriate resolution for this purchase prior to the next Board meeting.

 Next, Mr. McClure requested that the Committee authorize moving a portion of funds previously designated to be used for the Sheriff’s Department to put in a digital voice recording system.  He estimates the cost of that installation to be $20,000, leaving $23,000 of the total $43,000 which had been authorized.  At the present time the County’s telephone switching software is in need of upgrading.  At this time there has only been one proposal from All Mode Communications for this software.  He is still in the process of procuring additional bids on this item.  At this time he would like to utilize $10,000  of the previously approved $43,000 of the Capital Fund to purchase the Nortel switching software.

It was MOVED by Mr. Lalley, seconded by Mr. Penniman and unanimously carried to reallocate $10,000 of the $43,000 previously allocated from the capital fund for the Sheriff’s Department to the county-wide Nortel switching software project and authorize the seeking of bids for the same.

It was also noted that Budget and Capital Committee will be receiving a request to move the monies back from the capital fund to the general fund.

Assessment Department – Web Access to Data

 Mr. Franklin provided a written synopsis to the Committee of what type of information about properties in Tompkins County can already be found on the web.  He outlined the accessibility of information the department provides:  1) public terminals at ITS that have almost all data, including sketches, photographs, and everything associated with individual parcels, and 2) compact discs available for the real estate community, surveyors, real estate agents, lawyers and the like at the cost of $400 each.  Mr. Franklin indicated that making the compact disk available to these individuals has decreased the number of inquiries made via telephone to the assessment office.  Public officials are provided with the compact discs for their use.  These discs provided to individuals do not include any updates as they occur.  One drawback is that on occasion individuals are not receiving accurate information and do not understand why what may be on the web is not so.

 The Assessment Department is requesting to set up and maintain an accurate multi-tiered on-line database available through the internet.  The database would not contain any text data that is not already accessible on the internet.  The Assessment Department would like to provide links to documents that are associated with a particular parcel (including photographs, tax maps, external property sketches, deed history cards, tax map revision sheets and surveys among other types of documents that are available in their office.  One tier would give basic information, the second would provide the more detailed information now available on the compact discs purchased by those previously mentioned.

Ms. Davis inquired as to whether exemption information is available.  It was noted that although it is not available to the general public there is information that could determine whether individuals are resident property owners.

Ms. Kiefer indicated she did not understand what additional purpose is served by the Assessment Department’s request to make assessment data available on the internet.  Mr. Franklin replied that it would provide a more accurate database of information with regard to ownership of properties.  Ms. Kiefer stated that while she knows the information is already available at other sites, she does not see what public purpose is served when the County puts owners names in Tier 1.

 Ms. Davis stated that tier one information leaves out a lot of information that does not need to necessarily be available to anyone on the internet.  She said that if it has to be out there she likes that approach.  She does not see the value of providing this information without the names attached as it could cause frustration by the user as many individuals would do a search by name.  Ms. Kiefer commented that a search by name would satisfy idle curiosity, whereas a search by address would satisfy the need for information about a specific property.
 
 Ms. Kiefer felt it would be useful to go to the public and notify them of what is being proposed and receive input.

 Mr. Lalley expressed his opinion that one of the values of having it on the internet is that individuals will not have to go physically to the office to obtain this information.  This would allow the Assessment Department more time to expend energies in their specific jobs.  He feels that if we go ahead with this project that we should also utilize Ms. Skinner’s skills in the presentation of this information.  He felt that we had to strategize what would be the best way to make individuals aware of this information.  He also indicated that he felt that the cost of the software program they have been previewing is a reasonable one.

 Mr. Lalley inquired whether the software program is purchased yet?  Mr. McClure indicated it has not yet been developed.  Mr. Lalley felt that it would be worthwhile to have a demonstration of what the system would do prior to it being accessed by the public.

 Ms. Kiefer felt that the assessment proposal is to be a test case of how it fits with the tentative draft policy statement which recognized resident’s general information will be used for specific purposes, not to be used for other purposes.  She isn’t sure how the example presented fits with that.

 The Committee indicated to the Assessment Department that they had sufficient information to proceed further and bring back an update/presentation.  It was also agreed that the next month’s meeting would include a review of the policy statement and direction the project is taking and to proceed with the software development.

 It was noted by the Assessment Department that to develop and provide a service to the public and limit access to specific property information at the owner’s request (i.e. names, exemptions, etc.) would be very time consuming and difficult to maintain.

 Mr. Penniman felt that it would be a good idea to list ownership for situation such as landlord/tenant properties.

 Mr. Lalley will work with the Assessment Department and Ms. Skinner with regard to this project.  Ms. Kiefer expressed similar intent.

RESOLUTION - AUTHORIZATION FOR PROGRAM RECONFIGURATION – CENTRAL
                           SERVICES

 It was MOVED by Mr. Lalley, seconded by Ms. Davis, and adopted by voice vote, ayes 4 – noes 1, (Ms. Kiefer) to submit the following resolution to the full Board.

 Mr. Whicher explained the purpose of this reconfiguration.  A request was made for additional support services in the Personnel Department.  It was felt that by moving an employee to the Personnel Department and having that individual continue with Central Service support it would benefit all.

 Ms. Kiefer wanted to discuss this proposed resolution as she does not feel there is  a logical reason for Countywide mail service to be handled by Personnel.  She would like to see inter-departmental sharing of staff rather than to move that program out of Central Administration.
 
 Ms. Davis felt that if the individuals involved felt comfortable with the proposed change she felt that it would be an acceptable move.

WHEREAS, Central Services is a program of County Administration, and
 WHEREAS, changes within County Administration prevent appropriate staff oversight of this program that can be better served by the Personnel Department, now therefore be it
 RESOLVED, on recommendation of the Government Operations and Budget and Capital Committees, That Program 6215 Central Services be moved from County Administration to Personnel,
 RESOLVED, further, That the Fiscal Target for County Administration be reduced by $63,130 and the Fiscal Target for Personnel be increased by the same amount.
SEQR ACTION:  TYPE II-20

Mr. Whicher informed the Committee that following discussions with individuals in the Personnel Department a decision to move the two staff members responsible for training from the Personnel Department upstairs to County Administration.
 
Mr. Lalley inquired as to whether Personnel has plans for a new name in the future.  Ms. Fitzpatrick indicated it is under consideration at the present time and she will update the Committee of the progress.

RESOLUTION  - AWARD OF CONTRACT – DEFERRED COMPENSATION
      ADMINISTRATIVE SERVICES

 It was MOVED by Mr. Penniman, seconded by Mr. Lalley, and unanimously adopted by voice vote, to submit the following resolution to the full Board.

 Discussion followed during which Mr. Squires provided information that the compensation is paid by the employees of the County.  It was he noted that the company chosen was selected as the one for the lowest delivered cost of the County.

 WHEREAS, the Tompkins County Finance Department has competitively solicited for proposals for Deferred Compensation Administrative Services, and
 WHEREAS, four (4) proposals were received on May 15, 2001, and
 WHEREAS, the Tompkins County Deferred Compensation Committee has reviewed the proposals received, and
 WHEREAS, the Tompkins County Deferred Compensation Committee has made the recommendation that the contract be awarded to Nationwide Retirement Solutions of Dublin, OH, and
 WHEREAS, the Finance Director has determined that this is the lowest delivery cost to the County, now therefore be it
 RESOLVED, on recommendation of the Government Operations Committee, That the contract be awarded to Nationwide Retirement Solutions of Dublin, OH for a five-year term,
 RESOLVED, further, That the County Administrator be authorized to enter into a contract on behalf of the County.
SEQR ACTION:  TYPE II-20

RESOLUTION - OPPOSITION TO PROPOSED NEW YORK STATE LEGISLATIVE ACT TO
AMEND THE GENERAL MUNICIPAL LAW IN RELATION TO CERTAIN PAYMENTS TO POLICE OFFICERS AND OTHERS WHO ARE INJURED OR TAKEN ILL ARISING OUT OF AND IN THE COURSE OF EMPLOYMENT

 It was MOVED by Mr. Lalley, seconded by Ms. Davis, and unanimously adopted by voice vote, to submit the following resolution to the full Board.

 Ms. Fitzpatrick explained the present legislation to the Committee and indicated that it is in the best interest of the County to indicate opposition to New York State Legislation.

 WHEREAS, there presently exists Bills in the New York State Assembly (A8587) and New York State Senate (S4350), which propose amending the General Municipal Law Section 207-c definition of “injury or illness,” and
 WHEREAS, this change would require municipalities to pay covered officers benefits pursuant to General Municipal Law Section 207-c whenever a workplace injury is found to be compensable by the Workers’ Compensation Board, and
 WHEREAS, the current definition affords covered officers ample protection from injuries and illnesses that directly relate to “heightened risk” faced by such officers, and
 WHEREAS, the proposed amendment would provide the same tax free, full pay protection intended for officers injured in the line of duty, to any covered officers who suffer any ordinary workplace injury, enhancing Workers’ Compensation Benefits, now therefore be it
 RESOLVED, on recommendation of the Government Operations Committee, That the Tompkins County Board of Representatives and Tompkins County Sheriff does hereby oppose Senate Bill S4350 and Assembly Bill A8587 which would not provide any additional coverage to those police officers who are injured in a “heightened risk” situation, but would enhance the benefits received for any workplace injury,
 RESOLVED, further, That copies of this resolution be forwarded to New York State Governor George Pataki, Senator John Kuhl, Senator James Seward, Assemblyman, Martin Luster, Special Assistant for InterCounty Affairs, Roger W. Trifthauser, InterCounty Association of Western New York and New York State Association of Counties.
SEQR ACTION:  TYPE II-20

 Mr. Squires provided a written report of his department’s activities.  He said Chris Brill retired and noted that  due to staffing shortages he is in the process of rewriting the accounting policy.  He indicated that the purchasing policy may be modified to increase the dollar amount of purchases requiring a purchase order.  If the amount is increased it would essentially reduce paperwork.  His department is also having the various departments processing orders on line which assists in the process as well.  He also noted that fixed asset procedures are being modified as well.

 He also informed the Committee of training of personnel in order to provide adequate back up of key people, e.g. payroll.  Mr. Whicher commented that the department is taking advantage of the situation to do more with less.  Mr. Squires noted, however, that with much inexperience there is a steep learning curve. Ms. Kiefer asked if that is why follow up on purchase orders is being switched from Purchasing to Departments; Mr. Squires says in part yes, but also departments are the ones that know if and when an order is received.

 Ms. Kiefer requested a simple organizational chart be provided so that she can have an overview of the department.

 Mr. Squires reported that this week the towns are returning taxes to the County to be re-levied; all are lower than last year except the Town of Ithaca with Lakeside Nursing Home.

Voting Machines

 Ms. Kiefer requested information as to the number and condition of voting machines in the County and whether we would be adequately prepared for the fall.  She suggested the County should not wait for the State to take the lead in this.  Ms. Kiefer would like us to pursue having Tompkins County take over control of and responsibility for all the voting machines in the County.

 Ms. Davis indicated that we have an adequate number and should any need repair we have some parts on hand.  She stated that she felt that even if City/County districts were different we would be able to handle the situation with minimal problems.
 
Approval of Minutes

 MOVED by Mr. Lalley, seconded by Ms. Davis, and unanimously carried by voice vote to approve the minutes of May 3, 2001 minutes as amended.
 
Adjournment

The meeting adjourned at 1:58 p.m.