Called to Order

    The meeting was called to order at 2:00 p.m.

Changes to Agenda

    Mr. Winch requested the Committee discuss the County's hiring practices for out of county residents.

Report from the Chair

    Mr. Lane reminded the Committee about the trip to Chautauqua County tomorrow to meet with the County Executive, Legislative Chair, and Minority Leader.

Report from the County Administrator

    Mr. Whicher did not have a report.

Report from the County Attorney

    Mr. Wood was not present.

Report from the Finance Director

    Mr. Squires distributed information that documents the County's stable property tax base.  There were 3159 people who participated in the 2004 installment program representing less than 10 percent.  In delinquent returns (unpaid taxes to City and Towns), there were a total of 1386, for which Tompkins County had to guarantee $1.9 million; in July, these properties will be advertised.  Currently there is a maximum of 120 parcels on the foreclosure list next year compared to 150 parcels at this time last year.

    As a follow up to a discussion held at a previous meeting, Mr. Lane asked the Committee if there was interest in proceeding with centralized tax collection and changing the return date for filing warrants.  Following discussion, it was the consensus of the Committee to draft a letter to Town Supervisors and Clerks informing them the Committee is considering reducing the time for the tax warrants and outline the taxing authority.  The Committee agreed to discuss the issue of centralized taxation at another meeting. Mr. Whicher reminded members that the Municipal group on government efficiencies meets in September, and will be considering adding new topics.

Public Information Report

    Ms. Skinner announced the Legislative Gazette, an Albany paper, features articles about Tompkins County Government.  She updated the Committee on the minute record keeping group and said she has begun to recruit members.  Information Services Technology Director Greg Potter, Jim Blizzard, Legislators Kiefer and Herrera, Deputy Clerk Michelle Pottorff, and Heather Stewart of Administration have agreed to serve.  She will ask members of the Public Information Advisory Board if there is anyone interested in serving as a community member.

    She reported on the County issues forum to be held August 11th from 7:00-9:30 p.m. at the Human Services Building.  Discussion followed concerning the date and some felt it was too soon to have a forum.  Some of the topics suggested for the forum include position of County Executive, Jail, highways.  Ms. Skinner agreed to contact Chair Joseph and express some of the concerns raised by members as to the date of the County issues forum.  Mr. Lane said he hoped to have all the field trips completed in August before reporting on the County Executive position.
Approval of Minutes

    June 17, 2004
    It was MOVED by Ms. Kiefer, seconded by Mr. Winch, and unanimously adopted by voice vote by members present, to approve the minutes of the June 17th meeting as corrected.

    It was MOVED by Mr. Winch, seconded by Ms. Schuler, and unanimously adopted by voice vote by members present, to approve the minutes of the June 29th meeting as corrected.

Departmental Budget Reports

    Tompkins County Legislature
    Mrs. Covert reviewed the proposed base budget and over-target requests she will be submitting.  The budget being presented includes an increase of approximately $10,700 for Legislators salaries and fringes and will be reflected in two over-target requests for contractual expenses.  A request is also being made to increase professional services by $5,000 for the Legislature to hire interns or assistants for special projects on an as-needed basis.  In addition, the Clerk will be requesting the purchase of a new printer.  The over-target requests will be covered with rollover money.  Mr. Lane asked for a copy of the resolution adopting the Legislature's salary schedule.

    County Administration
    Mr. Whicher said he will be holding a budget retreat tomorrow with his staff.  He does not anticipate any over-target requests not supported by rollover and has reduced expenditures by $20,000.  The County Administrator's department has six FTEs.

    Finance
    Mr. Squires said his over target requests will also be supported by rollover.  The operations of the department will be flat.  He said his department relies on rollover money and would not survive without it.  There is a new Federal regulation called Check 21 that will result in banks being no longer responsible for maintaining canceled checks.  He feels the County may have to purchase some equipment to accommodate this program.  This program will process transactions by check much quicker.

    County Attorney
    The County Attorney was not present.  Ms. Schuler said a request was made at a previous meeting to have a report on responsible bidders.  Mr. Lane said he will request this topic be discussed at the next meeting.

    Human Rights Commission
    Ms. Martel Moore said she will asking for a $10,000 over-target request in professional services for interns, noting the Department will no longer have a receptionist.

    Assessment
    Ms Coggin said she will be asking for two over-target requests.  One request is a new position for a field person and the second request is for a receptionist position but is still under consideration by Administration.  The position of Data Collector she is requesting is on the agenda to be discussed at this meeting.  Ms. Kiefer said she hopes the Department's needs are not being underestimated.  Mr. Winch said he appreciates the Department looking at reorganization, but raised a concern with the Receptionist position.  He feels a receptionist is the second most important position in an office and the job title should be more appropriate.

Assessment Department

    Resolution - Data Collector
    It was MOVED by Ms. Schuler, seconded by Ms. Kiefer, to approve and submit the following resolution to the full Legislature.  A brief discussion followed and a voice vote resulted as follows:  Ayes - 3 (Kiefer, Schuler, and Winch); Noes - 1 (Lane); Excused - 1 (Herrera).  RESOLUTION ADOPTED.

RESOLUTION NO.     - CREATION OF DATA COLLECTOR POSITION - ASSESSMENT DEPARTMENT

    WHEREAS, the Tompkins County Department of Assessment at the direction of the County Legislature is continuing the Annual Equity Maintenance Program, and
    WHEREAS, at the current staffing level the Department has fallen below what is necessary to comply with the requirements of said program, and
    WHEREAS, the creation of an additional field position of Data Collector (07/525) could greatly enhance the Department's ability to meet the physical demand of gathering assessment data annually, now therefore be it
    RESOLVED, on the recommendation of the Government Operations Committee, That one (1) permanent Data Collector Position (07/525) be created in the Department of Assessment, effective immediately,
    RESOLVED, further, That the hiring process shall take place during the month of August 2004, in order that said position may be filled as soon as practicable,
    RESOLVED, further, That the cost for 2004 - $10,740, will be covered from the Department of Assessment's 2004 budget, and an adjustment for the amount of $38,912 (salary and fringe benefits) be added to the 2005 target.
SEQR ACTION:  TYPE II-20

    Resolution - Receptionist
At this time, Ms. Coggin asked and the Committee agreed to withdraw the resolution to create a receptionist position. RESOLUTION WITHDRAWN.

    Resolution - Attorney Fees
    It was MOVED by Ms. Kiefer, seconded by Ms. Schuler, and unanimously adopted by voice vote by members present, to approve and submit the following resolution to the full Legislature:

RESOLUTION NO.         - INCREASING THE HOURLY FEE FOR ATTORNEYS REPRESENTING THE DEPARTMENT OF ASSESSMENT
      IN REAL PROPERTY TAX LAW ARTICLE 7, CERTIORARI PROCEEDINGS - ASSESSMENT DEPARTMENT

    WHEREAS, the Tompkins County Department of Assessment utilizes the services of local attorneys in lawsuits brought against the County by Real Property owners, and
    WHEREAS, the current fee (since 1999) of $115.00 per hour is considerably below what an experienced attorney in private practice charges, and
    WHEREAS, the immediate availability, competent representation, and counsel from these attorneys are of primary importance to the Director of Assessment for a successful outcome of said lawsuits, now therefore be it
    RESOLVED, on recommendation of the Government Operations and Budget and Capital Committees, That the hourly fee for attorneys from the private sector, representing Tompkins County in said judicial proceedings, shall be increased to $125.00 per hour, effective immediately.
SEQR ACTION:  TYPE II-20

    Resolution - Computer Equipment
    Ms. Coggin updated the Committee on the status of upgrading the Department's computer equipment and replacement of server as the Department is required by January 2005 to convert their RPS3 Real Property System Records Management database to RPS4.  The Department had the money in their budget, however it was spent on two interns during the informal hearing process earlier this year.  In the current budget there is $10,000 to support the server replacement this year and a request for a one-time expenditure next year will be made for a printer and other computer equipment needed.

    At this time, Ms. Coggin requested the resolution be withdrawn and the Committee agreed.  RESOLUTION WITHDRAWN.

Administration

    Contracts Policy
    Ms. Kippola highlighted and briefly reviewed the policy changes concerning the approval process for capital projects.

    Ms. Kiefer noted there was no policy statement; Ms. Kippola agreed to draft it prior to Legislative approval.

The amount for program committee approval was discussed and it was the consensus of the Committee to change it from $50,000-$499,000 to $50,000-$299,999 and to change the amount requiring Legislature approval from $500,000 to $300,000.

Mr. Winch raised a concern that in the past some capital projects have been pre-approved prior to completion and asked what process was in place to avoid this from happening.  Mr. Whicher explained that for the Communication Capital Projects Committee, a monthly report is given on each project and payment is not made until the work is completed pursuant to contract.   Mr. Whicher said staff has been working on this procedure and feels there is much improvement.

Ms. Kiefer reiterated her position to document good and bad experiences with contractors.  Ms. Squires felt the language, if appropriate, should be included in the procurement policy.  Mr. Lane feels there are too many legal issues and could create a liability for the County, but suggested the County Attorney should be consulted before the Committee considered adding language.  Ms. Kippola said that in the County's Pentamation system, there will be information available, however she agreed to discuss this issue with the County Attorney.

It was MOVED by Mr. Winch, seconded by Ms. Schuler, and unanimously adopted by voice vote by members present, to approve the Contracts policy as amended above.  POLICY ADOPTED.

Creating New Positions and Reclassifying Existing Positions Policy
Mr. Whicher said the proposed policy as presented represents current procedures.  Ms. Kiefer asked when the program committee is to be informed of a position being reclassified or a new position being created.  Mr. Whicher said a new position requires program committee and Legislative approval and reclasses are done by the Personnel Commissioner and a monthly report is provided to the Budget and Capital Committee.  Current practice does not include program committees in the process for reclassifying positions.  Ms. Kiefer feels it is sensible to have the program committee included in the process and suggested appropriate language be incorporated into the policy that program committees be involved in reviewing reclassifications.

Following discussion, Mr. Whicher said he could provide the monthly report mentioned above and noted most reclassifications occur because a department is reorganizing and in general saving money.

Ms. Kiefer spoke about her belief of having an appeals committee for all positions and cannot support the current process.

It was MOVED by Mr. Winch, seconded by Ms. Schuler, to approve and submit to the full Legislature for approval the policy entitled Creating New Positions and Reclassifying Existing Positions as presented.  A voice vote resulted as follows:  Ayes - 3 (Lane, Winch, and Schuler); Noes - 1 (Kiefer); Excused - 1 (Herrera).  POLICY ADOPTED.

Flag Day Parade - Rollover Funds

    The Ithaca Elks Lodge #636 submitted a request that this years funds be rolled over to next year.  The money will be used to offer free rides on TCAT in an attempt to increase the attendance at the parade next year as the Flag Day Parade was canceled due to the lack of bands.  Following discussion, it was MOVED by Mr. Lane, to approve this request.  MOTION FAILED DUE TO LACK OF A SECOND.

Review of County's Diversity and Anti-Discrimination Practices

    Ms. Kippola provided a recap of the discussion held at the last meeting.  She met with Ms. Martel Moore and David Squires to discuss this issue.  It was agreed that language will be incorporated into contracts over $100,000 and noted it is required when State and Federal funding is involved.  Ms. Kippola said around 200 contracts are State or Federally funded and approximately 100 contracts are $100,000 or greater.  Ms. Martel Moore said she is currently the only employee trained in this process and is willing to take on the responsibility.  Ms. Kippola said she will also be looking at other areas in the County where this may come up such as in Personnel and the hiring of new employees.  A brief review of the County's Affirmative Action Outreach Efforts and Ongoing Workforce Recruitment and Retention Efforts was provided.  A workshop will be held in September and all departments will be invited and encouraged to attend.

Financial Disclosure Forms

    Ms. Kiefer said the list of required filers of Financial Disclosure forms has been reviewed and the question of who on the list has the ability to make decisions that affect policy other than elected officials and department heads has been raised.  However, she understands that there may need to be other employees on the list if there is a potential conflict of interest that needs to be addressed.

    Ms. Fitzpatrick said in the discussions she has had it was felt that elected officials, department heads and their key deputies should be required to file the form and any other exception there should be a justification for adding or deleting.

    Following a brief discussion, the Committee agreed to direct staff to revise the list as recommended by Ms. Fitzpatrick and revisit this next month.

Naming Conference Rooms

    This item was deferred to the next meeting.

Hiring of Out of County Residents

    Mr. Winch said he has been receiving calls over the last couple of months from County employees complaining about the County hiring more and more out-of-county residents for jobs.  He asked what the County's policy was in relation to hiring practices.  Ms. Fitzpatrick said pursuant to Civil Service Law the County hires from within Tompkins County or the six contiguous counties.  She agreed to look into this issue further and provide more information if the County has the ability to restrict residency to Tompkins County only.

Next Meeting

    Mr. Lane said at the request of the Legislative Chair he will ask the Committee to discuss adding language to County's contracts that requires contractors participate in apprenticeship programs.

Adjournment

    The meeting adjourned at 4:15 p.m.