Present: M. Koplinka-Loehr, Chairman; D. Kiefer; P. Penniman, G. Totman
Excused: S. Davis
Staff: R. Erb, County Administrator; D. Squires, Finance Director; A. Fitzpatrick, Personnel Commissioner; D. Bradac, N. Arndt, Training and Development; J. Wood, Deputy County Attorney
Guests: Joseph Smith, Heather Stewart, Project Assistants; Eric Lerner, Training and Development Consultant
Called to Order
The meeting was called to order at 12:08 p.m.
Changes to Agenda
Contract Negotiations and Salary Survey
Ms. Fitzpatrick distributed cost-of-living analysis and wage verification information. The salary surveys include private employer information and information from comparable counties in Upstate New York. She stated that very few private employers responded to the County's request. Ms. Fitzpatrick stated that discussions with union representative Joe Maratea about salary information gathering indicate the union isn't successful in obtaining this information from private employers either. She stated that Tompkins County remains at the high end of the salary schedule. The trend in settling contracts in Tompkins and surrounding counties ranges from 2.5 to 3.7 percent but may include other fringes.
Ms. Kiefer stated that the Cost of Living Adjustment (COLA) are figures of interest to her and stated it isn't clear which index is applied to Tompkins County. Mr. Squires stated that this question would need to be asked to the Planning Department. Ms. Fitzpatrick will follow-up on this question.
Mr. Koplinka-Loehr asked if any of the bargaining units have asked to begin negotiations. Ms. Fitzpatrick stated the CSEA White, CSEA Blue, and Correction Officer's Union contracts expire December 31, 2000, and the Road Patrol expires February 2001. She stated that Joe Maratea will be meeting with negotiating teams next week, but at this time only the Corrections Union has indicated interest in beginning negotiations and they will probably begin in September. Mr. Koplinka-Loehr stated that the Board Chair would need to appoint a negotiating team. Ms. Fitzpatrick stated she would contact Ms. Mink about this. She reported she had mentioned the availability of two days free training on negotiations, but the unions are not interested.
Ms. Kiefer asked if, when the pay equity study was completed, if cooperation was received from employers. Ms. Fitzpatrick stated that an internal closed system was used for the study, not a market analysis, so private employers were not asked for information then.
Internship Program Report
Mr. Smith said he has been an intern for almost a year, first at DSS and now at County Administration. He highlighted experiences of the 15 current interns working in the County. He stated he has been talking to each of the interns to get an assessment of what they are doing and their experiences as an intern. They all find the work relevant, valuable, and interesting. The projects being worked on include developing a brochure and web site describing the internship program, examining communication and input gathering methods in training and development, and projects with various committees of the County Board. Mr. Smith stated the program is very successful and discussions with department heads indicate they are very happy with the program. He stated the program is not only benefiting the intern, but also the County.
Mr. Koplinka-Loehr asked how many interns are college students. Mr. Smith stated over half of the interns are college students and he would make the recommendation to draw more interns from the community. Ms. Kiefer stated she is very interested in seeing the completed work of the interns.
Mr. Penniman asked if there has been a demand for interns that hasn't been filled. Ms. Fitzpatrick stated only one request was not filled for the summer, and there have been four requests made for the fall.
Mr. Smith stated a recognition luncheon is being held August 9, 2000, at Noon at the Towers Club and he invited Committee members to attend.
Community Affirmative Action Update
Mr. Koplinka-Loehr stated the Affirmative Action Committee met yesterday and it was requested that the quorum section in the by-laws be changed to read, "A quorum is defined as a majority of the current seated members of the Community Affirmative Action Committee, but in no instance shall be less than four members."
Ms. Kiefer asked how the number relates to the number of affirmative votes needed to take action and if it would be a majority of the quorum. She stated it could be written to say that no action will be taken without a specific number of affirmative votes. Mr. Koplinka-Loehr stated this was not discussed, but apparently the intention was to require a minimum of four affirmative votes. He asked Mr. Erb to make a suggestion for additional language and have this considered at a future meeting.
Mr. Koplinka-Loehr stated the Committee also discussed procurement and minority vendor contracts and distributed information on this topic. He asked that Mr. Erb and Ms. Kippola review this information against County policy and provide a report at a future meeting. Mr. Erb stated this is a purchasing issue, not contracts, and he will see that the right staff gets this information.
County Administrator's Report
Mr. Erb stated that Human Rights Director Lauren Austin has been on a one-year leave of absence, and as of today one year has passed and he has not received a response from her that she will be returning to County employment. He stated he will notify her in writing that she has forfeited her position. He stated there is currently an active list for the position and he will be reviewing that and interviewing candidates in the near future.
Finance Director's Report
Mr. Squires reported that the Purchasing Division is having staffing difficulties with employees being out on disability. He will be using temporary employees until those who are out are able to return. He stated a lot of help has been received from other departments.
Mr. Squires stated a Request for Proposals (RFP) will be done for the county's bond counsel. He stated the firm the County has been using, Wilkie, Farr, and Gallagher, has undergone changes and he and the County Attorney feel an RFP should be done. He stated an RFP was not done on the following resolution authorizing a multi-year contract for a cost allocation plan because the contract is very small. He stated Mr. Venesky has been working on a medical cost report for the Public Health Department that may allow the County to see savings. Ms. Kiefer noted the County has been well satisfied with his work over the years.
RESOLUTION NO. - AUTHORIZING A MULTIPLE-YEAR CONTRACT WITH JACK VENSEKY CPA FOR THE PREPARATION OF COST ALLOCATION PLAN FOR THE YEARS 2000-2002
It was Moved by Mr. Totman, seconded by Mr. Penniman and unanimously adopted by voice vote of members present.
WHEREAS, Federal
OMB Circular A-87 requires the preparation of an annual indirect cost report
in order to recover indirect cost reimbursement for certain Federally assisted
programs, and
WHEREAS, the
firm of Jack Venesky CPA.is unique in its specialized practice in the area
of Federal and State program cost reporting, and
WHEREAS, over
the past 10 years with the assistance of Jack Venesky CPA, the Indirect
Cost Reports have generated in excess of $4,500,000 in reimbursement as
compared to the consultants fees totaling $129,000, and
WHEREAS, the
Finance Director has recommended that it would be in the best interest
of the County to renew the Cost Allocation agreement with Jack Venesky
CPA because of cost and time efficiencies developed as a result the consultant’s
familiarity with the County’s operations, now therefore be it
RESOLVED,
on recommendation of the Government Operations Committee, That the Department
of Department of Finance, Health and Social Services are authorized to
enter into a multi-year contract with Jack Venesky CPA for the preparation
of annual cost report for the years 2000-2002, at a fee of $12,900 annually.
SEQR ACTION: TYPE II-20
Mr. Squires stated the County's property inventory has been turned over to the auctioneer. He stated the outstanding taxes have been paid on several properties. He stated the auctioneer would be putting together an informational guide for the properties that will be auctioned and it will include digital photos and tax map number for each parcel. He stated the auctioneer has a web site and he will be pursuing having this site linked to the County's web site.
Ms. Kiefer asked Mr. Squires if he anticipates other properties having their taxes paid before the auction and if any of the properties are owner-occupied. He stated that there is only one owner-occupied residence that will be auctioned and he does not believe there will be any additional pay-offs before the auction is held.
Advisory Board Workshops
Mr. Koplinka-Loehr noted the Ithaca Journal article reporting that there would be training for County advisory boards. He stated the idea of providing workshops to members of advisory boards originated in the Board Office and in Training and Development. He stated Mr. Lerner has been working with Ms. Bradac on how the workshops will be developed.
Mr. Lerner stated that he has been developing training programs at Cornell University and recently began his own consulting firm. He stated he has been talking with Ms. Bradac about a training program for members of advisory boards. He stated he would like to pursue other departments that may have advisory boards that are not appointed by the Board of Representatives. He proposed a series of four workshops open to members of advisory boards with emphasis on community member representatives. Topics for the workshops will be:
Executive Session
It was Moved by Mr. Penniman, seconded by Mr. Totman, and unanimously adopted by voice vote of members present to enter into executive session at 1:08 p.m. to discuss pending litigation. It was Moved by Ms. Kiefer, seconded by Mr. Totman, and unanimously adopted by voice vote of members present to return to open session at 1:50 p.m.
Ms. Kiefer asked if the County Attorney's office handles assessment cases. Mr. Wood stated that the County Attorney originally handled them, but in recent years they have been sent to other counsel. He stated his office would like to review all of the cases before they are sent out.
T2020 Committee
RESOLUTION NO. - APPROPRIATION FROM THE CONTINGENCY FUND - FOR PROGRAM EXPENSES RELATED TO TOMPKINS 2020 COMMITTEE - BOARD OF REPRESENTATIVES
It was Moved by Ms. Kiefer, seconded by Mr. Penniman. Mr. Koplinka-Loehr stated the T2020 Committee met Tuesday and appropriated $5,500 to help support the work of the Tompkins Quality-of-Life Committee. Mr. Totman asked when the Committee would be finished with its work. Mr. Koplinka-Leohr stated that the group will be finished in December and noted other communities use significantly more to complete a report of this kind. A voice vote resulted as follows: Ayes - 3 (Representatives Koplinka-Loehr, Kiefer, and Penniman), Noes - 1 (Representative Totman), Excused - 1 (Representative Davis). MOTION CARRIED. This resolution will be forwarded to the Budget and Fiscal Policy Committee for consideration and approval.
WHEREAS, a
Tompkins 2020 Committee of the Board of Representatives was created in
2000 for the purpose of defining and measuring the community's quality
of life as a foundational reference point for the future efforts by any
group to improve the quality of life in Tompkins County over a period of
time, and
WHEREAS, to
achieve this a Tompkins Quality-of-Life Committee, a committee of residents,
was created to carry out the details of the task and for which expenses
will be incurred, and
WHEREAS, Resolution
No. 75 of 2000 appropriated $2,500 for program expenses related to advertising,
printing, postage, office supplies, meetings, and facilitators for the
Tompkins Quality-of-Life Committee that were not available in the Board
of Representatives' budget, and
WHEREAS, additional
funding is needed to cover program expenses for the remainder of the year,
now therefore
be it
RESOLVED,
on recommendation of the Tompkins 2020, Government Operations and Budget
and Fiscal Policy Committees, That the following budget appropriation be
made:
FROM:
A1990.54400
Contingent Fund
$5,500
TO:
A1010.54400
Program Expense
$5,500
RESOLVED, further,
That these funds be appropriated for 2000 only and do not affect future
Fiscal Targets.
SEQR ACTION: TYPE II-20
Local Law Amending the Charter and Code, Chapter 1.06, to Authorize Service of Non-County Residents on Advisory Committees
Ms. Kiefer provided the following change to the first paragraph of the local law. She noted the law has been tabled until a future date, but asked that the change be entered into the record.
Members of Advisory Committees shall be residents of the County of Tompkins. However, exceptions to this residency requirement can be made in certain circumstances. (A) A member of an advisory committee may instead reside in a contiguous county, if the individual (1) either owns property in Tompkins County or has employment in Tompkins County and (2) brings special expertise, skills, or knowledge relevant to the advisory committee that, in the opinion of the Board of Representatives, has the potential to benefit Tompkins County residents, (B) If a state or county agency listed for appointed membership on an advisory committee nominates as its representative someone who lives outside Tompkins County, an exception can be made for that individual if, in the opinion of the Board of Representatives the appointment has the potential to benefit Tompkins County residents.
Board of Elections
Budget Adjustment
It was Moved by Ms. Kiefer, seconded by Mr. Totman and unanimously adopted by voice vote of members present.
APPROPRIATION: A1450.54303 Office Supplies $131.52
Explanation: Extra School Board election causing shortage in Office Supplies.
Budget Transfer - Information Only
TO: A3630.54416 Membership Dues $30.00
Other
Mr. Koplinka-Loehr stated there was a recent editorial about the Human Rights Commission in the Ithaca Journal and asked Mr. Erb to provide a brief response to it.
Mr. Totman was excused at 2:03 p.m.
Budget Review Meeting Schedule
The budget review schedule for the Committee is as follows:
Thursday, September 7, 2000 Noon - 4 p.m. - Regular Business and Budgets
Friday, September 15, 2000 1 - 4 p.m.
Wednesday, September 20, 2000 11 - 1 p.m.
Year-end Departmental Reviews
Ms. Kiefer stated that the Chair of the Board suggested that each program committee choose a couple of departments and review them in depth separate from budget reviews. It was the consensus of the Committee to review the Human Rights Commission and Information Technology Services. One review will be completed in November and the other in December and the framework for the review will be discussed prior to those meetings.
Approval of Minutes
It was Moved by Ms. Kiefer, seconded by Mr. Penniman and unanimously adopted by voice vote of members present to approve the minutes of July 6, 2000, with Mr. Penniman's suggested change.
Adjournment
The
meeting adjourned at 2:16 p.m. The next meeting will be held September
7, 2000, at Noon in the Scott Heyman Conference Room to discuss regular
business and begin 2001 budget reviews.
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