MINUTES
GOVERNMENT OPERATIONS COMMITTEE
SEPTEMBER 11, 2003          2:00 P.M.
SCOTT HEYMAN CONFERENCE ROOM
Present:   M. Koplinka-Loehr, Chair; T. Todd; L. McBean; K. Herrera (arrived at 2:05 p.m.); M. Lane (arrived at 2:46 p.m.)

Staff:         D. Squires, Finance Director; W. Skinner, Public Information; J. Thomas, Administration; S. Whicher, County Administrator; J. Wood, County Attorney; B. Kominos, Personnel; J. Yoder, Personnel; A. Fitzpatrick, Personnel; V. Coggin, Assessment Director; K. Smithers, Deputy County Administrator

Guests:   D. Kiefer, Legislator; T. Joseph, Legislature Chair

Called to Order

    The meeting was called to order at 2:04 p.m.

Changes to Agenda

    Mr. Koplinka-Loehr said if there is time he would like to discuss a request from a Legislator to amend the Rules of the Legislature. 

Approval of Minutes

    It was MOVED by Mr. Todd, seconded by Ms. McBean, and unanimously adopted by voice vote by members present, to approve the minutes of the June 12 and August 14 meetings as submitted.

    Mr. Whicher said the following charts relating to the proposed budget have been made available to all Legislators:
    - Proposed 2004 Full Time Equivalent Reductions
    - Local Share Comparisons (mandates) by program committee

    Ms. Herrera arrived at this time.

Chair's Report

    Mr. Koplinka-Loehr reminded Committee members to return the performance evaluation form for the County Administrator to him by the end of the week. 

County Administrator's Report

    Mr. Whicher updated the Committee on the status of filling vacancies and said it is currently at the discretion of the department head to fill vacancies.  He is encouraging department heads to be cautious and use their best judgement. 

Report from the County Attorney

    Mr. Wood said when preparing his Department's budget, he also assesses judgements, claims, and outside payments to attorneys.  Overall it has been a good year with one exception.  The Assessment attorneys over the last two years have been significantly high relative to what it has been in prior years.  In 2000 and 2001, $8,200 was paid, last year $22,000 was paid, and this year over $37,000 has been paid to date.  He does not recommend handling this work in-house at this time, but will continue to monitor the situation.  He feels this may only be periodic based on reviews and revaluations of commercial property. 
    Mr. Whicher commented on the successful negotiations with AES a few years ago concerning their appraisal.  He said that value is being reviewed again and feels negotiations could be very difficult and costly. 

Finance Director's Report

    Mr. Squires said he is reviewing the bids for the County's copy management service agreement and hopes to have a resolution to present soon.  It appears the proposed bid is less than one cent; however, he would like to look into this further prior to submitting it to the Committee for consideration.  The current contract expires in October.  If the review is completed by Tuesday, he asked if the Committee would be willing to consider awarding the bid at the Legislature's meeting September 16th.  The Committee agreed to consider addressing this matter prior to the Legislature's meeting if recommended.

    Mr. Squires reported that he has contacted the Ithaca City School District regarding the Lakeside Nursing Home issue.  Under the Real Property Tax Law, if a tax is unenforceable, the County can charge back to the taxing jurisdiction those taxes the County cannot enforce.  The bankruptcy suit with Lakeside Nursing Home makes the taxes unenforceable.  He said pursuant to this law, he has put the school district on notice that the County could be seeking said taxes currently amounting to $320,000.  The total amount of unpaid taxes currently owed the County is $600,000.  He said he has also asked the school district to consider sharing the costs of the bankruptcy defense. 

    Mr. Squires announced that there will be a vacancy in his office as a long-term employee is resigning and moving South.  He does not intend to fill the position, but will request hours be increased for other position(s) to share the responsibilities. 

Public Information Coordinator's Report

    Ms. Skinner reported that she and Greg Potter, Information Technology Services Director, will be presenting the new website to the Legislature at their next meeting.  She also announced she will be participating in the disaster drill at Cornell this Saturday and working with responders and Public Information Officers (PIOs).  She continues to work with putting information together concerning the proposed budget and the actions taken by program committees.

Assessment Department

    Resolutions
    It was MOVED by Ms. Herrera, seconded by Ms. McBean, and unanimously adopted by voice vote by members present, to submit the following resolution to the full Legislature for approval:

RESOLUTION NO.           -  ESTABLISHING COUNTY EQUALIZATION RATES

    WHEREAS, pursuant to Article III, Section 4.05, Subdivision (d) of the Tompkins County Charter and Code, the Director of Assessment has submitted and recommended the adoption of equalization rates for all towns in Tompkins County and the City of Ithaca for the assessment rolls filed in 2003, and for the apportionment of County taxes levied in 2004, now therefore be it
    RESOLVED, on recommendation of the Government Operations Committee, That the following equalization rates be and hereby are adopted:
                                                  AGGREGATE ASSESSED                                                                                                  AGGREGATE FULL
                                              VALUATION OF TAXABLE             COUNTY                                                         VALUATION OF TAXABLE                                                                        REAL PROPERTY FOR            EQUALIZATION                                                      REAL PROPERTY FOR
TOWN                                        COUNTY PURPOSES                      RATE                                                                 COUNTY PURPOSES
Town of Caroline                              112,864,763                                   100                                                                              112,864,763
Town of Danby                                 144,289,709                                   100                                                                              144,289,709
Town of Dryden                                574,615,140                                   100                                                                              574,615,140
Town of Enfield                                 103,825,223                                   100                                                                              103,825,223
Town of Groton                                 164,755,954                                   100                                                                              164,755,954
Town of Ithaca                                   838,544,008                                  100                                                                               838,544,008
Town of Lansing                                881,159,968                                  100                                                                               881,159,968
Town of Newfield                               160,635,614                                  100                                                                              160,635,614
Town of Ulysses                                 258,789,267                                 100                                                                              258,789,267
City of Ithaca                                       919,578,911                                  100                                                                              919,578,911
   TOTALS                                       $4,159,058,557                                                                                                                 $4,159,058,557,
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    It was MOVED by Ms. McBean, seconded by Mr. Todd, and unanimously adopted by voice vote by members present, to submit the following resolution to the full Legislature for approval:

RESOLUTION  NO.         -  ADOPTION OF REGULAR AND SUPPLEMENTAL REPORTS       OF TOTALS (FOOTINGS) OF ASSESSMENT ROLLS

RESOLVED, on recommendation of the Government Operations Committee, That the regular and supplemental report of the totals (footings) of assessment rolls be accepted and the figures therein be used as a basis for the taxation in the several tax districts of the County for the year 2004.
SEQR ACTION:  TYPE II-20
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Personnel Department

    01-17 - Work Study Programs and Internship Program
    It was MOVED by Ms. McBean, seconded by Ms. Herrera, and unanimously adopted by voice vote by members present, to submit the following policy to the full Legislature for approval:

WORK-STUDY PROGRAMS AND INTERNSHIP PROGRAM

Objective:      To provide information and establish              Policy Number  01-17
                         procedures regarding work-study
                         programs and paid internships.                       Effective Date:  January 12, 1981

Reference:     Personnel Department                                      Modified Date:  September 1, 2003
                           
Policy:           It is in the fiscal and diversity interests of     Resolution #:
                       the County to utilize work-study students
                       and interns for specific and/or time-limited    Department:  Personnel Department
                       projects.

Procedure: 

WORK-STUDY

1. Work-study programs are a cooperative arrangement between an institution of higher learning and a governmental department body.  Work-study students may be available to work with County departments on a limited and variable basis.  All work-study  arrangements must be authorized through a resolution by the Board of Representatives.

2. Department heads should check with the Personnel Department to determine availability of work-study students.  Any request for work-study students must be processed through the Personnel Department.  Work-study students must sign a waiver of liability before starting their assignment in a County Department. 

3.  In work-study arrangements, the reimbursement for the student’s time is shared by the institution of  higher learning and the governmental body department.  The percentage paid by each side party may vary varies from case to case.  Budget appropriations to pay Tompkins County’s share of reimbursement for work-study students will be handled by blanket resolution.  Because of the uncertainties of the availability of these students and the varying County share of payment, department heads should not include sums for this purpose in department budgets. 

4. The committee responsible for the personnel function is authorized to approve work study temporary help programs. 

TOMPKINS COUNTY INTERNSHIP PROGRAM

1. The Tompkins County Internship Program was created in January 2000 with the purpose of providing a single funding source for County Departments who identified research, temporary program needs or special projects.  The Program offers temporary employment and volunteer experiences for students, Community members and members of under-represented groups in Tompkins County.

2. Any requests for Internship participants must be processed through the Personnel Department.  Availability of interns is dependent on funding by the County Legislature. 

DEPARTMENTAL INTERNSHIP PROGRAMS

1. Departments who have or wish to implement their own internship program must comply with all County procedures for creation of positions and hiring interns.  Consultation with the Personnel Department is recommended. 

2.  Funding for a departmental internship program must be made a part of the departmental budget. 

    03-18 - Unemployment Insurance
    It was MOVED by Mr. Todd, seconded by Ms. McBean, and unanimously adopted by voice vote by members present, to submit the following policy to the full Legislature for approval:

UNEMPLOYMENT INSURANCE

Objective:        To establish county procedures             Policy Number  03-18
                          regarding unemployment insurance.
                                                                                                Effective Date:  January 12, 1981
Reference:   Memo dated January 16, 1978 from         
                      Personnel Department, NYS                        Modified Date:  September 1, 2003
                      Unemployment Insurance Law

Policy:        The County shall comply with the New       Resolution #:
                     York State Unemployment Insurance Law.
                                                                                                 Department:  Personnel Department

Procedure: 

1. Department heads ensure must see that the Unemployment Insurance Notice to Employees (available from the Personnel Office) is posted in a conspicuous place.

    Any county employee who leaves county employment should report to the department head or the County Personnel Office to obtain a Record of Employment slip.

2.  All unemployment insurance claim forms dealing with county employees must be processed by the County Personnel Department Office.  If the New York State Unemployment Office sends claim forms or any other information to individual departments, they must be forwarded immediately to the Personnel Department Office.

    02-03 - Required Employee Physicals
    It was MOVED by Ms. McBean, seconded by Ms. Herrera, and unanimously adopted by voice vote by members present, to submit the following policy to the full Legislature for approval:

REQUIRED EMPLOYEE PHYSICALS

Objective:    To establish procedures for                           Policy Number 02-03
                      periodic employee physicals.
                                                                                                  Effective Date: 
Reference:    Personnel Department, Civil Service               
                       Law Section 58, Occupational Safety           Modified Date: 
                       and Health Act of 1970

Policy:    Required employee physicals will                       Resolution #:
                be conducted according to Civil Service      
                Law and OSHA standards.                                   Department:  Personnel Department


Procedure:

1. The Personnel Department will schedule all required pre-employment physicals, coordinating the schedule with the department and the prospective employee.  Results of the physical and related tests and procedures shall be returned to the Personnel Department for review.

2. The Personnel Department shall then notify the department head that the pre-employment physical is complete. 

3. No prospective employee may begin employment until the department head has received approval from the Personnel Department.  Any deviation from the policy must have prior approval of the Commissioner of Personnel. 

4. Certain employees of the Sheriff’s Department, Airport, and Highway Department are required to undergo annual or periodic examinations and be certified to wear a respirator.  The Personnel Department schedules these exams.

5. All medical information is retained in the employee’s personnel file and is confidential except as otherwise provided by law. 

    Report on Cost of Laying Off Employees
    Ms. Yoder provided a report on the cost for laying off employees and said there are two major expenses involved. One of the largest expenses is health insurance.  When an employee is laid off, they are entitled to continue health insurance at the employee rate up to one year and the County continues to pay 80 percent of the cost.  At this year's cost for individual coverage the County would pay is $3,800 and for family coverage the County would pay almost $8,400.

    The other major expense is unemployment insurance.  The Department of Labor determines eligibility for unemployment benefits.  The benefit itself is 50 percent of average salary over the last 52 weeks worked up to $405 per week for up to 26 weeks. However, the Department of Labor will periodically offer unemployment benefit extensions. 

Rules of the Legislature

    Mr. Koplinka-Loehr said Legislator Winch submitted proposed changes to the Rules of the Legislature for the Committee to consider.  It was the consensus of the Committee to withdraw the resolution adopting the Rules of the Legislature at the next meeting and discuss them further at the next regular Committee meeting.

Adjournment

    The regular meeting adjourned at 2:46 p.m.

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