Staff:  A. Cole, Brenda Crosby-Grinnell, Health Department; M. Dolan, Social Services; I.
Stein, Office for the Aging; S. Whicher, Administration; N. Zahler, Youth Bureau

Call to Order

Chair Winch called the meeting to order at 9:02 a.m.

Approval of Minutes of October 8, 2002

  It was MOVED by Ms. Robertson, seconded by Mr. Booth and unanimously approved by  members present to accept the minutes of October 8, 2002.

Appointments

 It was MOVED by Mr. Booth, seconded by Ms. Robertson and unanimously approved by voice vote of members present to approve the following appointments:

Personal Emergency Response Service Advisory Board
Lorinda May – Health Department Representative – term to expire December 31, 2004

Mental Retardation/Developmental Disability Subcommittee
John M. Orak – Community Member – term to expire December 31, 2004
Gino Bush – Community Member – term to expire December 31, 2006
Ronald Schoneman – Community Member – term to expire December 31, 2006

 Mr. Proto Arrived.

Department of Social Services

 A question regarding this resolution and remainder of the report took place later in the meeting.

RESOLUTION NO.  AUTHORIZATION FOR EARLY RETIREMENT – SOCIAL SERVICES DEPARTMENT

 MOVED by Mr. Booth, seconded by Ms. Robertson, and unanimously approved by voice vote of those members present.

 WHEREAS, the Tompkins County Board of Representatives authorized participation in the 2002 Early Retirement Incentive program, and
 WHEREAS, the following employee is eligible and has voluntarily chosen to retire during the open period:
  Mary Barnes, Social Services Department – 1.0 FTE
, and
 WHEREAS, this incentive may be used on behalf of any eligible employee who so chooses, provided that the Department Head has recommended a plan that will result in a financial savings equal to 50 percent of the base salary of the retiring employee over a two-year period following the retirement, and
 WHEREAS, a savings plan as required by the New York State Retirement System has been submitted showing Department savings will be achieved by leaving twelve positions vacant and unfunded during 2003, and
 WHEREAS, such plan has been reviewed and recommended by the County Administrator, now therefore be it
 RESOLVED, on recommendation of the Health and Human Services Committee, That Mary Barnes be authorized to retire under the terms of the 2002 Early Retirement Incentive Program,
 RESOLVED, further, That the fiscal target adjustment will be made in one blanket resolution later this year for all those approved for the Early Retirement option.
SEQR ACTION:  TYPE II-20

 Mrs. Schuler arrived.

Office for the Aging

Foodnet Building

 Ms. Stein, Director, reported to the Committee that the County is presently in the final negotiations of the purchase of the building presently occupied by Foodnet.  She reminded members that this would be a situation where the County purchased the real estate and would have a lease buy-out agreement with Foodnet to purchase the building back from the County.  When members inquired whether a purchase at this time would be beneficial, Mr. Whicher explained it would be a worthwhile venture for the County as it would be a break-even expense during the remainder of the lease period for Foodnet, in addition to providing a sound investment as the location of the building is in an area of demand.  The Committee then discussed particulars regarding inspections, previous improvements to the property, and how the transaction would develop.

Evaluation of Better Housing of Tompkins County Home Repairs Program

 Ms. Stein provided the Committee with a written evaluation report completed by her staff.  This report covered the scope of work the program entails, a review and survey of work completed, record-keeping, and client satisfaction.  She said overall satisfaction was excellent in all areas of this program that provides minor repairs for individuals over sixty years of age with a low income.  An independent contractor assisted in the evaluation process by inspecting completed work and found the work to be satisfactory.  Ms. Stein said there were minor problems in regard to record-keeping and that steps were taken to correct this area of concern. Homeowners responses to the survey indicated unanimously that they were treated in a courteous manner; almost all were satisfied with the completed work, and numerous indicated that they were able to remain in their own homes as a result of the assistance received.

 The Committee asked for a brief description of how the program operates and was informed that work for homes located within the City is covered through the Ithaca Neighborhood Housing Service.  It was noted the homeowner is very involved in the entire process and has a full understanding of what is to be done.  Members of the committee inquired what occurs in the event of a problem with the completed work and if there was any liability for the County.  Ms. Stein indicated that contractors must carry liability coverage and provide a valid Certificate of Insurance for the work done.  Ms. Robertson requested that there be some minor revisions in the report in order to clarify information.

Budget Adjustments

 MOVED by Mr. Booth, seconded by Ms. Robertson, and unanimously approved by voice vote of those approve the budget adjustments submitted.

Revenue Acct  Title   Amt  Approp Acct Title(s) __________
6796-44772  Federal Revenue $1,000  6796-54400 Program Expense
Explanation:  Revenue increase permits coverage of clients weatherization for remainder of 2002 in the Weatherization Packaging Program.

Revenue Acct  Title   Amt  Approp Acct Title(s) __________
6798-47772  Federal Revenue $  500  6798-54414 Local Mileage
Explanation:  Revenue increase permits in Title VII program (Ombudsman) permits payment for Ombudsman’s travel for remainder of the year.

 At this time Mr. Booth asked Mr. Whicher to look into the possibility of amending the policy for Budget Transfers to not require Committee action unless they are $5,000 or more.  Mr. Whicher said that request should go through the Government Operations Committee. Mr. Booth requested Mr. Whicher prepare a draft resolution addressing the matter to present to that Committee.
 

 Ms. Robertson asked Ms. Dolan, Commissioner, about the number of positions referenced in the resolution presented to the Committee earlier in the meeting. Ms. Dolan explained that the difference between the number of openings and those noted on the resolution have to do with the total number of full time equivalents rather than the number of positions.

Monthly Report

 Ms. Dolan thanked Mr. Joseph, Chair of the Board, for his assistance in honoring her Department staff for their years of service.  She noted that the fall recognition is done for years of service; the spring is a thematic recognition meeting.

 She informed the Committee about a new Medicaid program called the Family Planning Program that will become available to individuals in the near future.  At the present time training of providers and staff is being arranged in order to implement it.  It will allow access of family planning services with the exception of abortion for individuals at or below two hundred percent of the Federal poverty level.  Ms. Dolan said the correspondence received regarding this program varied greatly in the estimates of potential participation levels from seventy thousand to eight hundred thousand.  She does not feel that the cost for the program will be significant in our area.  Ms. Dolan will continue to update the Committee as information is received.

 Next, Ms. Dolan announced that two awards were recently received by staff.  Becky Bush and her co-workers received an Employment Partner Award from Challenge Industries and a Partnership Award for the "Brick Niskel" Community Partnership with the Franziska Racker Center was presented to staff.

 Ms. Dolan responded to questions from Committee members on the increased number of Child Protective Service cases showing on the monthly report form.  She indicated that the increase may be due to a requirement that more calls are be responded to.  Previously the intake worker was given the authority to dismiss a call as unnecessary, however, due to liability issues this rule has changed and would require supervisory approval to discount a call.  She indicated the number is within the normal range of 800 – 1,000 reports annually.

 Mr. Winch asked about the number of children institutionalized has doubled and whether a projection can be made on the reasons or costs.  Ms. Dolan said many of the children have behavioral difficulties and that they are presently working on programs to assist in reducing this number.  When asked, Ms. Dolan informed the Committee of the numerous facilities these children are housed in.

 The question was raised of whether larger corporations are not providing health insurance coverage for employees, knowing employees would then be eligible for the Family Health Plus coverage offered through the state.  Ms. Dolan said that she had not heard of that occurring at this time and that we are one of the lowest participating counties at this time.  She then discussed the various parties who are in the process of applying for the Family Health Plus facilitated enrollment and how it may have an impact on the County.  At the present time Ms. Dolan is in contact with the Health Department to resolve any conflicts that may come about as a result of multiple facilitators for this program.

 Mr. Proto noted that often billings related to Medicaid/Medicare are often incorrect and multiple charges may be made.  He inquired how to best report a repeated offense of multiple billings.  Ms. Dolan said that a situation such as that should be reported to the Office of the Attorney General who will inspect and review any claim of potential abuse for Medicaid.  The Office of Medicaid and Medicare services at the Federal would review any claim of potential abuse for Medicare.

Budget Adjustments

 MOVED by Mr. Booth, seconded by Ms. Robertson, and unanimously approved by voice vote of those present to approve the budget adjustments submitted.

Department of Social Services (#70)
Revenue Acct Title    Amt  Approp Acct Title(s) ___________
6055.43655 NYS Child Care Block Grant $197,200 6055.54400 Day Care (Optional)
6055.43655 NYS Child Care Block Grant $  69,600 6055.54400 Day Care (Mandate)
1990.54000 Contingency Fund  $  23,200 6055.54400 Day Care (Mandate)
6101.44601 Fed. Medical Assistance  $  12,000 6101.54400 Medicaid–Non-MMIS
6101.43601 NYS Medical Assistance $    6,000 6101.54400 Medicaid–Non-MMIS
1990.54000 Contingency Fund  $    6,000 6101.54400 Medicaid–Non-MMIS
6119.43619 NYS Foster Care  $  10,000 6119.54400 Foster Care
6119.44619 Fed. Foster Care  $240,000 6119.54400 Foster Care
1990.54000 Contingency Fund  $240,000 6119.54400 Foster Care
6140.43640 NYS Safety Net   $140,000 6140.54400 Safety Net
1990.54000 Contingency Fund  $140,000 6140.54000 Safety Net
6140.43642 NYS EAA (Emer. Asst./Ad.) $    7,500 6140.54000 Emer. Assistant for Adults
1990.54000 Contingency Fund  $    7,500 6140.54000 Emer. Assistant for Adults

Explanation:  Utilization of day care subsidy programs has run high this year.  Non-Mandatory programs are reimbursed at 100% and Mandatory programs are reimbursed at 75% up to the total block grant allocation (and any available day care reserve funds).  Our County’s NYSCCBG allocation is sufficient to cover the non-local cost of the spending levels projected here.  Medical transportation expenses have been over-budget all year – driven primarily by the card-based fare system introduced by TCAT late in 2001.  Federal reimbursement is 50%; state is 25%.  Foster care costs have been running over budget all year, driven by court-ordered placements, clients with high-level needs, and increases in the NYS-calculated institutional rates.  100% State reimbursement will cover a 3% increase scheduled to take effect 12/02/02; otherwise the state reimbursement cap (AKA Foster Care Block Grant) means we split increased costs 50/50 with the Feds. Safety Net costs have also run over budget all year, driven by a sustained jump in emergency shelter costs.  This New York State mandated program does not qualify for Federal reimbursement and is split 50/50 with the State.  This mandated program has also been over-budget for most of the year.  There is no Federal participation – costs are split 50/50 with the state.

Health Department

RESOLUTION NO.  AMENDMENT OF RESOLUTION NO. 211 OF AUGUST 20, 2002 – AUTHORIZATION FOR EARLY RETIREMENT – HEALTH DEPARTMENT AND STOP-DWI

 MOVED by Mr. Proto, seconded by Ms. Schuler and unanimously approved by voice vote.  RESOLUTION CARRIED.

WHEREAS, Board Resolution No. 211 of 2002 authorized Peter Coats of the Tompkins County Health Department to participate in the 2002 Early Retirement Incentive Program, and
  WHEREAS, Mr. Coats has declined to participate in this program but another Health Department employee, Patricia Stamm, is eligible and has voluntarily chosen to retire during the open period, and
WHEREAS, a savings plan as required by the New York State Retirement System has been submitted as follows:
The Health Department has an unfunded .5 FTE Senior Clerk position that will not be
filled for the next two years
, and
 WHEREAS, such plan has been reviewed and recommended by the County Administrator, now therefore be it
 RESOLVED, on recommendation of the Health and Human Services Committee, That Resolution No. 211 of 2002 be amended to allow Patricia Stamm to retire under the terms of the 2002 Early Retirement Incentive Program,
 RESOLVED, further, That the fiscal target adjustment will be made in one blanket resolution later this year for all those approved for the Early Retirement option.
 SEQR ACTION:  TYPE II-20

National Association of County and City Health Officials

 Mrs. Cole provided Committee members with information from the National Association of County and City Health Officials related to emergency preparedness.  Mr. Winch asked that Ms. Cole provide information related to emergency procedure planning that has been taking place.  Ms. Cole said she continues to work with others in developing an emergency plan that would provide appropriate services in the event of an emergency.  She indicated concern about having adequate staffing and supplies to conduct necessary inoculations in the event it proved necessary and said that a variety of options are being reviewed in order to meet any future need.  Mr. Whicher said that while in the military service he had been trained to inoculate individuals and thought that there would be others who had received the same training and able to assist.

 Mr. Booth inquired how prevalent tobacco sales violations are within the County.  Ms. Cole said that normally there is at least a dozen per month.  She said that in the past the operations were done during times that students were on break.  Due to a regulatory change the sequence of inspections has changed and will be more spread out over the year.  When inquired about repeat offenses Ms. Cole said that there are a handful of businesses that have repeat offenses.  Mr. Winch said that his personal experience with this issue is that the youth know when and where to be able to purchase tobacco and liquor products through peers employed at establishments.  Mrs. Schuler noted concern for sales to minor of tobacco products on the internet.

Youth Bureau

Charter Review

 Ms. Zahler provided a report to the Committee that included proposed amendments to the Charter.  For some time a change of name has been considered and is now being proposed.  The new name of this Department will be the Department of Youth Services.  This change will require amendments to other areas of the Charter such as the description of the Director; powers and duties.  Careful consideration has been made in the preparation of the amendments to the document in order to provide the continuation of eligibility for State aid.

 MOVED by Mrs. Schuler, seconded by Mr. Proto.  Committee members requested that the Articles of Law be separated to clearly define them.  A voice vote was taken by all members present and it was unanimously approved, to endorse the proposed amendments to the Tompkins County Charter for Sections C-22.01 and other applicable areas, reflecting the change of name from Tompkins County Youth Bureau to Department of Youth Services. MOTION CARRIED.

Intent to Contract with City of Ithaca for Administrative Support of Drug Free Communities Grant

 Ms. Zahler explained that the Community Drug Task Force has requested the Youth Bureau to perform the functions of a part-time coordinator.  This would involve providing administrative services for the period of October 1, 2002 through September 2003 as a sub-contract with the City of Ithaca.  The request is made by the City due to their part-time coordinator leaving their employment and the Youth Bureau’s familiarity with the grant program.  At the present time the City is not in full compliance with the federal grant requirements; the Youth Bureau’s assistance will result in the City receiving funding as well as the Youth Bureau obtaining an administrative fee that would assist in supplementing the budget.  It was thought that future grants of this type might be best suited to be administered through the Youth Bureau due to the expertise of the department.  Ms. Zahler said they have also been approached by the Mayor’s Office to possibly assist in the coordination of grants with Ithaca City School District.  Committee member inquired whether it was in everyone’s best interest to have the administration through the County.  Ms. Zahler indicted that it was to utilize the experience of the Youth Bureau as well as having it centralized, at the present time the City has two separate divisions for youth services.

 Committee members asked if the fee set would adequately cover the cost of administering this grant.  Ms. Zahler indicated that at this time it may be short of what it will take to complete the work at this time, however, by doing so it will recoup almost $300,000 in funding reimbursement for the City of Ithaca for the previous three year’s work related to the grant.

 Ms. Robertson requested that prior to application of future grants the Committee be notified prior to County staff participation.

 Mrs. Schuler inquired whether regular staff duties are being set aside to complete this task and was told by Ms. Zahler that she is presently working on it after-hours.

Community Forums

 Ms. Zahler informed the Committee that there are presently Community Forums being co-sponsored by youth commissioners to identify community strengths, you programs, challenges and barriers for youth and families in accessing services.  She anticipates that within a month statistical information will be made available and will be used as a tool in setting priorities in the 2003-2004 work plan.

 Mrs. Schuler said that she believes that it is important for members of the Board and the communities to realize that the Youth Bureau is designed to work in association with local youth recreation services in the planning area.

Analysis of staffing needs, structures, and financing options

 Mr. Winch spoke to Committee members on the issue of Youth Bureau employees possibly integrating with Cooperative Extension.  He asked Mr. Whicher to look further into this matter as he is concerned about transitioning County employees could have a potential negative impact in the future.  Mr. Winch questioned at what point would this integration cease as many positions could be transferred.  Mr. Whicher felt that upon receipt of a draft work plan the Committee should review the information and provide direction.

 Ms. Zahler said requests made by the City of Ithaca to form a city-county committee to review inter-municipal agreements and explore organizational options that might save money and/or improve services is part of the reason the collaboration with Cooperative Extension is being considered.

 Mr. Proto indicated concern that the information presented notes that the legislative body would obtain the information after the city-county committee formed has developed a charge.  He feels more participation is needed prior to that time.  Mr. Proto also expressed concern regarding State funding in the event employees were integrated with Cooperative Extension.

 Ms. Zahler said that the City of Ithaca Youth Bureau and all involved would be sitting down to develop a work plan that would answer questions before proceeding.  She has spoken to Chair Joseph to inquire whether he would like anyone in particular to sit on the committee during the planning stage.  Mr. Joseph had indicated Mr. Koplinka-Loehr would be an appropriate representative.  She then offered to have any other interested Board member sit in on this group.

Adjournment

 On motion the meeting adjourned at 11:05 a.m.
 

Respectfully submitted, Karen Fuller, Deputy Clerk