Budget, Capital and Personnel Committee

Regular Meeting Notes – 5-10-17

Monday, May 8, 2017 4:00 PM

Legislature Chambers

 

Attendance

Attendee Name

Title

Status

Departed

James Dennis

Chair

Present

 

Michael Sigler

Vice Chair

Present

 

Leslyn McBean-Clairborne

Member

Excused

 

Glenn Morey

Member

Present

 

Daniel Klein

Member

Present

4:30 PM

Catherine Covert

Clerk of the Legislature

Present

 

Joe Mareane

County Administrator

Present

 

Paula Younger

Deputy County Administrator

Present

 

Lee Shurtleff

Director, Department of Emergency Response

Present

 

Rick Snyder

Finance Director

Present

 

Kevin McGuire

Executive Assistant to the County Administrator

Present

 

Amy Guererri

Commissioner of Human Resources

Present

 

Marcia Lynch

Public Info. Officer, County Administration

Present

 

Greg Potter

Director of ITS

Present

 

Martha Armstrong

VP, TCAD Director of Economic Devel. and Planning

Present

 

Media

 

Present

 

 

Call to Order

              Mr. Dennis, Chair, called the meeting to order at 4:00 p.m.

Changes to the Agenda

              The viewing and discussion of the Safe Space Training Video was withdrawn from the agenda.

Minutes Approval

April 4, 2017

RESULT:              ACCEPTED [UNANIMOUS]

MOVER:              Glenn Morey, Member

SECONDER:              Daniel Klein, Member

AYES:              Dennis, Sigler, Morey, Klein

EXCUSED:              McBean-Clairborne

 

April 10, 2017

RESULT:              ACCEPTED [UNANIMOUS]

MOVER:              Glenn Morey, Member

SECONDER:              Daniel Klein, Member

AYES:              Dennis, Sigler, Morey, Klein

EXCUSED:              McBean-Clairborne

Comments from the Public

              There was no member of the public who wished to speak.

Committee Chair Report

              Mr. Dennis said feedback has been received on the first draft of the Expanded Budget Committee schedule and said one date, September 20th, falls on a Jewish holiday.  Following a brief discussion, the Committee agreed to change the meeting to September 25th.  A second draft of the schedule will be distributed to Legislators for further input. 

Director of Finance Report

              Mr. Snyder distributed and briefly reported on the status of the 2016 Contingency Fund.  It is expected to have a balance of $72,015 after all appropriations have been made. 

County Administrator Report

              Mr. Mareane provided a brief update on the proposed acquisition of the Tompkins Trust building and said a resolution is being considered at the next Facilities and Infrastructure Committee meeting.  This resolution will also be presented to this Committee in June.

2018 Budget

Resolution No. - Establishment of 2018 County Financial Goal (ID #7009)

RESULT:              RECOMMENDED [UNANIMOUS]

MOVER:              James Dennis, Chair

SECONDER:              Glenn Morey, Member

AYES:              Dennis, Sigler, Morey, Klein

EXCUSED:              McBean-Clairborne

WHEREAS, the County Administrator has requested the Legislature to establish a tax-levy guideline to use in working with departments and preparing his recommended budget for 2018, and

 

WHEREAS, it is currently estimated that the 2018 property tax cap imposed on all local governments and school districts by New York State would be approximately 2.4% for Tompkins County, which is equivalent to approximately $1.15 million over the 2017 property tax levy, and

 

WHEREAS, as of April 25, 2017, the County Administrator estimates that a 2.4% increase in the County’s property tax levy, including a 0.5% increase dedicated to capital improvements identified in the County’s Capital Program, will support a maintenance-of-effort budget for all County departments as well as addressing other critical needs and priorities, and

 

WHEREAS, it is recognized that the County’s fiscal policy allows departments and agencies to request funding in excess of their 2018 spending targets via an “Over-Target Request,” thereby allowing the Legislature to consider exceeding the County Administrator’s Recommended Budget in the event that compelling reasons to expand or maintain a program or service are presented, and

 

WHEREAS, it is estimated that, if the 2.4% property tax-levy increase is met, then the additional cost on a $178,000 2016 assessed median-value Tompkins County home will be approximately $24.62 per year, and  

 

WHEREAS, it is acknowledged that certain economic and fiscal conditions remain volatile and may improve or deteriorate prior to the introduction of the formal 2018 Recommended Budget in the fall and that the tax cap estimate may change as more precise information becomes available, now therefore be it

 

RESOLVED, on recommendation of the Budget, Capital, and Personnel Committee, That the Legislature directs the County Administrator to establish departmental and agency spending targets and develop a 2018 operating and capital budget that can be supported with a property tax levy that is 2.4% above the 2017 level.  

SEQR ACTION: TYPE II-20

* * * * * * * * *

 

Resolution No. - Establishment of Guidelines and Fiscal Targets for All County Budgeting Units for the Preparation of the 2018 Budget (ID #7010)

RESULT:              RECOMMENDED [UNANIMOUS]

MOVER:              Daniel Klein, Member

SECONDER:              Glenn Morey, Member

AYES:              Dennis, Sigler, Morey, Klein

EXCUSED:              McBean-Clairborne

WHEREAS, the Tompkins County Fiscal Policy specifies that a fiscal target is the maximum amount of general revenue spending authority that a department head or program director may request without initiating an Over-Target Request, and changes in fiscal targets should be communicated in a timely manner to department heads and program directors in order for them to prepare and submit their 2018 budget requests to the County Administrator by Friday, July 21, 2017, and

 

WHEREAS, the Tompkins County Legislature wishes to establish targets in order for departments and agencies to submit their 2018 budget requests, now therefore be it

 

RESOLVED, on recommendation of the Budget, Capital, and Personnel Committee, That fiscal targets for all budgeting units for preparation of the 2018 budget are hereby established as follows:

 

1.              For grants to specific not-for-profit agencies, fiscal targets shall be equal to the amount approved in the 2017 adopted budget, less any one-time or re-appropriated funding, then increased by 2.0%.

 

2.              The fiscal targets for all County departments shall be equal to the amount provided by the 2017 adopted budget for discretionary programs and mandated responsibilities, as adjusted by the deletion of any one-time or reallocated funds applied to such costs in the 2017 adopted budget, and by changes such as negotiated wage growth and changes in fringe benefits rates that are established and allocated to the departments by the County Administrator.

SEQR ACTION: TYPE II-20

* * * * * * * * *

Department of Emergency Response

Resolution No. - Budget Adjustment to Transfer from the General Fund Balance and Amend the Capital Program, Increasing the Project Cost – 911 Phone System (ID #6961)

RESULT:              RECOMMENDED [UNANIMOUS]

MOVER:              Glenn Morey, Member

SECONDER:              Daniel Klein, Member

AYES:              Dennis, Sigler, Morey, Klein

EXCUSED:              McBean-Clairborne

              WHEREAS, the Department of Emergency Response was awarded a New York State Public Safety Answering Point (PSAP) Consolidation, Improvements and Enhancements Grant (grant) to fund replacement of the 911 telephone system and supporting infrastructure and software in 2014, and

 

              WHEREAS, the multi-year project costs were identified and established at $598,093 with the adoption of the 2015 Capital Program, and the grant provided for $500,000 toward reimbursement of the County’s project-related expenditures, and

 

              WHEREAS, by Resolution No. 145 of 2014 the grant was accepted, and the Finance Director was authorized to establish Capital Project 34.16, through which the state-funded project share has been managed, and

 

              WHEREAS, to complete the telephone system improvements and integration of communications systems, the county-approved local share of $98,093 must be moved to the capital project account, now therefore be it

 

              RESOLVED, on recommendation of the Public Safety and the Budget, Capital, and Personnel Committees, That the 2016-2020 Capital Program be amended to reflect the adopted and intended total project costs of $598,093 and to reflect a funding contribution of $98,093 from Tompkins County,

 

              RESOLVED, further, That the Director of Finance be and hereby is authorized to allocate $98,093 from the Interfund Account to the 911 Phone System Capital Account and amend the following budget lines in 2016:

 

              HI FUND- FIRE & EMS

 

              Increase Revenue Account: HI3416.45031.34.16 - Interfund (A)                            $ 98,093.00

              Increase Expense Account:  HI3416.59239.34.16 - 911 Phone System              $ 98,093.00

 

              A FUND- General Fund

 

              Increase Expense Account:  A9576.54802 - Contribution to Construction              $ 98,093.00

 

SEQR ACTION: UNLISTED (Capital Program on file with Clerk of the Legislature, No further action required)

* * * * * * * * *

 

Resolution No. - Budget Adjustment to Transfer from the Capital Program for Reimbursement of Related-Operations Costs – Department of Emergency Response (ID #6962)

RESULT:              RECOMMENDED [UNANIMOUS]

MOVER:              Glenn Morey, Member

SECONDER:              Daniel Klein, Member

AYES:              Dennis, Sigler, Morey, Klein

EXCUSED:              McBean-Clairborne

WHEREAS, on August 20, 2013, by Resolution No. 128, the Tompkins County Legislature accepted a New York State Statewide Interoperable Communications Grant in the amount of $2,854,312 for purposes of extending and regionalizing interoperable radio communications capabilities, and

 

              WHEREAS, to isolate and properly account for all grant expenditures, including construction costs, Capital Project 34.14 was then established and assigned for fiscal management purposes, and

 

              WHEREAS, authorized and reimbursable program expenditures included salary and fringe benefit costs for staff assigned and dedicated to the development, design, and implementation of the project, and

 

              WHEREAS, these staff costs were charged and properly accounted for within the department’s operating budget appropriation lines and will be recaptured from the pending reimbursement, now therefore be it

 

              RESOLVED, on recommendation of the Public Safety and the Budget, Capital, and Personnel Committees, That the Finance Director be and hereby is authorized to transfer necessary funds from the capital project to effectuate reimbursement of the identified and submitted personnel costs, including salary and fringe benefits,

 

              RESOLVED, further, That the following 2016 budget lines be amended and adjusted for these purposes:

 

HI FUND - FIRE & EMS             

 

Incr. Revenue Account:              HI3414.43306.34.14 State Aid Homeland Security              $ 206,110

Incr. Expense Account:              HI3414.59239.34.14 Interoperable Communications              $206,110

 

A FUND - GENERAL FUND             

 

Incr. Revenue Account:              A3410.42801 Interfund Revenues              $206,110

Incr. Expense Account:              A3410.51000 Regular Pay                            $ 133,147

                                          A3410.58800 Fringes                                          $  72,963

 

SEQR ACTION:  TYPE II-20

* * * * * * * * *

 

Resolution No. - Appropriation from Contingent Fund – Replacement Pay – Department of Emergency Response (ID #6963)

RESULT:              RECOMMENDED [UNANIMOUS]

MOVER:              Glenn Morey, Member

SECONDER:              Daniel Klein, Member

AYES:              Dennis, Sigler, Morey, Klein

EXCUSED:              McBean-Clairborne

WHEREAS, the Department of Emergency Response had an employee out on disability for greater than two months, and

 

WHEREAS, Tompkins County Fiscal Policy provides limited reimbursements to departments for costs incurred for disabilities of employees, and

 

WHEREAS, when a disability occurs within a 24-hour per day title that requires minimum staffing, such as in the 911 Center at the Department of Emergency Response, the absence must be backfilled by another employee within that title, typically through use of overtime assignment and pay, and

 

WHEREAS, the Department of Emergency Response was subject in 2016 to 800 hours in disability leave by Emergency Services Dispatchers, and

 

WHEREAS, the Department expended both disability pay for the absences and overtime pay for the backfill in vacancies, thus creating a budgetary shortfall within the payroll for Emergency Services Dispatchers, and

 

WHEREAS, the Department may apply for contingency funding to cover a portion of the resulting costs, and those costs for Emergency Services Dispatchers amount to $28,746, and

 

WHEREAS, the Department covered the additional departmental disability costs and overtime backfill costs exceeding $45,000 through its management of other budgeted salary and fringe lines, now therefore be it

 

RESOLVED, on recommendation of the Public Safety and the Budget, Capital, and Personnel Committees, That the Finance Director be and hereby is authorized to make the following adjustment to his books for 2016:

FROM:              A1990.54400              Contingent Fund              $ 28,746

TO:              A3410.51400              Disability Pay                            $ 19,728

                            A3410.58800              Fringes                                          $  9,018

SEQR ACTION: TYPE II-20

* * * * * * * * *

County Administration

Resolution No. - Establishing the Platinum Plan/Simply Blue Plan Offered through the Greater Tompkins Municipal Health Insurance Consortium as an Option Available to Retirees Eligible for Health Coverage Provided by Tompkins County and Establishing a Cost Premium Sharing formula for the Retiree Platinum Plan (ID #7001)

RESULT:              RECOMMENDED [UNANIMOUS]

MOVER:              Glenn Morey, Member

SECONDER:              Daniel Klein, Member

AYES:              Dennis, Sigler, Morey, Klein

EXCUSED:              McBean-Clairborne

WHEREAS, Tompkins County currently offers County-supported health insurance benefits to individuals who retire from the County and are eligible for pension benefits through the New York State Retirement System, and

 

WHEREAS, the health benefit plans offered to retirees are the same as those offered to active County employees, and

 

WHEREAS, most retirees currently support fifty percent (50%) of the premium cost for individual coverage and sixty-five percent (65%) of the additional premium cost for family coverage, and

 

WHEREAS, in 2015, the County added the Platinum Plan/Simply Blue Plan (“Platinum Plan”), offered through the Greater Tompkins Municipal Health Insurance Consortium, to the health benefit plans available to active County employees, and

 

WHEREAS, the Platinum Plan is now the sole health insurance option available to nearly all County employees hired after 2016, and is an optional plan available to other active employees, and

 

WHEREAS, the Greater Tompkins Municipal Health Insurance Consortium makes periodic adjustments to the Platinum Plan it offers in order to maintain an Actuarial Value as defined by the Patient Protection and Affordable Care Act (ACA) that is equal to an overall plan benefit for the average participant of 90% for the Platinum Plan, meaning that co-pays and deductibles may vary from year-to-year in order to preserve a 90-10 split of approved medical care costs between the insurance plan and covered member, and

 

WHEREAS, the County now wishes to add the Platinum Plan, or equivalent plans that may succeed it, to the options available to County retirees, thereby allowing retirees an additional choice of health coverage plans, and

 

WHEREAS, the County further wishes to pass the cost savings associated with the Platinum Plan to the retirees who select that plan, allowing retirees a lower premium cost without a commensurate increase in health benefit costs borne by County taxpayers, and

 

WHEREAS, to achieve that desire for the retiree to realize the full cost savings of the Platinum Plan option, each year the County’s contribution to the retiree’s Platinum Plan premium will be set equal to the lesser of the County’s contribution to the “Classic Blue” or equivalent successor plans or 100% of the Platinum Plan premium cost, now therefore be it

 

RESOLVED, on recommendation of the Budget, Capital, and Personnel Committee, That this Legislature directs the Commissioner of Human Resources to make the Platinum Plan option, or its equivalent successor plan, available to retirees, both existing and those who will enter retirement in the future, provided that opting into the Platinum Plan is a one-time election,

 

RESOLVED, further, That the County’s contribution to the premium cost of the Retiree Platinum Plan shall be set and shall remain equal to lesser of the County’s contribution to the premium cost of the Retiree Classic Blue Plan, or its equivalent successor plan, or 100% of the premium cost of the Retiree Platinum Plan and that the retiree’s share of the premium cost therefore be equal to the difference between the total Platinum Plan premium and the County’s contribution to the premium.  

SEQR ACTION:  TYPE II-20

* * * * * * * * *

Information Technology Services

Resolution No. - Appropriation from Contingent Fund to Authorize Public WiFi Internet Service and Contract (ID #7011)

RESULT:              RECOMMENDED [UNANIMOUS]

MOVER:              Daniel Klein, Member

SECONDER:              Glenn Morey, Member

AYES:              Dennis, Sigler, Morey, Klein

EXCUSED:              McBean-Clairborne

WHEREAS, general public access to WiFi networks and the Internet is an increasingly common expectation of people, and

 

WHEREAS, the general public is welcomed and encouraged to participate in Tompkins County government, and

 

WHEREAS, participating in Tompkins County government often involves attending meetings in Tompkins County buildings and accessing services and data via the Internet, and

 

WHEREAS, while the County has recently made important investments in major information technology systems, which require use of the Internet to access publicly available information, data, and services, and

 

WHEREAS, the Department of Information Technology Services (ITS) has undertaken a review of ways the County can achieve greater efficiency, responsiveness, inter-connectedness, and security through changes in its office automation, public services, and the implementation WiFi network, and

 

WHEREAS, this review has determined that the functionality of the County’s current WiFi network does not provide an adequate solution to best meet the public Internet access preferences while maintaining Tompkins County IT security mandates, and

 

WHEREAS, the initial on-going net costs of the vendor-supplied system are expected to be approximately $10,254 annually, with likely offsetting of ITS costs over time as the ITS Department may no longer need to respond to public WiFi network connectivity requirements, and

 

WHEREAS, it is expected that access to these improved technological tools will also contribute to higher levels of public access to County data and services, and

 

WHEREAS, funds were not budgeted to provide for the proposed solution in the 2017 ITS operating budget and $5,200 is required to implement this service for the balance of 2017, and

 

WHEREAS, the target budget for ITS in 2018 shall be increased by $10,254, now therefore be it

 

RESOLVED, on recommendation of the Government Operations and the Budget, Capital, and Personnel Committees, That Tompkins County will provide public WiFi Internet access in the Legislature Chambers, the Old Jail Conference Room, the Rice Conference Room at the Public Health Department, and in the first floor waiting room of the Mental Health Building,

 

RESOLVED, further, That the request for contingency funding be granted to support the transition and installation of the public WiFi network system,

 

RESOLVED, further, That the Finance Director be and hereby is authorized to make the following adjustments to his books:

FROM: A1990.54440                            Contingent Fund                                           $ 5,200

TO:              A1680.54425                            Service Contracts                                          $ 5,200

 

RESOLVED, further, That the target budget for ITS in 2018 shall be increased by $10,254.

SEQR ACTION: TYPE II-20

* * * * * * * * *

Report from the Human Resources Commissioner

Employee Program Request for Proposals (ID #7026)

              Ms. Guererri reported that the Request for Proposal for the County’s Employee Assistance Program is being prepared and finalized and is expected to be disseminated at the end of the month. 

 

HR Department Updates (ID #7028)

              Ms. Guererri said the Department is assisting in the process to begin the recruitment efforts for two Department Head positions:  Commissioner of Social Services and Planning and Sustainability Commissioner.

 

              Mr. Klein was excused at this time.

 

Recruitment Update (ID #7027)

RESULT:              COMPLETED

* * * * * * * * *

 

Budget Adjustment and Transfer Request (ID #7029)

RESULT:              COMPLETED

* * * * * * * * *

Report from Public Information Officer

              Ms. Lynch had no report.

 

Advisory Board Appointment(s) (ID #7018)

Workforce Diversity and Inclusion Committee

Marcia Lynch - At-large representative; term expires December 31, 2018

RESULT:              RECOMMENDED [UNANIMOUS]

MOVER:              Glenn Morey, Member

SECONDER:              James Dennis, Chair

AYES:              Dennis, Sigler, Morey

EXCUSED:              McBean-Clairborne, Klein

Tourism

Resolution No. - Award of 2017 Tourism Capital Grants (ID #7002)

RESULT:              RECOMMENDED [UNANIMOUS]

MOVER:              Glenn Morey, Member

SECONDER:              Michael Sigler, Vice Chair

AYES:              Dennis, Sigler, Morey

EXCUSED:              McBean-Clairborne, Klein

WHEREAS, the Tompkins County Tourism Program includes Tourism Capital Grants and Tompkins County Area Development (TCAD) administers the Tourism Capital Grants process, which includes designing the application, reviewing and analyzing the feasibility and economic impact of tourism capital projects, and providing oversight for tourism capital projects, and

             

              WHEREAS, funding exists within the Room Occupancy Tax-funded Tompkins County Tourism Program budget for Tourism Capital Grants, and

 

              WHEREAS, TCAD reviewed the following projects with the Strategic Tourism Planning Board (STPB), and the STPB anticipates that the following projects will encourage the development of tourism products and attractions in order to improve community assets, to increase tourism business in the County, and to increase the income from the Room Occupancy Tax, and the following grant awards have been recommended by the STPB, now therefore be it

 

              RESOLVED, on recommendation of the Budget, Capital, and Personnel Committee, That the following Tourism Capital Grants be awarded in 2017:

 

Applicant

Award

Center for the Arts (Hangar) - Dickens

$20,000

Center for Transformative Action (Floating Classroom) - Study

$5,500

Community School of Music and Arts - 3rd Floor Phase 2

$16,500

Finger Lakes Land Trust  - Trail

$10,000

Friends of Stewart Park - Pavilion

$25,000

Ithaca Youth Bureau - Rink

$50,000

PRI - Smith Woods

$5,000

Sciencenter - Get Fit!

$20,000

The History Center - Heritage Center

$25,000

                                                                                                                             

RESOLVED, further, That TCAD is paid an amount up to $12,839 for administrative evaluation and oversight services in 2017,

 

RESOLVED, further, That the County Administrator or his designee is authorized to sign any agreements with the award recipients and TCAD pertaining to this program,

 

RESOLVED, further, That the Tourism Capital Grant Program budget for 2017 is increased by $47,337 bringing the total 2017 budget for this program from $210,105 to $257,442:

              6475.54625 Tourism Capital Grant Program                                                                      $47,337

              6475.41113 Room Tax                                                                                                                $47,337

SEQR ACTIONS

Center for the Arts (Hangar) - Dickens - Type II-20

Center for Transformative Action (Floating Classroom) - Study - Type II-20

Community School of Music and Arts - 3rd Floor Phase 2 - Type II-1

Finger Lakes Land Trust - Trail - Type II-1

Friends of Stewart Park - Pavilion - Type II-1

Ithaca Youth Bureau - Rink - Type II-2

PRI - Smith Woods - Type II-10

Sciencenter - Get Fit! - Type II-20

The History Center - Heritage Center - Type II-1

* * * * * * * * *

Resolutions - Other

Resolution No. - Appropriation from Contingent - Terminal Pay - Assessment Department (ID #6996)

RESULT:              RECOMMENDED [UNANIMOUS]

MOVER:              Glenn Morey, Member

SECONDER:              Michael Sigler, Vice Chair

AYES:              Dennis, Sigler, Morey

EXCUSED:              McBean-Clairborne, Klein

WHEREAS, the Department of Assessment had requested terminal-pay reimbursement to the Department from the Contingent Fund on December 20,2016, and

 

WHEREAS, upon balancing the 2016 budget, it was discovered the funds requested were not enough to cover the terminal pay, and

 

WHEREAS, based on the Fiscal Policy of Tompkins County the Department of Assessment is requesting the additional terminal-pay reimbursement to the Department from the Contingent Fund, now therefore be it

 

RESOLVED, on recommendation of the Government Operations and the Budget, Capital, and Personnel Committee, That the Finance Director be and hereby is directed to make the following appropriation on the 2016 books:

 

From:  A1990.54400                             Contingent Fund                            $11,076.37

To:              A1355.51000796               Senior Valuation Specialist              $ 7,601.66

A1355.58800                             Fringes                                                        $ 3,474.71

SEQR ACTION:  TYPE II-20

* * * * * * * * *

 

Resolution No. - Authorization for Public Hearing - Tompkins Cortland Community College Operating Budget – 2017-2018 (ID #7038)

RESULT:              RECOMMENDED [UNANIMOUS]

MOVER:              Michael Sigler, Vice Chair

SECONDER:              Glenn Morey, Member

AYES:              Dennis, Sigler, Morey

EXCUSED:              McBean-Clairborne, Klein

WHEREAS, Tompkins Cortland Community College is a joint enterprise of Tompkins County and Cortland County whose budgets must be acted on by each county, now therefore be it

 

RESOLVED, on recommendation of the Budget, Capital, and Personnel Committee, That a public hearing be held on June 20, 2017, at 5:30 o’clock in the evening thereof in the Legislature’s Chambers of the Governor Daniel D. Tompkins Building, 121 East Court Street, Ithaca, New York, concerning the 2017-2018 operating budget request for Tompkins Cortland Community College.  At such time and place all persons interested in the subject matter will be heard concerning the same,

 

RESOLVED, further, That the Clerk of the Legislature be and hereby is directed to place such notice of public hearing in the official newspaper of Tompkins County.

SEQR ACTION:  TYPE II-20

* * * * * * * * *

Adjournment

              The meeting adjourned at 4:36 p.m.