MINUTES FINANCIAL MANAGEMENT COMMITTEE 3019 County Complex Drive, Canandaigua, New York. September 2, 2015

Transcription

1 MINUTES FINANCIAL MANAGEMENT COMMITTEE 3019 County Complex Drive, Canandaigua, New York September 2, 2015 MEMBERS PRESENT OTHERS PRESENT CALL TO ORDER MINUTES John Sheppard, Geoff Astles, David Baker, John Cowley, Robert Green, Rich Russell In addition to Committee Members: John Garvey, Cathy Bentzoni, Lorrie Scarrott, Gary Baxter, Sean Barry, Debbie Gierman, Tom Harvey, Jeff Harloff, Mary Krause, Phil Povero, Bill Wright, Julie Hoffman, Rochelle Gray, Nellie Puma, Michael Wojcik, Kathleen Meyers, Sandy Seeber, Halle Stevens, Steve Healy-CSEA, Judy Manntai The meeting of the Financial Management Committee was called to order at 1:00 p.m. by Chairman Sheppard. Supervisor Russell made a motion to approve the minutes of the Financial Management Committee meeting on August 12, Supervisor Astles PUBLIC SAFETY Resolution: Sheriff ~ Acceptance of FY15 Law Enforcement Terrorism Program Grant The following two items were considered as a block. Supervisor Green made the motion to file the resolutions. Supervisor Cowley The motion carried to file the resolution authorizing the Office of Sheriff to accept the $50,000 award for the FY15 Law Enforcement Terrorism Program Grant for equipment and training. Resolution: Sheriff ~ Authorization to Apply for Autism Speaks Grant The motion carried to file the resolution authorizing the Office of Sheriff to apply for the Autism Speaks Family Services Community Grant which provides funding up to $5,000 for Project Lifesaver equipment to be utilized by individuals with autism in Ontario County. Motion: Emergency Management ~ 2016 CIP Request Jeff Harloff, Director of Emergency Management, presented a 2016 CIP request for a proposed Sandbag Project which involves the purchase of a sandbag machine (cost $30,021) and the creation of a County owned stockpile of empty sandbags with an initial purchase of 40,000 empty sandbags (cost $8,000). Approved - 09/23/2015 Page 1

2 Supervisor Green made a motion to approve the 2016 CIP Request for the Sandbag Project. Supervisor Cowley seconded the motion. The motion carried. Supervisors Sheppard and Baker voted in opposition to the motion. Resolution: Emergency Management ~ Acceptance of Grant from Local Emergency Management Performance Grant (EMPG) Program Resolution: Emergency Management ~ Acceptance of Grant from State Homeland Security Program (SHSP) Supervisor Russell made a motion to file the resolution authorizing the Office of Emergency Management to accept the award of $45,611 and establish the budget for the FY15 EMPG Grant to support activities that contribute to the capability to prevent, prepare for, and to recover from natural and man-made disasters. Supervisor Green seconded the motion. The motion carried. Supervisor Green made a motion to file the resolution authorizing the Office of Emergency Management to accept the award of $150,000 and establish the budget for the FY15 SHSP Grant to be used for planning, equipment, training and exercises associated with specific Office of Homeland Security Priority Projects. The contract period expires August 31, Supervisor Baker HEALTH & MEDICAL Transfer: Public Health ~ Budget Transfer for TB Services Supervisor Astles made a motion to approve the budget transfer of $10,000 to cover TB Services that will be provided by contract with FF Thompson. Supervisor Cowley seconded the motion. The motion carried. GOVERNMENT OPERATIONS & IMPROVED METHODS Resolution: Information Services ~ Creation/Abolishment of Positions Resolution: Information Services ~ Creation of Technical Specialist (Temporary) The following two items were considered as a block. Supervisor Russell made the motion to file the resolutions. Supervisor Baker The motion carried to file the resolution creating one position of Business Analyst and abolishing the position of Computer Operations Supervisor upon the retirement of the incumbent, effective January 9, 2016, ensuring that there is no net increase in positions. The motion passed to file the resolution to create one position of Technical Specialist (Temporary) without benefits to work parttime (up to 28 hours per week) for up to ninety days, effective upon adoption. Approved - 09/23/2015 Page 2

3 PERSONNEL Resolution: Human Resources ~ Creation of Human Resource Analyst Trainee (Temporary) Supervisor Green made a motion to file the resolution to create one position of Human Resource Analyst Trainee (Temporary) with benefits to work for up to 120 days effective upon adoption. Supervisor Baker PUBLIC WORKS Resolution: Public Works ~ Award of Contract for Ticket Booth Roof Replacement at CMAC Supervisor Green made a motion to file the resolution authorizing a contract with DioGuardi Construction, Inc., for the roof replacement on the ticket booth at CMAC for a contract price of $54,019. The contact shall commence on September 11, 2015, and will expire on December 30, Supervisor Cowley CAPITAL PROJECTS Resolution: Public Works ~ CP : Intersection Improvement County Road 8 at County Road 41 & Shortsville Road - Acceptance of NYS Revenue Contract Supervisor Russell made a motion to file the resolution to accept Supplemental Agreement #2 to the NYS Revenue contract for the construction and construction inspection phases of the Project and to amend the budget for the Project per the resolution. Supervisor Green Motion to Reconsider Agenda Item 6a - Award of Contract for Ticket Booth Roof Replacement at CMAC Supervisor Sheppard made a motion to reconsider Agenda Item 6a - Award of Contract for Ticket Booth Roof Replacement at CMAC. Supervisor Russell seconded the motion. The motion to reconsider carried. Supervisors Green and Astles opposed the motion to reconsider. Discussion took place regarding the replacement of the roof on the ticket booth at CMAC at a total project cost estimated to be $58,000. It was noted that it is a County-owned building and the County is required to maintain the building. The structure has a unique octagon design and Code Enforcement cited the need for roof replacement last year. A new roof structure has been designed that will meet all current building codes. The motion to approve the resolution as presented carried. Approved - 09/23/2015 Page 3

4 Resolution: Public Works ~ Establish Capital Project No : Hopewell Complex Improvements - Award Contract for Planning and Preliminary Design - Hopewell County Complex Access Road Rehabilitation Resolution: Planning ~ CP : Space Utilization and Reallocation Project -Phase III - Courthouse Renovations - Authorization of Budget Transfer and Award Contract for Construction Management Services Supervisor Russell made a motion to file the resolution to establish Capital Project No Hopewell Complex Improvements and to authorize a contract with McFarland Johnson for a cost not to exceed $34,860 for planning and preliminary design services for the Hopewell County Complex access road rehabilitation. Supervisor Baker seconded the motion. The motion carried. Supervisor Russell made a motion to file the resolution authorizing the budget transfer from the Contingency budget line as indicated and accepting the bid for construction management services from The Pike Company for $175,000 for American Institute of Architects contract C as amended for this project. Supervisor Green seconded the motion. The motion carried. Resolution: FLCC 2014 Capital Maintenance Project ~ CP : Authorizing Change Order CO with LeChase Resolution: FLCC Geneva Campus Center ~ CP : Approval of Change Order CO with LeChase Resolution: FLCC Geneva Campus Center ~ CP : Approval of Change Order CO with LeChase Supervisor Russell made a motion to file the resolution accepting the proposal from LeChase, LLC, to provide the necessary labor and materials for Change Order CO which includes Sewer Line Flushing, Tree Removal, and Add Study Nook Ceiling at the FLCC Geneva Campus Center in the amount of $7, Supervisor Cowley seconded the motion. The motion carried. Supervisor Baker made a motion to file the resolution authorizing Change Order CO with LeChase, LLC, to provide all materials and labor necessary to create a one hour fire rated corridor through the 1965 classroom wing at the FLCC Geneva Campus Center at a cost of $115, Supervisor Russell Supervisor Russell made a motion to file the resolution authorizing Change Order CO with LeChase Construction Services, LLC, to provide all materials and labor necessary to modify building mechanical, electrical, and plumbing systems to comply with Change Order Directive 004 with the exception of materials and work performed by Monroe Piping and Sheet Metal as subcontractors to LeChase at the FLCC Geneva Campus Center at a cost of $70, Supervisor Baker Approved - 09/23/2015 Page 4

5 Resolution: FLCC Geneva Campus Center ~ CP : Approval of Change Order CO with LeChase Supervisor Astles made a motion to file the resolution authorizing Change Order CO with LeChase, LLC, to provide all materials and labor necessary to remove floor tile in Room 129, remove ABM in the 1965 classroom wing, removal of PA/Clock system, and complete Room 129 block walls at the FLCC Geneva Campus Center at a cost of $27, Supervisor Russell seconded the motion. The motion carried. FMC STANDING COMMITTEE ITEMS Resolution: Purchasing ~ Authorization to Participate in Cooperative Bids Coordinated by Wayne Finger Lakes BOCES Supervisor Baker made a motion to file the resolution authorizing the Purchasing Director to sign the General Resolution for Ontario County participation in cooperative bids coordinated by Wayne-Finger Lakes BOCES. Supervisor Green seconded the motion. The motion carried. Transfer: Finance ~ Budget Transfer to Cover Overtime Supervisor Green made a motion to approve the budget transfer of $5,000 from Training and Conferences to cover the cost of additional overtime expenses due to OneSolution. Supervisor Russell 2016 Budget Position Changes Mary Krause, Director of Human Resources, briefly commented on the information distributed regarding the proposed 2016 Budget Position Changes. The net FTE change is positions. (Information only, no action required.) Resolution: Reappointment of Ms. Catherine S. Bentzoni - Director of Finance Supervisor Baker made a motion to file the resolution recommending the reappointment of Catherine S. Bentzoni as Director of Finance for a term of two years beginning on January 1, Supervisor Russell seconded the motion. The motion carried with expressions of appreciation for Cathy Bentzoni s excellent work as Director of Finance and her valuable participation in management level matters. OTHER BUSINESS County Administrator Update County Administrator John Garvey updated the Committee regarding the ongoing difficulties with implementation of the OneSolution software. The contract to upgrade the software was signed in July 2011 at a cost of $319,000 ($53,625 retainage). Mr. Garvey has met with the Senior Vice President of Sungard, who has committed to have the system operational in six weeks to ninety days. There are multiple complex problems, some Approved - 09/23/2015 Page 5

6 related to mandated government reports. Currently, the General Ledger and Purchasing components work. The HR/Payroll components have many issues. The staff has worked diligently over the past four years and continues to have weekly phone calls with Sungard to address the problems related to going live with OneSolution. FMC Budget Review with Non-FMC Reporting Departments ADJOURNMENT Meetings with department directors have been scheduled during the following dates and times. Wednesday, September 9-8:00-12:00 Tuesday, September 15-8:00-12:00 Friday, September 18-8:00-10:00 Being no further business to come before the Committee, the meeting was adjourned at 2:10 p.m., following a motion by Supervisor Cowley. The motion was seconded by Supervisor Green. The motion carried. The next regularly scheduled meeting is Wednesday, September 23, 2015, at 1:00 p.m.. The meeting will be held at the 3019 Building, Room 205. Respectfully submitted, Judy Manntai Recording Secretary Approved - 09/23/2015 Page 6