MINUTES FINANCIAL MANAGEMENT COMMITTEE 3019 County Complex Drive, Canandaigua, New York. November 5, 2014

Transcription

1 MINUTES FINANCIAL MANAGEMENT COMMITTEE 3019 County Complex Drive, Canandaigua, New York November 5, 2014 MEMBERS PRESENT OTHERS PRESENT CALL TO ORDER John Sheppard, David Baker, Ted Fafinski, Bob Green, Rich Russell In addition to Committee Members: John Garvey, Cathy Bentzoni, Lorrie Scarrott, Gary Baxter, Darlys McDonough, Sean Barry, John Berry, Gary Curtiss, Steve DeChick, Deb Gierman, Tom Harvey, Carla Jordan, Tim Jensen, Sheriff Povero, Deb Trickey, Bill Wright, Mary Burnett, Mary Gates, Nellie Puma, Sandy Seeber, Halle Stevens, Supervisor Helming and Doug Finch from Town of Canandaigua, Steve Healey, Judy Manntai The meeting of the Financial Management Committee was called to order at 1:00 p.m. by Chairman Sheppard. The Chair declared Supervisor Cowley to be necessarily absent. By general consent it was agreed to add items to the agenda that were ed to committee members and to consider agenda items out of the listed order to accommodate time constraints of some presenters. (These minutes reflect action taken by department and not necessarily in order of consideration.) MINUTES Supervisor Fafinski made a motion to approve the minutes of the Financial Management Committee meeting on October 15, Supervisor Russell seconded the motion. The motion GOVERNMENT OPERATIONS & IMPROVED METHODS Phone System Update Sean Barry, Director of Information Services, distributed information regarding the selection criteria and cost comparison for the replacement of the County s phone system. The purchase and upgrade of the phone system will actually save the County approximately $5,000 per month over the current system which is leased from Frontier. The three companies (all available off State contract) considered were: Finger Lakes Technologies Group/Cisco System, SMP/Cisco System, and Frontier/Mitel System. After consideration of the review criteria for the three companies, it is recommended that the County purchase the Cisco system with Finger Lakes Technologies Group. The system will be paid for out of the current phone system budget with a Approved - 11/26/2014 Page 1

2 $200,000 down payment out of the IT budget. Total estimated savings over a ten-year period is $953,732. By general consent, the members of the Finance Committee unanimously approved the purchase of the Cisco System through Finger Lakes Technologies Group. Resolution: County Attorney ~ FLCC Open Access Network - Retention of Counsel Supervisor Russell made a motion to file the resolution authorizing the County Attorney to retain the firm of Bond Schoeneck and King for services related to the development of the FLCC open access wireless network. Wireless networks in educational institutions are subject to compliance issues under multiple laws and regulations. Specialized counsel is necessary to guide FLCC through the process of establishing the desired network while maintaining compliance with existing laws, regulations, etc. Supervisor Green seconded the motion. The motion PLANNING & RESEARCH Resolution: Acceptance of Grant to Fund Updating of the Ontario County Multi- Jurisdictional All Hazard Mitigation Plan Supervisor Green made a motion to file the resolution to accept the grant of $60,000 from the NYS Office of Emergency Management to fund 75% of the cost to update the existing Ontario County Multi-Jurisdictional All-Hazard Mitigation Plan. There are sufficient funds available in the existing project budget to fund the required $20,000 local match. Supervisor Sheppard seconded the motion. The motion PUBLIC SAFETY Resolution: Sheriff ~ Acceptance of Donation from Finger Lakes Racing Association Resolution: Sheriff ~ Acceptance of Donation from Church of Jesus Christ of the Latter Day Saints By general consent the following two resolutions were considered as a block. Supervisor Fafinski made the motion to approve the resolutions. Supervisor Green seconded the motion. The motion The motion carried to file the resolution authorizing the Office of Sheriff to accept the $2, donation from the Finger Lakes Racing Association for law enforcement services during the Summer Concert Series. The motion carried to file the resolution authorizing the Office of Sheriff to accept the $21, donation from the Church of Jesus Christ of the Latter Day Saints for traffic control services during the Hill Cumorah Pageant. Approved - 11/26/2014 Page 2

3 Communications ~ Authorization to Accept Public Safety Answering Points Operations Grant Supervisor Fafinski made a motion to file the resolution authorizing acceptance of the FY Public Safety Answering Points Operations Grant in the amount of $153,455 from the NYS Division of Homeland Security and Emergency Services, Office on Interoperable and Emergency Communications. This initiative will provide funding to assist with the upfront costs for emergency medical dispatcher software, new dispatch workstations and upgrades to lighting in existing workstations. The grant does not require matching funds from the County. Supervisor Russell seconded the motion. The motion Resolution: Public Defender ~ Authorization to Apply for Grant Funding From Office of Indigent Legal Services Supervisor Fafinski made a motion to file the resolution authorizing the Office of Public Defender to apply for grant funding to support the development of a network of Regional Immigration Assistance Centers that would offer access to training and legal support necessary to provide competent advice to a noncitizen client as to potential immigration consequences of a criminal conviction in compliance with legal obligations established by the Supreme Court. The competitive grant would be for an amount not to exceed $450,000 per year for three years with no additional county match. Supervisor Green seconded the motion. The motion Communications ~ Accept Grant from Local Emergency Management Performance Grant Program Communications ~ Accept Grant from State Homeland Security Program By general consent the following three resolutions related to the funding for the build-out of a new tower site in Phelps were considered as a block. Supervisor Fafinski made the motion to approve the resolutions. Supervisor Green seconded the motion. The motion The motion carried to authorize acceptance of grant funds in the amount of $45,732 under the Local Emergency Management Performance Grant for federal fiscal year 2014 to provide funding for the build-out of a new tower site in Phelps through Capital Project No with said budget to be established/amended with a separate resolution. The motion carried to authorize acceptance of grant funds in the amount of $150,000 under the State Homeland Security Program for the federal fiscal year 2014 to provide funding for equipment for additional existing tower sites as well as the build-out of a new tower site in Phelps through Capital Project No, Approved - 11/26/2014 Page 3

4 Communications ~ Authorization to Amend Budget and Allocate Funding - UHF Simulcast Network Project Capital Project No The motion carried to amend Capital Project No to include EMPG FY14 grant funding, SHSP FY14 grant funding, the appropriation of fund balance from EMPG FY11, and the use of the Wireless Reserve monies to provide for equipment for additional existing tower sites not anticipated in the original capital project, the build-out of a new tower site in Phelps, and the purchase and installation of two vehicle repeaters, and that the budget transfers be approved as stipulated in the resolution. PUBLIC WORKS Transfer: G4 Route 332 Sewer ~ Budget Transfer for Purchase of Two Hydromatic Wastewater Pumps Supervisor Green made a motion to approve the budget transfer of $21, for the purchase of two (2) Hydromatic Model S4L submersible wastewater pumps for Pump Station 1N. Supervisor Russell seconded the motion. The motion Resolution: Building & Grounds ~ Authorization to Accept Bid for the Replacement of the Rooftop Air Handler Unit at 83 Seneca Street Supervisor Baker made a motion to file the resolution authorizing acceptance of bid (B14117) with Pipitone Enterprises, LLC, for the removal and replacement of rooftop HVAC System at the Geneva Office Building per the bid specifications for a total project cost of $26,000, and to authorize the transfer of $26,000 as stipulated in the resolution. Supervisor Green seconded the motion. The motion CAPITAL PROJECTS Resolution: FLCC ~ CP FLCC Capital Maintenance Project: Budget Transfer and Approval of Contract - Landry Mechanical Contractor for HVAC Upgrade and Boiler Room Drain Modifications Resolution: FLCC ~ CP : - Award of Bids for FLCC Geneva Campus Center Construction and Budget Amendment - As Amended Supervisor Russell made a motion to file the resolution to accept the bid received from Landry Mechanical Contractors pursuant to Ontario County Bid B14034 for the HVAC renovation and boiler room drain modifications project in the amount of $34,400, and to approve the budget transfer as stipulated in the resolution. The contract shall commence on November 1, 2014 and expire on March 1, Supervisor Baker seconded the motion. The motion The previously approved resolution for the bid award for FLCC Geneva had an error in the budget table concerning Capital Project Specifically, the Data Processing Equipment line item was inadvertently omitted. The amended resolution includes the addition of this line item. Supervisor Baker made a motion to file the amended resolution. Supervisor Russell seconded the motion. The motion Approved - 11/26/2014 Page 4

5 COUNTY ADMINISTRATOR Appointment of Deputy County Administrator Mary M. Gates Committee members expressed their appreciation and support for Mary Gates as the recommended candidate for the position of Deputy County Administrator. Supervisor Baker made a motion to support the resolution for Mary Gates appointment. Supervisor Fafinski seconded the motion. The motion FMC STANDING COMMITTEE ITEMS Resolution: Purchasing ~ Award of Bid for Printing of Bid Specifications and Drawings Supervisor Green made a motion to file the resolution to award the bid for printing of bid specifications and drawings. Supervisor Russell seconded the motion. A question was raised regarding the variation in cost, particularly for the larger prints. The motion carried with the understanding that Purchasing Director Deb Gierman will follow up with information for the Committee. Resolution: Finance ~ Repeal of Tax Cap Override - Fixing Date and Notice for the Public Hearing on Local Law No. 5 (Intro) 2014 Supervisor Baker made a motion to file the resolution to set a public hearing on December 4, 2014 to repeal Local Law No. 5 (Intro.) 2014 regarding the tax cap override. Supervisor Green seconded the motion. The motion Resolution: Finance ~ Supporting Wayne County Real Property Tax Foreclosure Litigation Resolution: Finance ~ Authorization to Contract with Fiscal Advisors & Marketing., to Provide Financial Advisor Services Supervisor Baker made a motion to file the resolution approving Ontario County s support of NYSAC and Wayne County by contributing $2,000 to support Wayne County s real property tax foreclosure litigation. Supervisor Fafinski seconded the motion. The motion It was noted that the outcome of this case may have a direct bearing on an Ontario County case currently pending in Bankruptcy Court. Supervisor Fafinski made a motion to file the resolution authorizing the contract renewal with Fiscal Advisors and Marketing, Inc., for financial advisor services. The contract will be for 12 months staring January 1, 2015, and terminate December 31, Supervisor Green seconded the motion. The motion Approved - 11/26/2014 Page 5

6 Transfer: Budget Transfer to Cover Community College Chargeback Expenses Supervisor Fafinski made a motion to approve the budget transfer of $75,000 from Contingency to cover community college chargeback expenditures. Supervisor Green seconded the motion. The motion Transfer: Budget Transfer for Anticipated Overtime Resolution: Resolution to Approve the Capital Improvement Plan Supervisor Russell made a motion to approve the budget transfer of $6,000 from Contingency to cover anticipated overtime due to ONESolution implementation, preparation for year-end, and staff vacancies. Supervisor Fafinski seconded the motion. The motion Supervisor Russell made a motion to file the resolution for the approval of the Capital Improvement Plan. Supervisor Baker seconded the motion. The motion 3 rd Quarter 2014 Sales Tax Report The 3 rd Quarter 2014 Sales Tax Report was reviewed, noting that the amount received increased approximately 3.37% compared to the prior year third quarter collections. By general consent the following two resolutions were considered as a block. Supervisor Green made the motion to approve the resolutions. Supervisor Fafinski seconded the motion. The motion Resolution: Finance ~ Adoption of the County Budget for the Year 2015 The motion carried to file the resolution for Adoption of County Budget for Year Resolution: Finance ~ 2015 Appropriation to Conduct County Government Fiscal Year The motion carried to file the resolution for Appropriation to Conduct County Government Fiscal Year The amount of the appropriation to be covered by property tax is $53,075,034. OTHER BUSINESS By general consent the following two resolutions were considered as a block. Supervisor Fafinski made the motion to approve the resolutions. Supervisor Baker seconded the motion. The motion Resolution: Health Facility ~ Abolishment of Petty Cash Account The motion carried to file the resolution to abolish the two Ontario County Health Facility petty cash funds which were utilized to purchase small items. Pursuant to the completion of the sale of the Health Facility on October 31, 2014, these accounts are no longer necessary. Approved - 11/26/2014 Page 6

7 Resolution: Health Facility ~ Budget Transfer and Close Out of E Fund Resident Account Budget Update Distribution of Sales Tax ADJOURNMENT The motion carried to file the resolution approving the budget transfer of $13, in the Reserve for General Donations account via check made payable to Centers for Specialty Care, and the close out of the E Fund Ontario County Health Facility Reserve For General Donations (0885B0000). Director Bentzoni reported on unanticipated revenue received by the County, as well as the sale of the Health Facility. > Transportation $453,000 - One-time transition funds. > Just under $300,000 has been received from the Native American gambling settlement. > The house in Yates County finally sold. Net proceeds will go back into Capital Project after reimbursing the General Fund for payment of property taxes. > The net profit from the sale of the Health Facility should be approximately $1.5 million, after fees and other expenses related to the sale. It was noted that the distribution formula for sales tax is up for review in 2015 to be effective beginning January 1, A recommendation on how to proceed will be forthcoming. Being no further business to come before the Committee, the meeting was adjourned at 2:15 p.m. following a motion by Supervisor Fafinski. The motion was seconded by Supervisor Baker. The motion The next regularly scheduled meeting is Wednesday, November 26, 2014, at 1:00 p.m. The meeting will be held at the 3019 Building, Room 205. Respectfully submitted, Judy Manntai Recording Secretary Budget Schedule - Important Dates a. November 13 ~ Budget Workshop, Public Hearing and Adoption of the Budget and CIP b. By December 12 ~ Approved Budget Posted on County Website Approved - 11/26/2014 Page 7