MINUTES FINANCIAL MANAGEMENT COMMITTEE 3019 County Complex Drive, Canandaigua, New York July 1, 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: Jack Marren-Chair of the Board of Supervisors, John Garvey, Cathy Bentzoni, Gary Baxter, Irene Coveny, Gary Curtiss, Debbie Gierman, Tom Harvey, Art James, Mary Krause, Betsy Landre, Tim McElligott, Phil Povero, Rochelle Gray, Nellie Puma, Halle Stevens, Michael Wojcik, Gwendolyn Vary-HR Intern, Judy Manntai The meeting of the Financial Management Committee was called to order at 1:00 p.m. by Chairman Sheppard. Supervisor Baker made a motion to approve the minutes of the Financial Management Committee meeting on June 10, 2015. Supervisor Cowley GOVERNMENT OPERATIONS & IMPROVED METHODS Transfer: County Attorney ~ From Contingency to Cover Outside Counsel Expenses Supervisor Baker made a motion to approve the budget transfer of $20,000 from the Contingency Account to the County Attorney s budget to cover outside counsel expenses relating to labor relations and negotiations. This would be utilized on a limited basis and based on an extreme need for expertise. Supervisor Russell HUMAN SERVICES Transfer: Transportation Program ~ To Forward Overpayment of State Transportation Operating Assistance (STOA) Supervisor Baker made a motion to approve the budget transfer of $143,572 to forward overpayment of State Transportation Operating Assistance to close out 2014 Transportation revenue to RGRTA. Supervisor Russell seconded the motion. The motion carried. Transportation Budget Oversight By general consent it was agreed that review of Transportation s single line item in the annual budget will be under the Finance Department. Resolution: Office for the Aging ~ Approval of Application - Balanced Incentive Program - NY Supervisor Russell made a motion to file the resolution authorizing the Office for the Aging to apply and accept grant funds for the Balance Incentive NY Connects Expansion and Enhancement Approved - 07/22/2015 Page 1
Connects Expansion and Enhancement Program Program in the amount of $269,315. The time frame for the grant is April 1, 2014 to December 31, 2016, and no county match is required to receive the funding. Supervisor Cowley seconded the motion. The motion carried. PUBLIC SAFETY The following two items were considered as a block. Supervisor Baker made the motion to file the resolutions. Supervisor Green Resolution: Sheriff ~ Authorization to Accept Donation for DARE Program Resolution: Sheriff ~ Authorization to Accept Donation for Safe Child ID Program The motion carried to file the resolution authorizing the Office of Sheriff to accept contributions from local businesses in the amount of $500 to support the DARE Program The motion carried to file the resolution authorizing the Office of Sheriff to accept a donation of $500 from Raymour & Flanigan in support of the Safe Child ID Program. CAPITAL PROJECTS The following two items were considered as a block. Supervisor Russell made the motion to file the resolutions. Supervisor Cowley Resolution: Public Works ~ Establish Capital Project No. 07-2015: County Road 42 Preventive Maintenance - Authorize the Implementation and Funding in the First Instance 100% of the Federal Aid Costs of a Transportation Federal Aid- Project Resolution: Public Works ~ Establish Capital Project No. 08-2015: County Road 9 Preventive Maintenance, Authorize the Implementation and Funding in the First Instance 100% of the Federal Aid Costs of a Transportation Federal Aid- Project The motion carried to file the resolution to establish Capital Project No. 07-2015, County Road 42 Preventive Maintenance; and further, authorizing payment in the first instance 100% of the federal and non-federal share of the cost of Preliminary Engineering and Detailed Design work for the Project or portions thereof, for a total project budget of $47,000. The motion carried to file the resolution to establish Capital Project No. 08-2015, County Road 9 Preventive Maintenance; and further, authorizing a contract with LU Engineers for environmental engineering services for a cost not to exceed $7,300; and further, authorizing payment in the first instance 100% of the federal and non-federal share of the cost of Preliminary Engineering and Detailed Design work for the Project or portions thereof, for a total project budget of $65,000. Approved - 07/22/2015 Page 2
The following three items were considered as a block. Supervisor Baker made the motion to file the resolutions. Supervisor Astles Resolution: FLCC Viticulture Center ~ CP 05-2011: Authorization to Accept Change Order - Binder Electric Corporation Resolution: FLCC Viticulture Center ~ CP 05-2011: Authorization to Award Bid to Purchase Winery Equipment Resolution: FLCC Geneva Campus Center ~ CP 04-2009: Authorizing Budget Transfer and Contract Amendment 2 with The Pike Company for Additional Construction Management Services Resolution: FLCC Geneva Campus Center ~ CP 04-2009: Approval of Budget Transfer and Payment Request From NYSEG for Transformer Resolution: FLCC Master Plan Phase 1 ~ CP 05-2008: Approval of Settlement Agreement with Project Architect and Budget Transfer Resolution: FLCC Master Plan Phase 1 ~ CP 05-2008: Bid Award for Auditorium LED Lighting The motion carried to file the resolution authorizing acceptance of the detailed change order as stipulated in the resolution totaling $2,946.90 to Binder Electric Corporation. The motion carried to file the resolution authorizing the purchase of winery equipment items in the quantities specified per GW Kent, Inc., quote number 89581 dated June 17, 2015, and as detailed in the resolution. The motion carried to file the resolution amending the Capital Project budget, approving Contract Amendment 2, and accepting the June 15, 2015, cost proposal submitted by The Pike Company for additional Construction Management Services in the amount of $1,011. Supervisor Russell made a motion to file the resolution authorizing the budget amendment and approving payment of the customer contribution for the transformer to be installed by New York State Electric and Gas at the FLCC Geneva Campus Center in the amount of $13,955.81, payable to New York State Electric and Gas. Supervisor Cowley seconded the motion. The motion carried. Supervisor Cowley made a motion to file the resolution approving the proposed settlement agreement between the County and JMZ Architects and Planners, PC, regarding the County s release of all further claims against said firm concerning the need for fire separation between the main elevator and stairwell at FLCC in exchange for JMZ s agreement to release all claims it may have against the County and to forego all remaining contract sums due to said firm pursuant to the FLCC Master Plan Phase I Project as detailed in this resolution. Supervisor Russell seconded the motion. The motion carried. Supervisor Cowley made a motion to file the resolution authorizing acceptance of the bid from Power Management Co., LLC, in the amount of $69,050 to provide and install LED lighting fixtures and lights in the ceiling of the FLCC Auditorium pursuant to Ontario County Bid B15073 as the low responsive bid. The County will Approved - 07/22/2015 Page 3
contract for an amount not to exceed $38,509.34. FLCC shall contract and be financially responsible for the remaining $30,540.66, as well as any change orders or change in scope FLCC proposes to the contract between FLCC and Power Management Co. Supervisor Russell The following two resolutions were considered as a block. Supervisor Baker made the motion to file the resolutions. Supervisor Astles Resolution: Emergency Communication System ~ CP 07-2006: Authorization to Execute Contract with CDI-Infrastructure, LLC., for Ongoing Radio System Project Management Resolution: Emergency Radio Communications ~ CP 07-2006: Authorization of Payment for Radio License Application Fees The motion carried to file the resolution authorizing acceptance of the proposal of CDI-Infrastructure, LLC, now doing business as Kimball, to provide additional project management services as described in their letter of proposal dated June 18, 2015, for an amount not to exceed $55,000. The term of the contract shall be from July 10, 2015 through March 31, 2016. The motion carried to file the resolution authorizing payment of radio license application fees in order to implement the 700 MHZ system as detailed in the resolution for a total amount of $1,540. FMC STANDING COMMITTEE ITEMS Resolution: Purchasing ~ Renewal of License for Vending Space in County Office Buildings Resolution: County Attorney ~ Resolution of the BOS of the County of Ontario Increasing Taxes on Sales and Uses of Tangible Personal Property and Of Certain Services, on Occupancy of Hotel Rooms and on Amusement Charges Motion: County Attorney ~ A2014 Auction Parcel Title Problem Supervisor Baker made a motion to file the resolution to renew the license for a Vending Space contract for a 36-month period with Geneva Club Vending Company, for a monthly lease payment of $2,250, beginning September 15, 2015, and ending September 14, 2018. Supervisor Cowley seconded the motion. The motion carried. Discussion took place regarding the proposed resolution to extend Ontario County s existing sales tax agreement and the need to push for the Governor to sign before the current agreement expires. Jack Marren, Chair of the Board of Supervisors, indicated he will take the lead on getting the Governor s signature. Supervisor Baker made a motion to file the Sales Tax Resolution (at the County Attorney's discretion) which extends the existing authorization for Ontario County to impose additional rates of sales and compensating use taxes until 2017. Supervisor Russell County Attorney Gary Curtiss explained that in the 2014 Auction, Crossroads Abstract missed a $109,000 mortgage on Parcel 377. The purchaser ordered title insurance, but never paid for it or Approved - 07/22/2015 Page 4
picked it up. After closing, the buyer tried to sell the property. The potential buyer discovered the problem and now the bidder can t sell the property. The parcel cannot be sold with the unresolved mortgage and the mortgage holder will not respond. The County Attorney recommends that the parcel be included in the current foreclosure cycle for the October 2015 petition and that the net proceeds go to Mr. Gillette. By general consent it was agreed to accept the recommendation of the County Attorney regarding this proposal. 2015 Auction Parcel - Notice of Levy County Attorney Gary Curtiss reported on a Notice of Levy against Donald Lafler received from the Internal Revenue Service related to a 2015 Auction parcel. The last date to redeem the property was January 16, 2015, and the property was not redeemed by that date. The IRS lien was filed against Mr. Lafler on May 6, 2015 and the Notice of Levy is dated May 12, 2015. On these dates Mr. Lafler no longer had any interest in the property. The consensus of the Committee was to stay the course and proceed via existing policy and precedent regarding the property. Resolution: County Attorney ~ Sale of Real Property Acquired Through Enforcement of Delinquent Taxes Distribution of Sales Tax Whereas, the high bidder for Parcel 249, Lot, 1, Jerry Proctor, withdrew his bid for the public auction parcel, Supervisor Astles made a motion to file the resolution accepting the bid from Tolly and Tolly Holdings, Inc., for $10,000. Supervisor Cowley County Attorney Gary Curtiss reported on the recent meeting with the two cities to discuss the Sales Tax agreement. Schedule C of that agreement regarding the City set-asides ends with 2015. The two Cities would like to extend the agreement for an additional year and agree to begin review of the agreement in January 2016. However, they want to know if the City Set-Asides will be paid for 2016. It was noted that there is no termination date to the agreement and only Schedule C has a date which was included in the drafting of the agreement in 2004. Discussion took place. Approved - 07/22/2015 Page 5 Supervisor Baker made a motion to extend the existing agreement including the City Set-Asides through 2016; and further, that approval of the agreement is contingent upon a similar adoption by the Cities. Supervisor Astles seconded the motion. The motion carried with the understanding that a resolution for the July 22 Financial Management meeting is anticipated.
OTHER BUSINESS Efficiency Plan Budget Update July 22 Joint Meeting of FMC & Public Works Committee for CIP Review FMC Budget Review with Non-FMC Reporting Departments ADJOURNMENT Mary Gates, Deputy County Administrator, reported that there is no indication of a time line for acceptance of the Efficiency Plan filed by Ontario County. Cathy Bentzoni, Director of Finance reported that budget worksheets will be distributed to departments next week. She also noted preliminary assessments of the 2016 budget indicate a somewhat better picture than during last year s budget process. Chairman Sheppard noted the starting time of the July 22 joint meeting of the Financial Management and Public Works Committees for CIP Review is at 12:00 p.m. Chairman Sheppard noted that the FMC Budget Review Schedule has been distributed. 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 2:28 p.m., following a motion by Supervisor Astles. The motion was seconded by Supervisor Russell. The motion carried. The next regularly scheduled meeting is Wednesday, July 22, 2015, at 1:00 p.m., but will be preceded by a meeting with the Public Works Committee at 12:00 p.m. The meeting will be held at the 3019 Building, Room 205. Respectfully submitted, Judy Manntai Recording Secretary Approved - 07/22/2015 Page 6