BUDGET COMMITTEE
Special Budget Review

August 5, 2009

** NOT APPROVED **

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Committee Members Present

T. Hopkins, D. Fanton, W. Dibble, W. Hall, C. Crandall (Absent: T. O’Grady)

Others Present

D. Baker, C. Braack, D. Burdick, D. Button, R. Christman, J. Foels, P. Gallmann, G. Gary, S. Grugel, L. Haggstrom, B. Kelley, J. Margeson, T. Parker, B. Riehle, T. Ross, D. Russo, S. Spillane, R. Starks, J. Tucker

Clerk of the Board – 2010 Budget Review

Clerk of the Board Brenda Rigby Riehle presented budget requests for the following cost centers: Legislative Board (A1010), Clerk of the Board (A1040), Central Service – Copying (A1670), Central Service – UPS (A1672), Central Service – Postage (A1673), Unallocated Insurance (A1910), Municipal Association Dues (A1920), and Risk Retention Fund (CS Fund). Mrs. Riehle noted that there were very few changes between what she requested, and what the Budget Officer recommended. The Budget Officer did recommend lowering the Legislative Conference Expense (A1010.405) by $1,000. Most of the accounts showed a very minimal increase, and a few were even decreased. The most notable change was in the Unallocated Insurance account (A1910) where the annual request was reduced by $25,000. Mrs. Riehle indicated that insurance costs have remained stable over the last few years, and the sale of the Home Health Care Agency in the Health Department resulted in further savings. A motion was made by Legislator Fanton, seconded by Legislator Hall and carried to accept the 2010 proposed budgets for the cost centers listed above as recommended by the Budget Officer.

District Attorney – 2010 Budget Review

District Attorney Terrence Parker presented budget requests for the District Attorney’s Office (A1165) and for Grand Jury (A1190). Attorney Parker stated that his annual supply costs are up quite a bit. Attorney Parker noted that the only place that the Budget Officer’s recommendation differed from his request was for the Special Prosecutor (A1165.433) which is always very difficult to estimate; however, that account will be over budget in 2009. Attorney Parker called committee members’ attention to two new appropriation accounts – Child Advocacy Center (A1165.435) and V&T Diversion Program Fees (Unassigned). Mr. Parker indicated that the Child Advocacy Center is a joint venture with Cattaraugus County. There is a center in Olean, and they are actively looking to open a center in Allegany County. The V&T (Vehicle and Traffic) Diversion Program will be supported by fine money. Attorney Parker stated that the Grand Jury budget is the same as 2009. A motion was made by Legislator Hall, seconded by Legislator Fanton and carried to accept the District Attorney (A1165) and Grand Jury (A1190) 2010 proposed budgets as recommended by the Budget Officer.

County Attorney – 2010 Budget Review

Assistant County Attorney Leslie Haggstrom presented the 2010 budget requests for the County Attorney’s Office (A1420) noting that all expenses are pretty straight forward. Mrs. Haggstrom noted that the County Administrator did adjust their budget so that one computer, rather than two, can be purchased next year. Mrs. Haggstrom stated that their budget is very modest, and they have enough revenues coming in to cover the cost of the office. A motion was made by Legislator Fanton, seconded by Legislator Hall and carried to accept the County Attorney’s (A1420) proposed 2010 budget as recommended by the Budget Officer.

County Treasurer – 2010 Budget Review

County Treasurer Terri Ross presented 2010 budget requests for the following cost centers: Treasurer (A1325), Tax Sale and Redemption (A1362), Auditing (A1671), and Community College (A2495). Ms. Ross talked about her request for $240,000 in account A1325.201 to upgrade the New World Financial System from the AS400 DOS-based system to a Windows version. The upgrade would include training, data conversion, roster for HR (new), interface for telestaff (new), and all current financials. The annual maintenance fee would be about $30,000. Ms. Ross also noted that there is necessary hardware which appears in the IT budget, and that will be necessary regardless of whether or not an upgrade is done. Ms. Ross stated that the AS400 does need to be replaced, and she believes it would be more frugal do everything at once. Budget Officer John Margeson cut Ms. Ross’ request for account A1325.201 to $120,000, but New World Systems has agreed to work with the County so that the cost of the new system could be paid over two years. Committee members discussed the possibility of moving forward with the new system this year (2009) and then paying the remainder with next year’s (2010) budget money.

Ms. Ross indicated that her .4 accounts are up a little, but she was able to reduce her legal advertising account for the tax sale slightly. The accounting fees for A1671.429 are for the annual audit and actuary fees associated with the GASB45 requirements. Ms. Ross indicated that she did increase the Community College (A2495.421) account by $35,000. Committee members briefly discussed the fact that we are seeing increases in the number of students attending community colleges because the costs for both the SUNY schools and other universities have gone up.

Committee members briefly discussed budgeting of retirement costs. Ms. Ross indicated that we saved about $20,000 this year by paying our retirement bill in December. Retirements costs are predicted to be approximately 30 percent of payroll, and we are currently paying 8.5 percent of payroll.

A motion was made by Legislator Hall, seconded by Legislator Fanton and carried to accept the 2010 proposed budgets presented by the County Treasurer as recommended by the Budget Officer.

Veterans’ Service Agency – 2010 Budget Review

Veterans’ Service Agency Director Scott Spillane presented the 2010 budget requests for the Veterans’ Service Agency (A6510), noting that his budget does not change much from one year to the next. Mr. Spillane indicated that he usually gets about $5,000 in funding from the state every year, but he is hoping it might be slightly higher this year. Committee members discussed how the lease payments would work if the Veterans’ Office moves to Crossroads, and Mr. Margeson indicated that he put the lease money in his budget for this first year. A motion was made by Legislator Fanton, seconded by Legislator Hall and carried to accept the Veterans’ Service Agency (A6510) 2010 proposed budget as recommended by the Budget Officer.

Youth Bureau – 2010 Budget Review

County Administrator/Budget Officer John Margeson presented the 2010 budget requests for the Youth Bureau (A7310), noting that they are still a work in progress and currently reflect modest increases in the .4 line items. The salary for the Youth Bureau Director will have to be set after someone is hired. Mr. Margeson indicated that there has been a 20-percent reduction in money available from the state for youth programs. A motion was made by Legislator Hall, seconded by Legislator Fanton and carried to accept the Youth Bureau (A7310) 2010 proposed budget as recommended by the Budget Officer.

STOP DWI – 2010 Budget Review

Mr. Margeson also presented the 2010 budget requests for the STOP DWI Program (A3141), noting that no County money is used for the STOP DWI Program. The STOP DWI budget is funded entirely by the fines collected from driving under the influence and driving while intoxicated convictions. The fine money is reserved and then appropriated from the Reserve Fund. Fines are down, and we have been eating away at the reserve. Mr. Margeson will come back with the reserve amounts at a later meeting. A salary for the new STOP DWI Program Coordinator will have to be set after someone is hired. No increases were requested in the individual line items. Mr. Margeson noted that the STOP DWI Program also makes a contribution to the Probation Department which is used to offset the cost of one clerical person. Legislator William Hall requested approval to abstain from voting on this budget due to his involvement with the Rural Justice Institute. A motion was made by Legislator Fanton, seconded by Chairman Crandall and carried authorizing Legislator Hall to abstain from voting. A motion was then made by Legislator Fanton, seconded by Chairman Crandall and carried to accept the STOP DWI Program (A3141) 2010 proposed budget as recommended by the Budget Officer (Abstaining: Hall).

Information Technology – 2010 Budget Review

IT Director Deborah Button presented 2010 budget requests for Information Technology (A1680) and Central Service Telephone (A1610). Ms. Button did comment that the Budget Officer made a few changes to her requests, and she can live with those changes. Ms. Button noted that she requested a large increase in the IT equipment line item to finance the purchase of hardware associated with replacing the AS400 that the County Treasurer previously mentioned. A motion was made by Legislator Hall, seconded by Legislator Fanton and carried to accept the Information Technology (A1680) and Central Service Telephone (A1610) 2010 proposed budgets as recommended by the Budget Officer.

Fire Service – 2010 Budget Review

Fire Coordinator Paul Gallmann presented 2010 budget requests for Fire Service (A3410) and Fire E-911 (A3510). Mr. Gallmann indicated that the 911 Communications Coordinator ends up having to work a lot of overtime, and it is very difficult to budget overtime expenses with any confidence. Mr. Gallmann stated that he is investigating to see if annual inspections on towers are mandatory. Mr. Gallmann also indicated that they are getting ready to go out to bid on a project where they will be switching from antennas to microwaves. A motion was made by Legislator Hall, seconded by Legislator Fanton and carried to accept the Fire Service (A3410) and Fire E-911 (A3510) 2010 proposed budgets as recommended by the Budget Officer.

Probation Department – 2010 Budget Review

Probation Director Robert Starks presented 2010 budget requests for the Probation Department (A3140, A3142, and A3143). Mr. Starks indicated that the Budget Officer made a few changes throughout his budget, and he is in agreement with those changes. Mr. Starks stated that anticipated revenues are up slightly from last year; however, overall the Probation Department experienced a 6 percent ($12,000) reduction in state aid. A motion was made by Legislator Fanton, seconded by Legislator Hall and carried to accept the Probation Department (A3140, A3142, and A3143) 2010 proposed budget as recommended by the Budget Officer.

County Clerk’s Office – 2010 Budget Review

County Clerk Robert Christman presented 2010 budget requests for the County Clerk’s Office (A1410). Mr. Christman stated that the Budget Officer raised the anticipated 2010 revenues for his office from $891,000 to $970,000, and although he is a little concerned, he believes it’s possible. Mr. Christman stated that New York State will be changing license plates in 2010, and the County Clerk’s Office will retain about 20 percent of that. There does not appear to be any rationale for changing the plates other than a revenue-making scheme. House purchases are down which in turn lowers the mortgage tax collections. A motion was made by Legislator Hall, seconded by Legislator Fanton and carried to accept the County Clerk’s Office (A1410) 2010 proposed budget as recommended by the Budget Officer.

Office of Emergency Services – 2010 Budget Review

Office of Emergency Services Director John Tucker presented 2010 budget requests for his office (A3640) as well as the Homeland Security budgets (A3645). Mr. Tucker stated that his vehicle is about ten years old, and he may need a different one next year. Mr. Tucker indicated that their federal aid has been capped, but they have been able to pick up some extra when other counties drop the program. Mr. Tucker’s office receives approximately $2,000 in revenue toward EMT expenses. A motion was made by Legislator Hall, seconded by Legislator Fanton and carried to accept the 2010 proposed budgets presented by Mr. Tucker as recommended by the Budget Officer.

Public Defender – 2010 Budget Review

Public Defender Barbara Kelley presented 2010 budget requests for her office (A1170). Ms. Kelley noted that they really need new computers in her office, and she placed $3,930 in her 2010 budget to finance the new computers which the Budget Officer agreed with. Ms. Kelley stated that the remainder of her budget is very similar to last year with a very small increase in a few of the .4 accounts. A motion was made by Legislator Fanton, seconded by Legislator Hall and carried to accept the Public Defender’s (A1170) 2010 proposed budget as recommended by the Budget Officer.

County Historian – 2010 Budget Review

County Historian Craig Braack presented his 2010 budget requests (A7510). Mr. Braack requested that his .4 accounts be increased from $1,761 to $1,825, and the County Administrator also recommended this increase. A motion was made by Legislator Hall, seconded by Legislator Fanton and carried to accept the County Historian’s (A7510) 2010 proposed budget as recommended by the Budget Officer.

Development Office and Planning Services – 2010 Budget Review

Development Director John Foels presented his 2010 budget requests for the Development Office (A6430) and Planning (A8020). Mr. Foels’ budget requests were very similar to the previous year; however, the Budget Officer did reduce the Market/Advertising/Promotional Expenses account (A6430.474) from $100,000 to $60,000. Mr. Foels indicated that we would need to discuss the role of the Comprehensive Plan Implementation Group at some point. The Friendship Empire Zone believes that their program may be discontinued in June 2010, and the Budget Officer recommended reducing that account (A6430.475) to $20,000.

Mr. Foels indicated that the position of County Planner has been advertised, the exam has been given, and they plan to begin reviewing the applications. The Budget Officer reduced the equipment line item for the Planning account (A8020.201) from $9,000 to $3,000, and Mr. Foels indicated he believed that would be adequate. The annual contract with the Planning Board Liaison in the amount of $4,800 paid from account A8020.493 will no longer be needed if a County Planner is hired. A motion was made by Legislator Hall, seconded by Legislator Fanton and carried to accept the Development (A6430) and Planning (A8020) 2010 proposed budgets as recommended by the Budget Officer.

Tourism – 2010 Budget Review

Greater Allegany County Chamber of Commerce Executive Director Sherry Grugel presented the Tourism (A6989) 2010 budget requests. Ms. Grugel noted that the Budget Officer reduced the fees account (A6989.409) from the $5,500 she requested to $2,000. Ms. Grugel stated that account is used to finance the travel guide distribution, and they have seen an increase in their distribution costs. Ms. Grugel stated that the travel guide has not been a revenue producer in the past; however, they are working at making the guide more self-sustaining. A motion was made by Legislator Hall, seconded by Legislator Fanton and carried to accept the Tourism (A6989) 2010 proposed budget as recommended by the Budget Officer.

Soil and Water – 2010 Budget Review

Soil and Water Executive Director Gretchen Gary stated that the Soil and Water Conservation District received $100,000 from the County in 2009, and she is proposing that the County enter into another three-year agreement with the District at the following appropriation amounts: $130,000 for 2010, $140,000 for 2011, and $150,000 for 2012. Ms. Gary noted that the District has brought over $4 million into the County for the implementation of environmental projects on farms and for municipalities including an additional $20,000 to the Allegany County General Fund. Ms. Gary stated that the District will be updating the Forest Lands Review and Management Plan, and she believes we will see an increase in harvestable timber. Ms. Gary indicated that she would be presenting her full proposal at the Public Works Committee meeting this afternoon.

Cooperative Extension – 2010 Budget Review

Cooperative Extension Executive Director Dianne Baker presented the Cooperative Extension 2010 estimated budget for review. Ms. Baker stated that cash flow is extremely tight, and at the end of last year they finished in the red by $34,000. They had to pay some interest charges when they had trouble meeting their payroll. Staff has cut their hours to help balance the budget, and they have also capped their mileage reimbursement. Ms. Baker also explained that they cannot have a Cooperative Extension in Allegany County without County support and funding. Ms. Baker requested that the County budgetary appropriation in account A8751.492 be increased from $200,850 to $206,876. A motion was made by Legislator Hall, seconded by Legislator Fanton and carried to accept the Cooperative Extension annual appropriation as recommended by the Budget Officer.

Adjournment

There being no further business to come before the committee, a motion was made by Legislator O’Grady, seconded by Legislator Fanton and carried to adjourn the meeting.

Respectfully submitted,

Brenda Rigby Riehle, Clerk of the Board

Allegany County Board of Legislators