PERSONNEL, RULES & PROCEDURES COMMITTEE Page 1

May 15, 2001

PERSONNEL, RULES & PROCEDURES COMMITTEE

POWERS, LORD, WELLS

May 15, 2001

PERSONNEL - NANCY MORTON

Nancy Morton requested approval to attend the NYSPELRA conference on July 22-25, 2001 in Saratoga. Representative Lord moved for approval. Seconded, Wells. Total: 3; Ayes: 3. Motion carried.

Ms. Morton requested approval to renew the negotiator's contract with Hancock & Estabrook for the period June 1, 2001 through May 31, 2001 at a cost of $2,500 per month plus $140 per hour for additional services. This is the same fee as the 2000-2001 contract. Representative Wells moved for approval. Seconded, Lord. Total: 3; Ayes: 3. Motion carried.

PUBLIC HEALTH NURSING - KATHY ABERNETHY

Kathy Abernethy requested approval to create a full-time Account Clerk Typist position and to abolish a part-time Account Clerk Typist position and a part-time Keyboard Specialist position. Representative Lord moved for approval. Seconded, Wells. Total: 3; Ayes: 3. Motion carried.

YOUTH BUREAU - VIC RONOVECH

Vic Ronovech handed out the 2001 Youth Bureau Program Information Guide. He said that there is about $150,000 to operate all of the programs this year. Everything is going well. He also said that the Youth Bureau participates in the Leatherstocking Promise, which is doing a survey to identify the needs of the youth in Otsego County. These needs will be reviewed for possible funding from the 2002 Youth Bureau budget.

MIS - BRIAN POKORNY

The monthly budget report was reviewed.

Brian Pokorny requested approval for two persons to attend the PC Expo in New York City on June 26-28, 2001. Representative Wells moved for approval. Seconded, Lord. Total: 3; Ayes: 3. Motion carried.

Mr. Pokorny requested approval to purchase a replacement air conditioner for the server/mainframe room from Tran at a cost not to exceed $6,800. Representative Wells moved to approve, contingent upon the company representative reviewing the size and use of the room to confirm what size air conditioner would work best. Seconded, Lord. Total: 3; Ayes: 3. Motion carried.

Mr. Pokorny requested approval to purchase 17 e-machines from MEI/Micro Center at a cost of $11,900. Representative Lord moved for approval. Seconded, Powers. Total: 3; Ayes: 3. Motion carried.

Mr. Pokorny requested approval to purchase a server ($2,500), anti-virus software ($11,800) and professional services ($2,500) from Ikon Office Solutions. This will allow MIS to place a black box at the entrance to the county's computer network so that all e-mail and internet information entering the county's computer system will have to go through this black box and be scrubbed to detect viruses. It is an easier anti-virus system to maintain and upgrade. It will not prevent viruses being introduced from a floppy disk to an individual's computer. However, most viruses enter a computer system directly through e-mail or the internet. Representative Lord moved for approval. Seconded, Wells. Total: 3; Ayes: 3. Motion carried.

Mr. Pokorny requested approval to declare certain computer equipment surplus. Representative Wells moved for approval. Seconded, Lord. Total: 3; Ayes: 3. Motion carried.

The committee discussed the use of county computers and the county's e-mail/internet service by county employees for private matters. It was decided that Mr. Pokorny should contact the county attorney and the county's union negotiator to see what is the best way to get the message out to county employees regarding the misuse of county property for private matters.

MEAL REIMBURSEMENT POLICY - LAURA CHILD

Laura Child said that since the Meal Reimbursement Policy was amended in February, there have been several occasions where a county employee had to pay more for a meal than the policy allowed or had to pay for a meal not covered by the policy. The Budget, Ways and Means Committee has recommended that the policy be amended to allow some committee to review specific requests for waivers to the policy. Following discussion, Representative Lord moved to amend the Meal Reimbursement Policy as follows:

1)Delete "Section 1d) All other in-county meal reimbursements require prior written approval of the parent committee."

2)Add "Section 8) The Personnel, Rules and Procedures Committee is authorized to make specific waivers to this policy as it deems necessary."

Seconded, Wells. Total: 3; Ayes: 3. Motion carried. These amendments will be presented tot he entire County Board for its final approval.

The following waivers were reviewed by the committee for approval, contingent upon the Meal Reimbursement Policy being amended at the May 16, 2001 County Board meeting.

1)Lynn Bass and Deb Taylor have blanket approval to purchase meals in-county for prospective business and tourism clients. They would like further approval to be able to get reimbursed at cost, instead of at the county approved rates. Representative Wells moved to approve this waiver on a trial basis through the end of August. Both Mrs. Bass and Ms. Taylor will need to provide an accounting of the cost of all meals purchased in 2001 at the approved county rate and at the actual cost. The committee will review the matter further at that time to determine if further approval should be granted. Seconded, Lord. Total: 3; Ayes: 3. Motion carried.

2)Deb Taylor goes to several travel shows/conferences a year in larger metropolitan areas where the cost of the meals may exceed the county approved rates. She would like blanket approval for tourism staff to be reimbursed at cost for meals when tourism staff goes to these travel shows/conferences. Representative Wells moved to approve this waiver on a trial basis through the end of August. Ms. Taylor will need to provide an accounting of the cost of all meals purchased in 2001 at the approved county rate and at the actual cost. The committee will review the matter further at that time to determine if further approval should be granted. Seconded, Lord. Total: 3; Ayes: 3. Motion carried.

3)Deb Taylor requested approval for reimbursement of the meal at the Otsego County Chamber of Commerce's Annual Dinner. She feels that it was necessary to attend this function because of the business contacts she makes at the event for tourism. Representative Lord moved to disapprove this waiver. Seconded, Wells. Total: 3; Ayes: 3. Motion carried.

4)Seth Richter requested approval for reimbursement of the meal at the Annual Planning Department's Awards luncheon/dinner. The original approval when the awards luncheon/dinner was established was to pay for the meals of the awardees only. Representative Lord moved to disapprove this waiver. Seconded, Wells. Total: 3; Ayes: 3. Motion carried.

5)Diane Carlton has been asked to assist the Otego Town Planning Board. This board will be meeting several nights a month starting at 6:00 pm. Because of working until 5:00 pm, Ms. Carlton will need to stop for supper on the road on her way to the meeting. She has requested approval to be reimbursed for these meals while assisting the Otego Town Planning Board. Representative Lord moved to disapprove this waiver. Seconded, Wells. Total: 3; Ayes: 3. Motion carried.

There being no further business for discussion, the committee adjourned until Tuesday, June 12, 2001 at 10:00 am.