April 19, 2017
NOT APPROVED
Committee Members Present: C. Crandall, K. LaForge, P.
Curran, D. Fanton, D. Healy, D. Root
Others Present: L. Ballengee, T. Boyde, D. Decker, M.
Gasdik, V. Grant, K. Graves, K. Hollis, R. Hollis, J. Hopkins, G. James, Y.
Marks, T. Miner, D. Rahr, B. Riehle, T. Ross, D. Scholes, T. Shaw, M. Washer,
R. Whitney
Media Present: B. Quinn – Wellsville Daily Reporter
Call to Order: The meeting was called to order at 11:01 a.m.
by Budget Committee Chairman Curt Crandall.
Approval of Minutes
A motion was made by Legislator Curran, seconded by
Legislator Root, and carried to approve the Budget Committee minutes of March
15, 2017.
Sales Tax Report
County Treasurer Terri Ross distributed the 2017 Allegany
County Sales Tax Report reflecting receipts through April 19, 2017, totaling
$5,167,727.80. The year-to-date figures show an increase of $41,955.29 or 0.819
percent compared to last year at this time. Ms. Ross stated right now we are up
$42,000, and still in the black compared to last year at this time. Legislator
Graves asked if there is any reasoning behind us being up. Ms. Ross stated no
rhyme or reason, just good news. Legislator Hopkins asked if the whole state is
up, or just Allegany County. Ms. Ross stated she hasn’t seen the statewide
report yet, but they should get an update soon.
Budget Summary Reports
Office for the Aging
Office for the Aging Director Madeleine Gasdik attended the
meeting and submitted her first quarter budget summary to the committee for
review. Ms. Gasdik stated they are right on track, adding their expenses are
below budget. They anticipated being at 25 percent, but are only at 17 percent.
Ms. Gasdik stated their revenues are down, but explained they have to spend the
money before they can seek reimbursement. Chairman Crandall asked if there has
been time to reasonably analyze some of the adopted budget effects. Ms. Gasdik
stated they are worried about their NY Connects Grant. After receiving the
grant for eleven years, it has been taken out of the Office for the Aging
budget and put into the NYS Department of Health’s budget. Ms. Gasdik continued
that they are hoping they will still give the money to Office for the Again to
run the NY Connects Program, but there are no guarantees. Chairman Crandall
asked if all counties have this program or if it is optional. Ms. Gasdik stated
in order to get BIP (Balancing Incentive Program) funding every county in New
York State had to have a NY Connects Program. Ms. Gasdik thanked everyone who
attended the Public Hearing, and stated it was a very quiet group. Chairman
Crandall stated the brochure from our budget is a nice thing to hand out to them.
Ms. Gasdik added that the brochures have been very helpful to them.
Department of Health
Public Health Director Lori Ballengee attended the meeting
and submitted her first quarter budget summary to the committee for review. Ms.
Ballengee stated they are concerned with the Early Intervention costs, adding
it is up significantly for the first quarter compared to previous years. Ms.
Ballengee continued that because it’s a mandated program, and they have no
control over it, they are concerned that the expenditures will continue to
increase as the year progresses. Ms. Ballengee did speak with the Early
Intervention Director regarding the reason and was told that they have recently
taken in three extremely high needs children from Erie County, and while it may
not be until next year, they should get reimbursed for all of it by Erie
County. Legislator Fanton asked why they would wait an entire year to reimburse
us. Ms. Ballengee stated its New York State and how the program works. Ms.
Ballengee stated they are always a quarter behind on vouchering, so their
revenue will look like there is no money coming in, but they are projected to
fall in line with what was budgeted. Chairman Crandall stated it is important
to keep up with the billing so we keep up with reimbursement. Legislator Healy
asked about the Coroner cases. Ms. Ballengee stated it is what is. There have
been sixteen Coroner cases in 2017, seven of which had autopsies. They have
only sent two to Rochester, but at $2,500 each, it gets costly. Legislator Root
asked who decides where they go for autopsy. Ms. Ballengee stated typically an
investigator, state trooper, or chief of police can authorize whether the
autopsy goes to Rochester or Olean. Legislator Healy asked what the contract
previously was with Rochester. Ms. Ballengee stated $60,000 minimum which
allowed thirty-five autopsies, and anything above and beyond that was paid for
additionally. Legislator Hopkins asked how long we are waiting for autopsy
results. Ms. Ballengee stated she never sees them, so typically does not know
if there is a problem unless one of the police agencies calls for results,
adding it can take over a year. Ms. Ballengee added that it’s a tough budget
item that they have no control over. Ms. Ballengee stated they spent $282,000
less than what they budgeted, but also brought in $94,581 less in revenue,
leaving them $188,000 to the good for 2016. Legislator Graves asked if there is
a reason for the decrease in revenue. Ms. Ballengee stated they drive a lot of
their revenue from Public Health services (fees, fines, environmental permit
fees) so they really are using their best guess, and $94,581 isn’t unusual.
Legislator Root asked how the new WIC building is going. Ms. Ballengee stated
they are doing great, and they love it. They are receiving a lot of referrals
from the medical office next door, and client’s love the location because they
are within walking distance to Giant Food Mart.
Department of Public Works
Public Works Superintendent Guy James attended the meeting
and submitted his first quarter budget summary to the committee for review. Mr.
James stated they are pretty close to projections for both revenues and
appropriations, but he feels they will be better off on the revenue side if
they wait until the end of the second quarter to find out about Solid Waste,
adding they are coming in a little slower than previous years. Mr. James stated
they will need to keep a watch on increasing fuel prices, as that will affect
them quite a bit. Mr. James continued that their road work will be starting
very soon, and they will start to see money leaving; however, based on the
agreement between the Governor, Senate, and Assembly, they will have some extra
money coming in that he plans to present at the May Public Works Committee
meeting. Mr. James commented that Fiscal Manager Yvonne Marks does a great job
at managing their budgets and keeping them on the straight and narrow. Mr.
James stated that he, Ms. Marks, and County Treasurer Terri Ross recently
discussed their Capital Projects, and looking at their appropriations, they are
near $14 million, but also have over $12 million in Capital Projects on the books, leaving them with $26 million that they are involved
in and keeping track of. Mr. James distributed a financial report showing only
Department of Public Works Capital Projects, and stated some of them are always
a work in progress, so any questions should be brought to him to discuss. Mr.
James went on to say between the appropriations and Capital Projects, there are
a lot of things to keep track of, and they aren’t small budget items; they are
millions of dollars. County Treasurer Terri Ross stated these are only the
Capital Projects associated with Department of Public Works, adding there are
other Capital Projects that are not included on the report that was distributed
by Mr. James, and if the committee would like an update, they can provide that
information. Mr. James stated Capital Projects can roll over from year-to-year,
and there are some outstanding that they are deciding on what to do with them.
Chairman Crandall asked if these will land in separate fund balances. Ms. Ross
stated they are in their own accounts which are set up for the life of the
project, and as they near completion, Ms. Ross, Mr. James, and Ms. Marks go
through and decide at year-end which can be closed.
Sheriff’s Office
Sheriff Rick Whitney attended the meeting and submitted his
first quarter budget summary to the committee for review. Sheriff Whitney
stated right now they are good, but it’s hard to tell being the first quarter.
Sheriff Whitney commented that Accountant Randy Hartwick does a good job
keeping track and letting him know if they are nearing any issues. Chairman Crandall
stated Housing Federal Inmates is always an important line item. Sheriff
Whitney stated yes, they are still down from what they normally receive, but
that’s something they don’t really have any control over. Chairman Crandall
stated some of the control is the general operation that you end up in a
favorable position instead of not operating at all, and they suddenly go
somewhere else. Legislator Fanton asked if they ever have inmates they have to
turn down. Sheriff Whitney stated very seldom do they turn down a request to
house an inmate, but sometimes they will turn down an inmate that is really
sick. Sheriff Whitney continued that even though they receive reimbursement,
it’s a lot of work, and there is always the added liability. Legislator Decker
asked if the Transportation of Prisoners and Other Public Safety Income line
items are reimbursements. Sheriff Whitney stated they are reimbursements from
other counties, departments, and/or agencies. Legislator Root asked if they are
all within the County. Sheriff Whitney stated, no, they can come in from
outside the County. Chairman Crandall stated they seem to have a more
reasonable handle on the Jail operations and supplies.
Social Services
Social Services Commissioner Vicki Grant attended the
meeting and submitted her first quarter budget summary to the committee for
review. Ms. Grant stated they are always behind in the first quarter of the
year as far as the bills they get in and with revenues, but they are always
looking at trends and try to determine what to budget, and sometimes they are
right and sometimes they are wrong, but she foresees them doing well with their
budget. Chairman Crandall stated that some of the adjustments that were looked
at last year are continuing to reap savings for them. Ms. Grant stated they do
have a shortage in their Accounting Unit due to two retirements and a medical
emergency, so they are doing some shifting around to try and cover everything,
but their accounting staff is stretched thin. Chairman Crandall asked if they
are covered for the movement. Ms. Grant stated for the moment, but it’s
something they will need to look at.
Legislator Graves asked if we have closed the books on 2016
yet. County Treasurer Terri Ross stated they have not been closed yet; they are
still waiting on a few pieces of information. Legislator Graves then asked if
they have sense on how we will end up and whether or not we have to transfer
any surplus funds to cover budget gaps. Ms. Ross stated we ended the year fine.
The report is due to the state next Friday, and we’ll have the information for
the committee in early May.
Personnel Reports
County Treasurer Terri Ross distributed an updated report to
the committee of the County’s personnel statistics. Ms. Ross stated this report
includes base salaries, overtime, as well as current year budget for 2017.
Legislator Root asked if the report reads correctly in stating that we are down
twenty-five employees so far in 2017. Ms. Ross stated, no, we are actually up
twenty-five employees, but that number also includes seasonal employees, adding
it’s very hard to pinpoint the number of personnel because of the different
scenarios going on. Legislator Graves asked if all of the jobs listed on this
report have an actual employee coming in, working, and receiving a paycheck.
Ms. Ross stated, yes, every job on the report has an actual employee tied to
it. Legislator Graves then asked if there were any positions that were funded
but not filled. Ms. Ross stated, yes, there are some. Legislator Graves asked
if there was a sense of how many. Ms. Ross stated there are some in Social
Services and Public Works, and possibly a few other departments. Some positions
have been approved to be filled; however, we haven’t received any candidates to
fill them. County Administrator Tim Boyde stated as we move forward into next
year’s budgeting process, we’ll want to look at those positions that are funded
but vacant in excess of 8 months to a year and change them to “not authorized
to fill.” We won’t put funding towards them, but instead, will put the money in
Contingency in the event we need to add the position back in. Legislator Graves
asked if there is a formalized process for reviewing positions that are funded
but not filled. Mr. Boyde stated, no, there is not a formal process for
reviewing them. Legislator Healy stated he believed that at one time there was
a process in place. Ms. Ross stated there is no written policy, but at budget
time when department heads list their employees, they are reviewed by Human
Resources, the Treasurer’s office, and the County Administrator. Legislator
Healy stated he was referring to the policy that was established with the
County Administrator which requires him to review all positions before they are
filled. Ms. Ross stated that process is still followed. Chairman Crandall
stated this report brought by Ms. Ross isn’t something that needs to be rolled out
monthly. They would be fine to review it quarterly.
2017 Financial Update
Ms. Ross updated the committee on where we are at overall
through 2017. Our revenues received are currently at 36 percent, we have spent
19 percent in expenses, and we are in good shape with our budget. The committee
discussed changes being made to budget summary reports that are submitted from
Department Heads. Chairman Crandall stated having a one-page report is a goal
they’ve always had because previously we were getting a significant amount of
information that was unlikely to be reviewed in time, adding that these
one-page reports give us what we need to know up front, and if we need/want to
dig deeper we can at a later date. Legislator Graves stated with the volumes of
information they are receiving and reviewing, it would be helpful if all of the
department heads used percentages in their report format.
Adjournment
There being no further business to come before the
Committee, the meeting was adjourned at 11:46 a.m. following a motion by
Legislator Fanton, seconded by Legislator Healy, and carried.
Respectfully submitted,
Meghan Washer, Secretary to the Clerk of the Board
Allegany County Board of Legislators
