COMMITTEE ON BUDGET AND APPROPRIATIONS

MINUTES

MAY 20, 1996

ATTENDANCE:

B& A MEMBERS: Swanson, Wishnie, Delfino, Young, LaMotte, Darcy, Abinanti

OTHERS: C.E.’s Office: Gina Angiulo; Budget Dept.: Joe Phelan, Leslie Bennett, Arthur Vietro, Brian Fitzpatrick; LWV: Jo Brill; CBAC: Barbara Strauss; Legislator Carsky; BOL: Robert J. Boland, Glenn Guzi, Tina Seckerson

Co-Chairs Swanson and Wishnie called the meeting to order at 3:10 p.m.

DISCUSSION: (There is a cassette tape on file for more detailed information):

Minutes: On motion of Legislator Darcy, seconded by Legislator Young, the motion to approve the Minutes of May 13, 1996 was carried by a vote of 6-0. (Legislator Abinanti out for vote)

The Committee will discuss the early retirement program in more detail at a future meeting.

On motion of Legislator Darcy, seconded by Legislator LaMotte, the motion to approve the Resolutions setting the public hearing was carried by a vote of 7-0.

Co-Chair Swanson asked if the $9 million in savings came from the DSS Relief - Aid to Dependent Children Account. Mr. Phelan responded that was where the savings were as the Budget anticipated that the caseload would be greater than it was. Co-Chair Wishnie asked for the balance of money that was expended in this area. Mr. Phelan responded that until this point it is $98 million.

On motion of Legislator Delfino seconded by Legislator Young, the motion to approve the transfers was carried by a vote of 7-0.

1. Transfers from various departments in the amount of $2,240,130:

• County Clerk Land Records:

Overtime Account - hourly $80,877 over

Printing & Office Supplies $86,959 savings

COMMITTEE ON BUDGET & APPROPRIATIONS

MINUTES - MAY 20, 1996

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• Mrs. Swanson asked how the Printing and Office Supplies savings was derived. Mr. Phelan stated that County Clerk had additional funding in the 1995 budget when the 1995 budget was created. He continued that there was some thought at that time that if he went forward with his kiosk system, also included in their budget, that there would be additional expenses for supplies. The whole initiative did not go forward in 1995 therefore the savings were created and he did not spend that money on anything else. A portion was due to the kiosks not going forward as well as the additional funding given for additional forms and supplies for 1995 that did not go forward.
• Mr. Phelan stated that if there are programmatic initiatives that may be connected with revenues or may be connected with streamlining operations, which may in fact save us money, it would be looked at by the C.E. and Budget Department and would make a recommendation to the Board as to what the funding level would be.
• Mrs. Swanson asked what the Printing and Office Supplies budget was originally in 1995. Mr. Phelan stated that it was $112,000. Of the $112,000, $87,000 was saved.
• The overtime incurred was for in-house staff. The part time employees are in the hourly account. The overtime was incurred in filing mortgages and deeds. Mr. Phelan explained that what they do is rather than budget the full time compliment of permanent staff, they try to match the workload with hiring a temporary staff because the work will go up and down. Mr. Delfino inquired as to the volume of mortgages and deeds filed. Mr. Phelan stated that there is quite a volume but there wasn’t an overloading amount of volume during 1995 that would support the use of all these funding. Mr. Phelan explained that the County Clerk did not match up precisely the workload with the dollars spent. That is something the Budget Department is working with the County Clerk for 1996.
• Mr. Abinanti asked for the indicator showing the number of documents that are dealt with for 1995 (actual). Mr. Phelan stated that Budget will provide the actual number for 1995 when they resolve the budget for 1997.
• Mr. Abinanti asked if it was possible to pass the budget transfers and leave out a budget transfer. Mr. Phelan stated that the entire transfer would have to be redone and would have to go back to the 9th floor. Mr. Phelan requested that the Committee not hold up the transfers.
• Mr. Darcy stated that we have a poor forecasting citing the example of the $112,000 budgeted for Printing and Office Supplies of which $87,000 was saved. He further stated that the workload was decreased while overtime was increased by $97,000. He stated that this is poor planning. Mr. Phelan explained that they had projected, throughout the year, the overage in the hourly account and in the overtime account. The planning surrounding the Printing and Office Supplies was not clear therefore the Budget Department, being conservative, projected the higher amount.
• Mr. Wishnie reinstated that the Committee would like to have the analysis of how the money was spent.
• Mr. Phelan stated that the first report for this year indicated that there was a potential overage of $50,000 and the C.E. was writing a letter to the County Clerk asking him to provide more detail on the expenditure pattern. Mr. Abinanti asked that a similar request be made by the Committee.
• Mr. Phelan stated that they have already projected in 1996 a potential overage in the hourly account for this year. The preliminary indication this year is that it is being matched by a corresponding increase in revenues.

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• Mr. Abinanti reminded the Committee that in this department there was a shortfall of revenue of $1.3 million, so the shortfall in this department, while there is no budget transfer necessary, is in fact $1.5 million for 1995. The department is $1.3 million short in revenues and $200,000 over in expenditures. Mr. Phelan stated that this is correct while in prior years the reverse was also true. He continued that there were many years consecutively where the County Clerk’s Office brought in revenues over budget. Mr. Phelan stated that there are cycles.
• Mr. Wishnie stated that it would be appropriate for the Committee on County Officers and Departments, if the Chair of the Committee so agreed, to have the County Clerk come in and explain some of these concerns and how management is addressing these issues. Mr. Delfino requested that a communication from B&A be sent to COD requesting same.
• Mr. Abinanti stated that as this department is run by an elected official it is difficult for the Budget Department to tell the County Clerk how to handle his budget. This is different that other departments when trying to tell a department to change the way they are doing things. Mr. Wishnie stated that while this is a good point Legislators have the responsibility to air those concerns that they find and its up to the department head to deal with them, while no one can order him to do anything.
• General Services: Mrs. Swanson inquired as to what the $157,000 for equipment and replacement was for. Mr. Phelan stated that it is for police vehicles, which are on the reserved list which has been approved by the auditors because they were encumbered in 1995 and therefore liabilities in 1995. There was a special surcharge (an additional six cents) put on the mileage account to build up a fund to start replacing some vehicles. It was established in the 1995. The auditors have approved that transfer and therefore it is before the Committee as a liability against the 1995 budget. The departments were billed the surcharge.
• This is for 19 cars, all fleet vehicles marked with Westchester County on them.
• Mr. Phelan stated that the Committee transfers mean that the department had the ability to save the money on their own.

On motion of Legislator Abinanti, seconded by Legislator Young, the motion to approve the Committee Transfer in the amount of $2,240,130 was carried by a vote of 7-0..

• Mr. Abinanti stated that he is intending to vote for the budget transfers to preserve the creditworthiness of the County of Westchester, but is quite displeased that these transfer did not come to the Budget Committee before they were made. Next year he will not vote for budget transfers again, of this magnitude, after the fact. It should be noted that these are not all technical changes required by auditors, there are some substantive changes that should have been brought to the Committee before the transfers were made.
• Mr. Abinanti asked if it is anticipated that any budget transfers will be coming to the Board during this year. Mr. Phelan responded that this is a difficult question not only for him but for people who in his stead throughout the state. The purpose of their forecast is not to get the numbers narrowed down to the last penny, but to be used as a management tool that indicates potential program that they must begin working on very quickly.

COMMITTEE ON BUDGET & APPROPRIATIONS

MINUTES - MAY 20, 1996

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2. Transfer requests from the Medical Center : in the amount of $3,843,900

• Mrs. Swanson questioned the savings of $2 million on Medical and Lab Supplies. Mr. Phelan stated that the Medical Center installed materials, management and inventory systems which are controlling how that money is being spent.
• Equipment Service and Rental: Savings of $102,000 on an account of $7 million.
• Mrs. Swanson questioned the $3 million in overtime costs. Mr. Abinanti stated that they hired more employees and yet they overspent the overtime budget by $4.2 million. Mr. Phelan stated that they had savings of $1 million.

On motion of Legislator Abinanti, seconded by Legislator LaMotte, the motion to approve the Committee Transfer of $3,843,900 was carried by a vote of 7-0.

The Committee will discuss their concerns further at a future meeting with Medical Center personnel present.

• There was a savings in Health Insurance.
• Mr. Abinanti questioned the large increase in accounts such as Chemicals. Mr. Phelan stated that the Utility account is substantial, approximately $2 million. They were required to switch to a new chemical. Although it worked very well in terms of the byproducts, it was an additional cost to them. The additional cost is offset by the quality of the output.
• Mr. Abinanti asked if the auditors had looked at this. Mr. Phelan stated that they have.
• Mr. Phelan stated that all of the districts closed with a positive surplus at year end.

On motion of Legislator LaMotte, seconded by Legislator Abinanti, the motion to approve the Committee Transfer of $428,378 was carried by a vote of 7-0.

Bond Acts: (The following bond acts were discussed in detail at previous B&A meetings)

9. COUNTY EXECUTIVE: PROPOSED BOND ACT AUTHORIZING THE ISSUANCE OF $2,650,000 IN BONDS - FIRE TRAINING CENTER RENOVATION/MAIN BUILDING EXPANSION. (REFERENCE # 9)

• This is for the classroom expansion.
• Mr. Wishnie stated that a letter from the fire districts recommending that this be expedited had been received.
• Ultimate cost: $3.9; Total already bonded: $950,000 for CAD Room; $200,000 for design.

On motion of Legislator Delfino, seconded by Legislator Young, the motion to approve this bond act was carried by a vote of 7-0.

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6. COUNTY EXECUTIVE: PROPOSED BOND ACT AUTHORIZING THE ISSUANCE OF $1,800,000 IN BONDS - WHITE PLAINS COMPLEX, HVAC EQUIPMENT REINFORCEMENT.

• Mr. Phelan informed the Committee that this is for work at 85 Court Street, 112 East Post Road and part of Michaelian Office Building
• The 19-11 provided to the Committee has not been updated since it was used to prepare the Capital Budget.
• Co-Chair Wishnie inquired as to what paper work is done when there are changes to a project from the original plan. Mr. Phelan responded that changes for 1995 projects would not be picked up until May of 1996 when the department prepares their budget for the next year.
• Mr. Boland stated that he had previously requested updated info(19-11’s) to reflect current status of projects. Mr. Phelan stated that the only existing paperwork on changes would be a marked up (by hand) version of a 19-11 kept by the Planning Department. Mr. Boland stated that the Committee should receive a copy of the marked up 19-11.
• Mr. Phelan said that the marked up version of the 19-11’s are kept by Planning Dept. Mr. Boland stated that the Committee should receive marked up 19-11.
• Mr. Wishnie stated that the Committee is trying its best to expedite these projects and thought that 19-11’s would give updated info that we need as was requested at a previous meeting of the Committee. It was asked if the Committee can receive copies of updated 19-11’s. Mr. Phelan replied that he cannot answer for the Planning Dept.
• The Committee did not take any action on this item pending updated information on the project.

8. COUNTY EXECUTIVE: PROPOSED BOND ACT AUTHORIZING THE ISSUANCE OF $200,000 IN BONDS - AIR CONDITIONING EQUIPMENT CHLOROFLOURO CARBONS, VARIOUS LOCATIONS. (REFERENCE # 8)

• As in the previous case, the information on the 19-11 for this project had not been updated, therefore the Committee did not take any action on this item.

There being no further items for discussion, on motion of Legislator Swanson, seconded by Legislator Young, the meeting was adjourned at 4:10 p.m.