Efficiency, Reform and Intergovernmental Affairs Committee

Minutes of the March 12, 2007 Meeting

 

In attendance:

            Committee members:

            Gary Bischoff, Chair               Charles Busick

            Susan Cummings                    Peter Liepmann

            Hector Rodriguez                    Brian Shapiro 

                              Excused: Tracy Bartels     

            Also:

            Legislator Wayne Harris

            John Parete, Commissioner, Board of Elections

            Cynthia Ruiz, Director of Public Transit, UCAT

Cynthia Bell, League of Women Voters         

Tom Kadgen, League of Women Voters

 

Agenda:

            Board of Elections – Commissioner Parete

                        ¥ Status

                        ¥ Election Coordinator Program

            Vote-by-mail – Cynthia Bell

            Indirect Costing – UCAT Director Ruiz

Space Issues – Legislator Harris

            Ethics Board – Legislator Shapiro

            Highway Efficiency – Legislator Liepmann

            Employee Suggestion Plan – Legislator Rodriguez

            Energy Audit – Legislator Liepmann

            Open Meeting Law/Phone Polling – Legislator Shapiro

 

The meeting was called to order at 6pm.

Commissioner Parete began the meeting with an update on the status of new voting machine certification in New York. He informed the committee that there is virtually no chance that new voting machines will be used this year. He advised the committee that the certification process has been further delayed as a result of the federal governmentÕs disqualification of Ciber Alabama, one of the companies contracted to test new voting systems. He continued by expressing a concern, shared by the NYS Election CommissionerÕs Association, that should machines obtain state certification, there will be insufficient time, perhaps two weeks, to evaluate the machine choices, survey public opinion, place orders and train election staff and voters. Commissioner Parete said he would prefer the latitude to hold mock elections in senior citizen centers around the county to gage public opinion.

He then advised the committee that legislation is currently pending in Albany to move the Presidential Primary in New York from March to February which would reduce available training time by two more months. He continued by saying that the standing consent decree between New York State and the Federal Department of Justice could mandate that the first machine to be certified must be used by all counties in the state. Commissioner Parete informed the committee that some election commissioners expressed concern about implementing new voting systems during a Presidential year. Commissioner Parete told the committee that, because the ballot is relatively simple during a Presidential year, he does not foresee any major issues because of the increase in turnout.

Commissioner Parete then moved on to the topic of the Election Coordinator Program (attached.) He told the committee that the ADA accessibility component of HAVA created a number of additional duties, which cannot be managed by current BOE staff or election inspectors. These responsibilities include delivery and setup of cones, handicap parking signs, ramps, doorknobs, etc. at each of the 164 polling sites in the county. Election Inspectors will continue to have their normal responsibilities at the polling site and should be most concerned with making votersÕ experience at the polls pleasant, comfortable and expeditious.

Commissioner Parete continued by explaining that the 30 coordinators, assigned according to one or more county legislative districts, would be responsible for the delivery, set up and return of the aforementioned ADA accessibility supplies, the inspector bags which contain polling books canvas statements and other supplies, etc.  Coordinators would also be responsible for ensuring that election inspectors are called the night before an election, securing substitute inspectors in case of an emergency and generally making sure that things are running smoothly at the polling sites.

Election coordinators would be a paid position that would be charged back to the towns. Commissioner Parete said he has not yet come to an agreement with Commissioner Turco on a salary for the coordinators, but recommends a figure around $1,000 per coordinator or ~$30K to be divided by the 20 towns and City of Kingston. Commissioner Parete expressed his preference that this program be implemented this year to ensure that Ulster County is prepared for the voting system switch in, possibly, 2008.

Legislator Rodriguez asked if this additional charge back to the towns would be seen as an unanticipated expense.

Commissioner Parete replied that the point remains that Ulster County must be ready for the impending change. He pointed out that most of the towns came in under what was budgeted for the 2006 elections. He said he spoke with County Attorney Josh Koplovitz and explained that the current method of charging back the towns is incorrect. It should be done on an ad valorem basis. That said, he feels that the cost burden of running elections should fall to the county but recognizes the countyÕs current budget constraints.

Chairman Bischoff inquired as to when legislative approval for training of coordinators would be needed.

Commissioner Parete replied that trainings for inspectors begin in August and coordinator trainings should coincide. He reemphasized his preference that this program be implemented for the 2007 elections.

Chairman Bischoff thanked Commissioner Parete for his time.

 

Cynthia Bell, member of the Vote-By-Mail Committee, gave a brief summary of the work the committee has done thus far. A plan to study the issue has been developed with specific areas of research assigned to different members of the committee. She pointed out it is the opinion of the committee that should an amendment to the state constitution be required, there is no chance it will happen. Also, the Attorney GeneralÕs office has been contacted for an official opinion on whether a constitutional amendment is necessary. Local attorneys who specialize in constitutional law have also been contacted for opinions. She informed the committee that the Vote-By-Mail committee meets every week and advised the committee that any action would need approval by the State Board of Elections.

Chairman Bischoff asked if the State League of Women Voters had an opinion on the matter.

Ms. Bell replied that the State LWV supports optical scan machines but does not believe that they were asked for an opinion on this.

 

Cynthia Ruiz, UCAT, spoke about the importance/benefit of having an Indirect Cost Assessment done for each department in the county. She advised the committee that applications for state and federal funding require indirect cost analysis, or the cost of services from other departments within the county, be included in revenue reports. A sample assessment from the County AdministratorÕs office was provided (attached.) She mentioned that one of her employees, Ms. Mary Howard, is responsible for developing the method of establishing indirect costs for UCAT, and could perhaps come up with an ÒIndirect Costing for DummiesÓ template that could help other departments get started.

 

MOTION by Legislator Liepmann, 2nd by Legislator Rodriguez: To have Legislator Liepmann initiate a dialogue with the County Administrator regarding the implementation of indirect costing assessments in all county departments.

MOTION PASSED UNANIMOUSLY

 

Legislator Harris spoke next, at the committeeÕs request, about space issues regarding the Persen House and 1 and 17 Pearl Street. He advised the committee that Òuses reportsÓ are now located in Victor WorkÕs office if anyone would like to review them. He also shared with the committee a Òleased office spaceÓ document that lists square footage, etc. of the various county owned buildings. He continued by saying that $1.8 million has already been invested in the Persen House for restoration only. There is still extensive renovation work that needs to be done to the interior before the building can be used. In regard to 1 and 17 Pearl Street, he informed the committee that he met with Lee Ready to determine whether Cornell Cooperative Extension would have adequate space to move into those buildings. The relocation of other departments to 1 and/or 17 Pearl was also considered.

Legislator Shapiro complimented Legislator Harris on the good work done by the Public Works Committee, but suggested that perhaps a blue ribbon committee could be formed with legislators and space/planning experts to examine the issue further and report beck to the legislature with recommendations. He reiterated that Public Works has done a great job, but that this is an immense task and the committee already has their hands full.

Chairman Bischoff commented that the Persen House has been an issue for quite some time and that there is no real solution at the moment.

Legislator Shapiro suggested the committee invite Legislator Berardi to the next meeting to discuss the matter further.

Legislator Harris was thanked for his time and left the meeting at 7:14pm.

 

Next on the agenda was an update on the Ethics Board from Legislator Shapiro. He informed the committee that the BST Audit Group has been looking into the ethical relationship for legislators who are involved with county vendors. The Board of Ethics is putting together recommendations that will be combined with those of the BST Audit Group.

 

Legislator Liepmann spoke briefly on Highway Efficiency. He spoke with four highway superintendents on the matter and described their reaction to consolidating services under the county as both intrigued and appalled. 

Chairman Bischoff reminded the committee that there was a lot of push back from highway superintendents and other elected officials during earlier meetings.

Legislator Cummings informed the committee that Senator Bonacic has received resolutions from a couple of towns opposing a similar state initiative.

 

Legislator Rodriguez gave an update on the actions of the Employee Suggestion Sub-Committee. See attached. He added that the resolution to implement the Employee Suggestion Program has been in the Personnel Committee for two years. During that time some issues with unions were mitigated. Legislator Rodriguez said he hopes that committee will pass the resolution on March 22, 2007.

Legislator Busick commented that he had been previously advised by the County Auditor that taxpayer dollars could not be given away for this type of initiative. He suggested that the award money could be given to a organization or charity on behalf of the winner.

 

Legislator Liepmann then gave a brief summary on the Energy Audit. He said that there could easily be savings from the first day. Legislator Liepmann said that Central Hudson would do an energy use audit free of charge.

Legislator Busick commented on waste from leaving heat/air conditioning on 24/7 for a 40-hour workweek.

Legislator Shapiro said that he has been talking to NYSERDA in conjunction with the energy czar proposal. He said they would also recommend auditors if asked.

 

Legislator Shapiro shared a resolution (attached,) ÒConfirming Ulster CountyÕs commitment to the New York State Open Meetings Law in Regard to ÔTelephone PollingÕ.Ó He advised the committee that he spoke with Bob Freeman, Director, NYS Committee on Open Government, who informed him that recent case law reaffirms the no phone polling policy.

 

MOTION by Legislator Shapiro, 2nd by Legislator Rodriguez: To pass the ÒConfirming Ulster CountyÕs commitment to the New York State Open Meeting Law in Regard to ÔTelephone PollingÕÓ and send on to the full legislature for action.

MOTION PASSED UNANIMOUSLY

 

MOTION by Legislator Cummings, 2nd by Legislator Shapiro: To approve funding for Ulster County Board of Elections Commissioners and Deputies to attend the State Board of Elections Annual Conference from April 30 to May 2 in Syracuse, New York. 

MOTION PASSED UNANIMOUSLY

 

Legislator Liepmann inquired as to the possibility of having the Clerk of the Legislature maintain a more comprehensive calendar that could be viewed online and would reflect last minute meeting location changes, etc.

 

 

MOTION by Legislator Busick, 2nd by Legislator Liepmann: To adjourn the meeting at ~8:20pm.

MOTION PASSED UNANIMOUSLY

 

 

 

Respectfully submitted,

 

 

 

Jay Mahler