Budget Committee MINUTES OF MEETING October 2, 2017

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1 Budget Committee MINUTES OF MEETING October 2, 2017 Meeting of the Budget Standing Committee of the Chemung County Legislature Minutes of a Budget Committee meeting held in Room 510 of the Legislative Chambers, 5th floor, Hazlett Building, 203 Lake Street, Elmira, New York, on Monday, October 2, 2017 at 8:00 p.m. Members and officials present: L. Thomas Sweet, Joseph Brennan, Kenneth Miller, Brian Hyland, Dr. Neil Milliken, Peggy Woodard, William Fairchild, Aola Jackson, Richard Madl, Rodney Strange, Donna Draxler, Michael Krusen, Robert Dieterle, Michael Mucci, K. Bill Hopper, Steven Hoover, Mark Watts, John Brennan, Andy Avery, Richard Keyser Members excused: John Pastrick, David Manchester, Marty Chalk, Paul Collins The meeting was called to order by the Committee Chair, Donna L. Draxler. There were no questions regarding the Annual Report presented by the Purchasing Department. Motion was made by Strange, seconded by Woodard, and unanimously carried, to re-create one Assistant Public Advocate position. The bid for $3,650 to purchase 242 Birchwood Avenue in the Town of Horseheads presented at a recent online auction (back bidder) was accepted on the motion of Strange, which was seconded by Woodard, and unanimously carried. Motion was made by Woodard, seconded by Strange, and unanimously carried, to award the bid for RFB-1993 Paving of CR #03 Wyncoop Creek Road on behalf of the Chemung County Department of Public Works to the Dalrymple Sand and Gravel Contracting Company, Inc. for $809,000. The final equalization rates for the Year 2018 were established on the motion of Strange, which was seconded by Jackson, and unanimously carried. Motion was made by Jackson, seconded by Strange, and unanimously carried, to authorize the Director of Real Property Tax Services to prepare and extend the tax rolls for the Year The final date for annexing the warrants to the tax rolls was approved on the motion of Strange, which was seconded by Jackson, and unanimously carried. Motion was made by Woodard, seconded by Jackson, and unanimously carried, to authorize an agreement with Systems Development Group on the behalf of the Chemung County Director of Real Property Tax Services. A request was received from the Director of Purchasing to utilize a cooperative bid with Amazon Business offered by U.S. Communities. Mr. Brennan requested a list of the items available pursuant to this contract, and he expressed his concern for the potential loss of sales to local businesses. Mr. Sweet agreed, adding that local businesses need a level playing field to be able to compete. Saving money is attractive, but if local businesses fail the county receives no sales tax revenue. Motion was made by Woodard, seconded by Strange to table this item until the November 6, 2017 Budget Committee meeting

2 Resolution approving agreement with U.S. Communities on behalf of the Chemung County Purchase Director (Amazon Business online market place) to obtain and review additional information on this matter from the Purchasing Director. Mr. Miller asked if the Buildings and Grounds Superintendent had investigated installing a solar-powered water heating system for the Nursing Facility. Mr. Dieterle replied that he had not. The current system needs a new heat exchanger, but the County already installed a co-generation plant at the Nursing Facility reducing utility consumption. The State Health Department requires that the water be heated at three different temperatures depending on use, and it would be too costly to switch out the current system for solar. An agreement with Labella Associates for architectural/engineering services for the replacement of the existing domestic hot water tank at the Chemung County Nursing Facility at a cost of $24,300 was approved on the motion of Strange, which was seconded by Jackson, and unanimously carried. Mr. Miller questioned the work undertaken at the former Mohawk Building. Mr. Dieterle replied that the renovated office space will house the Public Advocate s Office, and it includes the HVAC system, carpeting, lighting, offices, and an elevator. Motion was made by Woodard, seconded by Strange, and unanimously carried, to authorize bonding for $665,237 to cover part of the cost for the Public Advocate Office Relocation Project. The transfers and appropriations were approved on the motion of Strange, which was seconded by Jackson, and unanimously carried. Mr. Brennan asked if the County was going to sell or lease property at the airport to Micatu. Mr. Krusen replied the property is being transferred from the County to the Chemung County Industrial Development Agency (the IDA ). As the County s economic development arm, the IDA has negotiated a deal with a buyer for the former Sikorsky Military Helicopter Completion Center. The IDA will retain the purchase price ($2,800,000 based upon an appraisal), and the County will retain the $1,300,000 Sikorsky left in a fund specified for maintenance of its former facilities at the airport. The IDA will use the funds for future economic development projects. Mr. Miller expressed his displeasure with the IDA retaining the funds. He felt that the County should keep control and only remit those dollars to the IDA on an as needed basis for specific projects. Mr. Krusen replied that the IDA is a part of County government it is the economic tool the County uses and both the County Executive and the Chair of the Legislature sit on that board. The Legislature confirms the appointment of all the members of the IDA. Mr. Miller stated that he had requested and Mr. Krusen had denied him (in an ) the right to see the books for the arena. Mr. Krusen disputed Mr. Miller s recollection of their exchange. He reiterated that the purpose of the IDA is to act for the Legislature. Dr. Milliken asked Mr. Miller what he would have done differently. Mr. Miller replied that Robbie Nichols might be running the arena. He added that no details of those proposals or any of the financial reports have been made available to him. Mr. Krusen advised that all of the IDA s reports, minutes, and audits are available on its website. Mr. Strange stated that the IDA is the economic wing, and the Legislature is not in a position to negotiate deals. Mr. Miller responded that the Legislators are elected to oversee the money. The IDA can negotiate, he added, and the Legislature can hold final approval over the funding. Mr. Madl advised that the Legislature is doing that very thing by this proposed action. Mr. Brennan questioned how much the County has invested in the building being sold. Mr. Hoover replied he would contact the Treasurer to go over the records; however, he is away so it may take a week or more to gather the information. Mr. Krusen added the meetings and business of the IDA are open and transparent. The Board is approved by the Legislature, and the County Executive and the Chair of the Legislature sit on that board. The funding the IDA receives from the County is utilized for economic development purposes. Mr. Brennan commented that the County should be made whole for past expenditures. Mr. Krusen replied that the County Executive is proposing this economic development project Micatu. Mr. Strange questioned how else would the County undertake this work. It is an extension of county government. Mr. Hoover confirmed that the IDA is a component unit in the County s financial reports. Motion was made by Woodard, seconded by Strange, and unanimously carried, to authorize the sale for economic development purposes of County-owned property to the Chemung County Industrial Development Agency for $1.00 (former Sikorsky building Military Helicopter Completion Center, Tax Map Identification Number ). In response to questioning by Mr. Madl, Mr. Hoover explained that after eleven years, an agreement has been reached relative to the Koppers Pond superfund cleanup site, and the County does not have to contribute any additional funds, and may receive a refund once the cleanup is completed.

3 Motion was made by Woodard, seconded by Strange, and unanimously carried, to authorize the Koppers Pond Record of Decision Agreement and the Remedial Design/Remedial Action Consent Decree (U.S. District Court, Western District of New York, USA, Plaintiffs v. Beazer East, Inc., CBS Corporation, Chemung County, City of Elmira, Elmira Water Board, Hardinge, Inc., Toshiba America, Inc., Town of Horseheads, and Village of Horseheads, Defendants. An item tabled at the September 25 th standing committee was forwarded to the Budget Committee for its review and action. Mr. Sweet noted that Mr. Collins had requested information on the safety, integrity, and logistics of the proposed action by the U.S. Department of Agriculture, Natural Resources Conservation Service relative to Dam Site 18 of the Newtown Hoffman Creeks Watershed. Mr. Watts reported that an error was discovered by NRCS, and they have offered to make the repairs. Something was missed in 1978; there is no failure, and clean water is still running. The engineers need to examine the site, and hopefully it can easily be repaired with a slip line. If we do not allow NRCS to do this work, Mr. Watts added, the County will be obliged to undertake and fund the repairs. Motion was made by Jackson, seconded by Strange, and unanimously carried to remove from the table and to subsequently approve an agreement with the U.S. Department of Agriculture, Natural Resources Conservation Service, for the construction of remedial dam repairs under the Watershed Flood Prevention Operations for the Newtown Hoffman Creek Dam (site 18). The meeting adjourned on the motion of Woodard, which was seconded by Strange and carried.

4 Internal Memorandum Date: September 8, 2017 To: From: Thomas Santulli, County Executive Tricia Wise, Purchasing Coordinator Re: Purchasing Report for 2016 Attached please find the Annual Purchasing Report which gives a brief history of the Department for the last year. The Purchasing staff is vigilant and dedicated to saving Chemung County taxpayer money. The information given in this report is only a snapshot of what is accomplished between inquiring phone calls and resolving various problems. Back-up documentation is on file in Purchasing for anyone with questions. Item # 1

5 PURCHASING DEPARMENT ANNUAL REPORT January 2016 to December 2016 By: Tricia Item A. Wise # 1 August 31, Purchasing Annual Report Page 1 of 7 09/08/2017

6 Purchasing Staff Tricia A. Wise, Purchasing Coordinator, appointed 2013 Hazlett Building Jacqueline S. Crowley, Purchasing Assistant, appointed 2003 Hazlett Building Louis A. Spaziani, Purchasing Assistant, appointed 2011 Hazlett Building Priscilla M. Balatgek, Purchasing Assistant, appointed Hazlett Building Jane E. Poliseo, Courier, appointed Central Services, HRC Michelle M. Rice, Courier, appointed 2013 Central Services, HRC Departmental Activities and Responsibilities Purchasing Department Extent of Services Develop and administer purchasing policies for Chemung County and City of Elmira. Develop, prepare, advertise, coordinate, solicit and hold a public opening for bids and proposals for County and City of Elmira. Request quotes for County and City of Elmira. Issue purchase orders for County and City of Elmira. Manage land line telephone services for County and City of Elmira. Manage cellular telephone services for County. Manage print management services for County. Coordinate asset identification. Manage inventory of real property assets. Manage departmental charge-backs (land line and cellular phone services, calendar orders for City of Elmira, equipment maintenance) for County and City of Elmira. Monitor all purchasing and bid processes for compliance to NYS GML 103. Receiving bids, recording vendors, opening and summarizing bids. Accounting for the payment and return of bid security payments from/to vendors. Maintain bid files as required by records management guidelines. Review, verify and approve all office supply orders for the County. Oversee the sale, recycling, or disposal of all surplus equipment for County and City of Elmira. Coordinate on-line auctions for County and City of Elmira. Coordinate computer recycling for County and City of Elmira. Oversee functions of Central Stores Division. Central Stores Division Extent of Services Facilitate in-coming and out-going mail for all County Departments, City of Elmira, and New York State Courts. Maintain a database for tracking product activity for bidding data. Coordinate recycling of County and City used toners. Accept all DSS FedEx and UPS deliveries. Item # Purchasing Annual Report Page 2 of 7 09/08/2017

7 Department Improvements and Changes Made in 2016 Grainger On-Line Ordering The Purchasing Department has been working with Grainger to set up on-line ordering for county departments. This process is similar to the office supply on-line ordering with W.B. Mason. This new process will not only save time ordering but will also assist departments with finding products, streamline orders and approval processes, ensure procurement compliance, and provide reports for managing spending. This new process was implemented in Commodity Code The financial system the County utilizes has an option to enter Commodity Codes within the Purchasing module. These codes have never been set up and utilized previously. Purchasing plans on working with the Treasurer s office to set up these codes and start utilizing them in The benefits of using commodity codes include: o Organize and manage suppliers we do business with o Identify suppliers specific products and services o Track spending o Track MBE/WBE spending New Pitney Bowes Postage Machine The Central Stores postage machine is reaching end of life and will need to be replaced by Pitney Bowes is scheduled to provide a demo for staff in 2016 to plan for this transition. Redesign of Purchasing Website The Purchasing Department has made several revisions to the Purchasing Website. All information has been updated. County has recently entered into an agreement with Revize Software Systems to assist county departments in updating and redesigning their department website pages. Purchasing is ready to take on this task and redesign our department website so that it is more functional and efficient. With the redesign we hope to inform the public on county auctions, purchasing news and FAQ s, available piggyback contracts, how to access bids, bid results, contract awards, W-9 forms, FOIL requests, and M/WBE information. We hope to provide enough information on the website in order to reduce outside phone calls. ing Purchase Orders to Vendors The Purchasing department started requesting information for vendors this year so purchase orders can be scanned and ed rather than mailed. Considerable cost savings can be realized by submitting PO s in electronic format with the reduction in postage and printing paper. Item # Purchasing Annual Report Page 3 of 7 09/08/2017

8 Goals for 2017 Electronic Receipt of Bids At this time, the County and City will not accept bids in electronic format. The Purchasing department is looking into a way to receive bids electronically. This process will be a convenience and cost saving for the vendor as well as the County and City. Computer Recycling The Purchasing Department has been approached by several vendors in regards to selling our surplus computers. Currently, the County recycles surplus computers and there is no revenue generated due to the limited number of computer recycled annually. This is an option that could generate more income for the County. The Purchasing department plans to look into this further in Fixed Asset Module in New World The process for tracking fixed assets for insurance reporting is currently manual. Purchasing is looking into utilizing the New World financial system to automate this process. Scan Bid Documents to OnBase The Purchasing department has recently started scanning all bid and proposal documents to OnBase for efficient electronic document management. This will provide the ability to retrieve the exact documents requested quickly and easily from our workstation through searchable documents. Expand List for Purchase Orders Purchasing has been slowly requesting information for vendors from departments to electronically send purchase orders to vendors. Our goal for 2017 is to have all purchase orders be electronically Electronic Bid Tab Implementing the technology to have the ability to electronically enter bid tabs at bid openings has streamlined this process by eliminating duplicate work. This is the first step to our goal of receiving electronic bids. Automate Janitorial Supply Listing The current process for maintaining a Janitorial Supply Listing for the County and the City is a manual process that creates duplicate work. The Purchasing department is looking into ways to automate this process by using the current New World financial system to track this information for us. Work towards Becoming a World Class Procurement Department - Purchasing staff recently attended a free seminar on World Class Procurement Practices. This class provided common practices of agencies and procurement professionals that are considered World Class. The Purchasing Department is committed to adopting these World Class purchasing practices to achieve this status and continue to add value to the organization. Item # Purchasing Annual Report Page 4 of 7 09/08/2017

9 Summary In summation, the past year has been very busy for the purchasing and central stores departments. We have had staff out on leave in central stores which has briefly interrupted our process. Temporary employees were hired to fill in during this time and have seamlessly provided exceptional service. The Purchasing Department meets monthly and Central Stores meets bi-weekly to discuss inefficiencies and goals. Staff continues to work diligently and coercively to implement positive changes to the department processes to create more efficient and effective service that not only saves time but also money and resources. The following spreadsheet represents a summary of Purchasing services and estimated values. Back-up documentation is on file in the Purchasing Department. Respectfully Submitted, Tricia A. Wise Purchasing Coordinator Item # Purchasing Annual Report Page 5 of 7 09/08/2017

10 PURCHASING REPORT CALENDAR YEAR 2016 Purchase Order Contracts Purchase Orders Processed Bids and RFP's Solicited Contract Renewals Piggyback bids Savings from quotes obtained CHEMUNG COUNTY CITY OF ELMIRA TOTAL NUMBER TOTAL VALUE $ 14,141, $8,953, $5,587, $149, $132, TOTAL NUMBER 1, TOTAL VALUE $ 9,768, $3,500, $139, $446, $27, Telecommunications Land Line Cellular Line Office Supplies Print Management Services CHEMUNG COUNTY CITY OF ELMIRA OTHER OUTSIDE AGENCIES QUANTITY Departments TOTAL VALUE $160, $41, $97, $32, QUANTITY TOTAL VALUE $50, City manages their own 146 NONE QUANTITY TOTAL VALUE $1, NONE NONE NONE 105 City EPD manages Central Stores Division Revenue from Online Auctions Other Revenue from Surplus Postage Usage (charged back) Supplies (charged back) CHEMUNG COUNTY CITY OF ELMIRA OTHER OUTSIDE AGENCIES TOTAL NUMBER Apr-17 Oct Departments TOTAL VALUE $20, $46, $ $137, $ TOTAL NUMBER None None None 16 Departments TOTAL VALUE $0.00 $0.00 $0.00 $11, $ TOTAL NUMBER None None None 2 (NYS Courts & Jail Commissary) 1 1 None TOTAL VALUE $0.00 $0.00 $0.00 $19, $0.00 Item # Purchasing Annual Report Page 6 of 7 09/08/2017

11 PURCHASING REPORT FIVE YEAR HISTORY ( ) Year County Bids and RFP's Contract Renewals City & County City Bids and RFP's Piggyback Bids City & County County Purchase Orders City Purchase Orders Savings from quotes City and County Revenue from Online Auctions Postage Usage (charged back) Land/Mobil Telephone (charged back) Supplies (charged back) Office Supplies Print Mgmt Svcs ,490 1,351 2 auctions Value $6,345, $1,420, $31, $58, $164, $285, $6, $139, $ ,818 1,293 2 auctions Value $8,530, $3,483, $67, $36, $159, $315, $ $174, $ ,620 1,254 1 auction Value $5,009, $3,457, $32, $26, $175, $221, $ $126, $ ,931 1,192 2 auctions Value $6,519, $1,291, $71, $42, $171, $167, $ $99, $26,629.94* ,696 1,274 2 auctions Value $8,953, $3,500, $160,204.35** $116, $168, $161, $ $97, $32, * Print Management Services started in 2015 and this is a partial year, Mar thru Dec. ** Includes savings from City purchases that Purchasing started tracking in Item # Purchasing Annual Report Page 7 of 7 09/08/2017

12 CHEMUNG COUNTY ROUTE SLIP * PERSONNEL REQUISITION Purchasing Annual Report Resolution #: Slip Type: SEQRA status OTHER Explain action needed or Position requested (justification): The attached report summarized the activities, responsibilities and goals for the Purchasing Department. CREATION: Date/Time: Department: 9/8/ :39:44 AM Purchasing APPROVALS: Date/Time: Approval: Department: 9/13/20178:32 AM Approved Budget and Research 9/14/201710:56 AM Approved County Executive 9/18/20172:49 PM Approved Legislature Chairman ATTACHMENTS: Name: Description: Type: Explanatory Memo memo_to_go_with_route_slip_for_2016_purchasing_report.docx Cover Memo 1_-2016_Annual_Report_FINAL.pdf Annual Report Executive Summary Item # 1

13 CHEMUNG COUNTY ROUTE SLIP * PERSONNEL REQUISITION Resolution re-creating Assistant Public Advocate position on behalf of the Chemung County Public Advocate Resolution #: 01 Slip Type: SEQRA status PERSONNEL Explain action needed or Position requested (justification): Re-creation of Assistant Public Advocate position upon the resignation of DB, effective September 20, Re-creation Full-time Salary / Fringe Benefits Civil Service approval required: No Salary/Grade: Grade 8 Range: Budget Account Number: Funds Available? Yes Reinbursment / Federal: Due to: Resignation Reinbursment / State: Due to (Other): CREATION: Date/Time: Department: 9/19/2017 3:23:06 PM Public Advocate APPROVALS: Date/Time: Approval: Department: 9/21/20171:10 PM Approved Budget and Research 9/21/20173:16 PM Approved County Executive 9/25/20172:40 PM Approved Legislature Chairman ATTACHMENTS: Name: Description: Type: No Attachments Available Item # 2

14 SWIS MAP PROPERTY ADDRESS PURCHASER Birchwood Ave Eduardo & Leticiz Resendeiz Item # 3

15 SALE PRICE DELINQUENCY NET GAIN/LOSS Westminster, MD 3, , , , Item # 3

16 FULL VALUE ASSESSMENT 29, Item # 3

17 CHEMUNG COUNTY ROUTE SLIP * PERSONNEL REQUISITION Resolution accepting bid at online auction for the sale of real property acquired through foreclosure proceedings (242 Birchwood Ave, Town of Horseheads) Resolution #: 02 Slip Type: SEQRA status OTHER Explain action needed or Position requested (justification): Approval of the sale of 242 Birchwood Ave. in the Town of Horseheads. The original purchaser of this property in the online auction did not follow through with the purchase. This sale is to the back-up bidder. See attached schedule. CREATION: Date/Time: Department: 9/18/ :35:18 PM County Treasurer APPROVALS: Date/Time: Approval: Department: 9/18/2017 3:49 PM Approved Budget and Research 9/18/2017 4:13 PM Approved County Executive 9/20/ :02 AM Approved Legislature Chairman ATTACHMENTS: Name: Description: Type: 2017_Online_Auction_Results_- _242_Birchwood_Ave.xlsx Sale Summary Cover Memo Item # 3

18 FORM FOR SUBMISSION OF BID FOR RFB-1993 CR03-WYNCOOP CREEK RD PAVING PROJECT P1. CR03 Wyncoop Creek Road, Towns of Chemung, Baldwin and Erin This project begins at the intersection of CR22 (Hogback Road) and proceeds northerly to the intersection of CR04 (Marsh Road) The work includes approximately fourteen (14) intersecting roads. Length Width Tack Coat 5.9-mi 24-ft 7,500 GAL (0.09 gal/sy each application) ITEM QTY UNIT PRICE UNIT BID PRICE (in words) Type 6F Truing & Leveling in place: Type 6F Top Course in place: 4,700 $ ton (In words) 7,000 $ ton (In words) 1. Extended Bid Price for T&L in place: $ (In words) 2. Extended Bid Price for TOP in place: $ (In words) ITEM QTY UNIT PRICE UNIT BID PRICE (in words) Tack Coat 15,000 $ gal (In words) 3. Extended Bid Price for TACK Coat: $ (In words) 4. Extended Bid Price for MOBILIZATION: $ (In words) 5. Ancillary Work as ordered by Owner NEG Field Change Payment Total PROJECT Bid Price (1 thru 6): $ (In words) ADD/DEDUCT for Substitution of an equivalent NYSDOT Approved Warm Mix Asphalt Pavement (subject to approval) (Top) $ per TON Extended Price: (In words) County reserves the right to adjust the pavement limits, modify project schedules and dimensions. No minimum orders Name of Company or Authorized Representative submitting bid Signature of Bidder or Company Authorized Representative Printed/Typed Name, Date END OF SECTION 21 of 35 RFB-1993 CR03-Wyncoop Creek Rd Paving Project

19 CHEMUNG COUNTY ROUTE SLIP * PERSONNEL REQUISITION Resolution awarding bid to Dalrymple Gravel and Contracting Company, Inc. on behalf of the Chemung County Department of Public Works (RFB-1993 Paving of CR03 - Wyncoop Creek Road) Resolution #: 03 Slip Type: SEQRA status CONTRACT Explain action needed or Position requested (justification): This agenda items requests the Legislature review and approve a bid for paving of CR03 - Wyncoop Creek Road. This project was originally scheduled for 2018; due to cost savings on other projects, it was decided to add this work on for completion in Fall of Low bidder for the project is Dalrymple's, with a projected cost of $809,000. The paving limits are from Hogback Road to Marsh Road, for a total of 5.9 miles, assuming the bids come in with a good price. Work is a True abd Leveling course with an asphalt wearing top course. Work must be completed in Please see attached Bid Extract Sheet. Please contact me with any questions. Respectfully, Andy Avery DPW Commissioner Vendor/Provider Dalrymple Gravel and Contracting Co., Inc South Broadway, Pine City, NY Term 11/15/2017 Total Amount Projected $900,000 Prior Amount Local Share 100% - $900,000 State Share Federal Share Project Budgeted? Yes Funds are in Account # CREATION: Date/Time: Department: 9/21/2017 2:55:41 PM Public Works Item # 4

20 APPROVALS: Date/Time: Approval: Department: 9/21/2017 3:06 PM Approved Budget and Research 9/21/2017 4:19 PM Approved County Executive 9/25/2017 2:41 PM Approved Legislature Chairman ATTACHMENTS: Name: Description: Type: CR03_Paving_BID_- Extract_Pages.pdf CR03 Paving Bid - Wyncoop Creek Road Backup Material Item # 4

21 CHEMUNG COUNTY REAL PROPERTY TAX OFFICE 210 Lake Street P. O. Box 588 Elmira, NY TO: CHEMUNG COUNTY LEGISLATURE FROM: THERESA R. MURDOCK, DIRECTOR REAL PROPERTY TAX OFFICE DATE: SEPTEMBER 15, 2017 RE: 2017 FINAL EQUALIZATION RATES Below are the Final State equalization rates for the 2017 assessment rolls for the municipalities in our county. These rates will be used for the School taxes and the 2018 County, Town, and City taxes. MUNICIPALITY RATE ASHLAND 1.53% BALDWIN 1.65% BIG FLATS % CATLIN % CHEMUNG % ELMIRA 97.00% ERIN 74.50% HORSEHEADS 91.00% SOUTHPORT % VAN ETTEN 96.00% VETERAN 81.00% CITY OF ELMIRA 83.00% Item # 5

22 CHEMUNG COUNTY ROUTE SLIP * PERSONNEL REQUISITION Resolution Adopting Final Equalization Rates for the Year 2018 Resolution #: 04 Slip Type: SEQRA status OTHER Explain action needed or Position requested (justification): Pursuant to Real Property Tax Law Section 1212 and 1214, the State has certified the final equalization rates. These rates will be utilized to apportion the 2018 County taxes. Prior Resolution No CREATION: Date/Time: Department: 9/15/2017 2:14:32 PM Real Property Tax Svcs APPROVALS: Date/Time: Approval: Department: 9/18/2017 3:48 PM Approved Budget and Research 9/18/2017 4:11 PM Approved County Executive 9/20/ :47 AM Approved Legislature Chairman ATTACHMENTS: Name: Description: Type: Request for the adoption of final equalization rates ADOPTING_FINAL_EQUALIZATION_RATES_2017.doc Cover Memo Item # 5

23 CHEMUNG COUNTY REAL PROPERTY TAX OFFICE 210 Lake Street P. O. Box 588 Elmira, NY TO: CHEMUNG COUNTY LEGISLATURE FROM: THERESA R. MURDOCK, DIRECTOR REAL PROPERTY TAX OFFICE DATE: SEPTEMBER 14, 2017 RE: EXTENSION OF TAX ROLLS AND BILLS FOR THE YEAR 2018 I hereby request authorization to prepare the TAX ROLLS AND BILLS for each municipality for the year 2018 as required by Law. This is pursuant to Section 900 of the New York State Real Property Tax Law. Item # 6

24 CHEMUNG COUNTY ROUTE SLIP * PERSONNEL REQUISITION Resolution authorizing the Director of Real Property Tax Services to prepare and extend the tax rolls for the year 2018 Resolution #: 05 Slip Type: SEQRA status OTHER Explain action needed or Position requested (justification): Pursuant to Section 1532(4) and Section 906 of the Real Property Tax Law, I am requesting authorization to prepare and extend tax rolls for the year Prior Resolution No CREATION: Date/Time: Department: 9/15/2017 2:22:58 PM Real Property Tax Svcs APPROVALS: Date/Time: Approval: Department: 9/18/2017 3:49 PM Approved Budget and Research 9/18/2017 4:12 PM Approved County Executive 9/20/ :05 AM Approved Legislature Chairman ATTACHMENTS: Name: Description: Type: REquest to extend tax roll 2018 Authorization_for_Tax_Rolls_and_Bills_2018.doc Cover Memo Item # 6

25 CHEMUNG COUNTY REAL PROPERTY TAX OFFICE 210 Lake Street P. O. Box 588 Elmira, NY TO: CHEMUNG COUNTY LEGISLATURE FROM: THERESA R. MURDOCK, DIRECTOR REAL PROPERTY TAX OFFICE DATE: SEPTEMBER 14, 2017 RE: ANNEXING TAX WARRANTS I hereby request authorization to prepare TAX WARRANTS for each of the TAXING DISTRICTS in the County of Chemung for the Tax Rolls prepared for Item # 7

26 CHEMUNG COUNTY ROUTE SLIP * PERSONNEL REQUISITION Resolution authorizing final date for annexing warrants to tax rolls Resolution #: 06 Slip Type: SEQRA status OTHER Explain action needed or Position requested (justification): Requesting authorization to prepare and annex to each tax roll a tax warrant in the form prepared by the Chemung County Office of Real Property Tax Services. Such warrants shall be in the respective amounts authorized to be levied upon each roll. Prior Resolution No CREATION: Date/Time: Department: 9/15/2017 2:33:54 PM Real Property Tax Svcs APPROVALS: Date/Time: Approval: Department: 9/18/2017 3:49 PM Approved Budget and Research 9/18/2017 4:12 PM Approved County Executive 9/20/ :45 AM Approved Legislature Chairman ATTACHMENTS: Name: Description: Type: Annexing warants Authorization_for_Tax_Warrants.doc Cover Memo Item # 7

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28 CHEMUNG COUNTY ROUTE SLIP * PERSONNEL REQUISITION Resolution authorizing agreement with Systems Development Group on behalf of the Chemung County Director of Real Property Tax Services Resolution #: 07 Slip Type: SEQRA status CONTRACT Explain action needed or Position requested (justification): Requesting authorization to enter into an agreement with Systems Development Group. Inc. (SDG) for annual software support hosting plan for Chemung County's Image Mate Online commencing September 1, 2017 through August 31, The cost is $1,200. SDG is our online program where the public can access assessment, inventory, maps, and tax information. Prior Resolution No Vendor/Provider Systems Development Group, Inc (SDG) Term Annual Total Amount $1,200 Prior Amount $1,200 Local Share State Share Federal Share Project Budgeted? Yes Funds are in Account # CREATION: Date/Time: Department: 9/13/2017 3:50:42 PM Real Property Tax Svcs APPROVALS: Date/Time: Approval: Department: 9/18/2017 3:50 PM Approved Budget and Research 9/19/2017 1:27 PM Approved County Executive 9/20/ :47 AM Approved Legislature Chairman ATTACHMENTS: Name: Description: Type: SDG_2018.pdf Agreement SDG Cover Memo Item # 8

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32 CHEMUNG COUNTY ROUTE SLIP * PERSONNEL REQUISITION Resolution approving agreement with US Communities on behalf of the Chemung County Purchasing Director (Amazon Business) Resolution #: 08 Slip Type: SEQRA status CONTRACT Explain action needed or Position requested (justification): The Purchasing Department is requesting approval to complete requirements to set up an agreement with US Communities in order to utilize the Amazon Business awarded contract through US Communities (#R-TC-17006) for the use of on-line marketplace for the purchases of products and services. This is a competitively awarded contract available for municipal use that provides significant cost savings, time savings and better availability of certain items. The contract was awarded January 19, 2017 and ends on January 18, Vendor/Provider Term Total Amount Prior Amount Local Share State Share Federal Share Project Budgeted? No Funds are in Account # CREATION: Date/Time: Department: 8/31/2017 9:34:22 AM Purchasing APPROVALS: Date/Time: Approval: Department: 8/31/20173:48 PM Approved Budget and Research 9/6/20174:09 PM Approved County Executive 9/20/201711:21 AM Approved Legislature Chairman ATTACHMENTS: Name: Description: Type: PGB- 1989_Amazon_Business_Justification_Signed.pdf Justification Cover Memo Memo_Signed.pdf Approval Memo Cover Memo Item # 9

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38 CHEMUNG COUNTY ROUTE SLIP * PERSONNEL REQUISITION Resolution authorizing agreement with Labella Associates on behalf of the Chemung County Department of Buildings and Grounds Resolution #: 09 Slip Type: CONTRACT SEQRA status Explain action needed or Position requested (justification): The Superintendent of Buildings and Grounds would like permission to enter into an agreement with Labella Associates for architectural/engineering services for the replacement of the existing domestic hot water tank at the Chemung County Nursing Facility for a total cost of $24, The Building and Grounds Department has $10,000 available for this purpose, therefore a transfer from Contingency will be prepared for $14,300. Vendor/Provider Labella Associates, D.P.C., 145 Prescot Avenue, Elmira Heights, NY Term 10/10/17-9/30/18 Total Amount $24, Prior Amount Local Share 100% State Share 0% Federal Share 0% Project Budgeted? Yes Funds are in Account # CREATION: Date/Time: Department: 9/22/2017 3:26:38 PM Buildings and Grounds APPROVALS: Date/Time: Approval: Department: 9/22/2017 3:35 PM Approved Budget and Research 9/25/2017 3:36 PM Approved County Executive 9/26/2017 9:29 AM Approved Legislature Chairman ATTACHMENTS: Name: Description: Type: Professional Services for CCNF Domestic Hot Water Heater DOC031.pdf Cover Memo Replacement Item # 10

39 September 22, 2017 VIA Mr. Joseph E. Sartori County Treasurer County of Chemng 320 East Market Street Elmira, New York Orrick, Herrington & Sutcliffe LLP 51 West 52nd Street New York, NY Orrick.com Thomas E. Myers E tmyerss@orrick.com D F Re: County of Chemung, New York Public Advocate Office Relocation Project Orrick File: Dear Joe: In accordance with your request, we are enclosing proceedings of the County Legislature containing a bond resolution in connection with the above matter. If the resolution meets with the approval of the County Legislature, please have it adopted by a super majority vote; that is a vote of at least two-thirds of the total voting strength of the Board As soon as possible after adoption please have the enclosed Notice published in the official newspaper. When available, please furnish us with an originally certified copy of the enclosed bond resolution as well as the printer s affidavit of publication of the Legal Notice of estoppel. With best wishes, TEM/zmt Enclosures Very truly yours, Tom Thomas E. Myers cc: Ms. Linda Palmer (lpalmer@co.chemung.ny.us) Item # 11

40 BOND RESOLUTION At a regular meeting of the County Legislature of the County of Chemung, New York, held at the John H. Hazlet Office Building, in Elmira, New York, on the day of October, 2017, at o clock P.M., Prevailing Time. The meeting was called to order by Legislator, and upon roll being called, the following were present: PRESENT: ABSENT: The following resolution was offered by Legislator, who moved its adoption, seconded by Legislator, to-wit: Item # 11

41 BOND RESOLUTION DATED OCTOBER, A RESOLUTION AUTHORIZING THE PUBLIC ADVOCATE OFFICE RELOCATION PROJECT IN AND FOR THE COUNTY OF CHEMUNG, NEW YORK, AT A MAXIMUM ESTIMATED COST OF $1,500,000, AND AUTHORIZING THE ISSUANCE OF $665,237 BONDS TO PAY PART OF THE COST THEREOF. BE IT RESOLVED, by the affirmative vote of not less than two-thirds of the total voting strength of the County Legislature of the County of Chemung, New York, as follows: Section 1. The renovation of the 2 nd floor at the Mohawk Building to allow for the relocation of the Public Advocate office in and for the County of Chemung, New York, including furnishings and costs incidental thereto, is hereby authorized at a maximum estimated cost of $1, Section 2. The plan for the financing of such maximum estimated cost is as follows: a) by the issuance of $665,237 bonds of said County hereby authorized to be issued therefor pursuant to the provisions of the Local Finance Law; and b) by the expenditure of $834,763 State grants-in-aid. Section 3. It is hereby determined that the period of probable usefulness of the aforesaid specific object or purpose is twenty-five years, pursuant to subdivision 12(a)(1) of paragraph a of Section of the Local Finance Law. Section 4. Subject to the provisions of the Local Finance Law, the power to authorize the issuance of and to sell bond anticipation notes in anticipation of the issuance and sale of the serial bonds herein authorized, including renewals of such notes, is hereby delegated to the County Treasurer, the chief fiscal officer. Such notes shall be of such terms, form and contents, and shall be sold in such manner, as may be prescribed by said County Treasurer, consistent with the provisions of the Local Finance Law. Item # 11

42 Section 5. All other matters, except as provided herein relating to the bonds herein authorized, including the date, denominations, maturities and interest payment dates, place or places of payment, and also including the consolidation with other issues, and also the ability to issue bonds with substantially level or declining annual debt service, hall be determined by the County Treasurer, the chief fiscal officer of such County. Such bonds shall contain substantially the recital of validity clause provided for in section of the Local Finance Law and shall otherwise be in such form and contain such recitals in addition to those required by section of the Local Finance Law, as the County Treasurer shall determine consistent with the provisions of the Local Finance Law. Section 6. The faith and credit of said County of Chemung, New York, are hereby irrevocably pledged for the payment of the principal of and interest on such bonds as the same respectively become due and payable. An annual appropriation shall be made in each year sufficient to pay the principal of and interest on such bonds becoming due and payable in such year. There shall annually be levied on all the taxable real property of said County a tax sufficient to pay the principal of and interest on such bonds as the same become due and payable. Section 6. Such bonds shall be in fully registered form and shall be signed in the name of the County of Chemung, New York, by the manual or facsimile signature of the County Treasurer and a facsimile of its corporate seal shall be imprinted or impressed thereon and may be attested by the manual or facsimile signature of the County Clerk. Section 7. The validity of such bonds and bond anticipation notes may be contested only if: 1) Such obligations are authorized for an object or purpose for which said County is not authorized to expend money, or 2) The provisions of law which should be complied with at the date of publication of this resolution are not substantially complied with, and an action, suit or proceeding contesting such validity is commenced within twenty days after the date of such publication, or -2- Item # 11

43 Constitution. 3) Such obligations are authorized in violation of the provisions of the Section 8. This resolution shall constitute a statement of official intent for purposes of Treasury Regulations Section Other than as specified in this resolution, no monies are, or are reasonably expected to be, reserved, allocated on a long-term basis, or otherwise set aside with respect to the permanent funding of the object or purpose described herein. Section 9. This resolution, which takes effect immediately, shall be published in full in the Elmira Star Gazette, the official newspaper of said County hereby designated for such purpose, together with a notice of the Clerk of the County Legislature in substantially the form set forth in paragraph a of Section of the Local Finance Law. RESOLUTION NO CARRIED BY THE FOLLOWING VOTE: AYES: NAYS: ABSENT: EXCUSED: * * * * * -3- Item # 11

44 CERTIFICATION FORM STATE OF NEW YORK ) ) ss.: COUNTY OF CHEMUNG ) I, the undersigned Clerk of the County Legislature of the County of Chemung, New York, DO HEREBY CERTIFY: 1. That a meeting of the Issuer was duly called, held and conducted on the day of October, That such meeting was a special regular (circle one) meeting. 3. That attached hereto is a proceeding of the Issuer which was duly adopted at such meeting by the County Legislature of the Issuer. 4. That such attachment constitutes a true and correct copy of the entirety of such proceeding as so adopted by said County Legislature. 5. That all members of the County Legislature of the Issuer had due notice of said meeting. 6. That said meeting was open to the general public in accordance with Section 103 of the Public Officers Law, commonly referred to as the Open Meetings Law. 7. That notice of said meeting (the meeting at which the proceeding was adopted) was caused to be given PRIOR THERETO in the following manner: PUBLICATION (here insert newspaper(s) and date(s) of publication) POSTING (here insert place(s) and date(s) of posting) IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seal of the Issuer this day of October, (CORPORATE SEAL) Clerk, County Legislature -4- Item # 11

45 LEGAL NOTICE OF ESTOPPEL The following entitled bond resolution, a summary of which is published herewith, has been adopted on October, 2017, and the validity of the obligations authorized by such resolution may be hereafter contested only if such obligations were authorized for an object or purpose for which the County of Chemung, New York, is not authorized to expend money, or if the provisions of law which should have been complied with as of the date of publication of this notice were not substantially complied with, and an action, suit or proceeding contesting such validity is commenced within twenty days after the date of publication of this notice, or such obligations were authorized in violation of the provisions of the Constitution. A complete copy of the resolution summarized herewith is each available for public inspection during regular business hours at the Office of the Clerk of the Legislature for a period of twenty days from the date of publication of this Notice. Dated: Elmira, New York,, BOND RESOLUTION DATED OCTOBER, Clerk, County Legislature A RESOLUTION AUTHORIZING THE PUBLIC ADVOCATE OFFICE RELOCATION PROJECT IN AND FOR THE COUNTY OF CHEMUNG, NEW YORK, AT A MAXIMUM ESTIMATED COST OF $1,500,000, AND AUTHORIZING THE ISSUANCE OF $665,237 BONDS TO PAY PART OF THE COST THEREOF. Specific object or purpose: Period of probable usefulness: Public Advocate office relocation 25 years Maximum estimated cost: $1,500,000 Amount of bonds to be issued: Other monies: $665,237 bonds $834,763 State grants-in-aid Item # 11

46 CHEMUNG COUNTY ROUTE SLIP * PERSONNEL REQUISITION Resolution authorizing the Public Advocate Office Relocation Project in and for the County of Chemung, New York, at a maximum estimated cost of $1,500,000, and authorizing the issuance of $665,237 bonds to pay part of the cost thereof Resolution #: 10 Slip Type: SEQRA status OTHER Explain action needed or Position requested (justification): Authorize a bond resolution for the local share of the Mohawk Building renovation. The building is being retrofitted with an elevator and the second floor will be remodeled to house the Public Advocates office. See attached bond resolution. CREATION: Date/Time: Department: 9/25/2017 9:08:09 AM County Treasurer APPROVALS: Date/Time: Approval: Department: 9/25/2017 3:15 PM Approved Budget and Research 9/25/2017 3:36 PM Approved County Executive 9/26/2017 9:30 AM Approved Legislature Chairman ATTACHMENTS: Name: Description: Type: (1) Bond Resolution _RES_CHEMUNG_PUBLIC_ADVOCATE_RELOCATION.doc Cover Memo Item # 11

47 CHEMUNG COUNTY ROUTE SLIP * PERSONNEL REQUISITION Resolution authorizing transfers and appropriations by the County Executive Resolution #: 11 Slip Type: SEQRA status OTHER Explain action needed or Position requested (justification): Transfers: $30,000 from Contingency to Regional Economic Development $3,707 from Contingency to Koppers Pond $3, Koppers Pond $85 $6,071 from Contingency to Public Defender/Insurance $3, Public Advocate/Insurance $3,306 $1,500 from Contingency to CCSWCD/Small Equipment $14,300 from Contingency to BG/Contracts $28,916 from Youth/Payroll to Youth/Contracts CREATION: Date/Time: Department: 9/12/20172:58:06 PM Legislature Chairman APPROVALS: Date/Time: Approval: Department: 9/13/2017 8:33 AM Approved Budget and Research 9/14/ :57 AM Approved County Executive 9/20/ :48 AM Approved Legislature Chairman ATTACHMENTS: Name: Description: Type: No Attachments Available Item # 12

48 Item # 13

49 Item # 13

50 CHEMUNG COUNTY ROUTE SLIP * PERSONNEL REQUISITION Resolution authorizing the sale of County-owned property to the Chemung County Industrial Development Agency (former Sikorsky building (Military Helicopter Completion Center); Tax Map Identification # Resolution #: 12 Slip Type: SEQRA status OTHER Explain action needed or Position requested (justification): The County is requesting transferring real property (former Sikorsky building located on Aviation Drive that was know as the Military Completion Center) to the Chemung County Industrial Development Agency for sale to Micatu at the purchase price of $2.8 million. Micatu is a next generation optical sensors manufacturing company currently located in the IST complex in Airport Corporate Park North. (please see attached letter). CREATION: Date/Time: Department: 9/29/ :32:05 AM County Executive APPROVALS: Date/Time: Approval: Department: 10/2/20179:36 AM Approved Budget and Research 10/2/20179:41 AM Approved County Executive 10/2/201710:46 AM Approved Legislature Chairman ATTACHMENTS: Name: Description: Type: Letter to Chairman Draxler Chairman_Draxler_Micatu_9_29_17.pdf Cover Memo Item # 13

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111 CHEMUNG COUNTY ROUTE SLIP * PERSONNEL REQUISITION Resolution authorizing Koppers Pond Record of Decision (ROD) Agreement and the Remedial Design/Remedial Action Consent Decree (US District Court Werstern District of NY (Plaintiffs) vs Beazer East Inc., CBS Corporation, Chemung County, City of Elmira, Elmira Water Board, Hardinge Inc., Toshiba America Inc., Town of Horseheads and Village of Horseheads (Defendants) Resolution #: 13 Slip Type: SEQRA status OTHER Explain action needed or Position requested (justification): Chemung County had been identified in about 2006 as a potentially responsible party ("PRP") in the Koppers Pond superfund cleanup site, and has been participating as an equal 1/7 (14.29%) participant in the Remedial Investigation ("RI") phase since that time. The 2006 consent order provided the PRPs with the opportunity to later negotiate their percentage of responsibility for the costs of the site. To date, the RI phase incurred $1.6M is costs, and Chemung County has paid $228,571 of those costs as its 1/7 share. With the RI phase complete, DEC has instituted a clean up order for the site, which is in the negotiation stage. It is estimated the cleanup costs will be $1.921M. Chemung County has now negotiated a reduced percentage of all past and future investigation and remediation costs for the site. The result of this negotiation is contained in two agreements ("Group Agreement" and ("Remedial Design/Remedial Action Consent Decree") for which Legislative Approval is sought. Appendix A of the Group Agreement contains the negotiated cost to the County pursuant to the negotiated agreement: RI phase: 5.525% ($88,398). The County already paid $228,571, leaving a credit forward of $140,174. Cleanup phase: 5.00% ($96,050, estimated). After applying the credit above, the County is projected to pay nothing further toward the cleanup, and to receive a refund of $44,124 upon the completion of the cleanup. Because the cost of the cleanup is unknown until the scope of work is finalized and the work is completed, the amount of the refund is fully contingent upon those future costs, and will not be credited to the County for several years. CREATION: Date/Time: Department: 10/2/2017 2:53:56 PM County Executive APPROVALS: Date/Time: Approval: Department: 10/2/2017 3:13 PM Approved Budget and Research 10/2/2017 3:19 PM Approved County Executive 10/2/2017 3:26 PM Approved Legislature Chairman Item # 14