The meeting was called to order at 2:35 pm.

Dooley Kiefer made a motion to approve the minutes from the May 10, 2005 meeting. Dan Winch seconded the motion. Ms. Kiefer and Ms. Schuler offered amendments.  The minutes were accepted as amended.

Health Department - Comments

Frank Proto asked if there were any comments regarding the report received on the Health Department.  Nancy Schuler asked if a study had been or could be undertaken to determine the scope of employees duties and how it relates to on-site parking needs.  She explained that it may be beneficial to determine if off-site locations for county-owned vehicles, for example at another municipal facility, would perhaps be a logical way to save time and money.  Crystal Buck indicated the initial Health Department report showed a breakdown indicating there are 84 employees and 35 county-owned vehicles.  Nancy Schuler said perhaps Park and Ride options would also be a way to decrease parking demands.  It was noted that employees would still be required to obtain information/supplies/schedule changes on site.  Dooley Kiefer said she liked Nancy's idea and that it may be beneficial for other departments to review as a potential money saver.  Frank Proto said that this idea would be an ongoing discussion that would require a thorough investigation of viability as parking may also be linked to union negotiations.

Alice Cole and Ed Marx indicated they are comfortable with the Health Department Report.

Frank Proto said this topic will be included on the next agenda to enable any additional questions that may arise.

Facilities Capital Fund Program

Arel LeMaro reported $50,000 had been set aside in 2004, with an additional $104,000 this year, $50,000 for the Health Department study and $50,000 for the Center of Government study.  To date, of the $150,000 total, $66,000 has been paid to LaBella Associates with a balance of $84,000 still available for 2005.

Frank Proto inquired if any of the balance could be used for renovations at the Biggs location.  Ed Marx indicated he did not believe so due to the initial project description within the capital program.  He said if a determination to construct a new building is approved it would undoubtedly mean having to make renovations in the old building until construction were completed; would the funds for renovation require a new capital program be developed for Legislative approval?  Arel LeMaro said he believed it would require Legislative approval and stated a recent roof repair required a request from the Contingent Fund.

Dooley Kiefer asked if a study of the possibility of a joint venture between Lifelong and the Office for the Aging could be funded from the Facilities Capital Program balance.  Ed Marx thought it would be possible.

Frank Proto asked if any there was an update regarding discussions with Lifelong; Irene Stein said she will be meeting with them shortly and should be able to report more on the June 22nd meeting.

Center of Government

Executive Session

Frank Proto asked for a motion to enter Executive Session. Dooley Kiefer made a motion to enter Executive Session to discuss real estate matters.  Dan Winch seconded the motion. The Committee entered Executive Session, with City Council member Mary Tomlin, Chair of the City Planning Commission, present, at 2:29 pm.  The Committee exited the executive session at 4:12 p.m. with no action taken.

Timetable for Final Report/Legislative Presentation

Frank Proto said the Committee will rely on Crystal Buck and Arel LeMaro for preparation of the final report/presentation.  He said the original timetable had called for a report to the Legislature in June, with the timetable now calling for the presentation at the second Legislative meeting in July.  He asked what material should be presented and how much preparation would be required in advance.

Greg Potter and Irene Stein left at this time.

Crystal Buck said that once the architect's work was complete the recommendations on an implementation plan would be prepared by staff and approved by the Committee prior to presentation to the Legislature.  Frank Proto said a draft would be required by the July 13, 2005, Space Needs and Location meeting.  Dooley Kiefer felt it was a small window to get the work completed; Frank Proto said he hoped to be able to collapse some of the items into recommendations.  Dooley Kiefer spoke of Committee members who are unable to attend all meetings between the present and proposed time.  Crystal Buck said that she felt the draft recommendations could be in hand prior to the July 13th meeting.

Frank Proto summarized that the timetable will be as discussed, with the draft report approval on July 13th followed by a presentation to the Legislature July 19th.  He also requested that a memo from the Office for the Aging outlining concerns/costs associated with a proposed relocation be provided to the Committee.

Dooley Kiefer inquired whether the 11:30 a.m. meeting time would be possible for Kathy Herrera.  Frank Proto said at the time the meeting was set the other Committee members were available.  In addition Kevin Marren was not available later in the day.

Cost Estimates on Old Library Site Options

Kevin Marren provided cost estimates on the Old Library Site renovation/construction.  He explained how cost per square foot was arrived at for the various categories.  The packet included the overall categories as well as a detailed breakdown of each category.  Kevin noted the estimated cost of renovation versus new construction was very close, with the renovation design providing more square footage.  He said that while there is more space in the renovation design it would also have additional space to heat/cool/sprinkler that would affect long-term operational costs.

Frank Proto asked if the length of time for increased utility/operational costs associated with the additional square footage of the renovated library would equal the cost of a newly constructed structure could be determined.  Kevin Marren said with the renovation new equipment would be utilized, therefore either scenario would have the same equipment efficiency, however there is more square footage for the renovation scenario.  Arel LeMaro will take his historical information on the present building and will develop a formula to provide the estimated costs.  Dan Winch also said a consideration should be made regarding the space efficiencies in a newly constructed building as well, and used the example of time spent going further to get to another department or area.  Ed Marx said it is a qualitative evaluation.  He did not believe there was much difference between the relationship between departments in either design scenario.  Frank Proto suggested the design layouts provided at previous meetings should be reviewed.

Nancy Schuler said that a review should be done regarding the level of renovation, noting that when structures are extremely degenerated it is like a destruct rather than renovation.  If the Old Library is in fact to that point she does not see the value in a renovation.

Dooley Kiefer noted there is a NYSERDA estimated figure lacking within the chart; Kevin Marren said it is eligible for credit and he will correct the chart.  It was also noted the ten percent design figure was for architectural fees associated with each project.

Adjournment

On motion the meeting adjourned at 4:35 p.m.

Next Meeting: June 22nd at 11:30pm

Respectfully submitted by Karen Fuller