The meeting was called to order at 3:00pm.
Kathy Luz Herrera made a motion to approve the minutes from the August 25, 2004 meeting. Nancy Schuler seconded the motion. The minutes were approved unanimously.
The Committee reviewed the Scope of Services and the Fee Letter from LaBella.
During the review of Stage I, the question of who would participate in the preliminary planning conference was asked. It was determined that Tompkins County staff and LaBella staff would participate in this conference. Dan Winch requested that the list of activities be well defined to aid in the elimination of change orders later on.
Dooley Kiefer asked what was meant by criteria and who will approve the criteria. Crystal Buck, Planner, stated that staff would approve the criteria provided it was not an item that needed the committee’s attention. The criteria will be based upon the space standards and stakeholder considerations (staff present in office for half the day). It was decided that the criteria would be something that was to be reviewed with the Committee.
Regarding building tours and interviews with appropriate personnel, the department head is to be notified when someone is coming in and they are to inform their staff. Labella staff must have ID indicating they work for Labella to enter the buildings. Alice Cole, Public Health Director, requests that when they tour the Health Department she or Brenda Grinnell-Crosby tours with them.
Dooley Kiefer asked what was meant by the term County in “Follow up review meeting with County to present findings and review preliminary space schematics”. Arel LeMaro, Facilities Director, stated that County means the Committee or the Legislature. Frank Proto suggested that a progress report would be due at each meeting once the committee was meeting again on a regular schedule and if other meetings are necessary they will be scheduled.
Looking at Stage III the question arose of who was the Master Plan committee. It was determined that was the Committee and the appropriate change would be made to the scope of services. Changes regarding the deliverables were also requested. The Committee asked that 10 hard copies be provided as well as a digital copy in the event that additional copies were necessary.
Stage IV section1B asks for the preparation of recommendations for building and site systems, materials and features with a focus on renewable resources and “green” building technologies. The Committee has asked that both life cycle and initial costs be included in these recommendations.
Review of Stage V has produced a change in the order of items. Item 1 is moved to item 3 and item 3 is moved to item 1. Ed Marx, Commissioner of Planning, was asked to speak with Thys Van Cort, City of Ithaca Director of Planning and Development, and keep him informed about the County’s plans for downtown office space.
Discussion of Stage VII resulted in a request to consider an application for variance if the option requires or is enhanced by one and Labella clearly identifying when information would be brought before the Committee.
Kathy Luz Herrera made a motion to approve staff negotiations with Labella with the clarifications in the scope of services. Nancy Schuler seconded the motion. The motion passed unanimously.
The meeting scheduled for October 13, 2004 has been cancelled.
Next Meeting: November 10, 2004
The meeting adjourned at 5:00 pm
Respectfully submitted by Heather Stewart.