Call to Order

 Chair Proto called the meeting to order at 2:05 p.m.

Additions/Deletions to Agenda

 There were no additions to or deletions for the agenda.

Chair Report

 Chair Proto received a request from members of the Committee to hold the Committee meetings at the Courthouse Conference Room Location.  It was agreed that this was acceptable to the Committee.  All meetings of the Committee with the exception of the November 12, 2003 date will take place in the Courthouse Conference room.  The November meeting will be in the Scott Heyman Conference Room.

Approval of Minutes from February 12, 2003 and February 18, 2003

 MOVED by Ms. Robertson, seconded by Mr. Todd, and unanimously approved by voice vote of members present to accept the minutes of February 12, 2003 and February 18, 2003 as amended.  Committee members requested that the job title and/or the department of staff members and guests be listed as well as their names.

Executive Session

 MOVED by Ms. Herrera, seconded by Ms. Kiefer, and unanimously approved by voice vote of members present to enter into Executive Session to discuss property negotiations.  The Committee entered Executive Session at 2:13 p.m.

 MOVED by Ms. Robertson, seconded by Ms. Kiefer to exit Executive Session and unanimously approved by voice vote of members present.  The Committee exited Executive Session at 2:21 p.m.

Complete Review of County Facility Analysis

 Mr. Marx spoke to the Committee about the Item No. IV. Analysis portion of the Comprehensive County Facility Analysis and the need to standardize information received in order to allow for a more accurate comparison of data received.  He felt that it is important for the County to define the terminology and request that any consultant utilize the definitions when completing work for the County.  Mr. Marx also stated the need to determine long-range planning options for buildings in order to determine the length of time required for County use, the future needs of the building and occupants, and other factors such as the best use of parking areas.

 Mr. Marx discussed previous analyses completed by several purveyors and noted that due to the lack of consistency in terminology and the way each viewed particular areas that there was a variable of between ten to fifteen percent of total space.  He stressed that for this reason it is extremely important to use standardized measurements.  A brief discussion took place regarding Welliver McGuire’s report, which started the standardization process but didn’t complete it. Since there may still be funds left in that contract, it was suggested that Welliver McGuire be asked to complete this process.

 Mr. Proto commented on the importance of staying in touch with other departments such as the jail or others when undergoing possible facility expansions as it may have a direct bearing on other programs as well.   He also discussed the possibility of being able to utilize technological improvements to enable communication between various departments and thereby eliminating the need to be housed in a single location.  The third item Mr. Proto discussed was to take into consideration the needs of a particular department, noting that changes may be required as a result of Federal and State mandates that drive the needs of a department.

 Mr. Todd said he felt many questions would be clarified once a determination of the Health Department's physical location is made.  Mr. Marx agreed that this matter deserves to be prioritized when reviewing space needs.

 Ms. Kiefer said she reviewed Item No. IV, Analysis Portion of the County Facility Analysis and not seeing anything to be added/amended feels should be accepted.

 A brief discussion followed, during which revisions were made to Item No. IV.  Analysis section.  Members of the Committee indicated that the COMPASS survey undertaken by the Human Services Coalition may be able to provide some insight to a variety of areas such as child/elder day care needs, transportation issues, etc.  Ms. Robertson spoke of the tendency of employees to seek employment near their place of residence and how this may be a factor in a change of location.  Members of the Committee felt it was important to have conversations with the Health Department staff to receive input on a possible relocation in the future.

Items to be added to Item No. IV.  Analysis section are telecommuting, care giving, emergency transportation for staff, Flex-time, record storage/management, and common-use areas such as mechanical rooms, etc.

MOVED by Ms. Kiefer, seconded by Ms. Herrera and unanimously approved by voice vote of all members present to accept the section entitled IV.  Analysis of the County Facility Analysis as amended. Mr. Marx will provide the Committee with a clean copy of the revised document.

Tompkins County Comprehensive Plan

 Mr. Marx provided a schedule for the plan.  He reported at the present time the County is in Phase II of the Plan, outlining the Objective, and receiving approval of the Statement of Purpose and Outline by Planning Advisory Board and Planning, Development, and Environmental Quality Committee.  It is hoped that this portion of the project will be completed by the end of April or early May.  The balance of the year will be spent developing the draft plan that will then be presented to the public for their review.  When asked what the role of this Committee is with the Plan, Mr. Marx explained that the plan is interdisciplinary in nature and will relate to the appropriate committees as needed.  He sees this Committee becoming involved in any area that may encompass facilities.  Upon completion and acceptance of the draft plan by the Planning Advisory Board the plan would then be presented to the full Board for consideration.  In response to an inquiry from Mr. Proto, Mr. Marx indicated that at completion of each step of the plan the public will be invited to review and provide input.

Ms. Kiefer asked about the item listed under Objectives that referred to the focus of plan and whether a final determination had been made. Mr. Marx said there is not a conclusion at this time and that Phase II will assist in the completion of this item. Ms. Herrera inquired about the Intermunicipal Officials Association’s Planning Committee and Mr. Marx said it has been formed, with two representatives from each town and the city.  The City members are Joanne Cornish and Paulette Manos; the Town of Ithaca is sending Fred Wilcox, Jonathan Kanter, and Mary Russell.

A brief discussion took place about the need to stay abreast of decisions made by other businesses in the community that may affect the overall plan.  Mr. Proto used as an example how a change in a bus route from Tompkins Consolidated Area Transit could have an impact on how individuals seek and maintain transportation to their place of employment.  In response to a question from Ms. Robertson, Mr. Marx indicated that the main group is the Planning Advisory Board but the Planning, Development and Environmental Quality Committee must also ratify the Comprehensive Plan.

Discussion of Short/Long-Term Issues

Records Management

 Mr. Proto raised the question of records management, noting K. Smithers and A. Lemaro’s work, and the huge number of DSS records. Ms. Kiefer asked if there is a current subcommittee or staff team looking at the County’s overall needs in this area.
 
A brief discussion took place regarding records retention.  Several variables were thought to be pertinent with regard to the records such as length of time required to maintain a record, the ability to duplicate particular records for storage purposes, the willingness of a department to allow a record to be moved to a separate location, etc.   It was noted that Aurora Valenti, County Clerk, is the official records manager for the County, and that historical records should be treated differently from day-to-day records. Someone suggested that the Town of Ithaca might have additional storage space available below the Post Office. Mr. Marx will review with the various departments what their needs/requirements are in order to determine the best course of action to take with regard to records retention.  Ms. Kiefer said she was glad Mr. Proto brought this up; she still thinks the concept of using the old library as a possible location for a records research facility has merit.

State Standardization in Construction

 Mr. Winch brought to the Committee attention the existing construction standards developed by the State University Construction Fund.  He recommended they could be utilized to provide the construction standards for the County when undertaking new construction projects.  Although it was noted that State requirements may vary from the needs of the County, it would be a good base from which to work.  It was noted that Tompkins County’s Jeannie Boodley had developed a list of County standards that was used with the HSB. Mr. LeMaro and Mr. Marx will look into the matter further and bring it back to the Committee for possible inclusion under the Next Step category.
 

County Office for the Aging

 Mr. Proto indicated that there is a current need to review the space needs of the Office for the Aging Department and asked whether Ms. Stein, Director, should be called upon to provide information to the Committee.  Mr. Marx indicated that he has the basic needs information and has been looking for a suitable location for the Department in existing buildings and is finding it a difficult task.  He said that the Department would like to remain in the general proximity of the courthouse and he has not been able to locate a suitable long-term space.  He said he has not been able to find a space that is adequate in size, handicap accessible, in the location desired.  He is continuing to look as availability of structures changes all the time.  Mr. Todd asked if the State court system would take over the space currently occupied by the Office for the Aging and was told that was the desire, as it would satisfy the needs of the court system at this time.  Ms. Kiefer said although Ms. Stein would like to not have to relocate the department more than once that may not be feasible.  Ms. Kiefer said she feels it is important to have someone continuously review availability of office space on a regular basis.  She noted the need for space for the Community Justice Center, too.  Ms. Herrera asked if there was detailed information outlining the needs of the Office for the Aging, noting that she was aware of the anticipated increase in the need for services through this department as a result of the aging of baby boomers.  Mr. Marx said he would like to develop a work program to present to the Committee in the future that would outline the priorities.

 A brief discussion took place regarding the specific needs of the Health Department and the Office for the Aging.  Mr. Marx indicated that much of the information on needs is contained in the Welliver McGuire report.  Mrs. Schuler felt that it would be worthwhile to determine a count of staff working between the hours of eight to four and those working from nine to five, as well as how many of the staff are in and out of the building throughout the day, and how many are in the field throughout the day.  She also asked how many clients are in the building for clinics as well.

 Mr. Proto reviewed information detailed during the meeting and noted that Mr. Marx will start preparing a work plan to develop/review space needs for County Office for the Aging, information on Records Management will be obtained, answers to the questions regarding Health Department requested by Mrs. Schuler will be obtained, and Mr. Marx will review information to determine what work can be completed by present staff and what may need to be contracted out, along with the availability of funds.

Adjournment

 On motion the meeting was adjourned at 4:16 p.m.