Frank Proto called the meeting to order at 2:00 pm.

There were no additions to or deletions from the agenda.

Kathy Luz Herrera made a motion to approve the minutes from the March 12, 2003 meeting, and Tom Todd seconded the motion. Due to a need for clarification of details in the first full paragraph on page 2, the approval of the minutes for the meeting on March 12, 2003 was tabled. Heather Stewart agreed to check the minutes from previous meetings for the scope of the work Welliver McGuire was to complete.

Item 3: REPORTS

a. Chair

Frank Proto noted there were two (2) parts to the Welliver McGuire report and asked that Heather Stewart copy part 2 five times and have them available in the board office for the Committee.

Dooley Kiefer asked if there was anything that the IDA did relevant to the Space Needs and Location Committee. Kathy Luz Herrera stated that there was not and Ed Marx, Planning Commissioner, stated that the focus of the Committee’s work does not have much to do with any of the facilities affected by the downtown development other than parking issues. Frank Proto asked that the Committee receive an update from the Tompkins County IDA once in a while.

b. Executive Session – Real Estate Negotiations

Dooley Kiefer made a motion to enter into Executive Session for the purpose of real estate negotiations, Martha Robertson seconded. The motion carried and the Committee moved into Executive Session at 2:10 pm.

Tom Todd made a motion to exit Executive Session, Kathy Luz Herrera seconded.  The Committee exited Executive Session at 2:45 pm.

Tom Todd noted that many of the decisions depend upon the location of the Health Department and a decision regarding that needs to be made soon.

Item 4: DISCUSSIONS

a. Final Version - County Facility Analysis

The Committee agreed that the content of the County Facility Analysis is accurate.  Dooley Kiefer asked about item II letter G, number 4, Route 13 corridor, and if it was limited to proximity to the city.  Ed Marx, Planning Commissioner, stated that 2 committee members mentioned it at the last meeting however there was no agreement on limiting the Route 13 corridor to areas within or near the city of Ithaca.  Frank Proto mentioned that this is a working document, a guideline that needs to be as broad as possible so not to eliminate any possibilities.

b.  Work Plan 2003

Ed Marx utilized the County Facility Analysis to establish a draft work plan for the Committee for 2003.
Dan Winch commented that the terms listed under item II (Standardize Data) letter D  (Develop Standard Definitions/Factors) were a bit confusing and suggested using the terms Gross Square Feet (GSF), Net Square Feet (NSF) and Net Assignable (NA). Ed Marx mentioned that the terms listed under this item are all the terms utilized by previous consultants.

Frank Proto asked Mr. Marx which individuals would be involved in the process of standardizing definitions/factors. Mr. Marx indicated Arel LeMaro, Facilities Director, and the planning department staff would be involved in that process and they would touch base with the consultants who wrote previous reports on the County’s space needs.

Dooley Kiefer indicated that Item IV (Evaluation of Long Term Space Needs – May to July) letter D (Agree upon working definition of long term needs) was something that needed to be completed sooner rather than later and perhaps it should be moved into Item II. As both sections are scheduled to begin in May, Item IV letter D was not moved into Item II. And they will be done in parallel.  Dooley Kiefer asked what is meant by “long-term” and Ed Marx responded 5 – 10 years.

Ed Marx mentioned some issues that would be best dealt with sooner rather than later (Office for the Aging, Health Department, Records Management).  When Welliver McGuire did the work the square footage used for all the departments was what was needed based on the space use master plan.  The work of Welliver McGuire was geared towards what is needed for each department and not what the County can afford.  The mode now is what the County can afford and what is foreseeable within the next 5 to 10 years.

The plan is always amendable but that should be a conscious process.  Actions should not be taken that are contrary to the plan without first reviewing and amending the plan.  This will prevent investment decisions that are not consistent with the long-range plan for county facilities.

According to Ed Marx, Item V is the meat of the work plan and allows for the comparison of apples to apples and getting all of the factors that need to be considered, considered. Frank Proto asked if there was a place for reaction where an entity does something where the County plans to do something and subsequently impacts the County’s plan. Mr. Marx indicated that there is.

Dooley Kiefer asked who would be conducting the work. Ed Marx, Planning Commissioner, stated that the County would get some outside help for some of these issues and he hopes some planning staff time will be utilized as well as Arel LeMaro’s, Director of Facilities, expertise.

Kathy Luz Herrera made a motion to accept the 2003 Work Plan as amended, Martha Robertson seconded.  The motion passed unanimously.

Tom Todd made a motion to adjourn, Kathy Luz Herrera seconded. The motion passed unanimously.