Present:   P. Penniman, Vice Chair, R. Booth, M. Robertson, G. Totman

Excused: B. Blanchard, Chair

Guests:  L. Shurtleff, Emergency Response; J. Wood, County Attorney; M. Shakarjian, 
Administration; E. Marx, Administration Representative; R. Flynn, Fire Chief's 
Association; M. Varvayanis, Dryden; R. Steinkamp, Ithaca Journal, K. Fuller, 
Staff

Call to Order

 The meeting was called to order at 2:36 p.m.

Public Safety Communications Center

 Mr. Shurtleff reported to the Committee that thirty-six bids had been received in the four categories for the project.  At this time it appears to be very competitive with overall totals for the  bids between 2.2 and 3.1 million dollars.  The purchasing department is reviewing documentation for compliance with the bid.  He also said that at this time preliminary steps are being completed to enable groundbreaking in March 2003 and there are no delays anticipated in receiving all necessary permits.  As the bid review process should be completed within the next two weeks it was requested to hold a special meeting on February 18 to award the bid.  This meeting will take place at 2:30 p.m. in the Scott Heyman Conference room.

 Mr. Whicher spoke of the need to determine a hiring preference for construction manager.  He said that three choices are possible:  utilizing present staff, hire the services through the architect, or to hire an independent individual.  He asked that members provide input in this matter.

 Next, Ms. Shakarjian reviewed the timeline presented to Committee members, noting the significant dates in order for the project to reach completion and occupancy by the end of the year.  She explained the need to coordinate the various aspects of the project in order to allow a smooth transition period when moving the operations from the present location.  Questions asked by members about the cutover to the new system, particularly regarding the continuity of services were answered by Mr. Shurtleff.  He said the existing and new systems shall run concurrently for a period of time to ensure coverage for the County and it would require manning both buildings for a period of time.

 Other discussions by Committee members regarding this project included the bid process for the State-wide Network.  Members inquired whether it appeared that the proposed County system was still compatible with the proposed State system.  Mr. Whicher said that the SWN RFP received 4 bids by two consortiums (2 bids each). Motorola is the prime for one consortium and MaCom is the other.  The State has three months to review and evaluate the bids prior to a decision. The County is still seeking an MOU and it is anticipated that discussions will continue in a favorable manner with the State.  Mr. Wood said that while the communication system itself will be compatible, there is the potential of disparate  tower siting  between the County's and the State's designs and that is an area to be reviewed.  Presently there is a need to upgrade critical tower sites, and coordinate the use of these sites with the State.  When asked if the State was concerned at the number of bids received, Mr. Wood said that the bids received were consistent with bids received in other states in that there are two major companies that compete for the market.

Public Safety Communications System

 The Committee continued the discussion of Phase I that includes console installation and temporary microwave link to guarantee continuity of service.  The contracts for this portion of the project are completed and signed.  Work will be required to be completed at both the 911 location and the Mt. Pleasant site in order to have the equipment operational within the timeline set.  It is clear that the infrastructure requires upgrades and repair.  Within six months it should be clear whether the State Wide Network will proceed and with what type of technology.  At that time more details will be worked out regarding potential placement of towers for emergency communications in the County.

 It is anticipated that by June 2004 either Phase II of the project or the upgrades on the current system will proceed. Mr. Shurtleff feels that we could build the microwave portion within a year of signing the contract.  It would require at least a year to develop a thorough plan for the upgrades or new infrastructure construction. 

Paging System Activity

 Mr. Shurtleff provided a report of the recent weather-related difficulties associated with the 911 system, noting that the emergency generators that were purchased in anticipation of Y2K assisted in maintaining the communication systems.  He provided a diagram and explained how the system relays the communications and how the current back-up of communication operates.  Mr. Shurtleff expressed a concern that the generators may need to have additional covering provided to keep out moisture.  It appeared that during the ice storm in early January, the heat of the generators melting snow on the exterior of the equipment resulted in some equipment failure due to power surges and ice build-up.  There was a brief instance where  the paging system was down, although the exact cause of the break in communications was not determined.  He said it may have been caused by a brief interruption  at the main communication link in downtown Ithaca or at the Ithaca College location.  Mr. Shurtleff  said that the proposed system  eliminate  interruptions, as it is intended to broadcast to all areas simultaneously. This would  eliminate system  failures as each tower would  provide overlap in the broadcast areas. 

Mr. Shurtleff said that in order to get 95% in-buildng coverage, we will need eight sites in the County, with towers of about 150' - 180' to support the needed equipment. The Durfee Rd. lease in Danby will expire in about a year. The paging system will need the new tower on Brown Rd. and an upgraded tower on Mt. Pleasant. Staff is working with the Town of Dryden on plans for the Mt. Pleasant tower. In the short term, covering the generators at each tower, at least in temporary shelters, should be a priority.

 Mr. Shurtleff commended all those who assisted during the period of this emergency, saying that many of the sites required extra support to regularly monitor and maintain generators and power at the tower sites.
 

Department of Transportation Relocation

 Mr. Marx updated the Committee on the continuing efforts to seek and obtain the site for the Department of Transportation relocation.  At the present time a potential site has been located and negotiations are proceeding regarding price, requests for water and sewer services, etc.  At the present time, the property being considered would require approval to extend a water line to the site.  Mr. Wood, County Attorney, is looking to secure an option for this property.  Mr. Totman asked Dryden Supervisor, Mr. Varvayanis, if this scenario is acceptable to his Board and was informed that to his knowledge it is.  Mr. Wood then explained that by the County assisting in the relocation a potential two million dollar grant from New York State has been promised by Senator Seward for the construction of the facility. 

 It was MOVED by Mr. Totman, seconded by Mr. Booth and unanimously agreed by members present, to proceed with the purchase option on the site mentioned, and further approved and unanimously agreed to review and assist in obtaining approval for a water line to the property.

 It was MOVED by Mr. Booth, seconded by Ms. Robertson and unanimously approved to proceed into an executive session to discuss legal matters.

Adjournment
The regular meeting adjourned at 4:10 p.m.

Respectfully submitted, Karen Fuller, Deputy Clerk.