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

Staff:  L. Shurtleff, Emergency Response; M. Shakarjian, Administration; S. Whicher, Administration; K. Fuller, Recorder

Other:  D. Kiefer, Board Representative (2:39 p.m.)

Changes to Agenda

 The following items were added to the agenda:

1. Summary of Phase I of Public Safety Communications Center
2. Report on Building Project responsibilities

Chair's Report

 A brief discussion took place about the name being utilized when discussing the building project.  It was determined that it will be referred to as Department of Emergency Response (911 Center).  This title will appear on each agenda for the Committee.  

 Ms. Blanchard said she did not have a formal report.  She did inquire whether any information was available on legislation being sponsored by Assemblyperson Lifton.  Mr. Whicher said that the legislation provides additional funding as a result of the surcharge being collected at the state level.  

Approval of Minutes of January 29, 2003

 MOVED by Mr. Booth, seconded by Mr. Totman, and unanimously adopted by members present, to accept the minutes of January 29, 2003 as amended.

Plan B Microwave System

 Mr. Shurtleff provided members of the Committee with a detailed presentation of an alternative plan for the County microwave system taking into account that State Wide Network decision is a ways off and Tompkins County and New York State have different fiscal structures.  This plan was developed not only as a backup in the event that the initial proposal to develop the system in cooperation with the State Wide Network did not come to fruition, but also to provide upgrades to the system that are necessary in order to maintain continuity of services.  Mr. Shurtleff explained how the plan was developed, seeking common areas among the three proposals in hand at the present time.  He reviewed how the system presently operates, what upgrades are necessary at the present time, what would be required to construct in order to maximize the paging systems used throughout the county, and the logistics of each required phase.  

 He identified problems and vulnerabilities.  Some areas that underscore the need for the upgrades at this time are problems of reliability, the loss of licensure for particular radio frequencies (some are subject to recapture), the need for new construction of the shelters at sites to properly protect and maintain equipment, new tower construction to properly utilize new microwave technology, the ability to simulcast information to ensure maximum range of a signal in the event of an emergency, and security factors were some of the reasons provided.  Mr. Shurtleff said that individuals involved with the various emergency services throughout the County do not necessarily work in their townships and need to be reached at any location throughout the County.

 He recalled the 1999 solution was to re-build the microwave system at $5 million dollars; 1997 Dutch Hill said a totally enhanced and upgraded system would cost $8 to $12 million dollars.  Two years ago we focused on dealing with the urgent paging needs and United Radio had suggested new.

 Mr. Shurtleff suggested that what be done is to find the common sites that will service the area, regardless of the final determination of Plan A I or Plan B.  He feels that sites that can be upgraded or utilized are Connecticut Hill, Mt. Pleasant, Sincerbaugh Road, Walker Road, Ithaca College, the present 911 Center, Irish Hill, Northeast Danby, and Podunk Road.  Mr. Shurtleff said that the recommended maximum height of 180 feet allows for twenty-foot antennae and therefore is under the 200 foot mark that would require lighting on towers.  He stated that these nine sites plus the 911 Center would reduce the number of towers from 14 and provide at least the same coverage or in some areas improve coverage.  

 Mr. Shurtleff said that the costs associated with the site development providing improved shelters, improved towers, building structure, preparation work, etc. would be using the Motorola proposals costs, approximately $4,444,194 with an additional $250,000 to run the paging through the microwave system.  He estimated to total cost of the project to be between six and seven million dollars.  Mr. Shurtleff spoke of co-location possibilities and said that it would be difficult to determine feasibility and cost until an actual plan has been developed. Mr. Shurtleff also pointed out that this plan would not accomplish all the goals of the full system upgrade.  Specifically, it would not improve our geographic coverage, would not increase the number of available channels or frequencies, or provide interoperability.

 Mr. Whicher said he was hesitant to commit to funding the modifications until more information is received about the possibility of the State Wide Network sharing expenses for a new system.  He indicated that if that option fell through he did not have a problem with Plan B.

 Mr. Shurtleff said that he feels that this plan would correspond well with any possible upgrade done within the State's plan and that it is a necessary task in order to maintain adequate coverage within the county.  

 Mr. Whicher said he received a fax from Albany indicating that the Memorandum of Understanding is forthcoming and that the Erie County model will be used.  He anticipates hearing by June 1, 2003 who the vendor for this project is.  Because of the need to know what level of partnership the State may offer, he is hesitant to support proceeding with Plan B at this time.

 Sheriff Meskill said that he is hesitant about waiting for the State to make a determination regarding the network as the State schedule slips repeatedly; it had been reported to public safety officials that it was going out to bid by the next six weeks; it took four years before that occurred.  He is concerned that the project may continue to be delayed and said he would like to see a deadline set to determine when the system can be built.  He said he would like to have this provide safety and security to his employees who utilize the system more than any other police agency within the County.  He provided members of the Committee with an article that describes how radio systems work and recommended they read it.

 Ms. Robertson asked whether taking a two-step approach would increase the overall cost to the project.  Mr. Shurtleff said it would increase costs as a result of the duplicate transitions that may take place in moving equipment.  Also, it depends on whether there is 8 or 10 or 12 sites.

 Mr. Whicher said that discussions with the State Wide Network have indicated that the State should pick up the cost of their system within our County and that the County would pick up the difference.  When State Wide Network announces its choice of vendor in June, it will also release the tower sites that the vendor is proposing.  When we see what their recommendations are for Tompkins County we will negotiate with them to maximize the overlap between our needs and the state's.

 Mr. Shurtleff indicated that any system configuration will depend on towers at the Brown Road site, at Mt. Pleasant, and at Ithaca College.  We are now doing the necessary work to improve those three sites.  As a follow-up to his presentation, Mr. Shurtleff agreed to ask Motorola for the following:  the cost of the "Plan B" proposal; what costs, if any, would be incurred that would be duplicated or unnecessary if we later went into the 800 mhz trunked system; and a timeline for accomplishing Plan B.

New York State Department of Transportation Relocation

 Mr. Marx reported that meetings took place with the Town and Village of Dryden to discuss the annexation of property into the Village.  They agreed to work deliberately upon receipt of a petition to move the legal process forward.  He said there were no obvious problems with regard to the annexation at this time.  A meeting also took place with New York State Department of Transportation Regional personnel and the National Development Council and their consultant, Highland Associates, to discuss the site, facility, and to begin developing a plan and cost estimate.  A meeting will take place on Friday, February 28, 2003 with the New York State Department of Transportation Albany staff to discuss the matter further.  

Status Report of Phase I

 Mr. Lemaro said there is a pre-construction meeting tomorrow with all the contractors.  He is the only communication link to the architect, Egner, and Ms. Shakarjian is the link for the town.

Ms. Shakarjian said by June 1 we should know the State's draft tower sites, and we can propose changes.

Ms. Shakarjian reported that she drafted the final letter outlining conditions that the County had agreed to with regard to the building construction was prepared for the Village of Lansing.  It was noted that the only area of question with regard to the project is the Village of Lansing's request that there be a 25-foot set-back in an existing parking lot at the CFR building.  Mr. Whicher explained that the proposal is not part of this project and feels it should be considered when a separate project in that particular area is undertaken.  Mr. Whicher also said that the land swap is progressing and that Cornell University has indicated that it shall be done within the next several weeks.  Mr. Wood felt that the matter will be resolved shortly.  

 Ms. Shakarjian reported that today we received from the Department of Environmental Conservation the necessary permits involved with the project.  The Corps of Engineers permit is anticipated within the next several days.  

 A meeting was held in the Town of Dryden to discuss the work on the Mt. Pleasant site.  The necessary authorization from Eagle Broadcasting that will allow a tower within their jurisdiction is expected to be received shortly.  

 The 911 Center tower project is progressing and a Request for Proposals should be sent out within the next month.  

 A meeting will take place with Ithaca College personnel with regard to the transition and one with the Ithaca Town Board will be taking place in the near future.

Adjournment

 On motion, the meeting adjourned at 3:35 p.m. 

Respectfully submitted, Karen Fuller, Deputy Clerk.