Present:   P. Penniman, Chair; R. Robertson; G. Totman; B. Blanchard; T. Todd

Staff:  S. Whicher, County Administrator; E. Marx, K. Borgella, Planning; M. Shakarjian, Administration; J. Wood, County Attorney, W. Skinner, Public Information

Called to Order

 The meeting was called to order at 10:02 p.m.

Changes to the Agenda

 There were no changes to the agenda.

Approval of Minutes

It was MOVED by Ms. Robertson, seconded by Ms. Blanchard, and unanimously approved by voice vote, to table the minutes of February 17, 2004.  MOTION APPROVED.

Department of Transportation Relocation Project Status Update

 Ms. Borgella reported that subsequent to the annexation by the Town of Dryden of real estate considered for this project, the Department of Transportation (DOT) Senior Attorney has requested that a contract be completed in order to obligate funds to this project.  The purchase option for the property will be extended to allow time for the necessary paperwork to be completed by the various State offices.  Ms. Blanchard has provided a briefing paper that provides up-to-date information on this project.  She suggested that the National Development staff be present at a future meeting to discuss how this project will proceed.  Ms. Blanchard has requested that Mr. John Edinger assist in facilitating the contract completion in Albany.  Ms. Borgella said there is a meeting set with all attorneys involved in this project which will inform all parties of the status.  Ms. Blanchard spoke of the hard work done by Mr. Marx, Ms. Borgella, Mr. Wilson, and the DOT staff on this DOT relocation project.  Ms. Robertson also thanked staff for assistance provided.

Emergency Response Center Building Project Update

 Mr. LeMaro reported that there is very little activity at this time as there are only several punch-list items remaining.  He said that 80 - 90% of punch-list items have been completed, with the only significant items being the sliding gate at the back, and the generator exhaust pipe that had to be custom fabricated.  Mr. LeMaro said the exterior seeding did not germinate and will be completed in the spring, and the gravel area between buildings will also be completed in the spring.  He reported there are twelve major systems for this building and staff will have to undergo training within the next thirty to sixty days.  There is a temporary certificate of occupancy until March 31, 2004, which cited 7 conditions for the occupancy.  To date there have been 4.5 of the conditions completed with the others anticipated to be completed within 1.5 weeks.  This temporary certificate of occupancy allows the administrative staff to occupy their area.  At this time the area has been cleaned and the furniture vendors shall be installing the furniture and the staff should be able to occupy the area the last week of March.  Once this is done the dispatch area will have the necessary work done for occupancy.  Motorola has been on site for the past 1.5 weeks, installing the microwave equipment, and three racks.  All of the requirements requested by Motorola have been completed to specifications.  Mr. LeMaro said there are minor differences of opinion between the County and contractors with some punch list items and it is anticipated to be resolved shortly.

 Ms. Blanchard inquired if there will be a formal dedication of the building and whether the process for naming the conference room will be done.  It was thought that this should take place and the actual policy will be reviewed to determine how to best proceed.  Mr. Whicher inquired whether the berm work agreed to was scheduled to be completed and was informed by Mr. LeMaro that the Highway Division will be doing this work in the spring.

Phase I Project Update

Ms. Shakarjian reported she had received an updated schedule from Motorola of the work to be completed in the next several months.  At this time the interim link work of installing a generator and upgrading the electrical equipment and installation has begun at the Emergency Response Center.  Once the installation of equipment is completed there will be optimization testing for several weeks prior to the acceptance testing.  She indicated the schedule indicates that Motorola's portion should be completed by the end of April, followed by the County participating in acceptance testing.  The installation of equipment at the dispatch center is anticipated to be completed and ready to provide training in early May.  There is the need to coordinate with Motorola and Positron for the installation of the equipment and phone switch.  At this time the contract with Positron is expected to be signed within the next several days upon mutual agreement of several minor items.  The contract with Positron specifies that the cut-over date for the phone equipment is eleven weeks from the signing of the contract.     

Ms. Shakarjian then spoke of the existing tower, noting that while the equipment is being removed from it a prior agreement specifies the County must maintain ownership.  At this time she is working on preparing documentation to allow the County to receive revenues by renting space on the tower.  Clough Harbor may be contracted at the cost of $1,500 to provide the County with a template that will provide potential leasees guidelines to provide appropriate comparisons that will aid in determining compatibility for this purpose.  Ms. Blanchard said she did not necessarily agree with contracting out services when seeking companies to rent the space.  Mr. Whicher explained that the company will provide a template to the County that details compatibility, and can also be used in the future at other sites making it well-worth the funds spent for this template.

Ms. Shakarjian said two other items are related to Phase I of the project:  (1) the letters have been submitted to the Federal Communications Commission requesting an extension of licenses and it is anticipated to be approved, and (2) a letter was received from the State-Wide Network (SWN) requesting lead agency concurrence under the SEQR.  The County has responded to the letter from SWN that indicated our agreement with the State being lead agency.

A brief discussion took place related to Committee notification regarding contracts.  Mr. Whicher explained the Committee may determine the manner in which contracts are approved for the project; normally smaller individual contracts within approved projects are not necessarily brought to Committee.  Ms. Blanchard said she is not looking at the amount, but is concerned that consultant fees take funds away from the entire project.

Mr. Whicher suggested clarification of approval of contracts be placed on the next agenda.  Ms. Blanchard asked that a discussion also take place related to NYSTEC's participation.

Phase II

Mr. Whicher said that the project is now moving ahead, Motorola have been notified of the Legislature's decision to move ahead with good faith negotiations on this portion of the project.  He said a request was made for Motorola to review the relationship with the County during first phase of the project and relate any areas of concern or ways that they feel the relationship may be improved.  It is expected that by the end of March or beginning of April this information will be in hand.  Motorola will be meeting with the E-911 Committee to provide an overview of the project and show their recommended subscriber equipment.  This will provide a better understanding of how the new system will operate and provide the opportunity to have questions answered.  Ms. Robertson asked that the Committee be notified when the E-911 Committee meets with Motorola.

Mr. Whicher then spoke to the Committee with regard to obtaining a professional consultant who has completed a similar project to represent the County throughout the project.  He indicated that due to the extremely technical nature of this project, combined with the cost, it is important to have an individual or company that is knowledgeable in all areas.  A RFP/RFQ will be sent out and reviewed by Mr. Shurtleff and Mr. Whicher upon receipt.  In response to questions by the Committee, Mr. Whicher said this individual will be contracted for the duration of the project which may be several years.  At this time there are twenty individuals/firms that will be invited to bid, and the RFP/RFQ will be mailed by no later than March 22, 2004, and the plan is to have made a decision by the end of April.  Mr. Whicher said while he appreciates the need to keep consultant costs low, this particular project is one requiring expertise and would be a worthwhile expense.  He explained that in projects completed by other municipalities the end product was not what they had expected due to changes made during the process to reduce costs.  Mr. Whicher has made many inquiries throughout the United States relevant to comparable system contracts with Motorola, and was informed they varied; some were within budget, some were higher.  Mr. Todd inquired why the projects were not standardized and was informed it is due to the changing technology and sophisticated electronics available at the time projects are undertaken.  Mr. Whicher said that one positive aspect of the work performed by Motorola is they design tower placement in advance in order to determine the best coverage area possible, to avoid back-tracking and filling in the system where needed at a later date.  In response to Mr. Totman's question related to the length of time to complete the project, Mr. Whicher stated that once the project was initiated it will take at least two years for completion.  Ms. Blanchard asked for clarification of the individual/company's role with the County when hired as a consultant on the project.  Mr. Whicher envisions this individual/company's role as a foreman/staff level position to be on site, including participating in contract negotiations with Motorola.  Ms. Blanchard said she feels there is a lot of talent and knowledge within the County and feels the consultant hired should be targeted in a specific manner.  She expressed her concern that a consultant may see the project as a way to earn income.  Mr. Whicher said he is hoping to find an individual willing to work in an efficient manner to get the project underway as soon as possible.  Mr. Penniman said he has sat in on previous meetings and understands the complexity involved due to the technical nature of the project.   Ms. Robertson acknowledged a great deal of decisions will be made between Committee meetings and expressed a degree of surprise regarding the potential contract with a consultant.  Mr. Whicher said there is a need for the Committee to find a comfort level regarding the administration of this project, there will be numerous decisions made throughout the course of the month.  Ms. Blanchard said she felt comfortable with the process as it is progressing.  Mr. Whicher stated he is laying the foundation of staff hierarchy for the project to avoid confusion of not knowing who has the authority to approve various aspects of the project.  He said his charge is to move ahead with the project, which he is doing.  Mr. Whicher will bring the recommendation of the consultant to the Committee, noting that if the decision of those reviewing the RFP/RFQ is not unanimous the choices will be brought to Committee.

With respect to an earlier conversation, Mr. Totman stated his concern regarding the number of consultants hired by the County for a variety of projects and wanted to know how to justify this to constituents.  Mr. Whicher stated the $1,500 consultant fee is for a template designed by the consultant for tower leasing which would provide future revenue.  The consultant fee would be recovered within the first month the tower is leased by an outside entity.

Mr. Whicher then spoke of a meeting with the NYSTEC President and that he thanked them for their support in the first phase of the project.  He indicated that while we did not always follow their recommendations it was with full knowledge of what the choices meant.  He would like to keep NYSTEC available and said they are willing to provide a freeware program that is a tracking system of the RFP for the project.  This freeware will maintain an informational database for the County.  NYSTEC holds the licensing and will provide the County with the program on one computer for the County to use, and will train Ms. Shakarjian to use it.

Mr. Whicher said a meeting took place with the 911 user group and was asked when their participation begins.  He said that the next E-911 Committee meeting will address some of these questions regarding their participation and goals.

Mr. Whicher reported it is known a tower needs to be placed on South Hill at a present tower location.  The property owners have indicated they would prefer a monopole to replace the existing tower, however discussions with Motorola indicate it is not yet certain whether the monopole tower will work.  The Federal Aviation Authority will be contacted to determine if the tower will be required to be lit and he will meet with the property owners upon receipt of this information.  The property owners are hopeful to have the reconstruction project completed by August 2004 to avoid construction during the period students are in session.  A meeting will take place in the near future with the Town of Ithaca to discuss the replacement tower and it is anticipated that all necessary approvals from them should be completed within the timeframe.  Ms. Blanchard requested that Town of Ithaca representatives are kept informed of the progression of this project to be able to answer questions at Town meetings.  Ms. Kiefer inquired why Motorola was uncertain if the monopole option would be suitable and was informed by Mr. Whicher and Mr. Shurtleff it may be a combination of factors, including familiarity of design as well as the stability and/or load each style could handle.  In response to questions regarding height Mr. Whicher said the new tower would be 180' compared to the present 150'.  Mr. Whicher said discussions with the Town of Ithaca will take place regarding the size of the tower.  Mr. Penniman noted that while we will be working with the Town of Ithaca, the County is not required to follow local zoning rules because the project is necessary for public safety prurposes.  Mr. Whicher expressed his desire to have a good working relationship with the Town of Ithaca as he previously had with the Village of Lansing.

Mr. Todd was excused at this time (11:25 a.m.).

Mr. Whicher reiterated that he intends to move ahead as quickly as possible toward the completion of Phase II.

Grant Update

 Mr. Shurtleff reported he is continuing to seek funding to assist in the cost of this project.  At this time the following grants are being sought:

1. Omnibus funds from Senator Charles Schumer (resubmit 4 million dollar request as previous year).
 
2. Homeland Security Funds through the State - this grant request may produce funding to help with interoperability and subscriber equipment.

3. State 911 Board - to seek reimbursement of equipment at the Emergency Response Center to complete the wireless telephone receiving system.

He stated that these represent $3 - $4 million in grants if received.  

Ms. Shakarjian indicated the Federal government also has Homeland Security funding that may be available and the County is seeking the opportunity to apply for these grants as well.  For this grant Ms. Shakarjian is working with an individual who will write the grant for the County and will not receive payment unless the grant is successful, which would be a percentage of the funds received, between 7% and 10%.  Mr. Whicher explained that the nature of this particular grant is such that the window of opportunity to submit the application may be only a three-week period and it is important to have individuals who understand what the Federal government is seeking to prepare the application.

Mr. Penniman asked for a review of the Omnibus funds granted this past year.  He was informed that last year's grant was initiated through Senator Schumer's office and completed by Senator Hinchey.  Ms. Blanchard said Senator Schumer's staff met with County representatives and expressed their desire to have the County request funding.  Committee members requested copies of letters requesting the grants.,to be fully informed.  

Mr. Penniman inquired about the State Homeland Security funds and was informed by Mr. Shurtleff that it appears Tompkins County may be eligible for approximately $100,000.  Mr. Shurtleff recommended the Homeland Security Funds be used to train first responders to bring to a level adequate for terrorism attacks and then for interoperability, both areas the State is interesting in funding.  These funds are distributed through the State's Weapons of Mass Destruction Task Force.

Adjournment

 The meeting adjourned at 11:40 a.m.
    
Respectfully submitted by Karen Fuller, Deputy Clerk.