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

Excused: G. Totman

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

Call to Order

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

Changes to Agenda

A request was made and approved to allow item No. 3, Emergency Response Center be the first item on the agenda to avoid a conflict of meetings for Mr. LeMaro. 

Chair's Report

 Ms. Blanchard, Chair, indicated that her report would be covered under Item No. 7, Department of Transportation Update.

Approval of Minutes of February 26, 2003

 MOVED by Ms. Robertson, seconded by Mr. Penniman.  Ms. Robertson indicated she had some additions she would like to see to the minutes and had not yet had the opportunity to submit them in writing.  Ms. Blanchard suggested the matter be tabled until the next meeting so that the changes can be made.  Members of the Committee unanimously agreed to table the matter until the April 23, 2003 meeting.

Emergency Response Center

 Mr. LeMaro said he met with the contractors on March 25, 2003.  At this time trailers are on site and the earth work will start early the week of March 30, 2003.  During the meeting with the contractors Mr. LeMaro was informed of the importance of having the majority of the work completed prior to the Motorola phase; since it would be difficult to complete work in various areas of the building during or after the installation of equipment by Motorola.  Following this discussion it was agreed that the contractors will attempt to have as much completed by September 15, 2003 as possible, rather than the November 2003 date originally scheduled and leave only punch-list items to be completed.

 Mr. LeMaro feels there will be a good working relationship with the contractors during this project who appear willing to work with the County to make any minor changes as needed.  The contractors will have weekly coordination meetings on Mondays once the project begins, and meetings with County representatives will take place bi-weekly once the project begins.  

 Mr. LeMaro said the only outstanding issue to be resolved is a fence line.  It has been decided to leave the fence in its present location and cut a twenty-foot wide area of trees to provide adequate vision of the area for security purposes.  In order to complete the cutting the Corps of Engineers will need to provide approval as the trees are considered to be in a wetlands area.  This task will be done separately from the Emergency Response Center project.

 He reported that all general contractors are signed and performance bonds are in.  The Egner contract will be signed by March 28, 2003.  

 Next, he said was approached about a possible groundbreaking ceremony.  Following discussion it was determined that one would be desired.  At this time it is thought to take place during the second week of April, weather permitting.

 Mr. Whicher reviewed the budget for the project and noted the present projections indicate that while funding is adequate for the building, funding for equipment (consoles, etc.) is not covered within these figures.  Ms. Shakarjian said the Phase I Motorola cannot be covered in this account, nor can the supporting facilities such as the towers at the 911 Center, Mt. Pleasant, and the wiring and shelters for them.  It was then discussed that an amendment would be prepared to cover the costs of Phase I of Motorola and the structures needed to make the system functional by the end of the year.  At this time it is difficult to provide a itemized budget as details are still being worked on; however, by the April 2003 meeting this information should be available.  Mr. Whicher said that during his discussions with Mr. Squires, Finance Director, it was suggested to receive bond authorization for the entire project now, but it is not certain if a payment would be due this year or next at this time.

Existing System Updates

 Mr. Shurtleff gave a presentation on the replacement of the AS400 system.  This system is utilized to maintain location records for the 911system.  This local database server contains over 70,000 records and provides information on fires, accidents, police calls, etc.  One AS400 system has replaced the existing system and the other is scheduled for the first week in April.   The new system will provide an increased capacity for record keeping and should be able to hold up to five years worth of records.  The system allows immediate transfer from one working unit to the other unit in the event of a failure of any sort.  Mr. Shurtleff thanked members of the Committee and others involved for the ability to provide creative solutions to financing this new system which not only upgrades the 911 system, but will also be supporting the CISNET Criminal Justice Information Program, tying into the State Criminal Justice records.  The replacement equipment, although not the latest technology available and although slower than newer systems, is faster than the previous system and provides more storage capacity.  The attempt is to restore full functionality to the system that allows rapid deployment of information and assists in tracking public safety vehicles while in performance of duties and it is hoped to be completed within the next several weeks.  Seventy updated mobile data radios are being installed today in Ithaca and Village police departments, sheriff's patrols (twenty units), and one in each local fire company.

Infrastructure Improvements

Ms. Shakarjian reported on the microwave system to the new building and the upgrades to existing structures occurred.  She said meetings were held with the Town of Ithaca, Village of Lansing, and the Town of Dryden.  The municipalities were informed of anticipated work all are favorable at this time.  She reported on the need to receive FAA and FCC clearance before an accurate estimate of the cost of a tower at the 911 Center can be determined.  Ms. Shakarjian has asked there be a joint effort in planning any renovations or construction at the tower locations.  The tower at Ithaca College would require a joint application to the Town of Ithaca, with Ithaca College who is the property owner and will require relocation. The committee discussed the advantage/disadvantage of sharing a tower and whether a back-up plan is in place if this joint venture did not occur.  

Mr. Shurtleff has discussed Plan B with Motorola. Mr. Shurtleff had reported at the February meeting that he estimated the cost to be $6-7 million dollars based upon figures provided in the three proposals for the microwave system.  Motorola had briefly indicated they thought the suggested Plan B was viable.  Subsequently, Mr. Shurtleff has provided Motorola with all the detailed information and requested a formal pricing as well as an evaluation of the plan.  The initial review of the plan by Motorola indicated the possibility of reducing the number of towers and that there are some alternatives to the implementation.  A formal proposal will be forthcoming.   Mr. Shurtleff shared information on system failure, saying it is difficult to have foresight and solutions regarding a tower becoming disabled.  As an example of how something simple can cause a problem, he said due to the extreme cold this past winter, mice entered one of the microwave buildings and in an attempt to be warm, nested in the equipment causing it to fail.  Mr. Shurtleff then addressed the question of where a duplication of costs may occur in the process of developing Plan B.  He reported that the removal and installation of equipment from old buildings to new buildings would be one of the areas.  It was estimated that approximately $550,000 could be the cost for a duplication of service during the possible five or six year period prior to SWN coming to the County.  Also, if the joint effort with the State Wide Network were to take place, there would be the possibility of SWN either not needing some of the tower locations that may reduce coverage to some areas, or the possible need for an additional tower.

STATE WIDE NETWORK (SWN)

Sheriff Meskill inquired what would be the date to start working on Plan B in the event SWN does not move ahead as they have indicated.  Mr. Whicher said that Committee and Administration have indicated that if the SWN link fails or is not timely then the County would move ahead with Plan B, recognizing that the system requires upgrading and repairs.  

Discussions are presently taking place with the State.  Mr. Wood, County Attorney, Mr. Shurtleff, and Ms. Shakarjian have spoken to the State.  Mr. Whicher said that he is under the impression the State appears to desire to work with the County in a manner hoped for.  He also indicated that the question is whether SWN would recognize the need of Tompkins County to build a system that will meet the County's needs in a timeframe that is acceptable.  At this time there are many areas to negotiate before an agreement is completed with SWN.  Ms. Shakarjian said that at the beginning of June the State is expected to name a vendor.  Once this is done engineering will begin to design a system that will meet both the County and SWN's needs.  A contract is anticipated in October or November 2003, which is the timeframe for the State to commit to the financing.  It was stated that in the event the State went with Ma/Com instead of Motorola, a possibility of their participating in a contract has not been eliminated, that a decision would be made based upon the information provided at that time.

Ms. Shakarjian said that the decision on which plan to move forward with should occur during the budget process, when we will have a better understanding of who the vendor will be, where the proposed State sites will be located, etc.  

Grant Opportunities

The Committee was informed of several grant opportunities.  Ms. Blanchard reported that Senator Schumer's office has submitted on behalf of the County of a potential $4 million dollar appropriation request from the COPS law enforcement technology program.  It is a Congressional earmark for municipal purchases of emergency communications equipment, approximately three hundred mobile units and eight hundred portable units.  Ms. Shakarjian then reported a review is being done on possible grants from the Federal Emergency Management Association, one a firefighters grant and the other related to homeland security.  These grants will require committee approval once completed.  

Sheriff Meskill inquired whether any research had been regarding grants that would offset costs of an upgrade to the mobile radio systems.  He indicated that there may be some National Justice, Commerce or Homeland Security funds available to assist in this necessary endeavor.  Members stated that Senator Clinton is very interested in Homeland Security and may be able to provide pertinent information and assistance. 

DOT Update

 Mr. Marx reported that following a meeting in Albany with Department of Transportation personnel it was determined that there will be three steps of agreement on this project:  1) a Memorandum of Understand that lays down the entire scope of the project; 2) a pre-development agreement to be executed with the State to allow available funding to flow and initial acquisition of property, design of facility, cost estimates, etc., and 3) a second agreement that allows the actual acquisition transfer of property between the State, County, and National Development  Council.  A meeting will take place on April 10, 2003, in Syracuse to review the Memorandum of Understanding, and possibly the first agreement.  

Ms. Blanchard said that this is a new process for the Department of Transportation and all are learning how to best proceed in this matter as it progresses.

Respectfully submitted by Karen Fuller, Deputy Clerk