Staff:  L. Shurtleff, Emergency Response; M. Shakarjian, Administration; S. Whicher, 
Administration; J. Wood, County Attorney; D. Squires, Financial Director, K.
Fuller, Recorder

Guests:  D. Higgins, Ithaca Journal

Call to Order

 The meeting was called to order at 1:03 p.m.

Chair's Report

 Ms. Blanchard, Chair, spoke to the Committee about a memo issued by Mr. Wood, County Attorney, addressing the issue of confidentiality of critical information regarding County emergency services communication.  It was stressed that it is important to maintain openness of County projects with municipalities and public, however, the need to avoid speaking of critical points of the system in public should be in place.  In the event discussions concerning the critical points are needed, executive session is recommended.  Following an inquiry by Committee members, it was pointed out that the Committee is given the authority to omit certain information when it concerns matters that imperil the public safety.   As a point of clarification, Mr. Higgins of the Ithaca Journal, used the analogy of being provided information on jail expansion but not being given the specific information of weak spots or how to pick locks on cells.  Members of the Committee agreed of the importance to keep the public and municipalities informed as much as possible.

Emergency Response Center

RESOLUTION NO.         - APPROVAL TO AMEND THE 2003 – 2007 CAPITAL PROGRAM FOR THE  PUBLIC SAFETY EMERGENCY COMMUNICATION AND SIMULCAST PAGING PROJECT

 MOVED by Ms. Robertson, seconded by Mr. Penniman.  Ms. Blanchard said the purpose of the resolution is to allow the spending of funds in 2003 for the equipment and required tower construction/modification to connect the emergency response center.  A discussion occurred, during which Mr. Squires, Finance Director, confirmed that although the funds were approved for this work within the Capital budget, the actual expenditure was not included within the 2003 budget.  He explained this resolution would allow the expenditure of approved funds to be moved to 2003 to facilitate the connection of the system, and said any bonding for the project would require a separate resolution and approval.

Members inquired why the determination was made to include this work within the Public Safety Communication System capital project rather than another capital project.  Mr. Whicher indicated that upon review Administration felt the project would was better suited for inclusion in the Emergency Communication System capital project than the Emergency Response Center project since the latter approach would require two amendments..  He then said that the figures provided in the explanation are estimates of work based on the Motorola proposal and they may come in less than the estimate.  Mr. Penniman said he would be reviewing the capital program to determine specifically whether additional action by the Legislature is required as he is not certain as the funds were approved in the capital budget.  

Mr. Whicher said there will be a brief presentation at the Legislative meeting on May 20, 2003, to update the full Legislature.   Ms. Robertson inquired why three different suggestions for  of the 2 GHZ site upgrade have been made.  Mr. Whicher said the difference was from the initial recommendation prior to on-site review, a suggestion following on-site calculations, and a third suggestion when particular questions specific to not only the site, but activities surrounding the site were taken into account.  A voice vote resulted in a unanimous decision to submit the following resolution to the full Board for approval:

 WHEREAS, the County established a capital project in the adopted 2003-2007 Capital Program to design and construct a new public safety emergency communication and simulcast paging system,  
WHEREAS, the County is proceeding to construct a new Emergency Response Center to consolidate countywide dispatching, provide adequate space for training and equipment maintenance, and serve as an Emergency Operations Center, and
 WHEREAS, the Center is a unique, specialized building designed to serve as the hub for public safety communications, and 
WHEREAS, the facility is not functional without access to the existing communication system via a network link (e.g. microwave), and
WHEREAS, in response to a bid request, the Board authorized and directed the County Administrator via Resolution No. 337 of 2002 to enter into a Phase I agreement with Motorola Northern Division for equipment necessary to provide dispatching services such as consoles, console furniture, and a microwave link into the existing communication system, and
WHEREAS, the County’s current communication system and related infrastructure have significantly deteriorated and may not be sufficient to support new equipment on existing towers, or in shelters, threatening continuous and reliable access to the communication system, and 
WHEREAS, to implement a new network link from the Center to the existing communication network, it is foreseeable that an existing tower site must be upgraded and a new site established at the Center, now therefore be it
RESOLVED, on recommendation of the Communications Capital Project, and Budget and Capital Committees, that the Capital Program budget for the Public Safety Communication System project be amended to authorize $2,000,000 (total adopted project $3,500,000) during 2003, in order to provide adequate funding for infrastructure improvements related to the Center’s communication link needs, and
RESOLVED further, That the Finance Director is authorized to advance funds in connection with the project and prepare a bond resolution for approval by the Legislature. 
SEQR ACTION:  TYPE II-20

Borrowing to support this amendment will not impact the 2003 County budget. Final engineering will be completed mid-May, and vendor estimates for work covered by the amendment will be provided at that time. This project provides the necessary infrastructure and equipment to support the new Emergency Response Center. All expenses will be evaluated for future viability in further system upgrades. A bond resolution will be prepared to support the best solution that meets the County’s communication needs.

Project Breakdown:
Phase I Contract- Motorola 
(A) Consoles, furniture, call recorder, training· Equipment                                                                   $ 265, 442· Services                                                                      $ 211, 658· Furniture                                                                      $  47, 978· 
Instant Recall Recorder                                               $  15, 390· Training                                                                        $   8, 748                          
(A)   $   549,216
(B)  Infrastructure Improvements  · 911 Center Monopole Tower                                       $  200,000· 
Existing 2-Ghz Site Upgrade/Replacement                 $  200,000· 
Site Prep + Construction (site prep, road, utilities)     $  346,000 · 
Generators, Tanks and Fences          $  162,000· 
Shelters w/equipment installation         $  280,000 · 
New Microwave Link (engineering and installation)   $  200,000  (B)   $1,0388,000
 
(C) Contingency (~3%)                 (C)          $62,784
 
Phase I Project Total in 2003 2,000,000
Adopted Capital Project 2004- 2008 3,500,000

Funding Breakdown:
Interest Accrued $150,000
Co-location Rent $43,700
Bond Issue $1,800,000 - $2,000,000

Adjournment

 The meeting adjourned at 1:32 p.m.

Respectfully submitted by Karen Fuller, Deputy Clerk