Present:   P. Penniman, Chair; G. Totman; T. Todd; M. Robertson
Excused: B. Blanchard
Staff:  S. Whicher, County Administrator; M. Shakarjian, Administration; J. Wood, County 
Attorney, L. Shurtleff, Emergency Response; D. Kiefer, Legislature; J. Wood, County 
Attorney; D. Squires, Finance Director; G. Potter, Information Technology Services; W. 
Skinner, Public Information; K. Fuller, Recorder

Guests:  B. Wilbur, Ithaca Fire Department; B. Ludwig, WHCU

Called to Order

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

Changes to the Agenda

 Mr. Penniman stated there will be a limited discussion on subscriber equipment as more information is pending.  It will be discussed in the context of grant money.

Chair's Report

 Mr. Penniman did not have a report.  However, he did note suggested revisions to the minutes due to future negotiations.

Approval of Minutes

It was MOVED by Ms. Robertson, seconded by Mr. Todd, and unanimously approved by voice vote, to approve the minutes of April 15, 2004 as amended.  MOTION APPROVED.

Discussion - Negotiation Information

 Mr. Whicher stated information regarding negotiations on the project will be provided to members upon request in executive sessions.

Emergency Response Center Building Project Update

 Mr. Shurtleff reported that administrative offices are now completely moved to the new Emergency Response Building and that it is being utilized for classes and conferences.  He informed the Committee that while Homeland Security equipment was expected it has arrived unexpectedly early; although it is taking up space temporarily his department has been able to adjust scheduling of other tasks to accommodate the items.  Mr. Shurtleff then reported the consoles equipment is in place.  Acceptance testing started on Friday, May 21, 2004.  He reported Mr. Lemaro has been working on the HVAC system to regulate the temperature throughout the building due to the heat from computers. 

 Mr. Shurtleff then informed the Committee it has been recommended to upgrade the 911 telephone switch to a more extensive model using digital telephone lines.  The digital lines may require an upgrade by Verizon for some of their equipment.  This upgrade,  coupled with the necessary training will delay the move to the building until late July.  In addition, the training schedule is being modified to allow for the training to coincide with training on the 911 system and consoles  immediately prior to the cut-over so that it is all fresh to the operators.  Mr. Shurtleff said that no commitment has been received from Verizon regarding the upgrade of their equipment.  Mr. Whicher inquired whether any communication has been received from Verizon with regard to a date this work will be completed.  Mr. Potter said a conference call was to take place earlier in the week, it did not provide information other than they would work with the County as soon as possible.  Mr. Whicher offered to speak to Verizon to stress the importance of the installation.  Mr. Potter said that it may be Verizon does not have enough circuits available for the modification.  The Committee was informed that originally analog telephone lines came into the system and it was thought there would be ten lines available for answering 911 calls in the event of a system failure.  Upon review of the system Positron said they would only be able to offer five lines, in addition to the lines already used at the console positions, leaving  no expansion capability.  The modification offered by Positron of the switch and the upgrade to the digital lines will offer the necessary expansion capability.  

 Ms. Robertson inquired if these modifications would increase the cost of the project and was informed that it will cost time, however when factored out the digital system would provide a cost benefit over time.

 When asked about the Homeland Security equipment the Committee was informed that while it is using space it is a short-term situation.  Once all equipment has arrived it will be dispatched to first responders.

Discussion of Recent Outage

 Mr. Shurtleff informed the Committee of the temporary outage of the system that occurred on May 19th.  He explained that during a routine tone check it became apparent there was a problem.  Midstate employees  determined the location of the problem, a loop switch at Ithaca College, and brought the system back online.  He expressed concern as he was informed by Midstate that these switches are no longer available.  During the outage there was limited short-range radio availability within the law enforcement community.  The Emergency Response Center utilized the back-up paging telephone system, however it is a short-range system.  In order to cover the County members of fire departments rapidly formed telephone trees and manned stations to provide the most rapid responses available during this four-hour period.  Mr. Totman said the fire departments and other safety personnel should be commended for their diligent efforts in maintaining the safety-net throughout the County.  Chief Wilbur, of the City of Ithaca Fire Department, said he had written e-mails to his elected officials in the State to stress the importance of completing the Public Safety Communication System as soon as possible and asked that the County do the same.

South Hill Tower

Ms. Shakarjian reported that at this time all materials relative to the construction of the South Hill tower have been forwarded to the Town of Ithaca and provided the Committee with a copy of this material.  It was discussed that the County has been working with  the Town in a cooperative manner through a  working group to discuss any concerns.  It was reported that while the County is not subject to municipal jurisdictions related to the tower construction, attention to municipal concerns is a factor in the project.  Discussions have been ongoing with the owners of the property who have expressed their needs and concerns, namely the aesthetics of the tower.  Following discussions with the property owners that included simulations of the visual perspectives of the different tower designs, they expressed a desire to have a monopole rather than a lattice structure, and that the construction take place during the period of least occupancy of the residents in the area.  As this is a rebuild of a co-located tower this construction will be different from others in the project.  The owner of the land has indicated they are in agreement of requesting $1 to lease this site. 

A discussion occurred regarding the placement of present equipment on the tower and the desire to allow room for additional commercial equipment that could provide future revenue.  Ms. Shakarjian indicated that co-location of equipment on this tower is in high-demand and she has received numerous inquiries.  In addition, the City of Ithaca has requested use of this location.  

Ms. Shakarjian spoke of the need to discuss this construction with the Town of Ithaca Planning Board, noting the town ordinances and zoning regulations are of most concern at this time and will be discussing this at their June 1, 2004, meeting.  The tower will be thirty feet higher than the existing tower. The zoning has a height limit of 35 feet.  The tower will be designed for the additional weight  to allow for future co-location.  Potential areas of concerns are the tower height and fall zone, noting the fall zone will not be determined until the engineering work on the tower is completed.  A quote  for this tower will be submitted this week and  provide information on the cost differential between the lattice structure and monopole.  In addition, it was noted that the tower manufacturing would take approximately eight weeks  as they are individually manufactured to specifications.  The actual placement of the tower should not take longer than two weeks.  Mr. Whicher said Motorola has been requested to provide a quote as they have proposed the rebuild of this site in their RFP response, and there is a limited timeframe necessary to complete the work schedule requested by the property owner.  It was also reported that the Federal Aviation Administration has indicated they will not require lights or marking of the tower.

Ms. Shakarjian said that State Environmental Quality Review (SEQR) form, a long Environmental Assessment Review was prepared and it is recommended that a negative declaration be prepared.  The  SEQR negative declaration of significance will be forthcoming at the next Committee meeting.

 One positive factor related to the nature of the project is that adequate planning for co-location capability could prevent additional towers from having to be constructed within the County and it was felt the municipal planning committees should be aware of this potential.

Grants/Revenue List

The Committee reviewed the list of grants and revenue sources to support the project.  A brief discussion occurred regarding potential revenue that could result from co-location.  Mr. Whicher stated a determination would need to be made related to the State Wide Network's potential co-location.  Members were reminded of the Request for Proposal that is being completed to provide a template to be used when interested parties seek co-location.  Mr. Whicher indicated the revenues associated from co-location would vary depending on location.

Phase II

Mr. Whicher reported that SSI, Inc. has sbeen contracted to provide  project management services on an hourly basis; it is a  task-centered contract. He said that SSI, Inc. is reviewing the Request for Proposals submitted by Motorola and they will be meeting with the emergency responders and members of the E-911 Committee in June.  He noted that the necessary feedback should be in hand by the second week of June and the project will move forward.  He expressed the need to make decisions in a timely fashion to continue on the projected timeline.  Mr. Whicher held a telephone conference with Motorola to discuss the negotiation process, during which he identified what the County's key items to focus on.   He is optimistic and feels that Motorola recognizes the benefit of having the contract with Tompkins County.  

Mr. Whicher said that while on a vacation in Phoenix, Arizona he will be meeting with officials to discuss the twenty-tower trunked-system installed by Motorola in the Mesa/Phoenix area.  He anticipates these meetings will provide information related to their project that will be of benefit during the construction of Phase II.

He then spoke of the Project Approval Request (PAR) process moving ahead and anticipates completion in June or July.  In addition, the financial aspects are being discussed; it is a complicated process and will require analysis to determine the overall bonding schedule.  Mr. Squires said that a bonding resolution will be required in the near future as this project proceeds.  He explained a determination needs to be made regarding the amount to bond and the importance of recognizing it takes approximately ninety days upon completion of the process to be able to draw funds.  

State-Wide Network

 Mr. Whicher spoke of the State's recent decision to award the contract to Ma/Com, stating it is important to keep abreast of the State project to be aware of the interface aspect; however, due to the advances in the technology over the past year the interface aspect should be a minor issue overall. Mr. Shurtleff spoke to a speaker at an Assembly hearing related to the State-Wide Network who indicated that   the State's project will be drawn out due to the cost.  It was said that that the anticipated length of time will be several years, perhaps until 2009 or 2010 before the 700-mhz frequencies required to provide the level of coverage to local and state systems are obtained.  Mr. Whicher said if a commitment is made in this year's State budget for the project it would be a major step.  It was thought that in light of the expense to build the systems the State will look favorably at the partnership with local governments.  Mr. Whicher spoke of his need to discuss commitment with theState  related to co-location.    

 A brief discussion occurred regarding the recent State Assembly hearings on public radio with Motorola explaining their position in relation to the award of bid on the State-Wide Network to Ma/Com.   It was noted that the bid process is extremely complicated due to the technical nature and it was natural for each party to take the stance they do.

Capital Payment Summary and Contract Overview

 The Committee reviewed the written report of capital payment summary and contracts to date.

State Environmental Quality Review Process

Mr. Marx reviewed the scope for the Environmental Impact Statement on the project.  He noted that the County has a great deal of information that could be critical input for the review; however, we do not have the information or expertise necessary for the visual impact assessment and health assessment portions.  Mr. Marx said it may be prudent to prepare a Request for Qualifications or Request for Proposal for the EIS, specifying what material is already in hand and what is needed in addition.  He feels that the cost could be reduced due to the information in hand.  Mr. Marx indicated that at this time he does not have a rough cost estimate for these services.  He said that the expertise in the visual and health assessments would be the critical piece when reviewing responses.  Consensus was to proceed with the RFQ as outlined.

Adjournment

 The meeting adjourned at 11:40 a.m.

Respectfully submitted, Karen Fuller, Deputy Clerk.