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MEETING MINUTES OCTOBER 7, 2003 - 2:00 P.M. SCOTT HEYMAN CONFERENCE ROOM Present: B. Blanchard, Chair; M. Robertson; D. Booth, P. Penniman Excused: G. Totman Staff: J. Wood, County Attorney;
S. Whicher, County Administrator; L. Shurtleff, Emergency
Legislature: D. Kiefer Called to Order The meeting was called to order at 9:05 a.m. Changes to Agenda By consensus, the item listed Phase I: Overview and Additional Items was moved to after the report on Capital Project Approval. Also approved by consensus, the minutes of August 27, 2003, and September 16, 2003 were tabled until October 22, 2003's meeting. Chair's Report Ms. Blanchard indicated she did not have any formal report. Emergency Response Center Building Project Mr. LeMaro reported that although the construction is behind schedule at this time occupancy by Motorola as well as the County will occur on schedule. He indicated the delay is due to modifications in wiring and removal of a wall from the original design. Mr. LeMaro noted that the quality of work has been good and informed the members of the Committee that change orders on the modifications shall be forthcoming. Members of the Committee were informed they would be allowed to tour the facility, noting that if work was in progress wearing hard hats was required. Paging/Voice Service Extension - Varna Proposal Ms. Blanchard spoke of Natan Huffman, who is presently working with Varna on a Paging/Voice Service Extension. She noted Mr. Huffman has expertise in this field. Mr. Shurtleff explained the Varna Proposal is to utilize UHF frequencies with a repeater system that would enable the local fire fighting companies to utilize two voice frequencies that would enable them to hear the County dispatcher, yet use the separate frequency to communicate with a separate talk-group. He noted that this system, funded by the Town of Dryden, could be reprogrammed in the future to accommodate the new County system. Mr. Shurtleff then explained that at the present time the frequencies for Cayuga Heights, Varna, and the City of Ithaca are all the same which can be confusing if on separate calls. This new ability to have a separate channel will be very useful. Ms. Robertson said following discussions with Mr. Huffman, she understood the system would cost approximately $10,000 and be able to be set on a private location that would improve coverage area. She inquired whether this could be used as a model for other areas experiencing difficulty with communications. Mr. Wood said that during the bid process the topic of repeaters did receive significant attention and it was determined that it would be best to proceed to contract for the best system available, and upon completion determine the need for repeaters. Mr. Shurtleff noted in order to utilize repeaters it requires licensing. Capital Project Approval Mr. Shurtleff provided the Committee with a brief overview of the present communication system, including paging capabilities and noted that the majority of equipment relies on low band frequencies. He next provided information on an alternate design for the system that would provide a total of eight tower sites projected to provide coverage for 95% of the county for mobile equipment and between 90% - 95% for portable equipment. Mr. Shurtleff then noted when the possibility of delay in the State Wide Network system was apparent he began working on what was to become Plan "B," that would provide for a microwave upgrade, maintain the Legacy system, allow for deployment of paging, and enhance the Mobile Data capability. Ms. Shakarjian then provided members with a spreadsheet outlining the difference in costs between the initial project that would potentially partner with the State Wide Network and phasing the communication system over time to eventually bring it up to that level. The 800 mHz system is estimated to cost $15,188,310 for the system, $2,399,000 for user equipment, and $1,536,500 for design, bringing to total estimated cost to $19,123,000. When phasing the project Phase II would include the microwave upgrade, paging and mobile-data components with Phase III being the upgrade to 800 mHz. It was explained that to do the complete system offered cost incentives and would also reduce other expense areas such as mobile voice and data radios. If the project were to be phased the total cost would be $17,887,310 for the system, $2,580,000 for user equipment, and $1,536,500 for design, bringing the total cost of a phased project to $22,003,810. This is $2,880,000 more than the cost of the 800 mHz system as a result of the loss of the $1,480,000 incentive reduction and purchase of equipment necessary to operate an upgraded system prior to the expansion to 800 mHz. During the phased project discussion that followed the following points were made by staff: · A contingency of between 7% - 14% was built into figures to
allow for cost increases over the course of time. Motorola's cost
estimates include some uncertainties as they are not field-tested.
· It was noted that some of the Legacy equipment would be retained to interface with agencies not yet upgraded to 800 mHz. · Although the hospital now has a communication site it was anticipated it would be eliminated with the new system due to better range. There are interference problems within the existing system · With regard to the mobile data equipment, the estimate of $1,019,000 may not be spent depending on the work necessary for the present equipment to interface and operate with an upgraded system. Committee members then discussed the fact that the difference between project costs was not as significant as in the past and inquired of long-range projections of the present system's ability to operate, potential cost increases if the project were phased, and information related to availability of band frequencies. Mr. Shurtleff said that with regard to Phase II the system would operate mainly on narrow band frequencies and expressed concern due to cellular band interference emergency responders are experiencing. He then reported current proposals are underway with the major cellular vendor that will resolve this problem by shifting the cellular use to a higher band and free up a great deal of band widths for emergency responders. A concern about the upper-end 700 mHz frequencies being utilized by existing television broadcasters was responded to that the new 800 mHz system would operate in the lower-800 range, which is highly desirable at this time. Mr. Squires, Financial Director, then provided information on bonding issues for the suggested projects. He indicated that bond anticipation notes would be useful at the beginning of the project as it gave flexibility of pre-paying the notes early in the event grants and/or partnership with others such as the State were to occur; serial bonds do not have this flexibility although a pre-pay clause may be arranged. Members were told how this project differs from a normal construction project as the length of time for the bonding issuance is based upon the life-span of the equipment, therefore the estimated life-span for the bonding issue was a weighted average of 13 years. The first year that a significant payment would be due is 2009. It was MOVED by Mr. Penniman, seconded by Mr. Booth, to recommend to the full Legislature that approval be given for the full 800 mHz project. Mr. Penniman noted the full project would cost less in the long-term. A discussion occurred regarding ramifications of approving the entire project and whether it would eliminate a future partnership with the State. Mr. Whicher and Ms. Blanchard said the potential partnership should not be affected as the State would lease County infrastructure. A question regarding operating and maintenance costs of the equipment was responded by Mr. Whicher who said the County believed the co-locating lease fees would provide the revenue sufficient to cover service contracts for the equipment. Ms. Robertson asked about mobile computer replacement and the associated costs, and received information that regardless of the project choice this equipment would be replaced on a scheduled basis and built in to the department's budgets. She was also informed that long-term funding for components is being sought from other sources as well d in order to reduce the total project costs to the County. A voice vote resulted as follows: Ayes - 3 (Penniman, Booth, Blanchard); Noes - 1 (Robertson); Excused - 1 (Totman). MOTION CARRIED. Ms. Robertson stated she was not against the project but would have preferred more time to review figures and relevant information prior to the vote. A request was made that a presentation be made to the full Legislature at the October 21, 2003, meeting. At that time they would like to provide information regarding the various categories, providing both high-end and low-end costs, and provide a concise description of all aspects of this project including pay-out over the course of the bonding issue. Department of Transportation Relocation Project Mr. Marx introduced Ms. Borgella, stating that she will be the Planning Department representative taking responsibility for this project. He reported that information had been received from the Town of Dryden regarding their objections to the annexation documents. He said the description of the parcel was in question due to a division of the original property that appeared to be inaccurate on some records on file in the local clerk's office. A review of the information indicated the description of the parcel in question was accurate on documents regarding the annexation and it is assumed that the appropriate steps will be completed within the next several weeks. Phase I - Overview and Additional Items Ms. Shakarjian provided a written report giving information on the status of the various aspects of Phase I. A copy of the report is on file in the Legislative office. She indicated they might enter a contractual agreement for grant writing services with ACD Telecom in the near future as a result of information of new federal money coming available. Adjournment The meeting adjourned at 11:32 a.m. Respectfully submitted, Karen Fuller, Deputy Clerk
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