Legislator: J. Dennis, T. Joseph

Call to Order

 Mr. Randall, Chair, called the meeting to order at 3:02 p.m.

Introductions

 Members of the Committee and staff introduced themselves.

Agenda Additions/Deletions

 Ms. Kiefer indicated she wished to discuss a facilities matter at the appropriate time.

 There were no deletions from the agenda.

Persons Wishing to Address the Committee

 There were no persons wishing to address the Committee.

Minutes of December 13, 2005

 It was MOVED by Mr. Booth, seconded by Ms. Mackesey and approved by voice vote of members present to accept the minutes of December 13, 2005, as amended.

2006 Committee Goals

 Ms. Nelson recommended the 2005 Goals and Proposed 2006 Goals be reviewed by Committee members, and that suggestions be provided to the Chair or herself.  It was noted that Goal 9, which dealt with Information Technology would be eliminated as this is now under the Public Safety Committee.  Ms. Nelson will revise the 2006 proposed goals accordingly and bring the list back for discussion at the next meeting.  She also noted a mid-year review of the goals is usually provided.

 Ms. Eckstrom suggested the Committee be provided with proposed goals from each department/division for review to assist in goal-setting by the Committee.

Ms. Kiefer suggested the goals be grouped in a manner to distinguish between department/division goals and Committee goals.  In addition, she noted many of the goals are on-going, some goals in various topic headings are specific to certain department/divisions

 Mr. Booth and Ms. Kiefer noted it would be useful to have an update on the equipment replacement schedule as well as an understanding of all fees charged by each department/division prior to budget preparation.

 Ms. Kiefer spoke of the Environmental Management Council planning discussions related to pesticide use by the County; the County use of pesticides, for example, in buildings and along roadsides could be a possible topic to review in 2006.

 Mr. Marx agreed it may be worthwhile to distinguish between division and Committee goals.  He said there may be Committee goals that include the full Legislature as they move forward.

 Ms. Kiefer inquired if each department/division had a work plan.  Mr. Marx indicated all have goal objectives and measures that would become a work plan.  He noted that the intent is to clarify goals and ways to measure and assess the information and report.  The annual reports for the year will have consistency across the division.  Ms. Kiefer asked for assurance that the airport would be included in the reporting process; it was noted that while the process may be different due to the Air Service Board, the reporting would continue as previously.

 Mr. Marx said the Proposed 2006 Goals are a guideline and that members should speak of what is important to them.  Ms. Kiefer stated she continues to see the need for a way to keep track of vendor performance, particularly regarding capital projects, but was not certain which Committee would be the appropriate one to address this topic.

Overview of the Public Works Department

 Mr. Marx provided an overview of the Public Works Department structure, noting it is his objective to work with the Committee in a constructive manner that will make decisions easier.  It is his intent to have information provided in advance regarding action items on the agenda so that additional information could be provided upon request, or questions answered prior to the meeting.

 The following information was provided:

· Public Works is a major Department of County Government with 112 FTE employees and an overall operating budget of $18 million.
· $8.5 million comes from local tax, which does not includes the capital program.
· The majority of operating budget for Solid Waste and the Airport is from fees charged.
· Solid Waste Division and the Airport are enterprise operations and self-sustaining.
· Facilities and Highway Divisions are funded through local taxes
· The Department has a Planning/Public Works Cabinet that meets monthly; Information Technology Services and Weights and Measures are included in the meetings.
· Division Managers are responsible for operations within the Division and supervise their staff.
· The Commissioner of Planning and Public Works position is viewed as one to look at strategic planning and assisting within Divisions as is necessary to resolve issues.  In addition, the position will facilitate ongoing efforts, provide community relations when necessary, and provide managerial skills.  Mr. Marx views his position as one that does not become involved in daily operations unless necessary.

Following the overview a brief discussion took place, with the following items noted:

· The Highway Manager not only has the responsibilities as listed in the Tompkins County Charter, but is responsible for specific responsibilities and duties as outlined by State law.
· At the present time, the Commissioner of Planning and Public Works maintains only one office, which is in the Planning Department.  Since Public Works Division  Heads reporting to him are located in various areas of the County it has not proven necessary to be based out of the Public Works building.
· In addition to the Space Needs and Location Report analysis, there is also a need for additional storage space for the Facilities Department, which should be addressed in the 20-year Capital Plan, but all other space for all other County staff not identified previously as requiring additional space is adequate.

Possible Tour of Facilities

 Members of the Committee expressed a desire to tour County facilities to have a better understand of operations.  It was suggested that at present the Committee hold two meetings a month and rotate locations to assist in the request.  Thereafter  it will be determined whether to continue to have one or two meetings a month.

Ms. Mackesey said she felt the tours were important so that she would know more details about operations prior to voting.  An example of the conveyor belt replacement at the Solid Waste Division was given.  Mr. Joseph noted it was important to recognize that as a Legislator it is not important to know when the conveyor belt needed replacement, just that it does; it is a staff decision to indicate the need and let the Legislature know.  It was recognized that other Legislators could benefit from a tour of facilities, and Ms. Fuller was asked to survey interest in half-day tours.

Airport

 Mr. Nicholas, Manager, provided Committee members with written information that outlined the airport staff, governance, financing, role, capital projects, and Air Service Board.  Also included was a fact sheet with basic history and statistical information, a written history of aviation in Tompkins County, and a New York State Department of Transportation brochure summarizing economic impact provided by the airport's existence.

 Specific items noted were as follows:

· Federal Aviation Administration (FAA) provides 95 percent of the cost of construction projects with 2.5 percent being provided by State and 2.5 percent provided by the County.
· The Committee and Legislature are responsible for approving contracts associated with the airport, equipment purchases, approving the budget, and approval of capital improvement plans.
· The Air Service Board established at the beginning of the year will have reviewed items being presented to the Committee and Legislature.  Nathan Shinagawa is the Legislative representative.
· The airport is an enterprise operation; if the aviation industry continues as it has in the past year, the airport should continue to be self-sustaining.
· Contracts that are coming up for renewal this year include US Air, North West Air, Parking, and the Café operations.
· US Air has given a verbal okay to extend its current contract to December 31, 2007.
· If the airport were to close, FAA requirements for the grants received specify that the County keep the airport functional for twenty years past receipt of the last grant, or that the funds be paid back to the Federal government.
· The obstruction clearance project is not anticipated to proceed further until next year at the earliest.

Facilities

 Mr. LeMaro, Manager, spoke briefly of his twelve years with the County.  He then provided an overview of information related to County facilities; the highlights of which are noted below:

· The Division has about 30 FTE's, of which two are engineers, four are technicians, and the rest do custodial and cleaning.
· The Facilities Division has a $3 million budget; of which $1 million is for utility costs (except for enterprise operations); rent for the Department of Motor Vehicles, Assigned Counsel, and Human Rights; and for a small amount of tax paid (related to sewer) for Biggs B and Bostwick Road facilities.  The balance ($2 million) is used for all other operating costs for the Division.
· Cuts in staffing due to budgetary considerations has resulted in fewer staff maintaining significantly higher square footage per employee.
· Preventive maintenance (PM) is not being accomplished at the desired rate of seventy percent PM vs. thirty percent reactionary maintenance.  Due to cuts in the budget it is now the opposite.
· The Energy Performance Contract agreement with Johnson Controls is proceeding on schedule and should provide a reduction of $200,000 per year in utility costs through the installation and upgrade of lighting fixtures, HVAC, building envelope, etc.  Phase I should be completed within the month; Phase II will include HVAC upgrades to the Main Courthouse Complex, with a completion date of July 2006.  The date of review for information relating to the Energy Performance Contract  is July 2007; at that time any overage from the estimated savings may be paid to the County by Johnson Controls or the County can choose to require additional service work without charge for the specified amount.
· With the newer technology there is a need for more technical staff - the Legislature approved a HVAC position who will assist in preventive maintenance.  Outside contractors will be utilized as necessary for short-term projects.
· In 2003 there were New York State Building Code regulatory changes that modified requirements for the County buildings; another review is being undertaken and it is anticipated additional requirements will be made.  In addition, the Americans With Disabilities Act (ADA) requirements and indoor air-quality issues are requiring additional consideration.

Mr. LeMaro reported he is still conducting a search for an Assistant Director for the Division.

Concern Related to Library

 Ms. Kiefer reported a call from a former Legislator expressing concern for a large amount of cigarette butts and refuse at the portion of the sidewalk utilized by the library, TCAT, and the parking area.  In addition, it was reported that the main public entrance also needed attention.

 Mr. LeMaro has previously directed staff to patrol the entire perimeter of the library, particularly due to nearby construction projects.  At the present time he has had reduced staff present due to medical absences, but has stressed the importance of policing the property.  He will reaffirm to staff the need to routinely check the perimeter as well as speak to other individuals regarding where the properties intersect.

Emergency Generator

 In response to a question by Mr. Booth, it was reported by Mr. LeMaro that the final design approval for installation of an emergency generator for Building C is almost complete.  Installation should happen the first quarter of this year.

Highway Division

 Mr. Sczesny reported his division is responsible for a total of 615 single-lane miles, 125 bridges, and thousands of culverts.  At this time there is one bridge closed (Red Mill) due to structural defects.  He reviewed with the Committee handouts that provided basic information relating to Federal and State transportation funding processes.  In addition, he reported that a consultant has been selected for the design work for Spring Street, and that Phase II of the McLean Road project has been approved by the New York State Department of Transportation.

 Mr. Booth inquired how many of the 125 bridges are located on town roads.  Mr. Lampman believed approximately two-thirds of the bridges were; he will gather the exact information and provide it to the Committee. Mr. Booth would like to the Committee to discuss the town's share of these costs.

 Mr. Booth stated the Legislature had approved funding within the capital budget to fund road maintenance to bring it to an acceptable level; he asked if given a scale of 1 - 10, what level was the County at.  Mr. Sczesny said he believed at a 5, with additional work being done during the next repair season to provide a chip/seal to approximately 30 miles.  The schedule also includes the bridge crew to wash the underside of all bridges, which assists in extending the life of the structure.  The road crews will also be cutting brush during the next construction season; presently they have taken advantage of the mild weather by cleaning ditches that will assist in drawing water away from the roadbed.

 Ms. Mackesey complimented Mr. Sczesny and Mr. Lampman for the preparation and presentation of information for the Warren Road project to residents and concerned citizens.  She also commented on the work for the South Hill projects as well.  Mr. Sczesny said it is refreshing to have public input with regard to the projects.

 In response to a question from Mr. Dennis, it was noted that the priorities for the division are maintenance of road and ditches.

 Ms. Kiefer noted Mr. Lampman is very good at public meetings to provide information and listen to concerns.  In addition, she spoke of the CHIPS funding that provided capital and operating dollars in the past, and now is just for capital costs.  She noted that Marchiselli funding is included in the Governor's proposed budget.

Solid Waste Division

 Ms. Eckstrom provided basic information relating to the Solid Waste Division, which is an enterprise fund operation.  Highlights of the discussion are as follows:

· The division has been successful, with a $1.2 million fund balance.
· Many of the programs provided are incentive based, which has led to the division's success.
· Eighty-five percent of the budget is for partnerships with private and not-for-profit companies to assist in waste reduction.
· The Solid Waste Plan developed approximately fifteen years ago will be upgraded this year; with many programs outlined in the plan being implemented.  She anticipates there will be a reuse center, but not owned by the County.
· To date, the waste stream has been reduced by approximately fifty-five percent, and the goal is to increase it to eighty percent within the next ten years.
· The new traffic pattern at the facility is expected to reduce traffic and increase safety.
· This year additional plastics will be added to the list of recyclables.
· Waste assessments are being completed for businesses; this is expected to bring in more high-value paper.

Ms. Eckstrom responded to a question regarding college involvement by reporting that Ms. Short will be working closely with Ithaca College students to educate individuals on campus through videos and other activities.  In addition, informational programs are provided to local schools to start the education process early.

Weights and Measures

 Mr. Ellis provided an overview of the division, noting it is a one-person department and he is responsible for verifying all measuring devices within the County as specified by law.  He provided a copy of the report to New York State outlining the various requirements he has fulfilled.  Mr. Ellis noted there are very few problems with retailers throughout the County and the two he had were quickly resolved.  P&C had problems with tare on packages, which was downloaded from headquarters; it will now be done locally.  He reported that only $140 in fines were collected and that this past year he inspected 86 scales in one store.  In addition, he said some revenue is collected by validating scales from out-of-County vendors who participate in the Ithaca Farmers Market.  He said he is not able to get package checking done, but a State Weights and Measures representative came by five to six times in 2005 to help with that.

Audit of Final Payment - Emergency Response Center

RESOLUTION NO.  - AUDIT OF FINAL PAYMENT EMERGENCY RESPONSE CENTER POSTLER & JAECKLE CORP.

 It was MOVED by Mr. Shinagawa, seconded by Ms. Mackesey, to approve the following resolution for final payment.   Mr. LeMaro noted the amount is the five percent retainer held back on the contract until all work was completed.  He has received all necessary documentation and is satisfied with the work completed by this firm.  Ms. Kiefer appreciated the explanatory notes regarding this resolution.  She inquired if there had been any problems with the contractor during the entire project, and if so, how long did it take to resolve them.  Mr. LeMaro indicated that although there were some difficulties with another contractor, Postler & Jaeckle experienced only a few minor issues that were resolved quickly.  The contractor that experienced difficulties during the project was the mechanical contractor.

 A voice vote to approve the resolution resulted as follows:  Ayes - 5; Noes - 0.  RESOLUTION APPROVED.

WHEREAS,  Postler & Jaeckle Corp., Plumbing Contractor, has completed their contract to our satisfaction for the Emergency Response Center, now therefore be it
RESOLVED, on recommendation of the Facilities and Infrastructure Committee,  That the following claim against the County of Tompkins, be and hereby is audited by the Facilities and Infrastructure Committee:

Vendor          Payment Request            Account No.   Amount
Postler & Jaeckle Corp.   10 (Final)     HI 3420.59239.34.20  $10,372.89

 RESOLVED,  further, That the Finance Director be and hereby is authorized and directed to pay said claim from Account No. HI 3420.59239.34.20.
SEQR ACTION:  Type II – 20

1. Seeking approval of final payment.
2. All mandatory documentation has been supplied.
a. Consent of Surety (AIA-G707)
b. Affidavit of Release of Liens (AIA-G706A)
c. Contractor’s Affidavit of Payments of Debts (AIA-G706)
d. Affidavit, General Release, and Waiver of Lien from Subcontractor
e. Contractor Turnover as-Built Drawings, Manuals, Warranties
      3.   Project within budget guidelines with no negative monetary impact.

Public Works Administrator

 Ms. Nelson reported she has been with the County for 31 years, starting as a typist in the Highway Division and working up to her present position of Public Works Administrator.  She reported the position is extremely diverse and that she works with the various division managers, acting as a liaison between them and the Committee and other departments.  In addition, her position now includes working with Administration on the Communication tower project that is being coordinated through the Emergency Response Services department.  Other responsibilities and items of interest include:

· The position's salary and fringe is shared among the divisions.
· Responsibilities include acting as safety officer and Emergency Management representative, coordinating staff training and development with Tompkins Cortland Community College personnel, assisting with labor/management and personnel issues, and coordination of the Drug and Alcohol Screening program.
· Work undertaken with the proposed Snyder Road Communication Tower Project assisted in determining the project should not go ahead; this put approximately $155,000 back in the General Fund.
· As Coordinator of the Drug and Alcohol screening consortium, the new contract with Energetics has resulted in approximately 25 percent savings and it was reported to have fewer difficulties with the testing than the previous contract holder.
· She acts as Chair for the Public Works/ITS/Weights and Measures Cabinet.
· Acts as Liaison between Committee Chairs and this Committee for items that overlap.

Discussion Regarding Action Items

 Mr. Marx indicated that members of the Committee will be provided information relating to action items; normally this will be a one-page summary that provides basic information providing what is action, background, and budgetary implication.

 Mr. Marx indicated items that would possibly be coming forward is prioritizing capital projects, including information relating to the Space Needs report handed over to the committee, highway capital projects, and initiatives for the enterprise operations of Solid Waste and the Airport.

Mr. Booth requested a report with regard to the airport agreements with Northwest Airlines.

 Mr. Marx also stated that this year staff training will be an important component as well as Highway and Facilities working on the task of preventive maintenance to avoid more costly repairs.

 Ms. Kiefer spoke of informative handouts relative to Facilities and Infrastructure and highway projects that had been provided at the Budget and Capital Committee meeting, and asked that they be provided to all members of the Committee.

Capital Payment Summary Reports

 The Committee reviewed the information provided.

Budget Transfer - Solid Waste

 The Committee reviewed the information provided.

Future Meeting Schedule

 The Committee decided to hold the next meeting at the Solid Waste Facility.  The February 28 meeting will be at Bostwick Road, and the March 14 meeting will be at the Airport.

Adjournment

 Mr. Randall declared the meeting adjourned at 5:10 p.m., without objection.

Respectfully submitted by Karen Fuller, Deputy Clerk