Staff: R. Nicholas, Airport Manager; C. Nelson, Public Works Administrator; J. Lampman, Highway Division; D. Squires, Finance Director; J. Wood, County Attorney, A. Fitzpatrick, Personnel Commissioner; A. LeMaro, Facilities; K. Fuller, Recorder,
Guests: J. McPheeters, Chamber of Commerce; C. Hamilton, Air Service Task Force;
1) Called to Order
Mr. Penniman called the meeting to order at 2:02 p.m.
2) Additions to and Deletions from the Agenda
The following item were added:
· Resolution No. Audit Of Final Payment – ARFF
(CFR) Building Door Modification & Airfield Electrical Equipment –
Ithaca Tompkins Regional Airport
· Request for Proposals - Marketing Plan for Air Service Task
Force
· An executive session was requested to discuss personnel matters.
3) Persons to Address the Committee
There was no one wishing to speak to the Committee.
4) Chair's Report
Mr. Penniman did not have a report.
Mr. Winch said there is only one meeting per month for this Committee, and there is a very aggressive schedule. He suggested that Committee members keep comments short, that staff is required to adhere to the time, and be prepared for discussion prior to the meeting. Mr. Penniman spoke of the ability to utilize March 1, 2005 for items not covered.
5) Minutes of January 11 and 25, 2005
It was MOVED by Mr. Winch, seconded by Ms. Schuler, and unanimously approved by voice vote of members present to accept the minutes of January 11 and 25, 2005, as presented.
6) Open Burning of Household Waste
Mr. Beebe, Chair of the Open Burning Initiative Committee of the Environmental Management Council, spoke to the Committee on the topic of Opening Burning of Household Waste. He provided handouts of materials prepared by Ms. Filiberto of the Planning Department and highlighted tasks being undertaken by the EMC Open Burning Committee Members as well as providing a timeline of their work.
Mr. Beebe said he believed a grant could be available through the Environmental Protection Agency that would provide funding for educational materials and seminars related to opening burning. He asked any recommendations be provided as soon as possible as the deadline is approaching. It was noted that the tasks underway are being done by the EMC membership. Mr. Penniman said if the resolution were to pass the Legislature the biggest task would be to educate residents of what it would mean.
Mr. Winch expressed appreciation for this information and noted he had requested this be done previously and had been asked to wait as the State was contemplating legislation. He said since they have not done this it is necessary for each county to do so. Mr. Winch reported the Health and Human Services Committee has been informed and he believes they will look at the subject from the health aspect view. He has requested the Tompkins County Board of Health provide a recommendation to the Health and Human Services Committee. He indicated the Board of Health had two visiting speakers who provided a presentation on open burning.
Ms. Schuler noted that New York and New Jersey are in the same region and since New Jersey has a statewide ban on open burning already, this should enhance our ability to receive a grant. Additionally she was interested in the burn barrel exchange program for reduced waste fees.
A brief discussion took place on the present regulations which states open burning of household waste cannot take place within 1/8 of a mile of cities and villages. Mr. Wood suggested the possibility of eliminating the language that would then encompass the entire county with the regulation. Members of the Committee felt education may be more critical, household wastes have changed over the years and are now more of a hazard to health. It was noted that enforcement is the most difficult aspect and that it may be more effective to utilize education. Mr. Beebe felt that specific terminology would assist. Mr. Marx clarified that a total ban would create difficulties for allowable burning of yard/agricultural waste. He suggested working with any agencies that may be involved with enforcement. Mr. Penniman expressed concern that a ban of open burning of household waste may increase illegal dumping; the Solid Waste Division presently enforces this aspect.
7) RESOLUTION NO. - AUTHORIZING ACCEPTANCE OF A FEDERAL AVIATION ADMINISTRATION (FAA) GRANT TO ACQUIRE FRICTION MEASURING EQUIPMENT; PERFORM AN ENVIRONMENTAL ASSESSMENT FOR OBSTRUCTION REMOVAL; AND PERFORM AN ENGINEERING DESIGN TO RELOCATE THE PARALLEL TAXIWAY (PHASE III) - ITHACA TOMPKINS REGIONAL AIRPORT
It was MOVED by Ms. Schuler, seconded by Mr. Todd, and unanimously approved by voice vote of members present, to present the following resolution to the full Legislature for approval. MOTION APPROVED.
WHEREAS, the Federal Aviation Administration (FAA) has made an offer
to participate in the funding of the acquisition of friction measuring
equipment, performing the environmental assessment for obstruction removal,
and designing Phase III of the parallel taxiway relocation, and
WHEREAS, these projects are part of
the ongoing airport equipment upgrades and Master Plan improvements, and
WHEREAS, the County has received a federal grant offer of $527,750 to accomplish these improvements, with the estimated costs being:
FAA Share
(95.0%) Account No. HT 5601.44592
$527,750.00
NYSDOT Share ( 2.5%)
Account No. HT 5601.43592 $ 13,888.00
Local Share
( 2.5%) Account No. HT 5601.45031
$ 13,889.00
Total $555,527.00
· Friction Measuring Device - $ 45,000
· Environmental Assessment for Obstruction Removal $300,000
· Design of Parallel Taxiway Relocation (Phase III) $210,527
, now therefore be it
RESOLVED, on recommendation of
the Facilities and Infrastructure Committee, That the grant offer from
the FAA of $527,750 be and hereby is accepted and that the County Administrator
is authorized to execute the required documents.
SEQR ACTION: TYPE II-20
1. A Friction Meter provides a measurement of braking action on the
runway. This tells incoming pilots how slippery runway conditions are and
allows them to decide if it is safe to land aircraft. This new piece of
equipment allows for tow-behind use and does not require the vehicle to
brake to test runway conditions. The current model does not work on vehicles
with ABS braking systems and the only suitable vehicle the airport has
without an ABS system is close to retirement.
2. The $300,000 projected cost for Environmental Analysis of the complete
Obstruction Removal project anticipates a lengthy process, including wetland
delineation. It is possible that the process may be simpler and therefore,
less expensive. The F&I Committee has yet to approve a contract for
this work and will be given a full Scope of Services and contract to approve
in the near future.
3. Phase III of the Parallel Taxiway Relocation is the third and final
phase of this FAA-mandated project. Design this fall and winter would allow
for bidding and construction in 2006. The design contract has yet to be
approved by the F&I Committee and a Scope of Services and proposed
contract will be presented for consideration in the near future.
4. The basic funding split for airport projects is now 95% FAA, 2.5%
NY State, 2.5% Local. The local share is built into the airline rates for
2005.
8) RESOLUTION NO. AUDIT OF FINAL PAYMENT – ARFF (CFR) BUILDING DOOR MODIFICATION & AIRFIELD ELECTRICAL EQUIPMENT – ITHACA TOMPKINS REGIONAL AIRPORT
It was MOVED by Mr. Winch, seconded by Mr. Todd, and unanimously approved by voice vote of members present, to approve the following. RESOLUTION APPROVED.
RESOLVED, on recommendation of the Facilities & Infrastructure Committee, That the following claim against the County of Tompkins be, and hereby is audited by the County Legislature:
VENDOR
PAYMENT REQUEST ACCOUNT
NO. AMOUNT
Paul Yaman Construction
# 5
HT5601.59239 $ 25,803.01
RESOLVED, further, That the Finance Director
be and hereby is authorized and directed to pay said claim from Account
No. HT.5601.59239
SEQR ACTION: Type II-20
Note: All work has been completed to the airport's satisfaction and all certifications, lien affidavits, consent of surety to final payment, warrantees and maintenance bond have been received.
9) Air Service Task Force
[Ms. Kiefer arrived at this time. 2:30 p.m.]
Committee members reviewed the handouts that provided a brief history of the Air Service Task Force and its responsibilities. Ms. McPheeters is pleased to continue the efforts of the Task Force said and that it has proven to be a good working public-private partnership as exhibited by the $250,000 guarantee provided by local businesses. She spoke of her collaborative work on a small-cities grant application; Mr. Johnson of Cornell University and Mr. Abrahms will assist with lobbying efforts for this grant. Mr. Marx explained the Air Service Task Force will continue to operate and meet less frequently. The Air Services Committee has been appointed by the Chair of the Legislature as a subcommittee and will have many of the same members as the Air Services Task Force. The Committee will report directly to the Legislature with recommendations from both the Committee and the Task Force. Additionally, the Air Services Committee will report to the Air Services Task Force to seek its support and participation in activities as well. Mr. Marx said he believed that in the future the Air Services Committee may seek approval of the Legislature to have a degree of authority to enable them to proceed with certain activities or initiatives as needed through administration and/or the Air Services Task Force as the climate is such to require quick decisions and action.
Mr. Hamilton spoke of the ongoing work with North West Airlines regarding the marketing plan. The airline is in agreement that they desire to make the marketing funds go as long and as far as possible. He spoke of North West Airlines working to reduce rates for various special productions occurring in the community such as a TV crew coming to film tourism promotions. Ms. McPheeters spoke of discussions within the Air Service Task Force relating to the possibility of leveraging Strategic Tourism Planning Board funds in a manner to provide incentives to travelers coming into Tompkins County; discussions related to the topic are continuing. She then spoke of a Chamber of Commerce CEO round-table discussion on February 18th that will include this subject.
Mr. Todd inquired what happens after the first year of this agreement. Mr. Marx stated that what is waived this year is the landing fees; upon completion of the first year's service a new agreement will be made that would include fees at some level. Mr. Penniman asked Mr. Marx to provide updates regarding the budget status of the airport to provide advance notice of potential shortfalls; he would like a report at the March meeting.
Marketing Initiative
Mr. Marx reported the Air Service Committee stressed the importance to continue the partnership as in the previous year, noting Mr. Hamilton's involvement as a critical part of the Air Service Task Force's success. He requested permission to continue pursuing an agreement between the County and Cornell University to utilize Mr. Hamilton's skills for the marketing plan. This would retain Mr. Hamilton continuing on the Cornell payroll with the County paying a base fee/incentive amount as agreed on. He explained the success of the marketing plan would determine the amount of incentive fees provided. He would like to provide a resolution to approve the agreement at the next meeting. Mr. Marx believes the working relationship with Cornell University would assist in working together to bring about travel through the local airport by its employees. It was explained that in order to obtain the incentive it would be required to show that the success of the North West marketing plan was not at the expense of the present carrier. It was believed a two-year period would be used to determine the plan's success. Members of the Committee discussed how a formula would be determined for a base line to start from when calculating the plan's success. Additionally, it was noted that the source of funding for the marketing plan would come from the airport's budget. At this time it is thought the year will end with a deficit but the exact amount cannot be determined.
Café and Parking Lot Services Request for Proposal
Ms. Kiefer requested to see the request for proposals prior to their being sent out. Mr. Nicholas will provide her with copies.
10) RESOLUTION NO. - AUTHORIZATION TO ENTER INTO A CONTRACT WITH JOHNSON CONTROLS, INC., FOR PROFESSIONAL SERVICES - ENERGY PERFORMANCE CONTRACT – ENERGY IMPROVEMENTS FOR COUNTY BUILDINGS
Mr. LeMaro explained that this was the next step of the performance contract with Johnson Controls and would allow the County to enter into the next phase of the project. It was explained that the contract encompassed the recommendations that were beneficial for the County and that the projected savings had been determined by Johnson Controls with Mr. LeMaro providing information and confirming the savings figures. Mr. LeMaro said the savings costs also provide the opportunity to do other energy-savings work that would otherwise not be possible such as boiler replacement in the Old Jail and the Bostwick Road facility. It was noted a report will be made at the end of the year to determine savings. If there is a savings shortfall the County has an option is to receive a check or have Johnson Controls provide mitigation for additional savings. Mr. LeMaro noted that some of the costs associated with the contract are borne by the County such as administrative functions.
It was MOVED by Mr. Winch, seconded by Ms. Schuler, and unanimously approved by voice vote, to present the following resolution to the full Legislature for approval. MOTION APPROVED.
WHEREAS, the County of Tompkins has approved a 2005 Capital Project
for energy efficiency improvements to County buildings, and
WHEREAS, on August 6, 2002, the Tompkins County Legislature adopted
Resolution No. 191 establishing the following reduction target: Tompkins
County will, by 2008, reduce its emissions of greenhouse gases generated
by county operations by 20 percent compared to its base year of 1998, and
WHEREAS, the Facilities Division has worked with Johnson Controls,
Inc. of Syracuse, NY, during early 2004 to perform a preliminary assessment
of all County buildings with the purpose of identifying energy conservation
measures aimed at reducing energy consumption and greenhouse gas emissions,
and
WHEREAS, on May 11, 2004, the Facilities and Infrastructure Committee
authorized moving forward with Johnson Controls, Inc., to perform a detailed
energy study and executed a Project Development Agreement on July 8, 2004,
and
WHEREAS, Johnson Controls, Inc., has completed a detailed energy study
and presented a Scope of Work and Services schedule for the implementation
of various energy improvement measures in several County buildings that
will result in guaranteed energy savings, and
WHEREAS, the original capital project was estimated at $3.5 million
and now after completion of the detailed study phase the current project
cost is $2.27 million, now therefore be it
RESOLVED, on recommendation of the Facilities and Infrastructure Committee,
That the scope of work and services as reflected in the Energy Performance
Contract agreement dated February 9, 2005, that will allow the project
to move forward expeditiously and remain within budgetary limits is hereby
accepted,
RESOLVED, further, That the Tompkins County Administrator is
authorized to execute a contract between Johnson Controls, Inc., and Tompkins
County in the amount of $2.26 million dollars to perform the services identified
in the Energy Performance Contract agreement and to execute change orders
of up to five (5) percent of the contract total,
RESOLVED, further, That the Facilities Division be authorized to implement
this contract on behalf of the County, funds being available in Capital
Account No. HB1601.16.28.
SEQR ACTION: TYPE II-20
Explanatory Note: The purpose of this project is to reduce energy consumption in County facilities and bring the County closer to meeting their emissions reduction target of 20% by the year 2008. This project is a continuation of the detailed energy study phase (Phase 1) that identified energy improvement opportunities with respect to HVAC systems, variable speed drives, motors, controls, lighting, boiler replacements, plug load controllers, water conservation, electric power monitoring, etc. This Phase 2 Capital Project will fund the energy improvements identified in the detailed study. The in-depth energy assessment included all County owned buildings. The energy improvements will be accomplished through the concept of Energy Performance contracting which allows the county to make infrastructure improvements today that are guaranteed to be funded by the savings realized through their implementation over the term of the contract.
11) Facilities Status Report
Members reviewed the Facilities Status Report and noted the following:
· Tompkins County Public Library - Facilities is determining
whether to repair or replace the shades in the Borg Warner room, which
have proven to be difficult to operate.
· Administration Reconfiguration - Mr. Winch felt if the project
moved forward it should be paid for by Administration.
· Tompkins County Public Library Entrance - the final agreement
with QPK will be finalized within the week. Mr. LeMaro thought that
increasing the heat within the vestibule area will alleviate the problem.
Mr. Marx noted that the mitigation funds are intended to reduce energy
costs as a result of the decrease in energy generated from the photovoltaic
panels. He does not feel a solution that uses more energy would be
acceptable. Mr. LeMaro felt increasing the pressure of the air in
the entrance would help with heat loss. Mr. Marx stressed that QPK
should be required to provide information on energy costs associated with
their recommendations prior to a contract. Mr. Winch expressed surprise
that the contract was to be completed by the same design firm without discussion.
Ms. Schuler and Ms. Kiefer noted they had brought up the concern about
QPK at the previous meeting, concurred with him, and had strongly stated
the case.
· Old Jail - air supplies are being modified to decrease velocity
and eliminate condensation.
· Building C - testing has taken place for air quality issues;
ductwork will be modified to increase the flow of outside air. At
this time CO2 levels are satisfactory.
· Biggs B - it was noted leaks are increasingly a problem as
it is an old metal roof and it may cost ten to twenty thousand dollars.
Additionally, it is believed at this time that mold in the building may
be a result of plants. The areas affected will be addressed.
Ms. Kiefer expressed a belief that the Facilities Division should have an emergency fund to cover the cost of unexpected repairs within the County.
12) Capital Payment Summaries
The Committee received the capital payment summary report for informational purposes.
13) Authorization to Seek Bids - Leachate Hauling for Caswell Road and Landstrom Landfills
Mr. Thompson reported that the current agreement expires July 31, 2005 and he would like permission to seek bids. The standard agreement is for a three-year period with a two-year extension. The Committee requested to see the comparison/result of bids when received.
14) Audit of Final Payment - North Triphammer Road
RESOLUTION NO. AUDIT OF FINAL PAYMENT NORTH TRIPHAMMER ROAD
It was MOVED by Mr. Todd, seconded by Ms. Kiefer, and unanimously approved by voice vote of members present, to approve the following. RESOLUTION APPROVED.
WHEREAS, the work performed by Economy Paving Company, Inc.
has been completed as authorized by Resolution #135 of 2002, to re-construct
North Triphammer Road from the Village of Lansing north to State Route
34B, and to replace the bridge over Gulf Creek, now therefore be it
RESOLVED, that the final claim against the County of Tompkins,
be and hereby is audited by the Facilities and Infrastructure Committee.
Vendor Payment Request Account No. Amount
Economy Paving Co. Final HZ5103.53.01 $26,219.40
Explanatory Note: The total contract payment for the above mentioned work will be $2,507,325.14. The original contract amount authorized by resolution was $2,782,341.39, but reductions in work reduced the contract amount.
15) Highway Capital Projects Status Report
Members reviewed the Highway Capital Projects Status Report and noted the following:
· Warren Road - Mr. Lampman met with Mr. Noteboom and Forest
Home Association representatives. The final report from the Association's
consultant is nearing completion and a meeting will take place during the
week of March 7th with interested parties such as the County Highway Division
and Town of Ithaca. Recommendations from the Association include
narrowing of the road to 18 feet from 21 feet, tightening the radius at
the intersection of Forest Home Drive and providing a pedestrian walkway
on one side of the road. Mr. Winch did not agree with the tightening
of the radius in an area that is difficult to maneuver at the present time;
a tighter radius would make it difficult for buses and local delivery trucks
to safely travel the area.
· Federal Aid Projects - The next round of federal aid projects
were not approved except for bridge painting. It was reported that
the only reconstruction projects approved were for the New York State Department
of Transportation.
· Brooktondale Bridges - it is not anticipated at this time
that the State will increase their project budget to cover the 17% cost
increase for Phase 2; it is believed the State is awaiting a final estimate.
· Ringwood Road - a public meeting will occur on March 3, 2005
at 7:00 p.m. at the Ellis Hollow Community Center to discuss the project.
· Coddington Road - a public meeting will occur on March 2,
2005 at 7:00 p.m. to discuss the project.
· Hanshaw Road - a public meeting will occur on February 17,
2005 at 7:00 p.m. to discuss the project.
16) Brown Road and Route 13 Intersection
Mr. Penniman reported that at this time the NYS Department of Transportation is awaiting additional information related to accidents at this intersection before making determinations. He said that the possibility of ITCTC working with the state was suggested; Mr. Lampman will take this suggestion to ITCTC. Information is being sought from emergency responders, the Tompkins County Sheriff's Department, and the Town of Ithaca. Once received the information can be compiled in the GIS system. Mr. Marx reported that the compilation of this information is part of the County Comprehensive Plan. Ms. Schuler offered assistance in data collection.
17) Year End Goals
Mr. Penniman felt it would be worthwhile to have each division provide a 20-30 minute report. He set the schedule as follows: Facilities - April; ITS - May; Solid Waste - June; and the Airport - July.
The 2004 Goals report will be finalized and Mr. Penniman will work with Ms. Nelson to review what needs to be brought forward to 2005.
18) Filling of Vacancies - Discussion
Mr. Marx stated no action is being asked for at this time and he provided an update regarding the filling of vacancies within the Highway Division. He reported that the County has made additional efforts to seek out a diverse pool of applicants. Advertising has been done in numerous papers and received feedback from staff. He reported that to date approximately 56 applications had been received, of which 6 were self-identified as minority, with the others unknown. Mr. Marx said the County is reviewing other methods of attracting additional applicants but is uncertain of any other means at the present time. He stated that the particular openings that exist within the Highway Division require a commercial drivers license with brake and tank endorsements. Ms. Fitzpatrick stated the job descriptions have been modified to allow those with the CDL and brake endorsement to be hired provisionally with the tank endorsement to be obtained within a ninety-day period. Mr. Marx explained that an alternative track may be to hire two of the four individuals and then designate the others as trainee positions. He explained that Ms. Martel-Moore of the Human Rights Commission has been preparing an evaluation report on the Division's workplace issues; additionally, internal candidates for the positions have come forward as well.
It was noted that the Division has extensive backlogs of work to be completed and it is also important to fill the positions as quickly as possible to take advantage of the construction seasons. It is anticipated that there will be a juggling of staff when the positions are filled to appropriately complete work teams.
Members discussed the possible length of time necessary to complete a training program. Ms. Fitzpatrick indicated it was unclear and may be up to twelve months to fully complete training due to the nature of the work done.
Mr. Winch then requested to see the revised job descriptions to allow obtaining tank endorsements within a specific period. Additionally, Mr. Winch said he believed adequate canvassing had been completed and he would like to proceed with filling the positions of motor equipment and heavy equipment operators. He stated that the positions had been approved within the 2005 budget and that he believed that if they did not go forward a moratorium on hiring should occur throughout the entire County.
It was MOVED by Mr. Winch, seconded by Mr. Todd, to authorize the Highway Division to go through the interview process and hire the positions that were approved within the 2005 budget. Mr. Penniman indicated he preferred to wait for the report that would deal with organizational issues within the division. Ms. Kiefer said she felt that approval to broaden the search had been made and believed the effort was successful. Mr. Marx indicated that it is difficult to determine how many of the applicants that would qualify are minorities. Ms. Kiefer felt it would be appropriate to proceed with the interview process but not offer the position at this time. Ms. Schuler said Administration was not asking to proceed and the Committee should wait. Ms. Kiefer stated she would like to proceed with interviews but not hire any individual until the March 1st report was provided. Mr. Marx indicated he believed the intent is to attempt to have this Committee and Budget and Capital in agreement if possible.
A voice vote on the motion resulted as follows: Ayes 3 (Legislators Winch, Kiefer, and Todd); Noes - 2 (Legislators Penniman and Schuler). MOTION CARRIED.
19) Commissioner of Planning and Public Works
Mr. Marx reviewed his proposal which he had presented to Administration and several other Committees. Members discussed concerns related to the additional duties and reorganization that may be required by the position.
Ms. Kiefer believes Planning needs more than a half-time Commissioner. She noted that historically when Planning and Public Works are together, Public Works dwarfs Planning, so she is definitely opposed to joining the departments. Mr. Marx assured her that is not being proposed. If the joint job for Mr. Marx goes forward, Ms. Kiefer believes any Charter change would be minor - simply restore the Commissioner of Public Works position and don't specify that it be full-time. Until such time as Tompkins County can once again afford a full-time Public Works Commissioner she could support having Mr. Marx fill the position of Planning Commissioner and Public Works Commissioner, but not combining them.
Mr. Winch stated he still thinks it was a mistake to do away with the Public Works Commissioner position, and that it is a mistake not to have a P.E. as Public Works Commissioner.
Mr. Marx summarized all the engineer training that some Public Works staff have, andnoted Mr. Lampman has a P.E. degree.
Mr. Penniman commented he finds it difficult to gauge the level of dissent with Mr. Winch and Ms. Kiefer.
Ms. Kiefer noted that if this joint position goes forward, we should consider spinning off Solid Waste to Public Health.
20) Executive Session
It was MOVED by Ms. Schuler, seconded by Mr. Winch to enter into executive session to discuss contractual/personnel matters. Executive session was entered into at 4:40 p.m.
Adjournment
The meeting adjourned at 5:00 p.m.
Respectfully submitted, Karen Fuller, Deputy Clerk.