Excused: D. Randall, Chair

Guest:  A. Goncarovs, WHCU

Call to Order

 Ms. Kiefer, Vice Chair, called the meeting to order at 3:00 p.m.

Agenda Additions/Deletions

 The following items were requested to be added to the agenda:
(1) information on purchase of equipment;
(2) possible additional requests regarding Brown Road
(3) status of installation of Building C generator.

 The following resolutions were deleted from the agenda:
(1) Award of Contract – Terminal Café/Gift Shop – Ithaca Tompkins Regional Airport
(2) Award of Contract – Terminal Parking lots – Ithaca Tompkins Regional Airport

Ms. Nelson announced that again this year the Highway Division will be participating at the high school career options presentation at The Rink.

Persons Wishing to Address the Committee

 There were no persons wishing to address the Committee.

Minutes of February 14, 2006

 Mr. Shinagawa arrived at this time.

 It was MOVED by Mr. Booth, seconded by Ms. Mackesey, and approved by voice vote of members present to accept the minutes of February 14, 2006, as submitted.

Planning and Public Works Commissioner's Report

 Mr. Marx, Commissioner, reported he anticipates that the 2006 Unified Work Plan for the Divisions will be complete and coming forward at the next meeting.  In addition, he anticipates that by the end of March all performance evaluations will have been completed.  Mr. Booth said having the performance evaluations completed is a notable accomplishment.  In reply to Ms. Mackesey’s question, Mr. Marx said setting goals is part of the process.  Ms. Kiefer inquired if reviews were done from the top down as well as bottom up and if standard format was used.  Mr. Marx said they were from the top down, and although they were in the same format questions on the form were different for the various divisions.  It was noted that information obtained as a result of the evaluations that indicate general needs, e.g., additional training will be compiled and reported to Facilities and Infrastructure.

Ms. Kiefer inquired about diversity issues and whether the topic came up during the evaluations.  Mr. Marx said this has been a topic of conversation within the management group.  Discussions include how to attract a diverse workforce and to welcome individuals into the County workforce.  Ms. Nelson has developed an Employment Procedures Manual that would cover the probationary period and how to address many aspects, including diversity.  Ms. Fitzpatrick, Personnel Commissioner, has asked to utilize the manual within other departments as well.

Mr. Marx reported that the death of Facilities employee Jeff Vandemark and his family members greatly affected the department members.  He said Mr. Vandemark’s surviving child is in the hospital and will have a long way to go.

Mr. Marx reported that regular labor-management meetings have been re-instituted.

Ms. Kiefer inquired who the participants are in the labor management meetings; Mr. Marx said the management team (Division heads, Mr. Marx , and Ms. Nelson), Ms. Fitzpatrick, and union officials attend.  These meetings just recently started up again as there was a hiatus during contract negotiations.

Mr. Booth inquired if any preliminary information is available regarding the new solid waste fee system.  Mr. Marx said initial information indicates the process is alleviating traffic delays at the facility, however, a fee adjustment may be necessary.  He reported that there is a potential revenue loss for commercial pick-up trucks that have between 500 and 1000 pounds.  Mr. Marx also said that while some confusion has taken place about the punch card system, the staff has been able to assist customers to have a clear understanding of their use.  Members of the Committee noted there have been very few complaints regarding the changes in the system; Ms. Mackesey indicated she was told the cost was less now than previously.

Brown Road Update

 Mr. Marx reported a meeting took place last week with the New York State Department of Transportation to discuss the review of the traffic data for the Route 13/Brown Road/Sapsucker Woods Road intersection.  The DOT personnel said initial review of the traffic count and accident information by the State did not suggest any modifications are needed.  It became very apparent that the accident information the State had was not fully accurate due to the variables of accident reporting.  Mr. Marx indicated the DOT suggested that if there were additional accidents to factor in it may be possible to consider a flashing light at the intersection.

The Committee discussed the various participants’ viewpoints on the information received.  It was noted that the Cornell representatives from the Technology Park and Laboratory of Ornithology would like to see a flashing light at the intersection.  They agreed to canvass employees to find out information about non-reported accidents at the intersection that have taken place and will forward the information to NYSDOT, which will compile the information.  In answer to a question, Mr. Marx said Tompkins County can also get the information.

Various options and concerns were noted such as having a flashing light at the intersection when there are signal lights in close proximity, lowering the speed limit, although this is a limited-access highway, whether an intersection sign is possible, and closing of the county-owned roads.  In response it was noted that it is not normal procedure to put an intersection sign up without conforming to signage regulations.  Also, although years ago Brown Road traffic could not enter Route 13, in more recent years the Brown Road – Route 13 intersection has been open, in order to close Brown Road again would require a lengthy application process.

Ms. Kiefer shared historical information for new members that provided her perception of Cornell’s reluctance to significantly modify the intersection.  She also said she was surprised that individuals participating in the initial meetings were not all invited.  Mr. Marx stated it was an oversight and that the next meeting would include them.

Mr. Marx stated that information he received from the Laboratory of Ornithology indicated they have a new director that will be seeking ways to increase visitors at the lab that may increase traffic at the intersection.  It was noted that previously a suggestion was made to direct individuals leaving the Laboratory of Ornithology to Hanshaw Road, whereas now there is signage essentially prohibiting that.

Ms. Kiefer requested Committee members receive a copies of the summaries of the several meetings as well as the New York State Department of Transportation analysis of accident information.  It was requested that the accident information be broken out by season if possible.

20 Year Capital Plan

 Mr. Marx informed the Committee of the need to review the potential capital projects in order to determine priorities.  This work is needs to be completed within the next two meetings to allow the development of the 20-year capital program budget information for submission to the full Legislature.  It was explained that the charge to the Committee is to set the priority and that Budget and Capital will determine the financial aspect of the decisions.  It was also noted that last year the Space Needs and Location Committee gave the Health Department building top priority, but the Public Safety building was excluded from their analysis as the Legislature deferred decision on it.

 The Committee reviewed a handout that indicated the estimated costs associated with new construction, minimum renovations (0-5 years), and major repair costs (0-5, 5-10, 10-15 years) for the following buildings/projects:  Health Department Building, Public Safety Building, Center of Government Building, Old Library, Old Jail Space Improvements, and Office for the Aging lease space.  After discussion, it was decided to include the Justice Center, too.

 Mr. LeMaro reviewed what would be included in each expense area, noting the minimum renovations would be what is required to enable immediate continued use of a building.  The major repair costs associated with “do nothing” would be items to attempt to do more repair work than the minimum renovation.  He used the Old Library repairs as an example, providing the various repair items to be done at each level.  Mr. LeMaro stated it would be useful to him to know what the County plans to do with the building as he is experiencing maintenance issues that may be costly.  Ms. Kiefer noted the work done by the Space Needs and Location Committee identified the site as valuable for a future Center of Government building.  Mr. LeMaro stated the County presently is able to use portions of the building for records storage and the Center of Justice as a result of variances.  There are code deficiencies, including the lack of a sprinkler system.  There were three leaks in the roof this past month; a replacement roof would cost approximately $200,000.

 In response to a request to assist in clarification of comparative needs between the Public Safety and Health Department buildings, it was noted that the Health Department is the most deficient in terms of its deteriorating physical plant, the Pubic Safety building is deficient in space.
 
 The Committee briefly discussed space issues for the County, specifically the Public Safety Building and the need for County records archives.  They were informed that the Sheriff’s Department presently is utilizing every available space for their divisions and have maximized what space they have in the corrections area of the building to avoid additional board out costs when possible.  With regard to County archives, Mr. Marx said it is sometimes difficult for departments that have a legal responsibility for records to feel comfortable enough to store then off premises.  Additionally, many departments require easy access to the records for research and reference.  He also informed the Committee of the inclusion of an area in the proposed Center of Government for archived records that would allow access.  Ms. Kiefer noted that earlier discussions included the possible inclusion of The History Center within the old library; combining records storage with research.

At this time, Mr. Booth said he believes the list should be split in the middle, focusing on the top three; by comparison the Old Library, Old Jail, and Office for the Aging are “details”.  He said the priority order should be the Health Department Building, Public Safety Building, and then Center of Government.  He said that while the Center of Government is a good idea it is not a priority; the Public Safety building is primarily a space issue related to prisoner board-out costs.  He believes that within the next several years the cap on inmates will be worked through and will provide a better idea of what needs to be done.  Mr. Booth said the Health Department is the key priority and most affordable, with the three other building/space concerns to be addressed separately.

Mr. Marx noted that the three items (Old Library, Old Jail, and Office for the Aging) would require action regardless of the priority set for the other projects.

Ms. Mackesey stated she is concerned about the archives presently located in a building without a sprinkler and a leaking roof.  She feels this needs to be corrected.

Mr. Shinagawa agreed with Mr. Booth on the priority order but notes if the Center of Government building is not constructed the library should be moved up in the list of priorities.  Mr. Marx said if the Health Department project were undertaken it would require the repair work at the library.

Ms. Mackesey asked if the $10.8 million figure was for the entire construction project for the Health Department.  Ms. Kiefer brought up the split vote on location for the Health Department that occurred at the Space Needs and Location Committee.  She said this review would also provide an opportunity to review the location.  Mr. LeMaro shared information regarding the cost comparison of building on the County-owned land versus a downtown or other location.  If the building is constructed on County land there would be no cost associated with the purchase of land and the potential for selling the Biggs B building and reducing the overall expense.  If the building were constructed at another location, it would include the purchase of land; although there could be the potential offset due to the sale of Biggs B, it would add to the overall cost.  Mr. Marx noted the costs of the two locations were overall very similar.

With regard to work on the Old Library record storage situation, Mr. Booth inquired what would be the approximate cost of renting a commercial space.  Mr. LeMaro estimated the cost to be approximately $200,000 per year.  Ms. Mackesey suggested that a “Morton” building structure could be erected, perhaps at the location of the Health Department building when constructed to allow adequate space for record storage.

It was noted by Mr. Marx that as long as the County owns the library it will require maintaining.  The present occupancy of the Justice Center and records storage was done to utilize county-owned space and save expenses; at the time the County was spending $10,000 per month to store records in Biggs A.  Ms. Mackesey asked if the $2.5 million were spent on the Old Library if it would then allow occupancy of the mezzanine and is there the possibility of the Office for the Aging to utilize space within the building.  Mr. LeMaro said to do so would require renovation of more than the lower levels to allow adequate space, since the Justice Center fully occupies the lower level.

The Committee requested to have a break out of the costs for components of each category of expenses.  They will review the material in more detail and continue discussions.

Capital Payment Summary Reports

The Committee was provided written information.

2006 Facilities and Infrastructure Goals

 Ms. Kiefer postponed this item until the next meeting, noting the absence of Committee Chair, Mr. Randall, and the expected receipt of Division workplans.
 
Highway Division

RESOLUTION NO.         - AUTHORIZATION TO CONDUCT A PUBLIC HEARING – RINGWOOD ROAD BRIDGE REPLACEMENT - PIN 375320      (BIN 3314160)

 It was MOVED by Mr. Booth, seconded by Mr. Shinagawa, and unanimously approved by voice vote of members present, to recommend approval of the following resolution by the full Legislature.

WHEREAS, the County intends that a project to replace the bridge carrying Ringwood Road over Cascadilla Creek (BIN 3314160) in the Town of Dryden be moved forward in an expeditious manner, and
WHEREAS, negotiations for approximately five parcels needed to complete acquisition of the right-of-way for the project have not yet been completed, and
WHEREAS, the County intends to pursue all means to complete these negotiations in a timely manner without necessitating legal measures, but must provide for the contingency that the properties in question may need to be acquired via eminent domain procedures as a last resort, now therefore be it
RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That the Tompkins County Legislature conduct a public hearing pursuant to Section 201 of the Eminent Domain Procedure Law at the Tompkins County Courthouse on the 18th day of April, 2006, at 5:30 o’clock in the evening thereof,
RESOLVED, further, That the purpose of said hearing is to inform the public and to review the public use to be served by the replacement of the Ringwood Road Bridge in the Town of Dryden, and the impact on the environment and residents of the locality where said project will be constructed,
RESOLVED further, That pursuant to Section 202 of the Eminent Domain Procedure Law, the Clerk of the Legislature shall cause to be published at least ten days and not more than thirty days prior to said hearing a notice of same in at least five consecutive issues of the Ithaca Journal,
RESOLVED further, That pursuant to Section 202 of the Eminent Domain Procedure Law, the Clerk of the Legislature shall cause to be delivered at least ten days and not more than thirty days prior to said hearing a notice of same to affected landowners.
SEQR ACTION: TYPE II-20

 Ms. Kiefer requested that in the future in the agenda packet any memo explaining the background and basis for a resolution precede the resolution.

Highway Projects Tour

 The Committee set a tentative date of Tuesday, June 13, 2006, at 1:00 p.m. for the highway projects tour.

Purchase of Equipment

 Ms. Kiefer shared with the Highway Division a listing received at the Town of Ithaca meeting relating to the purchase of highway equipment.  She asked Mr. Sczesny to review the material for further discussion.

Update on Generator for Building “C”

 In reply to Mr. Booth’s question, Mr. LeMaro reported the engineer has put together the bid package.  This will be out for a thirty-day period and include two options; one is the entire job, the other is to have the County purchase the generator and have a contractor install it.  The initial budget is estimated to be slightly over the approved amount.  The delay has been caused by a redesign of the project, scaling it down from the entire building to only the necessary equipment.  It is hoped to have the project completed by June.

Ithaca Tompkins Regional Airport

Award of Contract – Terminal Café/Gift Shop – Ithaca

 Mr. Nicholas said the resolution was withdrawn for the award of contract to allow additional time to review the bids submitted.  Four bids were received, including one from the current vendor.  Two of the bids were for similar service, one was for a kiosk with vending that only allowed commission on the soda/snack items; and one with a local firm thatruns our ambassador service and would provide a similar operation at a lower cost.  The bids will be reviewed and appropriate personnel interviewed prior to award of bid.

 It was noted that Cornell is now running what is being called a “Canteen” business within the technical park – it is unknown how successful this operation is.

Award of Contract – Terminal Parking

 Mr. Nicholas said this resolution was withdrawn for the same reasons as the Café/Gift Shop.  There were three bids submitted, two of which are national firms and the other a Binghamton parking lot firm without airport experience.  One has been eliminated, the other two bids, which include the current vendor, will be reviewed by the Air Service Committee.  He noted that the airport receives approximately $180,000 from parking.  Mr. Nicholas explained the bid request included two options, one for a percentage contract, and one for a management contract.  He noted his preference is for the management contract.

RESOLUTION NO.     - APPROVAL OF LEASE EXTENSION –  TAUGHANNOCK AVIATION CORPORATION - ITHACA TOMPKINS REGIONAL AIRPORT

  Mr. Nicholas explained that an arrangement has existed between the Airport and Taughannock Aviation from the time they initially began building a new facility to provide for a twenty-year contract for each Phase of construction to provide financing capability for them.  He explained that the construction has taken longer than anticipated and requires the extension of the lease to accommodate the twenty-year period.  In response to a question from the Committee he indicated doing so would not adversely affect the airport in any fashion.

 It was MOVED by Mr. Shinagawa, seconded by Ms. Mackesey, and unanimously approved by voice vote of members present, to recommend approval of the following resolution by the full Legislature.

      WHEREAS, Taughannock Aviation Corporation (TAC) recently finished construction on a General Aviation (GA) Administration Building of approximately 12,000 square feet, and
      WHEREAS, said construction is identified as Phase II of a three-phase project in the Airport Master Plan, and
      WHEREAS, one of the finance companies providing partial funding of said GA Administration Building requires a minimum 20-year lease term to fully amortize the debt, now therefore be it
       RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That TAC’s present lease, expiring on  December 31, 2024, be extended by two years to  December 31, 2026,
      RESOLVED, further, That the County Administrator be authorized to sign a lease extension with the new term expiring on  December 31, 2026.
SEQR ACTION: TYPE II-20
(No further action required)
Explanation:

Taughannock Aviation Corporation (TAC) has had a lease at the airport since 1984. In order to encourage TAC to invest in construction of a badly needed new facility, the County agreed to a 20-year lease with an option to extend for a further 10 years. The new facility is being constructed in three phases - a hangar, followed by a General Aviation passenger terminal/admin. building, followed by a second hangar. Currently the first two phases are complete and the third and final phase should be underway later this year.

TAC's lease is scheduled to expire on December 31, 2024 and doesn't comply with the 20-year agreement, due to delays in the construction of the GA passenger terminal. To meet the original intent of our agreement and the needs of TAC's financing company, they have requested that their current lease be extended by 2 years to December 31, 2026.

 A brief discussion regarding the possible change of ownership of Taughannock Aviation took place.  At this time it appears that the same individuals will be continuously involved, although at a different level.  Mr. Nicholas responded to a question regarding Taughannock Aviation’s profits by stating although he does not know what their profit margin is, it appears to be extremely successful due to the way charter flights are handled.

RESOLUTION NO.       - AUDIT OF FINAL PAYMENT TO NELCORP CORPORATION -  CFR BUILDING MODIFICATIONS - ITHACA TOMPKINS REGIONAL AIRPORT

 It was MOVED by Mr. Booth, seconded by Mr. Shinagawa, and unanimously approved by voice vote of members present, to recommend approval of the following resolution by the full Legislature.

      WHEREAS, Nelcorp Electrical Contracting Corporation has completed the CFR Building Modifications contract at the Ithaca Tompkins Regional Airport to the satisfaction of the County and all Prime and Sub-Contractors’ Labor Law Certification forms, executed Lien Affidavit and Consent of Surety to Final Payment have been received, and
WHEREAS, the "as-built" drawings of the CFR Building's modified electrical system have been received, 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 Tompkins County Board of Representatives:

Vendor                               Payment Requested              Account No.           Amount
Nelcorp Corp.                     3 (and Final)                     HT. 5601.59239       $ 31,006.23

     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
(No further action required)

Note :  This was a federal Airport Improvement Project (AIP) funded by FAA (90%), NYSDOT (5%) and Airport Operational Budget (5%). The total of Nelcorp's contract was $ 231,931.23.

 Ms. Nelson will lead a tour of the airport after the meeting for interested Committee members.

Adjournment

 Ms. Kiefer declared the meeting adjourned at 4:55 p.m., without objection.

Respectfully submitted by Karen Fuller, Deputy Clerk