Staff:  Cheryl Nelson, Ed Marx, Bob Nicholas, Pete Messmer, John Lampman, Barbara Eckstrom, Greg Potter, Norma Jayne, Mike Harris, Jonathan Wood

Chair D. Booth called the meeting to order at 1:02 PM

Executive Session - Chair Booth reported that an executive session was needed to discuss litigation related to the Bostwick Rd. facility construction project.  The committee entered executive session at 2:02 PM on a motion by D. Winch, seconded by D. Kiefer, and unanimously carried.  The committee returned to open session at 2:09 PM.

1.  Chair's Report - The following items were reported by Chair Booth:

A.  Equipment Sharing Agreement - He had been trying to reach John Barney, Town of Ithaca attorney, regarding the status of this agreement.  C. Nelson reported that she recently discussed the same issue with Cathy Valentino, Town of Ithaca Supervisor, who promised to follow up on it.
B.  12/31/02 Financial Report - He reported that at a Budget Committee meeting earlier today, David Squires reported on the 12/31/02 status of various county fund balances.  D. Squires reported that the Solid Waste fund balance and Highway fund balance appear to be in positive shape.  He also stated that he is somewhat concerned about the Airport fund balance because the County has been drawing that fund down recently in order to provide the County's share for a number of projects.  D. Squires pointed out that the County will have to make decisions in the future regarding whether the airport can remain self-sufficient or whether it will require some level of support from County tax dollars to operate.

2.  Persons Wishing to Address the Committee - None.

3.  Approval of Minutes - 2/11/03, 2/25/03, and 3/11/03 - The 2/11/03 minutes were moved by B. Blanchard, seconded by D. Kiefer and unanimously carried with minor changes submitted by D. Kiefer. Action on the 2/25/03 minutes was postponed pending changes from D. Kiefer and M. Robertson. The 3/11/03 minutes were moved by D. Winch, seconded by M. Robertson and unanimously carried, with the amended minutes to include additional minor changes to be submitted by M. Robertson.

4.  Snow and Ice Removal Cost to Date - P. Messmer distributed and reviewed a report entitled Tompkins County Highway Department Snow & Ice, Fuel, and Overtime Assessment and Projections (dated 3/25/03).  The report detailed actual expenditures and estimated projections on funds needed to cover the remainder of 2003 and projections for over target requests for the 2004 budget.  The committee directed Pete to meet with County Administration and the Comptroller and return to the committee with a proposed resolution regarding how the County will deal with these substantial cost overruns during the remainder of 2003.

5.  2003 Highway Workplan - Mike Harris, Assistant Highway Manager, reviewed the plan with the committee.  Various questions were raised and answered regarding the workplan.  Committee members were encouraged to contact Pete Messmer or Mike Harris with additional questions.

Discussion ensued over the proposed Hanshaw Rd. project that is scheduled to begin in about two weeks.  This rebuild of the section from Sapsucker Woods Rd. to Lower Creek Rd. will be done with county funds.  M. Robertson noted that the community had been told this work would be done in 2004 or later, as a Federal TIP project, and questioned if the residents had been notified of the change.  P. Messmer said that the work now scheduled for 2003 is different from the larger Hanshaw Road federal aid project.  He explained that the work in 2003 work will occur inside of the existing roadway and shoulder widths, and that it should not raise concerns regarding enlargement or realignment of the road.  He also said that prior to the start of this work, the Highway division will send letters or postcards to the residents of Hanshaw Rd. in order to notify then of this change.

6.  Approval to Seek Bids - Portable Air Compressor - It was the consensus of the committee for staff to seek and award the bids and provide the committee with a report on the outcome.

7.  Award of Bid - Cortland - McLean Road Project - The following resolution was moved by D. Winch, seconded by B. Blanchard and unanimously carried:

WHEREAS, Resolution 13, of 2003 authorized an agreement with the State of New York whereby State and Federal sources will furnish 95% of the funding necessary for Phase 1 reconstruction of McLean-Cortland Road, and
WHEREAS, The Department of Finance - Division of Purchasing has duly advertised for bids for the project, and

WHEREAS, four (4) bids were received and publicly opened on March 19, 2003, now therefore be it,

RESOLVED, by the Facilities and Infrastructure Committee that the bid be awarded to W&D Smith & Sons Construction, Inc. of Whitney Point, NY as the lowest responsible bidder with a bid price of $473,541.88, pending approval of the bid by the New York State Department of Transportation, and be it further
RESOLVED, That the Highway Division be authorized to implement this bid and execute change orders with total values not to exceed 10% of the aforementioned bid amount on behalf of the County, funds to be provided from the McLean-Cortland Road Reconstruction Capital Account (HZ 5103.59239.53.02).
SEQR ACTION: Type II- 2  (No further action required)

Explanatory Note:  McLean-Cortland Road Phase 1 Reconstruction is approximately the last ½ mile before the Cortland County Line.  This road was last rebuilt circa 1960; anticipated life expectancy is approximately 40 years with appropriate maintenance.

 The budgeted amount for this project was $600,000.

8.  Award of Bid - Champlin Road Over Webster Brook, BIN 3314220, Bridge Replacement - The following resolution was moved by B. Blanchard, seconded by D. Winch and unanimously carried:

WHEREAS, The Department of Finance - Division of Purchasing has duly advertised for bids for CR103A, Champlin Road Over Webster Brook, BIN 3314220, Bridge Replacement, and
WHEREAS, nine (9) bids were received and publicly opened on March 4, 2003, now therefore be it,

RESOLVED, by the Facilities and Infrastructure Committee that the bid be awarded to Edger Enterprises of Elmira, Inc. of Elmira Heights, NY as the lowest responsible bidder with a bid price of $304,883.00, and be it further

RESOLVED, that the funds are available in the Highway’s budget, account 5111.54411.

SEQR ACTION:  Type 11 - 2

Explanatory Note:  The budgeted amount for this project was $333,000.  The existing bridge was built in 1936.  The design life of the new bridge is 50 years, with an expectation that it will last 70 years.

9.  Highway Projects Report - Due to time constraints, the committee was asked to direct specific questions to Pete Messmer or John Lampman. Points discussed included the following:

A. Beach Road Bridge - P. Messmer reported that per his communications with NYSDOT, the Beach Rd. Bridge does not need to remain in place in order to be considered for Historic funds.  Pete was asked to follow up with NYSDOT to get that in writing and copy the written response to D. Winch immediately upon receipt. Pete stated that about a two week lead-time would be needed to schedule the work since additional permits are not required.   D. Booth and P. Messmer reported that per a letter from the NYSDEC, a permit is not required from either NYSDEC or the Army Corps of Engineers in order for the County to remove the bridge.

B.  Red Mill Road Bridge - D. Booth modified the Points of Interest, #4 in the Highway Projects Report to read as follows:
a. The Facilities and Infrastructure Committee discussed the "No Build/Maintenance" alternative on February 25.  A majority of the Committee informally indicated that option should be addressed if it appears consistent with best engineering judgment.

10.  Audit of Final Payment to Matco Electric Corporation - Passenger Boarding Bridge - Ithaca Tompkins Regional Airport - The following resolution was moved by B. Blanchard, seconded by M. Robertson and unanimously carried:

WHEREAS, Matco Electric Corporation has completed its electrical contract for the Passenger Boarding Bridge at the Ithaca Tompkins Regional Airport, now therefore be it

RESOLVED, on recommendation of the Facilities & 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

Matco Electric Corp.             2 (and Final)                     HT. 5601.59239         $ 582.62
 

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 is a federal Airport Improvement Project (AIP) funded by FAA (90%), NYSDOT (5%) and Airport Operational Budget (5%). The total of Matco’s contract was $ 5,038.12.

11.  Small Community Air Service Pilot Program - R. Nicholas stated that B. Blanchard had updated the full Legislature on the program.  A letter has been sent to the three NYS Senators who represent the County, asking them to write to Senator Bruno to request that he release the funds for the program.  It will be later in 2003 before the outcome is known.

12.  Capital Project Payments  - The information was provided to the committee for information; no action was required.

13.  Authorizing the Filing of an Appliation from New York State for the Household Hazardous Waste (HHW) State Assistance Program and Signing of the Associated State Contract, Under the Appropriate Laws of New York State - The following resolution was moved by D. Kiefer, seconded by M. Robertson and unanimously carried:

WHEREAS, Tompkins County has constructed and will be operating a Household HazardousWaste Facility, and

WHEREAS, the New York State Department of Environmental Conservation provides funding for such projects through the Household Hazardous Waste State Assistance Program that provides up to 50% for eligible costs incurred,
and

WHEREAS, the County has received a grant offer for up to $601,715.00 as detailed below:
Construction of HHW facility   $475,840.00
2000 HHW Operating Costs   $124,875.00
(including public education costs)
 TOTAL  $601,715.00

Now therefore be it

RESOLVED, on recommendation of the Facilities and Infrastructure Committee, that the grant offer from the NYSDEC of $601,715.00 be and hereby is accepted and that the County Administrator is authorized to execute the required documents.

SEQR Type: II20

Explanation:  The total amount of the grant is based on estimated costs for both
construction and operation.  County will be reimbursed 50% of actual
incurred costs.

14.  Expansion of the New York State Returnable Container Act of 1982 - A letter to Senators Seward, Kuhl, and Nozzolio and Assemblywoman Lifton has been drafted for signature by Chair Booth.  The letter urges these members of the State Legislature to support several amendments to the NYS Returnable Container Act of 1982.  If adopted, the amendments would, among other things, place a deposit on other beverage containers such as sports drink, designer, teas, juice, and bottled water.  The committee members asked to forward any suggested wording changes to R. Booth.  He will follow up with Tim Joseph, Legislature Chair, to see if he would prefer to sign the letter on behalf of the County.

15.  Criminal Justice Data Communications Project Report- G. Potter and N. Jayne reported on the status of the project formerly knows as CISNET.  This project was started a few years ago as the result of the acceptance of federal grant funds to implement a system that would allow police agencies and courts to share information.  If the system were not operable as defined by the grant terms, the potential for returning the funds existed.  G. Potter reported that the system is now functioning for police agencies in the Villages of Groton and Dryden, and the City of Ithaca.  There is currently a one-year agreement with these participating municipalities regarding the ITS Department's responsibilities.  Other municipalities are expected to be on board with the system by May, 2003.  G. Potter was providing this information to the committee because decisions regarding continuation of the system and oversight responsibilities for managing the system will need to be made at some point in the near future.  He does not feel that the ITS Department is the appropriate oversight and maintenance point and that these functions should be done by someone in the police or court area.  There is presently a one-year agreement with the participating municipalities.  N. Jayne stated that the County is on track with the required reports regarding the system but that there is a need to show benefit and use of the system.

16.  2003 F&I Committee Goals - The committee briefly discussed the goals and the format developed by R. Booth.  Some wording changes were suggested and members were asked to suggest any other changes they believe would be desirable.  R. Booth will make the changes and return a revised statement of goals to the committee for approval at a future meeting.

 Meeting adjourned at 4:03 PM

       Respectfully submitted,
 

       Cheryl A. Nelson
       Public Works Administrator