Excused: D. Winch

Staff:     P. Mesmer, J. Lampman, M. Harris, Highway Division; C. Nelson, Public Works Administration; E. Marx, Administration; A. Lemaro, Facilities; R. Nicholas, Ithaca Tompkins Regional Airport; T. Joseph, Legislature; I. Stein, L. Holmes, Office for the Aging; G. Potter, Information Technology Services; K. Fuller, Recorder

Called to Order

 Mr. Booth called the meeting to order at 2:02 p.m.

1)Additions to and Deletions from the Agenda

 Mr. Booth indicated information regarding the purchase of a chiller unit will be added to Mr. LeMaro's report.

There were no deletions from the agenda.

2)  Chair's Report

 Mr. Booth spoke of a recent conversation with a Cornell University representative who commended the Highway Department for taking into consideration the needs of University staff who begin work in early morning.  Mr. Messmer had changed the County's plowing schedule for the southern highways of the County in order to provide a safer highway for individuals who must report to work by 5 a.m.

3)  Persons Wishing to Address the Committee

 No persons wished to address the Committee.

4)  Minutes of March 23, and March 30, 2004

 Mr. Booth tabled the minutes until the April 27th meeting.

5)  Hillview Road Landfill Citizens Advisory Committee

Mr. Booth said a representative from the program committee was needed to serve on this advisory committee.  Ms. Kiefer said that she has been a member of the committee for many years and was willing to continue to serve.  It was MOVED by Ms. Schuler, seconded by Mr. Booth and unanimously approved by voice vote of members present to recommend to the full Legislature for approval, the appointment of Ms. Kiefer as program committee representative to the Hillview Road Landfill Citizens Advisory Committee,

6)  Approving Mitigation Agreement for Impacts of Cayuga Green Project on Tompkins County Public Library Solar Panels

Resolution

RESOLUTION  NO.  -APPROVING MITIGATION AGREEMENT FOR IMPACTS OF CAYUGA GREEN PROJECT ON TOMPKINS COUNTY PUBLIC LIBRARY SOLAR PANELS

 MOVED by Ms. Schuler, seconded by Mr. Booth.  Ms. Schuler asked if the funds for the main entrance were to provide a permanent solution or to continue to fund the temporary structure presently in place.  Mr. LeMaro said that the funds will be used to provide a permanent solution.  Ms. Kiefer said she does not feel the mitigation solution is adequate given the loss of an environmentally sound energy source.  Ms. Kiefer stated that she does not support the resolution; however, she will vote in favor of the resolution for the purpose of bringing it before the Legislature.  A voice vote to present the following resolution to the full Legislature for approval resulted as follows:  Ayes - 3, Noes - 0; Excused - 2 (Legislators Lane and Winch).  MOTION CARRIED.

WHEREAS, the Cayuga Parking Garage in the City of Ithaca is currently under construction by Community Development Properties, Inc., and
WHEREAS, the City of Ithaca Planning and Development Board adopted a Statement of Findings for the Cayuga Green project, including the Cayuga Parking Garage, on February 18, 2003, subsequent to completion of the Environmental Impact Statement for the project performed under the State Environmental Quality Review Act (SEQR), and
WHEREAS, Tompkins County is a member of the ICLEI Cities for Climate Protection, thereby agreeing it is important to reduce greenhouse gas emissions, and the solar panels on the Tompkins County Public Library currently provide approximately two percent of the electricity used by County government, thus helping to reduce greenhouse gas emissions, and
WHEREAS, the Statement of Findings specifically addressed the estimated impact of shadowing on the Tompkins County Public Library solar panels and the estimated reduction of energy generated by twenty to twenty-three percent, with an annual estimated loss of $16,800, and
WHEREAS, the Statement of Findings suggested as possible mitigation measures either adding more photovoltaic cells to the library or placing additional panels on newly constructed adjacent buildings, and
WHEREAS, upon more detailed analysis the suggested mitigation measures have proven to be either too expensive or impractical, and could pose a threat to the integrity of the library roof membrane, and
WHEREAS, subsequent energy savings analysis by consultants to Tompkins County and the City of Ithaca indicated that other mitigation measures would have a greater energy efficiency and provide greater energy savings than the loss due to shadowing at a lower cost and impact, and
WHEREAS, it is mutually agreed by the City of Ithaca and Tompkins County that such mitigation shall consist of energy efficiency improvements to the library at a cost not in excess of $21,000 and improvements to the main entrance of the library at a cost not in excess of $20,000, such improvement to be paid by Community Development Properties, Inc., now therefore be it
RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That the County Administrator is hereby authorized to execute agreement(s) with the City of Ithaca and Community Development Properties, Inc. for the mitigation of the impact of the Cayuga Green project on the Tompkins County Public Library solar panels.
SEQR ACTION:  TYPE II-20

7)   Update on Purchase of Chilling Unit

 Mr. LeMaro provided an update on the purchase of a chilling unit for the Old Courthouse facility.  Initially it was thought that the unit would require a formal bid process, that a waiver of this procedure should be sought, and that subsequently Committee approval should be received.  Further review of this purchase indicated it came under the Public Works Service category and would not require the aforementioned bid procedure, just written quotes.  The unit has been purchased and will be installed in late May.   The choice of Johnson Controls as the supplier of the unit was explained to the Committee, noting that the equipment would be compatible with the Metasys computerized energy management system as well as the possibility of coming within the scope of the Energy Performance Contract that will provide a reimbursement for the chilling unit.  Mr. LeMaro explained the need to order the unit at this time to avoid the possibility of a delay in delivery of the equipment.

8) Capital Project Payments - Emergency Response Center Building

 Mr.  LeMaro reported the department's administration personnel have moved into the building.  It is anticipated to have the dispatchers on site in early June.

9) Approval to Purchase Two Ticket Machines for the Public Parking Lots - Ithaca Tompkins Regional Airport

Mr. Nicholas, Airport Manager, informed the Committee of his desire to purchase two ticket-spitter machines for the public parking lots at the airport.  There are a total of four machines, and two were replaced during the 2003 fiscal year, with the intention of purchasing the remaining two units in the 2004 fiscal year.  The Committee requested that they be informed when the quotes are received.

10)  RESOLUTION NO.     - AWARD OF BID – AIRCRAFT RESCUE AND FIRE FIGHTING (ARFF) BUILDING MODIFICATIONS – ITHACA TOMPKINS REGIONAL AIRPORT

MOVED by Ms. Schuler, seconded by Mr. Booth.

Mr. Lane arrived at this time (2:24 p.m.)

A discussion took place regarding the selection of the contractor for this project, during which Ms. Schuler inquired if the County had experienced any negative feedback on work done by this firm.  The Committee was informed that during this firm's work on the Bostwick Road project there were minor difficulties attributed its the lack of experience in dealing with large projects.  However, it was not felt this would be a problem for this project due to experience and discussions outlining the work.  A voice vote to present the following resolution to the full Legislature for approval resulted as follows:  Ayes - 4, Noes - 0; Excused - 1 (Legislator Winch).  MOTION CARRIED.

      WHEREAS, the Finance Department advertised and received one bid to modify the Air Rescue Fire Fighting (ARFF/CFR) Building, including door modifications, laying a cement slab and demolishing the old electrical vault, at the Ithaca Tompkins Regional Airport in September 2003, and
      WHEREAS, said bid for $ 307,700 was rejected because it was forty-four percent (44%) above the engineer’s estimate and the Facilities and Infrastructure Committee determined the contract should be re-bid at a time when competition might produce better bids, and
      WHEREAS, the Finance Department did duly re-bid said contract and three (3) bids were received and opened on February 26, 2004, and
      WHEREAS, this project is closely connected to the Airfield Electrical Equipment Relocation project bid which was awarded on September 5, 2003, and
       WHEREAS, it was deemed more cost effective for engineering inspection and contract administration to be performed on both projects at the same time as was originally intended, and
     WHEREAS, the low bidder for the Airfield Electrical Equipment Relocation (including Emergency Generator) project had agreed to hold its price until the other contractor was ready to commence work, and
      WHEREAS, grants for this project have been received from the Federal Aviation Administration (FAA) and the New York State Department of Transportation (NYSDOT), now therefore be it
      RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That the bid be awarded to Paul Yaman Construction of Cortland, New York, as the lowest responsible bidder with a bid of $ 161,338.50,
      RESOLVED, further, That the funding sources for this project are as follows:

FAA Share                                                 (90.0%)                $  145,204.00
NYSDOT Share                                 (  5.0%)                $     8,067.25
Local Share (Airline Rates & Charges)       (  5.0%)                $     8,067.25

TOTAL                                                                                      $ 161,338.50,

           RESOLVED, further, That the County Administrator be and hereby is authorized to execute a contract with Paul Yaman Construction,
      RESOLVED, further, That the Finance Director be authorized to borrow monies if necessary, until reimbursement is received from the FAA and NYSDOT.
SEQR ACTION: TYPE II-2

Notes: The ARFF (CFR) Building modifications project (door modification, demolition of the electrical vault, relocation of the electrical equipment, purchase of new generator, etc.) had to be split into two bids – one for an electrical contractor and the other for a general contractor. The plan was for our engineers to provide contract administration and engineering oversight on both contractors at the same time. Unfortunately, although we received three good bids for the electrical contract, we only received one bid on the general contract and that one was about 44% over the engineer’s original estimate. For that reason we re-bid the general contract during the winter months expecting to get  more competitive bids. Nelcorp agreed to hold their bid price on the electrical portion until we could complete both projects at the same time (Spring, 2004).

The re-bid produced three bids with the low bid being twenty-eight percent (28%) under the revised engineer’s estimate and $ 146,361.50 less than the bid that was rejected last year.

The door modification is necessary to accommodate the wider fire truck that was ordered last year, with delivery expected in the late summer/early fall of this year.

The local share of  $ 8,067.25 has already been factored into this year’s airline rates and charges.

11) Air Services Task Force - County Administrator's Charge

The Committee received a copy of the County Administrator's Charge for the Air Services Tax Force that resulted from meetings to discuss the difficulties the Ithaca Tompkins Regional Airport is facing due to decreased enplanements following 9/11 and other financial difficulties faced by the air service providers.  Following a review and a brief discussion of the document minor changes were suggested and Mr. Booth said he felt it should be a resolution presented the full Legislature for approval.  It was noted that Mr. Marx will be the County Administration representative to the Air Service Task Force.

 RESOLUTION NO.  - ESTABLISHING CHARGE FOR AIR SERVICE TASK FORCE

 It was MOVED by Mr. Booth, seconded by Ms. Schuler to authorize Mr. Booth to prepare a resolution that would include the charge and present that resolution  to the full Legislature.  A voice vote resulted as follows:  Ayes - 4, Noes - 0, Excused - 1 (Legislator Winch).  MOTION CARRIED.

 WHEREAS, the Ithaca Tompkins Regional Airport is facing financial and operational challenges resulting from changes in the commercial air transportation industry, and

 WHEREAS, the Tompkins County Air Service Task Force was established to provide community support for and input regarding the Airport, now therefore be it

 RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That the Air Service Task Force be given the following charge to develop recommendations to address the projected short and long-term budget shortfall and future structure of the Ithaca Tompkins Regional Airport:

Charge
 The Tompkins County Facilities and Infrastructure Committee, on behalf of the Tompkins County Legislature hereby charges the Air Service Task Force with developing a recommendation to address the projected short and long-term budget shortfall for the Ithaca Tompkins Regional Airport.

Membership
 Air Service Task Force including Airport management and representation from County Administration as needed.  Additional members may be added at the discretion of the Task Force.

Authority
 Authority is delegated from the County Legislature to examine all contracts, financial documents, budget preparation and analysis documents, staffing plans and requirements, and any other materials as may be desired.  Questions concerning the scope of the Task Force authority shall be directed to the County Administrator.

Scope
1. Perform a comprehensive review of Airport operations and budget.
a. Review 2004 and 2005 projections
b. Review all projected expenditures
c. Complete a profile of existing airport customers
d. Perform "leakage analysis" including quantifying the who, what, why, when, and where
e. Provide management expertise based on private sector "best practices"
f. Create contingency budgets for potential scenarios:
1. Market rates for existing tenants and carrier
2. Additional carriers
3. Loss of existing carrier (short term)
4. As general aviation airport
g. Review Airport Master Plan

2. Alternatives for future management of Airport.
a. Examine existing economic model for the airport
b. Review existing regional airport funding options
c. Review alternate funding options
d. General aviation funding options
e. Local partnerships vs. taxpayer funded options
f. Explore transportation authority
g. Examine the potential for outsourcing operations

3. Develop Action Plan and Strategic Plan
a. Action items for years 1 - 3
b. Strategic Plan for years 3, 5, and 10

Timeline
   30 days:   Establish task force team members, confirm timeline, and confirm scope
   60 days:   Complete project plan
   90 days: Interim report to Facilities and Infrastructure Committee
 180 days: Final recommendations
SEQR ACTION:  TYPE II-20

12) Office for the Aging Software Replacement Project

Mr. Potter, Director of Information Technology Services, provided information to the Committee regarding the present software program utilized by the Office for the Aging, and the need for an upgrade due to the lack of support and future incompatibility of the present platform.  Mr. Potter recommends that the Office for the Aging upgrade their software to the SAMS software program at a cost of $12,000.  This program modification will provide the office with the capability of meeting regulatory needs and receiving continued program support.  In addition, the server the present program is residing within will be replaced in the future and the program will not be compatible with more up-to-date equipment.  In obtaining this upgraded program, the County would have the ability to obtain licensing at a discounted cost through volume purchases with other counties.  In addition, it was noted this program is presently recommended by the State, and therefore more likely to obtain technical support.

Mr. Potter proposed to utilize funds presently within his departmental budget in the Professional Services line to assist in the purchase of the new software for the Office for the Aging, explaining this action would not only allow for submission of necessary forms and data for reporting to New York State,  but would also reduce the need for ITS to support  a program that is being phased out.  This would be one-time funding in an amount not to exceed $12,000, the cost of the software program.  As a contracted service under $20,000 this expenditure would not require full Legislature approval.

The Committee was also informed that a $2,000 grant was received from a local foundation to assist in the purchase of this software.  The question was raised of what would occur if nothing were done, and the Committee was informed that in the future there would be no support available and that the program would not be upgraded to continue to provide the information or forms the State requests.  Furthermore, there are State and Federal guidelines requiring the upgrades and the PDS program will not be providing them.  Ms. Holmes said she served on a state-wide committee reviewing the program need, with consensus being that the SAMS program was the preferred product.  She noted that at the present time multiple agencies are utilizing the PDS program through without charge.  The purchase of the SAMS program may require these agencies to obtain participation through external agencies.

13) Capital Project Payments

· Red Mill Bridge - It was clarified that the item was for preliminary design work.
· SuitKote Final Payment - members inquired whether a resolution had already been prepared regarding this final payment

14) Tri-Axle Live Bottom Semi-Trailer Bid Results

Members of the Committee were informed that the bids were received and reviewed.  Due to a small return on the present equipment compared to the estimate being provided by the auction firm, it was determined to purchase the tri-axle live bottom semi-trailer without trade for a total cost of $49,356.Mr. Messmer said it was bid as two trailers which assisted in reducing the amount as the City of Ithaca was also seeking to purchase the same item.  This trailer is used to haul hot-mix asphalt.

15) Review of Draft Highway Reports

It was stated by Mr. Booth and verified by Mr. Wood, County Attorney, that at this time the reports are working documents used by staff.  Mr. Wood explained that because the reports are not final decisions they are not subject to the Freedom of Information Act.  Once they are final reports they then would be subject to that act.  It was clarified further that the Committee could discuss the reports but would not be obligated to release the report following discussions.

Highway Shared Services

Mr. Messmer spoke of the report and recent meetings of highway superintendents concerning highway shared services.  He noted there is a need by all parties involved, highway supervisors, legislators, etc., to have a common understanding of terminology involved when considering shared services.  Mr. Messmer feels sharing services is related to the ability of separate highway departments to do so.  Some town highway department representatives at the recent meeting did not feel they had the ability to participate in sharing services, and others were not certain it would be in their best interest.  Mr. Messmer reported a portion of the document covers the comparison of first-cost versus lifetime treatment of highways throughout the County which may have very different cost scenarios.  He then said economies of scale are possible and if jurisdictional boundaries could be removed there may be some efficiencies possible in delivering road-related services.  Mr. Messmer also suggested this document be provided to members of the committee headed by Mr. Winch.

Mr. Booth felt this was a useful document that assisted in providing a better understanding of basic definitions and of the cost of a high-volume road verses a lesser-used road.

Ms. Kiefer offered editorial suggestions on the document and a request that the term "capacity" specify either staff or road to clarify its usage.  Ms. Kiefer felt that the document in its entirety need not be released to the intermunicipal committee headed by Mr. Winch and that an expanded executive summary with definitions should be adequate.  She then inquired how many municipalities utilize the RMS highway management system because it possibly would assist in determining which municipalities may be the best to approach.  Mr. Messmer did not have this information at this time.

Mr. Lane said it is important to look at these issues very carefully so there is no misinterpretation involved respecting the discussion and/or implementation of shared services.  He would not like to see any difficulty with municipal officials, and understands that many municipalities are very cautious in inter-municipal dealings as well as protective of their own highway department.  Roads are one of the most important town responsibilities.

Mr. Marx said he feels that sometimes the difficulty is in perceptions; often all highways are viewed as local roads and residents do not understand why one road may receive new paving and another one may not.  He feels it is important to reiterate that the County has no intention other than to see if there is a way to better serve the residents of Tompkins County and that the inter-municipal meetings are strictly discussions only.

Ms. Kiefer called attention to New York State Law Article VI §219 that says a county may apportion cost of maintenance.  She requested that she be provided assistance to understand that authority.

Mr. Messmer informed the Committee that this document is written to inform individuals about the improbability that the same level of service will be provided on all roads when municipal highway departments use standards that differ from municipality to municipality and that differ from those presently utilized by the County Highway Division.

Mr. Marx feels that what he got from this material and discussions of it is that when a road sevices primarily a local function it should be dealt with by the local departments, and when it is a connector highway it should be dealt with by the county.

Mr. Booth said any further action on this draft report will be set aside pending further review.

Jurisdictional Realignment

 Mr. Messmer informed the Committee it originally was thought that the previous draft report, the Highway Shared Services plus the  Jurisdictional Realignment and Functional Reclassification reports could all be in one document.  Upon reviewing the extensive information it was determined to separate the topics.  The jurisdictional realignment draft report was prepared by Mr. Lampman who reviewed it with the Committee.

 Mr. Lampman explained this draft report provides basic information, charts, and maps, to better understand how classifications are determined for the highways.  The last system-wide review was performed in 1949, and many changes have occurred.  During the 1970's the State reviewed highways and determined which ones were best suited to become County roads and which ones should be made part of the State highway system.

 This document addresses the potential changes of town roads to County roads, and County roads to town roads due to usage.  Mr. Lampman noted some towns have a larger number of County-road miles within their township, and realignment may eventually provide equity.  The Committee reviewed the information contained and noted that the contents are suggestions to be put forth and in no way commit any parties to them.

 Mr. Marx indicated that he would like to see the jurisdictional realignment report be reviewed by the Planning Department to determine if the long-range planning for particular areas should be taken into account.  He said that he believes that individual meetings should take place with each municipality to review the suggestions.

 The Committee discussed whether certain municipal highway departments' willingness to accept additional miles of roadways from the County.  Mr. Messmer said he agrees with Mr. Marx that it would be best to meet individually with municipalities.  Ms. Kiefer inquired about the level of involvement of the Ithaca-Tompkins County Traffic Council and was informed by Mr. Lampman that the 2004 charge for the Council had not yet been developed and that this may be part of their work this year.

 The Committee discussed how the County came to be responsible for various bridges within the County and whether the realignment would include these items.  The Committee requested that it be provided a document that stated the number of bridges and population within each municipal area.

Functional Reclassificaton

 This report has been forwarded to the MPO for their review and approval.  Mr. Harris spoke of the analysis of statistical data coupled with specific formulas that provided a determination of proposed classification changes for a variety of roads throughout the County.  In addition, Federal Highway Administration formulas were reviewed to further determine appropriateness of the proposed reclassification.  Mr. Harris said municipalities are requested to review classifications every ten years, and believes that town classifications would not require significant changes.  Mr. Booth inquired whether any inconsistencies occurred between this report that deals with only County roads and the jurisdictional report; he was informed there were none.  Mr. Lampman did indicate that following review by the MPO and the New York State Department of Transportation there is the possibility of inconsistencies because not all highways are viewed in the same manner and some suggested reclassifications were eliminated by the DOT from the reclassification process.

 Mr. Booth stated that at this time he believes that no further action be taken with the three reports pending determination of how best to use the reports.

16) Summer Work Plan

The Committee reviewed the maintenance/road construction work plan for the summer of 2004.  Mr. Messmer explained that the pavement management system is being utilized to determine what work should be done, followed by test pits and core samples.  Once this is done the work schedule is developed to cover each stage of the work.  Mr. Messmer explained the various road projects that will be completed this year and the extent of work completed on each road.  The crews are now beginning this work schedule.  Mr. Messmer indicated that to date the concept is working, and he is fine-tuning the process.

Mr. Messmer also provided the Committee members with the Snow and Ice Report for review.

17) Adjournment

 The regular meeting adjourned at 4:25 p.m.

Respectfully submitted by Karen Fuller, Deputy Clerk, Tompkins County Legislature