Staff:     P. Mesmer, Highway Division; C. Nelson, Public Works Administration; E. Marx, Administration; A. Lemaro, Facilities; R. Nicholas, Ithaca Tompkins Regional Airport; G. Potter, Information Technology Services; K. Thompson, Solid Waste; J. Wood, County Attorney; D. Squires, Finance Director; W. Skinner, Public Information; K. Fuller, Recorder

Guests: B. Mastropaolo, Larry Cerretanni, C&S Engineers

Called to Order

 Mr. Booth called the meeting to order at 2:00 p.m.

1)Additions to and Deletions from the Agenda
 

 Mr. Winch requested that correspondence received regarding Sebring Road be discussed.  It was agreed by all members present to add the topic to the agenda.

There were no deletions from the agenda.

2)  Chair's Report

 Mr. Booth, Chair, spoke of a recent conversation with Cornell University representatives 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 in the County 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

 It was MOVED by Mr. Winch, seconded by Ms. Schuler, and unanimously approved by voice vote of members present, to approve the minutes of March 23, 2004, as amended.

 It was MOVED by Mr. Winch, seconded by Ms. Schuler, and unanimously approved by voice vote of members present, to approve the minutes of March 30, 2004, as amended.

5)  Solid Waste Capital Report

 Mr. Lane arrived at this time (2:10 p.m).

Mr. Thompson reviewed the Solid Waste Capital Projects Report with the Committee, noting that Barton & Loguidice have completed the screening analysis respecting metals such as aluminum, iron, magnesium, and manganese being of concern based on the data.  A headworks analysis at the Freeville Waste Water Treatment Plant with the next step in the process; this analysis will assess what would happen at the waste water treatment plant as a result of the addition of the landfills.  Mr. Thompson said a summary of the screening analysis report and staff recommendations will be discussed at the May 11th Committee meeting.

6)  Solid Waste Capital Projects Payment Summary

 The Committee reviewed this report and recommended that in the future it specify the timeframes that payments cover.

7)   Discussion Regarding Solid Waste/Recycling Facility Traffic

 Members of the Committee spoke of calls from constituents regarding their visit to the Solid Waste/Recycling facility over the past weekend, noting there was lengthy waits and traffic congestion for residents utilizing the drop-offs.  Mr. Thompson said that the scale house was fully staffed and that he believed much of the congestion was due to spring cleanup and the number of people bringing both recycling and solid waste materials to the facility (versus those who are only bringing recycling materials).  At this time a traffic study is underway to determine how to alleviate the situation,  and  suggestions for revising traffic flow patterns at the facility.  This will be discussed further at future meetings.

8) Public Works Administrator's Report

 Ms. Nelson reported that at the suggestion of Ms. Fitzpatrick, Commissioner of Personnel, a number of seasonal workers have been employed through the local Workforce New York office under their High C's grant program.  This initiative provided eight (8) local job seekers ages 18 - 21 employment subsidized through the Workforce New York, saving local tax base dollars.  Personnel concerns related to these seasonal employees are handled directly through the Workforce New York office.  She said that while the workers are young and inexperienced working for Public Works affords them the opportunity to learn job skills and has been a positive experience thus far.  Ms. Nelson also reported that the municipal equipment-sharing proposal previously discussed with municipalities has been revived by Mr. Meeker, Town of Ulysses Highway Superintendent, and Mr. Noteboom, Town of Ithaca Highway Superintendent.  She noted that this renewed interest in equipment sharing is apparently the result of municipalities engaging in the preparation of Emergency Response plans that are required to receive reimbursements from the federal government for emergencies. federal.  In order for municipalities to receive federal aid their plans have to demonstrate, among other things, that the municipalities have equipment sharing capabilities.

 A brief discussion followed regarding the road construction team within the Highway Division.  It was noted that at this time there is not a civil engineer in place as team leader.  Members were informed that at this time the salary range being offered appears to be low and therefore no offers for the position have been accepted.  In the interim Mr. Messmer is filling this position, and an appeal to increase the level of salary for this position has been made to Administration.  Because the road construction work for this year has already begun, Committee members indicated it may not be possible this summer to bring a new engineer on board.  Committee members inquired whether a retired employee may be of use to the Highway Division, but staff indicated it would be more beneficial for Mr. Messmer to fill this position with a new professional.

9)  RESOLUTION NO.     - AUTHORIZING SUPPLEMENTAL CONSULTANT AGREEMENT NO. 10 WITH C&S ENGINEERS, INC. FOR CONSTRUCTION OBSERVATION AND ADMINISTRATIVE SERVICES IN CONNECTION WITH THE AIRCRAFT RESCUE FIRE FIGHTING (CFR) BUILDING MODIFICATIONS AND         ELECTRICAL EQUIPMENT RELOCATION  – ITHACA  TOMPKINS REGIONAL AIRPORT

 MOVED by Mr. Lane, seconded by Mr. Winch.  Mr. Nicholas explained that this is the inspection contract for work connected with enlarging the door of the building to provide adequate access of the fire equipment built to Federal Aviation Authority specifications.

      WHEREAS, the County has awarded construction contracts for the Aircraft Rescue Fire Fighting (CFR) Building modification, relocation of the electrical equipment and demolition of the old electrical vault, said project to cost a total of $373,338.50, and
     WHEREAS, there is a need for construction observation and administration services in relation to these two projects, and
      WHEREAS, funding for this project will come from Airport Construction Account No. HT.5601.59239, now therefore be it
      RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That a construction observation and administration contract with C&S Engineers, Inc. for $ 53,554.00 be approved and that payment for said contract shall be as follows:

    Federal Aviation Administration   (90%)                 $ 48,198.00
      New York State Department of Transportation  (5%)          $   2,678.00
      Local (Airline Rates & Charges)    (5%)                  $   2,678.00

                                                                             Total             $  53,554.00

      RESOLVED, further, That the Finance Director is authorized to advance payments for these projects until reimbursement is received from the Federal Aviation Administration and New York State Department of Transportation.
SEQR ACTION : TYPE II-2

Note: These two projects are scheduled to begin in the Spring of 2004. Funding from the FAA and NYSDOT has already been received. The local share has been factored into the airline rates and charges for 2004.

10) Financial Discussion - Old Terminal - Ithaca Tompkins Regional Airport

Mr. Nicholas informed the Committee of a previous contractual agreement with Taughannock Aviation regarding demolition of the Old Airport Terminal.  The agreement, negotiated with the assistance of Mr. Mobbs, former Deputy Administrator, requires the airport to reimburse Taughannock Aviation one-half the cost for demolition of the Old Terminal by the airport, up to a maximum of $70,000.  This work was recently completed and the bill submitted to the airport.  Mr. Squires, Financial Director, requested that the item be placed on the Committee's agenda.  Mr. Squires recommended that the bill be covered from the contingency fund, noting the airport would be in a perilous financial situation at the end of the year if it is not   Members requested budget clarification from Mr. Squires of the outcome should this bill be paid from the present airport budget.  Mr. Squires said paying this bill out of the current airport budget would require substantial adjustments because as there is not enough cash-flow within the airport's budget lines due to lack of reimbursement payments to do so at this time.

Mr. Lane asked that the Committee be informed of any potential losses due to reimbursements not being received.

It was MOVED by Mr. Lane, seconded by Mr. Winch, to authorize Chair Booth to write a resolution to recommend an appropriation from the Contingent Fund in the amount of $64,066 to pay the billing to Taughannock Aviation Corporation, with the understanding that the amount will be repaid to the Contingent Fund when resources become available, and forward said resolution to the Budget and Capital Committee for their approval.  A voice vote resulted as follows:  Ayes - 4; Noes - 1 (Legislator Kiefer).

11) Project Expenses and Reimbursement Process and Policy - Facilities Division

Mr. LeMaro spoke to the Committee about his concerns regarding tenant improvements for the Unified Court System.  Historically his Division has been required by law to provide improvements upon request for the Unified Court System.  The State's budget year does not correspond to the County's, and it is impossible for Mr. LeMaro to know in advance the extent of tenant improvements for any budget year.  Upon the County's completion of the tenant improvements the State reimburses the County; however, the funds are not replaced to the Facilities Division budget but instead go into the General Fund.  Mr. LeMaro explained that the amount varies and can be at times up to $15,000 from his budget in a given year.

Mr. Squires stated that if proper documentation of funds spent for tenant improvements is received he would be able to return the reimbursement to Highway Division's budget.  It was noted that if the Highway Division desired spending any reimbursed funds, a budget adjustment would be required.  In response to an inquiry from Mr. Winch, Mr. LeMaro said he is allowed a ten percent allotment for administrative expenses connected with the tenant improvements.

Mr. Lane spoke of the reductions in office cleaning in County offices due to personnel reductions and asked if the State judge offices are still vacuumed daily; Mr. LeMaro noted they are maintained daily.

12) Facility Status Report

Members reviewed the Facility Status Report and noted the following:

· It was requested that in future reports note how projects would be funded.
· Smoke shelter at the Human Services Building - an estimate and recommended plan were provided to Human Services, and the Facilities Division is awaiting a response from Human Services administration.
· Main Courthouse - Mr. Lane noted the driveway apron on the Court Street entrance was in need of repair.
· Main Courthouse Windows - New hardware and/or seals are being installed on the existing windows as needed.
· Health Department Vaccine Room - this renovation noted will cost approximately $10,000 - $15,000.

13) 2004 Summer Maintenance Work Plan

Members of the Committee received a copy of the 2004 Summer Maintenance Work Plan.

14) Mandated Costs

Mr. Potter provided a written report regarding estimated State-mandated costs for the Information Technology Services Department.  The total estimated cost of these mandates is approximately $300,000.  Mr. Potter explained the formula used to determine the estimated expenses, noting there are also revenues as a result of mandated items in some departments.  Based upon his estimates, one-third to one-half of his department's budget is related to mandates.

Mr. LeMaro provided a written report regarding State-mandated costs for the Facilities Division, noting that the percentages of the budgets included estimates respecting used common areas.  The estimate is forty-five percent, or $1.2 million, to support the programs indicated.  Ms. Schuler noted that other program areas were added in the Budget and Capital meeting earlier in the day, and Mr. LeMaro said that his figures would be increased to reflect these additions.  In addition, Mr. LeMaro spoke of other areas that are not reflected in the report he feels are mandated areas such as the maintenance of the Unified Court System, recycling of materials requirements, and various building code-related requirements.  Inclusion of these items as well would bring the percentage to 95% of the Facilities Division's budget.

A brief discussion occurred regarding what should be considered a mandate with regard to facilities.  Mr. Marx indicated that he did not feel the building code portion was mandated because it is a requirement of all owners, not just the County.  Mr. Wood said as the County is required to maintain the State Court System he feels maintenance associated with the State Court is a mandated expense.  Mr. LeMaro reported that the for the State Court, the cleaning cost is a 100% reimbursement rate, and maintenance is a 25% reimbursement rate; annually the cost to the County that is not reimbursed is approximately $70,000.

A discussion occurred regarding how to determine the total costs of mandates.  Mr. Marx said that the building-related expenses for a mandated program should be included but building expenses for non-mandated programs should not.  Mr. Potter noted that because the State requires particular items within the County network these requirements may change the percentages of what are considered mandated costs.  Mr. Marx indicated he believed that an accurate representation of mandates would be 50 percent of each budget for Information Technology Services and the Facilities Division, and 100 percent for the Highway Division because the roads cannot be abandoned and the County is required to maintain them.

Ms. Kiefer requested that Section 219, page 394 of the Highway Law referring to apportionment of cost of maintenance of local highways be clarified.  Mr. Wood, County Attorney, said several different sections of the law refer to the potential apportionment of highway costs to municipalities.  He indicated he was not aware of any county doing so.  Mr. Wood will look into this matter further.

15)  Sebring Road

The Committee heard information related to a proposed "bill" received from a resident via e-mail for clean-up associated with a wash-out from a ditch on Sebring Road.  Mr. Wood said that the County does not pay such "bills" because their payment is not  authorized.

16)  Roadwork Proposal

With regard to the need for repairs on several County highways, Mr. Messmer said that with the purchase of the new milling machine it may be possible to offer short-term repairs on highways.  Although this process would be more like what is presently done on town highways, it would prevent further deterioration of County highways while awaiting rebuilds.  The Committee took the suggestion under advisement.

17)  Adjournment

 The regular meeting adjourned at 3:45 p.m.

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