Excused: D. Winch

Staff:     R. Nicholas, Airport Manager; C. Nelson, Public Works Administrator; J. Lampman, Highway Division; E. Marx, Planning/Administration; A. LeMaro, Facilities; D. Gregrow, Highway; B. Eckstrom, Solid Waste; K. Fuller, Recorder

1)  Called to Order

 Mr. Penniman called the meeting to order at 1:37 p.m.

2)  Additions to and Deletions from the Agenda

There were no additions to or deletions from the agenda.

3)  Persons Wishing to Address the Committee

 Ms. Nelson reported that an employee of the Highway Division -- a flag person -- was struck by a vehicle on Kraft Road in the Town of Ulysses this morning.  Preliminary reports are that the employee is in stable condition.

 Ms. Kiefer spoke of attending the Earth Day program where she viewed the hybrid Tompkins Consolidated Area Transit bus.  She noted the emissions are greatly improved and the vehicle has no loss of power as a result of the emission-reducing modifications.  She also reported that Environmental Management Council's intern will be developing an outline of proposed wind-turbine siting ordinance.  It is expected the outcome will produce a model that can be utilized by municipalities.

4)  Chair's Report

Mr. Penniman, Chair did not have a report.

5)  Minutes of April 12, 2005 and April 26, 2005

 It was MOVED by Mr. Todd, seconded by Ms. Kiefer, and unanimously approved by members present, to accept the minutes of April 12 and April 26, 2005, as amended.

6)  Solid Waste

RSWC Recycling Financial Summary

 Ms. Eckstrom, Director, reviewed the information provided relating to the financial summary.  She said the recycling revenue was above anticipated levels and resulted in $214,000 more than the initial budget.  With this increased figure the fund balance for the Solid Waste Facility is at $1.2 million.  She stressed to the Committee that although the fund balance is high there will be a great deal of equipment replacement required within a ten to twenty year period and these funds are being held in reserve to cover those expenses.  Ms. Eckstrom asked that Legislators be aware of the future needs of the Solid Waste Facility for equipment replacement when reviewing the budget and fund balance.  Mr. Penniman requested a more detailed summary of the financial report that provides information regarding formulas, etc.  Ms. Eckstrom will provide a monthly summary with this information.

 Ms. Eckstrom said the recycling tonnage increased between 2003 and 2004.  The annual report will provide overall tonnage processed at the recycling center.  She said that all residents of the County utilize the facility, however not all paper from Ithaca College and BOCES is processed locally.  Ms. Eckstrom said approximately 1/3 of all trash for the county is processed locally as well.  Ms. Kiefer asked if the information could provide a break-down of specific commodity amounts and the price fluctuations involved.  Ms. Eckstrom said normally this report is done quarterly.  Ms. Eckstrom said the prices have been steady and did not seem to be affected by 9-11.  Ms. Eckstrom said initial projections for 2005 indicate a surplus as well.  Ms. Eckstrom indicated she feels adding reduce and reuse programs are worthwhile to continue to expand as it is possible.

 Ms. Kiefer asked when a twenty-year projection would be prepared and was informed by the end of June it should be completed.

Budget Requests

It was MOVED by Ms. Kiefer, seconded by Mr. Todd, and unanimously approved by voice vote of members present, to approve the following budget request.  Ms. Eckstrom said with the additional revenue the programs can now be brought up to the level desired.  Mr. Todd noted that Cooperative Extension is pretty lean.  Ms. Eckstrom said Solid Waste pays for 1.5 FTE at Cooperative Extension.

Solid Waste
Title               Amt   Approp Acct  Title(s) __________________
Fund Balance     $11,650 CL8165.54442  Professional Services

Explanation:  Funds needed for Cooperative Extension Group Outreach Composting ($7,000) and Youth Education ($4,650).
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 [Ms. Schuler arrived at this time 2:02 p.m.]

It was MOVED by Ms. Kiefer, seconded by Mr. Todd, and unanimously approved by voice vote of members present, to approve the following budget request.  It was noted the vehicle was given to the Information Technology Services for their use.

Solid Waste
Title               Amt   Approp Acct  Title(s) __________________
Fund Balance     $15,000 CL8163.52231  Vehicles
Explanation:  Funds needed to purchase replacement vehicle.
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Capital Payment Summaries

 The Committee reviewed the capital payment summary for the Caswell landfill.  Ms. Eckstrom explained the work is being completed as part of the study of utilizing the Freeville facilities for Caswell leachate.  This work should be done by the end of the summer.  Although the Department of Environmental Conservation (DEC) indicated it takes twenty years for the landfill to return to nature it has now been seventeen and it has yet to decompose at the level expected.  Although there is not gasses, Ms. Eckstrom does not believe it will reach the level projected by the DEC.

Household Trash Burning

 Mr. Penniman inquired what impact this environmental regulation will have within her division, wondering if this will be increased dumping.  Ms. Eckstrom said Health Department will inforce its own law; Environmental Management Council will takethe lead on education. Mr. Penniman suggested maybe volunteers could go door-to-door with information.

In answer to Ms. Kiefers question about a replacement for Keith Kreider Ms. Eckstrom said a new employee, Darryl Parr, from Syracuse, has taken the Household Hazardous Waste position and will be working with local businesses and others.

7)  Facilities Status Report

Members reviewed the Facilities Status Report and noted the following:

· Public Restroom - Tompkins County Library - The floor installed was commercial grade linoleum and is in need of replacement around the urinals in the men's room.  This will be replaced with tile and the cost borne by the County.  Mr. LeMaro is also looking at replacing the urinals, he believes there is a better design to avoid additional difficulties.  It was noted that the architects, QPK should have chosen more appropriately.
· Tompkins County Public Library - it was noted the County is responsible for clean up of the exterior of the building.
· Public Safety Building - Upgrade Exhaust in Dorm Shower Area - the price quote came in lower than expected.
· Biggs B Roof Repair - The draft specifications are in and it is awaiting final approval from purchasing, which is expected next week.
· Main Courthouse Lighting - The new lighting for the south end of the hallway in the second floor is completed.  Additional lighting may be installed in the north end of the hallway as well.

8)  Position Request - Cleaner

 It was MOVED by Ms. Schuler, seconded by Ms. Kiefer, to approve the request for Cleaner.  Mr. Lemaro said the position is vacant due to a resignation, and has been approved at the Budget and Capital Committee that met earlier in the day.  He informed the Committee that due to cuts cleaners cover approximately 18,000 sq. ft. at the Biggs B complex, and 20,300 sq. ft. per cleaner in other areas versus the 14,000 sq. ft. cleaned several years ago.  A voice vote resulted as follows:  Ayes - 4; Noes - 0; Excused - 1 (Legislator Proto).  POSITION APPROVED.

9) Highway Division Field Trip

The Committee will be having a field trip on June 27, 2005, from 9 - 12, and will be inviting the entire Legislature to attend.  This will provide the Legislature a chance to see actual working-sites.

10)  RESOLUTION NO.  - AUTHORIZATION TO EXECUTE EXTENSIONS OF SNOW AND ICE AGREEMENTS WITH THE TOWNS IN TOMPKINS COUNTY

Ms. Kiefer asked if any changes were made to previous agreements.  Mr. Lampman said the agreements have not yet been negotiated.  The purpose of the resolution is to provide authority to do so over the next three-year period.  Mr. Marx said some agreements may require more negotiation than others.  It was not thought there was a need for Legislators to be involved, but rather, to keep them informed of the negotiation process.  Mr. Lampman said a goal is to extend the agreements to spread out the expirations over several years so they do not all expire in the same year.

It was MOVED by Ms. Kiefer, seconded by Mr. Todd, and unanimously approved by voice vote of members present, to approve the following resolution for submission to the full Legislature for approval.  MOTION APPROVED

 WHEREAS, the County of Tompkins has heretofore entered into agreements with the nine (9) Towns in Tompkins County pursuant to Section 135a of the State Highway Law relating to removal of snow and ice from County highways in towns and incorporated villages, and
 WHEREAS, said agreements provide for an annual review to consider modifications to such snow and ice services, and
 WHEREAS, it would be in the best interest of the County to extend said agreements, as currently set to expire December 31, 2005, as modified and updated, for an additional period, now therefore be it
 RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That extensions of said snow and ice agreements are hereby authorized for a period of up to three years from January 1, 2006, through December 31, 2008, and the County Administrator be and hereby is authorized and directed to execute such extensions on behalf of the County.
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11)  Highway Capital Payment Summary

Members reviewed the Capital Payment Summary and noted the following:

· McLean-Cortland Road Project - it is the first rights-of-way payment for the project.  More rights-of-way payments will be occurring in the next several months.  The payments represent one deed and one easement.

12)  Requests for Information

Mr. Penniman requested Legislators be notified of any public meetings on highway projects occurring in the future.  He also asked for a listing of projects that did not make the 2005 Work Plan and whether they will occur in 2006.

13)  Highway Machinery Needs, Expenses, and Additional Funding Options

 (Mr. Lampman said the Highway employee struck by a vehicle had a broken femur and knee injury; but otherwise appears to be healthy.  The driver who struck him was ticketed.)

Revenue Stream Explanation

 Ms. Nelson provided a visual aid to explain how revenue is distributed within the Highway Division.  This chart explained that Highway Machinery is funded by the receipt of revenues from the Roads and Bridges Maintenance, Sign, Snow, and Bridge Repair accounts.  This revenue is called the "equipment rentals."  The equipment rentals are calculated at a fixed rate for each hour the various pieces of equipment are operated.  The Highway field operations pay rentals to Highway Machinery each year until the Highway Machinery budget total is reached.  With rising costs of items such as fuel, parts, steel, the Highway Machinery budget is not adequate to cover expenses.

Equipment Replacement Fund

 Mr. Gregrow reviewed the equipment replacement plan chart, indicating what equipment is in need of replacement, what equipment is being extended past the proposed replacement dates, and those pieces of equipment yet to be replaced.  He explained what the annual cost of equipment replacement would be, noting that his annual budgetary equipment purchase amount of $291,000 for equipment replacement does not provide adequately what is needed to maintain the replacement schedule.  It was clarified that the recent approval of expenditures was for new equipment necessary to establish an additional crew.  Mr. Lampman noted the budget does not take into account the accrual of equipment that has not yet been replaced from previous years.

 The Committee reviewed bar graphs that indicated budgeted and actual highway machinery equipment rental costs as well as a break-out of the cost and amount of fuel and parts used within the first three months of 2003 - 2005.  These figures show a significant increase in fuel costs as the usage decreased from 38,604 in 2004 to 33,270 in 2005 with an increase in cost from $43,470 to $52,575.  Mr. Gregrow said fuel usage for snowplow trucks is significantly higher than fuel usage for the summer work.  He anticipates for 2005 will be increased 5,000 gallons, with an estimated cost of $184,730 for fuel, with estimated parts cost of $252,700 for a total of $437,430, $137,430 over budget.

 Ms. Kiefer thought the Budget and Capital Committee should be informed of the possible shortage.  Mr. Marx said it is still early in the year to know what the final outcome would be.  The Committee was informed that the Road Fund is $842,000 with a Target of $250,000.  Mr. Marx said if it were possible to either continue to charge the equipment rental rate even after the budgeted amount is reached that would help with the deficit; and there is discussion of the State adjusting the rates since it has not occurred since 2000.  He believed either would assist in more appropriately funding this account. He said that setting a budget that would more accurately reflect this would assist in the present difficulty with the machinery budget.  He believes it should include paying the cost of the equipment.  Ms. Kiefer noted that the need to replace equipment peaks in 2006.  Mr. Marx said any equipment not purchased in a budgeted year would carry forward.  Ms. Kiefer inquired if the capital budget could assist to make the necessary purchases.  Mr. Marx said the program for the Highway Fund would reflect the higher amount.  Preliminary discussions regarding the budget have included this resolution to address this problem.

 Mr. Penniman asked to have the sheet adjusted to indicate what funding is needed to service equipment over a six to eight year period.  Mr. Marx said what would show is the added costs in both funds and possibly the capital project.

 Ms. Schuler asked if it is factual that equipment/vehicles painted red are less costly than other colors.  Mr. Gregrow said in his experience when purchasing from the State contracts it is not.

14)  Brown Road

 Mr. Lampman said more information is available regarding accidents at the Brown Road/Route 13 intersection.  Ms. Schuler said she is concerned about this intersection and would like to find a solution to alleviate this hazard.  She spoke of having discussions with the New York State Department of Transportation representative who indicated based on his review he did not feel any change was necessary and that upon receipt of information relating to 2004 accidents he would reevaluate the position.  Ms. Schuler also said moving the Sapsucker Woods signage to Hanshaw Road would alleviate the problem, however the condition of Hanshaw Road is not acceptable at this time.  She also said Sapsucker Woods had done a survey regarding traffic patterns that was contradictory to the action taken by the State in utilizing Sapsucker Woods Road as it is now.  She said that individuals are also avoiding the Warren Road intersection with Route 13 by using Brown Road and crossing to Sapsucker Woods Road.  While Ms. Schuler recognizes it is up to the State to change this, she hopes it will not take a long period of time to do something.  Ms. Schuler has spoken to Mr. Shurtleff, Director of Emergency Services, about the feasibility of using this intersection for emergency vehicles only.

 Mr. Marx suggested writing a very specific letter regarding the intersection; he believes it to be the only uncontrolled intersection on a limited access highway.  He said if the Committee would like, he thought the concurrence of Cornell University Sapsucker Woods and the Technology Park would be beneficial, as well as the Village of Lansing and Town of Ithaca.  He believed having agreement would be necessary for the State Department of Transportation to seriously consider changing the present traffic pattern.

 Ms. Schuler noted she was in receipt of information indicating the extensive growth of the Technology Park since 1998.  The increase in square footage of the park would have correlating increases in individuals working in the area.

 Mr. Marx suggested the MPO as an appropriate group to address this issue.  There will be a meeting on May 17th.    Mr. Marx and Mr. Lampman will discuss the concerns at this meeting.  In addition he will inquire about the Hanshaw Road work as well.

15)  Highway Training Plan/Follow Up to April 26 Highway Meeting

 Ms. Nelson provided the training plan that has been developed to address concerns.  She spoke of training sessions taking place beginning May 17, 2005 through July 12, 2005 that will cover topics such as Supervisor Training, Situational Leadership Styles, Confronting the Tough Stuff - Managing Emotions and Negativity in a Pressure-Packed Workplace, Post-Training (Highway Supervisors Only); Field Staff Training to include Enhancing Team Dynamics and Managing Emotions and Negativity in a Pressure-Packed Workplace.  She spoke of many of the training sessions that will become an annual event.  As the training will be during one of the busiest times of the year the scheduling has been done to provide the least interruption to scheduled work.

 Ms. Kiefer left at this time (3:28 p.m.).

16)  Heavy Equipment Operator

 Mr. Marx announced the two Heavy Equipment Operator positions were filled by internal candidates.  This will leave open four Motor Equipment Operator positions within the Highway Division.  An orientation process is now being developed for the positions.

17)  Executive Session

 It was MOVED by Mr. Todd, seconded by Ms. Schuler, and unanimously approved by voice vote of members present, to enter into an executive session to discuss litigation matters.  Executive session began at 3:35 p.m.

 On motion regular session resumed at 3:45 p.m.

21)  Adjournment

 On motion, the meeting adjourned at 3:46 p.m.

Respectfully submitted - Karen Fuller, Deputy Clerk