Excused: M. Lane

Staff:     P. Mesmer, J. Lampman, Highway Division; C. Nelson, Public Works Administration; E. Marx, Administration; A. Lemaro, G. Tunney, Facilities; H. Filiberto, Planning; R. Nicholas, Ithaca Tompkins Regional Airport; K. Simpson, Information Technology Services; B. Eckstrom, K. Thompson, Solid Waste; D. Squires, Finance Director; T. Joseph, Legislature; J. Thomas, Administration; W. Skinner, Public Information; K. Fuller, Recorder

Guests: C, Kalwara, Johnson Controls; P. Harriott, Energy Committee, Environmental Management Committee; A. Tutino, Ithaca Journal

Called to Order

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

1)Additions to and Deletions from the Agenda

 Mr. Booth indicated two items were to be added to the agenda for discussion:
· US Air Contract Extension
· Bid Information - Ticket Spitters for Ithaca Tompkins Regional Airport

There were no deletions from the agenda.

2)  Chair's Report

 Mr. Booth, Chair, indicated he had received information that the US Air contract extension was not a one-year extension as originally reported but a two-year extension.  He then informed the Committee that discussions are continuing regarding intermunicipal highway cooperation.  To date the meetings have not identified any significant areas of savings respecting highways.  Mr. Booth then informed the Committee that over the course of the next several Committee meetings department heads will be speaking about the 2005 proposed budget highlighting their priorities, and requesting Committee guidance respecting those priorities.  Mr. Winch indicated he may not be present at the May 25, 2004 meeting due to obligations elsewhere.

3)  Persons Wishing to Address the Committee

 No persons wished to address the Committee.

4)  Minutes of April 13, 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 April 13, 2004.

 Ms. Kiefer arrived at this time (2:06 p.m.).

5) Building Temperature Controls

Mr. Booth inquired about the unusual temperature fluctuations that have occurred recently in the County Courthouse Legislative Chambers and the Old Jail Conference room. Mr. LeMaro explained that the system has just recently been reprogrammed so that all of the room controls can be centrally controlled from the Facilities Division offices.  Because the system is relatively new, there are some programming modifications that are necessary.  He requested to be contacted if the HVAC does not appear to be working appropriately.

6)  Preliminary Energy Assessment

Mr. Kalwara, of Johnson Controls, presented a brief review of Energy Performance Contracts under New York State Energy Law Art 19 discussed at a previous meeting.  He then reported on the preliminary energy assessment prepared by Johnson Controls that provide information related to the potential cost-savings derived from a variety of methods of improvements and technologies (written copy on file in the Legislature office).  Upon review of this preliminary assessment the next step is to enter into an agreement with Johnson Controls that will require them to prepare a detailed analysis of energy use in County buildings and recommendations regarding how to reduce the County's energy consumption.

Based upon the preliminary analysis it was estimated that the County could receive a total 11.7% savings of its energy costs through a variety of modifications and/or upgrades.  The breakout was an estimated 13% savings in electric and 9.1% savings for natural gas.  Some energy conservation suggestions are:  energy management systems, retrofit inefficient lighting systems, HVAC system upgrades, high-efficiency boiler, gas-fired infrared heating, "vending misers", plug load controllers for office equipment, and water conservation measures.  Additional measures thought to be worth further investigation are:  geothermal and/or biomass fuel at the Public Safety building, co-generation at the Public Safety building, wind energy, and to evaluate emergency generator needs.

Following the presentation members of the Committee discussed a variety of topics including the following:

· The possibility of receiving from Johnson Controls an analysis of the effect of implementing the recommendations on the County's to greenhouse emissions.
· Preparation of a specific analysis of where savings can be realized and a fuller explanation of how potential savings are determined in the analysis.
· The fact photovoltaic panels were not included in the analysis.  The Committee was informed this omission was due to the cost of solar panels; however, NYSERDA has just offered a new program that would cover 80% of the cost of installing and their use should be considered.
· Concern that corn as a fuel may not make sense when a full energy and balance analysis is done.

Mr. LeMaro indicated he would like to move forward to the next step, the detailed assessment, and said he would work with Ms. Kippola, contract manager, to develop an agreement between the County and Johnson Controls.  He also indicated he is looking at the potential savings for a ten-year period as Mr. Squires, Finance Director, recommended.  It was noted that boilers last 25-30 years and photovoltaic 40-50 years. Mr. LeMaro was requested to inform the Committee of the final contract agreement.  Ms. Kiefer suggested that partnering with Cornell University, which is completing a wind survey might be useful.

7)  Transformer Relocation Request

 Mr. Marx informed the Committee of a request from the City of Ithaca to relocate their transformer for the Cayuga Green project.  The City would like to place this transformer next to the library's transformer in order to allow more aesthetic views on the walkways designed for Cayuga Green.  Mr. LeMaro and Mr. Marx have discussed the matter and feel that it would be more appropriate to either place the transformer in a vault or to perhaps purchase a larger transformer to be used by both the library and Cayuga Green.  Following discussion the Committee indicated further discussions with the City should take place.

8)   Rollover Request

 Members of the Committee reviewed the request from the Facilities Division to utilize $5,000 in rollover funds to purchase equipment.  Mr. LeMaro indicated the primary purchase would be a steam-washer that would efficiently clean coils in HVAC equipment and make them more energy efficient.  In addition, this equipment would be utilized for cleaning in other areas.   Mr. LeMaro also indicated buying this equipment would also help save payroll expenses because it would enable this work to be completed during regular business hours rather than evening hours (because the present equipment is so).  Ms. Kiefer inquired if the cost to contract this type of work with an outside firm had been reviewed and was informed that information was reviewed; Mr. LeMaro noted it was less expensive to purchase the equipment due to its estimated ten-year life.

It was MOVED by Mr. Winch, seconded by Ms. Kiefer, and unanimously approved by voice vote of members present to approve and submit the request for $5,000 in rollover funds to the Budget and Capital Committee for approval.  MOTION APPROVED.

 The Committee briefly spoke of the other rollover documents and were informed that the Public Works Administrator's Rollover funds were due to miscellaneous corrections on revenue accounts.  The Information Technology Services forms were briefly reviewed and further requests for information will be made directly to Mr. Potter.

9) Interim Road Maintenance Application and Pilot Test Location

 Mr. Messmer provided written documents that presented information on six comparable roads within the county that would be suitable to undertake a pilot test program for a mill, compact, surface treatment.  This suggested application, if successful, could be used to provide interim road maintenance to roads that are not high priorities for rebuilds.  Figures given included the average daily traffic and the benefit cost ratio.  A discussion followed during which Mr. Messmer indicated the treatment would add five to ten years to the scheduled maintenance of the roads and would be similar to what local municipal road treatments are.  It was explained that if full-funding were available the rebuild would be the preferred treatment; however, due to the economic constraints the County is facing this type of interim treatment may be a positive alternative.  Members of the Committee expressed their support for this pilot program, stressing the need to determine the most suitable road for the treatment from those being considered by the Highway Division.  The Committee was clear that Mr. Messmer should chose the road that he thought was the most suitable from a technical viewpoint and that he not pick a road just because of complaints received about it.  Committee members requested time-lapse photographs of the roadway prior to the treatment and subsequent years to determine the effectiveness.

10)  Snow and Ice Removal Report

 Members received the April report for review.

11)   RESOLUTION NO                 - AUTHORIZATION TO ACQUIRE RIGHT OF WAY – CORTLAND-McLEAN ROAD AND BRIDGE RECONSTRUCTION - PIN 375241 (BIN 3314250)

 MOVED by Ms. Kiefer, seconded by Mr. Winch to submit the following resolution to the full Legislature for approval.  It was asked if the figure provided was the final figure.  Mr. Lampman indicated that it is the estimate provided by the appraisal consultant that was confirmed by the Department of Transportation office.  He said the final figures could be slightly different.

 A voice vote resulted as follows:  Ayes - 4; Noes - 0; Excused - 1 (Legislator Lane).  MOTION APPROVED.
WHEREAS, Resolution No. 309 of 2002 authorized an agreement with the State of New York whereby State and Federal sources will furnish 95 percent of the funding necessary to acquire additional rights-of-way for reconstruction of County Road 105, Cortland-McLean Road and the bridge thereon over Fall Creek (BIN 3314250) in the Town of Groton, and
WHEREAS, a project Right-of-Way Plan, approved via Resolution No. 324 of 2001, identified approximately ten (10) parcel acquisitions (indentures and temporary easements) needed from adjoining property owners to complete the work with compensation at fair market value, and
WHEREAS, the County Highway Manager has certified completion of all State and Federal procedural requirements needed for the acquisition of right of way for this project, and
WHEREAS, by Resolution No. 324 of 2001 the County Board of Representatives reviewed the proposed project and determined that this project is a Type II action in accordance with State Environmental Quality Review Act requiring no further environmental review, now therefore be it
RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That the County Administrator or designee be and hereby is authorized to execute documents finalizing acquisition of right-of-way in accordance with the approved project Right-of-Way Plan,
RESOLVED, further, That payments for said transactions be and hereby are authorized from funds to be provided from capital account HZ5051.59239.50.51 (McLean Road).
SEQR ACTION: TYPE II-20

Owner # Parcels Deeded Deeded Acres # Temp. Easements Easement Acreage Value Reason Needed
Travis 1 0.007 0 na $800 Intersection
Peacock 1 0.017 0 na $1,000 Intersection
Munson 1 0.077 2 0.101 $4,600 Bridge Replacement
Bell 1 0.055 1 0.041 $2,100 Bridge Replacement
Burin 1 0.021 1 0.193 $300     Bridge Replacement
Frost 1 0.003 0 na $1,100 Bridge Replacement
TOTAL 6 0.180 4 0.335 $9,900
 

12) Capital Payment Summaries

The Committee reviewed the capital payment summaries.  Members inquired about the purpose of the core sample taken on the North Triphammer Road bridge deck and were informed it was for quality assurance.  The test indicated there were no abnormalities with the sample.

13) Airport Fund Balance

Mr. Squires, Finance Director, provided a written summary of the airport's enterprise fund analysis for the years 2001 - 2003 as well as a comparison of the cash, revenues, expenditures, and final budget as of the end of April in the years 2002 - 2004.  He indicated the Committee needed to be informed of the critical financial situation that presently exists at the airport.  He explained that over the course of the past three years the fund balance has significantly decreased from $411,787 in 2001 to $67,284 in 2003.  He explained that the recent bill for the removal of the old airport terminal, coupled with present payroll and additional expenses will totally deplete the fund balance in the near future, requiring a loan from the General Fund for the airport.  Mr. Squires said that it is not uncommon for  various departments to be in this situation while awaiting revenues; however, he is concerned that the negative figure at the end of the year for the Airport Fund may be six figures.

In response to a question whether any cost-saving measures had been undertaken at the airport, Mr. Nicholas said he had cut the cleaning contract by twenty percent.  Mr. Winch feels staff needs to further discuss this topic at a Committee meeting.  It was noted that the Air Service Task Force will probably be providing a report later in the year that will offer cost saving suggestions for airport operations.

Ms. Kiefer said she did not believe the additional information provided was enough for her to change her position of preferring not to remove contingency funds early in the year when it is not really necessary.  Mr. Marx noted that the revenues for the airport at the end of April 2004 were greater than the previous year and therefore it may be premature to draw contingent funds.  Mr. Nicholas said the figure reflects the US Air reimbursement for the previous year's losses, and it does not accurately reflect the full impact of the airport's cash flow.  He did not see any way he would be able to reduce staffing due to the safety guidelines now in place for airports.  He noted also that most of the staffing at the airport reflects Federal regulations for running the and airport.  Mr. Booth inquired if any operations can be reduced, and Mr. Nicholas said he did not believe so.  The Committee will look at this situation again in the future.

14) Ticket Spitter - Ithaca Tompkins Regional Airport

Members of the Committee of the committee were informed that the bid came in lower than anticipated for the two remaining ticket spitters for the airport parking lot.

15) US Air Contract Extension

Mr. Nicholas informed the Committee that upon receiving the signed agreement from US Air it was in fact for a two-year period, not the one-year he had been verbally told by US Air representatives.  This agreement provides the same terms as the present agreement.  This contract will expire in December 2005.

 Mr. Marx commented that recent information received regarding modification of US Air services at the Hancock Airport in Syracuse, New York may be a positive indicator respecting the company's financial well-being.

16)   Caswell Road Leachate Disposal Study

 Mr. Thompson and Ms. Eckstrom addressed the proposed project, which would redirect the Caswell Road Leachate to the Village of Freeville system via the village sewer system rather than over-the-road trucking as is now done.  Ms. Eckstrom said that at this time it appears economical to undertake this project and that the amount of leachate has declined to where it should not adversely affect the Village's sewer lines.  A request was made to allow Solid Waste to undertake a study that would provide information necessary to determine if there would be a cost savings if the leachate is piped as opposed to being trucked.  The funds for this study are within the Solid Waste budget for 2004.  In response to questions Ms. Eckstrom indicated the study would be completed by the end of July 2004.  Ms. Schuler inquired if there may be future concerns if the County were to contract with the Village; and she was informed that if the Village were to grow substantially there may be concerns about the sewage system's capacity.  It was felt that potential concerns could be worked out during the contract process.

 Ms. Kiefer was excused at this time (3:55 p.m.).

 Ms. Eckstrom expressed her belief that it will cost less over the next fifteen years to utilize piping versus trucking to move the leachate.  She is looking forward to the information that will be derived from the economics comparison study.
 
17)  College Annual Fees

Due to lack of time this item will be discussed at a later meeting.

18) Adjournment

 The regular meeting adjourned at 4:00 p.m.

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