Excused:   D. Winch

Staff:      E. Marx, Planning Commissioner; A. LeMaro, Facilities Manager; J. Wood, County Attorney; C. Nelson, Facilities; R. Nicholas, Airport Manager; D. Squires, Finance Director

Guests:  A. Chernish, Town of Newfield; J. Shure, Historic Ithaca; Mary Beth Holub, Town of Newfield; K. VanEtten, Town of Newfield Board; R. Westmiller, Town of Newfield Highway Supervisor; C. Demarco, CSEA; T. Cannon, CSEA; K. Mosley, Ithaca Journal

1)  Called to Order

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

2)  Chair's Report

 Mr. Booth stated that he believes the following process should be followed with respect to information requests by Legislators to staff members:  (1) if the department head concludes the information request requires only a modest effort, he/she will see that it is fulfilled; (2) if the department head does not feel a request can easily be handled, he/she will so notify the Legislator, and the Legislator will then discuss the matter with the Committee Chair; (3) if the Chair is not able to resolve the difference between what the Legislator has requested and what the department head feels involves a reasonable amount of work, the Chair will bring the matter to the Committee for discussion.

3)  Persons Wishing to Address the Committee

Tom Cannon, Blue Collar President of the CSEA, brought to the Committee a letter regarding restructuring of the Facilities Division and asked that members review the information.

Karen VanEtten, Town of Newfield Board Member, reported that approximately $45,000 is available for the Beach Road Bridge Project, thanking the County for their efforts.  Ms. VanEtten also expressed her pleasure with the resolution passed by the Town of Newfield regarding the Beach Road Bridge and with the progress being made by the Town and County regarding this bridge.

Mr. Booth, responding to Mr. Cannon's letter, thanked him for delivering it and said that it will be his position that until Administration requests the Committee to consider the matter the Chair will not place this matter on the Committee agenda.

4)  Beach Road Bridge

RESOLUTION NO. AUTHORIZING THE COUNTY ADMINISTRATOR TO ENTER INTO AN AGREEMENT WITH THE TOWN OF NEWFIELD REGARDING BEACH STREET PEDESTRIAN BRIDGE

 MOVED by Ms. Blanchard, seconded by Ms. Robertson.  Mr. Wood reported that the Town of Newfield has signed the agreement for this project, with minor changes as noted by Mr. Wood.  He specified that he believes all changes made by the Town in the draft agreement and Scope of Services Statement are consistent with the substance and spirit of the documents he drafted and forwarded to the Town for their consideration.  Mr. Wood addressed the Committee's several questions regarding material costs and liability.  Ms. Shure of Historic Ithaca indicated that it was estimated by LaBella Engineers to cost between $42,500 to $45,000 for materials.  An additional $6,800 for the engineering costs is covered by grants Historic Ithaca has acquired or expects to acquire.  With regard to County liability respecting the work to be done on the existing bridge and respecting the pedestrian bridge when it is in place, Mr. Wood explained that liability would be a concern ONLY during the construction phase of the project and relative to the work being done and that upon completion of the pedestrian bridge all County liability would cease.  After several changes were made in the language of the draft resolution, a voice vote resulted in a unanimous decision to submit the following resolution to the full Legislature for approval:

 WHEREAS, Tompkins County maintains certain vehicular bridges in the County on municipal roads, and
 WHEREAS, the County does not maintain pedestrian bridges, and
WHEREAS, the pedestrian bridge adjacent to Beach Road in the Town of Newfield was formerly a vehicular bridge maintained by the County, and
WHEREAS, in a June 15, 1998, letter sent to all Town Supervisors and Village Mayors, and all Highway Superintendents in the County, the County Commissioner of Public Works listed all vehicular bridges for which it has responsibility, which list did not contain the Beach Road bridge, thereby reflecting the Beach Road Bridge's changed status, and
 WHEREAS, nevertheless, the Town of Newfield contends that the County still has some responsibility with respect to the bridge, and
 WHEREAS, the Town has indicated by resolution that it wishes to have the bridge rebuilt while retaining its historical character, and
 WHEREAS, for the sole purposes of helping the Town of Newfield and to eliminate any potential claims regarding County ownership or liability, the County is willing to aid the Town and Historic Ithaca in the restoration of the bridge, and
 WHEREAS, the County is willing to contribute labor and equipment with a value of approximately $10,000 toward the restoration of said bridge, now therefore be it
 RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That the County Administrator is hereby authorized to enter into an agreement with the Town of Newfield which substantially conforms to the agreement dated May 14, 2003,
 RESOLVED, further, That if the Town exercises its right to terminate the agreement with the County, then the County Highway Manager is hereby authorized and directed to remove the bridge,
RESOLVED, further, That this authorization is designed solely to avoid any injury to the public and to protect the County from potential liability, and it is not an acknowledgement of any ownership, responsibility, or liability with respect to said bridge.
SEQR ACTION:   TYPE II

Robert Nicholas, Airport Director, provided a PowerPoint presentation that outlined a wide range of financial/management details respecting the County Airport, together with anticipated expenditures in the near future.  A copy of the "slides" presented by Mr. Nicholas are attached to the minutes on file at the Legislature's office. This presentation was made to inform the Committee of the present financial situation of the airport and how it may relate to County subsidy prior to budget approval and prior to the County's re-negotiation of the existing agreement with U.S. Airways Express.  At this time an agreement exists with the County that establishes self-sufficiency for the airport as well as contributing toward the work other county departments do in supporting work for the airport.  He explained how revenue is received, and how the expenditures of the facility are shared among the users of the facility.  Mr. Nicholas also referred to the financial agreement the County has made to fulfill Federal Aviation Administartion requirements regarding the real property on which the Emergency Response Center is being constructed.

Mr. Nicholas and Mr. Squires, Financial Director, felt it was wise to take into consideration factors that have reduced airport revenues, such as the US Airway bankruptcy filing, reduction of flights, and increased security measures.   Mr. Squires reported the fund balance previously has been as high as $470,000 but was at $168,444 at the end of 2002.  An important factor reported on by Mr. Nicholas is that there will not be any Discretionary Funding from the Federal government granted this year.  These funds are normally provided annually and may be distributed over a three-year period.  The loss of these funds will affect subsequent budget years.  Mr. Nicholas said that Ricondo Associates, an outside firm, will assist in the airline agreement negotiations in December 2003.

6)  Permission to Seek Bids and Level of Committee Involvement

 Following discussion of the information presented by Mr. Nicholas and Mr. Squires, consensus was reached to allow the airport director to seek bids on the following items budgeted for in 2003 and to provide updates to the Committee regarding the status of those bids:

a) Two Ticket Spitters - Public Parking Lots - there are a total of four ticket spitters and they have been in place for approximately ten years of service.  Two are being replaced this year, and it is planned to replace the other two next year.  The total cost for the two units is approximately $13,000 - $14,000.

b) Replacement of Concrete Handicap Ramps and Walkways in Front of the Terminal - this is to correct deteriorated conditions that have resulted over the past nine years.  The cost is estimated to be over $10,000.  Ms. Kiefer asked if local businesses will be notified of the bid.

c) Airport Fire Truck - This is to replace a fifteen year-old unit with special airport equipment on it.  Because  the old one would not provide any resale/trade-in value, it will be retained as a back-up vehicle.  Federal regulations require the airport to be responsible for this equipment.  Repair records were reviewed by Committee members.

7) Resolution - Award of Bid - Contract Customer Service Personnel - Ithaca Tompkins
    RegionalAirport

 MOVED by Ms. Robertson, seconded by Ms. Blanchard.  Mr. Nicholas explained that although the rates are increased from the previous contract holder it is anticipated that the increase will allow a higher level of service that is more customer-friendly.  The agreement allows for a thirty-day cancellation clause in the event the service does not meet the airport's requirements.  A voice vote resulted in a unanimous decision to submit the following resolution to the full Legislature for approval:

RESOLUTION NO.  - AWARD OF BID – CONTRACT CUSTOMER SERVICE PERSONNEL - ITHACA TOMPKINS REGIONAL AIRPORT

WHEREAS, the Finance Department has duly advertised for bids for Contract Customer Service Personnel at the Ithaca Tompkins Regional Airport, and
WHEREAS, said Contract Customer Service Personnel will replace the current security guard contract and will provide passengers with a high level of customer service and assistance when using the terminal, and
WHEREAS, one (1) bid was received from Fairweather Enterprises Inc., of Ithaca, New York, and said bid has been deemed to meet the specifications of the Request for Proposals, now therefore be it
RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That the bid be awarded to Fairweather Enterprises, Inc., with a bid as follows:

                                    First Year………….….$ 14.50 per hour
                                    Second Year………….$ 15.25 per hour
                                    Third Year……………$ 15.75 per hour
 
     RESOLVED, further, That the County Administrator be and hereby is authorized to execute a contract with Fairweather Enterprises, Inc., effective June 19, 2003, with funds available in Account 5610.54425.
SEQR ACTION: TYPE II-25

Notes:  This contract will replace the present security guard contract and will run for three years. There is an option to renew annually for an additional three years. The goal of this change is to give a friendlier face to the airport and to provide real assistance to passengers using the terminal. This will supplement other customer-friendly measures such as free baggage carts, limited free parking, and shorter lines at the security screening points. All this will become more important to air travelers as the “hassle factor” at larger airports becomes more of a burden. The total cost for this 24 hour-per-day, 365 days-per-year position is $ 128,934 for the first year. The contract calls for agents to be paid a minimum of $ 8 per hour with the supervisor, who would work one of the daily shifts, receiving $ 9 per hour. The position comes with healthcare benefits. The contract price represents a 26% increase over the present contract for security guards. The contract will be part of the 54425 line item (Service Contracts) in the Airport’s normal operating budget.

8)  Airport Security - Report of Recent Changes

 Mr. Nicholas reported that the Transportation Security Administration has recently directed that nationwide the number of screeners be reduced by twenty-five percent.  For the local airport it would reduce the number from thirty-one to twenty-three, an adequate number in Mr. Nicholas' opinion.  He further stated that the proximity to the Public Safety Building allows for a rapid response in the event of an emergency.
 
9) Capital Project Audits

The Committee was provided with a listing of capital projects presently undertaken.  A request was
made that future reports contain the date and explanation of the work completed and that they note if figures provided include current payment(s).

10) Budget Adjustment and Appropriation of Unspent General Funds from 2002 to Various Accounts

 It was MOVED by Ms. Robertson, seconded by Ms. Kiefer, to approve the Facilities' request to use $37,000 of Rollover funds in the 2003 budget.

 The vehicle is a compact cargo van that is being purchased under State bid contract prices for approximately $16,000 with an additional $3,000 for the cargo racks required.  It was explained that the computer software that will be purchased will constitute an upgrade to the present software program and that its purchase will save money over time due to the ability to maintain inventory, purchasing records, and track maintenance on equipment.  Mr. LeMaro said the personnel is now in place to proceed with the next step of upgrade and training.  Ms. Kiefer said she was glad to see the savings on the computer equipment and software from the originally budgeted figure of $25,000.  She also expressed concern over taking funds from personnel lines and placing it in non-personnel lines.

A voice vote resulted in a unanimous decision to submit the following to the full Legislature for approval:

Facilities – Vehicle 1620.52231       19,000
Facilities – Computer Equipment 1620.52206         2,000
Facilities – Maintenance Mgmt software, set-up & training             1620.52230       16,000   $ 37,000

11)  Cayuga Green Project

 Mr. Marx, Planning Commissioner, reported the City of Ithaca has approached the County with a proposal regarding the Cayuga Green Project and Six Mile Creek Walkway project that the City is planning to undertake near the Tompkins County Public Library and the Mental Health Building.  City representatives Dan Cogan, and Doug McDonald have spoken to Mr. Marx about the feasibility of having County property adjacent to these areas improved in like manner to the improvements being made on City property.  If similar work were done on County property, the cost of work between the garage and the library would be approximately $54,000, and the cost for the work to make the "Creek Walk" would be approximately $193,000.   Mr. Marx stated his opinion that while it would be nice to complete the work suggested by the City, the cost of these two items is prohibitive when the County's current capital expenditure needs are considered.  He suggested that the County might consider providing an appropriate easement if the City desired to do work on this property, but he stated that he does not see the need for the County to undertake these expenditures at the present time.  Mr. Marx also said that he had not seen the design work and was not certain if it would be what the County desired.  Ms. Kiefer expressed concern about the need for pedestrian safety in the area south of the library as well as providing for vehicular traffic on the east side of the building to the public vehicular book drop as needed.  Mr. Marx said the City plan would take the need of vehicular access in that area into account.  It was the consensus of the Committee to agree with Mr. Marx's assessment of the City's suggestion that the County not spend money on these two projects and to offer an appropriate easement to the City for the work they are completing, subject to County review and approval of detailed plans.

 Mr. Marx also reported that the City is in the process of obtaining more detail on the cost of alternatives to dealing with the solar panel issue.  He will inform the Committee when more information is received.

 Mr. Marx provided information to the Committee on the shuttle service that will be provided downtown during the development of the Cayuga Green Project.  This service is in place to alleviate parking problems during the project.

13)  Tompkins County Public Library Post-Occupancy Concerns

 Mr. LeMaro reviewed a draft letter to the Tompkins County Public Library regarding the post-occupancy items.  A brief discussion took place during which Mr. LeMaro indicated that of the twenty-nine items on the initial list nineteen remained.  He broke these into three categories:  (1) facilities maintenance items, (2) library improvements, and (3) building improvements.  The Committee discussed details of various items on the list such as cost, anticipated repair schedule, and reason for inclusion in each area, and how to avoid equipment repairs in the future.  The Committee requested Mr. LeMaro to bring back to the Committee revised information regarding these items along with a draft resolution that spells out how the County would pay for the items that are its responsibility.  Mr. Marx said that the County would take into consideration what items, if any, should be handled as a capital project.

14)  Approval of Minutes of April 22, 2003

 MOVED by Ms. Blanchard, seconded by Ms. Kiefer.  The Committee briefly discussed how it would handle submissions containing revisions to the Committee's minutes.

Ms. Blanchard was excused.

Following the discussion it was determined that written revisions could be submitted.  A voice vote resulted in a unanimous decision by members present to accept the minutes of April 22, 2003, as amended.

15)  Committee Goals

 This item was removed from the agenda due to lack of time.

16  Adjournment

 The meeting adjourned at 4:07 p.m.

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