Present:   R. Booth, Chair; D. Kiefer, Vice Chair; N. Schuler, M. Lane (2:06 p.m.)

Excused:  D. Winch

Staff:     J. Lampman, Highway Division; C. Nelson, Public Works Administrator; E. Marx, Administration; A. Lemaro, G. Tunney, Facilities; B. Eckstrom, K. Thompson, Solid Waste; D. Squires, Finance Director; K. Fuller, Recorder

Called to Order

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

1)Additions to and Deletions from the Agenda

 Upon request the following items will be added to the agenda for discussion:

· Budget Adjustment/Transfer - ITS and Solid Waste
· Air Service Task Force - Brief Report
· Solar Panel Opportunities - Brief Report
· North Triphammer Road Drainage Concerns
· Civil Engineer Position - Brief Report
· Asbury Road Blinking Light Update

There were no deletions from the agenda.

2)  Chair's Report

 Mr. Booth did not have a report.

3)  Persons Wishing to Address the Committee

 No persons wished to address the Committee.

4)  Minutes of April 27, 2004

 It was MOVED by Ms. Schuler, seconded by Ms. Kiefer, and unanimously approved by voice vote of members present, to approve the minutes of April 27, 2004, as amended.

 Mr. Lane arrived at this time (2:06 p.m.).

5) Budget Transfers

The Committee reviewed budget transfers from the Highway Division provided to them.  It was clarified that the funds for the sign program were in fact for a software program.  No action was required.

6)  Audit of Final Payment Resolutions

 Ms. Nelson reported that at the recent Public Works Cabinet meeting a discussion occurred respecting time-saving options.  It was suggested that resolutions for final audits could possibly be eliminated because present fiscal policy provides a system of checks and balances during projects.  Ms. Kiefer noted it was useful at the Committee level but not necessarily at the Legislative level.  Because Mr. Winch originally initiated the final audit resolution procedure, it was decided to postpone this discussion so that he could participate.

7)  Contract Procedure

 Mr. Booth reported that at the Budget and Capital Committee meeting earlier in the day the County's contract policy was discussed.  It was determined that with regard to capital projects each committee would determine how it would like to deal with contracts for departments/agencies under its responsibility.  He said Ms. Kippola, Contract Manager, suggested that at the beginning of each year committees be provided with an up-to-date listing of contracts, and a summary of how they had been reviewed and that the Committee then determine how it would handle contracts during that particular year.
 
Ms. Kiefer inquired whether there is a central file respecting contractual difficulties with particular contractual vendors to assist the Legislature when awarding contracts.  A brief discussion occurred, and it was suggested that Ms. Nelson and Ms. Kippola could discuss how this historical information could be provided to the Legislature.  Mr. Squires said it might be possible to put information of this type within his financial accounting system because it is vendor driven.

8)   Public Works Administrator's Report

Seasonal Workers

 Ms. Nelson reported on the partnership with Workforce New York for seasonal workers.  She said this pilot program has been somewhat challenging due to the inexperience of the workers; however, both parties are still optimistic that it will work out.  To date, five of the eight workers have been rotated out for a variety of performance issues, including safety.  Ms. Nelson said that the Workforce New York supervisor has assisted in promptly dealing with the issues.  In addition, she noted that as a pilot program both partners are becoming aware of areas to review in the future.

Annual Report

 The Public Works Cabinet will be developing a comprehensive annual report this year for all the Public Works divisions and ITS.

Highway PAR

 Mr. Messmer, Ms. Nelson, and ITS are working together to make the Highway PAR's available online.  Ms. Kiefer inquired when the finished product will be reviewed by the Committee and was informed as soon as it is complete; she spoke of the usefulness of the PAR during the budget process.  Ms. Nelson said the Highway PAR will provide information to municipal officials who need to know information related to potential road/bridge closings.

Consolidated Training Program

 Ms. Nelson is developing a program to consolidate the mandatory training of all employees within the Public Works Division.  She spoke of holding one or two days for training all employees rather than breaking up crews for staggered training as presently occurs.  She is coordinating this effort with Frank Croteau of the Health Department and hopes to have it in place during October.

9) Highway and Bridge Status Report

· Installation of Solar Blinking Lights - North Triphammer/Asbury Intersection - the tentative date for installation is July.  The design is being coordinated between Hunt Engineers and the County.
· North Triphammer Road Property Owner Report of Excessive Water - A discussion occurred regarding a property owner (Zifchock) complaint about increased water drainage onto their property.  Mr. Lampman reported that after an earlier complain from this owner a berm along the road was built up in front of the property.  He received another call stating the drainage problem was not resolved.  Mr. Lampman stated he would have to observe this location during a period of precipitation in order to determine whether the County's road construction activity caused this person's water problems.
· Red Mill Bridge - it was reported that additional work is required of McFarland Johnson's subcontractor (Delta Engineers) prior to the meeting with SHPO.  The cost of this additional work will be approximately $20,000, which is covered under the present project budget.
· Beach Road Bridge - it was announced that an official opening of this bridge will be occurring in the near future.
· Ludlowville Road Drainage - Mr. Lampman reported there were major complications over the past weekend due to heavy rain.  A three-foot culvert was blocked from debris and caused the stream to spill out of its banks, washing away driveway culveerts.  As a preventive measure driveway culverts were replaced with a larger pipe.  In addition,  the blockage problem is being reviewed for possible solutions.  It was noted that the additional run-off could be due to residential construction upstream of the blockage point.  The problem required both County work teams and at least twelve hours of overtime.
· Uninitiated Projects - it was reported that interviews are underway for a consultant(s) to design some of the bridge projects that fall under this heading.  It is hoped to have negotiated contracts in hand to allow for work to begin upon authorization of New York State Department of Transportation in October 2004.

10)  Dryden Dam Maintenance Responsibilities and Request

 Mr. Lane brought this subject forward for the Committee consideration.  A history of the Dryden Dry-Dam was provided.  As a result of a 1981 flood control grant the Town and Village of Dryden and the County entered into a partnership; the County was required to be the lead agency in order to obtain these funds.  The County has one-third of ownership in the dam; the Town and Village of Dryden are responsible for maintenance; and the County is responsible for engineering services connected with the dam.  This dam is dry for almost the entire year and is designed to reduce the flow of water to the area in the event of flooding.  It was noted that this dam was completed just prior to the elimination of the engineering division within the County and that the responsibility for the inspections now falls upon the Highway Division.  Mr. Lampman said he has inspected this dam but not on a regularly scheduled interval.  Consensus of the Committee was that a well-documented inspection schedule should be designed and implemented, by either staff or contracted out ,to avoid the possibility of liability factors.  In addition, it was suggested that the County's risk managers also be involved in this process.  Ms. Kiefer noted Jim Kazda used to inspect.  John Lampman has the necessary skills.

 The Committee then discussed a letter that had been received requesting approval and authorization for a private person who owns nearby property to connect into the County's electrical line that run to the dam property.  The Committee felt it was appropriate to seek appropriate information related to the technical aspect of the cut-in for electrical service and for Mr. Wood to review the legal portion of the matter and provide his opinion.

11)  2004 Bridge Maintenance Plan

The Committee reviewed the bridge maintenance plan.  It was noted that municipalities are notified prior to work being undertaken on particular bridges.  Stevens Road project, which is a bridge replacement, and the Etna Lane box culvert will be the major projects this year.  All work will be completed in house.  In addition, Harford Road bridge is a county-line bridge, and discussions have taken place with Tioga County to determine how this bridge work will be handled; if no action is taken on this joint project this year, it will be delayed until 2005.  A request was made to identify the town the bridges are in when future reports are submitted.

Mr. Lane asked whether a discussion will take place in the near future regarding the sharing of expenses within the bridge program.  Mr. Booth said he feels it would be worthwhile to discuss ownership of and responsibility for County-owned bridges on town roads.

12) College Annual Fee - Solid Waste

Ms. Eckstrom reported that in 1995 the Solid Waste fees charged to educational institutions were discussed and initiated.  She provided the Committee with a brief history of how the fee formula was designed.   She indicated that over a five-year period the Cornell University annual fee was reduced by 3%, Ithaca College by 2%, TST-BOCES by 1%, and Tompkins Cortland Community College experienced a 25% increase.  It was noted that tonnage information is provided directly by the colleges and that it is difficult to verify these tonnage figures.  In response to a question, the Committee was informed that Cornell University's solid waste is dealt with by Superior Disposal.  Although Superior Disposal is required to supply tonnage information, there is no itemization regarding specific sources of solid waste at Cornell.  Mr. Lane suggested consideration of a Local law requiring that information.

The Committee then reviewed charts providing information on the five-year Solid Waste Annual Fee receipts and a detailing of the various institutions' portion.  Responding to a question regarding what aspects of the current formula might need to be adjusted, Ms. Eckstrom said that what does not require adjusting is the landfill cost.  She did note that a flaw exists in that the projected tonnage figure used in the formula is higher than what has been collected over the past several years.  If this projected tonnage figure were adjusted, it would increase the fees to the colleges.  There is also the question of administration costs, and designated costs need some adjustment.

Ms. Eckstrom feels that it would be worthwhile to meet with Cornell University representatives to discuss the possibility of revising the formulas.  A brief discussion occurred regarding the feasibility of obtaining more detailed information on the tonnage received from Cornell University and what percentage is employee/student-resident based.  She will bring back several suggestions to the Committee at a future meeting.

Mr. Marx suggested as an alternative to tonnage, using student residents and number of employees as basis.

Ms. Kiefer reminded the Committee that Tompkins County still has a flow-control law on the books that we could choose to enforce since some court cases seem to have cleared the way; Mr. Booth cautioned against this.

13) 2005 Budget - Preliminary Discussion/Overview - Highway and Facilities Division

Mr. Booth noted that the Committee's budget discussions over the next several meetings will provide an opportunity for departments/divisions to provide basic information regarding their preliminary budgets and note areas of concern and an opportunity for departments/divisions to get feedback from the Committee respecting various policy issues that will have to be addressed in creating a proposed 2005 budget.  He emphasized that the Committee will not be looking at a proposed budget at this time.

Facilities Division

 Mr. LeMaro stated his preliminary over-target requests for the 2005 budget would be 2% of the 2004 adopted budget.  He explained that the majority of the over-target-requests are service contracts for the systems installed at the Emergency Response Center.  In addition he is making a preliminary over-target-request to reflect increased utility costs.  He indicated that at this time it appears that the Division's 2004 budget is on track, and he anticipates having a better financial picture by the August submission date.  Mr. Lane inquired when the MEGA contract runs out because it could have a large impact on the cost of natural gas in the future if the contract is renegotiated.  The Committee briefly discussed the Emergency Response Center, noting there may be fluctuation in utility and maintenance costs.  In addition, Mr. LeMaro said there may be additional personnel expenses pending the outcome of arbitrations.

Highway Division

 Ms. Nelson reported on behalf of Mr. Messmer.  She noted several major points:  (1) to have a $1.6 million budget for highway materials would require an over-target-request of $114,000; (2) in the event there is no CHIP funding from the State that request would have to be raised to $276,000; (3) it is important to try to stabilize the Division's overtime expenses; at this time the projection is a shortfall in payroll of $170,000 due to increased hours; (4) the highway equipment budget is under stress; $116,000 of the $250,000 has already been spent for this year; this figure includes fuel (which is primarily diesel) and parts for vehicles; and (5) there is a need to upgrade the Division's computer operating systems in order to be compatible with the new and upgraded maintenance programs the division utilizes.  A discussion took place during which it was noted that Information Technology Services is assisting the development of a computer equipment purchase plan.

 In addition, the Committee discussed the snow and ice removal budget.  It was noted that at this time there are several town snow and ice contracts to be renewed at the end of 2004.  Towns on standard snow and ice removal contracts are projected to have a 26% decrease at the end of this year; however, three municipalities (Towns of Danby, Dryden, and Caroline) that have time and material contracts are projected to require an additional $141,000.  Mr. Squires said that time/materials contracts with the County may also be affected by projected increases in retirement plans.

 Ms. Nelson then said Mr. Messmer has made a preliminary over-target-request for an additional maintenance crew.  This request would cover 4 heavy equipment operators salary and fringes at a cost of $206,000 and one grade-all, and two ten-wheel trucks at a cost of $530,000, for a total over-target-request cost of $736,000.

14) Air Traffic Safety Force

Mr. Marx reported Cornell University has agreed to support a Park Fellow for work with the Air Service Task Force.  This individual, who is graduating with an MBA, will be working full-time for the next five months.

15) NYSERDA Solar Grant Announcement

Mr. Marx reported that as a result of a settlement involving a Virginia utility firm there will be grants available for solar panel placement on government buildings.  These grants cover eighty percent of the cost up to a maximum of $250,000.  Mr. LeMaro said Johnson Controls have been informed about this possible source of funding for a County project.

16)  Civil Engineer Status
 
 Mr. Marx indicated there have been several areas that required clarification with respect to the position.  The request for more detail on the responsibilities and qualifications has been completed.  He believes that the process of seeking an individual can proceed.

12) Cayuga Green Transformer

Ms. Schuler requested an update on the City of Ithaca's request to place the transformer for the Cayuga Green Project on county-owned property and was informed that at this time the City is pursuing options on the Cayuga Green site.

13) Emergency Preparedness Handout

Ms. Nelson provided an Emergency Preparedness Handout that was recently distributed.

14)  Adjournment

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

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