Staff:     E. Marx, Planning Commissioner; C. Nelson, Facilities; A. LeMaro, Facilities; C. Parker, Facilities; D. Dexter, Facilities; M. Perez, Facilities; B. Miner, Facilities; W. Skinner, Public Information; P. Messmer, Highway; D. Squires, Finance Director

Guests:  K. Christianson, EMC Energy Committee, S. Galbraith, I. Shapiro, Taitem Engineering,
PC

1)  Called to Order

 Chair Booth called the meeting to order at 2:05 p.m.

2)  Chair's Report

 Mr. Booth, Chair, reported that the Cabinet process for managing the County's facilities and infrastructure appears to be working well.  He noted specifically that each cabinet meeting he has attended has included a specific and valuable focus on topics relating to Employee/Management Relations.  He also reported that the Beach Road Bridge has been removed and that there is a possibility of its being transported to a County-owned site temporarily for the painting process.  Mr. Booth also said the Soil Conservation Service is continuing to look into the possibility of utilizing a portion of the Bostwick Road site as a possible location for their headquarters.  If this project is undertaken it is expected that a portion of the building would be rented out to other organizations such as Natural Resources Conservation Service (NRCS), and USDA offices.

 A request was made that  Highway Division notify Legislators of work being undertaken within their districts.

3)  Persons Wishing to Address the Committee

No persons wished to address the Committee.

4)  Approval of Minutes of May 27, 2003

 MOVED by Ms. Blanchard, seconded by Ms. Robertson.  A voice vote resulted in a unanimous decision by members present to accept the minutes of May 27, 2003, as amended.

5)  Energy Audit Presentation - Taitem Engineers

 A Powerpoint presentation was given by Taitem Engineers regarding the recent energy audit of County facilities that Taitem completed as a result of a New York State Energy Research and Development Authority (NYSERDA) grant.  A copy of this slide presentation is on file in the Legislative offices.  In addition, a copy of the full report prepared by Taitem is available through the facilities office.  This audit was designed to indicate LOW COST AND NO COST means for the County to save energy costs in County-owned buildings with the exception of the Department of Motor Vehicles, Transit Building, the Tompkins County Solid Waste Recycling Center, and the Public Safety Building.

Mr. Shapiro, owner and President of Taitem Engineers spoke to the Committee regarding the various means used to determine areas of energy savings and he recommended a series of LOW COST AND NO COST modifications that he believes could potentially save the County approximately $94,400 annually, which represents almost a ten percent savings of the County's annual utility costs for the buildings surveyed.  Mr. Shapiro identified the areas that could potentially result in the highest savings for the County:  e.g., lighting, reduction of fixtures, replacement of outdated Exit lights, installation of improved fluorescent lighting and ballasts, automatic switches, and the retrofit of metal halide fixtures with bi-level controls.  He also identified other areas where low-cost and no-cost modifications could result in additional savings, including sealing buildings where leaks are present, increased use of insulation, and the installation of energy management systems in buildings not presently operated in this manner.  The Committee was informed that all figures included in the Taitem report regarding costs for making energy saving modifications were based on all work being contracted with outside firms and with materials purchased at standard costs.  He pointed out that if County employees were utilized and materials were purchased under State contracts, the total costs of the suggested modifications would probably be reduced.  Mr. Shapiro also identified those County buildings where the most significant savings from low-cost and no-cost energy modifications could be realized.  Mr. Shapiro said his firm is approved by NYSERDA through the summer of 2004 to perform energy audit reviews and suggested to the Committee that an additional audit be completed that would provide information on the County's high energy-use buildings.  Mr. Shapiro also spoke of additional programs and/or incentives provided by NYSERDA to assist in reduction of energy useage.  The Committee was interested in getting more information on NYSERDA's covering 4.5% of interest on leans for energy efficiencce, since that may mean a no cost loan to Tompkins County.

Members of the Committee asked numerous questions of Mr. Shapiro.  They expressed substantial interest in further study of possible energy savings, both with respect to LOW COST AND NO COST modifications and to larger modifications to County facilities, which were intentionally not addressed by the Taitem report.  The Committee discussed possible alternatives to hiring outside contractors in order to complete the recommended modifications, noting a savings utilizing County employees to make energy modifications rather than seeking outside firms.  The Committee requested that at an upcoming Committee meeting Mr. LeMaro provide an overview of which recommended low cost - no cost energy modifications are the most important to complete, which of these modifications can be completed with the $50,000 2003 funding, which of these modifications should be funded in the 2004 budget, and what strategies should be pursued regarding larger energy modifications that were not covered by the Taitem report in order to gain further savings. Ms. Kiefer inquired whether a Phase 2 can be attached to the current contract.  Mr. LeMaro will investigate this possibility.

6)  Highway Funds/Financing Presentation

 Mr. Squires, Finance Director, provided the Committee with information relative to the appropriate accounting procedures for the Highway Operations fund as outlined by State law; a copy of that information is on file with the minutes in the Legislature's Office.  He made clear that the primary source of funds for the Highway Fund is the General Fund.   Mr. Squires stated that the manner funds in the Highway Fund are accounted for under State law is unlike other money in the County budget and does not necessarily have a benefit; however, he noted that it is not possible to modify the procedure.  He spoke of the need to continually review the fund balance in the highway fund and attempt to keep the cash amount at an acceptable level to meet departmental needs while awaiting reimbursement from other sources such as the State and municipalities.  Ms. Kiefer asked if the additional motor vehicle registration fee money designated for road maintenance will be designated in the Highway Fund, Mr. Squires said yes.

7)  Authorization to Execute a Contract with Popli Consulting Engineers & Surveyors for Construction Inspection Services - CR105

RESOLUTION NO.   -  AUTHORIZATION TO EXECUTE A CONTRACT WITH POPLI CONSULTING ENGINEERS & SURVEYORS FOR CONSTRUCTION INSPECTION SERVICES – CR105, McLEAN-CORTLAND ROAD PHASE 1 RECONSTRUCTION

 MOVED by Ms. Blanchard, seconded by Mr. Winch, and unanimously approved by voice vote to submit the following resolution to the full Legislature for approval:

WHEREAS, Resolution 13 of 2003 authorized an agreement with the State of New York whereby State and Federal sources will furnish ninety-five percent of the funding necessary for Phase 1 reconstruction of McLean-Cortland Road, and
WHEREAS, Popli Consulting Engineers & Surveyors is qualified to provide construction inspection services for the McLean-Cortland Road reconstruction project and is also providing construction inspection services for the ongoing Tompkins County Bridge Painting Project, and
WHEREAS, Popli Consulting Engineers & Surveyors is one of 15 engineering consultants that New York State Department of Transportation (NYSDOT) has fully qualified and authorized for such work in Tompkins County’s region, and
WHEREAS, County Highway Division staff has recommended Popli Consulting Engineers & Surveyors as best qualified to provide construction inspection services for the project and NYSDOT has approved this selection, now therefore be it
RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That the County Administrator or his designee be and hereby is authorized to execute a contract with Popli Consulting Engineers & Surveyors, of 555 Penbrooke Drive, Penfield, NY, for construction inspection services in connection with the referenced project for an amount not to exceed $47,000.
RESOLVED, further, That the Highway Division be authorized to execute supplemental agreements on behalf of the County with cumulative value not to exceed ten percent of the aforementioned contract amount, funds to be provided from the McLean-Cortland Road Reconstruction Capital Account (HZ 5103.59239.53.02).
SEQR ACTION: Type II- 1  (No further action required)

Explanatory Note: This authorization applies to only Phase 1 of the project.  Phase 1 rebuilds the ½-mile section of road that is closest to the Cortland County line, including realignment of a horizontal curve identified as treacherous at public information meetings.  Phase 2 will rebuild from the end of Phase 1 to Peruville Road.  It will include minor reconfiguration of the square in McLean and replacement of the bridge over Fall Creek.  It is scheduled for 2005 construction.

This road was last rebuilt circa 1960.  With appropriate maintenance, the anticipated life expectancy of the new construction is approximately 40 years.

The total construction and construction inspection budget for this phase is $630,000.  The construction contract is for approximately $475,000, leaving $155,000 available for inspection and contingencies.

NYSDOT prefers to hire an inspector other than the design engineer, which in this case was C&S Engineers.

 Ms. Blanchard noted that Popli is a designated disadvantaged and minority business enterprise.

8)  Adjournment

 The meeting adjourned at 3:35 p.m.

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