Staff:     E. Marx, Planning Commissioner; C. Nelson, Public Works Administration; P. Messmer, Highway; J. Lampman, Highway; R. Nicholas, Ithaca Tompkins Regional Airport

1)  Called to Order

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

2)  Chair's Report

 Mr. Booth did not have a report.  He reminded Committee members of the Highway and Bridge tour taking place on July 10, 2003, from 9:00 a.m. to noon.

3)  Persons Wishing to Address the Committee

No persons wished to address the Committee.

4)  Addition to Agenda

 The following resolution was added to the agenda:  Reduction of Hours - Facilities Division Maintenance Worker

5)  Approval of Minutes of June 10, 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 June 10, 2003, as amended.

6)  Highway Projects Status Report

The Highway Projects Status Report was reviewed by the Committee.  This report provided information on the various stages of projects presently being undertaken within the County.  A copy of this report is on file with the minutes at the Legislature Office.  Items of note included the following:

· Champlin Road and White Church Road Bridges - Both of these projects have recently been started.

· Beach Road Bridge - Committee members requested that Mr. Messmer continue to carefully review expenditures on the project to ensure the County expenditures are limited to the previously agreed $10,000 figure.

· North Triphammer/Asbury Road Intersection - Subsequent to meetings with the Town of Lansing Highway Staff have decided to utilize the option of flashing beacon lights on the stop sign located on the east side of the intersection.  This is a reimbursable expense, and staff believes it will alleviate the concerns raised in regard to the intersection approach.

· Red Mill Road and Freese Road Bridge - Highway staff are proceeding with trying to substitute the Freese Road Bridge Project for the Red Mill Road Bridge Project in the TIP funding process.

· Bridge Painting - The bridge painting projects are complete and all barrels containing removed paint have been taken from the sites.

· An application letter requesting approval to administer additional projects has been sent to the Department of Transportation.  These include Coddington Road, Hanshaw Road, Warren Road, as well as some bridgework.  The response to this request is anticipated to be received shortly.

7)  Capital Project Audits

 The Committee received an accounting of various expenditures for the airport's rapid response vehicle and ARFF Building addition and for expenditures for the Public Safety Communications Center, Bostwick Road facility, and the McLean-Cortland Road Project.

8) Re-Instated CHIPS Funds

 The Committee was informed that $276,000 in New York State CHIPS funding for Operations and Maintenance heading lost from the State budget has now been reinstated.  These funds are to be used for capital expenditures rather than for Operations and Maintenance purposes.  This information then prompted a discussion that touched on the following points:

· Committee members were told that this shift in CHIPS funding from the Operations and Maintenance category would not hurt the County's highway operations because the County always has more than enough eligible work to assign properly to either category of State funding.

· It was explained that the State's definition of Capital expenditures covers projects that have a life of ten years or more.

· Mr. Messmer was cautioned to be aware of potential reductions in the funds available for highway purposes if the County Legislature removes some of the local dollars previously committed to these purposes.

· It was also noted these CHIPS funds initially had been lost two years ago and over target requests compensated for these losses over the last two years.

· When asked if a budget target readjustment would be made in response to the reinstatement of these CHIPS funds, highway staff noted that the Highway Division needs to maintain the present target levels in order to try to maintain road conditions.  At the present time there is a $9 million backlog of roadwork as estimated under the old pavement management system.  The new pavement management system with more accurate data is now providing estimates of an approximate $12 million backlog in highway maintenance repair work.  Mr. Messmer said at the present time there are approximately fifty miles of roadway that are in need of reconstruction, with more miles being added annually.  He feels it is important to maintain the current budget target and to add additional funds whenever possible.  The Committee recommended that Mr. Messmer make a presentation to the full Legislature regarding the expanding backlog of maintenance and repair work that exists throughout the County's highway network.

· Mr. Messmer provided a list of projects that are being considered for addition to the work schedule as a result of reinstated CHIPS funds.

9)  Discussion of Goal #14 - To examine options for snow and ice treatment on county highways that may be more economical and/or environmentally friendly than current practices.

 The Committee received an overview of the County's snow plowing operations and discussed the County's policy of using straight salt on the roads it plows (with the addition of an environmentally friendly sodium chloride mixture to the salt in order to improve the salt's capacity for removing ice).  Numerous points were discussed, including:

· The County plows a number of the State's roads in the County, and the State requires a straight salt application on those highways;

· The County contracts with local municipalities for plowing some of the County's roads; some municipalities use straight salt on the roads they plow; other municipalities use salt/sand mixtures;

· A relatively new process is available for pre-treating roadways when a storm is anticipated in order to reduce ice building; this is a liquid mixture of calcium chloride and magnesium chloride.

· The cost of straight salt applications is approximately $680 per mile versus $480-$500 per mile for a salt/sand mixture, but there are differences in the effectiveness of straight salt versus a salt/sand mixture in reducing the effect of ice on roadways; it is likely that roads covered with a salt/sand mixture would have to be treated more frequently than roads treated with straight salt.

· The logistics of modifying the County's straight salt application program to include salt/sand mixtures on some roadways would create significant difficulties for the County's snow plowing operations.

· It was noted that there is a significant need for public education regarding the hazards of winter driving including the importance of reducing driving speed in winter conditions, and the impossibility of maintaining bare roads at all times.

10)  Goal #16 - "To review policy and procedures for decision-making respecting placement of STOP signs on County roads)

 Mr. Messmer informed the Committee of the analysis that goes into decisions regarding requests for 4-way stop signs on County road intersections.  He said that as required by New York State regulations, three primary items are reviewed to make a determination regarding the wisdom of creating a 4-way stop on a particular intersection:  (1) the traffic level, (2) the accident history, and (3) the sight distances involved.  These are reviewed with predefined standards to determine what the actual placement of signs should be.  He said that traffic patterns assist in determining whether a two way or four way stop should be utilized.  It was noted that pedestrian needs should be considered in making a determination regarding placement of stop signs.  It was also noted that placing too many stop signs on connector roads within the County can create significant problems.

11)  RESOLUTION NO.           – REDUCTION OF HOURS – FACILITIES DIVISION MAINTENANCE WORKER

 It was MOVED by Ms. Blanchard, seconded by Ms. Kiefer, and unanimously approved by members by voice vote to submit the following resolution to the full Board for approval:
 
      WHEREAS, the Division of Facilities has gone through a reorganization process which included the reduction of hours for the position of Maintenance Worker from 40.0 to 35.0 hours per week, and
       WHEREAS, it is the intention of the Facilities Division to make this change permanent, now therefore be it
      RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That the following position be decreased from 40.0 to 35.0 hours per week effective June 23, 2003:
          Maintenance Worker – labor grade 7 (G) – blue collar
SEQR ACTION:  TYPE II-20

 Mr. Lampman presented a report regarding the importance of proper culvert installation practices and provided a summary of existing procedures and requirements for culvert installations in County right-of-ways to carry water beneath private driveways that intersect county roads.  He then reported on modifications the highway division is planning to propose in these existing operations.

Briefly stated, the Division's basic plan involves:

· Establishing County specifications for installation of culverts under driveways that intersect County roads;

· Certifying private contractors who are capable of installing culverts in accordance with County specifications (and providing education/certification opportunities for contractors who wish to be certified);

· Hiring a new staff member (i.e., an engineering technician) to prepare installation requirements to design and oversee culvert installations, and to train and certify contractors (in addition to other duties that would be assigned by the Division);

· Requiring each landowner to hire and pay for a County-certified contractor who will install the culvert in accordance with County specifications and pay for the culvert and other materials involved in the installation work, and to pay a County culvert installation fee (as landowners are currently required to do);

In the past year eighty-four driveway culverts were completed by the Highway Division, using eight and one-half weeks of crew time was utilized in culvert installation.  Mr. Lampman said the County does not receive adequate funding to fully cover the County's costs related to culvert installation.  Modifications to the current culvert installation operations would free up a good deal of staff time that could then be employed in road maintenance activities.  Mr. Lampman stressed that under the modifications that are being considered both the landowner and the County would have a clear understanding of future maintenance responsibilities as well as the scope of the right-of-way once a culvert is installed.  It was suggested that the County bid out the operation as well as purchasing culverts at a quantity price.  Mr. Messmer responded to this suggestion by saying that staff reviewed and considered this basic idea and determined the plan outlined above would constitute a more viable alternative.

 Ms. Robertson was excused at 4:10 p.m.

 This matter was tabled until a later date when Mr. Messmer would provide a written outline of the proposed modifications and information on the savings and anticipated revenue.

13)  Annual Reports - Ithaca Tompkins Regional Airport and Highway Division

 The Committee postponed consideration of 2002 Annual reports prepared by the airport and Highway Divisions.

14)  Adjournment

 The meeting adjourned at 4:25 p.m.

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

Addendum

The following suggested changes were made by Ms. Kiefer subsequent to the meeting (no action was taken by the Committee):

Item #6 -

Red Mill Road and Freese Road Bridge:  Add the statement:  Industrial-access road funding is still in the New York State Budget.

Item #8 -

First sentence amended to read:

The Committee was informed that $276,000 in New York State CHIPS funding for Operations and Maintenance heading lost from the State budget has now been reinstated but these funds are to be used for capital expenditures rather than for Operations and Maintenance purposes, only for capital expenses.

Second bullet amended to read:

· It was explained that the State's definition of Capital expenditures covers projects that have a life of ten years or more.  Mr. Messmer noted that New York State made the change because Operations and Maintenance funds come as cash from New York State but the State bonds for capital projects.

Item #9

First bullet amended to read:

· The County plows a number of the State's roads in the County, and the State requires a straight salt application on those highways; the State has a bare road policy, but Tompkins County doesn't.

Fifth bullet amended to read:

· The logistics of modifying the County's straight salt application program to include salt/sand mixtures on some roadways would create significant difficulties for the County's snow plowing operations.  Some committee members would like to see the County use less salt, which causes extensive damage to vehicles and roadside trees.

Ms. Kiefer added the following bullet:
 
· Ms. Kiefer thanked Chair Booth for scheduling this discussion and asked that we revisit this later this year.