Present:  D. Randall, Chair; D. Kiefer, Vice Chair, N. Shinagawa, P. Mackesey

Excused:  R. Booth

Staff:  K. Fuller, Deputy Clerk, C. Nelson, Public Works Administrator, B. Eckstrom, T.
Richardson, K. Thompson, S. Parr, D. Cohen, Solid Waste Division; W. Sczesny,
Highway Department; E. Marx, Pubic Works Commissioner; R. Nicholas, Airport; A.
LeMaro, Facilities

Guests:  R. Oelsche, N. Joch, 6th Judicial District

Call To Order

 Mr. Randall, Chair, called the meeting to order at 3:05 p.m.

Changes/Additions to Agenda

 Mr. Ellis is unable to attend today’s meeting.
 The following items were added to the agenda:
· Approval to Seek Bid and Level of Committee Involvement – Purchase of Snowblower – Airport
· Approval to Seek Bid and Level of Committee Involvement – Purchase of Multi-User Flight Information Display System (MUFIDS)
The minutes of May 23, 2006, was deferred until the July 25th meeting.

Persons Wishing to Address the Committee

 No persons wished to address the Committee

Correspondence

Letter from Bradley L. Griffin

 Ms. Eckstrom, Solid Waste Director, shared the response sent to Mr. Griffin regarding Solid Waste Fee increases.  Upon receipt of the correspondence, Ms. Eckstrom attempted several times to telephone Mr. Griffin without success.  Ms. Kiefer asked if more information on the actual statutes could be made readily available to individuals.  Ms. Eckstrom explained the statute is actually from the Federal government, with the State enforcement.  It was requested that this statute be placed on the appropriate Solid Waste Management and County websites for public access.  Ms. Eckstrom requested that any correspondence related to the Solid Waste Division be directed to her as soon as possible so that she may reply in a timely manner.

Neighborhood Notification Law

 The Committee was provided a written spreadsheet giving the dates various retail outlets were visited to determine compliance with the Neighborhood Notification Law.  At this time all are in compliance.  It was requested that information for 2005 be added to the report to provide continuity.

Request to User Certified Rollover Funds

Weights and Measures

 It was MOVED by Ms. Mackesey, seconded by Ms. Kiefer, to approve the use of certified rollover funds.  Ms. Kiefer asked that Mr. Ellis provide information that would indicate where the revenue over budget was received.  Ms. Nelson said she believed it was in part due to a database developed that allowed better tracking.  Ms. Mackesey said at the Budget and Capital Meeting it was discussed that when purchasing a vehicle there be a requirement of fuel-efficiency.

 A voice vote on the motion resulted as follows:  Ayes – 4; Noes – 0; Excused – 1 (Booth).  APPROVED.

Public Works Administrator

 Ms. Nelson explained that presently the Public Works Administrator has been her salary, fringes, and supplies, funded by the departments within the division.  It is anticipated that this process will be modified during the 2007 budget proceedings so that the Commissioner of Public Works and Planning salary, fringes, supplies would also be included.  Ms. Nelson noted that at the present time she utilizes her personal vehicle without reimbursement due to a lack of budget for this purpose.

 Ms. Kiefer noted that previously the County had a vehicle policy that provided a reserve for future purchases, but had moved away from this when budget increases occurred.  She believed it was a good policy, which should be reinstated.

 A voice vote on the motion resulted as follows:  Ayes – 4; Noes – 0; Excused – 1 (Booth).  APPROVED.

2006 Facilities and Infrastructure Goals – Mid-Year Status Report

 The Committee reviewed the mid-year status report for the 2006 Goals.  Suggestions were made to clarify various portions of the report.  A modified report will be provided to members of the Committee.  The following items were noted:
· The Committee will receive a semi-annual report regarding the Solid Waste fee formula.
· The Committee expressed a strong desire to have a report on a vendor database.
· The Committee will be receiving a Divisional report regarding performance measures, etc. within the next month.
· The Committee will be receiving a report regarding discussions between the County Highway and towns in the near future.
· The Committee was informed that the snow/ice removal contracts are ongoing as the contract dates are throughout the year.
· The Committee heard the proposal with Freeville regarding leachate from the Caswell Road landfill may not occur.  A meeting with appropriate representatives will be taking place in the near future to discuss this further.

Commissioner of Planning and Public Works Report – Project Approval Requests

 Mr. Marx reported that the majority of his time over the last several months has been devoted to development of the 20-Year Capital Pan and capital budgets.

Capital Projects – Project Approval Requests (PAR) Forms

 Mr. Marx reported that the divisions have reviewed capital projects and have made the appropriate amendments/requests utilizing the County Project Approval Request (PAR) form.  He provided a brief history of the form’s development and use to assist in planning capital projects.  He clarified the requests are for items changed or seeking initial approval, and will be approved by the entire Legislature following Committee approval.

 Mr. Marx reviewed the Project Approval Requests from the Public Works Division, which will be voted upon in July.  The following items were noted:

· Airport and Solid Waste capital projects local share are funded from their revenue stream generated by the enterprise operation and will not have an impact on the tax levy.
· The Air Service Board has been apprised of the capital projects but have not yet reviewed them.  While the ASB may not wish to be highly involved in the process it is good to have knowledge of the many projects airport administration face.
· The Airport projects mainly reflect a modification of the timing of the project.  Many of the projects are awaiting the actual funding from the Federal and State governments to proceed.
· Some of the projects are through a new transportation funding (parking lots, paving, etc.) which may require additional funding from the airport revenue stream.
· Facilities is now bringing forth the Health Department as a proposed project for construction in 2008.  It is projected costs for new construction on County-owned site and does not include potential revenue from the sale of Biggs B.
· Highway PAR requests indicate modifications of various designs due to limited funds.

Mr. Marx asked members to review the forms and contact him for questions.

Court System Space

 Mr. Oeschle, Executive Assistant to the Administrative Judge of the 6th Judicial District, spoke to the Committee of the Court System’s need for space.  He provided the Committee a brief history of the formation of the State Court System, which occurred in 1978.  The State assumed the funding of staff and operations for the courts, while the municipalities were to be responsible for providing office and courtroom space in return.  Mr. Oeschle also provided a 2006 Tompkins Court Space Needs Analysis which expanded information from analysis reports from 1995 and 2000.  The Committee heard of the current and projected increase in staffing and programs that have resulted in lack of adequate space for court functions.  Mr. Oeschle reiterated the information relating to the need for additional space for the law library and the possibility of the County Office for the Aging to relocate and provide the needed space.  He said at this time the County needs to assist in immediate short-term attention to the space needs of the courts.  In addition, Mr. Oeschle stated the Drug Court staff should be located within the courthouse; there should be private areas for clients and lawyers to conference, currently this takes place in hallways due to lack of space.  Mr. Oeschle stated he believes that at this time the County needs to move forward on a number of initiatives.

 Ms. Kiefer inquired whether jurors utilizing the Old Courthouse facility could meet at a different location for deliberations; Mr. Oeschle said that has not been mentioned beforeit would bew possible.  Although it is done at one other courthouse due to environmental problems it is considered a temporary option; it is an option to consider on a temporary basis.  Mr. Shinagawa asked what are the action items to be done.   Mr. Marx indicated that the County is looking for a location to move the Office for the Aging.  Initially, it was not desired if the Center of Government was to be constructed in the near future; since this will not occur until 2018 they could relocate once an adequate space is located.  Ms. Mackesey asked if moving the Office for the Aging would provide adequate space for the Courts.  Mr. Oeschle said it is difficult to say as there are continuing variables involved such as the structural limitations for alterations to space.  He also indicated that the space allocated to Judge Relihan will be vacated and Judge Mulvey will take this over.  This action will provide space for approximately three people, possibly Drug Court.

 Mr. Oeschle will provide the plans previously submitted to the County for review.

Solid Waste Annual Fee Revenue Summary

 Ms. Eckstrom provided a graphic chart indicating the proportional spending of the solid waste annual fee.  The breakout of the $52 charge is used for recycling and collection ($12.50), old landfills and facilities ($12.50), recycling ($15.00), household hazardous waste ($1.00), waste reduction ($4.00), and administration ($7.00).  The annual fee revenue is approximately $3.5 million.

Reuse Center

 Ms. Eckstrom introduced Ms. Cullen, Coordinator of Significant Elements, and spoke of a desire to develop a reuse program.  She provided a one-page summary of this proposal that would create a 501(c) 3 to divert materials from the waste stream to resell or otherwise make them available to the community.  Ms. Eckstrom will bring forward in August a pre-business plan, and hopes that by the end of 2007 or early 2008 there will be the opportunity and availability to move the project forward.  She stressed siting would be an important factor for a reuse center.  Ms. Eckstrom noted that there may be the need for some City/County funding for the operation.  Ms. Kiefer asked who is assisting in seeking a location and was informed that upon commitment to the project an individual would be hired; to date the site review has been informal.

ReBusiness Partners

 Ms. Eckstrom briefly reviewed the ReBusiness Partners program, noting the program is now working with restaurants to reduce waste.  She indicated her division will continue to work with businesses to assist in the reduction of waste, particularly paper, and to adopt green purchasing practices and increase recycling.  Ms. Eckstrom spoke of the development of the Fingerlakes Buy Green website that would provide information relating to the purchase of green products.

 Ms. Eckstrom stated she will come to the County in late fall with a resolution to set a policy regarding the purchase of recycled and environmentally preferable products.

Resolution – Solid Waste

RESOLUTION NO.          - AUTHORIZING THE FILING OF AN APPLICATION FROM NEW YORK STATE FOR THE HOUSEHOLD HAZARDOUS WASTE (HHW) STATE ASSISTANCE PROGRAM AND SIGNING OF THE ASSOCIATED STATE CONTRACT, UNDER THE APPROPRIATE LAWS OF NEW YORK STATE

 It was MOVED by Ms. Mackesey, seconded by Mr. Shinagawa.  Ms. Kiefer asked if the budget reflects anticipation of receipt of funds such as this and was told it was anticipated.  Ms. Eckstrom indicated there were monies received for education that had not been anticipated and will be reflected in the upcoming budget.  Ms. Kiefer expressed a desire to modify the resolution to be in keeping with the County’s standard format.  Ms. Eckstrom said it is a state format and does not believe it could be changed.  Ms. Kiefer said she supports the intent but could not support the resolution in its present format.

 A voice vote on the motion resulted as follows:  Ayes – 3; Noes – 1 (Legislator Kiefer); Excused – 1 (Booth).  APPROVED.
 

WHEREAS, the State of New York provides financial aid for household hazardous waste programs, and
WHEREAS, Tompkins County, herein called the MUNICIPALITY, has examined and duly considered the applicable laws of the State of New York and the MUNICIPALITY deems it to be in the public interest and benefit to file an application under these laws, and
WHEREAS, it is necessary that a Contract by and between THE PEOPLE OF THE STATE OF NEW YORK, herein called the STATE, and the MUNICIPALITY be executed for such STATE aid, now therefore be it
RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That the filing of an application in the form required by the State of New York in conformity with the assurances contained in said application is hereby authorized,
RESOLVED, further, That the Tompkins County Solid Waste Manager or her designee is directed and authorized as the official representative of the MUNICIPALITY to act in connection with the application and to provide such additional information as may be required and to sign the resulting contract if said application is approved by the STATE,
RESOLVED, further, That the MUNICIPALITY agrees that it will fund the entire cost of said household hazardous waste program and will be reimbursed by the State for the State share of such costs,
RESOLVED, further, That five (5) certified copies of this resolution be prepared and sent to the New York State Department of Environmental Conservation (NYSDEC) together with a complete application,
RESOLVED, further, That this resolution shall take effect immediately.
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We have received these grants since the HHW facility began operations in 2000.

This money is coming from a grant.

Airport

RESOLUTION NO.      - AUTHORIZING A 20-YEAR LEASE WITH EAST HILL FLYING CLUB–ITHACA TOMPKINS REGIONAL AIRPORT

 It was MOVED by Ms. Mackesey, seconded by Mr. Shinagawa.  Mr. Nicholas, Airport Manager, provided a brief history of the relationship with the East Hill Flying Club and noted the lease is comparable to others within the industry.  This lease provides approximately $10,000 annual revenue.

 A voice vote on the motion resulted as follows:  Ayes – 4; Noes – 0; Excused – 1 (Booth).  APPROVED.

WHEREAS, the East Hill Flying Club ("EHFC") has been a tenant in good standing at the Ithaca Tompkins Regional Airport ("the Airport") since 1966, and
WHEREAS, the most recent lease agreement signed in 1991 by the County of Tompkins expires on July 31, 2006, and
WHEREAS, EHFC has indicated its desire to continue to be a tenant at the Airport, and
 WHEREAS, the Air Service Board has reviewed the EHFC request and thoroughly endorses a lease renewal, and
WHEREAS, there will be an increase in the size of the leasehold from 32,905 square feet to 38,792 square feet to provide adequate parking space for EHFC aircraft, otherwise all terms and conditions remain substantially the same, now therefore be it
RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That the County of Tompkins sign a lease agreement with EHFC for a term of twenty (20) years from August 1, 2006, until July 31, 2026, and that the County Administrator be and hereby is authorized to sign said lease agreement.
SEQR ACTION: TYPE II-20

Explanation:  This is simply a lease renewal for a tenant that has been at the airport since 1966. The actual size of the leasehold has been increased by almost 6,000 square feet (from 32,905 sq.ft. to 38,792 sq.ft.) to meet EHFC's operational requirements and there have been some minor changes to the insurance language that have been approved by the County's Risk Manager. Otherwise the lease remains substantially the same. This lease is for rental of land only. The rental rate is standard for all tenants renting land, as required by FAA Grant Assurances. The rate is currently $ 0.2723 per sq.ft. in 2006 and carries an annual Consumer Price Index (CPI) increase clause to help the airport stay current with inflation.

East Hill Flying Club has been a tenant in good standing at the airport for 46 years.

The increase in leasehold size will improve airport revenues by about $ 1,600 a year over the current rental rate.

RESOLUTION NO.  - AWARD OF 5-YEAR ENGINEERING CONSULTING AGREEMENT - ITHACA TOMPKINS REGIONAL AIRPORT

 Ms. Kiefer spoke to the Committee about her experience approximately five years ago when the topic previously occurred.  She explained that her brother is in airport construction and had said it was not unusual to change consultants, that could provides new energy and insights to the work being completed.  She had taken it upon herself to seek out bids from other companies that may not have bid due to the assumption that the Ithaca Airport was C&S work.  Ms. Kiefer stated her desire was not due to any fault by C&S, but rather, the desire to possibly have alternatives available. She expressed her extreme disappointment that a change was not made five years ago.  With regard to the present time, she indicated a request for maps of the obstruction clearance project requested by the Planning Department in January had not yet been received; she believes a newer firm would perhaps take the request more seriously.  Mr. Nicholas stated had he been made aware he would have addressed this request with C&S; he will speak to them regarding the request.

 Mr. Shinagawa said the Air Service Board had discussed the matter.  Mr. Baum, ASB member, reviewed the bids and discussed it with other members.  The consensus was that overall, C&S Engineers had considerable more experience as well as familiarity with the Ithaca Airport.

 Ms. Mackesey said Ms. Kiefer’s point was a good one, however, at this time she did not believe it would be appropriate to question the recommendation.  She suggested that future projects could utilize the services of other engineers.  Ms. Mackesey said it is important to obtain the best work for the money.

 Mr. Nicholas indicated that he has been happy with the C&S representatives and feels it is unfortunate that the requested items were not provided.  He said their record over the past five-year period, as well as the past twenty-years has been exemplary.  He said previous requests for proposals had included firms as far away as Manchester, New Hampshire; this time the request was limited to New York firms due to transportation and logistical restrictions due to the size of the County airport.  He indicated Clough Harbor chose not to bid.  Mr. Nicholas said his seventeen-year experience and contacts has provided him with information to indicate that C&S Engineers is by far the best for the County.  He also indicated that new firms would require extensive review of historical material relating to various projects.

 A voice vote on the motion resulted as follows:  Ayes – 4; Noes – 0; Excused – 1 (Booth).  APPROVED.

      WHEREAS, there is an ongoing need to employ a specialized firm of engineering consultants for various airport projects that are funded by federal and state grants, and
      WHEREAS, the Federal Aviation Administration (FAA) and the New York State Department of Transportation (NYSDOT), in recognition of the need for a thorough knowledge of the airport environment require that engineering consultants be selected on the basis of qualifications and not by price, and
      WHEREAS, the FAA and NYSDOT recognizing the desire for continuity when completing a series of projects, allow airport sponsors to select a firm of engineering consultants for a five-year period, and
      WHEREAS, said selection for a five-year period will allow the County, if it so chooses, to award all FAA/NYSDOT funded engineering contracts during that time to the selected consultant without the need to issue Requests for Qualifications (RFQs) for individual projects, and
      WHEREAS, the County may also, at its option and without cause, elect to use the services of other qualified airport engineering consultants during the five-year period, rather than the services of the selected consultant, and
      WHEREAS, a Request for Qualifications (RFQ) was issued on March 29, 2006 to all four qualified airport engineering consultants in New York State and three sets of qualifications were received, and
      WHEREAS, the three sets of qualifications were reviewed by airport management and by the Air Service Board (ASB) and the unanimous recommendation from the ASB and the airport staff is to award the contract to C&S Engineers of Syracuse, New York, now therefore be it
     RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That the County Administrator be and hereby is authorized to sign a five-year agreement for engineering services at the Ithaca Tompkins Regional Airport with C&S Engineers, Inc., of  Syracuse, New York, from July 1, 2006, through June 30, 2011.
SEQR ACTION:  TYPE II-20

Notes : This five-year agreement will allow the County the option of using the selected consultant for all FAA-funded projects during that time. The County also has the option of using another qualified consultant for individual projects during that time, or of choosing to switch to another qualified firm at any time during the contract term.

In addition, for all engineering contracts in excess of $ 50,000 that involve federal funding, the FAA mandates an Independent Fee Estimate (IFE) to be conducted by another qualified consultant. This ensures that the proposed fee falls in line with industry standards and is considered reasonable by the FAA.

In making its recommendation of award, the Air Service Board (ASB) took into account the exemplary record of C&S at this airport for the past 20 years. The ASB felt that to select another consultant in light of their record and detailed knowledge of the airport, the other consultant would have to demonstrate really outstanding qualifications. They did not see such qualifications in the two other consultants who submitted packages (Passero of Rochester and McFarland-Johnson of Binghamton).

C&S Engineers have been the airport's engineering consultants for the past 20 years. They have provided exemplary service to the County during that time.

Funding for airport consultant work is almost entirely funded through federal and state grants with just 2.5% coming from the airport's operational budget.

Approval to Seek Bids and Level of Committee Involvement

Snowblower

 Mr. Nicholas requested approval to seek a bid for a snowblower that would be almost totally funded by the Federal Aviation Authority, with the local share approximately 2.5 percent of $400,000 to $500,000.  Ms. Kiefer inquired whether the equipment bid specifications would include emission control specifications.  Mr. Nicholas did not think it included this.   Ms. Kiefer said she would like to see fuel efficiency as a standard specification.  Mr. Sczesny said many of the larger vehicles for highway specify this, however it is not known if the snowblower would be in the same class.

 The Committee requested a report following the bids as well as information relating to Ms. Kiefer’s questions.

Multi-User Flight Information Display System (MUFIDS)

 Mr. Nicholas said these are the information systems used to provide updates on arrivals/departures of flights as well as other pertinent information regarding the airport.  This purchase would replace the original system installed at the time the terminal was constructed.  He was asked to seek an Energy Star unit if possible.  The committee was informed the unit would be an LED unit with a cost of up to $25,000.  The Committee requested a report following the bids.

Capital Payment Summary

 It was noted the environmental evaluation payment was for work on the obstruction clearance project.

50-Year County Ownership of Airport

 Mr. Nicholas invited individuals to the Business After Hours to be held on July 12th, to commemorate the 50 –year ownership of the airport.

Highway Capital Project Status Report

 The Committee reviewed the report and noted the following:

· It was felt that it was unnecessary to produce a complete report each month.  A full quarterly report is to be provided, with abbreviated updates of ongoing work.
· A public meeting on July 12, 2006, when preliminary design alternatives will be available for review and comment.  Ms. Kiefer would like materials from the meeting.
· Spring Street Bridge Replacement – Following discussions, the town has passed the information on to the Village of Groton.  It was suggested that perhaps a deadline would assist in discussions.
· Spring Street Extension – the Highway Division has offered to assist in particular ways such as providing fill if available.  No response has been received regarding this offer for assistance.  Just below the severe erosion is an area requiring additional erosion mitigation.  The County is designing the mitigation for that particular area.
· McLean-Cortland Road and Bridge – amendments have been made to the design to resolve the problem of an owner not willing to sell right of way.
· Hanshaw Road – Ms. Kiefer indicated she was disappointed that Mr. Lampman was not invited to the Cayuga Heights Village Board meeting on June 19th when the project was discussed. She also indicated she did not approve of the wording in the resolution passed giving permission for a portion of the project; she had expected the Village to “support inclusion” of the sidewalk extension to the Community Corners.

Request to Purchase County Property

 Mr. Randall reported this request had been through the Planning, Development and Environmental Quality Committee and he felt it appropriate for discussion as it relates to the Highway Division.  He stated he does not agree with the County maintaining the land and feels amending the frontage to accommodate what may be required for Highway needs would allow the County needs to be met, while allowing change of ownership on the balance of the property.  Ms. Mackesey feels retaining the property would guarantee access for recreational and environmental purposes.

 Mr. Sczesny said it would be better to have the property to allow for future maintenance versus attempting to secure a right-of-way easement.  Mr. Marx indicated his review of the property indicates it would be prudent to retain it for both Highway usage and public access as it is near the Finger Lakes Trail.

 The Committee discussed the need for a County policy relating to ownership of property.  Mr. Marx has been working on a policy that would provide adequate distance on stream corridors; the Planning Department is recommending 300’ when possible.  He indicated other municipalities are presently reviewing the matter as well.  Mr. Marx said it would not require the County to acquire property, but rather, to retain property along stream corridors.

 Mr. Sczesny reported the cost of blacktop has increased $2 per ton in July, which means each dump truck cost is approximately $1,000.

Adjournment

 On motion, the meeting adjourned at 5:46 p.m.

Respectfully submitted by Karen Fuller, Deputy Clerk