Call to Order

 Mr. Penniman, Chair, called the meeting to order at 2:10 p.m.

Agenda Additions/Deletions

 There were no additions to or deletions from the agenda.

Persons Wishing to Address the Committee

 There were none.

Chairs Report

Solid Waste Petty Cash

 Mr. Penniman reported the resolution for an increase in Petty Cash funds for the Solid Waste Division was pulled from the Legislature's agenda pending the Finance Director's discussions with Ms. Eckstrom, Solid Waste Manager.  If the Finance Director's approves the increase he will pass it on to the Legislature; if he does not approve the matter will come back to Committee.

Introduction of Highway Manager

 William Sczesny, newly appointed Highway Manager, was introduced to members of the Committee.  Mr. Sczesny expressed his appreciation and said to call him with any questions or if a personal tour of highway work is desired.

Recycled Signs

 Ms. Kiefer shared a photograph of a highway sign for a recycling center at a rest stop on an Interstate in Ohio; she noted the sign itself is made from recycled materials.

Request for Discussion

 Ms. Kiefer requested that a discussion take place regarding the possibility of a half-time Public Works Commissioner.

Approval of Minutes of June 14, 2005

 It was MOVED by Mr. Todd, seconded by Ms. Kiefer, and unanimously approved by voice vote of members present, to approve the minutes of June 14, 2005, as amended.

Approval of 2004 Facilities and Infrastructure Goals

 Ms. Kiefer suggested the title be amended to 2004 Facilities and Infrastructure Committee Goals:  Year End Status Report as it would more accurately portray the work completed throughout the year.  She feels Goals 3, 8, 13, 17, 18, and 20 should continue to be discussed.  Additionally, Ms. Kiefer noted that items listed as Goal 7, 10, and 15 had been completed.  A voice vote resulted unanimously to approve the 2004 Year End Status Report, as amended.  A copy of the final document will be provided to the Legislature.

2005 Facilities and Infrastructure Goals

 The Committee reviewed the draft document and recommended changes to better clarify the intent of the goals.  Ms. Nelson will amend the document and grouping goals by Division or type as well as indicating a mid-year status report on each; this will be provided at the next regular meeting of the Committee.

Position Request Form - Machine Equipment Operator - Highway Division

 It was noted the request was approved at the Budget and Capital meeting earlier in the day.

It was MOVED by Ms. Kiefer, seconded by Ms. Schuler, to approve the request to fill a Machine Equipment Operator position in the Highway Division.     Ms. Kiefer said concern was expressed at the Budget and Capital Committee that the search not be limited to the pool of candidates obtained in the initial search, that it should not be viewed that it would not be possible to have a minority candidate.  However, they also felt a good pool had been established.  Mr. Marx said there was a very extensive search process; over 70 candidates responded.  Ms. Nelson said in addition to the earlier individuals hired for the machine equipment operator position two individuals were hired as seasonal workers to possibly hire permanently.  Of those hired there is one minority and one woman.

A voice vote by members present unanimously approved the position request.

Highway Capital Project Status Report

Members reviewed the Highway and Bridge Status Report and noted the following:

· Spring Street - once Mr. Lampman is not so overloaded, a consultant will be contracted.
· Warren Road - at the next Committee meeting information on modifications to any plans suggested by the Town of Ithaca or the Forest Home Improvement Association will be reported back to the Committee.  The Committee indicated that Mr. Koplinka-Loehr's representation regarding this project is on a personal basis rather than Legislature representative.
· Renwick Drive Bridge - reconciliation will be done for the project to determine the exact figures of the project prior to formally closing it out.  This is one of the first projects under the new accounting system with the State.  It was noted that different New York State Department of Transportation Regions function in a different manner; Mr. Sczesny said Broome County's Department of Transportation Region 9 meets every two months with the Committee to discuss projects.  Mr. Lampman said previously our region had met each year but it has not occurred in the last several years.  It was suggested that the meetings be requested again.  Mr. Scezny said the reorganization of the New York State Department of Transportation has been somewhat difficult but should be easing up.
· Ellis Hollow Road - a question was raised related to the budgeting of the project.  It was clarified that the 2006 budget is for design; 2007 will be construction.
· McLean-Cortland Road Project and Bridge - the bid openings took place earlier in the day.  It was explained that the bid had been broken out to include the roadwork and bridge as separate projects.  One bidder was lower on roadwork, the other on the bridge.  Although it was bid separately, Mr. Lampman said the State prefers the same contractor to complete the entire project.  If the low bidder on the roadwork were utilized the roadwork bid was $2.3 million and the bridge would bring the project cost to a total of $3.15 million, and the other bidder would be higher; both complete bids are over the original budget for the project.  Mr. Lampman explained there is the possibility of making the bridge a third phase, in which case it may be possible to have a separate contractor.  He has spoken with Mr. DeAragon from the MPO and following the discussion, while there may be State projects that could provide funding, he felt it would be best to maintain currently scheduled projects and delay the bridge portion at this time.

Mr. Todd left at this time (2:55 p.m.).

Ms. Kiefer inquired about the $75,000 additional design cost; specifically if this is normal procedure to increase cost to address the needs of specific individuals.  Mr. Lampman said when possible the requests are accommodated if possible; he felt the       majority of changes are due to the State specification requirement.  He said the public input was higher than normal projects and therefore included concerns.
· A request was made to include public meeting dates on the report.
· Red Mill - Ms. Kiefer asked if the bridge design would allow for a narrower bridge than described; she also wondered if Industrial Access funds for the project could be explored again.  Mr. Lampman will look into the matter.
· Freese Road - it is not an option to substitute this bridge project for the Red Mill bridge.
· Irish Settlement Road - Ms. Schuler inquired if the disintegrating road surface was due to a contractor error and therefore not the County's responsibility.  Mr. Lampman said that at this time it is not certain what the actual cause of the road surface breakdown was to make a determination.  A vendor will be hired to do work on this road; it is not the same vendor who previously completed the job.Ms. Kiefer said Ms. Robertson feels the County Attorney should be asked to investigate and if appropriate hold the vendor responsible.  Mr. Lampman said the overlay will be done the end of July or early August.  Some box-out repair work for the worst areas may be started later in the week.  Mr. Penniman expressed a desire to discuss the matter in further detail later.

Budget Transfers

 The Committee reviewed the information provided.  Ms. Kiefer said she is sorry to see funds come out of Highway Material for some other account use.

Rollover Request - Public Works Administration

 It was MOVED by Ms. Kiefer, seconded by Ms. Schuler, and unanimously approved by members present, to approve the request for 2005 rollover funds in the amount of $3,000 for Public Works Administration.  (Mr. Winch and Mr. Todd were excused).

Capital Project Summary Sheets

It was clarified that the amount listed for contract is the total amount paid and the payment to date is the cumulative total.

Energy Performance Contract

 Mr. LeMaro reported that the design phase is almost complete and the next step is implementation of recommendations and should occur next month.  The lighting and control work will be the first step with boiler work done at a later date.  There have been some improvements to the original design and he has requested plans and completion records.  Some of the work is done due to specific needs of departments such as Information Technology Services.  A request is also to have controls on the generator that will be installed in Building C to monitor its efficiency.  In addition, a redundant air conditioning unit will be installed to provide more protection to the County's technological equipment on site.  With regard to improvements within the main courthouse, Mr. LeMaro will come forward with a Phase 2: lighting, roof, and boilers, as well as HVAC work in the Old Jail building.  The 2006 capital project fund will provide adequate funds for this work but it will require approximately $1 million additional funding which is being recommended as possible bonding or a tax-exempt municipal lease.   Mr. Lemaro said the payback was originally 11.75 years and will increase to 14.9 years.  The improvements in Phase 2 would increase efficiency in the main courthouse by thirty percent, and the entire complex by twenty percent. The work would on Phase I would be completed by March 2006, and Phase 2, if started in September 2005, would be completed by March or April of 2006.

Note from the Chair

Mr. Penniman requested members indicate difficulties with staying for the complete meeting as soon as possible to determine whether a change is required to have quorum.

Airport

RESOLUTION - AUTHORIZING SUPPLEMENTAL CONSULTANT AGREEMENT NO. 12 WITH C&S ENGINEERS, INC. FOR COMPLETION OF AN ENVIRONMENTAL ASSESSMENT (EA) FOR AN OBSTRUCTION CLEARANCE PROJECT AT THE ITHACA-TOMPKINS REGIONAL AIRPORT

 Mr. Penniman asked that a detailed breakout of the costs associated with the project be provided to Committee members.  The information will be forwarded to members by C&S Engineers.  Mr. Nicholas noted due to the Federal grant calendar process it is important to have the request submitted to the Federal Aviation Authority as quickly as possible to prevent a delay of up to one year.    He said that Mr. Marx will be reviewing the scope to determine if anything can be eliminated to reduce the cost.  This environmental assessment will encompass a large area surrounding the airport as outlined by FAA requirements.  Ms. Schuler spoke of Mr. Winch's opinion that the trees comprising the obstruction are scrub and suggested removal with an appropriate ground cover that would not become a future obstruction.  The fee from C&S will include a review of this option.  Mr. Nicholas said that it is important to develop a plan to better manage the area rather than clear trees every ten years.  Ms. Kiefer felt that clearing some areas may be fine but not in others.

 It was MOVED by Ms. Kiefer, seconded by Ms. Schuler, to approve the following resolution.

Mr. Marx believed that the approach needs to be modified slightly as the piecemeal tree -by-tree approach is not what should be done; rather a vegetation regime to control the area is more acceptable.  He does not believe accessing each tree is the way to go.  He noted that perhaps changing a forest to a meadow might be more acceptable, that meadows are more scarce in Tompkins County than forests.  He feels that within the zones of obstruction it may be a less difficult to manage, sustainable area.  Ms. Kiefer said the Environmental Management Council and Cornell University Laboratory might have opposite opinions on the idea of changing to a meadow.  Mr. Marx said that he is speaking of only the zone of obstruction so it makes sense to make a plan that is sustainable.  Ms. Kiefer felt knowing what is in the specific area is necessary first.  Mr. Nicholas said in the 1960's there were not the obstructions and the area was maintained through mowing.  Ms. Kiefer believed most recently there were tall old white pines that were cut.  She said for certain areas, not every part, knowing the details of what is there in order to make a sensible decision is important; for good cause certain treatments can be done.  Mr. Penniman inquired about Schedule B and was informed it contains the breakdown of what the FAA requirements are.

Ms. Schuler left at this time (3:25 p.m.).

Mr. Penniman said he did not realize the costs would be so significant, even though the County share is only 2.5 percent he feels the need to review and justify the expenses.  Mr. Nichols said the independent estimate from McFarland Johnson came in at $310,000.  Mr. McDermott said the costs are graphics, alternatives, public involvement process, etc.  In particular the senior designer for C&S would be involved.  Mr. Marx thought more text rather than graphics could be done, Mr. McDermott said graphics has worked better in public education.

As a result of the loss of quorum the motion was withdrawn at this time.  A meeting is scheduled for July 5, 2005, at 3:30 p.m.  Included in the agenda for the special meeting will be the topic of Public Works Commissioner as well as the resolutions for the airport.

      WHEREAS, the Legislature approved an Obstruction Study that commenced in 2004 and was finalized in 2005, and
      WHEREAS, said Obstruction Study identified a number of obstructions that need to be removed or mitigated, and
      WHEREAS, some of the identified obstructions are in, or close to sensitive areas, and close attention must be paid to the potential impacts on the environment, and
      WHEREAS, the Federal Aviation Administration (FAA) will not fund an obstruction clearance project until an environmental assessment has been complete, and
WHEREAS, the required Independent Fee Estimate was conducted by McFarland Johnson and came in at $310,648, therefore, the C&S Engineers, Inc. fee of $210,562 is considered by the Federal Aviation Administration to be fair, now therefore be it
      RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That Supplemental Agreement No. 12 with C&S Engineers for an Environmental Assessment of the Obstruction Clearance project in the amount of $210,562 be approved and financing of the contract is as follows:

     Federal Aviation Administration (FAA) (95.0%)                      $ 200,034
     New York State Department of Transportation (2.5%)         $     5,264
     Local (Airport Operational Budget) (2.5%)                         $     5,264
     Total                                                                                 $ 210,562

      RESOLVED, further, That the County Administrator be and hereby is authorized to execute the required documents,
      RESOLVED, further, That the Finance Director be authorized to make payments for this project until reimbursement is received from the Federal Aviation Administration and New York State Department of Transportation.
SEQR ACTION : TYPE 1-6

Notes:
1. The FAA requires the completion of an Environmental Assessment (EA) for Obstruction Clearance projects before they will fund any obstruction removal.
2. C&S will complete a full EAF as part of the SEQR process.
3. The costs of this project are directly related to the level of work required by the stakeholders. At present, the Scope of Work includes the use of wetlands specialists to delineate and survey any wetlands. In addition an outside botanist and an outside ornithologist have been retained for requested work.
 
Adjournment

 On motion the meeting adjourned at 3:35 p.m.

Respectfully submitted - Karen Fuller, Deputy Clerk