Present:   D. Kiefer, Vice Chair; N. Schuler, D. Winch (arrived at 2:15 p.m.), M. Lane

Excused: R. Booth, Chair

Staff:     J. Lampman, Highway Division; S. Whicher, Administration; T. Rudy, Ithaca Tompkins Regional Airport; K. Fuller, Recorder

Called to Order

 Ms. Kiefer called the meeting to order at 2:05 p.m.

Additions to and Deletions from the Agenda

Additions:

· Resolution:  Appropriation from Contingency Fund to Purchase A Replacement Chiller for Biggs “B”

Deletions:

There were no deletions from the agenda.

1) Chair's Report

Ms. Kiefer, Vice Chair, informed members of the Committee that at last month's second Budget and Capital meeting a discussion took place regarding Highway Division PAR forms.  A question had been raised whether there was a need for a separate Highway Division PAR form; it was determined it was not necessary as the concern was communication and there are other means to address the issue.

2)  Discussion Regarding Municipal Involvement - Highway Division Projects

 A brief discussion took place at the request of Mr. Whicher regarding the timing and level of municipal involvement during the planning stage of highway projects.  Ms. Nelson said municipalities are made aware of upcoming projects through fax trees and other means requested by the municipality.  Mr. Whicher noted that due to municipal projects that may require coordination it would be desirable to notify municipalities with sufficient lead time to plan the work.  Ms. Kiefer recalled that in the case of the previous Town of Ithaca project when the municipality installed water lines prior to the highway project, residents had erroneously placed the County at fault for the decision to place water lines on the back of their property.

In response to an inquiry, Mr. Lampman indicated that officials from the Town of Ithaca have been in contact with him regarding the Hanshaw Road and Coddington Road projects.  He said he received a letter from Town of Ithaca Board Member Lesser and Supervisor Valentino about the Hanshaw Road and Coddington Road projects.  It was explained that the municipalities were not involved in the consultant selection.  Mr. Lampman said for Hanshaw Fisher was chosen, and for Coddington, Dewby.

Mr. Winch arrived at this time (2:15 p.m.)

Members then stated concerns regarding the possibility of municipalities not fully understanding that the IPP (Initial Project Proposal) forms indicate the most expensive project design, and that the final project may not encompass the described design as outlined within the IPP.  The Committee requested a copy of the recent letter from the Town of Ithaca concerning the County's upcoming projects.

A suggestion was made and it was agreed to make every effort to involve municipalities in upcoming projects early enough to provide adequate time for projects to be coordinated, and certainly prior to a public forum.

3)  Minutes of June 8, and June 22, 2004

 The amended minutes of June 8, and June 22, 2004, were approved by consensus of the Committee.

4)  RESOLUTION NO.       – APPROPRIATION FROM CONTINGENCY FUND TO  PURCHASE
      A REPLACEMENT CHILLER FOR BIGGS “B”

 MOVED by Mr. Winch, seconded by Ms. Schuler.  Mr. Whicher informed members that Mr. LeMaro, Facilities Director, informed him of the catastrophic failure of the chiller unit.  Members were informed it is unrepairable and what the possible solutions were:  (1) to lease a chiller unit for approximately $27,000 per year, (2) installing window units at a cost of $35,000, which is a five-year solution requiring extensive manpower for seasonal installation/removal and insufficient cooling, or (3) replacing the chiller at a cost of $70,000.  Mr. Whicher had consulted the Space Needs and Location Chair and was informed that it would be at least five years before any action was taken regarding the Biggs B building.  It was recommended by Mr. Whicher and staff that a new chiller unit be purchased, noting it could be used if Biggs B was renovated.  Members of Space Needs and Location Committee present said renovation of Biggs is not one of the options being pursued.

 The members discussed procedural requirements in determining whether this purchase would require emergency status.  Mr. Lane asked if there was any information regarding energy usage for the various options.  He also inquired if the funds might be available in the building capital fund.  Mr. Whicher was not certain if funds were available from that source and will look into the matter.  He then indicated that a discussion regarding the proper procedure had taken place and that three bids will be solicited.  Mr. Whicher will review availability of funds in the building capital fund. A voice vote resulted as follows:  Ayes - 4; Noes - 0; Excused - 1 (Legislator Booth).

  WHEREAS, a catastrophic failure of the chiller for the air conditioning system at Biggs “B” occurred on Friday July 9, 2004, and
WHEREAS, replacement of the chiller is the most cost effective means of providing properly conditioned air, and
WHEREAS, the Facilities Division does not have the budgeted funds necessary to cover the anticipated costs, now therefore be it
RESOLVED, on recommendation of the Facilities and Infrastructure and Budget and Capital Committees, That the Tompkins County Legislature hereby approves the purchase of a replacement chiller,
 RESOLVED, further, That the Director of Finance is hereby authorized and directed to make the following budget appropriation:

 FROM:  A1990.54440  Contingent Fund    $70,000
 TO:     1620.52220  Departmental Equipment $70,000
SEQR ACTION: TYPE II-20

5) RESOLUTION - AUDIT OF FINAL PAYMENT - McLEAN-CORTLAND ROAD - HIGHWAY
    DIVISION

 MOVED by Mr. Lane, seconded by Ms. Schuler.  It was reported that all work has been completed on this phase of the project.  It was noted that as approved previously by the Committee, this resolution is not required to receive the full Legislature's approval.  There is no further work scheduled for this road in 2004.  A voice vote resulted as follows:  Ayes - 4; Noes - 0; Excused - 1 (Legislator Booth).  MOTION APPROVED.

 WHEREAS, the work performed by W&D Smith & Sons Construction, Inc. has been completed as authorized by Resolution #67 of 2003, to re-construct McLean-Cortland Road from the Cortland County line west approximately  one-half mile, now therefore be it

 RESOLVED, that the final claim against the County of Tompkins, be and hereby is audited by the Facilities and Infrastructure Committee.

Vendor  Payment Request  Account No.  Amount

W&D  Smith &  Final   HZ5103.53.02  $25,375.15
Son
Explanatory Note:  The total contract amount for the above mentioned work was $481,997.80.
 
6) APPROVAL TO SEEK BIDS AND LEVEL OF COMMITTEE INVOLVEMENT - BRIDGE & CULVERT MATERIALS - STEVENS RD. BRIDGE OVER OWASCO INLET AND ETNA LANE OVER FALL CREEK TRIBUTARY

MOVED by Mr. Winch, seconded by Ms. Schuler to discuss the seeking of bids and level of Committee involvment on the above-mentioned project.  Mr. Lampman provided the Committee with written information on the proposal for work on two bridges within the County.  It was explained that the Stevens Road bridge will be widened as traffic increases normally occur over time necessitating a wider span.  A brief discussion regarding the width took place and Mr. Lampman said the minimum width is 26'; the 27' spans are pre-made and therefore easy to obtain and work with.  Some of the materials are being recycled from Champlain Road bridge project.  It was noted that Etna Lane will be built with the width to match the road.  Members inquired of financing and were informed that the bridge will be built with the County contributing 80 percent and the local municipality 20 percent.  In addition, the construction work will be completed by County staff with assistance in the design work provided by Erdman, Anthony & Associates, Inc. 2165 Brighton Henrietta TL Rd, Rochester NY 14623.

Consensus of the Committee was reached to approve seeking bids and requested a report on the bids once received by reviewed by the Committee.

7)  Budget Transfer - Highway

 The Committee received a budget request from the Highway Department for computer equipment; dismay was expressed that it was necessary to take funds from the Highway Materials account in order to finance this purchase.  Ms. Schuler inquired whether there is an option for the County to purchase computer systems in bulk.  It was noted that the various specific software requirements make it difficult but that the purchases are through the least expensive vendor. No action was required by the Committee.

8) Forest Home Traffic Calming Discussion

Ms. Kiefer asked for an update on the Forest Home Traffic Calming requests received from members of the Forest Home Improvement Association.  Mr. Lampman stated that due to the significant interest in this project's design the project will be postponed to provide adequate time to come to agreement with the Town of Ithaca.  It was reported that Mr. Marx, Planning Commissioner, has had conversations with the Town of Ithaca planning personnel to assure County awareness of the Town's position.  Mr. Lampman said the Forest Home Consultant is still working on a report.  Once the final consultant report is received a public meeting will take place to discuss this project.  The Committee requested to be informed of the meeting and of progress.

9) Brown Road Intersection/Update on Midline Road

  Mr. Lane inquired what steps would be required if the County desired to make the Brown Road/Route 13 intersection a right turn only from Brown Road.  He noted many accidents occur when individuals are going straight or left from Brown Road. Mr. Lampman explained that the intersection is under New York State's control.  A brief discussion took place during which it was noted the Emergency Response Services requested the intersection be maintained for access to Route 13.  It was suggested the matter should be referred to the MPO.  Mr. Lampman thought the State could be approached to ask what they might suggest.

 Ms. Schuler asked if any action is being considered for speed reduction on Midline Road and was informed that residents had spoken to the Town in June.  Mr. Lampman is unaware of any steps to place signage on the road at this time.

10)  RESOLUTION NO.    - APPROPRIATION FROM CONTINGENT FUND FOR
     REPLACEMENT PAY- FACILITIES DIVISION

 MOVED by Ms. Schuler, seconded by Mr. Winch.  Ms. Kiefer said that at the Budget and Capital Committee meeting this resolution passed, however the policy may be reviewed since it doesn't make sense for a department to cover eight weeks of replacement pay, but if replacement is needed for more than two months, is rewarded by not needing to cover any of it.
 
 A voice vote resulted as follows:  Ayes - 4; Noes - 0; Excused - 1 (Legislator Booth).  MOTION APPROVED.

 WHEREAS, a Cleaner in the Facilities Division has been absent from work for longer than two months, and
 WHEREAS, County Fiscal Policy allows the appropriation of contingency funds for the cost of replacing this employee, and
 WHEREAS, the cost of unbudgeted replacement pay in the amount of $9,259 has been incurred by the Facilities Division for the period of February 26, 2004 - June 4, 2004, now therefore be it
 RESOLVED, on recommendation of the Facilities and Infrastructure and Budget and Capital Committees, That the Director of Finance is hereby authorized and directed to make the following budget appropriation:
 FROM:  A1990.54400  Contingency Fund $9,259
 TO:  A1620.51000  Regular Pay  $6,614
   A1620.58800  Fringes   $2,645
SEQR ACTION:  TYPE II-20

11)  Energy Performance Contract - Johnson Controls - (status report)

A status report regarding the energy performance contract (EPC) with Johnson Controls was provided by Ms. Nelson.  She stated the contract has been signed and approved.  The next step will be refining the details of energy-saving suggestions to determine the full savings estimate that could be provided by implementation.

Ms. Kiefer noted that Mr. Christianson, Chair of the Environmental Management Council's Energy Committee, was present to address this topic. Questions regarding the EPC included:  Is this a study or actual implementation of the recommendations, how are the recommendations being implemented, and how are the recommendations funded -- in particular, is it the County's expense or Johnson Control?  Is it a real performance contract with Johnson Control up-fronting the costs and getting paid from energy savings?  Is their pay based on our savings?  It was suggested that Mr. LeMaro or Mr. Tunney from the Facilities Division could answer the questions, but neither are available now.

Mr. Winch inquired whether the report will indicate the priority levels of each recommendation and was informed that it would include this information.

12)  RESOLUTION NO.      - REJECTION OF BID – TRANSIENT APRON REHABILITATION -
           ITHACA TOMPKINS REGIONAL AIRPORT

 MOVED by Mr. Winch, seconded by Ms. Schuler.  Mr. Rudy, Assistant Airport Manager, indicated that the timing of grant funding does not coincide with contractor schedules to enable suitable bids.  It is hoped that in the near future conferences with the Federal Aviation Administration will assist in a more suitable timeline for bids to be responded to.  Mr. Lane reported that early indicators from contractors suggest the cost of asphalt will be substantially higher in 2005, which will compound the difficulty of an appropriate bid amount.  Ms. Schuler asked if concrete would be a viable option and was informed that the load specifications for an airport differ greatly from highway infrastructure and it would be more costly than the asphalt.

 A voice vote resulted as follows:  Ayes - 4; Noes - 0; Excused - 1 (Legislator Booth).  MOTION APPROVED.

WHEREAS, the Finance Department has duly advertised for bids to rehabilitate the Transient Apron at the Ithaca Tompkins Regional Airport, and
WHEREAS, one (1) bid was received on July 7,  2004, from Suit-Kote Corporation of Cortland, NY in the amount of $1,560,351.50, and
  WHEREAS, said bid was over fifty percent (50%) higher than the design engineer’s estimate and considered by our consultant, C&S Engineers, to be excessive, now therefore be it
RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That the bid from Suit-Kote be rejected and the Finance Department be directed to seek bids during the winter of 2004/2005 when lower bids can be anticipated.
SEQR ACTION: TYPE II-2

13) Approval to Seek Bids and Level of Committee Involvement - Passenger Departure Lounge
      Carpet

Mr. Rudy said the carpet is ten years old and portions have been replaced in the passenger lounge of the airport.  The Committee discussed the request to seek bids for replacement carpeting for the airport.  The area is a highly trafficked area by the gates and is the last area to be replaced since the initial construction of the facility.  Members inquired whether the entire area needed replacing or if the soiled portion could be replaced with a complimentary color.  Mr. Rudy explained this particular area would be difficult to do so.  Mr. Winch noted using carpet tile squares as opposed to sheet carpet allows for selective replacement, and Tompkins County should consider this approach.  The Committee discussed the request for proposal form and noted the RFP should request information regarding off-gassing.  It was suggested to seek a proposal from Interface Corporation, a firm that recycles carpets.  Ms. Kieder expressed interest in looking over the bids.

14) Capital Payment Summaries

The Committee reviewed this monthly report and requested clarification on the dates of service for work completed at the CFR Building.

15) Adjournment

 The regular meeting adjourned at 3:20 p.m.

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