Staff:  K. Fuller, Recorder; W. Sczesny, Highway Manager; E. Marx, Commissioner of
Planning and Public Works; A. LeMaro, Facilities; R. Nicholas, Ithaca Tompkins
Regional Airport; C. Nelson, Public Works Administrator; S. Whicher, County
Administrator; T. Richardson, K. Thompson, Solid Waste Division; J. Wood,
County Attorney; J. Kippola, Administration

Call to Order

 Mr. Penniman, Chair, called the meeting to order at 2:02p.m.

Agenda Additions/Deletions

 The following items were requested and approved to be added to the agenda:

· Amended PAR for the Solid Waste Capital Program.
· The minutes of July 26, 2005 will be postponed until the next regular meeting.
· Approval to seek bid - Friction Meter- Ithaca Tompkins Regional Airport

Persons Wishing to Address the Committee

 There were none.

Chairs Report

 Mr. Penniman did not have a report.

20 Year Capital Program

 Mr. Marx reported he had hoped to have a draft completed for the Committee's review, however, due to the forthcoming Space Use Master Plan he is awaiting additional information before the draft can be completed.  Upon receipt of the information it will undergo a review by the County Administrator and Finance Director.  In response to Mr. Penniman, Mr. Marx said it will include possible phasing of projects, however it would be up to the Legislature to approve any project.  Mr. Marx said the projections will indicate how to proceed if the assumption of level funding is established over time.  While Mr. Marx believes it may raise many questions the recommended program will establish more level funding over time that will be sufficient to meet needs without having an adverse impact on County operations.  The program will identify projects as well as the needs and maintenance for the County to the best of our ability, including an allowance for the rebuilding of highways and maintenance of buildings.  Mr. Winch inquired if information technology needs will be included and was informed that following discussions it was determined that upgrades are to be considered operational at this time.  Ms. Kiefer asked if the aquifer study would be included.  Mr. Marx said it is within the budget, that it is a cash outlay each year, not bonded, with the option of canceling if desired.  Mr. Todd spoke of the information sheet provided to Legislators that gave a ten-year projection, saying it was very useful.  Mr. Marx said the capital program will carry this same type of information further.

Vendor Performance Monitoring

 Mr. Squires provided members of the Committee with a sample vendor rating system that has been developed utilizing the present accounting system.  The report, compiled from a customization available through extraction of the County vendor system and specific to vendor identification and tax identification number, presently is used to record known problems with suppliers and is not yet expanded to contract vendors.  Mr. Squires said to date there have been no defaults on obligations from the contract vendors.

 Mr. Winch said he believed the Legislative involvement should only be for contractors, architects, and contsulting firms and not whether a particular vendor is good to work with.  It was noted the information would be presented as confidential and only for the Legislators and appropriate staff use.  Mr. Squires said as much information thus far is only institutional memory he does not yet have a method to gathering information on contractors.  He noted with project labor agreements problematic issues are not as frequent as vendors with repeated transactions over the course of the year.  He is still seeking input on the best method to gather the appropriate information.  Ms. Kiefer asked if the information provided is typical of a day's report and who has the authority to determine the rating.  Mr. Squires said the report is created once a month and is the result of interaction between departments with purchasing.  He said that the only legal action to remove an individual from the list is through New York State itself; although on occasion a vendor will challenge a declination of bid.

 Ms. Kippola will be working with Ms. Nelson and others to determine the best manner to develop a report regarding contract vendors.  Mr. Todd noted he believes it should be a staff function rather than the Legislature.

Approval to Seek Bid - Friction Meter - Ithaca Tompkins Regional Airport

 Mr. Nicholas asked for an approval to seek bid for a friction measuring device (friction meter) for the airport.  He explained that normally the Federal Aviation Administration (FAA) allows airports to estimate the cost of equipment when applying for grants.  This year however they have requested that an actual bid quote be received by the end of August in order to be considered in the grant process.  The cost of this equipment is approximately $50,000 with a local share of 2.5 percent of the amount. In addition to the approval to seek bid he asked for permission to award the bid in due time.

 It was MOVED by Mr. Winch, seconded by Ms. Kiefer, to approve seeking and awarding a bid to the appropriate vendor with regard to the friction meter as outlined by Mr. Nicholas.  A voice vote of members resulted as follows:  Ayes -4; Noes - 0; Excused 1 (Legislator Schuler temporarily out of room).  MOTION CARRIED.

 Resolution - Amendment to the Capital Program and Appropriation from the Contingent Fund - Relocation of Communications Tower Located at the Public Safety Building to Snyder Road

 Mr. Whicher said this resolution has previously gone to the Budget and Capital and Public Safety Committees and the tower will primarily be for private-sector communication use.  He provided a map to indicate the placement of the tower and also requested a modification of the resolution.  Mr. Penniman inquired if the other committees had taken action on the resolution and was informed they had.  Mr. Penniman did not feel the need to act upon the resolution.  Ms. Kiefer and Mr. Winch stated they believed it should go through this Committee for approval.  Mr. Winch said he would understand if the actual project manager were in a department/division under another Committee.  Ms. Kiefer noted that although the tower in qustion had a public safety use, the new tower will not, and will come under Facilities Division responsibility.  Mr. Whicher said this is an unusual resolution as the project originally was coordinated under the Capital Projects Coordinator.  That position is now vacant and he felt Facilities and Infrastructure would be the appropriate Committee to bring the final resolution to.

 It was MOVED by Ms. Kiefer, seconded by Mr. Winch, and unanimously approved by voice vote of members present, to approve the following resolution for consideration by the full Legislature.  RESOLUTION APPROVED.

RESOLUTION NO.      -  AMENDMENT TO THE CAPITAL PROGRAM AND APPROPRIATION FROM THE CONTINGENT FUND - RELOCATION OF COMMUNICATIONS TOWER LOCATED AT THE PUBLIC SAFETY BUILDING TO SNYDER ROAD

 WHEREAS, the communications tower located at the Public Safety Building was found to be unsound for the existing loading, and
 WHEREAS, the County is obligated through existing leases to provide space for at least one cellular co-locator, and
 WHEREAS, the cellular co-locators will reimburse the County fro the capital costs and provide a ten-year revenue of approximately $1,100,000, now therefore be it
 RESOLVED, on recommendation of the Public Safety, Facilities and Infrastructure, and Budget and Capital Committees, That the 2005 Capital Program be amended to include $160,000 for the relocation of the Public Safety Building Communications Tower to Snyder Road,
 RESOLVED, further, That the project be titled the Snyder Road Communications Tower,
 RESOLVED, further, That the Finance Director is hereby directed to appropriate $160,000 from the Contingent Fund.
SEQR ACTION:  TYPE II-20

 Ms. Kiefer then spoke of the balancing test, noting she believed the language in Question 7 should be amended to reflect the fact that the proposed location is situated in a restrictive site (conservation area) on the Village of Lansing map.  Mr. Whicher said the actual site is not specifically in that area and was found to be acceptable by the Environmental Management Committee.  Ms. Kiefer agreed that teh actual site is not entirely sensitive, but on teh Village's map it is in a more restrictive zoning area which should be acknowledged.  Mr. Penniman said the resolution could be acted upon in the Committee or to recommend the suggested changes at the Legislature.  Consensus of the Committee was to have Ms. Kiefer work with Mr. Wood and bring forward the proposed changes for consideration.

RSWC Financial Summary - Marketable Materials

 The Committee reviewed the report provided that indicated the revenues obtained through various recyclable materials.  Mr. Richardson noted that CRINC is responsible for receiving, sorting, and baling the materials as well as obtaining the market pricing for the recycled materials.  He indicated the cost for the operation is approximately $40 per ton.  Mr. Richardson explained the County receives seventy percent of the net revenues under terms of the last contract.  In addition, the County has control over the items recycled.  He said this year they are considering the addition of other plastic products and electronics; this would require shrink-wrapping pallets and may require negotiation in order to make this addition feasible.  It was noted this may help reduce open burning of these items.

Recyclable Materials Revenue

 The Committee reviewed the report indicating the various commodities that produce revenue at the Solid Waste Facility.  Mr. Winch was surprised at the drop in aluminum.  Mr. Richardson said the market consistently changes.  He stated that if the new plastics and electronics are added, he believed there is a firm in Syracuse that deals with those products.  Ms. Schuler said she believes farmers should be included in discussions as they have a great deal of plastic material utilized.  Mr. Richardson responded to Ms. Kiefer's question regarding negotiations with haulers by stating he and Ms. Eckstrom negotiate on a monthly basis with the haulers.  It was noted that the largest revenue is obtained from newsprint; metal cans and plastic containers were high but are now at a level they were several years ago.  Mr. Richardson said when determining a budget he uses an average of several years for his projections to allow for fluctuations in the market.  Mr. Winch inquired if increased oil pricing is affecting the commodity costs, Mr. Richardson said yes to a degree.

 Mr. Penniman asked if the Solid Waste Division has considered additional curbside pick-ups during busy times of the year.  Mr. Richardson said they have not since it is difficult to choose one specific weekend, however, Superior has been willing to upon request when it is needed.

 Mr. Winch spoke of an Elmira Gazette article relating to their solid waste division, noting whether the town where the landfill is located should be required to pay taxes.

Solid Waste Vehicle Scales Repair

 Mr. Thompson spoke of the need to repair the facility vehicle scales.  He said two methods are available; one is to cut the damaged areas out and the second is to take off one inch of surface and replace the concrete.  The first method is estimated to cost $11,000, and the second is $28,000.  Mr. Winch noted he would prefer the method of taking the surface off and asked whether the specifications were for a stronger concrete.  Mr. Thompson said it was requested in the specifications, Barton and Loguidice, P.C. assisted in this process.  The Committee indicated its approval to bid and asked that a report be provided.

2006-2010 Capital Program - Solid Waste

 Mr. Thompson spoke of Caswell Landfill project, stating, if approval is given by Freeville, we will convey the leachate to the Freeville plant via a 2-inch line to the point it connects with the existing Freeville system.  Ms. Kiefer inquired if it would be bonded.  Mr. Marx said the plan will not specify funding as it is an enterprise program; this project would be covered by revenues rather than taxes.  Initially the cost would be offset in part by the saved transportation cost of a hauler; once the project is paid for the division would recognize a saving of all the transportation costs.  The second item is the replacement of the baler.  Mr. Todd asked how long a life the baler has.  He was informed it is expected to have at least ten more years life.

 Mr. Thompson said a second project would be the replacement of the conveyor system at the facility at an estimated cost is $119,000.  He explained this is the last piece of equipment to be replaced for some time.  Although there is an equipment reserve he is not certain if that is how the project would be funded.  The Committee was informed the Solid Waste Division is responsible for equipment costs exceeding $25,000.

2006 Proposed Budget - Facilities

 Mr. LeMaro reviewed his proposed budget, noting he has not made any OTR requests for his operational budget.  For the utility budget he is asking for OTR's for rents, heating, and environmental testing.  A discussion regarding the environmental testing occurred, during which Mr. LeMaro explained it was recommended by the Finance Director to have an estimated amount on an account line in the Facilities budget and hold the individual departments that may be involved harmless.  In the event the expenses exceed the reserved amount a contingency request would be made.  Mr. Winch believes this should be charged to the health and safety office as they are the ones that request the environmental testing.  Ms. Kiefer agreed with Mr. Winch's statement.  It was explained that the Public Health Commissioner said to do so would complicate the State reimbursement accounting for her department.  Mr. Marx said there are several reasons to have the accounting coming from facilities: there is the fact that expense for an environmental issue should not be paid out of a departmental budget; the County has made a decision to self-regulate its facilities; and that by having Facilities perform the testing it provides more credibility that the County desires to correct potential hazardous situation.

 The Committee discussed the overall budget with Mr. LeMaro.  It was noted that he had negotiated with service providers to maintain a level budget.  In addition, Mr. Winch said he was disappointed that a request for additional staff to enable preventive maintenance was not done.  Mr. LeMaro felt that while it is better to pay for preventive maintenance now it is not possible due to budget constraints.  Mr. LeMaro anticipates having preventive maintenance contracts and additional staff in the 2007 budget.

2006 Proposed Budget - Highway

 Mr. Sczesny reported on three OTR's for his division.  The first OTR is for the purchase of parts for equipment maintenance as well as the additional expenses for fuel used in snow removal and maintenance of the infrastructure; if not funded it would reduce highway maintenance.  The second OTR is to offset the projected increase in cost of highway materials such as gravel, sand, fuel, etc.; if not funded approximately ten percent of scheduled roadwork would be eliminated.  The third OTR is for equipment:  the purchase of a ten-wheel dump truck with snowplow equipment and the lease of a grade-all.  He explained the cost of a new grade-all would be $320,000 vs. a six-month leaseof $48,000.  Mr. Winch suggested the topic of a lease-purchase agreement be approached with the vendor, noting that Cornell University often did this at a zero percent interest rate.  The cost of the OTR's is $150,000 each for the first two and a total of $198,000 for the third.  The Committee asked about other equipment rentals during 2006 and was informed that the budget was designed to utilize the increased State rental allowance to leverage funding for rental and purchase of equipment.  A plan has been developed to cut off rentals after an eight-month period that will carry the following year.  The cost to do so is a result of absorbing  the salary for the vacant assistant highway manager and the lack of a highway manager for part of this year as well as the vacant Civil Engineer position.

2006-2010 Capital Program - Highway

 The Committee reviewed the proposed 2006-2010 Capital Program for the Highway Division.  Mr. Sczesny reported that as a result of a meeting with the New York State Department of Transportation to review the proposed capital program it was recommended to postpone several projects.  Mr. Lampman said the projects requested be delayed include bridge projects for Ringwood Road, Newfield Depot Road, and Red Mill.  These projects will be placed in the capital program for a later date, with Newfield Depot possibly having design in 2007 and the others in 2008.  In addition, Coddington Road work will be delayed until 2007 and the Warren Road project will be in two phases as a result of work with the Department of Transportation and the consultants (south end next year and the northern portion delayed until 2008).

Mr. Sczesny spoke of the McLean Road project, noting there will be a Phase II and Phase III for the project with Phase III being the bridge and southern portion of the road.  This project is splitting as a result of a request by the Department of Transportation due to a potential shortfall of funding at the State level for highway projects.  Mr. Lampman said this reduced plan is occurring in other regions throughout the state.  The Phase II portion is anticipated to begin shortly after Labor Day.  Ms. Schuler asked in the event of a problem due to structural integrity of the bridge or road not completed, whether the County would be liable  It was thought that if the County agreed to the delay we would be liable rather than the State.  Mr. Scezney noted the Ellis Hollow Road and the Road Maintenance Project are locally funded projects and have not changed from the previous year.  Mr. Sczesny said the Capital Program recommendations will require approval from the State and Federal transportation departments prior to moving ahead.

Year To Date Expenditures - Highway

 Mr. Sczesny provided a written update for the Committee's review.  Thus far it appears that all scheduled projects will be completed as planned this year.  Mr. Sczesny said that at this time it appears his staff is viewing the new management as positive.

Coddington Road Capital Project

 Mr. Sczesny reported the project is progressing following a meeting with the State Department of Transportation.  At the meeting standards were reviewed as well as the scope of work and some modifications were made.  Mr. Lampman said the County has received authorization for the scoping and part of the outcome was to authorize the County to do the preliminary design.  Mr. Lampman will be providing the appropriate municipal staff and residents information from the meeting and a public meeting in September is expected to fit into the timeline to provide up-to-date information.

 Mr. Todd was excused at this time.  (4:05 p.m.)

RESOLUTION NO.         - AUTHORIZATION TO EXECUTE A CONTRACT WITH C&S ENGINEERS FOR CONSTRUCTION INSPECTION SERVICES – CR105, McLEAN-CORTLAND ROAD PHASE 2 RECONSTRUCTION, TOWN OF GROTON

 A discussion took place regarding consultant's fees when a project is delayed or the scope is reduced.  It was noted that for this particular project the design work was already completed and included options for the entire work or to have it phased as it now exists.  Mr. Winch said he does not feel comfortable when the State changes things in the middle of a project, noting it normally costs the County more in increased costs.  Mr. Winch said he would like to have assurance that future change orders will not occur as a result of the changes to the original project.

 It was MOVED by Mr. Winch, seconded by Ms. Kiefer, and unanimously approved by voice vote of members present, to approve the following resolution for consideration by the full Legislature, pending verification of the consultant's fees.  RESOLUTION APPROVED.

 WHEREAS, Resolution No. 33 of 2002 authorized an agreement with the State of New York whereby State and Federal sources furnished 95 percent of the funding necessary to design reconstruction of County Road 105 from the Dryden-Groton town line to the Cortland County line, and
WHEREAS, C&S Engineers designed said project and also is one of 15 engineering consultants that New York State Department of Transportation has fully qualified and authorized for such work in Tompkins County’s region, and
WHEREAS, County Highway Division staff has recommended C&S Engineers as best qualified to provide construction inspection services for the project, 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 supplementary agreements with C&S Engineers of Syracuse, New York, for construction inspection and construction related design services in connection with the referenced project for an amount not to exceed $379,562,
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

RESOLUTION NO.  - AWARD OF BID –  CR105, McLEAN-CORTLAND ROAD PHASE 2 RECONSTRUCTION, TOWN OF GROTON

  A discussion relating to previous contractual matters occurred, with Ms. Schuler expressing concern due to a recollection of problems in the past with the company to be awarded the bid.  The scope of the work was reviewed and Mr. Lampman noted the concerns from previous work had been addressed and resolved and he feels confident in the company to adhere to the contract.  Mr. Winch asked if there was a reason for the 10 percent included for change orders and was informed that it was put in place to assure adequate funding.

 It was MOVED by Mr. Winch, seconded by Ms. Kiefer, to approve the following resolution for consideration by the full Legislature.  A voice vote resulted as follows:  Ayes - 3 (Legislators Penniman, Winch, and Kiefer); Noes - 1 (Legislator Schuler); Excused - 1 (Legislator Todd).  RESOLUTION APPROVED.

WHEREAS, Resolution No. 33 of 2002 authorized an agreement with the State of New York whereby State and Federal sources furnished 95 percent of the funding necessary to design reconstruction of County Road 105 from the Dryden-Groton town line to the Cortland County line, including replacement of the bridge carrying County Road 105 over Fall Creek (BIN 3314250), and
WHEREAS, the Department of Finance - Division of Purchasing has duly advertised for bids for the project, and
WHEREAS, two (2) bids were received and publicly opened on June 28, 2005, and
WHEREAS, the bids for reconstruction of the road without the bridge were within the project budget, but bids for reconstruction with the bridge exceeded the budget, now therefore be it
RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That the bid be awarded to Suit-Kote Corporation of Cortland, New York, lowest, responsible bidder for the Base Bid, in the amount of $2,016,992.20, pending approval by the New York State Department of Transportation,
RESOLVED, further, That the Highway Division be authorized to implement this bid and execute change orders with total values not to exceed ten percent of the aforementioned bid amount on behalf of the County, funds to be provided from the McLean-Cortland Road Reconstruction Capital Account (HZ 5103.59239.53.02).
SEQR ACTION: TYPE II- 2

Position Request - Secretary - Highway Division

 The Committee was informed the request is to fill the position which will become vacant due to a resignation.

 It was MOVED by Mr. Winch, seconded by Ms. Kiefer, to approve the request for a Secretary in the Highway Division as noted on the July 22, 2005 form.  Ms. Kiefer asked about the accounting duties and felt the job description should be broader. Mr. Marx said the Administrative Assistant has the primary function of accounting and this position is simply a back-up.  Ms. Kiefer was informed Personnel had reviewed the position and indicated this is the appropriate title.  A voice vote resulted as follows:  Ayes - 4; Noes - 0; Excused - 1 (Legislator Todd).

Adjournment

 On motion the meeting adjourned at 4:30 p.m.

Respectfully submitted by Karen Fuller, Deputy Clerk