Present:   R. Booth, Chair, D. Kiefer, Vice Chair; D. Winch (arrived at 2:45 p.m.), M. Lane

Excused: N. Schuler

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

Called to Order

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

Additions to and Deletions from the Agenda

Additions:

· Resolution:  Authorizing Acceptance of a Federal Aviation Administratin (FAA) Grant to Rehabilitate, Mark and Light Transient Ramp (Approximately 27,500 Square Yards) Including Associated Drainage - Ithaca Tompkins Regional Airport

Deletions:

There were no deletions from the agenda.

1) Chair's Report

Mr. Booth did not have a report.

2)  Approval of Minutes of July 13, 2004

 It was MOVED by Mr. Lane, seconded by Ms Kiefer, and unanimously approved by voice vote of members present to accept the minutes of July 13, 2004, as amended.

3)  America Recycles Day

 Ms. Eckstrom, Director of the Solid Waste Division, introduced Ms. Warner and Ms. Podkaminer.  Ms. Warner spoke to the Committee about the upcoming "America Recycles Day 2004" to be held on November 13, 2004, at the Pyramid Mall.  She spoke of Ms. Podkaminer, a student at the University of Rochester studying German and Environmental Science, who will be assisting in planning this year's event.  Ms. Podkaminer has previously planned the America Recycles Day at her university in 2003 as well as the Earth Day event and an environmental outreach program.  She has been a summer employee of the Solid Waste Division and will soon be leaving for further studies in Germany.  Ms. Podkaminer spoke of the goal of the upcoming event she planned, noting this will be the 8th annual event.  She said that in previous years this event was held at the recycling center; however, it was thought that it would be beneficial in the education process to hold the event in a different location to gain awareness by those who do not normally utilize the solid waste facility.  Local organizations such as Master Composters, Ithaca College, Significant Elements, the Sciencenter, and Staples are expected to attend the event, which will be designed to provide information such as a new environmental education curriculum for local educators as well as having contests and other educational activities through the day.  She noted the event is from 9 a.m. to 5 p.m. in the former Ames Department Store location.  Ms. Eckstrom said that Ms. Podkaminer's departure to Germany to study will prevent her from participating in the actual event; at the present time Personnel Department is assisting to seek Tompkins Cortland Community College support via work-study for students in order to continue the planning and participation in the event.  Ms. Warner reported that in addition to planning this upcoming event Ms. Podkaminer assisted with the Water Week event held at Pyramid Mall and Ithaca Farmers Market where approximately 150 individuals received information related to recycling and environmental awareness.  In addition Ms. Podkaminer assisted in organizing informational brochures that are made available upon request.

 Mr. Lane spoke of Westchester County's recycling returnable bottle program where the equivalent of Challenge Industries became a recycling center; the deposit was then available for the County.  He noted he sent information to the solid waste facility to inquire about the feasibility of such a program.  Ms. Eckstrom said she has passed the information on to appropriate staff and she will follow-up on the matter.  In addition, Ms. Eckstrom stated that there will be additional information regarding the college recycling fees shortly.  She is working with Mr. Gutenberg from Cornell University to receive the detailed information necessary to rework the formula.

4)  Position Request - Interim GIS Project Leader

Mr. Booth reported that the Budget and Capital Committee met earlier in the day and had approved the position.

It was MOVED by Ms. Kiefer, seconded by Mr. Booth.  Mr. Potter, Information Technology Services Director, spoke of his need to fill this position as outlined within his memo dated August 2, 2004.  A discussion ensued regarding the proposed funding for the position; Ms. Kiefer felt that the funding should be modified to reflect a portion of 2004's funding come from the PSCS capital project; Mr. Lane indicated he does not feel that any capital funds should be expended, that the contracted consultants should complete any necessary work.  Mr. Potter explained that a need exists to layer the consultant propagation study information with existing GIS information roads and buildings as well as working on information relevant to the environmental impact statements.  Mr. Lane felt that there may be a liability concern if the County were to perform this work rather than the consultant.  Mr. Potter said the COMAP Committee would have to address that question.  Ms. Blanchard indicated she also asked the same question at the COMCAP meeting recently held and was informed by County Administration that it is necessary to have the GIS Department complete this portion of the work.  Ms. Kiefer noted she does not have a problem with the position, only the manner of funding and would like to see if that portion might be changed.

Mr. Booth asked what would occur if the position were not approved; Mr. Marx indicated that it would most likely go back to the Budget and Capital Committee for reconsideration following the information from the program committee.  Mr. Potter was asked what would happen if the position were not filled at this time and he said that the COMCAP piece would have to be completed through other means.

Mr. Booth said because there were only three members present it appeared that it would not be possible to obtain approval as it stood.  Suggestions were made for various modifications that would meet approval, such as approving the position without the PSCS work at this time and address the matter later.  Mr. Potter said he needs to have an answer related to the COMCAP piece at this time to allow for adequate planning.  Ms. Kiefer said that having attended COMCAP meetings she understood the need for the work and did not have a problem completing it in-house.  Mr. Lane stated he did not feel he could support this.  Mr. Booth indicated that as there was not concurrence that it would be necessary to turn to COMCAP to review.

5) Information Technology Services Budget Update

 Mr. Potter indicated that at this time he did not have any new information related to his budget.  He spoke of the over-target request for the CRIMES project which is presently under review to determine where to go from the present work and the best way to support it in the future.  For 2004 a half-time position was funded through an over-target request utilizing rollover funds.  It is uncertain what direction this project will take.  Ms. Blanchard noted that the Public Safety Committee is interested in this project, noting that the burden of the project support falls on ITS, and the benefit is to public safety; she noted there are many interest groups throughout the County that should be involved in a decision.  Mr. Booth inquired if the issue has been brought forth to the Public Safety Committee and was informed it has not; Ms. Blanchard feels it would be brought up at budget.  Mr. Marx will inquire what the status of the CRIMES program review is and will inform the Committee.

 Ms. Kiefer stated she was pleased with the Information Technology Services annual report.
 
6) Budget Adjustment - Facilities

MOVED by Mr. Lane, seconded by Ms. Kiefer and unanimously approved by voice vote of members present, to approve the following budget adjustment:

Facilities Division
Revenue Acct      Title           Amt         App. Acct.                 Title(s) _____
1620.42680 Insurance Recoveries     $1,223.01 1620.52206  Computer Equipment
1620.42770 Other Misc. Revenues     $2,000.45 1620.52206  Computer Equipment
1620.42801 Interfund Revenues     $9,479.19 1620.52206  Computer Equipment
1620.43021 Court Facilities Aid     $1,919.00 1620.52206  Computer Equipment

Explanation:  Revenue from insurance recoveries to be used towards purchase of computers, and other funds also to be used to purchase new computers.

7)  Facilities Status Report

 The Committee reviewed the submitted status report.  Items of interest are noted below.

· Old Jail - Third Floor Renovations - it was noted that depending on the option determined the cost would be between $5,000 - $12,000.  At this time this project is being delayed.

8) Johnson Controls Performance Contract

Ms. Kiefer inquired about the question from the last meeting related to the performance contract with Johnson Controls; and how this project is funded.  She was advised by Mr. LeMaro that Johnson Controls sent a response directly to Mr. Christiansen who had been interested in how this works.  Mr. LeMaro explained that the County pays the up-front cost of the work, with the financing through a capital project or municipal agreement.  The energy cost savings is what will pay for the project.  The agreement is that the cost of the project cannot exceed the savings noted within; Johnson Control would have to reimburse any overage.  Mr. Booth noted the next agenda will include a topic respecting purchasing renewable energy

9) Facilities Budget Update

  Mr. LeMaro noted two items that have changed in his 2005 budget requests.  The first is an increase in the overall budget due to system failures and there is a request to increase the budget repair fund by $75,000 to a total of $225,000 (6.4% increase over 2004 budget).  The second items are the ten over-target requests; the building repair/maintenance side is $191,400 and the utility requests are for $85,000.  He noted that factored into the requests for utilities is an increase in usage and energy rates combined with an anticipated decrease in some energy consumption as a result of the energy efficiency work being completed in the Johnson Controls performance contract.

10)  Air Service Task Force Interim Report

 Mr. Charles Hamilton, a graduate of Cornell's Johnson School of Business and hired by Cornell to work with the Airport Service Task Force for six months, was introduced by Mr. Nicholas.  Also introduced was Mr. Mike Hall, a local consultant and a member of the Task Force.

 [Mr. Winch arrived at this time (2:45 p.m.).]

 Mr. Hall stated the first item completed by the Air Service Task Force was a grant application that if approved will bring to the airport $500,000.  It is hoped to hear within a month if the application is successful.  He explained that this particular grant if awarded has leeway on how to spend the funds and a determination would have to be made how best to use it.  He then explained that the current airport budget was reviewed by the Task Force.  He explained that the initial concern related to the budget was removed through County Legislative financial action that should enable the airport to remain financially stable through this budget year and possibly the next one.  A review indicated that the airport contingency fund should carry it for a period of two years if there are no significant changes with airport services.  He also indicated that the airport restaurant is a functioning at a loss and this operation is undergoing a review to determine how this can be turned around.  Mr. Hall said at this time the airport operation is utilizing approximately $4,000 of their contingency budget per month, with the contingency fund at just over $100,000 at this time.  If airline service were lost in the future (US Air is a Legacy company, experiencing financial difficulties) it would have a negative result on revenues as it would require a draw of $100, 000 per month.  The Task Force is in the process of putting together several contingencies that could be undertaken; a worst case, a best case, a most likely case, and any other asked to do in order to be prepared for any possibility.  He stated that US Air have quarterly flags that need to be closely watched to determine financial stability of the airline.  Mr. Hall feels that at this time due to the financial assistance and forethought of the County the airport is experiencing a stable period at the moment.

 Mr. Hamilton then spoke to the Committee regarding future options to entice air services to the community.  He reported that at this time the work undertaken included a review of current traffic statistics, researching airline requirements to add additional service, analyzing market demand for local traffic including a local business travel survey as well as Cornell and Ithaca College travel analysis and a discussion of market trends with industry experts.  His preliminary findings have indicated that the commoditization of air travel hurts smaller communities; there is a rapidly changing marketplace for air travel, airlines require profitability of routes as soon as service begins and have no patience for long-term views or creative partnerships with "emerging cities, and two methods to maintain air service are through investment and/or consolidation of demand.  He spoke of the need for the airline to be in fewer markets and that it is potentially threatening to the future of Ithaca's air service.  He said that US Air appears to be doing well with the Ithaca service when compared to other locations.  Mr. Hamilton said to complete the commuter survey he is reviewing travel vouchers for Cornell University to be able to determine the overall level of transportation needs for the university.  It is felt that in order to be prepared it will be necessary to develop a plan to utilize the international travel base of our community combined with a stable employer, which is much higher than other small airports.  This may be a significant factor to assist in obtaining air service.

 Mr. Hall stated it may be necessary to find an entrepreneurial carrier willing to recognize that not only they could come in and build a profit today as well as recognizing Tompkins County as a stable community for air service.  He feels it may take time to work this out but it is a possibility.

 Mr. Nicholas shared information that the passenger loads appear to be stabilizing at this time.  He noted that compared to July there were 77 cancellations of flights due to shortage of crews on jets, yet Tompkins County carried 4 percent more passengers than previously.  Mr. Nicholas said that these cancellations are across-the-board and due to employee migration resulting from the potential instability of the airline.  Ms. Blanchard shared that it is important to be certain to develop realistic expectations and that the days of many destination choices has passed.  She believes it will be several different times and destinations that provide the ability of filling the flights.  She shared information on a recent flight she had taken that was booked with one airline yet involved several different carriers.

 It was noted that if US Air were to pull out of the airport it might take months to seek coverage.  Mr. Hall said that if US Air were gone the contract carriers who deal through the corporate headquarters at this time may be willing to negotiate.  He noted they have little infrastructure costs and it may be beneficial for them to discuss service.  A brand new carrier may take a longer period to contract with.  The pulling together option is that airlines get statistics through origin and destination that does not indicate where the trips originate.  Mr. Hamilton said the Committee will put this information in a form the airlines can understand which may assist in obtaining additional service.  It would require commitment on the parts of such entities as Cornell University to commit a portion of their business to the local carrier and provide a discount at the end of year.  This can be done through a level of intent.  The next manner would be through pre-purchase of tickets thereby eliminating risks.  Mr. Hamilton noted that Emerson purchases tickets through an on-line system through the corporate offices.  This allows a percentage of ticket purchases to be returned to the company.  Mr. Winch noted that from previous experience with Cornell University's transportation efforts that Cornell could assist with the marketing aspect of air travel.  He believed the conference center would be able to provide assistance through pre-purchase of tickets.  Mr. Hamilton believes that the Task Force must work to make a case that the airports can make money and that the local businesses would assist in maintaining local service as well as make money.  Cornell University is interested in participating with discussions; other businesses have been surveyed but no conversations on consolidation.

 Further discussion ensued during which it was noted that while Cornell University has a basic understanding of staff travel the student component is lacking.  Mr. Hall noted students are more time oriented, looking for flights from an aggregate market.  Mr. Hall noted that the goal is to work from a business aspect where traveling on short notice is the norm.  Also discussed was what the elimination of a hub location such as Pittsburgh hub may mean to the County, it would be uncertain if flights would shift to Philadelphia or be eliminated.  Mr. Hall said we need to leverage the County facility to a more productive business model that still remains attractive to a broader business community.  He feels that if air service is lost could be detrimental to the County over the course of several decades.  He feels a proposal must allow the County to be agile enough to better position itself in the market.  He stated that in order to market it is important to understand the international aspect of this airport.

11)  Airport Budget Update

Mr. Nicholas stated that he has carried on with regular business during the task force study.  Based upon the two-year extension with US Air he understands that an increase of up to five percent can be made on the commission.  He has continued to be frugal with the budget and has produced a budget that is 3.7 percent above 2004 budget which includes an arbitrary 3 percent for salary increases, the payment to the County and a line item of $117,000 which is local share of two major projects and the second phase of the taxiway.  He is assuming that the passenger numbers will remain flat and that the aircraft operations are the same.  He noted it is difficult to project as there may be closures with US Air and receipt of grants.  It is assumed that there will be a $61,000 loss in 2005, which includes a loss at the restaurant of $24,000.  Losses are covered by US Air at the rate of 75 percent.  The terminal rental rate is down from $70.61 (in 2004) to $65.26; landing fee is increased to $5.14 from $4.67 per 1,000 pounds of landing weight.

With regard to the carpet replacement Ms. Kiefer reported she read over the specs and there was not an opportunity to change or review the carpet replacement as the bid spec was brand and type  specific.  She would like to know if a project as small as this is really required to have a "plan review" in place. She also said she found the bid sheet confusing, and also noticed the language in the anti-discrimination clause has not been updated.

12)  RESOLUTION NO.         - AUTHORIZING ACCEPTANCE OF A FEDERAL AVIATION ADMINISTRATION (FAA) GRANT TO REHABILITATE, MARK AND LIGHT TRANSIENT RAMP (APPROXIMATELY 27,500 SY)
INCLUDING ASSOCIATED DRAINAGE – ITHACA TOMPKINS REGIONAL AIRPORT

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

WHEREAS, the Finance Department did advertise for bids to rehabilitate the transient ramp and one bid was duly received in the amount of $1,560,351.50 and said bid, being over 50 percent higher than the engineers’ estimate, was rejected by the County Legislature as being excessive, and
WHEREAS, notwithstanding the bid rejection and proposal to re-bid the project next year, the FAA wishes to commit the Ithaca Tompkins Regional Airport’s Airport Improvement Program (AIP) Entitlement Grant for 2004 towards this project with the understanding that it will be increased to meet actual costs, if required, by using next year’s entitlement funds, and
WHEREAS, said AIP Entitlement Grant for 2004 is in the amount of $1,096,858 which would allow the following project cost :

     FAA Share         (95.0%)     Account No. HT 5601.44592       $1,096,858.00
     NYSDOT Share (  2.5%)     Account No. HT 5601.43592       $     28,864.00
     Local Share        (  2.5%)     Account No. HT 5601.45031       $     28,864.00

     Total                                                                                          $1,154,586.00

,now therefore be it

RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That the grant offer from the FAA of $ 1,096,858 be and hereby is accepted and that the County Administrator is authorized to execute the required documents.
SEQR ACTION : TYPE II-20

Note:  Even though construction of this project was not awarded, the FAA likes to have airport entitlement funds committed to projects rather than sending them back to Washington for use by other airports (as discretionary grants).  When this project is re-bid in the winter of 2004/2005 we expect three or four bids and numbers close to the original cost projections of approximately $1.1 million. If necessary, the FAA will make adjustments next year based on actual bids.

13) Interim GIS Project Leader - Request to Fill Position - Revisited

 Mr. Whicher, County Administrator, addressed the Committee regarding the request to fill the Interim GIS Project Leader position within the Information Technology Services Department.  He explained that this is a transition position and it may be difficult to locate a qualified person immediately.  He spoke of the critical nature of the GIS department working for the Communications Capital Project to provide much needed data regarding propagation based on information over the next several months as well as assisting with the environmental review portion of the project.  Mr. Whicher said he does not desire losing the support and that a potential candidate for the position is available at this time.  Mr. Booth summarized that Mr. Lane does not want to fund any of the position out of the capital project and that Ms. Kiefer feels that the 2004 portion should also include capital project funding for the work being done on the PSCS capital project and leave funds available for the ITS budget.  Mr. Whicher stated that there is $35,000 - $40,000 available in the ITS budget with discretionary use.  He explained each year these discretionary funds are used where most needed.  Mr. Whicher said that some of the discretionary budget has been used to seek a contract with the Computing Center for short-term work on a system that present staff was unfamiliar with and that the remaining balance may be utilized without having to increase any 2004 budget line.  Mr. Lane indicated he did not have a change of position from the previous discussion.  Ms. Kiefer would like to support the position but feels the funding source should be changed to include funding from the capital project.  Mr. Whicher explained that if funded through the capital project it would require bonding.  Mr. Winch said he cannot see using bondable funds when there are funds available in a budget line, that it would cost more than to utilize the recommended funding.  Mr. Lane said he doesn't want to use bondable funds and does not see why it requires additional personnel.  Mr. Winch noted that Mr. Potter has a history of not asking for positions if they are not necessary.  Ms. Kiefer stated she would modify her position.

 It was MOVED by Mr. Winch, seconded by Mr. Booth, to approve the interim GIS position as offered to the Committee.  A voice vote resulted as follows:  Ayes - 3 (Legislators Booth, Kiefer, and Winch); Noes - 1 (Legislator Lane); Excused - 1 (Legislator Schuler).  MOTION approved.

14)  Budget Tranfers

 Mr. Lampman noted that the Engineering Technician position, which completes the necessary work for outside contractor culvert work, had not been fully included on the 2004 budget although approved.  The transfer covers the necessary salary and fringes.  The position will be partly offset by permit fees received for culvert work.  Mr. Winch said that many rural residents are upset by the shift of this work to the private sector and that the contractors have put the onus upon the County.

 Ms. Kiefer inquired about vacancies within the Highway Division and asked what is being done about filling them.  Mr. Lampman stated that the Division is seeking applicants for the open civil engineer position.  Respecting the open Highway Superintendent position the Committee was informed by Mr. Marx that it is not anticipated to seek applications until later this fall; he noted he thought it was best to wait until the construction season is complete to allow the Division to stabilize in this period of time.  He stated that staff involvement in the hiring process will take place when the time comes.  It was determined that the topic of filling this vacancy will appear on a future agenda.

 Ms. Kiefer inquired about the transfer to pay for the signs and Mr. Lampman said that the number to be replaced fluctuates from year to year, that this is a high year, and that next year should be low.  Mr. Winch stated he is concerned having funds taken from the Highway Materials line of the budget.

15) Capital Payment Summaries

Members reviewed the Capital Payment Summaries.  Ms. Kiefer again asked that the start date of payment period be included on the report.

16) Highway and Bridge Status Report

Mr. Booth asked that only items of specific concern be noted.  Ms. Kiefer asked about the solar beacons on two different projects being installed by a contractor at one location and County workers at the other.  Mr. Lampman noted that the Asbury Road intersection was included within the contracted work.  She then inquired if the bridge painting is completed and was informed there is a small amount of work to be done but that the majority of the project is completed.

17) Highway Budget Update 2004 and 2005

The Committee reviewed written material provided by Mr. Lampman that indicated there will be a shortfall of funds to complete all the projects originally scheduled for 2004.  He explained that finishing work in progress that is necessary to be completed this year will leave an approximate $62,000 deficit.  While some of this deficit could be taken from contingency Mr. Lampman feels that some of the bridge budget could be transferred to offset it.  He noted that the 2004 CHIPS funds have been approved so the figures shown included CHIPS.  Mr. Lampman noted part of the difficulty is the overall increase in the cost of materials and fuel that occurred this past year. Mr. Booth inquired if any of the recommended projects could be removed from the schedule for this year.  Mr. Lampman mentioned two possibilities for elimination, noting that the recommendation was to hold the present road conditions.  He also mentioned that Pleasant Valley and Buck roads were being treated as a test case basis at a lower level (skim coat) than the County normally uses in order to economize; they are not holding up well.  Mr. Winch asked if the work was not completed would the road deterioration ultimately cost more.  He was informed that there could be significant degradation of the condition of the roads if work was not completed.  There may be some areas that could be modified to reduce costs.  Mr. Lampman hoped that the conservative cost estimates could result in a smaller deficit.  In addition, Ms. Nelson noted she is working with Mr. Shurtleff to seek emergency funds for the flooding that occurred in Ludlowville earlier in the year.  While there is not enough for a single county to place a claim, an attempt is being made to consolidate efforts to enable assistance. If successful, this could potentially reduce the deficit.  There is a cost of $20,000 or more for materials at the Ludlowville site.  The Committee then discussed the bridge maintenance plan, noting that the length of time required on the Stevens Road and Cemetery lane project has put the schedule behind and will delay some 2004 projects.  Mr. Winch noted concern about delay with bridge scouring (erosion of support) repairs at Etna Road and Pinckney Road.   Mr. Lampman said it is a small bridge comprised of two side-by-side culverts and he thought it may be able to be fit this project into the 2004 schedule.  It is hoped to fit the work in if at all possible.  Mr. Winch stated that the repair could be more extensive following the next spring thaw.  Mr. Lampman did not believe there would be catastrophic erosion.

The Committee was then informed that the State and the Town of Caroline have noted concerns with several County roads, stating repairs need to be done in order for them to continue plowing for the County.  It would possibly require further delays of other road repair if these areas of concern are required to be addressed.  The other towns who contract with the County have signed on, Mr. Lampman hopes to maintain the present agreements through at least this season and that proposals made may occur this year but most likely in 2005.  Ms. Kiefer said she would like more information to determine what may be the best choice if delays if necessary.  Mr. Lane and Mr. Winch indicated they feel the appropriate personnel are making choices.

18) Equipment Purchase

Mr. Lampman informed the Committee of a proposal to purchase a new grade-all and two dump trucks within the capital project as a $525,000 one-time item.  Ordering the equipment now would provide a cost savings of approximately $45,000 and would allow the equipment to be on hand at the beginning of the construction season.  He provided written information to show the difference between purchasing now and waiting until next year.  Mr. Lane indicated that he had believed the County was purchasing a used grade-all from another municipality and was informed they chose to keep their share in the excavator.  This item will be discussed in the future.  Mr. Marx noted it was to support a new crew next year.

19) Capital Program Report

This item was deferred to the next Facilities and Infrastructure meeting on August 24, 2004 as well as the changes in the 2004 plan.

20) Miscellaneous Topics

 Mr. Winch indicated that he would like to see an equipment replacement schedule that provides information on the current condition of grade-alls and proposed replacement schedule of the fleet.

 Mr. Lane asked if information was received on the Brown Road/Route 13 intersection, noting he felt it would be good to have a State engineering representative attend a meeting to discuss options.

20) Adjournment

 The regular meeting adjourned at 4:30 p.m.

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