Staff:  K. Fuller, Recorder; W. Sczesny, Highway Manager; E. Marx, Commissioner of Planning and Public Works; R. Nicholas, Ithaca Tompkins Regional Airport; C. Nelson, Public Works Administrator; B. Eckstrom, S. Parr, T. Richardson, K.
Thompson, Solid Waste Division; G. Potter, Information Technology Services

Call to Order

 Mr. Penniman, Chair, called the meeting to order at 2:01 p.m.

Agenda Additions/Deletions

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

· Air Service Task Force Possible Restructuring
· Brown Road Update

Persons Wishing to Address the Committee

 There were none.

Chairs Report

 Mr. Penniman did not have a report.  Ms. Kiefer inquired about the status of the communications tower relocation in the Town of Lansing.  Ms. Nelson reported that upon Ms. Shakarjian's resignation she has been assisting with this project and developed a timeline to indicate various points of completion in the project.  She said Ken Schmidt, from the company Steel in the Air is a consultant contracted by the County for this particular project.  He has assisted in verifying the timeline as well as determining an acceptable height of the tower.  Ms. Nelson said it appears that the tower will need to be between 120' to 130' to eliminate the need for lighting.  Mr. Nicholas is working with the Federal Aviation Administration (FAA) to obtain their approval of the tower, however it was noted that even at a lower height the FAA may stipulate lighting is necessary.  Ms. Nelson said Mr. Whicher is working with the Village of Lansing to obtain necessary permits, and that it was felt C&S Engineers could assist with the State Environmental Quality Review (SEQR) process due to their familiarity with the airport property.

 Ms. Kiefer said there may not be a need to move the County tower if Verizon builds their own tower in another location as she recently heard.  She asked  whether the relocation would be necessary if Verizon did not wish to be located on the tower.  Mr. Marx said towers such as this provide revenue for the County and airport from many communication businesses; from a municipal viewpoint the other locations being reviewed by Verizon may not be acceptable.  Mr. Marx reported that in addition to the other work mentioned, Mr. Schmidt is assisting to determine whether the FAA allowable height without lighting will be sufficient to meet the need of potential communication companies.
 

Minutes of June 21, July 26, and August 9, 2005

 It was MOVED by Mr. Winch, seconded by Mr. Todd, and unanimously approved by voice vote of members present, to accept the minutes of June 21, July 26, and August 9, 2005, as amended.  MINUTES APPROVED.

Budget Adjustment - Highway

 It was MOVED by Mr. Winch, seconded by Mr. Todd, and unanimously approved by voice vote of members present, to approve the following budget adjustments:

Highway
Revenue Acct           Title                   Amt              Approp Acct Title(s) _____________
D599  County Fund Balance $  30,000 5111.54424 Equipment Rental
D599  County Fund Balance $  24,000 5142.54424 Equipment Rental
D599  County Fund Balance $  14,000 5144.54424 Equipment Rental
D599  County Fund Balance $164,891 5110.54424 Equipment Rental

Explanation:  Rental Rates have consistently exceeded the budget figure and have not kept up with the Highway Machinery expenditures, therefore resulting in a shortage.

Brown Road Update

 Mr. Marx reported he has spoken to John Reichert of the New York State Department of Transportation as a follow-up to the request for a traffic count in the vicinity of the Brown Road/New York State Route 13/Sapsucker Wood Road intersection.  Mr. Reichert reviewed information from a previous traffic count and provided it to Mr. Marx for review and indicated the State is willing to undertake a traffic-count study.  This study is anticipated to take place in late September.  Mr. Marx said he is contacting appropriate municipal officials and others with an interest in this information to be certain all areas of concern are addressed.  This count, if requested, will include information on turns in the intersection.  Ms. Schuler felt traffic count information taken at the Sapsucker Woods/Hanshaw Road intersection would also be of value.

Highway Capital Projects Status Report

 The Committee reviewed the report and noted the following:

· Stevens Road Bridge - this bridge has been completed using in-house staff.
· Warren Road - The project will be delayed for a future year to provide County-Town coordination related to local needs and construction.  In the interim, a six-hundred foot section has been milled and replaced as a temporary measure to alleviate potential road-surface problems this winter. The scope of work has been reviewed and agreed upon by the Town and County with input provided by the Forest Home Association on desired traffic-calming measures.  A public hearing will take place on September 1, 2005, at the TST-BOCES complex.
· Spring Street Bridge - this month the advertisements for design consultant request for proposals will occur.  The replacement construction is anticipated for 2006.
· Ellis Hollow Road Reconstruction - It was reported design will resume in 2006 and will reconstruct three miles of the Rural Major Collector.  The rehabilitation may include shoulder, drainage, and sight-distance upgrades.  The budget was established in 2001 and at that time was $1.65 million.  Ms. Kiefer expressed concern for the increase in costs since 2001 and said we should increase the budget.  Mr. Sczesny said the scope would be adjusted to stay within the budget and Mr. Marx agreed with that approach.  Ms. Kiefer believes rather than changing the scopes it would be better to do what is needed, snce it will be at least twenty years before we get back to this road.  Mr. Winch agreed and said it does not save money to cut corners.  A discussion regarding design work occurred during which Mr. Lampman noted it is still early for this project.  Several meetings with residents did not come to any conclusion relating to the design.
· Project Close-Out - Mr. Lampman indicated there has been a change in the manner projects are closed out.  He has experienced some difficulties in the submission of information to New York State Department of Transportation and has had to resubmit some material due to conflicting directions for submission at the Federal level.  Mr. Winch and Mr. Todd expressed their concern that full reimbursement is not received in a timely manner, noting some of the projects were completed several years ago.
· McLean-Cortland Road - it was clarified that Phase 3 of the project that will consist of the bridge rehabilitation will be placed on the TIP list for approval.  Once approval is received it will be reestablished as a project.  At this time New York State Department of Transportation is in receipt of the schedule and it is hoped to hear from them in a timely manner.
· Hanshaw Road - A second public meeting will be held on August 31, 2005 at a location to be determined.  Public notification will occur via e-mail of those provided to the Highway Division as well as roadside signage and website notices.  Ms. Schuler asked if modifications to Brown Road/Route 13 would have an impact on this project and was informed it would not, there may be possible sight-distance modifications but not the inclusion of additional lanes.
· North Triphammer Road - The Village is presently undertaking work on pipes adjacent to the road, this work is anticipated to continue into 2006.  Mr. Lampman said the delay to undertake construction on Warren Road is good; to have both roads under construction at the same time would be detrimental.

Capital Payment Summary - Highway

 The Committee reviewed the material submitted.

Air Service Committee - Discussion

 Ms. Kiefer spoke of the recent Air Service Committee minutes provided to Legislators that indicated a potential restructuring of the airport management.  She said it indicated following an Air Service Committee recommendation the County Attorney would draft an amendment to the Charter.  Ms. Kiefer believes if a recommendation for restructuring occurs it should be reviewed by Facilities and Infrastructure prior to the County Attorney drafting amendments.  Mr. Nicholas clarified that the County Attorney's review was to make a determination if it is possible.   Mr. Marx said the review would clarify what was allowable or if there is not any way to restructure.  It was further clarified that while an amendment to the Charter would go through Government Operations Committee, the Facilities and Infrastructure Committee would be informed throughout the process.

Transient Ramp Rehabilitation - Non-Eligible T-Hangar Work

 Mr. Nicholas provided information relating to the current work being undertaken for the transient ramp rehabilitation at the T-Hangars.  He explained again the initial project would correct flaws in the ramp that allow water build up and ice problems in the hangars during winter months.  The initial project was partially funded by the FAA for the center portion of the ramp, but not for the outside areas that FAA does not consider part of the taxiway.  While undertaking this project it was discovered that the top part of the pavement closer to the runway area also has the same problems.  To repair this section the FAA is willing to fund the project in the same manner as the initial project.  The local share of the expense is $23,000; however, the contractor performing the work is interested in purchasing the old generator for $5,000 that will reduce the local share to $18,000.  Mr. Nicholas said the local share would be covered by airport revenue.  Consensus of the committee was to approve the additional work at the T-hangar location as outlined.

 In response to Ms. Schuler's question, Mr. Nicholas said rents for T-hangars are adjusted annually based on the Consumer Price Index.

 Mr. Penniman inquired if the airport has been affected by the Northwest Airlines strike.  Mr. Nicholas said that at this time local operations are not affected; he believes there may be some difficulties in certain areas of the country but he does not believe they are significant.

2006 Proposed Budget

Airport

 Mr. Nicholas said he based his 2006 budget on conservative estimates using information available at this time.  As a result of increased enplanements with the arrival of Northwest, as well as the anticipated landing fees Northwest will begin to pay, he has not requested any increase in his fiscal target and therefore has not requested County funding in this area.  He said there are items outside of the budget he would like to see funded:  (1) increased staff to reduce overtime created by additional flight schedules that require approximately 21 hours of operations per day at the terminal.  This would reduce overtime from 218 hours per person annually to 80, and it was noted there would not be any union implications; (2) the flight information system in the terminal requires upgrade; (3) upgrade and increase size of gasoline tank in the fuel farm; and (4) the purchase of a heavy-duty vehicle for paint spraying on the runway.  It was originally thought these items could possibly covered by the airport reserve, however Mr. Squires indicated there would be a liquidity problem if done in this manner.  Through discussions with the County Administrator and Finance Director a determination was made the airport could fund $100,000 of the total $175,000 required to fund these items.  As a result, an OTR will be requested for the $75,000.  It was suggested that Mr. Nicholas look at the possibility of leasing the heavy-duty vehicle rather than purchasing one due to its limited use.  Although Mr. Nicholas had reviewed the possibility of co-owning one he had not yet looked at leasing options and will do so.

 During the discussion Mr. Winch spoke of the potential changes in transportation patterns that may develop as a result of fuel shortages.  He said it could be more reasonable for parents to fly children to their higher education facility and then send personal belongings by freight than to drive them to schools.  In addition, he spoke of a potential reduction of ticket purchases if businesses opt for teleconferencing.  Mr. Nicholas said at this time the number of passengers flying nationwide has increased to pre-2001 figures.  In response to Ms. Schuler's question, he said the café has experienced a slight increase, which he believes is a result of increased flights at the airport; the present contract will expire in April 2006.  Due to the amount of interest in airline industry information and the work of the Air Service Committee, it was suggested that a joint meeting occur at some point to fully understand what work is being undertaken regarding the Ithaca Tompkins Regional Airport.

 Mr. Todd spoke of security measures such as removal of shoes, stating he feels it is unreasonable to request this of senior citizens.  Mr. Nicholas said the security measures are being reviewed for possible modification.

Solid Waste Division

 Ms. Eckstrom introduced Mr. Skip Parr to members, stating he is filling the Household Hazardous Waste position.

 Ms. Eckstrom proposes to maintain the present annual fee and noted her division is carrying over a million-dollar fund balance, of which approximately fifty percent is utilized within her budget.  She said the educational institution fees will be increased slightly to bring them in line with the formula reviewed this past year; a chart indicating the annual fee rates over a ten-year period will be provided to members.  She then spoke of having to modify her operations due to a New York State regulation that prohibit the use of scales for passenger and other non-hauler vehicles.  This will begin in 2006 and will require a great deal of public education as the change takes place.  Ms. Eckstrom will speak in more detail about these changes in September or October when a more definitive rate for the passenger/non-hauler patrons is determined.  She noted that when the facility was designed the intent was not to have 10,000 tons of material brought in by this class of patrons; as a result many of the problems seen with bottlenecked traffic and subsequent accidents have occurred.  Ms. Kiefer referred to Ms. Eckstrom's statement regarding the facility's use being beyond its design, and asked if there is any option to enlarge.  Ms. Eckstrom will bring information relating to the traffic study to a future meeting that will assist in clarifying her statement.

 Ms. Eckstrom reviewed written material that showed a five-year projected budget as well as a graph showing the Solid Waste Annual Fee for educational institutions since 1993.  She noted the cost projections for 2006 for the operation are approximately the same as this year.

 Ms. Eckstrom highlighted educational programs that have occurred this summer under the direction of Linett Short and spoke of work on the website for the division.  The website will continue to be developed in order to provide information on all aspects of recycling.  In addition, she continues to seek grants to offset the cost of programs.  The Household Hazardous Waste grant received was $42,000, which is less than previous years.  Mr. Parr is planning six collection events for 2006.

 Ms. Eckstrom noted that less than half of businesses are recycling, and they are not bringing high-grade paper.  Work with the business factor is planned.  Ms. Eckstrom said they hope to be able to expand collection of plastics to include numbers one through seven.

Information Technology Services

 Mr. Potter, Director, said his budget hinges on two factors:  (1) the on-going Criminal Justice Service Project (formerly CISNET) that requires a half-time position to maintain; and (2) an increase in operational costs due to amended labor grade of positions, maintenance of the operational network, and an increased cost for the internet service provider.  He explained that the internet service provider (ISP) has been Clarity Connect and was a group contract that included the County and schools in the area.  The local schools have opted to contract with OCM BOCES as a consortium and now the County is stand alone.  This contract cost has increased from $3,000 to $12,000, which is still a very good price for the County.

 A lengthy discussion took place relating to the Criminal Justice Service Project.  Mr. Potter explained that this was initiated as a result of a grant and provides a database of information that has the potential of being accessed by the appropriate criminal justice agencies throughout the area.  When the grant ended there was a need for a governance structure and the County has maintained it thus far.  Mr. Potter said to continue the project requires half-time of one staff member and he has not yet received direction of the long-term goals or what commitment level the County desires.  Mr. Winch feels this is a Public Safety issue and that the cost should not be borne by Information Technology Services.  He asked what would occur if the OTR were denied and the project eliminated.  Mr. Potter said that there is an anticipated retirement next year and he can shift his budget somewhat to allow continuation of the staff position until a vacancy occurs.  Mr. Potter said he has attempted to meet with municipalities that would be utilizing the information and only the City of Ithaca had attended the meeting.  Ms. Kiefer said the County used to have special projects funded within County Administration for developing projects such as this.  Mr. Potter said denial of the OTR would not adversely effect his department.  He feels that if it were determined to continue the project, then permanent funding needs to be appropriately made; if it is not thought it is necessary, as it is not mandated, then it should be cut.  Ms. Kiefer believes the appropriate criminal-justice advisory board should be contacted to ascertain the level of interest.  Mr. Winch felt the information should be brought forth to the Committee as a whole for a final determination.

 Mr. Potter informed the Committee he has been requested by the Board of Elections to be transferred to a non-billable status department.  He explained that depending on whether a department was State funded or locally funded, certain tasks performed by Information Technology Services were billed to departments.  The amount he receives is $2,100, and if the status changes he would be requesting the $2,100 amount as a target increase.  In response to Mr. Penniman's question regarding revenue from departments Mr. Potter said he receives approximately $25,000/year.

 Ms. Kiefer left at this time (4:15 p.m.).

Public Works Administration

 Ms. Nelson reminded the committee that Public Works Administration costs are divided amongst the four divisions. An OTR is being requested to offset the amount that the divisions will pay in 2006.  The percentage that each division will pay is based on the Venesky report.   With regard to Mr. Marx's new position of Commissioner of Planning and Public Works, a determination has been made to fund it equally from each department for 2006 with the Public Works portion being submitted as a one-time OTR.  For the 2007 budget submittal, an equitable formula for funding of the position will be determined.
 

20-Year Capital Plan

 Mr. Marx reviewed the Executive Summary provided to Committee members.  He explained that the development of the plan will take six to nine months and it is hoped to have it in place by the 2007 budget process.  It is his desire to have a draft of the plan available to the members by the next Committee meeting.

 Mr. Marx stressed that one issue the County is facing is how quickly it is approaching a reasonable limit of capital debt service obligations for projects now and in the future.  He believes that there will be unmet needs within the twenty-year plan with some occurring shortly.  Additionally, he spoke of the need for maintenance and how various decisions will affect bond rating; some years things may be under-funded due to project readiness, and other times the County may have substantial requirements it cannot avoid.  Mr. Winch stated he believes there should be a line item in the budget for maintenance.  Mr. Marx said that looking at the budget it appears there has not been enough funding for maintenance, however, the County has committed to spending $8 million over a five-year period in this area.  Once this is done funding will again be required to continue with appropriate maintenance funding for future work.  Mr. Winch said he would like to see how much has been spent to cover emergency repairs of the infrastructure, that often it is more costly than regular maintenance.  Mr. Marx said that providing maintenance without planning appropriately would require divesting some operations, it is unlikely the taxpayers would be willing to pay additional costs. Mr. Penniman inquired whether recommendations made in the Space Master Plan would be addressed.  Mr. Marx said they were addressed but cannot be done within the next three years.  Mr. Marx spoke of the need to have agreed-upon standards when determining the debt level of the County.  He said there are no new projects scheduled for 2006, but the approved Communications Capital Project and road projects will increase from $40 million to $70 million in outstanding debt when bonded.  The capital plan has been developed by Mr. Marx and reviewed by Mr. Whicher and Mr. Squires.

 A brief discussion then occurred regarding standards of measure and levels of debt.  Mr. Marx provided a sheet that stated various standards of measure that can be used.  He stated the Legislature should make a determination of what standard they believe to be the best.  He said the Budget and Capital Committee has requested a timeline.  There are two things required - one is to identify needs and secondly to look at the priority of needs and what should be the measure of capacity.  He believes the process of determining these things will require several reviews.

 Ms. Schuler left at this time (4:23 p.m.).

 Mr. Todd said he believes prioritizing needs is essential as it is obvious the County cannot afford to fund all proposed projects.

 Mr. Winch desired to make people aware of Public Works' efforts to modify procedures to become a more efficient department.  He believes this needs to be brought to the attention of the full Legislature.  Mr. Winch would like to show the Legislature how it can be much more efficient doing some work in-house such as using our bridge crew.  He would like a method to show the benefits through comparable cost comparisons.

 Mr. Todd left at this time (4:30 p.m.).

Adjournment

 Mr. Penniman declared the meeting adjourned at 4:30 p.m., without objection.

Respectfully submitted by Karen Fuller, Deputy Clerk