Staff:     J. Lampman, Highway Division; E. Marx, Administration; T. Rudy, Ithaca Tompkins Regional Airport; B. Eckstrom, T. Richardson, Solid Waste Division; C. Neslon, Public Works Administrator; G. Potter, Information Technology Services; K. Fuller, Recorder

Guests: S. Birchenough, New York State Department of Transportation; A. Tutino, Ithaca Journal; B. Steinkamp, Lite 97

Called to Order

 Mr. Booth called the meeting to order at 2:05 p.m.

Additions to and Deletions from the Agenda

 There were no additions to or deletions from the agenda.

Persons to Address the Committee

 There was no one wishing to speak to the Committee.

1) Chair's Report

Mr. Booth did not have a report.  Mr. Winch inquired whether a discussion would be taking place regarding the vacant position of Highway Superintendent.  It was noted that this will be placed on a future agenda.

2)  Approval of Minutes

 Mr. Booth requested the minutes of August 10, 2004, be tabled until the next meeting.

3)  Route 13 and Brown Road Intersection - NYSDOT

 Mr. Stan Birchenough, resident engineer of the New York State Department of Transportation spoke at the Committee's request regarding the above-noted intersection.  He stated that the State had planned to undertake a study regarding this intersection; he is requesting the study be made a high-level priority.  Mr. Lane expressed his concerns with traffic attempting to cross New York State Route 13 from Brown Road to Sapsucker Woods Road as well as those attempting to turn left from Brown Road.  The study will entail a review of accident data for the last five years, traffic patterns, vehicle speed, and other appropriate information submitted by Tompkins County.  It is anticipated that the study will take approximately sixty days.  Members of the Committee spoke of previous information that sometimes the accident data is found not only with motor vehicle accident reports but through emergency responder services as well.  The question was posed whether the County had the authority to determine that the Brown Road intersection be made right hand turn only and was informed it would most likely require State authorization.

 Mr. Lane asked Mr. Birchenough if the Governor's veto would affect the proposed relocation of the New York State Department of Transportation to the Dryden area, and Mr. Birchanough said that as far as he knew it did not.

4)  RESOLUTION NO.  APPROPRIATION FROM CONTINGENT  FUND FOR TERMINAL PAY – HIGHWAY DIVISION

 It was MOVED by Mr. Winch, seconded by Ms. Kiefer, and unanimously approved by voice vote to present the following resolution to the full Legislature for approval:
 WHEREAS, the Highway Division had one employee, Peter F. Messmer, Highway Manager, terminate employment effective July 6, 2004, and
 WHEREAS, the Fiscal Policy of Tompkins County allows for terminal pay replacement from the Contingent Fund, 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 appropriations:

FROM:  A1990.54440  Contingent Fund  $9,875.33
TO:  D5010.51000266 Salary – Highway Manager $9,875.33
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Explanation:  Pete Messmer resigned on July 6, 2004, and had benefit time remaining that he was entitled to receive as terminal pay.

5) RESOLUTION NO.     - AUTHORIZATION TO EXECUTE EXTENSION OF HIGHWAY SNOW AND ICE AGREEMENT  WITH THE STATE OF NEW YORK - HIGHWAY DIVISION

 It was MOVED by Mr. Winch, seconded by Ms. Schuler.  Ms. Kiefer indicated her belief that due to the length of time the existing contract runs for (to 2007) it is not in the County's best interest to make the agreement as there are many "unknowns" in the future.  Mr. Lampman explained there are provisions within the contract that enable modification, that the agreement approves modifications of routes covered under the contract.  Mr. Booth felt the state that this is a time and materials contract.  He then inquired what would occur if the agreement were not approved.  It was noted that the County covers primarily the western end of the County and the State the easterly side; this work provides year-round work for the Highway Division crews and provides for revenue to cover the cost of doing so.  Mr. Winch explained he is concerned with the increasing costs of fuel as well as the wear on equipment.  Mr. Lampman stated there is a fuel adjustment built into the contract. Mr. Winch said he believed it may be at a previous year's rate and therefore may be costing the County; he would like to know if the agreement can specify actual costs.

 A voice vote on the resolution resulted as follows:  Ayes - 4 (Legislators Booth, Lane, Schuler, and Winch); Noes - 1 (Legislator Kiefer).  MOTION APPROVED

 WHEREAS, the County of Tompkins has heretofore entered into an agreement with the State of New York pursuant to Section 12 of Highway Law relating to control of snow and ice on State highways
 WHEREAS, Sections 7 and 10 of said agreement respectively provide a method of modifying the map of affected State highways and for annually updating the estimated expenditures, and
 WHEREAS, it would be in the best interest of the County to extend said agreement currently set to expire June 30, 2006 as modified and updated, for an additional two-year period, now therefore be it
 RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That an extension of the snow and ice agreement is hereby authorized for a period of two years from July 1, 2006 through June 30, 2008 and the County Administrator be and hereby is authorized and directed to execute such extension on behalf of the County,
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EXPLANATORY NOTE:

The County Highway Division has provided Snow and Ice maintenance on State Highways since 1974, under annual extensions to the current agreement. The proposed agreement extends the term to June 30, 2008.  The agreement does not change the highways maintained by the County, but provides opportunities for future changes, if necessary. This resolution authorizes extension of the agreement for one year beyond the proposed term.

6) Highway Division Annual Report

The Committee made the following comments/suggestions:
· Future reports should indicate what the annual planned work vs. the work completed, during that year (i.e., in number of miles)
· Future reports can include information on training but should not specify actual names of employees

7)  RESOLUTION NO.   - ESTABLISHING A RENEWABLE ENERGY STANDARD FOR COUNTY ELECTRICITY USE

 It was MOVED by Ms. Schuler, seconded by Mr. Lane.  It was noted that the resolution was brought forward from the Environmental Management Council to the Planning, Development, and Environmental Quality Committee last month.  A brief discussion took place regarding supporting information provided to members.  It was requested that Mr. LeMaro be contacted to determine how his figures were determined for the energy analysis; Ms. Kiefer said Mr. Christiansen's figures had initially been provided by Mr. LeMaro and did not understand the discrepancies.  Mr. Marx noted the goal is to reduce emissions by 2008 and there is no intent to spend an additional $5,000 on entering next year.  Mr. Winch inquired what the cost implication of using renewable energy may be.

 A voice vote resulted as follows:  Ayes - 5; Noes - 0.  MOTION CARRIED.

 WHEREAS, on April 4, 2001, Tompkins County adopted Resolution No. 69 of 2001 to participate in the Cities for Climate Protection (CCP) campaign, a project of the International Council on Local Environmental Initiatives (ICLEI), and
 WHEREAS, the Cities for Climate Protection campaign is a voluntary program for municipal governments to identify sources of greenhouse gas emissions within their jurisdictions, identify opportunities and implement a proactive approach to reducing climate change impacts at the local level by working through five milestones:

1. Conduct a local emissions inventory and forecast of greenhouse gas emissions,
2. Adopt an emissions reduction target,
3. Draft a Local Action Plan to achieve the target,
4. Implement the action plan
5. Evaluate and report on progress,

and,

 WHEREAS, in September 2001, Tompkins County completed Milestone 1 of the CCP campaign by developing a county-wide inventory of greenhouse gas emissions for the base year of 1998, that includes separate information on county government contributions, known as The Tompkins County Greenhouse Gas Emissions Inventory Report; and on August 6, 2002, the Tompkins County Legislature reached Milestone 2 of the CCP campaign by adopting the following goal:  Tompkins County will, by 2008, reduce its emissions of greenhouse gases generated by county operations by20% (as measured by eCO2) compared to the base year of 1998; and on July 15, 2004, the Tompkins County Legislature completed Milestone 3 of the CCP process by adopting the Local Action Plan to Reduce Greenhouse Gas Emissions for County Government Operations, and
 WHEREAS, although county governmental operations only constitute one half of one percent (1/2%) to total county-wide emissions, the Local Action Plan will be used as an example for community-wide efforts to reduce greenhouse gases in the future, and
 WHEREAS, an important and related effort is to move toward the use of renewable "green" energy sources such as wind, solar, and biomass, and
 WHEREAS, leadership at the local municipal level is essential in achieving fundamental policy change, and Tompkins County has provided such leadership through the installation of the Tompkins County Public Library solar panels, which currently provide 2% of the County's electricity use, and
 WHEREAS, the Environmental Management Council has recommended that the County Legislature adopt a renewable energy standard for County electricity use, now therefore be it
 RESOLVED, on recommendation of the Planning, Development and Environmental Quality and Facilities and Infrastructure Committees, That the Tompkins County Legislature continue its efforts to reduce greenhouse gas emissions by adopting a renewable energy standard that sets the following goal:

Tompkins County will increase its proportion of non-polluting, renewable energy so that 5% of its annual electricity use will be from renewable sources by 2008,
 RESOLVED, further, That the Local Action Plan will be updated to include this renewable energy standard.
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8) 2004 Facilities and Infrastructure Goals

The Committee reviewed the 2004 Facilities and Infrastructure Goals provided and noted the following:
· Goal 2 - To continue the identification and initiation of actions on emergency needs related to the County government's infrastructure - this item should be placed on an upcoming agenda.
· Goal 3 - To establish a database that will allow the County to evaluate past performance of bidders on County projects in order to improve the County's ability to identify responsible bidders:  Mr. Squires will be requested to provide an update on the status of this task.
· Goal 4 - To continue to explore alternatives respecting possible energy savings in the operation of County facilities and use of County vehicles and other machinery:  it was suggested that a review of bid information related to energy savings be part of vehicle purchase decisions.
· Goal 8 - To understand the obligations and assess future impacts, specifically with respect to the role of ITS, for the multi-agency Criminal Justice data management project, the Health Insurance Portability and Accountability Act (HIPAA), and the NYS Department of Health Preparedness and Response to Bioterrorism program - the Criminal Justice data management project is an area that requires a joint discussionby this committee and the Public Safety Committee.
· Goal 11 - To participate in discussions with towns related to sharing and possibly "swapping" certain highway and bridge responsibilities, including financial and ownership obligations pertaining to those responsibilities - it was noted that meetings between the Highway Division and individual municipal highway supervisors are taking place.
· Goal 13 - To continue to examine options for snow and ice treatment on county highways that may be more economical and/or economically friendly than current practices - it was requested that a status report be provided.
· Goal 14 - To review the status of, the basis for, the County's bridge planning efforts in terms of identifying those bridges that are of critical importance, those that are of lesser importance, and those that might be considered for abandonment at some future point - the Committee determined more discussion is needed regarding how to revise  financing of bridge projects by possibly developing a financing formula to more fairly represents cost burdens to the County and municipalities.
· Goal 17 - To review the existing Solid Waste fee formula for institutions - the review process is occurring and tonnage and disposable tonnage figures are in the process of being obtained.  The basis for the formula will be reviewed for possible change in 2006.
· Goal 20 - To explore the establishment of a County Reuse Center, as it relates to the Solid Waste Management Plan - Ms. Kiefer stated it should be noted this goal has not been addressed to date.  Ms. Eckstrom said the plan is in the process of being updated to include new partners as well.
· General Comment - it was thought a small bar graph next to goals would provide information on the progress of each goal as well as a date at the beginning of the report.

9) Authorization to Bid Curbside Collection of Recyclable Materials

  Ms. Eckstrom stated this is the five-year curbside collection bid.  Mr. Richardson noted that this is for pick-up of curbside collection of recyclable materials twice a month.  In addition to previous requirements the bid calls for GPS tracking verification as well.  The GPS tracking provides information of the location and time the collection vehicles are in particular areas and provides confirmation of missed stops.  The information is used to provide for potential fines when the collections route have not been completed in a proper manner and to permit the collector to follow-up on missed stops.  Also noted was that the collectors require various sized vehicles due to the nature of collection areas.  Mr. Richardson said he believes there are at least three parties that may be interested in the bidding process.  Consensus of the Committee was to authorize this contract to go out to bid and require it to be brought back to the Committee for the award of bid.  Ms. Schuler also noted that there should be a form of fine or accountability when the collectors do not properly replace items not collected such as paint cans.  Ms. Eckstrom noted the 2005 budget estimate is based on the best estimate of the proposed contract and therefore a change may occur in the actual budget.

10)  Solid Waste Budget Update

 Ms. Eckstrom provided members with a five year budget for the Solid Waste Division.  She noted that there is a significant change due to reallocation of staff hours to more appropriately reflect time spent in each program.  She explained that at this time there will be efforts made to deal with recycling, reduce, and reuse in the commercial sector.  She also expressed the need to review the annual fee for the commercial sector and possibly to provide a more equitable method of relating the commercial sector rate  to the residential rate.  In addition, efforts are taking place to work with the commercial sector to increase recycling efforts.  She noted that at this time 80 - 85 percent of residential homes recycle while only 20 percent of the commercial sector does so.  She also noted old landfill costs will primarily stay at their current level (for example, DR-7 counts as $3.00 of the Solid Waste Annual Fee), noting that the changes from year to year are due to staffing.  Ms. Eckstrom noted correspondence has been received from the Village of Freeville indicating they believe the leachate volume that the County would be adding may present an overload on the system.  She also noted that the Solid Waste fund balance can no longer be expected to subsidize the Solid Waste Annual Fee.  Mr. Lane noted he would like to be informed of the discussions.

Ms. Kiefer requested that the 2004 budget be modified to reflect the 2005 staffing reallocation to provide a more accurate comparison between the years.  Mr. Winch inquired about preventive maintenance of equipment at the Recycling Center and was informed that it has been done on a regular basis by a reliable individual.  Ms. Eckstrom stated there is an operational plan in place and noted the present preventive maintenance individual is leaving. Mr. Richardson said he is confident the replacement has comparable abilities.

 Ms. Schuler was excused at this time, 3:30 p.m.

11)  Airport Terminal Carpet Replacement
 
Mr. Rudy, Assistant Manager, stated three bids were received for the carpet replacement.  It was noted no local vendors participated in the bid.  The Committee agreed to approve the lowest bid with JSC Flooring Company of Liverpool, New York.
 
12)  2003 Annual Report

 Ms. Nelson said this is the first annual report developed by the Public Works Cabinet.  She explained the process used to develop the report.  The 2004 report will include Weights and Measures.  It was suggested that the municipalities should receive copies of the report.  The following suggestions were made for the 2004 report:
· A summary of unmet training needs should be included.
· Inclusion of information relating to major challenges facing the division shall be included.
· It would be useful to include several years worth of data when including charts.

Mr. Potter noted the only difficulty is the timing of the report.  It was noted that it should be a consistent period of time for all divisions.

13) Capital Program

 Mr. Marx briefly covered the 2005 Capital Program being proposed by the County Administrator.  Solid Waste and Airport are not included because there are no local funds.  For Highway, all Federal aid projects are lumped together and projected to be financed together with ten-year bonds.  A question was raised as to whether any might be dropped.  The $8 million project for roads was based on the pavement management system and includes no specifics at this time.

14)  Equipment Purchases

 Mr. Lampman spoke of the need for additional equipment to allow an additional crew to provide maintenance work.  This would be two ten-wheel dump truck and a grade-all.  He explained that recently there have been extreme delays in receiving vehicular equipment, and he is concerned about possible delays. The Committee agreed the 2004 capital project should be amended to enable the purchase of the equipment so that the new crew would be able to take advantage of the next construction season.  It was noted that payment would not be due until 2005 and by ordering now the County may experience a cost savings because the 2005 State bid price is anticipated to much higher.

15) Adjournment

 The regular meeting adjourned at 4:15 p.m.

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