MINUTES
Facilities and Infrastructure Committee
January 28, 2003 
Board Chambers
2:00 p.m.
Present:  D. Booth, Chair; D. Kiefer; M. Robertson; D. Winch (arrived at 2:05 p.m.)

Excused: B. Blanchard

Staff:      S. Whicher, County Administrator; B. Nicholas, Airport Manager; M. Harris, Assistant Highway
  Manager; P. Messmer, Highway Manager; J. Lampman, Senior Civil Engineer

1)  Called to Order

    The meeting was called to order at 2:00 p.m.

2)  Chair's Report

    Mr. Booth did not have a report; however, he will in the future.  He also said that in future meetings he would ask if anyone from the public is present to address the committee.  

3)  Approval of Minutes

    It was MOVED by Ms. Kiefer, seconded by Mr. Booth, and unanimously adopted by voice vote by members present, to approve the minutes of the January 16th meeting, including the corrections submitted by Ms. Kiefer and Mr. Booth.  MINUTES APPROVED.

4)  Changes to Agenda

    At the request of Airport Manager Nicholas, the Committee agreed to delete the agenda item concerning the annual report for Cornell University Chemical and Radioactive Sites.  Mr. Nicholas will request the appropriate Cornell representatives to attend the next meeting to give a report.

    An item was added dealing with the McLean-Cortland Road reconstruction project.

5)  Airport - Exterior Landscaping

    Mr. Nicholas asked the Committee what level of involvement it wished to have in seeking bids for the exterior landscaping at the Airport. Mr. Nicholas explained the contract is seasonal and covers mowing, perennial and annual plantings, tree replacement, etc.  The current three-year contract with Cayuga Landscaping expires at the end of March.  Mr. Nicholas said the bid would be awarded to the lowest responsible bidder but would require Committee and Board approval as it is a multi-year contract.  Ms. Kiefer said one of her concerns is with pesticide use and asked that she receive a copy of the bid specifications which Mr. Nicholas agreed to provide.

    Mr. Winch arrived at this time.

    Mr. Booth stated the Committee would act on a recommendation to award once the bids were complete.

6)  Resolution - Demolition of Former Terminal Building

    Mr. Nicholas provided a brief overview of the proposed project for demolishing the Old Terminal Building to enable Phase II of Taughannock Aviation's facility expansion to proceed.  He presented a resolution to execute a contract with C&S Engineers, Inc., for design services in connection with the demolition of the Old Terminal Building and the scope of services.  The funding is available in the Airport's operational budget, and it is anticipated there will be no fund balance in that account at the end of the year.  Mr. Nicholas stated that items 3-5 in the scope of services were declined as current Airport staff can handle the responsibilities outlined.  He reported Taughannock Aviation has received a bid of $150,000 for the demolition, and that Tompkins County needs its own bids.  He mentioned that by agreement Taughannock Aviation will pay half the cost of demolition up to $70,000.  Ms. Kiefer noted that this is an example of the kind of work that the County could seek to have done by an engineering firm other than C&S, since our contract with C&S is not exclusive.  Mr. Nicholas spoke about his support for contracting with C&S Engineers, Inc.  Mr. Whicher noted the airlines will be responsible for 75 percent of the costs of this project and strongly recommends the Committee move forward this year as the costs will increase substantially if the project is delayed.  He also commented the PARS (Project Approval Requests) form will be used for this project and the Engineering staff will review the proposal.  

    Mr. Winch requested that the specifications include a requirement that the foundation area be filled with six-inch lifts, and tamped to prevent sinkage later on.

    Ms. Kiefer again expressed a concern that the Committee is not looking at other contractors.

It was MOVED by Ms. Robertson, seconded by Mr. Winch, and unanimously adopted by voice vote by members present, to submit the following resolution to the full Board for approval:

RESOLUTION NO.         - AUTHORIZING AN AGREEMENT WITH C&S ENGINEERS, INC., FOR DESIGN SERVICES IN CONNECTION WITH DEMOLITION  OF THE OLD TERMINAL BUILDING - ITHACA TOMPKINS REGIONAL AIRPORT

    WHEREAS, Taughannock Aviation Corporation (TAC) is desirous of having the Old Terminal Building removed to make room of Phase II and Phase III of their facility expansion, and
    WHEREAS, the County's lease agreement with TAC provides for demolition costs of the Old Terminal Building to be shared between the County and TAC, with the maximum exposure to TAC being $70,000, and
    WHEREAS, it is necessary for the demolition and asbestos abatement to be publicly bid requiring detailed bid documents to ensure the project meets all local, State, and Federal regulations, and
    WHEREAS, C&S Engineers, Inc., have suitably qualified environmental engineers with expertise in demolition and have proposed the design, preparation and contract documents and assistance with evaluation of the bids for a total fee not to exceed $9,212, now therefore be it
    RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That an agreement with C&S Engineers, Inc., for $9,212 be and hereby is approved and that the County Administrator is authorized to execute the appropriate documents,
    RESOLVED, further, That the cost of this engineering contract be part of the Airport's operational budget.
SEQR ACTION:  TYPE II-2
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NOTE:  The Old Terminal needs to come down to make room for Taughannock Aviation's new General Aviation terminal building which is scheduled for construction this year.  TAC received a demolition bid for $150,000 that, after paying their maximum commitment of $70,000 would leave $80,000 for the airport to pick up.  The County needs to go out to bid to ensure that this bid is fair.  The TAC bidder will be asked to make a bid based on the County documents.  The scope of services, including those we are not asking C&S to provide, are attached.

Due to efficiencies realized from a previous C&S contract (Resolution 147 of 2002) there is in excess of $11,000 to cover the costs of this project.

7)  Report on Snow and Ice Removal Costs

    Mr. Harris, Assistant Highway Manager, distributed a graph outlining the 2000-2003 overtime costs spent in the Highway Division on snow and ice removal to date.  He reported that since the first of the year, the Division has used over 3,500 tons of salt (8,000 tons was budgeted for 2003).  An additional 1,000 tons was ordered yesterday.  The amount of fuel used this year has also increased.  By this point in the year last year $4,631.32 was spent on fuel compared to $10,312.47 to date this year.  Funds to cover some of these expenses will likely have to come from the material and/or equipment lines of the budget.

    Ms. Kiefer stated a Town of Danby resident had contacted her about a concern with the condition of roads and why the County-owned section appears much barer than the Town-owned section and asked if the County had a bare roads policy.  Mr. Messmer stated the County does not have a bare roads policy; the County uses straight salt and many towns use sand.

    Ms. Kiefer was excused at 2:45 p.m.

    Mr. Whicher requested that a follow-up report be provided on cost overruns.  

8)  Update on Beach Road Bridge

    Mr. Harris distributed copies of a draft letter to Charles Berggren, Town of Newfield Supervisor, concerning the Beach Road Bridge.  Mr. Booth commented that this action is considerably different than what the Committee thought at the January 16th meeting and that the County Attorney has interjected himself into this decision-making process.  The letter states that all charges incurred by the County will be reimbursed by the Town.  

    Mr. Winch expressed his concern with communication and asked if language could be added that all future communications concerning the Beach Road Bridge come from Town of Newfield Supervisor Berggren and Highway Manager Pete Messmer with consultation from Facilities and Infrastructure Chair Dick Booth who will communicate for the Committee.  A brief discussion followed and Mr. Messmer agreed to discuss this addition with the County Attorney.  

    Ms. Robertson asked for an update on the Red Mill Road Bridge; Mr. Booth requested this item be discussed at the next meeting and a draft proposal presented.  

9)  Resolution - Construction Funding Agreement - McLean-Cortland Road

    Mr. Lampman briefly explained the following resolution.  Mr. Winch raised a concern regarding whether State funding of this project will be available.

    It was MOVED by Ms. Robertson, seconded by Mr. Winch, and unanimously adopted by voice vote by members present, to submit the following resolution to the full Board for approval:

RESOLUTION NO.       - AUTHORIZATION TO EXECUTE CONSTRUCTION FUNDING AGREEMENT WITH NEW YORK STATE DEPARTMENT OF TRANSPORTATION - MCLEAN-CORTLAND ROAD      RECONSTRUCTION - PHASE I

    WHEREAS, a Project for the CR105, McLean-Cortland Road Reconstruction, P.I.N. 375241, in the Town of Groton, (the Project), is eligible for funding under Title 23 United States Code, as amended, that calls for the apportionment of the costs of such program to be borne at a ration of eighty percent Federal funds and twenty percent non-Federal funds, and
    WHEREAS, Resolution No. 164 of 1997 and Resolution No. 33 of 2002 approved the Project and authorized execution of an agreement with the New York State Department of Transportation regarding administration and funding of Scoping, Design (Phases I - VI) and Right-of-Way Incidentals, and
    WHEREAS, the County of Tompkins desires to advance the above project by making a commitment of one hundred percent of the non-Federal share of the costs of Construction, Construction Inspection and Supervision, and
    WHEREAS, in order to expedite advancement of the Project and realize potential total project cost reductions, the New York State Department of Transportation requires the County to appropriate one hundred percent of the project costs and then file for reimbursement of eligible costs, now therefore be it
    RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That Tompkins County Board of Representatives hereby approves the above-subject project and authorizes the County of Tompkins to pay in the first instance one hundred percent of the Federal and non-Federal share of the costs of Construction, Construction Inspection and Supervision work for the subject Project or portions thereof,
    RESOLVED, further, That the sum of $650,000 is hereby made available within account HZ5103.59239.53.02, McLean Road Capital Project Account, to cover the cost of participation in the Construction phase of the Project,
    RESOLVED, further, That in the event the full Federal and non-Federal share costs of the Project exceeds the amount appropriated above, the Tompkins County Board of Representatives shall convene as soon as possible to appropriate said excess amount immediately upon the notification of the New York State Department of Transportation thereof,
    RESOLVED, further, That the Tompkins County Highway Manager be and hereby is authorized to execute all necessary Agreements, certifications and reimbursement requests for Federal Aid and/or Marchiselli Aid on behalf of the County of Tompkins with the New York State Department of Transportation in connection with the advancement or approval of the Project and providing for the administration of the Project and the municipality's first instance funding of Project costs and permanent funding of the local share of the Federal-aid and State-aid eligible Project costs and all Project costs within appropriations therefore that are not so eligible,
    RESOLVED, further, That a certified copy of this resolution be filed with the New York State Commissioner of Transportation by attaching it to any necessary Agreement in connection with the Project,
    RESOLVED, further, That this resolution shall take effect immediately.
SEQR ACTION:  TYPE II-20
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Explanation:  This resolution (a modified standard State format) continues County administration of the project and states the County will pay one hundred percent of construction related expenses.  The agreement will permit eighty percent Federal and 15 percent State reimbursement of these costs.  Adoption of this resolution is required in order to obligate Federal funds for the construction.  Fund obligation is a prerequisite for authorization from New York State Department of Transportation to advertise for construction bids.

This authorization applies to only Phase 1 of the project.  Phase 1 rebuilds the 1/2 mile section of road that is closest to the Cortland County line, including realignment of a horizontal curve that was identified as treacherous at public information meetings.  The second phase is scheduled for 2005 construction and will rebuild from the end of Phase 1 to Peruville Road, including reconfiguration of the intersection and replacement of the bridge in McLean.

10)  2003 Goals
 
   Mr. Booth referred to the goals the Committee adopted last year.   He asked the Committee to consider what goals it wishes to adopt for 2003.   He also said he would like to have division heads attend meetings to give reports on projects being proposed down the road so that the Committee can consider upcoming concerns before specific issues require decisions.

    Below is a list of topics the Committee mentioned for possible inclusion in a list of goals for 2003.  This list was reviewed and revised at the January 28th Committee meeting.   11)  Adjournment

    The meeting adjourned at 3:27 p.m.


 

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