Present:   R. Booth, Chair, D. Kiefer, Vice Chair; D. Winch (2:00 p.m.), M. Lane, N. Schuler
 

Staff:     J. Lampman, Highway Division; E. Marx, Administration; T. Todd, Legislature; B. Ecktrom, Solid Waste Manager; A. LeMaro, Facilities Director; R. Nicholas, Airport Manager; K. Fuller, Recorder

Called to Order

 Mr. Booth called the meeting to order at 1:45 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.

2)  Establishing a Unit Charge for the 2005 Solid Waste Annual Fee

 Ms. Eckstrom spoke of the need to maintain a ten percent fund balance for the division stating it was previously thought an increase in the solid waste annual fee would be necessary. Due to additional revenues of approximately $100,000 from the recycling program this will not be necessary. In addition, as a result of discussions with the educational institutions to date regarding adjustments in the current formula that determines their fees, an estimated $23,000 additional revenue in 2005 should be generated from the institutions. A graph indicating the expenditure of funds received from the annual fee was distributed.  Ms. Eckstrom recommends maintaining the $52 annual fee for 2005.

 A discussion took place relating to the existing formula used for determining solid waste charges for the educational institutions.  Ms. Kiefer expressed serious disappointment that the calculations still do not take use the actual County tonnage but using the old 40,0000 tonnage figure.  She reminded the group that she has pointed out this mistake for the last several years.  She is glad Ms. Eckstrom  finally got some updated figures from Cornell, but why not use the County's actual figures.  Ms. Eckstrom noted that discussions with Cornell University indicated that it had been agreed that the figure would remain at 40,000 until such time as the formula was reconfigured.  She said that if the formula were modified immediately, it would create a large increase that could create substantial opposition from the educational institutions.   It was explained that the original 40,000 ton figure was based on what occurred at the time of the initial formula's calculation; since that time the tonnage has fluctuated due to a loss of recylables.  Ms. Eckstrom recommended the modest changes in calculations used in applying the existing formula to the educational institutions.  Ms. Kiefer said she believed the 2005 fees for educational institutions should be based on the actual County tonnage figure and suggested Ms. Eckstrom could tell the colleges the Facilities and Infrastructure Committee had noted the error and want it corrected.  Mr. Marx felt that rather than change now a change in the fee structure needs to be determined.

 Mr. Winch arrived at this time.

 The Committee requested that the formula topic be placed on the next agenda for discussion.

 Ms. Eckstrom said she eished to notify the educational institutions that the item will be on the next agenda.

3)  RESOLUTION NO.    - AWARD OF BID - CURBSIDE RECYCLING - SOLID WASTE DIVISION

 It was MOVED by Mr. Winch, seconded by Ms. Kiefer.  A brief discussion occurred regarding the number of bids; it was noted there were only two and that they differed substantially in cost.  The question of whether there was any connection between the two firms was raised.  Ms. Eckstrom will investigate the matter and report to the Committee.  It was noted that there are approximately 33,000 households within the County.  Ms. Eckstrom noted the contract amount may result in a deficit of $5,000; however, due to revenue offsets in other aspects of the division's budget, this loss should be absorbed within the proposed budget.   The Committee then discussed the anticipated increases in the contract and was informed by Ms. Eckstrom that the figure used is the CPI figure.  Members requested to be informed which CPI calculation was being utilized.  Ms. Eckstrom will review the information with Mr. Wood, County Attorney, to determine if the terms related to the increases calculated by the specific CPI index need to be added to the agreement or if a letter of clarification is sufficient.

 Mr. Winch noted that since the haulers have installed the route confirmation system he has not received complaints from constituents related to pick up services.

 Ms. Schuler stated that due to the lack of specific information for her district she would chose to abstain voting.  [Information was provided prior to the full Legislature vote on the matter and she subsequently supported the resolution.]

 A voice vote on the resolution resulted as follows:  Ayes - 4; Noes - 0; Abstained - 1 (Schuler).  MOTION CARRIED.

 WHEREAS, the Department of Finance has duly advertised for bids for curbside collection of recyclables, and
 WHEREAS, two (2) bids were received and publicly opened and read on September 17, 2004, now therefore be it
 RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That the bid for curbside collection of recyclables be awarded to Casella Waste Systems of NY, Inc./d.b.a. Superior Disposal of Newfield, New York, being the lowest responsible bidder with a base bid of $15.34 per unit,
 RESOLVED, further, That the bid be awarded for a term of five (5) years, with services commencing on or about October 15, 2004, renewable by mutual consent for up to two (2) additional three-year extensions,
 RESOLVED, further, That the Solid Waste Division be authorized to implement this bid on behalf of Tompkins County,
 RESOLVED, further, That the County Administrator be authorized to execute a contract to implement this bid.
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It was MOVED by Mr. Winch, seconded by Mr. Lane, and unanimously approved by members,  to approve the minutes of September 14, 2004.

5) Capital Payment Summary

 The Committee reviewed the information provided.  Ms. Kiefer requested that report show the beginning and ending dates of the period for which the payment is made.

6) Authorization to Accept a Supplemental Agreement from the New York State Department of Transportation

RESOLUTION NO.               -  AUTHORIZING ACCEPTANCE OF A SUPPLEMENTAL GRANT AGREEMENT (No.9) TO THE TEN-YEAR MASTER AGREEMENT FROM THE NEW YORK STATE DEPARTMENT OF TRANSPORTATION (NYSDOT) – TO REHABILITATE, MARK AND LIGHT TRANSIENT RAMP (APPROX 27,500 SY) INCLUDING ASSOCIATED DRAINAGE – ITHACA TOMPKINS REGIONAL AIRPORT

              It was MOVED by Mr. Lane, seconded by Mr. Winch.  Mr. Nicholas explained this is a rebid of a previously approved resolution.  Initially the bid was not accepted and it was thought a better price could be obtained during the off-season.  In addition, it was noted that the FAA share is now 95% with the State and local share each being 2.5%.  It was also noted that the bid will be sent out in December 2004, or January 2005.  Mr. Winch noted it would be beneficial to issue the bid as soon as possible due to increasing costs of petroleum products.  A voice vote resulted as follows:  Ayes - 5; Noes - 0.  MOTION CARRIED.

WHEREAS, New York State Department of Transportation has offered a matching grant of $38,419 to the Federal Aviation Administration  (FAA) grant for the project listed in the resolution title, above, said FAA grant being accepted  by the Tompkins County Legislature through Resolution No. 166 on August 17, 2004, and
     WHEREAS, the total budget for the projects listed above is as follows :

              FAA Share         (95.0% )          Account No. HT 5601.44592          $ 1,459,904
              NYSDOT Share (  2.5% )          Account No. HT 5601.43592          $      38,419
            *Local Share        (  2.5% )          Account No. HT 5601.45031          $      38,418

                                               Total          Account No. HT 5601.59239          $ 1,536,741

            *Airline Rates and Charges
and

      WHEREAS, the NYSDOT share may be increased by up to 15 percent to a maximum of $44,182 based on approved eligible costs, now therefore be it
      RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That the NYSDOT Supplemental Agreement No. 9 be and hereby is accepted and the County Administrator is authorized to execute the required documents.
SEQR ACTION : TYPE II-20

We have already received and accepted the FAA grant (Resolution No. 166 8/17/2004) for this project which will be bid this coming winter for construction in 2005. The state grant has a certain amount of latitude built into it in the event the bid comes in over budget.

7) Approval of Position - Facilities

 It was MOVED by Ms. Schuler, seconded by Ms. Kiefer to approve the request to fill a cleaner position in the Facilities Division.  Mr. Booth noted it was approved by the Budget and Capital Committee earlier in the day.  A voice vote resulted as follows:  Ayes - 5; Noes -0.  MOTION CARRIED.

8) Facilities Status Report

 The Committee reviewed the report submitted and noted the following items:

· Item 58 (Old Jail Third Floor Renovations) - At this time the project is on hold pending
information from Administration.
· Item 6 (Scott Heyman Conference Room) - This work is temporarily on hold due to the need to
determine the best route for
ductwork in light of  structural concerns.
· Item 65 (Human Services Building Server Room Air Conditioning) - The work is awaiting a
contractor estimate prior to proceeding.

General Items

· The old signage for Buildings and Grounds at the Old Hospital complex should be removed.
The loss of heat within the Biggs B complex is in the process of being resolved.  County staff
have excavated the pipe; it is not anticipated that Health Department staff will have to move to a
different work site at this time.  Temporary space heaters have assisted in maintaining a suitable
temperature.
· Requests for modification of offices should be paid from the departmental budget rather than the
Facilities Division budget.
· The solar panels are operating properly.
· The Courthouse main entrance stairway has been repaired.

9) Position Request - Highway Division

 It was MOVED by Mr. Winch, seconded by Ms. Schuler, to approve filling the position of Equipment Service Technician.  Mr. Lampman explained this position is currently vacant due to a recent promotion.  Mr. Booth noted that the Budget and Capital Committee will be recommending to the Legislature that Personnel and Administration be notified by departments when making requests to fill vacancies.  Ms. Kiefer noted that the draft job description was not attached, and asked how the job has changed; no one had this information.  Mr. Marx indicated that there is not a problem with the request because it is a back-fill situation.  A voice vote resulted as follows:  Ayes - 4; Noes - 0; Abstained - 1 (Legislator Kiefer).  MOTION CARRIED.

10) Authorization to Execute Highway Design Contracts (Items A-G)

The following resolutions were offered for approval.  Mr. Lampman noted that the resolutions are requested to resolve a concern expressed by the New York State Department of Transportation (DOT) regarding the number of pending County projects DOT is asking that the County indicate their level of commitment to complete the named projects; the Legislature's approval of the following resolutions should resolve any concern DOT has and enable the work to proceed.  The ensuing discussion noted the following:

· The work is spread out among several contractors, as recommended by DOT.
· Mr. Lane inquired whether there will be any concern on the part of the municipalities regarding  projects such as Coddington Road and Warren Road.
· Mr. Booth expressed the importance of discussing these projects with the municipalities, possibly negotiating with them for contributions toward added features, such as sidewalks, if they desire additions to these projects.
· Mr. Lane also expressed the need to keep communications open with the towns.
· Ms. Schuler inquired whether the Coddington Road work was an enhancement to improve truck traffic in the area.  Mr. Lampman stated the driving forces in designing these projects are the condition of the roads and safety issues.  The project team will look at the needs of each road and address them consistent with State and Federal guidelines.
· Ms. Schuler would like to discuss truck traffic using County roads as a "pass through", those not specifically having commerce within the County, at some future date.
· Mr. Lampman noted he had a meeting with the Town of Ithaca related to the Coddington Road project and that residents were notified.  He believed it went well.  Mr. Lampman stated he is extending the mailing list to include residents who live near the roads but may be outside of the Town boundaries.
· Ms. Kiefer inquired what material was available for those seeking to win these design contracts and if the material varied from the capital project description.  Mr. Lampman noted the material provided was more detailed than the capital project description and that they were given the initial project proposal material.  Ms. Kiefer requested a copy of the material and that she be notified of the dates of meetings with the town.
· Mr. Booth noted the need to clearly define who is officially speaking for a municipality respecting any of these projects.
· Ms. Schuler inquired whether there is information related to the experience of the contractors.  Mr. Lampman reviewed the contractors, noting those with County experience and the new firms.  Mr. Lampman stated that all but one project are under budget and that the one over budget will be covered by savings within the other projects.
· Mr. Lane inquired at what point it may be worthwhile to consider an in-house engineering division, funded at least in part by using Federal/State money available for highway projects.  Mr. Lampman said it may be possible to create such an arrangement. Mr. Winch believed that an engineer could be utilized on many projects.  The Committee felt it may be worthwhile to study the possibility of creating this type of engineering capacity.
· Ms. Kiefer inquired if there is a priority list for the projects.  It was noted that subsequent to engineering work the County would have more information related to the projects to make  decisions about prioritizing these projects.

Item A - RESOLUTION NO. - AUTHORIZATION TO EXECUTE A CONTRACT WITH DEWBERRY - GOODKIND, INC., FOR DESIGN SERVICES – CODDINGTON ROAD RECONSTRUCTION PROJECT

 MOVED by Mr. Lane, seconded by Mr. Winch, and unanimously approved by members to submit the following resolution to the full Legislature for consideration.  MOTION CARRIED.

WHEREAS, the State of New York has included in the State Transportation Improvement Program (the STIP) a project whereby Federal sources will furnish 80 percent and State sources may furnish 15 percent of funding necessary for the reconstruction of Coddington Road between the Ithaca City Line and Danby Town Line in the Town of Ithaca, and
WHEREAS, the project has been evaluated by the Ithaca-Tompkins County Transportation Council to assure consistency with the community goals and objectives established in its Long Range Plan, and
WHEREAS, the Tompkins County Highway Division employed a consultant selection process in compliance with Federal and State requirements called the “Locally Driven Selection Arrangement” (LDSA) to chose a firm to provide design services, and
WHEREAS, Highway Division staff interviewed six (6) consultants through said LDSA process and recommended Dewberry-Goodkind, Inc., as best qualified to design the project, and
WHEREAS, New York State Department of Transportation will not request obligation of Federal aid for the project until the County Legislature commits in some fashion to advancing the project, now therefore be it
RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That upon obligation of Federal funds, the County Administrator or his designee be and hereby is authorized to execute a contract with Dewberry-Goodkind, Inc., of 183 East Main Street, Suite 700, Rochester, NY, for design and right of way incidental services in connection with the referenced project for an amount not to exceed $900,000,
RESOLVED, further, That the County Administrator or his designee be authorized to execute supplemental agreements on behalf of the County with cumulative value not to exceed 10 percent of the aforementioned contract amount, funds to be provided from capital account HZ5103.53.08 (Coddington Road Capital Project Account).
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Explanatory Note: Federal funds are budgeted for this project now, but their release by the State is awaiting passage of a resolution authorizing a design contract.  State (Marchiselli) funding was requested for this project in the 2004 State budget.  However, the level of funds appropriated may not cover the requested statewide needs.  Due to the lateness of the budget, the State will not confirm funding until late November.  If the 15% state share were approved, the local share of project design would be $45,000.  If the state share were not authorized, the local share would be $180,000.
The project proposal would reconstruct 3.5 miles of Coddington Road. Construction is scheduled for 2006.
The LDSA process selects firms based on qualifications and reduces County staff effort otherwise required to choose consultants for Federal aid projects.  The County has not worked with this consultant before.

Item B - RESOLUTION NO. - AUTHORIZATION TO EXECUTE A CONTRACT WITH BERGMANN ASSOCIATES FOR DESIGN SERVICES – WARREN ROAD RECONSTRUCTION PROJECT - HIGHWAY DIVISION

 MOVED by Mr. Lane, seconded by Mr. Winch, and unanimously approved by members to submit the following resolution to the full Legislature for consideration.  MOTION CARRIED.

 WHEREAS, the State of New York has included in the State Transportation Improvement Program (the STIP) a project whereby Federal sources will furnish 80 percent and State sources may furnish 15 percent of funding necessary for the reconstruction of Warren Road between State Route 13 and Asbury Road in the Town and Village of Lansing, and
WHEREAS, the project has been evaluated by the Ithaca-Tompkins County Transportation Council to assure consistency with the community goals and objectives established in its Long Range Plan, and
WHEREAS, the Tompkins County Highway Division employed a consultant selection process in compliance with Federal and State requirements called the “Locally Driven Selection Arrangement” (LDSA) to chose a firm to provide design services, and
WHEREAS, Highway Division staff interviewed six (6) consultants through said LDSA process and recommended Bergmann Associates, as best qualified to design the project, and
WHEREAS, New York State Department of Transportation will not request obligation of Federal aid for the project until the County Legislature commits in some fashion to advancing the project, now therefore be it
 RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That upon obligation of Federal funds, the County Administrator or his designee be and hereby is authorized to execute a contract with Bergmann Associates, of 28 East Main Street, Rochester, New York, for design services in connection with the referenced project for an amount not to exceed $741,000,
 RESOLVED, further, That the County Administrator or his designee be authorized to execute supplemental agreements on behalf of the County with cumulative value not to exceed 10 percent of the aforementioned contract amount, funds to be provided from capital account HZ5103.53.12 (Warren Road Capital Project Account).
SEQR ACTION: TYPE II- 21

Explanatory Note: Federal funds are budgeted for this project now, but their release by the State is awaiting passage of a resolution authorizing a design contract.  State (Marchiselli) funding was requested for this project in the 2004 State budget.  However, the level of funds appropriated may not cover the requested statewide needs.  Due to the lateness of the budget, the State will not confirm funding until late November.  If the 15% State share were approved, the local share of project design would be $37,050.  If the State share were not authorized, the local share would be $148,200.
The project will reconstruct Warren between Asbury Road and Route 13.   From Route 13 to Hillcrest Road would likely receive only pavement, shoulder and intersection improvements.  Construction is scheduled for 2006.
The LDSA process selects firms based on qualifications and reduces County staff effort otherwise required to choose consultants for Federal aid projects.  The County has not worked with this Consultant previously.  Work will be completed primarily out of Bergmann’s Elmira office.

Item C - RESOLUTION NO.  - AUTHORIZATION TO EXECUTE A CONTRACT WITH FISHER ASSOCIATES FOR DESIGN SERVICES – HANSHAW ROAD RECONSTRUCTION PROJECT - HIGHWAY DIVISION

 MOVED by Mr. Lane, seconded by Mr. Winch, and unanimously approved by members to submit the following resolution to the full Legislature for consideration.  MOTION CARRIED.

WHEREAS, the State of New York has included in the State Transportation Improvement Program (the STIP) a project whereby Federal sources will furnish 80 percent and State sources may furnish 15 percent of funding necessary for the reconstruction of Hanshaw Road between Sapsucker Woods Road and the Village of Cayuga Heights in the Town of Ithaca, and
WHEREAS, the project has been evaluated by the Ithaca-Tompkins County Transportation Council to assure consistency with the community goals and objectives established in its Long Range Plan, and
WHEREAS, the Tompkins County Highway Division employed a consultant selection process in compliance with Federal and State requirements called the “Locally Driven Selection Arrangement” (LDSA) to chose a firm to provide design services, and
WHEREAS, Highway Division staff interviewed six (6) consultants through said LDSA process and recommended Fisher Associates as best qualified to design the project, and
WHEREAS, New York State Department of Transportation will not request obligation of Federal aid for the project until the County Legislature commits in some fashion to advancing the project, now therefore be it
RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That upon obligation of Federal funds, the County Administrator or his designee be and hereby is authorized to execute a contract with Fisher Associates, of 135 Calkins Road, Rochester, NY, for design services in connection with the referenced project for an amount not to exceed $419,259,
 RESOLVED, further, That the County Administrator or his designee be authorized to execute supplemental agreements on behalf of the County with cumulative value not to exceed 10 percent of the aforementioned contract amount, funds to be provided from capital account HZ5103.53.10 (Hanshaw Road Capital Project Account).
SEQR ACTION: TYPE II- 21

Explanatory Note: Federal funds are budgeted for this project now, but their release by the State is awaiting passage of a resolution authorizing a design contract.  State (Marchiselli) funding was requested for this project in the 2004 State budget.  However, the level of funds appropriated may not cover the requested statewide needs.  Due to the lateness of the budget, the State will not confirm funding until late November.  If the 15% state share were approved, the local share of project design would be $20,963.  If the state share were not authorized, the local share would be $83,852.
The project is scheduled to rebuild 1.34 miles of Hanshaw Road beginning in 2006.
The LDSA process selects firms based on qualifications and reduces County staff effort otherwise required to choose consultants for Federal aid projects.  Fisher worked for the County on the Ellis Hollow Road capital project and currently is working with the Village of Lansing on its North Triphammer Road improvement Federal-aid project.

Item D - RESOLUTION NO. - AUTHORIZATION TO EXECUTE A CONTRACT WITH BARTON AND LOGUIDICE, P.C., FOR DESIGN SERVICES – NEWFIELD DEPOT ROAD BRIDGE REHABILITATION PROJECT (BIN 3314380) - HIGHWAY DIVISION

 MOVED by Mr. Winch, seconded by Ms. Schuler, and unanimously approved by members to submit the following resolution to the full Legislature for consideration.  MOTION CARRIED.

 WHEREAS, the State of New York has included in the State Transportation Improvement Program (the STIP) a project whereby Federal sources will furnish 80 percent and State sources may furnish 15 percent of funding necessary for the rehabilitation of Newfield Depot Road bridge over Cayuga Inlet, and
WHEREAS, the project has been evaluated by the Ithaca-Tompkins County Transportation Council to assure consistency with the community goals and objectives established in its Long Range Plan, and
WHEREAS, the Tompkins County Highway Division employed a consultant selection process in compliance with Federal and State requirements called the “Locally Driven Selection Arrangement” (LDSA) to chose a firm to provide design services, and
WHEREAS, Highway Division staff interviewed six (6) consultants through said LDSA process and recommended Barton and Loguidice, P.C., as best qualified to design the project, and
WHEREAS, New York State Department of Transportation will not request obligation of Federal aid for the project until the County Legislature commits in some fashion to advancing the project, now therefore be it
RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That upon obligation of Federal funds, the County Administrator or his designee be and hereby is authorized to execute a contract with Barton and Loguidice, P.C., of 290 Elwood Davis Road, Syracuse, NY, for design services in connection with the referenced project for an amount not to exceed $101,000,
 RESOLVED, further, That the County Administrator or his designee be authorized to execute supplemental agreements on behalf of the County with cumulative value not to exceed 10 percent of the aforementioned contract amount, funds to be provided from capital account HZ5103.53.09 (Newfield Depot Bridge Capital Project Account).
  SEQR ACTION: TYPE II- 21

Explanatory Note: Federal funds are budgeted for this project now, but their release by the State is awaiting passage of a resolution authorizing a design contract.  State (Marchiselli) funding was requested for this project in the 2004 State budget.  However, the level of funds appropriated may not cover the requested statewide needs.  Due to the lateness of the budget, the State will not confirm funding until late November.  If the 15% state share were approved, the local share of project design would be $5,050.  If the State share were not authorized, the local share would be $20,200.
The project will rehabilitate the bridge to meet the AASHTO recommended lane and shoulder widths and to include pedestrian accommodations, as well as eliminate structural deterioration. Construction is scheduled for 2006.
The LDSA process selects firms based on qualifications and reduces County staff effort otherwise required to choose consultants for Federal aid projects.  The County has worked with this Consultant previously on Solid Waste Division projects.

Item E - RESOLUTION NO. - AUTHORIZATION TO EXECUTE A CONTRACT WITH BARTON AND LOGUIDICE, P.C. FOR DESIGN SERVICES – STATION ROAD CULVERT REPLACEMENT PROJECT -         HIGHWAY DIVISION

 MOVED by Mr. Lane, seconded by Mr. Winch, and unanimously approved by members to submit the following resolution to the full Legislature for consideration.  MOTION CARRIED.

WHEREAS, the State of New York has included in the State Transportation Improvement Program (the STIP) a project whereby Federal sources will furnish 80 percent and State sources may furnish 15 percent of funding necessary for the replacement of a culvert carrying Station Road over Cayuga Inlet, and
WHEREAS, the project has been evaluated by the Ithaca-Tompkins County Transportation Council to assure consistency with the community goals and objectives established in its Long Range Plan, and
WHEREAS, the Tompkins County Highway Division employed a consultant selection process in compliance with Federal and State requirements called the “Locally Driven Selection Arrangement” (LDSA) to chose a firm to provide design services, and
WHEREAS, Highway Division staff interviewed six (6) consultants through said LDSA process and recommended Barton and Loguidice, P.C. as best qualified to design the project, and

WHEREAS, New York State Department of Transportation will not request obligation of Federal aid for the project until the County Legislature commits in some fashion to advancing the project, now therefore be it
RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That upon obligation of federal funds, the County Administrator or his designee be and hereby is authorized to execute a contract with Barton and Loguidice, P.C., of 290 Elwood Davis Road, Syracuse, New York, for design services in connection with the referenced project for an amount not to exceed $79,000,
 RESOLVED, further, That the County Administrator or his designee be authorized to execute supplemental agreements on behalf of the County with cumulative value not to exceed 10 percent of the aforementioned contract amount, funds to be provided from capital account HZ5103.53.13 (Station Road Capital Project Account).
SEQR ACTION: TYPE II- 21

Explanatory Note: Federal funds are budgeted for this project now, but their release by the State is awaiting passage of a resolution authorizing a design contract.  State (Marchiselli) funding was requested for this project in the 2004 State budget.  However, the level of funds appropriated may not cover the requested statewide needs.  Due to the lateness of the budget, the State will not confirm funding until late November.  If the 15% state share were approved, the local share of project design would be $3,950.  If the State share were not authorized, the local share would be $15,800.
The project will replace the deteriorated culvert.  Construction is scheduled for 2006.
The LDSA process selects firms based on qualifications and reduces County staff effort otherwise required to choose consultants for Federal aid projects.  The County has worked with this Consultant previously on Solid Waste Division projects.

Item F - RESOLUTION NO. - AUTHORIZATION TO EXECUTE A CONTRACT WITH DELTA ENGINEERS, P.C. FOR DESIGN SERVICES – RINGWOOD ROAD BRIDGE REPLACEMENT PROJECT (BIN 3314160) - HIGHWAY DIVISION

 MOVED by Mr. Lane, seconded by Mr. Winch, and unanimously approved by members to submit the following resolution to the full Legislature for consideration.  MOTION CARRIED.

WHEREAS, the State of New York has included in the State Transportation Improvement Program (the STIP) a project whereby Federal sources will furnish 80 percent and State sources may furnish 15percent of funding necessary for the replacement of the Ringwood Road bridge over Cascadilla Creek, and
WHEREAS, the project has been evaluated by the Ithaca-Tompkins County Transportation Council to assure consistency with the community goals and objectives established in its Long Range Plan, and
WHEREAS, the Tompkins County Highway Division employed a consultant selection process in compliance with Federal and State requirements called the “Locally Driven Selection Arrangement” (LDSA) to chose a firm to provide design services, and
WHEREAS, Highway Division staff interviewed six (6) consultants through said LDSA process and recommended Delta Engineers, P.C. as best qualified to design the project, and
WHEREAS, New York State Department of Transportation will not request obligation of Federal aid for the project until the County Legislature commits in some fashion to advancing the project, now therefore be it
 RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That upon obligation of Federal funds, the County Administrator or his designee be and hereby is authorized to execute a contract with Delta Engineers, P.C., of 164 Court Street, Binghamton, NY, for design services in connection with the referenced project for an amount not to exceed $119,663,
RESOLVED, further, That the County Administrator or his designee be authorized to execute supplemental agreements on behalf of the County with cumulative value not to exceed 10 percent of the aforementioned contract amount, funds to be provided from capital account HZ5103.53.11 (Ringwood Bridge Capital Project Account).
SEQR ACTION: TYPE II- 21

Explanatory Note: Federal funds are budgeted for this project now, but their release by the State is awaiting passage of a resolution authorizing a design contract.  State (Marchiselli) funding was requested for this project in the 2004 State budget.  However, the level of funds appropriated may not cover the requested statewide needs.  Due to the lateness of the budget, the State will not confirm funding until late November.  If the 15% state share were approved, the local share of project design would be $5,983.  If the State share were not authorized, the local share would be $23,933.
Construction is scheduled for 2006.

The LDSA process selects firms based on qualifications and reduces County staff effort otherwise required to choose consultants for Federal aid projects.  The County is working with Delta as a subconsultant on the Red Mill Road bridge project.

11) Finance Director - Discussion of Financing

 Mr. Squires addressed the Committee relating to the previously passed Highway contracts, asking for clarification of the obligation to be assumed the County.  He stressed the importance of coordination of the projects so that the County has the ability to provide funds in the appropriate manner.  Mr. Winch stated he believes items such as the highway contracts should be coordinated at the staff level, with the Administration's approval, prior to bringing the items to the Committee.

12) Schedule for the Highway Manager Search

 Mr. Marx provided a written description of the position and informed the Committee that a tentative search committee is being formed.  At this time the members will be Mr. Marx, Mr. Winch, Mr. Booth, three highway division staff members representing field and office responsibilities, an outside independent public works engineer, and a member of the Town Highway Superintendents' group.  Upon completion of the job description review the position will be advertised.  It is anticipated that the canvass will be completed in early November, interviews taking place in December, and a job offer to be made in January.  It was noted the last update for the position description was March 2001.

Mr. Winch, Ms. Schuler, and Ms. Kiefer expressed their desire to eliminate paragraph "c" related to educational qualifications from the job description as inappropriate given the full-performance description.  Mr. Booth concurred.  Mr. Lane did not agree, stating many qualified individuals have worked their way through the ranks of highway departments and obtained the necessary expertise.  In addition, the Committee requested that the language be modified to address the present chain of command.  Mr. Marx will bring back information related to the recommended changes.  Mr. Marx noted that at this time the search will be at least state-wide.

13) Adjournment

 The meeting adjourned at 3:09 p.m.

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