Staff:     B. Eckstrom, Solid Waste; P. Messmer, J. Lampman, D. Gregrow, Highway Division; E. Marx, Administration, A. LeMaro, Facilities; J. Kippola, Administration

Called to Order

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

1)Additions/Deletions to Agenda

There were no additions to the agenda.

The Public Works Administrator's Report was postponed.

2)  Chair's Report

 Mr. Booth did not have a report.

3)  Persons Wishing to Address the Committee

NYSEG Solutions Gas

 Ms. Kippola spoke to the Committee about the NYSEG Solutions Gas Bid.  She informed the Committee that she will sign documentation that would provide a fixed rate for natural gas for the period of November 1, 2003 through October 31, 2004, with an option for an additional year.  Ms. Blanchard explained that the bid would provide a therm rate that would not be exceeded during the contractual period; however, if the rate becomes lower than this figure. the County would be able to obtain the natural gas at the lower amount and readjust the maximum cost per therm.  The Committee thanked Ms. Kippola for this information.

 Ms. Robertson and Ms. Kiefer arrived at this time (2:07 p.m.).

4)  Minutes of September 23, 2003

MOVED by Mr. Winch, seconded by Ms. Blanchard to approve the minutes September 23, 2003 as amended.  A voice vote resulted as follows:  Ayes - 5, Noes - 0. MINUTES APPROVED.

5) Capital Project Audits

 Committee members reviewed the audits provided to them related to capital projects currently under way.  Ms. Kiefer inquired whether Jacobs Facilities, Inc. was asked to provide information regarding potential inmate fluctuation in the event Rockefeller Drug Laws were modified.  She was informed that although this was not part of the scope of work; however, that information is being compiled for the County.

6)  Authorization to Execute Extension of Highway Now and Ice Agreement with the State of New York

RESOLUTION NO:     - AUTHORIZATION TO EXECUTE EXTENSION OF HIGHWAY SNOW AND ICE AGREEMENT WITH THE STATE OF NEW YORK

 It was MOVED by Mr. Winch, seconded by Ms. Robertson, to submit the following resolution to the full Legislature for approval.  This is a contract that provides an hourly rate for equipment, materials, salary, and fringes of Highway Division employees for the snow plowing and ice removal of State highways.  The Committee discussed several aspects of the agreement, noting the cost of administrative services was not included in these amounts, what the effect of non-renewal of the agreement would be, and the impact of local municipalities not continuing agreements for snow and ice removal.  By consensus this resolution was tabled pending a review of the present agreement with New York State.  MOTION TABLED.

 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, 2004 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, 2004 through June 30, 2006 and the County Administrator be and hereby is authorized and directed to execute such extension on behalf of the County,
 RESOLVED, further, That the County is interested in continuing its relationship with the State for two years, the County is concerned about fuel prices and subsequent adjustments and would like the need for a fuel price adjustment to be reviewed as necessary.
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The County Highway Division has provided Snow and Ice maintenance on State Highways, under the current agreement, since 1974.  This resolution provided for the extension of our agreement for two more years, July 1, 2004 – June 30, 2006.  Reimbursement for Snow & Ice services is based on time and materials.

7)  Highway Equipment Replacement Schedule

Mr. Messmer provided Committee members with a revised Highway Equipment Replacement Schedule for 2004 that would reduce the planned expenditures for equipment to $362,200 (which after trade-in allowance would result in a total net planned expenditure of $291,000).  A discussion occurred regarding the ultimate cost saving of trading pick-up trucks approximately every two years rather than retaining them and bearing high maintenance costs in later years.  Mr. Messmer provided information related to vehicle purchases that could possibly be delayed, indicating his priority order.

It was MOVED by Ms. Blanchard, seconded by Mr. Booth, to reduce the total net expenditure from $291,000 to approximately $251,000 (these figures reflect trade-in allowance).  A voice vote resulted as follows:  Ayes - 4, Noes - 1 (Kiefer).  MOTION CARRIED.

8)   Budget Adjustment - Highway

 It was moved by Mr. Winch, seconded by Ms. Robertson and unanimously approved by members to approve the budget adjustment submitted.

Highway
Revenue Acct  Title   Amt  Approp Acct Title(s) __________
D5144  42302  Snow Removal         $176,015  D5142  54446 Town Services

Explanation:  Revenue received from New York State Department of Transportation was in excess of the budgeted amount.  Also, expenditures for town services are in the red and need additional funding to complete the 2003 winter season for town services.

9)  Red Mill Road Bridge Update

The Committee received information regarding the September 11, 2003, meeting with McFarland Johnson to discuss the status and direction of the Red Mill Bridge project.   At this meeting a variety of options were discussed, including:  (1) rebuilding the bridge on its current alignment and re-attaching the trusses to the sides of new two-lane bridge; (2) photo documenting the old bridge, removing the trusses and building a new bridge; (3) refurbish the bridge on its current location, for pedestrian use, and build a new bridge on the D-2 alignment; and (4) removing the bridge replacing it with a new bridge, and re-using the old bridge trusses at a different location.  Mr. Messmer reported that the preferred options were #1 and #4.  Some committee members expressed concern that a large project be undertaken that would benefit very few citizens of the area.  It was noted that if the bridge were not repaired/replaced those presently utilizing it would have to find a secondary route.

It was MOVED by Ms. Blanchard, seconded by Mr. Winch to follow the course outlined by staff to attempt to persuade the leadership of SHPO to approve either option #1 or #6 as outlined above.  A brief discussion occurred during which Ms. Robertson noted her preference would be option #1 with only a one-lane bridge.  Ms. Kiefer stated that while the local farmer has benefited a great deal from the utilization of this bridge, there is insufficient local traffic to justify proceeding with any action on this bridge.  A voice vote on the motion resulted as follows:  Ayes - 4, Noes - 1 (Kiefer).  MOTION CARRIED.

10)  RESOLUTION NO.    -  AUDIT OF FINAL PAYMENT (CONSTRUCTION) TOMPKINS COUNTY DEPARTMENT OF PUBLIC WORKS – BOSTWICK ROAD FACILITY  - JAMES L. LEWIS, INC., (MECHANICAL)

 MOVED by Mr. Winch, seconded by Ms. Winch and unanimously approved by voice vote to submit the following resolution to the full Legislature for approval.  MOTION APPROVED.

WHEREAS,  JAMES L. LEWIS,  INC.,  Mechanical Contractor,  has completed their contract to our satisfaction for the Tompkins County Department of Public Works, now therefore be it
RESOLVED, on recommendation of the  Facilities and Infrastructure Committee,                                                                 That the following claim against the County of Tompkins, be and hereby is audited by the Legislature:

     Vendor                             Payment Request           Account No.              Amount
JAMES L. LEWIS, INC.           10 (Final)                    HZ5101.50.10           $17,378.05

RESOLVED,  further, That the Finance Director be and hereby is authorized and directed to pay said claim from Account No. HZ5101.50.10.
SEQR ACTION:  TYPE II – 20

11)  Tompkins County Public Library

 In response to a request made during the expanded budget meeting on October 9, 2003, Mr. LeMaro reported that the $2,000 amount suggested for temporary repairs at the library entrance would not cover a Plexiglass structure to act as a windbreak outside the public library.  He noted that any structure, whether made of plywood or Plexiglass, would not totally resolve the problem.  He said that to permanently resolve the problem would cost approximately $20,000.  Mr. LeMaro indicated that to provide a structure designed along the lines of the one in place last winter, but using Plexiglass rather than plywood, would cost approximately $3,000.  The Committee agreed to seek funding for this structure out of the 2003 contingency budget and remove the $2,000 figure from the 2004 budget.

12) Utilities - Cost of Natural Gas

 Mr. LeMaro reported he reviewed preliminary information related to the natural gas bid pricing that would be in place in 2004 and did not feel that he would need to modify his budget line for that commodity.  He plans on calculating a final budget figure upon receipt of the agreed set price from NYSEG Solutions and will notify the Legislature of any possible modifications prior to the next expanded budget meeting.

13)  Household Hazardous Waste Operation - approval to seek bids and level of commitment.

Ms. Eckstrom said she wished to seek bids for a three-year contract, with two three-year extensions.  Ms. Eckstrom noted she would prefer to bring the recommendation on the bid to the Committee.  The Committee indicated that they would like to have supportive material on the range of bids; those desiring additional material will also have that opportunity.

14)  RESOLUTION NO. - ESTABLISHING A UNIT CHARGE FOR THE 2004 SOLID WASTE ANNUAL FEE

 MOVED by Mr. Winch, seconded by Ms. Blanchard, to submit the following resolution to the full Legislature for approval.  Ms. Eckstrom informed the Committee that the schedule attached to the  resolution reflects the Legislature's approved increase of the Solid Waste Fe, with the exception of Section "D" on that schedule.  Section "D", pertaining to colleges and universities, should be reviewed in the near future to determine whether it would be appropriate to alter that rate schedule.  Ms. Kiefer noted she would like to see a varied fee for two family homes based upon bed occupancy within the unit.  She feels this would allow a more equitable distribution of the fees.  The Committee advised Ms. Eckstrom to proceed with a review of the fee calculations in Section "D".

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

 WHEREAS, the unit charge for the 2004 Solid Waste Annual Fee has been recommended by the Facilities and Infrastructure Committee, now therefore be it,

 RESOLVED, That the Unit Charge for the 2004 Solid Waste Annual Fee be established at $53.00 per billing unit, which is an increase of $2 per billing unit from the 2003 Solid Waste Annual Fee.
0
ATTACHMENT A:  SCHEDULE OF RATES
CODE      PROPERTY CLASS   ‘USED AS’
(A)
Single family residences   210,240,241,242,250,280
Mobile Homes     270,271,416
Churches          Z32

Unit Charge: One billing unit per Church or living unit

(B)
Two-family residences   All 220’s
and other residences with two
living units

Unit Charges: Two billing units, except if verified as owner occupied and used as a single unit,  the charge is one billing unit.
 

(C)
Multi-unit residences
 3 or more units   230’s
 Apartments         A01 - A07
 Rooming houses:   418
   2.5 beds = 1 billing unit
Unit Charges: One billing unit per living unit
 

(D)
Colleges: All tax exempt parcels owned by the colleges

Unit Charges:  Tompkins Cortland Community College        $5,344.34
   Cornell University      $153,125.48
  Ithaca College         $28,736.42
   BOCES          $22,781.50
     Total Colleges:     $209,987.74
 

(E)
Recreation and Warehouse (except row storage)            All K’s, Z01-Z11,           Z19-Z26, F01-
     Unit Charges: $0.019/sq.ft.       F04, F06, F07,F08           F10, F11
 

(F)
Wholly Exempt Homes for the Aged  633
Wholly Exempt Other HealthCare Facilities 642

     Unit Charges: $0.020/sq.ft.
 

(G)
All other All property classes and ‘used as’ codes not listed elsewhere in a specific category

      Unit Charges: $0.037/sq.ft.
 

(H)
Seasonal Residences    260
 Property must be classified as a seasonal residence by the Tompkins County Assessment Dept.

Unit Charge: One-half (1/2) billing units per living unit.

(I)
No fee assessed:
 Row storage         F05
 Non-contributive area          Z98
 Local government - all tax exempt parcels owned by the city, towns,
  villages, and county within Tompkins County.

SEQR ACTION:  TYPE II-15

15)  Soil and Water Conservation District Administration Building Update

 Mr. Marx, Planning Commissioner, reported that he has sent a letter to Mr. Schutt at the Soil and Water Conservation District (SWCD) requesting additional information for the proposed project.  He indicated that subsequent to the Facilities and Infrastructure meeting, when the proposal was presented, conversations with the County Finance Director indicated that financing through the County require a taxable bond, because as only County agencies may covered non-taxable bonds.  Utilizing a taxable bond for this project would change the interest rate and probably cause other options, such as Industrial Development Agency (IDA) funding to be considered.  Mr. Marx indicated the Administration recognizes this project would permit the SWCD to be in a location shared with the other agencies as well as potentially provide additional storage space for the County.  Areas of concern respecting this project include the long-term risk of tenants signing five-year leases on a building that will require fifteen-year financing and the potential impact on the County's level of bond indebtedness.  A discussion took place during which it was explained that other counties has assisted SWCD projects by means of other methods such as IDA funding, rather than utilizing County issued bonds.  Ms. Blanchard noted the SWCD is also seeking information from the National Development Council to determine the availability of assistance for this project.

16) Over Target Request Discussion - Facilities

Mr. LeMaro stated that the $128,000 Over Target request which the Legislature has removed from the Facilities' budget included $57,000 from the Division's operating budget.  He pointed out that less of this money will force the loss of one maintenance person.  The loss of this position would increase individual maintenance coverage area by 30%.

17)  Executive Session

 It was MOVED by Ms. Robertson, seconded by Ms. Blanchard and unanimously approved by all members present to enter into executive session to discuss personnel matters.  No action was taken at this executive session.

18)  Adjournment

 The regular meeting adjourned at 3:58 p.m.

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