Staff:     P. Messmer, J. Lampman, Highway Division; C. Nelson, Public Works Administrator; E. Marx, Administration, R. Nicholas, Ithaca Tompkins Regional Airport; Greg Potter, Information Technology Services

Guests: K. Fey, Ithaca Dispatch; N. Wintermute, Ithaca Airport Limousine

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.

2)  Chair's Report

 Mr. Booth did not have a report.

3)  Persons Wishing to Address the Committee

 There were no persons wishing to address the Committee.

4)  Minutes of October 14, 2003

The minutes of October 14, 2003 were withdrawn from the agenda.

5) State and Municipal Snow and Ice Contracts - Update

 Committee members reviewed the written information provided to them related to the calculation utilized in the State snow and ice contract.  Mr. Messmer explained that the cost of overhead is covered by the contract rate based on the formula developed by New York State.

 The Committee received information respecting the various snow and ice agreements with local municipalities.  The expiration dates on these agreements are staggered and it was noted the terms of the agreements varied widely.  The Committee discussed the reasons for the differences in those agreements and expressed to Mr. Messmer a desire to develop a standard formula to determine an appropriate cost per mile for snow and ice removal throughout the County.  Mr. Messmer and Ms. Nelson will work together to develop and present a formula based upon information related to the County's experience in this area.

6)  Public Works Administrator's Report

 Ms. Nelson, Public Works Administrator, reported that the Emergency Management Seminar entitled The "Paperwork" Process, How to be Prepared and Proactive that had been postponed last March has been rescheduled to November 13, 2003.  This seminar will educate municipalities on how to prepare  necessary paperwork and make advance preparations before an emergency occurs.

 Ms. Nelson also discussed the Shared Equipment Agreement that will be presented to municipalities for signature.  This agreement has been a long-term project that will enable cooperative sharing of equipment and services, once the various local legislators agree to it.  Members of the Committee requested that County Legislators be informed when the agreement is coming before municipal bodies within their districts so that they may be prepared to answer any questions related to the agreement.

7)  Highway and Bridge Status Report

 The Committee reviewed the highway and bridge status report and noted the following:

· Beach Road Bridge - The full $10,000 financial commitment has been reached and the Committee was informed that additional funding of up to $7,500 above this figure will be reimbursed by shared services with Newfield.  Members expressed concern regarding the size of the support beams and were informed the beams were ordered to the specifications of the engineers for this pedestrian bridge.  It was noted that the weight specifications for a pedestrian bridge are developed through a different formula than for vehicles.

· North Triphammer Road/Asbury Road Intersection - The Committee was informed that the decision has been made to put flashing lights on the stop signs at the eastern side of this intersection.  It was reported that the work is reimbursable; the Committee requested confirmation of the reimbursement that will be made.
 
· Lounsbery Bridge - Staff reported that this project is complete with the exception of the approach work.  Committee members inquired whether the Town was planning a ceremony to re-open the bridge and were informed that tentative plans for a November 11th re-opening are being made.  This information will be confirmed and the members of the Committee informed.
 
· Red Mill Road Bridge - McFarland-Johnson, are conducting the ground survey and cultural and wetland evaluation.  Once completed a meeting will take place with SHPO to discuss the preference local officials respecting this bridge.
 
· Bridge Painting - Due to a lack of release of Marciselli funds a resolution is being presented to request payments from the contingent fund for a small amount of increased local costs.
·
· Uninitiated FHWA-Funded Projects - A discussion took place regarding Region 3 New York State Department of Transportation's recommendation that counties assume a 20% contribution in their planning because Marchiselli funds are no longer secure.  Mr. Messmer indicated that if the County does not utilize Federal/State funding assistance for certain road projects the County could rebuild some road areas without greater local costs; in those instances the County would not provide for new grading or design of the roadways but simply be maintaining the roadways inside their existing borders.

8)   Authorized Supplemental Funding - Bridge Painting

RESOLUTION NO.  APPROPRIATION FROM CONTINGENCY AND AUTHORIZATION TO EXECUTE SUPPLEMENTARY CONSTRUCTION FUNDING AGREEMENT WITH NYSDOT – TOMPKINS COUNTY BRIDGE PAINTING
 
 MOVED by Ms. Blanchard, seconded by Ms. Robertson, and unanimously approved, to submit the following resolution to the full Legislature for approval:

WHEREAS, a Project for Tompkins County Bridge Painting, P.I.N. 375323, (the Project), is eligible for funding under Title 23 U.S. Code, as amended, that calls for the apportionment of the costs of such program to be borne at the ratio of 80% Federal funds and 20% non-federal funds, and
WHEREAS, Resolution No. 34 adopted on March 5, 2002 approved the Project and authorized execution of an agreement with the NYS Department of Transportation regarding administration and funding of Construction, Construction Inspection and Supervision, and
WHEREAS, the County of Tompkins desires to advance the above project by making a commitment of 100% of the non-federal share of the costs of Construction, Construction Inspection and Supervision, and then file for reimbursement of eligible costs as required by the New York State Department of Transportation, and
WHEREAS, Resolution 260 of 2002 awarded a contract for the work in an amount that exceeded that authorized by Resolution 34 of 2002, with the understanding that the NYS Department of Transportation would increase the federal and state cost shares, and
WHEREAS, New York State has since decided to not increase the state share of project funding, but will require Tompkins County to pay an increased percentage of project costs, now therefore be it
RESOLVED, on recommendation of the Facilities and Infrastructure and the Budget and Administration Committees, that the Tompkins County Legislature hereby approves the above-subject project and authorizes the County of Tompkins to pay in the first instance one hundred percent (100%) 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 $389,000 is hereby made available within account D5111.54411, Road/Bridge Contracts, to cover the cost of participation in the Construction phase of the Project,
RESOLVED, further, that the Director of Finance be authorized to make the following budget appropriations:
FROM:  A1990.54400  Contingency Funds $8,646.49
TO:  D5111.54411  Bridge Contracts $8,646.49,
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 Legislature 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 or designee be and is hereby 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 federal-aid and state-aid eligible Project costs and all Project costs within appropriations therefor 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-1

The State Legislature, however, did not approve the Marchiselli funding request and the state share was not increased.  This action created a potential  $11,600 shortfall.

Since the actual project cost will be approximately $15,000 below the maximum funding level, only $8,646.49 of additional County-funding is required to cover the shortfall.  As a result, the County share will be 7.65% of the total cost and the state will pay only 12.35%.

This supplemental agreement increases by $67,413 the total amount authorized for the project construction phase, from $321,587 to $389,000.  The actual cost will be $374,232.44.  The County must pay 100% of expenses and then apply for reimbursement.

Construction Previously Authorized: $321,587.00
Additional Authorized by this Resolution: $67,413.00
 
Funding Share Breakdown  Shares per Agreement Actual Shares
Total Construction Phase: $389,000   $374,232.44  100%
Federal Share: $311,200  80% $299,385.95  80%
State Share: $46,200  11.9% $46,200.00  12.35%
County Share: $31,600  8.1% $28,646.49  7.65%

This project repainted the following 9 bridges:
· BIN 3209810, Southworth Road over Virgil Creek – Dryden
· BIN 3314180, Etna Lane over Fall Creek – Dryden
· BIN 3314190, Turkey Hill Road over Cascadilla Creek – Dryden
· BIN 3210320, Johnson Street over Virgil Creek – Freeville
· BIN 3314260, Old Peruville Road over Owasco Inlet – Groton
· BIN 3314270, Old Peruville Road over Owasco Inlet – Groton
· BIN 3210180, Morrell Road over Pony Hollow Creek – Newfield
· BIN 3314420, DuBois Road over Glenwood Creek – Ulysses
· BIN 3314460, Podunk Road over Taughannock Creek – Ulysses

 Ms. Kiefer was excused at 2:50 p.m.

9)  Airport Ground Transportation

 Mr. Nicholas, Airport Manager, spoke to the Committee regarding airport ground transportation.  He provided a brief history of what has previously been the arrangement with Ithaca Airport Limousine (IAL) and noted concerns regarding the loss of business that has occurred since the last contract was signed.  He explained that while IAL did not have total exclusive rights to all transportation business at the airport they were afforded the privilege of soliciting business and having a booth within the airport. Subsequent to signing the last agreement a significant shift in ground transportation services has reduced IAL's profits to the point they do not feel they can continue to provide the same service under the previous terms.  Mr. Nicholas noted that TCAT service to the airport may be taking away a good deal of business from IAL and that the same may be happening due to increased use of service to the airport provided by local hotesl.  Mr. Nicholas went on to explain he is preparing to survey ground transportation use over the period of November 1, 2003 through the Thanksgiving holiday weekend and bring forward a proposal that would develop an even-handed fee schedule for all entities providing ground transportation services at the airport.

Mr. Wintermute, owner of IAL, spoke of the financial difficulty his business has had as a result of the shift.  He noted the need to have ground transportation available at all times when flights are disembarking.  He spoke of his firm's ability to provide service during hours when TCAT does not operate and on holidays TCAT is not running.  He also stressed the importance of ground transportation when flights are delayed.

Mr. Nicholas plans to provide the survey results and a proposal based upon them to the next Committee meeting in November.

10)  Hertz and Avis Contract Extensions - Airport

 Mr. Nicholas explained he has been approached by Hertz and Avis with a request to provide a five-year extension of the present contract agreement that expires in December 2003.  He feels it would be beneficial to do so at this time and would like to bring forward a resolution prior to the contract extension.  Members of the Committee inquired about the previous awards, specifically whether other vehicle rental businesses expressed a desire to participate in the bid.  Mr. Nicholas noted that no others indicated an interest.  Consensus of the Committee was to provide other businesses knowledge of the intent to extend this contract and inquire whether they might desire to place a bid for services.  If no interest is shown at that time the Committee indicated it would not have any objection to proceeding with an extension of the present contracts.
 
11) Approval to Seek Requests for Proposals (RFP) and level of Committee Involvement - Airport Terminal - Wireless Internet Connection

 Mr. Nicholas reported that the initial bid information (more than $25,000) for this service indicated the expense would be cost-prohibitive.  He has received information from individuals at Cornell University that there is a potential for this service without charge.  Mr. Nicholas explained that the initial request to offer this service was made by individuals from Cornell University to allow students access to internet while awaiting flights at the airport.  He would like to re-bid this project in the hope that a cost-free bid will be received.  The Committee indicated approval of this request.

12)  Information Technology Services Annual Report

Mr. Potter, Director of Information Technology Services, gave a Powerpoint presentation of the 2003 Annual Report for his department (copy on file in the Legislature's office).  The report provided an overview of the interaction of the Information Technology Services Department with other departments, agencies, and municipalities throughout the County, as well as discussion of the current project that centralizes records for municipal public safety officials throughout the County.  Mr. Potter expressed a concern regarding the public safety centralization project's intensive record-management requirements and recommended that the Committee carefully review the project to determine a long-term strategic plan.

13)  November Committee Meetings

 Because the first regular meeting of the Committee will fall on a holiday, next meeting of the Committee will be on November 25, 2003.

14)  Adjournment

 The regular meeting adjourned at 4:06 p.m.

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