Call to Order

 Mr. Penniman called the meeting to order at 2:04 p.m.

Agenda Additions/Deletions

 There were no additions to or deletions from the agenda.

Persons Wishing to Address the Committee

 There were no persons wishing to address the Committee.

Chair's Report

 Mr. Penniman spoke of a letter received from a constituent expressing disagreement with the open-burning regulations.  The letter spoke of the need to burn seed bags as well as tractor tires.  Mr. Penniman asked Ms. Eckstrom and her staff to determine if there is another way to dispose of the tractor tires as burning is hazardous.

 He then reported he received a copy of a memo from Alice Cole regarding Pubic Service Emergency Preparedness, specifically, asking that emergency planning be addressed by Public Works to determine how they can be of assistance in an emergency.   Ms. Nelson said she is a member of the County's Comprehensive Emergency Planning Group, which was created by the Legislature.  At this time bylaws are being developed to appropriately address the structure of this advisory group.  The County's Comprehensive Emergency Plan calls for departmental and agency review for future implementation.  Ms. Nelson said it is important to have all involved in this planning group feel welcomed; she noted that at this time Tompkins Consolidated Area Transit (TCAT) and New York State Electric and Gas as well as others are becoming involved in the planning process.

 Mr. Penniman expressed a desire to discuss setting guidelines for the highway design decision processes.  He spoke of the recent projects such as Coddington and Hanshaw Roads.

Minutes of October 25, 2005

 The minutes were deferred to a future meeting.

Aluminum Can Recycling Program

 This item was withdrawn from the agenda and will be on the November 22, 2005 meeting agenda.

Establishing a Unit Charge for the 2006 Solid Waste Annual Fee

RESOLUTION NO.    - ESTABLISHING A UNIT CHARGE FOR THE 2006 SOLID WASTE ANNUAL FEE

 Ms. Eckstrom provided the Committee with financial statistics that indicated the 2005 budgeted Solid Waste Fee versus the Actual Billed and received information.  She reported the actual billed figure is higher as a result of fluctuations of actual number of units.  She noted the college fees were stable as a result of an agreed-upon formula used to calculate their charges.   Ms. Eckstrom said the amount paid in 2004 was $28,000 less than the 2005 figures.  Mr. Penniman spoke of there being proposed 25 categories when the initial legislation for Solid Waste was undertaken.  Ms. Eckstrom is undertaking some comparison research of other solid waste facilities structures that appear to provide more accurate calculations for the fees.

Ms. Eckstrom reported the revenue to date collected on the annual fee is $7,126.20 below the budgeted figure. In addition, she said there was only $1,200 of corrections based on changes of use.  Members of the Committee inquired what happens to uncollected annual fee and were informed by Mr. Wood that after one year's delinquency it becomes property tax and goes into the General Fund.

Mr. Penniman asked if programs have been reviewed to determine if the funds spent make sense or if rates should be adjusted.  A discussion occurred regarding equitable charges for commercial operations.  It was noted that two businesses may have a comparable charge yet one of them may produce a significantly higher amount of waste product.  Ms. Eckstrom is reviewing the matter, looking at such things as a different charge for waste versus recycling, and will be discussing it further with Mr. Wood to see if there is a more appropriate procedure. Ms. Eckstrom said the "All Other" category was based on a generation rate.  If there is a large disparity between specific businesses it may warrant a review.  If the generation rate is reduced in any manner it should be made into two to three categories.

In response to Mr. Todd's inquiry regarding square-footage charges, Ms. Eckstrom said the figures are obtained from the Tompkins County Assessment Department.

It was MOVED by Ms. Schuler, seconded by Mr. Winch, and unanimously approved by  voice vote of members present, to recommend the following resolution to the full Legislature for consideration.  RESOLUTION APPROVED.

 WHEREAS, the unit charge for the 2006 Solid Waste Annual Fee has been recommended by the Facilities and Infrastructure Committee, now therefore be it,
 RESOLVED, That the Unit Charge for the 2006 Solid Waste Annual Fee be established at $52.00 per billing unit, which is the same as the 2005 Solid Waste Annual Fee.

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        $6,120.85
  Cornell University      $174,125.82
 Ithaca College         $33,086.17
  BOCES          $36,184.25
    Total Colleges:     $249,517.08

 
(E)
Recreation and Warehouse (except row storage)    All K’s, Z01-Z11,
         Z19-Z26, F01-
     Unit Charges: $0.0186/sq.ft.      F04, F06, F07,F08
         F10, F11
 

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

     Unit Charges: $0.0186/sq.ft.
 

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

      Unit Charges: $0.0372/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

Project Approval Request (PAR) - RSWC Conveyor Replacement

 Mr. Thompson submitted an amended PAR form for the Committee's approval.  Ms. Eckstrom stated some questions remain regarding replacement versus maintenance of the conveyor belt.   She has asked for a cost and benefit analysis regarding the present equipment, stating replacement costs are borne by the County and maintenance costs are borne by the operator, Recycle America.  A report was received from Barton and Loguidice and will be reviewed.  At this time she would like to see approval of the PAR to be able to move ahead and said all questions will be answered prior to an agreement.  Funding for this project will be from the Solid Waste Capital Reserve fund and has approximately $400,000 at the present time.

 Mr. Winch inquired who wrote the specifications for the equipment, would the equipment be state-of-the-art and not an older design, who would review the bid specifications as well as the bid, and if the appropriate maintenance parts (with a known shelf life) for the first several months would be included in the cost.  Ms. Eckstrom stated that the specifications will be compiled by Recycle America, and Barton and Loguidice and Mr. Thompson will perform a review.  The bid specifications will call for all clauses present in the initial equipment purchase.  She feels Recycle America would make every effort to insure the equipment is of high quality as they would be responsible for the maintenance costs associated with it.  Mr. Wood said the equipment is expected to have a specific "useful life."  Ms. Eckstrom said if the equipment were to not to meet the anticipated life period it would require examination of why it did not.  With regard to the maintenance parts it was stated that the contract requires a rapid delivery of required parts.  They will take under advisement his recommendation that an adequate number be on hand upon installation.

Caswell Road Landfill - Removal of Underground Tank

 Mr. Thompson reported that while completing work to utilize the Caswell Road Landfill site for a Highway Division staging area for snow and ice removal, an underground fuel storage tank was discovered.  This tank is in the process of being registered with the Department of Environmental Conservation in order to remove it.  It is expected the cost will be minimal unless contamination of the surrounding soil is present.  In the event there is contamination the cost for the required soil removal process will be covered by the fund balance.  Appropriate steps will be taken during the process and the tank would be removed by the end of the year.  Mr. Todd asked if it is known what size the tank is.  Mr. Thompson said after numerous inquiries he was informed it is approximately a 1,000-gallon tank.

Household Hazardous Waste (HHW) Grant Extension

 Mr. Thompson reported that upon submission of all documents, the State has awarded the Solid Waste Division an additional two-year extension of the Household Hazardous Waste Grant.  The two-year period will cover funding for 2004 and 2005.  This is a state grant program that reimburses the County for up to 50% of the cost to operate the HHW program. The County receives approximately $30,000 a year from the State under this program and has always received the full 50% of our operating costs from the State.

 It was MOVED by Ms. Schuler, seconded by Mr. Winch, and unanimously approved by voice vote of members present, to authorize the contract extension with the State of New York for the Household Hazardous Waste State Assistance program, for the two-year period covering 2004 and 2005, with the resolution to be prepared for the December 6, 2005 Legislature meeting.  (The following resolution was prepared subsequent to the meeting for submission to the full Legislature).

RESOLUTION NO.   - AUTHORIZING A CONTRACT EXTENSION WITH THE STATE OF NEW YORK FOR THE HOUSEHOLD HAZARDOUS WASTE (HHW) STATE ASSISTANCE PROGRAM - SOLID WASTE DIVISION

  WHEREAS, the State of New York provides funding for Household Hazardous Waste programs, and
  WHEREAS, Resolution No. 70 of 2003 authorized the filing of application and signing of associated contracts relating to the Household Hazardous Waste State Assistance Program, and
  WHEREAS, all necessary paperwork has been completed to authorize the extension of this contract for the time period of 2004 and 2005 to provide continued funding for the program, now therefore be it
  RESOLVED, on recommendation of the Facilities and Infrastructure Committee, That the existing contract with the State of New York be extended for two (2) years, covering the time period January 1, 2004 through December 31, 2005,
  RESOLVED, further, That the Tompkins County Solid Waste Manager or her designee is directed and authorized to sign the contract extension with the State of New York for the Household Hazardous Waste State Assistance Program.
SEQR ACTION:  TYPE II-20

NOTE: This is a state grant program that reimburses the county for up to 50% of the cost to operate the HHW program. The county receives approximately $30,000 a year from the state under this program. We have always received the full 50% of our operating costs from the state. There is an $110,000 balance in our, Tompkins County’s, “account”.

Discussion on Submission of Annual Reports

 Ms. Schuler inquired whether any formal system is in place to follow-up on required annual reporting for grants and other programs.  Mr. Marx said each program has specific requirements which make it difficult to develop a standardized system.

Budget Transfer - Solid Waste

 The Committee reviewed the information; no action was required.

Capital Payment Summary Reports

 The Committee reviewed the information; no action was required.

Public Works Staff Development

 Ms. Nelson distributed the survey response for the spring Public Works Supervisors Training Program indicating overall appreciation and effectiveness.  She said additional training for supervisors started today and there is a core of approximately twenty individuals, and a training for division managers will take place in January.  Ms. Nelson said it is positive to have the same trainer for each session as it provides familiarity and continuity of material covered as well as determining how the information provided is taken back to the workplace.  In the future identification of training that would be specific to the Highway Division will take place.  In the future, training may be handled in a manner where more defined groups of individuals will participate to address specific needs.

Upcoming Events

 Ms. Eckstrom informed the Committee that an America Recycles Celebration would take place on Saturday, November 12, 2005, at the Pyramid Mall.  There will be more vendors than in previous years as well as educational materials.  She said she has hired a Project Assistant part time to work on this program.  Ms. Eckstrom also reminded members of the Sustainable Tompkins event to take place on Tuesday, November 15.

Highway Design Process - Discussion

 Mr. Marx informed the Committee of the process for Federally Funded projects such as Coddington and Hanshaw Roads.  He explained the basic design criteria are based the Federal guidelines for the infrastructure's use.   For example, the width of a road, the structure of the base, etc., may have different requirements if it is collector road than an arterial one.  Although some variances may be allowed, the New York State Department of Transportation and the Federal Highway Administration have to provide final approval to receive funding from them.

 It was discussed how many different groups feel regarding projects, noting the various viewpoints of residents immediately adjacent to projects, those in close proximity, the municipal officials, etc.  Mr. Penniman noted that recently there has been a great deal of input from residents.  While he believes it is important to recognize how residents think and feel regarding projects, clarification with regard to how and with whom the final design decisions are made needs to be developed.  He would like to have the process defined and made available to legislators, municipalities, and residents of future projects.

 Ms. Kiefer arrived at this time (3:05 p.m.).

 Mr. Winch expressed his belief it is important for Legislators to have knowledge of what the process is with regarding to road design.  He also believes it is important that prior to a final design, particularly when it may include variances requested by a municipality or residents, endorsement should be provided by this Committee.  With regard to current projects, Mr. Marx indicated the regional office of the State Department of Transportation indicated projects will be done within budget and to standards.  Mr. Penniman said the standards Legislators may want to set could be different from the State and Federal viewpoints, he feels it is important to feel comfortable with the recommended standards.  Ms. Nelson said a guideline similar to the shoulder policy could be developed.  Mr. Marx said it is not possible to provide a specific outline as each project has its own specific design requirements.  A general information packet could be compiled.  He noted many of the proposed projects are including bicycle and pedestrian safety features that were not previously included and can make a difference in the design.  Ms. Kiefer also noted that in certain areas many of the residents are more pro-active and knowledgeable about the design process and that requires more thought on presentation.  Ms. Kiefer asked that highway rights-of-way ownership be on a future agenda for information and discussion.

Snyder Road Tower Project

 Ms. Nelson reminded the Committee of Mr. Whicher's report to the full Legislature indicating it does not appear the tower would be constructed at this time.  Steps are being taken to work with Verizon to reinforce the existing tower at the Public Safety Building to allow continued use and information regarding cancellation of the Snyder Road project went to companies initially expressing an interest.  Cingular has responded they may be interested in placing equipment upon the existing tower.

 She said a resolution will be coming forward that would approve costs to date associated with the Snyder Road Tower Project.  These costs will include the cost of the consultant attached to the project as well as survey costs.  The information obtained will be kept on file in the event there is a need to consider relocation of the tower at a future date.

Statement by Mr. Winch

 Mr. Winch said the first meeting in December would be his last with the Committee due to personal matters.  He said that he has enjoyed his over twenty years on the Legislature, the majority of which included working with staff from Public Works.  Mr. Todd agreed with Mr. Winch's statement of appreciation.  Staff shared anecdotal information of their years working with members of the Committee.

RSWC Traffic Control - Review and Presentation

 Prior to the presentation, Ms. Eckstrom addressed questions raised by members of the Committee previously.  She reported that there is not any possibility that the present method of operation may be grandfathered to allow continuation of vehicles with less than 1,000 pounds of waste to utilize the scales.  With regard to the possibility of utilizing a smaller scale, it was believed there were other options that would be more cost-effective.  Mr. Thompson pointed out that a separate set of scales does not avoid the regulatory requirements of 1,000 pounds.  It is not allowed to weigh amounts smaller than fifty times the scale intervals (e.g., 60 ton scale with 20 pound intervals require the 1,000 pound limit).  Ms. Kiefer asked if there are scales for smaller loads.

 Mr. Scott Nostrand of Barton and Loguidice, provided a Powerpoint presentation of the Traffic Simulation Model study completed regarding the traffic patterns at the Solid Waste facility which was prepared with the assistance of students in the Cornell University ORIE program.  The study was completed using engineering analysis to identify solution, operations research, and a Stochastic simulation model.  The data collected and input included the arrival time at the scale house, routing pattern to the various collection/disposal sites, and the service times at all locations.  Subsequently, the model was validated through comparison with the actual operations and proved to be accurate, including the variables such as day of week and hour of operation.

 In addition to gathering information regarding traffic patterns, another factor that was to be reviewed was a new legal requirement that would not allow vehicles with loads under 1,000 pounds to utilize the weigh scales to determine the cost of disposal.  As a result of the information taken into consideration the model was run to see what changes would occur when there was an elimination of the use of the scale for some customers.   The elimination of scale use was viewed as a possibility to reduce the subsequent traffic gridlock at the scale out queue, improve safety on the site, and address the Weights and Measure regulation.  If cars bypass the scales, the average 10.5 minutes spent at the facility would be reduced to 7.5 minutes.  Various options were run on the model:  (1) always bypass the scale; (2) the majority of vehicles bypass the scale; and (3) there would be a selective bypass with only certain categories of vehicles using the scale.  It was proven the most efficient method was bypassing the scales which would bring the average wait time to 6.4 minutes, however, all bypass alternatives reduce the average contents of the scale queue out to almost zero.  Other traffic patterns were reviewed, amended and studied.

 As a result of the outcome of each alternative, it was recommended to implement a flat rate fee for cars, vans, and pickups at an approximate rate of $5 to $6 per vehicle.

 Questions were raised about peak usage and Saturday usage, but this information is not in the report.   Modifying the recycling loop to one-way traffic was said to be predicted not to reduce average time at the facility.

 The Committee discussed various methods to reduce traffic at the facility, including the feasibility of extended hours, additional staff, etc.  Ms. Eckstrom would like to have a pilot program that would provide needed information to determine the best course of action to address all concerns.  She would need to develop an appropriate method to provide a way to enact the modifications including the fee, method of purchase, modifications to traffic, etc.  Ms. Eckstrom expressed concern that the method developed will encourage continued use of the facility and not appear to residents they should not utilize the facility.  It was suggested that either a punch card or a flat-rate fee be implemented.

 Ms. Kiefer said she did not believe this change would affect her constituents but expressed concern about the statements that the facility has reached capacity.  It was explained that the problem lies with excessive traffic at various times rather than an overall capacity limit having been reached.

 Mr. Marx said there should be models that can be followed to determine the best manner to proceed with the pilot program.

 Ms. Eckstrom will be bringing forth a resolution in December for consideration regarding the pilot program.

 Adjournment

 Mr. Penniman declared the regular meeting adjourned at 4:13 p.m., without objection and was followed by a tour of the Solid Waste Recycling Facility.

Respectfully submitted by Karen Fuller, Deputy Clerk