Chair B. Blanchard called the meeting to order at 9:00 AM.  Two TCAT resolutions entitled Application for $300,000 Job Access and Reverse Commute Grant - FFY2002, and Authorizing 2002 Federal Section 5309 Grant - TCAT were distributed to the committee for review.  The committee will be asked to act on these two resolutions at the special PWC meeting at 5:15 PM on 6/4/02.

1.  AUTHORIZATION TO ACQUIRE RIGHT OF WAY – BROOKTONDALE  BRIDGES PROJECT - PIN 375319 (Lounsbery Road Bridge, BIN 3314100) - The following resolution was approved in a motion by D. Winch, seconded by T. Todd and carried:

WHEREAS, Resolution 56 of 2002 authorized an agreement with the State of New York whereby State and Federal sources will furnish 95% of the funding necessary to acquire additional right-of-way for replacement of the Lounsbery Road Bridge over Six-Mile Creek (BIN 3314100) in the Town of Caroline, as part of the Brooktondale Bridges Project, and
WHEREAS, a project Right of Way Plan, approved via Resolution 271 of 2001, identified approximately four (4) parcel acquisitions (indentures) needed from adjoining property owners to complete the work with compensation at fair market value, and
WHEREAS, the County Highway Manager has certified completion of all State and Federal procedural requirements needed for the acquisition of right of way for this project, now therefore be it
RESOLVED, on recommendation of the Public Works Committee, That the County Administrator or designee be and hereby is authorized to execute documents finalizing acquisition of right-of-way in accordance with the approved project Right of Way Plan.
RESOLVED, further, That payments for said transactions be and hereby are authorized from funds to be provided from capital account HZ5103.59239.53.07, Brooktondale Bridges Project.

(D. Kiefer and M. Lane arrived at 9:05 AM)

2. AUTHORIZATION TO EXECUTE CONSTRUCTION FUNDING AGREEMENT WITH NYSDOT – BROOKTONDALE BRIDGES, BINS 3314100 (Lounsbery Rd.) & 1045990 (Lower Bridge) - The following resolution was approved in a motion by T. Todd, seconded by D. Winch and carried:

WHEREAS, a Project for the “Brooktondale Bridges” over Six-Mile Creek, BINs 3314100 and 1045990, P.I.N. 375319, (the Project) in the Town of Caroline, 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. 248 adopted on October 19, 1999 approved the Project and authorized execution of an agreement with the NYS Department of Transportation regarding administration and funding of Scoping, Design (Phases I-VI) and ROW Incidentals, 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
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 (100%) percent of the project costs and then file for reimbursement of eligible costs, now therefore be it
RESOLVED, on recommendation of the Public Works 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 (100%) 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 $1,151,000 is hereby made available within account HZ5103.59239.53.07, Brooktondale Bridges 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 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,

3.  Budget Scenario Review & Impact - Highway - P. Messmer distributed additional information related to the three scenarios that he had prepared.  Peter reviewed the three scenarios and the impacts of each on Highway operations.  Peter stated that in some scenarios he presented, an individual would not, in the course of their lifetime, see the Highway Division perform work on rehabilitation or reconstruction work on their road.  He stated that to reduce the Highway budget by 20% would have disastrous consequences on the highway system.  Without proper maintenance, rehabilitation, and reconstruction being done on a regular cycle, the road system will continue to deteriorate to a point that some roads will become liabilities to the County.  The longer that proper maintenance is delayed, the cost to rehabilitate a road increases.  To maintain the highway system in the current conditions, status quo, the amount required would be $5100 - $5600 per mile.  The past 10-year average investment has been $3600 per mile.  For the three scenarios proposed, the 2003 level of investment would drop to a range of $1383 - $2396.  If nothing is done to bolster the materials account, the investment will degenerate to $892 - $1906 by 2006.  Peter stated that of the scenarios presented, scenario #1  or #3, or some combination of the two would be the preferred option if the budget reductions were to be for no more than two years.  He could utilize his funding to do ditching and other activities for up to two years, but no longer than that.

D. Squires explained the situation with the Highway fund balance and the impact on it by the federal aid program projects.  The committee questioned how the $276,000 CHIPS shortfall for 2001 was covered.  David said that it was not, since the receipts for the federal aid projects have been occurring at intervals to offset expenditures from the fund balance.  However, at some point in time when there are no longer receipts coming from the federal aid projects, the Highway fund balance will have a serious cash flow and balance problem.  David said that the committee needs to keep that in mind for future years. D. Squires was asked to prepare an example to illustrate to the committee how the receipts and expenditures impact the Highway fund balance.  C. Nelson will follow up with David to have this presentation to the PWC at the 6/6 meeting.

M. Lane questioned if Peter was aware of some extra CHIPS funding that was approved as part of the recent State budget.  Peter stated that he is aware of it and is working with Sen. Seward's office to find out the amount and the process for applying for it, and if it is one time or ongoing funding.

There was a question of whether additional staffing could be covered by contracting with the local municipalities.  Peter stated that is done when possible, but it is not an answer to long term needs.

The Ellis Hollow Rd. project was discussed.  As part of his presentation, Peter is recommending to not do the complete capital project now.  The lane paving could be done now or within a few years, and the other safety improvements could be done at any time after that.  There was discussion that if the project were to be withdrawn, that it be postponed all together and done in its entirety at some point in the future instead of in phases.

S. Whicher stated that the average growth of the Highway budget was 1.8% compared to 5.0% for all other departments in the same timeframe.  Peter concluded by saying that the local funding level for Highway is negligible if CHIPS and federal aid grants are deducted from the present budget.

4.  Budget Scenario Review & Impact - Facilities - A. LeMaro reviewed his scenario and proposed reductions and modifications with the committee.  He also distributed a chart and graph showing the maintenance expenditures from 1990 - 2003.  Arel stated that the reductions outlined would substantially effect aesthetics and other non-mandatory items, but that indoor air quality would continue to be addressed along with other mandatory maintenance.  He explained that the Maintenance staff would and is becoming more flexible.  Instead of individual Maintenance Workers being assigned to specific buildings, they are now being responsible for traveling between and working in more than one building.  Per the Blue Collar Unit contract, if there were to be layoffs, the Challenge Industries contract for cleaning the MHB would be cancelled and the work done by Facilities staff.  If this were to happen, the amount of square feet cleaned by the Cleaners would increase, causing reductions in the present cleaning standards in order that the additional work could be accomplished by the existing staff.

After discussion of the items, the committee directed Arel to develop a proposal for immediate procedural changes such as adjusting thermostats setting, not heating or cooling buildings after work hours, reduction in the frequency of various routine maintenance tasks, and making changes to the frequency that various cleaning processes are done.  Arel is to develop this proposal and return it to the committee as soon as possible.  Once the committee approves the proposal, Steve will  present it to the Department Heads for discussion.

5.  (Agenda item #6) Program and Annual Fee Impacts - Solid Waste - B. Eckstrom said that here goal was to develop a budget scenario that would keep the annual fee at $51.00 or less for several years.  She distributed a handout showing anticipated budget and revenue projections for several years.  Barbara is proposing mild cuts in public education, reuse (not including composting), and household hazardous waste.

(D. Winch left at 11:35 AM)

After the handout was reviewed, there was discussion of the contracts that Solid Waste presently has with others for various programs.  Barbara is to prepare a list of these contracts for review by the committee and discussion of whether or not to continue with the contracts.  Barbara is also to review the proposed changes to the state's bottle and can return law to see how they may impact SW revenues.

6.  (Agenda item #7) Long Term Financial Plans - Airport - R. Nicholas stated that his goal is to keep the airport self-sufficient and free from support by local taxes.  In 2004, he will be negotiating a new airline agreement.  On 6/6/02, he will be bringing a resolution to the committee for approval to use an outside consultant, Ricondo and Associates, to negotiate the contract.  For now, he is continuing to fully utilize the terms of the present contract to get projects done. He is also continuing to be frugal with all expenditures in order to sustain the airport fund balance.  S. Whicher questioned, due to the amount of the contract consultant being $50,000, if the consultant services needed to be sought through an RFQ or RFP.  Steve will check on an discuss this with Bob.

M. Robertson questioned if service cuts at the airport were related to the present contract terms.  Bob stated that services were cut across the board and were not related to the contract terms.  Bob stated that the present cost per enplanement is in the $9 - $10 range.  This is attributable to the debt services for the airport projects.

7.  (Agenda item #5) Budget Scenario Review & Impact - PW Administration - C. Nelson reviewed the scenarios for reductions in PW Administration.  This budgeting unit is basically her salary, fringes, and other miscellaneous expenses.  Options to meet the 20% reduction are to either split the cost of the division amongst the four other PW divisions, thus reducing the tax load since two of the divisions are enterprise funds, or reducing her hours, or some combination of the two.

8.  Highway and Bridge Tour - B. Blanchard reminded the committee of the re-scheduled highway and bridge tour, 6/8/02.  The tour bus will leave the Public Works facility on Bostwick Rd. at 9:00 AM and return by 12:00 Noon.

Meeting adjourned at 12:20 PM.