Buildings & Grounds Committee
March 7, 2006 - 8:30 am
Members: Dan Tagliente, Vice Chairman; Kay Breed, John Daniels, John Steger and Newell Willcox
Others Present: Marilyn Brown, Chairman of the Legislature; Scott Schrader, County Administrator; Richard Van Donsel, County Attorney; Katrina Spicer, Secretary to County Administration; Brian Parker, Superintendent of Buildings & Grounds; Tim Smith, Assistant Superintendent of Buildings & Grounds; Tom Huttleston, Safety Officer; Maxine Ripley, Chief Clerk of the Surrogate Court; Russ Oechsle, Executive Assistant, Sixth Judicial District; Dennis Spina, Bell & Spina Architects; Eric Mulvihill, WXHC; Jeremy Boylan, Cortland Standard
Absent: Steve Dafoe, Tom Hartnett
Mr. Tagliente called the meeting to order at 8:35 a.m.
Mr. Willcox moved adoption of the minutes of the February 7, 2006 meeting; seconded by Mr. Daniels. All members voting in favor; none opposed; minutes approved as printed.
RESOLUTIONS:
1. Abolish/Create Cleaner (2 positions) Custodians (2 positions) – Mr. Daniels moved adoption; seconded by Mr. Steger. Mr. Parker explained that this is an on going process to change the Cleaner positions to Custodian positions. Mr. Schrader explained that due to the competitive class versus the non-competitive class a better group of employees can be obtained due to testing. He additionally discussed that a Custodian has a wider range of duties and this is better accommodating to the County. Mr. Parker discussed that with the Buildings and Grounds Department having increased responsibilities a Custodian is better utilized than a Cleaner. Committee members discussed that a Custodian can do light mechanical tasks and a Cleaner cannot. Ms. Breed discussed and inquired the County outsourcing cleaning. Mr. Schrader explained that the outsourcing Ms. Breed was referring to was for a Custodian. Mr. Tagliente stated that a better caliber of employee could be hired. Committee members inquired about any employee absentee problems. Mr. Parker explained that they cover if an employee is absent but there are no problems currently. Mr. Parker did discuss that were more issues with temporary employees than with permanent employees, but there was not any real big problem anyways. All members voting in favor; none opposed; resolution adopted.
2. Rescind Resolution 30-06/Authorize Agreement Simplex-Grinell LP/Fire Alarm Service – Mr. Daniels moved adoption; seconded by Mr. Steger. Mr. Parker explained the reasoning for this resolution and that there was an error in assuming a resolution was passed in 2005 authorizing this agreement. Mr. Parker added that costs are the same as in Resolution 30-06 and further added that Simplex has frozen those costs through the length of the contract. Mr. Schrader asked to amend the title of the resolution. All members voting in favor; none opposed; resolution adopted.
DISCUSSION/PRESENTATIONS:
1. Departmental Report – Mr. Parker had provided committee members with a Departmental Report and Work Order Log. Ms. Breed inquired about the problems with the generator for the two towers, Solon and Virgil. Mr. Smith explained that there had been two defective control boards but they had been replaced at the Solon tower. Mr. Smith was not aware of any problems at the Virgil tower. Ms. Breed inquired about the lighting retrofit in Suite 301. Mr. Smith explained that the lighting fixtures are out of date in Suite 301 in the Court House and Building & Grounds is currently retrofitting 19 fixtures. Mr. Willcox questioned about the time spent to enter information into the Work Order Log. Mr. Parker explained that it depends on the number of work orders and he added that it assists in tracking what the department is doing.
2. Bell & Spina Architects – Courthouse Project – Mr. Schrader explained that at the last committee meeting authorizing Phase I of the Court House Renovation Project which involved changing the main entrance back to the historical entrance and building a ramp there. He went on to add that the total cost of the project was about $185,000 and the State would be picking up a portion of that cost. Mr. Schrader informed the committee that Mr. Dennis Spina of Bell & Spina Architects was there to give an overview of the project. Mr. Schrader stated that a portion of the project is contingent upon City Court moving to the Court House. Mr. Spina discussed Phase I and explained the major portions of that project are relocating of security and modification of the entrance. Mr. Spina discussed that the intent of Phase I was to reactivate the main entryway and allow for better circulation within the building. He did discuss that the handicapped entrance was a major issue. He discussed that leaving the entrance where it was is not beneficial. Mr. Daniels inquired about Tompkins County having a similar setup as Cortland County. Mr. Spina discussed that type of situation and the need for additional staff. Mr. Daniels inquired about the volume of strollers being decreased and addressed his concerns of changing the historical entrance. Mr. Oechsle explained that this system was used in Tompkins County and was not suitable with the Court System and was deemed a temporary solution. Mr. Spina discussed some design specifics of the main entry way and the handicapped entrance. Mr. Spina discussed that Phase I would need to be approved by SHPO before any movement forward on this. He went on to suggest that more than one option be submitted to SHPO and then the County makes a decision from there. Mr. Spina went on to discuss that there are 19 points within the building that are monitored by security. Mr. Spina discussed the relocation of the Department of Motor Vehicles being an important portion of the renovation. He discussed that if the City of Cortland Courts does not move into the County Courthouse then some adjustments to the plans already proposed would need to be reevaluated. He also indicated that the project could be undertaken as a whole or as individual pieces; breaking the project into smaller projects would increase the price of the project. Ms. Breed inquired about the use of Tobacco Monies for this project. Mr. Schrader explained that the money needed to be in our operating budget in order to obtain the partial reimbursement. Mr. Willcox inquired as which portion of the project would be most beneficial to the County. Mr. Schrader explained that the project would be beneficial in its entirety and the phasing was appropriate but Phase I needed to be completed first. He explained the need for funding to be in an “operating budget” in order to qualify for reimbursement from the Courts. He also explained the need for Department of Motor Vehicles to be relocated, which will allow for the use of the lower level, he added that there are space issues that need to be addressed. Ms. Breed addressed the use of the Tobacco Monies for this project. Mr. Schrader explained that he is currently looking at other projects. Mr. Willcox mentioned bonding for the Courthouse project. Mr. Schrader explained the terms of reimbursement and that this project cannot be bonded for. Mr. Schrader further discussed that the Court Systems are going above and beyond and assisting us with funding. Mr. Oechsle discussed that there is another County that was using Tobacco Monies to complete a similar project. Chairman Brown inquired about what will happen if Phase II, moving of City Court, does not happen. Mr. Spina explained that a shifting of spaces will occur and there will be no change in the cost. Ms. Breed inquired about City court and Department of Motor Vehicles. Mr. Spina explained that if Department of Motor Vehicles does not move then portions of the project would need to be looked at again. Mr. Tagliente thanked Mr. Spina for attending the meeting. Mr. Schrader discussed having the committee present a resolution that would authorize an agreement with Bell & Spina to prepare specifications for the completion of the Courthouse project. He further discussed that if it is not in the best interest of the County then it can be pulled at the last minute. Mr. Oechsle discussed that with this resolution Court officials will have some sort of assurance that preliminary authorization for the funding will take place. Mr. Daniels made a motion to authorize an agreement with Bell & Spina to prepare specifications to complete the Courthouse project; seconded by Ms. Breed. All members voting in favor; none opposed; resolution adopted.
The meeting adjourned at 9:20 a.m.