General Services Committee

July 10, 2007 - 8:30 am

DRAFT MINUTES

 

 

Present:                      Kay Breed, John Daniels, John Steger and Newell Willcox

Others present:          Marilyn Brown, Chairman, Cortland County Legislature; Scott Schrader, County Administrator; Larry Cornell, Legislator D 18; Danny Ross, Legislator D 12; Ron Van Dee, Legislator D 5; Katrina Spicer, Secretary to County Administration; Dennis Whitt, County Auditor; Richard Van Donsel, County Attorney; Brian Parker, Superintendent of Buildings and Grounds; Tim Smith, Deputy Superintendent of Buildings and Grounds, Carl Moses, Weights & Measures; Eric Mulvihill, WXHC; and Corey Preston, Cortland Standard;

Absent:                       Steve Dafoe, Tom Hartnett and Dan Tagliente

Mr. Daniels called the meeting to order at 8:33 a.m.

Mr. Willcox moved adoption of the minutes of the June 12, 2007 and June 21, 2007 meetings; seconded by Mr. Steger.  All members voting in favor; none opposed; minutes approved as printed.  (Chairman Brown was included in quorum for voting due to the fact that Ms. Breed had not yet arrived)

SUGGESTED LEGISLATIVE REVIEW:

**The following items have been noted as items for suggested Legislative Review by the Vice -Chairman of the General Services Committee.  These items are also noted with ** and in bold print.

·       Natural Gas Procurement

·       Conflict Attorney’s Office

DISCUSSION:

Ms. Breed arrived just as discussions began.

1.                  Celtic Festival – Mr. Parker read a letter received from the Celtic Festival Committee and explained that the Celtic Festival is scheduled for August 24, 25 and 26, 2007.  He explained that they are requesting to use would like to use County property at Court House Park for the festival.  He added that they would provide an insurance certificate name Cortland County as an additional insured and stated that historically the County has allowed them to use the property.  The consensus of the Committee was to allow the Celtic Festival Committee to use County property at Court House Park.

2.                  ** Natural Gas Procurement – Mr. Schrader briefly discussed the history of the County’s practice in an aggregation with OCM BOCES, NYSMEC, in regards to natural gas.  He also explained that the County uses MEGA for electricity.  Mr. Schrader further discussed the County’s history in regards to natural gas and electricity.  He explained that the agreement with OCM BOCES is up for renewal.  He added that the price OCM BOCES could provide the County is $.90 per decagram lower than the price MEGA can provide but added even though MEGA’s price is higher, the County could save over $38,000 by going with MEGA.  He discussed reasons for this savings being part to MEGA having no administrative fee.  He explained that he would like permission from the General Services Committee to end the contract with OCM BOCES and go with MEGA for natural gas.  He further explained that this is a time sensitive matter and that OCM BOCES is in need of a decision by July 27, 2007.  Mr. Schrader explained reasons for doing this; including MEGA being a user-friendlier program and added he is on the board.  Mr. Schrader explained that the board members make the decisions for MEGA versus one person making the decisions for OCM BOCES.  He discussed recent history of locking in prices and the County losing money because OCM BOCES locked in to a price before the prices began to drop.  Mr. Daniels inquired about he length of an agreement with MEGA. Mr. Schrader explained that there is not term to be locked into.   Mr. Willcox inquired about what TC3 does for utilities.  Mr. Schrader explained that he did not know what TC3 did in regards to utilities.  Mr. Schrader further explained that OCM BOCES may be in possession of County money and added that he was not aware of a mechanism in place to have these funds returned.  Committee members discussed having Mr. Van Donsel assist in attempts to have the County’s money returned.  Mr. Daniels discussed the program with OCM BOCES being started approximately fifteen years ago.  Mr. Parker explained and discussed the history of using OCM BOCES and the negotiations of a price for natural gas.  He explained that this involved a great deal of work and added that there was a small savings.  Mr. Schrader explained that at the time it was a good idea to go with the NYSMEC OCM BOCES Program.  Mr. Schrader also discussed MEGA and their Board of Directors being made up of participants.  He further discussed MEGA being made up of eight counties and sixty municipalities, and added that they have over two thousand accounts.  Chairman Brown inquired about if the County does not stay with MEGA, can the County go back to OCM BOCES.  Mr. Schrader explained that likely not.  Mr. Van Donsel inquired why Mr. Schrader was requesting Committee Approval and not using a resolution.  Mr. Schrader explained that the relationship could be terminated at any time.  Mr. Schrader requested authorization to end the current contract with OCM BOCES, NYSMEC, and pursue participation with MEGA in regards to natural gas.  The consensus of the General Services Committee was to authorize Mr. Schrader to end the current contract with OCM BOCES, NYSMEC, and pursue participation with MEGA in regards to natural gas.

3.                  ** Conflict Attorney’s Office – Mr. Schrader discussed a meeting he had with Mr. Parker and Mr. Smith in regards to various projects to be completed by the Buildings and Grounds Department.  He added that they are now taking on a new project, preparing an office for the recently appointed Conflict Attorney.  Mr. Schrader explained that due to the current projects being worked on by the Buildings and Grounds Department and the various projects not planned for being completed in 2007, there is not the staff and time to renovate a new office for the Conflict Attorney who begins in August.  Mr. Schrader explained that Buildings and Grounds Department has requested to bring in a firm to complete the labor related to this project.  Mr. Schrader explained that due to the fact the cost is less than $20,000, there is no need to go out for bid.  He added Mr. Parker and Mr. Smith have received two estimates; the first from Ithacor for approximately $11,650 and the other from Yaman for approximately $18,000.  Mr. Daniels asked what work was to be done.  Mr. Parker explained that the Buildings and Grounds Department is currently located in two different areas.  He also explained that the Buildings and Grounds Department, Youth Bureau, Safety Officer and Weights & Measures share secretarial support and added that they are spread out in different areas.  He added that included in this proposed work would be putting Buildings and Grounds Department, Youth Bureau, Safety Officer and Weights & Measures into a five-office suite and making room for the Conflict Attorney in what is currently Mr. Smith’s Office.  He also discussed moving the DSS File room closer to the DSS files.  Ms. Breed expressed that this should have been thought of before appointing the Conflict Attorney.  Mr. Schrader expressed that this work was anticipated to be done in the fall but circumstances have changed.  Mr. Schrader explained currently the Buildings and Grounds Department is working on the Veterans Services Office and Cortlandville Training Facility, which are both projects that were not anticipated at the beginning of the year.  Mr. Willcox requested to see the proposal for the work to be completed.  Mr. Schrader provided Mr. Willcox with the proposals submitted.  Mr. Schrader expressed that he is requested permission to hire labor for completion of this project and explained the materials would be provided by the Buildings and Grounds Department.  Mr. Willcox inquired as what the time crunch was that would not allow this to be done in house.  Mr. Parker explained that there is over 92 weeks of work to be completed and there is just not the time and staff to do this.  Mr. Schrader expressed that this would be paid from the Buildings and Grounds Department Budget.  Mr. Van Donsel requested that the General Services Committee approve the work to be completed.  Mr. Schrader explained that a resolution is not needed because the request is to only hire for the labor.  Mr. Schrader further explained that payment would be processed through the purchase order system, which is in essence a contract.  Mr. Daniels expressed that he would like to see this move forward, Mr. Steger agreed.  Mr. Daniels made a motion to contract for the labor for this project with Ithacor; seconded by Mr. Steger.  All members present voting in favor; none opposed; motion carried. 

4.                  Department Reports – Mr. Parker updated the Committee on the Court House renovations.  He expressed that the ramp is scheduled to open on July 19, 2007 with the final work to be completed on the July 18, 2007, the evening before it’s opening.  He further discussed the Court funded employee entrance being installed on July 16, 2007 and added that Buildings & Grounds employees would be used as “test subjects” to ensure that the system is running smoothly.  He added that the employee entrance is scheduled to open on August 9, 2007 but could officially open sooner if everything is going smoothly.  Ms. Breed inquired about the entry point for Department of Motor Vehicles being changed.  Mr. Parker expressed that the only change is the entrance to the entire building.  He added that the general public would simply use a different door to enter the Court House. 

5.                  Ad Hoc Committee – Ms. Breed inquired about the status of the Ad Hoc Committee’s work.  Mr. Parker explained that the Ad Hoc Committee has requested information regarding possible locations for a Department of Motor Vehicle Office and have been reviewing the input.  He added that they are attempting to narrow down the properties to three to five from a total of over thirteen, with proposals still coming in.  Mr. Parker explained the criteria established by the Ad Hoc Committee as follows:

1.   4,000 square foot building (adequate space)

2.   access to public utilities

3.      50 parking spaces (adequate space)

Ms. Breed inquired if leasing and owning both were being considered.  Mr. Willcox inquired about additional properties still being considered.  Mr. Schrader expressed that both leasing and owning has been addressed.  Mr. Cornell expressed that additional sites had already been screened.  Mr. Willcox inquired about General Services Committee reviewing the information before it goes to the floor.  Mr. Parker expressed that he assumes the Ad Hoc Committee will make recommendations and send them to the General Services Committee and then to the full Legislature.  Ms. Breed inquired about the Ad Hoc Committee sending more than one option to the General Services Committee.  Mr. Parker expressed that he believes that they will send more than one option, likely three, to the General Services Committee similar to the last time the Ad Hoc Committee gave the General Services Committee recommendations.  Mr. Van Dee expressed that he would like to see a Public Information meeting scheduled at least thirty days prior to any action being taken by the full Legislature in regards to this for public input.  Ms. Breed stated that she would like to see the process open to the public.  Mr. Parker explained that the minutes are available to the public and are online, except for those discussions pertaining to specific sites, which have been discussed in Executive Session. 

Mr. Steger made a motion to adjourn the meeting; seconded by Mr. Daniels.  Mr. Daniels adjourned the meeting at 9: 12 a.m.