General Services Committee

April 8, 2008 at 8:00 AM

MINUTES APPROVED AS AMENDED IN BOLD

Committee Present: Chad Loomis, Chairman; Newell Willcox, Vice Chairman; Gene Waldbauer, Tom Williams, Tony Piombo, Don Spaulding, Tom Hartnett

Other Legislators/County Staff Present: Scott Schrader, County Administrator; Angie Wyatt, Secretary to County Administrator; Danny Ross, Legislator; Mike McKee, Legislator; John Steger, Legislator; Sandy Price, Legislator; Mark Suben, County Attorney; Brian Parker, Superintendent-Buildings & Grounds; Dave Hartnett, District Attorney; Rob Corpora, Director-Information Technology; Jack Hess, Deputy Director-Information Technology

Others Present: Eric Mulvihill, News Director-WXHC Radio; Evan Giebel, Reporter-Cortland Standard

Prior to the meeting officially starting, members of the Committee expressed support for changing the Committee name back to the Buildings & Grounds Committee.

The meeting was called to order at 7:59a.m. by Chairman , Chad Loomis

MOTION BY MR. SPAULDING – 2^ND BY MR. WALDBAUER TO APPROVE THE MINUTES OF THE MARCH 11, 2008 MEETING – ALL PRESENT VOTING IN FAVOR WITH THE FOLLOWING CHANGE: Mr. Parker did not recall getting the authority to purchase the water heater for the Courthouse ramp. Mr. Hartnett and Mr. Willcox recalled the Committee approving the authorization. To substantiate approval to purchase the water heater, A MOTION WAS MADE BY MR. WILLCOX – 2^ND BY MR. SPAULDING – ALL COMMITTEE MEMBERS VOTING IN FAVOR TO AUTHORIZE THE PURCHASE OF THE WATER HEATER FOR THE COURTHOUSE RAMP – MOTION PASSES……….MARCH 11, 2008 MINUTES APPROVED WITH NEW MOTION AND CHANGE

RESOLUTIONS

Buildings & Grounds

Authorize Agreement/Award Bid Fire Alarm Maintenance – MOTION BY MR. WILLCOX – 2^ND BY MR. WILLIAMS – ALL PRESENT VOTING IN FAVOR – MOTION PASSES

Discussion: Mr. Parker advised the Committee that the amount of the bid is $8,749.00 and that it is state bid pricing. Mr. Parker explained how state bidding works and that buying at state bid prices is less expensive. He further indicated that Simplex-Grinnell is paying prevailing wage which is required when a company bids on a government project. Mr. Parker had another proposal from ABJ Company but indicated that their prices would go up each year and that Simplex-Grinnell would remain the same.

Information Technology

Award Information Technology RFP Amend Budget Outside Plant Fiber Optic Infrastructure Information Technology – MOTION BY MR. HARTNETT – 2^ND BY MR. WILLCOX – ALL PRESENT VOTING IN FAVOR – MOTION PASSES

Discussion: Mr. Corpora explained that they would be running fiber optic lines to other buildings owned or will be owned by the County. This would enable the consolidation of all kinds of resources for example, our phone lines and radio communications. It would ultimately be a savings of $3,000 or $4,000 per month to the County and that the prices are good for 6 months. The rental costs on the poles required would be approximately $3,000 per year. Mr. Hess indicated that it would take no longer than 90 days for each phase.

Department of Motor Vehicles

Authorizing Specialized Services Agreement-Department of Motor Vehicles-Schematic Design – MOTION BY MR. SPAULDING – 2^ND BY MR. WILLCOX – ALL PRESENT VOTING IN FAVOR – MOTION PASSES

Discussion: Mr. Schrader explained that this is a schematic design proposal only. The schematic design proposal would take 30 days. Mr. Schrader said that the closing date for the DMV property will be on or about July 1, 2008. The contract has been drafted and we are now waiting for Mr. Armideo’s attorney to review it. Mr. Schrader and Mr. Armideo went to the proposed site and walked around to agree upon the boundary lines for the parking. An environmental phase 1 with a history check will be completed and then an environmental phase 2 will be completed. Phase 2 consists of soil testing. There use to be an automotive shop at the site. Mr. Schrader does not see this as a big issue. If any clean-up is required, the County will receive 75% of state aid. Dan Dineen, Director of the County Planning Department will file for sub-division. B & L Engineering is aware that we would like a green building.

DISCUSSION/PRESENTATIONS

Departmental Reports

Buildings & Grounds: Mr. Parker had prepared a written report of the Buildings & Grounds activities but the report was not distributed with the rest of the materials. Ms. Wyatt was not aware that this additional document was not in the packet of materials for this meeting. Mr. Parker provided a brief update as follows:

They are presently busy working on the Training Center/Backup 911 Center at the Cortlandville Fire Station location.
Courthouse: The County Clerk has been moved and the District Attorney is moving today. The IT Department has completed their work at the Courthouse. The counter at the records division is completed and opened.
Jail: Paul Yaman Construction will be fixing the roof at the jail.
Staffing: Mr. Parker will be interviewing for 1½ cleaners next week. The cleaners are from Employment & Training and the Senior Community Service Employment Program. Steve Corey retired last week. Ms. Price complemented Mr. Corey on his service to the County.
The new generator is on site and ready to be fired up. The old generator will be used at the Courthouse. The Courthouse generator will be placed on a trailer so we can move it as needed. The County Office Building will be fully operational during an emergency.
Ms. Price asked about the bus shelter. Mr. Parker indicated that they are coordinating with the Highway Department to do the concrete work.

Information Technology: Mr. Corpora advised the Committee that they will be updated the email system.

Mr. Hartnett indicated that he has 3 ADA ’s in one room and will need partitions to ensure privacy.

The meeting was adjourned at 8:56a.m.

Minutes taken and prepared by Angie Wyatt, Secretary to County Administrator .