Highway Committee

April 8, 2008 – 9:00 am

APPROVED MINUTES

 

Present:                      Mike McKee, Chairman; John Steger; Vice Chairman; Kathie Arnold, Tom Hartnett , Chad Loomis, Danny Ross and Newell Willcox

Others present:          Scott Schrader, County Administrator; Sandy Price, Legislative District 19; Mark Suben, County Attorney; Katrina Spicer, Secretary to County Administration; Donald Chambers, Superintendent of Highways; Bob Buerkle, Deputy Superintendent of Highways; Eric Mulvihill, WXHC; and Evan Geibel, Cortland Standard

Mr. McKee called the meeting to order at 9:01 a.m.

Mr. Ross moved adoption of the minutes of the March 11, 2008 meeting; seconded by Mr. Willcox.  All members voting in favor; none opposed; minutes approved as printed.

RESOLUTIONS:

AIRPORT

1.                  Authorize Project and Accept New York State Aviation Grant to Design and Construct Airport Parking Lot Security Lighting during 2008, Cortland County Airport , Highway Department – Mr. Willcox moved adoption; seconded by Mr. Hartnett.  Mr. Buerkle explained that this is for one of two grants that were received foe the Airport in 2007.  He added that the parking lot is dark at night and this will provide for more lighting and more security.  He added that it would not be lit up like a parking lot and the lights would be strategically placed.  Mr. Ross requested that Mr. Loomis take a look at the plans prior to installation of the lights.  Mr. Loomis and Mr. Buerkle discussed the type of light to be installed was building mounted and the engineer used at the airport was MacFarland-Johnson out of the Binghamton area.  Mr. Loomis stated that he would contact Mr. Buerkle and inquired as to who was doing the installation.  Mr. Buerkle stated that the work may be completed in house.  Mr. Willcox inquired if there was a history of vandalism.  Mr. Buerkle stated that there was not and added that this installation of lighting is a deterrent.  Committee members discussed the lighting to be installed and added that it would be minimal lighting.  All members present voting in favor; none opposed; resolution approved.

2.                  Award 100 LL Aviation Gasoline Bid, Highway Department – Mr. Willcox moved adoption; seconded by Mr. Loomis.  Mr. Buerkle apologized for the confusion concerning this resolution on the floor of Legislative Session in March.  He discussed and explained the fixed fees and fluctuating fees as listed in the resolution.  He expressed that this is similar to local gas station prices.  He explained that the base price will fluctuate depending on the market.  He also discussed the company has 5% profit to be figured in.  Mr. Schrader explained that the local gas stations have an 8% or 9% profit calculated in there prices.  Mr. Buerkle explained that this is the most efficient way to do this.  Mr. Hartnett inquired as to how often an order is placed for aviation fuel.  Mr. Buerkle explained that it is done approximately twice a year.  The Highway Committee discussed fixed prices and fluctuating prices.  Mr. Buerkle and Mr. Chambers explained the Cortland County Airport is authorized to resell the aviation fuel; a gas station for the airport.  Mr. Willcox discussed speculation of prices.  Mr. Buerkle explained that the price the County pays is the price based on the commodity.  He added that the Airport is making money in regards to this.  Mr. Steger expressed that he does not have a problem with this because the county is reselling it and it is not for county consumption.  Mr. Hartnett inquired as to how often the price is adjusted for sale.  Mr. Buerkle and Mr. Schrader explained this is done monthly.  Mr. Buerkle explained that is 2007 approximately 30,000 gallons of fuel was sold at the Airport and related it to the sale of 15,000 gallons sold annually in 2005.  Mr. Schrader explained the Cortland County Airport was nearly self-sufficient in 2007 and added that with the additional revenue in rental of T-Hangars in 2008 it will be making a profit this year.  He added that he would like to commend Mr. Buerkle and Mr. Chambers for the great job they do at the Airport.  Mr. Ross expressed that Southern Tier East has a monthly meeting with adjacent county airports and Mr. Buerkle attends them.  All members present voting in favor; none opposed; resolution approved.

HIGHWAY

3.                  Approve Contract for Engineering Replacement of Jennings Creek Road Bridge (C.R. 136) P.I.N. – 3754.31, B.I.N. - 3361530 – Mr. Ross moved adoption; seconded by Mr. Hartnett.  Mr. Chambers explained that Delta Engineers were selected to perform the Construction Inspection and Administration on this project.  He added that the federal funds should be in place today in regards to this project and this project is a bridge replacement project.  Mr. Schrader inquired if the funds are received today, will that put us back on track.  Mr. Chambers stated that they are currently on schedule and are only waiting on those funds.  Mr. Loomis inquired as to the length of the project.  Mr. Buerkle stated that it should be completed by the end of this construction season.  The Highway Committee members discussed engineering services and this project being a reimbursement program project.  All members present voting in favor; none opposed; resolution approved.

4.                  Award Highway Equipment – One (1) Hydraulic detachable Gooseneck Trailer, Highway Department – Mr. Steger moved adoption; seconded by Mr. Hartnett.  Mr. McKee explained that the Highway Committee gave Mr. Chambers and Mr. Buerkle permission to go out to bid last month in regards to this.  Mr. Chambers explained that Mr. McKee looked at the trailer last month and agreed that it was in need of being replaced.  He added that this new trailer would be purchased using two different accounts; the first being a capitol equipment account and the second being a general equipment account.  He further stated that this is within the existing Highway Department Budget.  Mr. Willcox inquired about the two bids being for the same trailer.  Mr. Chambers expressed that they are similar trailers.  All members present voting in favor; none opposed; resolution approved.

5.                  Award Bids, Extend 2008 Material Bids, Highway Department – Mr. Ross moved adoption; seconded by Mr. Willcox.  Mr. Chambers distributed a Comparison List, Material Bids – 2008.  He further explained that this resolution is to extend the current bids for an additional year.  He added that the company will honor the bid prices for that additional year and added that the extension of these bid prices is in the best interest of the County.  Mr. Willcox inquired as to how long these companies have had these bids.  Mr. Chambers and Mr. Buerkle explained the agreement was for two years with an option of extending the bid for an additional three years.  They added that this would be brought back for approval each year it is extended.  Mr. Chambers discussed the fluctuating prices involved.  All members present voting in favor; none opposed; resolution approved.

6.                  Award Bids, Award 2008 Material Bids, Highway Department – Mr. Hartnett moved adoption; seconded by Mr. Steger.  Mr. Chambers explained that he has distributed the Comparison List, Material Bids – 2008.  He added that all bids are shown in the comparison list.  He explained that the Highway Department has analyzed each bid and selected those in the best interest of the county.  Mr. Chambers explained that the bids are extended to other municipalities (Villages, Towns and the City) and other County Departments.  All members present voting in favor; none opposed; resolution approved.

DISCUSSION ITEMS:

1.                  Rebid Porch, Dwyer Park – Mr. Chambers explained that he had gone out to bid in regards to the repairs needed for the porch rehabilitation at Dwyer Park .  He explained that there was only one bidder and the bid came in much higher than expected.  He added that the department decided to take another look at the plans and rework them.  He added that he has spoken with the Engineer to rework the plans and there will be an additional expense charged by the Engineer.  Mr. Chambers explained that the work can be completed after the CRT season closes.  Mr. Hartnett inquired about the work being done in-house.  Mr. Buerkle stated that the work being done in-house is an option.  Mr. Schrader discussed the lead abatement.  Mr. Buerkle explained that the lead abatement is not a huge cost in this project and added that this was covered in the Engineering Report.  Mr. Willcox inquired if the report that Mr. Buerkle was referring to was the one dated February 6, 2007.  Mr. Buerkle stated that it was.  Mr. Ross explained that the steel is a large part of the cost.  Mr. Buerkle and Mr. Chambers discussed taking another look at the project and the hangars involved.  Mr. Loomis inquired about the structure having historic significance.  Mr. Buerkle explained that it was a historic structure.  Mr. Schrader explained that it was considered a historic structure and has historic significance and he added that SHIPO is not involved in this project because there is no funding available.  He added that SHIPO will not complain.  He added other groups may complain and this could become a political issue.  Mr. Buerkle stated that he has made a good faith effort to replicate what is already there.  Mr. Schrader discussed including in the specifications pricing regarding custom hangers versus stock hangers.  Mr. Buerkle explained that he is requesting committee approval to move forward with this with the understanding that additional engineering cost would be incurred.  Mr. Willcox inquired as to why the Engineering Report dated February 6, 2008 was not distributed in the last committee meeting.  Mr. Buerkle discussed the Engineering Report.  Mr. Willcox discussed the Engineering Report and read apportion from the report pertaining to the lead abatement and also discussed OSHA regulations in regards to lead abatement.  Mr. Hartnett explained that he was certified in lead abatement and added that the process used depends on the process in which the material is being taken down.  Mr. Buerkle offered to invite the Engineer from Barton & Loguidice to attend the meeting and explain the process involved in the lead abatement.  Mr. Willcox stated that he would like to require a ruling in writing from OSHA.  Mr. Buerkle explained that the Engineer specializes in lead abatement.  Mr. Hartnett further explained the different processes involved in lead abatement.  Mr. Willcox discussed his experience with OSHA and added that they are tough.  Mr. Hartnett again explained that the lead abatement rules to follow depend on the type.  Mr. Loomis suggested that when Barton & Loguidice attend the meeting they can address the type of lead involved in this.  Mr. Chambers added that if this is done in-house, OSHA will not be involved but PESH will be.  Mr. Buerkle explained that lead abatement has been done on bridges over creeks by the Highway Department.  Mr. Buerkle and Mr. Chambers stated that there are different degrees of abatement.  Mr. Willcox discussed the timetable involved in this project.  The Highway Committee discussed the changes that have been made to the timetable.  Mr. Chambers discussed not interrupting the CRT schedule.  Mr. Willcox addressed his concerns regarding the increased costs on the bid that was caused by the time constraints.  Mr. Loomis explained the short timeframe of two weeks could impact the bid.  Mr. Buerkle explained that two weeks is the standard.  Mr. Steger expressed that there is a huge demand on steel right now.  The consensus of the Highway Committee is to move forward with this project as requested by Mr. Buerkle. 

2.                  Authorize Agreement, Natural Gas Exploration, Cortland County Landfill, Jeff Swan –Mr. Chambers explained that Mr. Swan was to have a representative here today to discuss a new proposal in which no seismic testing would be done a the Landfill, only cables would be put down to gather information.  He added that there would be a need to clear trees and the need to use heavy equipment on County property.  He further explained that DEC, Part 360 has nothing to prohibit the moving forward of this.  Mr. Schrader stated that DEC was extremely interested in this when they were proposing seismic testing.  The committee members discussed having seismic testing done on County land.  Mr. Schrader expressed that he is interested in knowing where the company is going with this.  He explained that he had received several complaints in regards to this company doing seismic testing on private property in the county.  He added that a complaint has been made to the New York State Attorney General’s Office in regards to this.  Mr. Schrader also stated that he has received a request from this company for a Local Law to be passed.  Mr. Buerkle stated that the only thing that has been requested of him is for the testing to be done.  Mr. Schrader again stated that they have asked him to propose a Local Law.  Ms. Arnold discussed her experience in regards to this company as being poor and further explained that the simple fact that they did not show up here today only adds to that.  Mr. Schrader expressed his desire to gain more information from experts in regards to seismic testing.  He added that he was not comfortable moving forward with this without expert information.  Mr. Suben explained that he can make phone calls to gain expert advice.  Ms. Arnold explained that her dealings with this company include them being dishonest with her.  Mr. Suben explained that he was attending a County Attorney ’s meeting tomorrow and would attempt to gain more knowledge there.  Mr. Buerkle inquired as to what the Highway Committee would like him to say when this company calls him again.  Mr. Schrader stated, “No, until further notice.”  He added that they can direct all calls and inquiries to his office.  Mr. Ross expressed that Mr. Dineen has been in contact with an expert in regards tot his and offered to have Mr. Dineen get in contact with Mr. Schrader regarding this individual.  Ms. Arnold made a motion to have all calls and inquiries from Elexco in regards to Natural Gas Exploration at the Cortland County Landfill directed to Scott Schrader, County Administrator; seconded by Mr. Hartnett.  All members present voted in favor; none opposed; motion carried.  Mr. Schrader expressed that he is interested in gaining any and all expert information in regards to this from the County Attorney and Dan Dineen.

Town of Homer , Engineering Services - Mr. Chambers explained that he has received a request from the Town of Homer regarding assistance with Engineering Services in the parking lot of the Town Hall.  He explained that he and Mr. Buerkle have discussed this and would not be able to schedule the provision of these services until midsummer.  He added that the Town of Homer is interested in starting construction by midsummer.  Mr. Schrader expressed that he has no problem with providing the services if they can wait.  Mr. Chambers stated that he would let them know that they can assist if the Town of Homer can wait. 

Linear Park – Mr. Ross explained that he and Mr. McKee have gone out and looked at Linear Park and there is an area in need of culvert repairs.  He also requested that the County install signs where the walking path crosses County Roads.  He added that the Town of Cortlandville has already installed signs where the path crosses Town Roads.  The consensus of the Highway Committee was to have Mr. Chambers take care of these two issues. 

Ms. Arnold expressed that a few months ago she requested a report regarding Highway Upgrade Project over the last several years.  Mr. Buerkle apologized and explained that he has not had the opportunity to work on it but he would make time to prepare it. 

Ms. Arnold explained that Chenango Road was repaired a few years ago and there are already signs of more work needed on that road.  Mr. Chambers and Mr. Buerkle stated that they would take a look at it.

Mr. McKee adjourned the meeting at 9:59 a.m.