Highway Committee

February 12, 2008 – 9:00 am

DRAFT MINUTES

 

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

Others present:         Scott Schrader, County Administrator; Carol Tytler, Legislative District 3; Larry Cornell, Legislative District 18; 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 Ida Peace, Cortland Standard

Absent:                       John Steger

Mr. McKee called the meeting to order at 9:15 a.m.

Mr. Willcox moved adoption of the minutes of the January 15, 2008 meeting; seconded by Mr. Ross.  All members voting in favor; none opposed; minutes approved as corrected.

RESOLUTIONS:

HIGHWAY

1.                  Award Bid Highway Equipment – One (1) Leachate Tanker Trailer, Highway Department/Solid Waste – Mr. Hartnett moved adoption; seconded by Mr. Loomis.  Mr. Chambers stated that the resolution listed the wrong account number and the correct account number should be EL 81605 52035.  He additionally explained that this purchase would be in addition to the 1985 Tanker currently being used and purchased two years ago.  He added that this new tanker will increase the amount of leachate that can be hauled at one time.  He explained that with the increased capacity being hauled other expenses such as, overtime and fuel, will be decreased.  Mr. Chambers also explained that the 1985 Tanker currently being used will be retained and will allow the landfill to have a spare available if the need were to arise.  He added that the money saved two years ago after purchasing the 1985 Tanker is greater than the money spent.  He explained that this new tanker would eventually pay for itself.  Ms. Tytler addressed concerns she had regarding a number of past issues with the hauling of leachate.  She inquired as to what the impact would be on the Treatment Plant with an increased amount of leachate being dumped.  Mr. Chambers assured the Committee that the County and the City would work together on this to minimize any impact this may have.  Mr. Chambers further explained that the City of Cortland brings sludge to the Landfill at no charge and the County dumps leachate in the City of Cortland treatment plant at no charge.  Mr. Wilcox addressed his concerns in regards to purchasing a tanker for the purpose of hauling leachate only two years ago.  Mr. Chambers discussed a situation in which Cortland County needed to borrow a tanker from a neighboring county.  He added that the other county complied with his request but asked that Cortland County not put them in that situation again.  He stated that with this purchase, a spare tanker would be available if the need were to arise.  He also discussed this purchase being a capitol investment, which has already paid for itself.  Mr. Chambers further explained that the reason for buying the used tanker two years ago was because of contractor problems.  Mr. Hartnett explained that he did not see a problem if the tanker would end up paying for itself.  Mr. Loomis inquired as to the cost of the tanker two years ago.  Mr. Chamber explained that the used tanker cost $8,500 and with all the upgrades made the total amount invested came to approximately $22,000.  Mr. Ross stated that there would be a time when dumping Cortland will no longer be permitted.  Mr. Chambers agreed and stated that this is a potential problem in the future.  Mr. Ross inquired about the possibility of taking care of the leach ate on site.  Mr. Chambers explained that this has been explored and it would be an expensive endeavor.  He discussed other potential problems and the considerable cost involved.  Mr. Cornell stated that the Sold Waste Committee explored this a number of years ago and found that it was not cost effective for the county have a facility onsite to do this.  Mr. Hartnett suggested looking into the costs involved with going to another county to dispose of the leach ate.  Mr. Chamber expressed that he would explore going to Ithaca to do this.  Committee members discussed Cortland County and other surrounding counties being in the same situation in regards to this.  Mr. Chambers suggested that the local facility look into sewage upgrades.  Ms. Tytler suggested looking into other options such as the use of Willows to minimize the capacity.  Mr. chambers stated that he would discuss this with the consultant and added that they have looked at cost the most cost effective ways to handle this.  Mr. Ross questioned if there would be other uses of the tanker besides hauling leachate.  Mr. Chambers explained that the tanker would be exclusively used for hauling leachate and discussed regulatory issues involved.  All members present voting in favor; none opposed; resolution approved as amended.

2.                  Award Bid Highway Equipment – One (1) Motor Grader Highway Department – Mr. Ross moved adoption; seconded by Mr. Willcox.  Mr. Chambers pointed out that there was an error in the account number and requested that resolution be amended.  Mr. Chambers explained that this piece of equipment would replace an 83 CAT Grader and added that this piece of equipment is on a Capital Replacement List.  He added that the existing grader would be traded in.  He explained the two options:  Option A would include a snowplow package and Option B included a Scarifier attachment.  He briefly discussed the uses of the two options.  Mr. Chambers recommended going with the bid from Vantage equipment for the Volvo Grader and added that the department has had good luck with the Volvo Grader.  He explained that Five Star Equipment’s bid included a John Deere and Milton Cat included a Caterpillar.  Mr. Loomis inquired if any work that needed to be done on this piece of equipment could be completed in house.  Mr. Chambers explained that it could.  All members present voting in favor; none opposed; resolution approved as amended.

3.                  Award Service Contract – Tree Removal Service Highway Department – Mr. Willcox moved adoption; seconded by Mr. Loomis.  Resolution pulled at the request of the Chairman of the Highway Committee.

RECYCLING

4.                  Award Highway Bid – Transportation and Recycling of Electronic Equipment Highway Department/Recycling – Mr. Willcox moved adoption; seconded by Ms. Arnold.  Mr. Chambers explained that the recycling of electronics began about a year ago and has been very popular at the recycling center.  He also explained that he did go out to bid for this when the recycling began and bid received was $0 per ton.  He explained that REACT E-cycling was the bidder that came in at $0 per ton but with a change in Federal regulations there will now be an increase the charge to do the recycling of electronics.  He also explained that he does anticipate an increase in flow and explained that the date to change from analogue to digital is February 19, 2009.  Mr. Willcox explained that he had visited the Recycling Center and there are a great number of electronics being recycled.  Mr. Chambers agreed and expressed that it is a customer friendly program.  Ms. Tytler added that some of her constituents brought this up and are very pleased with the program.  Mr. McKee explained that this a very responsible manner in which to handle this.  Mr. Chambers explained that other counties charge to recycling the electronic and Cortland County does not and added that this is a worthwhile program.  All members present voting in favor; none opposed; resolution approved.

5.                  Authorize Amnesty Week Highway Department – Mr. Ross moved adoption; seconded by Ms. Arnold.  Mr. Chambers explained that the resolution needed to be changed from Amnesty Day to Amnesty Week.  Mr. Chambers discussed the history involved in this and added that this is the best time to do this.  Mr. Willcox inquired if towns were storing and saving them for when the county has this amnesty week.  Mr. Chambers explained that everyday household garbage is not included in this.  Ms. Arnold explained how Truxton addresses Amnesty Week and stated that constituents are interested in another amnesty week in the fall.  Ms. Arnold questioned the wording in the resolution regarding what is excepted and what is not.  Mr. Chambers and Mr. Buerkle explained that it is very vague but added that they have never turned away items.  Ms. Arnold further questioned the disposal fee that is charged when tires are purchased.  Mr. Willcox discussed the money collected going to New York State.  Ms. Arnold asked if the committee would consider an Amnesty Week in the fall.  Mr. Loomis suggested that the committee address this in June for an October Amnesty Week.  All members present voting in favor; none opposed; resolution approved as amended.

DISCUSSION ITEMS:

1.                  Delinquent accounts-Cortland County Landfill – Mr. Chambers explained that Doug’s Trash Removal has paid off their account and added that Almost Anything Trash Removal is in the hands of the County Attorney.  Mr. Willcox inquired if the amount owed from Almost Anything Trash should be increased due to interest.  Mr. Schrader explained that this is in the hands of the County Attorney and added that a lain has been placed on all assets belonging to Almost Anything Trash.  He added that Ms. Burns has researched this and the owner has moved to Texas and to place a lien on assets in Texas would be costly to the County.  Mr. Suben stated that he agreed with Mr. Schrader and added that in the future he suggests that the County take precautions to not be put in this situation.  Committee members discussed the garbage disposal problem in Homer.  Mr. Suben recommends that the County write this off.  Mr. Loomis inquired if steps have been taken to stop this from happening in the future.  Mr. Schrader explained there have been and discussed having a policy regarding contractual relationships with haulers to prevent this from happening in the future.  He added that if an account becomes sixty days past due then no dumping would be allowed at the Landfill.  Committee members discussed Almost Anything being a municipal hauler for Homer.  Mr. Schrader explained that a lien has been placed on any monies Homer were to send the Almost Anything Trash Removal.  He added that the Village of homer tried to assist the County but Almost Anything Trash Removal has never billed the Village of Homer. 

2.            Bidding: East River Road Culverts – Mr. Chambers and Mr. Buerkle explained that the replacement of two large culverts on East River Road are part of the Capital Projects Plan.  They added that Mr. Buerkle and the engineering staff would design the project in house and then go out to bid for the projects.  Mr. Willcox inquired if there was money in the plan for this project.  Mr. Buerkle explained that there was and added that the estimated cost for the project was $500,000.  Ms. Arnold inquired the life expectancy of the project.  Mr. Buerkle explained that the expected life expectancy of this project is fifty years with reserve capacity that will pass the one hundred year test.

3.            Bidding: Landfill Cell Construction – Mr. Chambers explained that the Legislature approved the construction of two cells at the Landfill.  He explained that to keep the bid low, he is suggesting extending the completion time of the project.  He discussed the new scale house and scale operations for 2008 and the installation of debris fences.  Mr. Hartnett inquired id the current cell being used would be used through 2009.  Mr. Chambers explained that he anticipates using it through 2009 and a portion of 2010.  Mr. Loomis inquired about the estimated cost of the project.  Mr. Chambers explained that is estimated to cost $9 million.  Mr. Loomis inquired further if the project was being bonded for.  Mr. Schrader explained that it would be for the lifetime of the cell, about thirty years.  Mr. Chambers explained flow predictions.  Mr. Schrader explained the life of the bond and discussions he will have with the bond counsel. 

4.         River Trail Project – Mr. Loomis inquired as to the status of the River Trail Project.  Mr. Chambers explained that Chairman Daniels, Mr. Schrader, Mr. McKee and himself were attending a meeting on February 27, 2008 with New York State Department of Transportation at the Regional Office in Syracuse.  Ms. Arnold discussed a study conducted through SUNY Cortland in which eight percent of the people interviewed wanted the trail and would use but only twenty-two of the people interviewed would like to see it paid through taxes.  Mr. Loomis inquired as to what is to be expected at the meeting on February 27^th.  Mr. Chambers explained that additional funding and the costs incurred would be discussed.  Ms. Arnold discussed the possibility of changing the surfacing of the trail.  Mr. Chambers explained that they have explored that and the most economical way would be to pave the trail. 

5.         Road Reconstruction – Ms. Arnold explained that at the January CCTVS meeting County Road Reconstruction Plans were discussed and many are wondering if the plans can be accelerated and get it completed.  Mr. Schrader explained that by accelerating these plans would result in long-term ramifications.  He explained that in twenty years all these projects would need to be completed again.  He further expressed completing the plans as scheduled creates an affordable situation. 

Mr. McKee adjourned the meeting at 10:24 a.m.