Buildings
and Grounds Committee
June
10, 2008 – 7:30 a.m.
DRAFT
Minutes
Present:
Others Present:
Scott
Schrader, County Administrator; Ann Homer, Secretary II; Carol Deloff, Area
Agency on Aging; Sandy Price, Majority Leader; Jane Goldner; Dave Hartnett,
DA; John Troy, Legislator, LD 1; Mark Suben, County Attorney; Danny Ross,
Minority Leader; Maxine Ripley, Court System; Brian Parker, Buildings and
Grounds Supervisor; Russ Oeschle, Court System; Carol Tytler, Legislator, LD
3; Eric Mulvihill, WHXC; Evan Geibel, Cortland Standard.
Mr. Loomis
called the meeting to order at 7:32 a.m.
Mr. Williams moved adoption of the May 6, 2008,
minutes of the regular meeting with the correction that the meeting was called
to order at 7:30 a.m. rather than 8:30 as printed. Seconded by Mr. Willcox.
All members voting in favor, none opposed; minutes approved as amended.
Mr. Williams moved adoption of the May 22, 2008,
minutes of the special meeting as printed. Seconded by Mr. Willcox. All
members voting in favor, none opposed; minutes approved as printed.
Resolutions
Information
Technology
1. Authorize
Amendment Information Technology (Lexis-Nexis). Mr. Willcox moved
adoption; seconded by Mr. Spaulding. Mr. Loomis asked what Lexis-Nexis is. Mr.
Schrader indicated that it is legal on-line research software. All the
attorneys have access to the system as well as Mr. Schrader. The subscription
is now up for a two-year renewal. Mr. Willcox asked if it is really
necessary. Mr. Schrader indicated that it is necessary and it is actually cost
saving, as it eliminates the need for hard bound books for all the attorneys
in the County. All members voting in favor, none opposed; resolution approved.
Discussions/Presentations
1.
Mr. Parker demonstrated, per the committee’s
request, the crow machine that the County has purchased. Mr. Parker indicated
that it is going to the YWCA in the near future. Mr. Parker indicated that it
will operate 4 to 6 hours on a timer.
2. Joe Maryak from the
company completing the re-vamping of the Court system space and the Courthouse
gave an update to the committee. The Court System is nearly finished, the next
step is to move in to the current area of the DA’s office and to revamp the
first floor of the Courthouse so that the DA’s office can be integrated.
Plans are moving along successfully as scheduled. Mr. Parker indicated that
the “upstairs” space at the Courthouse needs to be vacated by June 23 so
that the next phase can commence. Mr. Tom Hartnett asked Mr. Dave Hartnett if
he still had concerns about the space and the proposed plan. Mr. D. Hartnett
outlined the current use of space by his office in the Courthouse. Mr. D.
Hartnett has walked through the first floor space with Mr. Parker. He still
has a concern about the confidential witnesses walking through the public
spaces in order to get to the Grand Jury room. He gave a specific example of a
case that took place last week with a confidential witness in and out of the
Courtroom three times. He is concerned about the proposed use of space and the
fact that if the case he referenced took place in the new space, he would have
his confidential witness walking through public space three times. He is also
concerned if he has a sexual abuse case and having to have the victim be “paraded”
through the public space. Mr. Williams asked how witnesses find the DA’s
office under the current system. Mr. D. Hartnett responded that individuals do
have to walk through the public area to get to his office on the third floor.
Mr. D. Hartnett responded that there is no way to get a confidential witness
to his office under the cloak of complete security under the current system.
However, once the witness reaches his office, the confidentiality is
maintained, as there is an internal stairway that is not open to the public,
which is used to transfer the witnesses. Mr. D. Hartnett is concerned that
there will not be that confidential stairway or other means to maintain
confidentiality of witnesses. Mr. D. Hartnett expressed his concern about the
small amount of square footage available to the DA’s office. Mr. Maryak did
offer that there will be a couple of offices available in the space previously
occupied by the
Mr.
Oeschle indicated that the project completed on the third floor is a beautiful
job. He indicated that Ms. Maxine Ripley is available for guided tours of the
space if the Legislators are interested. Please contact her to schedule a
tour. Mr. Williams asked if this committee could meet at the Courthouse next
month and both see the space and see if there is a resolution to Mr. Harnett’s
space concern. The committee could meet in the new courtroom. Mr. Schrader
will orchestrate this happening for the meeting on July 8 at 7:30 a.m. in the
new Courtroom in the Courthouse.
3. Mr. Maryak spoke
about the DMV. He presented a drawing to demonstrate where we are on the
project. They have looked at combining the DMV with the Elections Office. With
the new guidelines for the storage of the new voting equipment, elections need
over 2,500 square feet. DMV needs around 4,000 square feet. Therefore, they
are looking at designing a 7,500 square foot building instead of a 6,000
square foot building. The projected parking spaces are approximately 75. Mr.
Williams asked if these spaces will be segregated. Mr. Maryak indicated that
the spaces could be segregated, however, consideration needs to be taken about
snowplowing and clearing. Mr. Schrader indicated that the company that is
currently plowing the parking lot will plow the County-owned parking spaces
for free. The building on the diagram is shown at a project 7,500 square feet.
Mr. Schrader indicated that he has a problem with the 50 feet setback the City
is requiring for the building, but he will discuss that with the City. Mrs.
Tytler asked if there will be a basement. Mr. Maryak responded that this will
be on a concrete slab. He also indicated that there must be a loading dock in
the building for the Elections Office. Mr.
Williams asked about the storage of the voting machines – is the rack system
still being considered? Mr. Maryak indicated that the voting machines
themselves can be stacked, but remember there is additional equipment to be
attached to the voting machine to provide a “booth” and to provide an
actual ballot box. He also indicated that the papers that will be used for
scanning for the ballot need to be maintained for a specific period of time.
This storage space is included in the prospective plan. Mrs. Tytler asked if
it is feasible to look at the AAA situation on
4. Mr. Maryak reported
on the AAA design. He provided an updated Executive Summary and reviewed it
with the committee in detail. Mr. Maryak indicated that 17,630 square feet
would be necessary to house the agency. He indicated that there has not yet
been resolution on consideration of future space needs for the programs
involved in AAA. The sketch shows maximizing the size of the building along
Ms.
Deloff indicated that she based the 130 parking spaces on – 44 staff on site
each day; 79 participants in the daily meal program; additional visitors for
recreation and other programs. She has major concerns about the parking. There
is street parking available, but she does not know how much of that will be
accessible. The future growth of the program is a potential problem for the
space being designed. She does not believe that the current design allows for
the addition of more programs. Mr. Loomis indicated he has two concerns –
one is the primary entry and the exits drives and the fact that traffic will
be routed through residential streets and the fact that it is “tight”. Mr.
Loomis does not feel that the site is feasible – particularly given the
current proposed designed. He is concerned about the primary access off the
side streets and who owns that property and he is concerned about whether or
not the City will buy in. Mr. Williams stated that the design appears to be a
“silk purse” that we are trying to make out of a “sow’s ear”. We are
trying to shoehorn something in to a space that will not work for our program.
The program is going to expand and this design does not provide for easy
additions. Mr. Williams feels we should look at getting out of ownership of
the property gracefully and look at building another AAA facility in a
different location. Mr. Maryak indicated that this is a tight site and the
Director of the program feels uncomfortable with the room provided in the site
design. Mr. Williams feels if we can walk way from these, with a party
interested in purchase, he feels we should do it. Mrs. Tytler asked if we
could look at the property for Mental Health alone and not include the Health
Department in the space. We have a critical need for Horizon House space and
we are leasing space for Mental Health. Perhaps we could look at this property
for Horizon House for a standalone facility as well in this space. Mr. Ross
indicated that he feels that
5. Mr. Maryak spoke
about the COB space plan update. He distributed a report on the Master Space
Planning Project and reviewed it in detail with the committee. The primary
conclusions were reviewed with the committee. Mr. Maryak indicated that he isn’t
certain whether Buildings and Grounds actually belongs in an office building.
He feels that Cooperative Extension, Public Health, and the Conflict Attorney
could use their current space with a re-design of that space. Mr. Maryak also
reviewed the “Personnel Forecast” and the “Summary of Space Projections”.
Based on their projections, the need for increased space is now, there is not
a projection for a large space increase in the next five years (2013). Mr.
Maryak indicated that the real challenge is the building itself and the fact
that it used to be a school.
Mr.
Loomis asked if there is any discussion about letting this company to continue
to design. Mr. Schrader indicated that the issue that keeps coming up is
growth – Carol spoke about program growth, Mr. Maryak spoke of space growth.
Mr. Schrader indicated that we are in an economy where we should not be
looking at growing – program, space, or otherwise. We should be looking at
maintaining, not at expanding. Can we accomplish what we need to accomplish
without growing – we need to reconfigure. If we do not locate Mental Health
with the Health Department, we lose the economies of scale gained by
co-locating. We need to have conversations about what we want to offer and how
we do it most cost effectively. Mr. Loomis asked how we do it? Do we work with
other committees? Mr. Loomis sees this committee’s role as addressing the
needs of the departments. Mr. Schrader indicated that we need to look at “want”
versus “need”. We need to adapt and we are not doing that. We need to look
at providing services that we can afford to provide. Mr. Loomis reiterated
that we need to work back through the other committees and define what we will
be providing and then make a decision about what space is actually needed. Mr.
Schrader is looking at a proposal with IKON to put all paper records on
electronic means thereby eliminating storage requirements. This does not
necessarily mean cutting back staff, but it does allow staff to work smarter.
We need to accomplish what we are charged to accomplish, not necessarily what
we “want” to accomplish. Mr. Williams asked how we get to the point that
Mr. Schrader wants us to reach. How does this Legislature put all of this
together. How do we discuss it and come together with a “Master Plan” for
direction as to where are going with all of this. We as a body need to do what
we are supposed to do, which is provide policy oversight. Mr. Schrader
indicated that we have a roadmap, called the
Mr.
Maryak indicated that he will meet with the DA to develop the need for that
department. There will be a report available for the next committee meeting.
The DMV site will be put “on hold” until direction is given by this
committee. The COB project will be finished and a final report will be
provided. AAA is complete as far as it can be until decisions are made about
programs. The report can be directed through the entire Legislature.
Mr.
Schrader thanked Mr. Maryak for the service he has provided to the committee.
Mr.
Williams moved to adjourn at 8:59 a.m.; seconded by Mr. Willcox. Meeting
adjourned at 8:59 a.m.
Minutes prepared by Ann Homer, Secretary