Highway Committee

June 10, 2008 – 8:30 a.m.

DRAFT Minutes Corrected

 

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

Others Present:       Scott Schrader, County Administrator; Ann Homer, Secretary II; Elizabeth Burns, Assistant County Attorney; Don Chambers, Highway Superintendent; Bob Buerkle, Deputy Highway Superintendent; Liz Maniacci, Secretary I.; Carol Tytler, Legislator, LD 3; Sandy Price, Majority Leader; Larry Cornell, Legislator, LD 18’ Sue Morgan , Clerk of Legislature; Angela Wilde-Johnson, Friends of Rivertrail Committee.

Mr. McKee called the meeting to order at 9:06 a.m.

Mr. Willcox moved adoption of the May 6, 2008, minutes as printed. Seconded by Mr. Ross. All members voting in favor, none opposed; minutes approved as printed.

Resolutions

Airport

 

1.         Authorize Project to Replace MH-2 Hangar Door - Cortland County Airport   - Highway Department. Mr. Ross moved adoption; seconded by Mr. Willcox. Mr. Buerkle indicated that this is the Hangar where Seven Valley Aviation has its operation. The door was built in 1970 or 1971, is heavy, is well utilized, is a safety issue, but can no longer be repaired and needs to be replaced. It is also an issue of clearance for the new plane that is being purchased to be housed in the hangar. The work is estimated to be approximately $20,000 and the work can be done within the current budget. All members voting in favor, none opposed; resolution approved.

  1. Award Construction Contract – Runway 6 PAPI Installation and Tree Obstruction Removal - Cortland County Airport , General Levi R. Chase Field - Highway Department. Mr. Ross moved adoption; seconded by Mr. Willcox. Mr. Buerkle indicated that is Phase II-A of the results of the Obstruction Study. This has to do with the approach path. It has a set of lights – one being red, one being white, that indicate that you will miss the obstruction. The money is provided 100% through a grant. This will also remove trees for the approach. There were four bids received and one did not have a non-collusion statement, so they are recommending it be refused, as the bidding requirements were not met. Mr. Hartnett asked if there are any problems with the residents regarding tree removal. Mr. Buerkle indicated that he is not aware of any problems. These trees are on existing easements. Mr. Buerkle indicated that this resolution deals with getting aircraft safely into the airport. It is the first step of the project and we will deal with removal of obstructions in the future. This project should be complete by the fall.  All members voting in favor; none opposed; resolution approved.

 

Highway

 

3.         Amend Budget/Transfer Funds – Highway Department. Mr. Steger moved adoption; seconded by Mr. Willcox. Mr. Willcox asked what promulgated this extra $200,000. Mr. Chambers indicated that we have requested additional CHIPS funding and the State Legislature granted their request for the additional funds. This money will be used to purchase fuel. This will be additional revenue and the revenue will be used to purchase fuel. All members voting in favor, none opposed; resolution approved.

4.         Award Highway Bid- Recycling of Structural Metal – Highway Department. Mr. Steger moved adoption; seconded by Mr. Loomis. Mr. Chambers indicated that this was at the request of the Highway Committee to put the scrap metal located at the Highway Department out to bid. This is a result of that bid. The steel is coated with lead paint – we are requiring the contractor to provide a statement that the steel will be smelted. This requirement was placed by the office of the County Attorney under a prior administration. Mr. Loomis asked how much revenue we expect to receive. Mr. Buerkle indicated that it will be approximately $50,000. All members voting in favor, none opposed; resolution approved.

5.         Rental Contract – Highway Department. Mr. Willcox moved adoption; seconded by Mr. Steger. Mr. Buerkle explained that we traditionally use the County Fairgrounds to store equipment during the winter. It is cost-effective to keep equipment under cover and protects it from vandalism. This also allows easy access and availability to the equipment should be need it during the off season (e.g. track equipment). Mr. Willcox asked if we are covered for fire, etc. Ms. Burns and Mr. Schrader responded our liability insurance would cover any such damage. Mr. Ross asked how large of a building would be needed to hold all the equipment. Mr. Chambers indicated he did not know at this time. Ms. Arnold supports this proposal as it also supports a community organization. All members voting in favor, none opposed; resolution approved.

6.         Award Highway Bid – Hot Dip Galvanizing of Structural Steel for Cheningo-Solon Pond Road Bridge – Highway Department. Ms. Arnold moved adoption; seconded by Mr. Hartnett. Mr. Chambers explained that this is to put the galvanizing on the steel which is cost-effective and also lasts longer than painting, has a longer service life, and reduces staff time. All members voting in favor, none opposed; resolution approved.

7.         Amend Budget/Transfer Funds – Highway Department. Mr. Willcox moved adoption; seconded by Ms. Arnold. Mr. Schrader indicated that both the revenue and expense line need to have $50,000 added to them. All members voting in favor, none opposed; resolution approved.

8.         Award Highway Bid – Supply Structural Steel for Cheningo-Solon Pond Road Bridge – Highway Department. Mr. Willcox moved adoption; seconded by Mr. Ross. Mr. Chambers explained that this is the purchase of the actual structural steel addressed in the galvanizing resolution. This project is being done with in-house staff. This is a two-span structure; this project will make it a single-span project. The middle pier is being removed and the abutments are being armored. This project will be completed in August and September of this year. Steel will be delivered in mid-July, galvanized in early August, and delivered to us for use in mid-August. There will be an off-site detour. All members voting in favor, none opposed; resolution approved.

Landfill

 

9.         Landfill Phase II Engineering Services Supplemental Agreement – Highway Department. Mr. Willcox moved adoption; seconded by Mr. Hartnett. Mr. Chambers indicated that at the last Legislative meeting, a resolution was adopted to expand the landfill project. There were concerns expressed about the low bidder. To address these concerns, Mr. Chamber is recommending this resolution for Barton & Loguidice to oversee the project. The oversight will be full-time next year when the project is fully underway. This year, when clearing and excavation is all that is being done, the oversight will be part-time only. This amount is an additional $129,000 over the current contract. Mr. Willcox asked Ms. Burns what this will protect us against that the bond the contractor is providing won’t cover. Ms. Burns believes this will ensure that all work complies with all regulations; however, she has not seen the contract. Mr. Willcox believes that this is being done because some Legislators do not have full faith in the contractor. Ms. Burns has not seen the contract or the bond. She believes that the bond will only ensure that the work is performed. It will not protect us after the project. This contract protects us after the work is completed. Mr. Schrader offered that this will ensure that all work is done to specification, that no corners are cut, and that the liner is installed properly. Mr. Buerkle indicated that this ensures that we will receive the best product available. Mr. Willcox asked how often we take this course of action. Mr. Buerkle indicated that all Federal projects have hands-on engineers. Mr. Willcox is not completely convinced we need this contract. Ms. Wilcox asked if this is necessary at this point. Mr. Chambers explained that this year, during site preparation, we only need part-time oversight. When the leachate system and liner work is being completed, the oversight will be full time.  Mr. Willcox asked if another contractor has been successful, would this resolution be presented? Mr. Chambers indicated that we were initially looking at one year; however, the length of the project is now going into a two-year project. The budget originally provided for a one-year project with full-time oversight. We are now looking at a two-year project, which is why this resolution is being presented. Mr. Loomis asked if the $340,000 bid included full-time inspection. Mr. Chambers indicated that it did. Mr. Loomis asked if inspection is needed for the first year. Mr. Chambers indicated that it is necessary for the full year. Mr. Loomis asked for quarterly updates on this project. Mr. Chambers indicated that he will provide the report to the committee. Mr. Chambers will provide this to Mr. Schrader, who will give copies to all Legislators. All members voting in favor, none opposed; resolution approved.

Recycling

10.       Amend Budget/Transfer Funds – Highway Department/Recycling. Mr. Willcox moved adoption; seconded by Mrs. Wilcox. Mr. Chambers indicated that this will allow the County Administrator to authorize additional time for sorting at the Recycling Center when the flow of recyclables require the additional time for sorting. Mrs. Wilcox asked if this also means that revenue will increase. Mr. Chambers anticipates that revenue will increase with more recyclables. This should result in a zero budgetary impact. Mr. Willcox asked about what is being done to the damage to the door at the Recycling Center . This was damaged when material was being moved by a loader. Mr. Chambers indicated that as soon as the material is moved, the door will be repaired. Mr. Willcox is very disappointed in the operation at the Recycling Center . Mr. Chambers indicated he was sorry to hear that but they are working hard to improve everything at the Recycling Center . We have been behind since the Christmas holiday season due to the extra recyclables that were deposited during that season. Mr. Willcox asked Mr. Chambers to please take time to look at things and improve the operation. He is discouraged that when he has visited on Saturday, there were no staff members presents. Mr. Chambers indicated that one staff member is scheduled to work on Saturdays. Mr. Willcox indicated that no one was there, so therefore, better oversight is needed. Mr. Steger indicated that the staff member must have opened the facility and he may very well have been emptying the bins or he could have been on break or at lunch. Mr. Chambers will look in to this. Mr. Loomis asked if this need for extra hours will be on-going. Mr. Chambers indicated that his recommendation that the new contract in 2009 include flexibility for extra hours. Mrs. Price reminded members that in theory what goes to the Recycling Center does not go to the Landfill. Mr. Willcox disagrees with this statement. Mr. Chambers indicated that what we ship to recycling facilities is up 400 tons over this time period last year. More sorting requires more staff time. Mrs. Wilcox asked if some of the material being sent to the Landfill is a result of haulers dropping off inappropriate materials. Mr. Chambers indicated that it was and this has been addressed with haulers. Also, if paper is left out and gets wet, it cannot be recycled. If we try to recycle inappropriate paper, it costs us more as we are billed for disposal and trucking. Mr. Willcox indicated that loads are not be rejected. Mr. Chambers indicated that he has rejected a load, he has taken it to the landfill, and he has charged the hauler a tipping fee. Mr. Steger indicated that he was present when Mr. Chambers rejected a load. Mr. Chambers indicated that load contents has been discussed with the haulers and the loads are much cleaner. We will never reach 100% clean loads because people do put garbage in to recycling bins. There will always be a residual at any recycling center. The haulers have been working to clean up their loads. Mr. Chambers has charged haulers for totally unacceptable loads. Mr. Willcox would like to see the Murray Center take over the operation and oversight without privatizing the operation and have one person responsible for oversight. Mr. Ross asked if there is any proposal out there to assume responsibility for the Recycling Center . No proposal has been received at this time. All members voting in favor, none opposed; resolution approved.

Discussions/Presentations

 

1.                  Amnesty Week Report

Mr. Chambers reported that the tip fee disposal fee would have been $16,000. They shipped 80 tons of tires worth $11,000 to $13,000 from the landfill to be recycled.  The charge from the contractor was nearly $9,000. Our bid from the contractor was by the ton plus transportation cost.

2.                  Purchase cost of a roll-off container truck

Mr. McKee asked for the purchase price of a roll-off container truck. Mr. Chambers said that Truxton purchased a used 10 wheeler with ˝ million miles for $28,000. Trucks with ˝ million miles go for $35,000. A truck that accepts roll off is about $40,000 and with that you would need several dumpsters at $3000 each. Ms. Arnold said that Truxton residents bring their trash on weekend to be hauled directly to landfill and recycling. Mr. Willcox commented that we send 2 bales to our landfill on brand new truck and questioned that cost. Mr. Chambers said that Truxton has helped the county on transportation costs. Ms. Price commended the Highway departments for their cooperation.

3.                  River Trail

Mr. Schrader reported that 1. they have been notified by Congressman Walsh’s office that the money is still earmarked for Cortland County River Trail Project and 2. We have met with the Waterfront Commission and Mr. Thoma to talk about a public/private partnership and engage Mr. Thoma to prepare a grant under the County’s name for $750,000. FORT has found money to pay Mr. Thoma’s fee and the Chairman has agreed to allow the County to be the applicant. He said that he now needs a resolution from the committee to authorize the County to apply for the Waterfront Revitalization Grant for $750,000 to be presented for Legislative session this month. Mr. Willcox expressed concern with liability if we fail to complete the project. Mr. Schrader said that even with this grant we are $750,000 short therefore nothing moves forward without the remainder. Further, we have talked to Congressman Arcuri and Senator Seward for assistance. Ms. Wilde-Johnson reported that Mr. Thoma has agreed to apply for the grant and believes there is more money out there. She also has spoken the Arcuri and has a meeting with Seward on Friday. She cautioned that if we do not move forward we will be hard pressed to get further funding for future projects. It is FORT’s intent to raise funds so that the county not put out any money. Further Rotary is earmarking $10,000 for the project and looking into trail maintenance. Mr. Willcox asked if the IDA is out of the picture. Mr. Schrader said that in so far as they are not involved in the management or development of the trail, they still hold a  $275,000 HUD grant to match another portion of the project. Ms. Wilde-Johnson added that Mr. Gillson has committed to talk to Governor Patterson for support also.

Mr. McKee asked what are the Highway Department responsibilities for this project. Mr. Schrader said that other than managing the project and working with the engineers for the construction itself. Upon completion they would be required to maintain the facilities. He added they are still waiting for funding to acquire right of ways. There is $600,000 identified as part of the preliminary budget in the CNS report for right of way acquisitions. Mr. Loomis asked for a summary report that identifies line items. Mr. Schrader said that is already available.

Motion by Ms. Arnold, second by Mr. Loomis and all members voting aye

to authorize Mr. Schrader to write a resolution to apply for the requested grant to be submitted for the June agenda. Mr. Loomis asked if there is anything else that needs to be done. Mr. Chambers said that another supplementary agreement with NYSDOT to move ahead with right of way acquisitions however funding needs to be in place before that happens. Mr. Buerkle reminded the committee that construction costs go up everyday.

Mr. Chambers was questioned about the nuclear zone signs missing from the highway. Mr. Chambers said they are being replaced at the request of a previous committee.

 

Meeting adjourned at 10:15 AM.

Minutes prepared by Ann Homer, Secretary

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