General Services Committee

March 11, 2008 at 8:00 AM

DRAFT MINUTES

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

Legislators/County Staff Present: Scott Schrader, County Administrator; Angie Wyatt, Secretary to County Administrator; Brian Parker, Buildings & Grounds Superintendent; John Bennett, Buildings & Grounds Deputy Superintendent; Carl Moses, Weights & Measures Director; Rob Corpora, Information Technology Director; Jack Hess, Deputy Information Technology Director; Mark Suben, County Attorney; Sandy Price, Legislator; Carol Tytler, Legislator; Dave Hartnett, District Attorney; Mike McKee, Legislator; Carol Deloff, Office of the Aging Director; John Steger, County Legislator; Pete Fowler, Buildings & Grounds HVAC; Greg Rotunda, Buildings & Grounds HVAC

Others Present: Eric Mulvihill, WXHC Radio; Evan Geibel, Cortland Standard; Joe Maryak, JCM Associates; Bob Spanfelner-John Stone Supply Company

The meeting was called to order at 8:00a.m. by Chairman, Chad Loomis

MOTION BY MR. WILLIAMS - 2^ND BY MR. WILLCOX - TO APPROVE THE MINUTES OF THE FEBRUARY 12, 2008 MEETING – ALL PRESENT VOTING IN FAVOR – MINUTES APPROVED

RESOLUTIONS

Buildings & Grounds

Amend 2008 Budget Buildings and Grounds (Re-appropriation of Emergency Generator Funds From Prior Year) – MOTION BY MR. SPAULDING - 2^ND BY MR. HARTNETT - ALL PRESENT VOTING IN FAVOR – MOTION PASSES

Discussion: Mr. Willcox does not want to see these funds come out of the general fund. Mr. Schrader indicated that they could take it out of contingency. Mr. Willcox asked why they can’t bond for it. Mr. Schrader said that it was too small an amount to bond for. Mr. Willcox asked why we couldn’t bundle it up with something else to bond for it. Mr. Schrader does not recommend bonding for it. Mr. Parker indicated that they need the money now to pay the bill and that he can’t wait for bonding. Mr. Parker further indicated that the generator will be here any day.

Accept Proposal/Authorize Agreement ABJ Fire Protection Co. Buildings & Grounds – MOTION BY MR. WILLCOX - 2^ND BY MR. SPAULDING - ALL PRESENT VOTING IN FAVOR – MOTION PASSES

Discussion: Mr. Parker provided the Committee with the figures and terms and said that these amount are for actual testing and maintenance.

Authorizing Specialized Services Agreement Area Agency on Aging

Feasibility Study – MOTION BY MR. SPAULDING - 2^ND BY MR. HARTNETT - ALL PRESENT VOTING IN FAVOR – MOTION PASSES

Discussion: Joe Maryak of JCM Associates will be conducting the feasibility study. The feasibility of moving Office of the Aging to the South Main Street property. Ms. Deloff indicated that the Office of the Aging is willing to re-locate to the South Main Street if the feasibility study shows that there is space and enough parking. Ms. Tytler commented that the reality is that Office of the Aging will probably be a 2 story building if it moves to the South Main Street property. Ms. Tytler asked if there is a possibility that the Board of Elections could go to the South Main Street property instead of sharing space with the DMV. Mr. Loomis commented that we will know more once the feasibility study is completed. Mr. Loomis asked that a report be submitted to this Committee in 2 months.

Weights & Measures

Grant Authority to Charge Fees, Establish Fee Schedule for Examination of Non-commercial Devices Department of Weights & Measures- Pulled from Legislative Session. – MOTION BY MR. HARTNETT - 2^ND BY MR. WILLCOX - ALL PRESENT VOTING IN FAVOR – MOTION PASSES

Discussion: Mr. Suben explained that he requested that this resolution be pulled last month because he was concerned that it may be violating a law. Mr. Suben indicated that since then he spoke to Steve Acquario, Executive Director and legal counsel for the New York State Association of Counties and that Mr. Acquario indicated that counties are permitted to establish and charge fees.

DISCUSSION/PRESENTATIONS

Review of fire extinguisher inspection – Mr. Parker provided a brief overview to the Committee.

Water Heating Systems – Mr. Parker advised the Committee that the County Office Building 85 gallon hot water heaters have died. Bob Spanfelner from John Stone Supply Company was in attendance to describe the Rinaia Water Heater which Mr. Parker recommends we purchase for the County Office Building and to heat the new ramp at the Courthouse. Mr. Spanfelner explained that the Rinaia Water Heater works on demand. The initial cost is cheaper and operational costs are cheaper. The units will never run out of hot water and have a 12 year guarantee. National Grid energy costs will also be lower. There will be 2 units installed at the County Office Building and one unit at the Courthouse for the ramp. The 12 year guarantee is not affected by the Buildings & Grounds staff installing the units. The 2 units for the County Office Building will cost approximately $2,087. The unit for the Courthouse ramp will be a bit more expensive because it is made different for the purpose of heating the Courthouse ramp. COMMITTEE MOTION BY MR. SPAULDING – 2^ND BY MR. HARTNETT TO PURCHASE AND INSTALL 2 RINAIA WATER HEATERS AT THE COUNTY OFFICE BUILDING AND 1 RINAIA WATER HEATER AT THE COURTHOUSE RAMP – ALL COMMITTEE MEMBERS PRESENT VOTING IN FAVOR – MOTION PASSES

Schedule of County Facility Improvements – Mr. Schrader provided a written report of pending and completed county facility improvements. Mr. Loomis suggested that this report be discussed in more detail at the next meeting.

DEPARTMENTAL REPORTS:

Building & Grounds (Brian Parker) – Mr. Parker provided a written departmental activities report.

Mr. Suben’s office is working on the Eminent Domain Procedure for the property located on Elm Street next to the COB parking lot. Mr. Willcox inquired if the owner of the Elm Street property was contacted. Mr. Suben answered that the owner had been contacted and taking the property by Eminent Domain Procedure is the best way to go and that they need to get into the building. Mr. Suben further indicated that Assistant County Attorney, Liz Burns is handling the Eminent Domain Procedure. Mr. Suben’s office is also working on the land purchased for the DMV site.
Mr. Parker indicated that the Cortlandville Training Center should be ready in a couple of weeks.
The County Clerk’s Office is being moved around and there is still more Information Technology work to be done.
The Crow equipment is here and staff from Environmental Health is working on a draft agreement for others to use it.
Mr. Parker informed the Committee that the night of the last Legislative Session, the chair that Legislator Danny Ross sits collapsed as he went to sit down. Since then all the chairs in Chambers have been checked and repaired if need be. The rolling chairs are old and have 4 legs on them. The current rolling chairs on the market have 5 legs on them. Mr. Parker indicated that new updated chairs would cost anywhere from $200 to $600 each.

Information Technology (Rob Corpora & Jack Hess) – Mr. Corpora and Mr. Hess provided a brief verbal update.

· Mr. Corpora advised the Committee that they are changing the email system for more efficiency and better collaboration.

· The IT Department is still working on projects in the Courthouse.

· Mr. Corpora indicated that Mr. Hess is working on running fiber optic to our out lying buildings. Mr. Hess walked the routes to all the county owned buildings.

· The County phone lines would also be fiber optic.

· Mr. Waldbauer asked if there would be any savings. Mr. Corpora indicated that it would probably be a wash because we would have to pay a fee for the poles. Mr. Corpora indicated that they are in the process of getting price quotes and will have proposals and costs at next month’s meeting.

Courthouse Renovation – Comments from Committee and other interested parties…

· Mr. Hartnett is looking for some direction from the Committee. He indicated that during phase 2 his staff will be on 3 different floors. His office will not be effective with them occupying 3 different floors. They are scheduled to take over the County Clerk’s space and do not have the funds to move. Mr. Hartnett believes that the 2^nd floor of the Courthouse has not been designated for any particular department and would prefer to have his staff on 2 floors rather than 3 floors. Mr. Maryak believes that the State will have the 2^nd floor. Mr. Hartnett expressed that it is a County Courthouse not a State Courthouse. He further stated that we should have more dialog with the State.

· Mr. Schrader indicated that we have worked with the various departments in regards to the renovations, plans and timeline.

· Mr. Hartnett said that he had been asked for input initially, provided his input and then never heard from anyone. Mr. Schrader said that whatever Mr. Hartnett needs, all he has to do is ask. The plans have the District Attorney’s Office occupying the first floor.

· Mr. Loomis indicated that he would like to meet with Mr. Maryak.

The meeting was adjourned at 9:03a.m.

Minutes taken and prepared by Angie Wyatt, Confidential Secretary to Scott Schrader.

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