General Services Committee
February 6, 2007 - 8:30 am
Present: Dan Tagliente, Vice Chairman; Kay Breed, John Daniels, John Steger and Newell Willcox
Others present: Marilyn Brown, Chairman of the Legislature; Scott Schrader, County Administrator; Ron Van Dee, Legislator; Katrina Spicer, Secretary to County Administration; Richard Van Donsel, County Attorney; Dennis Whitt, County Auditor; Brian Parker, Superintendent of Buildings & Grounds; Tim Smith, Deputy Superintendent of Buildings & Grounds; Mike Kilmer, Administrative Director, Mental Health Clinic; Susan Morgan, Clerk of the Legislature; Eric Mulvihill, WXHC; and Corey Preston, Cortland Standard
Absent: Steve Dafoe, Tom Hartnett
Mr. Tagliente called the meeting to order at 8:35 a.m.
Mr. Willcox moved adoption of the minutes of the January 9, 2007 meeting; seconded by Mr. Daniels. Ms. Breed stated no. She expressed that the minutes do not reflect a lengthy discussion regarding the property purchases at the last meeting. She again stressed that the minutes did not reflect the discussion that she is referring to. Mr. Willcox asked when permission was given to go ahead with the engineering study that was done regarding the property acquisition. Mr. Schrader questioned why this was being asked as the regarding the minutes. Ms. Breed expressed that this has to do with the discussion that is missing from the minutes. Mr. Schrader expressed that he would check with Ms. Wyatt and her notes as to the minutes from the January 9, 2007 General Services Committee meeting. Ms. Breed expressed to Mr. Schrader that he arrived late to the meeting and walked in during a conversation regarding “carrying the water.” Committee members discussed recollections of such a discussion during last months meeting. Mr. Daniels expressed that he recalls the question regarding water but does not recall a lengthy discussion. Ms. Breed expressed that there was no authorization given to pursue the purchase orders; no authorization from the Legislature; no authorization from the Buildings and Grounds Committee. Mr. Tagliente discussed that there was authorization given and it is reflected in the September minutes. He added that the property acquisition was also discussed at the December meeting during Executive Session and Buildings and Grounds Committee sent it on to Budget and Finance Committee. Mr. Tagliente discussed that the Buildings and Grounds Committee did give Scott Schrader authorization. Mr. Tagliente stated that the committee would move on with the agenda.
DISCUSSION
1.
Departmental Report:
Buildings & Grounds – Mr. Parker
expressed that since the Departmental Report was sent out an incident occurred
at the Court House which has lead to an anonymous call to PESH (Public
Employee Safety & Health). Since
that incident Mr. Parker expressed that he has had a meeting with PESH
regarding this problem and the problem is currently being resolved.
He explained that a contractor began demolition work during the day at
the work hours at the Court House and it caused some dust problems.
He added that there was no construction taking place for a period.
He went on and discussed the need to complete an air-monitoring test
and that test can be completed now that construction work has begun once
again. He discussed the reasoning
for the slow down in the project. He
additionally discussed that the owner of the building is responsible for the
test and he is going to go ahead and have it completed a quickly as possible.
He discussed bids that were received regarding the testing and that
they are all within a $100 and he is going to go with the firm that can
complete it the quickest. Ms.
Breed inquired about the cost of the testing.
Mr. Parker expressed that it is approximately $800.
2. Update on Court House Projects – Mr. Parker explained that Mr. Smith has been on sight daily at the Court House and has provided the Committee with a Construction Diary to date. Mr. Tagliente expressed that he would allow Committee members an opportunity to review this and a chance to ask any questions if they choose to do so.
Mr. Steger inquired about the Bus Shelter Project. Mr. Parker expressed that the he has not received permission to install the shelter yet but the shelter itself has been delivered and paid for. He further discussed that it cannot be installed until Spring. Mr. Schrader expressed that he has just made changes to the draft contract and it is being sent back to the County Attorney for the changes to be made.
Mr. Tagliente expressed that he would like to go back to the approval of the minutes. Mr. Tagliente had requested that a copy of the Summary of Buildings & Grounds Meeting, September 12, 2006 (a copy of which is attached to these minutes) be distributed to all Committee members. Mr. Tagliente referred to page three of the summary report titled property acquisition. Mr. Willcox referred to the minutes of the September 12, 2006 Buildings and Grounds Committee meeting and referred to the following:
Property Acquisitions – Scott Schrader requested
authorization to sign Purchase Offer on potential property acquisitions for
space for a new DMV location, etc. The reason for this is that it would bind the property owner
and if the Chairman were to sign the Purchase Offer it could be construed as a
binding contract. COMMITTEE APPROVAL:
MOTION BY JOHN DANIELS – 2ND BY TOM HARTNETT – DAN
TAGLIENTE, JOHN DANIELS, TOM HARTNETT, JOHN STEGER & NEWELL WILLCOX VOTING
YES – KAY BREED VOTING NO – PASSED
Mr. Willcox expressed that these minutes state authorization sign a Purchase Offer for a new DMV, etc. Mr. Tagliente pointed out the following from the summary:
Mr. Schrader asked for permission to sign purchase offers on potential properties for the construction of a Jail, relocation of DMV, and the construction of a Health/Mental Health facility. He indicated that he had been working with specialists to obtain pricing on properties. He also stated that without the ability to sign purchase offers it is difficult to “ lock in “ a price.
Ms. Breed stated, “They have a different set of minutes.”
Mr. Schrader inquired about what this has to do with the approval of
the minutes from the January meeting. He
added that if Ms. Breed does not agree with the minutes she has the right to
vote no. Mr. Tagliente pointed
out that the document he distributed is a copy of a Summary Report prepared by
the Department Head. Committee
members discussed the notes taken by the Department Head.
Ms. Breed and Mr. Willcox stated that the document passed out by Mr.
Tagliente were minutes that they had never seen before.
Mr. Tagliente asked Mr. Parker to explain what this summary is.
Mr. Parker explained that these are notes that he takes at every
monthly meeting regarding the Buildings and Grounds Committee and added that
they are simply notes to his own recollection of what went on during the
meetings. Mr. Willcox expressed
that Mr. Parker’s recollection is different than his own.
Chairman Brown asked Ms. Breed if she recalled the discussion during
the September meeting pertaining to herself signing Purchase Offers and the
County Attorney saying that she should not be the one to sign?
Mr. Willcox expressed that he was not questioning that but added that
he was in favor for the DMV part of the issue and is not for the “etc.”
part of the issue. Ms. Breed
questioned why there was never a meeting in which they went into Executive
Session to discuss this in detail. Mr.
Schrader expressed that there were meetings in which this was done.
Ms. Breed stated that there were not.
Mr. Schrader expressed that Ms. Breed was wrong and added that he,
himself, did not bind the Cortland County in regards to these contracts; the
full Legislature did that at the December 21, 2006 meeting.
Ms. Breed stated that the resolution was later rescinded.
She further inquired about where and when these discussions took place
and where are the minutes. Mr.
Willcox stated and asked that the record show his statement, “prior to
December 12, 2006 and December 14, 2006, when this became a done deal, I have
no recollection of any of this that Mr. Schrader is talking about.”
Mr. Tagliente expressed that the minutes would reflect his statement.
Mr. Willcox expressed that this is an “he said, she said.”
Ms. Breed expressed agreement with Mr. Willcox.
Ms. Breed inquired about where the feasibility study was that was
authorized in 2005 for Mental Health. Mr.
Schrader expressed he was not involved with one and added that he believes Mr.
Steve was involved in that. Ms.
Breed expressed that it was authorized by the Legislature and is in the book.
Mr. Tagliente expressed that he has told Mr. Chapman, of the Cortland
Standard, that he would like to respond to all the comments made regarding the
property acquisitions and has provided the Cortland Standard with his
response. Ms. Breed expressed that she has looked at the facts in
regards to this. Ms. Tagliente
stated that he was bringing the approval of the minutes of the January 9,
2007, General Services Committee meeting to a vote.
Mr. Tagliente, Mr. Daniels and Mr. Steger voted in favor; Ms. Breed
and Mr. Willcox were opposed; minutes of the January 9, 2007 General Services
Committee meeting approved as printed.
Mr. Tagliente adjourned the meeting at 8:56 a.m.
Distributed during the meeting by Mr. Tagliente
Summary of
Buildings & Grounds Meeting
September 12, 2006
In Attendance: Dan Tagliente, Kay Breed, John Daniels, Tom Hartnett, John Steger, Newell Willcox, Ric VanDonsel, Eric Mulvihill, Marilyn Brown, Scott Schrader, Angie Wyatt, Brian Parker, Tim Smith, Corey Preston
Absent: Steve Dafoe
On Motion: Mr. Willcox Second: Mr. Steger
Yes: 5 No: 0
Minutes from July 11, 2006 were approved. Mr. Daniels was not present for this vote.
There were no Resolutions.
Discussion/Presentations
Law Library – Column Repair
Brian read a proposal from Vickie Romanoff outline a proposal for repairing the columns in the Law Library.
Mrs. Breed questioned the need for this work.
Mr. Willcox was concerned with the overall cost as the proposal was for the repair of one column and an observation period.
Explanation was give to answer both questions. The repair is needed as the law Library is scheduled for renovations into a courtroom. This work should be done before renovations commence. The per column cost will be reduced after the observation period as the repair will have been completed and the procedure for additional repairs will have been modified. This information is in the proposal letter.
On Motion: Mr. Steger Second: Mrs. Breed
Yes: 6 No: 0
Approval was given to proceed with the repairs. The proposal letter indicates spring of 2007 for this repair.
Pumpkinfest – Request use of property
A letter was read from the Pumpkinfest Committee requesting the use of County property for the October 7th & 8th event.
Mr. Willcox questioned the liability issue with allowing this event.
Mr. VanDonsel advised the Committee that there was no increase in liability.
Brian indicated that there had been no previous problems in granting permission to use the property.
On Motion: Mrs. Breed Second: Mr. Willcox
Yes: 6 No: 0
Department Updates:
Generator/E-911 Renovations
Brian updated the Committee with the progress being made in the renovation of the 3rd floor of the PSB. He presented a daily log, prepared by Tim Smith, to the Committee members outlining the work to date.
Mrs. Breed inquired if this had been referred to Committee prior to the start of renovations. She also asked about the funding for the project.
Mr. Schrader indicated that it had been reviewed and approved by the Committee on July 11th. He also indicated that Legislative approval had been given to create a $275,00 budget line to fund the project basically for the generator work and the rest was absorbed in the B&G operating budget.
Brian advised the Committee that approximately $200.00 had been expended for building materials.
Mr. Willcox questioned the use of in-house personnel instead of out sourcing the project.
Mr. Schrader replied that the B&G Department was capable of completing the work and that the expansion of responsibilities was his goal for the Department.
Bus Shelter Installation -
Brian informed the Committee that initial arrangements have been made to obtain the Bus Shelter. In a discussion on September 11, 2006, with Scott, the financial application process had been bypassed. The W-9 process was completed. A vendor no. had been applied. A Federal ID no. was needed and that the shelter would be ordered today, 9/12/06.
Mr. Schrader indicated that there is a problem in contacting the leaseholder of the property to obtain permission to install the shelter. Scott indicated that he would contact the property owner if necessary.
Court House Renovations –
Mr. Schrader indicated that there had been a potential problem that has since been resolved and the project was back “on track”. The NYS Historical Preservation Office
( SHPO) had initially rejected the two options for a handicap ramp. The SHPO office was polled, on the request of Joe Maryack, JCM Associates, and the initial decision was amended to reflect “No Adverse Impact” to the historical nature of the building. SHPO has approved the “landscape plan” for the ramp.
Budget 2007 –
Mr. Schrader informed the Committee that the B&G Budget had been received and that he had met with Brian to review the budget.
There was little change other than the request for two Custodians, the replacement of two trucks, and that the total Court House renovation funding was in the budget.
Mrs. Breed inquired about the difference in a Cleaner and a Custodian.
Scott explained the differences; Civil Service classification, typical job duties and the importance of making the Dept. more versatile.
Scott also explained the need to replace the trucks and the problems with the trucks in the Department. He also indicated that the Budget could be reviewed formally with another B&G Committee meeting or informally with questions referred to him or Brian for clarification.
The Committee opted for an informal review as suggested by Mr. Tagliente.
Property Acquisitions –
Mr. Schrader asked for permission to sign purchase offers on potential properties for the construction of a Jail, relocation of DMV, and the construction of a Health/Mental Health facility. He indicated that he had been working with specialists to obtain pricing on properties. He also stated that without the ability to sign purchase offers it is difficult to “ lock in “ a price.
Mrs. Breed wanted the Chairman of the Legislature to be able to sign purchase offers.
Mr. VanDonsel was asked for an opinion. He stated that the Chairman would sign any final offer after obtaining approval from the Legislature.
As a point of discussion, any purchase offered signed by the Chairman could be construed as an official document and MAY/COULD be binding thus closing the door for negotiations.
On Motion: Mr. Daniels Second: Mr. Hartnett
Yes: 5 No: Mrs. Breed
Approval was given for Scott Schrader to sign property purchase offers.
Meeting adjourned 8:55 AM
Referred to during the meeting
Buildings & Grounds Committee
APPROVED MINUTES
Committee Present: Dan Tagliente, Vice Chairman; Kay Breed, John
Daniels, Tom Hartnett, John Steger, Newell Willcox
Absent: Steve Dafoe, Chairman
Others: Scott Schrader, County Administrator; Marilyn Brown, Legislative Chairman; Angie Wyatt, Secretary to County Administrator; Brian Parker, B&G Supervisor; Tim Smith, Deputy B&G Supervisor; Danny Ross, Legislator; Corey Preston, Cortland Standard
Meeting called to order at 8:30a.m. by Vice-Chairman, Dan Tagliente
MOTION BY NEWELL WILLCOX – 2ND BY JOHN STEGER TO APPROVE THE
MINUTES OF THE JULY 11, 2006 MEETING – ALL VOTED IN FAVOR – MINUTES
APPROVED
NONE
DISCUSSION/PRESENTATIONS:
Law Library-Column Repair: V. Romanoff Proposal – COMMITTEE APPROVAL:
MOTION BY JOHN STEGER – 2ND BY KAY BREED ALL VOTED IN
FAVOR TO MOVE FORWARD WITH THE LAW LIBRARY COLUMN REPAIR – ALL VOTED IN
FAVOR – PASSED
Discussion: Brian Parker provided a brief outline of the Proposal. He indicated that Vickie Romanoff is the only person in the area that bid on this and is able to do this type of work. Brian further explained that when the Courthouse renovation goes forward the columns in the Courtroom will also need to be repaired. The first one will cost $3,200.00 and other columns will cost less than the initial one.
Pumpkinfest- Request for use of property – The Pumpkinfest
Committee requested the use of County property at the Courthouse Park for
their annual Pumpkinfest being held on October 7th and 8th.
They are required to provide Proof of Insurance and to return the
grounds to its original condition. COMMITTEE APPROVAL:
MOTION BY KAY BREED
– 2ND BY JOHN DANIELS TO APPROVE THE PUMPKINFEST COMMITTEE’S
REQUEST TO USE THE COUNTY OWNED PROPERTY AT THE COURTHOUSE PARK – ALL VOTED
IN FAVOR - PASSED
DEPARTMENT UPDATES:
Generator/911 move – Brian Parker distributed a Time-Log for the 911 Project and reported that it is going well. Kay Breed asked why this project was never approved. Committee members advised her that it was approved by Resolution (#273-06) at the Legislative Session on July 27, 2006 as follows:
Relocation
of Emergency Operations Center and Dispatch
Buildings
and Grounds
WHEREAS, the third floor of the Public Safety Building serving as the Emergency Operations Center will not provide the necessary infrastructure during a long-term response to a major disaster, AND
WHEREAS, the relocation of the Dispatch Center from the first floor to the third floor in the Public Safety Building will provide for a more cost effective and efficient Dispatch Operations by segregating non-dispatcher duties to more appropriate clerical personnel and technology, AND
WHEREAS, in the event of a major disaster, all County Departments and all municipalities will need to provide long term support services to residents of Cortland County, and the County Office Building, in its entirety, would serve as an Emergency Operations Center in such an event, AND
WHEREAS, the relocation of the Emergency Operation Center be from the Public Safety Building to the Count Office Building will better prepare Cortland County for emergency operations during a disaster, AND
WHEREAS, the emergency generator that currently serves the County Office Building only powers a small area of the County Office Building and during a power outage does not supply adequate power to the necessary areas of the building rendering some departments useless during such an event, AND
WHEREAS, a larger generator is needed in the County Office Building in order to supply adequate power to areas needed during a major disaster, AND
WHEREAS, it has been determined that the estimated cost of these relocations and generator upgrade is approximately $275,000, to be funded out of fund balance, NOW, THEREFORE, BE IT
RESOLVED, the Cortland County Legislature hereby authorizes the Buildings and Grounds Department to begin the renovation project for relocating the Dispatch Center to the third floor of the Public Safety Building and to purchase a new generator to more adequately service the County Office Building, in an amount not to exceed $275,000, AND BE IT FURTHER,
RESOLVED, that the 2006 Budget is hereby amended as follows:
Increase:
Expenses:
A16205 5 2320 Building Improvements $ 275,000
A-359900 Appropriated Fund Balance $ 275,000
Bus Shelter installation – A credit application had to be submitted to the Treasurer. The shelter is available from a Canadian Company and is being ordered.
Court House Renovations – Scott Schrader gave the Committee a brief update.
He informed the Committee that there was a bit of a glitch with the
State Historic Preservation Office regarding the handicap ramp at the original
Courthouse entrance, but that has been worked out.
Buildings & Grounds Budget for 2007 – The 2007 Budget has been distributed. If any Buildings & Grounds Committee member has any questions or concerns they will contact Scott Schrader or Brian Parker.
Property Acquisitions – Scott Schrader requested authorization
to sign Purchase Offer on potential property acquisitions for space for a new
DMV location, etc. The reason for this is that it would bind the property owner
and if the Chairman were to sign the Purchase Offer it could be construed as a
binding contract. COMMITTEE APPROVAL:
MOTION BY JOHN DANIELS – 2ND BY TOM HARTNETT – DAN
TAGLIENTE, JOHN DANIELS, TOM HARTNETT, JOHN STEGER & NEWELL WILLCOX VOTING
YES – KAY BREED VOTING NO – PASSED
The meeting was adjourned at 8:55a.m.
Minutes prepared by Angie Wyatt, Secretary to Scott Schrader