Highway Committee

May 6, 2008 – 8:30 am

DRAFT MINUTES

 

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

Others present:          Scott Schrader , County Administrator; Sandy Price, Majority Leader; Carol Tytler, Legislative District 3; Elizabeth Burns, Assistant County Attorney; Katrina Spicer , Secretary to County Administration; Donald Chambers, Superintendent of Highways; John E. Rigge, Barton & Loguidice; Eric Mulvihill, WXHC; and Evan Geibel, Cortland Standard

Mr. McKee called the meeting to order at 8:40 a.m.

 Mr. Willcox moved adoption of the minutes of the April 8, 2008 meeting; seconded by Mr. Steger.  All members voting in favor; none opposed; minutes approved as printed.

 

DISCUSSION ITEMS:

Lead Paint Safety, Barton & Loguidice Engineering Report – Mr. Chambers introduced Mr. Rigge from Barton & Loguidice.  Mr. Rigge explained that he was familiar with the work to be completed on the Dwyer Park Porch and stated that the lead level was insignificant.  He added that the level tested was at 3% on the shutter and the EPA would consider greater than 5% as being a significant amount.  He discussed no lead abatement needed and OSHA regulations in conjunction with protection of employees in regards to lead.  Mr. Rigge stated that this is almost a non issue.  He also stated that contractors are aware of OSHA regulations in regards to this.  Mr. Loomis inquired as to the manner in which the lead abatement should be handled.  Mr. Rigge discussed the levels of exposure for employees and proper safety training.  He also discussed the contractor’s responsibility of ensuring employee safety and non exposure.  Mr. Willcox addressed his concerns regarding employees of the County doing the work and their exposure to the lead.  He added that the County must follow regulations from PESH.  Mr. Rigge again stated that the levels that were discovered were extremely low.  He further discussed OSHA requiring employee safety adhered to and a lead level of zero never being attained.  Mr. Loomis stated that Legislators need to be educated more on the protection of employees in regards to this and the use of masks and respirators.  Mr. Rigge stated that safety compliance for employees is similar to a paint crew and added that Environmental Health would be involved.  Mr. Schrader explained that Mr. Rigge was here to discuss the lead abatement and the fact that it is not as costly as the previous bidder has stated it to be.  He added that if the County were to complete the project, the work to be done on the shutters would be contracted out.  Mr. Willcox inquired as to the price the previous bidder bid on the project and if it was an outlandish bid.  Mr. Rigge stated that it is not costly to dispose of the low amount of lead that is involved with this project.  Mr. Willcox addressed his concerns in regards to the short period of time the bidder was given to complete the project and added that now the County can do it and there is not the time constraint.  Mr. McKee thanked Mr. Rigge for his time.

RESOLUTIONS:

HIGHWAY

 

1.                  Award Highway Construction Project, Two (2) Large Culverts on East River Road , Highway Department – Mr. Willcox moved adoption; seconded by Mr. Ross.  Mr. Chambers explained that this is a portion of the Capitol Improvements Project.  He added that this for repairs to be made on East River Road , a county road, and the lowest bid was from Suit Kote Corporation at $473,381.  Mr. Schrader questioned what as to what the original amount estimated project was.  Mr. Chambers answered that it was for $473,000.  All members present voting in favor; none opposed; resolution approved.

2.                  Award Highway Construction Project, Jennings Creek Road Bridge Replacements, Highway Department – Mr. Loomis moved adoption; seconded by Mr. Hartnett.  Mr. Chambers explained that this is part of the federal aid project.  He added that it is reimbursable eighty percent by federal funding, fifteen percent by state funding and five percent local funding.  He also added that this is the lowest rated bridge in the county.  Mr. Schrader asked Mr. Chambers the amount of the original bid.  Mr. Chambers stated that it was approximately $700,000.  Mr. Chambers further discussed bonding for the project costs.  Mr. Schrader stated that the county cost would be $40,000.  Ms. Arnold inquired as to the reimbursement process for federal funding.  Mr. Chambers explained that it depends on at what time in the quarter the documentation is submitted.  He added that it can be reimbursed in 30 to 40 days or could take six months.  Mr. Chambers further discussed the design and span of the bridge.  All members present voting in favor; none opposed; resolution approved.

LANDFILL

3A.      Award Landfill Construction Project, Landfill Phase II Liner Extension, Highway Department/Landfill, HVAC Contract – Mr. Steger moved adoption; seconded by Mr. Hartnett.  Mr. Chambers explained that this is for the installation and basic design of the project for the HVAC System.  Mr. Willcox inquired about there only being one bid listed here and asked if this is highly specialized.  Mr. Chambers explained that there was only one bid received and the added that the request for bids was sent out to industries where there are known contractors.  Mr. Willcox inquired further about the history of this firm doing work for the county.  Mr. Chambers explained that they have not done work for the county before and added that their bid was a bit high.  Ms. Arnold inquired about there being any other options.  Mr. Chambers discussed rejecting bids and the specialized work involved in this project.  Mr. Hartnett inquired as to how close these contractors come to charging the amount bid.  Mr. Chambers added that Mr. Schrader can approve a change order up to $10,000.  Mr. Loomis discussed the start date being in two months.  Mr. Steger explained that Mr. Schrader can negotiate change orders and has even rejected some change orders.  Mr. McKee, Mr. Steger, Ms. Arnold, Mr. Hartnett, Mr. Ross and Mr. Willcox voted in favor; Mr. Loomis was opposed; resolution approved.

3B.       Award Landfill Construction Project, Landfill Phase II Liner Extension, Highway Department/Landfill, Plumbing Contract – Mr. Willcox moved adoption; seconded by Mr. Hartnett.  Mr. Chambers explained that this is for the plumbing work to be done on the project.  All members present voting in favor; none opposed; resolution approved.

3C.      Award Landfill Construction Project, Landfill Phase II Liner Extension, Highway Department/Landfill Electrical Contract – Mr. Loomis moved adoption; seconded by Mr. Ross.  Mr. Chambers explained that this is a significant electrical contract and discussed the significant amount of work to be done.  Mr. Loomis stated that Diekow Electric did work on the Generator.  Mr. Schrader expressed that the county was happy with the work Diekow completed on the Generator.  All members present voting in favor; none opposed; resolution approved.

3D.      Award Landfill Construction Project, Landfill Phase II Liner Extension, Highway Department/Landfill, General Contractor – Mr. Willcox moved adoption; seconded by Mr. Steger.  Mr. Chambers explained that the total construction costs for this project were $8,598,620.00 and the amount estimated last year for the project was $9,150,000.  Mr. Loomis inquired about bonding for the project.  Mr. Schrader stated that the plans were to bond with a thirty year bond.  Ms. Arnold discussed the low bidder being local.  Mr. Chambers explained that the bids were delayed because the DEC was not able to provide the tire chips for the contractor.  He added that this may increase the costs.  He also added that in the future the DEC may be able to provide the tire chips.  He also added that there is still $2,000 to $3,000 in the project budget.  Mr. Steger discussed the tire chips and asked if they come in contact with the leachate and further discussed them becoming contaminated.  Mr. Chambers expressed that tire chips are not contaminated.   Committee members further discussed the inspection of the project.  Mr. Chambers stated that he would look into the cost of full time inspections versus part time inspections and report back to the committee next month.  All members present voting in favor; none opposed; resolution approved.

4.                  Award Bid Extension, Highway Department/Landfill, Extend 2008 Material Bids, Highway Department – Mr. Loomis moved adoption; seconded by Mr. Ross.  Mr. Chambers explained that the roll off container is in the residential drop off area at the Landfill.  He added that Contento’s has the contract and this is to extend the current contract.  Mr. Hartnett inquired as to why we do not buy our own roll off containers.  Mr. Chambers and Mr. Ross expressed that a truck would them be needed to dump the containers.  Committee members discussed the truck cost.  Mr. Chambers expressed that he would look into it and report back to the committee.  All members present voting in favor; none opposed; resolution approved.

5.                  Award Household Hazardous Waste Contract, Highway Department/Landfill – Mr. Willcox moved adoption; seconded by Ms. Arnold.  Mr. Chambers explained that Household Hazardous Waster program was first introduced in 2007.  Mr. Chambers explained that the he recommends going with MXI because there cost of testing is $0.00.  He added that the cost per car is slightly higher but added that he believes the overall net cost will be lower.  Mr. Willcox inquired as to how household waste is distinguished as to not being commercial waste.  Mr. Chambers explained that those guidelines are set by the DEC.  He added that residents are required to sign a certification stating that the waste is residential and not commercial.  Mr. Chambers added that the proposed date is August 16, 2008.  Committee members discussed Commercial Hazardous Waste and Agricultural Hazardous Waste.  Committee members further discussed grants from Soil and Water Conservation possibly being available for an Agricultural Hazardous Waste program.  All members present voting in favor; none opposed; resolution approved.

DISCUSSION ITEMS:

1.                  Recycling Center Expenses and Revenue Report – Mr. Chambers explained that Ms. Arnold had requested this information.  He stated that in 2007 there was a shortfall between $71,000 and $72,000.  He also stated that the books were just closed for 2007 this past Saturday.  He did state that revenue for the first quarter of 2008 is slightly higher that the revenue collected the first quarter of 2007.  Mr. Willcox asked if this was based on the increased value of recyclables.  Mr. Chambers explained that it is and added that the recyclable levels are stable.  Mr. Chambers also distributed a spreadsheet to committee members which reports revenue and expenses over the last three years at the Recycling Center .  He added that this is how long the new facility has been open.  He discussed the new facility providing new services and the County taking on more duties in comparison to the old facility.  Mr. Willcox inquired about the policy regarding contaminated materials.  Mr. Chambers explained that the haulers would be put on notice and they assume responsibility.  Committee members discussed the consumers not being aware of the Recycling Center not being able to accept wet paper products.  The Committee discussed there not being a county–wide collections system in place. 

2.                  Special Olympics Request – Mr. Chambers explained that the last few years the County has assisted the Special Olympics by allowing them to use Dwyer Park for their two day event.  He added that they have requested the same assistance again this year.  The consensus of the Highway Committee was to allow the Special Olympics to utilize Dwyer Park .

3.         Mr. Chambers explained that he has an employee who would like to utilize scrap material at Dwyer Park to construct a Chicken Bar-B-Que pit to be utilized for 4H.  He further stated that the amount of materials is insignificant and added that the pit is to be utilized off-site.  The consensus of the Highway Committee was to allow this employee to utilize scrap material at Dwyer Park for the purpose of constructing a Chicken Bar-B-Que pit to be used by 4H offsite. 

4.         Mr. Chambers explained that he has been asked by Lime Hollow to assist them in their clean-up and chip brush as was done last year.  The consensus of the Highway Committee was to assist Lime Hollow in their annual clean-up, as was done last year.  

Mr. McKee adjourned the meeting at 9:50 a.m.