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HomeMy WebLinkAboutTB Minutes 1998-09-14 T - OWN OF ITHACA 126 EAST SENECA STREET, ITHACA, N .Y. 14850 Y WN CLERK 273-1721 HIGHWAY 273-1656 PARKS 273-8035 ENGINEERING 273-1747 PLANNING 273-1747 FAX (607) 273-1704 ZONING 273-1783 SPECIAL TOWN. BOARD MEETING September 14, 1998 5: 30 p.m. AGENDA 1 . Call . to Order. 20 Pledge of Allegiance. 3. PRESENTATION, 5: 35 p.m. - Emergency Communications Network. 4. Consider plans and designs for the new Town Hall. 5 . Any additional business . 6 . Consider ADJOURNMENT. TOWN OF ITHACA SPECIAL TOWN BOARD SEPTEMBER 14, 1998 5 : 30 p. m. At a special meeting of the Town Board of the Town of Ithaca , Tompkins County, New York held at the Town Hall , 126 East Seneca Street, there were present: PRESENT: Catherine Valentino , Supervisor; Carolyn Grigorov, Councilwoman; David Klein , Councilman ; Ellen Harrison , . Councilwoman ; Mary Russell , Councilwoman; Ed Conley, Councilman; John Wolff, Councilman ( Excused at 6: 50 p . m . ) . ALSO PRESENT: Joan Lent Noteboom , Town Clerk; John Barney, Town Attorney; Daniel Walker, Town Engineer; Jonathan Kanter, Director of Planning ; Andrew Frost, Director of Building/Zoning; Alfred Carvill , Budget Officer, EXCUSED : Fred Noteboom , Highway Superintendent; Judith Drake, Human Resources Specialist. OTHERS : Lee Shurtleff, Tompkins County Fire and EMS Office; Jack Miller, Tompkins County . Fire and EMS Office, Raymond Bordoni , Town Justice. Call to Order: The Supervisor called the meeting to order at 5 : 35 p . m . , and led the assemblage in th Pledge of Allegiance. Agenda Item No. 3 = PRESENTATION of Emergency Communications Network: (See Attachments #1 and #2) Lee Shurtleff, Deputy Fire Coordinator - Mr. Miller and I wanted to give the Town Board a summary of the communication system . We have had an opportunity to work with the Town Highway Superintendent's, Fire Chiefs and heads of the various police agencies in developing the system. The Ithaca Journal ran an article stating this was the most expensive Capital Project in the history of Tompkins County. The article, from our perspective, was pre-mature. Sixteen million dollars was a figure submitted to the County that gave the highest estimate scenario. It was an estimate for long range budgeting purposes. As the project develops we are expecting an $8. 6 million dollar project, with a number of revenue sources that need to be determined . This is something that would be implemented over the next three to five years. The present system is a public safety system which is approximately twenty years old . It was built as a microwave based system with towers throughout the County. The system was developed as a mobile radio based system with a 65% penetration . That is even less with portable radios . We are subject to Federal Communications Commission regulation of reaffirming radio frequencies a process . that started in 1993 with the Federal Budget Reconciliation Act. This allowed the Feder Government to raise revenue by auctioning the number of frequencies . Many of the frequencies ar t used today for communication through out Tompkins County. We have not been told that we need TOWN BOARD MINUTES PAGE 2 SEPTEMBER 14, 1998 APPROVED - APPROVED - APPROVED - OCTOBER 5, 1998 - APPROVED - APPROVED - APPROVED andon these frequencies . The prospect of that happening could cause major changes within a year tomething hem being taken over. ying with the present frequencies subject us to narrow banding that will cause interference. It is we find unacceptable. We wanted to design a system that would allow exclusive use of frequencies , and the ability to communicate with other agencies. Therefore, we chose a °Trunked Radio System" that would have a range of 800 megahertz. It is a range that has been reserved by the FCC for public safety communication. It also allows other government entities on the system . Our goal is to attain a 95% coverage, 95% of the time, with 95% penetration though all buildings in Tompkins County from any location . We also wanted to build a system that minimizes the use of towers . Presently, ten towers are used to communicate on the County system . The same net number of towers would be used with this proposal . We are looking for interagency, intergovernmental cooperation. Jack Miller, Tompkins County Fire and EMS Office - The existing system range is from 150 to 460 megahertz with 65 of the 211 eleven agencies in Tompkins County licensed to use it, towns , villages, cities , Tompkins County, Cornell University, and Ithaca College. These are frequencies the Federal Government is going to allow to other users. We will have to compete with other users . We have gone from a truck radio to a hand held unit. There is no privacy in . the system . If I talk on the system and someone has a scanner they can hear the conversations , t ce system we are looking at is more user friendly. It will identify 48 , 000 different ID' s and 4, 000 erent talk books. We need to be able to communicate with our neighbors. The system will allow t to happen . It also has the capability , of allowing different groupings. For example, the Town of ca worked in the Town of Dryden for a day. The Town of Ithaca trucks could be regrouped dynamically. Trunking is a micro-process system , a giant telephone system. People communicate in talk groups. All talk groups can be defined . It is software driven and is programmable in case the talk groups need to be changed . The system is controlled by a computer that automatically uses different channels each time . This allows the system to be more efficient. We will have ten frequencies and do a better job. Talk groups can be expanded to include EMS , fire, police, or municipalities . The caller will be able to get through to their party each time they try. The system is a symocast repeater system . The caller will not have to compete with other agencies . It will improve system liability and increase channel efficiency. If the caller is unable to get through , the system will automatically keep trying until the call goes through . Communication means using symocast. Ten tower sites will cover the County. There is flexibility to allow conventional methods and trunking to be mixed . We can patch this system to other systems through the dispatch center. Radio infrastructure provides independent operation privacy and mutual aid . swego County put a system on-line a few years ago that was designed to give coverage to the entire unty . They decided to cut the system in half and built half as many towers as needed . The county TOWN BOARD MINUTES PAGE 3 SEPTEMBER 14, 1998 APPROVED - APPROVED - APPROVED - OCTOBER 5, 1998 - APPROVED - APPROVED - APPROVED lost two thirds of their communications system . Oswego built two when it called for five . Now they ar building three more towers at the cost of $5 million . Andrew Frost, Director Building/Zoning - Are there limitations to the system? Mr. Miller - The system is vamped for 95 % of the County. We do not know what it will do outside the County. Presently we have an 800 megahertz frequency. Mr. Frost - Would the radio reach Cortland when communicating from a vehicle? Mr. Miller - Yes. We would ask the vendor to run a study of how much coverage we could exceed. The software can be changed. We are asking to build an Ample Project " 25 . Digital System. It is a digital system with common air interface so that it corrects itself. It also allows the user to buy mobiles or portables from seven vendors. If one of the sites goes down, it allows the others sites to resume to an automatic repeater mode. Some of the 95% coverage will be lost, but the entire system will not be lost. There are many benefits to Tompkins County. More communication paths will be available with common plat forms so the radios are interchangeable. It allows for a larger group of radios to be bought at a lower price. Councilwoman Harrison - Do the towers already exist? Mr. Miller - There are ten towers now. We will use three of those towers at their present location Seven will need to be moved because of the type of communication . Councilwoman Harrison - What are the requirements of the towers? Mr. Miller - The towers range from 140 feet to 240 feet. The County has hired consultants to look at the tower design and see if space could be leased to another vendor. That would allow the reduction in the number of towers, and the County could generate revenue that helps to offset the cost of the system . Councilman Wolff - Is there flexibility in selecting the locations of the towers? Mr. Miller - We asked the engineer to design a system that would need the least number of towers and maintain 95% coverage. Councilman Wolff - Is there flexibility in deciding where the towers are? What are the factors that determine the sites? Mr. Miller - There is some flexibility. It depends upon the coverage penetration that would be received . Councilman Wolff - What are the alternatives to towers? Mr. Miller - There is no alternative . TOWN BOARD MINUTES PAGE 4 SEPTEMBER 14, 1998 APPROVED m APPROVED - APPROVED - OCTOBER 5, 1998 = APPROVED - APPROVED - APPROVED uncilman Wolff - Would there be an alternative in the future? Motorola is working on a satellite tem . Miller - It will be ten to fifteen years before that satellite reaches the public safety stage. Councilwoman Grigorov - What happens with the calls when there is a 65% success rate? Mr. Miller - They sometimes need to move to a telephone or further down the road. Mr. Shurtleff - The one weak spot in Groton is the Nursing Home. The flood of January 1996, had rapid rising water. In a matter of a few hours we had to have 14 agencies evacuating a nursing home and senior citizens apartment complex. We were using buses from the school system . When we - were ready to move people from the second floor, I could not reach the electric, , highway, or the police department. I had a Lieutenant following me with three portable radios and a cell phone that could not reach out of the complex. We need to strengthen our radio communications so we can reach this area and work among other agencies. Councilman Klein - What is the cost impact on the towns? Mr. Miller - The major portion with be through a county tax project. We hope to buy a common plat form to reduce the cost of mobiles. The County is also discussing cost sharing with the municipalities. Shurtleff - We envision that Towns will no longer have to license themselves or maintain their nsmitter stations. The basic cost to the Town will be equipping themselves with radios. They can oose to use portables or mobile devices . Councilwoman Russell - Would there be savings to the . Towns because the towers are taken over by the County? Mr. Miller - There will be some savings. Councilwoman Russell - Going from 65% coverage to 95 % coverage, is that the difference caused by the distribution of towers or other factors? Mr. Miller - The type of radio frequency will penetrate buildings better with the movement of the towers . We would like to have a letter sent to the County or myself showing each municipalities general support of the project. We need support. Mr. Shurtleff - We will be making a presentation at the Municipal Officers Association dinner meeting on September 29. Supervisor Valentino - Do you have a written proposal that has been presented to the County? r. Shurtleff - Yes . TOWN BOARD MINUTES PAGE 5 SEPTEMBER 14, 1998 APPROVED - APPROVED - APPROVED - OCTOBER 5, 1998 - APPROVED - APPROVED - APPROVED Agenda Item No. 4 - Plans/Designs for New Town Hall , Daniel Walker, Director of Engineering - (Presented the floor plans to the New Town Hall) This is th plan for the first floor. It is basically the same as before. The major difference is the dividing wa between the Post Office and the Town Hall . It has been shifted three feet which reduces the width of the offices by two feet, or a reduction of that area from 137 square feet to 125 square feet. The aisle along the window was reduced to 4 feet. The net area of work spaces in the center office area remains the same. Attorney Barney - What was the reason for moving the wall? Mr. Walker - It was relocated to accommodate the needed area by the Postal Service that was in the original agreement. There was a misunderstanding about the dividing line. The other change is that there are now two handicap accessible bathrooms. The Post Office bathrooms will be in back of our bathrooms . The Post Service has a basic need for a second means of egress to the building . On the original concept there was a door shown into a common space. They have reworked their plans and have been able to build a hallway from the customer area. Councilman Conley - Where is the customer area in the Post Office? Mr. Walker showed the location of the customer area, post office boxes, Postal Sales Center, fo service windows, and the retail area. Councilman Conley - What is the line in the location of the cash register? Mr. Walker - The line is a sliding or rolling wall . It enables people to have access to the post office boxes during non-business hours . Supervisor Valentino - Are they going to build the glass addition to the front? Mr. Walker - No. They are going to use the existing window opening as the doorway. Councilwoman Grigorov - Is the entrance on Tioga Street? Mr. Walker - Yes. It is in the alley way between the parking garage and the main building. Councilman Conley - Have the employees seen the plan? Mr. Walker - They have not seen this plan . Councilman Conley - Before we make any final decisions , will the employees be able to see the plans? Supervisor Valentino - The employees know where their common area will be and how it will b furnished . They are all familiar with the design . Department Heads are aware of the size of the TOWN BOARD MINUTES PAGE 6 SEPTEMBER 14, 1998 APPROVED - APPROVED = APPROVED - OCTOBER 5, 1998 - APPROVED - APPROVED - APPROVED lobby ces. The other employees are aware of how we are going to have the configuration of the work ace . Walker - We started with a minimum of 100 square feet for the Department Head offices. The will remain in the same space except the glass wall that is separating the box lobby from the main lobby will be removed . The size of the vestibules will be minimized . The lobby space will be maintained , and might have automatic doors . The Court Clerk space is the same as it was shown in the preliminary design. We have a transaction window planned in the area where the bulletin board is now. It is an open room and we are looking at different office furniture systems to create the individual work needs for the clerks. Councilwoman Russell - Is there historical significance in the clerk space? Mr. Walker - It is a high ceiling office which will have some wood work. Councilman Conley - Is there a rest room in the court and justice area? Mr. Walker - Yes. There are two public rest rooms near there, and there is a private restroom for the Town Justices. The floor and platform in the court area will be raised. To eliminate any steps between the board room and justice office area, the architects suggested the floor be raised 8 inches. ymond Bordoni , Town Justice - It is recommended to have 12 inches with 18 inches the best. The rich needs to be shielded. How would the tables be set up? Where would the witness chair be? pervisor Valentino - That particular furniture will be moveable. Justice Bordoni - The last time .I met with the board, we talked about having court on the same day. Justice Larkin would prefer days, and I would prefer nights. Supervisor Valentino - We did a plan of different meetings to see if everyone could fit the schedule. Tuesday nights are Planning Board nights . Mr. Walker - We are looking at furniture systems that can utilize the center platform table. The two end tables will move into the pit area. The conference room can be used as a jury room , for attorney client conferences , and for executive sessions . The door to the main office space will be secured from the board room . We also have a 1300 square foot lobby so people will be able to wait in the lobby. We are looking at several sets of benches and seating. Councilwoman Harrison - What is going to direct people as they enter Town Hall? Mr. Walker - The Buffalo Street side is the Town Clerk's office area. Along side the lobby is their reception area , the main contact point. There is also a reception window at the court clerk's office. We will have informational signs . We anticipate people entering from Buffalo Street. If we find a curity issue we may have a mounted contact mirror. We are thinking of having a sliding contact ndow so there is personal contact between people. There may be a secured transaction window. e door will be secured back into the work area . TOWN BOARD MINUTES PAGE 7 SEPTEMBER 14, 1998 APPROVED - APPROVED - APPROVED - OCTOBER 5, 1998 - APPROVED - APPROVED - APPROVED Councilman Conley - What is the open space behind the Town Clerk offices? Mr. Walker - It is the primary office work space for all the staff. There are nineteen work stations. Councilwoman Russell - Can you show us how the office spaces are laid out? Mr. Walker - There is a 210 square foot conference room library. We have 130 square feet for the copier, and another 210 square feet for a copier. The Town Supervisor's office is in the comer, and could serve as a secondary conference room. The Budget Officer and the Human Resources Specialist offices will be parallel and adjacent to the Supervisor' s office. The accounting staff and the personnel secretary will be located across the hall with lockable doors. The open feeling of the area will remain , but they will be more secure than the other workspaces. The supply closet is located next to the personnel office. The 300 square foot conference room could serve as another meeting room at night. It is going to have a staff entrance and will be handicap accessible. There are two restrooms and an elevator to the basement. The conference room has a door into the hallway which can be secured at night. Councilwoman Grigorov - Is that the only handicap accessible entrance? Mr. Walker - There will also be a handicap accessible entrance off Buffalo Street. To minimize disruption of the historic nature of the building the stairway will remain and the landing will extend t the handicap ramp. Councilwoman Harrison - Would the bathrooms be accessible if the Justice floor area was raised? Mr. Walker - Yes. Councilwoman Harrison - Will the bathrooms be locked? Mr. Walker - Yes. There will be a key with a large tag . One of the biggest problems with public restrooms in the downtown area is unauthorized use. Councilman Klein - Are the restrooms going to be open during board meetings? Mr. Walker - Yes. If there is a problem then they would be secured. Councilwoman Russell - What is the space after the personnel office? Mr. Walker - It is a supply/storage room . Councilwoman Russell - What is the space across from the personnel office? Mr. . Walker - It will be an enclosed office space for accounting and personnel support staff. TOWN BOARD MINUTES PAGE 8 SEPTEMBER 14, 1998 APPROVED - APPROVED - APPROVED - OCTOBER 5, 1998 - APPROVED - APPROVED - APPROVED pervisor Valentino - The two Department Heads expressed concern over the security of the space. cause of the confidential work of their employees . uncilman Conley - Has the Post Office finished their plans? Mr. Walker - Yes. Councilman Conley - Do you know when their construction will start? Mr. Walker - After September 30, 1998, they have 9 months to complete construction. Supervisor Valentino - The Post Office officials have indicated they hope to have construction completed before then . Mr. Walker - We will be completing our final design and bidding process during the Post Office construction. We may need to do mechanical and electrical work in our portion of the building during that time. Justice Bordoni - It is important to have security in the court. Supervisor Valentino - We will work with the justices as we choose furniture. stice Bordoni - Some courts have a local off duty police officer present during their proceedings. e do not have that. People can get violent and it is not comfortable. r. Walker - We are going to look at a telephone on the bench . We will have a security briefing system wired to the Fire and Police Departments, and the fire alarms . Justice Bordoni - Presently, the County leaves the bathroom unlocked down stairs during court. We are upstairs for two to three hours. When we leave we do not check the bathrooms and someone may be locked in the Court House over night. One night they walked off with a television and VCR. Supervisor Valentino - Mr. Walker, Justice Larkin , Justice Bordoni and myself can go over the furniture designs . Councilman Klein - What is the seating capacity? Mr. Walker - One hundred thirty five . Councilman Klein - Has any thought been given to video projectors, and computer equipment for presentations? One of the problems with this room is being able to have presentations to the Town Board and the public. r. Walker - It is difficult to make a visible dual presentation to both sides of a room . There will be a cked surface along the wall and a screen mounted on the wall . The room could be wired with a TOWN BOARD MINUTES PAGE 9 SEPTEMBER 14, 1998 APPROVED - APPROVED - APPROVED - OCTOBER 5, 1998 - APPROVED - APPROVED - APPROVED number of outlets for our networking system . We will have a public address system that will bot amplify and record . Councilman Klein - Do the courts have computers on the desks? Justice Bordoni - We have them at our home office but not in court. I really do not have a need for it. When we become more equipped with the services that Albany provides we would be able to tap into the system . Councilwoman Harrison - How does the space in the new board room compare to the space in this board room? Mr. Walker - There are fifteen spaces at the board table. The room is approximately 33' x 16' . Councilwoman Grigorov - Where are the Town Board mailboxes? Mr. Walker - They may be in the Conference room or the Clerk' s office. Councilwoman Grigorov - How many people will be in the workstation area? Mr. Walker - There are a total of nineteen work spaces including the accounting and personnel employee work stations. Councilwoman Grigorov - Will they be modular workstations? Mr. Walker - There will only be one actual wall and the others are modular. Councilwoman Harrison - Will the walls be sound proofed? Mr. Walker - There will be an acoustical panel . Councilwoman Russell - Will there be room for more modular workstations? Mr. Walker - One layout had rows of twenty-six modular work stations. Clerical staff for Planning, Engineering and Zoning will be in one location with a transaction work station. Councilman Klein - I think the modular work stations will provide more flexibility. Changing the arrangements will be expensive. Councilman Conley Cubicles offer employees their own space and they are not distracted by others. Mr. Walker - Some furniture systems have short dividers between the work stations to enable communication between persons of the same work group , but they still have individual privacy. The design for the basement has not changed much . The employee lounge was down sized . W have an exit door out the back stairway . There is a small kitchen in that area One of the copie TOWN BOARD MINUTES PAGE 10 SEPTEMBER 14, 1998 APPROVED - APPROVED - APPROVED - OCTOBER 5, 1998 - APPROVED - APPROVED APPROVED aces will also have . a coffee station so people will not have to go to, the basement every time. We going ' to seal all the secret passage ways in the basement. The electric box and boiler will be in basement. The area shown as a conference will not be finished right-of-way. The records vault s not been through the final design . It is something the Records Management Advisory Committee looking at. Councilman Klein - Is the vault under the loading dock? Mr. Walker - Yes. Councilwoman Grigorov - Where is the elevator? Mr. Walker - We are not going to be utilizing the existing freight. elevator. It will be replaced with a hydraulic elevator. Mr. Walker showed the location of the elevator on the plans. Councilwoman Harrison - Is the staircase going to be attractive so people will want to use it? Mr. Walker - It is a concrete block masonry stairway that will be painted. Councilman Conley - What is between the lounge and the stairs? r. Walker - It is an open space. uncilman Conley - Could the wall be taken out to give more open space to the employee lounge? r. Walker - It is an employee lunch room . The spaced crossed out is going to be used for storage. Mrs . Noteboom - How damp is the area? The voting machines will be stored there. Mr. Walker - The humidity is not great. Councilman Klein - The " L" shaped area is wasted space. Mr. Walker - The problem with the lay out of the "space is because the wall is the back wall of the original building. The floor is a foot higher because of the ramp. We could relocate the doors. Councilman Klein - I would like to capture some of that space because it will cost money to finish it. Councilwoman Grigorov - What will we do with the space? Councilman Klein - We could try and . reduce it. Councilwoman Grigorov - Is there a place for employees to hang their coats? r. Walker - Many staff members would rather have a space at their own work stations . TOWN BOARD MINUTES PAGE 11 SEPTEMBER 14, 1998 APPROVED - APPROVED - APPROVED - OCTOBER 5, 1998 - APPROVED - APPROVED - APPROVED Councilwoman Harrison - What is the space in the basement between the employee lounge and bathrooms? Mr. Walker - It is a hallway that is at a higher level because of the ramp. Councilwoman Harrison - Is there plumbing to the area? Mr. Walker - Yes. There is an existing bathroom . Attorney Barney - The empty space could be used as a library. Mr. Walker - It could be made into a conference area if needed . Councilman Klein - Do we have an updated cost estimate? Supervisor Valentino - Mr. Carvill, Budget Officer provided documentation showing what has already been expended from the budget, and what monies are currently available. Mr. Walker provided me with an updated budget. We have a little over $2 , 000, 000 including interest. Mr. Carvill is still investing and trying to increase that amount. There are things we need to add that are not included. Some of the original costs of interior construction were lowered. We are going to have to look at the estimates . We need to consider moving costs, as well as look at some of the data and telecommunication cost. (See Attachment #3 ) Councilman Klein - Will we be taking the new phone system? Supervisor Valentino - Yes. We will have a small fee for moving it, and the phones will be available in both places during the move . Mr. Walker - We are not going to have many more work spaces than we have now. The wire cable is in the electrical design . Councilman Conley - Are there grants available for historic portions? Mr. Kanter - We should be hearing about the historical grant application in early October. Mr. Walker - The estimate we developed showed we had $700, 000 eligible funds . We are replacing the metal roof on the original portion of the building instead of just repairing it. We added additional exterior cleaning to enhance the building . Supervisor Valentino - In October, during our meeting 1 would like to have a discussion about how we are going to dispose of this building . The budget numbers still seem to fit the plans. Justice Bordoni - We do have furniture in the present Town Hall that can be moved to the new Town Hall . TOWN BOARD MINUTES PAGE 12 SEPTEMBER 14, 1998 APPROVED - APPROVED - APPROVED - OCTOBER 5, 1998 = APPROVED - APPROVED - APPROVED pervisor Valentino - We have some antique desks and tables that we would like to have refinished. stice Bordoni - Do we have any of the Town's furniture in the Court House? s . Noteboom - Anything that is the Town ' s would have a metal number stamped on it. Supervisor Valentino - We will need to find out about that furniture. Mrs. Noteboom - Will there be an area in the board room for a copier. It would be difficult to have to leave a meeting and go to the Clerk's office to make copies if needed? Councilman Klein - There is space available for a copier. Mrs . Noteboom - One concern I have for the board room is to not have extra electronic equipment in plain sight. Maybe there could be built in cabinets to house the equipment when it is not being used. It would make the room look more appropriate for its uses and less cluttered. Councilwoman Harrison - What will the Justices use for a copier'? Mr. Walker - There will be a copier in the Justice Clerk's office. rs. Noteboom - Why are there two copier roc :-Is on the first floor when there will be a Records nagement Center in the basement? The purpr se of records management is to deter the making of necessary copies , and using the computer r ?tworking system more efficiently. There are two pier rooms with only two offices between them . Mr. Walker - Staff wanted a copier closer. Mrs. Noteboom - If that is the case, there is no space for a copier and work tables near the Town Clerk' s office. I do not think we are using the space efficiently if it is felt that many copiers are needed on the first floor. The Town Clerk's space is only large enough for the staff and the vault. There is not enough space for to correlate a board meeting packet. There will not be enough space for a copier large enough to do those jobs . My staff will need to leave their area and go to the copier rooms. There may be other ways to make it more efficient. We need to redesign that space . There is the possibility that when my staff or others are performing large copying jobs they could utilize the space in the Records Management Center in the basement. That might free up space on the first floor for more offices or larger employee spaces . Councilwoman Harrison - I am not sure we would want to spend the money for the copier. It seems as though the copiers need to be where people will be using them . Mrs. Noteboom - Sometimes it is how staff are trained and how they develop habits for doing things. We all have a tendency to make one copy at a time when we could probably wait and do many at one e just by changing our work habits . Kanter - We have a large color plotter and micro-printer, and we will need space to sort mail . TOWN BOARD MINUTES PAGE 13 SEPTEMBER 14, 1998 APPROVED - APPROVED - APPROVED - OCTOBER 5, 1998 - APPROVED = APPROVED - APPROVED Supervisor Valentino - We have received feedback from staff that these will work in the area shown . Mr. Walker - If we go to the new copier system it might be kept locked . Councilman Klein - Where are the Town Board packets copied and correlated now? Mrs . Noteboom - They are done in the vault near the copier, or at individual desks . Supervisor Valentino - The Planning Department does their packets on the table upstairs . Mr. Walker - The copier room is set up for work spaces to correlate large packets. We have not met with the Department Heads to work out the final layouts. Supervisor Valentino - We should consider not having a copy machine on every comer. Mr. Walker - There is room in the Clerk' s Office to have the table top copier so they can make copies for customers. The issue of high volumes of copies needs to be worked out. One copier space will have the plotter. That needs to be easily accessible to staff. Agenda Item No. 5 - Additional Business . Supervisor Valentino - Did anyone hear today on the ( radio) news that a lawsuit has been broug against the Town regarding the Cornell University Lake Source Cooling Project? Councilwoman Harrison - Who is bringing the suit? Supervisor Valentino - The Cayuga Lake Preservation Fund . Some of the people who developed this fund are Rich DePaolo and Sylvia Wahl , Agenda Item No. 6 - Consider Adioumment. As there was no further business to come before the Town Board , a motion was made by Councilman Klein , seconded by Councilwoman Harrison to adjourn . Motion carried. Supervisor Valentino adjourned the meeting at 7 : 37 p. m. Respectfully submitted , Joan Lent Noteboom, Town Clerk *NEXT REGULAR MEETING - October 5 , 1998 at 5 : 30 p. m . **Minutes Transcribed by Carrie L . Coates . Al JG Z 5 1998 TOMPKINS COUNTY TY FIRE & EMS SERVIU , . John L . Miller. County Coordinator - : '_' Brown Road �i� N�`�• .ti• ,� Ithaca , N . Y . 14850 60 --25 '-3888 v� CO u N l%'4 F�i c q L S august 20, 1998 To Town Supervisors and Village Mavors : As you are aware, this office has proposed a coin: capital project to replace our emergency communications networlb-, N-lany of your fire ad police chiefs and highway superiLtendents have recently attended presentations des:,ed to familiarize them with the proie=. To help �")ur Board better underrand this proieM, and why we are proposing it, this office is extendins an over to aT:e^d your meetins _-c e.�piam the proposai. We wouic ?ive you a presentation of about :I:e-half hour. = rtiould answer any auestdons voL' . ' ?.^.t have abo tree Sure:??. V, e '.v:il explain hec." _c'_r Qw;; or -village ^Quid L. c.. o.=- ti .: .. .. ...: ..:r� ari Q t f T 1 .� r - ov ors V V V�`I .V VMn_ ._TI he cQLi. . •:�• c., syste.l �t Plc _ ;resigned to impr.,• e , ant... agencor avid inter-municipality cQmr-u : cation Pease call this o .lce .at _ 7 - SS8 if we can be assistance in espi ^ ing tills orccosal. S ii cere:y, l -� Aw J c rM. L. Miller, Ccc=ator Tompkins Couwa ,r r :e, Disaster & ENIS v� 1 1� +U Attachment �6}, � o.. , ..�` CITY OF ITHACA ,' `` : I] ��' , ; . - �a 310 West Green Street Ithaca, New York 14850 5497 Of Inno r OFFICE OF THE FIRE CHIEF Telephone : 607/272- 1234 Fax: 607272-2793 10 SEP 98 Catherine Valentino , Supervisor Town of Ithaca 126 East Seneca Street Ithaca, New York 14850 Dear Cathy : Jack Miller mentioned to me the other day that he was going to meet with you regarding the proposed county-wide 800 MHz trunking system . As I will be out of town next week and unable to join the meeting , I want to share some thoughts with you regarding this . Most of all , I see this system as the foundation for future efficiencies in our use of resources . If considered , as Jack sees it, as a community communications system , our ability to cross department and jurisdictional lines to share personnel , equipment, expertise , and overall effort will be dramatically enhanced . As proven by the Fire Department's service to the City and Town , no one community can readily afford to maintain individual and redundant capabilities . By supporting this system , and making local commitments to it, we enable a sharing of resources not envisioned even today , while at the same time , enjoying economies of scale that allow better use of limited funds . Currently , the Ithaca Fire Department maintains as many as three mobile radios in some of our fire apparatus so that we can talk with the seven police agencies , five public works agencies , two local governments , and one railroad , that we operate with on a regular basis . This is cumbersome and inefficient. In a disaster situation , our communications might well be a disaster . I urge you to consider the benefits that might accrue to the Town of Ithaca through the implementation of this communications plan . Please let me know if you have any concerns with this that I might be able to address . Sincerely yours , Brian H . Wilbur Fire Chief cc : A. Cohen J . Miller R . Romanowski Attachment 1# 2 199 Our 175'' Yemr of Saving Limes and Protecting Property An Equal Opportunity Emplo% er with a commitment co workforce diversification . " � / 14 / 98 17 : 06 : 04 TOWN OF ITHACA ITHACA TOWN HALL CAPITAL PR01ECi DETAIL OF EXPENDITURES SEPTEMBER 14 , 1998 MODIFIED EXPENDED UNENCUMBERED % BUDGET 1998 ENCUMBERED BALANCE REMAINING : NERAL GOVERNMENT SUPPORT BUILDINGS /TOWN HALL EQUIPMENT /CAPITAL OUTLAY H1 - 1620 . 201 LEGAL 81000600 9 , 639 . 29 0000 - 1 , 639 . 29 H1 - 1620 . 202 SURVEY 11200 . 00 11150000 0 . 00 50000 4 , 2 H1 - 1620 . 203 DESIGN FEES 28 , 800000 65 , 869 , 46 0 . 00 -37 , 069 . 46 H1 - 1620 . 204 ARCHITECTURAL FEES 1459188900 0600 0000 145 , 788 . 00 10080 H1 - 1620 . 211 GENERAL CONDITIONS 839566 . 00 0800 0000 83 , 566 . 00 10060 H1 - 1620 . 212 DEMOLITION 37 , 786 . 00 0000 0000 37 , 786 . 00 10000 H1 - 1620 . 213 PARKING LOT 13 ; 496 . 00 0000 0000 . 139496 . 00 10000 H1 - 1620 . 214 LANDSCAPING 5 , 217 . 00 0400 0 . 00 51217 . 00 10000 H1 - 1620 . 215 MASONRY & CONCRETE 153 , 565 . 00 0 . 00 0 . 00 153 , 565 . 00 10090 H1 - 1620 . 216 INTERIOR FABRICATION & CONSTRUCTION 315 , 984 . 00 0000 0800 315 , 984 . 00 10060 H1 - 1620 . 217 ROOFING 103 , 892 . 00 0900 0500 1039892 . 00 10080 H1 - 1620 . 218 WINDOWS 6 DOORS 81 , 190000 0600 0600 819190600 10000 620 . 219 ELEVATOR 52 , 520 . 00 0000 0200 52 , 520 . 00 10080 620 . 220 MECHANICAL 6 ELECTRICAL 668 , 996 . 00 0 . 00 0900 668 , 996000 10000 TOTAL EQUIPMENT/CAPITAL OUTLAY 1 , 700 , 000400 15 . 558 . 75 0 , 00 1 . 623 341 25 95 5 T UILDINGS / TOWN HALL 1 , 700 . 000 . 00 76 . 558 : 75 0 . 00 1 . 523 341 . 25 9545 OTAL GENERAL GOVERNMENT SUPPORT 1 . 100 , 000 . 00 16 . 5: 8 . 75 0 . 00 1 , 523 341 . 25 9585 TOTAL EXPENDITURES : 11700 , 000 . 00 76 , 558 . 15 0 .00 1 , 523 , 341 . 25 9585 Attachment 463 i