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Saturday, February 6, 2016

Allegany County Public Works Committee Meeting Minutes from Feb. 4, 2016 - CORRECTED

PUBLIC WORKS COMMITTEE
February 4, 2016 NOT APPROVED
Committee Members Present: D. Fanton, A. McGraw, D. Decker, K. Graves, J. Hopkins, C. Crandall (Absent: P. Curran)
Others Present: H. Budinger, S. Burt, D. Decker, D. Healy, G. James, R. Hollis, C. Jessup, K. LaForge, J. Margeson, T. Miner, D. Pullen, B. Riehle, T. Ross, R. Scott, D. Scholes
Media Present: No media present.
Call to Order: The meeting was called to order at 1:01 p.m. by Public Works Committee Chairman Dwight Fanton.
Approval of Minutes
A motion was made by Legislator Graves, seconded by Legislator Decker, and carried to approve the Public Works Committee minutes of January 6, 2016.
Solid Waste
            Deputy Public Works Superintendent Dean Scholes requested a resolution for a budget transfer to cover the purchase of tools as follows:
From:                                           
A8160.411 Solid Waste – Repairs Personal Property                                    $2,000
To:
A8160.202 Solid Waste – Tools                                                                     $2,000
            Mr. Scholes noted last year they had $3,000 in this line item, and it was cut to $300.  He stated they need additional funds in this account.  The request was approved on a motion by Legislator Decker, seconded by Legislator Graves, and carried.  Prepare Resolution
Highway
Request Permission to Purchase Equipment
            Superintendent Guy James requested permission to purchase the following equipment:
1.         Roll Back Truck Bed                                                                         $49,414
            Mr. James said they already have awarded the roll back truck earlier this year from the Onondaga County bid.  They put the roll back truck bed out to bid, and received a bid for $49,414.  Both the truck and bed are under the budgeted amount.  The request was approved on a motion by Legislator Graves, seconded by Legislator Hopkins, and carried.
2.         Foreman’s Truck – Bridge Maintenance                                             $28,737
            Mr. James noted it is a New York State bid, and the price is below the budgeted amount.  The request was approved on a motion by Legislator Decker, seconded by Legislator Graves, and carried. 
3.         Building and Grounds – Skid Steer                                                   $31,570.62
            Mr. James noted it is a New York State bid.  The request was approved on a motion by Legislator Graves, seconded by Legislator Decker, and carried. 
4.         Truck Lift at Friendship Shop                                                                        $25,630
            Mr. James stated last year they appropriated money into a capital account for a truck lift at the Friendship Shop.  He noted they had a National Joint Powers Alliance (NJPA) bid, and believed it was too high.  They went out to bid themselves, and received a bid that was under budget.  Legislator Decker asked if the lift was floor mounted or beam mounted to raise the truck up.  Mr. James said yes, you can drive onto it and then raise it up.  Mr. Scholes noted it was a heavy duty lift that can service ten-wheelers.  The request was approved on a motion by Legislator Graves, seconded by Legislator Hopkins, and carried. 
Request Permission to Award Bridge Decks

            Mr. James requested permission to award the bridge decks. Mr. James said because of the size of two structures, it was cost prohibitive to do timber on these bridges.  However, they requested a timber bid on one of the bridges.  Mr. James recommended using L.C. Whitford’s pre-stressed concrete bridge superstructures and guide rails systems in the amount of:

            Local Bridge #09-05 Birdsall, Hiltonville Road         $  63,500
            Local Bridge #07-01 Angelica, Peavy Road              $139,500
            Local Bridge #15-06 Cuba, Keller Hill Road             $  88,850
                                                                        Total:              $291,850                             

            The request was approved on a motion by Legislator Graves, seconded by Legislator McGraw, and carried.
Request Permission to Bid Friendship Shop Roof Repairs
            Mr. James requested permission to bid the Friendship Shop roof repairs.  He noted it is only to go out to bid to put on a new rubber roof.  It is not an award. The request was approved on a motion by Legislator Graves, seconded by Legislator McGraw, and carried.
Request Permission to Add Cooperative Purchasing Agreement Contracts to Purchasing Options
            Mr. James requested a resolution authorizing Allegany County to make purchases for materials, equipment, and related services through contract by National Joint Powers Alliance (NJPA), National Cooperative Purchasing Alliance (NCPA), U.S. Communities, The Cooperative Purchasing Network (TCPN), National Intergovernmental Purchasing Alliance and other cooperatives determined eligible.  General Municipal Law Section 103 (16) allows for Political Subdivisions to make such purchases through the use of a contract let by the United States or any agency thereof, any state or any other political subdivision or district therein.  Mr. James will use cooperative purchasing as another option but still must do their due diligence on whether prices are favorable or not for the County.
            County Attorney Tom Miner stated they do not need to do a resolution because the local law to use best value is already in place.  Mr. Miner noted the law is clear, and they can purchase from one of these groups.  County Treasurer Terri Ross asked if there were any fees.  Mr. James replied no.  Ms. Ross stated it is changing the purchasing policy, and suggested revisiting the purchasing policy to add more information to it.
Request Permission to Fill HMEO1 Position
            Mr. James requested to fill a Heavy Motor Equipment Operator 1 (AFSCME, Grade 13) position in Road Maintenance District 4 due to a retirement, and all subsequent positions including hiring from the outside.  This position is responsible for the maintenance and operation of specialized heavy motor equipment necessary to the daily operation of the County’s Highway Department.  This position is in the 2016 Budget. The request was approved on a motion by Legislator Graves, seconded by Legislator McGraw, and carried. Refer to Ways & Means
Buildings & Grounds
Cornell Cooperative Extension Bid
County Attorney Tom Miner stated the County advertised the sale of the former Cornell Cooperative Extension Building.  He noted the building had been condemned.  Mr. Miner said they received one bid.  The bid was from Allegany County Cornell Cooperative Extension in the amount of $1,000.  Mr. Miner added they included the required 10 percent down payment in the amount of $100 with their bid. Legislator Burt stated he knows where the Legislators’ hearts were, but wondered if they were doing their duty by selling the building for only $1,000.  Legislator Fanton noted there were no other bids, and if they looked at the repair costs it would cost more.  Legislator Healy asked if Allegany County Cornell Cooperative Extension is tax exempt, or would the property go back on the tax roll.  Legislator Pullen believes they are tax exempt.  Legislator Graves made a motion to accept Allegany County Cornell Cooperative Extension’s bid, seconded by Legislator Hopkins, and carried. Prepare Resolution (Resolution to come off the Floor at 2/8 Board Meeting.)
Attorney/Client Session
            The committee entered attorney/client session at 1:21 p.m. on motion by Legislator Graves, seconded by Legislator Decker, and carried.  The committee exited attorney/client session at 1:41 p.m. on a motion by Legislator Graves, seconded by Legislator McGraw, and carried.
Flow Control Law
            Legislator Graves made a motion for Legislator Fanton to introduce a proposed local law at the next Board meeting, and prepare a resolution to set the public hearing date of March 14, 2016, seconded by Legislator McGraw, and carried. Prepare Resolution (Resolution to come off the Floor at 2/8 Board Meeting.)
Adjournment
            There being no further business to come before the committee, the meeting was adjourned at 1:44 p.m. following a motion by Legislator Graves, seconded by Legislator Decker, and carried.
Respectfully submitted,
Rebecca Scott, Secretary to the Clerk of the Board
Allegany County Board of Legislators