Thursday, March 10, 2016

Allegany County: Facilities & Communications Committee meeting minutes

March 2, 2016

Committee Members Present: D. Pullen, C. Jessup, K. Graves, A. McGraw, D. Root, C. Crandall (Absent: D. Fanton, N. Ungermann)

Others Present: L. Ballengee, S. Burt, R. Cool, P. Curran,  K. Dirlam, S. Grusendorf, D. Healy, R. Hollis, K. Hooker, J. Hopkins, B. Kelley, C. Knapp, K. LaForge, B. Lamberson, J. Margeson, T. Miner, k. Monroe, B. Riehle, D. Scholes, R. Scott, R. Swarthout, R. Whitney

Call to Order: The meeting was called to order at 2:00 p.m. by Facilities and Communications Committee Chairman David Pullen.
Facilities-Related Matters

            Public Works Deputy Superintendent Dean Scholes announced there will be an energy curtailment system shutdown at 3:30 p.m. this afternoon for two hours. The County has participated in this program for a few years. The County receives a small amount of money for saving energy.  Mr. Scholes stated it is a planned outage, and they have these shutdowns a couple of times a year.

            Public Defender Barb Kelley asked about the next steps for the third floor since the full Board has approved a plan.  Interim County Administrator John Margeson stated the next step is to retain an architectural or engineering firm.  This firm would meet with the Public Defender and Social Services Commissioner and their staff to talk about their needs.  Then they would make a final design.  Once the final design is created, the company would report back to the Committee for approval. Once it is approved, they would start with bid specifications, go out to bid, and retain a prime contractor or several other contractors.  It is about a six to nine month process before onsite construction starts. A motion was made by Legislator Root to request a Request for Proposal from Labella for specifications and plans for the third floor, seconded by Legislator Graves, and carried.  Prepare Resolution

Communications-Related Matters
Accept and Approve Motorola Solutions Proposal
            The Sheriff’s Office requested a resolution to accept the Motorola Solutions Proposal for the build out of six additional sites, and improvements to the newly acquired Whitesville site.  The total funds requested are $3,050,621. There is no fiscal impact because it is funded through the NYS Statewide Interoperable Communications Grant, Round Three.  It was noted that the Radio Project anticipates small change orders that will need to be taken care of in a timely fashion.
            Lieutenant Shawn Grusendorf said the original proposal with Motorola included 180 feet towers at six sites, and some work at the Whitesville Tower.  In discussion with County Attorney Tom Miner, they determined it was important to disclose the exact height of the towers (300 feet) instead of doing change orders.  So, the cost increased by $600,000.  The new contract reflects 300 feet towers, additional equipment at the Whitesville site, and minimal change orders.  Mr. Grusendorf stated by piggybacking off from the contract, they are saving about $366,000.  Legislator Graves asked with the increase in price if they are still within budget.  Mr. Grusendorf stated he has about $1.45 million to $1.5 million for electric, to buy equipment, and other things.  He said they are also looking at purchasing new consoles for $750,000.  This would be an update for the 19 year old consoles at the 911 Center. Legislator Graves commented that Mr. Grusendorf did a good job.  The request was approved on a motion by Legislator Jessup, seconded by Legislator Root, and carried.  Prepare Resolution

Accept and Approve Agreement with Motorola
            The Sheriff’s Office requested a resolution to accept the Contract between Allegany County and Motorola Solutions in the amount of $3,050,621. Legislator Graves asked if they have to pay upfront or when the project is done.  Mr. Grusendorf said in the contract there is a schedule for payments. The request was approved on a motion by Legislator Graves, seconded by Legislator McGraw, and carried.  Prepare Resolution

Accept and Approve Twenty-Five Year Lease Agreement in the Town of Angelica
            The Sheriff’s Office requested the County’s approval to enter into a twenty-five year lease agreement for a parcel of land in the Town of Angelica.  This property will be used to construct one of six new 911 towers.  This land will not be County owned, and will be a one-time payment of $8,500 for twenty-five years renewable by the County at the end of the lease agreement if the County so desires.  This item has not been budgeted.  The funds in the amount of $8,500 should be appropriated from A1990.429 – (Contingency) to A3020.210 – (Public Safety Communication Towers – Other Equipment). Lieutenant Shawn Grusendorf stated this is tower number five out of six.  Legislator Graves stated he preferred they own the land, rather than lease it.  County Attorney Tom Miner stated the language in the lease includes the possibility of renewal, and creating an encumbrance on the land for twenty-five years. Legislator Graves asked if this was the last tower.  Mr. Grusendorf said no, they still have one more, which they are currently in negotiations.  The request was approved on a motion by Legislator Graves, seconded by Legislator Jessup, and carried.  Refer to Ways & Means
A.   County E-911 System Upgrade
            Lieutenant Shawn Grusendorf gave a brief update.  The equipment room should be finished in about a month. The fire suppression system installation will start tomorrow. The ceiling is in, the barrier wall is down, and the paint has been ordered. Mr. Grusendorf said he received an email from T-Mobile about renting space on the Corbin Hill Tower.  He noted this may generate some revenue for the County. He will talk to them about the tower, and will also let them know about the other towers including the new towers. 
B.   County Broadband Project Updates
            Legislator Pullen announced the Executive Director has been hired for the Allegany County Telecommunications Development Corporation (LDC).  Legislator Curran introduced Ryan Cool.  Mr. Cool stated he has been in Western New York since 2002.  He worked for Houghton College for almost 14 years. He just started about a week ago, and is already working on different items. 

            Legislator Curran stated the Allegany County Telecommunications Development Board has been meeting regularly the second Tuesday of the month at the ACCORD computer lab in the Crossroads building.  He stated they have contracted with Baldwin Business Services to do payroll, and are still looking for an attorney. County Attorney Tom Miner added the LDC needs their own attorney because they have contracts with the County, and he doesn’t want any conflict of interest. Legislator Pullen appreciates the work Legislator Curran, Director of Planning Kier Dirlam, and County Attorney Tom Miner have been doing on this project.
Information Technology
            Director Keith Hooker stated he is working on a couple of projects.  He is working on a webpage, and met with Digital Mason.  They would like to visit, and meet with Director of Planning Kier Dirlam, Mr. Hooker, and possibly Legislator Root.  Greater Allegany County Chamber of Commerce Executive Director Gretchen Hanchett suggested looking at her webpage provider to see what they have to offer.  He also met with another company.  Mr. Hooker noted each company does slightly different things.  Once they make a decision on the webpage, he will bring it to committee.  Legislator Graves asked who will do daily changes.  Mr. Hooker would like to see it done in-house.
            Mr. Hooker stated the second project he is working on is a new phone system. He said the current phone system is at the end of service.  It can still be serviced, but there aren’t any upgrades.  A new phone system is cheaper and smaller.  Mr. Hooker said there will be a demonstration on a new phone system by NEC on March 14, 2016, at the Committee of the Whole meeting.   Legislator Graves asked if the new system is just for this complex.  Mr. Hooker said it is for any place where they can connect now, and possibly other sites in the future. Mr. Hooker stated it has a safety feature that can send out a notification if there is an emergency.

Attorney/Client Session

            The Committee entered attorney/client session at 2:39 p.m. on a motion by Legislator Graves, seconded by Legislator Root, and carried. The Committee exited attorney/client session at 2:52 p.m., following a motion by Legislator Graves, seconded by Legislator Root, and carried. 
            There being no further business to come before the committee, the meeting was adjourned at 2:52 p.m. following a motion by Legislator Graves, seconded by Legislator Jessup, and carried.

Respectfully submitted,
Rebecca Scott, Secretary to the Clerk of the Board
Allegany County Board of Legislators