2/15/08 - My Memo Sent to CC Legislators

This memo was sent to all Cortland County Legislators on 2/15/08. I also attached a pdf package.

Good Afternoon fellow Legislators,

I would like to communicate some information to all of you prior to the next Legislative session, and provide an update on some ongoing projects.

The GS committee is working to get a list of maintenance projects identified and prioritized for planning (such as major facility repairs), and will be distributing the information in the next month.

We are in the process of getting Barton and Loguidice to finalize the space planning study for the CCOB. Apparently the original proposal authorized in December had stalled for a short time, and the draft submitted earlier in the month included fees for investigation into the MEP systems in the building. Mr. Schrader met with the consultant and a revised proposal on department space needs should be forthcoming quickly (See information below on the building energy audit).

In addition, the DMV site design is still moving - you will be Agenda Item #6 for design service at the February meeting. I have asked that we receive the fee numbers prior to the 2/28 meeting so a cost can be approved, not just the "concept". We are looking at increasing the building size from 4,000 to nominal 6,000 square feet to include the new voting machines required as part of HAVA. There were (31) machines ordered for which space must be allocated for periodic testing and inspection in addition to simple storage. Rough calculations yielded approximately 1000 square feet for this, and consideration is being given to relocate the Board of Elections with the machines to help free up some space in the CCOB and keep the BOE and their equipment adjacent to one another.

Earlier this month the Legislature was provided guidelines for the voting machines that we hope to utilize for any design of space to house the machines, and provide required quarterly testing. FYI The current space used by the BOE is 860 square feet, when added to the machine storage/testing space brings the building size for the DMV/BOE option to roughly 6,000 square feet. I would be happy to share the Election Commissioners' feedback with anyone.

I have been working with the Planning Department and Real Property to get a package together that shows all of the county-owner properties including aerial / site plan, tax ID map, and floor plan. I hope to marry that package with facility square footage, $$$ owed, etc for a complete look at what we have. A draft of the pdf is attached (the spreadsheet with the areas and outstanding debt is not included). You'll see on page 2 of the pdf the Bell and Spina study from 1990, in which the adjacency chart indicates that the DMV and BOE proximity is "necessary". I think more importantly is the fact that proximity to any other department is neither "necessary" nor "desirable".

We are also hoping to get back on track with the Tompkins St training facility, the B&G crew is still working on Courthouse renovations and are trying to free up manpower to frame and rock the walls out there.

We are also working on the energy audit / recommendations for the CCOB (approved last year) and want to take that information, along with the space planning study develop a comprehensive plan for our facilities for the next several years. I encourage you to work through your respective committees to solicit feedback on space needs and funnel them back to the General Services Committee. Let's work together to plan for the future, communication is key.