COMMITTEE ON BUDGET AND APPROPRIATIONS

MINUTES-JULY 16, 1997

1:00 P.M.

B & A MEMBERS: Swanson, Wishnie, Darcy, Young, LaMotte, Delfino, Abinanti

OTHERS: C.E.’s Office: Jamie Hastings-Director of IGR, Gina Angiulo-IGR; Budget Dept.: Joe Phelan-Director, Leslie Bennett, Dianne Kearney, Meredith Glenn; DPW: Commissioner Landi, Deputy Commissioner Butler; Dormitory Authority: Sam Davidson, Jim Gray, Rick

Co-Chairs Swanson and Wishnie called the meeting to order at 1:10 p.m.

DISCUSSION: (There is a cassette tape on file for more detailed information)

The representatives of the Dormitory Authority distributed copies of their report "Analysis of Options - Westchester County Courthouse". [ON FILE]

Mr. Gray began by stating that they have worked closely with DPW and visited the site twice. They began by working with the Severud Report. Some of the points they made are as follows:

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• Mr. Gray stated that the Severud Report was a very good survey report for the exterior of the building.
• One concern is the condition of the exterior building behind what they were seeing (i.e. exterior stucco, possible water damage). another is to have a clear handle on what you’re dealing with regarding asbestos abatement.
• The facade of the courthouse is showing signs of the deterioration which require immediate attention.
• The replacement project will replace the mechanical systems which will have an impact on phasing renovations.
• There are methods of asbestos abatement that can be done while a building is occupied, although people in the building are usually not comfortable and you could end up facing union issues, additional air monitoring, and additional reports. Abating an occupied building creates a budget impact.

• Asbestos abatement work must be done before the contractor can come in.
• Asbestos abatement should be done from the top of the building down, at least three floors at a time. In order to minimize costs, at least one or two elevators would have to be dedicated to the abatement contractor.
• Recommend a six story phasing operation whereby the asbestos abatement work is done on 3 stories for the construction contractor to move in, then asbestos abatement moves to the next 3 stories. They feel this is an effective method. In the Dormitory Authority’s opinion doing three stories at a time could be a very costly project because the down time is increased, increasing the overall time frame of the project.
• Commissioner Landi said that doing three stories at a time would make the project 7 phases over 7 years. Six stories at a time would shorten the duration of the project but then you would have to deal with swing space.
• Two additional elevators would be required in this scenario. One for equipment and people and one going up on the side of the building for contractors and materials.
• Exterior skin and windows are a separate project.

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• Overall the project cost could be approximately 20% higher doing 6 stories at a time, and 40% higher doing 3 stories at a time than if the building were unoccupied. In addition you have your employees working in a building under construction.
• Mrs. LaMotte reminded the Committee that if 6 stories are worked on at a time, space has to be found for those employees being displaced. She further stated that asbestos abatement requires complete evacuation of the floor.

Time Frame: Design 12 Months

Advertise 2 Months

Contract Award 2 Months

Construction 30 Months

• The annex will allow a larger area for swing space. You will be able to unoccupy a larger portion of the tower and move people permanently into the annex. Circulation patterns and relationship to parking areas would be optimized. The biggest negative is that there will be a wait to construct the annex. Would recommend additional testing on skin of building due to water testing.
• Mrs. LaMotte expressed her concern with having a parking garage located under a courthouse and stated that for security reasons perhaps it should be located adjacent to the courthouse.
• Mr. Albanese asked if there will be a secure area for prisoners as well as a special elevator for them to go up to the courts. Mrs. Swanson responded that these provisions were in the approved plan.
• Mr. Albanese asked if the footing is deep enough. Mr. Gray responded that some soil testing needs to be done.

• Mr. Gray informed the Committee that in Rochester they did studies moving their court into existing space as well as building new. They decided to move into existing space. He stated that when looking to use an office building for short term swing space for a court facility there are many problems (i.e. floor eroding as office buildings are not designed for a lot of library and storage space, occupancy codes, security or judges and prisoners circulation, etc.) These problems can be addressed but will be reflected in lease costs.

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• In Rochester the law library and moved into an annex. Office building is being used for auxiliary space. For security reasons do not want building to be for combined use (private clients and court space mixed).
• A negative aspect of this scenario is the delay in beginning renovations to the 20 story courthouse while the lease space is being constructed. Estimating about 19 months for construction of lease space.

• Mr. Wishnie asked if the Dormitory Authority were going to do this project how would they do it, which scenario would they use? Mr. Davidson replied that the role of the Dormitory Authority was to provide facts and pros and cons of each scenario but the County is in charge of making the decision.
• Mr. Wishnie asked if a resolution were approved hiring the Dormitory Authority to do the job how quickly could they begin the process? He stated that there is a $10 million bond cap otherwise they must get the public’s permission. Fixing the courthouse is a mandate not an option. If the public were to vote no on the project it would have to be done anyway. If the Dormitory Authority were doing the job would not have to go to the public. Mr. Davidson stated the $10 million would certainly be enough to get the process started and they could come on board right away. The Dormitory Authority is quite willing to step up to plate and say which scenario is the best to go with economically. Mr. Wishnie asked how long it would take to analyze the economics and make a recommendation? Mr. Delfino stated that the numbers are basically all here, it is up to the Board to figure out what the numbers are.
• Mrs. LaMotte stated that it is mandated that the tower be fixed the only choice is as to whether or not to build annex. She suggested that perhaps the annex piece is what should appear on the referendum. She stated that swing space may be an expensive option that perhaps a private company can do but not so sure government can.
• Mr. Davidson stated that the Dormitory Authority is willing to crunch numbers on economic analysis if the BOL wants.

The Committee will discuss this matter further.

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• Mr. Phillips, Chairman of the WCC Board of Trustees, stated that although the College has grown substantially they have managed to keep the cost for students down. He stated that the College has a tremendous economic impact on the County.
• Dr. Hankin made the following points:

1. Total expenses are proposed to go up 2.89%
2. State aid will go up slightly
3. No raise in tuition - increase comes from a growth in enrollment
4. Interest Income 23.81%
5. Fund Balance - Dr. Hankin stated that they rarely use fund balance to balance their budget but they are doing it this year to enable them not to increase tuition. They proposed moving $365,800 to balance the budget.
6. An increase in county tax levy of one quarter of one percent.
7. The College is requesting new positions. The College has grown by 50% over last 20 years and haven’t asked for new positions. Need support positions.
8. Data Processing Services: putting in same amount paid as last year for base data processing services.
9. Overall cost per student at College is $405 less than statewide in community colleges. Watch expenses carefully and maximize revenue whenever possible.

• Dr. Hankin stated that it is his understanding that there is a proposal for Pace University to provide data processing instruction for county employees. He stated that the College made a very low bid on this some months ago. He stated that in the year since the outsourcing has gone into effect, the County IS no longer provides instructional training for employees on data processing programs. The College provides it for themselves and while they were doing that they made an offer to County IS to do the same for County employees but have yet to receive a response. They are capable of and willing to provide this service.
• Mr. Boland stated that there was a contract on the Board of Acquisition and Contract calendar with regard to training for DSS clients in the amount of $500,000. At the Board of A&C meeting the Chairman of the Board asked why this service could not be provided by the College and was told that they could not handle it. Dr. Hankin stated that it absolutely is not true that they can’t handle it and, in fact, haven’t seen or been asked about any such contract. They currently provide all kinds of computer training in various languages for numerous large corporations.

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• Mr. Boland stated that the issue of computer training for County employees was brought up at an MIS meeting. It was stated that the hours arranged by the College for these courses did not fit into departmental schedules. Dr. Hankin stated that this could be possible although he hasn’t heard anything yet but everyone must remember that the College’s regular courses must be scheduled first.
• Dr. Hankin stated that the College is currently training its own employees which was a service previously provided by County IS. There currently is no computer training for County employees other than a self- taught program. Dr. Hankin stated that the College made an offer when they were approached by General Services about 6 months ago.
• Dr. Hankin stated that currently the College is being serviced by ISSC. They are not particularly overjoyed by the service they have been receiving and it doesn’t seem to be getting any better. Previously they received adequate services from County IS. The College would like to provide their own independent data processing services and propose a savings of a substantial amount of money doing it. The first year would cost the College $1.374 million and after that they would start saving.
• Mr. Phelan stated that the comparison of services for 1997 vis-à-vis is not a perfect comparison because there are difficult circumstances being dealt with. There are a lot of restraints that the vendor is under that he would not be under had there been a "happier marriage". He stated that he is certain that if the conditions were not the way they are right now, the glitches which appeared from the start would have been resolved much more quickly.
• Mr. Abinanti asked if the College will be able to deal with Year 2000 problems? Dr. Hankin responded that they approached ISSC 14 months ago and got nothing so they started working on it on their own. They have 6 employees (3 of their 4 full time programmers and 3 temp EDP workers) working on this. They will deduct the cost of this ($350,000) from County IS charges. Mrs. LaMotte stated that she heard that ISSC has equipment that would be able to do this without having to go line by line. Mr. Gesoff stated that equipment does not change the problems it is the instructions and data that does. There is software for assistance but it does not do the job for you. They estimate April of 1998 for completion of Year 2000 project as they have been working on it for two months now. The largest component of the project is testing of what they have done so far. The College decided to approach it on their won after meeting with consultants and looked on-line to see how others are doing it.

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• Mr. Delfino stated that the proposed contract with Pace University amounts to a cost of $3600 per year per student. He asked if this is high and can the College do better? Dr. Hankin stated that it will have to be looked at it.
• Services by Law: Dr. Hankin stated that these charges are for legal services provided by the Law Department as the College is not allowed to have its own attorney. Dr. Hankin stated that all services (data processing, law, DPW would cost less if the college went on their own.
• Mrs. LaMotte asked about the increase in account 4420. Dr. Hankin stated that it is for WALDO which they did not have to pay for before.

The Committee will discuss this matter further.

• Mr. Abinanti asked that the County Attorney’s be asked to come in to review the consultant’s report on the 360 Hamilton Avenue lease.
• Mr. Darcy stated that a plan needs to be decided upon before making any decisions on the lease.
• Mr. Wishnie stated that he felt this matter should be discussed at a Committee of the Whole.

There being no further items for discussion, on motion of Legislator Darcy, seconded by Legislator LaMotte, the meeting was adjourned at 3:30 p.m.