COURT FACILITIES AND COUNTY SPACE NEEDS COMMITTEE

MAY 7, 2008

** NOT APPROVED **

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Members Present: D. Pullen, D. Fanton, T. Hopkins, T. O’Grady, C. Crandall

(Absent: G. Benson, W. Hall)

Others Present: W. Dibble, W. Emerson, A. Finnemore, J. Foels, P. Fogarty, K. Johnson, K. Kruger, J. Margeson, P. Mashtare, K. Toot, N. Ungermann; Media: B. Quinn, Wellsville Daily Reporter

Call to Order: 3:00 p.m. by Committee Chairman David Pullen.

Approval of Minutes: The minutes of April 9, 2008 were approved following a motion made by Fanton, seconded by Hopkins and carried.

LaBella Update on Courthouse Addition and County Office Building Renovations:

(Penny Mashtare)

Courthouse Addition Floor Plan Changes:

The following changes have been made in response to comments made by David Pullen and Ed Rodman:

Ground Floor:

• Added a secure employee entrance at back which enters into a secure elevator allowing access to first and second floor levels, or employees can enter through unassigned space by swipe card. All the public will still enter through the main front entrance.
• Stairs have been moved from the middle area to an outside wall. Server and elevator mechanical room are now located where the stairs were.
• Treasurer’s Offices have been added in a portion of the unassigned space.
• The floor level of the addition ramps down 18” lower than the original Courthouse.

Main (First) Floor:

· Floor levels are flush between the addition and the Courthouse.

· Added a door through the Surrogate Court Clerk area to Family Court for secure staff travel.

· Added toilet/sink units to holding cells. All four holding cells will remain per OCA.

· Server rooms are needed on all levels per OCA; restrooms are stacked over each other on all three levels.

Upper (Second) Floor:

· The floor level of the addition ramps up 18” higher than the Courthouse (ramping angles are legal at 1” in 12”, meaning if the ramping is 18” high, the corridor is 18 feet long). Railings will be installed all along the ramps.

· Added a pass-through door in the jury deliberation room to allow staff access to restrooms and exits without traveling through public areas.

· Furniture is now included in the drawings. The hearing room has been laid out and sent to OCA for review.

Proposed Courthouse Addition Elevations Review:

Building materials and window type were discussed. LaBella is trying to mimic the front of the existing Courthouse with the design of the employee entrance in the addition, but it won’t be as dramatic. The windows are fixed aluminum units that look like the original double hung windows. They will use a similar brick finish with precast heads and sills to pick up some of the detail from the original building.

Proposed Site Plan Review:

There are currently 141 parking spaces in back, including three handicapped spaces, but not accounting for any double parking. The proposal retains 99 parking spaces, including nine handicapped spaces, or a loss of 42. There will be room for dumpsters behind the addition on the river side, and they can be accessed by truck. A handicapped ramp is included along the sidewalk of the addition. The addition will be constructed about one foot away from the Courthouse to avoid disturbing the existing footings.

Discussion was held on the possibility of moving one or the other of the monuments on the front lawn to allow for additional parking in front. Concern was also raised about the double parking that takes place in the back of the Courthouse, which in reality brings the number of lost parking spaces closer to 60 than 42, although some are not “legal,” marked-off spaces.

Mr. Fanton suggested driving piling and backfilling to extend the width of the current single-lane exit from the back parking lot into a two-lane entrance/exit, and also extending the back lot along that same side to recoup some of the lost parking spaces. The County’s Department of Public Works could do the work prior to the construction of the addition. County Administrator John Margeson was asked if he could start investigating the piling issue. Ms. Mashtare noted that the original site plan added parking spaces at the back edge of the lot, but the grade was too steep requiring too much fill. LaBella’s current plan leaves the entrance and exit lanes as they are now. The river side of the addition was kept as close as possible and allows three parking spaces there and a couple behind the building.

Ms. Mashtare noted that all of Mr. Pullen’s and Mr. Rodman’s suggestions have been addressed, and changes have been made if possible.

County Office Building Stacking Review:

LaBella completed all meetings with the County Administrator and Department Heads on Thursday, May 1, and have begun working toward laying out all the departments using the program that was developed from these meetings. The proposal includes:

Ground Floor:

• Health Department retains their current space and WIC will be brought from off-site to fill the existing Court space (former Room 8 and the areas across the hall). Cancer Services will be brought back in.
• Public Defender and Sheriff areas remain.
• Buildings and Grounds will be taking over the Sally Port area (room for some equipment, but not addressing all their needs). Existing building maintenance areas stay.
• Unassigned space at about 660 sf.
• Board of Elections will be brought from off-site into the Courthouse in the current Information Technology area (without voting machines).
• The former Jail elevator will be eliminated, and the existing main elevator will go all the way to the top floor. Discussion was held on the cost to renovate the main elevator and shaft, which would actually be a whole new system. The old elevator was installed in 1976. Ms. Mashtare pointed out that the holding cell elevator could be kept if desired. Estimates can be provided both ways once all positions are established.

Main (First) Floor:

• Department of Social Services remains as is at 10,049 sf.

Second Floor:

• Department of Public Works will pick up an extra 700 sf from the current County Administrator’s Offices.
• Information Technology moves from the Courthouse ground floor into the current Clerk of the Board of Legislators’ area and DSS Accounting area.
• Remaining area is for DSS. The Support Unit will be moving in from off-site.

Third Floor (former Jail):

• Legislative Chambers will fill the current open courtyard area and will gain 200 sf.
• Chairman and Clerk of the Board of Legislators, Caucus, County Administrator, County Attorney, District Attorney, and Human Resources.
• Unassigned space at 782 sf.

The program was developed by figuring the requirements for staff and adding 20 percent for circulation and walls. Buildings and Grounds has not been assigned yet. Unassigned space in the addition ground floor still contains 6,362 sf. The use of the former Sally Port is ideal for operating some of Buildings and Grounds’ equipment, rather than running it in the addition ground floor unassigned space under office spaces. It was suggested to consider moving Department of Motor Vehicles to the building currently housing the Support Unit, but that building has handicapped inaccessibility and asbestos problems. The Health Department has been laid out and completely fills out the ground floor.

Mr. Margeson commented that this plan addresses our needs quite well. Agencies still not addressed are the Youth Program, Workers’ Compensation, Weights and Measures, and Mental Health Services. Ms. Mashtare pointed out that there are still some unassigned spaces. If one of those agencies is small enough, such as the Veterans’ Service Agency which hasn’t been assigned yet, it could be put in one of those spaces very easily. Mr. Margeson noted that all departments are gaining. Needed filing space and cramping have been addressed. Departments realize they will not get the space included in a previous space study, and some programs have changed since then as well. The approach used was to look at the space and try to give additional space where it’s needed.

Mr. Dibble reported on some information he gathered at an Alfred State College meeting on “Growing Greener” grant money that’s available. Ms. Mashtare pointed out that some of those funds are not initial right at the start and take a 12-month period of time to apply. Usually it takes until after the building is completed to be reimbursed.

Next Steps:

After the committee approves these tentative County Office Building plans, Ms. Mashtare will do the room layouts, furniture, walls, and circulation patterns. She would then go back to the departments for any adjustments. After edits and approval, a budget estimate could be put together for the revised County Office Building plans.

A motion was made by Fanton, seconded by O’Grady and carried to accept the tentative design and proposal for the County Office Building renovations and authorize LaBella to proceed with the workup of the floor plans and approach departments for necessary adjustments.

The elevator issue was discussed, comparing advantages of renovating one or the other. The holding cell elevator doesn’t enter the DSS floor. The main elevator is more central to the public and main traffic floors and works in better with screening of the public.

Mr. Pullen noted that tentatively we’re looking at a schedule of July or August to have the Capital Facilities Plan approved with cost estimates in order to look at the bond resolution. So far, we don’t know if we have a plan that will be approved by OCA. Following a phone call from Andrew Isenberg, Mr. Pullen spoke with LaBella about taking plan revisions to New York City for review and tentative sign-off by the OCA architectural staff and Bill Clark. The County’s agreement with LaBella calls for up to two visits with the Court Facilities Review Board in New York City. Consensus of the Committee was to authorize a trip now for a face-to-face meeting between architects and design staff in order to allow us to finalize our Court Facilities Plan. Mr. Margeson reported that Mr. Isenberg had agreed to work on dates with OCA’s Ed Rodman and Bill Clark and LaBella representatives.

Referrals:

A referral was made at the April 14, 2008 Legislative Board Meeting, per Resolution No. 66-08, regarding a Memorandum of Understanding with the Allegany County Industrial Development Agency (IDA) for development of additional office space at the Crossroads Commerce and Conference Center. The additional space, up to a maximum of 5,400 square feet, would be for the Office for the Aging, Veterans’ Service Agency, and the NY Connects Single Point of Entry System. It was noted that although some negative comments were made previously at the Board meeting, this memorandum of understanding doesn’t commit the County to anything, but will allow exploration of the development of space. Discussion was held on other options, such as erecting a metal building adjacent to the new Public Safety Facility or obtaining space at the former Belmont School, and there may be other options.

Development Director and IDA Executive Director John Foels reported that the IDA requested him to begin looking at options. Office for the Aging Director Kimberley Toot provided Mr. Margeson with specific space needs, from which Mr. Foels began work on a preliminary floor and site plan. The plan is expected back in a matter of weeks. Mr. Foels plans to be able to present an update and preliminary cost estimate at the June 4 meeting of this Committee.

Mr. Crandall noted that the Office for the Aging facilities issue was discussed during the Senior Forum held on April 18. Comments were offered on putting up a building on County-owned land near the new Jail, utilizing space at the former Belmont School, and other options. Around ninety percent of the nearly 200 senior citizens present at the forum supported the Crossroads project. There is overwhelming support to look into it, and the need is there.

Mr. Pullen questioned how to go about pursuing the other options. The Belmont School is now owned by the Belmont Betterment Association, and they are working to stabilize and improve the building. When questioned about whether they would consider use of space at the school for this project, the Belmont Betterment Association said they will correspond with the Board of Legislators directly. Mr. Pullen noted that they may approach us, or we may need to approach them, to see if they want to pursue this. The Belmont Betterment Association could work up a proposal for the same information as for the Crossroads proposal.

For the property next to the Jail, Mr. Ungermann stated that estimates for metal buildings were just done for Public Works three or four weeks ago. Mr. Fanton commented that those estimates would be for shell space, and we could expand on that with information developed for the Crossroads proposal. Mr. Hopkins pointed out the differences in costs between privately and publicly built projects. If the County builds, we’re subject to the Wicks Law, prevailing wage rates, and so on, while the IDA is not. A metal building shell space would need to be finished out. Mr. Margeson noted that a tentative floor plan would be developed, and Maintenance could accomplish some of the smaller jobs, but we would want to get quotes from private contractors for the bulk of it. It was mentioned that Alfred Tech’s construction program students could be asked to complete the finish work; the County would buy materials and give them the opportunity to build our design. Ms. Mashtare pointed out that the County would need to ensure code compliances and be aware of state requirements, as sometimes there is a need for NYS Department of Health approval of floor plans.

Comments were also offered on the possibility of leasing other existing space. It was noted that Office for the Aging and the Senior Foundation have explored options for other properties, but couldn’t work anything out.

The actual space that would be needed by Office for the Aging, Veterans’ Service Agency, and NY Connects Single Point of Entry Program was discussed and compared with currently occupied spaces. Mr. Margeson pointed out that space requirements are set based on the functions of the staff occupying the spaces. Some spaces need to be larger for interviewing and conferences. Office for the Aging also has storage issues for Meals on Wheels and Nutrition supplies, for which they currently use a storage shed and basement. Mr. Foels commented that a stand-alone unit is necessary for confidentiality. Office for the Aging’s confidentiality needs may not be as stringent as the Courts’, but would require “ownership” of their area. Mr. O’Grady noted that even though this would be good, it might not be what we can afford at the same time as building the new Courthouse.

Mr. Foels was requested to give an update on the Crossroads space option at the June 4 meeting of the Court Facilities and County Space Needs Committee.

Mr. Margeson was requested to obtain information from the Belmont Betterment Association for a proposal for available space at the former Belmont School. The committee would also like information on the metal building option and the costs to finish it out.

Executive Session:

A motion was made at 4:20 by Fanton, seconded by Hopkins and carried to enter into executive session to discuss the proposed acquisition of real property. Following discussion, a motion was made at 5:02 by Fanton, seconded by Hopkins and carried to close the executive session and return to the regular meeting.

NEXT MEETING: June 4, 2008 at 3:00 p.m.

Adjournment: The meeting was adjourned at 5:02 p.m. following a motion made by Hopkins, seconded by Fanton and carried.

Respectfully submitted by

Adele Finnemore, Journal Clerk