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HomeMy WebLinkAboutMN-BPW-2013-02-25BOARD OF PUBLIC WORKS PROCEEDINGS CITY OF ITHACA, NEW YORK Regular Meeting 4:49 p.m. February 25, 2013 PRESENT: Mayor Myrick Commissioners (6) – Acharya, Darling, Paine, Jenkins, Leccese, Morache OTHERS PRESENT: City Attorney – Lavine Acting Superintendent of Public Works – Benjamin Assistant Superintendent of Water and Sewer – Whitney Assistant City Engineer – West Common Council Liaison – Fleming Executive Assistant – Gehring Transportation Engineer – Logue EXCUSED: DAC Liaison – Roberts ADDITIONS TO OR DELETIONS FROM THE AGENDA: There were no additions to or deletions from the agenda. MAYOR’S COMMUNICATIONS: The Mayor had no communications at this time. COMMUNICATIONS AND HEARINGS FROM PERSONS BEFORE THE BOARD: The following people addressed the Board in opposition of the proposed Old Elmira Road Reconstruction Project and expressed concerns for the proposed designs: William Card, City of Ithaca Olivia Card, City of Ithaca Sandra Ferreira, City of Ithaca Andrew Skibinski, City of Ithaca Mike McLaughlin, City of Ithaca Jules Ravo, Attorney John Knapp, City of Ithaca Brenda Westfall, Ithaca Housing Authority Executive Director Jean McPheeters, Chamber of Commerce President George McGonigal, City of Ithaca The following addressed the Board in support of the project: David Nutter, Bicycle and Pedestrian Advisory Council Chair Cynthia Brock, First Ward Alderperson RESPONSE TO THE PUBLIC: Mayor Myrick responded to comments made by stating that he is not convinced the proposed Old Elmira Road Project would worsen flooding in the area or increase safety concerns. He explained that the project would decrease the amount of impervious surfaces, which would assist with flooding concerns. He further stated that a Sidewalk Task Force has been convened to review the Sidewalk Program and how costs for sidewalks are currently assessed to adjacent property owners. REPORTS: Superintendent and Staff: Asst. City Engineer West reported that the Engineering Department submitted the grant proposal for the Strategic Transportation Enhancement Program. The proposal included five bridges and trail recommended by the Board He further reported that the staff of the Engineering office are in the process of completing a bid package for repairs to the embankment walls and ramp along Six Mile Creek. Board of Public Works Page 2 February 25, 2013 Regular Meeting Acting Supt. Benjamin reported that Water and Sewer crews would make the last water/sewer installation connection for the Collegetown Terrace project on Wednesday in the 800 Block of East State Street. He further reported that he has conducted interviews for the vacantBuilding Supervisor position, is in the process of hiring new seasonal employees for the golf course, and that crews are preparing for spring work projects. APPROVAL OF MINUTES: Approval of the February 11, 2013, Board of Public Works Meeting Minutes – Resolution By Commissioner Jenkins: Seconded by Commissioner Morache RESOLVED, That the minutes of the February 11, 2013 Board of Public Works meeting be approved as published. Carried Unanimously VOTING ITEMS: Water and Sewer: Request for Funding for Water Supply Project Construction Phase - Resolution By Commissioner Darling: Seconded by Commissioner Morache WHEREAS, The City of Ithaca Water distribution system serves approximately 30,000 customers, and the City’s Water Treatment Plant produces approximately a million gallons of water annually, and WHEREAS, the City’s Water Treatment Plant was originally constructed in 1903 and upgraded in 1951. Since its construction, City workers have maintained the functionality of the plant to meet changing water quality regulations. Now beyond 110 years, the facility is operating past its useful life, and WHEREAS, the City of Ithaca, in April 1996, issued a Request for Proposals for a “comprehensive water system evaluation,” intended to “focus on studying, recommending, designing and managing initial construction improvements principally to serve the City of Ithaca and its surrounding customer needs for the next 50 years”, and WHEREAS, following the submission of proposals, the City selected O’Brien & Gere for this work and entered into an initial contract with them in September of 1996, and WHEREAS, in 1999, as part of its adopted City budget for 2000, Common Council established a Capital Project for the Water Source Project (CP#510), in the amount of six million dollars ($6,000,000.00), and WHEREAS, in 2005, the rebuild of City system or the purchase of water from Bolton Point were selected as the two alternatives for evaluation by the City, and WHEREAS, Common Council approved a new contract with O’Brien & Gere in October of 2005 to provide “phased engineering and environmental review assistance to support proposed improvements to the City’s water supply system”, contract executed by Mayor and OB&G December 9, 2005, and WHEREAS, a Final Environmental Impact Study was published in 2009, and WHEREAS, on October 14, 2009 Common Council approved the rebuild option to address the City of Ithaca’s future water supply needs, and WHEREAS, and the City of Ithaca Site Plan Review process was completed in 2012, and WHEREAS, the City’s engineering consultant O’Brien and Gere entered the final design phases of the Water Supply Project in 2012 and will be complete in 2013, and, WHEREAS, we are currently in the bidding phase of the project for the membrane purchase, the control systems integration contract, and contracts number 2 and 3 of the Water Supply Project, and WHEREAS, our consultant has estimated the cost of the construction phases for the Water Supply Project and has provided us with this estimate as well as a cash flow projection for the entire project (copy attached), and Board of Public Works Page 3 February 25, 2013 Regular Meeting WHEREAS, the total project cost estimate is $36,969,969 which is distributed within all the Water Supply Project contracts as follows: Contract No. Contract Name Cost Est. Bid Date 1 Sixty Foot Dam & Reservoir Improvements $5,050,000 June 2013 2 Water System Improvements $1,300,000 March 2013 3 Giles Street and Interconnection Building $3,150,000 March 2013 4 Water Treatment Plant $15,300,000 Sept. 2013 Part of 4 Membrane Purchase $4,000,000 February 2013 Part of All Control Systems Integration Contract $500,000 February 2013 OB&G Design & Construction Engineering $4,000,000 Ongoing Contingency (10%) $3,669,969 and WHEREAS, Capital Project #510 Water Treatment Plant Improvements/Reconstruction has a remaining balance of $3,041,191 from the original $6,000,000 authorization, and WHEREAS, approximately $600,000 of the funds expended from Capital Project #510 were not included as part of the engineer’s project cost estimate and therefore need to be added to the overall authorization, and WHEREAS, the City has established Capital Reserve #16 Water Sources Development with a current balance of approximately $3,766,000, to help offset some costs of said project; now, therefore, be it RESOLVED, That the Board of Public Works recommends that Common Council amend Capital Project #510 Water Treatment Plant Improvements/Reconstruction by an amount not to exceed $30,969,969 for a total project authorization of $36,969,969, and be it further RESOLVED, That funds needed for said project amendment shall be derived from a combination of fund transfers from Capital Reserve #16 Water Sources Development and the issuance of Serial Bonds as determined by the City Controller, and be it further RESOLVED, That the Board of Public Works with the Superintendent of Public Works is authorized to bid and award each of the component contracts (listed above). Asst. Supt. Whitney explained the purpose for the resolution and provided a short history of the original contract. A vote on the resolution resulted as follows: Carried Unanimously DISCUSSION ITEMS: Old Elmira Road Reconstruction Project Presentation: Transportation Engineer Logue joined the Board for the discussion of this topic. Asst. City Engineer West explained the three proposed design options prepared for the Old Elmira Road project. He stated that design alternative #1 contains curb cuts and driveways that would be wide enough for large trucks to pull in and out of where necessary, along with wide drivable spaces in front of the automotive garages. Discussion followed on the floor regarding the use of public property for private, profitable use, specifically at Pudgie’s Pizza, whose current parking spaces are within the public right of way. Asst. City Engineer West explained design alternative #2 would include an impervious snow storage area between the sidewalk and curb rather than green space to allow for narrower curb cuts because large trucks would be able to drive over the concrete snow storage areas. Asst. City Engineer West further explained design alternative #3 would include a large loading zone in front of Pudgie’s, the auto sales business, etc., that would accommodate a car carrier, TCAT buses, and short term parking for customers at Pudgie’s. Asst. City Engineer West urged the Board to consider the role of the proposed planting areas as they would be designed to assist with reducing the flooding impactsin this area. He explained that the planned drainage system would also help reduce the amount of water that Board of Public Works Page 4 February 25, 2013 Regular Meeting runs along the road. He noted that crews suggested installing check valves on the storm pipes to keep water in Six Mile Creek and the creek behind Titus Towers from traveling back up the drain pipes. Transportation Engineer Logue explained the sidewalk and curb costs that are currently assessable to property owners. Discussion followed on the floor regarding sidewalk assessments, and whether the Board could make adjustments to the amounts of the individual assessments. Commissioner Acharya read aloud a portion of City Charter C-89 pertaining to sidewalk assessments. City Attorney Lavine noted that City Charter C-73 supersedes C-89, and the assessable sidewalk costs were clearly written in C-73. Commissioner Acharya expressed his opinion that the two City Charter sections were written to discourage the installation of new sidewalks. Further discussion followed on the floor regarding the estimated sidewalk assessments that were forwarded to the property owners along Old Elmira Road. Transportation Engineer Logue noted that final assessments amounts will not be known until the project is completed. He also expects the actual assessments will be less than the estimated assessments. City Attorney Lavine noted that the 25% administrative fee levied for sidewalk repairs may not need to be imposed for new sidewalk installation. He stated that the Board has the authority to adjust that fee as necessary. Extensive discussion followed on the floor regarding property owners having the option of installing sidewalk themselves, or hiring their own contractor. Asst. City Engineer West explained that would be an option; however, that work will have to wait until after the curbing is installed. In addition, the sidewalk would have to be constructed according to specifications prescribed by the Board. Further discussion followed on the floor regarding a proposal to install sidewalk on only one side of the street. Transportation Engineer Logue explained that pedestrians do walk on the commercial side of the street and that sidewalks on both sides of the road would definitely be beneficial and utilized. He further stated that the new sidewalk would connect to a larger network of sidewalks throughout the city. Asst. City Engineer West noted that the new sidewalks and curbs would help to delineate the driveways to the businesses better. At present, the shoulders of the road are used as “on and off ramps” by motorists that cross multiple properties on their way to a particular destination, which is unsafe. Mayor Myrick and Commissioners Acharya, Paine, and Morache expressed their support for Design Alternate #3, noting that the impermeable snow storage area in Alternate #2 would not help the flooding in the area. Commissioner Morache further expressed his support for a combination of Alternates #1 and #3. The Board further requested that the design drawings be posted by staff to the Ctiy’s website for further review and comment from property owners, business owners, and residents before the Board’s next meeting on March 4, 2013. Mayor Myrick agreed to schedule a meeting with property and business owners prior to the Board’s next meeting, andsuggested that a couple of Board members attend the meeting. Commissioners Darling and Paine volunteered to attend the meeting on Friday, March 1, 2013. Commissioner Jenkins volunteered to attend the meeting after the Board meeting had adjourned. Commissioner Lecesse requested estimated sidewalk assessments be adjusted and provided to affected property owners; that way they will have a better idea of what the actual costs will be. Transportation Engineer Logue agreed to prepare and provide the adjusted estimates for the Board’s next meeting. Recommendation of a Special Capital Project for Watermain Replacement on Edgecliff Place Asst. Supt. Whitney explained the reason for the recommendation and suggested that the fraternity alumni director be invited to the Board’s next meeting to discuss the project. Discussion followed on the floor regarding the possibility of Cornell University contributing to the cost of replacing the water main. City Attorney Lavine left the meeting at 6:48 p.m. Request for Pony Rides during Ithaca Festival: Board of Public Works Page 5 February 25, 2013 Regular Meeting Executive Assistant Gehring explained the request, noting that the Board had approved similar requests in past years and that no complaints had been received by the City as a result of the activity. The Board generally supports the request to allow horses in downtown Ithaca for the annual Ithaca Festival and during the festival at Stewart Park. Executive Assistant Gehring stated that a resolution would be provided for discussion and consideration at the Board’s next meeting on March 4, 2013. Request to Install New Pipes and Sleeves at 203 Dewitt Place: Commissioner Morache recused himself from discussion of this topic due to a conflict of interest. Asst. Supt. Whitney explained that the Building Department issued a building permit for a proposed addition at the property prior to the project going through site plan review. As a result, neither the property owner, nor the city, would have known that water and sewer mains were buried under the property near the location of the proposed addition. He would like to take advantage of the opportunity install new pipes and sleeves at the property prior to the construction of the addition. Discussion followed on the floor regarding city crews working on private property, what might happen if the request for the addition is denied, and ensuring that property owners in the area know about these water mains running under the properties. The Board authorized city crews to install the pipes and sleeves as requested. ADJOURNMENT: On a motion, the meeting adjourned at 7:01 p.m. Kathrin D. Gehring Svante L. Myrick Executive Assistant Mayor