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HomeMy WebLinkAboutMN-BPW-2011-05-18BOARD OF PUBLIC WORKS PROCEEDINGS CITY OF ITHACA, NEW YORK Regular Meeting 4:51 p.m. May 18, 2011 PRESENT: Mayor Peterson Commissioners (5) – Acharya, Jenkins, Morache, Warden, Wykstra OTHERS PRESENT: City Attorney – Hoffman Superintendent of Public Works – Gray Assistant Superintendent of Public Works – Whitney Assistant Superintendent of Public Works – Benjamin Common Council Liaison – Zumoff Executive Assistant – Gehring Director of Planning & Development – Cornish Energy Sustainability Project Manager – Belmaker EXCUSED: Commissioner Goldsmith DAC Liaison – Roberts ADDITIONS OR DELETIONS TO THE AGENDA: Mayor Peterson requested the addition of Item 9.4 entitled “Water Treatment Plant Update” to the agenda. No Board Member Objected. MAYOR’S COMMUNICATIONS: There were no communications from the Mayor. COMMUNICATIONS AND HEARINGS FROM PERSONS BEFORE THE BOARD: John Efroymson, City of Ithaca, addressed the Board regarding a trial period of “no left turns” at the intersection of Prospect & Aurora Streets. He requested that the City begin the trial period before the students return to the city in the Fall. RESPONSE TO THE PUBLIC: Supt. Gray responded that he thought the Board had approved a trial period of “no left turns” at this intersection to commence at the end of the school year ended. A review of the resolution passed by the Board in February 2011 found that the request for a trial period of “no left turns” at the intersection had not been approved by the Board. Commissioner Acharya requested that a resolution be prepared in support of the trial period, and placed on the Board’s agenda in the near future. REPORTS: Superintendent and Staff Asst. Supt. Benjamin reported that City employee Leonard Soule, who was part of the Parks and Forestry Division, passed away May 15, 2011. He stated that Leonard had recently retired from the City of Ithaca after 38 years of service. He was a valued employee of the City and will be missed. Asst. Supt. Whitney reported that crews began work on East Seneca Street to replace water and sewer mains. Supt. Gray reported to the Board that soil borings had recently been taken in the reservoir. He further reported that there has been an increase in graffiti in the City, and that the new street sweeper has been sent back to the manufacturer three or four times for repair. Staff are reviewing New York State’s Lemon Laws regarding the sale of bad machinery. He further stated that the Seneca Street Parking Garage would be closed briefly in mid-June for repairs to the garage. Alderperson Zumoff arrived at 5:11 p.m. Board of Public Works Page 2 May 18, 2011 Regular Meeting ADMINISTRATION AND COMMUNICATIONS: Introduction of City’s Energy Sustainability Project Manager – Discussion Mayor Peterson introduced Ms. Belmaker who joined the Board for their discussion, and explained that she was hired by the City using funds from a NYSERDA grant. Ms. Belmaker thanked the Board for their warm welcome and noted she would welcome from the Board members any ideas they might have for sustainability initiatives for the City of Ithaca. She explained the projects that she would be working on, and noted that her primary goal is to organize the different initiatives currently in progress within the City of Ithaca to advance the local action plan. She further explained that she would be reviewing operations with staff at all City facilities in order to prepare a detailed report to ensure the measures are being taken that would be sustainable to reduce green house gas emissions. She noted that her employment with the City would only be for twelve (12) months (because of the position being funded by grant monies) and she would be looking at ways the City could move forward in its sustainability efforts and initiatives as well as maintain the programs in the future. She further explained that she is also looking into intermunicipal collaborations that might assist in these efforts as well. Discussion followed on the floor regarding community organizations dedicated to sustainability that the City could participate with, and the goals of the Energy Sustainability Project. Approval for Release of Funds from Stallman Fund for Stewart Park Memorial Flagpole Garden Renovations – Resolution By Commissioner Acharya: Seconded by Commissioner Wykstra WHEREAS, the Stewart Park Memorial Flagpole Garden was installed in 1927, last renovated in the early 1980s, and is currently in disrepair, and WHEREAS, the Cayuga Waterfront Trail Initiative has proposed a $28,500 project to renovate the Memorial Flagpole Garden to restore the garden to its original 1927 configuration prior to the 90th anniversary of the dedication of Stewart Park on July 4, 2011, and WHEREAS, the Stallman Fund, under the provisions of the Last Will and Testament of Mariam Stallman, was established in 2003 for landscaping and maintenance of Stewart Park, and WHEREAS, the current balance of the Stallman Fund is $27,500, and WHEREAS, the Parks Commission has unanimously approved the Cayuga Waterfront Trail Initiative’s request for $10,000 from the Stallman Fund to be used for the Memorial Flagpole Garden’s restoration, now therefore be it RESOLVED, That the Board of Public Works hereby approves the request to release $10,000 from the Stallman Fund to Cayuga Waterfront Trail Initiatives for the renovation of the Stewart Park Memorial Flagpole Garden, and be it further RESOLVED, That the Board hereby requests the City Controller manage the release of the funds, in support of the renovation project, in a manner that is consistent with the terms of the fund. Supt. Gray explained that the fund was created for projects like renovating the Memorial Flagpole Garden, noted that this is a nice way to begin the renovations in Stewart Park. A Vote on the Resolution Resulted As Follows: Carried Unanimously Water Treatment Plant Design Update: O’Brien & Gere consultant, Rick Gell, joined the Board to provide an update on the proposed design of the new Water Treatment Plant. Mr. Gell presented a proposed floor plan of the new building, explaining that the design would allow for proper water flow through the plant. He explained the layout of the bottom floor of the plant, which will house the filters and machinery. He stated that offices would be located on the top floor of the new building. Discussion followed on the floor regarding proposed entrance locations, and the views of the building from local roads nearby. Mr. Gell suggested that decisions regarding aesthetics, including building color, roof angle, the size of the windows, etc., should be made in this phase Board of Public Works Page 3 May 18, 2011 Regular Meeting of design. Director of Planning and Development Cornish noted that the proposed designs must also be presented to, and approved by the Planning and Development Board whose role is to discuss proposed designs and aesthetics. Mayor Peterson suggested that residents near the proposed new water plant be included in discussions with the Planning and Development Board, in order to provide them with an opportunity to provide their input or present any concerns they may have to the Board. Further discussion followed regarding the proposed water plant design, and materials that would be used to construct the building. Supt. Gray noted that delivery trucks currently have difficulties entering and exiting the property using the driveway from Water Street. He stated that a neighboring property on East State/Martin Luther King, Jr. Street is for sale. He noted that if the City purchased the property, the driveway from East State/Martin Luther King, Jr. Street could be widened to make that the main entrance to the water plant more accommodating for delivery trucks. Director of Planning and Development Cornish explained the process by which the final design of the new water plant would need to go through. She noted that after the Planning and Development Board reviews the proposed design plan, a site plan review application would be submitted for review by a subcommittee of the Planning and Development Board. She further stated that after that review a formal public hearing would be held to provide opportunity for input from the public. She stated that included in the public hearing would be formal presentation of the proposed final design. Mayor Peterson invited Board of Public Works members to attend the Planning and Development Board meeting on Tuesday, May 24, 2011, at which time the proposed sketch plan would be reviewed. Proposed Revisions to City Charter and Code – Discussion: Mayor Peterson explained that included in the Board’s agenda packet was a memo written by Deputy Director of Human Resources, Valerie Saul, which noted redundancies in the City Charter and Code and also conflicts with Civil Service Laws. She further explained that the memo would be reviewed, and discussed at the City Administration Committee meeting on May 25, 2011. She stated that Board members are welcome to attend that meeting to hear in more detail what changes are being proposed to the City of Ithaca Charter. Discussion followed on the floor regarding the proposed changes to the City of Ithaca Charter and Code. Commissioner Warden expressed concern regarding the proposed deletion of §C- 59 entitled “Superintendent of Public Works; other personnel”. Mayor Peterson explained that the proposed deletion of that section of the City of Ithaca Charter was due to conflicts with Civil Service Laws. Commissioner Wykstra expressed his opinion that more residents, the public, and former city officials should be included in the review process of the City Charter and Code, via a State approved Charter Commission. He further stated that he does not believe that public input allowed at the City Administration Committee and Common Council meetings would be legally adequate for changing the City Charter and Code. Award of Bid for a New Compact Rough Terain Telehandler - Resolution By Commissioner Warden: Seconded by Commissioner Jenkins WHEREAS, bids were received on April 19, 2011, for one new Rough Terrain Telehandler, and WHEREAS, staff has reviewed the bids and determined that the lowest bid machine does not meet all specifications, and WHEREAS, staff has concluded that the exception related to the hydraulic pump should not exclude the low bid, and WHEREAS, staff recommends that the Board of Public Works award the bid to the lowest bidder, now therefore be it RESOLVED, That the Board of Public Works awards the bid of the Rough Terrain Telehandler to Liftech Equipment Companies of 6847 Ellicott Drive, East Syracuse, NY 13057 for their total bid of $56,458, which includes the optional bucket, and be it further RESOLVED, That the Board requests that the City Controller transfer $2,458 from account F8330-215 to account F8330-225 to cover the purchase of the machine. Board of Public Works Page 4 May 18, 2011 Regular Meeting Asst. Supt. Whitney and Supt. Gray explained that the telehandler would be purchased for handling equipment and materials at the Water Treatment Plant. They further noted that the machine has a telescoping neck to reach out long distances especially on uneven ground. Discussion followed on the floor regarding the submitted bids, staff’s decision to award to the lowest bidder even though it did not meet all specifications, why the hydraulic pump was not necessary, and modifying the resolution to explain why the lowest bid was chosen even though it did not meet all specifications. Motion to Table: By Commissioner Acharya: Seconded by Commissioner Jenkins RESOLVED, That the Board of Public Works table discussion of this item until their May 25, 2011 meeting. Carried Unanimously Decorative Chain: City Attorney Hoffman explained that Rev. Jim Henery, from the First Presbyterian Church, initially was not in favor of installing the chain in front of the monuments, but did agree that the monuments need some type of protection. He further stated that Rev. Henery expressed his assumption that the chain would not prevent people from stepping up onto the World War I monument. City Attorney Hoffman stated he requested a letter of approval from the Rev. Henery. Amendment to Hardfill Site Permitting Project: Supt. Gray explained the professional services contract, how the permitting rules have changed related to the handling of hardfill, sludge from the water treatment plant, and compost material, etc. Discussion followed on the floor regarding the amount of savings the City would benefit from by having a local hardfill site. It was noted that the City currently trucks waste to a site outside of the region. Further discussion followed regarding obtaining NYS Dept. of Environmental Conservation approval, presenting the project to the Town of Ithaca, the need to include input from the residents in the neighborhood during the design process, and the ability to compost material at the site. The Board expressed general agreement with the proposed changes in the professional contract. Curb Lawn Gardens: A brief discussion was held regarding plants in the curb lawns next to the street obscuring line of sight for motorists, and the need to encourage plantings in the curb lawns to be low enough to retain public safety, to provide clear and unobstructed site for motorists, and also provide beauty to the area. The Board agreed to discuss this topic further at their meeting on May 25, 2011. Appeal of Snow Removal Bill for 205 Thurston Avenue: This item was not discussed. ADJOURNMENT: On a motion, the meeting adjourned at 6:53 p.m. Kathrin D. Gehring Carolyn K. Peterson Executive Assistant Mayor