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HomeMy WebLinkAboutMN-BPW-2010-03-10BOARD OF PUBLIC WORKS PROCEEDINGS CITY OF ITHACA, NEW YORK Regular Meeting 4:45 p.m. March 10, 2010 PRESENT: Mayor Peterson Commissioners (4) - Jenkins, Brock, Goldsmith, Wykstra OTHERS PRESENT: City Attorney - Hoffman Deputy City Controller - Andrew Superintendent of Public Works - Gray Acting Assistant Superintendent of Streets and Facilities - Benjamin Assistant Superintendent of Water and Sewer – Whitney Common Council Liaison – Zumoff Information Management Specialist - Myers Traffic Engineer – Logue Planning and Development Director – Cornish Junior Transportation Engineer – Johnson EXCUSED: Commissioner Tripp DAC Liaison – Roberts PLEDGE OF ALLEGIANCE: Mayor Peterson led all present in the Pledge of Allegiance to the American flag. APPROVAL OF MINUTES: Power to Act - Approval of the February 10, 2010 Board of Public Works Meeting Minutes - Resolution By Commissioner Brock: Seconded by Commissioner Jenkins RESOLVED, That the Board of Public Works grant themselves Power to Act on the approval of the February 10, 2010 Board of Public Works meeting at the March 17, 2010 Committee of the Whole. Carried Unanimously ADDITIONS TO OR DELETIONS FROM THE AGENDA: Supt. Gray requested the addition of item 9.2 – Award of Bid for One (1) Regenerative Air Type Street Sweeper – Resolution. No Board Member Objected. Supt. Gray explained that the resolution to go with item 7.3 entitled “Award of Bids for “Water and Sewer Division Pipes and Materials Bids”” was placed on the table for Board members today. MAYOR'S COMMUNICATIONS: Mayor Peterson reported that Common Council approved a new start time for their meetings at last week’s Common Council meeting. Effective May 5, 2010 Common Council meetings will begin at 6:00 p.m. She stated that the Board would need to discuss other meeting dates since they do want to continue with three meetings a month. Mayor Peterson stated that the DEC would be hosting a meeting in Common Council Chambers at 7:00 p.m. this evening regarding the Clinton West Plaza clean-up so the Board should plan to end their meeting by 6:45 p.m. Mayor Peterson further announced that there would be a Committee of the Whole meeting of Common Council and the Board of Public Works on Wednesday, March 31, 2010 at 5:30 p.m. to discuss dredging issues and decision making. Board of Public Works – March 10, 2010- Page 2 COMMUNICATIONS AND HEARINGS OF PERSONS BEFORE THE BOARD: Tom Hanna, City of Ithaca, former Common Council member and member of Friends of Newman Golf Course, addressed the Board regarding the importance of preserving the golf course and finding a short term solution to handle the materials from the dredging of the inlet so that it does not disrupt the recreational activities of that area. He further commented on the proposed rate increases for the course that the Board will consider later in the meeting. RESPONSE TO THE PUBLIC There was no response to the public. HIGHWAYS, STREETS, AND SIDEWALKS: Request for Sidewalk Variance for 211 Columbia Street – Discussion and Resolution WHEREAS, the owner of the property at 211 Columbia Street has applied for a street permit to build a new driveway, and WHEREAS, staff has reviewed the application, including multiple resubmissions and revisions, and has so far denied the permit due to the proposed grades of sidewalk and the driveway, which staff has found unacceptable, and WHEREAS, staff has written a memo dated March 5, 2010, further explaining why the permit has so far been denied and recommending that the Board deny the appeal as well, now therefore be it RESOLVED, That the Board of Public Works hereby denies the appeal to build a new driveway at 211 Columbia Street. Traffic Engineer Logue, property owner Todd Fox, and architect Rick Manning, joined the Board for the discussion of this item. Traffic Engineer Logue explained the reasons why staff would request the Board deny the request. He stated that the Americans with Disabilities Act (ADA) allows a maximum grade of 8.3%, the property owner is proposing 10%. He further explains that staff sought feedback and recommendations from the Disability Advisory Council and the Bicycle Pedestrian Advisory Council and they both agreed that non-accessible sidewalk grades should not be created along an otherwise acceptable sidewalk segment. Mr. Manning, architect for the owner, distributed a revised drawing of the sidewalk and driveway area that addresses concerns raised by staff. The drawing was reviewed by staff and board members during the discussion. Discussion followed on the floor regarding the need to remove this “eyesore” property and how the new owner could proceed with his plans for redevelopment of the property. Discussion also followed on the neighboring property that does not meet ADA requirements and whether that work was done by permit or not and how if work on both properties could be done at the same time to meet code requirements it would benefit both of them. After reviewing the new drawing and discussing this new option staff determined that they are comfortable with the new proposal and could move forward and work with the property owner on the project, if the Board would support that decision. Traffic Engineer Logue reminded the Board that the property owner would still need to go before the Board of Zoning Appeals regarding a parking variance. The Board expressed their support for staff to work with the property owner and architect on the request following the submission of the new drawing. Therefore the above resolution was not moved. ADMINISTRATION AND COMMUNICATIONS: Special Presentation by Public Arts Commission (PAC) PAC Members Svetla Borovska, Caleb Thomas and PAC Liaisons Planning and Development Director JoAnn Cornish, Brett Bossard from Community Arts Partnership, and Gary Ferguson, Downtown Ithaca Alliance were in attendance for the presentation. Mr. Bossard took the lead in providing an update to the Board on the PAC’s Mural/Street Art Program. He explained the history and mission of the PAC, and introduced members of the PAC to the Board. The purpose of the presentation today is to obtain approval from the Board for the PAC’s proposed inventory listing of public walls which could potentially become sites for murals or street art. He noted that the first site already approved by the Board is the embankment wall on the Green Board of Public Works – March 10, 2010- Page 3 Street underpass beneath the Aurora Street bridge. Mr. Bossard explained that potential funding sources include the Community Arts Partnership, the Downtown Ithaca Alliance, and Strategic Tourism Planning Board. He stated that blank walls are frequently an invitation for tagging graffiti, the removal of which costs the city scarce dollars better spent elsewhere. These same walls make ideal sites for murals and street art and graffiti artists tend not to deface other artwork. Power to Act Appeal of Water Service Repair for 525 West Buffalo Street - Resolution By Commissioner Brock: Seconded by Commissioner Wykstra RESOLVED, That the Board grant itself Power to Act on Appeal of Water Service Repair for 525 West Buffalo Street at the April 7, 2010 Committee of the Whole Meeting. Ayes (4) Peterson, Brock, Jenkins, Wykstra Nays (0) Abstentions (1) Goldsmith Carried 7.3 Award of Pipe and Material Bids for Water & Sewer's 2010 projects – Resolution By Commissioner Brock: Seconded by Commissioner Wykstra WHEREAS, bids were received on March 9, 2010 for pipe and materials to be used during the 2010 construction season, and WHEREAS, the bid package consisted of 40 separate bid items, each to be awarded separately, and WHEREAS, staff has reviewed the five bids received and made recommendations for award, now therefore be it RESOLVED, That the Board of Public Works hereby awards Bids 1-3, 9, 25-28, 31, 35- 36, and 38 which include water and sewer pipe, fittings, and residential water and sewer service components to Jones Water Supply, Inc. of Binghamton, New York, for a total contract of $43,293.25, and RESOLVED, That the Board of Public Works hereby awards Bids 4-8, 16-21, 29-30, and 33-34 which include water and sewer fittings, valves, and residential water and sewer service components to Vellano Bros., Inc. of Vestal, New York, for a total contract of $44,601.77, and RESOLVED, That the Board of Public Works hereby awards Bids 10-15, 22, 32, 37, and 39-40 which include water and sewer fittings, copper tubing, and residential water and sewer service components, to E.J. Prescott, Inc. of Syracuse, New York, for a total contract of $6,204.70, and RESOLVED, That the Board of Public Works hereby awards Bid 23, copper tubing, to M.J. Pipe and Supply of Rochester, New York, for a total contract of $560.00, and RESOLVED, That the Board of Public Works hereby awards Bid 24, corporation valves, to Blair Supply Corp. of Rochester, New York, for a total contract of $470.34. Carried Unanimously Award of Bid for One (1) Regenerative Air Type Street Sweeper By Commissioner Wykstra: Seconded by Commissioner Jenkins WHEREAS, bids were received on March 9, 2010 for one new and unused Regenerative Air Type Street Sweeper and WHEREAS, staff has reviewed the bids and recommends that the Board of Public Works award the bid to the lowest bidder, now therefore be it Board of Public Works – March 10, 2010- Page 4 RESOLVED, That the Board of Public Works award the bid of one (1) new Regenerative Air Type Street Sweeper to Tracey Road Equipment, 6803 Manlius Center Rd; Rush, NY 14613 for their bid of $165,498.00 minus $43,000.00 for trade-in, for a net price of $122,498.00, and be it further RESOLVED, That the Board authorizes the Assistant Superintendent of Public Works to enter into a contract with Tracey Road Equipment for the purchase of the Street Sweeper. Carried Unanimously CREEKS, BRIDGES, AND PARKS: Golf Course Rates - Resolution WHEREAS, staff has reviewed the advertised rates for other golf courses in the area, and WHEREAS, Newman Golf Course rates were not changed last year, and WHEREAS, the Newman Golf Course is not financially supporting itself, causing a financial drain on the community, now therefore be it RESOLVED, That the Board of Public Works adopts the following rates according to Alternate ____ (choose one) as the new Newman Golf Course rate schedule: 2010 Rates Membership Fees Proposed 2010 Fees Alternate I Staff Recom. Alternate II 25% Increase Individual Non-Resident $ 650.00 $ 687.50 Individual Resident $ 600.00 $ 625.00 Senior Individual Non-Resident $ 600.00 $ 625.00 Senior Individual Resident $ 550.00 $ 562.50 Domestic Couple Non-Resident $ 870.00 $ 962.50 Domestic Couple Residents $ 800.00 $ 875.00 Senior Domestic Couple Non- Resident $ 870.00 $ 962.50 Senior Domestic Couple Resident $ 730.00 $ 787.50 Junior Individual Non-Resident $ 320.00 $ 275.00 Junior Individual Resident $ 300.00 $ 250.00 Family Non-Resident $ 940.00 $ 1,050.00 Family Resident $ 870.00 $ 962.50 Weekday Only, Non-Resident $ 460.00 $ 450.00 Weekday Only, Resident $ 425.00 $ 406.25 Weekday Only, Domestic Couple, Non-Res. $ 620.00 $ 650.00 Weekday Only, Domestic Couple, Resident $ 580.00 $ 600.00 College Membership (Ages 18-22) (*Restricted weekdays before 4 p.m. w/ college ID and weekends after 12 noon) $ 375.00 $ 343.75 City Employee $ 375.00 $ 343.75 And be it further RESOLVED, That these rates will remain in effect until amended by the Board of Public Works. Extensive discussion followed on the floor regarding the proposed increase in rates; doing away with resident versus non-resident rates, how the City can remain competitive with other golf courses, and the ease in determining what rate a person would pay if the non-resident versus resident rate was eliminated. The Board requested Board of Public Works – March 10, 2010- Page 5 that Acting Asst. Supt. Benjamin obtain additional information from Golf Course Manager Torrant. Acting Asst. Supt. Benjamin also agreed that new signs installed on Route 13 about the location of the golf course might help to increase use of the course. Power to Act - Golf Course Rates - Resolution By Commissioner Wykstra: Seconded by Commissioner Goldsmith RESOLVED, That the Board grant itself Power to Act on the Golf Course Rates at the March 17, 2010 Committee of the Whole Meeting. Carried Unanimously Water Plant Project Implementation – Resolution WHEREAS, the Board of Public Works passed a detailed resolution on July 8, 2009, adopting the Rebuild Option and requesting Common Council to authorize funding as needed to implement this project, and WHEREAS, Common Council passed an equally detailed resolution on October 14, 2009, adopting the Rebuild Option, which recognized the responsibility of the Board of Public Works for the improvement of the City’s water system and conditioned its adoption of that option on the implementation of the mitigation measures identified in Council’s findings statement, and WHEREAS, the Board of Public Works, following its review of O’Brien & Gere’s proposal for the next phase of work required to implement the two previously mentioned resolutions, passed a resolution on December 16, 2009, authorizing the Mayor to sign an amendment to the current contract for Engineering Services “in order to undertake the preliminary design services that will carry the project to approximately 30% complete in the project design, as outlined in O’Brien & Gere’s letter proposal dated December 11, 2009, in an amount not to exceed $375,000,” and WHEREAS, to date the work authorized under Addendum IV to the current contract has been an abbreviated work program centered on water quality pilot-related activities outlined in O’Brien & Gere’s letter dated January 11, 2010, with an interim budget of $200,000, and WHEREAS, the Board recognizes that other work outlined in the December 11, 2009, proposal must occur concurrently with the pilot study in order to achieve a 30% complete project design by June 2010 as shown in the “Anticipated Implementation Schedule, December 11, 2009” for the broader project, as shown by the approximately 720 hours of effort outlined in the January 11, 2010, letter and the approximately 1,810 hours in the December 11, 2009, letter, now therefore be it RESOLVED, That the Board of Public Works directs the Superintendent of Public Works to enter into the necessary addendums to the existing contract for Engineering Services in order to complete the work anticipated in the Board’s resolution of December 16, 2009, with the understanding that the “not to exceed” figure of $375,000 remains, but some adjustment to the implementation schedule may be required. Mayor Peterson stated that it was a surprise to see a resolution on the agenda for this item since both she and Supt. Gray were not present at last week's meeting. Mayor Peterson stated that she had a concern with the resolution regarding the authority issue. Power to Act – Water Plant Project Implementation – Resolution By Commissioner Wykstra: Seconded by Commissioner Brock RESOLVED, That the Board grant itself Power to Act on the Water Plant Project Resolution at the March 17, 2010 Committee of the Whole Meeting. Discussion followed on the floor regarding the power to act action of the board and how that concerns the Mayor. Mayor Peterson suggested that all the Board's meetings become voting meetings since the power to act action is so unusual. She and City Attorney Hoffman explained Robert's Rules of Order for agenda preparation; how Individual Member Filed Resolutions are submitted by Common Council members and the need for unanimous support from Common Council in order for an individual member filed resolution to be considered at the meeting if it is not on the agenda. Some Board members expressed their support for having all their meetings be voting meetings to alleviate the problem that seems to have arisen with the power to act Board of Public Works – March 10, 2010- Page 6 action. Mayor Peterson indicated that she would need time to think about what she would like to do concerning continuing with the current meeting practice or have all the Board’s meetings be voting meetings. A Vote on the Resolution Resulted As Follows: Carried Unanimously ADJOURNMENT On a motion the meeting adjourned at 6:45 p.m. Sarah L. Myers Carolyn K. Peterson Information Management Specialist Mayor