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HomeMy WebLinkAboutMN-BPW-2010-03-17BOARD OF PUBLIC WORKS PROCEEDINGS CITY OF ITHACA, NEW YORK NOT APPROVED – MOTION TO APPROVE MINUTES ON 4-21-10 FAILED Committee of the Whole Meeting 4:52 p.m. March 17, 2010 PRESENT: Mayor Peterson Commissioners (5) - Jenkins, Brock, Tripp, Wykstra, Goldsmith OTHERS PRESENT: City Attorney - Hoffman Superintendent of Public Works - Gray Acting Assistant Superintendent of Streets and Facilities - Benjamin Assistant Superintendent of Water and Sewer – Whitney Executive Assistant – Gehring City Controller – Thayer EXCUSED: Common Council Liaison – Zumoff DAC Liaison – Roberts ADDITIONS TO OR DELETIONS FROM THE AGENDA: Commissioner Brock requested that Item 5, Inlet Island Parking Lot, be added to the agenda. No Board member objected. Power to Act – Approval of the February 10, 2010 Board of Public Works Meeting Minutes – Resolution By Commissioner Tripp: Seconded by Commissioner Brock RESOLVED, That the Minutes of the February 10, 2010 Board of Public Works meeting be approved as published. Carried Unanimously Commissioner Brock suggested including Chapter 346 of the City Code, Vehicle and Traffic Law, Part 2, Schedules of the Traffic Regulations of the Board of Public Works, within the minutes. No Board member objected. MAYOR’S COMMUNICATIONS Mayor Peterson noted that Assistant City Attorney Sokoni provided a memo from the Attorney’s Office dated September 11, 2003, regarding “Exercise of the Power to Act Resolution” and minutes from a Board of Public Works meeting dated January 14, 1987, where the Board adopted the Power to Act for Committee of the Whole meetings. She further stated that Assistant City Attorney Sokonki would review this material and update it for the Board in the near future. Discussion followed on the floor regarding past practices of the Board and duties that the Board no longer performs, such as audits and annual reports. Power to Act – Water Plant Project Implementation – Discussion and Possible Resolution City Controller Thayer joined the Board for the discussion of this item. Mayor Peterson read the following statement to the Board: “On December 16, 2009, the BPW authorized me to sign a contract with O’Brien and Gere (OB&G) to further the water plant project. The question was called, and passed 5-1, and all discussion was stopped. I stated that I would not sign the contract. Since discussion had been stopped by calling the question, I was unable to complete my statements and express concerns regarding the contract—its longevity, its total costs, the procedures around signing for professional services and the possibility for a new RFP. I needed to feel comfortable with the process before signing, especially because this would be a first step leading to more than a million dollars in design work. Board of Public Works Page 2 March 17, 2010 Committee of the Whole On December 23, 2009, I called a meeting with the Superintendent, City Controller, City Attorney, Rick Gell, and Terrence Madden, Executive Vice President from OB&G. The purpose was to understand the project, the logical next steps, to hear from the City Attorney regarding the necessity of a new RFP, review the 1996 RFP, and discuss the competitive standing of the firm. The meeting went well, with spread sheets provided. Two major points emerged. The Superintendent would craft a contract for the next steps of the water plant project, ones that needed to be done first. The Controller would talk to the State Office of General Services regarding OB&G’s standing as a preferred contractor with the State. It was my understanding that the membrane work was the next step, without concurrent steps, and that this would move the project forward without any delay problems. When I returned from vacation in late January 2010, the Superintendent said he would meet with me regarding the rest of the project, including a broader design package so that this phase of the project could be put into context with the entire pre-build steps with at least a schematic budget. A couple weeks later, Steve Thayer, who earlier had said he could go either way on the RFP, but leaning more toward a new RFP, now felt comfortable with OB&G after speaking to the state offices. The City Attorney stood by his opinion calling for a new RFP. Common Council members knew of the RFP question but were not formally requested to weigh in, although at least one had a conversation with the Superintendent regarding the need for the RFP. The Superintendent also knew that I was leaning away from an RFP and would like to see a resolution that referred to the comprehensive view of the project. Apparently, the Board knew nothing of the background work going on and prematurely asked for the remainder of the project contract to be signed (albeit by the Superintendent). Unfortunately material was sent to the newspaper without speaking to the Superintendent or Mayor. The Ithaca Journal reporter was clearly told that the Mayor was not asking for a new RFP (due to all the reasons above), and that the Mayor’s goal is to implement the procedures around the water plant in a direct fashion. Additionally, the Mayor carefully considered the Attorney’s opinion, the Controller’s research, and the Superintendent’s experiences with OB&G. The reporter proceeded to write the story as if the Mayor’s statements didn’t exist. All the input I have received has been duly considered. The City Attorney’s opinion is completely logical and reasonable, and I unequivocally support him in his representation on the water plant issues. I have discussed my decision with him, considering all factors. The Superintendent, Attorney, and I will work out the details for the remaining parts of the current authorization, and then will work with the Board and OB&G for next steps.” Discussion followed on the floor regarding the drafted Addendum V to the contract with O’Brien and Gere and the types of engineering services required for different phases of the contract. Mayor Peterson expressed her intention to sign Addendum V as soon as it was finalized. Further discussion followed on the floor regarding the membrane pilot study, the implementation schedule, and tours of other membrane facilities. Supt. Gray stated that the City was constructing a temporary shelter to house the pilot membranes and delivery of the first pilot unit is scheduled for April 5, 2010. He further stated that he would contact O’Brien and Gere to schedule a tour of several facilities for the Board and the Mayor. Commissioner Wykstra thanked Mayor Peterson for her statement to the Board and apologized for any misunderstandings that he may have caused. Discussion followed on the floor regarding funding for the Water Treatment Plant Improvement Project, the amounts expended to date, and touring other membrane facilities in the northeast. Power to Act – Golf Course Rates – Resolution By Commissioner Tripp: Seconded by Commissioner Wykstra 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 Board of Public Works Page 3 March 17, 2010 Committee of the Whole RESOLVED, That the Board of Public Works adopts the following rates (a 20% increase across the board) as the new Newman Golf Course rate schedule: Membership Fees 2010 Rates Individual Non-Resident $ 660.00 Individual Resident $ 600.00 Senior Individual Non-Resident $ 600.00 Senior Individual Resident $ 540.00 Domestic Couple Non-Resident $ 924.00 Domestic Couple Residents $ 840.00 Senior Domestic Couple Non-Resident $ 924.00 Senior Domestic Couple Resident $ 756.00 Junior Individual Non-Resident $ 264.00 Junior Individual Resident $ 240.00 Family Non-Resident $ 1,008.00 Family Resident $ 924.00 Weekday Only, Non-Resident $ 432.00 Weekday Only, Resident $ 390.00 Weekday Only, Domestic Couple, Non-Res. $ 624.00 Weekday Only, Domestic Couple, Resident $ 576.00 College Membership (Ages 18-22) (*Restricted weekdays before 4 p.m. w/ college ID and weekends after 12 noon) $ 330.00 City Employee $ 330.00 Daily Greens Fees 2010 Rates Weekday 9 holes $ 15.60 Weekday 18 holes $ 20.40 Weekend 9 holes $ 18.00 Weekend 18 holes $ 24.00 League (daily fee) $ 14.40 All You Can Golf for City Residents - Sunday after 2:00 p.m. $ 12.00 Cart Rental Fees 2010 Rates Member 9 holes $ 14.40 Member 18 holes $ 26.40 Non-Member 9 holes $ 18.00 Non-Member 18 holes $ 31.20 And be it further RESOLVED, That these rates will remain in effect until amended by the Board of Public Works. Acting Asst. Supt. Benjamin explained the additional information distributed from Newman Golf Course Manager Torrent recommending a twenty percent (20%) increase in membership and a modest increase for the daily rates and suggesting an “Insider’s Club” that would provide use of the practice facilities and discounts on daily rates during rainy and colder weather. He further stated that Manager Torrent recommended placing signs on Route 13 to notify motorists of the location of the golf course. Commissioner Tripp strongly urged the Board to approve the 20% rate increase for membership, daily and cart rental fees. She further expressed her disagreement with the “Insider Club” suggestion. Commissioner Brock requested that the resolution include all fee rates. Supt. Gray expressed his desire to have at least the annual membership rates set so passes could be sold. Amending Resolution: By Commissioner Tripp: Seconded by Commissioner Goldsmith RESOLVED, That the first Resolved clause be amended to read as follows: Board of Public Works Page 4 March 17, 2010 Committee of the Whole “RESOLVED, That the Board of Public Works adopts a 20% rate increase in all memberships, daily rates, and other fees as the new Newman Golf Course rate schedule as described below.” Ayes (5) Peterson, Jenkins, Tripp, Wykstra, Goldsmith Nayes (1) Brock Abstentions (0) Carried (5-1) Extensive discussion followed on the floor regarding including the fee chart in the resolution, and the types of fees included in the resolution. Amending Resolution: By Commissioner Brock: Seconded by Commissioner Goldsmith RESOLVED, That the third Whereas clause is hereby deleted from the resolution. Ayes (4) Peterson, Brock, Wykstra, Goldsmith Nayes (2) Tripp, Jenkins Abstentions (0) Carried (4-2) Main Motion As Amended: A Vote on the Main Motion As Amended Resulted As Follows: Carried Unanimously Cascadilla Boathouse at Stewart Park – Discussion Bruce Fabens, co-president, Burt Carson, co-president, and Richard Rhodes, member of the Board of Directors of the Cascadilla Boat Club, joined the Board for the discussion of this item. Mr. Fabens explained that over the last 23 years, members of the boat club have felt that they provide access to the waterfront for many different groups in Ithaca, including the primary group of 70-90 student rowers that compete throughout the state. There are also 30-40 adult members that use small one-passenger boats and up to eight- passenger boats. Countless other residents and visitors of Ithaca utilize the Cascadilla Boathouse docks during the weekends for fishing and launching kayaks and canoes. He further explained that the boat club would like to form a partnership with the City to continue with the short-term stabilization of the facility and make plans for improvements to the facility that would enable more broadly use of the boathouse for all residents. He further stated that the club would like to make the boathouse available for other communities, and coordinate with the Stewart Park Rehabilitation Action Plan (SPRAP). Mr. Fabens stated that the boat club recognizes that the City is not currently in a position to allocate funds to this improvement project; however, they would like to partner with SPRAP to obtain outside funding for necessary maintenance and potential upgrades. He further expressed his desire to renovate the second floor of the boathouse to enable outside organizations, groups, and residents of the City to utilize the space. In order to accomplish this, an architectural study would be required, along with construction of a second fire exit, upgraded electrical, and upgrades in order to meet ADA requirements. Discussion followed on the floor regarding a past window improvement project with Cornell students, how to improve the rowing program, and the Strategic Tourism Board Grant application that was submitted by Rick Manning on behalf of the Stewart Park Rehabilitation Action Plan. Commissioner Goldsmith expressed concern that the erosion of the lake edge is currently at a rate of one foot per year, as mentioned in the Improvement Plan submitted to the Board. Commissioner Tripp suggested that City staff inspect the boathouse roof to determine if emergency funds are necessary for repairs, that the Parks Commission look into the erosion of the bank and make recommendations to the Board of Public Works Page 5 March 17, 2010 Committee of the Whole Board as to how to control the erosion, and that a meeting be held with representatives of the Parks Commission, Stewart Park Rehabilitation Plan, Fire Department staff, Cascadilla Boathouse representatives, Department of Public Works staff, and the City Attorney’s Office to discuss and develop a plan to upgrade the second floor of the boathouse. Discussion followed on the floor regarding possible future uses of the boathouse, the historical status of the building, and community groups interested in utilizing the space on the second floor of the boathouse. Commissioners Brock and Goldsmith volunteered to participate in the sub-committee to discuss the boathouse. Inlet Island Parking Lot Mayor Peterson stated that Director of Planning and Development Cornish scheduled a meeting with representatives from businesses on Inlet Island to discuss the parking lot. Commissioner Brock explained that there is a request from that committee for another Board of Public Works Commissioner, in addition to Commissioner Brock, to participate in the discussion group. Commissioner Tripp volunteered to participate. Administrative Communications Commissioner Brock announced that there would be a “Big Paint” on April 24, 2010, to re-paint all three buildings in Stewart Park. Mayor Peterson expressed concern that the City was not made aware of the Stewart Park Rehabilitation group’s activities at the park. Supt. Gray stated that representatives from Cornell University approached him regarding bridge safety over the gorges. He further stated that discussions with representatives from the City and Cornell University are expected in the near future and updates would be provided to the Board. Mayor Peterson announced that a joint Common Council and Board of Public Works Special Meeting was scheduled for March 31, 2010, at 5:30 p.m. regarding dredging. ADJOURNMENT On a motion the meeting adjourned at 6:57 p.m. Kathrin D. Gehring Carolyn K. Peterson Executive Assistant Mayor