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HomeMy WebLinkAboutMN-BPW-2010-07-14BOARD OF PUBLIC WORKS PROCEEDINGS CITY OF ITHACA, NEW YORK Regular Meeting 4:54 p.m. July 14, 2010 PRESENT: Mayor Peterson Commissioners (4) – Jenkins, Brock, Wykstra, Goldsmith OTHERS PRESENT: City Attorney - Hoffman Superintendent of Public Works - Gray Acting Assistant Superintendent of Streets and Facilities - Benjamin Common Council Liaison – Zumoff DAC Liaison – Roberts Executive Assistant – Gehring Engineering Technician - Tilger EXCUSED: Commissioner Tripp Assistant Superintendent of Water and Sewer – Whitney Deputy City Controller - Andrew ADDITIONS TO OR DELETIONS FROM THE AGENDA: Mayor Peterson suggested the addition of a brief executive session under Item 5, Other Department Heads, for the Board to discuss the public acquisition of real property. No Board member objected. Mayor Peterson further requested the deletion of item 6.4, Approval of Minutes of the June 23, 2010, Board of Public Works Meeting, because she had not yet reviewed the draft minutes. No Board member objected. ADMINISTRATIVE COMMUNICATIONS: Commissioner Wykstra reported that the Special Joint Committee voted to accept hydrolysate waste from Cornell Veterinary School. COMMUNICATIONS AND HEARINGS OF PERSONS BEFORE THE BOARD: Dan Karig, Water Resources Council, addressed the Board regarding the lack of public launch sites for paddle craft on the east side of the inlet. He suggested that the Board of Public Works look into the issue, offered technical advice in building a launch site and suggested obtaining donations to fund the project. Commissioner Jenkins, as a citizen, addressed the Board regarding cracks in the street on the 500 block of West Green Street. She requested that a crew fill in the cracks. She further protested the flowers that are planted in the public rights-of-way next to the curbs along the street, stating that it is difficult to exit a vehicle parked next to the flower garden because citizens do not want to step in the garden. RESPONSE TO THE PUBLIC Commissioner Brock responded to Commissioner Jenkins, explaining that it is the adjacent homeowner’s responsibility for maintaining the curb lawn. Acting Asst. Supt. Benjamin explained that homeowners are advised to prune the lawn when necessary, then the City would cut the lawn and bill the homeowner if it is not completed by the homeowner/resident. Commissioner Brock further responded to Mr. Karig, expressing her agreement with his statements, explaining that she has observed an increase in paddle craft on the inlet. She suggested having the City explore the Newman Golf Course and the Farmer’s Market locations as possible public launch sites. Board of Public Works Page 2 July 14, 2010 Regular Meeting Commissioner Wykstra stated that a launch site could be built very easily and expressed a desire to build one on the east side of the inlet. VOTING ITEMS WATER AND SEWER: Protest of Sewer Repair Invoice for 214 Hudson Street – Resolution WHEREAS, the Board of Public Works has heard the complaints of Mr. Perialas regarding the charge for the replacement of his sewer lateral at 214 Hudson Street, and WHEREAS, the matter has been reviewed by Erik Whitney, Assistant Superintendent of Public Works, who summarized his findings in a letter dated April 7, 2010, and WHEREAS, a meeting held with Dave Hunt, Working Supervisor on the project, Mr. Whitney, and Board of Public Works Commissioner Tripp has determined that there is sufficient cause to believe that the timing of the lateral failure at 215 Hudson Street was accelerated by improper compaction during a 1990 rebuild of Hudson Street, and WHEREAS, the failure of the lateral occurring during the winter season caused considerable additional labor to replace this admittedly elderly pipe, now therefore be it RESOLVED, That the Board of Public Works hereby directs Mr. Perialas’ bill to be reduced by 50% to $1,830.38 to reflect the Board’s acceptance of Mr. Perialas’ argument about the hastening of the work by improper compaction but also to reflect the value of the new lateral replacing a 100+ year lateral at 214 Hudson Street. Mr. Alexander Perialas joined the Board for the discussion of this item. Commissioner Brock requested placing this topic on the July 21, 2010, meeting agenda when Commissioner Tripp and Asst. Supt. Whitney could attend the Board meeting to discuss the resolution. No Board member objected. BUILDINGS, PROPERTIES, REFUSE, AND TRANSIT: Award of Contract for Professional Services for Design of Solar Thermal Domestic Hot Water – Resolution By Commissioner Wykstra: Seconded by Commissioner Goldsmith WHEREAS, the City of Ithaca received a grant from New York State Energy Research and Development Agency (NYSERDA) stimulus funds for the design of solar thermal water heaters for three City buildings, and WHEREAS, proposals were received on June 7, 2010 for professional services for design of the solar thermal water heaters for the Department of Public Works Streets and Facilities Building, located at 245 Pier Road; Cass Park Main Building, located at 701 Taughannock Blvd; and Ithaca Youth Bureau Building, located at 1 James L. Gibbs Drive, and WHEREAS, staff has reviewed the two proposals received, and WHEREAS, staff recommends award of contract based upon experience and fee, now therefore be it RESOLVED, That the City of Ithaca Board of Public Works hereby awards the contract for Professional Services for Design of Solar Thermal Domestic Hot Water Heaters to Taitem Engineering, PC, 110 South Albany Street, Ithaca, NY for the City’s portion of the fee for services of $13,500.00, and be it further RESOLVED, That, upon finalization of the agreement between the City of Ithaca and NYSERDA, the contract for professional services shall be awarded to include completion of construction documents for a total fee not to exceed $20,120.00, with the funds derived from Capital Project 758 for Energy Reduction. Engineering Technician Tilger joined the Board for the discussion of this item. He explained that a Request for Proposals was sent to three firms; two responses were received. He stated that Taitem Engineering provided the lowest quote and is a local Board of Public Works Page 3 July 14, 2010 Regular Meeting company. He further stated that the City has not yet received the first half of grant from NYSERDA yet, but will move forward with design and once the grant is received, the City will move forward with construction and installation. Council Liaison/Alderperson Zumoff noted that Alderperson Cogan works at Taitem Engineering and asked if conflict of interest paperwork must be submitted for this contract. City Attorney Hoffman suggested that a statement should be submitted anytime Taitem Engineering is involved in a contract. Amending Resolution By Commissioner Wykstra: Seconded by Commissioner Goldsmith RESOLVED, That the first Resolved clause be amended to read as follows: “RESOLVED, That the City of Ithaca Board of Public Works, contingent upon receipt of proof from City of Ithaca Alderperson Daniel Cogan that he had no involvement in securing this award and will not personally benefit from it, hereby awards the contract for Professional Services for Design of Solar Thermal Domestic Hot Water Heaters to Taitem Engineering, PC, 110 South Albany Street, Ithaca, NY for the City’s portion of the fee for services of $13,500.00, and be it further” Carried Unanimously Mayor Peterson noted that the suggestion for this particular project came from an employee through the Employee Suggestion Program. Main Motion as Amended A Vote on the Resolution as Amended Resulted as Follows: Carried Unanimously Authorization to Install Air Conditioning at Southside Community Center- Resolution By Commissioner Wykstra: Seconded by Commissioner Jenkins WHEREAS, the Ithaca Urban Renewal Agency has funded a proposal to install an air conditioning system at the Southside Community Center gym to allow a more comfortable atmosphere during summer months, and WHEREAS, the City of Ithaca has funded up to $5,000 to fund an alternative for demand control ventilation strategy, an HVAC energy saving measure, and WHEREAS, the project has been developed in consultation with City Engineering, Department of Public Works, and Architect Claudia Brenner, and WHEREAS, the project is ready for award and staff of the Ithaca Urban Renewal Agency is seeking approval for the installation of the air conditioning, which will become the property of the City of Ithaca, now therefore be it RESOLVED, That the City of Ithaca Board of Public Works hereby authorizes the installation of an air conditioning system at the Southside Community Center in accordance with the construction drawings dated November 2, 2009. Engineering Technician Tilger joined the Board for the discussion of this item. Discussion followed on the floor regarding the length of time it will take to install the air conditioner and funding sources. A Vote on the Resolution Resulted as Follows: Carried Unanimously Reports: Council Liaison/Alderperson Zumoff reminded the Board that a special Common Council/Board of Public Works meeting would be held following the Board meeting, for a presentation from Cornell University on bridge fencing. Commissioner/Natural Areas Commission Liaison Wykstra stated the Natural Areas Commission is very worried about the recent tragic death that occurred in Six Mile Board of Public Works Page 4 July 14, 2010 Regular Meeting Creek natural area. He further stated the Commission would like a general review of the area and discussion on the gorge rangers, the hours they work and the funding for them. Commissioner/Parking Ad Hoc Committee Liaison Brock stated that the committee is preparing a broad parking policy, discussing parking management, increasing revenues from parking and narrowing the budget shortfall. Discussion followed on the floor regarding the extent of the budget shortage and possible ways to gain more revenue through parking fees. Supt. Gray reported that the traffic signal is being replaced in Collegetown, construction has begun on the Cayuga Waterfront Trail Phase III, Common Council agreed to fund the Columbia Street Pedestrian Bridge Project, water & sewer work on Clinton Street is moving to Prospect Street through the second week of August, the East State Street problem turned out to be a water main leak which is now repaired, crews from Water and Sewer have replaced a water lateral on North Aurora Street, and repairs are almost complete at Cass Park and Alex Haley pools. He further stated that an application for a Transportation Grant (TIGER II) for rehabilitation of the pedestrian mall is being put together for submission, which will be for a $5-6 million grant. Acting Asst. Supt. Benjamen reported that the street crew is currently working on Mitchell Street, the milling of Valley Road is scheduled to begin on July 30, 2010, the Thurston Avenue paving project will begin this week, and the bridge crew is replacing sections of the handrail on Stewart Avenue at the gorge overlook. APPROVAL OF MINUTES: Approval of the Minutes of the April 7, 2010 Board of Public Works Meeting – Resolution By Commissioner Wykstra : Seconded by Commissioner Brock RESOLVED, That the Minutes of the April 7, 2010 Board of Public Works Committee of the Whole Meeting be approved as corrected. Amending Resolution By Commissioner Brock: Seconded by Commissioner Wykstra RESOLVED, That the last paragraph under the topic Water Tank Painting & Cathodic Protection Project be amended to read as follows: “Discussion followed on the floor regarding the work involved with the repainting and repair of the three water tanks noted above.” Carried Unanimously Main Motion as Amended A Vote on the Main Motion as Amended Resulted as Follows: Carried Unanimously Approval of the Minutes of the April 21, 2010, Board of Public Works Committee of the Whole Meeting – Resolution By Commissioner Wykstra: Seconded by Commissioner Brock RESOLVED, That the Minutes of the April 21, 2010 Board of Public Works Committee of the Whole Meeting be approved as proposed. Amending Resolution By Commissioner Brock: Seconded by Commissioner Goldsmith RESOLVED, That the fifth paragraph on the second page be amended to read as follows: “Discussion followed on the floor regarding the history of conversations regarding the Dragonboat Club’s use of the docks, and the City allowing exclusive use of parkland and the docks, and the Public Trust doctrine. Director of Planning and Development Cornish explained that according to federal grant requirements (which were used to build the docks) for a public facility serving low and moderate income residents, in can be interpreted that at least 51% of the docks must remain available for public use.” Carried Unanimously Amending Resolution By Commissioner Brock: Seconded by Commissioner Wykstra Board of Public Works Page 5 July 14, 2010 Regular Meeting RESOLVED, That the eighth paragraph on the second page be amended to read as follows: “Discussion followed on the floor regarding removing the Mayor’s statement from the minutes. Commissioner Brock requested to have a summary of the statement in the minutes rather than the entire statement verbatim. Commissioners Wykstra and Goldsmith requested that the statement and memos that were mentioned in the Mayor’s statement be preserved as part of the record. “ Carried Unanimously Amending Resolution By Commissioner Brock: Seconded by Commissioner Goldsmith RESOLVED, That the last paragraph on the last page be amended to read as follows: “Commissioner Tripp requested a straw poll of the Board members, asking if any member was interested in revisiting the golf course rates this year. Commissioner Jenkins expressed an interest in removing non-resident rates. Commissioner Brock stated she did not support the increase of the golf cart rates. No other Board member objected.” Carried Unanimously Main Motion as Amended A Vote on the Main Motion as Amended Resulted as Follows: Carried Unanimously Approval of the Minutes of the June 9, 2010, Board of Public Works Meeting – Resolution By Commissioner Wykstra: Seconded by Commissioner Brock RESOLVED, That the Minutes of the June 9, 2010 Board of Public Works Meeting be approved as amended. Amending Resolution By Commissioner Brock: Seconded by Commissioner Wykstra RESOLVED, That the second paragraph on the first page be amended to read as follows: “Commissioner/Parks Commission Liaison Brock reported that a sub-group of the Parks Commission has been evaluating the position that is currently open for the City Forester, and is also looking to create a schedule of fees for use of park resources. She further reported that the Parking Management sub-committee is working on a draft parking policy that will come to the Board for discussion in the future.” Carried Unanimously Amending Resolution By Commissioner Brock: Seconded by Commissioner Wykstra RESOLVED, That the fourth sentence of second paragraph on the second page be amended to read as follows: “He announced that there would be a tour of the water plant on Wednesday, June 16th at 3:00 p.m. for the Board to see how the pilot study of the water membrane is progressing, with a report at the regular Board meeting following the tour. “ Carried Unanimously Amending Resolution By Commissioner Brock: Seconded by Commissioner Jenkins RESOLVED, That the fifth paragraph on the fourth page be added to read as follows: “Commissioner Brock recalled and the Board confirmed that they had previously agreed that the charge for abandoned carts was to be $10.” Carried Unanimously Amending Resolution By Commissioner Brock: Seconded by Commissioner Wykstra RESOLVED, That the second and third paragraphs on the tenth page be amended to read as follows: “Commissioner Brock expressed concern that the Draft Site Reconnaissance Report should be amended to reflect this language so that it is consistent with the resolution. As the report is referred to in the resolution as the basis for the Board’s decision it should reinforce what the City acknowledges as its responsibilities. Acting Mayor Board of Public Works Page 6 July 14, 2010 Regular Meeting Cogan asked Commissioner Brock if she was saying that there is contradiction between what’s in the report and the City’s understood responsibilities based on practice and the outside legal opinion. Commissioner Brock affirmed this by reading from the Draft Site Reconnaissance Report the section pertaining to the City’s responsibilities. Supt. Gray responded that the Draft Site Reconnaissance Report will be around for a while and he would tell Commissioner Brock that its broad statement of the City’s responsibilities is inaccurate. He would not want it perpetuated and he would not want it quoted. “ Carried Unanimously Amending Resolution By Commissioner Brock: Seconded by Commissioner Wykstra RESOLVED, That the third paragraph under the topic Eliminating Plastic Bags for Yard Waste be amended to read as follows: “Discussion followed on the floor regarding the use of paper bags, how the County is now charging for yard waste at rates equal to trash, how composting programs would work in neighborhoods, the different ways to compost, how often yard waste should be picked up, and the Board’s support for the use of the City shredder, operated by city staff, for use in neighborhoods for yard waste.” Carried Unanimously Amending Resolution By Commissioner Brock: Seconded by Commissioner Wykstra RESOLVED, That the following statement be deleted from the first paragraph on the thirteenth page: “Common Council directed the Board of Public Works to eliminate the one hour free parking in the garages, and the Board decided not to do that.” Discussion followed on the floor regarding removing the statement from the minutes and if that statement is incorrect, whether it be included in the minutes. The Board agreed to request a review of the recording from that meeting. Motion to Table By Commissioner Wykstra: Seconded by Commissioner Jenkins RESOLVED, That the Board table the discussion of the minutes and further amendments until the July 21, 2010 Board meeting. Carried Unanimously HIGHWAYS, STREETS, AND SIDEWALKS: Award of Bid for a New Asphalt Hot Box/Recycler – Resolution By Commissioner Brock: Seconded by Commissioner Goldsmith WHEREAS, bids were received on May 25, 2010 for one new Asphalt Hot Box/Recycler and WHEREAS, staff has visually inspected the two (2) lowest bid machines and WHEREAS, staff has determined that the lowest bid machine does not meet the written specifications and WHEREAS, staff recommends that the Board of Public Works award the bid to the second lowest bidder which meet all of the written specifications, now therefore be it RESOLVED, That the Board of Public Works awards the bid of the new Asphalt Hot Box / Recycler to Pavement Technologies International Corp. of 1525 Western Avenue, Albany, NY 12203 for their total bid of $27,005.00, and be it further RESOLVED, That the Board authorizes the Acting Assistant Superintendent of Public Works, Streets & Facilities Division to enter into a contract with Pavement Technologies Intl. Corp. for the purchase of the Asphalt Hot Box. Carried Unanimously DISCUSSION ITEMS Board of Public Works Page 7 July 14, 2010 Regular Meeting BUILDINGS, PROPERTIES, REFUSE, AND TRANSIT: Request to Discontinue Use of City Property from Fall Creek Associates – Discussion This item was not discussed. PARKING AND TRAFFIC: Reserved Parking for People with Disabilities on East Court Street and North Aurora Street – Discussion This item was not discussed. CREEKS, BRIDGES, AND PARKS: Fall Creek Streambank Stabilization & Access Improvements Project – Discussion Tompkins County Planner Scott Doyle and Landscape Architect Rick Manning joined the Board for the discussion of this topic. County Planner Doyle explained that since 2007, the County has worked with NYS Department of Environmental Conservation funding and the County’s Flood Hazard Mitigation Program to complete approximately a dozen stream corridor projects throughout the county in six different jurisdictions and several different watershed areas, planting almost 1,000 trees, and worked on over 6,000 linear feet of creek. He stated that the Fall Creek watershed has been identified as a potential project to enhance vegetation along stream buffers, promote and enhance access to Fall Creek. He stated that the Natural Areas Commission recommended obtaining the Board’s support for the project prior to moving forward. Mr. Manning explained that the basic idea of the project is to stabilize the stream bank along Fall Creek, move parking away from the creek, increase access to the trails underneath the highway and railroad underpasses, establish a school speed zone along North Cayuga Street by Ithaca High School, and enhance the habitat along stream bank. Discussion followed on the floor regarding maintaining the city-owned parking area near the creek, handicapped/disabled accessibility to the creek for fishing, establishing a location for paddleboat access through this project, and expanding the project to Cascadilla Creek. Mayor Peterson suggested utilizing the highway underpass as a location for a mural project. Wood Street Park: Skate Park Improvement Project – Update This item was not discussed. ADMINISTRATION AND COMMUNICATIONS: BPW Review of Charter – Discussion This item was not discussed. City Budget Guidelines 2011 This item was not discussed. Reports (Continued): Other Department Heads: Motion to Enter Into Executive Session to Discuss Acquisition of Real Property – Resolution By Commissioner Wykstra: Seconded by Commissioner Brock RESOLVED, That the Board enter into Executive Session to Discuss the Acquisition of Real Property. Carried Unanimously The Board entered into Executive Session at 6:40 p.m. Reconvene The Board reconvened into regular session at 6:55 p.m. with no formal action taken. ADJOURNMENT On a motion the meeting adjourned at 6:55 p.m. Board of Public Works Page 8 July 14, 2010 Regular Meeting Kathrin D. Gehring Carolyn K. Peterson Executive Assistant Mayor