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HomeMy WebLinkAboutMN-BPW-2015-09-14BOARD OF PUBLIC WORKS PROCEEDINGS CITY OF ITHACA, NEW YORK Regular Meeting 4:47 p.m. September 14, 2015 PRESENT: Mayor Myrick Commissioners (4) – Darling, Goldsmith, Jenkins, Warden OTHERS PRESENT: Superintendent of Public Works – Thorne Assistant Superintendent of Streets and Facilities – Benjamin Director of Engineering – West Director of Parking – Nagy Common Council Liaison – Fleming Executive Assistant – Servoss Traffic Engineer – Logue Bridge Systems Engineer – Gebre EXCUSED: Commissioner – Greene City Attorney – Lavine Assistant Superintendent of Water and Sewer – Whitney DAC Liaison – Roberts ADDITIONS OR DELETIONS TO THE AGENDA: Supt. Thorne requested the addition of item 8A entitled “Award of Contract for Stewart Park Roof Replacement – Cascadilla Boathouse – Capital Project 800 – Resolution.” No Board member objected. MAYOR’S COMMUNICATIONS: The Mayor had no communications at this time. COMMUNICATIONS AND HEARINGS FROM PERSONS BEFORE THE BOARD: No members of the public appeared to address the Board. RESPONSE TO THE PUBLIC No response was necessary. REPORTS Council Liaison Alderperson Fleming reported that a resident spoke to Common Council regarding poor signage on the Commons and Cayuga Waterfront Trail near Puddledockers. She further reported that Common Council adopted the new Comprehensive Plan, a North Cayuga Street resident expressed concern about the loss of parking on one side of the street due to the installation of a bike lane, and she received a letter noting concerns about low hanging NYSEG lines. Director of Engineering West volunteered to forward the concerns to NYSEG. Discussion followed on the floor regarding the Cayuga Waterfront Trail and the comments received from residents regarding the bike lane on North Cayuga Street. Superintendent and Staff Director of Engineering West reported that the sidewalk construction contract is nearing 50% completion, and Assistant Civil Engineer Yost is organizing a discussion group regarding the Ithaca Cemetery repairs. Asst. Supt. Benjamin reported that the milling of Clinton Street was delayed by one day, pre- cast slabs of concrete are being installed on the North Aurora Street Bridge over Cascadilla Creek, and the golf course is enjoying a record year, though the water bills this year are very high. He stated that he would like to install a pump so that they could use the affluent from the Wastewater Treatment Plant to water the greens, which will reduce costs. Board of Public Works Page 2 September 14, 2015 Regular Meeting Director of Parking Nagy reported that revenues from the pay machines and Parkmobile transactions are going extremely well, with 52% of 2014 revenues for September in just nine days. He noted that a letter to merchants regarding the Merchant Validation Program is awaiting the Mayor’s signature. Supt. Thorne reported that the west end of Forest Home Drive will be closed to traffic within the week due to the erosion of the gorge wall, making the use of the street dangerous for traffic. He noted that pedestrian use will be maintained. ADMINISTRATION AND COMMUNICATIONS: Approval of the August 24, 2015, Board of Public Works Meeting Minutes – Resolution By Commissioner Darling: Seconded by Commissioner Jenkins RESOLVED, That the minutes of the August 24, 2015 Board of Public Works meeting be approved as proposed. Carried Unanimously BUILDINGS, PROPERTIES, REFUSE & TRANSIT: Award of Contract for Stewart Park Roof Replacement – Cascadilla Boathouse – Capital Project 800 – Resolution By Commissioner Jenkins: Seconded by Commissioner Goldsmith WHEREAS, bids were received on September 11, 2015 for Stewart Park Roof Replacement – Cascadilla Boathouse and, WHEREAS, the Common Council established Capital Project 800 for Stewart Park Roof Replacement and, WHEREAS, J&B Installations, Inc., 732 Visions Drive, Skaneateles Falls, NY submitted the qualified responsible low bid for of $128,375.00, now be it, RESOLVED, that the contract for Stewart Park Roof Replacement – Cascadilla Boathouse is awarded to J&B Installations, Inc., 732 Visions Drive, Skaneateles Falls, NY for its bid of $128,375.00, and be it further, RESOLVED, that the Mayor be and hereby is authorized to execute the contract for Stewart Park Roof Replacement – Cascadilla Boathouse, and that the Superintendent of Public Works be and hereby is authorized to administer the same. Carried Unanimously HIGHWAYS, STREETS AND SIDEWALKS: Lake Street Public Park Enhancements – Design Alternatives – Resolution By Commissioner Darling: Seconded by Commissioner Goldsmith WHEREAS, Currently, the City of Ithaca Department of Public Works and Project Consultant (Trowbridge & Wolf Landscape Architects LLP) are working on Lake Street Public Park Enhancement Project (“Enhancement”), and WHEREAS, the Enhancement proposes safety improvement and aesthetic enhancement to the existing public park located at the southeast corner of Lake Street Bridge over Fall Creek, and WHEREAS, On December 1st, 2014, the Board of Public Works unanimously authorized Staff to undertake said Enhancement as part of Lake Street Bridge Rehabilitation Project (CP#791), and WHEREAS, On February 5, 2015, Common Council approved an increase of CP #791 by an amount not to exceed $30,000 for a total project authorization of $1,494,250,and WHEREAS, multiple design alternatives are being considered for the project, and WHEREAS, after consulting with the public and advisory groups, City of Ithaca Engineering Department together with project consultant has recommended a design alternative which includes pedestrian safety rail design (galvanized carbon steel rail, galvanized carbon steel posts with wider galvanized carbon steel infill mesh-Alternative 2B), chip seal pavement (Alternative 1) and chain with sign as an alternative to a gate (Alternative 1), and Board of Public Works Page 3 September 14, 2015 Regular Meeting WHEREAS, the estimated total cost to implement the recommended alternative is $199,400, and WHEREAS, total funding of $199,500 for the Enhancement is derived from $30,000 in IURA block grant, $97,500 from Regional Economic Development Council, up to $11,000 from City of Ithaca Sidewalk Program , $20,000 from Tompkins County Tourism Capital Grant Program ,$30,000 from the issuance of Serial Bonds and $11,0000 from Lake Street Bridge Project; and therefore be it further RESOLVED, That the Board of Public Works here by approves the implementation of the recommended design alternative; and be it further RESOLVED, That the Board of Public Works here by authorize the Superintendent of Public Works to proceed with the recommended design. Bridge Systems Engineer Gebre joined the Board for the discussion of this item. He explained that the design included a change of the railing from wood to galvanized steel. Discussion followed on the floor regarding the alternatives to the design that the Board chose, the discussion held by Parks Commission, the size of the horseshoe walkway. Bridge Systems Engineer Gebre noted that the consultant is considering making the walkway four feet wide rather than five feet wide, which will increase the amount of green space. He further stated that the project will go out to bid in October 2015, with construction beginning in the spring 2016. A Vote of the Resolution Resulted as Follows: Carried Unanimously Award of Bid for 2015 Sidewalk Improvement District Design and Construction Support Contract – Resolution By Commissioner Darling: Seconded by Commissioner Goldsmith WHEREAS, 5 bids were received on September 3, 2015 for the 2015 Sidewalk Improvement District Design and Construction Support Contract, and WHEREAS, staff has reviewed the 5 bids received and made a recommendation for award, now therefore be it RESOLVED, That the City of Ithaca Board of Public Works hereby awards the contract for the 2015 Sidewalk Improvement District Design Work to Delta Engineers, Architects and Land surveyors for their bid meeting specifications not to exceed $225,000, and be it further RESOLVED, That the Superintendent of Public Works be and hereby is authorized to execute these contracts and to administer the same. Carried Unanimously CREEKS, BRIDGES, AND PARKS: Approval of Locations in Cass Park for the Public Art Commission’s Mural and Street Art Program – Resolution By Commissioner Jenkins: Seconded by Commissioner Darling WHEREAS, the City of Ithaca Public Art Commission (PAC) has been established to, among other duties, review and advise Common Council on proposals for the exhibition and display of public art in City spaces – buildings, facilities, and infrastructure – and to review development proposals for decorative elements in the city’s public spaces, and WHEREAS, in 2010, the PAC created a mural and street art program to beautify blank walls within the city while providing local artists from all sections of the community an opportunity to showcase their work, and WHEREAS, the Board of Public Works approved several City-owned sites for inclusion on the list of potential sites in City of Ithaca Public Art Commission’s Mural and Street Art Program by resolution on May 19, 2010 and approved additional sites for inclusion in the program since that time, and Board of Public Works Page 4 September 14, 2015 Regular Meeting WHEREAS, as a result of this approval, the PAC has worked with more than 50 artists to install murals on City-owned property throughout the city, and the response to the new murals has been overwhelmingly positive, and WHEREAS, the PAC would like to consider all five outbuildings and the exterior of the main building in Cass Park as locations for future murals, and WHEREAS, the Parks Commission has discussed these sites as locations for future murals and is supportive of murals in Cass Park, provided that the murals are appropriate for a family park setting; now, therefore, be it RESOLVED, that the Board of Public Works approves the five outbuildings and the exterior of the main building in Cass Park for inclusion on the list of potential sites for the PAC’s Mural and Street Art Program; and be it further RESOLVED, that the PAC will continue to work with Planning Department staff to conduct a mutually acceptable public input procedure for engaging nearby businesses, residences, and/or business and neighborhood associations for each specific project, and be it further RESOLVED, that the PAC will work with the City Attorney to ensure that any art mural RFP or contract with a participating artist reflects and accommodates the needs and constraints of the City. Carried Unanimously Approval of Signage for Stewart Park Tea Pavilion – Resolution By Commissioner Jenkins: Seconded by Commissioner Goldsmith WHEREAS, the Friends of Stewart Park presented updated plans for the installation of interpretive signs at the Tea Pavilion in Stewart Park at the June 8, 2015, Board of Public Works meeting, and WHEREAS, the City Forester and City Parks Commission have provided input and review during design development, resulting in final approved design for the historical signage, now, therefore, be it RESOLVED, That the Board of Public Works is in support of the installation of the historical information signs at the Tea Pavilion in Stewart Park. Diana Riesman joined the Board for the discussion of this item. She stated that funds have been raised for this sign to be installed at the Tea Pavilion, and a volunteer painting party is being organized to paint the interior of the Tea Pavilion on September 26, 2015. Director of Engineering West thanked all the volunteers and Friends of Stewart Park for their role in recreating the historic Tea Pavilion. A Vote of the Resolution Resulted as Follows: Carried Unanimously DISCUSSION ITEMS: State Street Triangle Proposal for Site Changes on City Property Traffic Engineer Logue joined the Board for the discussion of this item. Mayor Myrick introduced the request for possible site plan changes to the Trebloc parcel. Traffic Engineer Logue explained the developer’s plan to expand their site into the City’s Right of Way. He noted that the current turning movement of traffic to turn right onto East State Street from South Aurora Street causes large trucks to swing out into the westbound traffic lane. The developer would like to remove the island and move the curbline near the current curbline of the island. He stated that the purpose of tonight’s discussion was to familiarize the Board with the concept, find out what kinds of issues or concerns are brought up during the discussion and to come back to the Board with a resolution in two weeks. He noted several concerns that he had with the proposal: 1. The pedestrian crossing would be longer than the current crossing, though the current crossing is a two-step process with pedestrians crossing the island. Board of Public Works Page 5 September 14, 2015 Regular Meeting 2. Trucks require wide turning onto East State Street, causing them to swing out into the westbound travel lane. Moving the curbline may reduce the crossing of travel lanes. 3. Currently there are eight on-street parking spaces along the south side of East State Street, running next to the property line. The proposal would delete five of those parking spaces. Traffic Engineer Logue noted that the 300 block of East State Street is always busy with on-street parking as it is the only on-street parking on the east side of the Commons. Commissioner Warden expressed concern that trucks turning right, with the existing island, are not blocking traffic and that if the curbline was moved, whether a separate right turn lane would be installed. Traffic Engineer Logue responded that it was not proposed to have a separate turn lane at this time. Supt. Thorne asked whether there might be a compromise between existing conditions with the island and the large curbline relocation as it is proposed. He suggested a painted island that trucks could drive over if necessary. Traffic Engineer Logue responded that he would look into other possible designs. Commissioner Goldsmith expressed the following: 1. Requested that staff consider the impacts if Aurora Street were made two-way; 2. An analysis of defense against careening trucks. Would this be a good opportunity to install defensive barriers? 3. Since the sidewalk on the Commons side of Aurora Street is being changed due to the new Marriott Hotel, would this be a good time to accommodate a loading/unloading zone? Traffic Engineer Logue responded that the loading zone for the hotel is already under construction and this proposal would not have any impact on the hotel. 4. Interested in the amount of funds that the City would obtain for the purchase price of the land and tax income. He asked how the City would benefit from the design. Traffic Engineer Logue responded to the last issue that there are no plans to change the property lines, and the design would increase the outdoor dining area, which would bring in some income to the City. The request would allow the developers to work within the City’s right of way, then the property would return to the City. Ultimately, the new design would provide the public with a different urban space with wider sidewalks. Mayor Myrick further responded that the building could be moved back away from the property line, or sidewalks could be installed into the right of way. His preference would be to move the building back, but he has been assured by the developers that it would not work. Alderperson Fleming asked whether the proposal would cause the narrowing of East State Street. Traffic Engineer Logue responded that there would be not change to the travel lanes; only the parking lane would be modified. Alderperson Fleming further expressed concern that the project already seemed very large and urged the Board to really think about the proposal. Commissioner Darling expressed concern that the businesses in the new building will need servicing but with the loss of on-street parking on that block, trucks needing to load/unload will not have space to park. Alderperson Fleming further suggested that this might be a good time to consider installing a bike lane on that block. Traffic Engineer Logue listed the concerns and stated that he would have responses for the Board at their next meeting. He thanked the Board for their suggestions. Temporary Boat Storage on Inlet Island Parking Area Supt. Thorne explained that with the closing of Johnson’s Boatyard, there is a need for winter storage for a large number of boats. Because this was an emergency request from Finger Lakes Boating Center for short term storage, he met with Director of Planning JoAnn Cornish, Director of Parking Frank Nagy and Steve Flash, owner of Finger Lakes Boating Center, to discuss options. It was decided to authorize a monthly “parking” permit for a portion of the Board of Public Works Page 6 September 14, 2015 Regular Meeting West End Parking Lot until a license agreement could be finalized. Supt. Thorne noted that New York State Parks has put out a Request for Proposals for the use of a parking lot at Allen Treman State Marina, but proposals are not due until the end of this week. If the boating center’s proposal is accepted, it would move the boats to the marina. If the proposal is not accepted, the City would have the winter months to finalize an agreement with Finger Lakes Boating Center. Discussion followed on the floor regarding the specific location of the boat storage and its relation to the Agway parcel, which is already leased by Finger Lakes Boating Center. Supt. Thorne noted that the additional boat storage on city property is needed to accommodate the overflow from the Agway parcel. Commissioner Goldsmith expressed concern with the request, stating that allowing boat storage in the parking lot would give the impression that the lot is not accessible for parking. Further discussion followed on the floor regarding the monthly permit fee for the temporary boat storage. Director of Parking Nagy noted that the permit fee would be $701.84 per month, which is an amount the City would not acquire otherwise due to the already existing agreement with Island Fitness and other businesses on Inlet Island. Steve Flash, owner of Finger Lakes Boating Center, joined the Board for the discussion of this topic. He explained that New York State Parks and Recreation sent out a Request for Proposals in August 2015 with responses due this week. Even though Johnson’s Boatyard distributed an intention to close three to four years ago, they remained open, which impacted the ability to plan. Now that Johnson’s Boatyard has finalized their closing date, the boating center is scrambling to locate adequate storage space for the winter months. He noted that Finger Lakes Boating Center is now the only business on Inlet Island, and at the sound end of Cayuga Lake, to service boats including launching and hauling boats out of the water. Discussion followed on the floor regarding the boating center’s capacity for launching boats, the plans for the available space at Treman Marina, and whether the monthly permit for boat storage would impact or compromise the parking agreement with Island Fitness. Mr. Flash responded that the owners of Island Fitness agrees to the temporary storage of boats in the parking lot. The majority of the Board generally agreed to the short term storage of boats, with Commissioner Goldsmith expressing his disagreement. Supt. Thorne stated that a resolution would be provided to the Board at their next meeting. Mayor Myrick left the meeting at 6:00 p.m. USGS Proposals to Support Stormwater Modeling Supt. Thorne explained the need for flood mapping for the City and explained the proposal from the USGS to work with multiple agencies/organizations to figure out flood patterns under current conditions. He stated that as the group was coming up with the scope of work for the flood mapping project, they realized that information about the capacity of the creeks was missing. The proposal was to contract with USGS to obtain data during the next big storm as to the capacity of Fall Creek, Cascadilla Creek, Six Mile Creek and the Inlet. The second proposal was to ask USGS to survey current conditions of the 30 foot dam in order to figure out the amount of sediment has built up behind the dam.’ Discussion followed on the floor regarding dredging the 60 foot dam, the impact of possibly removing the 30 foot dam, determine if Six Mile Creek could handle the impacts of the dam removal, modifying the 30 foot dam to be a flood control dam, and whether Natural Areas Commission agreed with making it a flood control dam. Supt. Thorne state that the chair of the Natural Areas Commission supported the idea of a flood control dam. The Board generally agreed with the proposals. Supt. Thorne stated he would distribute the third proposal from USGS for the Board’s next meeting. Proposed Street Vending Policy Changes Executive Asst. Servoss explained the request to modify the Street Vending Policy. She stated that since the policy was put into effect over a year and a half ago, it has become apparent that the lottery system is not working. At no time has there been more than one vending application at a time, which makes the lottery null and void. She noted that the policy Board of Public Works Page 7 September 14, 2015 Regular Meeting changes would include a clause that would allow the Board to reinstate the lottery system, should they find it necessary. Discussion followed on the floor regarding the current active food trucks, their locations within Collegetown, and the Heritage Permit for the Hot Truck, which has been sold. The Board requested that transferability of the Heritage Permit be investigated; if it is not transferable, the new owners will need to abide by the Street Vending Policy. The Board agreed with the proposed changes to the Street Vending Policy; Executive Asst. stated that a resolution would be provided for the Board’s consideration at their next meeting. Request to Install Telecommunication Conduit within the Commons Telecommunication System Space – Proposed Resolution WHEREAS, as part of the Commons Project, the City installed a comprehensive structure to facilitate installation of telecommunications equipment by multiple providers; and WHEREAS, Chris Brooks, Manager of Plant Operations for Finger Lakes Technologies Group has submitted a request to occupy conduit space in the new telecommunication conduit system installed as part of the Commons rebuild project; and WHEREAS, Finger Lakes Technology Group has requested permission to place fiber optic cable and associated splice cases within the Commons telecom space as shown in the diagram attached here as Exhibit A; and WHEREAS, City staff is supportive of this use of the Commons’ telecom system space; and WHEREAS, the Superintendent does not anticipate any conflicts in the near future with public works uses or needs; and WHEREAS, the fee schedule and additional terms of the agreement will be set by Board of Public of Works in a future meeting, now therefore be it RESOLVED, The Board of Public Works will determine a fee structure and additional terms of the agreement for continued use of the telecom system space in a subsequent meeting; and be it further RESOLVED, That the Board of Public Works hereby grants Finger Lakes Technology Group permission to install fiber optic cable and associated splice cases subject to the following: 1) Finger Lakes Technology Group shall provide bonding or other sufficient security in amount that the Superintendent deems appropriate to compensate the City for damage to its property during the course of installation and in the event the City must effect removal of the equipment 2) Finger Lakes Technology Group shall submit its final installation plan for Superintendent of Public Works’ prior to installation 3) Finger Lakes Technology Group agrees to, and shall execute an agreement with the City for continued use of the telecom system space as authorized by Board of Public Works. EXHIBIT A Finger Lakes Technology Group requests conduit space in the new City of Ithaca Telecommunications conduit system for the purpose of placing fiber optic cable and associated splice cases. Attached is an April 2013 partial copy of the proposed Telcom Conduit plan, where we have taken the liberty of naming the new Man Holes for identifying the proposed route. Said plan was conceptual and may or may not reflect the final as built conduit system. Here is a man hole section-by-section description of our request for 1/3 conduit space rental. Starting point is from Verizon MH 1K in City conduit; end point is 102 N Tioga (AKA 158 E State St.) Requested Sections Estimated Distance Proposed facilities Verizon MH 1K to MH “T1” 50’ Place new fiber in existing inner duct MH “T1” to MH “T2” 132’ Place (3) inner ducts and fiber cable MH “T2” to MH “S2” 181’ Place (3) inner ducts and fiber cable Board of Public Works Page 8 September 14, 2015 Regular Meeting MH “S2” to 102 N Tioga 53’ Place (3) inner ducts and fiber cable Director of Engineering West explained the request, noting that during the design and building of the new Commons, about $250,000 was spent to upgrade the conduit throughout the Commons to accommodate future expansion of telecommunication needs. He noted that license agreements are already executed for locations throughout the City and staff anticipate additional companies requesting use of the conduit in the future. He stated that he and Asst. City Attorney Krin Flaherty were developing a standard agreement for the Commons, but because this particular request was time sensitive, the provided resolution would allow staff to work with Finger Lakes Technologies Group to install their fiber optics quickly in order to assist a new downtown business that relies heavily on internet access. He noted that the biggest difference between license agreements for conduit use on the Commons and other locations throughout the City is the requirement for a bond from the telecommunication company. Discussion followed on the floor regarding anticipated revenues from the lease of conduit, and how the conduits will be accessed by the telecom companies. The Board expressed their intent to approve the proposed resolution at their next meeting. ADJOURNMENT: On a motion, the meeting adjourned at 6:35 p.m. Kathrin D. Servoss Svante L. Myrick Executive Assistant Mayor