HomeMy WebLinkAbout02-10-14 Board of Public Works Meeting AgendaBOARD OF PUBLIC WORKS
OFFICIAL NOTICE OF REGULAR MEETING
A meeting of the Board of Public Works will be held on Monday, February 10, 2014, at 4:45
p.m. in Common Council Chambers — Third Floor, City Hall, 108 East Green Street, Ithaca,
New York.
Agenda
1. Additions or Deletions to Agenda (Items 1 -5: 15 min.
2. Mayor's Communications
3. Communications and Hearings from Persons Before the Board
4. Response to the Public
5. Reports
Special Committees of the Board
Council Liaison
Board Liaisons
Superintendent and Staff
Other Department Heads
6. Approval of Minutes
6.1 December 9, 2013 Regular Meeting Minutes
6.2 January 27, 2014 Regular Meeting Minutes
7. Administration and Communications
8. VOTING ITEMS
8.1 Buildings, Properties, Refuse and Transit
8.2 Highways, Streets and Sidewalks
8.3 Parking and Traffic
8.4 Creeks, Bridges and Parks
8.5 Water and Sewer
9. DISCUSSION ITEMS
9.1 Appeal of Snow Removal Bill for 618 South Plain Street
9.2 House at 967 East State Street
9.3 Dredging of Creeks after Ice Jam
9.4 Sidewalk Program Update
10. New Business
11. Adiournment
If you have a disability that will require special arrangements to be made in order for you to fully
participate in the meeting, please contact the City Clerk at 607- 274 -6570 at least 48 hours before the
meeting.
The Board of Public Works meets on the second, third and fourth Wednesdays of the months at 4:45 p.m. All meetings are voting
meetings, opening with a public comment period. Meeting agendas are created from prior public input, Department operating, planning
issues, and requests made to the Superintendent. The Board reserves the right to limit verbal comments to three minutes and to request
written comments on lengthy or complex issues. This information may then be used to create committee agendas, with the speaker or
author invited to attend.
Notes for BPW Agenda, February 10, 2014
9.1 Appeal of Snow Removal Bill for 618 South Plain Street
Mr. Ronald Krieg, neighbor to Robert Whitmarsh of 618 South Plain Street, has submitted an
appeal to the bill sent to Mr. Whitmarsh for snow removal that occurred on December 14,
2013, by city crews. Attached are photos of the property before and after the sidewalk was
plowed. Also attached is the Climatological Data for Ithaca for the month of December 2013.
Asst. Supt. Ray Benjamin has provided a statement for the Board's consideration.
9.2 House at 967 East State Street
Bill Gray has provided a memo explaining the need to purchase the property at 967 East State
Street. Erik Whitney has also provided a short paragraph for the Board's consideration.
9.3 Dredging of Creeks after Ice Jam
We are meeting with NYSDEC on February 6, 2014, to discuss the scope and locations of
maintenance dredging along Cascadilla Creek and Six Mile Creek, and associated permit
requirements. Supt. Mike Thorne will provide an update at the meeting.
9.4 Sidewalk Program Update
Transportation Engineer Tim Logue has provided a press release regarding the new sidewalk
program with a call for public input about possible sidewalk work in 2014. A public information
meeting will be held following the Board meeting on February 10, 2014, at 6:30 p.m. The
Board is welcome to attend this meeting.
Kathy e,ekri,v O, EMUctiVe Assisb2vut
For M��e Thorm,
superLwtewdevxt of FubUr, Wor{es
February 0, 2014
Page 2
Mike Thorne
Superintendent of Public Works
1o8 E. Green St.
Ithaca, NY 1485o
Re: Account # 00006298
Invoice # 000186o4
Dear Mr. Thorne,
January 6, 2014
RECEIVED
Dept. of Public Works
JAN 0 9 2014
Office of the Superintendent
and Engineering Division
I'm writing on behalf of my neighbor, Robert F. Whitmarsh of 618 S. Plain St., to appeal your
department's $5o charge for snow removal on December 14, 2013 (a copy of the invoice is
attached).
Mr. Whitmarsh is 95 years old and has no relatives living in Ithaca. He suffers from medical
conditions that make it impossible for him to mow his lawn or shovel snow. As his near
neighbor at 614 S. Plain, I began, about two years ago, to take responsibility for these tasks
and various errands and minor home repairs. I'd like to add that he was still mowing and
shoveling well into his 9os ... but it is now impossible.
I happen to remember some of the details of December 14:, since it was my 4o' wedding
anniversary. I recall that there were several periods of snowfall that began on the 13,
continuing into the next day. I also remember shoveling Mr. Whitmarsh's sidewalk several
times during the series of snow events.
At one point, probably on the morning of the 14, I looked outside and saw that my neighbor
at 612 S. Plain had shoveled my walk for me. I therefore delayed going out to shovel for Mr.
Whitmarsh until sometime in the early afternoon. It was then that I noticed the fire treads of
your DPW vehicle and now realize that the city had got there before I could shovel the walk.
I certainly can't be sure, but I would guess there might have been three inches of snow cover
on the Whitmarsh walks, enough I suppose to technically require some action from your crew,
but far from making the walks impassable. I see that the rule is that the walk must be cleared
"after 24 hours after the beginning of a snow event ". I had shoveled after the first approx. 2
earlier events that began on the 13', but failed to shovel after the early morning event on the
14:'. I am thus raising a question as to when the 24 hour rule truly commenced.
The bottom line is that I long ago assumed responsibility for keeping Mr. Whitmarsh's
sidewalks clear and I will pay the $50 charge for him should you deny this appeal. Therefore,
I would appreciate it you would respond to me about this matter(even if you must also
officially notify Mr. Whitmarsh), so that I can finally resolve the issue. Thank you for
considering our appeal.
Sincerely,
Ronald Krieg
614 S. Plain St.
Ithaca NY 14850
607 -273 -8328
CITY OF ITHACA
) 08 E GREEN STREET
ITHACA NY 14850
Bill to :
ROBERT F WHITMARSH
ROBERT M WHITMARSH
618 S PLAIN St
Property: ITHACA NY 14850
618 Plain St S
Invoice From: Streets & Facilities
Invoice Date:
12/27/2013
Invoice # :
00018604
Account # :
00006298
Due Date :
01/27/2014
Streets & Facilities Division
General Billing Information
(607) 274 -6580
Information specific to bill
(607) 272 -1718
Invoice Ref. SNOW REMOVAL
Entry Date Item Category Item Description Qty Price Total
12/18/2013 LABOR PUBLIC WORKS - REMOVAL OF 1.00 $50.00 550.00
SNOW
Total. 3'50.00
Additional Description: SNOW REMOVAL - DATE OF EVENT 12/14113
BILLS NOT PAID WITHIN 30 DAYS ACCRUE A LATE PAYMENT PENALTY ATTHE RATE OF TWELVE IIIACUN i 01-K ANN i
PER MONTH, WHICHEVER IS GREATER. PURSUANT TO CITY CODE. BILLS REMAININ ", UN ["All) ON `OVI `r. €;yk ?°
fHE FIRST INSTALLMENT OF 1.14E NEXT CfTY TAX BILLING. AND COLI,IiCTED AS A PAR i 111FRFCN
Return this portion with your parrnint
itMake check payable to. tNV0iaC DA(C 12/27=3
CITY OF ITHACA
CHAMBERLAIN'S OFFICE In%uice N: 0WIS iN
108 E GREEN STREET
ITHACA NY 14850
ROBERT 1" WHITMARSH
ROBERT M WHITMMARSH
612 S PLAIN St
ITHACA NY 14850
Pleas 'Paw on or b6piv
0111' 2014
Anuwnt Paid
IN ti OWI f0M
10011111 111111
0000000000000000016604000000000000040000000I0 U00000054OOt10 S
- - :E�l
Page 1 of 1
Kathrin Gehring - Re: Snow Removal Protest
From: Ray Benjamin
To: Gehring, Kathrin; Murphy, Cliff; Perry, Nancy; Sweet, Diane
Date: 1/27/2014 4:13 PM
Subject: Re: Snow Removal Protest
Attachments: 100_0229.jpg; 100_0230.jpg
Kathy,
See attached photo's.
I admire Mr. Krieg's initiative in taking responsibility for his elderly neighbor's sidewalk to the pant he willing to
pay the fine. I would favor some leniency, but not complete forgiveness. I do not see a way without setting a
precedent. The work was done. The charge is a minimum amount, The administrative cost of processing the bill
is more than the cost of the work.
Ray Benjamin
Acting Superintendent of Public Works
Streets & Facilities
245 Pier Rd
Ithaca, N.Y. 14850
(607) 272 1718
>>> Kathrin Gehring Monday, January 27, 2014 >>>
I don't remember exactly who should get these letters, so I'm send it to all of you. Please forward it to the
correct person.
I would like to put this protest on the Feb. 10th Board of Public Works agenda. Please forward photos and a
recommendation and /or backup information to me by February 4th.
Thank you,
- 7<afl�
file: //C:\Documents and Settings\kgehring\Local Settings \Temp\XPgrpwise\52E685B6coi... 1/28/2014
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CITY OF ITHACA
108 East !Green Street, Ithaca, New York 14850 -5090
OFFICE OF THE CITY ENGINEER
Telephone: 607/274 -6530 Fax: 607/274 -6587
MEMORANDUM
TO: Board of Public Works
FROM: William J. Gray, P.E., Itinerant Engineer 9yq
DATE: February 6, 2014
RE: Water Treatment Plant Construction
House at 967 East State Street
The Board is aware of staffs recommendation that the City acquire the property at 967
East State Street. The short term purpose is to simplify and improve plant operations during
demolition and construction. The long term purpose is to be able to renew and maintain
significant utilities in the alley between 967 and 969 East State Street and then relocate the main
entrance serving the plant so that it directly connects to East State Street. The decision on this
recommendation needs to be made now (the next two months) in order to finish the construction
drawings and the construction phasing plans so that the plant can be put out to bid. Two recent
public (neighborhood) meetings have been held to make sure that the immediate neighbors, and
Common Council members representing the neighbors, were aware that staff still considers this
important to the immediate and continuing success of this project.
Near term, and in preparation for the construction period, we have to plan for the safety
and operational needs of the plant personnel so that they can produce safe drinking water and do
it safely. The obvious approach would be to move them once to a nearby location that will meet
their operational, quality control (laboratory), and management needs, rather than keep them
inside the plant and move them several times while trying to shield them and the laboratory
equipment from the noise, contaminants and disruption of construction. Construction phasing
plans can be simplified (and bids improved) if staff and laboratory functions are housed outside
of the building, perhaps in a trailer. Because the site is very tight and the more of the site that we
can turn over to the contractor the better our bids will be, it is desirable to move staff completely
off the site. The property at 967 East State Street would meet this need and supply parking for
staff outside of construction traffic. This need could probably be met with a two to three year
lease of the property. The improved operations, staff safety, and reduced costs are real but
difficult to quantify.
Assuming the property is acquired, it could be sold following construction. However, we
recommend that the building eventually be dismantled (building materials recycled), foundation
demolished, alley utilities updated or realigned as needed, and the site re- graded for an entrance
from East State Street. The site can be planted, but should be a modest and simple drive that
"Aix Egn.ni Opportunity Employer with a romn+itroent to workforce divcrsifirntion."
Board of Public Works
Page 2
February 4, 2014
draws little attention and does not distract from the adjacent houses. The lots are small (967 is
approximately 1/8 acre) so a simple drive to a rear property will bring some lawn, air and sun to
an area that has little open space. This entrance will provide improved access to a low key
municipal operation that predates the neighborhood, has been in operation for a century, and
which we expect will continue operation for the next century.
We understand that this area of State Street has undergone major changes recently
and that a municipality is not generally in the business of removing private homes from its
housing stock. We believe that this proposal is important for the success of the plant operation
during construction and the long term operation of the plant following construction. We believe
that direct access to State Street will reduce the ongoing impacts of the plant operation in the
neighborhood which has grown up around it.
Finally, I would suggest that financial accountability and the presumed cost savings of
this recommendation will be found in the idea that the purchase of the property must fit inside
the existing budget. While I can professionally recommend this property purchase and new
entrance construction at an estimated $400,000 addition to the project, I do not expect it would
pass the legislative process. If the Board agrees to allow us to proceed with the purchase, it is
our understanding that it can only be included in the project at this time if the post bid budget for
plant construction can accommodate this cost.
I can't tell you what the final low bid will be for the project. I can tell you that if you
agree, we will begin negotiations to acquire the property, the purchase will be based on fair
market value and contingent on the creation of a post bid budget that includes the purchase. It
might take the form of a lease with the option to purchase at a fixed price by a certain date so we
can finish the contract documents.
WJG/kdg
cc: Mike Thorne, Superintendent of Public Works
Erik Whitney, Asst. Superintendent of Water & Sewer
Rick Gell, O'Brien & Gere
Chuck Baker, Water Treatment Plant Chief Operator
Page 1 of 2
Kathrin Gehring - Re: Water Treatment Plant Construction, House at 967 East
State Street
From: Erik Whitney
To: Gehring, Kathrin; Gray, Bill
Date: 2/6/201412:44 PM
Subject: Re: Water Treatment Plant Construction, House at 967 East State Street
CC: Baker, Chuck; Thorne, Mike
Hello Bill 'n' AII,
From earlier conversations with JoAnn Cornish, she advised not to tie any substantive changes to the site and
construction plans, or else it may have to go back through the site plan approval process. I don't think the
alternate construction location for staff parking, offices, and lab space at 967 E. State St. would trigger that
threshold. So, i would really make it clear that the "decision" would be effecting construction and phasing in that
our staff, staff parking, and lab would be safely out of harms way on the construction site. This would eliminate
the need for their office, parking, and lab space to be maintained on site and thus reflect favorably in both the
aspects of increased personnel safety and decreased project costs. The contractors costs avoided for working
around us and maintaining room for us during the construction may very well be on the order our costs in
acquiring and using the 967 East State Street property during construction ; ). A cost savings would also be
realized on the part of the Engineers and Us drafting and writing contract documents to effect the work around
of us occupying our space in the facility during construction. Bottom line for me is staff safety and than cost.
However, i am reasonably sure we will increase safety for both our staff and the contractor's while
also reducing the bottom line project costs.
erik
>>> Bill Gray 2/4/2014 12:24 PM >>>
Kathy, Would you draft this memo for my review.
Erik and Mike, Would you review and comment?
Memo to the BPW
Fm: WJG, Itinerant Engineer
Re: Water Treatment Plant Construction
House at 967 East State Street
cc: Mike Thorne, Erik Whitney, Rick Gell, Chuck Baker
The board is aware of staffs recommendation that the city acquire the property at 967 East State Street. The
short term purpose is to simplify and improve plant operations during demolition and construction. The long
term purpose is to be able to renew and maintain significant utilities in the alley between 967 and 969 East
State Street and then relocate the main entrance serving the plant so that it directly connects to East State
Street. The decision on this recommendation needs to be made now (the next two months) in order to finish the
construction drawings and the construction phasing plans so that the plant can be put out to bid. Two recent
public (neighborhood) meetings have been held too make sure that the immediate neighbors and the Common
Council members representing the neighbors were aware that staff still considers this important to the
immediate and continuing success of this project.
Near term, and in preparation for the construction period, we have to plan for the safety and operational
needs of the plant personnel so that they can produce safe drinking water and do it safely. The obvious
approach would be to move them once to a nearby location that will meet their operational , quality control
file: //CADocuments and Settings\kgehring\Local Settings \Temp\XPgrpwise \52F383B8coim... 2/6/2014
Ithaca: A great place to create, dream, live, learn, work, and play!
For additional information contact:
Tim Logue, Department of Public Works
108 E. Green Street, Ithaca, NY 14850
(607) 274 -6535
FOR IMMEDIATE RELEASE
February 5, 2014
Department of Public Works Announces Sidewalk Plannina Process for 2014 and 2015, and Calls
for Projects for Sidewalk Repair and New Construction
Ithaca, NY - Beginning January 1, 2014, most property owners within the City of Ithaca were relieved of
the responsibility of constructing or repairing the public sidewalk in front of their property. Instead, these
costs were replaced with a predictable annual sidewalk assessment fee that reflects the benefit received
by the property from the surrounding sidewalk system. Five Sidewalk Improvement Districts (SID) were
created and the assessment fees collected in a district will be dedicated to sidewalk work within that
district. Property owners remain responsible for keeping sidewalks clear of snow, ice, and debris. For
information about the new SID system, including district maps and assessment formulas, go to
www.cityofithaca.org, or contact the Superintendent of Public Works Office at (607) 274 -6530 or
koehrina a0citvofithaca.om.
The Department of Public Works, which will administer the Sidewalk Program, has announced a schedule
for preparation of a work plan and budget for 2014 and 2015 sidewalk repair and construction. The
annual work plan requires the approval of the Board of Public Works (BPW). With limited time to prepare
for 2014 construction, this year's work plan development process will be condensed compared to the
planning process for 2015 and future years.
The City has advertised a new Sidewalk Program Manager position. This person is expected to start
sometime in the spring of 2014. While he /she will not be available to develop the 2014 work plan, they will
be hired in time to conduct the SID neighborhood meetings and help develop the 2015 work plan.
Planning for 2014 Sidewalk Construction
The Department of Public Works is calling for public input on what sidewalk work should be
considered for the 2014 construction season. People who would like to submit locations for
sidewalk repair should email sidewalk citvofithaca.orq or call the Engineering Office at 274-
6530. Sidewalks in need of repair should be reported by street address (for example, 108
Sesame Street). It is unlikely that any new sidewalks will be built in locations currently lacking
sidewalks in 2014 due to the level of design work involved (except for the previously planned and
designed sidewalk on Old Elmira Road). If people have new sidewalk construction suggestions,
they can be submitted to the Engineering Office, for 2015 or future year construction. A portion of
the 2014 SID budget will be used to hire a consulting engineer to develop new sidewalk
construction projects and prepare contract documents for 2015 construction.
The Department will hold a public information meeting to present the sidewalk program on
Monday, February 10, 2014, starting at 6:30pm in Common Council Chambers, 3'd Floor City
Hall, 108 E. Green Street. This meeting will follow the regular Board of Public Works meeting.
Due to the compressed planning schedule, the Department unfortunately will not have an
opportunity to hold neighborhood meetings in each SID for the 2014 work plan. However, the
Department will hold neighborhood meetings in each SID to help prepare the 2015 work plan,
most likely in May of 2014.
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• The Department will publish a draft 2014 work plan on February 21, 2014. It will release the
work plan with a media release and information will be published on the City's website and the
Department's Facebook page. There will then be an approximately 30 day public comment
period.
• The Board of Public Works will hold a public hearing on March 17, 2014 at a special meeting.
• The Board will modify and approve the 2014 work plan at their regular meeting on March
24, 2014.
Planning for 2015 Sidewalk Construction
There is overlap between the schedule to develop the 2014 and 2015 work plans. The call for 2014 and
2015 projects and the initial public information meeting will be on the same dates, February 5th
and February 10th, respectively. After that, the planning for 2015 will be on a slower schedule.
• The Department will start to develop the 2015 work plan in late March and April. Neighborhood
meetings will then be arranged in each of the SIDs to present an initial draft work plan and to
workshop it into something that gains consensus. Based on these public workshops, the
Department will then develop a final draft work plan and budget and these will be presented to
the Board of Public Works in early June. A 30 -day public comment period will then ensue with
the intention of approving a 2015 work plan and budget by mid -July. The budgets for each
SID can then be translated into the Mayor's proposed budget in August and Common Council
will have the opportunity to review each SID work plan through their normal budget review
process that fall.
Future sidewalk constructionlrepair costs are eligible for past work credit
Property owners may still voluntarily repair sidewalks along the front of their properties, and the City
encourages them to do so. Though the new sidewalk program has many benefits, there is an
overwhelming quantity of sidewalks in need of repair that will take the City's sidewalk program time to
address. New sidewalk construction and repair work is eligible for the past work credit as outlined in the
local law. People doing sidewalk work are reminded that a Street Permit is required not only for the work,
but also to be eligible for the past work credit. Other documentation is required, too. Please note that
sidewalk installation or repairs required by Common Council, the Board of Public Works, or the Planning
and Development Board as part of the City of Ithaca Site Plan Review process are not eligible for the past
work credit.
Questions about undertaking sidewalk work or the development of the 2014 & 2015 Sidewalk
Construction Plans can be directed to the Engineering Office (607) 274 -6530.
-End-
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