HomeMy WebLinkAboutMN-BPW-2016-06-13Board of Public Works Meeting Proceedings
Regular Meeting 4:45 p.m. June 13, 2016
Present:
Mayor Myrick
Commissioners (4) Goldsmith, Greene, Darling, Warden
Others Present:
Supt. of Public Works – Thorne
Director of Engineering – Logue
Asst. Supt. S & F – Benjamin
Information Management Specialist – Myers
CC Liaison - Fleming
Director of Parking – Nagy
Excused:
Commissioner Jenkins
Asst. Supt. W & S – Whitney
CC Liaison – Fleming
Call to Order - Additions to or Deletions From the Agenda:
Director of Engineering Logue stated that item 11.A entitled “Negative Declaration of
Environmental Significance for Brindley Street Bridge Replacement Project –
Resolution” would only be discussed today; not voted on.
No Board Member Objected.
Communications and Hearings from Persons Before the Board: None
No one appeared to address the Board.
Administration and Communications:
Approval of the May 23, 2016 Board of Public Works Meeting Minutes - Resolution
By Commissioner Warden: Seconded by Commissioner Greene
RESOLVED, That the minutes of the May 23, 2016 Board of Public Works meeting be
approved as published:
Ayes (4) Myrick, Warden, Greene, Darling
Nays (0)
Abstentions (1) Goldsmith
Carried
Reports:
CC Liaison Fleming reported that at the June 1, 2016 Common Council meeting they
voted to demolish 401 Lake Street and designate it as a natural area.
Planning & Development Board Liaison Darling reported that the Planning and
Development Board was concerned about the environmental impact statement for the
Brindley Street Bridge Replacement Project – particularly Part III. Since this is a City
project, the Board wants to make sure as much information, as is required for other
developers is included in the document. They also want to make sure there is
opportunity for the public to review the document and comment.
Director of Engineering Logue reported that the Lake Street Bridge Replacement
Project is going well; the deck is now fully off. The contractor will open the trail to Ithaca
Falls on the weekends, as has been requested by the public.
In addition, there has been a little snag in the Cass Park Rink Roof Replacement
Project. The contractor delivered the wrong color roofing materials which will result in a
multi-week delay which is when the project is supposed to be completed; this will cause
problems. The bid document for the Reconstruction of North Tioga Street was sent out,
and bid are due back in two weeks.
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Asst. Supt. Benjamin reported that the drainage work on Chestnut Street has been
completed, and crews are now getting ready to repave it. Tomorrow DPW will be taking
advantage of an offer from a salesmen who will be demoing a new milling machine.
They plan to use it on Columbia Street. The demonstration will allow for the street to be
completely milled, and then the City will go in to re-pave it afterwards.
In addition, today in Collegetown a sink hole was discovered that had developed around
the island near Oak Avenue. It is a pretty serious sink hole; staff tried to camera it and
couldn’t because the camera went under water so they are thinking there is a collapse
of the pipes somewhere. Because of all the other construction occurring in this area
right now, they don’t want to dig, for obvious reasons, so they will wait and watch it.
CC Liaison Fleming questioned whether Oak Avenue was to vehicle traffic due to the
discovery today of the sink hole. Asst. Supt. Benjamin responded yes, and noted that
crews will keep filling the hole and that cars won’t have problems with it. Crews are
keeping a close watch on it.
Asst. Supt. Benjamin reported that crews are looking to put a storm sewer pipe on
Vinegar Hill within the next week or so. He stated that it would be good to get rid of the
ditch there that collects cars since it is a good place for a sidewalk. Crews plan to begin
work on Hector Street, the whole downhill lane needs to be done because there are
places where the pavement is completely missing. He further reported that the
Carousel at Stewart Park is experiencing problems; it runs for about 5 hours and then it
stops working - like it’s skipping a gear. Crews are investigating to determine what
might be done to correct the problem.
Director of Parking Nagy reported that on-street revenue for the month of May was
$55,000 ($26,000 in coin collection, 81,000 more transactions than last year which was
51,000). That results in a 40 % increase in transactions over last year, and a 60%
increase in revenue for the City. The new Pay Stations have all been installed around
the city as recommended by the sub-committee on parking. The new scratch-off cards
are in and will be available for sale on June 20, 2016; two of the three educational
videos have been completed as well.
Commissioner Goldsmith asked whether the videos could be e-mailed to the Board for
their information and review. Director of Parking Nagy stated that he would ask
Executive Assistant Servoss to do that for him.
Supt. Thorne reported on the major construction occurring in Collegetown by the City of
Ithaca (Water and Sewer Division and Streets and Facilities Division), NYSEG,
communication utility companies, as well as developers with new construction. The
intersection of College Avenue and Dryden Road was closed to the public on Monday,
June 13th. There are ten projects occurring simultaneously in that one block of College
Avenue. This morning, 50% of the DPW was onsite. The north, south, and west sides
have chain link fences with barricades installed around them. He noted that even with
all the chaos with the multiple projects occurring, that things are running surprisingly
smoothly.
Commissioner Warden arrived at 5:03 p.m.
Supt. Thorne reported that supplies are being moved onto the College Avenue, a crane
was set up to lift them into buildings, and there seemed to be orderly chaos this
morning. The City will have to wait to do anything about the sink hole that was
discovered this morning and monitor it very closely. As it happens to be in a location
that is key to the detour that is in place while all the work is being done at the
intersection of College Avenue and Dryden Road and would have a significant impact
on the public if the City had to close the street because of it.
Commissioner Greene arrived at 5:05 p.m.
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CC Liaison Fleming asked whether or not pedestrians can get through the College
Avenue/Dryden Road intersection while it is closed right now. Supt. Thorne responded
yes, and that it seems to be flowing very smoothly. He also noted that Time Warner is
also doing work in the 100 block of Dryden Road on the south side to install fiber optics.
Mayor Myrick noted that it is pretty amazing that all this work, which has really been
needed and which consists of three decades worth of work, is occurring at once and
that things seem to be running so smoothly. This was a good time for the work to be
done while students are away. Although, Collegetown merchants may be experiencing
hard times while the work is done and vehicular traffic is being detoured around the
area.
Commissioner Greene reported that the first phase of the Belle Sherman Nature Trail
was completed last week, and look greats. He stated that City Forester, Jeanne Grace,
provided wood chips, which was really helpful. He hopes that the next phases of the
trail will progress as well and thought that everyone involved with this first phase did a
great job.
Buildings, Properties, Refuse & Transit:
A. Request for Permanent Easement for 400-404 Stewart Avenue Proposed
Encroachment - Resolution
By Commissioner Darling: Seconded by Commissioner Warden
WHEREAS, Jason Demarest, as representative for the owner of 400-404 Stewart
Avenue in the City of Ithaca (Tax Map Parcel No. 63-1-6, MSW Management, LLC
owner of record), has requested a permanent easement from the City into the adjacent
Stewart Avenue and Osmun Place rights-of-way; and
WHEREAS, the encroachment consists of the following:
An encroachment for installation of footers and awnings extending into City-
owned subsurface and airspace from the building located on 400-404 Stewart
Avenue no more than two feet as follows: to the south and running parallel to the
building face and Osmun Place for 51 feet and to the east running parallel to the
building face and Stewart Avenue for 64.50 feet, and as depicted in the drawing
attached and included by reference as Exhibit A; and
WHEREAS, it appears that the proposed encroachment into City property will not
interfere with the right-of-way as currently constituted; and
WHEREAS, the Superintendent does not anticipate any conflicts in the near future with
public works uses or needs; and
WHEREAS, the recommended fee for this permanent easement is $18,666.77, based
on the Pomeroy appraisal value of $833.47 for one year of use at the current appraisal
rate in Collegetown of $2.87 per square foot, calculated out for a thirty year depreciation
period and 2% rate of inflation; now, therefore be it
RESOLVED, That the Board recommends that Common Council authorize the Mayor to
sign the necessary paperwork to grant the easement described above.
Discussion followed on the floor regarding whether or not the interest rate being
charged by the City is appropriate.
Director of Engineering Logue stated that the City is fine with the request and that it will
have no impact on the needs of the City.
A Vote on the Resolution Resulted as Follows:
Carried Unanimously
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Recommendation to Establish a Capital Project for Carbon Monoxide Detection
within City Facilities - Resolution
By Commissioner Goldsmith: Seconded by Commissioner Darling
WHEREAS, New York State has adopted a rule (Section 1228.4 of Title 19 NYCRR)
requiring carbon monoxide detection in commercial buildings in 2016, which, according
to the building and fire codes, includes municipal buildings; and
WHEREAS, many City-owned facilities have carbon monoxide sources and thus will
need to be brought into compliance with this regulation; and
WHEREAS, staff has estimated that the total project cost will be approximately $50,000;
and
WHEREAS, this expense was not budgeted for in 2016; now, therefore be it
RESOLVED, That the Board of Public Works recommends to Common Council to
establish a project budget (either a capital project or a transfer from contingency
accounts) in the amount of $50,000 to address the NYS carbon monoxide regulation.
Carried Unanimously
Highways, Streets & Sidewalks:
A. Recommendation to Replace Pole and Flashing Beacons on Cornell Street -
Resolution
By Commissioner Warden: Seconded by Commissioner Darling
WHEREAS, a concrete pole and flashing beacons in the vicinity of Belle Sherman
Elementary school has failed; and
WHEREAS, staff has reviewed the location and recommends the pole, and its
equivalent on the other side of Cornell Street, be replaced, along with the flashing
beacons mounted on the poles by City crews; now, therefore be it
RESOLVED, That the City of Ithaca Board of Public Works hereby recommends to
Common Council that this project be funded in the amount of $14,000 from their
unrestricted contingency budget to have this work accomplished.
Carried Unanimously
DPW - Request to Establish Capital Project for Americans with Disabilities Act
(ADA) Ramps and Pedestrian Enhancements in Various Locations Around the
City - Resolution
By Commissioner Darling: Seconded by Commissioner Warden
WHEREAS, Section 14-k of the Transportation law establishes the Multi-Modal (MM)
Programs 1, 2, 3 and 4 that may fund eligible project costs for capital projects approved
by the Commissioner of Transportation; and
WHEREAS, in February 9, 2015, the Board of Public Works discussed possible projects
to submit for NYS MM funding and selected a project to improve sidewalk curb ramps to
meet requirements of the Americans with Disabilities Act and to enhance pedestrian
street crossings at various locations around the City; and
WHEREAS, the City of Ithaca has been nominated to receive $250,000 from the New
York State Multi-Modal Program for ADA ramps and pedestrian enhancements such as
curb bulb-outs; and
WHEREAS, Common Council wants to progress this reimbursement project; now,
therefore be it
RESOLVED, That Common Council hereby establishes Capital Project #____
Pedestrian Enhancements, Bulbouts and ADA Ramps, in the amount not to exceed
$250,000 for the purposes of designing and constructing such improvements; and, be it
further
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RESOLVED, That funding for said Capital Project shall be derived from the issuance of
Serial Bonds with the understanding that all eligible expenses will be reimbursed by the
MM Program; and, be it further
RESOLVED, That the Mayor of the City of Ithaca is hereby authorized to enter into any
and all agreement(s) with the State of New York related to this project, upon review by
the City Attorney; and, be it further
RESOLVED, That this project be undertaken with the understanding that the final cost
of the Project to the City of Ithaca will be roughly 0% of said portion, currently estimated
at $0 of the $250,000 authorized for this portion of the project, in monies and in-kind
services as managed by the Superintendent of Public Works and monitored by the City
Controller.
Carried Unanimously
Creeks, Bridges & Parks:
A. Negative Declaration of Environmental Significance for Brindley Street
Bridge Replacement Project – Resolution – Discussion Only
WHEREAS, State law and regulations and Section 176.6 of the City Code of the City of
Ithaca require that a lead agency be established for conducting environmental review of
certain proposed actions, in accordance with applicable law; and
WHEREAS, State regulations and the City Code specify that the lead agency shall be
that agency which has primary responsibility for undertaking, approving or funding the
action; and
WHEREAS, the existing Brindley Street Bridge is a single span, single lane multiple
steel girder bridge carrying Brindley Street over the Cayuga Inlet; and
WHEREAS, Brindley Street Bridge Replacement Project (“the Project”) involves the
replacement of the Brindley Street Bridge with a two lane structure with additional
accommodations for bicyclists and pedestrians including necessary approach and
intersection improvement; and
WHEREAS, the preferred design alternative will involve the relocation of Brindley Street
by connecting Taber Street with the West State-Martin Luther King, Jr.
Street/Taughnnock Boulevard intersections together with the necessary intersection
improvements; and
WHEREAS, on April 11, 2016, the Board of Public Works declared to act as a lead
agency for the environmental review of the proposed project; and
WHEREAS, appropriate environmental review has been conducted including the
preparation of a Full Environmental Assessment Form (FEAF) Part I, II and III; and
WHEREAS, the Board of Public Works of the City of Ithaca, acting as Lead Agency, has
reviewed the FEAF Part I, II, and III; now, therefore be it
RESOLVED, That Board of Public Works, as lead agency in this matter, hereby
determines that the Project will not have a significant effect on the environment, and
that further environmental review is unnecessary; and, be it further
RESOLVED, That this resolution constitutes notice of this negative declaration and
requests that staff provide notice of the same to all involved and interested agencies.
Director of Engineering Logue distributed the updated Final Environmental Assessment
Form (FEAF) for the Board’s review and information. He stated that this item would be
on the Board’s next agenda for the public’s information and review, and then it will be
placed on the agenda for the next meeting at which the Board should vote on it.
Initial comments from the Planning and Development Board concerning Part III are that
they feel additional comments are needed regarding the impacts of the project and that
additional feedback is needed. He explained that all of that information can be found in
the draft Design Report so it is able to be cut and pasted into the FEAF if needed; or,
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they could put a link to the draft report on the city’s website and then refer to it in the
FEAF since the design report provides more detailed information. The question to be
answered is “Does the project have an impact on the environment, is the information
they have now enough or does the Board have questions?” The requirements for
completion of the FEAF is that the City needs to take a good hard look at the project to
see what, if any, impacts there may be on the water, wildlife, character, etc. So far, the
City’s recommendation is that it will not have a significant environmental impact and
whatever is done can be mitigated.
Discussion followed on the floor regarding what, if any, negative consequences to traffic
that the project may have. Director of Engineering Logue stated that the project will
involve traffic being removed from a bad intersection to a signalized intersection which
will be better and but not necessarily have significant impacts.
Commissioner Darling noted that the Planning and Development Board is concerned
about the reference to the Six Point Traffic Plan because they only want to have to read
one document not all of them. They just want the environmental impact statement to
show that considerable thought has been put into the document. It looks good to him
now, but some of the board members want more information.
Mayor Myrick suggested that the FEAF be read individually by Board members instead
of during today’s meeting. It will be on the agenda for the Board’s next meeting so that it
is available for the public as well as further discussion by the Board, and then it will be
on the agenda for the first meeting in July.
Director of Engineering Logue stated that if any Board member did have questions
before next the meeting to e-mail them to all Board Members and staff so everyone can
have the same information.
Commissioner Warden asked whether the City anticipates more traffic in the area as a
result of the project; he knows that it will shift but does that necessarily mean an
increase as well?
Director of Engineering Logue responded that traffic would be shifted, and he is not sure
the demand will increase as a result. In this case, the bridge does not add capacity
because it’s just a new bridge. The public still has other ways to get to Wegmans’ and
Cherry Street so the relocation of the bridge is not really going to impact the length of
trips for anyone. It won’t have an impact in the nearby neighborhood either.
Commissioner Darling stated that the biggest difference with the re-alignment of the
intersection is the entrance on West State/Martin Luther King, Jr. Street by Pete’s
because traffic will have to use a different intersection now that is signaled, which is not
what they’re used to.
Director of Engineering Logue explained that construction of the project will begin in
2017 so there is no pressure to vote on this resolution right now; or next month, so if it’s
not voted on until August its fine. However, staff would like to keep things moving so
they can move onto the Site Plan Review part of the project.
Recommendation to Authorize a Donor’s Wall Inside Cass Park Rink - Resolution
By Commissioner Greene: Seconded by Commissioner Warden
WHEREAS, the City is currently proceeding with Phase II, Year 1 of 2 of the Cass Park
Ice Rink Renovations project; and
WHEREAS, Phase II, Year 2 of the project contemplates enclosure of the Cass Park
Arena and improvements for the conditioned air system, ventilation, and spectator and
skater areas; however, at this time, the City has not appropriated funding for Year 2
project goals; and
WHEREAS, in support of the Phase II, Year 2 plans, Friends of the Ithaca Youth Bureau
has offered to fundraise and donate towards this project; and
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WHEREAS, Friends of Ithaca Youth Bureau has recommended that the Youth Bureau
create wall space no larger than 8 feet by 12 feet within the renovated Cass Park Ice
Rink to display the names of donors for a term of twenty years, and the Youth Bureau is
supportive of the proposal; and
WHEREAS, General City Law §20(3) empowers the City to accept gift, grants, or
donations upon terms and conditions between the donor and City; now, therefore be it
RESOLVED, That the Board of Public Works supports and recommends that the
Common Council authorize the City’s placement of a donor’s wall no larger than 8 feet
by 12 feet within the renovated Cass Park Ice Rink to display the names of donors for a
term of twenty years.
Carried Unanimously
Discussion Items:
A. Update from Friends of Stewart Park:
Rick Manning joined the Board for discussion of this item, and provided the following
information:
Large Pavilion (North Elevation): -The windows have all been restored, the walls have
been painted and it looks really nice; more like it used to - so that’s great. This work
was funded by a Tompkins County Tourism Grant, and there is a little bit of that money
left (about $18,000.00) to do more work in the Fall.
Mr. Manning reported that the contractor for the pavilion window project reported to he
and City Forester, Jeanne Grace a concern regarding the use of the pavilion by
fraternities and sororities from Cornell University. The fee to rent the pavilion is
minimal, and the fraternities and sororities are not allowed to reserve spaces on campus
for parties. The concern raised is that the students are bringing in alcohol, stapling
posters and notices on the walls (which is not allowed), they vomit all over, and do
nothing to clean up and return the pavilion to the condition it was in prior to their use.
The suggestion has been made that the City of Ithaca consider implementing the rule of
collecting a security deposit from everyone reserving the pavilion. That way, the City
would have the money, if necessary, to pay for the costs to clean the pavilion after use.
Otherwise, the security deposit would be returned upon successful completion of
inspection of the pavilion by city staff. Youth Bureau Director, Liz Vance, has been
contacted and discussions have taken place concerning new rules and fees for the
reservation and use of the pavilions in Stewart Park.
Mr. Manning further reported on another item he would like to ask the Board of Public
Works, on behalf of Friends of Stewart Park, and is not on today’s agenda. Would the
Board or the City consider waiving the pavilion rental fee for a networking meeting they
are hosting at noon one day this week. It is a Tompkins County Chamber of Commerce
hosted event to highlight the restoration work being done at the park.
Mr. Manning reported that the Carousel renovation and installation of the new fence
surrounding it has been completed. It looks really nice; they are now working on
installing an accessibility ramp and an accessible chariot seat for those that might need
it. In addition, there will be a meeting in August between the City and Friends of
Stewart Park to discuss a new memorandum of understanding which they are looking
forward to.
Mr. Manning stated that concerns have been raised regarding dogs at Stewart Park.
Currently, dogs are not allowed in the park; however, with the construction of the
Cayuga Waterfront Trail more and more pedestrians are bringing their dogs along with
them as they walk the trail. Since the trail now goes through Stewart Park, they would
like to request that the rules for the Park be changed so that dogs would be allowed.
One issue that they would encourage the Board/City to think about is the maintenance
of dog waste stations in the future. The Cayuga Waterfront Trail Initiative can raise the
money or Friends of Stewart Park could that would be used to install two (2) dog waste
stations, but then the City would have to maintain them and take care of the bags of
waste. As a point of information, in other areas of the Cayuga Waterfront Trail people
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are using the dog waste stations but then leaving the plastic bags behind with the dog
waste in it. He is not sure how the Board wants to handle this, as it will be Common
Council’s responsibility to update the language in the city code. He referred the Board to
City Planner Megan Wilson’s memorandum regarding the Parks Commission’s
response to the request; it summarizes the need very well. The memorandum states:
“At its May 26, 2016, meeting, the Parks Commission discussed the current
prohibition of dogs in Stewart Park. Per City code, dogs are only allowed in Stewart
Park by special permit issued by the Superintendent of Public Works (except for service
animals). Stewart Park is the only City Park where dogs are prohibited, and this
prohibition is often not adhered to and rarely enforced. The completion of the Cayuga
Waterfront Trail has brought an increase in the number of dogs as more people utilize
the trail through the Park with their pets. The Parks Commission has not received any
complaints about dogs in the park and believes lifting the prohibition would be
appreciated by many in the community.
While a quorum was not present, all Parks Commissioners in attendance voted
unanimously to recommend that the existing legislation (Chapter 336, Stewart Park, of
the City Municipal Code) be changed to allow on-leash dogs in all City parks. Dog care
stations should be provided to address concerns about waste, and the Cayuga
Waterfront Trail Initiative has offered to provide the stations.”
Mayor Myrick expressed his support for allowing dogs in Stewart Park. He requested
that staff prepare a resolution for the Board to discuss at their next meeting, and then
vote on the resolution at the following meeting.
Discussion followed on the floor regarding the installation of the dog waste stations and
future maintenance of them.
Asst. Supt. Benjamin explained that right now staff from the Youth Bureau take care of
dog waste stations on the trail. Where there are no stations, there have been problems
with people throwing the waste bags into the storm sewers, which causes problems.
CC Liaison Fleming stated that if the City does allow dogs at Stewart Park that it must
be clear in the rules that they are to be on a leash that is no longer than six (6) fee. She
is not sure why the City has to provide the dog waste bags and to take care of their
disposal.
Commissioner Greene wondered whether it would make sense, similar to what is at
Cass Park, to have a designated dog run to allow for an off-leash area at Stewart Park.
Or, do we make sure the public is aware that there is an off-leash dog area at Treman
State Park which is right next to Cass Park? If you have a place for dogs to be off-leash,
and it doesn’t have to be huge, for dogs to run then enforcement in some ways is easier
because it offers an alternative to dog owners. Perhaps City Forester Grace could take
a look for a possible location - it may not be the right idea right now, but it might be
worth studying for future consideration.
Commissioner Darling responded that all these ideas have costs with them. He is
particularly interested in updating the application for use of the pavilions at Stewart Park
to show whether or not the event will include the serving of alcohol or not. The pavilion
reservation application for New York State Parks has that question on it so they are
aware; it doesn’t affect the approval of the application, it’s just a way for them to be
aware so they can make sure to have staff check during the event to see how things are
going. That might be a good idea for the city to consider. He noted that the Ithaca
Police Department is probably interested in whether events in the pavilions at Stewart
Park include the serving of alcohol. He is also interested in charging a security deposit
for any damage that might occur as a result of the event. Is there a system to check the
condition of the pavilion before and after each use? Should the City also consider taking
care of the trash from the event for a fee?
Commissioner Warden asked who, in the City, is responsible for collecting the fees and
use of the pavilions.
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Asst. Supt. Benjamin responded that the Board sets the rates, and the City of Ithaca
Youth Bureau provides the administration over the use of the pavilions.
Commissioner Warden explained that he has an issue with students from Cornell using
the pavilion. He stated that Cornell University does not allow them to use their facilities
and sends them to the City to use the pavilions at Stewart Park instead. He thinks the
city’s response to any damages as a result of the students’ use of the pavilion should be
severe; for example a huge fee for the use of the pavilion and the collection of a security
deposit for any damage that results from their use of the pavilion. Why should the City
have to suffer the financial burden as a result of the students’ use of the pavilions –
especially since they ignore the rules about decorations? He would also like to see a
requirement for liability insurance especially when alcohol is being served.
CC Liaison Fleming wondered how these proposed changes might affect the use of the
pavilions for weddings, PTA events, etc. Mayor Myrick stated charging a security
deposit makes sense when pavilion are reserved.
Commissioner Darling stated that the use fee doesn’t necessarily have to be huge. At
State Parks, officers will visit during events to see how things are going. He feels that
the City should bear some responsibility, especially with the serving of alcohol. Perhaps
the serving of alcohol in the pavilions should be by permit only and then certain rules
will need to be followed.
The Board agreed that further discussion on this topic is needed and so they should
continue the discussion at a future meeting, especially as the City is working to develop
the 2017 budget. Mayor Myrick agreed that the more the Cornell University’s parties
can be regulated the better.
Commissioner Warden, who is the Board’s liaison to the Youth Bureau Advisory Board,
and Youth Bureau Director Liz Vance will continue this discussion with the Youth
Bureau Advisory Board and staff and then bring the item back to a future meeting of the
Board of Public Works.
In the meantime, the Board expressed its support for waiving the use fee of the pavilion
for the Friends of Stewart Park’s networking meeting this week.
Director of Engineering Logue left the meeting at 5:51 p.m.
Dismissal of Fees Related to a Motor Vehicle Accident in 2009:
Resolution to Dismiss Fees Related to Motor Vehicle Accident in 2009:
WHEREAS, a bill from an accident that occurred in 2009 was never paid by the car
rental company; and
WHEREAS, the rental car company states that they have no record of the vehicle
involved; and
WHEREAS, the age of the bill is almost 7 years old, and will require significant staff time
to research the accident and work with the car rental company; now, therefore be it
RESOLVED, That the Board of Public Works hereby dismisses the bill (invoice
#00011262 dated 12/21/2009 in the amount of $2,827.13 plus $2,233.45 in penalties)
because the cost of staff time to research and follow up will likely be greater than the
amount of the bill.
Asst. Supt. Benjamin explained that the car rental company wanted to write off the
accident as a loss and have the City waive its fee. The car rental company never paid
the bill for this accident, the City doesn’t bill private insurance it bills the owner who can
then submit the bill to their insurance for reimbursement.
Supt. Thorne stated that the Board needs to consider that this is a bill from 2009. No
one has any records on it. It does not make sense for time to be spent on it since its
seven years old. He would like to remove it from the books and be done with it.
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Commissioner Warden asked what the City could do in the future to avoid a similar
incident like this one.
Asst. Supt. Benjamin responded that the City now bills the owner directly, this
information is written on the police report. This accident took place prior to the
implementation of that policy.
Supt. Thorne stated that the City also needs a mechanism by which to remind itself of
bills such as this that are left unpaid and need to be collected. Right now, there isn’t a
method in place to do that.
Commissioner Goldsmith wondered if the reminder could be included with water and tax
bills because liens can be put on those that don’t pay.
Commissioner Darling stated that the City needs to create an internal system for dealing
with bills that go unpaid after three notices. After three unanswered notices, the City
Attorney should be involved and perhaps send a letter requesting payment be made.
Sometimes a letter from an attorney can make a big difference in whether or not people
respond to unsettled matters.
Mayor Myrick stated that he has asked Supt. Thorne to work with the City Attorney and
City Controller to see if there is a better and more efficient system for these types of
bills.
Board Members expressed their support for not pursuing the fee. The resolution will be
on the agenda for a vote at the Board’s next meeting.
Adjournment:
On a motion the meeting adjourned at 6:01 p.m.
_________________________________ _______________________________
Sarah L. Myers, Svante L. Myrick,
Information Management Specialist Mayor