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HomeMy WebLinkAbout10-24-16 Board of Public Works Meeting AgendaBPW MDATE: October 24, 2016 TIME: 4:45 pm LOCATION: 3rd Floor, Board of Public Works City Hall, Council Chambers 108 E. Green St.. Ithaca AGENDA Time Topic Voting? Presenter(s) Allowed 1. Call to Order/Agenda Review No Mayor Myrick 5 min. 2. Mayor's Communications 3. Communications and Hearings from Persons Before the Board 4. Response to the Public 5. Administration & Communications A. Approval of Minutes 1. September 26, 2016 2. October 3, 2016 6. New Project Presentation 7. Reports A. Special Committees of the Board B. Council Liaison C. Board Liaisons D. Superintendent and Staff 6. Buildings, Properties, Refuse & Transit 9. Highways, Streets & Sidewalks No Mayor Myrick No Public 5-15 min. No Commissioners Yes Mayor Myrick 5 min. No Various 15 min. A. Proposed Resolution to Select a Preferred Yes Dir. of Eng. Logue 5 min. Alternative for the Spencer Road Sidewalk and Traffic Study The enclosed resolution is provided per the Board's discussion on October 3, 2016. B. Award of Contract for Pedestrian Signal Upgrade Project — Resolution Four bids were received on September 27, 2016. recommendation for the award of the contract. 10. Parking & Traffic Yes Dir. of Eng. Logue 10 min. Staff has reviewed the bids and makes a A. Support for Pilot Food Scraps Drop Off Spot at Yes Supt. Thorne 5 min. Cass Park — Resolution A resolution is provided in support of this program within Cass Park, and recommending that Common Council approve the use of parkland. 11. Creeks, Bridges & Parks 12. Water & Sewer 13. Discussion Items A. Belle Sherman/Bryant Park Traffic Safety Working No Community Members 20 min. Group Update Ann Sullivan submitted a cover letter a report from community members regarding traffic safety in their neighborhood. I opic votin uest for Exclusive Use of Stewart Park for No New York State Special Olympic Fall Games in 2017 and 2018 Time Allowed b 20 min. Karli Buddy has submitted a request to hold the Special Olympic Games in Stewart Park in October 2017 and 2018. An e-mail chain is included for the Board's review. This is a time sensitive request as bids for locations are due to the Special Olympics by November 9, 2016. 14. New Business No 15. Adjournment Yes 9A. Proposed Resolution to Select a Preferred Alternative for the Spencer Road Sidewalk and Traffic Study WHEREAS, Common Council created Capital Project 797, Spencer Road Sidewalk and Traffic Study and directed the Engineering Division to investigate options to build sidewalk along the 400 block of Spencer Road and the 800 block of South Meadow Street Extension, as well as investigate options to redesign associated intersections to manage traffic in the neighborhood, and WHEREAS, alternative preliminary designs for the 400 block of Spencer Road and the 800 block of South Meadow Street Extension, including the intersection of Spencer Road and Stone Quant' Road, have been prepared by LaBella Associates as part of the Spencer Road Sidewalk and Traffic Study, and WHEREAS, staff has held multiple neighborhood meetings and received input from residents, City Departments (e.g., Planning, Police, and Fire) and interested agencies, (e.g., the Ithaca Urban Renewal Agency, Ithaca Neighborhood Housing, and the Town of Ithaca), and WHEREAS, considering input from the public, other City departments, and other stakeholders, Engineering staff recommends selection of Alternative 3 (the dead end option) to further develop into final design, now therefore be it RESOLVED, That the Board of Public Works directs staff to further develop plans for the study area in line with Alternative 3, including the concept of creating a dead-end of Spencer Road, just west of the intersection with Stone Quarry Road, which means that all traffic using Stone Quarry Road will align with the 300 block of Spencer Road and the roundabout at Old Elmira Road and Albany Street. Page 2 91B. Award of Bid for Pedestrian Sional Upgrade Project — Resolution WHEREAS, four bids were received on September 27, 2016 for the Pedestrian Signal Upgrade Project, CP 801, PIN 375590, and WHEREAS, staff has reviewed the four bids received and made a recommendation for award, and WHEREAS, the New York State Department of Transportation has authorized the City of Ithaca to award contract for this project, now therefore be it RESOLVED, That the City of Ithaca Board of Public Works hereby awards the contract for the Pedestrian Signal Upgrade Project, CP 801, PIN 375590, to Power Line Constructors. Inc., 24 Robinson Rd., P.O. Box 385, Clinton, NY for their low bid meeting specifications of $42,565.12 and be it further RESOLVED, That the Superintendent of Public Works be and is hereby authorized to execute this contract and to administer the same. Page 3 CITY OF ITHACA 108 East Green Street, Suite 202 Ithaca, New York 14850-5690 OFFICE OF THE CIIY ENC41NEER Telephone: 607/274-6530 Fax: 607/274-6587 To: Board of Public Works From: Kent Johnson -J- Date: October 7, 2016 Re: Award of Contract for Pedestrian Signal Upgrade Project On Tuesday, September 27, 2016, four bids were opened for the Pedestrian Signal Upgrade project, Capital Project #801, PIN 375590. This project includes the replacement of pedestrian signal heads at thirteen (13) signalized intersections in the City of Ithaca, New York. The new pedestrian signals will include countdown timers. The project will also replace pedestrian signal push buttons at one (1) signalized intersection. The new pedestrian push buttons will be accessible units with audible and tactile feedback. Four bids were received and have been analyzed by the project's consulting engineer, Popli Design Group. Power Line Constructors, Inc. (Power Line) submitted the low bid of $43,430.00. A slight mathematical error was found; the corrected bid price is $42,565.12. A copy of the bid analysis is included below. Staff recommends, and NYSDOT concurs with, award of contract to Power Line. Construction is likely to start in mid-November. Please find a resolution attached for award of contract. `An Equal Opportunity Employer with a commitment to workforce diversification." C) 555 Penbrooke Drive • Penfield, NY 14526 FLIPLF DESIGN GROUP main: 585.388.2060 • fax: 585.388.2070 www.popligroup.com October 3, 2016 City of Ithaca Office of the City Engineer 108 E. Green Street, Room 203 Ithaca, New York 14850 Attn: Kent Johnson, Junior Transportation Engineer Re: Bid Analysis — Pedestrian Signal Upgrade Project, P.I.N. 3755.90 Dear Kent, via email We have completed our analysis of the bid results for the above referenced project as per Section 14.3.2 of the Procedures for Locally Administered Federal Aid Projects (PLAFAP). The contract advertising was reviewed and all advertisement requirements were satisfied. A copy of the advertisements is attached. The bids were opened and read aloud in a public forum on September 27, 2016 at 2:00 PM as advertised. No addenda were issued for the project. Considering the number of bidders on the contract, we believe adequate competition has been secured. A summary of the bids received from the four contractors is below: City of Ithaca Pedestrian Signal Upgrade Proiect PIN 3755.90 / D034643 Engineer's Estimate $85,910.00 Contractor Total Bid Power Line Constructors, Inc. $43,430.00 Binghamton Road Electric, LLC $47,800.00 Power & Construction Group, Inc. $65,005.00 Syracuse Signal Systems, Inc. $69,596.80 The mathematical certification found one mathematical error in Power Line Constructors, Inc's bid. The maximum allowable bid price for Item 699.040001 (Mobilization) is four percent (4%) of the contract bid price excluding the bid price for mobilization. Power Line Constructors, Inc's bid price of $2502.00 for that item is 6.1% of the contract bid price excluding the bid price for mobilization. Their maximum allowable bid price for Item 699.040001 is $1637.12. Their adjusted total contract bid price is therefore $42,565.12. Correcting this error does not change the overall outcome of the bidding. 1=0 PGPLI DE91pN GROUP The low bidder was Power Line Constructors, Inc. (Power Line). Power Line's adjusted bid was 50% lower than the engineer's estimate. Based on experience and information provided, Power Line is qualified and able to perform the work required for this project. Power Line's bid compared to the engineer's estimate and contractor's average is provided in the attached documentation. The following items were reviewed for the purpose of determining whether the low bid is reasonable. • Items for which the low bidder's price was either higher or lower than the engineer's estimate by 25% or more, and for which the cost difference was greater than $5000, were evaluated to determine the reason for the difference. Three (3) items fit into this category, and the low bidder's price was deemed reasonable for all three. An explanation for each of these is provided in the attached documentation. • Adequate competition has been secured (4 bidders). • The low bid is not front -loaded because the prices bid for lump sum items and items used early in the contract are consistent with or lower than the prices bid by the other bidders. Bidder responsibility for Power Line Constructors was determined by checking several government databases as described in Section 14.3 of the PLAFAP. Power Line Constructors is not listed on the General Services Administration's Excluded Parties List System or the Department of Labor's monthly list of debarred firms. The Department of State's Corporation Database lists Power Line Constructors as an active corporation in New York State. An Establishment Search on the OSHA website found no open cases for Power Line Constructors. Our search of these databases found no additional information that would affect the recommendation of award. Based upon the results from the bid analysis and evaluation, we believe Power Line Constructors Inc., the low bidder, is capable of performing the work required and has submitted a sound bid. We recommend award of this project to Power Line Constructors Inc. A summary of the engineer's estimate and the contractor's bids is attached. Please feel free to contact me if you have any questions about the bid analysis or award recommendation. Sincerely, Steve Ketch, P.E. cc: Richard Sawczak. 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Support for Pilot Food Scraps Drop Spot at Cass Park —Resolution WHEREAS, Tompkins County Solid Waste has requested that a mobile residential food scrap drop off location be established in Cass Park to serve West Hill residents, to begin in January 2017 and be re-evaluated in a year; and WHEREAS, several residential food scrap drop off locations are currently in existence throughout Tompkins County, including the City of Ithaca, and have been very successful; and WHEREAS, the mobile residential food scrap drop off will only be on site and operated one day each week for a three hour period and will then vacate the premises; and WHEREAS, Tompkins County Solid Waste has been working closely with Executive Director Jim D'Alterio at Cass Park to determine a suitable location for this drop off site, now therefore be it RESOLVED, That the Board of Public Works supports the establishment of a mobile residential food scrap drop off location within Cass Park in a location determined by Cass Park staff, and recommends that Common Council approve this request for use of parkland. Page 4 To: City of Ithaca Board of Public Works From: Belle Sherman/Bryant Park Traffic Safety Working Group Date: October 11, 2016 In July 2016, twelve residents of the neighborhood attended a Board of Public Works meeting asking for help in calming neighborhood traffic. The BPW members asked those attending to submit a summary of the problems in written form. This is the response that has been put together by a volunteer working group of Belle Sherman and Bryant Park residents. Respectfully submitted, Adrienne Clay 105 Cobb Street Naama Menda 203 Pearl Street Theresa Lycsko 316 Ithaca Road Kris Hodges 215 Cornell Street Nancy Ramage 964 East State Street Stephanie Martin 806 Mitchell Traci Nathans Kelly 105 Cornell Street Ann Sullivan 109 Irving Place Jim Hedlund 110 Homestead Road Judith Koch 313 Ithaca Road Marybeth Tarzian 603 Mitchell Street Adam Jacobstein 114 Clover Lane Date: October 11, 2016 Report on Traffic, Speeding, and Safety Issues in the Belle Sherman and Bryant Park Neighborhood With a Request for Action from the City Introduction The Bryant Park and Belle Sherman district comprises a neighborhood of walkers who prize easy pedestrian access to downtown Ithaca, Cornell University and East Hill. As planned originally by the neighborhood's designers, large numbers of residents walk to work, while neighborhood children walk to Belle Sherman, both to go to school and to make use of the large playground located there. Walkabilityis one of the neighborhood's greatest advantages and an important reason many residents live here. We would like to keep it that way. In 2006, citizens in the Belle Sherman neighborhood brought to the city's attention the fact that speeding and other moving violations were adversely affecting pedestrian safety. The following year, the city went so far as to conduct a traffic survey (copies are available for review) and performed a walkabout with citizens for an on-site review of issues. Now, ten years later, we believe that proper remediation of the problems has still not been adequately addressed in spite of improvements such as the sidewalk on the south end of Cornell Street and the recently repainted lines of some of the crosswalks. Indeed, in recent years, we believe our streets are even less safe for pedestrians. In our neighborhood, there are two state routes that lead into the center of town: Routes 366 (Ithaca Road) and 79 (East State Street/MLK Street). The following types of vehicles travel each day on these streets: construction vehicles, including cement trucks; trucks hauling debris and construction materials; TCAT and touring buses; tractor trailers and trailer beds; delivery vehicles used by local businesses and contractors, as well as passenger cars, motorcycles, and bicycles. Ithaca Road Large vehicles driving uphill consistently drive in the bike lane, both because of their size and to negotiate turns more easily. On the downhill side, it is questionable whether large trucks, in particular, could brake effectively in an emergency situation. Drivers regularly fail to observe posted speed limits, and to yield to pedestrians crossing at crosswalks. A recent story in the Ithaca Voice highlighted the problem. (http://ithacavoice.com/2016/09/belleshermantraffic/) It is worth noting that the truck that crashed into Simeon's two years ago began its descent on Ithaca Road. Four years ago, on -street parking on Ithaca Road was eliminated and a bike lane installed. The bike lane paradoxically appears to have made Ithaca Road less safe, as the widened road seems to have encouraged speeding. This situation is particularly dangerous above the Mitchell Street intersection. The curve at this juncture, making close to a 90 degree turn, encourages traffic to move into the oncoming traffic lane, while vehicles coming down Mitchell at this corner have almost zero visibility of oncoming cars. A recent report by Ithaca Police Officer Barry Banfield shows that although 76% of vehicles traveled at 35 mph or less (in a 30 mph zone), 24% traveled at 36 mph or high, and a number went over 40 mph. More than half exceeded the speed limit of 30 mph, even knowing that their speed was being monitored; and even though the evidence was gathered during August, the slow summer period, which is clearly not the peak time for traffic in this neighborhood. The intersection where Dryden and Ithaca Roads, Cornell Street, and Maple and Oak Avenues meet is an especially dangerous spot. It has always been difficult for pedestrians and cyclists to negotiate that intersection, and is tricky for vehicles too. The elimination of on -street parking now gives vehicles a clear path to accelerate both going up and down the hill. This is not safe for anyone on a bike or crossing the street on foot. Residents who live in houses near the intersection have difficulty entering and exiting their driveways, as motorists tailgate and pass people attempting to access their own homes. East State Street The speed of traffic on East State Street in the 900 and 1000 blocks poses an ever increasing danger to pedestrians who walk through and live in this densely populated neighborhood. Speeding noticeably increased after November 2007, when parking on one side of State Street was no longer permitted. The safety of cyclists was again cited as a major reason for this change, but ironically, the speed at which cars, trucks, and busses are traveling dramatically increased after the parking was removed, making this area of State Street less, not more, safe, for cyclists. Several vehicles have crashed into trees in the past few years, and one driver recently was killed; and a tractor trailer recently jackknifed into a neighbor's front steps. The construction of Collegetown Terrace apartments has brought hundreds more pedestrians and vehicles into this neighborhood, as have the trucks going to the construction of the Water Works. Mitchell Street and Belle Sherman Elementary School The Mitchell Street corridor, serving as a connector route between Ithaca's city center and points east, has seen increased traffic over the past few years. In 2006, a traffic counting study showed there were more than 5,000 cars passing through each day. A decade later, the problems have only increased. Of great concern for residents of this area is the fact that Belle Sherman School is located in the heart of this corridor (between Cornell and Elmwood Streets, and between Mitchell Street and Valley Road). Adults and children cross Mitchell Street frequently to access the school and bus stops for schools farther away. Residents observe how cars often roll through the four way stop signs near Belle Sherman School. Traffic traveling east from the intersection of Route 366 is slowed due to the "bump out" at the intersection of Mitchell and Ithaca Road, but once around the curb, drivers are often seen speeding uphill to the Mitchell Street/Elmwood Road intersection. Inattentive drivers often run through this first four-way stop sign. The early morning hours can be particularly hazardous because drivers traveling east are blinded by the rising sun. Traffic traveling west on Mitchell Street from Pine Tree Road and the East Hill area (Ellis Hollow Road, Snyder Hill Road) have a fairly long 35 mph straightaway before they enter the city's 30 mph speed limit at Vine Street and Mitchell. Speeding is common as drivers traverse two crosswalks (one at the East Hill Trail next to Belle Sherman Cottages and one at the Vine Street intersection) before entering the city limits. These crosswalks are well used due to commuters on the East Hill Trail and because of a lack of continuous sidewalk on the north side of Mitchell Street between Vine and Cobb streets. Pedestrians have to jaywalk to get across Mitchell at and below Cobb Street. During school days, the 30 mph speed limit drops to 15 mph on all the streets surrounding the school; however, many drivers disregard the lowered speed zone as they approach the crosswalks and the school. Of special note is the crosswalk that connects the two school buildings in the middle of the block on Cornell Street between Valley Road and Mitchell Street. Entire classes often cross the street during the school day. Pedestrians are endangered by cars that travel through the intersection at Cornell and Mitchell streets without stopping -- some without even slowing down. Other cars that are able to stop do this abruptly, and the all -too -common sound of squealing brakes or tires at this intersection is another indicator that drivers are surprised and/or unprepared to stop. When the pavement is wet or covered in snow or ice, the intersection becomes even more dangerous. Nearby residents fear that it is only a matter of time until someone is seriously injured or killed at this intersection. With the Maplewood project, and the potential East Hill Village, the situation may well worsen. Side Streets such as Irving Place, Delaware, Worth, Cobb and Pearl Despite reassurances that increasing density and elimination of parking requirements in Collegetown would not impact traffic, this does not seem to be the case. Increasingly, students and commuters seeking on -street parking are cruising through our streets, often at unsafe speeds. Summary From the perspective of those of us living on these streets, existing signs and crosswalks have done little to alleviate the dangerous situation. With the upcoming Maplewood development and East Hill Village plans, the need for traffic calming measures in the Belle Sherman and Bryant Park neighborhood has become even more necessary. We respectfully request that identifiable, actionable processes begin to address these issues. We understand that resources are tight, but the potential for injury or even death is too great to ignore. RE: Special Olympics Bid RE: Special Olympics Bid Liz Klohmann (Vance) https://mail.cityofithaea.org/owa/?ae=Item&t=IPM.Note&id=RgA... Sent: Wednesday, October 19, 2016 11:50 AM To: Kari! S. Buday [ksb95@cornell.edu]; Kathy Servoss; Julie Holcomb; Mike Perehinec [mcp@lawithaca.cwm] Cc: Jeanne Grace; Svante Myrick; Michael Thorne Categoriles:Requests; Tasks/To Do Thanks for sharing. I"m wondering if you have also looked at Cass Park and the Water Front Trail? There are a number of 1,2 and 3K events that have taken place there. I believe there is more parking and there are no cars on the Water Front Trail. Liz Liz Klohmann (Vance), Director Ithaca Youth Bureau 1 James L. Gibbs Dr. Ithaca, NY 14850 607-273-8364 LVance@cityoflthaca.org "It is not fair to ask others to do what you are unwilling to do yourself." Eleanor Roosevelt (First Lady, politician, diplomat, activist, 1884-1962) From: Karli S. Buday [ksb95@cornell.edu] Sent: Wednesday, October 19, 2016 10:47 AM To: Kathy Servoss; Julie Holcomb; Mike Perehinec Cc: Jeanne Grace; Svante Myrick; Michael Thorne; Liz Klohmann (Vance) Subject: RE: Special Olympics Bid Hello All, I just noticed that I left Mike Thorne and Liz Klohmann off my last email. My apologies. See message below... Karli Sue Buday Cornell University Residence Hall Director - Townhouses townhousesna,comell.edu Residential and New Student Programs T: 607-255-9607 ksb95Qcorne1l.edu Preferred Pronouns: she, her, hers 1 of 11 10/19/2016 12:00 PM RE: Special Olympics Bid https://mail.cityofithaca.org/owa/?ae=Item&t=IPM.Note&id=RgA... "Hug or Help Someone" From: Karli S. Buday Sent: Wednesday, October 19, 201610:23 AM To:'Kathy Servoss' <KServoss@cityofithaca.org>; Julie Holcomb <JHolcomb @cityofithaca.org>; Mike Perehinec <mcp@lawithaca.com> Cc: Jeanne Grace <JG race @cityofithaca.o rg>; Svante Myrick <mayormyrick@cityofithaca.org> Subject: RE: Special Olympics Bid Hello All, Thank you everyone for the positive and quick responses. We really appreciate all the support! For the BPW meeting on Monday, Oct. 24th New York State Special Olympic Fall Games (could bring over 1,000 Special Olympic Athletes and many spectators/families) Dates: 10114/17 and 10/13118-8:30am-4:30pm on each day (Dates/times confirmed) Sports/Locations: Opening Ceremonies/Olympic Village Dinner — Ithaca College (Friday— confirmed) Soccer — Cornell (Saturday- confirmed) Bocce — Ithaca College (Saturday— conr1rned) Softball — Horseheads (Saturday— confirmed) Cycling — Stewart Park???? Cross Country — Lansing (Saturday- conrrrmed) Golf — Cornell (Saturday— conFrmed) Equestrian — Freeville (Saturday- confirmed) Having a sport within the city limits is critical to hosting the NY State games in the Ithaca area and would allow for many community members to be involved and show their support! We need a location that can have a 1 k loop, as we run a 1 k, 3k, 5k and 15k and seems that Stewart Park can provide that. I will need to ask the NY Special Olympics Director of Athletics to come and tour the site once again to get final approval. The AD of Special Olympics, Mike and myself toured all above venues on 9/20/16 and thought that Stewart Park would be ideal. But at the time were unable to identify a 1 k loop and unfortunately had to run to IC to meet their Athletic Director. Mike and I later went back and identified an ideal route (see below). Special Olympics brings their own tent, chairs, equipment if needed and leaves all venues in the condition in which it was 1 st attained in (including trash removal). We are asking to reserve the entire park for the above dates. This will ensure that athletes are safe and cars are not driving past as a competition is taking place. Athletes will arrive on buses from hotels and volunteers/spectators will arrive in cars. So the parking lots/spaces will be needed as well. 2 of 11 10/19/2016 12:00 PM RE: Special Olympics Bid https://mail.cityofithaca.org/owa/?ae=Item&t=IPM.Notc&id=RgA... We will need access to the restroom facilities within the park as well. The venues above are waving reservation/rental fees and only charging a maintenance fee if needed. (minus Equestrian — we are using a handful of the facilities horses and will also need to board many). Special Olympics NY has a limited budget and more than half will go to the reservation of hotel rooms/transportation for all the athletes. Athletes never have to pay for sports equipment, uniforms, food, hotel accommodations and travel when they are competing. All the cost is picked up by the state or local programs. I am in the process submitting the "bid packet" to Special Olympics NY State, the last step in formalizing the hosting of State Games. Let me know if more information is needed? Mike and I can also attend the meeting if needed. Thanks again for all the support. Karli Sue Buday Cornell University Residence Hall Director - Townhouses townhouses@cornell.edu Residential and New Student Programs T:607-255-9607 3 of 11 10/19/2016 12:00 PM RE: Special Olympics Bid ksb95@comell.edu Prefen-ed Pronouns: she, her, hers https://mail.cityofithaca.org/owa/?ae=Item&t=IPM.Note&id=RgA-.. "Hug or Help Someone" From: Kathy Servoss[ma iIto: KServoss@cityofithaca.org] Sent: Tuesday, October 18, 2016 4:38 PM To: Julie Holcomb <JHolcomb@cityofithaca.org>; Karli S. Buday <ksb95@cornell.edu>; Mike Perehinec <mcp@lawithaca.com> Cc: Jeanne Grace <JGrace @cityofithaca.org>; Svante Myrick <mayormyrickCa@cityofithaca.org> Subject: RE: Special Olympics Bid Hello Karli & Mike, The next BPW meeting is scheduled for next Monday, Oct. 24th. I am working on the agenda tomorrow. In order to be put on the agenda, please submit something in writing/email explaining what you need and what you want the Board to do. The more information we have prior to the meeting, the quicker the Board can make a decision. However, it takes at least two meetings for something to be approved (discussion then resolution). Meetings are held on the 2nd and 4th Mondays of the month. - Kathy Servoss Executive Assistant Supt. of Public Works, City of Ithaca 108 E. Green St. Ithaca, NY 14850 607-274-6527 From: Julie Holcomb Engineering, & Parking Sent: Tuesday, October 18, 2016 4:03 PM To: Karli S. Buday; Mike Perehinec Cc: Jeanne Grace; Svante Myrick; Kathy Servoss Subject: RE: Special Olympics Bid Hi Karli - You would reach out to Kathy Servoss (copied here) at kservoss@cityofithaca.org / (607) 274-6527. 1 don't know what their upcoming agenda looks like but I'm sure Kathy will do her best to accommodate you if it is possible. Let me know if you would like me to attend the meeting with you but Kathy also sits on the Special Events Team and could answer any special event related questions the Board of Public Works might have. Good luck! Julie From: Karli S. Buday fmailto:ksb95@cornell.edu1 Sent: Tuesday, October 18, 2016 3:23 PM To: Julie Holcomb <JHolcomb@cityofithaca.org>; Mike Perehinec <mcp@lawithaca.com> 4 of 11 10/19/2016 12:00 PM RE: Special Olympics Bid https://mail.cityofithaca.org/owa/?ae--Item&t=IPM.Note&id=RgA... Cc: Jeanne Grace <JGrace 0cityofithaca.ore>; Svante Myrick <mayormyrickocityofithaca.ore> Subject: RE: Special Olympics Bid Hello Julie, Thanks for your help. Who would I contact about being on the agenda for The Board of Public Works? I would hope to be able to get in this coming Monday. I need to get the "bid packet" into NY Special Olympics by November 9th I can email the office of the Mayor as well. Thanks Karli Sue Buday Cornell University Residence Hall Director - Townhouses townhouses (a7 cornell . edu Residential and New Student Programs T:607-255-9607 ksb95&cornell.edu Preferred Pronouns: she, her, hers "Hug or Help Someone" From: Julie Holcomb[mailto:JHolcomb(Mcityofithaca.org] Sent: Tuesday, October 11, 2016 4:55 PM To: Karli S. Buday <ksb9S(Mcornell.edu>; Mike Perehinec <mcp(�lawithaca.com> Cc: Jeanne Grace <JGrace(@cityofithaca.org> Subject: RE: Special Olympics Bid Hi Karli — I think that since you would be reserving the entire park for the day that we would need obtain permission from the Board of Public Works. The only use fees that we have in place right now are pavilion rentals. We may institute field fees for special events in 2017. When we're at the Board of Public Works requesting exclusive use, we could also request that any fees be waived. I believe that as it stands the newly adopted pavilion fees are $260 for the large pavilion and $170 for the small pavilion. I believe the Mayor would be supportive of this, so you might want to reach out to him as well mayor cityofithaca.ore The Board of Public Works meets the second and fourth Mondays of the month. Once you get the green light from the Director of Athletics, you should put your request in a letter to the Superintendent of Public Works requesting that it be placed on the Board's agenda for discussion and eventual action. The Youth Bureau does not accept reservations for use of the park until January 2nd, so it would be great if we could get this approved by the end of the year so that we can submit those dates as "black -out" dates so no one else reserves part of the park, unless you won't need certain areas of the park. You might want to reserve it all just for the parking as you probably don't want people parking along the race route. 5 of 11 10/19/2016 12:00 PM RE: Special Olympics Bid https://mail.cityofithaca.org/owa/?ae=Item&t=IPM.Note&id=RgA... Once that work is done, we can work with you regarding the placement of tents, equipment, etc. Keep me posted! Julie From: Karli S. Buday fmailto:ksb950cornell.edu] Sent: Tuesday, October 11, 2016 4:06 PM To: Julie Holcomb <JHolcomb@cityofithaca.org>; Mike Perehinec <mcpWawithaca.com> Cc: Jeanne Grace <JGrace @citvofithaca.ore> Subject: RE: Special Olympics Bid Hello Julie, Thanks for sharing the maps. Mike and I lots of walking over the past few weeks (Stewart and Cass) and think that Stewart Park (route below) would be the best possible sight to host the 2017 & 2018 State Fall Games. (October 14th 2017 and October 13th 2018) Having a sport within the city limits is critical to hosting the NY State games in the Ithaca area. (The other venues include Cornell, Ithaca College, Town of Dryden and Lansing) We need a location that can have a 1k loop, as we run a 1k, 3k, 5k and 15k and seems that Stewart Park can provide that. I will need to ask the NY Special Olympics Director of Athletics to come and tour the site once again to get final approval. If we do end up using Stewart Park— how would we go about reserving the park on these two days: 10/14/2107 and 10/13/2018? Also, what would the fee be? Ps Special Olympics brings their own tent, chairs, equipment if needed and leaves all venues in the condition in which it was 11 attained in (including trash removal). I am in the process of getting prices from the other sports venues and it seems that all so far all are waving the reservation/rental fees and really trying to support the Special Olympics. The only fees that may occur with many of the sports venues is a maintenance fee, if needed. 6 of 11 10/19/2016 12:00 PM RE: Special Olympics Bid https://mail.cityofithaca.org/owa/?ae=Item&t=IPM.Note&id=RgA... Looking forward to hearing back J Thanks Karli Sue Buday Cornell University Residence Hall Director - Townhouses townhouses@cornell.edu Residential and New Student Programs T: 607-255-9607 ksb95@cornell.edu Preferred Pronouns: she, her, hers "Hug or Help Someone" From: Julie Holcomb fmailto:JHolcomb@cityofithaca.org] Sent: Wednesday, September 21, 20161:58 PM To: Mike Perehinec <mcp@lawithaca.com>; Karli S. Buday <ksb95@cornell.edu> Cc: Jeanne Grace <JGrace @cityofithaca.org> Subject: RE: Special Olympics Bid Hi Karli — Here are some maps that we've used in relation to 5ks / Special Events in the City (attached). I don't have maps for smaller runs as 5K is pretty much the minimum that people do events for but this should give you some ideas 7 of 11 10/19/2016 12:00 PM RE: Special Olympics Bid for different options. Let me know if you need anything else. Julie https://mail.cityofidiaca.org/owa/?ae=Item&t=IPM.Note&id=RgA... From: Mike Perehinec fmailto:mcp@lawithaca.coml Sent: Wednesday, September 21, 2016 12:24 PM To: Karli S. Buday <ksb95@cornell.edu>; Julie Holcomb <JHolcomb@cityofithaca.org> Cc: Jeanne Grace <JGrace @cityofithaca.org> Subject: RE: Special Olympics Bid Nothing to add other than we really want to ensure the City is a part of the Games if we are able to host. Anything we can do to make that happen, I am all for. Thanks everyone. From: Karli S. Buday fmailto:ksb95@cornell.edul Sent: Wednesday, September 21, 2016 9:12 AM To: Julie Holcomb <JHolcomb @cityofithaca.org> Cc: Mike Perehinec <mco@lawithaca.com>; Jeanne Grace <JGrace@cityofithaca.org> Subject: RE: Special Olympics Bid Hello Julie and Jeanne, Thanks for the positive response. The site visit went really well yesterday! We actually do not anticipate a lot of cars or more than 280. That is more than enough space. All the athletes will be brought in by buses and the only thing that the parking will be used for is volunteers (although we will coordinate carpooling) and then any spectators. Do you by chance have a map of Stewart Park —with mileage? Yesterday we were walking around and trying to determine where a good 1k loop would be (.67miles —ish). We could run that loop for a 1k, 3k and 5k. The pavement didn't seem to be an issue for the tour yesterday. I'll take a look at the two other places you mentioned below. Do you by chance have a map with mileage for those locations as well? Our local Special Olympics Cycling program rides through Cass Park— but we were a bit concerned with the two locations where the trail crosses the road. However, Special Olympics the State mentioned that the cycling competition in the past has crossed roads. So less concerned now J Seems we have a few options. Looking forward to hearing back. Mike, anything that you like to add? Thanks ALLM Karli Sue Buday 8 of 11 10/19/2016 12:00 PM RE: Special Olympics Bid Cornell University Residence Hall Director - Townhouses townhouses(&cornell.edu Residential and New Student Programs T: 607-255-9607 ksb95(,cornell.edu Preferred Pronouns: she, her, hers https://mail.cityofithaca.org/owa/?ae=Item&t=IPM.Note&id=RgA... "Hug or Help Someone" From: Julie Holcomb fmailto:JHolcomb@cityofithaca.org] Sent: Tuesday, September 20, 2016 2:37 PM To: Karli S. Buday <ksb95@cornell.edu> Cc: Mike Perehinec <mcp@lawithaca.com>; Jeanne Grace <JGrace @cityofithaca.org> Subject: RE: Special Olympics Bid Hi Karli and Mike — I apologize for the delay in getting back to you — we've had a lot going on with special events the past couple of weeks. I've copied City Forester Jeanne Grace on this e-mail as her crews maintain the parks and her experience has been invaluable in planning special events. I hope your site visit went well today. I think that Stewart Park could be a contender for the cycling event — I haven't looked at the pavement conditions with that kind of eye but I'm sure you will/did today. The problem with Stewart Park is the lack of parking — there is only approx. 280 spaces. I don't know what size of crowds these events attract but you could probably use the Boynton and Ithaca High School parking lots and shuttle people if you need to depending on any sports schedules they may have on those days — I'm not sure what they have on Saturdays if anything. We might have to seek permission from the Board of Public Works for this event as we would be essentially closing down the park road(s) for this event. Whenever we have a request for exclusive use of the park, we have to go through the approval process. I don't think that would be a very large hurdle however. Let me know how you make out. We also have the Cayuga Waterfront Trail and Cass Park that may be good alternatives if needed. Talk to you soon — Julie From: Karli S. Buday [mailto:ksb950cornell.edu] Sent: Wednesday, September 14, 2016 3:06 PM To: Julie Holcomb <JHolcomb@cityofithaca.org> Cc: Mike Perehinec <mcp@lawithaca.com> Subject: RE: Special Olympics Bid Hello Julie, Looks like the 2017 and 2018 State Games will likely be in the Ithaca Area! Major news. I have a walk through 9 of 11 10/ 19/2016 12:00 PM RE: Special Olympics Bid https://mail.cityofithaca.org/owa/?ae=Item&t=IPM.Note&id=RgA... set up with the Special Olympics State/Headquarters on 9/20 to show them the possible sports venues. I had a question about Stewart Park. So far we have sports taking place in Freeville, Lansing, Cornell and Ithaca College. I am looking into having something hosted more centrally to downtown Ithaca to really bring in the COMMUNITY. The dates we have in mind are around Cornell's and IC's fall break. So we are looking at: 10/14/17 and 10/13/18 This would be a 1 day event with competition being from 9am to 4pm. I was wondering what the likelihood of being able to use Stewart Park for a possible Cycling location? I went down on Monday and think that with the loops/road throughout the park would make it a possible good location. Special Olympics (State) would have to approve all possible sporting locations. But I wanted to check in with you 1st about the feasibility? I also placed Mike on this email. He is helping to coordinate this huge effort! Thanks Karli Sue Buday Cornell University Residence Hall Director - Townhouses townhousesncornell.edu Residential and New Student Programs T: 607-255-9607 1kb95ncornell.edu Preferred Pronouns: she, her, hers "Hug or Help Someone" From: Julie Holcomb fmailto:JHolcomb(acityofithaca.org] Sent: Friday, June 03, 2016 5:38 PM To: Mike Perehinec <mcp@Iawithaca.com> Cc: Karli S. Buday <ksb95C@cornell.edu> Subject: RE: Special Olympics Bid Hey Michael - Annie forwarded the e-mail that Karli sent to me, also asking if I wanted to be involved. Yes, I think it would be great to have the City represented at the meeting. My office is going to be short-staffed that day and I've got a special event meeting in the afternoon but I still might be able to make the meeting depending on what time it is. The Mayor's schedule is nuts so I'm not sure what his availability would be. I know the City has a long history of hosting games like this - back in the 70's we hosted the National Junior Olympics, in the 80's -90's we hosted the Empire State Games, I'd love to see the Special Olympics Games come to Ithaca! Keep me posted and I'll do my best to represent City Hall. Have a great weekend and enjoy the Ithaca Festival! 10 of 11 10/19/2016 12:00 PM RE: Special Olympics Bid Julie From: Mike Perehinec [mcp@lawithaca.com] Sent: Friday, June 03, 2016 5:26 PM To: Julie Holcomb Cc: ksb950cornell.edu Subject: Special Olympics Bid Hi Julie, https://mail.cityofithaca.org/owa/?ae=Item&t=IPM.Note&id=RgA... I feel like you have been bombarded with emails regarding the Special Olympics for the last several days, but I wanted to send one more. Karli, my girlfriend, organized a meeting between Cornell and IC with regard to possibly bidding for the Special Olympics Fall Games for 2017 and 2018. She has asked me to contact major players I know and I wanted to reach out to you because you have shown so much enthusiasm for the Torch Run (no comment by me about the course route, by the way, not my purview) and I want you and the Mayor to be involved with any possible bid that may occur. We have already reached out the Mayor, but no one from his office has responded yet. I think the meeting is set for July 18th at Cornell, but would you be interested in taking part? If so, I will have Karli forward you the email she sent out to all individuals detailing the bid and the date, time and place for the meeting. Let me know. Thanks Julie and I hope your life is not too hectic this weekend. Everything on the Commons looks great and I am looking forward to walking in the parade. Please reply to: mcpAlawithaca.com Michael C. Perehinec Jr., Esq. Holmberg Galbraith, LLP 118 North Tioga Street; Suite 304 Ithaca, NY 14850 tel: (607) 273-5475 fax: (607) 272-4140 [PLEASE NOTE CONFIDENTIAL COPIES OF THESE COMMUNICATIONS MAY BE SENT VIA E-MAIL TO PARALEGALS AT ALEXISO-LAWITHACA.COM OR CHRISTINA(&-LAWITHACA.COMI Confidentiality Notice: The information contained in this e-mail message may be legally privileged and contain confidential information, and is intended only for the use of the individual or entity to whom it is addressed. If the reader of this message is not the intended recipient, you are hereby notified that any dissemination, distribution, or copying of this message is strictly prohibited. If you have received this e-mail in error, please immediately notify us by telephone (607-273-5475), by fax (607-272-4140), or by return e-mail and delete this message. 11 of 11 10/19/2016 12:00 PM