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HomeMy WebLinkAboutMN-BPW-2016-12-12BOARD OF PUBLIC WORKS PROCEEDINGS CITY OF ITHACA, NEW YORK Regular Meeting 4:45 p.m. December 12, 2016 PRESENT: Mayor Myrick Commissioners (5) – Darling, Greene, Jenkins, McCormick, Warden OTHERS PRESENT: Supt. of Public Works - Thorne Assistant Superintendent of Streets and Facilities – Benjamin Assistant Superintendent of Water and Sewer – Whitney Common Council Liaison – Fleming Information Management Specialist - Myers EXCUSED: City Attorney – Lavine Director of Engineering – Logue Director of Parking – Nagy ADDITIONS OR DELETIONS TO THE AGENDA: No additions/deletions were requested. MAYOR’S COMMUNICATIONS: The Mayor had no communications. COMMUNICATIONS AND HEARINGS FROM PERSONS BEFORE THE BOARD: James Mackey, City of Ithaca and Cornell University Student Living in Collegetown, addressed the Board regarding the need for additional signage in Collegetown about the odd/even parking effective dates and rules. RESPONSE TO THE PUBLIC: Mayor Myrick explained that there is signage that explains the odd/even parking requirement at each entrance to the City. He noted that most people do miss the signs as they enter the City, but the cost to install additional signs all over the City is prohibitive; people would probably not read them anyway. The City makes every effort to inform residents of the City regarding parking rules; however, vehicle owners do have a responsibility as well for making sure they are aware of the parking rules. He further stated that the City has been discussing possible changes to that rule which would still provide a way for the City’s Department of Public Works to remove the snow and keep the streets open and clear. Commissioner Greene responded that Board members reminded everyone that they also need to be sympathetic to those that need to clean the streets, which can be a difficult task with all the cars parked on the street. The City of Ithaca has had odd/even parking for many years, however, they are also sensitive to the confusion and extra work the rule creates for vehicle owners. Commissioner Warden voiced his opinion that if it is a problem for people to move their vehicle to the opposite side of the street each day or the rules for odd/even parking rules are too difficult to understand that they should consider obtaining a permit to park in one of the many parking garages around the City. This solution would be an easy way to not have to deal with the requirement. Commissioner Darling thanked Mr. Mackey for bringing the concern to the attention of the Board, and noted again that this is a topic they’ve been discussing for years. It is difficult to find an alternative that would accomplish the City’s goal of keeping the streets open and clear of snow and ice for everyone. REPORTS: Asst. Supt. of Street & Facilities Benjamin reported that crews have been working to adjust the tops of the vaults on Dryden Road so that they are even with the surface ; today, it took 3-4 hours to lift one lid because it was stuck. There has been snow and it looks like winter is here; crews Board of Public Works Meeting Minutes December 12, 2016 2 are trying to work on a new system of call-ins and having people on call that are ready to come in and plow in an effort to have a quicker response time. The plan is to have a system in place by the end of the year. Asst. Supt. Whitney reported that crews have been working steadily on new water service requests, most recently at 312-314 Spencer Road. They have also been replacing hydrants and valves; there have been no water breaks since Thanksgiving (knock on wood!!). Work is wrapping up at the New Water Plant with the construction in its final phase. He noted that the final phase of any construction project can sometimes be the most difficult because of making sure all the little details are taken care of. They hope to have the Certificate of Occupancy by the second week in January. Supt. Thorne reported that staff just signed the Memorandum of Understanding with Cornell University for the work that needs to be done on Forest Home Drive. Preliminary estimates from Economy Paving for the steel bracing to support the pipe and to replace material that is eroded under street have been received. Staff had hoped to have that work completed before the end of the year; now, it will probably be sometime in early 2017. Staff is working to put together a list of all the 2016 accomplishments as well as a draft work plan for 2017. He hopes to send that information out to Board members by end of this week. ADMINISTRATION AND COMMUNICATIONS: Approval of the June 27, July 11, November 14, and November 28, 2016 Board of Public Works Meeting Minutes – Resolution By Commissioner Jenkins: Seconded by Commissioner Warden RESOLVED, That the minutes of the June 27, July 11, November 14, and November 28, 2016 Board of Public Works meeting be approved as published. Carried Unanimously DISCUSSION ITEMS: Use of City Property Request from Coltivare: Supt. Thorne explained that Coltivare at 235 South Cayuga Street had submitted a request for a sign permit to the Building Department recently. The sign will be on a canopy that extend out from the building over the sidewalk. He stated that the sign looks nice, but it encroaches upon a large portion of the City’s sidewalk. The Board of Public Works has to approve the request before a permit can be issued since it encroaches on public property. Mayor Myrick stated that he had no problem with the sign or the request ; however , if the request were for a building located in Downtown or Collegetown it would be different. He noted that since the sidewalk is so wide on South Cayuga Street and the fact that this is the only store front on that side of South Cayuga Street that the canopy should not be a problem -- plus it will be a good place to shelter during the rain. Asst. Supt. Benjamin stated that he is worried about snow storage weight on the canopy, and noted that they are responsible for removing their own snow from the sidewalk; not the City. Commissioner McCormick agreed that if this canopy were in different location then it might be a problem; however, he has no problem with this location. He also noted, that it would be good to have the canopy align with beginning or end of the tree line on the sidewalk. Commissioner Darling agreed, the canopy should end so that it is in line with the center of the tree itself. Board of Public Works Meeting Minutes December 12, 2016 3 Mayor Myrick questioned whether the Planning and Development Board had reviewed the request. Supt. Thorne responded that the permit request will need to go to the Planning and Development Board after the Board of Public Works makes its decision. He asked whether the Board of Public Works should vote on a resolution at its next meeting indicating to the Planning and Development Board their support, and requesting that the canopy be required to extend to the center of the tree line on the sidewalk. Commissioner Greene wondered if there was or should be, as far as aesthetics is concerned, some standard for awnings and canopies Downtown that the Board should review prior to voting on a resolution. Commissioner Darling, who is the liaison to the Planning and Development Board, stated that he would bring that question to their attention at their next meeting. The Planning & Development Board would, in turn, determine whether or not they want to make a recommendation to Common Council to expand the design guidelines for Downtown to include this property on South Cayuga Street. Mayor Myrick agreed that would be a good idea, especially due to its special location. Commissioner Warden noted that in the past there had been a problem involving a canopy with a trellis, is that something also that the Planning and Development Board should keep in mind when they review t he request. Commissioner Darling agreed, and noted that the Planning and Development Board should also keep in mind the other plantings along the sidewalk on South Cayuga Street as they consider any proposed changes to the design guidelines for Downtown. Supt. Thorne stated that he would provide a resolution in support of the request for the Board of Public Works to vote on at their next meeting. The resolution would indicate the Board’s recommendation that the canopy supports be placed in line with the center of the tree line. It is important to align the canopy supports with the center of the tree line for snow removal purposes. Use of City Owned Collegetown and Commons - Telecommunication System Spaces - Resolution By Commissioner Jenkins: Seconded by Commissioner Greene WHEREAS, the City recently constructed underground conduits and vaults in Collegetown and the Commons (“Telecom System Spaces”) to facilitate installation of telecommunications equipment by multiple providers; and WHEREAS, certain telecom companies have submitted requests to occupy conduit space in the new Telecom System Spaces, and the City expects to continue to receive requests to occupy both Telecom System Spaces; and WHEREAS, Chapter 170 of the City of Ithaca Municipal Code establishes the Board of Public Works’ as the authority to issue licenses and set fees for use of City-owned structures; and WHEREAS, City staff is supportive of this use of the Telecom System Spaces; and WHEREAS, the Superintendent does not anticipate any conflicts in the near future with public works uses or needs; and WHEREAS, in the Fall of 2015, the Board of Public Works authorized a fee structure for use of the Commons Telecom System Space, and adopts the same fee structure for the Collegetown Telecom System Space; now, therefore be it RESOLVED, That t he Board of Public Works hereby sets forth the following annual license fee structure for use of the Telecom System Spaces: $1.48 per linear foot of dedicated 4 inch conduit; Board of Public Works Meeting Minutes December 12, 2016 4 Each dedicated conduit line licensed shall include a license to use up to 2.25 square feet of wall space in a corresponding vault; $0.48 per linear foot of shared 4 inch conduit; and ; and, be it further RESOLVED, That t he annual use fee set forth above shall be considered the base license fee for use of the City’s Telecom System Spaces, and that at the City’s discretion, the same may be adjusted for each year by an amount up to the amount of the increase in the consumer price index; and, be it further RESOLVED, That the license agreement allowing said use of City-owned structure shall contain the usual terms and conditions of the City’s license agreement, including those specified in Chapter 170 of the City of Ithaca Municipal Code; and, be it further RESOLVED, That t he Board of Public Works hereby authorizes the Superintendent to permit by license interested telecom providers to install telecommunications conduit and equipment within the Telecom System Spaces subject to the following requirements: 1) Proof of bonding or other sufficient security in an amount that the Superintendent deems appropriate to compensate the City for damage to its property during the course of installation and in the event the City must effect removal of the equipment; 2) Submission of an application and fee for Use of City Property; 3) Submission and approval of final installation plan for Superintendent of Public Works’ review prior to installation; and 4) Installation and continued operation of telecom service from within the City’s Telecom System Space(s) contingent on the company’s execution of the City’s license agreement and payment of the applicable application and annual fee. Supt. Thorne explained that the City is starting to get quite a few of these types of requests for both the Commons and Collegetown. He stated that this is exactly what the City wanted to have happen in order to help recoup its cost for the conduits. His question for the Board is whether or not they want to have each individual request come to them to approve or would they like staff to administer the requests, and have any appeals come to the Board of Public Works. He explained that the language and rental rate in this resolution will be same for all future requests. He would like the ability to be able to approve the requests at the staff level. He would also like to request that instead of this being just a discussion item today that the Board vote on it as well. Board members expressed their support and agreement to waive the “Goldsmith Rule ” for this resolution which would allow them to vote on it today. A Vote on the Resolution Resulted as Follows: Carried Unanimously NEW BUSINESS: The Board would like to discuss, at their first meeting in January, as perhaps the first agenda item, the following topic brought up by Commissioner Darling: Board of Public Works Meeting Minutes December 12, 2016 5 Per City Charter regarding the role and responsibilities of the Board of Public Works they should act to elect a chair and vice chair for 2017 at their first meeting in January. They should then review their meeting procedures. Commissioner Darling is working on a document regarding meeting procedures for public bodies, and researching how the three minute rule for public speaking was established. He noted that he did not find anything on the City's website about the rule ; however, Cayuga Heights does have something on their website about the rule. Those procedures could then be shared with the public at the beginning of each Board meeting. He got the idea fro m a training offered by Tompkins County Council of Governments entitled "How to Take the Heat out of Debate". Mayor Myrick felt that was a good idea that perhaps the same procedures could be shared with other City boards and committees to review and follow. The other topics for the January agenda, which the Board has discussed briefly in the past, should include the following: 1. BPAC's recommendation for a Complete Streets Program 2. Discussion of the request from McGraw House residents and residents on South Geneva Street regarding bus stops and benches on South Geneva Street. 3. Discussion of the idea of the City taking over plowing/snow removal of sidewalks. The Board would like to determine the cost per foot to do the work. Commissioner Darling reminded Board members about an article he had shared in the past with them, describing a community/neighborhood that bought their own snow machine to use to clear sidewalks in their neighborhoods which they could use to clear all the sidewalks in an efficient and fast manner, so as to keep the sidewalks in a safe and accessible condition for everyone. The discussion should include what the cost of the City taking on this program would be, and whether funds from the SID program could be used to pay for it. Board members felt that for a minimal fee increase in their SID assessment, residents might not be opposed to the use of the funds in that way along with construction/reconstruction of the sidewalks all over the City. The program would also include removal of snow and ice from curb cuts for accessibility purposes. Mayor Myrick asked Commissioner Greene if he would research what other communities do for snow removal on sidewalks. Those findings would then need to be discuss ed with staff from Streets and Facilities and the Sidewalk Program Manager. Any recommendations from that research could then be presented to the Board of Public Works for review and discussion. It was noted that some residents may think the minimal fee for such a service is well worth it. ADJOURNMENT: On a motion the meeting adjourned at 5:58 p.m. ___________________________________ _________________________________ Sarah L. Myers, Svante L. Myrick, Information Management Specialist Mayor