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HomeMy WebLinkAboutPWC Minutes 2014-09-16 TOWN OF ITHACA PUBLIC WORKS COMMITTEE September 16, 2014 9:00 a.m. Public Works Facility Board and Staff Present: Herb Engman, Rod Howe, Jim Weber, Mike Smith 1. Approval of Minutes: Minutes from August 19, 2014 approved. 2. Member Comments / Concerns: None a. Modifications to Agenda – Mr. Engman added the upcoming vacant Engineering Technician I position and Mr. Weber added maintenance of Hanshaw Road sidewalk 3. Mailbox Policy: Mr. Weber presented the updated mailbox repair policy relative to snow plowing events. The new policy stipulates that repairs/replacements will only be made if the post is installed properly and in good condition. The policy also addressed mailbox support heights. Mr. Engman asked if we should be replacing them at all. It was agreed to try the new policy and if there is no significant decrease in the number of repairs/replacements, to consider eliminating the service. Mr. Weber will add the item to the next Study Session Committee Updates. 4. Six Mile Creek Drainage: Mr. Weber reported that we have been waiting for the property owner to give an indication of how easements could be handled. The owner called PWD in June asking about the status of the project, but does not want a permanent easement – only a temporary easement. Mr. Weber explained that we would not be in a position to do the work until next year due to the stream setback process and a potential DEC application relative to the City water supply. He recommended contracting the work out. Mr. Weber explained the history as to why we are working on private property. Mr. Engman is uncomfortable with a temporary easement and suggested pushing for a permanent easement over the property access for safety during the project and for future maintenance. Mr. Weber added that PWD also needs to finalize the design and start the permit process. 5. Complete Streets: Mr. Engman stated that he is currently proofing the Comprehensive Plan that includes Complete Streets. The concept is getting in line with our plan. The item will continue to stay on the agenda. Mr. Weber stated that costs will increase in the long run due to buried drainage, ADA accessibility requirements, etc. He also stated that if the Town is looking for grants then the terms urban vs. suburban would need to be defined within the Town. Mr. Engman stated that each situation would need to be analyzed. Discussion was held regarding road width for all complete street uses. Mr. Weber brought up the issue of who is responsible for sidewalk maintenance and Mr. Engman replied that the Town is responsible for the ones the Town constructs. 6. Sanitary Sewer Systems Compliance Evaluation Inspection: Mr. Weber presented a letter from the EPA, who gave an inspection on 5/15/14. He reported that there were no issues with what or how we perform our process, but the inspector took exception to there being no written policies for responding to overflows, complaints, and maintenance. Mr. Weber said that we will start working toward compliance by having dedicated staff document the procedures. He also said it was recommended that we enforce our current policies with fines affecting habitual violators. There was discussion that the new screening system at the Wastewater Treatment Plant has improved issues, but that grease continues to be a problem. Further discussion addressed metering the flows from the Town to the City. Currently, meters are not functioning properly and the rate we pay is 41.57% of total flow, which is likely not an accurate account of flow from the Town. It was suggested that we install temporary meters and pay based on those meters if new meters are not installed by a determined deadline. Mr. Engman will bring up the issue again at the next SJC meeting. 7. Project Updates: Sand Bank Road – Guide rail installation was started on 9/15 and should be complete by 9/18. Binder is down. Final paving will be done by the end of next week then striping, shoulders, and signage will complete the project. Winner’s Circle Stormwater and Road Reconstruction – Binder is down. The final coat of pavement will be put down today or tomorrow, pending weather conditions. Route 79 Sewer Repair – Permits have been submitted to DOT and to DEC regarding asbestos tile pipe. DEC has no issue. Contracts have been signed. Next week, video of the line will begin. Change orders will be determined based on video. We may be able to get 12 of the worst services relined within the base bid. Christopher Tank Replacement – The new tank is up. Curing of the sealant is needed. The site contractor will dress up with site in the next couple weeks. Interconnection of the lines will be done then filling and disinfection. Sprint will be attaching their equipment. Aquastore will provide conduit and antennas. Mr. Weber added that the old tank is still operational and that the new tank is less noticeable due to the darker color. Coddington Road Water Main – Crews are currently working on the section south of Troy Road and are averaging 400’ per day. The contractor will be working through mid to late October. Mr. Weber added that there was another water main break on 9/15. 8. Engineering Technician I Position: Mr. Engman believes it should become a practice to evaluate any vacant position for proper organizational alignment in regard to need for the position, proper duties of the position, or possible redirection of funds to another needed position. Mr. Weber discussed the duties of the position and emphasized the continued need for the position indicating that the workload has increased since the creation of the position. Mr. Engman will continue the discussion at the Personnel Committee meeting today. 9. Hanshaw Road Sidewalk Maintenance: Mr. Weber indicated that he was not expecting the sidewalks to be completed this year, but it is looking like they will be. Mr. Engman asked if we have calculated the additional hours needed to project costs. Mr. Weber will itemize maintenance areas and time needed for further discussion. 10. Other: Mr. Weber converted the Pavement Management report completed by Dan Ki into a PDF and has distributed it. Meeting adjourned at 10:25 a.m. The next meeting is scheduled for: October 21st at 9:00 at the Public Works Facility lvp