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Home My WebLink AboutPWC Agenda 2023-11-21 and Packet AGENDA PUBLIC WORKS COMMITTEE November 21, 2023, 9:00 a.m. ZOOM Link: https://us06web.zoom.us/j/81695207215 1. Approval of Minutes a. October 17, 2023 2. Member Comments/Concerns a. Consider Modifications to Agenda 3. Town Hall Weatherization Grant/Scoping Discussion- Hilary/Dan 4. Project Updates a. Streetlight Policy Update – DePaolo 5. Communication a. Game Farm Trail Parking b. Permit for Utility Requests c. Asset Management Platform d. Schedule a 2024 TB tour Potential Pathways to Fund Town Hall Weatherization Pathway 1 The Town pays for all weatherization upgrades (no grants are awarded; no state or federal incentives are used). Pathway 2 The Town is awarded the NYS Environmental Protection Fund (EPF) grant for Town Hall weatherization upgrades. Pathway 3 The Town is awarded the NYS Carbon Neutral Communities Grant (CNC) to weatherize AND decarbonize Town Hall. Pathway 4 The Town is awarded the NYS CNC Grant to weatherize Town Hall AND decarbonize Town Hall AND Public Works. Pathway 5 The Town is awarded the NYS EPF to weatherize Town Hall. In a subsequent year, the Town is awarded the NYS CNC grant to decarbonize Town Hall. Pathway 6 The Town is awarded the NYS EPF to weatherize Town Hall. In a subsequent year, the Town is awarded the NYS CNC grant to decarbonize Town Hall AND Public Works. Estimated weatherization cost without HVAC for Town Hall (TH) 1,500,000.00$ Estimated weatherization cost without HVAC for TH 1,500,000.00$ Estimated weatherization cost with HVAC for TH 4,000,000.00$ Estimated weatherization cost with HVAC for TH 4,000,000.00$ Estimated weatherization cost without HVAC for TH 1,500,000.00$ Estimated weatherization cost without HVAC for Town Hall 1,500,000.00$ Estimated weatherization cost with HVAC for TH: $ 4,000,000.00 EPF Grant $ 500,000.00 Estimated Cost to decarbonize TH (in addition to HVAC upgrades) 1,000,000.00$ Estimated Cost to decarbonize TH (in addition to HVAC upgrades) 1,000,000.00$ EPF Grant $ 500,000.00 EPF Grant $ 500,000.00 Cost to the Town $ 1,000,000.00 CNC Grant 2,000,000.00$ Estimated cost to decarbonize Public Works (PW) Garage 3,100,000.00$ Cost to the Town $ 1,000,000.00 Cost to the Town $ 1,000,000.00 Cost to the Town 3,000,000.00$ Estimated cost to decarbonize PWs Mechanics Bay 1,500,000.00$ Cost to upgrade HVAC at Town Hall 3,500,000.00$ Cost to upgrade HVAC at Town Hall 3,500,000.00$ Estimated cost to decarbonize PWs Annex 580,000.00$ CNC Grant 2,000,000.00$ Estimated cost to decarbonize PW Garage 3,100,000.00$ CNC Grant 2,000,000.00$ Cost to the Town 1,500,000.00$ Estimated cost to decarbonize PWs Mechanics Bay 1,500,000.00$ Cost to the Town 8,180,000.00$ Overall Cost to the Town 2,500,000.00$ Estimated cost to decarbonize PWs Annex 580,000.00$ CNC Grant 2,000,000.00$ Cost to the Town 6,680,000.00$ Overall cost to the Town 7,680,000.00$ About the Numbers These are estimates based on the Town Hall Weatherization Study, the Public Works MEP Study, and the Kingston City Cadmus Report, which details how Kingston will achieve decarbonization of City Hall (listed on the National Registry of Historic Places) and their Neighborhood Center. About the Funding There are other funding and financing options available (ex. NYSERDA’s Clean Energy Communities Grants, Federal Government’s Inflation Reduction Act) that are not included in these calculations that could have a positive impact on the overall cost of the project. Why we included Public Works We wanted to include the decarbonization piece to start thinking about what this could potentially cost. We included Public Works because Town Hall has a limited footprint, and it may be more efficient and cost effective to decarbonize both building over the long run. NYSERDA Carbon Neutral Communities Economic Development Program (CNC) NYSERDA has incentives available to support economic development projects across New York State for projects that are regionally significant and designed to carbon neutral net or zero energy performance. Project awards will be up to 60 percent of eligible costs or $2,000,000, whichever is less. Projects meeting specific eligibility requirements may be considered for awards up to 75 percent of eligible costs, or $2,000,000, whichever is less, please see below for eligibility. Example of existing projects: City of Kingston was awarded $1.8 million to reach carbon neutrality on two of its buildings- City hall (listed on the National Registry of Historic Places) and the Neighborhood Center. The total project is estimated to cost $3.29 million NYSOPRHP Environmental Protection Fund (EPF) Background on NYS Carbon Neutral Communities and Environmental Protection Fund Grants The Environmental Protection Fund Grant Program for Parks, Preservation and Heritage (EPF) offers up to $26 million in matching grants for the acquisition, planning, development, and improvement of parks, historic properties listed on the National or State Registers of Historic Places and heritage areas identified in approved plans for statutorily designated Heritage Areas. Funds are available to municipalities or not- for-profits with an ownership interest. Grants can fund up to 50% of the total eligible project cost; up to 75% if the project is in a high-poverty area. Grant awards are capped at $500,000. If the total project cost is greater than $4,000,000, up to $750,000 may be requested. https://www.nyserda.ny.gov/All-Programs/Carbon-Neutral- Economic-Development-Program https://parks.ny.gov/grants/ Background on Other Funding and Financing Options NYSERDA Clean Energy Communities (CEC) Grants In the CEC program, you earn points for every high-impact action your community completes. Once your community earns a certain number of points, it becomes eligible for larger grant amounts. Points are cumulative. Although the CEC grants are smaller, they could help fund specific parts of the project. For example, they could fund the LED light upgrades that are needed throughout Town Hall. US Inflation Reduction Act (IRA) Clean Energy Tax Incentives: Elective Pay Eligible Tax Credits The Inflation Reduction Act of 2022 (“IRA”) enables entities to take advantage of certain clean energy tax credits through its elective pay provision (also colloquially known as direct pay). Elective pay allows several types of entities, such as tax-exempts and governments, to treat the amount of certain credits as a payment against tax on their tax returns and as a result receive direct payments for certain clean energy tax credits. More research needs to be done to see how the Town could take advantage of these opportunities and whether these provide more financial support for large projects like decarbonizing Town Hall and Public Works. Municipality Size by Population Number of Awards Grant Amount 4 per region $70,000 CEC Point- Based Grants Earn 3,000+ Earn 4,000+ Earn 5,000+ Small/Medium (0- 39,999)40 per region $10,000 Small/Medium (0- 39,999)10 per region $20,000 Small/Medium (0- 39,999) This is our next CEC grant opportunity Policy for the Installation, Removal or Modification of Streetlights on Existing Rights-of-Way, Where Complete Streets Policy is not Applicable DRAFT v6, 10/18/23 I. PURPOSE The purpose of this policy is to standardize processes by which the Town of Ithaca determines streetlight installation, removal or modification on existing streets and publicly traversed rights of way, where the implementation of the Town’s Complete Streets Policy is not applicable. The policy is intended to provide an ongoing system for prioritizing future placement and usage of such streetlights, and outline a review procedure that will result in approval or denial of requests for streetlight installation, removal, relocation and modification. II. STATEMENT OF POLICY The purpose of street lighting is to improve the safety of multimodal traffic on publicly traversed rights of way. Outdoor lighting is a common feature in transportation corridors, though it can dominate the nightscape if not carefully considered; it is important to note that lighting is not warranted in all locations. Street lighting is not prioritized for the lighting of property over which the public does not possess transportation or pedestrian rights of way. Any perceived secondary benefit such as personal security, or the lighting of yards, driveways or private property, is considered coincidental. Residents and businesses shall be responsible for the installation, maintenance and costs associated with their streetlights, unless the Town has established access rights and maintenance responsibilities, either by dedication, written agreement or ongoing and historical use. Street lighting will be prioritized along corridors where increased lighting is most necessary for the safety of multimodal traffic. In general, locations likely to be considered the highest priority for street lighting include: a. Intersections b. Dangerous curves or significant changes in the roadway, horizontal or vertical. c. Street locations with a significant accident history. d. Busy pedestrian crossings and bicycle routes e. Locations where potentially hazardous or unsafe conditions have been identified. III. GUIDELINES FOR INSTALLATION Although the Town of Ithaca will consider a number of quantifiable factors, the installation or removal of streetlights is ultimately a discretionary action. When prioritizing new streetlight installation, relocation, removal or modification, the Town will consider the high-priority criteria identified above, and other factors, including, but not limited to: Corridor characteristics and complexity Traffic volume Pedestrian and bicycle activity level Night-time business activity Municipal and industry-standard engineering practices   Availability of existing poles   Potential light pollution and negative impacts to nearby residents   Input from affected Town of Ithaca residents and businesses Compliance with Town codes and ordinances   Consultation with law enforcement to determine additional safety factors   Cost of installation, removal, relocation or modification Energy usage and costs Town engineers and Public Works staff will, as needed, reference standards in IES RP- 8-xx, including those related to necessity, placement, height, brightness, and light dispersion of street lighting, and, if applicable, devise context-sensitive solutions. IV. APPLICATION AND REVIEW PROCESS The process for approval of the installation, removal, relocation, or modification of a streetlight or streetlights will begin as a Public Request, or as the result of an ongoing Town Review of Need. A. Public Request: 1. Requests for streetlight installation, removal, relocation or modification may be made by Town of Ithaca residents, business owners and institutions or other impacted persons, provided that the signatories to any subsequent required petition are property owners in the Affected Area, as defined below. Any person requesting installation, removal, relocation or modification of a streetlight shall do so by submitting an application to the Town Clerk via the Town’s online portal system OpenGov – Streetlight Modification Application. 1(b) Petition Required for Areas with No Accident History or Pedestrian Safety Issues After an application for the installation, removal or modification of streetlights is made, the Town Engineer and/or Highway Superintendent, in consultation with the Director of Planning, will determine whether the requested work is infill in nature and, as such, covered by this policy, or whether it is to be considered within the parameters of the Town of Ithaca Complete Streets Policy. If covered by this streetlights policy, the Town Engineer will request a petition from the applicant if an initial analysis of the accident history or other safety issues does not warrant bypassing the petition process. In the absence of compelling evidence of an existing hazard, a petition must be submitted to provide evidence of general support for the change in order to minimize the expenditure of Town of Ithaca resources on requests that are not widely supported. Petitions must be signed by at least 60% of the property owners of record in the Affected Area, determined as follows: New Streetlights Petition respondents will be the owners of properties located within an area that encompasses one-half the distance between the proposed new streetlights and existing street light locations on either side of the proposed new streetlight. Using the aforementioned criteria, the Affected Area defining potential petition respondents will be delineated by the Town Engineer or designated staff. If practical, the location of any proposed new streetlight will be on a property line as close as possible to one-half the distance between existing streetlight(s). Streetlight Removal or Modification Petition respondents will be the owners of properties located within an area that encompasses one-half the distance between the streetlight(s) proposed for removal or modification, and existing streetlight(s) on either side of the proposed action that are not part of the application. The Affected Area defining potential petition respondents will be delineated by the Town Engineer or designated staff. 2. Once an application is deemed complete with the submission of a petition to the Town Clerk as detailed above (if required), the Town Engineer in collaboration with the Highway Superintendent will evaluate the application, and prepare a summary report of the characteristics, accident history, and safety considerations of the location. The report and supportive materials shall be submitted to the Public Works Committee for review, and forwarded with a recommendation to the Town Board, which will make a determination on the application. In determining the viability of an application, Town Staff will reference the Town of Ithaca Lighting Areas table and map to help assess the appropriateness of a request. 3. If the request is approved, the Highway Superintendent will facilitate the installation, removal, relocation or modification of the streetlight(s) in coordination with all relevant parties. The timeline for executing an approved application is determined by the Town, and is subject to change, based on factors including funding, right-of-way research, and coordination with governments, utility companies and contractors. If the request is denied, the denial and determinative findings will be indicated in writing to the applicant. B. Town Review of Need 1. The Highway Superintendent and Town Engineer may identify potential streetlight needs determined through observation and input from staff, and will conduct an evaluation of the locations, and prepare a summary report of the characteristics, accident history, and safety considerations of the location. The report shall be submitted to the Public Works Committee for review. 2. If the Public Works Committee recommends an action involving the installation, removal, relocation or modification of a streetlight, it will forward the recommendation and related materials to the Town Board for consideration. V. EQUIPMENT 1. The summary report issued in conjunction with a valid streetlight application or ongoing Town Review of Need will recommend equipment details, including luminaire type, wattage, mounting height, light distribution pattern (including shielding, if recommended), and any other relevant details. 2. To minimize glare and light pollution, new streetlights will comply with the Town of Ithaca Code, Chapter 173, “Outdoor Lighting.” The Town will source the most energy efficient technology that addresses the safety objectives of the streetlight, while attempting to achieve aesthetic consistency within lighting character areas, as defined by the Town of Ithaca Lighting Areas table and map. 3. If practicable, color temperature will be 3,000 degrees Kelvin or lower. Consideration will be made to limiting light dispersion to the area required to enhance safety, while minimizing the illumination of neighboring properties as much as possible. VI. SITING 1. The location of any proposed new infill streetlights will be as close to one-half the distance between existing streetlights as is practical. 2. Existing poles shall be used whenever possible for new streetlights. In the event that an application for a streetlight necessitates a new pole, property lines will not be used as the basis for determining streetlight spacing, but consideration will be given to minimal spacing adjustment if it will result in property line placement, as long as safety objectives are not compromised.  3. After a streetlight has been decommissioned, poles deemed unnecessary will be considered for removal. VII. INSTALLATION STANDARDS All installations, removals and modifications of Town streetlights in publicly traversed rights of way over which the Town has established access rights and maintenance responsibilities, either by dedication, written agreement or historical and ongoing use, shall be carried out by a licensed electrician employed or contracted by the Town of Ithaca. Street lighting installations, removals, or modifications proposed for rights of way over which the Town has not established access rights and maintenance responsibilities, shall be designed and implemented in conformity with this policy by private contractors, to specifications determined by the Town. IX. MAINTENANCE STANDARDS Streetlights shall be maintained and repaired as soon as reasonably possible to ensure public safety.  All maintenance of Town streetlights shall be carried out by a licensed electrician employed or contracted by the Town. The Town shall maintain an official map of the location of the Town’s streetlights and a corresponding list of the fixtures and wattage of those streetlights. This official map, and the Town of Ithaca Lighting Areas map referenced above shall be reviewed periodically, and updated as needed. Town of Ithaca lighting areas* Lighting area Definition Recommended uses** 1 Little to no ambient lighting Areas where the natural environment might be adversely affected by lighting. Areas where human activity is subordinate in importance to nature and open space. Vision of residents and users is adapted to darkness, and they expect to see little or no lighting. Lighting may be used for safety. Typically includes undeveloped areas of open space, wilderness parks and preserves, areas near astronomical observatories, or any other area where protection of dark environment is most important. 2 Low ambient lighting Areas where lighting might significantly disturb character of area. Vision of residents and users is more adapted to low light levels. Lighting may be used for safety and convenience but is not necessarily uniform or continuous. Typically includes single- and two-family residential communities, rural town centers and other commercial, industrial, or storage areas with limited nighttime activity. May also include developed areas in parks and other natural settings. 3 Moderate ambient lighting Areas of human activity where vision of human residents and users is adapted to moderate light levels. Lighting may typically be used for safety and convenience but is not necessarily uniform or continuous. Typically includes multifamily residential uses, institutional residential uses, schools, churches, hospitals, hotels, motels, and commercial or businesses areas with evening activities in predominately residential areas. Also includes neighborhood recreational and playing fields, and mixed-use development with predominance of residential uses. 4 Moderately high ambient lighting Areas of human activity where vision of human residents and users is adapted to moderately high light levels. Lighting is generally desired for safety, security and/or convenience and it is often uniform and/or continuous. Typically includes commercial corridors, high-intensity suburban commercial areas, town centers, mixed- use areas and industrial uses. Also includes high-use recreational and playing fields, regional shopping centers, car dealerships, gas stations, and other nighttime active exterior retail areas. * Adapted from Model Lighting Ordinance User Guide. ** The Town of Ithaca Lighting Area Table and Map are intended to conceptually correlate the existing and anticipated character of areas within the Town with general prioritization and purpose of lighting. The table and map are not determinative and are not boundary or site- specific. ´ Town of Ithaca Lighting Areas Draft October 30, 2023 Streetlight Lighting Areas L1 - Little or No Ambient Lighting L2 - Low Ambient Lighting L3 - Moderate Ambient Lighting L4 - Moderately High Ambient Lighting 0 0.5 1 1.50.25 Miles Map Produced by Town of Ithaca Planning Department Data: Town of Ithaca Planning Department and Tompkins County Information Technology Services GIS Division Hayts Rd Mecklenburg Rd Bo st wick R d Danby RdC o d din gto n R d Slaterville Rd D ry d e n R d Hanshaw Rd E lm ira R d City of Ithaca Village of Cayuga Heights Town of DanbyTown of NewfieldTown of EnfieldTown of Ulysses Village of Lansing Town of DrydenL1 L1 L1 L1 L2 L2 L2 L2 L3 L3 L3 L3 L4 L4 L4 Town of Ithaca, NY OpenGov Investment Summary November 7, 2023 Gianna DeBellis gdebellis@opengov.com Confidential, Do not share Agenda ●OpenGov Overview & Permitting and Licencing Integration ●Enterprise Asset Management (Cartegraph) ●Implementation and Overview ●Investment Summary ○OpenGov Software ○Professional Services Confidential, Do not share The Modern Partner for Government Purpose Built, Mission Driven Government Only. 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OpenGov University Supporting Continuous Learning Confidential, Do not share Implementation Overview at Town of Ithaca, NY Key Deliverables: Please refer to SOW for complete implementation overview Assets: Includes standard Asset Types ready to deploy ●Domains - includes: ○Transportation ○Walkability ○Facilities ○Water Distribution ○Wastewater Collection ○Stormwater ○Parks and Rec ○Fleet * ●Integrations: Exactix 811 ●Conversions: Pubworks data conversion ●Custom Configuration: MS4 program Training: ●Onsite Requirements gathering ●Onsite Training ●Remote Go-Live ●Advanced Training ○Adv Reporting, Request Management, PM Plans, Asset Condition Manager, Advanced Materials Management Functional Areas: ●Request Management ●Work Management ●Asset Management ●Resource Management ●Mobile Application ●Administrator Functions ●Reporting ●Preventative Maintenance ●Asset Inspections & Conditions ●Dashboarding Confidential, Do not share Asset Management Proposal at Town of Ithaca, NY Annual Software Subscription, Professional Services Implementation, Ongoing Support & Maintenance for OpenGov Enterprise Asset Management. All Future Software Enhancements, Fixes, Updates 3 Year Contract OpenGov Pricing Includes: ●OpenGov Enterprise Asset Management Domains: ○Transportation | Walkability | Parks and Rec | Water Distribution | Stormwater | Facilities | Wastewater Collection ●Unlimited Users, Usage, Data, Assets within Domains, Work Orders, Reports ●$9,875 Savings on Professional Services Costs (11.111% Discount) ●List Price Software Subscription = $36,483 (13% Discount) ($4,742.79Savings) ●$14,617.79 Total First-Year Savings *Travel & Expenses Estimated at $5,600 *Pubworks data conversion included in PS cost OpenGov Proposal - Town of Ithaca, NY | EAM Subscription Year Months Software Professional Services Annual Total Jan 1, 2024 - Dec, 31 2024 12 $31,740.21 $84,825.00 $116,565.21 Jan 1, 2025 - Dec, 31 2025 12 $33,327.22 $0.00 $33,327.22 Jan 1, 2026 - Dec, 31 2026 12 $34,993.58 $0.00 $34,993.58 Confidential, Do not share Asset Management Proposal at Town of Ithaca, NY Annual Software Subscription, Professional Services Implementation, Ongoing Support & Maintenance for OpenGov Enterprise Asset Management. All Future Software Enhancements, Fixes, Updates OpenGov Proposal - Town of Ithaca, NY | Prorated EAM Subscription Year Months Software Professional Services Annual Total Dec 1, 2023 - Dec, 31 2023 1 $2,645.02 $42,412.50 $45,057.52 Jan 1, 2024 - Dec, 31 2024 12 $31,740.21 $42,412.50 $74,152.71 Jan 1, 2025 - Dec, 31 2025 12 $33,327.22 $0.00 $33,327.22 Jan 1, 2026 - Dec, 31 2026 12 $34,993.58 $0.00 $34,993.58 *Option for professional services to be split *Travel & Expenses Estimated at $5,600 Confidential, Do not share Asset Management Proposal at Town of Ithaca, NY Annual Software Subscription, Professional Services Implementation, Ongoing Support & Maintenance for OpenGov Enterprise Asset Management. All Future Software Enhancements, Fixes, Updates OpenGov Proposal - Town of Ithaca, NY | Prorated EAM Subscription Year Months Software Professional Services Annual Total Dec 1, 2023 - Dec, 31 2023 1 $2,645.02 $84,825 $87,470.02 Jan 1, 2024 - Dec, 31 2024 12 $31,740.21 $0.00 $31,740.21 Jan 1, 2025 - Dec, 31 2025 12 $33,327.22 $0.00 $33,327.22 Jan 1, 2026 - Dec, 31 2026 12 $34,993.58 $0.00 $34,993.58 *Option for professional services to be paid in full *Travel & Expenses Estimated at $5,600