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HomeMy WebLinkAboutPWC Minutes 1995-04-27 0 OF jT 411.1M 3. TOWN OF ITHACA �E® HIGHWAY/PARKS DEPARTMENT Y0 106 SEVEN MILE DRIVE, ITHACA, N.Y. 14850 HIGHWAY(607)273-1656 PARKS(607)273-8035 FACSIMILE(607)273-9239 DfSPOsmoN DATE P ,.j Town of Ithaca Public Works Committee Meeting 8 : 00 a.m. , April 27, 1995 Town of Ithaca Highway Facility 1 . Approval of Minutes David 2 . Discussion of Vehicle Maintenance Policy and Inspection Station Status Fred 3 . Discussion of Mechanic' s Helper Fred 4 . Discussion of Summer Employees Fred 5 . Discussion of Water Agreement and Sewer Agreement with Town of Dryden Dan 6 . Review Judd Falls Road Project Bids Fred/Dan 7 . Update on Forest Home Downstream Bridge (Maintenance Agreement with County) Dan 8 . Correspondence from Simsbury Drive (Duane Wilcox) ghk pc : Mary Bryant, Administrative Secretary Joan Lent Noteboom, Town Clerk Jon Kanter, Town Planner Andrew Frost, Code Enforcement Officer FINAL TOWN OF ITHACA Public Works Committee Meeting Minutes April 27, 1995 Present : David Klein, Chairperson; Dan Walker; John Whitcomb; Rich Schoch, and Fred Noteboom The meeting began at 8 : 10 a .m. The minutes were approved. Vehicle Maintenance Policy and Inspection Station Status • Fred Noteboom started by explaining that the Highway/Parks Department had received information on becoming our own inspection station. He informed the Committee that there is no fees associated with this, but we would have to purchase some equipment for inspection purposes . David Klein asked what we spend a year on inspecting Town vehicles, and Fred indicated that it was almost $400 a year. David also asked what would happen if there was a sticker on a vehicle and it was not really inspectable . Dan Walker said that if a Town vehicle was involved in an accident, there could be serious repercussions . David then asked if our mechanic was certified. Fred said yes, and that the State conducted meetings every so often to keep mechanics up-to-date . Dan indicated that the mechanic keeps records of all the vehicles and does the servicing on them. He also does a "pre- inspection" inspection before a Town vehicle is taken to be inspected. David asked if there was a fee for this, and Dan thought there as a fee for the stickers used to put on the vehicles . David then asked if the Town Board' s approval was needed. John Whitcomb indicated that it was . Consequently, David asked Fred to include the inspection station information in his report and put it on the "Consent Agenda" . David feels that it will be more cost effective, unless we would need to add another person, to complete our own inspections. Fred indicated that we would not have to hire another person for this reason, because the time is already spent doing pre-inspections . David went on to discuss the Vehicle Maintenance Policy draft before the Committee . He felt that #7 was a bit restrictive . Fred indicated that the Highway/Parks Department is trying to get a better handle on vehicle operation costs, so this was needed to help achieve that . Dan indicated that the operator of each Town Public Works Committee Meeting Minutes Page 2 vehicle is to fill out a daily log. On that daily log Dan indicates when he puts in fluids, etc . David indicated that it should be referenced on the policy, and Fred felt that #4 included it . Dan indicated that there is no set checklist for pre-trip inspection, and David asked if a pre-trip inspection was overkill. Dan felt that it was not. David also indicated that not all Town employees know what to do for vehicle maintenance and it should be indicated in the policy that the Town Mechanic is available for help, such as checking the oil, when the vehicle is at the garage for gas . David felt that the wording on #7 should read that all expenses or products must be reported on the daily log. He also indicated that #3 should read: " . . .or by specification of the • vehicle maintenance manual, if more restrictive. " A statement regarding the fuel master system check shall be added. It was discussed that this policy should be made a part of the Town' s Personnel Manuals, so each employee gets one. This policy was referred to the Personnel Committee for approval . Mechanic' s Helper Position Fred handed out a copy of a draft job description for a Mechanic' s Assistant . He went on to explain that because the Town fleet is growing, more in-house work is being performed on vehicles, and there is better preventive maintenance, the Highway/Parks Department needs another person to help maintain vehicles . Fred indicated that the Laborers and Motor Equipment Operators find very little time, in the summer, to do general maintenance on vehicles because the work load is greater. David asked if the same was true for winter months . Fred indicated that the person could also be in charge of buildings and grounds maintenance. David then asked if the educational requirements are high enough. Fred indicated that the new position may not need to be able to perform the work of the mechanic and that the mechanic could train a person to perform the work required. John and David agreed that the job description should include a one year certificate in auto mechanics, such as from BOCES. John then asked if Fred wanted to put this position in the 1996 budget. Fred said yes, and that he would like the Committees approval before taking it to the Personnel Committee. David then asked about the money needed for this position. Fred indicated that it could be considered an entry level position. Dan indicated that, at budget time, he would like to see the dollar figures for the benefits, such as retirement, insurance that the Town pays for each employee from his department . Public Works Committee Meeting Minutes Page 3 Fred indicated that he would get more documentation on the need of a new position before the next Public Works Committee Meeting. John and David agreed. John also indicated that we should look into the cost of "farming" out vehicle maintenance work to private business versus doing work in-house. Summer Employees Fred indicated that the Highway/Parks Department wanted to hire Ray Rose again this summer to mow the road sides. He also indicated that we would be employing a CIVITAS student from Cornell to work on implementing a Road Surface Maintenance Program. This person will be working with Cornell Local Roads to achieve this. • Dan indicated that in all there will be four CIVITAS students . David indicated that we should write resolutions and put them on the "Consent Agenda" . Water Agreement and Sewer Agreement with the Town of Drvcjen Dan first started by indicated that he has not brought anything to the Town Board as yet, but that he will be putting these topics on the agenda. He has received a copy of a resolution from the Town of Dryden. He also feels that we have good cooperation with the Town of Dryden already. Dan indicated that there was an agreement between the Town of Dryden and the Town of Ithaca which was never signed; although it was not executed but it is in ,practice . According to that agreement, the Town of Dryden pays the Town of Ithaca $15 a unit to transport sewage through the Town. Dan informed the Committee that according to the agreement to be signed it will cost $30 for every 100, 000 gals. He would also like to put in this agreement a service charge for the Route 366 transfer of sewage. David asked if this agreement was based on the City of Ithaca and Town of Ithaca' s agreement. Dan indicated that it was, but the Town of Dryden would have to have a separate agreement with the City of Ithaca to transport sewage through the City. John asked where the figure of $30 for every 100, 000 gals comes from. Dan indicated that he would rather charge based on volume not units . We will also be putting in a meter to monitor it . Dan indicated that he would also like to add the old agreement for Sapsucker Wood area onto the new agreement . Dan indicated that the construction drawings for the Lucente-Sapsucker Woods sewer project were not acceptable . Public Works Committee Meeting Minutes Page 4 John asked what action the Town Board needed to take on this, and Dan indicated he would present the agreement only. This will be treated as a,. subdivision sewer placement, and it will be discussed as a separate agenda item. John asked if the parks land dedication was added. Dan said that the agreement will be given to John Barney (Town Attorney) to review. Judd Falls Road Project Bids Dan indicated that the low bidder was DeNinis Construction Company from Binghamton, NY. Dan said that Wayne Sincebaugh and Chuck White went to visit the construction company and found it to be in good standings . The reference who were contacted all indicated that DeNinis is a good construction company. DeNinis is very eager to get started. David explained that the Town' s portion of the bid came in at $183, 000 and Cornell University's was $49, 000 . David asked if Cornell University completed their own engineering work, and Dan indicated that they did, although we will be paid an administrative fee. David asked if Cornell University would also be paying a construction administrative fee, and Dan indicated that it was made part of the agreement which is yet to be signed. David indicated that the Town should put some pressure on Cornell to sign the agreement so that work can proceed. Dan informed Cornell that he needed the agreement signed by May 8, 1995 ' (Town Board meeting) . Dan informed the Committee that the Town of Ithaca is charging Cornell University a 25 percent construction administrative cost fee, and that the Town will be making field inspections throughout the project . DeNinis indicated their goal is to finish the job in 30 days, and that they will start as soon as we will let them. Fred indicated that would be May 30, 1995 . David asked if a letter should be sent to residents regarding the project and nighttime parking. Fred indicated that signs would be erected next week. Dan also indicated that there is sufficient room on McIntyre Place for overnight parking, and that the contractor believes that through the whole project there may only be a few days when residents can' t get into their driveways at night . Dan informed the Committee that the milling would take approximately one day. They will be grinding up the current asphalt and, reusing it as a sub-base material. They will put a fabric down first, then limestone, then the used asphalt as a recycled base, and finally a hot top coat. Forest Home Downstream Bridge Public Works Committee Meeting Minutes Page 5 David informed the Committee that the engineering firm hired to design the Forest Home Downstream Bridge was subcontracting this project to another firm. Dan showed the Committee a copy of the .new design. Dan indicated that basically it is the same except the supports will be made of angle iron instead of solid welded beams . The Public Works Committee is still concerned about lack of progress. The project is behind schedule but hopefully the project can be started in June. The maintenance agreement should be approved at the May 16, 1995, Tompkins Count Board of Representatives meeting and executed on May 30, 1995 . David said it may not conflict with the Judd Falls Road project since the DeNinis feels it can complete the project within 30 days. Dan will make a report for the Town Board at the May meeting. Correspondence from Simsbury Drive, Winthrop Place, and South Hill Fred handed out a copy of the letter he wrote to Duane Wilcox from Simsbury Drive. We have not had any response as yet . David asked if the Town should patch areas of Simsbury, since it will not be surface treated until 1996, and Fred explained that the road is not in as bad disrepair as Mr. Wilcox stated. Fred informed the Committee that every spring the Highway/Parks Department patch the dangerous areas of road in the Town, then the roads that are scheduled for surface treating, and, if time, any other areas in need. John asked Fred about the correspondence from Carol Anderson. Dan indicated that in 1980, some diversion into the Retention Pond (behind DeWitt) in the Northeast was made. Fred also indicated that this retention pond was in need of work and that the work was slated for this summer. John also indicated that there were no easements on some properties to be able to fix the problem. Dan indicated that some re-engineering at the retention pond was necessary. John also received word from Jack Little that the South Hill Water easement needs to be cleaned out . Dan indicated that we have a contract looking at it. The meeting was adjourned at 9 :50 a.m. r ghk