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HomeMy WebLinkAboutPWC Minutes 2024-11-19AGENDA PUBLIC WORKS COMMITTEE November 19th, 2024, 9:00a.m. ZOOM Link: https://us06web.zoom.us/j/81695207215 1. Approval of Minutes a. September 17, 2024 2. Member Comments/Concerns a. Consider Modifications to Agenda 3. Engineering Team Intro – Dave O’Shea 4. Babcock Ridge Trail Update – Mike Smith 5. Sewer Agreements 6. OpenGov – Asset Management Demo – Joe Talbut 7. Project Updates – a. Streetlights b. King Rd West Culvert c. PWF MEP Updates d. TH Clerks/Mezz Update e. Town Hall Weatherization f. Site Design Manual g. Forest Home PS1 Town of Ithaca Public Works Committee November 19, 2024, 9:00 a.m. Minutes Present: Rod Howe, Joe Slater, Mike Beach, Dave O’Shea, Justin McNeal, Emily Rodgers, Connor Crandall, Sam Harris, Madison Clapp, Hilary Swartwood, Joe Talbut, Travis Mills, Mike Smith, CJ Randall, Rich DePaolo, Rob Rosen, Becca Wright, Becky Jordan. Approval of Minutes: With replacement to the last sentence under item #6 for clarification purposes, approval of the September 17, 2024 minutes was motioned by Rod Howe, seconded by Rob Rosen. Carried. Member Comments/Concerns 2. Consider Modifications to Agenda Member Comments/Concerns a. Consider Modifications to Agenda – None 3. Engineering Team Introduction – Mr. O’Shea shared the Engineering department organizational chart and stated there have been a lot of staffing changes in the past year. Staff introduced themselves, shared their title, how long they have been with the town, and a brief description of duty(s). Sam Harris, 8 yrs, recently promoted from engineering tech to civil engineer, project design and review; Justin McNeal, 7 years, civil engineer, external plumbing permit (EPP) review, SWPPP review, development review, water and sewer main projects; Emily Rodgers, 6 months, civil engineer, development review; Connor Crandall, 1.5 years, engineering technician, construction inspections, sewer and stormwater inspections; Madison Clapp, 3 weeks; Mr. O’Shea, 10 years, Director of Engineering for 4 months. Ben Coakley, GIS Analyst, was not present. Mr. Howe shared that the photos on the front cover of the budget booklet were taken by Connor Crandall. We have a pretty amazing engineering department. 4. Babcock Ridge Trail Update – Mr. Smith shared a layout design concept map of Babcock Ridge Trail at Culver Road Preserve. The town acquired a 70-acre property in 2018-19 through a state grant. Once acquired we applied for an environmental protection fund state grant of $212k for design and construction which we estimate a project cost of $282k. The town hired EDR out of Syracuse this year for the design work. Started developing concept designs. We held a public open house at the end of September. EDR will be creating a buffer along the northern part to prevent people from veering onto neighboring properties including the Cornell Botanic Gardens. The current concept includes two parking areas at #1 and #5 totaling about 12 parking spaces between the two. Point #2 has some impressive views. Point #3 is a big open space with the best views in several directions. (attachment #1) Mr. DePaolo asked what kind of trails, will there be any surfacing. Will it be ADA. Mr. Smith replied that they are looking at multiple surfaces. It will depend on cost and the terrain as there are some steep grades. There could be stone dust, mulch, and mowed grass. No ADA. Mr. O’Shea pointed out that between points #1 and #2 it’s shallower so there will be a more stabilized, less difficult surface accessible to more people. Beyond that it will be for more advanced users as the grades get steeper and more difficult. Trying to make the views more accessible to all. Mr. Rosen asked if the cost includes design and construction and town workforce or contractor. Is surfacing adjustable from stone to mulch based on budget? Mr. Smith replied that the cost does include design and construction as well as contractor. Mr. O’Shea added that we will see the cost estimate before making decisions. Guessing we will be over budget as construction costs have increased in the three years since applying for the grant. We will probably phase this project. We will have a timeframe of possibly three years to use grant funds. The town will provide wood chips. Mr. Rosen advocates for easy grades to accommodate folks with mobility issues. Mr. O’Shea mentioned the grant application discussed installation of a pavilion at the main view section (point #4). Mr. Howe inquired about the maintenance plans upon completion. Mr. Talbut replied that overall, it shouldn’t be too bad with selecting the right materials. Mr. Slater asked if there aren’t already trails in the botanic garden area. Mr. Smith replied no and anyone wanting to utilize the botanic garden area must secure permission ahead of time from Cornell due to difficult terrain and sensitive vegetation protection. 5. Sewer Agreements – Mr. Howe added this to the agenda again to see if staff have any questions/concerns and to decide when it’s appropriate to begin conversations ahead of the agreement expiry. Consolidating agreements won’t work as each are unique and involve different municipalities. Mr. O’Shea suggested trying to nail down which to focus on first such as plant to plant (being a newer agreement may not have many modifications) & joint sewer agreement (with budget season). Mr. Slater offered that capacity is the biggest issue to get a handle on. Agrees with starting with plant-to-plant agreement being top priority (end Dec 2025). There has been talk about the Remington road bypass and getting those flows out of the northeast and into the Ithaca Area Wastewater Treatment Plant. Also, we could pursue the northeast bypass coming from Cornell. Mr. O’Shea stated that we included in the 2025 budget for a study starting with metering the interceptors to see where they are at. We would like to dial in each interceptor. Mr. DePaolo suggested there are some avenues in the current joint sewer agreement that we will want to energize. There is an Operations Review Committee which is authorized to examine a city department, one per year, to determine whether or not the admin cost is appropriate. There is also an Operating and Maintenance manual that we’ve never seen or heard of but that the SJC is supposed to review. There is interest in exercising greater oversight. Plant operations are largely contractual now, what of the admin costs can be justified now with contractor involvement? Mr. Slater pointed out that the city has come forth in the newspaper and said that they’ve had some of their water meters not reading since 2016. We know that the divisional meters are communicating but we question their accuracy. How this rolls out as far as capacity and allocation is a big determination when you’re talking about $70m of plant improvements. Mr. DePaolo suggested we have a legitimate question with the joint interceptor agreement related to the overhead charge. It sounds like they are still charging a flat 10% fee, and I believe that was adjusted down to around 6% on the wastewater treatment plant side after claims of excessiveness. What is the industry standard? Is this ever justified, backed up with invoices and supporting documents? Is there reciprocity built in for if/when the town does work? Mr. Slater replied, yes, Travis gets itemized invoices typically monthly for work performed with a 10% overhead adjustment. A bigger concern may be that in the past year to 18 months the city states that town flows are no longer going through Buffalo Street pump station so we’ve since terminated the bills there however, the agreement hasn’t been modified. Occasionally we’ve had questions about invoices, and they’ve been transparent. Occasionally the town has done work. Never seen the numbers for capacity and allocation. Mr. O’Shea stated that our goal is to run studies to see where our average and peak flows are and what our numbers are. Hoping the City will work with us to identify joint interceptors. Going to have to do interceptor by interceptor and really dial each in. Mr. Slater asked where the sewer bills go because he and Mr. O’Shea do not see them. Are they a monthly bill? How do we verify the 10% overhead was reduced since May? Mr. DePaolo suggested looking at the budget. Mr. Howe suggested there are a few things to bring up at the next SJC meeting. 6. OpenGov – Asset Management Demo Mr. Slater reported that our existing Asset management was PubWorks which we weren’t happy with the support and that it didn’t have GIS integration. We looked at a few programs over the course of the past couple years and landed on Cartegraph. This worked out well because as we pursued Cartegraph they were acquired by OpenGov, our current permitting and licensing platform. Some attractions are continuous support after the project closes, robust, and ability to get as detailed as you want. Our go live date was mid-October. Over the past several months we have built in our assets and the brush and leaf events provided a great opportunity to practice with tasks and assets. FEMA provides per hour equipment rates. We recently integrated our fuel system into Cartegraph for equipment preventative maintenance purposes. As staff enter mileage at the fuel tank it is sent to Cartegraph and if maintenance is needed per odometer reading a task will be created for the mechanics. Mr. Mills demonstrated the map view, creating tasks, completing tasks and attaching assets such as staff labor, equipment, tools, and supplies for total cost. Ms. Wright provided that the FEMA equipment hourly rate seems to take into account average insurance, maintenance, and trending fuel costs. FEMA adjusts equipment rates approximately every 2-3 years and Cartegraph has built in FEMA integration. 8. Project Updates Streetlights – Mr. Slater reported that Quantela and asset management was not communicating up to a couple dozen lights. We leaned on NYPA and at the end of last year we were told Quantela would no longer be available and NYPA is looking to replace all of our streetlight communication nodes. Vendor options we’re looking at are Philips Signify (corporate) and Ubicquia (local). We chose to trial nodes from both companies in limited cell phone coverage areas for 6-8 weeks before making a decision of contract by the end of the year. Found we could send command and within three seconds have results whereas before the command would have to go through all lights until it found the target light so it took time. Mr. Howe asked if this would be a no-cost change order. Ms. Slater replied that is what we’re being told. Mr. Little, in house IT, has previous experience and has provided feedback. Pricing is the same with either vendor. Hardware is covered under warranty. King Rd W Culvert – Mr. O’Shea referenced his monthly project progress summary sheets included in the agenda packet. (attachment #2) Mr. Howe likes the progress sheets for this committee with a brief synopsis. The timeline is helpful. PWF MEP Updates – Bids received within $4k of third party estimate which, on a $1m project, is excellent. This project will be on the TB agenda for authorization and then we will be working through references. TH Clerks/Mezz Update – Construction documents being reviewed. Hoping to start project first thing next year. Town Hall Weatherization – TY Linn supposed to provide 75% drawings by next week and is on task. Discussing grants applications, we should meet all deadlines for a spring start. Site Design Manual – Kick off meeting with planning last Tuesday. There are a lot of moving parts and layers on their part. Starting with sanitary sewer details first as it will require the most time and it will allow time to look at laws as things come together. Forest Home PS1 – Complete. Handful of minor punch list items. Landscape looks good. Other Discussion: Mr. Howe reported that board members from Lakeview cemetery are coming to address the town board on Monday. Also, the woman in charge of Coddington road cemetery has questions for which Mr. Slater and I put together some preliminary answers and will meet with her this afternoon. Mr. Mills responded to a request for a reduction of fee for water from Bolton Point on behalf of Museum of Earth requesting more information and is awaiting response. Mr. Mills provided an update on the Town of Ulysses report of a water leak in the Woolf Lane area. ¾” meter replacements were installed on 1” housing units resulting in miscalibration. Further calculation discovered no leak. Background: Town of Ulysses is a non-bulk rate paying water customer of Town of Ithaca for the Woolf Lane area because the upfront cost to join Bolton Point is too costly. Adjourn 10:25 a.m. The next meeting is scheduled for Tuesday, December 17, 2024. Submitted by, Becky Jordan 1/3PAGE:Ithaca, NY / Concept DesignSeptember 30, 2024 Babcock Ridge Trail at Culver Road Preserve Basemap 200’0’400’ Feet 600’ CU L V E R R O A D CU L V E R R O A D VIEW TO VIEW TO BUTTERMILK FALLSBUTTERMILK FALLS VA L L E Y VA L L E Y VI E W VI E W VIEW TO VIEW TO ITHACA C O L L E G E ITHACA C O L L E G E CORNELL CORNELL UNIVERSITYUNIVERSITYBOTANIC GARDENS PROPERTYBOTANIC GARDENS PROPERTY BABCOCKBABCOCKRIDGERIDGE CU L V E R R O A D CU L V E R R O A D 9 15 14 13 12 1110 7 8 6 5 4 3 21 16 16 9 Upper parking area notes: 1. Plan for 6+ spaces 2. Preserve mature trees as feasible 3. Parking spaces between trees? 50’ between trees (left) 40’ between trees (right) Lower parking area notes: 1. Plan for 6+ spaces 2. Relatively flat area 3. Could be phased - TBD LEGEND1. Upper parking area - el. 1,065’ 2. Gate/barrier required to limit access3. Bowl/depression 4. Gentle slopes/existing paths 5. Maintain buffer at property edge6. Steep slope - 15%7. Vantage point - el. 955’8. Steep ridge / drop-off9. Existing Residence10. Potential woods trail11. Existing informal ridge trail12. Pavilion plateau - VIEWS, el. 825’13. Potential switchback area14. Steep slope - 15%15. Lower parking area - el. 735’16. Potential future phase(s) Note: All measurements are approximate Attachment #1 2/3PAGE:Ithaca, NY / Concept DesignSeptember 30, 2024 Babcock Ridge Trail at Culver Road Preserve Trail Layout 200’0’400’ Feet 600’ CU L V E R R O A D CU L V E R R O A D CU L V E R R O A D CU L V E R R O A D 1 2 2 3 5 4 LEGEND1. Upper parking lot2. Buffer at property line3. One entry to plateau area4. Future pavilion location5. Lower Parking Lot Key Takeaways• Slope ranges from less than 5% to 15% maximum.• Total elevation change: 280 ft• Total length: 0.7 miles• 0.25 miles from lower parking area to pavilion 125 ’ 70’ 11 0 ’ 3/3PAGE:Ithaca, NY / Concept DesignSeptember 30, 2024 Babcock Ridge Trail at Culver Road Preserve 100’0’200’ Feet 300’ Trail Grading CU L V E R R O A D CU L V E R R O A D LEGEND <5% <5%<5% 15% 10% 10% 10% 10% 10% 12.5% 12.5% 12.5% 15% 1. Dark Green trail: Less than 5% gradient 2. Light Green trail: 5-10% gradient 3. Yellow trail: 12.5% gradient 4. Red trail: 15% gradient 2024 Inlet Valley Sewer Improvement Project 11/8/2024 Pump station and conveyance route imrpovements 10/25/2024 Total:1,278,685$ Design:$45,496.00 Contract:$33,571.00 Resolution:2024-118? Change Order:0 End Date:1/1/2026 Total:$33,571.00 Contract:$8,525.00 Resolution:2024-118? Part B Change Order:0 End Date:1/1/2026 Total:$8,525.00 Contract:Resolution: Change Order:End Date: Total: Summary: D.O'Shea 11/8/2024 Project Progress Summary TB 2024-095; TB 2024-101; TB 2024-118? Project: Contractor/Design Professional: Account Number(s): Resolutions: RFP Bid Date: Barton and Loguidice Type: CIP Budget: Date: Project has gone through SEQR, and PIO. Permissive referendum period has eneded. B&L has been awarded the design contract for the Eletrical and Mechanical portion of the project. Amendment Value: Amendment Value: Contract Authorized Value: Part A Completed to Date:$0.00 Completed to Date:$0.00 Completed to Date: Attachment #2 Sanitary Sewer Rehabilation Project NE 11/8/2024 Sewer Rehabilaton 9/27/2024 G8120.564 Total:$300,000.00 Bid:$246,812.80 Contract:$246,812.80 Resolution:2024-106 Change Order:$24,681.28 End Date:5/1/2025 Total:$271,494.08 Contract:Resolution: Change Order:End Date: Total: Contract:Resolution: Change Order:End Date: Total: Summary: D.O'Shea 11/8/2024 2024-106 Type: Budget: Date: Account Number(s): Resolutions: The project was awarded to Sewer Speacialty Service Company. Awaiting project schedule and submittals. Amendment Value: Amendment Value: Contract Authorized Value: Completed to Date:$0.00 Completed to Date: Completed to Date: Project Progress Summary Sewer Specialty Service Company, INC Project: Contractor/Design Professional: Bid Date: Townline Rd Bridge Replacement Design 11/8/2024 Bridge Replacement/BridgeNY for County 1/1/2024 Total:$2,342,000.00 Design:$323,000.00 Contract:$323,000.00 Resolution:2023-173 Change Order:0 End Date:12/1/2025 Total:$323,000.00 $50,924.63 Contract:Resolution: Change Order:End Date: Total: Contract:Resolution: Change Order:End Date: Total: Summary: D.O'Shea 11/8/2024 Date: Completed to Date: Engineer is working through alternatives and creation of the Draft Design Approval Document (DDAD). Project Progress Summary 443 Electronic Parkway, Syracuse NY 13088 Barton & Loguidice, DPC 2023-173 Project: Contractor/Design Professional: Account Number(s): Amendment Value: Resolutions: Amendment Value: Contract Authorized Value: Completed to Date: Completed to Date: Type: CIP Budget: Bid Date: