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HomeMy WebLinkAboutMN-BPW-2014-04-28BOARD OF PUBLIC WORKS PROCEEDINGS CITY OF ITHACA, NEW YORK Regular Meeting 4:45 p.m. April 28, 2014 PRESENT: Mayor Myrick Commissioners (5) - Jenkins, Darling, Morache, Warden, Acharya OTHERS PRESENT: City Attorney - Lavine Superintendent 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 Director of Engineering - West Transportation Engineer — Logue Sidewalk Program Manager — Hathaway Engineering Technician — Mason Parking Director — Nagy Engineer — William J. Gray EXCUSED: Commissioner Goldsmith DAC Liaison — Roberts ADDITIONS TO OR DELETIONS FROM THE AGENDA: Commissioner Warden requested that the vote for the renaming of the City of Ithaca Court Building to the Judith Anne Rossiter court building be postponed indefinitely. Mayor Myrick responded that Attorney James Kerrigan (who initiated the proposal to rename the city court building) submitted a written request today to withdraw the proposal. The reason that Mr. Kerrigan provided was that Judge Rossiter would prefer to serve out her time as Ithaca City Court Judge quietly, with respect and dignity without the public discussion of her tenure in the lime light. Superintendent Thorne requested the addition of a new item 9.1 entitled "City of Ithaca Street Vending Policy ", and the subsequent discussion items to be renumbered accordingly. No Board Member objected. Parking Director Nagy requested the addition of item 9.6 entitled "City Parking Lot at West Court and Fulton Streets ". No Board Member objected. MAYOR'S COMMUNICATIONS: Mayor Myrick had no communications at this time for the Board. COMMUNICATIONS AND HEARINGS FROM PERSONS BEFORE THE BOARD: Susan Jean Cummings, City of Ithaca, addressed the Board regarding storm water run- off that affects her rental property on Pleasant Street. Currently, she cannot rent the ground floor apartment because of the water problem; the water does not drain properly. She requested that this topic be placed on a future agenda of the Board for further discussion and review. RESPONSE TO PUBLIC: Supt. Thorne and Asst. Supt. Benjamin reported that they are familiar with the issue of storm water run -off at Pleasant Street. They confirmed that a lot of water does come down the street at the intersection of Aurora and Pleasant Streets. The City needs to re- direct the water into the appropriate catch basins. They plan to work on the street during this construction season, which will require that detours be put into place while the work is done. In addition, NYSEG plans to do work there as well. Board of Public Works Meeting Minutes April 28, 2014 Mayor Myrick requested that the Board be notified when this work is schedule to begin. Ms. Cummings thanked the Board for their time and assistance. REPORTS: Youth Bureau Advisory Board: Commissioner Warden reported that the Youth Bureau is facing some significant budget cuts in New York State Funding, as well as from the Town of Ithaca who is proposing to withdraw its financial support as well. As a result, staff has been doing a lot of juggling to maintain programs to the best of their ability. Staff Reports: Supt. Thorne reported that the City finally received the permit from New York State Department of Environmental Conservation (NYSDEC) to clean out the gravel bar on Six Mile Creek; the City has a year in which to complete the work. He also met with representatives from NYS DEC and O'Brien & Gere to discuss dredging of Cayuga Inlet. Progress is being made towards that work, but it has been very slow. He further asked Board members to consider going into executive session at the end of the meeting regarding the property at 967 East State Street because staff has additional information to share. Mayor Myrick responded that he would support an executive session at the end of the meeting. Asst. Supt. Whitney reported that he is just back from a week of vacation. He has 15 interviews scheduled for 4 positions that are or will be vacant as a result of retirements. Staff is reviewing the contract documents for the new water plant before they go out to bid. Water main work has been completed on Triphammer and Jessup Roads. The next project involves the replacement and installation of new water services on Clinton Street all the way to Meadow Street; which will be completed block by block. In addition work is underway on major upgrades to the aeration system at the Waste Water Treatment Plant. Asst. Supt. Benjamin reported that the work on Richard Place is almost complete; they are waiting on NYSEG to complete their work and then repaving can occur. NYSEG has another main to retire /move on Plain Street (a big 10" gas pipe) that needs to be completed before repaving there can begin. Director of Engineering West reported that bids are due on May 14th for the Seneca Street garage repair contract. The traffic signal project will be in front of the Board on May 12th for award, and the Waterfront Trail Phase II will go out to bid in a couple weeks. After a lot of hard work, the Commons Construction Project Team has found a way to save on engineering costs so that work may proceed with the playground and other amenities as originally planned. The contractor has agreed to honor the original prices on those things. Currently, there is a lot of work and coordination underway with construction /installation of utilities on the Commons. He just received a call to inspect the Green Street Garage to look at a deteriorated beam and column at the east end of the garage that will require repair. Parking Director Nagy provided the Board with an update on the financial statistics for parking revenue in the City of Ithaca. Mayor Myrick announced that there would be a Common Council Committee of the Whole meeting on Wednesday, May 28, 2014 at 6:00 p.m. in Common Council Chambers. The topic of discussion will be the Department of Public Works. Common Council has scheduled three Committee of the Whole meetings in April, May, and June to discuss particular topics that will assist them in their review and deliberation of the City of Ithaca 2015 budget. He encouraged Board of Public Works members to attend the meeting to participate in the discussion. Board of Public Works Meeting Minutes April 28, 2014 APPROVAL OF MINUTES: There were no minutes on the agenda for approval. BUILDINGS, PROPERTIES, REFUSE AND TRANSIT: Request to Rename City of Ithaca Court Building - Resolution This item was withdrawn from the agenda permanently. Resolution Declaring That Repair to the Bathrooms at the Stewart Park Large Pavilion Constitutes an Emergency By Commissioner Jenkins: Seconded by Commissioner Darling WHEREAS, engineering staff has inspected the framing of the floors under the bathrooms at the Large Pavilion at Stewart Park, and WHEREAS, it is staff's determination that the deteriorated floor framing constitutes an imminent hazard for localized collapse, and WHEREAS, it is staff's determination that the plumbing of both bathrooms has deteriorated severely and should be replaced, and WHEREAS, operation of the summer camp and rental of the pavilion requires functioning bathrooms by June 30, 2014, and WHEREAS, standard drawing preparation and bidding procedures will prevent a speedy repair of the facilities; now, therefore be it RESOLVED, That the Board of Public Works, at the recommendation of Department of Public Works staff, declares that repairs to the bathrooms at the Large Pavilion at Stewart Park constitute an emergency, and be it further RESOLVED, That the Board of Public Works directs staff to expedite repairs to the bathrooms with all due diligence. Director of Engineering West provided the following information to the Board on this emergency repair work required at the large pavilion at Stewart Park: We were recently informed of failure of the flooring in the men's room in the large pavilion at Stewart Park. Staff visited the building. The framing, sub -floor and drain connections in both the men's room and the women's room are in seriously bad condition and must be re- built. In both rooms the framing is rotted to the point of failure as are significant portions of the sub - floor. Tile setting bed is exposed and damaged in both rooms. There are holes in the drain lines and drain connections, as well as complete disconnects between fixtures and drain lines. In addition the floor drain in the men's room is not connected to the drain lines at all. It appears that the entire sanitary system should be replaced and brought up to code. The venting system should be looked at as well ... may have been the reason for the deterioration (holes) in some of the pipes. Once they have everything exposed the Plumbing Inspector will look at the situation and offer a more specific plan for code update. I anticipate that the wall and flooring on both sides of the restroom walls will need to be removed and remaining framing shored in place. Once the flooring is removed the drain lines can be re- plumbed. The floor framing and sub -floor can be replaced, toilet flanges can be set and the tile floor can be replaced / repaired. If the interior walls will be removed and replaced we will also have to replace the wall tiles and wall- mounted fixtures. New stall dividers will be needed. Funding for these repairs may be available through a TC tourism grant. A Vote on the Resolution Resulted As Follows: Carried Unanimously Board of Public Works Meeting Minutes April 28, 2014 HIGHWAYS, STREETS, AND SIDEWALKS: A Resolution to Create a "Retroactive" Street Permit for Sidewalk Past Work Credits By Commissioner Morache: Seconded by Commissioner Warden WHEREAS, the City of Ithaca Charter, Section C -73 (C)(2)(c), allows for reductions in Sidewalk Improvement District assessments for "Past Work," and WHEREAS, the definition of "Past Work" in Charter Section C- 73(C)(1) requires that the work be permitted by the Office of the City Engineer, and WHEREAS, it has come to the Board's attention that there are instances when proof of permit cannot be provided by the property owner and is not in City records (which are only required to be kept by the City for six years), and therefore the property owner is not eligible for the past work credit because proof of permission cannot be provided, and WHEREAS, the Board concludes that property owners should be able, for a limited time, to apply or reapply for a "retroactive" permit so that they would be eligible for the past work credit, now, therefore, be it RESOLVED, That the Board of Public Works hereby creates a "Retroactive" Street Permit for the purposes of meeting the definition of "Past Work" in City Charter Section C -73, and be it further RESOLVED, That this Retroactive Permit shall be only applicable to sidewalk repair work completed prior to January 1, 2014, and be it further RESOLVED, That applicants must apply for the Retroactive Permit, pay a $25 permit fee and a $40 inspection fee, and sign the permit itself, after which time staff will make a site visit and visually inspect the sidewalk under consideration, and be it further RESOLVED, That other standard requirements for Street Permits, such as providing additional insurance to the City, work zone definition, and notice to the City before completing the work, shall be waived for the Retroactive Street Permit, and be it further RESOLVED, That this Retroactive Permit shall only be available to applicants who apply by December 31, 2014, after which date this option will cease to be available. Carried Unanimously CREEKS, BRIDGES, AND PARKS: Award of Professional Services Contract for the Brindley Street Bridge Replacement Project - Resolution By Commissioner Jenkins: Seconded by Commissioner Warden WHEREAS, the replacement of the Brindley Street Bridge over Cayuga Inlet, ( "the Project ") involves the replacement of the Brindley Street Bridge over Cayuga Inlet (BIN: 2210400), approach and intersection improvement, and WHEREAS, the City of Ithaca established Capital Project #764 in the amount of $205,000, and WHEREAS, professional services proposals were received on November 15, 2013, for the project, and WHEREAS, The Consultant Selection Committee has reviewed 13 proposals received and made recommendations for award, now therefore be it RESOLVED, That the City of Ithaca Board of Public Works hereby awards the professional services contract for the project to Delta Engineers, Architects,& Surveyors, of Endwell, New York, for an amount not to exceed $95,495, and be it further RESOLVED, That the Mayor of the City of Ithaca be hereby authorized to enter into said contracts under the usual terms and conditions. Carried Unanimously N Board of Public Works Meeting Minutes DISCUSSION ITEMS: April 28, 2014 Proposed Street Vending Policy Regarding Louis' Lunch Wagon and the Hot Truck: Commissioner Darling provided the following information and proposal for the above two existing and long standing hot trucks in the City of Ithaca: Definition of proposed permit: "Heritage Permit" Street Vending Policy for Heritage Permits (to be added to the City of Ithaca Food Truck Policy adopted and approved by the Board of Public Works on January 27, 2014): "IV. Vending Permits A. Types Available 4. Heritage Permit is available only to Street Vendors that have operated under previous City issued permits in their current location prior to March 15, 1988 and apply only to that previously permitted location. Vendors must complete the Permit application process and pay a one -time fee of $100. The Annual fee will be determined by the Superintendent of Public Works and approved by the BPW in July of each year. Heritage Permit holders are subject to all parts of the Vending Policy with the exception of participating in the lottery, and will be allowed to occupy and operate in the permitted location at all times. [Exempted Rules: VII. Operations B. (4, 6) C. (1 -4) D. (1 -4)" Commissioner Darling explained that he chose a random date in the first line because he could not remember when and if the Hot Truck was moved to where it is now. He recalled it being moved sometime during the time the current residence halls were being built on the Cornell University Campus. He stated that he referenced the parts of the policy that would not be applied to a Heritage Permit. He thinks this permit will allow the hot truck operators to continue to operate as they have, including their electric hook- ups. He doesn't think any of the other requirements should cause a hardship for them. If they sell the business, they can transfer the Heritage Permit with the Superintendent of Public Works permission, [VII Operations, B (14)]. He further explained that the idea was that the hot truck owners wanted to stay in their current locations, and the City of Ithaca wanted them to follow all the rules as the other street vendors. They also won't have to participate in the lottery or move — except at the direction of the Board of Public Works or Department of Public Works staff. The permit would only be transferable to a different owner with permission from the Superintendent of Public Works, with the Board of Public Works being the appeal board. The Board supported the proposal and requested that it be brought back to their next meeting for a vote. Request to Hang a Banner at Wood Street Park from Family Reading Partnership: The Family Reading Partnership would like to hang a large banner from the fence that surrounds the basketball court in Wood Street Park. GIAC Director Marcia Fort and City Forester Jeanne Grace both support approval of the request. The members of the Parks Commission reviewed the request and providing the following e -mail responses: "I am okay with this although the banners are quite large. Let's give it a try and see if we have any reservations later. I don't know how tall the fences are at the park, but these are large signs, even the smaller one. I'd be concerned about line of sight. But if they are able to be hung high enough so that sightlines are not impeded, then I am fine with it. Who will see it? People in the park or outside? I'm fine either way, just curious. I have no issues with the specific banner, other than the previously stated issues of visibility - and perhaps some consideration as to the impact of and shadows it is going to cast on the basketball court which could be an annoyance to those who are using the court. 5 Board of Public Works Meeting Minutes April 28, 2014 That said, I do think some further thought needs to be put into what type of signage will be allowed in the future in parks - given our recent discussions about only permitting uses that promote the mission of the parks as they relate to active /passive recreation. If we are going to allow one non - profit organization to display a sign in the park, what are the rules for other organizations, and how do we define what is permissible or not? What is the limit of sign areas and number of signs we would allow to be displayed in this location or others? How could we reasonably say "No" to another organization with a charitable mission that has little or nothing to do with the park mission in the future? Again, I am not suggesting that we turn down the request, but I do think if we allow this, we need to prepare for future requests, and have a framework for criteria in place that backs up our recommendation. I am chiming in very late with a question. Has the Family Reading Partnership hung their banners in any city park before ?" Mayor Myrick stated the he has no objections to the request, and noted that the Family Reading Partnership is a great organization in the community. Discussion followed on the floor regarding the Board's overall support for the request. The Board is concerned about setting precedent, and therefore would request that the Parks Commission work to develop a policy that could be followed in the future for requests of this type to ensure consistency in either granting or denying them. Further discussion followed regarding whether or not a sign permit would be required from the Building Department, and the length of time the signs are proposed to be displayed. City Attorney Lavine requested that the resolution, which will be created for this request, include the Board's view that the property owner's permission is needed for placement of signs. In addition, it should include information about the Parks Commission's development of a comprehensive policy to follow in the future for requests of this type for any city park. TRANSPORTATION ALTERNATIVES PROGRAM: Transportation Engineer Logue joined the Board for discussion of this topic. He explained that the City has an opportunity to apply for funding through the Transportation Alternatives Program, a federal -aid transportation funding program. He provided the following information on the program and several project descriptions for the Board to consider and choose from. The New York State Department of Transportation ( NYSDOT) has announced funding availability for the Transportation Alternatives Program (TAP), a competitive federal -aid transportation funding program. This program, under the federal transportation law, essentially replaces the former Transportation Enhancement Program and folds within it a few other, smaller programs, such as Safe Routes to School and Scenic Byways. Staff attended a TAP training recently and is interested in applying to the program. Staff seeks direction from the Board for project selection and a recommendation to Council to approve the application and provide the local share (at least 20% of the total project cost). The City of Ithaca is eligible to compete for approximately $1.75 million within our NYSDOT region. Based on past experience, they might award three (3) such grants in the region, meaning a "target" value for funds would be around $600,000 in federal aid. With the 20% local match; a total project cost could be around $750,000. Anything larger than that would likely require a match of more than 20 %. Staff would like to put forward four possible projects for the Board to choose among to recommend to Common Council for approval to submit and for the commitment of the local share. Below are the projects with some notes about how each one might fit the TAP. • Board of Public Works Meeting Minutes April 28, 2014 The Cascadilla Creekway: The City recently closed the Sears Street pedestrian bridge over Cascadilla Creek due to structural concerns. Staff believes there is a strong community desire to rebuild this bridge. The railings along the creek are woefully substandard and need replacement. The segment of Cascadilla Avenue from Tioga Street to Cayuga Street is part of the City of Ithaca Bicycle Boulevard plan. There is an opportunity to redesign the shared space along the creek to be more pedestrian and bicycle friendly and calm traffic. Interpretive signs could be included, too. Lastly, the BPW was interested in some enhancements at the intersection of Cayuga Street and Cascadilla Street; this work could be included in the project, as well. This project is likely in the ballpark of $750,000, meaning it would require a $150,000 commitment from the City for the local share. The City of Ithaca does not currently have bicycle or pedestrian counts for this area, but staff believe them to be substantial. Staff thinks this project would be eligible and competitive. The City Court Pedestrian Bridge: The City recently closed the pedestrian bridge over Six Mile Creek that is between the back corner of the library and the City Court/Ithaca Police Department. Unless additional funding is provided, staff understands that it is the City's intention to maintain this bridge only to carry utilities, and keep it closed to the public. A current construction cost estimate states that the utility related work will cost about $75,000; design and inspection will increase these costs. The City has $50,000 already authorized for maintenance related work that could be used as most of a local match. We do know that the Planning Department and Police Department have requested that the City work to reopen the pedestrian bridge; presumably the City Court would be interested in this as well. A total project cost for this project would be in the neighborhood of $300,000. Staff thinks this project would be eligible and competitive. The Hector Street Sidewalk: Over the years, a large sidewalk construction project such as Hector Street, from where the sidewalk ends to the City line, has been a topic of conversation and a possible project for similar funding. To date, staff has decided that such a project would be eligible, but due to the previous mechanism for paying for sidewalk, it was usually concluded that there would not be enough community support for such a project, if the adjacent property owners had to pay for a portion of the project. Additionally, it has not been clear to staff that such a sidewalk project would be particularly competitive, with the understanding that there may not be enough density of users on West Hill to make a strong case for the sidewalk. It certainly has its benefits, but staff was not sure how they would rank compared to other projects in Tompkins County or central New York. That said, it certainly is an eligible project and the City doesn't want to forget about the possibility of using a program such as TAP as a way to fund a large capital project to construct new sidewalk. A total project cost estimate for extending the sidewalk from Vinegar Hill Road to the City line would be about $1.5 million. It would be possible to use Sidewalk Improvement District funds for the local match or a portion thereof. A project of this scale would require an "overmatch" of more than 20% of the total project costs in order to remain competitive within our region. As noted above, the City might be able to get upwards of $600,000 to $700,000 in federal aid; but the rest would need to be a local match. The Black Diamond Trail Bridge Over The Flood Control Channel: This past summer we constructed the Floral Avenue Trail along the Flood Control Channel, which is also a segment of the Black Diamond Trail (BDT). The southern terminus of our construction is where, according the BDT Master Plan, the trail will cross the Flood Control Channel on a new pedestrian /bicycle bridge. This bridge by itself is likely to cost in the ball park of $3 million, which would be too large for the TAP. Continuing the trail along the east side of the channel and connecting to Buttermilk Falls would be more like a $6 million total project cost. However, in the past, when the City has discussed this project with the New York State Department of Parks, Recreation and Historic Preservation (NYSPRHP), the main sponsor of the BDT, it seemed likely that they would be able to provide some level of funding for the trail and its associated N Board of Public Works Meeting Minutes April 28, 2014 bridges (a total of 3 needed in the City). Mostly, staff wanted to keep this project on the radar whenever funding opportunities arise, but if the Board would like staff to pursue this project, we will reach out to NYSPRHP to see if we can assemble a project. Except for the cost, staff thinks this project would be eligible and competitive. Applications are due June 11, 2014. If the Board of Public Works could take action at today's meeting, then staff can proceed to a committee of Common Council in May and to the full Council in June before the application is due. At this point, staff's recommendation would be to pursue the Cascadilla Creekway project. Combining the desire to rebuild the small pedestrian bridge, with the need to replace the railings, with the Bicycle Boulevard and considering the usage this way gets, and the community support such a project would receive, this project looks to be competitive and compelling. Discussion followed on the floor regarding the amount of funding available, the City's share of the cost, the proposed projects, and the work involved with each one. The Board felt that all the suggested projects are very worthwhile and supported staff's recommendation to apply for funding for the Cascadilla Creekway. Transportation Engineer Logue stated that the timeline would be as follows: apply for the grant in June, hopefully the announcement of grant awards will be made by the end of 2014, the City could pursue the design phase in 2015, and the earliest construction could start would be 2016. The Mayor and Board members thanked Transportation Engineer Logue and Engineer Gebre for their work on presenting options for consideration during this grant opportunity. * *Special Order of Business: The Board recognized audience member, Cindy Rodriguez, who came in after the meeting began to see if she wanted to address them on a particular topic. Ms. Rodriguez thanked the Mayor and the Board for the opportunity and proceeded to describe an incident that occurred near Green Star grocery store on Buffalo Street. She was driving north on NYS Route 96, she had the green light and was proceeding over the railroad tracks when there was actually an oncoming train approaching. She pulled over after crossing the tracks and called 9 -1 -1 to alert them to the situation. She was very thankful to be safe; however, she wanted to bring this serious safety concern to the attention of the City of Ithaca so that it could be addressed. Director of Engineering West requested that Ms. Rodriquez provide her contact information to staff; as well as the date and time that the incident occurred. Staff will then follow -up and get information from New York State and the Railroad as they investigate the information. STORMWATER TASK FORCE UPDATE: City Attorney Lavine explained that last September at both the Board of Public Works and Mayor's request, a Task Force was convened to discuss stormwater management. The City is considering how to manage stormwater with progressive terms of financing, which are proportional to stormwater impacts. He is very excited about the proposal below, and thanked his fellow Task Force members for their work on the proposal. Members of the task force included Board of Public Works Commissioners Morache and Darling, Alderperson Fleming, Director of Engineering West, Environmental Engineer Gibson, Supt. Thorne, and himself. He explained and reviewed the following fact sheet with the Board: E:3 Board of Public Works Meeting Minutes April 28, 2014 Stormwater Task Force Fact Sheet Proposed Legislation Concerning Stormwater Infrastructure Management and Financing • Summary of Current Context and Policy. o Stormwater management is a major expense for the City. We are situated on a lake, traversed by streams and inlets, at the base of many hills whose runoff comes our way. Stormwater consumes the better part of a million dollars of the budget each year on everything from storm sewers and channeled streams to environmental management and regulatory compliance. Flood control — including pressing issues like ice -jams and dredging —is ultimately a question of stormwater management too. Stormwater runoff also has major environmental impacts. o Currently, the City's stormwater program is funded primarily by tax dollars, not by the City's major tax - exempt owners, and not in a manner that accounts for the expected runoff generated by each property. Beyond regulation of construction sites and new development, the City Code provides few meaningful incentives for reducing runoff from existing properties. o For these reasons, in September 2013 the Mayor convened a Stormwater Task Force, chaired by the City Attorney, to address these problems and report recommendations to the BPW, and ultimately to Council. • Task Force Objectives for a New System of Stormwater Management Financing. • Improved incentives for reducing stormwater runoff from each property: • Incentive permeable surfaces: gardens, lawns, green roofs, etc. • Disincentivize impermeable surfaces: extensive paving, expansive roofs. • Shared cost burden of program in proportion to each property's expected runoff • Large parking lots contribute more than small gardens. • Inclusion of tax - exempt owners in a new system of financing. • Dedicated funding for current and future maintenance and regulatory obligations. • Creation of Stormwater Management User Fees. o The Task Force recommends the creation of a citywide Stormwater Management User Fee ( "the Fee "), based on the square footage of impervious surface per lot, a metric that is already recorded in the City's GIS database for each lot in the City. o The Fee will be billed to each property— whether tax - exempt or not —in quarterly increments, in conjunction with water and sewer bills where applicable. I Board of Public Works Meeting Minutes April 28, 2014 • Proposed Stormwater Management User Fee Formula. o The proposed formula uses as its starting point the concept of an Equivalent Residential Unit ( "ERU "), calculated as the average square footage of impermeable surface on a residential lot. As calculated, 1 ERU = 2,300 sq. ft. o The proposed formula entails three categories of properties: • Stormwater- Exempt Lots: those lots containing less than 0.25 ERU's of impermeable surface. Proposed Annualized Fee: $0. Low Runoff Residential Lots: one -, two -, and three - family residences, all assumed to contain 1 ERU. A lot's eligibility will be determined by the Property Type Classification Code assigned to it by the Tompkins County Department of Assessment. These codes are established by the New York State Office of Real Property Services. Proposed Annualized Fee: $48. • All Other Lots: this category is proposed for treatment in two sub- groups: • Lots containing 0.25 – 1 ERU. Proposed Annualized Fee: $48. • Lots containing in excess of 1 ERU. Proposed Annualized Fee: $48 per ERU, assessed in 0.25 ERU increments (i.e., $12 for each 0.25 ERU or portion thereof). • Credits: The "Other Lots" formula could also reflect credits against Fees. The Task Force expressed interest in #1, 4, 5, 8, and 9 on the attached list. • Determination of Budget and Expenditure Eligibility. o The proposed assessment formula is estimated to raise a total of approximately $800,000 ( +/- $50,000) per year, roughly equivalent to the existing budget. o Tax - Exempt entities —not currently participating in the predominant funding source for the City's stormwater program— are anticipated to account for a sizable chunk of the program budget, including an estimated $130,000 Fee from Cornell. The City itself is estimated to be responsible for a $46,000 Fee. Large commercial spaces would substantially contribute as well; current estimates indicate a $12,000 Fee from Wegman's and a $15,500 Fee from Wal -Mart. o Expenditure Eligibility: The Fees collected will only be eligible for expenditure on any and all expenses deemed reasonably necessary to stormwater infrastructure and management in the judgment of the Superintendent of Public Works, as instructed from time to time by the Board of Public Works. A portion of the Fees may be maintained in an emergency reserve for stormwater - related expenses. o The anticipated legislation would preserve the right of the City (via Council, BPW, or Planning & Development Board) to require construction, maintenance, and repair of privately- maintained stormwater infrastructure at the cost of the property owner as part of site plan review or other applicable regulation. 10 Board of Public Works Meeting Minutes April 28, 2014 City Attorney Lavine explained that, procedurally, the legislation has not been drafted yet - only the proposed policy. He stated that if the Board of Public Works and Common Council give their approval, he will work to turn the information into legislation. He noted that management of stormwater is a hidden issue, but a very expensive one that municipalities have to find a way to fund. Right now, it comprises the better part of a million dollars of city spending due to the regulatory requirements for storm water management — especially since the City is full of lakes /streams /channels. He further noted that stormwater infrastructure can have a lot of impacts for the better if done correctly. The City's current program is funded by taxes so tax exempt properties are not contributing to the cost even though they generate stormwater run -off and expense for the City. The new proposal includes fees for every property -- even tax exempt properties. Commissioner Warden stated that he is very impressed with the information, and the proposal to recover fees for the management of stormwater. He noted that this proposal addresses existing properties, what about future development and zoning requirements? Mayor Myrick explained that if developers add more impermeable surfaces the fee will increase. He further noted that new development will be evaluated on case by case basis. He explained that the Collegetown Terrace project is large, but did not increase the City's stormwater costs because they included green roofs, underground parking, and no large impermeable surfaces with the project. Future projects will have a variety of requirements imposed upon them for stormwater management. Commissioner Morache stated that requirements for management of stormwater are all part of the site plan review process. In addition, the Conservation Advisory Council is actually working on development of some steep slope ordinances, and parking lot requirements that will help to mitigate some of the storm water management costs. Commissioner Acharya stated that this type of plan for management of stormwater utilities will provide an incentive for people to think about how much impermeable surface they want to have subject to the stormwater run -off requirements, and fees. Mayor Myrick stated that this program is on the cutting edge of municipal sustainability. He also likes that tax - exempt properties will have a fee, like the rest of the properties in the City of Ithaca. Commissioner Acharya noted that it would be great to have a rough estimate of the proposed cost per resident. That information would be great to include in any marketing materials -- to specify what the new program will cost since there are significant savings to property owners with less permeable surfaces. In addition, there will be an educational component associated with the program regarding the fee versus taxes, and the savings for property owners. Commissioner Morache noted that with current climate changes the amount of stormwater will be unpredictable. It is a great idea to separate the cost for management of stormwater from taxes, and to note that the cost will be fairly and evenly distributed to everyone. The Board expressed their thanks to City Attorney Lavine and the Task Force for their great work in developing this program. City Attorney Lavine stated that it might be good to take this proposed policy to Common Council for discussion prior to development of the legislation. Mayor Myrick thought it would be a good idea to share the information with the City's various boards and committees for their review and input. STEWART PARK TRAILHEAD PRESENTATION: Rick Manning, representative for Friends of Stewart Park, submitted an update on plans for the Stewart Park Trailhead. He joined the Board for discussion of the proposal, outlined below: 11 Board of Public Works Meeting Minutes April 28, 2014 The Friends of Stewart Park (FSP) is working with the City on numerous small projects to enhance the park during 2014. Following are some of the projects we would like to pursue this spring and summer which we believe require BPW review and approval: • Large Pavilion Restrooms: Friends received a $70,500 grant from the Tompkins County Tourism Program (administered by TCAD) for improvements to the Large Pavilion (Picnic Pavilion). We have $20,000 in hand at the Chamber of Commerce with a commitment for an additional $50,500 over the next 3 years. It was recently discovered by the City that the bathrooms are in need of emergency repair. FSP is offering to use this funding to repair and renovate the bathrooms, which need to be done on a fast track, ideally by the end of June when the Day Camp opens. This has been discussed with Tom West, Ray Benjamin, and Jeanne Grace. Tom West is now taking the lead on project design using a layout prepared by Claudia Brenner (paid for by the Stewart Park Rehabilitation Action Plan). Friends are working with the City Attorney and TCAD to determine how to transfer funds and secure the future payments for city use. Friends would appreciate a role in reviewing plans and materials selections as the process proceeds to ensure that the renovations are fitting of this important historic building. • Stewart Park Entry Planting: FSP recently submitted a grant request to the Ithaca Garden Club for new planting at the entry to Stewart Park. The Garden Club funded and designed the Mayor Stewart Memorial Flagpole Garden (see photo below) and FSP Board member Beverly Hillman who is a long time Garden Club member led the design effort for this project, with the assistance of FSP Board members Miguel Berrios, a Landscape Architect who works part time for the Community Beautification Program and Annette Marchesseault of Trowbridge Wolf Michaels Landscape Architects. The plan and some images are attached. This planting was presented to the Parks Commission earlier this month and the Commission spoke favorably about the design. The garden will be installed by the Friends of Stewart Park and volunteers and maintained by the Community Beautification Program and FSP. Note that final grant selections will be announced in May. If successful, we would like to install this garden in May or early June of 2014. Phase 2 of the proposed park entry improvements may include a new sign- designs are to be developed. • Stewart Park Trailhead: Plans for the construction of a Waterfront Trail Trailhead in Stewart Park have been in place for a few years. Last year partial funding was provided by the Legacy Foundation and numerous Stepping Stones have been pledged. The Cayuga Waterfront Trail Initiative is about to begin a Finish It- Furnish It Campaign to raise needed funds for this trailhead and Phase 2 promenade around the NYSDOT site that will include installation of 10 CWT benches and the Crew Cove Overlook. The Parks Commission also reviewed trailhead plans at its April meeting and it has been discussed at a CWT Client Committee meeting. Joann Cornish will lead a Planning Department review of this small project, which will include a semi - circular brick plaza and adjacent smaller semi - circular concrete plaza for the trail kiosk. Plans are attached. • Renwick Wildwood Interpretive Panel: FSP and CWTI have been working with the Cayuga Bird Club for nearly 2 years developing an interpretive panel on the history, habitat and birds of the Renwick Wildwood (commonly known as the Fuertes Bird Sanctuary). This sign, including research, design, fabrication and installation is being paid for in full by the Cayuga Bird Club ($5,500 + / -) and will be dedicated on June 8. It is to be placed along the boardwalk that connects the two pedestrian suspension bridges at the southwest corner of the park. There are many other activities underway in the park by a variety of organizations. The Ithaca Motion Picture Project has developed beautiful building signs, also being presented tonight. The City, with FSP and Cascadilla Boat Club, assistance is working on an exterior stair to the Cascadilla Boathouse second story gymnasium. The City has created a $250,000 ( + /- )capital project for park building roofs. The Tea Pavilion (Small Pavilion) was opened last year and is nearing completion, with rails just installed during the past week. 12 Board of Public Works Meeting Minutes April 28, 2014 Friends of Stewart Park would also like to paint the exterior of the Concession building by the end of June 2014. While long- term plans for this building are not clear at this time, we believe it would be an easy volunteer paint that would visually enhance the park. FSP currently uses this building to store gardening and maintenance tools. Jeanne Grace, City of Ithaca Forester, provided the following comments in support of the proposal: 'I am writing to express my support of the proposed trail head and entrance garden at Stewart Park. We have been successfully working with Friends of Stewart Park and Community Beautification staff to maintain the current gardens at Stewart Park (Mayors' Memorial Flagpole Garden and the small gardens along the Cayuga Waterfront Trail). 1 think the addition of the trail head garden and entrance garden will be a welcome addition to the landscaping at the park. 1 am confident that the partnership of maintenance responsibilities between City Staff, Friends of Stewart a Park and Community Beautification will continue to be sufficient to maintain these additions. 1 am also in support of the interpretative panels proposed for the large pavilion, maintenance building (old studio) and boathouse. 1 can make my staff available to install the panels on the buildings if necessary." Mr. Manning reviewed the proposal for the trailhead, and noted that the proposal requires approval by the Planning and Development Board. The Board expressed their support for the project and thanked Mr. Manning for his work with the Friends of Stewart Park, and their efforts to restore and beautify Stewart Park. STEWART PARK SIGNAGE PROJECT: Diana Riesman, Ithaca Motion Picture Project joined the Board for the discussion of this topic. She provided the following information on the proposed signage project that includes exterior interpretive signs for the three main buildings in Stewart Park: Project Partners: Ithaca Motion Picture Project and Friends of Stewart Park. Buildings: the Large Pavilion (Picnic Pavilion), DPW Building (former Wharton Studio) and Cascadilla Boathouse. "The signs will identify the buildings and provide their history with the hope of engaging visitors in the park and in the park's history. The signs will also affirm the City's and community's commitment to improving the park, and help to engage people in the future of Stewart Park and its ongoing revitalization spearheaded by Friends of Stewart Park. The signage project process began in 2011 with a visit to the Parks Commission which endorsed the concept, and suggested presentation of the proposal to BPW for approval. 1 then presented the concept for the signs to the BPW and all feedback at that meeting was enthusiastic and positive in favor of the signage project. 1 returned to Parks Commission twice in 2012 with mock -ups of the signage, followed that up with a presentation to BPW, and have presented at the Parks Commission, the most recent in November (2013). At that meeting, the Parks Commission suggested the formation of a Review Committee to review the text for the signage which was written by Julie Simmons - Lynch. That Review Committee- comprised of City Historian Mary Tomlan, Parks Commission members Margaret Hobbie and Ellen Leventry, as well as Lynn Truame, historic preservation planner for the City -- reviewed the text, made edits, and suggestions that were then integrated into the final draft. The Review Committee has okayed the text for the signs. • Each sign will feature a Timeline like the one on the Picnic Pavilion sign, so if a visitor to the park only reads one sign, he or she will get an overview of park history. 13 Board of Public Works Meeting Minutes April 28, 2014 The signs will be 25 "x 25" The signs were designed by Art & Anthropology. • The signs will be produced /fabricated by Fossil Graphics who have also produced signage for the Cayuga Waterfront Trail. The total cost for the Signage Project, including design, production, research and writing is approximately $3,200; $2,700 has been raised with contributions from IMPP, Friends of Stewart Park, The History Center, and HOLT Architects; as well as funding from Tompkins County Tourism Program. The names or logos of each of the contributors to the signage project will appear at the bottom of each panel. The City of Ithaca's logo will be featured on each of the three panels. I am here tonight to ask the Board of Public Works for its consideration and final approval of the signage project, so I can move forward and produce the signs with the hope of installing them on the buildings early this summer. If everyone is pleased with the signs once they are installed, my next thought is to create a similar sign for the lovely, newly re -built Tea Pavilion." Mayor Myrick noted that this request has been through an extensive review process; he likes the proposed signage. The Board expressed their support for both projects proposed for Stewart Park (the trailhead, plantings, and the signage). They requested that a resolution be prepared in support of the projects for consideration at the Board's May 12, 2014 meeting. The resolution should include approval for the following requests: 1. Bird signage /railing 2. Building signs 3. Plantings at entrance to Stewart Park Mr. Manning stated that he would return to the Board for approval of the trailhead project once it has been approved by the Planning and Development Board. Mr. Manning and Ms. Riesman thanked the Board for the opportunity to present their proposals for Stewart Park. NEW BUSINESS: Request to Lease City Parking Lot at West Court and Meadow Streets: Parking Director Nagy joined the Board for discussion of this request, and explained that the owner of "Wink's Body Shop" submitted the following request to the City, which he fully supports: "To Whom It May Concern: I am writing in regards to the parking lot on the corner of Fulton Street and West Court Street. I am very interested in renting this parking lot so I can have customer parking for my businesses. I run the body shop on West Court Street, and would like to move our offices into the building next to the parking lot. We are having a huge problem with customer parking. All of the street side parking during the day is full; leaving no parking for our customers. I also have recently expanded a hobby shop into the extended part of the old Hearth and Home space. But, again, am having trouble with customer parking due to cars being parked there from 8 a.m. until about 6 p.m. I'm also considering reopening the stove business in the old hearth and home space. But I'm feeling that it would be too difficult to add a third business there unless we could rent the parking space so we would have adequate parking for our customers. I am willing to do the up keep on the parking lot (snow removal etc.) as well as pay rent on this space. I'm not looking to rent this space to turn around and sell permits at a higher rate or to create any income at all directly from the parking area. 1 just see this as a way for the city to gain revenue from this space and help me provide the convenient parking I would like to offer my customers. Thank you, John Winkleblack, Owner Winks Body shop" 14 Board of Public Works Meeting Minutes April 28, 2014 Parking Director Nagy stated that he would like to grant this request to Mr. John Winkleblack. He explained that the parking lot on the corner of Fulton and West Court Streets has been a direct expense for the City of Ithaca each year. It has never developed into the lot that the City expected it to when it was handed over from New York State Department of Transportation after the reconstruction of the former "Octopus" area of the City, and NYS Route 13. The City installed parking meters in the lot, which generated no revenue; then it was made into a permit -only lot with no revenue, and now it is a 24 -hour free parking lot that the City has to plow, clean, and maintain resulting in a direct expense to the City. He would recommend that the City allow Mr. Winkleblack to rent the entire lot. He explained that the City can continue to sell parking permits for the lot, and deduct them off the rent. This option will enable a parking lot that is nothing but an expense to, at least, create some revenue for the City. He explained that there are twenty (20) spaces in the parking lot that could be rented for $20.00 each per month, which will generate for the City of Ithaca revenue of $4,800 per year. In addition, Mr. Winkleback has offered to plow and maintain the lot, as well as take care of any trash. The City of Ithaca will still provide any asphalt repair or other related service that is needed. Commissioner Acharya asked why the City couldn't consider selling the parking lot to Mr. Winkleback. Director of Engineering West responded that the property was originally acquired by New York State Department of Transportation for the old "Octopus" and Route 13 reconstruction project. The State then turned it back over to City; with the condition that as long as the property is used as a public parking lot it would remain under the ownership of the City of Ithaca. If the City were to sell it, the property and any profit from the sale would revert back to New York State Department of Transportation. He also supports the request. City Attorney Lavine stated that the City would set up an annual license agreement for the property with Mr. Winkleback. He asked staff to work with Asst. City Attorney Flaherty in the development of the license, and then it could be brought back to the Board for a vote. Motion to Enter Into Executive Session to Discuss the Proposed Acquisition or Lease of Real Property, The Publicity of Which Would Substantially Affect the Value Thereof - resolution By Commissioner Darling: Second by Commissioner Morache RESOLVED, That the Board of Public Works Enter into Executive Session to Discuss the Proposed Acquisition or Lease of Real Property, The Publicity of Which Would Substantially Affect the Value Thereof Carried Unanimously Reconvene: The Board of Public Works reconvened into regular session with no formal action taken. ADJOURNMENT: On a motion the meeting adjourned at 7:20 p.m. Sarah L. Myers Svante L. Myrick Information Management Specialist Mayor 15