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
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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.
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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.
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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
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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:
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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.
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• 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.
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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:
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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.
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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.
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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"
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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
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