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HomeMy WebLinkAboutMN-BPW-2014-05-12BOARD OF PUBLIC WORKS PROCEEDINGS CITY OF ITHACA, NEW YORK Regular Meeting 4:45 p.m. May 12, 2014 PRESENT: Mayor Myrick Commissioners (6) - Jenkins, Darling, Morache, Warden, Goldsmith, Acharya OTHERS PRESENT: 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 EXCUSED: DAC Liaison — Roberts ADDITIONS TO OR DELETIONS FROM THE AGENDA: Supt. Thorne requested the addition of a brief Executive Session to Discuss the Proposed Acquisition or Lease of Real Property, The Publicity of Which Would Substantially Affect the Value Thereof Supt. Thorne further requested the addition of a time sensitive request from the Friends of Tompkins County Library to Hang a Temporary Banner at Wood Street Park. No Board Member Objected MAYOR'S COMMUNICATIONS: The Mayor had no communications at this time. COMMUNICATIONS AND HEARINGS FROM PERSONS BEFORE THE BOARD: No one appeared to address the Board. REPORTS: Planning and Development Board Liaison: Commissioner Acharya reported that the Board is currently reviewing and discussing a proposed project at 7 Ridgewood Road in Cornell Heights that has attracted a lot of attention and input from the public. The request is going to a special meeting of the Ithaca Landmarks Preservation Commission on May 20th for a certificate of appropriateness; once that request has been approved then the rest of the process should proceed smoothly. He stated that it is a beautiful project that will be located in a beautiful area of the City. Commons Advisory Board: Commissioner Darling reported that he attended the May 2, 2014 Commons Advisory Board meeting at which there was no quorum. The members that were there discussed trash collection and policy changes for the Commons after the reconstruction is completed. Natural Areas Commission: Commissioner Darling reported that the Natural Areas Commission has reviewed the proposed Lake Street bridge project. They are very interested in seeing if the project could be extended to meet the existing trail in that area. Director of Engineering West responded that if the City were to extend that work to the trail it would be outside the scope of the allocated funding through the Transportation Improvement Project program. To extend the project would require a significant outlay of money to do both design and construction. The City plans to request some additional money from the local tourism fund so that the little park area near Ithaca Falls can be developed a little better for visitors to the area to take photographs and enjoy the area safely away from the street and vehicles. Board of Public Works Meeting Minutes Joint Sewer Committee: May 12, 2014 Commissioner Warden reported that amazing bio- generation work is underway which produces a significant amount of methane. The committee is searching for sources for products to generate using methane. The plant hopes to be 100% self sufficient, and use methane in city vehicles because they will have more than enough capacity for that and then some. Superintendent and Staff: Supt. Thorne reported that New York State Department of Environmental Conservation is finally moving ahead with the dredging of Cayuga Inlet. The City may bring in a consultant to provide advice on the most cost effective way to handle and dispose of the dredge material. They may also discuss other permit issues related to future dredging of the inlet with the consultant. Supt. Thorne further reported that discussions on garbage disposal related to food waste will begin in June. Asst. Supt. Benjamin reported that crews are surveying the layout for new sidewalks on Court Street, and then will proceed to Esty Street to do the same. They are also repairing open throat catch basins at Cornell Street and North Titus Avenue /South Cayuga Street. In addition, crews are flushing and washing the salt off bridges around the City in an effort to help preserve them. Asst. Supt. Benjamin further shared that today the Ithaca Neighborhood Housing Services presented the Streets and Facilities Division of Public Works with the "Lucy Brown Annual Leadership Award" for their efforts to protect both private and public property during the Ice Jam in January 2014. Mayor Myrick extended his congratulations to the department and noted that it was well earned. The crews did an extraordinary job. The Board also extended its' congratulations and applauded both Asst. Supt. Benjamin and his crews for a job well done. Asst. Supt. Whitney reported that during the week of May 19th, they will try to pressure clean water mains on Woodcrest Avenue and Homestead. That work should take about a week to remove all the rust and iron from the mains. Asst. Supt. Whitney further reported that the aeration system at the Waste Water Treatment Plant is currently being replaced with high efficiency system. He stated that his crews have been extremely busy with an unusually high amount of new service requests. Director of Engineering West reported that bids are due for the Seneca Street Parking Garage work on Wednesday, May 14th, so he will be back to the Board on May 19th with a resolution to award the bid. He further reported that he was recently apprised of deterioration and repairs that are needed at the Cass Park pool. Staff is working with Cass Park Recreation Supervisor, Jim D'alterio, on repairs. The work will need to be completed in a short period of time since the pool has to be open for swimming season and summer camps. The deterioration has a lot to do with both the weather and the affects of the pool's age; it is between 40 -45 years old. In addition, a Request for Proposals was issued for design work at the Cass Park Ice Rink. Another Request for Proposals is scheduled to be released soon for the design of fuel lines at Streets and Facilities on Pier Road. Alderperson and Liaison to the Board Fleming arrived at 5:04 p.m. Board of Public Works Meeting Minutes May 12, 2014 Director of Parking Nagy reported that the last month has been spent working with the Ithaca Farmers' Market and parking related issues. He stated that this past weekend 1,429 cars were parked in 200 spaces at the market in four hours by 4 workers on site to oversee parking. He has a meeting with representatives from the Farmers Market on May 14th to go over some different concepts and ideas for parking in the future, as well as what to do for the rest of this year. He further announced that there would be a Parking Advisory Board meeting on May 23, 2014 at 9:00 a.m. with the head of transportation from Cornell University at City Hall. He invited Board members to attend the meeting if they're able and interested. He is trying to bring together the community of parking to discuss parking needs, concerns, and ideas for parking in and around the City. Director of Parking Nagy stated that at the joint meeting on May 28th between Common Council and the Board of Public Works additional parking information will be shared and concerns discussed. He stated that License Plate Readers are being installed on the Community Service Officer's vehicles, and they all should be installed by end of this week. After that, they will need to make sure the GPS settings are accurate, data will be collected and problems addressed. He stated that parking related items are proceeding in a good direction at this point; revenue is up in all the parking garages since the automated pay stations have been installed, and right now it appears that the parking revenue is 25% above what it was last year at this time. APPROVAL OF MINUTES: Approval of the April 7, 14, and 28, 2014 Board of Public Works Meeting Minutes - Resolution By Commissioner Jenkins: Seconded by Commissioner Morache RESOLVED, That the minutes of the April 7, 14, and 28, 2014 Board of Public Works Meeting be approved as published. Carried Unanimously HIGHWAYS, STREETS AND SIDEWALKS: A Resolution to Create a Heritage Permit within the Street Vending Policy By Commissioner Darling: Seconded by Commissioner Jenkins WHEREAS, the Board of Public Works recognizes the historical significance of Louie's Lunch Wagon and the Hot Truck to the City of Ithaca and supports their continued operation in their current locations, and WHEREAS, the Street Vending Policy of the City of Ithaca, approved by the Board of Public Works on January 25, 2014, does not include any recognition of these existing businesses, and WHEREAS, the Board of Public Works now desires to recognize these historic businesses by creating and granting a "Heritage Permit;" now, therefore be it RESOLVED, That the Street Vending Policy of the City of Ithaca be amended in the following manner: "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 October 1, 2003, and apply only to that previously permitted location. Vendors must complete the Permit Application process and pay a one -time application fee of $100. The Annual Fee will be determined by the Superintendent of Public Works and approved by the Board of Public Works prior to April 1st 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)]" Board of Public Works Meeting Minutes May 12, 2014 Alderperson- Liaison Fleming questioned whether this type of permit could pass from one owner to the next if they kept the food truck at the same location and nothing was changed except for the owner. Commissioner Darling responded that would be at the discretion of the Supt. of Public Works and the Board of Public Works; but, it could happen. A Vote on the Resolution Resulted as Follows: Carried Unanimously PARKING AND TRAFFIC: Award of Bid for Traffic Signal Upgrade - Phase 2 - Resolution By Commissioner Warden: Seconded by Commissioner Morache WHEREAS, bids were received on April 9, 2014, for the Traffic Signal Upgrade — Phase 2 project, CP 765, PIN 375464, and WHEREAS, staff has reviewed the three bids received and made a recommendation for award, and WHEREAS, the New York State Department of Transportation has reviewed the bid package and low bidder information and has authorized the City to award the contract; now, therefore be it RESOLVED, That the City of Ithaca Board of Public Works hereby awards the contract for the Traffic Signal Upgrade — Phase 2 to Power and Construction Group, Inc., 96 West River Road, Scottsville, NY for their low bid meeting specifications of $884,574.50, and be it further RESOLVED, That the Superintendent of Public Works is hereby authorized to execute and administer such contract according to standard procedure. Carried Unanimously CREEKS, BRIDGES AND PARKS: Authorization to Hang a Banner at Wood Street Park - Resolution By Commissioner Jenkins: Seconded by Commissioner Acharya WHEREAS, the Family Reading Partnership has requested to hang a banner from the basketball court fencing at Wood Street Park promoting reading to children, and WHEREAS, the City of Ithaca Parks Commission has reviewed the request and expressed support for the banner, along with comments regarding the maintenance of visibility into the park and the need to develop a policy for the types of signage allowed in public parks, and WHEREAS, the Board of Public Works also supports the Family Reading Partnership banner, but is concerned with consistency for granting or denying future sign requests in parks, and WHEREAS, the City of Ithaca, as the property owner of Wood Street Park, must grant permission to hang the banner; now, therefore, be it RESOLVED, That the Board of Public Works hereby grants permission to hang the Family Reading Partnership banner from the basketball court fencing in Wood Street Park in accordance with the City of Ithaca Sign Ordinance, and be it further RESOLVED, That the Board of Public Works requests that the Parks Commission develop a comprehensive policy for the types of signage to be allowed in City Parks. Carried Unanimously N Board of Public Works Meeting Minutes May 12, 2014 Resolution Supporting Projects in Stewart Park: By Commissioner Goldsmith: Seconded by Commissioner Morache WHEREAS, the Friends of Stewart Park presented updated plans for various projects within Stewart Park at the April 28, 2014 Board of Public Works meeting, including plans for planting a garden at the entrance to Stewart Park, installing an interpretive panel sign on the history, habitat and birds of the Renwick Wildwood, and installation of historical information signs at the Large Pavilion, Public Works Building, and Cascadilla Boathouse, and WHEREAS, the City Forester and City Parks Commission have provided input and review during design development, resulting in final approved designs for the entry garden, interpretive panels, and historical signage; now, therefore be it RESOLVED, That the Board of Public Works is in support of the installation of the entry garden, the interpretive panel, and the historical information signs at the Large Pavilion, Public Works Building, and Cascadilla Boathouse. Carried Unanimously Resolution to Hang a Temporary Banner in Wood Street Park By Commissioner Acharya: Seconded by Commissioner Warden WHEREAS, the Friends of the Tompkins County Public Library have requested to hang a temporary banner from the fencing along the sidewalk at Wood Street Park promoting their spring Book Sale, and WHEREAS, the City of Ithaca Parks Commission has viewed the request but has provided no comments related to the banner, and WHEREAS, the banner will be displayed for less than 10 days, being removed by May 20, 2014, and WHEREAS, the City of Ithaca, as the property owner of Wood Street Park, must grant permission to hang the banner; now, therefore, be it RESOLVED, That the Board of Public Works hereby grants permission to display the Friends of the Tompkins County Public Library banner from the fencing along the sidewalk at Wood Street Park in accordance with the City of Ithaca Sign Ordinance. Mayor Myrick agreed with previous statements that the Parks Commission needs to develop a set of criteria for responding to requests of this nature. In the meantime, he is comfortable with the Board approving this request for a temporary banner at Wood Street Park from the Friends of the Tompkins County Public Library. Supt. Thorne stated that this topic would be discussed at the Parks Commission meeting this week, and noted that Wood Street Park seems to be a very popular location for banners. A Vote on the Resolution Resulted as Follows: Carried Unanimously DISCUSSION ITEMS: Tompkins Cortland Community College (TC3) Coltivare Culinary Program, Cayuga Green - License to Permit Installation of Grease Trap within Cayuga Street Right -of -Way Director of Engineering West explained that TC3 has requested permission to install a grease trap within the right -of -way on South Cayuga Street. Discussion followed on the floor regarding what a grease trap entails, restoration of the sidewalk after installation of the grease trap and keeping the sidewalk clean and grease free in the future. Concerns raised will be incorporated in a resolution for the Board to approve authorizing the use of the City's right -of -way for this purpose and authorization to enter into a license agreement with the applicant. The reason this is coming before the Board is because the grease trap will be located under the sidewalk similar to underground vaults around the City, so it requires a license for the use. Director of Engineering West will provide a resolution for the Board's May 19th agenda and meeting. 5 Board of Public Works Meeting Minutes May 12, 2014 Process to Assess a Portion of New Sidewalk Costs alonq Cornell Street and Hancock Street to Adioininq Owners - Discussion Transportation Engineer Logue explained Under the Uniform Sidewalk Improvement policy and direction from the Board of Public Works, the Department of Public Works in 2012 and 2013 installed new sidewalk along Cornell Street and along Hancock Street, abutting the following addresses: 1120 E. Martin Luther King Jr. /East State Street (side yard abuts Cornell St.) 10 Cornell Street 702 Hancock Street 710 Hancock Street 711 Hancock Street 622 Cascadilla Street (rear yard abuts Hancock Street) At the Board of Public Works March 10, 2014 meeting, in the context of forming the Sidewalk Improvement District (SID) work plans and budgets, the Board indicated its preference to apportion half the sidewalk related costs to the adjacent property owners and half the costs to the Sidewalk Improvement Districts (SID District 2 for Cornell Street work and SID District 3 for Hancock Street work). The SID budgets were adopted by Common Council on May 7, 2014. In order to assess the other half of the new sidewalk costs, the Board of Public Works now needs to follow the process spelled out in the City Charter. This process includes holding a duly advertised public hearing and then adopting an assessment to be forwarded on to Common Council for final approval. The details are in sections C -73.1 and C -89 of the City Charter. With the Board of Public Works' concurrence, staff will publish an advertisement for a public hearing at the Board's June 9th regular meeting, contact the six affected property owners to alert them to the hearing date, and prepare a resolution to approve the apportionment /assessment of costs also at the June 9th meeting. Commissioner Goldsmith stated that he would prefer to vote on the resolution at the Board's June 16th meeting; rather than at the same meeting at which the public hearing is held. The rest of the Board members supported that idea as well. NEW BUSINESS: Commissioner Goldsmith stated that he would like to propose that the Board not vote on items at the same meeting where a public hearing is held. He would prefer the vote be taken at the next meeting of the Board. He shared his reason (related to the rebuild of the Water Plant and the topic of the requested executive session later in the meeting) for the request, which was that recently a public hearing was held, the public expressed a lot of opposition and staff were not at the meeting to comment. In response, he voted in wrong way and would have voted differently had he heard staff comments; it was a very emotionally and politically charged meeting /public hearing. Mayor Myrick responded that his idea is a point well taken, and it is a good process to follow. However, now there is a time crunch — even though this is an idea that has been in place for at least 10 years so, the pressure on the Board to act right away is not fair. Commissioner Acharya noted that he does not necessarily disagree with the idea of splitting up when the vote is taken from the public hearing; however, it is somewhat unfair to split the public input from Board's decision. The public hearing is held at an open meeting with a lot of comments; then, at next meeting no one is there and the Board takes action on the item. He stated that items related to public works are political and that it is not a bad idea to slow down the decision making process. Commissioner Darling expressed his support for discussion or public hearings to take place at one meeting and the Board vote on the item at its next meeting — if time allows. Commissioner Warden supported the comments that have been made above. He noted, though, that the Board does have to juggle all the information it is given and make a decision based upon the best thing for the community as a whole. He agreed that sometimes that it's a hard balance. • Board of Public Works Meeting Minutes May 12, 2014 Mayor Myrick also noted that if there are two sides to a topic, the other won't necessarily show up at same meeting so it is a good idea to provide plenty of opportunity for everyone to comment. Mayor Myrick stated that he would like to adjourn the meeting prior to the Board entering into executive session since no formal action would be taken afterwards. The Board agreed. ADJOURNMENT: On a motion the meeting adjourned at 5:40 p.m. Sarah L. Myers Svante L. Myrick Information Management Specialist Mayor