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HomeMy WebLinkAboutMN-BPW-2014-02-24BOARD OF PUBLIC WORKS PROCEEDINGS CITY OF ITHACA, NEW YORK Regular Meeting 4:49 p.m. February 24, 2014 PRESENT: Mayor Myrick Commissioners (5) — Acharya, Darling, Goldsmith, Jenkins, Morache, Warden OTHERS PRESENT: Superintendent of Public Works — Thorne Assistant Superintendent of Water and Sewer — Whitney Assistant Superintendent of Streets and Facilities — Benjamin Executive Assistant — Gehring Director of Planning — Cornish City Chamberlain — Parsons Police Chief — Barber Project Manager — Kou EXCUSED: City Attorney — Lavine Director of Engineering — West Common Council Liaison — Fleming DAC Liaison — Roberts ADDITIONS OR DELETIONS TO THE AGENDA: There were no additions to or deletions from the agenda. MAYOR'S COMMUNICATIONS: Mayor Myrick welcomed David Warden back to the Board. COMMUNICATIONS AND HEARINGS FROM PERSONS BEFORE THE BOARD: Albert Smith, owner of Short Stop and the Hot Truck, addressed the Board regarding finding a long term home for The Hot Truck to carry on the 54 year tradition in the Cornell area. Commissioner Acharya arrived at 4:52 p.m. RESPONSE TO THE PUBLIC No response was provided. REPORTS Superintendent and Staff Supt. Thorne reported that staff was monitoring the creeks for ice jams and other problem areas. He further stated that the City is applying for a permit through New York State Department of Environmental Conservation to remove sediment in Six Mile Creek. Asst. Supt. Benjamin reported that crews began filling potholes throughout the City, using three hot box loads of hot patch from the recycler, and eight tons of cold patch and asphalt on Clinton Street alone. Asst. Supt. Whitney reported that four broken valves were replaced last week, a large manhole on Clinton Street shattered last week, and five to six frozen water services were repaired over the weekend. Discussion followed on the floor regarding communicating with the public regarding the gravity of the problems with the budget and repair cycle issues, conditions of pavement and drainage systems, creating a work plan, and adjusting budgets. Board of Public Works Page 2 February 24, 2014 Regular Meeting VOTING ITEMS: Buildings, Properties, Refuse and Transit: Award of Contract for Ithaca Commons Repair and Upgrade — Contract 3A, General Construction — Capital Project 724 — Resolution By Commissioner Jenkins: Seconded by Commissioner Darling WHEREAS, bids were received on February 6, 2014, for Ithaca Commons Repair and Upgrade including general construction and electrical work, and WHERAS, Common Council established Capital Project 724 for Ithaca Commons Repair and Upgrade, and WHERAS, Vacri Construction Corp. of One Brick Avenue, Binghamton, NY submitted the lowest qualified responsible bide for General Construction work of $7,889,000, now therefore be it RESOLVED, That the contract for General Construction work related to the Ithaca Commons Repair and Upgrade project is awarded to Vacri Construction Corp. of Binghamton, NY for a bid of $7,889,000, and be it further RESOLVED, That the Mayor be and hereby is authorized to execute this contract, and that the Superintendent of Public Works be and hereby is authorized to administer the same. Project Manager Michael Kuo joined the Board for the discussion of this topic. He explained the bid process and the fact that only one bid was received, which was higher than the engineer's estimate, causing the increase in the contract amount. He further stated that there were a number of alternate options built into the contract to keep the project within budget, but even with the alternates, the submitted bid was still over budget. Common Council approved a $1.8 million increase for the project. Discussion followed on the floor regarding the information contained in the recent Ithaca Journal article regarding this project and the budget increase, conversations that have been held with the project consultant, Sasaki Associates, regarding the project estimate, and the search for savings within the project. Commissioner Morache asked about any discussions of changes that might simplify the paving plan or substitute expensive trees with less expensive ones. Director of Planning Cornish responded that the diagonal paving is one of the more beautiful parts of this design, but nothing is off the table for cost savings. Mayor Myrick stated the bid has been incredibly disappointing, and this was the first time the project estimate was low compared to actual bids. He further stated he wanted to maintain the integrity of the project. A Vote of the Resolution Resulted as Follows: Carried Unanimously Highways, Streets and Sidewalks: Appeal of Snow Removal Bill for 618 South Plain Street — Resolution By Commissioner Goldsmith: Seconded by Commissioner Jenkins WHEREAS, the Board of Public Works has received an appeal of the invoice for sidewalk snow removal by the Department of Public Works on December 18, 2013, at 618 South Plain Street, and WHEREAS, the Board has reviewed photos and other information provided by city staff, in response to the appeal by the neighbor of the elderly property owner, who has taken responsibility of clearing snow from the sidewalk in the winter as well as mowing the lawn in the summer at 618 South Plain Street and the Board finds that the Department of Public Works snow removal effort occurred two days after the snow fall stopped, now therefore be it RESOLVED, That due to the exceptional circumstances of a 95 year old property owner who wishes to continue to occupy his home and has the support of neighbors who are trying to help with the public responsibilities of property ownership, the Board approves a one -time 50% waiver of the snow removal bill, and be it further Board of Public Works Page 3 February 24, 2014 Regular Meeting RESOLVED, That the Board directs the City Chamberlain to make necessary adjustments to the invoice and waive any penalty charges. Commissioner Acharya stated he would vote against this resolution, explaining his opinion that the bill for snow removal should be increased to encourage residents to remove snow from the sidewalks. Commissioner Warden expressed his appreciation for hardship cases, if considered on a case -by -case basis. Commissioner Goldsmith suggested the Board return to this discussion about encouraging residents to shovel their walks. Mayor Myrick state he did not want to dis- incentivize people from taking care of their neighbors. A Vote on the Resolution Resulted as Follows: Ayes (6) — Darling, Goldsmith, Jenkins, Myrick, Morache, Warden Nay (1) — Acharya Abstention (0) Carried (6 -1) Creeks, Bridges, and Parks: Award of Professional Services Contract for Lake Street Bridge Rehabilitation Project — Resolution By Commissioner Darling: Seconded by Commissioner Morache WHEREAS, a project for the rehabilitation of the Lake Street Bridge Over Six Mile Creek, P.I.N. 375534 ( "the Project ") is eligible for funding under Title 23 U.S. Code as administered by the Federal Highway Administration (FHWA), as amended, that calls for the apportionment of the costs of such program to be borne at the ratio of 80% Federal funds and 20% non - Federal funds, and WHEREAS, this project constitutes a reconstruction of facility in -kind on the same site as well as maintenance or repair involving no substantial change in an existing facility, and is therefore a Type II action under the National Environmental Policy Act (NEPA) Regulation and in accordance with 6 NYCRR Part 617 requiring no environmental review, and WHEREAS, the City of Ithaca established Capital Project #791 in the amount of $1,464,250, 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 contracts for the project to Delta Engineers, Architects,& Surveyors, of Endwell, New York, for an amount not to exceed $270,000, and be it further RESOLVED, That the Mayor of the City of Ithaca be hereby authorized to enter into and said contracts under the usual terms and conditions. Carried Unanimously DISCUSSION ITEMS: "Forever" Trash Tags Mayor Myrick apologized for missing the Board's previous meeting where this topic was discussed. Commissioner Jenkins expressed support of utilizing a "Forever" trash tag, stating as the cost of tags go up, new tags would be purchased at the higher rate. Discussion followed on the floor regarding the potential for residents to purchase large supplies at one time. Commissioner Morache suggested limiting the number of sheets of tags a person could purchase at one time, or require that large numbers of tags be purchased directly at City Hall. City Chamberlain Parsons stated that this type of tag would be very helpful and would save a lot of time for staff. She suggested changing the color of the tag each time the price changes to ensure the correct amounts are refunded, if a refund was requested. Board of Public Works Page 4 February 24, 2014 Regular Meeting Mayor Myrick requested that City Chamberlain Parsons return to the Board in six month with a proposal for a new trash tag system. City Chamberlain Parsons noted that City Controller Thayer was interested in charging a Solid Waste Fee to property owners to offset some costs related to waste removal. Mayor Myrick agreed that the Chamberlain and Controller should discuss that concept with Common Council. BOHA Ithaca Police Historical Sign Dedication Police Chief John Barber joined the Board for the discussion of this topic. He explained the request from the Badge of Honor Association to set up a dedicated sign for one of the City's fallen officers. They would like to construct a sign for Officer Mike Padula, who was killed in the line of duty in 1996. Chief Barber stated that the Department of Public Works could make the sign that would include the police seal. He noted that the dedication ceremony was scheduled for May 2, 2014. The Board generally agreed with the approval of this request, as it was discussed at the previous Board meeting. Supt. Thorne Thorne explained that the location of the sign would be across the street from Time Warner Cable on West State Street, and a sign post would need to be installed in the right of way. Discussion followed on the floor regarding placing the sign at the location of the officer's death versus where he was laid to rest. Chief Barber responded that the Badge of Honor Association prefers to place memorials at the locations officers fell. He further stated that he is personally honored to have a memorial at the specific location. Resolution By Commissioner Acharya: Seconded by Commissioner Morache RESOLVED, the Board of Public Works approves the request to allow this memorial to be constructed, to direct the Department of Public Works to construct the sign, and for Badges of Honor Association to fund and dedicate the sign. A Vote on the Resolution Resulted as Follows: Ayes (6) — Myrick, Acharya, Darling, Goldsmith, Morache, Warden Nayes (1) — Jenkins Carried (6 -1) Street Vending Lottery — Update Commissioner Darling explained that the first street vending lottery was held Thursday, February 20, 2014, but that no vendors had applied for a permit. He further explained that the policy was created to provide an opportunity for vendors to sell on City streets, but that they could still operate on private property without permits. Discussion followed on the floor regarding the requirements in the policy. Commissioner Darling stated that it was necessary to ensure food trucks are self contained and that they move from their location each night. Mayor Myrick expressed an interest in "grandfathering" the two current food trucks located near Cornell University and to allow them to remain in their current locations. However, if they decide to move, they would have to enter the lottery. Commissioner Goldsmith suggested that the policy might need to be reviewed if no one applies in the future. ADJOURNMENT: On a motion, the meeting adjourned at 6:02 p.m. Kathrin D. Gehring Executive Assistant Svante L. Myrick Mayor