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HomeMy WebLinkAboutMN-BPW-2013-04-01BOARD OF PUBLIC WORKS PROCEEDINGS CITY OF ITHACA, NEW YORK Regular Meeting 4:45 p.m. April 1, 2013 PRESENT: Mayor Myrick Commissioners (5) - Jenkins, Darling, Morache, Leccese, Paine OTHERS PRESENT: Acting Superintendent of Public Works - Benjamin Assistant Superintendent of Water and Sewer – Whitney Director of Engineering - West Common Council Liaison – Fleming Information Management Specialist - Myers EXCUSED: Commissioner Acharya DAC Liaison – Roberts ADDITIONS TO OR DELETIONS FROM THE AGENDA: Asst. Sup. Whitney requested the addition of the following item to the agenda: “Award of Bids for “Water & Sewer Division Pipe and Materials - Resolution” No Board member objected MAYOR’S COMMUNICATIONS: The Mayor had no communications at this time. COMMUNICATIONS AND HEARINGS FROM PERSONS BEFORE THE BOARD: The following people addressed the Board regarding the Food Truck Round-Up Proposal: Tomas Harrington, Manager of Viva Taqueria & Cantina and Rich Avery, Co-Owner of Simeons. They both expressed support for the program on a trial basis, but also expressed concern about how much the program might expand in the future and affect the brick and mortar restaurants, as well as the minimal fee proposed. They both mentioned the potential problem of supply and demand that could negatively affect businesses. Mike Wells, owner of 207 Old Elmira Road, reported to the Board that Brooks Hendrix and Tim Logue visited his property where he explained his concerns for the proposed design of the complete streets project there. They reported that their hands were tied as far as the design was proposed and that only the Board could make changes to it. Mr. Wells is concerned about the green space proposed and there not being enough space to park and maneuver vehicles safely. He stated that he e-mailed the Mayor his concerns and had not heard back. RESPONSE TO PUBLIC: Mayor Myrick responded to concerns raised about the need to develop a long-standing policy for food trucks in the City of Ithaca, as well as determining the fair market value of the use of city property. He noted that he shares the same concerns. He stated that Leadership Tompkins members are working on a policy for mobile vending in the City of Ithaca, including food trucks that should be ready by June. He would like to review their proposal as well as Ms. Seaver’s proposal and go forward from there developing a formal policy for mobile vending/food trucks in the City of Ithaca. Mayor Myrick responded to Mr. Wells comments and noted that he would review the e- mail and respond back to Mr. Wells. He confirmed that the Board could make changes to the proposed design if needed. REPORTS: Director of Engineer West reported that staff is gearing up for demolition of the Commons which should begin in another 7-10 days. Board of Public Works Meeting Minutes April 1, 2013 2 Acting Supt. Benjamin reported that crews have been working to remove copper and other reusable materials from the pavilions on The Commons prior to demolition. They were able to salvage about $2,000.00 of copper from the roofs which went back into the budget. Asst. Supt. Whitney reported that crews completed the water service installation at the Seneca Way project; however, they ran into problems with the sewer service which will require some creative designs and plans. He stated that those plans will come to the Board for their review and approval in the near future. APPROVAL OF MINUTES: Approval of the June 11, 2012 and March 11, 2013 Board of Public Works Meeting Minutes – Resolution By Commissioner Jenkins: Seconded by Commissioner Morache RESOLVED, That the minutes of the June 11, 2012 and March 11, 2013 Board of Public Works Meeting be approved as published. Carried Unanimously VOTING ITEMS: Buildings, Properties, Refuse, and Transit: Authorization for Temporary Easement for Construction of Marriott Ithaca Hotel – Resolution By Commissioner Darling: Seconded by Commissioner Morache WHEREAS, Chapter 170, section 5, paragraph F of the City of Ithaca Code states that the authority to grant approval for a license for any other use of or encroachment upon City real property (except for an encroachment upon parkland, or as otherwise specified) or for a temporary easement (not exceeding one year) is and shall be vested in the Board of Public Works.. WHEREAS, Urgo Hotels, developer of the Hotel Ithaca project, requests a temporary easement for the purposes of constructing said hotel, located at 120 South Aurora Street, and WHEREAS the scope of work undertaken by the Hotel will include the installation of temporary shoring and anchoring, as well as the relocation of City storm sewer, and WHEREAS, the temporary construction easement will expedite the construction of the project while safeguarding and maintaining public infrastructure and public access to South Aurora Street, and WHEREAS, the Board of Public Works has determined that during construction of the hotel the portion of South Aurora Street to be occupied by the developer will not be needed for other City purposes, and WHEREAS, the Board of Public Works has determined that portions of the shoring and anchoring may be abandoned in-place, now be it RESOLVED, That the Board of Public Works grants a temporary easement for construction of the Hotel Ithaca to Urgo Hotels for the duration of one year, and be it further RESOLVED, That the Board of Public Works authorizes the Superintendent of Public Works, upon consultation with the City Attorney, to execute such a temporary easement for construction. Carried Unanimously WATER AND SEWER: Award of Bids for “Water & Sewer Division Pipe and Materials Bids” By Commissioner Darling: Seconded by Commissioner Paine WHEREAS, bids were received on March 26, 2013, for pipe and materials to be used during the 2013 construction and maintenance season, and Board of Public Works Meeting Minutes April 1, 2013 3 WHEREAS, the bid package consisted of nine separate bid items, each to be awarded separately, and WHEREAS, staff has reviewed the seven bids received and made recommendations for award, and WHEREAS, the low bid for Bid 5, valves, was determined to not meet specifications so staff has recommended award to the second low bidder, and RESOLVED, That the Board of Public Works hereby awards Bid 1 for water main pipe, Bid 7 for flexible couplings, Bid 8 for residential water service components, and Bid 9 for temporary water main pipe and fittings to Vellano Brothers, Inc. of Vestal, NY, for a total contract of $20,285.10, and be it further RESOLVED, That the Board of Public Works hereby awards Bid 2 for water main fittings, Bid 3 for hydrants, Bid 4 for street valve boxes, Bid 5 for valves, and Bid 6 for sanitary sewer pipe and components to HD Supply Waterworks of Binghamton, NY, for a total contract of $99,304.50, and be it further RESOLVED, That the Assistant Superintendent of Public Works for Water and Sewer be authorized to execute these purchase contracts and to administer the same. Carried Unanimously DISCUSSION ITEMS: Food Truck Roundup Proposal from the Food Truck Association After the Board’s discussion of the Food Truck Roundup on March 11, 2013, Jes Seaver has worked diligently to create a proposal for the Board’s review and approval. That proposal is included at the end of the minutes. Quite a lengthy discussion followed on the floor regarding the proposal and concerns expressed from Mr. Avery and Mr. Harrington. This is a trial location and if it is successful, could expand into other neighborhoods. The following actions/tasks were identified that need to be addressed: A. Should this request be treated like a special event and go through that review/application process? B. Does the Board want to allow the trial period and proposed fee? C. Proposed location for the trucks – make sure road is wide enough, tree lawn or area near truck to be protected or made of concrete so as not to damage grassy area, signage, barricades (would require DPW staff for barricades, would IPD be needed for traffic control) D. Determine value of land for that use for 5-10 hours/week E. Board needs to determine if this is an acceptable use of city land F. Should special event team become involved for review and approval – treat this similar to a festival/special event? (Ms. Seaver expressed some concern that this request might be a bit confusing for the special event team, as it is an event not proposed before, also the review time for this request by the team since she would like the program to begin in May). G. Could a permanent sign be used for event (similar to a “loading zone) sign so that it does not have to be removed and put up each week and save DPW time and cost. Ms. Seaver could meet with Acting Supt. Benjamin to determine wording and pay for cost of sign. H. A lease was proposed for the event similar to the one that the Ithaca Farmers’ Market has with the City of Ithaca, which might work better than going through the special event team – although proposal could be circulated to special event team (Julie C. Holcomb, event chair) for review and comment prior to lease being issued. Could do a temporary lease for 2013, and review and develop a city wide policy for 2014. Board of Public Works Meeting Minutes April 1, 2013 4 I. The Board supported the idea of a temporary lease after review and input from the special even team. They also would like the fee to be reviewed and revised if needed. Appeals of Snow Removal Bills: The City received appeals from two residents on North Cayuga Street for the bills they received after the City plowed their sidewalks, both occurring on January 4, 2013. 708 North Cayuga Street Motion to Deny Appeal: By Mayor Myrick: Seconded by Commissioner Darling RESOLVED, That the Board deny the appeal from the property owner of 708 North Cayuga Street for snow removal services provided by the City of Ithaca, and be it further RESOLVED, That the Board recommends that the City Chamberlain remove the penalty fee from the bill. Property owner, Peter Miller, addressed the Board to explain the reason for his appeal. He stated that he is diligent in shoveling his sidewalk regularly. He questioned why the work to remove the compacted snow from the sidewalk required 30 minutes labor and the use of machinery rather than applying salt. The use of salt in this instance would save money and accomplish the same thing. Acting Supt. Benjamin stated that Cayuga Street is an emergency snow route for both vehicles and pedestrians, and therefore receives extra scrutiny from the public, necessitating that sidewalks be cleared of ice and snow in a timely manner. The Board recognized that City crews had done the work, and therefore should be paid for that service. They also recognized Mr. Millers’ history of regularly shoveling his sidewalk and recommended that the penalty fee be waived from his bill. A Vote on the Resolution Resulted as Follows: Carried Unanimously 1108 North Cayuga Street: Motion to Deny Appeal: By Commissioner Darling: Seconded by Commissioner Paine RESOLVED, That the Board deny the appeal from the property owner of 1108 North Cayuga Street for snow removal services provided by the City of Ithaca. The Board recognized that city crews had done the work to remove the snow from the sidewalk and that the property owner was responsible for the bill for that service. A Vote on the Resolution Resulted as Follows: Carried Unanimously Appeal of Use of City Property Fee from Finger Lakes Boating Center has appealed the license fees and taxes that are charged for the use of 20 boat slips along Cayuga Inlet by Newman Golf Course. Pomeroy Associates completed an appraisal of city property in 2010, which was adopted at $350/boat slip as the base rate. The 2011-12 season (from April to March) rate of $385/boat slip included a 10% appraisal fee. Each year there is a percentage increase to the previous year’s fee according to the Consumer Price Index. In 2012-13, the rate increase was 3.39%; for the 2013-14 season, the increase was only 1.74%. The city’s portion of the tax bill that was charged to Finger Lakes Boating Center has been reduced by $1,287 by the City Chamberlain. Mr. Flash, co-owner of Finger Lakes Boating Center, addressed the Board to explain that these are temporary docks and removed each winter and as such they are not the appropriate basis for a tax assessment. Board of Public Works Meeting Minutes April 1, 2013 5 Director of Engineering West stated that the docks are pulled out of the water and stored on the property, which then is not available for other use. The square footage that is used by the boating center as estimated on the GIS mapping system is 19,000± square feet, not 4,000 as stated in their letter. Even with reducing the square footage by 25% to account for the high water line, it still comes out to be 14,000 square feet. The Board of Public Works, because owners had already leased slip space in 2010-11 season, reduced the slip fee to $220/boat slip. For the following seasons, the Boating Center was aware of the new rates and had time to adjust their fees accordingly. Extensive discussion followed on the floor regarding the appraisal process, what was appraised, what is privately owned versus city owned property, etc. Mayor Myrick recommended that the appeal/request be referred to the City Attorney for review and recommendation. The Board and Mr. Flash supported this idea, and requested that the item be brought back to them for review and consideration as soon as possible. FOR YOUR INFORMATION: The Natural Areas Commission is concerned about the walkway along Cascadilla Gorge and Cascadilla Park Place, where an accidental death recently occurred. They have forwarded the following resolution for the Board recommending signage and repairs to the walkway and fence: Resolution and Recommendations of the Natural Areas Commission, regarding Gorge Safety, Important Views and the Walkway along Cascadilla Park Place WHEREAS, the “purposes and duties” of the City of Ithaca Natural Areas Commission (NAC) include advising the Board of Public Works, Common Council, and others and making recommendations as needed regarding natural areas, including maintenance and public concerns, and WHEREAS, the Cascadilla Gorge, being owned by Cornell University, is not a City- designated natural area, but nevertheless is an important, University-designated natural feature, with popular trails both along Cascadilla Creek and the north rim, offering spectacular views of the gorge, the creek and across the city and beyond, and WHEREAS, the City of Ithaca Natural Areas Commission (NAC) is concerned with the safety of this walkway, in light of its current state of repair and the risk of accidental injury or death, and about the importance of maintaining an aesthetic, naturalistic experience along the walkway and unobstructed views of the gorge, now, therefore be it RESOLVED, That the Natural Areas Commission makes the following recommendations/request: 1. That the City repair the walkway and consider appropriate signage; 2. That the City repair or build or repair railings to meet reasonable safety standards, using aesthetically appropriate materials and preserving the opportunity to enjoy unobstructed gorge views, and 3. That the NAC be considered an “interested agency” that is kept informed of plans for the walkway and invited to review and comment on proposed designs before decisions are made. Submitted by Joe McMahon, Chair of the Natural Areas Commission March 17, 2013 Mayor Myrick stated that he is aware of the work needed and reminded the Board that the city’s budget needs to be kept in mind as any decisions are made. Discussion followed on the floor regarding the three property owners involved in the area by the walkway (the City of Ithaca, Cornell University, and adjacent property Board of Public Works Meeting Minutes April 1, 2013 6 owners). The city has an easement for the walkway and as long as the easement is in place the city has a responsibility to maintain the walkway. It was noted that the walkway is situated so that no piece of machinery can maintain it, thus requiring manual labor by city crews to maintain, which Acting Supt. Benjamin does not support. In addition, it can’t be made ADA compliant because of its location. Staff will review and provide recommendations/alternatives for the improvement of the walkway and costs that would be involved – including abandonment. It was noted that closing the walkway is not a reasonable option considering the reality of its current use. ADJOURNMENT: On a motion the meeting adjourned at 6:30 p.m. Sarah L. Myers Svante L. Myrick Information Management Specialist Mayor