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HomeMy WebLinkAboutMN-BPW-2013-05-13 BOARD OF PUBLIC WORKS PROCEEDINGS CITY OF ITHACA, NEW YORK Regular Meeting 4:52 p.m. May 13, 2013 PRESENT: Mayor Myrick Commissioners (6) – Acharya, Darling, Goldsmith, Jenkins, Leccese, Morache OTHERS PRESENT: Assistant City Attorney – Flaherty Acting Superintendent of Public Works – Benjamin Assistant Superintendent of Water and Sewer – Whitney Director of Engineering – West Common Council Liaison – Fleming Executive Assistant – Gehring Transportation Engineer – Logue EXCUSED: City Attorney – Lavine DAC Liaison – Roberts ADDITIONS OR DELETIONS TO THE AGENDA: Asst. Supt. Whitney requested the addition of Item 8.5A, “Recommendation to Establish a Capital Project to Fund the Six Mile Creek Scour Remediation Project.” No Board member objected. MAYOR’S COMMUNICATIONS: The Mayor had no communications at this time. COMMUNICATIONS AND HEARINGS FROM PERSONS BEFORE THE BOARD: No members of the public appeared to address the Board. RESPONSE TO THE PUBLIC No response was necessary. REPORTS Acting Superintendent and Staff Acting Supt. Benjamin reported on the following:  Elm Street work is progressing, with curbing and sidewalk installation;  The Stewart Park small pavilion should re-open this week; the first rental of the season is on Saturday, May 18, 2013. Director of Engineering West reported on the following:  Engineering staff has completed the bid documents for the Six Mile Creek Wall Remediation and Old Elmira Rd. Reconstruction projects;  Several other projects are advancing, including roof replacements for the Fire Department and Youth Bureau buildings;  The contract for HVAC Improvements for the Central Fire Station has been sent to the Board of Fire Commissioners for approval. Asst. Supt. Whitney reported on the following:  A preconstruction meeting was held about the new septage facility at the Waste Water Treatment Facility;  Preconstruction meetings will be held for the Elm Street Water Tank rebuild/rehabilitation and other contracts related to the Water Treatment Plant, including the access road to the 60 foot dam. Members of the Natural Areas Commission will participate in these meetings.  New valves are being installed on Ridgewood Road to help with water flow issues, and other valves in the area are being cleaned. ADMINISTRATION AND COMMUNICATIONS: Discussion was held regarding the status of the search for a new Superintendent of Public Works. Mayor Myrick reported that applications are being collected and the search committee had not yet met. VOTING ITEMS: Buildings, Properties, Refuse and Transit: Appeal of Recycling Violation for 205 Thurston Avenue – Resolution By Commissioner Jenkins: Seconded by Commissioner Morache WHEREAS, a recycling violation written for 205 Thurston Avenue on March 26, 2013, has been appealed to the Board of Public Works by the property owner on the grounds that the owner was not aware of the recycling ordinance, and WHEREAS, staff followed the Board’s standing policy to tag solid waste or recycling materials with a warning tag that gives the property owner a twenty-four (24) hour grace period to remove the improperly placed material in order to avoid the department picking up the material and sending a bill for the special service, and WHEREAS, City Code mandates the fee and special collection to assure that materials are picked up or removed in a timely manner to protect public health and to avoid the material being scattered by dogs, the wind or vandals, and WHEREAS, Common Council denied the Board’s previous request to be able to expunge a solid waste fee on the basis of a first time or infrequent occurrence, now therefore be it RESOLVED, That the Board of Public Works denies the request to expunge the $20 recycling violation for 205 Thurston Avenue dated March 26, 2013. Carried Unanimously Creeks, Bridges, and Parks: Recommendation to Establish a Capital Project to Fund Repairs and Upgrades to the Portion of the “Upper Cascadilla Creek Walkway” Adjacent to 504 Stewart Avenue – Resolution By Commissioner Darling: Seconded by Commissioner Morache WHEREAS, the Board of Public Works (BPW) at its April 8, 2013 meeting reviewed the staff recommendations contained in the memorandum on “Repair to Cascadilla Creek walkway – four scope options” dated April 2, 2013, and discussed the matter with staff in attendance, and WHEREAS, the BPW stated their preference in pursuing “Option 2”, which essentially includes acquiring a few extra feet of width for a reconstructed sidewalk, as well as replacing the stairs and railing adjacent to the 504 Stewart Avenue, now therefore be it RESOLVED, That the BPW recommends that Common Council establish a Capital Project in the amount of $70,000 which is estimated to be sufficient to cover design, right of way acquisition, construction, and inspection costs related to said project. Discussion followed on the floor regarding increasing the funding to include additional design work for future improvements for the upper portion of the trail. Commissioner Darling recommended that the city establish funding for this project then have a conversation about the rest of the trail. Transportation Engineer Logue joined the Board for the discussion of this topic. He requested clarification about the scope of the project from the Board, specifying that if the sidewalk was widened to six feet, the City would have to acquire the land as the existing easement was for four feet. Alderperson Fleming asked why the City would responsible for the sidewalk when other adjacent property owners are responsible for sidewalks. Transportation Engineer Logue stated this sidewalk was not with a public right of way along a street, and the easement agreement states the City would maintain the trial. Amending Resolution By Commissioner Morache: Seconded by Commissioner Darling RESOLVED, That an additional Resolved clause be included that states as follows: “RESOLVED, That Board of Public Works recommends that Common Council engages the neighborhood in the discussion about the design of the rest of the trail.” Carried Unanimously Main Resolution A Vote on the Resolution as Amended Resulted as Follows: Carried Unanimously Recommendation to Establish a Capital Project to Fund the Six Mile Creek Scour Remediation Project – Resolution By Commissioner Paine: Seconded by Commissioner Morache WHEREAS, the creek wall and ramp abutting Six Mile Creek in the vicinity of South Titus Avenue and South Plain Street were damaged by storms in 2011, and WHEREAS, the Department of Public Works applied for and received approval of funding from the New York State Office of Emergency Management for repairs to the creek wall and ramp, and WHEREAS, plans and specifications for remediation of damage to the creek wall and ramp have been prepared by the City Engineer’s Office, and WHEREAS, a project for the Six Mile Creek Scour Remediation (FEMA Project No. 3807703) is eligible for funding under the New York State Office of Emergency Management Public Assistance Program that calls for the apportionment of the costs of such program to be borne at the ratio of 75% Federal share and 25% non-federal share, and WHEREAS, the City of Ithaca wishes to advance the project by making a commitment of 100% of the total costs of the FEMA approved grant application, and WHEREAS, the project has been determined to be a Type II action in accordance with the City Environmental Quality Review Ordinance and the State Environmental Quality Review Act, as per 6 NYCRR PART 617, Section 617.5© 1 and 2, and WHEREAS, the Board of Public Works wishes to progress the Six Mile Creek Scour Remediation Project, now therefore, be it RESOLVED, That the Board of Public Works hereby approves the above-subject project, and be it further RESOLVED, That the Board of Public Works recommends that the Common Council authorize a total capital project budget in the amount of $180,000, as 100% of the federal and non- federal share of the cost of work for the project, or portions thereof, and appropriated from the issuance of serial bonds and made available to cover the cost of participation in the project, and be it further RESOLVED, That the Superintendent of Public Works of the City of Ithaca be authorized to execute all necessary agreements, certifications or reimbursement requests for Federal Aid on behalf of the City of Ithaca with the New York State Office of Emergency Management – Federal Emergency Management Agency (FEMA) in connection with the advancement or approval of the project and providing for the administration of the project and the municipality’s first instance funding of project costs and permanent funding of the local share of federal aid and state aid eligible project costs and all project costs within appropriations therefore that are not so eligible, and be it further RESOLVED, That the Board of Public Works recommends that this project be undertaken with the understanding that the final costs of the project to the City of Ithaca will be, at most, 25% of said FEMA approved grant application, currently estimated at $45,000 of the $180,000 authorized for this portion of the project, in monies and in-kind services as managed by the Superintendent of Public Works and monitored by the City Controller. Carried Unanimously Water and Sewer Resolution Recommending Establishment of Capital Project and Funding for Materials to Construct Sanitary Sewermain on Seneca Way By Commissioner Acharya: Seconded by Commissioner Morache WHEREAS, we are not able to serve the new Seneca Way Apartments project with a sanitary sewer connection to the State Street sanitary sewermain for reasons of an elevation conflict with the watermain on the near side, and WHEREAS, moving this particular watermain is not cost effective, nor feasible since it is the sole supply line for water to all of Down Town Ithaca, and moving the line would entail extended service interruption, and WHEREAS, we are obligated to serve the new Seneca Way Apartments with sanitary sewer service, and WHEREAS, there is no existing sanitary sewermain on Seneca Way, and WHEREAS, a new sanitary sewer main on Seneca Way will serve several other properties bounding Seneca Way, and WHEREAS, a permit for the work from New York State Department of Transportation has been obtained, and WHEREAS, City DPW Water & Sewer Division staff have completed engineering plans and estimated the cost of the materials for replacement to be $56,000.00, and WHEREAS, the developer of the Seneca Way Apartments has agreed to pay for a sanitary sewer service connection at an amount not to exceed $12,000.00, and WHEREAS, City DPW labor and equipment costs are already budgeted for in the operations budget, and WHEREAS, a permit for the work from New York State Department of Transportation has been obtained, and WHEREAS, City DPW Water & Sewer Division staff estimates one augmented crew could complete this work in 3-4 weeks or less, and WHEREAS, it is necessary to start construction early in June of 2013 to fit with our planned construction schedule, now therefore, be it RESOLVED, That the Board of Public Works recommends that the Common Council establish a capital project with funding not to exceed $44,000.00 to facilitate the construction of a new sanitary sewermain on Seneca Way. Carried Unanimously TABLED ITEMS Motion to Remove from the Table By Commissioner Darling: Seconded by Commissioner Paine RESOLVED, That the Green Garage Trash Facility Program Improvements – Resolution be placed on the table for further discussion. Carried Unanimously Green Garage Trash Facility Program Improvements – Resolution By Commissioner Darling: Seconded by Commissioner Morache WHEREAS, the existing trash facility located at the Green Garage requires frequent costly repair and lacks secure locks, and WHEREAS, due to inadequate security a far greater number of people and businesses use the facility than pay for it, and WHEREAS, in order to provide the service and convenience of a centrally located disposal facility at a fair and equitable price, now be it RESOLVED, That the Board of Public Works requests authorization of funds for purchase and installation of fencing, locks, compactor and trash bags for improving the functionality of the Green Garage trash facility, and be it further RESOLVED, The Board of Public Works authorizes the institution of a trash bag program for use at the Green Garage trash facility at a charge of $4.00 per 35 pound bag. Commissioner Morache distributed two proposed resolutions to replace the moved resolution. Discussion followed on the floor regarding illegal use and abuse of the trash compactor, installing a fence to prevent illegal dumping, increasing the trash bag fees to cover recycling expenses, and whether moving the trash compactor and recycling facility to Center Ithaca’s loading dock area would be feasible. Director of Engineering West explained the benefits of using a swipe card for access to the compactors versus selling keys for a lock noting that one benefit was that usage would be recorded. Further discussion followed regarding Center Ithaca’s residential use and whether the bulk tipping fee would be canceled if Center Ithaca was required to purchase swipe cards and bags. Commissioner Acharya expressed his opinion that the original resolution covered all concerns and should be voted on. Commissioner Morache suggested including a statement that the project was split into phases. Amending Resolution By Commissioner Darling: Seconded by Commissioner Jenkins RESOLVED, That the last Resolution clause state as follows: “RESOLVED, The Board of Public Works authorizes the institution of a trash bag program for use at the Green Garage trash facility at a charge not to exceed $4.00 per 35 pound bag.” Carried Unanimously Main Resolution A Vote on the Resolution as Amended Resulted as Follows: Carried Unanimously DISCUSSION ITEMS: Boat Slip Rental Fees Asst. City Attorney Flaherty joined the Board for the discussion of this topic. She explained that rental fees of boat slips are calculated by use of the boat dock, not the land. She stated that Steve Flash was utilizing only the land as the boat docks were not owned by the City. She noted the calculations relevant to leasing the land, not the boat docks, explaining that the current approach was a percentage of the boat dock income, based on a fair assessment of the income. Another option would be to charge a fee based on the tax assessment for the land. She explained that the most similar land to this property had a $.47/square foot assessment. Discussion followed on the floor regarding the differences between the rental of the Cass Park Docks to the Dragon Boat Club and the rental of the waterfront land to Steve Flash so he could put his own docks in the water. Asst. City Attorney Flaherty recommended the denial of the Mr. Flash’s appeal, stating that a new fee could be calculated for 2014. Mayor Myrick requested a resolution denying the appeal, and suggested that Asst. City Attorney Flaherty work with staff to modify the rental fees. The Board generally agreed. Options for the Intersection at Stone Quarry Road and Spencer Road Transportation Engineer Logue joined the Board for the discussion of this topic, and explained the concerns with Ithaca Neighborhood Housing’s proposed apartment building located on Spencer Road. He stated that no sidewalks are currently running along Spencer Road, and the intersections are difficult, particularly the three-way intersection of Spencer Road, Old Elmira Road and Meadow Street. Transportation Engineer Logue requested clarification and direction from the Board as to the city’s next steps in that area. He further stated that the road is wide enough for sidewalks to be installed, and he suggested including a bike lane. Mayor Myrick expressed agreement to installing sidewalks along Spencer Road from Meadow Street to Meadow Street Extension. Discussion followed on the floor regarding the three-way intersection at Spencer Road, Old Elmira Road and Meadow Street. Transportation Engineer Logue reported that approximately 6,000 vehicles utilize that intersection per day. Of those, about 3,000 vehicles travel along Spencer Road from Old Elmira Road to Meadow Street Extension. He further reported that over the past 8 years, there have been 15 accidents at that intersection. He stated that it is the opinion of the Police Department that drivers are more alert at that intersection because it more difficult than other intersections. Further discussion followed on the floor regarding making Spencer Road a one-way road, and making modifications to the intersection to prohibit right turns from Spencer Road to Stone Quarry Road. Transportation Engineer Logue offered three options for discussion related to Spencer Road/Stone Quarry Road Intersection and requested direction from the Board. Mayor Myrick addressed several Spencer Road residents that were in attendance for this discussion, requesting input about their concerns. One resident addressed the option of changing Spencer Road to one-way traffic, stating the school bus would not be able to pick up her special needs child. Residents suggested installing traffic cams to watch for vehicles making the illegal right turn from Spencer Road to Stone Quarry Road, and a way to stop the illegal turns is to make it impossible for vehicles to make the turn. Transportation Engineer Logue reported that Ithaca Neighborhood Housing Service had offered to facilitate a neighborhood meeting to discuss issues and concerns with residents. Mayor Myrick suggested that two Board members attend the neighborhood meeting; Commissioners Morache and Leccese volunteered to attend. ADJOURNMENT: On a motion, the meeting adjourned at 6:27 p.m. Kathrin D. Gehring Svante L. Myrick Executive Assistant Mayor