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HomeMy WebLinkAboutMN-BPW-2013-09-23BOARD OF PUBLIC WORKS PROCEEDINGS CITY OF ITHACA, NEW YORK Regular Meeting 4:45 p.m. September 23, 2013 PRESENT: Mayor Myrick Commissioners (4) – Acharya, Darling, Jenkins, Morache OTHERS PRESENT: Acting Superintendent of Public Works – Benjamin Director of Engineering – West Assistant Superintendent of Water & Sewer – Whitney Transportation Engineer - Logue City Clerk – Conley Holcomb Alderperson – Brock EXCUSED: Commissioner Goldsmith Common Council Liaison – Fleming DAC Liaison – Roberts COMMUNICATIONS AND HEARINGS FROM PERSONS BEFORE THE BOARD: Gregor Harvey, 227 W. Spencer Street, described the safety issues that exist in front of his house. He explained that stone steps come down the hill and terminate with a small landing at the side of the street. There is no sidewalk adjoining the landing, so he and his young family end up stepping directly into the street when they go to their vehicle. Vehicle speeds on the street are in excess of 30 mph and there is a blind spot created by the curve of the street from the traffic circle to Cayuga Street. He requested that the City:  Install signage to warn motorists to slow down as there are children in the area.  Fix the potholes near his stair landing and the nearby parking spaces.  Install a crosswalk so that his family can safely cross the street.  Reduce the speed limit in the area. Dr. Irus Braverman, 227 W. Spencer Street, reiterated the comments made by Mr. Harvey stressing that it is a very important safety issue for their family. She further requested that the City assign a parking space to their house so they can safely take their children out. She explained that they are afraid to cross the street with their children because of the rate of speed that vehicles travel in the area and the blind spot created by the curve in the road. In addition, the path to the parking spaces that are located on their side of the road is muddy/sludgy and riddled with potholes that are usually filled with water. Tom Hanna, City of Ithaca, shared the comments he made during the Mayor’s public hearing on the Sidewalk Local Law. He voiced his belief that there would not be enough resources available for the City to effectively address all of the sidewalk issues under the current configuration of the proposal. He thanked the Board members for all of the work they have put into this issue and encouraged them to join the effort to create an implementable system for the sidewalk policy. RESPONSE TO THE PUBLIC Mayor Myrick acknowledged that he had received the letter sent by Dr. Braverman regarding the conditions in the 200 block of West Spencer Street, and had made an inquiry to staff about how to mitigate the situation. Transportation Engineer Logue stated that he could do traffic counts in the area to check vehicle volume and speeds; however, the Ithaca Police Department is responsible for speed enforcement. Board of Public Works September 23, 2013 Regular Meeting 2 Director of Engineering West addressed the drainage issues and suggested that the catch basin be checked. He explained that the stone stairs cut across City property and were re-directed when Spencer Road was reconfigured. Acting Superintendent Benjamin noted that crews would have to wait to patch the potholes until they were dried out in order for the asphalt to hold. Commissioner Jenkins suggested that the foliage on the property be thinned to increase visibility. Discussion followed on the floor regarding the effectiveness of “Children at Play” signs. Transportation Engineer Logue stated that the signs are controversial as they do not appear to have an impact on driver behavior and they are not enforceable. He offered an alternative solution of removing the parking spaces and installing a sidewalk. Further discussion followed regarding the usability of the driveways on the property, slope grade, and low-impact solutions to some of the issues such as installing a crosswalk, lane/shoulder markers, visual bump-outs, and pedestrian signs. Mayor Myrick requested that Transportation Engineer Logue collect traffic counts/vehicle speed data and draft a memo to the Board of Public Works that would include the low- impact options and costs along with photos of the driveways on the property. REPORTS Superintendent and Staff Acting Superintendent of Public Works Benjamin reported on the following item:  Plain Street has been paved with a binder coat. There is concern regarding a utility pole that is starting to lean. The pole will be monitored and NYSEG will be notified of the needed work. Director of Engineering West reported on the following items:  Seneca Street Garage – staff is waiting for the patches to cure. Twenty-nine tendons were repaired. The full opening of the garage has been slightly delayed.  The Commons Reconstruction Project is going well. The water main work went well and an additional fire line was installed. The underground work with utilities (Verizon) is moving slowly.  Six Mile Creek Scour Repair – sheet piling, back-filling, and ramp replacement has been completed. There was a hydraulic fluid spill but the impact on the creek was quickly mitigated by the Streets & Facilities and Water & Sewer crews. Assistant Superintendent of Water & Sewer Whitney reported on the following items:  There was a water main leak on Meadow Street near Purity Ice Cream. The water main is circa 1866-68 and the sewer was built in 1896. This is the 2nd leak in that area in two years. The main will need to be replaced during the next project in the area.  Water Plant / Wastewater Treatment Plant construction activities: the WWTP is working toward total energy independence. The new aeration system installation has resulted in 60% energy savings.  Staff retirements: Water & Sewer is facing 3 major position vacancies that have been incorporated into budget discussions – Don Wood will be retiring with 43 years of service; his position will not be filled. Art McFall will also be retiring; his position will be filled but the title will be reduced. Mark Fuller will be leaving the City; a request has been made to “parallel fill” the position for 6 months for training purposes. Board of Public Works September 23, 2013 Regular Meeting 3 APPROVAL OF MINUTES: Approval of the September 9, 2013, Board of Public Works Meeting Minutes - Resolution By Commissioner Jenkins: Seconded by Commissioner Morache RESOLVED, That the minutes of the September 9, 2013 Board of Public Works meeting be approved as published. Carried Unanimously VOTING ITEMS: Highways, Streets and Sidewalks: 8.2A Request for Encroachment Agreement/License at 119 Thurston Avenue Resolution By Commissioner Acharya: Seconded by Commissioner Morache WHEREAS, Sheribel F. Rothenberg, owner of the property at 119 Thurston Avenue (Tax Map Parcel No. 7.-4-5), in the City of Ithaca, has requested an encroachment agreement/license from the City into the City’s right-of-way for Thurston Avenue; and WHEREAS, the encroachment consists of the following: A stone wall, approximately one foot in width, encroaching in the street right of way for a span of approximately 10 feet to the north and then 30 feet to the east, thereby encompassing an encroachment into the right of way by approximately 40 feet, which is shown on a drawing stamped September 24, 2009 and entitled “Survey Map No. 119 Thurston Avenue” prepared by Edward Ripic, Jr., Licensed Land Surveyor, WHEREAS, it appears that the stone wall in question has been in existence for many years, and that the proposed encroachment is inside the current location of the existing Thurston Avenue right of way and will not interfere with the right of way as currently constituted; and WHEREAS, the Superintendent does not anticipate any conflicts in the near future with public works uses or needs; and WHEREAS, the 2013-14 schedule of fees for use of City-owned property requires an initial application fee of $100 for new licenses, but stipulates that the annual use fee shall be waived for minor encroachments, now therefore be it RESOLVED, That the Board of Public Works hereby grants the request for an encroachment at 119 Thurston Avenue, as proposed, contingent upon the execution of a license/agreement and submission of the required application form and fee (and renewal fees for any subsequent terms) and proof of required insurance, and be it further RESOLVED, That the Mayor, upon consultation with the Superintendent and City Attorney, is hereby authorized to execute a license/agreement allowing said encroachment, revocable upon 90 days’ written notice by the City in the event that the encroached upon City property is required for any City purpose, and containing the usual terms and conditions, including those specified in Chapter 170 of the City’s Municipal Code. Carried Unanimously Creeks, Bridges and Parks: 8.4A Approval of a Permaculture Garden in Conley Park – Resolution By Commissioner Darling: Seconded by Commissioner Morache WHEREAS, several years ago, gardens were installed at Conley Park, meant to be a demonstration for IPM (integrated pest management) techniques, and WHEREAS, there was never a long-term maintenance plan or funding for the gardens, and the gardens have now fallen into disrepair with very few of the original plants remaining and Board of Public Works September 23, 2013 Regular Meeting 4 WHEREAS, a group from Cornell Cooperative Extension (CCE) led by Chrys Gardner and Josh Dolan, has expressed interest in taking over maintenance for these gardens to create a demonstration site for a permaculture landscape, and WHEREAS, the Cornell Cooperative Extension group has submitted an application to officially adopt Conley Park through the City of Ithaca’s Adopt-a-Park program, and WHEREAS, the group has presented a schedule to the Department of Public Works for routine maintenance of the gardens and planned volunteer work days for the 2013-2014 season, and WHEREAS, Cornell Cooperative extension will be responsible for all weeding, planting and care of the gardens; now, therefore be it RESOLVED, That the Board of Public Works authorizes volunteers of Cornell Cooperative Extension to prepare and plant in the existing gardens space at Conley Park according to the designs presented to the Board of Public Works on September 9, 2013, and be it further RESOLVED, That the garden responsibilities for Cornell Cooperative Extension will include: pruning woody plants and edging garden beds in the spring, weeding, watering and mulching throughout the summer, clean up and appropriate disposal of dead plant material in the fall, and be it further RESOLVED, That the gardens will be maintained free of rotting fruit, and that growth and spread of weeds will be restricted, and walking paths will remain clear of any type of vegetation that might impede or obstruct the walkway, and be it further RESOLVED, That during the growing season a weekly walk through inspection by Cornell Cooperative Extension staff will verify that gardens are maintained at the level agreed upon by CCE and the City of Ithaca, and be it further RESOLVED, That corrective actions will be taken by Cornell Cooperative Extension staff and/or volunteers as soon as conditions are found to be unacceptable by City staff, and be it further RESOLVED, That the level of success for the garden project will be assessed by December 31, 2014, based on volunteer and neighborhood response as well as input from City staff, and be it further RESOLVED, That if the assessment is positive and no problems with maintenance of the garden were encountered during this initial trial period, the group shall seek approval for any proposed expansion and continued use of the garden space for this same purpose from the Parks Commission and Board of Public Works for the 2015 season, and be it further RESOLVED, That the Board of Public Works approves of the concept of the creation of a demonstration garden site for a permaculture landscape, as an educational opportunity for the community, and be it further RESOLVED, That the Board emphasizes to Cornell Cooperative Extension that Conley Park is a public use park and that public access and use must be maintained, and be it further RESOLVED, That the Board authorizes the Mayor to enter into an agreement with Cornell Cooperative Extension for the use of Conley Park with the usual terms and conditions, including a certificate of insurance following consultation with the City Attorney and the Superintendent of Public Works. Carried Unanimously Board of Public Works September 23, 2013 Regular Meeting 5 8.4B 2014 Newman Golf Course Rates and Fees – Resolution By Commissioner Morache: Seconded by Commissioner Jenkins WHEREAS, a List of Rates and Fees for 2014 was discussed by the Board of Public Works on September 9, 2013, from a proposal by Golf Course Manager Mike Addicott, and WHEREAS, Manager Mike Addicott requests to retain the 2013 rates and fees, and WHEREAS, a discount for new members that have not held a membership in the last five years is proposed, and WHEREAS, setting the membership rates well in advance of the beginning of a new season seems like a prudent course of action to help increase membership, now therefore be it RESOLVED, That the Board of Public Works hereby adopts the following List of Rates and Fees for 2014 for Newman Golf Course: Membership Fees 2014 Rates New Member Discount Individual $ 630 $600 Senior $ 567 $540 Domestic Couple $882 $832 Senior Domestic Couple $827 $777 Junior Individual $140 $140 Family (up to 4) $966 $910 Weekday Only, Individual $410 Not valid Weekends & Holidays Weekday Only, Domestic Couple $609 Not valid Weekends & Holidays College Membership (Ages 18-22) (*Restricted weekdays before 4 p.m. w/ college ID and weekends after 12 noon) $347 $300 (3 month Limit) City Employee $347 $325 Daily Greens Fees 9 Hole *per player 18 Hole *per player WEEKDAY Until 12:00 p.m./After 4:00 p.m. $ 13.00 $17.00 12:00 – 4:00 p.m. $10.00 $14.00 With Cart $16.00 $22.00 Guest Day (Select Wednesdays before 4 p.m.) $10.00 $15.00 Guest Day with Cart $ 16.00 $25.00 League Fee $13.00 N/A WEEKEND Until 2:00 p.m. $15.00 $21.00 After 2:00 p.m. $13.00 $17.00 With Cart $18.00 $24.00 Cart Rental Fees 9 Holes 18 Holes Member $ 6.00 $ 10.00 Non-Member $ 7.00 $ 11.00 Carried Unanimously DISCUSSION ITEMS: Spencer Road Improvements Director of Engineering West explained that the Mayor and Common Council directed the Engineering Division to study the area around the proposed Stone Quarry Apartments and prepare recommendations for improvements to the area. At this time the Engineering Division is proposing that Common Council be asked to establish a Board of Public Works September 23, 2013 Regular Meeting 6 capital project in the amount of $40,000 to hire an engineering consultant that would produce 3 conceptual alternatives and cost estimates. Staff resources in the division are already stretched to the maximum and the only service they would be able to provide is project management. They recommend putting the project on the division’s 2014 work plan with expected construction in 2015. Commissioner Morache noted that it would be important to have this project proposal in place in case “shovel ready” grant funding becomes available in the future. Mayor Myrick stated that if there was a recommendation from the Board of Public Works, he would try to reconvene the Capital Project Committee to see if this project could be included in the 2014 budget. Resolution: By Commissioner Acharya: Seconded by Commissioner Morache RESOLVED, That the Board of Public Works recommends that Common Council establish a Capital Project in the amount of $40,000 to hire a consultant to develop three conceptual design alternatives and cost estimates for street and sidewalk improvements to the Spencer Road / Stone Quarry Road area near the proposed Stone Quarry Apartment project. Director of Engineering West questioned how the project funding would work with the new Sidewalk Improvement Districts. Mayor Myrick responded that the funding for sidewalks would probably come from a combination of sources that could be determined at a later date. A vote on the Resolution resulted as follows: Carried Unanimously Storm Water Utility Conceptual Discussion City Attorney Ari Lavine, Chair of the Storm Water Utility Task Force reported that the Task Force is exploring various models storm water utilities including the creation of storm water districts, user fees, and a storm water inter-municipal coalition. The issue is very complicated and detail oriented and will take some time to figure out. The Task Force will be meeting at least once a month with the goal of bringing recommendations to the Board of Public Works by Earth Day (April 22, 2014). The Task Force members are: BPW Commissioners Mark Darling and Rob Morache; Common Council member Donna Fleming; Director of Engineering Tom West; Environmental Engineer Scott Gibson, and Assistant City Attorney Jared Pittman. ADJOURNMENT: On a motion the meeting adjourned at 5:45 p.m. Julie Conley Holcomb, Svante L. Myrick City Clerk Mayor