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HomeMy WebLinkAboutPWC Agenda 2022-10-18 and Packet AGENDA PUBLIC WORKS COMMITTEE October 18, 2022, 9:00 a.m. ZOOM Link: https://us06web.zoom.us/j/81695207215 1. Approval of Minutes a. September 20, 2022 2. Member Comments/Concerns a. Consider Modifications to Agenda 3. Streetlighting Updates – Slater 4. Discussion regarding the Town’s Willingness to Accept Long-Term O&M Responsibilities for Stormwater Infrastructure - Thaete 5. Project Updates Future Agenda Items: • Draft Road Closure Policy and Procedure • Water & Sewer Units • Conversation about Rates for Utility Customers that are on Private Water Wells but Connected to the Public Sanitary Sewer System. SWM Maintenance Responsibilities The Town will be responsible for undertaking inspections and implementing routine or emergency repairs to the permanent detention practices, swales and ditches as deemed necessary by the Town and in accordance with NYSDEC regulations. Maintenance activities for these practices may include annual inspections, routine maintenance, and emergency repairs. This section outlines some of the routine activities needed to maintain both the long - term pollutant removal and structural integrity of stormwater practices. These activities are encompassed within six general categories as described below. In addition, Table 1 outlines some of the detailed activities within these categories, together with an estimated frequency. Inspections An annual inspection is needed to monitor the detention basins and swale over time. In the long term, these inspections reduce expenses by allowing the Town to address small problems as they occur with relatively low-cost solutions. Sediment and Debris Removal Sediment, trash and other debris accumulate within detention practices at a fairly constant rate. As sediment accumulates in stormwater practices, the capacity to treat and attenuate stormwater is reduces. In addition, the sediment can clog outflow pipes and reduce the capacity of channels and swales. Some typical maintenance activities include removing sediment and debris, and unclogging outlet pipes. Vegetation Management Vegetation can enhance pollutant removal in some stormwater management practices but needs to be managed. Mowing is necessary to maintain a safe basin embankment, and to retain the capacity of swales. In addition, algae can create odor issues, and invasive plants such as cattails can create mosquito habitat. Animals and Nuisances Some typical nuisance issues for stormwater basins are mosquitoes and animal burrows. Mosquitoes can sometimes breed in wet basins or ponds, particularly if dense vegetation develops. Some non-toxic methods are available to discourage mosquito breeding. Animal burrows damage basin embankments and need to be filled immediately. Erosion Over time, soil erosion can occur at some critical points in a stormwater management practice, particularly when bare soil exists. When erosion occurs, the area needs to be stabilized to prevent further damage. Structural Repairs Although the stormwater detention basins that serves these Subdivisions have relatively few moving parts and structural elements, some long-term repairs may be needed. These will include replacing or repairing cracked pipes, concrete, and metal grates as needed. DRAFT TABLE 1. STORMWATER MAINTENANCE ACTIVITIES Maintenance Item Frequency (years)1,2 Practices Where Performed Inspections Inspection 1 Basins and Swales Sediment and Debris Removal Unclog outlet pipes 1 Basins Debris/Trash Removal 1 Basins and swales Remove sediment from forebay 5 Basins Remove sediment from swales 5 Swales Dredge basins 15 Basins Vegetation Management Mowing 1 Basin Embankment and Swales Tree removal from embankment 10 Basin Embankment (should be limited by mowing) Cattail management 1 Basins Algae Treatment As needed in early spring Basins Animals/ Nuisances Remove animal burrows from basin embankment. 5 Basins Mosquito treatment 4 months (as needed) Basins Erosion Repair areas of erosion 2-5 Basin shoreline, swales, pipe outlets Replace rip rap channels 20 Basin inlets and outlets Structural repairs Repair low spots on the embankment 5 Basins Repair or replace trash racks 15 Basins Repair cracks in concrete 10 Basins Replace barrel 25 Basins Replace riser structure (concrete) 50 Basins Replace gate valve 15 Basins 1: Maintenance Frequencies derived from the “Stormwater Manager’s Resource Center” (http://www.stormwatercenter.net/Manual_Builder/Maintenance_Manual/introduction.htm) created by the Center for Watershed Protection, Ellicott City, Maryland. 2: Frequency may vary, and the need for maintenance will be determined by annual inspections. FIRST YEAR MAINTENANCE COST ESTIMATES This section estimates first-year maintenance costs associated with a “standard size” development. Over time, these costs will vary, based on the occurrence of relatively high-cost items. The cost estimates include assumptions regarding the items that will occur within the first year, the extent (e.g., area) of these items, and the unit cost. A first-year maintenance plan, along with cost estimates, is presented in Table 2. The first-year maintenance items are derived from the maintenance frequencies presented in Table 1, with the following assumptions: 1) Items listed as annual or more frequent occur within the first year, at the frequency named. The single exception to this rule is algae removal, which is typically an annual activity, but does not usually begin to be necessary until the pond has been in place for many years. 2) Although unclogging the low flow orifice is assumed to occur once every year, it is assumed that this will be required twice in the first year. 3) Some erosion occurs within the swales leading to the basins and will need to be repaired. 4) As a contingency, it is assumed that two five-year frequency items occur in the first year, including repairing low spots on the embankment and removing animal burrows. 5) Mowing is needed on basin embankments and swales, representing a total of approximately 3 acres between all detention practices and swales. 6) Each inspection takes about six hours staff day, including a site visit by two people, travel time, and report writing. 7) Mosquito treatment is achieved using the bacteria bacillus thuringiensis (BTI) in the form of “mosquito dunks”, a solid form of this bacteria placed around the pond edges in vegetation and cast into the pond as well. Each application will require approximately 90 dunks. 8) Cattail management includes cutting or “weed whacking” cattails at their base in the late summer. TABLE 2. COST OF FIRST-YEAR MAINTENANCE Maintenance Item Descriptio n Unit Cost Extent Cost Inspection Inspect using forms derived from Appendix G of the “New York Stormwater Management Design Manual” $90/hour 6 hours $540 Unclog outlet pipes Remove accumulated debris from the outlet pipes, possibly by jet cleaning. $375 2 time $750 Debris/Trash Removal Remove trash, coincident with site inspection or other annual maintenance, adding minimal additional cost. $350 1 time over the year $350 Mowing Mow the pond embankment(s) $300/acre 2.75 acres $825 Cattail management Weed Whack cattails in late summer $50/hour 2 hours $100 Fill animal burrows in embankment. Need to fill burrow with dirt and compact. Requires importing some soil. $200 1 burrow/year $200 Mosquito treatment Treat with “Mosquito Dunks” in mosquito breeding season, once per month. Each dunk covers approximately 100 square feet of surface area. The area at the water surface elevation of the basins is 21,675 SF. Dunks: $3/dunk 220 dunks per application (times 3) $1,980 Time: $50/hour 1 hours/application (times 3) $150 Repair areas of erosion within swales Replace topsoil and reseed in two areas. $1,100/area 2 areas $2,200 Repair low spots on the embankment Import soil and compact to achieve original grade. $500 1 $500 TOTAL ESTIMATED COST (ROUNDED) = $7,600 Type & Owner (approximate count) Water Quality Devices (Cornell) (25) Water Quality Devices (Ithaca College) (7) Water Quality Devices (Other Private) (50) Water Quality Devices (Town of Ithaca) (1) Stormwater Devices (Cornell) (46) Stormwater Devices (Ithaca College) (18) Stormwater Devices (Other Private) (39) Stormwater Devices (Town of Ithaca) (5) 0 0.5 10.25 Miles Post-Construction Stormwater Management Practices Map prepared by Town of Ithaca Engineering, October 17, 2022 TOWN OF ITHACA PUBLIC WORKS COMMITTEE September 20, 2022, 9:00 a.m. Board and Staff Present: Rod Howe, Rich DePaolo, Rob Rosen, Joe Slater, Dan Thaete, Joe Talbut, Travis Mills, Dave O’Shea, Donna Shaw, Mike Smith, Marty Moseley, Steve Riddle, Connor Terry Guests: Elizabeth Sanders and Seth Bensel of The Byway; Beth Kelly of Halcyon Hill Road 1. Approval of Minutes: Minutes were approved from 8/16/22, moved by a motion from Mr. DePaolo, seconded by Mr. Howe. Carried. 2. Member Comments / Concerns: None a. Consider Modifications to the agenda: None 3. Streetlighting Updates – Mr. Howe explained that since the process is new, the town still needs to come up with an overall plan for certain aspects of the streetlight system and opened the meeting to the public for comment about concerns they have raised. Seth Bensel from The Byway explained that the existing streetlight that has not been converted is 10 feet from his family’s residence. He does not want the light converted to LED, as he feels that the new lights are much brighter and yellow and will cause an effect of having non-stop lights on in the bedrooms. He stated that any energy saved would be minimal and The Byway is a small, private road with minimal traffic. He feels his family is the most affected by the light. Beth Kelly from Halcyon Hill Road also does not want the light by her residence changed and echoed Seth’s position. Mr. Howe stated that there are issues that need to be worked through, such as determining circumstances in which a light would not be replaced. Mr. Slater stated that there is not yet a formal town policy regarding adding, removing, or maintaining existing lights. He suggested that Mr. Bensel speak to his neighbors to see how they feel about the request to not convert the original light and to follow the town’s petition process. Mr. Howe explained that the intent of the project was to have all lights converted with the option of dimming and shielding. Although, he does understand that residents of private roads with public access may not want to participate if it causes an issue and conditions are warranted. Mr. DePaolo would like to see the results of dimming/shielding vs. the current lighting. He asked if the dimming capability is pulse width modulation or analog. Mr. Slater will confirm. Mr. Thaete added that the reason this endeavor was ventured was for energy savings, but if a neighborhood does not want a light then they should be able to opt out. Mr. Howe stated that there is still a cost associated with removing a light. Mr. Slater reviewed supporting documents and reported that there are discrepancies in the list of lights to be converted provided by NYSEG and the actual existing lights. Connor Terry reviewed the various types of discrepancies with the Committee. Mr. Slater explained that a meeting will be held with the conversion contractor in the near future to determine a final punch list of items for completion. He stated that resident requests to remove/add poles will be a separate list, but that there is still some room in the contract for allowances and contingency. He explained any additional lights not included in the contract would require a change order, but that the current punch list should be determined and finalized first as there are some gateway communication issues and pending receipt of some remaining smart nodes. Mr. Howe suggested sketching out all considerations in an effort to begin finalizing a town policy, e.g. private roads, shielding, dimming, removals/additions, zoning density, lighting districts, etc. More information will be available and discussed at our next meeting. Beth Kelly will speak with her neighbors on Halcyon Hill Road about their preferences. 4. Project Updates 1. Currently paving Burns Way. 2. Oil and stone will be conducted this week. 3. Saunders Park is complete with the exception of some benches. 4. Forest Home Pump Station Rebuild continues. 5. Troy/Coddington generator project continues. 6. Pleasant Grove/Cradit Farm Intersection – Have a game plan with Cornell to move that project forward. Cornell will finalize drawings. 7. Ridgecrest Water Main Project – Bids are slightly higher than proposed. The PIO will be increased to award that project. Project is scheduled for next summer. 8. Troy Rd/King Rd Water Main – Meeting with contractor today to establish the final punch list. 9. PWF Trench Drain – Complete. 10. Green Buildings RFP – Should be wrapped up in the next two weeks and will be advertised. 11. Forest Home Walkway is complete and open. Some signs are on backorder for the crosswalk and are expected in the next week. Mr. Howe announced that will be a tree planting event on October 1st at the East Hill Preserve. Mike Smith reported that he has provided answers to questions about the grant, but he has not heard back on the status. Mr. Thaete reported that there is a meeting with the county and Town of Dryden on September 27 th to discuss the Game Farm Road crossing project. Discussion was held regarding the role the town may have in assisting with the project. 5. Ongoing Discussion About Adjacent Land - Mr. Howe moved that the Committee go into Executive Session at 9:50 a.m. to talk about acquisition of adjacent property, seconded by Mr. DePaolo. The Committee came out of Executive Session at 10:05 a.m. The meeting was adjourned at 10:05 a.m. Our next meeting is scheduled for 10/18/22. lvp