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HomeMy WebLinkAboutMN-BPW-1998-05-19BOARD OF PUBLIC WORKS PROCEEDINGS CITY OF ITHACA, NEW YORK Regular Meeting 5:30 p.m. May 19, 1998 PRESENT: Mayor Cohen Commissioners (5) - Ehrhardt, Leonardo, Vargas, Gutenberger, Jenkins OTHERS PRESENT: City Clerk – Conley Holcomb Superintendent of Public Works - Gray Assistant Superintendent of Streets and Facilities - Ferrel Assistant Superintendent of Water and Sewer - Fabbroni EXCUSED: Commissioner Smith PLEDGE OF ALLEGIANCE: Mayor Cohen led all present in the Pledge of Allegiance to the American flag. APPROVAL OF MINUTES: Approval of the Minutes of the January 1998 Board of Public Works Meeting By Commissioner Ehrhardt :Seconded by Commissioner Gutenberger RESOLVED, That the Minutes of the January 20, 1998 Board of Public Works meeting be approved as published. Carried Unanimously Approval of the Minutes of the February 1998 Board of Public Works Meeting By Commissioner Ehrhardt :Seconded by Commissioner Gutenberger RESOLVED, That the Minutes of the February 17, 1998 Board of Public Works meeting be approved as published. Carried Unanimously ADDITIONS TO OR DELETIONS FROM THE AGENDA: Mayor Cohen requested that the following items be added to the agenda: Item 12D. Waiver of Pavilion Fee for Memorial Service-Possible Resolution Item 12E. Award for Bid for TV Inspection System-Possible Resolution Item 14A. Award for Bid for Skid Steer Loader-Possible Resolution Item 14B. Award of Bid for 1999 Heavy Duty Cab and Chassis No board member objected. BUILDINGS, PROPERTIES, TRANSIT, PARKS, WATER, SEWER AND SOLID WASTE ITEMS: Request for Waiver of Pavilion Fee. By Commissioner Vargas :Seconded by Commissioner Gutenberger WHEREAS, the Ithaca Rotary Club is holding their 5th annual barbecue for D.A.R.E. at Stewart Park on May 31, 1998, and WHEREAS, the Rotary Club is requesting that the pavilion fee be waived since the proceeds for the event assist an IPD program, and Board of Public Works May 19,1998 WHEREAS, the Board of Public Works appreciates the desire of the Rotary Club to maximize its contribution to D.A.R.E., however the fees charged at Stewart Park reflect a real cost for use of the facilities; now, therefore, be it RESOLVED, That the Board of Public Works denies the request for the waiver of the fee. Ayes: (3) Gutenberger, Ehrhardt, Leonardo Nays:(0) Recusals:(2) Cohen, Vargas Motion Failed Request for Reduction in Sidewalk Assessment for 507 West Buffalo Street By Commissioner Vargas :Seconded by Commissioner Gutenberger Ming-Ming Shen, owner of 507 East Buffalo Street received a sidewalk assessment for sidewalk repairs completed by the city in August, 1996. The original notice for repairs was sent at the time the sidewalk was inspected in August, 1995. Ms. Shen contacted a contractor to do the repairs and left the country soon after. In 1996 she found that the repairs had been made. Ms. Shen received a sidewalk assessment in 1997 for the work which she felt was much larger than the original notice. She is requesting that the 25 percent administration charge for the repairs be waived. WHEREAS, Ming-Ming Shen owner of 507 East Buffalo Street received a sidewalk assessment for $1351.84, including the required 25 percent administrative charge, and WHEREAS, Ms. Shen is requesting that the administrative charge be waived since she had contacted a contractor to repair the work prior to the city completing the repairs and intended to do the work herself; now, therefore be it RESOLVED, That the Board of Public Works hereby denies Ms. Shen’s request for waiver of the 25 percent administrative charge because it is required by the city charter for all sidewalk repairs, and because one year had lapsed between the time of the notice for the property owner to repair defects and the time the city did the work. Ays: (4) Gutenberger, Leonardo, Vargas, Ehrhardt Nays: (0) Recusals: (1) Cohen Motion Carried Request for Expungement of Trash Violation at 815-817 North Aurora Street. By Commissioner Vargas :Seconded by Commissioner Leonardo WHEREAS, Bryon Mitchell, owner of 815-817 North Aurora Street is appealing the trash violation received for the removal of a couch, and WHEREAS, Mr. Mitchell claims that there is no proof that the couch was ever at the curb for removal; now, therefore be it RESOLVED, That the Board of Public Works has reviewed the information provided by staff and Mr. Mitchell, and be it further RESOLVED, That the Board denies Mr. Mitchell’s request to expunge the trash violation for removal of a couch from 815-817 North Aurora Street. Carried Unanimously Board of Public Works May 19,1998 Waiver of Pavilion Rental Fee for Rick Gray Memorial By Mayor Cohen :Seconded by Commissioner Vargas WHEREAS, the City of Ithaca Alderperson Richard Gray passed away recently and the family and friends of Rick Gray wish to hold a memorial service for him; now, therefore be it RESOLVED, That the Board of Public Works grants a waiver to the City of Ithaca for the pavilion rental for the memorial service for Alderperson Richard Gray to be held on June 13,1999. Carried Unanimously Power to Act to Award Bids for TV Inspection System: By Mayor Cohen :Seconded by Commissioner Vargas WHEREAS, bids for a complete TV Inspection System were opened March 16,1998 and, WHEREAS, the apparent low bidder after extensive side by side field demonstrations of system components, including but not limited to self-cleaning tractor and drive sprocket, ability to inspect 6” lines with the pan and tilt camera feature, metal to metal slip rings, length of overall camera train assembly, data capture system and economic integration into GIS systems, depth and experience of field training personnel, length of mini lateral camera bid, strength of kevlar wrapped cable bid, number of cable connections bid, centering feature bid, does not meet specifications and has not shown a working system for 6” mains in the field that will work with minimal manpower requirements of the tractor option, and WHEREAS, the apparent low bidder has demonstrated a wheeled tractor that clearly will not minimize manpower requirements to TV the many old 6” clay tile mains in the City system without getting hung up on normal lateral connections, offset joints, slick steep slopes, settled manhole openings, etc. now, therefore, be it RESOLVED By the Board of Public Works to reject the low bid of Foster’s Equipment, Inc., One Keuka Business Park, Suite 103; Penn Yan, NY 14527 in the amount of $42,493 as it does not meet the specification of the total TV system, and be it further RESOLVED That the bid submitted by CUES, 3501 Vineland Road; Orlando,FL 32811-6484 in the amount of $44,717 be accepted as the lowest responsible bid demonstrated to meet specifications as advertised. Carried Unanimously TRAFFIC, HIGHWAYS, STREETS, SIDEWALKS, CREEKS AND BRIDGES ITEMS: 608 East Seneca Street. By Commissioner Ehrhardt :Seconded by Commissioner Vargas WHEREAS, the Board of Public Works has briefly reviewed the matter of the sidewalk at 608 East Seneca Street, and WHEREAS, the matter is not resolved because Mr. Holgate did not sign and return the attorney’s Indemnification Agreement with his letter of January 26, 1998 which was forwarded to him December 15, 1997, and WHEREAS, the board feels that issue of potential liability outlined in the City Attorney’s memo of December 5, 1997 needs to be resolved; now, therefore be it RESOLVED, That the Board of Public Works requests that the City Attorney review this matter and take the necessary steps to close the liability issue. Carried Unanimously Board of Public Works May 19,1998 ADMINISTRATION AND COMMUNICATIONS ITEMS: Award of Bid for Skid Steer Loader: By Commissioner Gutenberger :Seconded by Commissioner Vargas WHEREAS, bids were received on April 21,1998 for a skid steer loader with backhoe, and WHEREAS, staff has reviewed the bids and is recommending that the bid be awarded to the low bidder;now, therefore, be it RESOLVED That the Board of Public Works hereby awards to the lowest responsible bidder the bid for skid steer loader with backhoe to Rupp Rental/Anderson Equipment, 720 East Franklin Street; Endicott,NY 13760 for their low bid of $29,998, and be it further RESOLVED, That the Board authorize the Assistant Superintendent for Water and Sewer to enter into an agreement. Carried Unanimously Award of Bid for 1999 Heavy Duty Cab and Chassis By Commissioner Gutenberger :Seconded by Commissioner Ehrhardt WHEREAS, bids were received on May 12,1998 for a Heavy Duty Cab and Chassis and WHEREAS, staff has reviewed the bids and is recommending that the bid be awarded to the low bidder ;now, therefore, be it RESOLVED, That the Board authorize the Assistant Superintendent for Streets and Facilities to enter into an agreement. Superintendent Gray stated that the highest bid received was the only one that met specifications. Other bid packages were incomplete. Motion to Table Bid Award Item By Mayor Cohen :Seconded by Commissioner Ehrhardt RESOLVED, That the Board table the Award for Bid and refer to next month for further review. Carried Unanimously REPORTS OF SUPERINTENDENT AND STAFF: Assistant Superintendent Fabbroni reported to the Board on the following matters: Construction of sewer main near Ithaca High School is proceeding on schedule. The City has received excellent cooperation from the school. The project will soon move from North of Ithaca High School to an area off of Cascadilla Street. Water service projects-Collegetown Apartment complex pipe work done. Flushing water mains for the Fire Dept. ceased water services for a short time to the West End. Discussions continue for the re-application for Bond Act Grants with Cayuga Heights, Town of Ithaca, Special Joint Sub-Committee, and a portion of Town of Dryden. Discussions with Syracuse engineers have given the City and the other municipalities the hope that the application process could possibly chart the permanent future. Assistant Superintendent Ferrel reported to the Board on the following matters: Highways/Streets: Street Cleaning is complete, Elm Street sewer installation is as well. The last step involves replacement of lawns that were torn up during the construction. Paving will take place at Alice Miller Way. Board of Public Works May 19,1998 Parks and Forestry: Tree planting program is complete and crews are currently planting flowers on the Commons. The playground structure at Stewart Park is complete. Building Systems: Maintenance work being performed. The Commons water systems are now functioning. Graffiti clean up was needed as usual. The cross-walk striping program is beginning at the school intersections. Traffic posts are being installed at Court and Buffalo Sts. for the Beverly J. Martin School. The school district has contacted the City with a complaint that the buses can’t proceed through the intersection. Some parking in the area may have to be removed. Garages: Body shop is in full operation. Special Meetings/Projects: The Great Race rally takes place on June 12,1998. Senior Week discussions are taking place. Five year capital project submissions and Program Analysis work are large projects. Commissioner Gutenberger suggested that the street cleaning take place when the students are gone on break. Superintendent Gray reported to the Board on the following matters: Cass Park Lighting Project and pool deck work have started. The sidewalk program is underway. Studies for the Skateboard Park should be complete. The wastewater bond applications should be combined for all municipalities but not without generous discussion. State funding will ease the pressure and allow talks to continue. Dept. of Public Works’ website is up and published. The 1997 State of the City Public Works Perspective Report is the informational basis for the website. REPORT OF SPECIAL COMMITTEES: Commons Design Review Commissioner Ehrhardt opened discussion regarding concerns from the Commons Design Review Committee of the Ithaca Downtown Partnership. The committee recommended several actions that the Board of Public Works should take action on or disperse to the appropriate committee. 1. Pressure clean or hotwash the concrete on pavilions or planters 2. Fix the drinking fountains 3. Limb up trees on Tioga and Seneca Streets 4. Fix and mount the banners properly 5. Increase litter pickups and planter maintenance 6. Replace downtown signage on State Route 13 and Route 96 project areas. 7. Increase the flexibility of the current Commons delivery vehicle permit system 8. Increase hours of operation for the Cornell downtown shuttle service 9. Allow pet presence Mayor Cohen stated that the signage improvements at Rte. 13 and Rte. 96 are under way. Clerk Holcomb stated that there are unauthorized vehicles present on the Commons. Enforcement of the current policy is problematic. Benchwarmer side of the Commons doesn’t have the stability on the concrete to support vehicles. She suggested that any structural deficiencies on the Commons be in writing so that permits Board of Public Works May 19,1998 wouldn’t be issued for those areas. Mayor Cohen agreed that there have been problems relating to the underground vaults. Commissioner Ehrhardt requested GIS maps for the area. He stated that access may be even more limited once sensitive areas are discovered. Superintendent Gray couldn’t guarantee the accuracy of the GIS material. Commissioner Ehrhardt suggested that the Board walk the two block area of the Commons with the maps and make determinations. Mayor Cohen mentioned that the TCAT Board should be involved with the increased Cornell shuttle. Commissioner Ehrhardt asked if the Commons Advisory Board should address the pet issue. Mayor Cohen stated that the drinking fountains are not routine maintenance due to an underground piping problem. The Design Review Committee have been discussing the following proposals to altering the Commons: 1. remove the existing structures on the Commons and plant two straight rows of trees as well as moving the pavilion into bank alley. 2. rows of trees are offset 3. Thinning out of the elements on the Commons-removal of the chess table, removal of fountain, removal of planter east of the playground. Other options for change are to open three large spaces, install a small fountain in place of the large one, install human scale lighting and remove the clock towers. Rick Gray Memorial Mayor Cohen reported on Common Council discussions relating to a memorial to Rick Gray. Possible options are granting scholarships to Cayuga Nature Center programs for local youth. Another would be contributing to enhancements to Boardwalk/Promenade for Inlet Island, possibly naming the walkway Rick’s Way. Commissioner Gutenberger questioned whether the fish ladder within the City limits. Mayor Cohen stated that it is not but he is working with the DEC to determine how to proceed with this action. ADJOURNMENT: On a motion the meeting adjourned at 6:38 p.m. Julie Conley Holcomb, CMC Alan J. Cohen City Clerk Mayor