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HomeMy WebLinkAboutMN-BPW-2003-04-09BOARD OF PUBLIC WORKS PROCEEDINGS CITY OF ITHACA, NEW YORK Regular Meeting 4:45 p.m. April 9, 2003 PRESENT: Mayor Cohen Commissioners (6) - Beach, Leonardo, Tsegaye, Gutenberger, Jenkins, Dotson OTHERS PRESENT: City Clerk – Conley Holcomb City Controller - Thayer Assistant Superintendent of Streets and Facilities - Ferrel Assistant Superintendent of Water and Sewer - Fabbroni Common Council Liaison - Hershey City Planner – Logue Historic and Neighborhood Planner – Chatterton 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 February 5, 2003, February 19, 2003 and February 26, 2003 Board of Public Works Meetings By Commissioner Beach: Seconded by Commissioner Leonardo RESOLVED, That the Minutes of the February 5, 2003, February 19, 2003, and February 26, 2003 Board of Public Works meetings be approved with corrections and additions noted by Commissioner Dotson. Carried Unanimously ADDITIONS TO OR DELETIONS FROM THE AGENDA: Commissioner Leonardo requested that Item 15.B – A Resolution Approving Final Design and Advertisement of Bid Requests for Traffic Calming Projects be added to the agenda. No Board member objected. 15. PARKING AND TRAFFIC: A. Request to Amend Authorization for Capital Project #425 – Traffic Signal Upgrade – Phase I. By Commissioner Leonardo: Seconded by Commissioner Gutenberger WHEREAS, A project for Traffic Signal Upgrade (“the Project”), is eligible for funding under Title 23 U.S. Code as administered by the Federal Highway Administration (“FHWA”), as amended, that calls for the apportionment of the costs such program to be borne at the ratio of 80% Federal funds and 20% non-federal funds, and WHEREAS, the City of Ithaca desires to advance the Project by making a commitment of 100% of the non-federal share of the costs of Scoping, Design (Phases I-IV), Construction, and Construction Inspection; now, therefore, be it RESOLVED, That the Board of Public Works requests the Budget and Administration Committee to amend Capital Project 425 “Traffic Signal Upgrade – Phase I” by an amount of $582,000 for said project, and, be it further RESOLVED, That the Board hereby requests the City of Ithaca to pay in the first instance 100% of the federal and non-federal share of the cost of Scoping, Design (Phases I-IV), Construction, and Construction Inspection for the Project or portions thereof, and, be it further RESOLVED, That the Board of Public Works recommends that the sum of $582,000 be appropriated from the General Fund (or appropriate in-kind services) and made available to cover the cost of participation in the above phase of the Project; and, be it further Board of Public Works – April 9, 2003 - Page 2 2 RESOLVED, That the Board of Public Works recommends in the event the full federal and non-federal share costs of the project exceeds the amount appropriated above, the Common Council of the City of Ithaca shall convene as soon as possible to appropriate said excess amount immediately upon the notification by the NYSDoT thereof, and, be it further RESOLVED, That the Board of Public Works recommends that the Mayor of the City of Ithaca of the County of Tompkins be and is hereby authorized to sign all necessary Agreements with NYSDoT to secure Federal Aid and Marchiselli Aid on behalf of the City of Ithaca and the Superintendent of Public Works be authorized to sign all necessary construction documents, contracts, certifications and reimbursement requests, and, be it further RESOLVED, That this project be undertaken with the understanding that the final cost of the City of Ithaca will be roughly five percent (5%) of the final approved project cost, currently estimated at $35,600 of the $712,000 authorized for Phase I of this project, in monies and in-kind services, as managed by the Superintendent of Public Works and monitored by the City of Ithaca Controller, and, be it further RESOLVED, That the Board of Public Works recommends that the Common Council authorizes the Superintendent of Public Works to administer the above project, and, be it further RESOLVED, That this Resolution shall take effect immediately. Discussion followed on the floor regarding the project funding sources. Motion to Table: By Commissioner Dotson: Seconded by Commissioner Beach RESOLVED, That this item be tabled pending further information. Carried Unanimously Power to Act: By Commissioner Leonardo: Seconded by Commissioner Dotson RESOLVED, That the Board grants itself the Power to Act at the April 16, 2003 Committee of the Whole meeting to consider Item 15.A - Request to Amend Authorization for Capital Project #425 – Traffic Signal Upgrade – Phase I - Resolution. Carried Unanimously B. A Resolution Approving Final Design and Advertisement of Bid Requests for Traffic Calming Projects. By Commissioner Beach: Seconded by Commissioner Jenkins WHEREAS, Common Council created a traffic calming policy in December 1998 and directed the Department of Planning and Development to create a traffic calming program, and WHEREAS, the Department of Planning and Development has developed traffic calming designs for 3 pilot projects in the City of Ithaca: South of the Creek neighborhood, Buffalo and Court Streets, and South Aurora Street on South Hill, and WHEREAS, the Board of Public Works has reviewed existing traffic calming designs as prepared by the engineering firm of Dufresne-Henry for the 3 pilot projects mentioned above; now, therefore, be it RESOLVED, That the Board of Public Works approves the following traffic calming devices as depicted in the Dufresne-Henry design package of March 28, 2003: Raised intersections at the intersections of: North Albany and Buffalo Streets North Albany and Court Streets North Plain and Buffalo Streets North Plain and Court Streets North Corn and Buffalo Streets Board of Public Works – April 9, 2003 - Page 3 3 Raised crosswalks at the intersections of: Park Place and Buffalo Street Park Place and Court Street Washington Street and Buffalo Street Washington Street and Court Street Center island narrowings on the following streets: South Street, near the intersection with Meadow Street Wood Street, near the intersection with Meadow Street South Plain Street, near the intersection with Old Elmira Road Mini-traffic circles at the intersections of: Center Street and South Plain Street Wood Street and South Plain Street Fair Street and Wood Street Fair Street and South Street Speed tables on the following blocks: North Titus between Cayuga Street and Geneva Street North Titus between Geneva Street and Albany Street A restriping plan for South Aurora Street on South Hill, and, be it further RESOLVED, That the Board of Public Works directs the Department of Public Works, in cooperation with the Department of Planning & Development, to put the abovementioned projects out to public bid to be awarded by the Board at a later date. Discussion followed on the floor with City Planner Logue and Historic and Neighborhood Planner Chatterton explaining the scope of the project and stating that the completion of this project is scheduled for the end of summer. Commissioner Beach requested that this project be coordinated with other Southside area projects so that the neighborhoods will remain accessible. Assistant Superintendent of Water and Sewer Fabbroni requested that the proposed speed table proposed for the South Titus between Geneva Street and Albany Street be moved to Phase II of the project to allow him time to complete a major sewer project. Asst. Superintendent Fabbroni stated that the Water and Sewer division would fund the project in conjunction with the sewer work scheduled for the 2004 construction season. Commissioner Beach, Commissioner Dotson and Mayor Cohen thanked the Planning Department staff for their presentation last week, and all of their efforts on this project throughout the past few years. A vote on the Resolution resulted as follows: Carried Unanimously 16. CREEKS, BRIDGES AND PARKS: A. Request to Amend Authorization for Capital Project #460 – Stewart Avenue Bridge Over Fall Creek By Commissioner Gutenberger: Seconded by Commissioner Jenkins WHEREAS, a Project rehabilitation of Stewart Avenue over Fall Creek (“the Project”), is eligible for funding under Title 23 U.S. Code as administered by the Federal Highway Administration (“FHWA”), as amended, that calls for the apportionment of the costs such program to be borne at the ratio of 80% Federal funds and approximately 14% non-federal funds, and WHEREAS, the City of Ithaca desires to advance the Project by making a commitment of 100% of the non-federal share of the costs of Scoping, Design (Phases I-VI), Construction, and Construction Inspection; now, therefore, be it RESOLVED, That the Board of Public Works requests the Budget and Administration Committee to amend Capital Project 460 “Stewart Avenue Bridge Over Fall Creek, Construction Phase” by an amount of $1,930,000, and, be it further Board of Public Works – April 9, 2003 - Page 4 4 RESOLVED, That the Board hereby requests the City of Ithaca to pay in the first instance 100% of the federal and non-federal share of the cost of Scoping, Design (Phases I-VI), Construction, and Construction Inspection for the Project or portions thereof, and, be it further RESOLVED, That the Board of Public Works recommends that the sum of $1,930,000 be derived from the issuance of serial bonds with the reimbursement from federal and state funds to cover the cost of participation in the above phase of the Project; and, be it further RESOLVED, That the Board of Public Works recommends in the event the full federal and non-federal share costs of the project exceeds the amount appropriated above, the Common Council of the City of Ithaca shall convene as soon as possible to appropriate said excess amount immediately upon the notification by the NYSDoT thereof, and, be it further RESOLVED, That the Board of Public Works recommends that the Mayor of the City of Ithaca of the County of Tompkins be and is hereby authorized to sign all necessary Agreements with NYSDoT to secure Federal Aid and Marchiselli Aid on behalf of the City of Ithaca and the Superintendent of Public Works be authorized to sign all necessary construction documents, contracts, certifications and reimbursement requests, and, be it further RESOLVED, That this project be undertaken with the understanding that the final cost of the City of Ithaca will be roughly six and a half percent (6.5%) of the final approved project cost, currently estimated at $138,700 of the $2,141,000 authorized for this project, in monies and in-kind services, as managed by the Superintendent of Public Works and monitored by the City of Ithaca Controller, and, be it further RESOLVED, That the Board of Public Works recommends that the Common Council authorizes the Superintendent of Public Works to administer the above project, and, be it further RESOLVED, That this Resolution shall take effect immediately. Discussion followed on the floor regarding the funding sources of this project. Assistant Superintendent of Streets and Facilities Ferrel noted that New York State has given a firm commitment to fund this project. The construction period would be from June to December 2003. A vote on the Resolution resulted as follows: Carried Unanimously 17. WATER AND SEWER: A. Tertiary Phosphorus Removal Upgrade By Commissioner Tsegaye: Seconded by Commissioner Jenkins WHEREAS, the design and environmental review of the Tertiary Phosphorus Removal Upgrade at the Wastewater Treatment Plant are complete, and WHEREAS, the municipal owners collectively wish to move forward in a favorable bidding climate to construction to enable the Wastewater Plant to further enhance its treatment capability by increased removal of phosphorus from a current performance limit of 0.7 mg/l to a future 0.2 mg/l twelve month rolling average, and WHEREAS, to date $2,771,000 of a projected $4,115,000 project cost has been committed by the New York State DEC from 1996 Bond Act funds; now, therefore, be it RESOLVED, That the Board of Public Works recommends establishment of a Joint Activity Capital Project for a Tertiary Phosphorus Removal Upgrade in the amount of $4,115,000, and, be it further RESOLVED, That the Board authorizes this contingent upon action by all the Wastewater Plant partners committing their fair percentage reimbursement shares of the net cost to the Joint Activity in the following amounts Board of Public Works – April 9, 2003 - Page 5 5 Municipality % Project Total Projected Net After Bond Act Reimbursement City of Ithaca 57.15% $2,351,722.50 $768,096 Town of Ithaca 40.87% $1,681,800.50 $549,292.80 Town of Dryden 1.98% $81,477 $26,611.20 and, be it further RESOLVED, That the Board recommends financing this project through local temporary Bond Anticipation Notes (BANs) and permanent bonding under the NYS Environmental Facilities Corporation or in any such other manner as the City Controller, in partnership with the Wastewater Plant owners, may recommend within the Joint Activity portion of the City financing, and, be it further RESOLVED, That the Board recommends acceptance of the proposed Engineering Services Agreement Amendment No. 1 for advertising and construction services related to this project in the amount of a cost-not-to-exceed $235,000 once the Capital Project has been approved. Ayes (6) Leonardo, Gutenberger, Tsegaye, Jenkins, Dotson, Beach Nays (0) Abstention (1) Cohen Carried Discussion followed on the floor with Mayor Cohen explaining the reason for his abstention that included his lack of confidence in the award of State Bond Act funds should an agreement between the partners not be finalized. Re-Vote on Item 17A. Tertiary Phosphorus Removal Upgrade as Amended: By Commissioner Dotson: Seconded by Commissioner Beach WHEREAS, the design and environmental review of the Tertiary Phosphorus Removal Upgrade at the Wastewater Treatment Plant are complete, and WHEREAS, the municipal owners collectively wish to move forward in a favorable bidding climate to construction to enable the Wastewater Plant to further enhance its treatment capability by increased removal of phosphorus from a current performance limit of 0.7 mg/l to a future 0.2 mg/l twelve month rolling average, and WHEREAS, to date $2,771,000 of a projected $4,115,000 project cost has been committed by the New York State DEC from 1996 Bond Act funds; now, therefore, be it RESOLVED, That the Board of Public Works recommends establishment of a Joint Activity Capital Project for a Tertiary Phosphorus Removal Upgrade in the amount of $4,115,000, and, be it further RESOLVED, That the Board authorizes this contingent upon action by all the Wastewater Plant partners committing their fair percentage reimbursement shares of the net cost to the Joint Activity in the following amounts Municipality % Project Total Projected Net After Bond Act Reimbursement City of Ithaca 57.15% $2,351,722.50 $768,096 Town of Ithaca 40.87% $1,681,800.50 $549,292.80 Town of Dryden 1.98% $81,477 $26,611.20 and, be it further Board of Public Works – April 9, 2003 - Page 6 6 RESOLVED, That the Board recommends financing this project through local temporary Bond Anticipation Notes (BANs) and permanent bonding under the NYS Environmental Facilities Corporation or in any such other manner as the City Controller, in partnership with the Wastewater Plant owners, may recommend within the Joint Activity portion of the City financing, and, be it further RESOLVED, That the Board recommends acceptance of the proposed Engineering Services Agreement Amendment No. 1 for advertising and construction services related to this project in the amount of a cost-not-to-exceed $235,000 once the Capital Project has been approved, and, be it further RESOLVED, That the award of the project contract be contingent upon the receipt of an approved work plan from the State. Carried Unanimously B. Power to Act for Baffle Installation at the Water Treatment Plant (WTP) By Commissioner Jenkins: Seconded by Commissioner Gutenberger WHEREAS, an Agreement between the Tompkins County Health Department (TCHD) and the City of Ithaca Community Public Water System to abate the HAA% MCL Violation of Fourth Quarter 2002 and First Quarter 2003 requires that “1. By April 15, 2003, submit to the TCHD such plans, reports, and specifications necessary to alter the point of chlorine disinfectant while maintaining the required log inactivation of microscopic organisms; and 2. Within 60 days of approval, construct and implement the disinfectant changes”, and WHEREAS, approval of the drawings of Clearwell baffles and other associated point of chlorine application issues by the TCHD is expected by April 14, 2003 with bids for the baffle installation scheduled for opening also on April 14, 2003; now, therefore, be it RESOLVED, That the Board of Public Works gives itself the Power to Act on the bids for baffle installation at the Water Treatment Plant at their Committee of the Whole meeting on April 16, 2003 or to any date that meeting might be rescheduled. Carried Unanimously C. Standardized Prestressed Concrete Water Tanks By Commissioner Dotson: Seconded by Commissioner Leonardo WHEREAS, the City owns only two prestressed concrete storage tanks designed and built by Natgun Corporation, and WHEREAS, Natgun Corporation has been in the prestressed concrete tank business for over thirty-five (35) years; now, therefore, be it RESOLVED, That the Board of Public Works recommends that the Natgun Corporation tank be the standard for prestressed concrete tanks with the City of Ithaca. Discussion followed on the floor regarding the criteria used to recommend the standardization of prestressed concrete tanks, and the competitive bidding process involved. A vote on the Resolution resulted as follows: Carried Unanimously D. Six Mile Creek Watershed Improvements By Commissioner Beach: Seconded by Commissioner Dotson WHEREAS, over the past five years staff has successfully networked with multiple Federal, State, County, multi-municipal, and local municipal agencies to study the Six Mile Creek Watershed toward the objective of reducing conditions that cause extreme erosion, and WHEREAS, the Six Mile Creek Watershed is the sole source for the City water supply which currently provides potable water to more than 50% of the urbanized area including a resident service population of 35000 and the commercial and governmental centers of the County, and Board of Public Works – April 9, 2003 - Page 7 7 WHEREAS, the largest source impairment to the lake and the largest cost of maintaining the reservoir system and balancing the ecology is the transport, deposition, and removal of materials eroded from the Six Mile Creek watershed, and WHEREAS, through the ongoing mitigating local commitments of on-staff Water and Sewer Division scientific efforts of Jose Lozano, Roxie Johnston, and Chuck Baker and the City land purchases in the watershed associated with the Park Alienation process, the City is in a position to partner with willing communities in the watershed and leverage substantial grants from Sate and Federal sources, and WHEREAS, two of the approved grant work plans with the New York State Department of State and the US Forest Service have been combined to further leverage the outside funding and minimize local match to zero dollar additional budgeted funds directed toward a complete inventory of erosion problems and selected improvements to stabilize some of the worst third of the watershed needs found within the 200 foot buffer zone to either side of the stream in the length of the watershed; now, therefore, be it RESOLVED, That the Board of Public Works recommends the signing of contracts with both the New York State Department of State and the US Forestry service including the professional services contract with Ecologic to implement same, with the understanding that the local share is covered by already budgeted watershed activities and prior land purchases. Commissioner Dotson thanked Superintendent of Water and Sewer Fabbroni for his work on this project and for the information he has provided to Board members on a variety of subjects. A vote on the Resolution resulted as follows: Carried Unanimously UNFINISHED BUSINESS: Commissioner Beach inquired if any additional information has been submitted regarding the traffic signalization for the Gateway Plaza project. Mayor Cohen responded that final approval has not been granted for the traffic flow plan for the Gateway Plaza project. Commissioner Dotson requested that the Board be copied on any intersection plans that are submitted in conjunction with this project. Commissioner Beach inquired about the new brick work on the Commons, and asked that the Superintendent’s Office carefully monitor the quality of the work being performed. Commissioner Beach inquired about the status and the timing of West Spencer Street project. Mayor Cohen responded that work is scheduled for the 2003 construction season. Property appraisals have been returned, and negotiations are ongoing with the property owners. Mayor Cohen inquired about the status of the water improvements on Commons . Assistant Superintendent of Water and Sewer Fabbroni reported that eight hydrants have been ordered, however decisions still need to be made regarding the number of fountains that will be replaced. REPORTS OF SUPERINTENDENT AND STAFF: Assistant Superintendent of Streets and Facilities Ferrel reported to the Board on the following matters: Snow removal is ongoing. The 2002 Highway Construction Report is complete and has been distributed to the Board of Public Works – April 9, 2003 - Page 8 8 Board of Public Works. Due to staff reductions, street crews have been reduced from 5 to 3 and include a construction crew, paving crew, and concrete crew. Pothole repairs have become a primary focus of City residents and elected officials. The state will conduct paver patching of the State arterials during the week of May 5, 2003. Decreased DPW budgets have resulted in reduced routine street maintenance, and deteriorated street conditions. The DPW maintains a prioritized street inventory to address poor road condition issues. Mayor Cohen stated that Common Council is interested in knowing what DPW projects Were re-prioritized in order to accommodate the Cayuga and Clinton Streets intersection project. Asst. Superintendent Ferrel stated that he would look into this question and report back to Mayor. Asst. Superintendent Fabbroni stated that he and Asst. Superintendent Ferrel are adjusting their schedules and departmental work programs to reflect all of the construction projects that will be undertaken this year. He stated that coordinated efforts are needed to ensure successful projects. Commissioner Jenkins left the meeting at 6:05 p.m. Asst. Superintendent Fabbroni reported on the following projects: Water main and sewer installation on Spencer Street. Sewer improvements on the South end of Elmira Road, and the proposed sewage pump station. Green Street water main project – should begin within 2-3 weeks and will be coordinated with the DoT street paving project. Cliff Street, Hyers Street, and Wastewater Treatment Plant projects. The comprehensive Water Plan draft should be distributed in the first week of May, 2003. Mayor Cohen gave the Board a brief forecast of the 2004 budget. He stated that the 2004 budget would most likely be more difficult than the 2003 budget due to the large increase in the State pension fund contribution rate. ADJOURNMENT: On a motion the meeting adjourned at 6:15 p.m. Julie Conley Holcomb Alan J. Cohen City Clerk Mayor