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HomeMy WebLinkAboutMN-BPW-2005-07-13Approved on September 20, 2006 Board of Public Works Meeting j:\committee files\bpw\2005\07-13-05 bpw mtg minutes.doc 11/14/2014 BOARD OF PUBLIC WORKS PROCEEDINGS CITY OF ITHACA, NEW YORK Regular Meeting 4:45p.m. July 13, 2005 PRESENT: Commissioners: (5) Chapman, Dotson, Jenkins, Romanoff, and Schlather OTHERS PRESENT: Superintendent of Public Works – Gray Asst. Superintendent of Streets & Facilities – Ferrel Common Council Liaison – Coles Executive Assistant – Grunder Rob Cutting – Cutting Motors, Inc. EXCUSED: Mayor Peterson Superintendent for Water and Sewers – Fabbroni DAC Liaison – Roberts PLEDGE OF ALLEGIANCE: Acting Chair Dotson led all present in the Pledge Allegiance to the American Flag. Meeting called to order at 4:50 p.m. PUBLIC COMMENT: Nancy Schuler, 110 Ferris Place, addressed the Board regarding the sidewalk in front of the new Hilton Hotel on Seneca Street. Sidewalk bumps out into the street – a possible tripping hazard. Supt. Gray responded that this was approved through the site-plan review process. It was not handled by Public Works. Gray will look into what to do next, but suggested that the Board members walk over there to take a look. Commissioner Schlather requested the record to reflect that he is abstaining from any discussion on the hotel project due to a conflict of interest. APPROVAL OF MINUTES: May 4, May 11, and May 18 (distributed 6/8/05) By Commissioner Schlather; seconded by Commissioner Romanoff. Unanimously Approved 5-0 ADDITIONS AND DELETIONS: Supt. Gray added two discussion items from last week’s agenda under “New Business” 1. Waste Water Treatment Plant Operating Agreements – Added to New Business Approved on September 20, 2006 Board of Public Works Meeting J:\Committee Files\BPW\2005\07-13-05 bpw mtg minutes.doc 11/14/2014 2 2. Creation of Position of Assistant Superintendent of Water and Sewer Commissioner Jenkins added ‘Signage for Southside’ under New Business. Commissioner Romanoff asked to add a discussion of the Board’s Work in Progress List under Unfinished Business. Commissioner Chapman asked for an update on the Dog Park. COMMUNICATIONS AND HEARINGS FROM PERSONS BEFORE THE BOARD: A. Sidewalk Installation on the 300 block of Elmira Road – PUBLIC HEARING By Commissioner Schlather, seconded by Commissioner Jenkins opened the public hearing Supt. Gray stated that the letter to the property owners went out too late. In order to provide ample time to notify property owners well in advance of the public hearing, he suggested that the hearing be delayed until the next Committee of the Whole Meeting. Rob Cutting, Cutting Motors, Inc., the only Elmira Road property owner present, asked the Board to postpone the hearing to allow property owners to attend. By Commissioner Schlather, seconded by Commissioner Romanoff to continue the public hearing at the Committee of the Whole Meeting of August 3, 2005, and give us Power-to-Act with respect to any necessary action of this Board following that public hearing. Unanimously Approved 5-0 REPORT OF COUNCIL LIAISON: Maria Coles stated that she, Dan Cogan, and the Mayor reported to Common Council about the report that was made here about the Water Treatment Plant. Common Council expressed wanting to work with this Board cooperatively. There was never any mention of trying to assert who is in control of what turf. There was mentioned having a joint meeting to discuss the Water Treatment Plant. Commissioner Schlather suggested that this should be added on an upcoming agenda to get this process going. This Board has to make some preliminary determinations as to which option we would like to go with. This will trigger the environmental review that is to go forward. We are under tight time constraints because in order to meet water quality standards that are expected from the Federal Government, we must implement this by 2008. It was Alderperson Coles’ understanding that Scott Gibson was going to look into moving both proposals along for environmental review. Coles suggest that the Board talk to Scott Gibson before preparing the agenda. Commissioner Dotson stated no one at this time has claimed lead agency and has said, “go ahead” in an official way. I think what Commissioner Schlather is asking for is someone should Approved on September 20, 2006 Board of Public Works Meeting J:\Committee Files\BPW\2005\07-13-05 bpw mtg minutes.doc 11/14/2014 3 say, “let’s do this” in an officially voting way. Commissioner Schlather commented that was correct. The Water Commission reported a consensus, which indicated that the significant majority was that we rebuild on the existing site or that was the preferred option but an alternate site continues to be explored, which was the Bolton Point Site. The Water Committee only had the power of recommendation, and it was then reporting to this Board unless Council usurps our authority, this Board has authority to create lead agency status and direct the commencement of environmental review as well as the scope of that review. Supt. Gray stated under the Charter, this Board has the responsibility. We need to involve Council because of the policy ramifications of this particular decision. They are the funding body. Coles suggested that before this group sets up a meeting that sends out the signal that you are ready be lead agency on this, (1) Carolyn should be involved in the decision and (2) have a conversation with members of Common Council so we don’t set up some adversarial relationship without really meaning to. Commissioner Schlather agreed with that sentiment. He is very clear when he says that if Common Council wants to do this, just take it over, but then the BPW is not doing it. He just wants to make sure it gets done. His concern is the timeframe. He suggests putting this on our agenda for discussion. Scott Gibson can then report at the Committee of the Whole, which is the first Wednesday in August. He suggests we get on board with the discussion making. Coles suggested we wait for Carolyn’s return to schedule the meeting. REPORT OF SUPERINTENDENT AND STAFF: A letter the Board received about a small dog being attacked by an off-leash dog and later died triggered a discussion of the status of the Dog Park. After a brief discussion, it was clarified that Supt. Gray will send the Dog Park coordinators a letter giving them the go ahead to install the Dog Park fencing. Supt. Gray spoke on all the traffic disruption in the north end namely the NYSEG remediation project, our traffic-calming project, and the signal project produced an overlap of things. The Fire Department and Police Department were unhappy because they “couldn’t get there from here.” Supt. Gray is also working on pulling the 2006 budget together including Water & Sewer. Sidewalk project is going on, the retaining wall on South Cayuga Street is complete, and the City is currently in negotiations with the gas company regarding the bank of the backside of the traffic circle and what restoration of their land will consist of. Approved on September 20, 2006 Board of Public Works Meeting J:\Committee Files\BPW\2005\07-13-05 bpw mtg minutes.doc 11/14/2014 4 REPORT OF ASSISTANT SUPERINTENDENT – STREETS & FACILITIES: Rick Ferrel reported on the following items:  The concrete diverters at Center and Plain Streets have been moved back farther from the crosswalk.  The highway crew milled off the whole length of Eddy Street.  Paving from Eddygate down to almost Seneca Street has been done.  NYSEG held up the crews on Seneca Street.  Plans to finish paving on Eddy Street will be completed in the middle of next week, weather permitting.  Edgemoor Lane, which has been a problem for a number of years has been stripped off and paved.  Next week, a section of East State Street from the east City line down to Bridge Street will be milled. It’s in very poor shape.  Water and Sewer has completed their work on the section of First Street between Adams and Hancock.  S&F crews can move in there at any time. There is no crew right now to assign there.  NYSEG will be finished on the 300 Block of Court Street next week.  That block will then be open for S&F to move into.  The plan is to move the crew working on Edgemoor right now to Court Street.  There is a short list of a day or two long jobs to be done, but no crews are available.  Rainy weather delayed the paving of Edgemoor Lane. It took crews about a week to pull that back together.  The carosel is up and running. Our income is above average. The 2006 budget proposal is underway. The guidelines are to prepare a 0% and a 3.5%. There are a lot of areas that the 3.5% can be applied to.  If the fuel bills through the end of June this year stay at the current rate, there will be $32,000 shortage in those accounts.  Projected fuel expenses for 2006 will need to be increased  Utility lines are pretty well on target.  The equipment replacement schedule is way behind. There is a list of things that are due or are past due that total $775,000. Some equipment is being added back into the operating account. A fair amount (more than average) is being asked for as a capital purchase.  We are asking for four (4) positions to be reinstated into the budget with a 3.5% proposal.  We are trying to boost some of the accounts currently running in the red.  Our maintenance budget has already been expended this year by elevators and the Seneca Street ramp.  Prices for parking tickets for the magnetic stripe cards that are used keep increasing. The number we use has also increased. The budget will need to be boosted in this area. A proposal for Dryden Road equipment is quite a bit higher than anticipated. The system does close the loop as far as having 24-hour gate closing. One will pay one way or the other. It can Approved on September 20, 2006 Board of Public Works Meeting J:\Committee Files\BPW\2005\07-13-05 bpw mtg minutes.doc 11/14/2014 5 be operated fully automated or attendant operated with prox card gates for permits. Still waiting for those numbers. Commissioner Schlather brought up a few things he has observed recently. He stated there is a problem with the timing of the cross over lights at the intersection of Green, State, and Seneca Streets. If one is heading from Green Street crossing over State Street to Seneca Street, the cross over light is open for a longer period of time than it was previously. The westbound State Street traffic can continue to pass through. There is some westbound State Street traffic, but not as nearly the amount that is getting backed up on Green Street. Cars wait two to four cycles in order to get across that particular intersection. The timing needs to be adjusted. Commissioner Schlather also thanked whoever put the lights in the sculptures on the West End. They are now operating. He is also very pleased with the carousel. What he observed was they wouldn’t take any money from the adults. They would only take from the child. As a taxpayer, he thinks the adults who ride the carousel with a child should be charged too. Alderperson Coles extended her thanks for the incredible work that has been done on Elm Street. BUILDINGS, PROPERTIES, REFUSE, AND TRANSIT: A. Award of Bid for Power Sweeper – RESOLUTION By Commissioner Schlather, seconded by Commissioner Jenkins. WHEREAS, Bids were received on July 6, 2005, for a power sweeper used on the Commons and in the municipal parking garages and lots. The sweeper is included in the equipment replacement schedule for the 2005 budget. Funding for the purchase is included in the 2005 Capital Project for equipment replacements, #483. Three bids were received. WHEREAS, staff has reviewed the submitted bids and compared the proposed equipment with our published requirements, now therefore be it, RESOLVED, that Tennant Sales and Service Company, 701 North Lilac Drive, PO Box 1452, Minneapolis, MN 55410, be awarded the sweeper purchase for their bid of $23,822.30 as the lowest submitted price for a machine meeting the required specifications, and be it further, RESOLVED, that the Assistant Superintendent for Streets and Facilities be authorized to execute the purchase agreement. Unanimously Approved 5-0 HIGHWAYS, STREETS, AND SIDEWALKS: A. Award of Bid for Concrete Curb Installation – RESOLUTION Moved and Seconded WHEREAS, Bids were received on July 6, 2005, for placement of slip formed concrete curbing Approved on September 20, 2006 Board of Public Works Meeting J:\Committee Files\BPW\2005\07-13-05 bpw mtg minutes.doc 11/14/2014 6 for DPW reconstruction projects on West Court Street and First Street. Two bids were submitted. Funds for the work are budgeted in the Highway Section operating account, A5111- 483. WHEREAS, staff has reviewed the submitted bids, now therefore be it, RESOLVED, that Michael McConnell Concrete, Inc., 3600 Walters Road, Syracuse, NY 13209 be awarded concrete curb replacement for the bid document specified locations at their low bid price of $6.50 per linear foot with an estimated total cost of $25,220.00. Unanimously Approved 5-0 UNFINISHED BUSINESS LIST:  How do we track it?  Enter them on a list  Categorize them, etc. Supt. Gray suggested to the Board that they try to come up with a list. Commissioner Schlather suggested that the unfinished business list be added to each BPW agenda or at least once a month. Board will go through the past business at each meeting. It will determine what should stay on the list and what can be taken off. NEW BUSINESS: Wastewater Treatment Plant Operating Agreements: Supt. Gray explained there are two operational agreements associated with the Wastewater Plant in addition to the three (3) other Intermunicipal Agreements that Common Council handled and the differences between them. They are all supposed to sign on them. During a conversation with the City Attorney’s Office, the Board of Public Works cannot sign an agreement with the Town of Ithaca but Common Council can. Supt. Gray would like the Board to give themselves Power-to-Act. He will bring a resolution back to the Board next week, which basically recommends the approval of those agreements by Council. He further stated that there aren’t any surprises in the agreements. Moved and seconded to give the Board Power-to-Act at the next Committee of the Whole Meeting of August 20, 2005, and give the Board Power-to-Act to give a recommendation regarding the Wastewater Treatment Plant agreements to Council. Unanimously Approved 5-0 Creation of Position of Assistant Superintendent of Water and Sewer Supt. Gray will bring a proposal to the Board to create a second Assistant Superintendent of Water and Sewer. There is currently one individual who is quite talented, and there is one individual who will retire in the near future. There is a significant workload at Water and Sewer due to all the capital construction, all of the water plant, and wastewater construction. Water and Sewer can carry this level of supervision, and it will also allow us to keep a person on board who the City does not want to lose. Approved on September 20, 2006 Board of Public Works Meeting J:\Committee Files\BPW\2005\07-13-05 bpw mtg minutes.doc 11/14/2014 7 Moved by Commissioner Schlather, seconded by Commissioner Jenkins to give the Board Power-to-Act to give a recommendation to Common Council to create a second Assistant Superintendent of Water and Sewer. Unanimously Approved 5-0 Signage for Southside Commissioner Jenkins reported that there is no signage “Children at Play” at the Southside Community Center. No traffic calming. Vehicles are still driving through the area at 30-35 mph, and there is no speed bump. Supt. Gray stated that the sidewalks went in instead of a speed bump, which was funded by grant money obtained by the IURA. There isn’t money to construct a raised intersection. Alderperson Coles suggested perhaps speed limit signs would work. Supt. Gray commented that the law is written for school zones, and he has tried to extend it for daycare centers, etc. Supt. Gray indicated that “Children at Play” signs are not usually found in residential areas. He views the Southside area as residential. Gray suggests using a different type of sign such as “Slow Down” or “Traffic Calming Device in Use.” Commissioner Romanoff said residents are driving carelessly because one cannot maneuver any more because of “over information.” It is very chaotic on some streets. ADJOURNMENT: Commissioner Dotson moved, seconded by Commissioner Jenkins. The meeting was adjourned at 6:45 p.m. ___________________________________ __________________________________ Deborah A. Grunder Carolyn K. Peterson Executive Assistant Mayor