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HomeMy WebLinkAboutMN-BPW-2008-06-11 BOARD OF PUBLIC WORKS PROCEEDINGS CITY OF ITHACA, NEW YORK Voting Meeting 4:45 p.m. June 11, 2008 PRESENT: Mayor Peterson Commissioners (4) –Jenkins, Schlather, Tripp, Wykstra OTHERS PRESENT: City Attorney - Hoffman Superintendent of Public Works - Gray Assistant Superintendent of Streets and Facilities - Ferrel Assistant Superintendent of Water and Sewer – Whitney Common Council Liaison – Coles Executive Assistant – Myers EXCUSED: DAC Liaison – Roberts Deputy City Controller - Andrew Commissioner Chapman Pledge of Allegiance Mayor Peterson led all present in the Pledge of Allegiance to the American flag. APPROVAL OF MINUTES: By Commissioner Schlather; Seconded by Commissioner Tripp RESOLVED, That the Minutes of the May 7, 2008 Board of Public Works Special Meeting be approved as published. Carried Unanimously By Commissioner Tripp; Seconded by Commissioner Jenkins RESOLVED, That the minutes of May 14, 2008 Board of Public Works Voting Meeting and the May 21, 2008 Board of Public Works Committee of the Whole Meeting be approved as published. Carried Unanimously Additions or Deletions to Agenda Supt. Gray requested that a resolution for Sidewalk public hearings be added as item 8.2 and that sidewalks assessments for Linn Street be added as item 8.3. He further requested that a resolution to award the sludge hauling contract be added as item 11.3 and that the award of bid for the hydraulic Excavator be added as item 11.4. There were no objections to these additions. Mayor’s Communications Mayor Peterson reported that two meetings regarding the discontinuance of University Avenue in the coming weeks will be held to get public and stake holder input. Communications and hearings from persons before the Board Alderperson Tomlan addressed the Board regarding the Stewart Park Rehabilitation Plan. She stated that a resolution had been passed in March supporting a Strategic Tourism Grant for the Rehabilitation of Stewart Park. She indicated that she would like a board member to serve on the project committee. Angelo Digiacomo addressed the Board regarding the GIAC basketball court. He stated that there has not been enough public input regarding the decision to relocate the court, temporarily, to Conway Park. He respectfully requested that the Board take efforts to get more input from the neighborhood prior to installing the Court in Conway Park. June 11, 2008 Board of Public Works Regular Meeting Minutes Page 2 Response to Public There was no response to the public. Buildings, Properties, Refuse, and Transit GIAC Design Contract Award – Resolution for Power to Act By Commissioner Schlather; Commissioner Wykstra RESOLVED, That the Board of Public Works grants itself power to act on a resolution for award of design services for the GIAC building at the June 18, 2008 Meeting. Carried Unanimously Discussion followed regarding the selection process the committee has gone through to select a firm for the project. GIAC Basketball Court Discussion Mayor Peterson stated that progress was made at the Parks Commission meeting today. She stated that the issue was not as pressing since the work NYSEG was going to be doing that would have disturbed the basketball court has now been put off until September. She further stated that this item will come back for action in July. GIAC Director Fort briefly outlined the concerns that were discussed at the parks commission including noise pollution, light pollution and loss of green space. Discussion followed regarding the relocation of the basketball court to Conway Park and the need for public input to be addressed. Highways, Streets, and Sidewalks TEP Grant Application – Request That Common Council Approve Two Transportation Enhancement Grant Applications By Commissioner Schlather; Seconded by Commission Tripp WHEREAS, the block of Cornell Street north of East State Street, the intersection of East State Street, Giles Street and Cornell St, and the length of Giles Street from East State Street to the entrance to the Wildflower Preserve all are in significant need of pedestrian facilities, and WHEREAS, residents of Giles Street have petitioned the Board of Public Works for traffic calming and pedestrian facilities along Giles Street for two years, and WHEREAS, pedestrian facilities in these areas would serve families walking children to Belle Sherman Elementary School, people walking to the Six Mile Creek Gorge, the residents of the area, and the general public, and WHEREAS, these sidewalks and intersection pedestrian improvements are expected to have a total project cost of over $1,000,000, and WHEREAS, the Columbia Street Pedestrian Bridge over Six Mile Creek is in serious need of rehabilitation, as well as improvements to the approaches to the bridge, and WHEREAS, rehabilitation of the bridge is expected to have a total project cost of $700,000 to $1,100,000 depending on the level of enhancement, and WHEREAS, the New York State Department of Transportation has noticed the availability of the federal Transportation Enhancement Program, wherein the federal-aid share of the total project cost is 80%, and WHEREAS, Cornell University has included these two projects in the Cornell/Community Transportation Investment Initiative with a Cornell contribution of $50,000 for Cornell/Giles Street sidewalks and $100,000 for the Columbia Street Pedestrian Bridge, and WHEREAS, the Board of Public Works is interested in having the City of Ithaca apply June 11, 2008 Board of Public Works Regular Meeting Minutes Page 3 for Transportation Enhancement Program grants in order to design and construct improved pedestrian facilities on Cornell and Giles Streets and to rehabilitate and enhance the Columbia Street Pedestrian Bridge, with the understanding that the Columbia Street Bridge has priority over the Cornell and Giles Street Pedestrian facilities; now, therefore be it RESOLVED, That the Board of Public Works recommends that Common Council authorize and direct the Mayor to submit an application for funding to the New York State Department of Transportation in accordance with the provisions of the Transportation Enhancement Program for both of the abovementioned projects, in a amount to be determined by Common Council upon the recommendation of the Office of the City Engineer, with the understanding that the Giles/Cornell project will likely require a City of Ithaca share of $100,000 to $200,000 and the Columbia Street pedestrian Bridge will likely require that the City would pay for design costs entirely (possibly between $75,000 and $150,000) and would pay between $40,000 and $125,000 for construction and construction inspection. With the further clear recommendation that the Columbia Street Pedestrian Bridge has priority over the pedestrian facilities improvements to Cornell and Giles Street. Carried Unanimously Traffic Systems Engineer Logue discussed the Columbia Street Pedestrian Bridge and pedestrian facilities improvements to Cornell and Giles Street. He stated that with this grant the assumption is that the City will pay 20% of the project costs. He further stated that Cornell might be willing to contribute to some of the costs of this project. Discussion flowed regarding the two projects and where they fit in the priorities of the City for funding. Supt. Gray stated that the Columbia Street Pedestrian Bridge is deteriorating faster than expected and would need to have a repair project funded or he would have to close it due to the safety risk. Further discussion followed regarding the possibility of submitting the Columbia Street Pedestrian Bridge for other grants and possible improvements that could be made to increase use by pedestrians and cyclists. Cornell Community Transportation Investment Initiative Discussion Traffic Systems Engineer Logue stated that the Town of Ithaca, the City and Cornell had all worked together to come up with a list of projects that they are all interested in seeing funded. He stated that Cornell had a pool of money that they were willing to invest in projects that met mutual interests and a 10 year plan had been sketched out with around $1 million being spent by Cornell each year and matched by federal and state aid as well as City and Town funds. He stated that this initiative came about because of the campus master plan for Cornell and a desire to improve the entryways to the Campus and Ithaca. Discussion followed regarding the projects that were drafted for completion and other projects that should be discussed and included in the plan. Resolution for Public Hearing By Commissioner Schlather: Seconded by Commissioner Tripp WHEREAS, the City Code requires the Board of Public Works to hold a public hearing upon not less than five days’ notice, prior to requiring the owner of any land adjoining a sidewalk, approach, or street driveway to construct or repair such sidewalk, approach or street driveway, and WHEREAS, the Engineering Department currently has a list of approximately 532 sidewalks awaiting repair, which list is being divided into an “A” list and a “B” list, the “A” list being those sidewalks that the Superintendent of Public Works has determined should be repaired first, now therefore be it June 11, 2008 Board of Public Works Regular Meeting Minutes Page 4 RESOLVED, that the Board of Public Works sets a Public Hearing on July 9, 2008 to discuss the repair and construction of all sidewalks on the “A” list, and be it further RESOLVED, That the Board of Public Works sets a Public Hearing on August 6, 2008 to discuss the repair and construction of all sidewalks on the “B” list. Carried Unanimously Discussion followed regarding the legal requirements to provide owners notice that their sidewalks are on the repair list and may be repaired by the city if they do not act within a set timetable. Further discussion followed regarding the changes that the Board had recommended to Common Council to City Code regarding the Sidewalk program process. Award of Bid for Sludge Hauling and Disposal By Commissioner Wykstra; Seconded by Commissioner Tripp WHEREAS, bids were received on May 13, 2008 for sludge hauling and disposal, WHEREAS, staff has reviewed the two bids received and made recommendations for award, and WHEREAS, this award has been unanimously recommended by the SJC, now therefore be it RESOLVED, That the City of Ithaca Board of Public Works hereby awards the contract for sludge hauling and disposal to New England Organics of Denville New Jersey for their low bid meeting specifications of $218,720 Carried Unanimously Excavator Bid Award By Commissioner Tripp; Seconded by Commissioner Wykstra WHEREAS, bids were received on May 20, 2008 for one new and unused Hydraulic Excavator and WHEREAS, staff as reviewed the bids finding that the low Bidder failed to supply the required bid security per item #19 of the bid instructions resulting in immediate rejection and WHEREAS, Anderson Equipment Company is the second lowest Bidder and meets the majority of the specifications with only two (2) deviations now, therefore, be it RESOLVED, That the Board of Public Works awards the bid for the Hydraulic Excavator to Anderson Equipment Company, 720 East Franklin Street, Endicott, NY 13760 for their bid of $135,638.00 plus $3,025.00 for a 60 Month, 2000 Hour full machine warranty for a total cost of $138,663.00 and be it further RESOLVED, That the Board of Public Works authorizes the Assistant Superintendent of Public Works, Water and Sewer Division to enter into a contract with Anderson Equipment Co. for the purchase of the Hydraulic Excavator Carried Unanimously Linn Street Sidewalk Assessments By Commissioner Tripp; Seconded by Commissioner Wykstra WHEREAS, the following 2008 sidewalk work has been completed, measurements made, and assessments calculated including the additional 25% penalty required by City Code as follows: 118 Linn St. $3,760.04 120 Linn St. $4,233.19 122-124 Linn St. $2,147.81 June 11, 2008 Board of Public Works Regular Meeting Minutes Page 5 128 Linn St. $1,346.44 143 Linn St. $4,101.24 and, WHEREAS, the City Code requires the Superintendent of Public Works to report to the Board of Public Works the expense incurred in behalf of each owner for the Board’s review and certification, now therefore be it RESOLVED, that the Board of Public Works certifies the 2008 assessments to date, and be it further RESOLVED, that the Board of Public Works directs staff to mail a notice of assessment with the usual terms and conditions, and be it further RESOLVED, that the owner may protest such assessment within 30 days of the date of such notice either by personal appearance at a regular meeting of the Board or by written protest filed with the Superintendent of Public Works. The Board shall thereupon review such assessment and make such adjustment thereon as it may determine just and equitable, whereupon such assessment shall become final. The Board shall upon finalizing such assessments, request Common Council to direct the City Chamberlain to collect such assessments under such terms and conditions as Council may determine. Carried Unanimously Discussion followed regarding the penalty assessed to property owners when the City completes the necessary repairs. Resolution for Power to Act By Commissioner Schlather; Seconded by Commissioner Wykstra RESOLVED, That the Board of Public Works grants itself power to act on the East State Street trash violation appeal, the Cornell water bill appeal, the Catherine Street water bill appeal, and a possible recommendation for adjustments to the Department of Public Works 2008 budget due to increased energy costs at the June 18, 2008 Committee of the Whole Meeting. Carried Unanimously ADJOURNMENT On a motion the meeting adjourned at 7:20 p.m. _____________________ Jessica Myers Carolyn K. Peterson Executive Assistant Mayor