HomeMy WebLinkAboutMN-BPW-2008-11-19BOARD OF PUBLIC WORKS PROCEEDINGS
CITY OF ITHACA, NEW YORK
Committee of the Whole and 4:58 p.m. November 19, 2008
Special Meeting
PRESENT:
Commissioners (6) - Jenkins, Brock, Chapman, 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 - Gehring
Excused:
Mayor Peterson
DAC Liaison – Roberts
Adjustments to the Agenda:
Supt. Gray stated that though the Black Diamond Trail is interesting, it should not be the
first item on the agenda as the other items have greater importance. He suggested that
the board skip item 1 (Black Diamond Trail) and work on items 3 (Water Meter
Replacement Issues), 4 (Utility and Service Rates for 2009) and 5 (Request for Waiver
of Penalty) while waiting until 5:30 p.m. to open the public hearing, item 2.
Supt. Gray also stated that his intention in putting the water meter replacement issue on
the agenda was not to draw the public out at this time, but to introduce the subject to the
board and to give an idea of what the Dept. of Public Works is finding since replacing
the water meters so a solution can be developed.
Black Diamond Trail – Information and Discussion – 20 minutes
This item was not discussed.
Public Hearing - Drinking Water Upgrade Options (5:30 p.m.)
On a motion, the public hearing was opened at 5:40 p.m.
The public hearing was closed at 6:02 p.m.
Discussion followed on the floor with O’Brien and Gere consultants Steve Eckler and
Rick Gell regarding the next steps in the SEQR process after the public comment period
ends on December 5, 2008.
The consultants answered questions from the board members regarding the installation
of the water main along Route 34 and the impact the construction will have on traffic
and the property owners along the road. City Attorney Hoffman mentioned that the
Town of Ithaca has talked about laying new piping along most of the same route and is
considering coordinating the work to coincide with the city’s water main installation
work.
Discussion followed on the floor regarding the lack of impact to the natural area known
as Esty Glen by the Town of Ithaca’s main pipeline, but will be impacted by the city’s
main pipeline. Conversation continued on to determine how long it would take to get
the proposed final environmental impact statement from the consultants after the close
of the public comment period. It was determined that the board may possibly discuss
findings and make decisions regarding the water upgrade options as early as May 2009.
Water Meter Replacement Issues – Initial Review
Debra Parsons, Chamberlain, joined the Board regarding this topic and stated that
Zone 1 bills had been mailed out in late October; Zone 2 bills will be mailed prior to
Thanksgiving. Zones 3 and 4 bills will be sent out in December. Ms. Parsons explained
Board of Public Works Committee of the Whole Page 2 November 19, 2008
the current penalty structure for the water bills, which is 5% for the first month and 1%
per month thereafter.
Supt. Gray stated that he requested information from Ms. Parsons regarding the
number of bills mailed out that were twice as large as the previous water bill. She
provided a list of 54 total addresses, out of which ten residents had contacted her office
and had their bills adjusted. Ms. Parsons explained the possible reasons of why there
were reading discrepancies, including the meters not reading correctly due to age, and
how adjustments to the bills were made.
Discussion followed on the floor about the discrepancies in the reading of the water
meters over the years. Commissioner Schlather requested statute of limitations
information from City Attorney Hoffman for this type of situation. Attorney Hoffman
stated that the closest rule would be the six-year limit. Commissioner Schlather
suggested that the city not attempt to retrieve payment from residents for discrepancies
that occurred over six years ago, as per the statute of limitations. Commissioner Tripp
believes that the discrepancies are the fault of the city’s and the city should not bill the
owners at all for those discrepancies.
Ms. Parsons requested specific instruction from the board as to whether to charge the
penalties on the water bills or not. The board agreed that until this issue is resolved,
owners should continue to pay their regular bills. The issue will be brought back to the
agenda on December 10, 2008, with a resolution to be voted on.
Utility and Service Rates for 2009 – Power to Act
Debra Parsons, Chamberlain, stated that because Cornell offers its employees payroll
deduction for parking permits for the Seneca, Green and Cayuga Street Garages, they
would like to be able to tell their employees what those deductions will be for 2009.
Supt. Gray suggested that the board concentrate on the parking rates during this
meeting and wait until the next meeting to make a decision on the water, sewer and
trash disposal rates.
Discussion followed on the floor regarding the current parking garage usage. Ms.
Parsons stated that the Seneca Street Garage is consistently full throughout the year,
whereas the Green Street and Cayuga Street Garages have ample space available.
The Dryden Road Garage (Collegetown) is full usually during the school year.
A discussion of the current contract with the hotel and the Seneca Street Garage began
on the floor. Commissioner Schlather requested more information concerning the
contract as it pertains to the hotel’s procedure for reserving parking spaces for the
number of reserved hotel rooms but paying for only the number of parking spaces
utilized. More information will be made available at the next board meeting.
Commissioner Schlather also wanted to make it clear that the city is not recommending
any hourly increases in parking rates. The City is maintaining the first hour free in the
garages, and the meter rates are remaining the same, as well as free night and
weekend parking.
Resolution
By Commissioner Schlather: Seconded by Commissioner Tripp
WHEREAS, the Board of Public Works has considered proposed 2009 rates for
municipal parking facilities in order to meet the adopted 2009 budget revenue
projection; now, therefore be it
RESOLVED, That the Board of Public Works adopts the proposed 2009 municipal
parking rates as follows in the attached table; and, be it further
RESOLVED, That during the Spring of 2009 the Board of Public Works shall review the
revenues generated by and the use levels of these parking facilities in order to assess
and determine whether further adjustments are required to meet revenues for the
balance of 2009; and be it further
Board of Public Works Committee of the Whole Page 3 November 19, 2008
RESOLVED, That all monthly permit charges in all parking facilities shall be increased
annually in future years by 3 percent unless the Board of Public Works directs otherwise
hereafter.
Carried Unanimously
Garage Parking Contracts
Actual 2008
Rates
(effective
8/1/2008)
Proposed
2009 Rates
(effective
1/1/2009)
Proposed
2009 Rates
(effective
8/1/2009)
MONTHLY PERMITS
Seneca Street Garage (Day and Night
All Levels $72.00/mo. $76.00/mo. $76.00/mo
Contract with Hotel1 $43.71/mo $43.71/mo $45.03/mo
Contract with Ciminelli2A $72.00/mo $76.00/mo $76.00/mo
Contract with Thomas3A $72.00/mo $76.00/mo $76.00/mo
Green Street Garage (Day and Night
All Levels $62.00/mo $64.00/mo $64.00/mo
Contract with Ciminelli2 $47.64/mo $50.50/mo $50.50/mo
Contract with Thomas3 $47.64/mo $50.50/mo $50.50/mo
Cayuga Street Garage (Day and Night)
All Levels $53.00/mo $54.50/mo $54.50/mo
Contract with Ciminelli2 $42.35/mo $44.90/mo $44.90/mo
Contract with County (Library)4 $42.35/mo $44.90/mo $44.90/mo
Contract with Thomas3 $42.35/mo $44.90/mo $44.90/mo
Contract with Holiday Inn Canceled effective February 20047
Premium Area Rates $100.00/mo $100.00/mo
Dryden Road GarageC
Day: 6:00 a.m. – 9:30 p.m. $103.00/mo $107.00/mo $107.00/mo
Night: 6:00 p.m. – 6:00 a.m. $103.00/mo $107.00/mo $107.00/mo
Day & Night (24 hours) $206.00/mo $214.00/mo $214.00/mo
Other Non-Meter Permit Parking Facilities
Contract with County (DSS)4 $42.53/mo $44.90/mo $44.90/mo
HOURLY RATES
Seneca, Green & Cayuga Street Garages
0-1 hour 0 0 0
1-2 hours $1/hour $1/hour $1/hour
2-24 hours $1/hour $1/hour $1/hour
Maximum $7/day $7/day $7/day
Dryden Road Garage
0-24 hours $1/hour $1/hour $1/hour
Maximum $12/day $12/day $12/day
Dryden Road Summer Rates
(June 1 – August 15)
0-24 hours $0.75/hour $0.75/hour $0.75/hour
Maximum $12/day $12/day $12/day
Bulk Purchase Tokens or Garage Tokens $26.00/ $26.00/ $26.00/
Valuecard 40 hours 40 hours 40 hours
Parking Meters
Downtown $1/hr (2 hr
maximum)
$1/hr (2 hr
maximum)
$1/hr (2 hr
maximum)
Collegetown $1/hr (2 hr
maximum)
$1/hr (2 hr
maximum)
$1/hr (2 hr
maximum)
Board of Public Works Committee of the Whole Page 4 November 19, 2008
Thurston St., Stewart Ave., &
Edgemoor Lane
$0.25/hr (9
hr max)
$0.25/hr (9
hr max)
$0.25/hr (9
hr max)
Foot Notes
1 – Volume discount rate for 104 spaces – see contract dated April 21, 2003, and interim hotel parking
agreement dated June 6, 2006. Rate adjustment annually on 8/1 based on average increase in other
rates, but not more than 3%.
2 – Up to 40 permits in Seneca Street Garage at posted rate (except handicap permits, are at special
Cayuga Garage rate); up to 100 permits in Green Street Garage, up to 150 permits in Cayuga Street
Garage, total not to exceed 250 permits. Right to purchase additional 150 permits at posted rates – see
contract dated June 6, 2006. Rate to change after August 1, 2007, “from time to time” based on
percentage change in the CPI between adjustment dates. We have used the August to August CPI’s, 6%
change for the period ending August 2008.
3 – Up to 150 total permits in Green Street and Cayuga Street Garages at lowest permit price available
for those spaces; up to 50 permits in Seneca Street Garage at lowest monthly rate for Seneca Street
Garage spaces (Seneca spaces are only available if Green Street and Cayuga Street Garages are full).
Thomas Associates is eligible for volume discount fee structure – not currently applicable.
4 – The County’s Mental Health/Library agreement for 100 spaces in Green Street Garage (and/or Lot D)
is subject to “good-faith” renegotiation now due to the construction of the Cayuga Garage. The County’s
DSS agreement for 20 spaces on West State Street (in “Fire Station lot”) expires December 31, 2016.
5 – Fees charged: Downtown garages, 2:00 a.m. to 8:00 p.m., Monday through Friday; Dryden Road
garage – 24 hours / 7 days.
6 – The City has an agreement with TC3 that allows TC3 to issue passes for students, clients, and
customers, for which the City charges TC3 88 percent of posted rates for the accumulated parking fees.
7 – The Cayuga Green operator (All-Pro) has a private contract with the Holiday Inn for its employees and
patrons.
Request for Waiver of Penalty
Debra Parsons, Chamberlain, stated that her office receives information from Tompkins
County Assessment Department when a property is sold or changes hands. The tax
billing address is then changed according to the information received. The new owner
is mailed an information packet regarding paying tax and water bills, a resident guide,
etc.
The tax billing address for this particular account, 352-56 Elmira Rd., is out of state; the
water billing address is at the property. Due to the city not being notified of a change in
the water billing address, the water bills continued to be mailed to the previous owner.
The previous owner forwarded the bills after two quarterly billings to the new owner at
the property address, which had penalties added to the bills.
Commissioner Schlather requested clarification as to where the tax bills and the water
bills were mailed and when. During discussion, it was determined that the new owner,
Ithaca Airport Hospitality, did not provide the city with an updated address to send the
water bills. The board agreed to pass a resolution to deny the request to expunge the
penalty charges at the next voting meeting.
Special Meeting – Award of Bid for “Fence and Gate Replacement” Project
On a motion, a special meeting was opened at 7:01 p.m. to discuss and award the bid
for replacing the fence surrounding the wastewater treatment plant. Asst. Supt.
Whitney explained that the intent of this project is to replace the existing chain link and
barbed wire fence that was installed in the 1930s with new black vinyl chain link fence
without the barbed wire. The height of the new fence will be the same as the old fence.
A short discussion followed on the floor about the type of fence that will be installed and
how deteriorated the current fence is. It was also mentioned that landscaping would be
put in place to help make the area feel more welcoming.
Board of Public Works Committee of the Whole Page 5 November 19, 2008
Resolution
By Commissioner Tripp: Seconded by Commissioner Wykstra
WHEREAS, bids were received on November 13, 2008 for replacement of the existing
fence and gates at the Water & Sewer Division site at 510 First Street as part of the
Stormwater and Site Improvements Project (CP-515), and
WHEREAS, staff has reviewed the seven bids received and made recommendations for
award, now therefore be it
RESOLVED, that the Board of Public Works hereby awards the bid of the Fence and
Gate Replacement Project to Secor Building Solutions of Savannah, New York for a
total contract amount of $24,605.00.
Carried Unanimously
ADJOURNMENT
On a motion, the meeting adjourned at 7:09 p.m.
Kathy Gehring Carolyn K. Peterson
Executive Assistant Mayor