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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