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HomeMy WebLinkAboutMN-BPW-2008-12-10BOARD OF PUBLIC WORKS PROCEEDINGS CITY OF ITHACA, NEW YORK Regular Meeting 4:45 p.m. December 10, 2008 PRESENT: Acting Mayor – Coles 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 City Chamberlain - Parsons Information Management Specialist - Myers EXCUSED: Mayor Peterson DAC Liaison – Roberts PLEDGE OF ALLEGIANCE: Vice Chair Jenkins led all present in the Pledge of Allegiance to the American flag. APPROVAL OF MINUTES: Approval of the Minutes of the May 16, 2007 and November 12, 2008 Board of Public Works Meeting- Resolution By Commissioner Chapman: Seconded by Commissioner Wykstra RESOLVED, That the Minutes of the May 16, 2007 Board of Public Works meeting be approved with noted corrections, and be it further RESOLVED, That the Minutes of the November 12, 2008 Board of Public Works meeting be approved with noted corrections. Carried Unanimously ADDITIONS TO OR DELETIONS FROM THE AGENDA: Superintendent Gray requested the addition of item 12.1 under Administration and Communications entitled “PTA - Personnel Proposals for Consideration and Possible Action.” No Board Member objected. BUILDINGS, PROPERTIES, REFUSE, AND TRANSIT: Trash Disposal Rates for 2009 - Resolution By Commissioner Wykstra: Seconded by Commissioner Chapman RESOLVED, That the Board of Public Works has reviewed figures supporting the 2009 budget and accepts the Mayor’s recommendation to let the current solid waste fees stand. Current rates effective January 1, 2008: Small Tag: 20 lb. Maximum $2.50 Large Tag: 35 lb. Maximum $4.00 and be it further, RESOLVED, That the Board of Public Works would like to consider other options in the future, such as a solid waste fee levied on all households and a reduced trash tag fee, or methods to decrease the City’s fixed costs to provide this service to residential households and requests that the staff work with the City Controller to develop options for the Board. Carried Unanimously Board of Public Works – December 10, 2008- Page 2 PARKING AND TRAFFIC: Parking in Garages for Terms Longer than 72 Hours – Resolution By Commissioner Chapman: Seconded by Commissioner Wykstra WHEREAS, the City has a policy which limits parking in its garages to not more than 72 hours in order to insure that the garages are used for parking of active vehicles and not for storage of inactive vehicles, and WHEREAS, a private entity has recently built an additional 700 parking spaces and City staff now believes that it may be able to provide a storage function to members of the community seeking that service, until such time as the demand for higher value daily parking demand grows to match the current parking capacity of the city garages, and WHEREAS, the Board of Public Works would like to experiment with the service to see if there is a demand, if it will produce additional revenues for the garages, and if there are operational issues that have not been anticipated, now therefore be it RESOLVED, That the Board of Public Works directs staff to assemble a proposal for the Board’s consideration which includes: a review by the City Attorney of any possible conflicts with existing parking agreements, a coordinated approach acceptable to the operators of the Cayuga Street Garage, a recommended rate structure, and any associated operating rules needed to implement the program, to be provided by the Board’s February voting meeting. Discussion followed on the floor regarding the need for long-term parking and the proposal made as part of the Collegetown Urban Plan and Design Guidelines. The Board acknowledged that there is unused space that could be generating revenue. The Board felt that these requests could be accommodated without establishing a permanent policy at this time. This issue can be considered further once additional information is available from the Attorney’s office about the parking agreements already in place in the City garages. Amending Resolution: By Commissioner Schlather: Seconded by Acting Mayor Coles RESOLVED, That an additional Resolved clause be added to the resolution that would read as follows: “RESOLVED, That pending implementation of such a program or further relevant direction of this Board, whichever occurs first, the seventy-two (72) hour limit is removed as the same pertains to designated spaces in the Cayuga Green garage in order to accommodate longer term parking, said spaces to be designated by staff in consultation with the operator of that garage, provided that all parking fees therefor are paid by such longer term parkers prior to parking the vehicle.” Carried Unanimously Main Motion As Amended: A Vote on the Main Motion As Amended resulted as follows: Carried Unanimously 10. CREEKS, BRIDGES, AND PARKS: 10.1 Bridge Replacement Recommendation to Common Council - Resolution By Commissioner Schlather: Seconded by Commissioner Wykstra WHEREAS, the Board of Public Works has reviewed the NYSDOT request for “ready to go” local projects which could be used for a response to an economic stimulus proposal, as well as staff’s response with a broad range of local projects totaling $20 million, and WHEREAS, the Superintendent of Public Works recommended to the Board that the City would be much better positioned to get approval of “ready to go” local projects if two basic bridge repairs were prepared through construction documents and were truly “on the shelf” and “ready to go,” recommending Lake Street Bridge and the South Cayuga Street Bridge as two projects that should be very attractive in an infrastructure oriented stimulus program, now therefore be it RESOLVED, That the Board of Public Works recommends that Common Council authorize two capital projects for the rehabilitation of the Lake Street Bridge at Fall Creek and the South Cayuga Street Bridge at Six Mile Creek in the amount of 10% of Board of Public Works – December 10, 2008- Page 3 the estimated project costs ($2,175,000 and $2,050,000 respectively) so that the Engineering Office may undertake the effort to obtain contract bid documents for these projects by early Spring 2009 in order to participate in the expected infrastructure stimulus package. Superintendent Gray reported that he had received a phone call from Senator Schumer’s office who is trying to assemble information for the Senate on additional construction projects that could be added to the Federal stimulus incentive package, with particular interest in “green” projects that might garner more support. He stated that he was considering submitting the local bike/pedestrian trails that are planned. He asked the Board for ideas and suggestions for possible projects. He further explained what the review process would entail for any submittal and feels that any project that is a renovation/repair would gain more support than a new project that would require environmental review. Extensive discussion followed regarding what projects the Board would like to see included and the need to broaden this discussion at another meeting. The Board fully supports the two recommended bridge projects and requested that a list of projects that staff would like to recommend be included in the agenda packets for their review. Further discussion followed on the possibility of extending the Black Diamond Trail onto the east side of Floral Avenue through the new project area being developed to connect the trail to the Wegmans/Tops area because currently there isn’t a safe bikeway through the West End. Further discussion followed on the possibility of the City taking over the responsibility of the installation of all sidewalks throughout the City because of the significant financial burden it places on property owners. A Vote on the Resolution resulted as follows: Carried Unanimously WATER AND SEWER: Water and Sewer Rates for 2009 – Resolution By Commissioner Schlather: Seconded by Commissioner Jenkins WHEREAS, the City of Ithaca Common Council has adopted a budget that includes revenue projections for the Water and the Sewer fund, and WHEREAS, in accordance with City Charter, the Board of Public Works has the authority to set water and sewer rates, and WHEREAS, staff has provided water and sewer usage projections for 2009, now therefore be it RESOLVED, That the Board of Public Works adopts the following water and sewer rates and fees starting for bills due on or after January 1, 2009: Basic Rates (per 100 cubic feet): Water $3.02 Sewer $4.10 Minimum Billing (per quarter year) Meter Size Cubic Feet Allowed Water Sewer Total Small 12 $ 36.24 $ 49.20 $ 85.44 1” 32 $ 96.64 $ 131.20 $ 227.84 1.5” 55 $ 166.10 $ 225.50 $ 391.60 2” 112 $ 338.24 $ 459.20 $ 797.44 3” 160 $ 483.20 $ 656.00 $1,139.20 4” 241 $ 727.82 $ 988.10 $1,715.92 6” 421 $1,271.42 $1,726.10 $2,997.52 Other Services  Unmetered sprinkler service: $12 per inch diameter per quarter  Metered water for Circuses, carnivals, contractors, etc., through suitable connection at hydrant installed by Water and Sewer: charged by use, with Board of Public Works – December 10, 2008- Page 4 minimum bill of $200 per day for first seven days and $50 per day thereafter.  Bulk Water for street sweepers, tank trucks, spray rigs, etc., available at the Water building: $100 per load up to 500 gallons, and $25 per thousand over 500 gallons.  Meter removal, meter resetting, turning water off, or turning water on at curb stop: $40 per event.  Residential Meter Testing: $75 if meter is found to be within industry tolerances; no charge if out of tolerance.  Replacement of frosted or damaged residential meter:  During business hours – cost of the meter + $50  After hours without a call-in – cost of the meter + $125  After hours with a call-in – cost of meter + $220  Replace damaged AMR meter head, caused by owner/occupant negligence: $60.  Special meter reading with corresponding bill: $45  All other special services: to be billed at cost (including overhead) with supporting bill documentation. Carried Unanimously Request to Waive Penalty – Resolution By Commissioner Chapman: Seconded by Acting Mayor Coles WHEREAS, the City Chamberlain received a request from Ithaca Airport Hospitality, LLC, to expunge $967.79 in penalties on their water and sewer bill for the Comfort Inn at 352-356 Elmira Road, and WHEREAS, the owners contend that the penalties resulted from a mix-up in billing due to their recent purchase of the property in March 2008, while the Chamberlain explained the process her office followed and the information provided to the new owner once the city was notified by Tompkins County about the change of ownership in May 2008, now therefore be it RESOLVED, That the Board of Public Works finds that the new owner failed to get the water and sewer service transferred into their name in a timely manner and denies the request to expunge penalties on the account for 352-356 Elmira Road. Carried Unanimously ADMINISTRATION AND COMMUNICATIONS: Power to Act – Personnel Proposals with Respect to Three Separate Resolutions for Each Position for Consideration and Possible Action. By Commissioner Schlather: Seconded by Commissioner Wykstra RESOLVED, That the Board grant itself Power to Act on Personnel Proposals with Respect to Three Separate Resolutions for Each Position at the December 17, 2008 Committee of the Whole Meeting. Superintendent Gray explained the following three personnel proposals for the Board’s consideration: 1. Create an Acting Assistant Superintendent of Streets & Facilities that duplicates the current position sometime early in 2009 in order to have an overlap of time for training before the person currently in that position retires. 2. The re-creation of the Bridge Engineer position in light of the possible stimulus package for the two bridge projects the City submitted. He noted the successfulness of this position in the past and that it would be a “permanent, but not eternal” position. 3. Development of a Director of Engineering position similar to the current City Engineer position. He stated that there is a staff person currently performing the duties of this position and he feels the obligation to recognize that work in a financial way. Board of Public Works – December 10, 2008- Page 5 Acting Mayor Coles noted that the 2009 budget was just adopted and questioned whether these positions were meant to be included in the 2009 budget. Superintendent Gray stated that he had made mention of these positions in his budget presentation, but was not ready at that time to submit a formal request. Acting Mayor Coles stated that the Mayor implemented a hiring and purchasing freeze in light of the current economy. She further stated that the Mayor did not want to create any new positions in the 2009 budget and that any recommendation for the creation of new positions would need to go through the Vacancy Review committee, but cautioned that the City may not be able to accommodate this request in 2009. Superintendent Gray responded that he believes that he can justify these positions to the Mayor and Vacancy Review Committee as in the past these positions have been paid out of capital projects and with the assistance of the stimulus package that will support these positions as well. Commissioner Wykstra stated that he understands Acting Mayor Coles’ concerns; however, in times like this City personnel have stepped up to the plate in the past to get projects done. He further stated that the City has staff working above and beyond their pay grade, doing work in-house to help with costs, and there should be some way to recognize that dedication and commitment financially. Extensive discussion followed on the floor regarding the need for these positions, how the costs would be paid, what projects would be needed or worked on by the staff, and the benefits of having in-house staff do this work versus hiring outside contractors. Some board members expressed willingness to address the Vacancy Review committee in support of these recommendations as well. Acting Mayor Coles stated that the City had recently received the results of a long- awaited compensation study that was done to determine whether employees are being paid adequately for the work they perform. The City has set aside some of the cost that will be needed in order to bring many of the employees up to where the study indicates their pay level should be and has yet to determine how that increase will be implemented in a phased in approach city wide. She further reported that the City was spared from State budget cuts in 2008, but we do not know what, if any, cuts might be made in 2009. She cautioned the Board to consider these factors in their decision making process. A Vote on the Resolution resulted as follows: Ayes (5) Schlather, Wykstra, Chapman, Jenkins, Brock Nays (1) Acting Mayor Coles Abstentions (0) Carried REPORTS: Assistant Superintendent for Streets & Facilities - Ferrel Assistant Superintendent Ferrel reported to the Board on the following: He distributed the 2008 Streets & Facilities Completed Project List showing the work completed during the construction season. He stated that the division received notice today of the first winter storm warning with a possibility of up to 10” of snow within the next couple of days so crews would be shifting into snow removal mode. Crews have planted numerous trees within the past month and just completed the planting of trees in the City Hall parking lot. There is a Southwest Park crew working on screening material from the catch basin for any contamination per DEC requirements. Crews have been working to replace rubber risers throughout various streets to improve the ridability of the roads. Board of Public Works – December 10, 2008- Page 6 The Streets & Facilities Division will host its annual Children’s Holiday Party on Sunday, December 14, 2008 from 2:00 p.m. to 4:00 p.m. It includes Santa, gifts, and refreshments. There are sixty-four children signed up for gifts this year. He invited Common Council and Board members to attend. The department has done this for the past twenty years. The division has seven vacancies, four positions have gone through the Vacancy Review committee, and two of them have been approved. There is another meeting in January to review the other two positions. He is waiting for the civil service test to be given for one of the vacant positions. They are expecting the retirement of the night street sweeper next month and are considering doing something different with that position as well. The Board thanked Asst. Supt. Ferrel and his crew for their hard work and dedication. They noted that the City is looking much better and that people are commenting about the improvements as well. Assistant Superintendent for Water and Sewer - Whitney Assistant Superintendent for Water & Sewer Whitney reported to the Board on the following: He complimented Assistant Supt. Ferrel’s crew on the nice job they did paving the parking lot at the Water & Sewer Department, and noted that he was happy that in- house staff could do the work. The staff of the Water & Sewer Division are busy working on troubleshooting items from the recent water meter replacement project in conjunction with Johnson Controls and Pedal Valve. He explained some of the problems they have encountered and the benefits of the new system in detecting leaks early. He noted they could even plan repairs of potential leaks to avoid working on holidays, weekends, and evenings. The division just received a draft emergency response plan from the Department of Homeland Security and staff is in the process of evaluating it. Staff installed monitoring devices next to underground wells in order to detect leaks per State requirements. He explained the updates that shop at the Water Department on First Street will require involving the replacement of floor drains and monitors. The GIS staff is busy quantifying water depth in the Cornell Heights/East Hill area of the City. The division has seven vacancies; the Vacancy Review Committee approved the filling of two positions for the Waste Water Treatment Plant due to the abrupt loss of the water operator. The Chief Operator position will become vacant next year due to retirement. He has been to the Vacancy Review Committee and developed a position duties statement for Civil Service so the job can be advertised. The division will definitely need a long overlap of at least six months because of the responsibilities and complexities of that position. Commissioner Schlather noted that the measure of what the Board and the City is doing is best appreciated at this time of year and season. He knows in the last four years there has been great improvement and the City looks good due to its dedicated and hard working employees. The other Board members concurred and thanked Erik, Rick, and Bill for their hard work and the work of their divisions. Superintendent Gray recognized the Board and noted that it is the hardest working Board of the City. He stated that the City is lucky to have the people who serve on this Board and noted that it has the busiest schedule and considers biggest items of any board of the City. He thanked them for their dedication and service to the City. He Board of Public Works – December 10, 2008- Page 7 stated that the Board was created in 1909 and the willingness of the people who serve on it, and work through some very difficult issues without any compensation is amazing. Superintendent Gray further recognized his staff and the hard work that they and their divisions perform for the City. ADJOURNMENT On a motion the meeting adjourned at 6:40 p.m. Sarah L. Myers Carolyn K. Peterson Information Management Specialist Mayor