HomeMy WebLinkAboutMN-BPW-2008-12-17BOARD OF PUBLIC WORKS PROCEEDINGS
CITY OF ITHACA, NEW YORK
Committee of the Whole Meeting 4:58 p.m. December 17, 2008
PRESENT:
Commissioners (5) - Jenkins, Brock, Chapman, 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
Deputy Fire Chief - Parsons
EXCUSED:
Mayor Peterson
Commissioner Schlather
DAC Liaison – Roberts
Dual Designation of State Street/Martin Luther King Jr. Street – Update
Deputy Chief Parsons explained that when the Board approved the dual designation on
November 12, 2008, there were some questions the Fire Department could not answer
related to the computer-aided dispatch system and the 911 system. Staff met with the
county’s Director of Emergency Services to discuss what would be required and
whether the CAD system could accommodate the dual street designation. He further
stated that according to the county, the best solution would be to duplicate all of the
data for East and West State Street and re-enter it into the system as East and West
Martin Luther King Jr. Street.
He noted that there is a cost factor for this project estimated at $3,000, and it will be
completed by mid-February.
Discussion followed on the floor about training the dispatchers and ensuring the CAD
system is updated as quickly as possible.
Monthly Parking Permits – Discussion
City Chamberlain Parsons explained that the Chamberlain’s office has worked with the
parking permit system and will now be able to offer parking permits for a specifically
requested period of time.
Discussion followed on the floor concerning the current contracts with hotels, county,
library, etc. City Attorney Hoffman stated that this type of permit would not affect those
contracts. The Board requested a resolution for their consideration at the January 10,
2009, meeting.
Water Bill Adjustments – Discussion
Supt. Gray stated that the City Chamberlain’s office continues to handle bill adjustment
requests on an ongoing basis. City Chamberlain Parsons requested specific guidelines
from the Board on the following issues:
How far should the billing go back (i.e. if a property changed hands three years
ago, does the billing go back three years or does it go back the full six years
since the last reconciliation of inside and outside meters)?
If the bills should be pro-rated based on rates (i.e. if it’s been ten years since a
city representative has been on the property to check the meters, should the
owner be charged excess consumption based on today’s rates)?
If the residents paid bills for the minimum consumption but we had recorded less
than the consumption, should the city give them credit?
Board of Public Works Committee of the Whole Page 2 December 17, 2008
City Attorney Hoffman stated that the Mayor’s opinion is that going back six years is an
excessive amount of time. Discussion followed on the floor regarding not charging
residents for the discrepancies between the inside and outside water meter readings
and how far back the City should charge.
Extensive discussion followed on the floor regarding the discrepancies in bills, the
remote readers, their accuracy and expected life. Supt. Gray and Commissioner Tripp
will prepare resolutions for the Board’s consideration.
Request to Create Three Positions in DPW – Power to Act – Resolutions
Supt. Gray began the discussion by reporting that Common Council Liaison Coles does
not support this request as the City’s 2009 Budget had recently been adopted. Supt.
Gray continued by conveying that Mayor Peterson has stated 2009 will be a very
difficult year and she has instituted a hiring and purchasing freeze. He further stated
that the proposed positions are within the existing Dept. of Public Works budget. He
stated that Asst. Supt. Ferrel would be retiring in June 2009 and they would recommend
his replacement be in place before then to help in the transition and allow for training.
Supt. Gray further explained that the City currently receives Bridge Systems
Engineering services from an outside consultant paid for by the bridge projects.
However, there are multiple bridge projects planned in the near future and it would be
beneficial to have a fulltime Bridge Systems Engineer on staff.
He explained the third position, Director of Engineering, is a promotional position and
will not require the hiring of new staff. Supt. Gray is requesting the promotional Director
of Engineering position to ensure the high level of organization that is necessary for an
Engineer’s Office to run smoothly on a daily basis.
Supt. Gray referred to the list of capital projects with projected staff hours for 2009. He
stated that for 2009, there are a total of 10,770 hours in capital project work for the
Engineer’s Office, staffed currently with 6 engineers at 2,080 hours per year, equaling
12,480 hours for the office for the year. He further stated that at least half of those
hours are used to handle permits, phone calls, complaints, requests, meetings, capital
planning, common council, etc.
Discussion followed on the floor whether the Bridge Systems Engineer should be an
employee or a consultant. Commissioner Chapman expressed his support for the
positions of Director of Engineering and Assistant Superintendent, but he does not
support hiring a Bridge Systems Engineer at this time.
Creation of Overlap Position for Assistant Superintendent for Streets & Facilities
– Resolution
By Commissioner Wykstra: Seconded by Commissioner Tripp
WHEREAS, Assistant Superintendent for Streets and Facilities Richard L. Ferrel plans
to retire from city employment in June 2009 despite all efforts of city staff to discourage
or avert such a deranged and rash act, and
WHEREAS, this complex position is vital to the smooth and continuous operation of the
department and the Board of Public Works believes that the city would be well served if
the position was not vacant and better served if the hired replacement overlapped with
Mr. Ferrel for a period of up to three months, and
WHEREAS, the process for creating a position, advertising to fill it, selecting a
candidate, and then placing a new hire has a substantial lead time, now therefore be it
RESOLVED, That the Board of Public Works recommends that Common Council
authorize and fund the creation of a second Assistant Superintendent for Streets and
Facilities in order to provider overlap prior to Mr. Ferrel’s retirement, at an estimated
cost to the city of (2/12)($75,000)(1.41)=$17,625.
Carried Unanimously (5-0)
Board of Public Works Committee of the Whole Page 3 December 17, 2008
City Attorney Hoffman noted that the Mayor has expressed unhappiness with the
proposed resolutions for additional staff. The Board recognized the Mayor’s concern,
however, they do support the overlap in training needed on the Assistant
Superintendent of Streets and Facilities and noted that they must think about what is
best for the city.
Creation of the Position of Director of Engineering – Resolution
By Commissioner Tripp: Seconded by Commissioner Wykstra
WHEREAS, the City Engineer’s Office has been without a dedicated supervisor since
the last incumbent took the title of Superintendent of Public Works but retained the
duties and responsibilities of the City Engineer in 1991, and
WHEREAS, good management practice, desire to maintain a reasonable span of
control, and concern for direction of several million dollars in capital contract
construction annually, as well as the daily and weekly tasks (curb cuts, sidewalks, film
or parade permits, planning and IURA support, city land use permits, capital project
development, etc.) which require attention, and
WHEREAS, the Board of Public Works recognizes that the economic impact of creating
this position outright as this time would produce a large financial burden, now therefore
be it
RESOLVED, That the Board of Public Works recommends the creation of the position
of Director of Engineering provided that it can be filled promotionally and that a position
within the engineering office is eliminated at a senior level, and be it further
RESOLVED, That the Board of Public Works makes this recommendation with the
understanding that net financial impact of this recommendation is estimated to be
between $5,000 to $10,000 with benefit costs ($7,000 to $14,000) and this will be
chargeable to the Capital Project workload, or as the City Controller deems appropriate.
A vote resulted a follows:
Ayes (4) – Tripp, Brock, Wykstra, Jenkins
Nays (1) – Chapman
Abstentions (0)
CARRIED (4-1)
Creation of Position of Bridge Systems Engineer
By Commissioner Tripp: Seconded by Commissioner Wykstra
WHEREAS, the city is eligible for substantial matching funding for several major
transportation projects (as part of the New York State Intermodal Surface
Transportation Efficiency Act) and these projects have been included in the current five
(5) year Transportation Improvement Program (TIP) which is slated to end in 2009, and
WHEREAS, current staff levels are not adequate to permit additional assignments for
projects of this magnitude within this time frame in order for the city to take advantage of
these funds, and
WHEREAS, staff expenses for these projects shall be funded through capital project
authorizations and can be counted against the city’s share of matching funding required
by the TIP, now, therefore be it
RESOLVED, That the Board of Public Works recommends the addition of a permanent,
full time Bridge Systems Engineer to the City Engineer’s Office roster, and be it further
RESOLVED, That the Board of Public Works passes this recommendation on to
Common Council for their concurrence with the understanding that the position would
continue as long as funding continues through the TIP.
Discussion followed on the floor regarding the necessity of these positions at this time
with Board members expressing both support and disapproval for the positions.
Board of Public Works Committee of the Whole Page 4 December 17, 2008
A vote resulted as follows:
Ayes (4) – Tripp, Brock, Wykstra, Jenkins
Nays (1) – Chapman
Abstentions (0)
CARRIED (4-1)
Recommendations for Additional Capital Projects Under the Stimulus Package -
Power to Act – Resolution
Supt. Gray stated that he is recommending two bridge deck replacements, estimated at
$150,000 each for design and study reports so they will be ready for bid. The city has
been given several different timeframes for projects to be considered for the stimulus
package and resolution is not immediately necessary.
Discussion followed on the floor about the types of projects that would have long term
benefits to the community with high labor content that might not otherwise be funded.
The Board decided to compile ideas for additional capital projects for the stimulus
package and will continue their discussion in January 2009.
Verizon Wireless Proposed Monopole – Discussion
City Attorney Hoffman stated that Verizon representatives did not provide a revised
annotated aerial photograph of the fall zone that was requested. The city’s required fall
zone is currently twice the height of the tower and Verizon staff indicate it is safe to
have a fall zone that is half the height of the tower.
Discussion followed on the floor regarding the requirement for a large fall zone and
whether the Board or Common Council would make the final decision regarding leasing
the land to Verizon. The Board agreed to revisit this topic once more information is
available.
Revision of City Code Chapter 170 – Review Proposal
This item was not discussed.
Commissioner Chapman’s Last Meeting
Commissioner Jenkins stated that this is Commissioner Chapman’s last meeting. He
has decided not to continue his membership with the Board. She noted that it had been
a pleasure serving with him and that he would be missed. All other Board members
agreed. Commissioner Chapman thanked the Board for their support.
ADJOURNMENT
On a motion, the meeting adjourned at 6:51 p.m.
Kathrin D. Gehring Carolyn K. Peterson
Executive Assistant Mayor