HomeMy WebLinkAboutMN-BPW-2015-07-27Board of Public Works Meeting Minutes July 27, 2015
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BOARD OF PUBLIC WORKS PROCEEDINGS
CITY OF ITHACA, NEW YORK
Regular Meeting 4:45 p.m. July 27, 2015
PRESENT:
Mayor Myrick
Commissioners (4) - Greene, Goldsmith, Warden, Darling
OTHERS PRESENT:
Superintendent of Public Works - Thorne
Asst. Supt. for Streets & Facilities – Benjamin
Asst. Supt. for Water & Sewer - Whitney
Director of Engineering - West
Parking Director – Nagy
Information Management Specialist – Myers
Transportation Engineer – Logue
Jr. Transportation Technician – Johnson
Sidewalk Program Manager – Hathaway
EXCUSED:
Commissioner Jenkins
Alderperson/Liaison Fleming
Call to Order/Agenda Review:
Supt. Thorne requested the addition of a new item under “Discussion Items” regarding Ithaca
Police Department’s request to hang a banner on the bridge by Home Depot. The banner
would assist in the recruitment efforts of the Ithaca Police Department to hire new officers.
No Board Member Objected.
Commissioner Warden requested the addition, possibly under New Business or Discussion
Items, the concern brought to the Board’s attention by Alderperson McGonigal regarding Old
Elmira Road/South Meadow Street Extension and making turns to the right from that
intersection.
No Board Member Objected.
Commissioner Goldsmith requested the addition of a brief discussion about storage of water
craft at Stewart Park.
No Board Member Objected.
Mayor's Communications:
The Mayor had no communications at this time for the Board.
Communications and Hearings From Persons Before the Board:
Jorge Bouras & David Farahi addressed the Board regarding the City’s food truck policy. They
expressed some of their frustration with the process for obtaining a permit from the City and
some discrepancies they encountered regarding what the correct policy was for the operation of
food trucks in the City. They requested the ability to be part of any discussions the City might
have regarding the food truck policy, so they might offer input as to what might be changed to
make it easier to obtain a permit. They indicated that the current policy that allows the food
truck to operate only 4 hours each day is not practical for anyone trying to make a living, and
should be re-evaluated. They indicated that they have been issued their food truck permit,
finally, and will start vending on Thursday, July 30th.
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Response to the Public:
Mayor Myrick suggested that they meet with BPW Commissioner Darling (who served on the
sub-committee that created the food truck policy), Supt. Thorne, and Director of Parking Nagy to
discuss their concerns and provide suggestions for improvement to the process.
Director of Engineering West noted that the Superintendent’s Office allowed the submission of
their paperwork out of sequence, instead of requiring that every piece of documentation
required to obtain a permit be submitted at one time, as everyone else is required. He further
noted that once a policy is in place, there are not a lot of things that can be done. Staff cannot
modify a written policy and input from various staff was obtained before determinations were
made and shared with the applicants about what the City could and could not accept in order to
issue a permit. He also noted that only the Board of Public Works would have the power to
extend the time limit for food truck vendors beyond four hours; and that probably won’t happen
very soon due to the close proximity in the Collegetown area to brick and mortar restaurants.
The Board suggested that if they want to expand their hours of operation to explore the
possibility of vending on private property rather than City property.
Mayor Myrick stated that it sounds like all’s well that ends well in this situation. The food truck
policy is new and the Board of Public Works does needs to maintain the 4 hour time limit for the
reason noted above. He asked that they let him know if they see different trends as they are
vending at their location in Collegetown.
Reports:
Commissioner Goldsmith, BPW Liaison to the Parks Commission, reported that the Parks
Commission has had a lot of discussion about the proposed Lake Street Park. The input from
the public has been that it should be called the Ithaca Falls Park, instead of the Lake Street
Park. He also noted that the Parks Commission does not like the idea of a gate that might be
unpredictably open or closed to the public at the park. It would be the Parks Commission’s
suggestion to not have a gate.
Commissioner Darling responded that there had been a public meeting at City Hall from 2 p.m.
– 4 p.m. this afternoon to discuss the proposed Lake Street Park project. He explained that the
proposed designs shows a three position gate (to walk through, to completely close or it can be
opened to allow a vehicle through). Right now, the area is dangerous because the City puts
wooden barricades there for safety and people go around it; a gate would change that. In
addition, the Board of Public Works needs to establish rules regarding hours and times for the
gate to be open to the public. He noted that a lot of people were concerned about accessibility
to the park, and there was a lot of discussion about that at today’s meeting.
Commissioner Greene attended the meeting today, and noted that there were a lot of comments
that people would like to have less concrete and keep the area more natural.
Commissioner Darling stated that an idea from the Superintendent’s Office was to take a
“before” and “after” picture that would insure the area is returned to the same condition after the
replacement of the Lake Street bridge. Although, the City does has an option to be proactive
here, and take advantage of the opportunity to make the site better than it is now.
Superintendent and Staff Reports:
Director of Engineering West reported that 500 linear feet of new sidewalk had been installed on
East State/Martin Luther King, Jr. Street; an almost unheard of amount for the City's sidewalk
history. There is more sidewalk work scheduled around the City as well, which may result in
two miles of new sidewalk constructed in a season. There current sidewalk program strategy
has been a great success, resulting in more sidewalk work completed than ever before and in
an economical way.
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Director of Engineering West further reported on the work being done at the Cascadilla Trail -
the fence needs to be reset, the piping reworked, and a guiderail installed. There is great
progress being made on the skate park project with a lot of different grade work being
completed. He further noted that another success will be the substantial completion of the
Commons by July 31st. There will be a lot of small things to complete still, but for the most part
the major reconstruction work is complete.
Commissioner Warden reported on complaints he has received regarding the new playground
not being handicapped accessible.
Director of Engineering West responded that the City has asked the playground design firm to
describe how the structure is accessible and which features are accessible. If the community
feels that more work is needed to make it accessible, the City will work with the design team
towards that. The playground was supposed to be accessible for everyone once completed.
Director of Engineering West stated that he would like the Mayor to do the ribbon cutting for the
grand opening celebration of the completed Old Elmira Road project – maybe he could lead a
procession on bicycles to the ribbon cutting?
Mayor Myrick stated that he would also like for there to be a symbolic ribbon cutting for all the
sidewalk construction work that has been completed this season as well.
Asst. Supt. Benjamin reported that South Aurora Street is scheduled to be milled completely
down on July 29th before the repaving begins. Residents are being informed of those plans as
they relate to access for driveways during that time. The repaving will be done the second week
in August, and should be completed well before Ithaca College students arrive in town on
August 22nd.
Asst. Supt. Whitney reported that all long standing water maintenance issues have been
completed on South Aurora Street while the road was closed and before the new pavement
completed.
Asst. Supt. Whitney further reported that work on the new Water Treatment Plant is a little
behind schedule. The work is now in Phase II, the settling basins have been completed, and are
functioning well. The Willard Way project has been completed, the water flow test was
conducted and is well above 12,000 gallons. They hope to repave Willard Way in conjunction
with another city project. There is a new house on Pearl Street between Worth and Miller
Streets; they have requested a new water service. Since there is no water main in front of the
new house, the Water Department will install water services in the area including the new
house.
Director of Parking Nagy reported that the free parking program ends July 31st. There have
been more than 6,000 transactions on the new park and pay stations resulting in total revenue
in the amount of $11,527.00. Estimated parking revenue from pay and display and meters is
$74,885, which is 16% more than last year. In other words, the revenue will mean that one new
park and pay machine will be paid for in its first month. He predicts that parking revenue will get
better with a 25% return on investment. All the new pay machines should be completely paid for
within 10 months. He also reported that the new key fobs are available for anyone who wants
one; he distributed one to everyone at the meter. He explained that, for now, people will need
to write their license plate number on the back of the key fob. Future plans include the bar code
on the fob being able to be swiped at the machine, instead of having to enter the license plate
number.
Supt. Thorne reported that staff is busy finalizing the 2016 budget, which is due to the Mayor
and City Controller on July 31st, they are close to having it completed. He plans to provide a
report to the Board from the Water Recreation Committee at a later date. They have an intern
working on writing a grant application, which is due July 31st, for money to do flood study
mapping. In addition, the United States Geological Society (USGS) is working on a proposal to
advance the flood study map with a proposal to do measurements on the 30' dam, measuring
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creek channels, the existing conditions, and flood map; the USGS will do cost sharing with City
of Ithaca. He further reported that this is the last week that their two interns will be in the office;
one has been working on a road condition inventory and the other on a retaining wall inventory.
He would like to schedule, for the next Board of Public Works meeting, a brief presentation on
those two inventories. He feels that the results of both inventories will be very interesting for
both staff and the Board.
Administration and Communications:
Approval of the September 8, 2014 and June 8, 2015 Board of Public Works Meeting
Minutes - Resolution
By Commissioner Darling: Seconded by Commissioner Warden
RESOLVED, that the minutes of the September 8, 2014 and June 8, 2015 Board of Public
Works meeting be approved as published.
Carried Unanimously
Buildings, Properties, Refuse & Transit:
Request for Easement License Agreement for the Alley Between 307 College Avenue and
Fire Station #9 - Resolution
By Commissioner Goldsmith: Seconded by Commissioner Warden
WHEREAS, Scott Whitham of Whitham Planning & Design, on behalf of J&W House, owner of
the property at 307 College Avenue (Tax Map Parcel No. 64.-10-15), in the City of Ithaca, has
requested an encroachment agreement/license from the City; and
WHEREAS, the encroachment consists of the following:
An area comprising approximately 1,042 square feet to be used for installation
and maintenance of plantings, landscaping, a thru-block pedestrian walkway,
bicycle racks, benches for seating, and a sign reading “Collegetown
Crossing”, and which area is shown as the shaded area on a drawing dated
March 5, 2015 and entitled “Planting Plan” prepared by CID of Whitham
Planning & Design, LLC,
WHEREAS, the Superintendent does not anticipate any conflicts in the near future with public
works uses or needs; and
WHEREAS, the 2015-16 schedule of fees for use of City-owned property requires an initial
application fee of $100 for new licenses and an annual use fee for Collegetown and College-
oriented license fee category shall be calculated at $3.41 per square foot resulting in an annual
use fee of $3,553.22, with such rate thereafter subject to adjustment by the consumer price
index and property taxes assessed against the City; now, therefore be it
RESOLVED, That the Board of Public Works hereby grants the request for an encroachment at
307 College Avenue, as proposed, contingent upon the execution of a license/agreement and
submission of the required application form and fee (and renewal fees for any subsequent
terms) and proof of required insurance; and, be it further
RESOLVED, That the Mayor, upon consultation with the Superintendent and City Attorney, is
hereby authorized to execute a license/agreement allowing said encroachment, revocable upon
90 days’ written notice by the City in the event that the encroached upon City property is
required for any City purpose, and containing the usual terms and conditions, including those
specified in Chapter 170 of the City’s Municipal Code entitled “Use of City Land”.
Carried Unanimously
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Highways, Streets & Sidewalks:
Award of Contract for 2015 Road Construction Project – North Cayuga Street/Giles Street
– Capital Project #803- Resolution
By Commissioner Darling: Seconded by Commissioner Goldsmith
WHEREAS, one bid was received on June 18, 2015 for 2015 Road Construction – North
Cayuga Street/Giles Street for general construction; and
WHEREAS, the Common Council established Capital Project #803 for 2015 Road
Construction; and
WHEREAS, Bothar Construction, LLC, 170 East Service Road, Binghamton, NY submitted
the only qualified responsible bid for general construction work; now, therefor be it
RESOLVED, That the contract for 2015 Road Construction is awarded to Bothar
Construction, LLC, 170 East Service Road, Binghamton, NY for North Cayuga Street –
Segment A and Giles Street – Segment B based upon its bid of $654,185.60; and, be it
further
RESOLVED, That the Mayor be and hereby is authorized to execute the contract for 2015
Road Construction, and that the Superintendent of Public Works be and hereby is
authorized to administer the same.
Director of Engineering West provided the following information for the Board that explained
how staff were able to reduce costs for the project in order to stay within the approved budget
for it:
“On June 18, 2015, bids were opened for the 2015 Road Construction project, Capital
Project #803. One bid was received. This is a recommendation to award the contract to
Bothar Construction.
This project entails milling and paving North Cayuga Street from Cascadilla Creek northerly
to Lincoln Street and Giles Street from Columbia Street to East State/East Martin Luther
King, Jr. Street. Both street segments are in poor condition. The contractor will be directed to
make full depth repairs on some portions of each street. In addition, North Cayuga Street
will be striped to accommodate a bicycle lane and Giles Street will receive some under-
drain.
Late in the bid period it was noted that the quantities for North Cayuga Street segment
were incorrect; significant work items were severely underestimated. The sole bidder
recognized that these quantities would undoubtedly be greater than estimated and
submitted very high unit prices for them. In consultation with the City Attorney we
determined that the City could negotiate an adjustment to the unit prices as long as we did
not change the scope of the project.
Bothar Construction has submitted adjusted unit prices for the North Cayuga Street
segment. (See attached bid tab with initial and adjusted numbers.) Based upon these units
and the adjusted prices, and that Bothar was the only bidder, I recommend award of the
contract to Bothar Construction.”
A Vote on the Resolution Resulted as Follows:
Carried Unanimously
Award of Bid for Safe Routes to School Project – Resolution
By Commissioner Goldsmith: Seconded by Commissioner Warden
WHEREAS, one bid was received on July 10, 2015 for the Ithaca Safe Routes to School
Project, CP #786, PIN #375564; and
WHEREAS, staff has reviewed the bid received and made a recommendation for award; and
WHEREAS, the New York State Department of Transportation has not yet authorized the City of
Ithaca to award the contract for this project; now, therefore be it
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RESOLVED, That the City of Ithaca Board of Public Works hereby awards the contract,
contingent on New York State Department of Transportation (NYSDOT) authorization to award,
for the Ithaca Safe Routes to School Project, CP #786, PIN #375564, to Nelson and Streeter
Construction Co. Inc, P.O. Box 184, Pine City, NY for their bid meeting specifications of
$214,270; and, be it further
RESOLVED, That the Superintendent of Public Works be and is hereby authorized to execute
this contract and to administer the same.
Mayor Myrick questioned Jr. Transportation Engineer Johnson as to the fact that there was one
sole bidder for this project and whether it was felt to be safe and reasonable. Jr. Transportation
Engineer Johnson provided the following information for the Board that explained his confidence
in the contractor:
Summary:
On July 10, one bid was received for the Safe Routes to School (SRTS) project (CP #786, PIN
#375564). To stay within our available budget, our consulting engineer, our NYSDOT contact,
bidder, and staff have mutually agreed upon a change order to be enacted following the award
of the contract. I am recommending that the Board award the contract, based on the original bid
of $214,270. The subsequent change order will bring the total contract amount down to
$167,617.
Details:
The bid totaled $214,270, which is about $40,000 over the amount that we can seek federal
reimbursement for (which is approximately $175,000 which is the maximum federal funding
available for this portion of the SRTS project). After considering a few options, the best
approach seems to be to utilize a different type of driver speed feedback sign that costs
significantly less, yet still provides the necessary functionality. The bidder has calculated that
substituting these items will lower the total cost to $167,617. This total fits within our available
project budget. Our consulting engineer, our NYSDOT contact, the bidder, and staff support
this approach.
Our NYSDOT contact has indicated that the contract must be awarded for the amount originally
bid ($214,270). After the award is made, a change order may be issued to select the lower cost
driver speed feedback signs; which would then reduce the project cost to the $167,617 amount.
The SRTS Capital Project currently has a balance of $254,922, though it is our intention to not
spend more than $175,000 on this phase of the project so that 100% of the project cost will be
eligible for federal reimbursement. So, sufficient funding is available for the Board to award the
contract at the $214,270 amount. The contract amount will be reduced to $167,617 after the
change order is issued.
Recommendation:
I am recommending that the Board of Public Works award the contract to the bidder, Nelson &
Streeter Construction Co. Inc., at the July 27th BPW meeting in accordance with the approach
noted and based on their bid amount of $214,270.
A Vote on the Resolution Resulted as Follows:
Carried Unanimously
Mayor Myrick asked Transportation Engineer Logue, Jr. Transportation Technician Johnson,
and Sidewalk Program Manager Hathaway to stay for the first discussion item.
Discussion Items:
Old Elmira Road Inbound Lane by Wilcox Tire:
Commissioner Warden read the following e-mail that was sent by Alderperson McGonigal to the
Board the outlines his concern about this intersection:
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“Dear members of the BPW, Tom and Tim,
I am writing to you regarding concerns I have about the width of the inbound lane (into the City,
heading northeast-ward) of the new Old Elmira Road.
From the corner of South Meadow Street Extension, to where the bike lane begins, this lane
seems to me to be far too narrow to allow vehicles turning onto Old Elmira Road to stay in the
lane. I believe this will become much more apparent when the lines defining these lanes have
been painted.
I bring up this concern respectfully; I'm not trying to be a backseat driver (almost at the end of
the trip), but I make this turn fairly regularly and I can't manage it. An adjustment made now
would probably be easier than doing it later.
I encourage you all to visit that corner and see what you think. Perhaps moving the curb back a
bit right at the Wilcox Tire corner would improve things. I'll leave that to you.
Thank you,
George McGonigal
Common Council, First Ward”
Director of Engineering West reported that the curb lines did not change at that section of
intersection as a result of the reconstruction of Old Elmira Road project. The City can look at
the curb line but it was actually not moved at all, and it can look at the turning radius. If
something can be done to help the turning at the intersection, it might be able to be included
when the sidewalk and traffic project for South Meadow St. Extension is undertaken. The City to
a look at how the intersection works with vehicles with trailers making the turn. He further
stated that staff can get back to the Board if they feel that changes should be made at that
intersection.
Commissioner Goldsmith agreed that this is a bad intersection, and the Board expressed their
support for City staff reviewing and implementing any changes that they might deem necessary
to address Alderperson McGonigal’s concerns.
Request to Waive Stewart Park Pavilion Fees for Ithaca Police Union Family Bake:
Supt. Thorne explained that a request had been submitted by Ithaca Police Officer, John
Arsenault, on behalf of the Police Benevolent Association (PBA) family bake event at Stewart
Park on September 19, 2015. The PBA is requesting exclusive use of the Main Pavilion at
Stewart Park as well as the waiving of the rental fee.
The Board questioned what the precedent has been for requests of this type by the Board of
Public Works. A brief discussion followed on the Board regarding the request. After discussing
with staff and reviewing the request, the Board denied the request based upon the fact this it is
not a city department making the request. Also, as an outside organization, the PBA should be
required to pay the fee and reserve the pavilion for exclusive use, if available, through the Youth
Bureau in the same manner the general public does.
Supt. Thorne stated that he would communicate, in writing, that decision to Officer Arsenault
this week.
Ithaca Police Department – Request to Hang Banner from Bridge over Route 13 South by Home
Depot
Supt. Thorne reported the he received the following request from Lt. Garin, at the Ithaca Police
Department and on behalf of the police department, to hang a banner on the bridge over Route
13 by Home Depot:
“Hello,
I am writing to request permission to provide to the public, information that the Ithaca Police
Department will be accepting applications for the civil service exam and position of entry level
police officer. This information will be in the form of a sign that the department would display on
the bridge at the south end of the City on Route 13, just south of the “Home Depot Plaza”.
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The Ithaca Police Department is in a staffing crisis and has a number of restrictions and laws
that affect our hiring practices, which makes successful hiring for the position of police officer
exceptionally challenging. We offer the opportunity to apply with the City of Ithaca for this
position once every two to three years, so there is a limited window of opportunity. The
residency requirements have been restricted to Tompkins and its contiguous counties.
The application period lasts from July 27th through October 1st. The police department would
like permission to put up the banner to make the public that travels into and through the city
aware of this opportunity.
Our proposal, so far, is for a sign that is approximately 6' x 12' and very simple in regards to its
content (so as not to require much reading or attention to get the message) from drivers on the
highway.
If this requires the approval of the Board of Public Works, I'd like to be able to make this request
as soon as possible. I'd also welcome any suggestions that you may have to make this an
acceptable request.
Thank you,
Lt. Scott N. Garin
Ithaca Police Department”
Lt. Garin joined the Board for discussion of the request.
Discussion followed on the floor regarding the policy established by the Parks Commission and
Board of Public Works regarding the hanging of banners on fences at city parks. Those rules
state that the banners may be hung on the fence of the park where the activity is taking place
either on the day of the event; or, for certain events no more than a week prior to event.
Supt. Thorne reminded the Board that this request is for the use of city property; not a city park.
Mayor Myrick voiced his support for the request, and stated that he feels the proposal is a good
way to get the word out to the public regarding the current recruitment efforts at the Ithaca
Police Department for new police officers.
Supt. Thorne questioned how long the banner would need to be displayed. Lt. Garin responded
that November 14th would be the last date because that is the date of civil service test.
Further discussion followed on the floor as to whether this would set precedent for future
requests to hang banners from the bridge. Director of Engineering West explained that in the
past, the City allowed banners to be hung from the helix over Green Street that connected to the
parking garage. At that time, the Board of Public Works did allow the public to hang banners on
the helix. It might be worthwhile for the Board to establish a policy to handle future requests of
this type.
Mayor Myrick suggested that the City limit the placement of banners on City property to
city departments, and not the public. Further discussion followed with Lt. Garin as to whether
there were other locations in the City that the police department might want to utilize for this
same purpose. Lt. Garin responded that the police department was already considering the use
of the fence by Cornell Cooperative Extension that would be visible from Route 13 north, as well
as on the fence at the Ithaca Police Department parking lot on East Clinton Street.
The Board supported the granting of the request from the Ithaca Police Department. Supt.
Thorne stated that he would provide a resolution for the Board in order to provide a history of
why the request was granted. The resolution will include the facts that this is not a city park, this
is city property, and the request is being made by a city department.
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Mayor Myrick stated that since the Board had given its informal approval of the request today,
that it would be alright for the police department to go ahead and put the banner up as soon as
possible. Asst. Supt. Benjamin stated that he would work with Lt. Garin to coordinate the
hanging of the banner with a crew from the department of public works since it will require the
use of a bucket truck to hang due to the height of the bridge.
Mayor Myrick expressed his thanks to the Ithaca Police Department for doing this broad based
outreach in their recruitment efforts to fill the vacancies in the department for police officers.
Commissioner Darling suggested that the proposed resolution be written in a little broader way
that would include language that the Board supports only city departments using city property to
hang banners or signs from. The resolution should also include a time limit, and that approval is
limited to the discretion of the Mayor or Staff, and information as to the time by which the
sign/banner must be removed. That way a resolution in support would not have to come to the
Board of Public Works each time a city department made a similar request. The rest of the
Board supported that idea and encouraged Supt. Thorne to include that wording in the
resolution that they will vote on at their next meeting on August 10th.
2016 Sidewalk Improvement District (SID) Work Plan and Budget:
Sidewalk Program Manager Hathaway joined the Board for discussion of this item. He
explained that today's Board meeting would function as public hearing on the proposed 2016
sidewalk program budget, assessment and work plan. He stated that it differs from the 2015
plan because it has a contingency plan that could replace 1 or 2 proposed projects in a district.
The contingency plan/budget is for problems that may arise, for example, construction conflicts,
emergency work, etc. because he wants to get as much sidewalk built as possible. His goal is to
construct or repair roughly 6,600 linear feet of sidewalk in 2016. He provided the following
summary of the proposed 2016 work plan as follows:
“Today's meeting functions as a public hearing on the 2016 Sidewalk Improvement District
assessment role, budget and work plan. At your August 10th meeting, I will request your
approval to file the 2016 Sidewalk Program schedule of work and budget with Common Council.
The 2016 Work Plan budget was created based on the aforementioned assessment role and
reflects all credits for past work that were received before the May 1, 2015 application deadline.
The costs for each sidewalk project are estimates based on anticipated quantities of work, as
well as unit prices from past sidewalk contracts. Final quantities of work performed will be
dictated by bid prices received and field conditions, which could increase or decrease the
amount of work completed in the 2016 work plan.
It is possible that issues unknown at this time might arise that will prevent some of these
construction projects from moving forward during the 2016 construction season. Conflicts with
other construction projects might necessitate cancelation or postponement of planned sidewalk
work. Ongoing design efforts might identify construction barriers that will impact costs or make
some projects technically infeasible.
The Osmun Place (SID 3) and East Spencer Street (SID 4) projects included in the work plan
are being considered for capital project funding in 2016, as both sidewalk projects require
retaining wall improvements. The cost estimates included in the proposed work plan account
only for the sidewalk work and not the required structural improvements.
In the event that the capital projects are not funded in 2016, consideration must be given to
financing this work through the sidewalk program or postponing the work. The estimated cost of
the Osmun Place project is approximately $450,000, or roughly 2 years of the SID 3
construction budget. The estimated cost of the East Spencer Street work is approximately
$230,000, or roughly 2 years of the SID 4 construction budget. SID 4 is currently financing
$150,000 of costs for the sidewalk work along Old Elmira Road over the next 15 years. I would
like to discuss the following options with you:
• Apply for capital funding again in 2017 and postpone the sidewalk improvements
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• Finance one or both projects, similar to the Old Elmira Road sidewalk improvements
• Use the entire sidewalk program construction budget for these projects over a roughly 2 year
period
To proactively address any of the above potential construction issues and cost uncertainty, a
contingency list of construction projects in each sidewalk district is proposed. These projects
could replace locations in the work plan, if needed, or be added to the project list if additional
budget is available based on bid prices. We will request the Board of Public Works approval of
these projects at the Board’s meeting on August 10th as a contingency plan to the proposed
2016 work plan.”
Commissioner Goldsmith reported that as he has walked around downtown, especially on North
Cayuga Street near “Gimme Coffee” and East Court Street, he has noticed that there are a lot of
spots on the west side of the street that were grouted with great skillmanship and the repair
work was great. Is there some program by which the City might be able to grind and re-grout
sidewalks that have gaps or aren’t even in an effort to make them safe and enhance their
appearance until they can be repaired?
Sidewalk Program Manager Hathaway responded that there was some money built into the
sidewalk budget for the grounding down and re-grouting of uneven sidewalks in an effort to
make them safer. That type of work also makes the money in the budget go a lot further so that
more sidewalks can be done. He also feels that the majority of the sidewalk program should be
focused on the construction of new sidewalk. He did note that, in some cases, sidewalks can be
raised so that they are even.
Commissioner Greene reported that in some places on East State/Martin Luther King, Jr. Street
going, there are some places in the sidewalk where the grade doesn't match up. He wondered
whether any part of sidewalk program plan might resolve issues like that so they become more
accessible and less of a challenge to pedestrians.
Director of Engineering West responded that there are actual steps in the East State/Martin
Luther King, Jr. Street sidewalk that help to make the sidewalk even in those areas. Sidewalk
Program Manager Hathaway explained that the way Ithaca was originally laid out with the
placement of houses and walkways staggered uphill, staff does try to evaluate those types of
sidewalks to see what can be done. In some instances, it can be graded in some way - since
now we have the option of changing the level/grade of the sidewalk. He also stated that with the
Americans with Disabilities Act (ADA) standards need to be made to the maximum extent
possible, especially in areas with larger slopes, to make them even, safe, and as accessible as
possible.
Commissioner Darling noted, as indicated in Sidewalk Program Manager Hathaway’s
information, there are some sidewalks that are more complicated than others and wondered
how they would be handled. For example, the sidewalk on East Spencer Street on the east side
is in very poor condition, and crews can't go in to replace the sidewalk as usual because it has a
retaining wall that needs to be repaired as well. He noted that city staff will run into this situation
more and more as the sidewalk program progresses. He noted that Sidewalk Program
Manager Hathaway has laid out a couple of scenarios on how that work might be paid for, with
one being to create a separate Capital Project to pay for the retaining wall portion only. He
noted that this request was included in the list of capital projects submitted for 2016, but was not
approved. Another way would be to finance the retaining wall/sidewalk projects within the
sidewalk program. If that were done, the work to repair both the sidewalk and retaining wall
would use a particular sidewalk district’s entire budget. Staff would like a recommendation from
the Board as to how to handle those instances.
Commissioner Goldsmith had one suggestion, which would be to increase the sidewalk
assessment fee for residential properties from $70 to $100-$140. He realizes that the sidewalk
assessment is not a tax, but consistent small increases to single family home assessments
might help. He noted that he has thought, for a long time, that when the Board approved the
sidewalk program assessments that adjustments probably would need to be made in the future.
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Commissioner Darling suggested that the City should make a decision as to whether or not to
pay for retaining wall work out of the general fund or from sidewalk assessments.
Director of Engineering West suggested that the Board think of the cost and process for
reconstruction/construction of retaining walls as typical of other difficult to build locations around
the City. He thought that the model used for the Old Elmira Road project might be the most
viable as it allowed the City to tackle a large project by allowing it to finance a portion of the
Sidewalk Improvement District monies as payment towards the actual cost by use of City
budget funds – which the City Controller and City Attorney approved because it allowed a large
City project to be done that needed to be done in a sidewalk district, which did not take all the
funds away from the other sidewalk districts. In addition, in some instances the City can't do a
lot of work to change the grades of the sidewalks because homes are already built there.
Sidewalk Program Manager Hathaway stated that reconstruction/construction of retaining walls
in connection with sidewalks has been identified as one of the highest priorities for the Sidewalk
Program.
Discussion followed on the floor regarding the idea of creating capital projects to pay for the cost
of construction/reconstruction of retaining walls instead of using sidewalk district funds. This
would allow for the city to pay for the general work that needs to be done in particular areas,
and the sidewalk assessments could be used as intended for sidewalk construction/repair.
The Mayor stated that he would be comfortable with the city taking on the cost for
construction/reconstruction of retaining walls through its general fund. Director of Engineering
West noted that the downside to that proposal would be that the capital project request would
then need to compete with all the other capital needs of the city – including street or building
rehabilitation projects. After more discussion, the Board agreed that if the retaining walls were
done through the sidewalk assessments then they are more likely to be done. A brief discussion
followed on the floor regarding taking this question to the people of each sidewalk district. The
City could explain to them that their assessments covered a lot of work in their district; but there
are other areas of the city that really need sidewalk work done but because of the need to repair
retaining walls next to them they won’t get done due to the expense of the wall work. Explain
that the retaining walls hold up the sidewalk and also prevent the hill from collapsing on the
property.
Supt. Thorne stated that approval of the budget assumes that all proposed sidewalk work in
each district will be completed as planned. If the capital project request for Osmun Place and
Spencer Street retaining walls is approved, the repair work may or may not take place in 2016.
He also explained that the Board needs to discuss how the City will take care of these sidewalks
with retaining walls in the future because more and more of these requests and projects will be
coming in the future.
Commissioner Darling reported that there is a retaining wall and slate sidewalk between Turner
Place, Columbia Street, and Pleasant Street, when the sidewalk becomes wet or covered with
snow it becomes very slippery. In this instance the retaining wall is holding up sidewalk and the
neighbors want slate sidewalks replaced with slate sidewalks. Slate sidewalks are very
expensive. Sidewalk Program Manager Hathaway responded that if the slate sidewalks aren’t
in an historic district they can be replaced with concrete. The Disability Advisory Council
supports the use of concrete sidewalks because not only are they cheaper, but they are safer.
Commissioner Goldsmith asked whether any consideration had been given to raising the
sidewalk fee.
Mayor Myrick responded that, since it is so early in the Sidewalk Program, his preference would
be to have the sidewalk assessments remain the same for the next two years. After that, he
would support a schedule be established to raise the sidewalk assessments consistently
through the years rather than once every thirty (30) years. He agreed that something does
need to be done to meet these challenges in the future.
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A suggestion was made that it might be good to put some of the money from sidewalk
assessments into the general fund for problem sidewalks and retaining walls. Director of
Engineering West stated that the City Attorney’s Office would advise against that because the
city can't take from one district for another district. The City has had success with grants, and
once the sidewalk program has become firmly established the City may want to look at what
grants would be available for sidewalk work involving retaining walls. In addition, the City could
look at funding through the Ithaca Urban Renewal Agency to supplement the sidewalk program.
He noted that the current sidewalk program is very young but has had huge success in the two
years its’ been here.
Sidewalk Program Manager Hathaway also noted that he has been in discussions with
Fernando de’Aragon, who is with the Ithaca-Tompkins County Transportation Council,
regarding, strategically, how to go about looking for and applying for grants for the sidewalk
program. He agreed that these are complex issues that need more discussion and decisions
made as to what to do with them in the future and how the work will be financed.
A brief discussion followed on the floor regarding the Farmers’ Market at DeWitt Park on
Tuesdays, and what should be done with the muddy areas between the street and sidewalk.
Supt. Thorne reported that the City talked with the representatives of the market and gave them
the option of the City putting in sod if market would put a deposit down with the City. They did
not want to make the deposit, and are willing to bear the mud on market days.
Temporary Relinquishment of City Right-of-Way for 719-25 South Meadow Street (Texas
Roadhouse):
The City Attorney’s office provided the following memorandum for the Board regarding the
request:
Texas Roadhouse Holdings LLC is scheduled to begin construction of a restaurant located
in the commercial complex at 719-725 South Meadow Street this fall; its initial leasehold is
for thirty years. A 1951 deed refers to the right of the City to demand that a 16-foot-wide
strip of land on the south end of the property be conveyed to the City "for street
purposes," but this has never been done, and there are no plans to demand that this land
be conveyed to the City for street purposes. The proposed restaurant will be built in part
on this area, and Texas Roadhouse has agreed to pay the City $33,862.58 (a valuation
derived from the net present value of thirty years of license fees for the area depicted on the
attached map) in exchange for the City's temporarily relinquishing its right to demand
conveyance of that portion of the property while the restaurant is in operation. While only
Common Council has the authority to enter into the agreement sought by Texas Roadhouse,
the Board must determine whether the area depicted on the attached exhibit has a current
public works purpose. The Superintendent of Public Works and Director of Engineering believe
that it does not, and support the following resolution:
Determination of Public Works Purpose for 719-25 South Meadow Street – Proposed
Resolution
WHEREAS, Texas Roadhouse Holdings LLC plans to construct a restaurant at 719-725 South
Meadow Street (“Restaurant”) pursuant to a lease with a term of thirty years; and
WHEREAS, a 1951 deed refers to the right of the City to demand that a 16-foot-strip of land on
the south end of that property be conveyed to the City “for street purposes”; and
WHEREAS, the City has not previously demanded that the strip of land be conveyed to the City,
and the Superintendent of Public Works has no plans to use the strip of land for street
purposes; and
WHEREAS, the Restaurant is to be constructed in part on that area, and Texas Roadhouse
desires to secure a commitment from the City to temporarily relinquish its right to require that a
portion of the land be deeded to the City while the Restaurant is in operation in exchange for fair
value; now, therefore be it
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13
RESOLVED, That the Board finds that the portion of the property reflected on the attached
exhibit has no current public works purpose.
After a brief discussion about the request the Board expressed their support for the resolution,
which will be brought back for a vote at the August 10, 2015 meeting.
Water Craft Recreation Storage – Discussion:
Commissioner Goldsmith would like to provide access to launch facilities for water craft
(canoes, kayaks, paddleboards, etc.) at Stewart Park. There seem to be three issues of
concern that need discussion. The first is a vendor that could operate off either racks or trailers
(similar to what is currently being done at Myers Park and Taughannock Falls State Park). A
vendor has offered to operate such a facility at Stewart Park and is ready to go. The City would
need to do competitive bidding, which works very well at both parks noted above. The second
would be for the City to provide racks for users to lock up equipment/water craft, and the third is
to just provide a place where people can come up with the water craft on the roof of their vehicle
or on a trailer to launch. He noted that there are other possible locations at Inlet Island and
Cass Park, where launching is already available to the public. A simple rack in one location
could be built for about $200.00 where people could store water craft up to 40' shells. A
possibility would be to ask Cascadilla Boat Club to allow it at their location in Stewart Park,
which would solve the problem instantly. The facility could be used on a first come first serve
basis, and payment for whatever the fee would be for storage outside. The other possibility is to
have the City build a rack on city land, in which case it could just happen.
Supt. Thorne responded that if the City were to provide a place at Stewart Park for the public to
lease racks for water craft storage and lease it on a first come first serve basis, it would need to
go through Common Council because it is parkland. He would like to have the Water Recreation
Committee take a look at possible locations and plans, have the City Attorney review any
recommendations, have the Parks Commission review, have the Board of Public Works review,
and then take it Common Council for final approval in time for next summers’ boating season.
Discussion followed on the floor regarding public access to launch water craft from Stewart
Park. It is unclear to the public that there is access for them to launch because it looks like the
property belongs to the Cascadilla Boat Club. There is also a need to have a parking area to
park vehicles with trailers while the public uses the watercraft in the lake. It was suggested that
a sign be installed that would indicate public access. The City would also need to install a sign
that says park your vehicle and trailer somewhere else. The Board is very interested in allowing
the public as much access to the area to launch watercraft as possible.
Supt. Thorne explained that for some of the reasons noted above he would like a map with
proposed areas to launch and park be reviewed and approved by the City Attorney before the
Board takes any action.
Commissioner Goldsmith stated that the public seems to be getting mixed signals about access
for launching at Stewart Park. He spoke with one member of Water Recreation Committee that
has nothing to do with the Cascadilla Boat Club, who is a Cayuga Lake advocate and avid
kayak user, and they had no idea that the public could use that area to launch from. That is one
of the reasons why a sign is needed, as well as space to park a vehicle with a trailer.
Adjournment:
On a motion the meeting adjourned at 6:43 p.m.
______________________________ __________________________
Sarah L. Myers, Svante L. Myrick,
Information Mgt. Specialist Mayor