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HomeMy WebLinkAboutMN-BPW-2015-11-23BOARD OF PUBLIC WORKS MEETING PROCEEDINGS Regular Meeting 4:45 p.m. November 23, 2015 Present: Mayor Myrick Commissioners (4) Greene, Darling, Goldsmith, Jenkins Others Present: Supt. of Public Works – Thorne Director of Engineering – West Asst. Supt. S & F - Benjamin Asst. Supt. W & S – Whitney CC Liaison – Fleming Transportation Engineer – Logue Information Management Specialist – Myers Excused: Commissioner Warden Call to Order - Additions to or Deletions From the Agenda: Supt. Thorne requested the addition of the following items to the agenda: 1. “Approval for Installation of a Fence Around the Stewart Park Carousel - Resolution” 2. Discussion regarding asbestos in City Hall 3. Item 11A entitled “Approval for the Use of a Portion of Stewart Park for a Cayuga Wetlands Restoration Program - Resolution” should not be a voting item. He needs to make some wording changes to the resolution before the Board votes on it. No Board Member Objected. Commissioner Jenkins requested that the order of the Board of Public Works agenda be changed permanently to have “Administration and Communications”, which usually includes approval of minutes, become item number five on the agenda right after “Response to the Public”. No Board Member Objected. Communications and Hearings From Persons Before the Board: Mimi Mehaffey, Town of Enfield and employee of Collegetown Bagels on College Avenue, addressed the Board regarding food trucks in Collegetown. She expressed her agreement that food trucks are an up and coming trend. She also voiced concerns about the need for the City to have a well thought out plan for the placement and regulating of food trucks around the City. She noted that enforcement of food truck regulations and requirements will need to be addressed and should be done by other than the Ithaca Police Department as that is not their responsibility. She noted that thus far with the City’s current food truck program issues have arisen such as obstructed sidewalks, lack of trash removal, and lack of compliance with ADA requirements. She left her written comments, which she was not able to complete during her three minutes, to be distributed to Board members after the meeting. Board of Public Works Meeting Minutes November 23, 2015 2 Response to the Public: Commissioner Darling responded to comments made regarding food trucks in Collegetown related to obstructed sidewalks, lack of trash removal, and his serious concerns about those issues. Commissioner Greene expressed his opinion that the points made by Ms. Mehaffey about food trucks were well thought out and very much appreciated. He agreed that the City does need to think about the broader issue of enforcement and future regulation by the Ithaca Fire Department of food trucks related to their use of propane. It was noted that both the Ithaca Fire Department and Ithaca Police Department have the capability to provide 24 hour enforcement of the rules. Director of Engineering West reported that staff from the Ithaca Fire Department attended the last Commons Advisory Board meeting to discuss proposed changes to the regulation of food trucks. The fire department has heard concerns from community members regarding the safety and what, if any, regulations are in place for monitoring the safety of food trucks. The department is proposing the implementation of new requirements related to the use of propane and fire safety compliance measures for operation a food truck in the City of Ithaca. Commissioner Goldsmith thanked Ms. Mehaffey for her very clear, precise, and useful comments regarding food trucks. Mayor Myrick stated that the Board of Public Works is not inclined, at this point in time, to support the expansion of spots for food trucks in the City of Ithaca. It is important that they be safely regulated, which is why the fire department is proposing specific requirements for the operation and use of propane by food truck vendors. He thanked Ms. Mehaffey for her comments. Reports: CC Liaison Fleming reported that she, Alderpersons Smith and Graham, the former owner of Student Agencies, and Mark Kielman met Ms. Mehaffey to share concerns about food trucks. They noted that one of the reasons cited to support the allowance of food trucks in the City of Ithaca was their ability to offer a variety in late night food options in Collegetown since most restaurants closed by 10:00 p.m. However, that is not necessarily the case as there are some brick and mortar restaurants that remain open and serving food until 1:00 a.m. Alderperson Kerslick felt that it would be good for the Planning and Economic Development Committee to have this topic on a future agenda. The Committee could then discuss and review some of the issues and concerns that have been raised by both the food truck owners and owners of the brick and mortar restaurants in the Collegetown area. Director of Engineering West reported that the evaluation of the Green Street parking garage was completed. During the evaluation they found an additional beam which was severely deteriorated located on the western third of the parking garage. The area has been closed, and the contractor for the City, Crane Hogan, is making the repairs. The garage has been braced and will remain in place until repairs are completed. Director of Engineering West further reported that staff recently met with a merchant from Collegetown during an economic development committee meeting. A Collegetown Business Association has been created that will then specifically address both private and public streetscape development in Collegetown. He then explained that today was his last Board of Public Works; he is retiring. Board of Public Works Meeting Minutes November 23, 2015 3 Mayor Myrick and Board members expressed the fact that everyone would miss Tom’s sense of humor and expertise. That expertise enabled him to point to them many useful suggestions for making decisions about various topics, which they all very much appreciated. Asst. Supt. Benjamin reported that the Snow Watch crew started Sunday night. Until snow falls, the crew will be picking up leaves and yard waste. The day crew is busy repairing pot holes, and other miscellaneous and odd jobs that staff can’t find time during the summer to complete. Asst. Supt. Whitney reported that crews have had a little respite from water main breaks. This has enabled them to devote time to new service work including the new Holiday Inn Express on Elmira Road, and the new siting of water mains for Texas Road House restaurant on Meadow Street. When the days are too cold they will go to work on the rebuild of the Wood Street sanitary main. Director of Parking Nagy provided bar graphs on occupancy rates for all three parking garages; he noted that he would try to provide revenue reports for the Board in the future. The Green Street parking garage has seen a steady increase in occupancy from 40% to 70% since 2013. There is also information showing the difference in occupancy and revenue from when students are here and not here. Staff will pay attention to occupancy figures to see if the increase in parking rates for on street parking is freeing up on street spaces and increasing occupancy in the parking garages. Rates will be adjusted accordingly. Administration: Approval of the October 26, 2015 Board of Public Works Meeting Minutes - Resolution By Commissioner Jenkins: Seconded by Commissioner Goldsmith RESOLVED, That the minutes of the October 26, 2015 Board of Public Works meeting be approved as published. Carried Unanimously New Project Presentation: Municipal Broadband Presentation from Fiberspark: Two representatives from Fiberspark explained a little about what they’re doing in Ithaca to expand broadband choices for the public. They are an internet service provider building their own fiber optic network for high speed internet. Currently, they are primarily focusing on home internet service by providing another option other than from the big cable service providers. They are also trying to solve some of the issues customers find related to customer service by other providers. They foresee that in the future the public be watching a lot of video online, i.e. Netflix, as well as wanting the capability for high quality video conferencing that will improve their ability to work from home. Another driver in their work to provide broadband service in the City of Ithaca is the fact that there aren’t a lot of options for providers of high speed internet to choose from. Currently, 75% of homes in the United States have only one option for high speed internet, and for City of Ithaca residents that is Time Warner Cable. Their solution for Ithaca would be to run fiber optic lines along telephone poles, connecting to residences and small business with a fiber jack in the wall to connect to the Internet. They offer two options for speed service (1,000 mgb and 100 mgb), that compares to 50 mgb for the fastest download that Time Warner Cable is able to provide, at a cost of $70/$50 per month. Right now, they are working in the Belle Sherman area by getting people to sign up first for their service, and then laying the fiber optic lines. They have been operating a pilot network in Collegetown, mostly to students, and are now looking to expand their service neighborhood by neighborhood across the City to whoever Board of Public Works Meeting Minutes November 23, 2015 4 wants it. They are just now on the cusp of doing a big additional build out in Collegetown using Syracuse utilities for line work, then doing some of the line drops from poles to customers themselves, that work will begin shortly. Commissioner Goldsmith asked whether they rent space on the poles or how that is done. They explained that they are in the public right-of-way for the City, and NYSEG and/or Verizon own the existing utility poles. The NYS regulatory authority controls the transmission through the poles and any hook up to them. Right now, they interface indirectly with NYSEG and Verizon to which they pay rent for use of the poles because they already have agreements in place with the regulatory authority. They also explained that there are multiple upstream providers (Finger Lakes Technology and Windstream, with a few others to tie into soon) to provide actual internet services, but that right now these companies only serve businesses in the City. Director of Engineering West explained that with the recent reconstruction of the Commons, the City of Ithaca installed a fairly extensive underground highway for utilities. There are points of connection to either Finger Lakes Technology or Verizon. Downtown businesses and residences hope that Fiberspark will look downtown soon for expansion of their broadband service because access to those utility lines would be directly from the City of Ithaca to them. Further, the same type of underground utility system is planned for the Collegetown area, and he encouraged Fiberspark to be active participants in that process as well. Fiberspark representatives responded that they have been following the utility work on the Commons and need to work with the City Attorney to get things sorted out in order for them to begin to provide service downtown. Director of Engineering West stated that the Board of Public Works recently approved an agreement, which was created and approved by the Board that allowed Finger Lakes Technology to tap into the underground utility lines on the Commons so it should not take long for Fiberspark to work with the City Attorney and come to an agreement. Commissioner Greene noted that with the Collegetown development planned, the utility poles are probably going to be removed and utilities placed underground. Is that transition going to be something that Fiberspark can adapt to easily? The representatives responded that they have already gone to the use of underground utilities at Eddygate, so it will not be a problem for them. They did inquire, though, as to how they can best stay on top of the new underground utility lines being built in Collegetown. Supt. Thorne requested that they leave their business card with him so he can reach out to them as needed. He stated that the City is working with NYSEG who will be installing the underground conduits that will incorporate Verizon, cable, and other utility needs as the development in Collegetown progresses. Board members expressed their thanks for the presentation. Highways, Streets & Sidewalks: Update of Mobile Vending Rates - Resolution By Commissioner Jenkins: Seconded by Commissioner Darling WHEREAS, the Board of Public Works adopted the Street Vending Policy for the City of Ithaca on January 27, 2014; and WHEREAS, vending fees are based on the parking rate charged for on-street parking at each location; and Board of Public Works Meeting Minutes November 23, 2015 5 WHEREAS, on-street parking rates are updated on an annual basis; now, therefore be it RESOLVED, That the Street Vending Policy be amended to read as follows: “V. Fees B. Permit Fees 1. Permit Fees are based on on-street parking rates and determined by the location requested, taking into account the zone and time limits per location. (see Appendix A) Quarterly fees must be paid at least 10 days prior to the end of the quarter.” and be it further RESOLVED, That future vending fees shall be updated automatically to reflect on-street parking rates. Carried Unanimously Parking & Traffic: 2016 City of Ithaca Parking Rates - Resolution By Commissioner Darling: Seconded by Commissioner Jenkins WHEREAS, the Board of Public Works has considered the proposed 2016 rates for municipal parking facilities in order to meet the adopted 2016 budget revenue projection; and WHEREAS, the following chart contains the entire rate structure for all rates within the City for 2016; now, therefore be it RESOLVED, That the Board of Public Works hereby adopts the proposed 2016 parking rates as follows in the attached table; and, be it further RESOLVED, That all rates shall go into effect January 1, 2016, and shall remain until the Board of Public Works directs otherwise. Monthly Permits Actual 2015 Rates Effective 1/1/15 Proposed 2016 Rates Effective 1/1/16 Amount Changed Seneca Garage, Day and Night All Levels, Full Access (24/7) $93.00/mo $96.00/mo 3% increase Contract with Hotel1 $54.00/mo $56.00/mo 3% increase Contract with Cascade Plaza, LLC $93.00/mo $96.00/mo 3% increase Worker’s Special (M-F/10 hrs/day, 210 hrs/mo) $76.00/mo $78.00/mo 3% increase Part time Special (24/7, 105 hrs/mo) $65.00/mo $67.00/mo 3% increase Overnight Only Special (5pm-8am) $45.00/mo $46.00/mo 3% increase Primo Part time Special (24/7, 68 hrs/mo) $41.00/mo $42.00/mo 3% Increase Green Street Garage, Day and Night All Levels, Full Access $82.00/mo $85.00/mo 3% increase Contract with Ciminelli2 $54.00 $54.32/ mo 0.6% increase CPI Worker’s Special (M-F/10 hrs/day, 210 hrs/mo) $67.50/ mo $69.50/mo 3% Increase Part time Special (24/7, 105 hrs/mo) $58.00/ mo $60.00/mo 3% Increase Overnight Only Special (5pm-8am) $40.00/ mo $41.00/mo 3% Increase Board of Public Works Meeting Minutes November 23, 2015 6 Green Street Continued Primo Part time Special (24/7, 68 hrs/mo) $37.00/ mo $38.00/mo 3% Increase Cayuga Street Garage, Day and Night (before sales tax) All Levels, including long-term storage $65.00/mo $67.00/mo 3% increase Contract Cornell Rate $52.66 $52.98 0.6% increase CPI Contract with County (Library)3 $65.00/ mo $67.00/ mo 3% Increase Premium Area Rates $119.00/mo $123.00/mo 3% increase Dryden Road Garage Full Access (24/7) $154.50/mo $159.00/mo 3% increase beginning July 1, 2016, Discounted Hourly (250 hours)4 $120.00/mo Discontinue Worker’s Special (210 hrs/mo) $125.00/mo 129.00/mo 3% Increase Part time Special (24/7, 105 hrs/mo) 68.00/mo $70.00/mo 3% Increase Overnight Only Special (M-F/6pm-9am/ Free Weekends) 125.00/mo $129.00/mo 3% Increase Primo Part time Special (24/7, 68 hrs/mo) $45.00 /mo $46.00/mo 3% Increase Other Non-Meter Permit Parking Contract with County (DSS)3 $49.00/mo $50.00 2% increase Weekly Rates Actual 2015 Rates Effective 1/1/15 Proposed 2016 Rates Effective 1/1/16 Amount Changed Seneca Garage, Day and Night $23.50 $30.00 28% Increase Green Street Garage, Day and Night $23.50 $28.00 20% Increase Dryden Road Garage, 24 Hours $37.00 $50.00 35% Increase Hourly Rates5 Actual 2015 Rates Effective 1/1/15 Proposed 2016 Rates Effective 1/1/16 Amount Changed Seneca, Green, Cayuga Street Garages6 Per hour $1/hour $1/hour No Change Maximum $7/day $7/day No Change Dryden Road Garage 0 – 24 $1/hour $1/hour No Change Maximum $15/day $15/day No Change Bulk Purchase: Garage Tokens or Tracer Tickets $26.00/ 40 hours $26.00/ 40 hours No Change Special Event Rate (weekend day entrance fee, 24 hour parking limit) Downtown garages $5 $5 No Change Parking Meters and Pay and Display Surface Lot: Green Street Garage7 $2.00/hour No max. $2.25/hour No max. 12% increase Downtown (begin As Pay Machines are installed) $1.50/hr 2 hr. max. $1.50/hr 2 hr. max. No Change Collegetown (begins as pay machines $1.50/hr $1.50/hr No Change Board of Public Works Meeting Minutes November 23, 2015 7 Hourly Rates5 Actual 2015 Rates Effective 1/1/15 Proposed 2016 Rates Effective 1/1/16 Amount Changed are Installed) 2 hr. max. 2 hr. max. Thurston & Stewart Ave. & Edgemoor (begins as pay machines are installed) $0.75/hr 9 hr. max. $0.75/hr 9 hr. max. No Change Foot Notes 1 – Volume discount rate for 104 spaces – see contract 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 for first 250 permits after August 1, 2007, “from time to time” based on percentage change in the CPI between adjustment dates. The percentage change in the CPI from August 2014 to August 2015 was 0.6%. 3 – The County’s Mental Health/Library agreement for 100 spaces in Green Street Garage (and/or Lot D) has expired. The Board of Public Works agreed to transition the rate charged to County employees to the full market rate over a period of five years. The rate for 2015 is100% of the market rate. County’s DSS agreement for 20 spaces on West State Street (in “Fire Station lot”) expires December 31, 2016. 4 – The Dryden Road garage permits for only day use or only night use were discontinued in 2011, and replaced with a monthly permit valid for up to 250 hours of parking. In order to keep consistency between the garages we will discontinue the 250 hours permit and keep the 210 hour permit at all three city locations. 5 – Fees charged: Downtown garages, 3:00 a.m. to 8:00 p.m., Monday through Friday: Dryden Road garage and Green Street Surface Lot, 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 – In 2011, the pay station for the Green Street Surface Lot was put on line, and the hourly rate increased to $2 per hour. There has been no increase in 5 years. 8- Increase in Garage weekly rate is to discourage people buying 4 weeks would be less than a month rate. Carried Unanimously Creeks, Bridges & Parks: Support for the Use of a Portion of Stewart Park for a Cayuga Wetlands Restoration Project - Resolution By Commissioner Greene: Seconded by Commissioner Jenkins WHEREAS, New Roots Charter School presented a proposal for wetland restoration along the shore of Cayuga Lake in Stewart Park; and WHEREAS, the project would involve students planting cattails to study natural water purification and aquifer protections; and WHEREAS, the students would grow cattails and transplant them to the location; and WHEREAS, they would then research water quality and track animal life; now, therefore be it RESOLVED, That the Board of Public Works supports the use of Stewart Park for this project; and, be it further RESOLVED, That the Board requests a site plan showing the planting locations and schedule from New Roots Charter School prior to the beginning of the project; and, be it further Board of Public Works Meeting Minutes November 23, 2015 8 RESOLVED, That the Board requests that New Roots Charter School contact the New York State Department of Environmental Conservation regarding the project and report back to the Board on their recommendation; and, be it further RESOLVED, That once the City receives the report from the NYSDEC that the Parks Commission, Natural Areas Commission, and Conservation Advisory Council be consulted about the proposal in order to provide any recommendations they may have prior to any approval given by the Board for the project to proceed. Supt. Thorne reported that staff met earlier today to discuss the proposal, they want to make sure that special consideration for containment of hydrilla and prevention of its spread in the area be given to the project. They would recommend that New Roots Charter School discuss the project with New York State Department of Environmental Conservation (NYSDEC) to seek their approval prior to beginning the project. Discussion followed on the floor regarding concerns that have been raised regarding the appropriateness of cattails in the area, how the project might impact the bird sanctuary, and the importance of obtaining support and guidance for the project from the NYSDEC. In addition, prior to any approval the Board might provide for the project, the Parks Commission, Natural Areas Commission, and Conservation Advisory Council would all need to be consulted in order to have an opportunity to provide a recommendation to the Board. A Vote on the Resolution Resulted As Follows: Carried Unanimously Water and Sewer: Authorization to Resend the Water Bill for the Correct Amount for 113 Dryden Road Water Billing – Resolution By Commissioner Goldsmith: Seconded by Commissioner Jenkins WHEREAS, on October 16, 2008 the City replaced a manual-read Badger 4-inch dual body compound water meter (Badger) with a new radio-read capable Master Meter 4- inch dual body compound water meter (Master Meter); and WHEREAS, on June 22, 2015 City Water Meter Technicians replaced the Master Meter due to consistent readings well below the historical range for this account, and upon examination of the Master Meter, it was discovered that the radio reading transmitted from the high flow register was incorrect by a factor of 10 {i.e. meter head mechanical register read 17,857-HCF, radio read picked up 1,785-HCF}; and WHEREAS, based on the actual reads from the mechanical registers (less the previous billings) a bill for an additional 13,020-HCF {$120,695.40} was prepared and sent on July 2, 2015; and WHEREAS, upon request by the Owner of 113 Dryden Road, the account history was reviewed by the Assistant Superintendent of Public Works for Water and Sewer, the Superintendent of Public Works, and a member of the Board of Public Works, and upon review, it was discovered that in addition to the decimal point error on the high flow readings, the high flow register stopped working in the 3rd or 4th quarter of 2012; and WHEREAS, the Department of Public Works has prepared an adjusted consumption and billing schedule which accounts for the decimal point error on the high flow register, and assumes a minimum quarterly consumption for the billing periods for which the high flow register was not working; and Board of Public Works Meeting Minutes November 23, 2015 9 WHEREAS, the prior bill sent on July 1, 2015 in the amount of $120,695.40 is incorrect because it did not account for the period of time that the high flow register was not working and also included billing periods prior to the 6-year statute of limitation; and WHEREAS, the adjusted consumption and billing analysis properly accounts for the non-functioning meter and 6-year statute of limitations, and the revised billing amount is $154,817.96; now. therefore be it RESOLVED, That the City of Ithaca expunges the $120,695.40 billed on July 2, 2015; and, be it further RESOLVED, That the City of Ithaca issue a new bill for the quarter ending January 5, 2010 through the quarter ending April 3, 2015 in the amount of $154,817.96. Supt. Thorne explained how staff reviewed the data and determined what the correct water meter readings should have been, and then what the amount of the corresponding bill should be. He stated that staff are giving the property owner a lot of benefit of the doubt, by going with the lowest minimum billing rate rather than just an average. Commissioner Goldsmith expressed his opinion that this is a very generous way to determine what bill should be. He would also like to vote on the resolution today, since the Board discussed it at a previous meeting. A Vote on the Resolution Resulted As Follows: Carried Unanimously Discussion Items: Street Lights in the 500 Block of West Clinton Street: Transportation Engineer Logue joined the Board for this discussion. The applicant, was also at the meeting to participate in the discussion. Transportation Engineer Logue reported that the applicant, who lives on the 500 block of West Clinton Street, submitted a petition with 20 signatures (not incl. their own) representing approximately 16 households in the vicinity of the 500 block of West Clinton Street requesting that additional street lights be installed to better illuminate the sidewalks and to make the area feel safer at night. He explained that he visited the area to see the locations of the existing street lights. The street lights are installed, as is typical, on every other utility pole; resulting (if his recall is correct) in two midblock lights and one near the Corn Street intersection. The tree canopy possibly reduces the effectiveness of the lights; perhaps some trimming could be performed. He does sympathize with the residents and agree that additional street lighting would make it easier to walk at night and would make neighborhoods feel safer. However, there is no particular defect with the lights in the 500 block of West Clinton Street and it seems that the street lights are installed according to our typical practice. Therefore, he feels that this is not an issue that can be appropriately addressed by staff, but rather a policy question that the Board of Public Works should consider. Also, there is an additional annual cost associated with installing additional street lights which would need to be budgeted. That is why it was recommended that a written request be submitted to the Board of Public Works, well as that a petition from residents would likely help their case. Board of Public Works Meeting Minutes November 23, 2015 10 Commissioner Goldsmith noted that this matter has come to the Board’s attention because it is a safety concern. He supports the request for more lights, and reported that some cities, instead of just running street lights, pay for everyone’s front porch light to be left on at night; which reports say do wonders for neighborhoods. The typical and current high arching lights are not as good as the little old fashioned street lights which light the sidewalk rather than the street. Commissioner Greene stated that street lighting around the city differs greatly neighborhood from neighborhood. On Mitchell Street it’s overkill with stadium like lighting. There has to be a better solution to the problem, and agreed that whatever type of lighting is chosen, it is more appropriate that it light up the sidewalk rather than the street. Commissioner Goldsmith wondered whether the City might investigate whether there might be grants available somewhere to fund street lights (i.e. the safe routes to school grant project). It would be a project worthy of the city taking on in an effort to provide increased sidewalk lighting around the City for everyone – especially since there are five to six months out of the year that the days are so short and dark. Commissioner Greene supported that idea and suggested that whatever is done, that the city coordinate it in an efficient manner such as neighborhood by neighborhood. He is sure that there are many other neighborhoods of the city that would appreciate better lighting at sidewalks. Director of Engineering West stated that the city received a similar request from the Cleveland Avenue neighborhood, and the Ithaca Urban Renewal Agency (IURA) responded with street lighting on a pedestrian scale as well as some front door lighting. He thinks it was done as a community development block grant project, so there might be funding available from the IURA that could be used in this instance. Mayor Myrick agreed that a short term goal should be to improve the lighting along the sidewalk on the 500 block of West Clinton Street, and to see whether the IURA might have funds to use. In the long term, there should be a city-wide program to improve lighting in every neighborhood. He asked whether the City could, in the meantime, make a request to NYSEG to change the light poles. Transportation Engineer Logue responded that there is a process with NYSEG to request additional streets lights at a cost of $300,000 per year per light. The City could just request NYSEG add one additional light on West Clinton Street, but then it would open the City up for questions about why not other neighborhoods around the City as well. The rule that the City has been following has been a light on every other pole. Staff talked about taking a meter out to see what the light along the street and sidewalk looks like and whether another street light would help, which would be the fastest way to improve the lighting, and then in the long term develop a project and work on it with the IURA. Discussion followed on the floor regarding what the various costs might be for adding one or many additional street lights on the block, and to check with NYSEG to see if there are other types of street lights that might provide better lighting for pedestrians. Commissioner Darling stated that he likes the three pronged approach; address this particular neighborhood concern objectively, and when the next request comes in the city should determine the best way to improve pedestrian lighting city wide. At that time, he expects the technology used for exterior lighting should be very wide and so there should be an affordable and effective solution to address the safety concerns of all the Board of Public Works Meeting Minutes November 23, 2015 11 neighborhoods in the City. He noted that fortunately neighborhoods in the Belle Sherman and the Collegetown area are currently very well lit. Supt. Thorne stated that he met recently with some Common Council members, and one of the concerns raised was the lighting on Cayuga Street. Would it be worthwhile to get recommendations from lighting experts for what lighting should be used in different areas of the City? He agrees that whatever way the City proceeds, it needs to be done in a very cohesive and planned way utilizing lighting experts. Mayor Myrick suggested that staff work with different blocks/neighborhoods for what each area wants and needs to improve lighting on the sidewalk. This is a perfect example of a neighborhood coming together (500 block of West Clinton Street) with a proposal to address safety concerns. Both the Board and Staff agree, though, that something needs to be done in the short term for this particular block of West Clinton Street. Commissioner Darling suggested that city residents be invited to participate in this process, and suggested that a project of this type might have support from both staff and city residents to be funded in a manner similar to the Sidewalk Improvement Districts and Stormwater Management programs. Commissioner Greene stated that he would love to see what other communities are doing with lighting strategies in neighborhoods that are innovative. This is also a good opportunity to ask NYSEG whether they are doing anything different with neighborhood lighting around New York State. Asst. Supt. Whitney stated that under Municipal Law, the City of Ithaca would be able to create a lighting district, similar to the current water and sewer districts so that mechanism is already in place should the City want to implement such a district. It was noted that with all the new development occurring around the City, that it would also help increase and improve lighting around the City. Board Members expressed their thanks to the applicant and Transportation Engineer Logue for bringing this matter to their attention. Recommendations from the Parks Commission: Proposed Paddle Craft Storage and Concessions Locations: Supt. Thorne reported that he has provided this proposal regarding paddle craft storage and concession locations to the Board today for their endorsement, and discussion only. Since a lot of the locations are in city parks, the proposal will need to go to Common Council for final approval. The details and proposed locations for the storage and concession areas will be attached to the minutes. The Parks Commission provided the following recommendation regarding the proposal: “Superintendent Thorne presented the Water Recreation Committee's proposed locations for paddle craft storage and concessions. Parks Commissioners noted that the storage and concessions would improve water access for many in the community. The Parks Commission voted unanimously to support locations (1-4). Commissioners also seemed supportive of locations 5 and 6 but noted these sites are not on City parkland”. Commissioner Goldsmith stated that Supt. Thorne has done a great job on the Water Recreation Committee and its responsibilities as chair; it has almost become a fulltime job for him. He thanked him for his work to move the committee forward and on task in a very short amount of time. Board of Public Works Meeting Minutes November 23, 2015 12 Supt. Thorne stated that the committee was looking at ways to improve access to the water for the public. One way is boat storage for man powered vessels to make it easier to get them into the water. It will be easier to get boats in the water if there is storage nearby. The proposed locations for boat storage are Cass Park, the Ithaca Farmers’ Market, and the area adjacent to the city golf course. Commissioner Goldsmith clarified that the word concession refers to renting water craft. Already, there are several vendors interested in applying to the City to provide the service. Supt. Thorne explained that he followed the New York State Parks standard when he was working on the proposal. The storage racks will hold 12 boats, NYS charges $100.00 per slot per season. He estimated the rates here a little on the high side. However, the point is they could pay for themselves in one season, and be built by the city and managed by Youth Bureau staff. The Youth Bureau Director is supportive of the proposal. The new sheds would be placed next to the existing sheds at the Youth Bureau. He stated that Cornell University Kite and Boarding have expressed interested in participating in the City’s program, so the city would have to come up with rate for them. The portable concessions are where a vendor would pull a trailer, loaded with canoes, to set up at their licensed location and then rent canoes to the public. The locations for the storage sheds could be either semi or permanent locations that would operate out of a city-owned facility. The dock would be a floating one for the public to pull up next to for entering or exiting the water. The proposal includes a location for the storage racks next to the State Park boat racks, and the rate would be $99 per season. He reported that the State has two boat racks in that location, and they are constantly full. The City Attorney has instructed him to talk with the staff at the Ithaca Farmers’ Market on how to work out an arrangement for the proposed location that is within their leased area. Mayor Myrick thanked Supt. Thorne for his work on the committee and for providing the proposal for possible locations for storage and/or leasing of man powered water craft by Cayuga Lake. He noted that some of the suggestions may take longer than others to implement. Supt. Thorne explained that there should be 3 to 4 of the proposals ready to implement by the next boating season. Supt. Thorne stated that city crews will work on building the docks and will utilize wood and materials from the old Bernie Milton Pavilion that were salvaged to help keep the costs low for the City. Mayor Myrick asked what the Board needed to do next to move this recommendation onto Common Council. Will there be a resolution listing each of the locations for the Board to approve? Supt. Thorne responded yes, the resolution will include approval of four locations, and then it will go onto Common Council for final approval. A brief discussion followed on the floor regarding interest raised by community members about locations in the City of Ithaca where swimming might be allowed. Proposed Changes to Chapter 157 of the City of Ithaca Municipal Code entitled “Commons”: Mayor Myrick explained that the proposed changes to the ordinance are minor and non- controversial. The ordinance with proposed changes outlined will be attached to the minutes of this meeting for informational purposes. Board of Public Works Meeting Minutes November 23, 2015 13 The Board did not object to the proposed changes to the legislation, so Supt. Thorne will provide a resolution for them to approve at their next meeting. It will then go to the Planning and Economic Development Committee for review and approval, and then to Common Council for final approval. New Business: Asbestos Abatement - City Hall Director of Engineering West provided the following information to the Board which explains the reason and need for the abatement work: “This is a recommendation for a program of limited remediation and abatement of broken vinyl asbestos floor tile in various locations in City Hall. With the Board’s concurrence, this recommendation will be forwarded to the Common Council for authorization of a budget not to exceed $50,000. In response to employee complaints about broken floor tiles on the fourth floor of City Hall, the New York State Department of Labor (DOL) conducted an investigation of the complaint. The DOL issued notices of violation regarding incidental disturbance of asbestos containing materials which require immediate correction by the City. The City has engaged the services of Delta Engineers to inventory the extent and condition of the floor tiles in the building. Delta analyzed samples of all floor tiles and other building materials for the presence of asbestos. In addition, both DOL and Delta conducted air monitoring to determine if employees have been exposed to asbestos fibers. Air monitoring by both the DOL and Delta indicate fiber counts “significantly below the OSHA Permissible Exposure Limit.” That’s the good news. The majority of floor tile in the basement and on the 2nd, 3rd and 4th floors does contain asbestos. Delta identified 12 locations where tiles are broken and are, or could be, subject to remediation (remediation option 1). An additional 35 locations were identified as “deteriorated/damaged/delaminated”. Although these locations are not mentioned in the notices of violation, they constitute likely future disturbances that will require remediation (remediation option 2). Lastly, Delta presented a third option for full abatement of all vinyl asbestos tile in the building (remediation option 3). Delta provided an estimate for abatement for each remediation option. These estimates do not include expenses associated with bidding, administration, re-location of employees, moving and re-moving furniture, clearance air monitoring, temporary operations space or restoring finished surfaces in the abated areas. However; the estimates are very general indications of the relative cost of each option. Based upon the abatement estimates option 2 is 6 times greater than option 1 and option 3 is 9 times greater than option 1. In the interest of making an immediate response to the DOL notices of violation and responding to employees’ concerns regarding disturbed vinyl asbestos floor tiling, engineering staff recommends establishment of a budget not to exceed $50,000 to complete option 1.” Director of Engineering West reported that there is no indication that staff have been exposed to any fibers of asbestos, and the asbestos found poses a very low threat. The City of Ithaca has to respond to the “Notice of Violation” from the New York State Department of Labor. Proposals for how to proceed with the abatement of the asbestos have been provided to the City, they are: abate the twelve (12) incidental disturbances Board of Public Works Meeting Minutes November 23, 2015 14 in City Hall plus another 35 (i.e. cracked floor tiles); or, abate and remove all tiles from City Hall. He further reported that costs for abatement have been estimated at $14,000, $28,000, and $130,000. They consist of costs for air monitoring, cost for moving employees and office furnishings twice, and the cost for setting up a place for the displaced employees to work while the abatement work is performed. The price might even escalate well into six figures. Staff would recommend that the City take care of the 12 required items ($14,000.00). Staff would like to request of Common Council approval of a budget for the abatement needed in an amount not to exceed $50,000. Director of Engineering West explained that with the Board’s concurrence and approval, this item would be placed on the December 2, 2015 Common Council meeting agenda as a member-filed resolution to approve the requested budget amount for the project. The Notice of Violation requires that the City of Ithaca correct the violations immediately – within 30 days. The Board supported staff’s recommendation and voted on the following resolution. Resolution to Fund Abatement of Asbestos Containing Materials – City Hall By Commissioner Goldsmith: Seconded by Commissioner Greene WHEREAS, much of the floor covering in the building which is now City Hall was constructed with floor tiles containing asbestos; and WHEREAS, the original floor tiles in City Hall are breaking and crumbling which causes concern for employees and limits the ability of staff to appropriately maintain the floors; and WHEREAS, the City of Ithaca has received a notice of violation from the New York State Department of Labor, Asbestos Bureau regarding broken floor tiles which contain asbestos; and WHEREAS, the notice of violation requires that the broken floor tiles be repaired and abated; and WHEREAS, Department of Public Works staff and the City's consultant, Delta Engineers, Architects & Land Surveyors have identified several viable methods for abatement of the floor tiles which contain asbestos; and WHEREAS, repair and abatement of asbestos containing materials requires the services of specialized engineers and contractors as well as various permits, relocations and restoration; and WHEREAS, a schedule and a budget for accomplishing this work needs to be established; now, therefore be it RESOLVED, That the Board of Public Works recommends a budget authorization not to exceed $50,000.00 for undertaking the abatement of asbestos containing materials in City Hall. Carried Unanimously Commissioner Darling stated that the Board of Public Works should direct the Supt. of Public Works to consider future asbestos abatement work at City Hall and budget in order to come up with a long-term plan for remediation. The City should think about the project strategically including the opportunity when employees are displaced from their Board of Public Works Meeting Minutes November 23, 2015 15 work space whether there are building/office upgrades that need to be made. An evaluation of everyone’s workspace and needs for doing their job should be done. The asbestos in the building will not go away and will come up again in the future, so the City of Ithaca should be prepared accordingly. Approval for Installation of a Fence Around the Stewart Park Carousel - Resolution By Commissioner Goldsmith: Seconded by Commissioner Jenkins WHEREAS, the Stewart Park Carousel has just been repainted after 31 years; and WHEREAS, the current chain link fence is old and unsightly; and WHEREAS, the Friends of Stewart Park has raised the funds from the community for a new durable and attractive metal fence; and WHEREAS, the Parks Commission and the Board of Public Works have enthusiastically supported the idea of a new carousel fence; now, therefore be it RESOLVED, That the Board of Public Works approves the installation of a new fence for the Carousel in Stewart Park. Carried Unanimously Adjournment: On a motion the meeting adjourned at 6:50 p.m. __________________________________ ________________________________ Sarah L. Myers, Svante L. Myrick Information Mgt. Specialist Mayor