HomeMy WebLinkAbout05-12-14 Board of Public Works MeetingBOARD OF PUBLIC WORKS
OFFICIAL NOTICE OF REGULAR MEETING
A meeting of the Board of Public Works will be held on Monday, May 12, 2014, at 4:45 p.m. in
Common Council Chambers — Third Floor, City Hall, 108 East Green Street, Ithaca, New York.
Agenda
1. Additions or Deletions to Agenda (Items 1 -5: 15 min.)
2. Mayor's Communications
3. Communications and Hearings from Persons Before the Board
4. Response to the Public
5. Reports
Special Committees of the Board
Council Liaison
Board Liaisons
Superintendent and Staff
Other Department Heads
6. Approval of Minutes
6.1 April 7, 2014 Special Meeting Minutes
6.2 April 14, 2014 Regular Meeting Minutes
6.3 April 28, 2014 Regular Meeting Minutes
7. Administration and Communications
7.1 Board Meeting Schedule for May
8. VOTING ITEMS
8.1 Buildings, Properties, Refuse and Transit
8.2 Highways, Streets and Sidewalks
A. Resolution to Create a "Heritage Permit" within the Street Vending Policy
8.3 Parking and Traffic
A. Award of Bid for Traffic Signal Upgrades — Phase 2 — Resolution
8.4 Creeks, Bridges and Parks
A. Authorization to Hang a Banner at Wood Street Park — Resolution
B. Resolution Supporting Projects in Stewart Park
8.5 Water and Sewer
9. DISCUSSION ITEMS
9.1 TC3 Coltivare Culinary Program, Cayuga Green — License to Permit Installation
of Grease Trap within Clinton Street's Right of Way
9.2 Process to Assess a Portion of New Sidewalk Costs along Cornell Street and
Hancock Street to Adjoining Owners
10. New Business
11. Adjournment
If you have a disability that will require special arrangements to be made in order for you to fully
participate in the meeting, please contact the City Clerk at 607- 274 -6570 at least 48 hours before the
InFdt;unU.
The Board of Public Works meets on the second, third and fourth Wednesdays of the months at 4:45 p.m. All meetings are voting
meetings, opening with a public comment period. Meeting agendas are created from prior public input, Department operating, planning
issues, and requests made to the Superintendent. The Board reserves the right to limit verbal comments to three minutes and to request
written comments on lengthy or complex issues. This information may then be used to create committee agendas, with the speaker or
author invited to attend.
Notes for BPW Agenda, Mav 12, 2014
7.1 Board Meetina Schedule for Mav
Because Memorial Day is on Monday, May 26, 2014, the Board will meet on May 19, 2014.
Also, a combination Committee of the Whole Meeting with Common Council and the Board
has been scheduled for Wednesday, May 28, 2014, at 6:00 p.m. to discuss public works
topics.
8.2A Resolution to Create a "Heritage Permit" within the Street Vending Policy
This resolution reflects that Boards discussion held on April 28, 2014.
8.3A Award of Bid for Traffic Sianal Uparades — Phase 2 — Resolution
Bids were received for the upgrade of five traffic signals in downtown Ithaca. New York State
Department of Transportation has reviewed the bids and authorized the award of the contract
to the low bidder.
8AA Authorization to Hang a Banner at Wood Street Park — Resolution
8.413 Resolution Supportinci Proiects in Stewart Park
These resolutions reflect the Board's discussion held on April 28, 2014.
9.1 TC3 Coltivare Culinary Program, Cayuga Green — License to Permit Installation of
Grease Trap within Clinton Street's Riaht of Way
TC3 has requested permission to install a grease trap within the right of way on South Cayuga
Street. The application to use city property, along with drawings, is enclosed for your review.
A resolution may be provided at the meeting.
9.2 Process to Assess a Portion of New Sidewalk Costs alona Cornell Street and
Hancock Street to Adioinina Owners
At the meeting on March 10, 2014, the Board agreed to assess a portion of the costs for the
new sidewalks that were installed in 2013 on Hancock Street and Cornell Street to the property
owners, and a portion to the Sidewalk Improvement Districts. In order to complete this task,
the Board must hold a public hearing to obtain comments. A memo from Tim Logue is
enclosed.
Kathy Gehring, Exec. Asst &
Michael J. i Borne, P.E., Supt of Public Works
May 6, 2014
Page 2
8.2A Resolution to Create a "Heritage Permit" within the Street Vending Policy
WHEREAS, the Board of Public Works recognizes the historical significance of Louie's Lunch
Wagon and the Hot Truck to the City of Ithaca and supports their continued operation in their
current locations, and
WHEREAS, the Street Vending Policy of the City of Ithaca, approved by the Board of Public
Works on January 25, 2014, does not include any recognition of these existing businesses,
and
WHEREAS, the Board of Public Works now desires to recognize these historic businesses by
creating and granting a "Heritage Permit," now therefore be it
RESOLVED, That the Street Vending Policy of the City of Ithaca be amended in the following
manner:
"IV. Vending Permits
A. Types Available
4. Heritage Permit is available only to Street Vendors that have operated under
previous City issued permits in their current location prior to October 1, 2003, and
apply only to that previously permitted location. Vendors must complete the
Permit Application process and pay a one -time application fee of $100. The
Annual Fee will be determined by the Superintendent of Public Works and
approved by the Board of Public Works prior to April 1st of each year. Heritage
Permit holders are subject to all parts of the Vending Policy with the exception of
participating in the lottery, and will be allowed to occupy and operate in the
permitted location at all times. [Exempted Rules: VII. Operations B. (4, 6) C. (1-
4) D. (1 -4)]"
Page 3
8.3A Award of Bid for Traffic Signal Upgrades — Phase 2 — Resolution
WHEREAS, bids were received on April 9, 2014, for the Traffic Signal Upgrade — Phase 2
project, CP 765, PIN 375464, and
WHEREAS, staff has reviewed the three bids received and made a recommendation for
award, and
WHEREAS, the New York State Department of Transportation has reviewed the bid package
and low bidder information and has authorized the City to award the contract, now therefore be
it
RESOLVED, That the City of Ithaca Board of Public Works hereby awards the contract for the
Traffic Signal Upgrade — Phase 2 to Power and Construction Group, Inc., 96 West River Road,
Scottsville, NY for their low bid meeting specifications of $884,574.50, and be it further
RESOLVED, That the Superintendent of Public Works is hereby authorized to execute and
administer such contract according to standard procedure.
Page 4
CITY OF ITHACA
108 Fast Green Street, Suite 202 Ithaca, New York 14850 -5690
OFFICE OF THE CITY ENGINEER
Telephone: 607/274 -6530 Fax: 607/274 -6587
To: Board of Public Works
From: Tim Logue, Transportation Engineer
Date: March 5, 2013
Re: Award of Contract for Traffic Signal Upgrade - Phase 2
On Wednesday, April 9, 2014, three bids were opened for the Traffic Signal
Upgrade - Phase 2 project, Capital Project #765, PIN 375464. This project will
replace 5 traffic signals in the downtown: the signals at either end of the
Commons (State/ MLK Jr. at Cayuga Street and Aurora Street) and the three
signals along Court Street at Cayuga, Tioga, and Aurora.
The good news is that the three bids were all within one or two percent of each
other, and we therefore feel that we got good competitive bidding. The bad news
is that they were all over our estimated cost of $815,000 by about $70,000.
The other good news is that we have enough budget to award the construction
contract. The other bad news is that we do not have enough budget to sign an
addendum with our engineer for construction inspection; the current proposal is
about $70,000 over budget. I will be going to Common Council to ask for the
additional budget in order to cover the maximum amount of these contracts.
That said, I believe there are a number of opportunities to recover these funds.
First, NYSDOT has verbally indicated that there is a very good chance they can
cover the difference between the awarded construction amount and the
estimated cost; that by itself would cover the difference. Second, we added some
curb work at either end of the Commons into the signal project to simplify
coordination; some of that work could be charged back against the Commons
project. Lastly, we have called for the milling and paving of the intersections for
each location at a cost of $15,000 to $20,000 each. We don't necessarily have to do
this work and could remove it from the contract. Moreover, there is a $32,000
field change item in the contract, which if not used to cover overages, can be
zeroed out at the end of the contract, providing us additional, possible savings.
So, I am fairly confident that there will be considerable savings within the
additional budget request.
Staff recommends, and NYSDOT concurs with, award of contract to Power and
Construction Group, Inc. for its low bid of $884,574.50. Construction is likely to
start in last summer; we will have a proposed schedule from the contractor after
notice of award. Please find a resolution attached for award of contract.
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•
8.4A Authorization to Hann a Banner at Wood Street Park — Resolution
WHEREAS, the Family Reading Partnership has requested to hang a banner from the
basketball court fencing at Wood Street Park promoting reading to children, and
WHEREAS, the City of Ithaca Parks Commission has reviewed the request and expressed
support for the banner, along with comments regarding the maintenance of visibility into the
park and the need to develop a policy for the types of signage allowed in public parks, and
WHEREAS, the Board of Public Works also supports the Family Reading Partnership banner,
but is concerned with consistency for granting or denying future sign requests in parks, and
WHEREAS, the City of Ithaca, as the property owner of Wood Street Park, must grant
permission to hang the banner, now, therefore, be it
RESOLVED, That the Board of Public Works hereby grants permission to hang the Family
Reading Partnership banner from the basketball court fencing in Wood Street Park in
accordance with the City of Ithaca Sign Ordinance, and be it further
RESOLVED, That the Board of Public Works requests that the Parks Commission develop a
comprehensive policy for the types of signage to be allowed in City Parks.
8.413 Resolution Supportina Proiects in Stewart Park
WHEREAS, the Friends of Stewart Park presented updated plans for various projects within
Stewart Park at the April 28, 2014 Board of Public Works meeting, including plans for planting
a garden at the entrance to Stewart Park, installing an interpretive panel sign on the history,
habitat and birds of the Renwick Wildwood, and installation of historical information signs at
the Large Pavilion, Public Works Building, and Cascadilla Boathouse, and
WHEREAS, the City Forester and City Parks Commission have provided input and review
during design development, resulting in final approved designs for the entry garden,
interpretive panels, and historical signage, now, therefore, be it
RESOLVED, That the Board of Public Works is in support of the installation of the entry
garden, the interpretive panel, and the historical information signs at the Large Pavilion, Public
Works Building, and Cascadilla Boathouse.
Page 5
CITY OF ITHACA
108 East Green Street -- 3rd Floor Ithaca, New York 14850 -5690
DEPARTMENT OF PLANNING AND DEVELOPMENT
JOANN CORNISH, DIRECTOR OF PLANNING & DEVELOPMENT
PHYLLISA A. DeSARNO, DEPUTY DIRECTOR FOR ECONOMIC DEVELOPMENT
Telephone: Planning & Development — 607- 274 -6550 Community Development/lURA — 607 - 274 -6559
Email: dgrunder@cityofithaca.org Email: iura @cityofithaca.org
Fax: 607- 274 -6558 Fax: 607- 274 -6558
TO: Michael Thorne, Superintendent of Public Works
Board of Public Works
Rick Manning
FROM: Megan Wilson, Planner
DATE: May 6, 2014
RE: Parks Commission Support of the Stewart Park Entry Planting
The City of Ithaca Parks Commission met on April 8, 2014 and discussed the proposal for the
Stewart Park Entry Planting. There was not a quorum present, but the Parks Commissioners in
attendance were supportive of the entry planting, provided that any second phase or any signage
proposed for the new entry planting area be presented to the Commission for review.
If you have any questions about the Parks Commission's discussion, please contact me at
mwilson&g tyofithaca.org or 274 -6560.
CITY OF ITHACA — Superintendent of Public Works kgehring@dtyofithaca.org
108 East Green Street, Suite 202, Ithaca, N.Y. 14850 Phone: (607) 274 -6327 Fax: (607) 274 -6587
APPLICATION FOR USE OF CITY PROPERTY
(see 1170 of the City Code for additional requirements, restrictions, and procedures)
APPLICANT NAME
ZAME OF ORGANIZATION / BUSINESS T G J CLA- N A," J&J5T I TVT4F—CbL Tf VAie
ILINGADDRESS ST 09yLvii AJy r
5 1TE
PHONE NUMBER 15 015 5' 6 Guest -, DATE OF APPLICATION SUBMISSION
EMAIL ADDRESS 7'istt -T�a T_G.i . 1!!�
AIC of the follovAng documentation MUST be submitted to the Superintendent's Office, along with this application
form, and $100 non - refundable fee, In order for application to be considered complete.
**** Incomplete Applications will not be accented''***
❑ Provide a typed explanation of your request clearly indicating the location of the property under consideration,
your intended uses) of that property, and intended duration of use. Also, include a description of any physical
changes that you wish to make to the City property and any other information you feel is relevant, such as
paving, drainage improvements, signs, structures, etc.
❑ $100 non- refundable application fee, Checks payable to the City of Ithaca.
❑ Property survey produced by a licensed land surveyor showing the City property and adjacent private property
A drawing, such as submitted or approved site plan, clearly illustrating the boundaries of the City property
proposed for private use, including physical changes proposed and the affected area (in square feet or acres)
v( Insurance coverage consistent with the terms stated in §170 -9D(1) of the City Code
Aoollcation Fee of 5100 paid on
FOR OFFICE USE ONLY
(date) by cash or check # (circle one)
Application accepted by: Date'
Michael J. Thorne, P.E., Superintendent of Public Works
The Superintendent of Public Works has determined that this request should be properly treated as (check one):
❑ Temporary easement ❑ Permanent easement ❑ Lease ❑ License ❑ Other
The Superintendent has determined that this request ❑ does ❑ does not involve the use of public parkland.
The Superintendent has determined that this request ❑ does ❑ does not require environmental review.
The Superintendent shall determine whether the requested encroachment or use interferes with any public works
functions or needs, and whether any conditions should be attached to any granting of an easement, license or lease.
The Superintendent has determined that additional review /action is necessary from the following (check all that apply):
❑ Mayor
❑ City Clerk
❑ City Attorney ❑ Fire Chief ❑ Board of Public Works
❑ Common Council ❑ Other
This application been ❑ approved ❑ with conditions ❑ denied
by: Date'
Michael J. Thorne, P E.. Superintendent of Public Works
and a written response ❑ has ❑ has not been provided.
J:1Front Ofnc a FileslForms%Use of City Property Application doe
Comfortt*dv* EnwWfortamortow,
865 County Road 6, Phelps, NY 14532
Ph: 315- 946 -6200 * Fx: 315- 946 -6676
May 1, 2014
Reference: Application for the Use of City Property
To whom it may Concern:
I am the plumbing consultant and contractor for the project in questions located at 235 S.
Cayuga Street, Ithaca, NY 14850.1 am requested the use of City property as an avocate
for the tenant. The tenant is TC3, and have plans to install a grease trap on the South
Cayuga Street side of the property. This trap would be in use as long as the College
resides at this address. For the foreseeable future would be an estimate of time.
We have attached a plan showing the current property line and the grease trap in relation
to. We would plan to demolish the side walk in the surrounding area of the trap to
excavate and install the trap. All sidewalks will be installed once finished to the level
they currently are or better.
Please let me know if you have any questions.
Shad M. Cook
142 Slosson Lane
Geneva, NY 14456
Home: (315) 789 -8594
Mobile: (585) 509 -3402
Email: snadL naicocncrgy.com
Respectfully,
Shad M. Cook
KID H,
38VAIX
160
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CITY OF ITHACA
108 East Green Street. Suite 202 Ithaca, New York 14850 -5690
OFFICE: 01' THE GfIY ENGINEER
Telephone: 607/274 -6530 Fax: 6074274-6587
To: Board of Public Works
From: Tim Logue, City Transportation Engineer
Date: May 6, 2014
Re: Process to assess a portion of new sidewalk costs along Cornell
Street and Hancock Street to adjoining owners
Under a Uniform Sidewalk Improvement direction from the Board of Public
Works, the Department of Public Works in 2012 and 2013 installed new sidewalk
along Cornell Street and along Hancock Street, abutting the following addresses:
• 1120 E. Martin Luther King Jr./ State Street (side yard abuts Cornell St.)
• 10 Cornell Street
• 702 Hancock Street
• 710 Hancock Street
• 711 Hancock Street
• 622 Cascadilla Street (rear yard abuts Hancock Street)
At your March 10, 2014 meeting, in the context of forming the SID work plans
and budgets, you indicated your preference to apportion half the sidewalk -
related costs to the adjacent property owners and half the costs to the Sidewalk
Improvement Districts (SID District 2 for Cornell Street work and SID District 3
for Hancock Street work). The SID budgets are scheduled to be adopted by
Common Council on May 7, 2014. In order to assess the other half of the new
sidewalk costs, the BPW now needs to follow the process spelled out in the City
Charter. This process includes holding a duly advertised public hearing and then
adopting an assessment to be forwarded on to Common Council for final
approval. The details are in sections C -73.1 and C -89 of the City Charter.
With your concurrence, staff will publish an advertisement for a public hearing
at your June 9th regular meeting, contact the six affected property owners to alert
them to the hearing date, and prepare a resolution for you to approve the
apportionment / assessment of costs also at the June 9th meeting.
J: \Sidewalks and Curb Ramps \New Sidewalks \State and Cornell St CP 779 \memo to BPW - hearing to assess costs of
Cornell St and Hancock St new sidewalks.doc
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