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HomeMy WebLinkAbout09-23-13 Board of Public Works Meeting AgendaBOARD OF PUBLIC WORKS OFFICIAL NOTICE OF REGULAR MEETING A meeting of the Board of Public Works will be held on Monday, September 23, 2013, 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 Aaenda (Items 1 -6: 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 September 9, 2013 Meeting Minutes 7. Administration and Communications: 8. VOTING ITEMS: 8.1 Buildings, Properties, Refuse and Transit: 8.2 Highways, Streets and Sidewalks: A. Request for Encroachment Agreement for 119 Thurston Avenue - Resolution 8.3 Parking and Traffic: 8.4 Creeks, Bridges and Parks: A. Approval of a Permaculture Garden in Conley Park — Resolution B. 2014 Newman Golf Course Rates and Fees — Resolution 8.5 Water and Sewer: 9. DISCUSSION ITEMS: 9.1 Spencer Road Segment between Stone Quarry Road and South Meadow Street Extension 9.2 Storm Water Utility Discussion Introduction with City Attorney Lavine (additional information to follow in future months) 10. For Your Information: 11. New Business: 12. Adjournment: Notes for BPW Agenda, September 23, 2013 8.2A Request for Encroachment Agreement for 119 Thurston Avenue A resolution is enclosed for your review, per the discussion held on September 9, 2013. 8.4A Approval of a Permaculture Garden in Conley Park — Resolution Enclosed is a proposed resolution authorizing the installation of a Permaculture Garden in Conley Park, as requested by the Board on September 9, 2013. 8.4B 2014 Newman Golf Course Rates and Fees — Resolution Per the Board's request, enclosed is a resolution setting the 2014 rates and fees and authorizing the recommended discount for new members. 9.1 Spencer Road Segment between Stone Quarry Road and South Meadow Street Extension Common Council directed the Engineering Division to study this portion of Spencer Road and prepare recommendations for improvements to the area. Tim Logue and Tom West have submitted a letter for the Board's review and agreement. rza� geV'jPVV.Cv,, Acti,v q sL-tper�v tevLAev.t of Public Wori,Zs septewv.ber zg, 2013 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 meeting. The Board of Public Works meets on the second 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. Page 2 8.2A Request for Encroachment Agreement/License at 119 Thurston Avenue — Resolution WHEREAS, Sheribel F. Rothenberg, owner of the property at 119 Thurston Avenue (Tax Map Parcel No. 7.4-5), in the City of Ithaca, has requested an encroachment agreement/license from the City into the City's right -of -way for Thurston Avenue; and WHEREAS, the encroachment consists of the following: A stone wall, approximately one foot in width, encroaching in the street right of way for a span of approximately 10 feet to the north and then 30 feet to the east, thereby encompassing an encroachment into the right of way by approximately 40 feet, which is shown on a drawing stamped September 24, 2009 and entitled "Survey Map No. 119 Thurston Avenue" prepared by Edward Ripic, Jr., Licensed Land Surveyor, WHEREAS, it appears that the stone wall in question has been in existence for many years, and that the proposed encroachment is inside the current location of the existing Thurston Avenue right of way and will not interfere with the right of way as currently constituted; and WHEREAS, the Superintendent does not anticipate any conflicts in the near future with public works uses or needs; and WHEREAS, the 2013 -14 schedule of fees for use of City -owned property requires an initial application fee of $100 for new licenses, but stipulates that the annual use fee shall be waived for minor encroachments, now therefore be it RESOLVED, That the Board of Public Works hereby grants the request for an encroachment at 119 Thurston 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. Page 3 8AA Approval of a Permaculture Garden in Conley Park — Resolution WHEREAS, several years ago, gardens were installed at Conley Park, meant to be a demonstration for IPM (integrated pest management) techniques, and WHEREAS, there was never a long -term maintenance plan or funding for the gardens, and the gardens have now fallen into disrepair with very few of the original plants remaining and WHEREAS, a group from Cornell Cooperative Extension (CCE) led by Chrys Gardner and Josh Dolan, has expressed interest in taking over maintenance for these gardens to create a demonstration site for a permaculture landscape, and WHEREAS, the Cornell Cooperative Extension group has submitted an application to officially adopt Conley Park through the City of Ithaca's Adopt -a -Park program, and WHEREAS, the group has presented a schedule to the Department of Public Works for routine maintenance of the gardens and planned volunteer work days for the 2013 -2014 season, and WHEREAS, Cornell Cooperative extension will be responsible for all weeding, planting and care of the gardens; now, therefore be it RESOLVED, That the Board of Public Works authorizes volunteers of Cornell Cooperative Extension to prepare and plant in the existing gardens space at Conley Park according to the designs presented to the Board of Public Works on September 9, 2013, and be it further RESOLVED, That the garden responsibilities for Cornell Cooperative Extension will include: pruning woody plants and edging garden beds in the spring, weeding, watering and mulching through out the summer, clean up and appropriate disposal of dead plant material in the fall, and be it further RESOLVED, That the gardens will be maintained free of rotting fruit, and that growth and spread of weeds will be restricted, and walking paths will remain clear of any type of vegetation that might impede or obstruct the walkway, and be it further RESOLVED, That during the growing season a weekly walk through inspection by Cornell Cooperative Extension staff will verify that gardens are maintained at the level agreed upon by CCE and the City of Ithaca, and be it further RESOLVED, That corrective actions will be taken by Cornell Cooperative Extension staff and /or volunteers as soon as conditions are found to be unacceptable by City staff, and be it further RESOLVED, That the level of success for the garden project will be assessed by December 31, 2014, based on volunteer and neighborhood response as well as input from City staff, and be it further RESOLVED, That if the assessment is positive and no problems with maintenance of the garden were encountered during this initial trial period, the group shall seek approval for any proposed expansion and continued use of the garden space for this same purpose from the Parks Commission and Board of Public Works for the 2015 season, and be it further Page 4 RESOLVED, That the Board of Public Works approves of the concept of the creation of a demonstration garden site for a permaculture landscape, as an educational opportunity for the community, and be it further RESOLVED, That the Board emphasizes to Cornell Cooperative Extension that Conley Park is a public use park and that public access and use must be maintained, and be it further RESOLVED, That the Board authorizes the Mayor to enter into an agreement with Cornell Cooperative Extension for the use of Conley Park with the usual terms and conditions, including a certificate of insurance following consultation with the City Attorney and the Superintendent of Public Works. Page 5 Back Up Item 8AA Conley Park Permaculture Garden Maintenance Plan Spring 2013 Introduction The maintenance of the Conley Park Edible Garden will be supervised by Chrys Gardener and Josh Dolan, while community volunteers will perform the bulk of the work. The categories of maintenance are outlined and described below. As the design of the Edible Garden encompasses a number of areas, the execution of the design will take place over a series of seasons. The phasing of this project will also be described below. Maintenance Tasks Assessment From the beginning it will be critical that the CCE staff have a full understanding of the current needs in the park, so that they may best direct volunteers and the garden is maintained to an agreed -upon level between CCE and the City of Ithaca. Throughout the growing season CCE staff will conduct a weekly walk- though. During the walk- through CCE staff will water, if needed, and make sure there are no immediate issues to resolve, such as toxic weeds. Pruning In the early spring woody plants, such as trees and shrubs will be pruned. Trees that are coppiced will be pruned in the spring. Weeding During the summer weeding will be one of the primary tasks. Primarily the ground beds will receive the majority of attention. The raised beds will need to be weeded, but should require less time. Edging In the early spring ground beds will need to be edged. Sheet Mulching Sheet Mulch is a permaculture technique that attempts to mimic natural forest processes. The use of sheet mulching can result in healthy, productive and low maintenance ecosystems. The techniques consists of: 1) placing a layer of cardboard on the ground 2) placing a layer ( -4 inches) of compost 3) placing a layer (-6 inches) of mulch. Page 6 Sheet Mulching will be used only in the first season. In spring 2013, a small demonstration area expanding one of the existing beds on the west side of the walkway will be sheet mulched. This demonstration will include signage that explains to people the processes at work. Typically, sheet mulch is placed in the fall, but by demonstrating this in the spring we hope to inspire people to try this technique in their own gardens in the fall. In fall 2013, areas where new beds will be added or existing beds expanded will be sheet mulched. Planting Planting of trees and shrubs will mostly take place during the first year or two. Some woody plants will be planted in the spring; however the majority will be planted in the fall. Perennials and annuals will begin to be planted in May and June. As more plant material becomes available perennials will continue to be planted through the summer. Bulbs and some perennials will be planted in the fall. Harvesting As this will be an edible garden there will be a succession of food that is ready for harvest. The idea is that this is for the community and that people as they are visiting the garden can pick to eat things that are ripe. Should we see that there is an abundance of ripe fruit and /or vegetables volunteers will harvest that material. Espalier Espalier is a horticulture practice that has its origins in ancient agriculture. The practice controls woody plant growth to maximize fruit production by pruning and tying branches to a frame so that they grow along a thin, flat plane. This can be done against a wall, fence or trellis. In Conley Park, the Apple trees that will be planted in a proposed new bed to the west of the walkway will be trained along a simple screen of posts and wire. After planting of the trees in the spring, the bulk of the work forming the espalier will take place in the winter. Phasing 2013 The four existing beds on the east and the two beds to the north will be the area of focus the 2013 growing season. The large bed in the southwest will receive some pruning and planting work in 2013. In Fall 2013 areas between the two existing beds directly west of the walkway will be sheet mulched. 2014 In 2014 major additions to the park will include the new beds on the west side of the walkway and the focus of attention will shift to the large bed in the southwest corner. 09/17/13 Page 7 8.4113 2014 Newman Golf Course Rates and Fees — Resolution WHEREAS, a List of Rates and Fees for 2014 was discussed by the Board of Public Works on September 9, 2013, from a proposal by Golf Course Manager Mike Addicott, and WHEREAS, Manager Mike Addicott requests to retain the 2013 rates and fees, and WHEREAS, a discount for new members that have not held a membership in the last five years is proposed, and WHEREAS, setting the membership rates well in advance of the beginning of a new season seems like a prudent course of action to help increase membership, now therefore be it RESOLVED, That the Board of Public Works hereby adopts the following List of Rates and Fees for 2014 for Newman Golf Course: Daily Greens Fees 9 Hole *per player New Member Membership Fees 2014 Rates Discount Individual $630 $600 Senior $ 567 $540 Domestic Couple _ $882 $832 Senior Domestic Couple $827 $777 Junior Individual $252 � $25.00 Family to 4 Y ( P . ) _...._. _....... _. _ _..__....... � $966 � _._ ..........$140 . . $910 Not valid WEEKEND Weekends & Weekday Only, Individual $410 Holidays After 2:00 p.m. $13.00 Not valid With Cart $18.00 Weekends & Weekday Only, Domestic Couple $609 Holidays College Membership (Ages 18-22) ( *Restricted weekdays ( $347 I $300 (3 month before 4 p.m. w/ college ID and weekends after 12 noon) $ 6.00 Limit) City Employee $347 $325 Daily Greens Fees 9 Hole *per player 18 Hole *per player WEEKDAY Until 12:00 .m. /After 4:00 p.m. $ 13.00 $17.00 12:00 — 4:00 p.m. $10.00 $14.00 With Cart $16.00 $22.00 Guest Da (Select Wednesdays before 4 .m. ) $10.00 $15.00 Guest Day with Cart $ 16.00 $25.00 League Fee $13.00 N/A WEEKEND Until 2:00 p.m. $15.00 $21.00 After 2:00 p.m. $13.00 $17.00 With Cart $18.00 $24.00 Cart Rental Fees 9 Holes 18 Holes Member $ 6.00 $ 10.00 Non - Member $ 7.00 $ 11.00 Page 8 Back -Up Information Item 8.413 Board of Public Works Meeting Minutes — October 22, 2012 2013 Newman Golf Course Rates — Resolution By Commissioner Jenkins: Seconded by Commissioner Goldsmith WHEREAS, a List of Rates and Fees for 2013 was adopted by the Board of Public Works on September 24, 2012, from a proposal by Tom Hanna and Friends of Newman, and WHEREAS, due to some confusion as to which proposed rates were adopted, this resolution serves to identify the 2013 through 2015 Rates and Fees for Newman Golf Course, now therefore be it RESOLVED, That the Board of Public Works hereby adopts the following List of Rates and Fees for 2013, 2014 and 2015 for Newman Golf Course: Membership Fees 2012 City Resident Discount 2013 2013 2014 Discount 2014 2015 Discount 2015 Individual $600 $570 $630 $600 $662 $630 $695 Senior 540 513 567 540 595 567 625 Domestic Couple 840 798 882 840 926 882 972 Senior Domestic Couple 788 750 827 788 868 827 912 Junior under 18 240 140 252 240 265 252 278 Family 920 874 966 920 1,014 966 1,065 Weekday Individual 390 371 410 390 430 410 451 Weekday Couple 580 551 609 580 639 609 671 Weekend Only Individual 483 460 507 483 533 507 559 Weekend Only Couple 630 600 662 630 695 662 729 College ID 330 314 347 330 364 347 382 City Employee 330 314 347 330 364 347 382 This 3 -year plan provides a 5% discount off the current membership for sign -ups by February 28th of the following year and a 5% annual increase in membership rates from year to year. Subject to annual review. Daily Greens Fees 2013 Rates Before 2 p.m. 2013 Rates After 2 p.m. 9 Holes Weekday $ 13.00 $ 10.00 9 Holes Weekday w/ Cart $ 16.00 $ 16.00 9 Holes Weekend $ 15.00 $ 13.00 9 Holes Weekend w/ Cart $ 18.00 $ 18.00 18 Holes Weekday $ 17.00 $ 14.00 18 Holes Weekday w/ Cart $22.00 $ 22.00 18 Holes Weekend $ 21.00 $ 17.00 18 Holes Weekend w/ Cart $ 24.00 $ 24.00 Guest Da Select Wednesdays) $10.00 $ 15.00 Guest Da w/ Cart $ 16.00 $ 25.00 Cart Rental Fees 9 Holes 18 Holes Member $ 6.00 $ 10.00 Non - Member $ 7.00 $ 11.00 Carried Unanimously Page 9 fackopl�hl q, I CITY OF ITHACA 108 East 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: Tom West, Director of Engineering` Tim Logue, Transportation Engineer "%/'Jl/ Date: September 10, 2013 Re: Spencer Road segment between Stone Quarry Road and South Meadow Street Extension As you may be aware, Common Council recently directed the Engineering Division to study the area around the proposed Stone Quarry apartments and prepare recommendations for improvements to the area. Though there have been long standing neighborhood concerns about this location, the recent INHS project has brought them to the surface. As you may remember, earlier this year a number of residents addressed the Board with their concerns and after some discussion on the floor, the Board asked staff to hold a neighborhood meeting to better hear concerns and to explore some alternatives for changes. We did hold that neighborhood meeting on July 29, 2013 at the church on South Meadow Street Extension. Though we talked about a lot of issues, the main concerns regarding transportation seem to boil down to: 1) Commuter traffic using Stone Quarry Road to get into and out of the City. Traffic volumes are higher than the neighborhood wishes; traffic goes too fast in the short block; motorists are not polite; motorists do not stop fully at the stop signs; not all motorists obey the turn restrictions at the "triangle" or use driveways to turn around. 2) The lack of sidewalks makes walking very uncomfortable, particularly in light of the concerns above. 3) There are two turning movements nearby that are difficult or awkward. One is the right turn from Spencer Road heading up Stone Quarry Road. Motorists do all sorts of strange things to navigate this turn. The other is the northbound left turn from South Meadow Street Ext. onto Old Elmira Road right at Route 13. Due to the proximity of the intersections, the phasing of the traffic signal on Rt 13 and the traffic volumes, it is very difficult to make this turn during many hours of the week. An Equal Opportunity Employer with a commitment to workforce diversification." 0% .s At this time, our recommendation would be to ask Common Council to establish a capital project to begin project scoping and preliminary design. The office's workload at this time and for the next year is already pushing the limits of what we can accomplish with existing staffing levels, and it is hard to imagine how staffing would increase in the foreseeable future. In order to move this effort forward with existing staff, we can provide project management services, but cannot provide design and engineering services, so we would propose to do this work out of house. Likewise, Streets & Facilities is in a similar position and it is hard to imagine how they can be tapped for construction with their current resources. For these reasons, we recommend that this project be put on the office's 2014 work program. Over the course of the year, working with the Board, the neighborhood, INHS, and others, we would evaluate a few alternatives for improvements, focusing on the items above. Alternatives would be brought to the BPW to select one for final design and bidding. We would expect construction in 2015. This schedule would work with the INHS project schedule, which, if their funding is secured, would likely start construction in the second half of 2015 and be ready for occupancy in 2016. INHS has volunteered to commission T.G. Miller Engineers & Surveyors to produce a property boundary and topographic survey for the City's use. It is expected that this work will be completed in September 2013. We are hoping to collect some additional traffic data this fall to augment the data we have from previous years. At this time, if the BPW is agreeable to this approach, we would recommend that a capital project be established in the amount of $40,000 to hire an engineering consultant. The scope of work would include producing 3 conceptual alternatives and cost estimates, and attending a number of meetings, primarily with the neighborhood and the Board of Public Works. Once we have a better sense of the extent of construction, we will be able to complete the project budget and a request for funding for construction and construction inspection. Other potential funding sources would include: the newly created Sidewalk Improvement District, Ithaca Neighborhood Housing Services, the Ithaca Urban Renewal Agency, NYS Consolidated Local Street and Highway Improvement Program (CHIPs), NYS Multi-modal program, or the federal Transportation Alternatives Program.