HomeMy WebLinkAboutMN-BPW-2016-09-26Board of Public Works Meeting Proceedings
Regular Meeting 4:45 p.m. September 26, 2016
Present:
Vice Chair Jenkins
Commissioners (3) Darling, Warden, Marshall
Others Present:
CC Liaison – Fleming
Supt. of Public Works – Thorne
Asst. Supt. W & S – Whitney
Director of Parking – Nagy
Information Management Specialist – Myers
Director of Engineering – Logue
Excused:
Mayor Myrick
Commissioner Goldsmith
Asst. Supt. S & F – Benjamin
Call to Order - Additions to or Deletions From the Agenda:
There were no additions to or from the agenda.
Communications and Hearings from Persons Before the Board:
No one appeared to address the Board.
Administration and Communications:
Approval of the September 12, 2016 Board of Public Works Meeting Minutes -
Resolution
By Commissioner Darling: Seconded by Commissioner Greene
RESOLVED, That the Board of Public Works approves the minutes of the September 12, 2016
meeting as published.
Carried Unanimously
Reports:
Director of Engineering Logue reported that paving on North Tioga Street would begin on
Tuesday, September 27th.
Director of Parking Nagy provided parking revenue statistics for the Board. He further reported
that the three kiosks on the Commons have been turned so that they receive the sunlight
better, which should eliminate some of the problems that have been occurring with them, and
all the pay machines are up and running.
The City sold 230 of the new scratch-off parking cards in the first thirty days of the program,
which resulted in a revenue to the City in the amount of $268.00. He has been very surprised
by the popularity of the 15 minute and 30 minute scratch-off cards.
Asst. Supt. Whitney reported that the City is still praying for rain as the flow in the creeks
remains low. The new Water Plant should be operating at full production capacity tomorrow,
and the processing of water at the treatment plant is going well.
Crews have been busy working to install new water/sewer services and meters for all the new
development occurring around the City including Ithaca Neighborhood Housing’s Project at
210 Hancock Street, Collegetown Terraces, Dryden Road, and final water chlorination process
for the new Holiday Inn Express should be completed soon.
CC Liaison Fleming asked when the new Water Plant would be fully operational. Asst. Supt.
Whitney responded that it should be substantially complete by November and fully operational
as far as processes. There is some painting and touch up work needed both on the interior
and exterior; however, everything should be completely done by January.
Board of Public Works Meeting Minutes September 26, 2016
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Supt. Thorne reported that the binder course was installed on South Plain Street last week,
crews will start milling the 400 block next week or the week after and the work on those blocks
should progress faster than previous the blocks.
He further reported that Dryden Road is still under construction, crews are finishing up the
telecom duct work down the center of the road. NYSEG installed some vaults that are off a
little bit and stick up too high so there will be a progress meeting tomorrow to determine what
needs to be done to correct it, which will add a couple more weeks to project.
CC Liaison Fleming reported that Common Council would begin a series of meetings related to
the 2017 budget in beginning on October 3. There is a special Committee of the Whole
meeting of Common Council that will take place this Wednesday (9/28/16), to specifically
discuss capital projects and parking. Future meetings will discuss departmental budget
submissions. These meetings will run through the whole month of October, and are live
streamed if anyone is interested in watching them at home.
Buildings, Properties, Refuse and Transit:
Request for Encroachment Agreement/License for 102 East State/Martin Luther King, Jr.
Street – Resolution
By Commissioner Darling: Seconded by Commissioner MacCormick
WHEREAS, Cornell University DBA the Cornell Store, lessor of the property at 102 East State
Street (Tax Map Parcel No. 68.-3-11), in the City of Ithaca, has requested an encroachment
agreement/license from the City into the adjacent airspace of City street right-of-ways for East
State/Martin Luther King, Jr. Street and North Cayuga Street; and
WHEREAS, the encroachment consists of the following:
An awning overhang extending off the existing storefront into the City’s right-of-way for East
State/Martin Luther King, Jr. Street by approximately 1 inch for a span of approximately 21 feet
encompassing 1.75 square feet and for North Cayuga Street by approximately 1 inch for a
span of approximately 18 feet encompassing 1.5 square feet, and
WHEREAS, it appears that the awning overhang in question has been in existence for many
years, and that the proposed encroachment is inside the current location of the existing
airspace of the City owned property known as the Commons and will not interfere with the
City’s property 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 2016-17 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 102 East State/Martin Luther King, Jr. Street, as proposed, contingent upon the execution of
a license/agreement and submission of the required application form and fee 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.
Carried Unanimously
Board of Public Works Meeting Minutes September 26, 2016
3
Creeks, Bridges and Parks:
Recommendation of Pavilion Reservation Fees from Ithaca Youth Bureau - Resolution
By Commissioner Darling: Seconded by Commission McCormick
WHEREAS, the Ithaca Youth Bureau was requested a review of the pavilion rental fee
structure in both Stewart and Cass Parks as part of their budget process because they handle
the rentals and are most familiar with the current use or demand for the facilities in both parks;
and
WHEREAS, the Ithaca Youth Bureau has developed a new proposed fee structure which
largely reflects a 10% rate increase in the current fees for city residents (individuals and
families) and a 15% for non-residents and organizations; and
WHEREAS, due to increased reports of damage to the pavilions by renters in 2016, the Ithaca
Youth Bureau is recommending changes to the pavilion rental form that indicate whether
alcohol will be consumed and indicating responsibilities of renters to maintain the pavilions;
now, therefore be it
RESOLVED, That the Board of Public Works adopts the following rate structure for use at both
Cass and Stewart Park, effective January 1, 2017:
Current Fees Current Fees Proposed Proposed
(2014-16) (2014-16) New Fees New Fees
(City (Non-City (City (Non-City
Residents) Residents) Residents) Residents)
Cass Park
Up to 24 people $36.00 $47.00 $40.00 $52.00
25 – 74 people $72.00 $94.00 $80.00 $104.00
75 + people or $90.00 $117.00 $100.00 $130.00
Exclusive Use
Stewart Park Small Pavilion
Up to 24 people $36.00 $47.00 $40.00 $52.00
25 – 74 people $72.00 $94.00 $80.00 $104.00
75 + people or $120.00 $156.00 $130.00 $170.00
Exclusive Use
Stewart Park Large Pavilion
Up to 24 people $40.00 $52.00 $45.00 $55.00
25 – 74 people $80.00 $104.00 $90.00 $115.00
75 – 99 people $120.00 $156.00 $130.00 $170.00
100 – 149 people $160.00 $208.00 $165.00 $215.00
150 + people or $180.00 $234.00 $200.00 $260.00
Exclusive Use
And be it further
RESOLVED, That the Board of Public Works approves the updated rental application for 2017.
Carried Unanimously
Water & Sewer:
Appeal of Water Service Bill for 510 Utica Street - Resolution
By Commissioner Darling: Seconded by Commissioner Greene
WHEREAS, on April 20, 2016 a Crew from the Water & Sewer Division of the City Department
of Public Works was dispatched for an emergency water leak repair in the middle of the street
at 510 Utica Street; and
WHEREAS, upon excavation in the street the leak was found not to be on the City water main,
but on the water service line for 510 Utica Street; and
WHEREAS, the leaking water service line was an old lead service line which was replaced
from the water main in the street to the curb valve at the property line. The new water service
line installed from the water main to the curb box/valve is a 3/4-inch K-copper line, as required
by the City Code; and
Board of Public Works Meeting Minutes September 26, 2016
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WHEREAS, according to the City of Ithaca Municipal Code §348-17 the maintenance and
replacement responsibility for water service lines remains the responsibility of the property
owner, until the service line is replaced, and meets approved specifications; now, therefore be
it
RESOLVED, That the $2,374.32 City of Ithaca billing (invoice #00022450) for the installation of
the new water service is the property owners’ responsibility; and, be it further
RESOLVED, That interest or penalties accrued to date be waived, and interest and penalties
on that amount not start to accrue until 30-days after the date of this resolution.
The property owner for 510 Utica Street asked the Board whether she could discuss this item
with them at today’s meeting. It was discussed at the September 12, 2016 Board of Public
Works meeting; however, the property owner was not aware of that and so did not attend the
meeting.
Vice Chair Jenkins responded that the opportunity for the public to address the Board had
already taken place today, and that it was not their procedure to allow individuals to address
the Board for discussion at this time.
Commission McCormick stated that he was fine with the Board moving ahead to vote on this
item at today’s meeting. However, he does think there is miscommunication in some of the
conversations that have been taking place between the crews speaking with the property
owner at the time the work is done, city staff and property owners and so forth. He wanted the
record to reflect that he acknowledged that was a concern that should be addressed. He
wondered what could be done in the future to make sure it doesn’t happen again.
Commissioner Greene requested that Supt. Thorne remind the Board of the City’s policy
regarding property owners’ responsibility for the water and sewer lines from the curb to the
home. The City is responsible only for the lines from the main to the curb.
Supt. Thorne cited the following information that is contained in the City of Ithaca Municipal
Code regarding property owner responsibilities relating to water and sewer lines:
§ 348-17. General installation and maintenance rules for service pipes.
A. The installation of all service pipes between the water main and the curb box shall be at the
expense of the owner of the premises served; except that, when a service pipe of Type K soft copper or
other such material as may hereafter be approved as permanent shall have been installed at the
expense of the owner, such installation between the main and the curb box shall be considered to be a
part of the city water system and shall be so maintained. In the event, however, that larger or different
service is requested by the owner or required by reason of the use of the property served, such larger
or different service shall be installed at the expense of the owner.
A Vote on the Resolution Resulted as Follows:
Carried Unanimously
Discussion Items:
Request for Reimbursement from Ithaca Ice Company:
The Board of Public Works received a request from the owner of the Ithaca Ice Company
requesting consideration be given to reducing his most recent water bill as a result of the
brown water problem experienced by the City during the months of July and August. He
states, in his request, that the brown water negatively impacted his business and caused the
company to have to shut down for four days during its peak season. He further reports that he
was able to purchase ice from another source to meet his customers’ needs at an additional
cost to him. He estimates that the cost for the down time and purchasing ice from another
supplier to be $2,030.00. He requested that the City compare his water bill for the same time
period in 2015 to see the difference in the use of water by the company this year.
Commissioner Darling stated that he is not sure what is being asked of the Board. The owner
is telling the City what it cost him. The City of Ithaca provided the water, it just didn’t work for
his business. He has a question about how much water the owner had to waste because it
was brown and therefore, could not be used to make ice.
Board of Public Works Meeting Minutes September 26, 2016
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Commissioner Greene asked how much is the City’s responsibility to reduce this bill as a result
of the brown water issues that resulted in a business not being able to use the city provided
water to make its product. He noted that the water was provided, and one could argue that if
someone wants water that meets a consistent standard for their particular needs then they
have some responsibility to make sure they have the systems in place to provide it.
Commissioner Darling responded that according to the request from the business owner, they
did have filters on their water system and the contamination still went through the filtration
system. He is not sure what the City can do in this case.
Vice Chair Jenkins wondered what the actual cost to buy ice and resell it was because in the
owners’ request, he is estimating what the cost was.
Commissioner Greene asked staff whether they had a sense or information as to what the
difference was in the quantity of water used during the same time period in 2015, and what the
differential might be.
Asst. Supt. Whitney stated that he would Iike the opportunity to talk with the business owner
further about the request. The timing of the problem experienced is just right with the timing in
which the City was having problems with high levels of manganese in the water, and the area
near the business in question and Fall Creek took the brunt of it. He stated that, to date, 26
refunds have been issued to people who flushed their water over and above their normal use.
More water was needed to flush in the areas of Third Street, Second Street, and Hancock
Street. The City is required to deliver something a little less turbulent by law, and in this case it
was something a little different. He would like to see how much ice had to be purchased from
another supplier.
CC Liaison Fleming stated if the owner relied on the City for municipal water and the system
filter failed, that this seems like a fair request.
Asst. Supt. Whitney stated that whatever might be owed to the business owner would be paid
back in water rather than in a refund check.
Commissioner Greene stated that it would be helpful if the business owner would send an
itemized bill, instead of an estimated amount for the Board to review. He would be interested
in what kind of treatment system the business uses as well.
The Board decided that they would like to have additional information from the business owner
and staff on the request. This item will be on the October 3, 2016 Board of Public Works
agenda for further discussion, with a possible resolution and vote at the October 24, 2016
meeting.
Introduction of Ithaca Skate park Lighting Project:
Andrew Douglas joined the Board for discussion of this topic. He provided the following
information about the request:
The new Skate Park has been incredibly well received, and the traffic is high and consistent.
One of the more requested additions to the park has been lighting to provide additional usage
hours especially in the Fall when there's a shortage of daylight.
Over the past several months I've been working with Eduardo Torres in the City of Ithaca
Engineering Office and Pleasant Valley electric on a plan to provide illumination for the new
addition to the Skate Park. We currently have a $20K budget from the Park Foundation that
was specifically allocated for sustainability aspects of the park. The original intent was a
specific drainage system that never made it into the final plans and as such the money was
untouched during the construction of the park. The lighting project has been approved under
the guidelines of the Park Foundation, and the solution we've come up with is highly efficient,
unobtrusive to the adjacent housing, and low maintenance.
The plan now is to contract with Pleasant Valley Electric for the project and to gift the finished
product to the City of Ithaca.
Board of Public Works Meeting Minutes September 26, 2016
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He explained that Pleasant Valley Electric has openings in their schedule in the next several
weeks; however, the project needs the approval of the Board of Public Works prior to release
of the funds from the Park Foundation.
Supt. Thorne stated that he would like the City Attorney’s office to review the request, related
to a private entity doing work in City Park. He will bring a resolution back to the Board for a
vote at their October 3rd meeting.
The Board expressed their support for the request.
Procedure for Adding Items to the Board of Public Works Agenda:
Commissioner McCormick stated that he was interested in the process for items being placed
on the Board of Public Works meeting agendas.
Commissioner Darling responded that the responsibility for selecting and placing items on the
agenda is the responsibility of the Superintendent of Public Works.
Director of Engineering Logue explained that sometimes there might be a question of whether
or not a particular item needs to be placed on the agenda. It is always a good idea to talk with
staff first when someone has an item or concern that they would like the Board to discuss. He
further noted that an example would be the interest in having a conversation about traffic
calming in general around the City of Ithaca. Currently, the City of Ithaca has no formal
program or policy in place, and previously traffic calming for a particular area was funded
through specific awards by either New York State or the Federal Government. The City has
received requests from the public for some sort of traffic calming program, and a discussion is
needed regarding how sites are chosen. It is important, from a policy standpoint, to begin the
process of discussion about what such a program would look like, and how it might be funded
– should it be through the Department of Public Works operational budget or should a Capital
Project be established. Common Council would need to approve any Capital Project requests.
CC Liaison Fleming stated that recently the Ithaca Police Department installed a monitor on
Ithaca Road related to speeding that has been occurring in the neighborhood. It turns out that
60% of the cars are speeding downhill on Ithaca Road. In addition, neighbors paid for lawn
signs that say “slow down” which have helped to encourage drivers to watch their speed. She
agreed that it would be great to have a formal policy on traffic calming as well as a program to
facilitate it.
Adjournment:
On a motion, the meeting adjourned at 5:38 p.m.
__________________________________ ________________________________
Sarah L. Myers, Claudia Jenkins,
Information Management Specialist Vice Chair