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HomeMy WebLinkAboutMN-CA-2020-04-15CITY ADMINISTRATION COMMITTEE CITY OF ITHACA, NEW YORK Regular Meeting 6:00 p.m. April 15, 2020 PRESENT: Alderperson Mohlenhoff – Chair Alderpersons (4): Gearhart, Kerslick, McGonigal, Nguyen Mayor: Myrick OTHERS PRESENT: Alderpersons (3) – Brock, Fleming, Lewis Chief WWTP Operator – Kilgore City Attorney – Lavine Chief of Staff – Cogan HR Director – Michell-Nunn Controller – Thayer 1. Call to Order 1.1 Agenda Review. None. 1.2 Review/Approval of Minutes: Alderperson Kerslick made a motion to approve the minutes from the following City Administration Committee meetings: February 19, 2020 and March 25, 2020. Seconded by Alderperson Gearhart. Motion carried unanimously. 1.3 Statements from the Public. None. 1.4 Statements from Employees. None. 1.5 Council Response. None. 2. Consent Agenda Items. None. 3. Finance, Budget and Appropriations 3.1 Capital Project Engineering Phase for Boiler Room Evaluation at the Ithaca Area Wastewater Treatment Facility (IAWWTF) Moved by Alderperson McGonigal. Seconded by Alderperson Nguyen. WHEREAS, the Ithaca Area Wastewater Treatment Facility is in need of reliable boilers used for comfort heating of indoor spaces and for process heating of the anaerobic digesters, and WHEREAS, the current boilers are reaching the end of their useful service life and are increasingly unreliable and maintenance intensive, and WHEREAS, an evaluation of heating requirements and energy sources for current as well as future anticipated plant and process needs is necessary, and City Administration Committee Meeting April 15, 2020 Page 2 WHEREAS, an Engineering Evaluation Cost Estimate has been prepared by MRB Group for a lump sum of $18,500 which includes: A. Boiler Evaluation - a. Assess existing boilers. b. Identify replacement boiler options (number, styles, sizes, duel fuel options). B. Energy Evaluation – a. Evaluate Biogas and Natural Gas usage at plant. b. Evaluate redundancy needs. c. Evaluate biogas use in microturbines with heat recovery vs. use for heating. d. Consider potential heating needs for future sludge processing projects. e. Check for current grant funding opportunities to see if either the study/design phase or construction phase might be eligible, and WHEREAS, the Special Joint Committee (SJC) approved said Capital Project at their regular meeting of March 18, 2020; now, therefore, be it RESOLVED, That Common Council hereby establishes the IAWWTF Capital Project 423J Boiler Room Evaluation in an amount not to exceed $18,500, and be it further RESOLVED, That Common Council hereby recommends to the IAWWTF Owners that this project be authorized and funded from the IAWWTF Capital Reserve fund in an amount not to exceed $18,500 for the Engineering costs required for Ithaca Area Wastewater Treatment Facility Boiler Room Evaluation. A vote on the resolution resulted as follows: Passed unanimously. 3.2 Capital Project for Replacement Pumps and Piping for the Actiflow High Rate Sand Ballasted Tertiary Treatment Phosphorus Removal System at the Ithaca Area Wastewater Treatment Facility (IAWWTF) Moved by Alderperson Kerslick. Seconded by Alderperson Gearhart. WHEREAS, the Ithaca Area Wastewater Treatment Facility requires tertiary treatment for phosphorus removal to meet discharge permit limits; and WHEREAS, the current system has lost redundancy due to sand pump and chemical pump failures; and WHEREAS, the current style and age of pumps have contributed to redundancy and reliability concerns, and WHEREAS, piping associated with the system has worn thin in places due to the abrasive sand pumped in the system; and City Administration Committee Meeting April 15, 2020 Page 3 WHEREAS, electronic and control systems associated with the chemical feed system do not meet current standards; and WHEREAS, Koester Associates are the exclusive local representative for the Kruger ActiFlow system; and WHEREAS, a proposal has been provided by Koester Associates for $93,350.00 which includes: A. Supply and install 2 McLanahan 3X3 Sand Pumps, a. Removal/demo of old pumps and piping. b. Provide all material and labor for the purpose of replacing and installing new pumps. B. Supply and install 2 Verder 5000 peristaltic chemical feed pumps a. Provide skid with valves, pressure dampeners and calibration column. b. Provide all PVC valves, unions, piping required to retrofit into existing process. c. Includes labor, start up and training. WHEREAS, a contingency fund of 10% ($9,335.00) is necessary to allow for replacement of piping discovered to be deteriorated/failing that is not covered by the above work, subject to a time and material proposal, in addition to electrical/instrumentation work associated with new pump installation; and WHEREAS, the Special Joint Subcommittee (SJC) approved said project at their regular meeting of April 15, 2020; now, therefore, be it RESOLVED, That Common Council hereby establishes the IAWWTF Capital Project 4xxJ Replacement Pumps and Piping for the Actiflow Tertiary Treatment Phosphorus Removal System in an amount not to exceed $102,685, and be it further RESOLVED, That Common Council hereby recommends authorization of this project contingent upon action by all wastewater partners committing their percentage of reimbursement shares to the Joint Activity Fund allocated per the Joint Sewer Agreement as follows: Municipality Percentage Project Cost City of Ithaca 57.14 $58,674.21 Town of Ithaca 40.88 $41,977.63 Town of Dryden 1.98 $2,033.16 $102,685.00 A vote on the resolution resulted as follows: Passed unanimously. 3.3 Establishment of Fee for Use of Right of Way and to Authorize Approval of a Master License Agreement for Small Cell Facilities with 4G and 5G capability City Administration Committee Meeting April 15, 2020 Page 4 Moved by Alderperson Nguyen. Seconded by Alderperson Kerslick. WHEREAS, Verizon has expressed interest in installing small cell or wireless facilities with 4G and 5G capability on poles primarily situated within the City’s right of way; and WHEREAS, through the Master License Agreement and design guidelines, the City will retain ultimate control and authority over installations within the City’s right of way, including small cell or wireless facilities; now therefore be it RESOLVED, That Common Council authorizes the following fees, which may be updated from time to time, for small cell or wireless facilities using poles within the right of way: One-Time Pole License Application Fees: $500.00 for an application for attaching to up to 5 facilities, and $100.00 for each additional attachment beyond 5, and $1,000.00 for an application for a new pole. City-owned Poles Recurring Fee: $270.00 - per pole per year Privately Owned Poles Previously Permitted for Installation Recurring Fee: $135.00 – per pole per year; and RESOLVED, That the Mayor, subject to the advice of the City Attorney, is authorized to enter into an agreement substantially similar to the Master License Agreement included herewith requiring that Verizon comply with the included preliminary design guidelines, which guidelines may be updated at any time on the determination of the Director of Planning. A vote on the resolution resulted as follows: Passed unanimously. 4. City Administration, Human Resources, and Policy 4.1 Authorization to Enter into a Maintenance Agreement with City Harbor LLC Moved by Alderperson Gearhart. Seconded by Alderperson Kerslick. WHEREAS, City Harbor, LLC has acquired the property known as 101 Pier Road, City of Ithaca (the "City Harbor Property") and intends to redevelop the City Harbor Property into a mixed-use residential project (“Project”); and WHEREAS, City Harbor has proposed certain improvements and long-term maintenance to Pier Road and portions of adjacent City-owned land as a part of City Harbor’s Project, as described in the draft agreement attached as Exhibit A and depicted in the plan attached as Exhibit B; and WHEREAS, City staff is generally supportive of such improvements provided that: the improvements are installed under a street permit with installation subject to the City’s specifications and final approval, City Administration Committee Meeting April 15, 2020 Page 5 and thence becoming City property; all City-owned land and facilities improved by the Project remain open to the public and not exclusive to the Project or City Harbor; and City Harbor commits to maintaining the improvements in accordance with an approved plan (see draft proposals, Exhibits A and B); now therefore be it RESOLVED, That the Common Council hereby authorizes the Mayor to execute a maintenance agreement with City Harbor containing substantially similar terms as the enclosed Development and Maintenance Agreement Between the City of Ithaca and City Harbor, LLC (Exhibit B) upon approval by the Superintendent of Public Works and City Attorney. A vote on the resolution resulted as follows: Passed unanimously. 4.2 An Ordinance to Release and Terminate City’s Abandoned Sewer Easement and Amend the City’s Outfall Line Easement Moved by Alderperson Kerslick. Seconded by Alderperson Gearhart. ORDINANCE __ -2020 An Ordinance to Release and Terminate City’s Abandoned Sewer Easement and Amend the City’s Outfall Line Easement WHEREAS, presently before Common Council is a proposal requesting that the City 1) release its rights to a 10 foot wide sewer easement (“Sewer Easement”) beginning at the northerly shore of Cascadilla Creek running westerly through the parcels located on Pier Road, known as tax map no. 17.-1-1.2 and 17.-1-1.3, recorded with the Tompkins County Clerk as Bk. 243, Pg. 89; and 2) to amend an existing easement for the waste water treatment facility’s effluent outfall pipe (“Outfall Easement”) to authorize construction above the easement area, which begins at the north shore of Cascadilla creek and runs north through the parcel owned by City Harbor, LLC, known as Tax map 17.-1-1.3, recorded with the Tompkins County Clerk as Bk. 595, Pg. 509; and WHEREAS, City Harbor, LLC and The Guthrie Clinic, property owners of the respective tax map parcels 17.-1-1.3 and 17-1-1.2, have requested that the City release its rights to the Sewer Easement and amend its rights under the Outfall Easement; and WHEREAS, the City is no longer in need of the Sewer Easement and can continue to service the existing effluent outfall with restrictions on overhead construction, and City staff are supportive of releasing the Sewer Easement and amending the Outfall Easement to allow construction above under certain conditions to which City Harbor, LLC has agreed; and WHEREAS, in consideration for the City’s release of its rights to the Sewer Easement, which is limited value to the City, the property owners have agreed to pay $2,500; and WHEREAS, on March 26, 2020, the Board of Public Works declared the Sewer Easement surplus property for municipal purposes and recommended Council’s authorization of its release; and City Administration Committee Meeting April 15, 2020 Page 6 WHEREAS, amendment of the Outfall Easement requires approval by the Special Joint Committee of the Ithaca Area Waste Water Treatment Facility, of which the City is a member; and WHEREAS, the City Charter requires approval by three-fourths of the Common Council to authorize divestment of real property, and WHEREAS, the City Charter further requires notice of a proposed sale to be published no less than once each week for three weeks, the first such notice being published no less than 30 days prior to the approval vote, and such notices have been published; now, therefore be it, BE IT ORDAINED AND ENACTED by the Common Council of the City of Ithaca as follows: Section 1. Legislative Intent and Purpose. The Common Council makes the following findings of fact: A. The above-described Sewer Easement is surplus for municipal purposes. B. The sewer line described in the Sewer Easement is no longer in use or needed by the City. C. The consideration offered by City Harbor LLC is adequate to release the City’s interests in the Sewer Easement. D. The Outfall Easement may be amended with approval by the Special Joint Committee of the Ithaca Area Waste Water Treatment Facility. E. The amendment to the Outfall Easement will not prejudice the Waste Water Treatment Facility’s needs for servicing and maintaining the existing effluent outfall and will clarify the Facility’s needs and rights for future property owners. Section 2. Approval and Execution of Deed. The Common Council authorizes release of the Sewer Easement, recommends that the Special Joint Committee approve amendment of the Outfall Easement as approved by City staff, and directs the Mayor, on the advice of the City Attorney, to execute documents as needed to affect these transactions. Section 3. Effective Date. This ordinance shall take effect immediately. After discussion, Alderperson McGonigal made a motion to table this resolution until next month. Seconded by Alderperson Gearhart. Motion passed unanimously. 5. Discussion 5.1 Engagement Survey Implementation Teams It was decided that the Implementation Teams would be put on hold until the fall due to the economic concerns and the unavailability of key team members. 6 Meeting Wrap-up 6.1 Announcements. None. Budget Meetings (2020): The proposed dates that have been selected for the 2020 Budget meetings would be sent to Common Council. The Committee talked about pre-budget meetings being held in City Administration Committee Meeting April 15, 2020 Page 7 July, August and September. At these meetings, they will discuss capital projects, overtime in the Police Department, services the City would have to cease doing on a temporary or permanent basis, and the financial impact COVID-19 is having on the City budget. 6.2 Next Meeting Date: May 20, 2020. 6.3 Review, Agenda Items for Next Meeting 6.4 Adjourn: With no further business and on a motion by Alderperson Kerslick, the meeting was adjourned at 7:09 p.m.