City Council Committees

SCHENECTADY CITY COUNCIL COMMITTEE AGENDA for Monday, August 04, 2014 5:30 p.m. Room 110 The Council President reserves the right to add or delete any agenda item prior to Committee Meeting. City Development & Planning 1 Chef's Appreciation Day 2 Ceremonial Resolution - Polish Festival Ed Kosiur Government Operations 1 Disc - Deputy Chief position Chief Senecal 2 Ord to Amend Chap 138 Commercial Property Inspections John Mootooveren 3 Erie Blvd. Supplemental Agreement - NYSDOT Chris Wallin 4 Interest - Late Payments - Tax Collection Leesa Perazzo 5 Water Service & Eviction Ed Kosiur Health & Recreation 1 Steinmetz Park Fees Marion Porterfield 2 Park Advisory Committee Ed Kosiur Claims 1 Disc - Citywide Reassessment Vince Riggi Chad Putman From: Megan Heins Sent: Wednesday, July 30,2014 10:52 AM To: Chad Putman Is Council going to do a resolution for the Chefs Appreciation Day on August 16'~? 1Clibs &legan ill. I-Ieinc; 14drninistmtixc Absistant kla)ol- G d r ) R. klcC1ixth)i 1 05 J , I ~Street, R(JOIT~ I 1 I Schcaect:~cty,NE' 13305 1'. 5 18-382-,9000 F: 5 18--382-5372 Etnar I: lnl'ieit1'i$~~g~c~~ect_~<1.~n_v~go~  CITY OF SCHENECTADY LEGISLATIVE REQUEST FORM COMMITTEE ASSIGNMENT: DATE: August 4,2014 TO: City Council FROM: Christopher R. Wallin, P.E., City Engineer SUBJECT: Authorize the Mayor, or his designee, to enter into a Supplemental Agreement No. 1with New York State Dept. of Transportation (NYSDOT) for the Erie Blvd; Jay St; Nott St and Front St Roundabout P.I.N. 1758.00 TO BE PLACED ON COUNCIL AGENDA OF: August 11,2014 Back~roundInformation: Approximately $ I S M dollars of additional funding was allocated to the above referenced project in early spring of this year by the Capital District Transportation Committee to be used towards addition design services and construction costs associated with a modern two lane roundabout. The attached supplemental agreement #I increases the design costs in line with this additional funding allocation and authorizes the City to acquire necessary right of way. The City has requested, and received, approval from New York State Dept. of Transportation to begin these services (please see attached). The State has reviewed the proposed fees and has requested the adoption of a City resolution in support of this phase. Funds for these services will be from the 2013 Capital Budget Code I12 17083-202. As such, Supplemental Agreement No 1 is necessary in order to incorporate all of the necessary extra work into the design for the intersection. Recommendation: Authorize the Mayor, or his designee, to enter into a Supplemental Agreement No. 1 with New York State Dept. of Transportation (NYSDOT) for the Erie Blvd; Jay St; Nott St and Front St Roundabout P.I.N. 1758.00 LEGISLATION WILL BE PREPARED BY: Engineering CRW: cd July 28, 2014 Mr. Christopher Wallin, P.E. City Engineer City Hall, 105 Jay Street Schenectady, Ny 12305 RE: DO34018 PIN 1758.00 Supplemental Agreement #1 Erie BoulevardIJay StreetINott StreetJFront Street Roundabout. Dear Mr. Wallin, Enclosed is the proposed Supplemental Agreement # 1and resolution required for enactment by the City of Schenectady in order to incorporate additional funds for the Row acquisition and Design phases of the subject project. The Office of Taxpayers Accountability and State Operations Office have mandated a new payment process for all Federal Aid/State A d Projects. All payments will only be made by Electronic Payment (EFT - Electronic Funds Transfer). This will require you to register with the State Comptroller (OSC) Treasury epay Office. You may contact them by Internet at www.osc.state.ny.us/epay/index.htm, by e- mail at epunitju2osc.state.ny.us,or by telephone at 518-474-4032. You must establish an EFT account prior to requesting reimbursement for any Federal hd/State Aid Project. (A) We have provided you with a single copy of the standardized Federal Local Agreement language, relevant Schedule A, and Schedule "B". Please keep these document for your records. (B) We have provided you with a single copy of a draft resolution. The City of Schenectady should complete, enact and certify the resolution. You may redrafl your own resolutions, but they must contain all the necessary clauses of the enclosed version. Please do not change the wording of the resolution in any way without checking with this of3ce Jirst, Remember the resolution must identifi, the source ofthefunding appropriation. Please return 3 (three) originals with the required certificates. Also, as with the agreement, please keep an additional copy for your records as you will ant get a copy cf the reso!dier? ret-mmd to you. Instructions (cont 'dl  A . L, (C) We have provided you with 5 (five) copies of the necessary signature pages. Please return all 5 (five) copies to this office with the above resolutions. You will get a single original of thls page returned to you once the contract is executed by the necessary State officials. If you have any questions concerning the procedures, please call me (51 8) 485-7734 or Ann Sutkin (51 8) 485-0101. en I. Hulihan, P.E. ";h?"" Regional Local Project Liaison Program Development and Management Region One K1H:hlr Enclosure  Schedule A ~res<~l'to rejd instructions in blank fields Page 1 of 3 SCHEDULE A - Description of Project Phase, Funding and Deposit Requirements NYSDOTI State-Local Agreement Schedule A for PIN 1758.00 - OSC Municipal Contract #: Contract Start Date: ~ % 2 0 i & m r n / d d / y y y y ) Contract End Date: 9 2 / 3 $ / 2 0 2 ? ( m m / d d / y y y y ) DO34018 Check, if date changed from the last Schedule A 1 purpose: Original Standard Agreement (XI Supplemental Schedule A No. 1 I Agreement IX] Locally Administered MunicipalitylSponsor (Contract Payee): City of Schenectady Type: Other MunicipalitylSponsor (if applicable): State Administered List participating Municipality(ies) and the % of cost share for each and indicate by checkbox which Municipalify this Schedule A applies. Municipality: % of Cost share Municipality: % of Cost share Municipality: % of Cost share Authorized Project Phase@) to which this Schedule applies: PEIDesign (XI ROW Incidentals IX] ROW Acquisition Construction/CI/CS Iwork Type: HWY INTERSECTION IMP / County (If different from Municipality): County of Schenectady I Marchiselli Eligible Yes No (Check, if changed from last Schedule A): Project Description: Erie BoulevardIJay StreeffNott StreeffFront Street Roundabout 1~archiselli#locations Approved FOR All PHASESm ssrect vpdafe &idd" cornp~~fe TOM C O S the ~ ~lastmw WGJcolumn, ~ @ t ~ I Isach R ~ M and Check box to ind~cate Project Phase change from last State Fiscal Year(s) Schedule A PEIDesign ROW (RI & RA) / ~ o n s t r u c t i o n / ~ ~ / ~TOTAL ~ Ed I Cumulative total for all prior SFYs I $38,100.00 1 $2,250.00 1 $0.00 1 $40,350.00 1 Ed - II Current SFY 14115 I $20.000.00 1 $10.000 1 $280.000.00 1 $310.000.00 1 Authorized Allocations to Date $12,250 00 $280,000 00 $350,350 00 A Summary of aftocated NIARCHtSE-Ltt Program Casts FOR ALL PHASES F Q ~each PIN f=is~alSM bebw, srtawcumt fasts an the rows iodimfed as W=vt~ent.~ S h ~ wI& costs Fern tlw pmious SdhedffkA or) the mw Snbicafed as YXd." Tcr mm@wfeTot& Cuffffnf Cesfsinttbe Iasf mw, right ch;ckin each fie@and ~ k c t Wdafs Fiard. ." I 1 1 1 1 I 1 1 1 LOCAL 1 FEDERAL DEPOSIT "Current" or Federal STATE LOCAL PIN AMOUNT "OldJJentry Funding Total Costs MARCHISELL1 Matching Fiscal Share Share and (Required indicator Program Match Share Percentage only if state 1 Current 1 CMAQ (80%) 1 $376,300.00 1 $301,040.00 1 $56,445.00 1 $18,815.00 1 $ 1 I Current I CMAQ (80%) 1 $71,175.00 1 $56,940.00 1 $10,676.00 1 $3,559.00 1 $ 1 I I current I I $ I $ I $ I $ I / current [ I ts - $ I j current I I  Sched A (01113) Pres's F1 Eb read instructions in blank fields Page 2 of 3 NYSDOTIState-Local Agreement - Schedule A 8. ~ukmaryof Other (inciuding Non-a#?ocatedMARCttl8ELl.i) Participating Costs FOR ALL PHASES For each PIN Fiscal Shere, show m n t costs on the mws hdicafad as Cumnt,'! Smuv the cfd costs from fhe prsvjoos SchacluleA on the mw - in lasf row, right click In t?ach fie& andselect %!&date Field..* indicatedas "Old." To Gompute Total C u m t L&&s I I 'Current' Other entry Or 'Old' PIN Fiscal Funding Source TOTAL Other FEDERAL Other STATE Other LOCAL Shares I indicator I I I I I Current I I I current I I I I 1 current I 1 I I ( current I I I current I I s I $ I $ I $ I T 7- - r I I Current $ $ $ I I current I I I - - - - -- - -- - --1 C. Total Local Deposit@)Required for State Administered Projects: $ . - - - -- -- - - 0, l=ct~b fC?&t# P T O ~ ~ C~ 70 cwqx& Total Casts in the last &urn& &@tclick in the P iand s e w *&date Fisd " I I I , Total STATE TotalFEDERAL Total Other Total LOCAL Total Costs MARCHlSELLl Cost STATE Cost Cost (all sources) Cost See Agreement (or Supplemental Agreement Cover) for required contract signatures. Sched A (01113) Press F1 b read instructions in blank fields Page 3 of 3 NYSDOTIState-Local Agreement - Schedule A Footnotes: (see m s website for link to sample footnotes) This Supp # 1 is to add funding for ROW acq. and Design.  SCHEDULE B: Phases, Sub-phasenasks, and Allocation of Responsibility Instructions: Identify the responsibility for each applicable Sub-phase task by entering X in either the NYSDOT column to allocate the task to State labor forces or a State Contract, or in the Sponsor column indicating non-State labor forces or a locally administered contract. A1,Pretimfnaiy ~ngineering ("'?E"')Phase PhaselSub-phaselTask Responsibility: NYSDOT Sponsor 1. Scoping: Prepare and distribute all required project reports, including an IXI Expanded Project Proposal (EPP) or Scoping Summary Memorandum (SSM), as appropriate. 2. Perform data collection and analysis for design, including traffic counts IXI and forecasts, accident data, Smart Growth checklist, land use and development analysis and forecasts. 3. Smart Growth Attestation (NYSDOT ONLY). 4. Preliminary Design: Prepare and distribute Design ReportIDesign (XI Approval Document (DAD), including environmental analysislassessments, and other reports required to demonstrate the completion of specific design sub-phases or tasks and/or to secure the approvaI/authorization to proceed. 5. Review and Circulate all project reports, plans, and other project data to [XI obtain the necessary review, approval, andlor other input and actions required of other NYSDOT units and external agencies. 6. Obtain aerial photography and photogrammetric mapping. (XI 7. Perform all surveys for mapping and design. (XI 8. Detailed Desiqn: Perform all project design, including preparation of (XI plan sheets, cross-sections, profiles, detail sheets, specialty items, shop drawings, and other items required in accordance with the Highway Design Manual, including all Highway Design, including pavement evaluations, including taking and analyzing cores; design of Pavement mixes and applications procedures; preparation of bridge site data package, if necessary, and all Structural Design, including hydraulic analyses, if necessary, foundation design, and all design of highway appurtenances and systems [e.g., Signals, Intelligent Transportation System (ITS) facilities], and maintenance protection of traffic plans. Federal Railroad Administration (FRA) criteria will apply to rail work. 9. Perform landscape design (including erosion control). (XI 10. Design environmental mitigation, where appropriate, in connection with: (XI Noise readings, projections, air quality monitoring, emissions projections, hazardous waste, asbestos, determination of need of cultural resources survey.  PhaselSub-phaselTask Responsibility: NYSDOT Sponsor 11. Prepare demolition contracts, utility relocation plans/contracts, and any [XI other plans andlor contract documents required to advance, separate, any portions of the project which may be more appropriately progressed separately and independently. 12. Compile PS&E package, including all plans, proposals, specifications, IXI estimates, notes, special contract requirements, and any other contract documents necessary to advance the project to construction. 13. Conduct any required soils and other geological investigations. [XI 14. Obtain utility information, including identifying the locations and types of [XI utilities within the project area, the ownership of these utilities, and prepare utility relocations plans and agreements, including completion of Form HC-140, titled Preliminary Utility Work Agreement. 15. Determine the need and apply for any required permits, including U.S. IXI Coast Guard, U.S. Army Corps of Engineers, Wetlands (including identification and delineation of wetlands), SPDES, NYSDOT Highway Work Permits, and any permits or other approvals required to comply with local laws, such as zoning ordinances, historic districts, tax assessment and special districts. 16. Prepare and execute any required agreements, including: - Railroad force account - Maintenance agreements for sidewalks, lighting, signals, betterments - Betterment Agreements - Utility Work Agreements for any necessary Utility Relocations of Privately owned Utilities 17. Provide overall supervision/oversight of design to assure conformity El with Federal and State design standards or conditions, including final approval of PS&E (Contract Bid Documents) by NYSDOT. 18. The American Recovery and Reinvestment Act (ARRA) projects require IX] additional extensive reporting. The Municipality/Sponsor must include in its construction contract the additional ARRA reporting requirements related to the weekly employment during Construction or as modified by the Federal Highway Administration (FHWA). 19.Pursuant to Title IX, Section 902 of the ARRA, the U.S. DOT IXI Comptroller General and his representatives are authorized to: 1) examine any records of the contractor, or any records of its subcontractors, that directly pertain to and involve transactions relating to the contract or subcontract, and 2) interview any officer or employee of the contractor or any of its subcontractors regarding such transactions. Phaselsub-phasenas k Responsibility: NYSDOT Sponsor  PhaselSub-phaselTask Responsibility: NYSDOT Sponsor 1. Prepare ARM or other mapping, showing preliminary taking lines. • 2. ROW mapping and any necessary ROW relocation plans. '24 3. Obtain abstracts of title and certify those having an interest in ROW to El be acquired. 4. Secure Appraisals. El 5. Perform Appraisal Review and establish an amount representing just €4 compensation. 6. Determination of exemption from public hearing that is otherwise [Xi required by the Eminent Domain Procedure Law, including de minimis determination, as may be applicable. If NYSDOT is responsible for acquiring the right-of-way, this determination may be performed by NYSDOT only if NYSDOT is responsible for the Preliminary Engineering Phase under Phase A1 of this Schedule B. 7. Conduct any public hearings and/or informational meetings as may be €4 required by the Eminent Domain Procedures Law, including the provision of stenographic services, preparation and distribution of transcripts, and response to issues raised at such meetings. 8. The American Recovery and Reinvestment Act (ARRA) projects require additional extensive reporting. The MunicipalitylSponsor must include in its construction contract the additional ARRA reporting requirements related to the weekly employment during Construction or as modified by the Federal Highway Administration (FHWA). 9. Pursuant to Title IX, Section 902 of the ARRA, the U.S. DOT Comptroller General and his representatives are authorized to: 1) examine any records of the contractor, or any records of its subcontractors, that directly pertain to and involve transactions relating to the contract or subcontract, and 2) interview any officer or employee of the contractor or any of its subcontractors regarding such transactions. Phaselsub-phaselTask Responsibility: NYSDOT Sponsor Perform all Right-of-way (ROW) Acquisition work, including €4 negotiations with property owners, acquisition of properties and accompanying legal work, payments to and/or deposits on behalf of property owners; Prepare, publish, and pay for any required legal notices; and all other actions necessary to secure title to, possession of, and entry to required properties. If NYSDOT is to acquire property, including property described as an uneconomic remainder, on behalf of the Municipality/Sponsor, the MunicipalitylSponsor agrees to accept and take title to any and all permanent property rights so acquired which form a part of the completed Project.  PhaselSub-phaseflask Responsibility: NYSDOT Sponsor 2. Provide required relocation assistance, including payment of moving tX1 expenses, replacement supplements, mortgage interest differentials, closing costs, mortgage prepayment fees. 3. Conduct eminent domain proceedings, court and any other legal El actions required to acquire properties. 4. Monitor all ROW Acquisition work and activities, including review and El processing of payments of property owners. 5. Provide official certification that all right-of-way required for the El construction has been acquired in compliance with applicable Federal, State or Local requirements and is available for use and/or making projections of when such property(ies) will be available if such properties are not in hand at the time of contract award. 6. Conduct any property management activities, including establishment [7 €4 and collecting rents, building maintenance and repairs, and any other activities necessary to sustain properties and/or tenants until the sites are vacated, demolished, or otherwise used for the construction project. 7. Subsequent to completion of the Project, conduct ongoing property €4 management activities in a manner consistent with applicable Federal, State and Local requirements including, as applicable, the development of any ancillary uses, establishment and collection of rent, property maintenance and any other related activities. 8. The American Recovery and Reinvestment Act (ARRA) projects require El additional extensive reporting. The Municipality/Sponsor must include in its construction contract the additional ARRA reporting requirements related to the weekly employment during Construction or as modified by the Federal Highway Administration (FHWA). 9. Pursuant to Title IX, Section 902 of the ARRA, the U.S. DOT Kl Comptroller General and his representatives are authorized to: 1) examine any records of the contractor, or any records of its subcontractors, that directly pertain to and involve transactions relating to the contract or subcontract, and 2) interview any officer or employee of the contractor or any of its subcontractors regarding such transactions. Phase/Sub-phaseflask Responsibility: NYSDOT Sponsor 1. Advertise contract lettings and distribute contract documents to prospective bidders. 2. Conduct all contract lettings, including receipt, opening, and analysis of bids, evaluationlcertification of bidders, notification of rejected bidslbidders, and awarding of the construction contract(s). 3. Receive and process bid deposits and verify any bidder's insurance and 0 bond coverage that may be required.  PhaselSub-phaselTask Responsibility: NYSDOT Sponsor 4. Compile and submit Contract Award Documentation Package. 5. Reviewlapprove any proposed subcontractors, vendors, or suppliers. 6. Conduct and control all construction activities in accordance with the plans and proposal for the project. Maintain accurate, up-to-date project records and files, including all diaries and logs, to provide a detailed chronology of project construction activities. Procure or provide all materials, supplies and labor for the performance of the work on the project, and insure that the proper materials, equipment, human resources, methods and procedures are used. 7a. For non-NHS or non-State Highway System Projects: Test and accept materials, including review and approval for any requests for substitutions. 7b. For NHS or State Highway System Projects: Inspection and approval of materials such as bituminous concrete, Portland cement concrete, structural steel, concrete structural elements andlor their components to be used in a federal aid project will be performed by, and according to the requirements of NYSDOT. The Municipality/Sponsor shall make or require provision for such materials inspection in any contract or subcontract that includes materials that are subject to inspection and approval in accordance with the applicable NYSDOT design and construction standards associated with the federal aid project. 7c. For projects that fall under both 7a and 7b above, check boxes for each. 8. Design andlor re-design the project or any portion of the project that may be required because of conditions encountered during construction. 9. Administer construction contract, including the review and approval of all contactor requests for payment, orders-on-contract, force account work, extensions of time, exceptions to the plans and specifications, substitutions or equivalents, and special specifications. 10. The American Recovery and Reinvestment Act (ARRA) projects require additional extensive reporting. The MunicipalityISponsor must include in its construction contract the additional ARRA reporting requirements related to the weekly employment during Construction or as modified by the Federal Highway Administration (FHWA). 11. Pursuant to Title IX, Section 902 of the ARRA, the U.S. DOT Comptroller General and his representatives are authorized to: 1) examine any records of the contractor, or any records of its subcontractors, that directly pertain to and involve transactions relating to the contract or subcontract, and 2) interview any officer or employee of the contractor or any of its subcontractors regarding such transactions. 12. Review and approve all shop drawings, fabrication details, and other details of structural work.  PhaseISub-phaseflask Responsibility: NYSDOT Sponsor 13. Administer all construction contract claims, disputes or litigation. 14. Perform final inspection of the complete work to determine and verify final quantities, prices, and compliance with plans specifications, and such other construction engineering supervision and inspection work necessary to conform to Municipal, State and FHWA requirements, including the final acceptance of the project by NYSDOT. 15. Pursuant to Federal Regulation 49 CFR 18.42(e)(I) The awarding rn agency and the Comptroller General of the United States, or any of their authorized representatives, shall have the right of access to any pertinent books, documents, papers, or other records of grantees and subgrantees which are pertinent to the grant, in order to make audits, examinations, excerpts, and transcripts.  APPENDIX 2-S l K A N DIl7ESTMENTACT As a result of the Iran Uivest~nentAct of 2012 (Act), Chapter I of the 2012 Laws of New 'fork, a new provision has been added to the State Finance I x w (SFL), 5 165-a, effective April 12, 2012. Under the Act, the Commissiolier of the Office of General Services (OGS) will be developing a list (prohibited entities list) of "persons" \vho are engaged in "investment activities in Iran" (both are defined ternls in the law). Pursuant to SFL 165-a(3)(b), the initial list is expected to be issued no later than 120 days after the Act's effective date, at which time it will be posted on the OCiS website. By entering into a renewal or extension of this Contract, Contractor (or any assignee) certifies that once the prohibited entities list is posted on the OCiS website, it will not utilize on such Contract any subcontractor that is identified on the prohibited entities list. Additionally, Contractor understands that during the term of the Contract, should NYSDOT receive infornlation that a person is in violation of the above-referenced certification NYSDOT will offer the person an opportunity to respond. If the person fails to demonstrate that it has ceased its engagement in the investment which is in violation of the Act within 90 days after the determination of such violation, then NYSDOT shall take such action as may be appropriate including, but not limited to, imposing sanctions, seeking conlpliance, recovering damages, or declaring the Contractor in default. NYSDOT reserves the right to reject any renewal, extension or request for assignment for an entity that appears on the prohibited entities list hereafter and to pursue a responsibility review with respect to any entity that is granted a contract extensiodrenewal or assigmnent and appears on the prohibited entities list thereafter.  City of Schenectady, New York DEPARTMENT OF PARKS AND RECREATION Central Park Administration Building 500 Iroquois Way Schenectady, NY 12309 Telephone (5 18) 3 82-5 151 Ext. 0 Gary McCarthy Carl Olsen Mayor Commissioner STEINMETZ PARK BUILDINGIPAVILION RENTAL Rental Season and Hours of Operation January -December 8:00 a.m. - 8:00 p.m. ""Additional time outside of operating hours must be approved in advance from the Central Park Administration Office and are subject to additional charges (see below) FEE SCHEDULE All Rentals are based on a 4 Hour block 8 a.m. - 12 p.m. 12 p.m. - 4 p.m. 4 p.m. - 8 p.m. Pavilion $50 $75 Pavilion with Bathrooms $100 $150 Pavilion with Kitchen and Bathroom $200 $250 Pavilion with Kitchen, Bathroom, and Meeting Room (including setup of table and chairs) $250 $350 Not-For-Profit Organizations and Schools Goose Hill Neighborhood Association may use the building free for monthly meetings from May to October. Other Non-profits or agencies may rent the building for $25 per meeting for up to 2 hours. Agencies will be responsible for setup and breakdown. **Additional time pre-approved by Central Park Administration.. . . . .. $30.00 per hour Please make all checks or money orders payable to: The City of Schenectady RESERVATION FEES WILL NOT BE REFUNDED All Fees must be paid in full prior to the event. A copy of your reservation form will be forwarded to you before your event. Please return all forms and appticable fees to: City of Schenectady Parks and Recreation Central Park Administration Building  City of Schenectady, New York DEPARTMENT OF PARKS AND RECREATION Central Park Administration Building 500 Iroquois Way Schenectady, NY 12309 Telephone (5 18) 3 82-5 151 Ext. 0 Gary McCarthy Carl Olsen Mayor Commissioner PARK PAVILION RULES AND REGULATIONS ALCOHOL: There is NO alcohol permitted in the Pavilion or anywhere in the Park PETS: There are no pets allowed in the Pavilion NOTE: PLEASE PLAN YOUR DAY ACCORDINGLY. AT THE END OF YOUR RENTAL PERIOD YOU ARE EXPECTED TO COMPLETELY VACATE THE PAVILION. CARRY IN CARRY OUT TRASH POLICY MUST BE FOLLOWED ALL RULES ARE STRICTLY ENFORCED If you have any questions or concerns for permits, fees, and availability, please call the Central Park Administration Building between the hours of 8:00 a.m. - 1:00 p.m., Monday and Thursday at 382-5151 Ext. 0 and on Tuesdays at 382-5000