Public Works Committee

Filed in the City Clerk’s Office: CITY OF FITCHBURG FITCHBURG CITY CLERK Jan 24 2024 12:23 pm PUBLIC WORKS COMMITTEE MEETING MINUTES A meeting of the Public Works Committee was held on Thursday, October 26, 2023, in person at the Legislative Building, 700 Main Street at 6:00 PM. Committee Members Present: Councilors Marisa Fleming (Chair), Paul Beauchemin, Sally Cragin, and Bernie Schultz. DPW Commissioner Nick Erickson. 1) Vote to approve minutes from previous meeting (May 30, 2023 & July 25, 2023): Minutes were approved unanimously 4/0. 2) DPW Updates: Engineering Division: Commissioner Erickson explained the department is currently short-staffed and that they only have one person out of four spots filled which is limiting the amount of production from this office. Commission Erickson explained they have been shorthanded in various capacities for quite a while. He noted that they have advertised the vacant positions but the pool of candidates has been small. Commissioner Erickson explained that there are four contracts currently in the works: 1) Clarendon Street reconstruction project; 2) a three year on-call paving contract; 3) a three year on-call construction contact; and 4) a three year on-call paving pavement preservation contract. A question was asked about the status of Clarendon Street. Commissioner Erickson explained that he anticipates getting the contract to the Purchasing Department soon. Once it is in their hands, the public bid process can take place. Streets Division: Commissioner Erickson stated that they recently completed a fairly large sidewalk project on Elm Street that included ADA ramps and new sidewalk. Currently, they have a crew on Pearl Hill Road making repairs to some of the washout that took place over the course of the summer. He mentioned that a large sinkhole was recently repaired on Plymouth Street and they have conducted sidewalk repairs and berm repairs in various locations, including Daniels Street and Will Thompson Way. Commissioner Erickson announced that they have a new Superintendent of Streets, Jeff Hillman, who was the former Civil Engineer for the DPW and that he is excited to have him on board in this new role and hopes they can backfill his position quickly. Councilors expressed their appreciation for the work performed on Pearl Hill Road and Franklin Road. Commissioner Erickson explained that the paving of Franklin Road was a partnership with Unitil and was repaved as part of their trench restoration requirements. He explained that typically Until will only pave about an eight foot section to cover their trench, but because of the poor condition of Electric Ave and Franklin Road, they worked with Unitil to pave curb to curb. He explained that there are outstanding utility and sidewalk issues in the other areas of Franklin Road and Electric Ave that need to be addressed before they can pave the remaining sections. A question was asked about the culverts at Hobson Street and Nikitas Field. Commissioner Erickson explained the Hobson Street culvert is working as designed and is flowing freely. He noted they would need to find a source of funding to conduct a Hydrologic and Hydraulic analysis to determine the correct size and pursue funding to implement the design. He mentioned one challenge with implementing a revised design to this culvert is that it runs through private properties without easements. He noted that the Municipal Vulnerability Preparedness Grant Program is a good fit for this work and they will be looking to submit for a grant when their application period opens in the spring. Commissioner Erickson noted that with regards to Nikitas Field, they have some outstanding repairs downstream of where the large sinkhole was at the intersection of Franklin Road and Rollstone Street. He explained the intersection was fixed and the pavement was restored but there are still issues with the section of culvert downstream that runs under Nikitas Field. He noted that they have a clearly defined scope of work and a method of repair that will be assigned once an on-call contractor has been hired and that they were waiting for football season to conclude before they started the work. Water Division: Commissioner Erickson mentioned that the supervisory control and data acquisition system upgrade project is in progress. He explained that this project replaces all of the controls and telemetry systems at the two water treatment plants and various remote sites throughout the water supply system. He noted that the work is nearly complete at the Fallulah water treatment plant and that the plant has been shut down while the work was being completed. Once it is back online, they plan to start work on the regional treatment plant in Westminster. He noted that this is the critical plant as it supplies a majority of the City. Commissioner Erickson mentioned that they have water main designs ongoing for Main Street and Boulder Drive and once finalized they will be putting this out to bid with Boulder Drive going out either in the winter or early spring and Main Street most likely to follow during the next construction season. He noted that the schedule is going to be determinative as it will require coordination with utility work in the area, particularly, the combined sewer separation project and gas main replacements. He explained that there will be a strong outreach campaign ahead of the work on Main Street to inform the public that there will be ongoing utility work in the area for the next three to four years. He noted the light at the end of tunnel is once this work has been completed, there will be new paving, sidewalk work, new lighting, etc. that can take place. Commissioner Erickson also mentioned that Oak Hill water storage tank replacement project has been completed and the system is back online. He noted that all of the water storage tanks in the City are in good condition and should last another fifty to one hundred years. Wastewater Division: Commissioner Erickson mentioned the combined sewer separation project (CSO) in the northwest Main Street area which is contracted to J.A. Polito and Sons will be complete by the end of November and noted that West Street was re-milled as part of this project. He explained that J.A. Polito will move to areas upstream in the spring and once the work has been completed there will be a handful of streets that will be repaved. A concern was raised about the upcoming detour of traffic into residential areas in relation to the project. Commissioner Erickson explained that given the construction work that is planned, there is a need to detour traffic around the work through whatever route people prefer. He mentioned that they are attempting to provide options to motorists, emergency responders, and DPW. Parks Division: Commissioner Erickson noted that the staff has shifted over to fall cleanups, irrigation system blowouts, and closing the pool and splash pads. He also explained that in the coming months the focus of their work will be on winter operations. Cemetery Division: Commissioner Erickson mentioned during the last construction season the DPW completed the new memorial gardens expansion and the only outstanding item is pathway paving which is anticipated to be done in the spring. He explained that they will be looking at two other expansions, one in the Columbaria area and the other in the area adjacent to the memorial gardens. He mentioned they are also looking at potentially installing double stacked grave vaults in the area of the corner of the cemetery at Rollstone and Mt. Elam to provide additional interment. He mentioned that as discussed in the past, they will need to look at future expansion of the cemetery. He noted the land the City owns across the street on Electric Avenue, although it will be expensive to develop, seems to be the only feasible spot to implement a larger scale expansion. Commissioner Erickson provided an update on the repairs to the mausoleum at Forest Hill. He noted they have an owner’s project manager and architectural firm on board that are evaluating the repair needs to get a handle on what the design plans and costs will look like and that the next step is to determine a funding source to pay for the repairs. Commissioner Erickson also mentioned that they are dealing with a lot of groundwater in Section Q next to Electric Avenue and noted that engineering is looking into potential solutions to lower groundwater in this area. 3) NEW petitions for review: a) 221-23. Councilor Beauchemin is requesting a loading area at the Senior Center at Elm Street adjacent to the ramp for loading and unloading food and equipment without receiving a parking ticket. (Referred from City Council on September 5, 2023) Discussion: Ward 4 Councilor Van Hazinga spoke in regards to this petition and noted that if the City Council took up this petition it would require an update to the City Code. He mentioned that loading zones are in the purview of the Chief of Police and instead of taking the route of updating the City Code, that it should be referred to the Chief and Sgt. Boudreau. A question was asked if the petition should be referred to the City Property Committee. Councilor Van Hazinga stated that the City Council could recommend the petition be granted, but approval would ultimately be at the discretion of the Chief. Recommendation: The Committee voted 4-0 that the petition be REFERRED to the Public Safety Committee. b) 222-23. Councilor Fleming is requesting to repair or replace the guardrail on the North side of Pearl Hill Road just before the Putts Bridge. (Referred from City Council on September 5, 2023) Discussion: Commissioner Erickson stated that he visited the site and it appears the wooden posts have rotted out and is the why the guardrail is in its current shape and he agrees it does need to be repaired. Recommendation: The Committee voted 4-0 that the petition be APPROVED. c) 225-23. Andrew Couture on behalf of Evan Halstead to install more street lights on Sheldon Road at and around 455 Sheldon Road on the east side of the road. (Referred from City Council on September 19, 2023) Discussion: Commissioner Erickson stated that he visited the site. He noted that Sheldon Road runs East to West, so when describing the location of a street light it should indicate North or South. Based on the intent of the resident, he believes they are looking to add a street light on the utility pole on the South side of the road across from their driveway. He mentioned this driveway is not too far from the intersection of Sheldon and Stickney and there is an existing street light on the utility pole nearest the intersection which provides a level of safe visibility at this location. He stated that he doesn’t recommend approval of this petition due to the fact that this road is classified as scenic. Recommendation: The Committee voted 4-0 that the petition be given LEAVE TO WITHDRAW. d) 233-23. Councilors Sam Squailia & Paul Beauchemin to install a berm at 517 Rollstone St approximately 15ft long in front of Fire Hydrant to mitigate erosion. (Referred from City Council on October 3, 2023) Discussion: Commissioner Erickson agrees a berm would be appropriate at this location. He mentioned that installation most likely would not be done until the spring season due to the backlog for berm repairs and the need to address either installation or repair of others due to the extent of the erosion in the area. Recommendation: The Committee voted 4-0 that the petition be APPROVED. e) 234-23. Councilors Sam Squailia & Marisa Fleming to install a berm between 29 and 1 High rock Rd., approx 140ft., to direct water on the roadway to the existing catch basin and mitigate erosion. (Referred from City Council on October 3, 2023) Discussion: Commissioner Erickson noted that a berm should be installed on the left-hand side of the road to mitigate erosion. Recommendation: The Committee voted 4-0 that the petition be APPROVED.  f) 237-23. City Councilor Bernie Schultz, on behalf of Gary Lundy of 15 Brigham Street, to request temporary filling of large holes on Charles Street sidewalk, from Brigham Street to Laurel Street, followed by the complete replacement of the same section of Charles Street sidewalk. (Referred from City Council on October 3, 2023) Discussion: Commissioner Erickson agreed that the sidewalk needs to be temporarily filled and that the sidewalk in this location should be replaced. He explained that it is hot mix asphalt and should be replaced with the same material. He noted that he believed a crew had been out to the location and patched the holes in the sidewalk. Councilor Schultz stated that he had not heard from the petitioner so he assumes the sidewalk had been patched, but that he would reach out to him to confirm. It was noted that the sidewalk on the left-hand side of the street is also in need of repair and replacement. A motion was made to amend the petition to include the left-hand side of the street along the same section was approved by a vote of 4-0. Recommendation: The Committee voted 4-0 that the amended petition be APPROVED. g) 238-23. Councilor Paul Beauchemin to replace the berm at 19 Frankfort Street. (Referred from City Council on October 3, 2023) Discussion: Commissioner Erickson explained that the berm and sidewalk were hot mix asphalt and that it is difficult to replace just the berm and not the sidewalk. He suggested to modify the petition to replace the berm and the sidewalk and expand it to include the small section of berm and sidewalk on either side of 19 Frankfort Street. A motion to amend the petition to replace the berm and sidewalk from 144 Pratt Street to 15 Frankfort Street was approved by a vote of 4-0. Recommendation: The Committee voted 4-0 that the amended petition be APPROVED. h) 246-23. City Councilor Bernie Schultz, on behalf of Pam Lawrence of 566 Milk Street and Rosemary Reynolds of 570 Milk Street, to request removal of dying trees, one tree in front of 566 Milk Street and the second tree in front of 570 Milk Street, and to also include sidewalk repair once the two city trees are removed. (Referred from City Council on October 17, 2023) Discussion: Councilor Schultz noted that that tops of these trees are dead and they have impacted the sidewalk in both locations. Commissioner Erickson noted that the City Council does not have the authority to decide whether to remove a tree explained that the Tree Warden is the approved authority to make this determination. He also noted that a resident can file an appeal with the Mayor’s Office if they disagree with the decision of the Tree Warden and that the Mayor’s Office would then conduct a shade tree hearing and make a final determination. He stated that he agrees if the trees are removed that replacement of the sidewalk would be needed. A motion to amend the petition to add “subject to the approval of the Tree Warden” was approved by a vote of 4-0. Recommendation: The Committee voted 4-0 that the amended petition be APPROVED. 4) HELD petitions for review: a) 127-23. City Councilor Bernie Schultz and Police Sgt. Dan Boudreau request that the Department of Public Works and the School Department work collaboratively to ensure the widening of Munroe Street to accommodate increased vehicular traffic from South Street School. (HELD at the 5/30/23 & 7/25/23 /meetings) Discussion: Commissioner Erickson noted that since their last meeting, the School Department had been out to the site and cleared the brush but the fence still remains. He mentioned he spoke with Jeremy Roche and he agreed that Munroe Street needs to be widened and that the School Department would support this petition in anyway it can, including removal of the fence. He mentioned that the work will most likely be performed in the spring. Recommendation: The Committee voted 4-0 that the petition be APPROVED.  b) 128.23. City Solicitor Vincent Pusateri to layout and accept as gift or donation, as a public way, a certain parcel of land known as Eithier Street Extension also known as Eithier Street as described in the attached plan. (HELD at the 5/30/23 meeting) Discussion: City Solicitor Pusateri mentioned the outstanding issues that were identified with approval the acceptance of the street are two conditions of the special permit regarding fees for the detention basin and inflow & infiltration (“I&I”). Solicitor Pusateri noted that he has had frequent contact with the developer’s attorney, Jeff Aveni regarding these and Attorney Aveni agreed that the $4,500 I&I fee should be paid and an escrow agreement to this effect was executed. Attorney Aveni noted that the developer’s $25,000 performance bond had been held for fifteen years and that it should be released. He also noted that the developer has gone above and beyond in areas of this project and has over the years maintained the growth in the retention basin. Commissioner Erickson stated that as far as the DPW is concerned, the developer has completed the project to its specifications and requirements. A couple of recommendations of when the I&I fee should be paid and when the release of the bond should take place was suggested to the Committee. Recommendation: The Committee voted 4-0 that the petition be APPROVED with the condition that the $4500 I&I fee be immediately paid to the City of Fitchburg and the balance of the performance bond be released to the developer. c) 193-23. City Councilor Andrew Couture, on behalf of Bev Hofer, to replace the berm in front of 466 Franklin Road to combat runoff from Oak Hill Road. (HELD at the 7/25/23 meeting) Discussion: Commissioner Erickson noted that he has not been in touch with the resident yet, but as discussed earlier, the DPW intends to conduct some sidewalk replacement work in this area in the spring. He mentioned that he would like to meet with the petitioner to determine the full scope of the problem in case there is anything else that needs to be done to mitigate the issue. Recommendation: The Committee voted 4-0 that the petition be HELD. d) 195-23. Councilor Fleming on behalf of several residents, employees and non-residents of Fitchburg, MA. A petition to add streetlights or roundabout to the intersection of North Street / John Fitch Highway and Pearl Hill Rd / John Fitch Highway to mitigate traffic concerns (accidents) and pedestrian crossing (safety) during daytime hours. With the increase in traffic this discussion needs to take place before a tragedy occurs. (HELD at the 7/25/23 meeting) Discussion: Commissioner Erickson noted that their engineering consultant, Fuss & O’Neil, have provided five design concepts for a roundabout at this location and these have been distributed to different City departments for their input. He mentioned that he has received feedback from Police and Fire and they seem to be in agreement. The next step is to work with the consultant to flush out the concept and identify a funding source for the construction. Recommendation: The Committee voted 4-0 that the petition be APPROVED. 5) Any Other Business: None Motion to adjourn by Councilor Beauchemin and seconded by Councilor Schultz.