Public Works & Facilities Commission

PUBLIC WORKS & FACILITIES COMMISSION REGULAR MEETING THURSDAY, FEBRUARY 15, 2018 TIME: 7:00 P.M. MUNICIPAL BUILDING ROOM 208 MIDDLETOWN CONNECTICUT Members Present: Councilman Carl. R. Chisem Councilman Sebastian Giuliano Councilman Philip Pessina Councilman Thomas Serra Staff Present: William Russo, Director of Public Works Christopher M. Holden, P.E., Deputy Director of Public Works Absent: Councilman Gene Nocera Others: Sarah Shapiro, Middletown Resident John Hollerbach, Creative Recreation Charlotte McCoy, Middletown Commission on the Arts Marco Gaylord, Director of Operations and Fine Arts Chair Chisem opened the Public Works & Facilities Commission meeting at 7:00 P.M. Councilman Serra moved to add two items to the agenda: a building permit refund to SolarCity for a home owned by Robert Cox and the naming of the MHS Performing Arts Center. The motion was seconded and approved unanimously. Chair Chisem requested a motion to approve the minutes dated January 10, 2018. Motion to approve the minutes was seconded and approved unanimously. PUBLIC COMMENT ON AGENDA ITEMS: Sarah Shapiro, parent to a kindergartener at Farm Hill School, stated that when she learned about the former playscape being torn down she was upset. She made it her mission to see what she can do to get a playground put into place as quickly as possible knowing that it would be a balance between the Board of Education and the Department of Public Works. Sarah cannot say enough about Director Russo’s work to get this job done and John Cross, Director of Facilities work to get the design completed. Her children among the many other children deserve a playground. She thanked the Committee for hearing her out and helping to put in place a playground for the children that need it. Not having recess has been very difficult for the children. If the playscape can be put in place for next year, it would be a huge boost of morale for the school. At the last meeting, a smaller design that held up to 35 children was discussed. In Farm Hill School for just Kindergarten alone, there are approximately 75 children that play outside for recess. Sarah stated that if there is anything needed for her to do in order to make this possible, she will be happy to do so. Councilman Serra made a suggestion to make sure that the Board of Education understands that the use of the fields will be shared since the project is contingent upon that. Sarah mentioned that over the past couple of months, she has become friendly with Dr. Connor on a personal level. She let him know that he is dealing with a situation where the Board of Education has always gone about their own business and the City of Middletown has always gone about their own business as well. Dr. Connor had told Sarah that he is willing to do whatever it takes for the better of these kids. Councilman Serra asked Director Russo what the status of the MOU is. Director Russo stated that they met three times with Dr. Enza Macri and Alysha, the A.D. at Middletown High. At the last meeting, he had employees of the Recreation Department present; Debbie Stanley and Cathie. We will see an MOU that will allow off hours when the students are not in school to use the Middletown High Track. This will absorb any costs for seniors which will be 50+ for the walking program. The program will be registered through the Recreation Department. The residents will be given a badge and will be able to use the track. The baseball facility will be able to be used since $18,000.00 of the budget was from Public Works for their employees to prep the field when used. They will absorb that cost any time the hardball facility is used. Their two maintenance employees will be paid for by the Board of Education. Midget Football will be moved to the Keigwin Field which will allow for use of the Pat Kidney Field since there are five fall ball teams that need to use it. Another walking program at the Wilson Track will take place also through the Recreation Program. This track was built by the Public Works Department even though it is still under Woodrow Wilson’s jurisdiction. Any costs that need to be absorbed will be in the MOU and absorbed by the Board of Education. Director Russo stated that he believes it is understood by the parties involved that there is a large demand for the walking programs and a large demand for hardball. The MOU will be seen well before the March 5, 2018 Council Meeting. He does not believe there are will be any union negotiations, just who will absorb the cost. Local 466 employees will work and the Board of Education will absorb the cost to pay them. A member of the public mentioned sculptures that will be put onto Palmer Field. Councilman Serra moved that a conversation be held in regards to Palmer Field after the presentations. Motion was seconded and approved unanimously. CORRESPONDENCE: Director Russo stated that there is no correspondence at this time. NEW BUSINESS: a. Moody Elementary School Softball Field Lighting – Director Russo stated that there are two options available in the packets to review. One option is for the LED lighting and the other is for HID lighting. The cost for HID lighting would be $180,000.00; the cost for LED lighting would be $250,000.00. LED lighting is the most efficient way to go and would help in terms of not having to build another field. It would take about six and a half years to recoup the difference of the money used to bring new lighting to the field.  Councilman Serra moved that the Moody Elementary School Softball Field Lighting be moved to the Council for approval. Motion was seconded and approved unanimously. b. State of Connecticut D.O.T. – Millbrook Road Reconstruction – Deputy Director Holden stated that the State has money to pay for this project based on the insurance estimate. He mentioned that this could be the last project under the LOTCIP program. Councilman Serra asked if there are any in- house costs associated with this reconstruction. Deputy Director Holden stated that they are looking to get the inspection also covered, but this will all fall under in-house funding which will be around $200,000.00 for the inspections and the construction administration. This funding will come from road bonds which have a balance of 1.8 million secured by former Deputy Director Dobmeier. Deputy Director Holden stated that it is about a month or so before the bids are opened through the process with a minimum 28-day bid. He believes we are about a week longer than that. c. 3rd Annual Craft/Vendor Fair; South Green – Director Russo stated that this is the third annual Craft/Vendor Fair. This is not a City event, so any police that need to be present would need permission from this Commission to use the South Green Union Park. If approved, this event will be held on April 28, 2018, from 10:00 AM to 3:00 PM. A motion was made to move approval of the 3rd Annual Craft/Vendor Fair on the South Green. Motion was seconded and approved unanimously. d. Building Permit Refund – 6 Blue Bird Road; $143.60 – Director Russo stated that this is for work that can no longer be performed after the permit was pulled for 6 Blue Bird Road. Motion to approve of the refund was made, seconded and approved unanimously. e. Electrical Training Services, LLC – 2018 Continuing Education Seminar – Director Russo stated that this is a seminar for Dean Lisitano, Chief Building Official to attend. Motion was made, seconded and approved unanimously for Dean’s presence at the Continuing Education Seminar. f. Middletown Community Band Festival and Craft Fair; Harbor Park – Councilman Serra made a motion to move item 5f up on the agenda. Motion was seconded and approved unanimously. Director Russo stated that he has been asking Marco to promote Harbor Park and the waterfront. Marco Gaylord showed a sample flyer showing the beginning stages of the Band Festival and Craft Fair at Harbor Park. He would like the festival to be held on Saturday, June 16, 2018. He was able to get Steven Allison of the Arts Commission to help with the food vendors along with Debbie Stanley and Cathy Lechowicz to help with the arts and crafts. Marco mentioned that he will be handling the music for the festival himself. There is already much interest and he believes this event will bring many individuals from other towns. He originally had an idea for the future to have band festivals come in for the weekend with provided hotel space and in turn Middletown will have business from other towns down at the riverfront. Councilman Serra asked if this will be covered by special events in the line item. Marco stated that the money has already been raised to cover the sound and other things of the like.  Director Russo stated that this event can be taken out of the special events like just like with the Fourth of July events. Since this is a City event, Public Works will absorb the costs for the on-site police. Councilman Serra moved approval of the Middletown Community Band Festival and Craft Fair. Motion was seconded and approved unanimously. g. Connecticut Recyclers Coalition – Municipal Recycling Ordinance Update (Breakfast Series) – Director Russo stated that this is for Kim O’Rourke’s ongoing education as the Recycling Coordinator. Motion was made, seconded and approved unanimously for Kim’s attendance at the CRC breakfast series event. h. Middletown High School Performing Arts Center – Councilman Giuliano stated that while Marco is present, if the Commission could take up the naming of the Performing Arts Center. Councilman Serra moved approval to send this to the Council. Motion was seconded and approved unanimously. i. Building Permit Refund – 4 Yellow Green Road; $214.90 – Motion to approve of the refund for 4 Yellow Green Road was made, seconded and approved unanimously. OLD BUSINESS: a. LaRosa Lane Reconstruction – Director Russo stated that in-house engineering has come up with a final design which was already approved by Sergeant David Godwin. The board, principal and the rest of the representatives at Middletown High were also involved in the meetings for the reconstruction. He believes everyone involved is happy with the reconstruction. If approved by this Commission, he will have to go back to the Council for their permission. This will then be added to the 2013 Road Bond list. Deputy Director Holden stated that the bus will turn right where the bus pick up was originally. Aisles will be widened and paved areas will be increased so that busses will be able to turn in and out at the same time with enough room to do so. In front of the school there will be a two foot high island which is low enough to drive over. The fire hydrant had to be shifted back another ten feet from its current location. There will be a pull in lane, a drop off lane and a travel lane to pull back out and drive around other cars. Deputy Director Holden indicated that the total cost for this reconstruction will be $165,000.00 with a 20% contingency. Councilman Serra stated his concern with the height of the center island due to safety concerns. He feels that a safety vehicle should be able to drive over this center island. Director Russo stated that it is the Commissions belief that the center island should be high enough to where no one can jump over to cross it, but that safety vehicles should still be able to drive over it in the case of an emergency.  Councilman Serra moved approval for the LaRosa Lane Reconstruction. Motion was seconded and approved unanimously. b. Farm Hill School Playscape – Councilman Serra moved that the Farm Hill School Playscape item be moved up on the agenda for presentation. Motion was seconded and approved unanimously. John Hollerbach, owner of Creative Recreation, stated that the playscape ground is made of non- toxic virgin rubber. He stated that Sarah has reached out to him in regards to plans and ideas on what the Committee and students would like to see in a playground. After putting together a couple of different designs, he ended up with one that he would like to use. It is accessible by children with disabilities and is specifically designed for children through the ages of 5-12. There is a section that is accessible via ramp in the entrance to the play area and there is also a transfer point for children to transfer out of their wheelchair to gain access to the playground equipment. In the corner, there is an existing fitness area. The Board of Education has asked John to lower some of the components and bring it down a bit closer to the ground as an extra safety measure. The surfacing addresses both the fitness area as well as the playscape along with the bank of swings. Currently, there are 6 swing seats which are not many. Due to the necessary grading for the surfacing and the new playground, John figures that an addition should be added since the swing set is going to be re-located anyway. There is some extra space so a bay has been added to the plans to create an ADA accessible chair. All of the surface will allow someone in a wheelchair or a walker to roll easily through the play space. Councilman Giuliano asked where on the site the playscape will be located. John replied that it will be on the back side of the school right off of the parking lot. As soon as the children are out of school the project will begin and there will be a thirty day construction window. Councilman Serra mentioned the $16,848.00 add-on towards the bottom of the quote and wondered if it is for contingency. John stated that there he is very familiar with the site digging and the conditions and does not see that a contingency is necessary for a project of this scale. He also stated that the $16,848.00 was for lowering the piece of fitness equipment per the Board of Education to make it safer for the children. Deputy Director Holden asked what the max number of children able to be on the playscape at once is. John replied that the max number of children is 75. Councilman Serra moved approval contingent upon the MOU being signed, sealed and delivered; and that Tina finds the appropriate funding from the appropriate line items for this amount of money. Motion was seconded and approved unanimously. c. Showmobile Update – Councilman Serra stated that he believes the City should purchase a showmobile; however, the fee ordinance should be redone. It should be determined whether or not there should be one standard fee for everyone or a discounted fee for non-profit. Director Russo stated that the current fee is $75.00 per hour. He also stated that he will look into the fees that other towns use for their showmobile’s and events. Councilman Serra stated that he would like to restructure the fee ordinance so that Public Works employees can be paid for their overtime and over a period of time defray the cost of the purchase.  Director Russo stated that he will have to wait since the bond money for CNR is given in September. The past bond money given is all accounted for with trucks and other necessities in the Parks Department. By this time, a fee structure will be completed. d. Green Street Arts Center Special Meeting – A member of the Middletown Commission on the Arts stated that she knows that Steven Allison was told that there is interest in having sculptures on Palmer Field in recognition of two very important people in this town: Bernie O’Rourke and Bill Pomfret. As a sub-committee, Steven and she met and talked about recommendations which are shown in a packet which was passed out to the Commission. She feels that this would be very important for the City of Middletown. Director Russo stated that he did meet with Bill Pomfret’s wife with Steven Allison present; Brian O’Rourke was also involved. He asked Steve to take this over in terms of the Arts and then come back to this Commission with suggestions. Councilman Serra made an official motion that will re-affirm that there will be statues of Bernie O’Rourke and Bill Pomfret and also that the Arts Commission will come up with some ideas of up to $100,000.00 total for symmetrical art for each side of Palmer Field. Motion was seconded and approved unanimously. e. January 2018 Public Works Overtime Report – Director Russo stated that there should be enough funding left over for three major storms. A lot of time has been spent on potholes this year as well. f. January 2018 Building Permits – Building permits are at $502,000.00; which is about $70,000.00 per month out of the projected $550,000.00. OTHER: a. January 2018 Monthly Report – Highway Division – The Public Works & Facilities Commission reviewed their January 2018 monthly reports for the Highway Division. b. January 2018 Overtime Report – Parks Division – At this time, there is no overtime report for the Parks Division for the month of January 2018. PUBLIC COMMENT ON NON-AGENDA ITEMS: As there was no further discussion, a motion was made to end the meeting. Motion was seconded and approved unanimously. The Public Works & Facilities Commission meeting adjourned at 8:16 P.M.