Public Works & Facilities Commission

PUBLIC WORKS & FACILITIES COMMISSION REGULAR MEETING WEDNESDAY, MAY 16, 2018 TIME: 7:00 P.M. POLICE DEPARTMENT 222 MAIN STREET COMMUNITY ROOM MIDDLETOWN CONNECTICUT Members Present: Councilman Carl. R. Chisem Councilman Sebastian Giuliano Councilman Gene Nocera Councilman Philip Pessina Absent: Councilman Thomas Serra Staff Present: William Russo, Director of Public Works Christopher M. Holden, P.E., Deputy Director of Public Works OTHERS: Mike Doherty, Millone & MacBroom Nanette Fresher, Meadowood Drive Resident Stephen Crouch, Schuyler Avenue Resident Frank Marchese, Pine Street Resident Chair Chisem opened the Public Works & Facilities Commission meeting at 7:01 P.M. Chair Chisem requested a motion to approve the minutes dated April 11, 2018. Motion to approve the minutes was seconded and approved unanimously. PUBLIC COMMENT ON AGENDA ITEMS: CORRESPONDENCE: Nanette Fresher, Meadowood Drive resident, stated her concern with the conditions of the fields and is in support of the repairs. She’s lived in Middletown twelve years and has coached in the town for three years on and off. She mentioned that she has had kids go home with ankle injuries and swollen hips due to the conditions of the Country Club Road Soccer fields. There are many overgrown tufts of grass throughout. Nanette asked for consideration for everyone in the town so that the coaches and children have nice fields to play on. One of the Councilmen stated that money is being put into the fields. They mentioned the Pat Kidney Field renovations and that they will be completed by the end of June. It will take some time to complete all of the renovations to the fields throughout the City, but they will get done. Steve Crouch, Schuyler Avenue Resident, spoke in regards to the Long Hill Road and Country Club Road fields. He stated that he knows that having turf fields has been voted out. One of the Councilmen corrected that statement in saying that the only thing that was voted was that none of the Parks Bond money can be used to purchase turf fields. There is nothing that says turf fields are not allowed in Middletown. Steve continued to elaborate on the subject of the fields. He asked if the fields can be prepped for the installation of turf using the bond money rather than actually spending the money to install the turf. He then said that his group will pay the money to install the turf. Councilman Nocera stated that the Office of the General Counsel (OGC) will have to be contacted in regards to the Committee doing the site work for an organization that is buying equipment or material to be added to a park premise. Director Russo has already been instructed to check with OGC regarding this matter since it is uncertain whether or not this is allowed. Frank Marchese stated that Director Russo is aware of the need of repairs to these fields and will help out the residents as best as he can. The problem he spoke about was in regards to the maintenance of the fields. The City does not have the personnel to keep the fields maintained especially after changes in weather. He feels that the same problems such as divots in the grass, etc. will re-occur overtime. Therefore, he is suggesting that he takes over these two specific fields so that he will be able to install turf on them. Director Russo stated that he will speak with the OGC and provide an answer at the next meeting. NEW BUSINESS: a. Milone & MacBroom - Scope of Services/Fee Proposal – Country Club Road/Long Hill Soccer – Mike Doherty reviewed the scope of services and fee proposal for Long Hill Soccer Fields and Country Club Road Soccer Fields. He simplified the scope by indicating that Country Club Road Soccer Fields will undergo a restoration and the Long Hill Soccer Fields will undergo a complete renovation. Mike explained that the first phase of the design process will be to take a topographic survey of the two sites to collect data on the existing conditions of the soil and other similarities. The site investigation will include the geotechnical and soil investigation. An agronomist will come in to test the soil so that there is a better understanding of what is going on underground as far as how much top soil there is and what the sub soil is like. This has a lot to do with what is happening on the surface. Once this information is obtained, the schematic design phase will begin. Not much of the footprint will change other than the fact that new lighting will be added along with parking lots. During the regulatory approval phase, the consultant and the city staff will work together to seek approvals from the local and land use approvals. Approvals will be needed from the Planning and Zoning Commission for both properties and Inland Wetlands and Watercourses Agency for the Long Hill property only. The Stormwater General Permit for Construction Sites from CTDEEP will be deferred until the construction documents phase of work. While the regulatory approval phase is occurring, the detailed design and construction documents will be conducted since the park will not be expanded and there will be no footprint changes. The total cost for the six different phases of this project will be about $250,000.00. An additional $9,000.00 is recommended to cover extra costs for testing, design, printing, borings, mailings, mileage and other similar expenses. b. Harbor Park Transient Boat Docks – Deputy Director Holden stated that this may have already gone before the Council but wanted to discuss the topic with the Commission for informational purposes. There was some activity that had already taken place with the docks several years ago. There was a state grant and a CBDG grant; some of the state grant was used to do some design and survey  work. The CBDG grant was given back to the city but did not remain enforced for the dock project. There was about $26,000.00 expenditure that is to be covered by the park improvement bond. Although there was no motion made, there was discussion in regards to utilizing Park Bond money for the Harbor Park Transient Boat Docks. All discussion was in favor of using this money for the boat docks. c. Funding for Water at Military Museum - Through the Chair, Deputy Director Holden asked if an agenda item can be added to discuss solutions on getting water to the Military Museum building. An amendment was made to the agenda to add item 5c. Motion was seconded and approved unanimously. Deputy Director Holden said that there is a deal with the Water Department. There was a line that was for the yard hydrant for the Trees of Honor that came across from the pool house. There were plans to tie into that temporarily and feed the Military Museum until the loop was made through the park when the road and parking lot were redone. However, it seems that this job is presumed to be completed sooner than later. The Water Department would like the Public Works Department to pitch in half the price for the loop to the water main. One of the Councilmen asked where the money will come from to create the loop. Deputy Director Holden replied stating that this is the reason he wanted to bring this matter up to the Commission. The total amount for the project would cost $56,000.00. Half of the total cost would be $28,000.00 total which is what the Water Department would like Public Works Department to pay for. Councilman Nocera stated that he is on the committee and knows that financially the Water and Sewer Department is struggling. It appears that this request has to do with their current situation. He does not believe that Public Works has ever paid for water lines in the past. Director Russo stated that the reason this is being brought to this Commission is because this Commission has charge of Veteran’s Park based on the ordinance. Councilman Nocera cautioned the Committee that they will need to be careful with these types of requests since it appears that the Parks Bond has become a piggy bank for little things that pop up. The piggy bank cannot keep on getting tapped into. Councilman Nocera asked Deputy Director Holden if they have a temporary solution. He replied stating that there is a temporary solution. Right now, the connection is through the water line that goes of the pool house. This is adequate at this time for the Military Museum since they have two toilets and a couple of sinks. There is not a huge demand for water at the location. Councilman Pessina asked if this issue can be deferred to the fall when the Water Department becomes more stable. He wanted to know if this is a pressing issue that needs to be taken care of right away. Deputy Director Holden stated that it does not need to be done; however, the Water Department is looking to do this work during the next few weeks before all of the paving is conducted.  Deputy Director Holden stated that right now, there is a hydrant close to the rest room. This project will add one closer to the building. Currently, the building is being adequately served. This money would complete the loop throughout the park for water quality and to complete the loop between Fisher Road and Old Mill Road. The Commission held a discussion about where they would like to see the money come from. They decided that the money should be found in the Water Department’s budget or in the Public Works budget. The money cannot keep coming out of the Parks Bond. If later in the year an appropriation is needed, they can go before the Finance and Government meeting and then bring it to the Council. Director Russo stated that they provide the infrastructure and then the Public Works Department pays for the water anywhere from field water to bathroom water. One of the Councilmen stated that this matter should be held off until the next meeting to see if the Water Department can find the money. It was determined that this topic will be discussed at the next Water Pollution Control Authority (WPCA) meeting. If it has to come back to this Commission, then it will be discussed at that time. OLD BUSINESS: a. April 2018 Public Works Overtime Report – Director Russo stated that the overtime for the month of April is fairly low. Some overtime was worked last night from the high wind storm that occurred. b. April 2018 Building Permits – The Public Works & Facilities Commission reviewed their April 2018 Building Permits. Recently, Wesleyan University pulled $75,000.00 in permits and Fellowship Church at 1002 Saybrook Road pulled $21,533.00 in permits. Director Russo stated that $550,000.00 was the projected amount for the current fiscal year and the Department is currently at $847,854.00. If a couple more large permits come in during this current busy season, the department can be looking at $1,000,000.00. OTHER: a. April 2018 Monthly Report – Highway Division – The Public Works & Facilities Commission reviewed their April 2018 monthly reports for the Highway Division. b. April 2018 Overtime Report – Parks Division – At this time, there was no Overtime Report for the month of April 2018 available to review for the Parks Division. One of the Councilmen asked Director Russo how he addresses maintenance of these fields with the current personnel and if he has a plan in mind to maintain the newly renovated fields. Director Russo stated that the staff does everything that they can do for the fields under their conditions. He mentioned that the use of the baseball fields does not compare to the use on the soccer fields. The baseball fields can go a whole season with areas that will never get stepped on. With soccer, there are twenty two kids on a field which is being used seven nights per week; this includes lacrosse. One of the Councilmen mentioned getting together as a Commission to take a look at the roads that are in need of extra attention. One of the suggestions was to see if there is any money left over in the bond. Director Russo stated that there are about eight roads to be worked on within this month.  One of the Councilmen asked when the Middletown High project will begin. Director Russo stated that the Middletown High School project and the Farm Hill Playscape project will begin as soon as the kids get out of school. 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 8:05 P.M.