Public Works & Facilities Commission

PUBLIC WORKS & FACILITIES COMMISSION REGULAR MEETING WEDNESDAY AUGUST 8, 2018 TIME: 7:00 P.M. MUNICIPAL BUILDING ROOM 208 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: Allison Barrych, SignPro Chair Chisem opened the Public Works & Facilities Commission meeting at 7:00 P.M. Chair Chisem requested a motion to approve the minutes dated July 11, 2018. Motion to approve the minutes was seconded and approved unanimously. Director Russo asked for approval from Chair Chisem to add an item to the agenda for an Automotive Training Group (ATG) Seminar. A motion was made to add the item to the agenda. Motion was seconded and approved unanimously. PUBLIC COMMENT ON AGENDA ITEMS: At this time, there is no public comment on agenda items. CORRESPONDENCE: a. Middlesex County Historical Society Thank You Letter – Director Russo stated that the thank you letter was written by Deborah Shapiro on behalf of the Board of Directors of the Middlesex County Historical Society. She thanked the Commission for arranging to have the piece of brownstone delivered to the Historical Society and also for taking away the vines and small trees that were taken down in preparation for the Middletown Garden Club tour. NEW BUSINESS: a. Run for the Fallen – Director Russo stated that this is an annual event which occurs every September. This item will also go to the Council for sponsorship. As a part of this event, the Public Works Department has conducted research on what it will cost to host the event. It will cost $3,000.00 in Police overtime and roughly $1,030.26 for the Parks Division. Emergency Management and Health Department both have zero costs associated due to the fact that it is a charitable event. A motion was made to move approval to send the Run for the Fallen event to the Council for their approval. Chair Chisem, Councilman Nocera and Councilman Pessina requested that their names be written down as sponsors for this event. Director Russo suggested that the whole Commission be written down as sponsors. This suggestion was agreed upon by the Commission as a whole. The motion for approval was seconded and approved unanimously. b. Connecticut Recyclers Coalition Annual CRC Membership Meeting – Director Russo stated that this information is in the agenda packet. It is for the Recycling Coordinator, Kim O’Rourke, to attend a conference. Director Russo stated that the money is in the budget for her attendance of this meeting. A motion was made to approve the attendance of the Recycling Coordinator at the Annual CRC Membership Meeting. Motion was seconded and approved unanimously. c. Automotive Training Group (ATG) Seminar – Director Russo stated that this is all set and that the mechanics are able to attend the seminar with the motion made in the beginning of the meeting. OLD BUSINESS: Councilman Pessina indicated that the progress report for the installation of the wall child safety padding at Butternut Street playscape be added to this agenda. It was inadvertently added to the 21st Century Parks Committee agenda instead. Chair Chisem gave consent to add this item to the agenda under Old Business. a. Progress Report for Installation of the Wall Child Safety Padding at Butternut Street Playscape – Director Russo stated that he will have Deputy Director Holden speak on behalf of this topic. Deputy Director Holden stated that he is working with Creative Recreation to see what type of padding can be put up at the Butternut Street Playscape. Options for all-weather padding are still being looked at through Creative Recreation. He stated that the play equipment is the required distance from the wall so it does meet the safety requirements. b. Legal Opinion – Synthetic Turf – Director Russo stated that a couple of months ago Frank Marchese came to the Commission in regards to the soccer fields and synthetic turf. He was inquiring whether or not the park bond could be used to prep a field for synthetic turf. Director Russo went to the Bond Council and Bond Council’s attorney to have them work with the Office of the General Counsel to receive a legal opinion on this matter. The short answer on the legal opinion is no; the bond cannot use those funds to prep a field for synthetic turf. A different source of funding will be needed since the way the bond was written does not cover any portions to be used for matters such as this. This Commission will continue to work with Frank and his group in other ways. If we could have done this out of the park bond and built a base for them, Frank Marchese would have had to go to the Council and accept a gift or a grant that would say they would donate the turf to the City and the Council would have to accept it. This could still cause an issue if the Council says no. Director Russo estimated about $350,000.00 would be needed to build the base on a turf field and another $400,000.00 for the turf itself. This totals an estimated $800,000.00 for a turf field. One of the Commissioners asked whether or not Frank has seen a copy of the Attorney’s position on this matter. Director Russo stated that he thought the proper thing to do was to give this to the Commission and address the matter at the meeting. He did not want to release any information until it was discussed. Councilman Pessina asked about the paving, the concession stand and the restroom. He wanted to know whether or not this can be done and how the money would be obtained to complete this.  Councilman Nocera stated that when you read the Attorney’s position on this, it indicates that since there is an ordinance that excludes any synthetic services, the ordinance would have to change for the City to be involved with any type of arrangement that brings in synthetic service. Councilman Pessina stated that based on the discussion, the synthetic turf cannot be installed. He asked the Commission if the concession stand, paving and restrooms can still be completed if the turf is completed privately. Director Russo believes that our bond should bill them on the exterior. He is unsure if there is any use for synthetic at the Long Hill Road property. He also believes that the fields should be revamped out there since there is ledge underneath the soil. Director Russo wanted to obtain the legal opinion first, but he also thinks that maybe the Commission should consider talking to the soccer league to see if they do have the funding. If the City builds the exterior, maybe they would be interested in taking the two fields on Country Club Road to turn them over to soccer. Director Russo stated that everything he does, he has to present to the Finance Department. He now has to see if they will let him hire a consultant which he would like to be Milone & MacBroom, and then get the process started. At the same time, the Country Club Road exterior should be completed too. This topic will be frequently presented to the Commission. Between now and next month, Milone & MacBroom will work with the Commission to come up with a proposal. Director Russo will work with Deputy Director Holden to involve Milone & MacBroom. He prefers at least three Commission members to be involved throughout the process so that the renovations will be seen throughout all of the stages. If the Commission is available next week, Director Russo would like to sit with the Office of the General Counsel to inform them on the goals of soccer and if the goals can be reached. c. July 2018 Public Works Overtime Report – The Public Works & Facilities Commission reviewed their July 2018 Public Works Overtime Report. Director Russo stated that tomorrow Hunting Hill Avenue will begin the overlay paving process from The Woodside Circle end right up to the new track. Paving is also occurring behind Saint Pius Church on Stable Lane, Ledgebrook Lane and other nearby areas. Director Russo commended Deputy Director Holden and Chief Engineer, Tom Nigosanti, for assisting with the repairs to the detention ponds that were not functioning properly. Director Russo stated that he is getting a push from the Westfield Chamber to repair the Middle Street area since FedEx is just about complete with their project. This means there will be no more heavy trucks hauling equipment to and from the premises. There are plans to mill and remove two inches and then re-pave. The goal is to go from the town line and past FedEx; the exact area of re- paving is still currently undecided. d. July 2018 Building Permits – The Public Works & Facilities Commission reviewed their July 2018 Building Permits. Director Russo stated that on June 30, 2018, $942,000.00 was collected in building permits and there has not been a slow down since then. There will be 5 stores going up in the Washington Street / Plaza Drive location. One of the five stores in the plaza will be O’Rielly Auto  Parts. The Mozzicato Bakery is almost complete on Washington Street. Many residents are looking for Panera Bread or a Chipotle to go in the new lot; however, they are not looking to expand as of now. OTHER: a. July 2018 Monthly Report – Highway Division – The Public Works & Facilities Commission reviewed their July 2018 monthly reports for the Highway Division. b. July 2018 Overtime Report – Parks Division – At this time, there was no Overtime Report for the month of July 2018 available to review for the Parks Division. 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 7:46 P.M.