Board of Public Works

Minutes Board of Public Works Meeting of February 21, 2013 A regular meeting of the Board of Public Works was held Thursday, February 21, 2013 at 2:00 p.m. at the Division of Public Works, Administration & Engineering offices, 9 Riverside Street, Nashua, NH 03062. Members Present Mayor Donnalee Lozeau, Chairman Lisa Fauteux, Director Tim Lavoie, Commissioner Roy Sorenson, Superintendent, Streets Dan Gagnon, Commissioner Stephen Dookran, City Engineer Tracy Pappas, Commissioner Nick Caggiano, Superintendent, Parks & Recreation Kevin Moriarty, Commissioner Mario Leclerc, Superintendent, Wastewater Jeff LaFleur, Superintendent, Solid Waste Carolyn O’Connor, Finance & Admin Mgr Jill Lavin, DPW Admin. II Also Present Mark Cookson, Aldermanic Liaison Mayor Lozeau called the meeting to order and requested a roll call. Commissioner Pappas: Present Commissioner Moriarty: Present Mayor Lozeau: Present Vice Chair Lavoie: Present Commissioner Gagnon: Present I. MOTION: Commissioner Pappas to approve the Agenda as presented. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously II. MOTION: Commissioner Pappas to approve the Minutes of the Board of Public Works Meeting of January 24, 2013. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously III. Public Comment: Alderman Pressley expressed opinion regarding the renovation project at Greely Park mentioned in Mayor Lozeau’s State of the City speech. Alderman Pressley would like to see a playground design on paper. Mayor Lozeau advised that the Board has not made any decisions and looking into playground options and that  Board of Public Works Meeting Minutes of February 21, 2013 Page | 2 the issue of parking and drop off is not only a consideration for handicap children, but for handicapped adults and Robie Park may not be conducive to that. Once the Board comes to a decision, it will be presented to the Board of Alderman for approval. Commissioner Pappas expressed her fondness for Robie Park but the only downfall is that there is no good shade. Resident Robert Sullivan, 12 Stony Brook Road, wanted to thank Commissioner Gagnon, Moriarty and Pappas regarding the articles written on composite bridges. Mr. Sullivan commented on the time set for the Board of Public Works meetings and that he is confused with the issue that Commissioner Moriarty expressed in an article regarding the importance of staff being present during the meetings. Mr. Sullivan feels the Board of Alderman should not set the Board of Public Works meeting time and it would be more important for the staff to be working and not at a meeting waiting for answers to questions as well as potentially holding the meetings twice a month. Mayor Lozeau commented that the next full Board meeting will have the issue of meeting times on the agenda. Resident Geoffrey Daly of 48 Walden Pond Drive, commented that he attended the NHDOT meeting regarding the Broad Street Parkway and there was no response on the renovation to the chimney or the movement of the waste house. There was also no defined position on where the waste house was going to go. Mr. Daly also commented that Mr. Hillman has contacted Mr. Vancor and there is a potential meeting on 3/4/13 or 3/5/13 to do a presentation to the City of Nashua inviting Federal Highway the NHDOT. Mr. Daly was surprised to hear that some of the NHDOT personnel had not heard of the Highways for Life Program. Mr. Daly commented that he feels that this Board meeting time should be moved. Mr. Daly wanted to commend the Street Department for the good job they have done on the streets, during the storms. Mayor Lozeau commented on the statement regarding Highways for Life Program that the State has filed for grants from the program therefore there are people at the state that do know about the program. Alderman Pressley: commented that she and Alderman Donchess would like the minutes to the Board of Public works and Pennichuck Board meetings be verbatim. Robert Sullivan: comments that he agrees with Commissioner Pappas. Broad Street Parkway Informational: Overall Status of the Broad Street Parkway. Steve Dookran, City Engineer comments that the bids for the chimney restoration are out and 4 contractors attended the pre bid meeting and bids are due back February 27, 2013. The roadway design for Broad and Baldwin Street Bridge are in final design so we will have the bid documents ready for construction starting this year. The rest of the roadway that was discussed at a previous meeting, concerning potential 2  Board of Public Works Meeting Minutes of February 21, 2013 Page | 3 revision to the profile would save a substantial amount money. We are working with FST to amend their contract and hopefully we will have the amendment for the next meeting in March. We should know by then the effected schedule for that portion of the Parkway. Bridge design must include Federal Highway regarding alterations to designs on funded projects. Right of way projects, some is being handled by the City and some by NHDOT. Regarding 44 Broad Street demolition, a pre-bid meeting was held and several contractors attended. The bids are due March 30, 2013. Commissioner Pappas commented on the Fairmount Street driveway (Moore Family) was scheduled with the ZBA and the confusion the resident is having regarding a letter received as an abutter to the property. Steve Dookran commented that the Zoning Board meeting was scheduled to look at the highway work regarding the wetlands. The meeting did not happen and it was rescheduled. Mayor Lozeau commented the letter the Moore’s received deals with them being an abutter to the wetlands not about their driveway and the Bridge. Steve Dookran continued on with update on NHDOT negotiating with parcels on Broad Street and Fairmount Street. There are several strips of frontages and several appraisals have been done for portions of the railroad property being acquired. As mentioned, a meeting is scheduled 02/26/13 with the Conservation Commission regarding the wetlands impact. We continue to work with PSNH and the relocation of transmission lines. Mayor Lozeau makes request that Mr. Vancor address the confusion the Moore Family has expressed. Alderman Cookson comments that the updated information regarding demolition at 44 Broad Street is not shown in the meeting packet handed out and was the bid for the property across the street included as referenced in a prior meeting. Mayor Lozeau replied that the information in the packet is current the day of the print and distribution. Moving forward we will put the date prepared for distribution on the date of the meeting so there is no confusion. In response to the demolition bid for the property across from 44 Broad Street, we had hoped that we could include with this bid the adjacent property as well as a property on Fairmount Street. The timing for all three did not line up so the 44 Broad Street property went to bid. We will combine these other two properties in another demolition bid at a later date. Alderman Cookson inquired about the ZBA meeting next week and how many abutters were notified. Mayor Lozeau commented that it is according to ordenance and the information could be found through Community Development. IV. Parks & Recreation Department A. MOTION: Commissioner Pappas to approve the contract extension with United Site Service of Haverhill, MA through December 31, 2014 for portable toilets in the amount of $16,225 per year. Funding for this contract is through Department: 177 Park & Recreation; Funds: General and Trust; Account Classifications: 54 Property Services and 61 Supplies & Materials; Department 169 Wastewater; 3  Board of Public Works Meeting Minutes of February 21, 2013 Page | 4 Fund: Wastewater; Account Classification: 55 Other Services and Department 166 Parking; Fund: General; Accounting Classification: 55 Other Services. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimous DISCUSSION: Commissioner Moriarty inquired to the schedule visits to each site three times per week and that he has had complaints regarding the cleanliness for portable facilities particularly on the rail trail possibly Gilson Road. Superintendent Caggiano responded that other clubs rent their own portable facilities. Mayor Lozeau would like these groups to discuss a potential for the same contractor to be used and the benefits of them rolling it all into our existing contract. If we can do that, lets make sure it is in the contract before it goes to Finance. B. Motion: To approve the 2013 City 4th of July Fireworks Celebration contract to the low qualified bidder from 2012 bid RS Fireworks of Hudson NH in an amount not to exceed $17,250. Funding for this contract will be through Department: 177 Park & Recreation; Fund: General; Account Classification: 55 Other Services. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimous DISCUSSION: Commissioner Moriarty asked why the Fire Marshall was not included in meeting. Superintendent Caggiano replied that the Fire Marshall was not available at the time. Commissioner Pappas commended last year’s fireworks display. Mayor Lozeau informed Commissioner Pappas that we hired a new company this year. Superintendent Caggiano explained that the display last year was not as good a quality as in previous years and that the original company had been sold to a national chain. We went with a 1 year contract with the option to renew moving forward. Alderman Cookson inquired about the quantity and size of display. Superintendent Caggiano explained that there will not be a quantity change and that he is anticipating the display to be equal to or better than in prior years. C. MOTION: Commissioner Pappas to accept and place on file the 2013 Summer Camp Menu for 2013 SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimous 4  Board of Public Works Meeting Minutes of February 21, 2013 Page | 5 V. Solid Waste Department A. MOTION: Commissioner Gagnon to approve Change Order #1 to the contract with Integrated Paper Recycling in the amount of $20,000. Funding for this Change Order is through Department: 168 Solid Waste; Fund Solid: Waste; Account Classification: 55 Other Services. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimous DISCUSSION: Commissioner Pappas inquired into the issue of the material not moving relating to the mess. Mayor Lozeau replied that if the contractor is losing money because we have such a good deal, it is hard to push them to remove the material. Paying more now because it is based on the market increase. The cost of fuel, recycling going up and continuing to work in a fluctuating market has created the increase. Director Fauteux added that in 2009 and 2010, the market was very low and it was difficult to get them to pick up material. Companies were dropping communities for recycling because they didn’t have a market for the recyclables. Fortunately this contractor continued to work with the City while facing the challenges themselves. Alderman Cookson comments that this discussion certainly relates to the Recycling Committee discussion and how this will affect the decisions. Mayor Lozeau responds that this will be discussed at future meetings and that the committee is gathering a lot of information to discuss and determine the options. The date of the next meeting is March 13th at 7:30pm. Alderman Cookson wishes the Mayor and Committee good luck before April 30th. B. Motion: Commissioner Gagnon to approve Change Order #1 to the contract with Universal Recycling Technologies in the amount of $40,000. Funding for this Change Order is through Department: 168 Solid Waste; Fund Solid: Waste; Account Classification: 55 Other Services. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimous DISCUSSION: Commissioner Lavoie inquired as to whether or not Samsung is helping out this year. Jeff Lafleur replied that they did not this year. VI. Wastewater Department A. Motion: Commissioner Gagnon to approve the User Warrants as presented. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimous B. Motion: Commissioner Gagnon to approve the replacement of the Spaulding Street Pump Station pump from AAA Pump Service, Manchester, NH in the amount of $12,685.42. Funding will be through: Department: 169 Wastewater; 5  Board of Public Works Meeting Minutes of February 21, 2013 Page | 6 Fund: Wastewater; Account Classification: 81 Capital Outlay/Improvements. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimous DISCUSSION: Alderman Cookson inquired as to whether or not this was a sole source item. Superintendent Leclerc replied that it was due to the fact that these pumps are unique. VII. Engineering Department A. MOTION: Commissioner Pappas to approve the Residential Wastewater Service Permits and Fees as submitted. SECONDED: Commissioner Gagnon MOTION CARRIED: Unanimous DISCUSSION: Commissioner Moriarty inquires as to the working in the Motion stating “Residential” is this strictly residential. Mayor Lozeau replies no, it is residential and commercial and should be so stated Residential/Commercial in the motion. Commissioner Gagnon inquires as to the 10% discounted rates. Elvis Dhima, Sr. Engineer, replied that if you are a tenant at your own rental property, you will receive a 10% discount on your service bill for that residence only. B. Motion: Commissioner Gagnon to recommend to the Board of Aldermen the Acceptance of Kincaid Lane (481 feet) for Public Use and Maintenance in accordance with City Code 285-21 & 22. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimous C. MOTION: Commissioner Pappas to approve purchase of the landscaping bed granite for the Main Street Sidewalk to Swenson Granite Company of Concord, NH in an amount of $12,000. Funding will be through: Department: 161 Street; Fund: General; Activity Description: Main Street. SECOND: Commissioner Moriarty DISCUSSION: Commissioner Pappas acknowledges that our sidewalks need work but does not feel as she could support spending $12,000 on a landscaping bed. Commissioner Moriarty inquires as to why Fletcher Granite, Westford, MA was not contacted for bid. Superintendent Sorenson replied Swenson Granite is the sole supplier in the area for granite. Commissioner Gagnon questioned if this was for one landscape bed. Elvis Dhima replied that it is for seven landscape beds around the City and that several companies were contacted but declined due to the fact Swenson is the wholesale supplier. MOTION CARRIED: (4) votes yes to (1) vote no. 6  Board of Public Works Meeting Minutes of February 21, 2013 Page | 7 D. MOTION: Commissioner Pappas to approve the award of the construction contract to install new curb for the Main Street Sidewalks Improvements (from Park/Water Street to Temple/Factory St) to Classic Curb Inc. of Bow, NH in the amount of $38,791. Funding will be through: Department: 161 Street; Fund: General; Activity Description: Main Street. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimous DISCUSSION: Commissioner Pappas would like to support this as curbs are important. Alderman Cookson inquires as to whether this will be the same process as installation on North Main Street. Mayor Lozeau replied yes. E. MOTION: Commissioner Pappas to approve Change Order #1 for additional LED lighting for Main Street from King Luminaire in the amount of $40,455. Funding for this purchase will be through Department: 161 Street; Fund: General; Activity Description: Main Street. SECONDED: Commissioner Moriarty DISCUSSION: Commissioner Pappas has understanding that LED lights are cheaper to run but from description that these cost more than plain street lights and what is cost of plain street lights. Mayor Lozeau replies that there are 6 Street lights that replicate the historic ones and are. They are the same as the one at Water and Main Street and will have one light over the street and one over the sidewalk. Commissioner Pappas inquires about rebates from PSNH. Mayor Lozeau replies that there will be a savings as the city will now own the fixtures and will only be affording the cost of electricity. Alderman Cookson confirms that we are ordering 15 of these units and will they be installed in phases and stored somewhere. Mayor Lozeau replies that yes there are 15 and they will be ordered ahead and stored. MOTION CARRIED: (4) votes yes and (1) vote no F. MOTION: Commissioner Pappas to approve the construction phase engineering services contract with Hazen and Sawyer, P.C for the CSO 4 Infrastructure Improvements – Storage Tank in an amount not to exceed $175,000. Funding will be through Department: 169 Wastewater; Fund: Wastewater Bond; Activity Description: Storage Tanks, Professional Services. SECONDED: Commissioner Moriarty G. Motion: To approve the construction contract for the CSO 4 Infrastructure Improvements – Storage Tank with DeLoury Construction Company of Andover, MA in an amount of $849,000. Funding will be through Department: 169 Wastewater; Fund: Wastewater Bond; Activity Description: Storage Tanks, Construction SECONDED: Commissioner Moriarty 7  Board of Public Works Meeting Minutes of February 21, 2013 Page | 8 MOTION CARRIED: Unanimous DISCUSSION: Commissioner Moriarty inquires as to the storage tanks being between the levy and the Merrimack River. Amy Gill, City Engineer replies that the tank that has been located is at the end of Burke Street beyond the railroad tracks. H. MOTION: Commissioner Gagnon to approve Change Order #1 for additional Columbian Family Series of decorative street light poles and pedestrian pole on Main Street from Union Metals in the amount of $88,160. Funding for this purchase will be through Department: 161 Street; Fund: General; Activity Description: Main Street SECONDED: Commissioner Moriarty MOTION CARRIED: (4)votes yes and (1)vote no VIII. Administration A. Sidewalk Discussion: Working on final engineering on floor plan. We are concentrating on block 2 and 3. Structural Engineer has started to work on underground study. The last finance committee meeting a discussion arose regarding the pitch of the road on Main Street creating flooding issues with the business on Main Street. A brief discussion was held regarding a Rain Garden which is a basic green space with a drainage system below. Director Fauteux adds that we will do personal meetings with business owners regarding the construction. B. Snow Operations Discussion: Superintendent Sorenson opens with the acknowledgement of team effort of staff and job well done during Winter Storm Nemo. Detail to the commissioners that winter operations is now the main focus and it is generally an all hands on deck. Operations generally start with a pre-salt treatment, beginning with main roads, schools and hill areas. With snowfall rates of 1” plus /hour it is difficult but maintainable, with snowfall at rates of 2”/hour it is difficult and subcontractors are called in. The City currently has 66 pieces of snow removal equipment including those in sidewalk areas. With these 66 pieces we treat 41 Routes which may require 3 or 4 pieces of equipment to clear roadways. Large storms could take 2.5 hours to complete one route. When the storm ends, it could take up to five or six days to finalize cleanup and removal. With upwards of 100,000 cars traveling throughout this City on a daily basis, the main thruways are concentrated on first, and then secondary areas are treated. Streets like Browning & Shelly, are continually treated with salt. Superintendent Sorenson is in contact with the Superintendent of Schools as well as Solid Waste for a plan of action. For example; if there is a pre-dawn storm and school is not cancelled, that pulls team members from concentrating on roadways. If school is cancelled, team members from the Parks & Rec Department join the plow fleet and begin treating roadways, thus allowing 8  Board of Public Works Meeting Minutes of February 21, 2013 Page | 9 Solid Waste to complete trash and recycling routes and then join the snow plow team. Mayor Lozeau inquires to the Snow Budget. Superintendent Sorenson replies that we are currently within the budget and that snow storms could be a $10,000-$15,000 expense. Commissioner Pappas inquires to the amount of half days of school. Mayor Lozeau replies that the City is looking into a citywide notification program. Mayor Lozeau also adds that there will be a joint meeting. IX. Commissioner’s Comments: Commissioner Pappas would like to see starting January 2014 the Board of Public Works meetings to be held at 5:30 because that is the earliest an at large meeting is held. I think the citizens would appreciate that and I don’t think that having a charter change is a good idea. Mayor Lozeau replies that at our next meeting, we will put a motion for discussion on the agenda. If someone wants to make a motion than they can. Commissioner Pappas requests to make a motion to avoid the charter change. Mayor Lozeau advises that she is welcome to make a Motion. MOTION: Commissioner Pappas makes a motion to move our meetings to 5:30pm any night of the week. SECOND: None. MOTION FAILS: Due to lack of Second. DISCUSSION: We will put it on the agenda and give the board time to prepare for the discussion. X. Non-Public Session MOTION: Commission Lavoie moves by roll call that the Board of Public Works go into non-public session pursuant to RSA 91-A:3, II (a) to consider the dismissal, promotion or compensation as to the city employees. SECOND: Commissioner Gagnon Mayor Lozeau requested a roll call to go into non-public session. Commissioner Pappas: Present Commissioner Moriarty: Present Mayor Lozeau: Present Vice Chair Lavoie: Present Commissioner Gagnon: Present Commissioners return to Public Session. MOTION: Commissioner Lavoie moves to seal the minutes of the BPW Non- Public Meeting of February 21, 2013 until such time as the majority of the Board votes that the purpose of the confidentially would no longer be served. SECONDED: Commissioner Moriarty 9  Board of Public Works Meeting Minutes of February 21, 2013 Page | 10 ROLL CALL VOTE: Commissioner Pappas: Yes Commissioner Moriarty: Yes Commissioner Lavoie: Yes Commissioner Gagnon: Yes Mayor Lozeau: Yes MOTION CARRIED: Unanimously Mayor Lozeau requested Director Fauteux follow-up with the Commissioners for potential dates to hold a Budget Workshop, as well as a Joint Meeting of the Board of Public Works and Board of Alderman to discuss Snow Operations. MOTION TO ADJOURN: Commissioner Lavoie SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously 10