Board of Public Works

Minutes Board of Public Works Meeting of March 14, 2013 A regular meeting of the Board of Public Works was held Thursday, March 14, 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 moves to make a motion to move the discussion regarding the Board of Public Works meeting time to take place before the Broad Street Parkway discussion. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously DISCUSSION: Mayor Lozeau informs the Board that they have a non public session with the Union and invited members of the audience for public comment. II. To approve the Agenda as presented. III. Motion: Commissioner Pappas to accept public minutes of the Board of Public Works Meeting of February 21, 2013. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously IV. Public Comment:  Board of Public Works Meeting Minutes of March 14, 2013 Page | 2 Mrs. Luetta Kaminski, 13 Massachusetts Ave, commented on the change of times for Board Meetings, and that employees are lucky to have jobs. It appears to the public, that the Board of Public Works is insensitive to one of its board members. Mrs. Kaminski would also like to see us use garden club for planters around the City. Aldermen Pressly commented that she attended the meeting to listen, but due to the change in the scheduled of items, she may be unable to stay. MOTION: Commissioner Gagnon 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 city employees. SECONDED: Commissioner Moriarty ROLL CALL: Commissioner Pappas: Yes Commissioner Moriarty: Yes Commissioner Lavoie: Yes Commissioner Gagnon: Yes Mayor Lozeau: Yes MOTION CARRIED: Unanimously Commissioners return to Public Session. MOTION: Commissioner Gagnon moves to seal the minutes of the Board of Public Works Non-Public Meeting of March 14, 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 ROLL CALL: Commissioner Pappas: Yes Commissioner Moriarty: Yes Commissioner Lavoie: Yes Commissioner Gagnon: Yes Mayor Lozeau: Yes MOTION CARRIED: Unanimously MOTION: Commissioner Pappas moves to discuss item B under Administration before the Broad Street Parkway discussion. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously MOTION: Commissioner Pappas moves to change Board of Public Works meeting time to 6:00 pm on any night of the week. SECONDED: Commissioner Moriarty 2  Board of Public Works Meeting Minutes of March 14, 2013 Page | 3 DISCUSSION: Mayor Lozeau opens discussion stating that 6:00 p.m. could be a bit of a problem as she attends many evening meetings. She would like to suggest moving the meeting to 5:30 p.m. Commissioner Lavoie commented that in the past under Director Crombie, the Commissioners met twice a month and it was found that there wasn’t a lot of material to cover and the meetings were reduced to a monthly schedule. Under Bernard Streeter, the meetings were held at 5:30 p.m. and at that time the entire board supported it. Commissioner Moriarty would like to be more cognizant of employee’s time and stated that 5:00 p.m. is a reasonable time. Commissioner Pappas would not have a problem with 5:00 p.m. and would support the Director if she felt an employee couldn’t attend the meeting, but feels that it is part of the job. Mayor Lozeau comments that she feels the public trusts the decisions made by the Board and has the expectation that we make decisions based on work we have put in. The Board strikes a balance between the two and that is very important. She doesn’t feel as though meetings are the only way that the public can address the Board. There are multiple ways for the Public to address the Board. Commissioner Moriarty suggests meeting at 5:30 p.m. for a year and getting some consensus. Commissioner Gagnon comments regarding the staff sitting at the meeting for three hours and feels as though it could be up to the discretion of the Director on who would need to attend. Commissioner Pappas comments that this is an election year and would think that if you have something before 5:30 p.m., it could potentially limit your candidates. Commissioner Lavoie comments that we all adjusted the time to accommodate Commissioner Pappas to 2:00 p.m. and is not sure how this issue has even come up. Commissioner Pappas responded that she had coverage for her children on Monday and that she doesn’t have help on Thursday and that was the issue. Mayor Lozeau adds that this issue grew into something more than it should have and we could potentially resolve this by moving the meetings to 5:30 p.m. MOTION: Commissioner Pappas moves for the June Board of Public Works meeting to begin at 5:30 p.m. or later, on whatever night of the week is suitable. SECOND: Commissioner Moriarty MOTION CARRIED: Unanimously 3  Board of Public Works Meeting Minutes of March 14, 2013 Page | 4 V. Broad Street Parkway A. Informational: John Vancor presented the update on the Broad Street Parkway, and provided detail on the items to be address in upcoming motions. DISCUSSION: Mill Yard Chimney, Three proposals were received on February 27th. A meeting was held with the NHDOT and Federal Highway to review the qualifications and questions for the top three bidders to be sure that we will have a secure contract and we are safe from any bid conflict or delays. We will not be going out for a new RFP if we find any conflicts with timelines; we will be doing an addendum to the existing contract. 44 Broad Street demolition, We have received 8 bids and they range from $39,000 to $125,000 which is basically what we estimated on the engineering bid value. Commissioner Gagnon inquires on the environmental testing of the property. Mr. Vancor responded that Sanborn Head & Associates did survey that property. Due to the fact that there were updates to the status of these projects between the printing of the BPW packet and the meeting date, Mayor Lozeau recommends that an update sheet be posted before the meeting so it would give everyone the opportunity to review the information. Roadway Design: We have looked at the additional earth work changes and one of the reasons it was that way was to simplify storm water runoff as it was brought back to a sizeable storm water pond and infiltration back to Fairmont & Baldwin Street. There are advantages to this and we have submitted the alterations to NH DES Storm Water. Changing plans will mean they need to go back and analyze the area of impact and we don’t want to change the permit, we want to simply update it. The updated change would make a bigger pond in river way similar to Crown Street. Bridge Design: The contract amendment is not only for design changes, it is for rail surface enhancement. Part of the what FST is looking for, is locations for the timber bridge relocation, one would be subdividing the Mohawk Tannery piece for a pedestrian walkway to Mine Falls, second is behind Gate City Fence to get over the canal so property on other side would be connected and the third would be at Rotary Park from sculpture area over water to the Holocaust Memorial. The design was done a long time ago and if the bridges are in good shape it could work. The estimated age of the bridges goes back to the 1800’s. FST has designed the structure that matches and widens into the canal. NHDES considers this area to be a low hazard dam and the contract amendment also includes this item. This would be in comparison to the fire pump project right where Pine Street Extension lines up. The acquisition of property is staying on track. Environmental mitigation, The Historic mitigation for the memorandum agreement that was signed has many tasks as designed. The city as gone through and found areas we will need expertise. A contract was executed with a historic document company and the one before us today lists 6 additional tasks and review of the 4  Board of Public Works Meeting Minutes of March 14, 2013 Page | 5 schedule to ensure that we still have time. The expense of these items does not impact City dollars until Federal Funds are used up. Commissioner Lavoie comments that the City’s Historic information on the website is quite extensive and very easy to use. B. MOTION: Commissioner Lavoie to approve a professional services contract with Historical Documentation Company of Portsmouth, RI to perform Architectural Historian Services as related to the Nashua Manufacturing Company Historic District for the Broad Street Parkway project in the amount of $88,352. Funding for this contract is through Department 161 Engineering; Fund Bond; Activity: Broad Street Parkway. SECONDED: Commissioner Gagnon MOTION CARRIED: Unanimously C. Motion: Commissioner Gagnon to amend professional services contract with Fay, Spofford & Thorndike, LLC of Bedford, NH to perform additional services related to the roadway design for the Broad Street Parkway in the amount of $51,662.23. Funding for this Amendment is through Department: 161 Engineering; Fund Bond; Activity: Broad Street Parkway SECONDED: Commissioner Moriarty MOTION CARRIED: (4) votes Yes and (1) vote No D. MOTION: Commissioner Moriarty to amend professional services contract with Fay, Spofford & Thorndike, LLC of Bedford, NH to perform additional services related to the bridge design for the Broad Street Parkway in the amount of $43,944.07. Funding for this Amendment is through Department 161 Engineering; Fund: Bond; Activity: Broad Street Parkway SECONDED: Commissioner Gagnon MOTION CARRIED: (4) votes yes and (1) vote no VI. Street Department A. MOTION: Commissioner Pappas to approve the promotion of Mr. Roger Lavoie of Nashua, NH to the position of Sign Maintenance at the Street Department. Starting salary for this position will be $21.22 per hour for a yearly salary of $44,137.60. Funding is through Department; 161 Streets; General Fund Operating Budget; Account Classification; 51-Salary & Wages. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously VII. Parks & Recreation Department A. MOTION: Commissioner Pappas to accept the retirement of Mark Faulkner, Foreman, Parks & Recreation Department, effective March 22, 2013. SECONDED: Commissioner Moriarty 5  Board of Public Works Meeting Minutes of March 14, 2013 Page | 6 MOTION CARRIED: Unanimously DISCUSSION: Commissioner Lavoie would like to acknowledge Mr. Faulkner for 27 years of service. Superintendent Caggiano shared words of gratitude towards Mr. Faulkner and the work he has put into training other employees and his commitment to the City for so many years. B. Informational: Legacy Playground Analysis of Potential Locations. MOTION: Commissioner Lavoie moves to make a positive recommendation to accept the pursue the remodeling of the playground and present it to the Board of Alderman SECONDED: Commissioner Gagnon MOTION CARRIED: (4) votes Yes and (1) vote No DISCUSION: Superintendent Caggiano gives overview of the Greely Park playground renovations. The existing footprint of the park will remain the same and there will be several issues addressed including the removal of some large pine and oak trees that have resulted in several roots through the play area. In some places the roots may be covered up with soil to eliminate the removal of some trees. While the current design is to remove several trees from the area, a number of plantings will take place and a plateau effect of vegetation will prevent erosion. Installation of a raised walkway around the north side of the park will aid in drainage issues in low lying areas as well as the installation of an engineered drainage system that will re-direct the water runoff to a retention pond. On the south side of the park, engineered drainage will direct the overflow to the rain garden. There will be a tranquil seating area with a sensory garden for children and adults with sensory issues. The roadway that currently passes through the park will be interconnected with pavers in a circular design. The roadway will be designed with gates at either side of the paved section and will only be passable by City staff during routine maintenance. The rough concept is anticipated to cost between $250,000 and $350,000. The City has been working on a grant application with “let them be kids” a foundation run by Ian Hill, that could potentially match the funds already raised for this project. The City has been invited to the second interview for the grant funding. The Board of Public Works appreciates the public input and would like to present the project to the Ward Alderman and hopes for positive support. In regards to the pros and cons surrounding the park on Sergeants Ave., the City has looked at Sergeants Ave several times. The whole program is to create a safe and sensory friendly environment for children and adults with special needs. Sergeants Ave. is burdened with the noise of traffic which creates a potential for overstimulation to some residents with disabilities. At Greely Park, the special needs area is located further off the road and already has restrooms. The next step is to present the plan to the Ward Alderman and obtain feedback. Abutters will also weigh in and take part in the planning. 6  Board of Public Works Meeting Minutes of March 14, 2013 Page | 7 If the “Let Them be Kids” grant is approved, this will happen very fast. We could renovate as early as this summer. Mayor Lozeau requested the consensus of the Board before moving forward. VIII. Solid Waste Department A. MOTION: Commissioner Pappas moves to accept the thank you e-mail from Ms. Conley for outstanding customer service. SECOND: Commissioner Moriarty MOTION CARRIED: Unanimously DISCUSSION: Commissioner Pappas would like to acknowledge Roslyn Ntellas. She has been an employee of the Division since 1994 and she has done a wonderful job. IX. Wastewater Department A. MOTION: Commissioner Gagnon to approve the user warrants as presented. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously X. Engineering Department A. MOTION: Commissioner Gagnon to approve the Residential and Commercial Wastewater Service Permits and Fees as submitted. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously B. MOTION: Commissioner Pappas to approve a request from CB LaFrance Contracting Co. LLC, P.O. Box 614, Pelham, NH 03076, for a Drain layer’s License in accordance with Nashua City Code 255-19 Issuance of Drain layer’s License. SECONDED: Commissioner Gagnon MOTION CARRIED: Unanimously C. MOTION: Commissioner Moriarty to approve Amendment No. 4 to the design contract for the Manchester St. Bridge to CLD Consulting Engineers of Manchester, NH in the amount of $13,826. Funding will be through Department: 160 Engineering; Fund: General; Activity Manchester Street Bridge. SECOND: Commissioner Gagnon MOTION CARRIED: Unanimously DISCUSSION: Question as to why the motion is to approve $13,826 when Nashua’s portion of the motion is only for $2,074. Deputy Manager of Engineering, Jeanne Walker, explained that the municipal agreement is with the City of Nashua and that the full value of the contract must be approved because the City will be paying the consultant directly. We will then be reimbursed by the state and Merrimack for their portions. Project Manager, Joe Mendola, added that the final 7  Board of Public Works Meeting Minutes of March 14, 2013 Page | 8 design is moving forward and that the City’s portion is only 15%, Merrimack’s 5% and the state is contributing 80% of the costs. D. MOTION: Commissioner Pappas to approve Change Order No. 2 for the purchase of 16 custom granite bollards for the Main Street Sidewalk Project to Swenson Granite Company of Concord, NH in an amount of $8,561. Funding will be through: Department: 161 Street; Fund: General; Activity Description: Main Street. SECONDED: Commissioner Gagnon MOTION CARRIED: (4) votes Yes and (1) vote No XI. Administration A. Sidewalk Discussion B. Board of Public Works Meeting Schedule Discussion  Letter from President McCarthy C. Public Works Director, Lisa Fauteux reviews slides of recent events from each department. XII. Commissioner’s Comments: Commissioner Lavoie expressed concern regarding negative spin that has taken place in the press and in other Boards in the City. The misrepresentation of Board of Public Works members needs clarification. Commissioner Lavoie would like to note that the board was put on the spot with comments made by another Commissioner and that the meeting time was changed to the current time to accommodate Commissioner Pappas’ family obligations. Mayor Lozeau commented that the packets reviewed at the Board meetings contain a lot of information and that we are open and transparent. Mayor Lozeau would like to get past this issue and work together and does not feel that it was Commissioner Pappas’ intent to discredit the other members of the Board. The Mayor was never contacted by the Aldermen that sponsored the legislation. She found out about it when a reporter asked for comment. The difficulty is that the Board feels like they did something wrong and that is clearly not the case. Commissioner Moriarty commented that he appreciates Aldermen McCarthy’s letter where he took the high ground by requesting a new time and that it is always best to communicate as Aldermen McCarthy did. Commissioner Pappas commented that the change in meeting times has been discussed several times with this Board. 8