Board of Public Works

Minutes Board of Public Works Meeting of May 9, 2013 A regular meeting of the Board of Public Works was held Thursday, May 9, 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 of Public Works Tim Lavoie, Commissioner Roy Sorenson, Superintendent, Streets Dan Gagnon, Commissioner Stephen Dookran, City Engineer Kevin Moriarty, Commissioner Nick Caggiano, Superintendent, Parks & Recreation Mario Leclerc, Superintendent, Wastewater Jeff LaFleur, Superintendent, Solid Waste Carolyn O’Connor, Finance & Admin Mgr Maggie Bickford, Executive Administrator Members Absent Tracy Pappas, Commissioner Guests John Vancor, P.E., HSI, BSP Project Manager Mayor Lozeau called the meeting to order and requested a roll call. Commissioner Pappas: Absent Commissioner Moriarty: Present Mayor Lozeau: Present Vice Chair Lavoie: Present Commissioner Gagnon: Present I. MOTION: Commissioner Moriarty to approve the Agenda as presented. SECONDED: Commissioner Lavoie MOTION CARRIED: Unanimously II. MOTION: Commissioner Gagnon to approve the Minutes of the Board of Public Works Meeting of April 11, 2013. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously III. Public Comment Alderman Pressly spoke on behalf of resolution R-13-113. She has sponsored this legislation because she feels that, although the City parks are lovely, some offer little to no shade. She is requesting that the Board consider installing some type of shade at Roby Park.  Minutes of the Board of Public Works Meeting of May 9, 2013 Page | 2 A resident offered his opinion that the money being spent on Main Street is money well spent. He also stated that Main Street is a reflection of the City and that the improvements are well worth the inconvenience with regard to traffic. Scott Painter spoke in opposition on behalf of the UAW Local 2232 regarding the elimination of the Wastewater Foreman position, the formation of the Citizen’s Services Coordinator position and the elimination of the Parks Foreman position. IV. Step III AFSCME Grievance A. Discussion: Matt Eiserman, AFSCME Local 365 Chapter President, spoke on behalf of the Union. Roy E. Sorenson, Street Dept. Superintendent spoke on behalf of the City. The Union contends that during the snow storm of February 10, 2013, the Park Department employees were sent home at 4:45pm while the Street Department employees were working at solo rate and the Solid Waste employees were working until 10:45pm. They remedy they seek is to be paid from the time they left until 10:45. The City’s position is that the Park Department employees were offered work as flaggers on overtime and were not sent home. Further, Superintendent Sorenson states that the work was refused. Asked for clarification by Commissioner Moriarty, Superintendent Sorenson stated there was no pay differential between flagging and driving shotgun, which is the position the employees wanted to work. Superintendent Sorenson asserted that, as there was flagging work to be done, and it was offered to the employees who refused, the grievance has no merit. MOTION: Commissioner Lavoie to deny Grievance 13-16 SECONDED: Commissioner Gagnon MOTION CARRIED: Unanimously Motion C was heard before Motion B due to the fact that Motion B was Non- Public. B. MOTION: By roll call that the Board go into non-public session pursuant to RSA 91-A: 3, II(c) to consider the grievance 13-27. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously Roll Call: Commissioner Moriarty: Yes Mayor Lozeau: Yes Commissioner Lavoie: Yes Commissioner Gagnon: Yes MOTION: Commissioner Lavoie by roll call to seal the minutes of the non-public session until such time as the majority of the Board votes that the purpose of the confidentiality would no longer be served. Roll Call: Commissioner Moriarty: Yes Mayor Lozeau: Yes Commissioner Lavoie: Yes 2  Minutes of the Board of Public Works Meeting of May 9, 2013 Page | 3 Commissioner Gagnon: Yes C. Discussion: Matt Eiserman, AFSCME Local 365 Chapter President, spoke on behalf of the Union. Jeff Lafleur, Superintendent of Solid Waste, spoke on behalf of the City. The Union contends that the current vacancy for a Solid Waste Equipment Operator is not currently posted anywhere. The remedy they seek is for the position to be posted and filled according to the CBA and to be made whole. The City contends that the position was, in fact, posted internally from October 4, 2012 to October 19, 2013 and that no internal candidates applied. The position was then posted externally for 196 days with no qualified applicants; therefore, the position could not be filled. The superintendent then created a new position, Solid Waste Attendant, which is being presented to the Board at this meeting. Barbara Hill, Human Resources Director, spoke to the Board regarding the timeline to fill a position. The Union asked the chair to deny the grievance, but after further discussion, all agreed to hold until next month to provide the City and the Union time for discussion. MOTION: To hold Grievance 13-32 SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously V. Aldermanic Referrals A. MOTION: Commissioner Gagnon to favorably endorse R-13-113 regarding a sun canopy for the Roby Park playground. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously Discussion: Superintendent Caggiano showed the park on the Smartboard and discussion of various options for materials, configuration and placement were discussed. He will review options and present at a future meeting. B. MOTION: Commissioner Gagnon to provide a recommendation for O-13-40 changing the licensing process for parades and road races on public streets. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously Discussion: The Mayor explained the reason was to streamline the permitting process and said she did not object to the request. There was discussion on the number and types of parades permitted by the City each year. VI. Broad Street Parkway A. Informational: Overall Status of the Broad Street Parkway. Discussion: John Vancor reviewed the projects and their statuses. See BSP Update attached to these minutes. The Millyard Chimney was discussed. The 3  Minutes of the Board of Public Works Meeting of May 9, 2013 Page | 4 various alternatives for restoration were discussed, along with their costs. Only one of the proposals received met the requirements to restore the chimney to its original height. The cost for each of the heights requested was as follows: 185’ was $921,700; 165’ was $762,300; 150’ was $736,073; 120’ was $677, 800. The Mayor asked that a diagram of the chimney showing the lettering at different heights be provided to the Board so they can see what each would look like. Historic mitigation was discussed. Relative to the Parkway North/Baldwin Street Bridge, Mr. Vancor also discussed the permits applied for, and approved, the status of the Right of Way and the D.O.T. taking status. Potential material options for the beams for the bridges were discussed. The D.O.T. hosted a meeting with HC Bridge to discuss innovative materials and to look at their product. It appears their composite product is not suited for our purposes due to the length of the spans of the bridges. It was decided that steel girders looked superior to other options including concrete from a cost perspective. Discussions with Pan Am Railroad have progressed. Mr. Vancor updated the Board using the Smartboard on the status of the River Bridge and the related P.S.N.H. relocation that is required. He also presented present status on the Fairmount Bridge (90% of the design work has been submitted) and the Parkway South. Additional information included the status of pending contracts including the Fire Pump Relocation, the work to be done on Storehouse Number 2 and the relocation of the Warehouse. Two demolitions discussed included 73- 75 Broad St. and 28 Fairmount St. Broad Street demolition will start soon. The Mayor asked that, if there was no objection by the commissioners, they hear the motions related to elimination of positions as the Union representatives were waiting for these. The motions were heard in the following order: VII. Wastewater Department-Motion D XI. Parks and Recreation Department-Motion A X. Solid Waste Department Motion A XII. Administration-Motions A and B VII. Wastewater Department A. MOTION: Commissioner Gagnon to approve the User Warrants as presented. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously B. MOTION: Commissioner Gagnon to approve the award of the service provider contract for the Long-Term Management of Wastewater Biosolids, to Casella Organics of Concord, NH, in the amount of $1,790,000 (three year contract, at $59.00/wet ton). Funding will be through: Department: 169 Wastewater; Fund: Wastewater; Account Classification: 54 Property Services. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously 4  Minutes of the Board of Public Works Meeting of May 9, 2013 Page | 5 C. MOTION: Commissioner Gagnon to approve the repair of Truck #171, combination vacuum flusher, to C.N. Wood of Woburn MA, in the amount of $47,911.06. Funding will be through: Department: 169 Wastewater; Fund: Wastewater; Account Classification: 54 Property Services. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously D. MOTION: Commissioner Moriarty to approve the elimination of the position of Operations Foreman and the addition of the position Plant Manager in the Wastewater Department. Funding for this position will be through Department 169 Wastewater; Fund: Wastewater; Account Category 51 Salaries & Wages. SECONDED: Commissioner Lavoie MOTION CARRIED: Unanimously Discussion: Wastewater Superintendent Mario Leclerc discussed the need and rationale for the position. Currently there are only Superintendent and Foreman Adie who can run the plant. The plant is growing and becoming more complicated requiring additional oversight. Director Fauteux discussed the potential Union affiliation of the position. E. INFORMATIONAL: Commissioner Gagnon to accept and place on file the Thank you from Nashua Soup Kitchen for holiday food donation. SECONDED: Commissioner Lavoie MOTION CARRIED: Unanimously VIII. Street Department A. MOTION: Commissioner Moriarty to accept the letter of retirement from Mr. Gerald Lafleur – Truck Driver, effective May 3, 2013. SECONDED: Commissioner Lavoie MOTION CARRIED: Unanimously DISCUSSION: Superintendent Sorenson offered accolades and good wishes. Mr. Lafleur had a good sense of humor, was reliable and dependable and very conscientious. B. MOTION: Commissioner Moriarty to approve the hiring of Mr. Richard L. Fournier Sr. of Hudson NH to the position of Auto Mechanic – 2nd Class (Nights) at the Street Department. Starting salary for this position will be $22.58 per hour for a yearly salary of $46,966.40. Funding is through Department: 161 Streets; Fund: General; Account Classification: 51-Salary & Wages. SECONDED: Commissioner Lavoie MOTION CARRIED: Unanimously C. MOTION: Commissioner Gagnon to approve additional funding for road salt in the amount of $94,000 to Eastern Minerals of Lowell, MA at the bid price of $56.76 per ton. Funding for this purchase is through Department: 161 Street; Fund: General; Account Classification: 61 Supplies & Materials. 5  Minutes of the Board of Public Works Meeting of May 9, 2013 Page | 6 SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously Discussion: Street Superintendent Sorenson depleted the salt supply earlier than expected. The Superintendent recognized an error was made in not following purchasing protocols but explained that with a severe storm on the way, he took action and ordered more salt. The Superintendent said that he will be more careful and will follow protocol in the future. The Mayor asked for the current inventory of salt. Superintendent Sorenson said we are at 75% capacity. D. MOTION: Commissioner Moriarty to approve the purchase of a Compact Hydraulic Excavator from Bobcat of NH, for the Street Department at a cost of $45,900. Funding for this purchase will be through Department: 161 Street; Fund: CERF; Activity CERF61.13 Street CERF. SECONDED: Commissioner Lavoie MOTION CARRIED: Unanimously Discussion: Superintendent Sorenson explained that we will no longer have the need to rent the equipment. He also explained that its longer reach makes it more versatile than current equipment. IX. Parks & Recreation Department A. MOTION: Commissioner Moriarty to approve the elimination of the current vacant Groundsman 1 position at the Parks and Recreation Department and to create an additional Groundskeeper Maintenance Position. SECONDED: Commissioner Lavoie MOTION CARRIED: Unanimously Discussion: Nick Caggiano, Parks Superintendent, talked about his need to make a more versatile position in the Groundskeeper Maintenance position allowing his operation to be more flexible. B. INFORMATIONAL: Commissioner Lavoie to accept and place on file the information relative to moving forward with the purchase of skateboard park equipment for the Ash Street Skateboard Park using Community Development Block Grant Funds. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously X. Solid Waste Department A. MOTION: Commissioner Lavoie to approve a new Solid Waste Attendant position and eliminate an Equipment Operator position. Starting salary for this position will be $20.38 per hour for a yearly salary of $42,390.40. Funding for this position is 6  Minutes of the Board of Public Works Meeting of May 9, 2013 Page | 7 through Department: 168 Solid Waste; Fund: Solid Waste; Account Classification: 51 Salaries and Wages. SECONDED: Commissioner Gagnon MOTION CARRIED: Unanimously Discussion: Jeff Lafleur, Superintendent of Solid Waste, explained the benefits of this change. The Mayor confirmed with the Director that the PDF for this position will have been reviewed and discussed with AFSCME before the next BPW meeting. B. MOTION: Commissioner Gagnon to approve the renewal of the cooperative services agreement between the City of Nashua and the USDA Wildlife Management Services for the FY14 integrated gull management program at the Four Hills Landfill in the amount not to exceed $54,883.27. Funding for this agreement is through Department: 168 Solid Waste; Fund: Solid Waste; Account Classification 53 Professional & Technical Services. SECONDED: Unanimously MOTION CARRIED: Commissioner Moriarty C. MOTION: Commissioner Gagnon to award the contract for HDPE Membrane Cap and Pipe Boot Repair to Terrafix Environmental USA, Inc. of Auburn, Maine in the amount of $29,260. Funding for this contract is through Department: 168 Solid Waste; Fund: Solid Waste: Account Classification: 55 Other Services. SECONDED: MOTION CARRIED: Unanimously XI. Engineering Department A. MOTION: Commissioner Moriarty to approve the Residential and Commercial Wastewater Service Permits and Fees as submitted. SECONDED: Commissioner Gagnon MOTION CARRIED: Unanimously B. MOTION: Commissioner Moriarty to recommend to the Board of Aldermen the Acceptance of section of Indian Rock Road (565 feet) for Public Use and Maintenance in accordance with City Code 285-21 & 22. SECONDED: Commissioner Lavoie MOTION CARRIED: Unanimously C. MOTION: Commissioner Moriarty to recommend to the Board of Aldermen the Acceptance of a section of South Deerwood Drive (129 feet) for Public Use and Maintenance in accordance with City Code 285-21 & 22. SECONDED: Commissioner Lavoie MOTION CARRIED: Unanimously D. MOTION: Commissioner Gagnon pending approval of the FY14 Wastewater Budget, to approve Amendment #5 to the professional services contract with Flow 7  Minutes of the Board of Public Works Meeting of May 9, 2013 Page | 8 Assessment Services, LLC of Bedford, NH, in the amount of $51,500, for the Combined Sewer Overflow Flow Monitoring Program. Funding will be through: Department: 169 Wastewater; Fund: Wastewater; Account Classification: Professional & Technical Services SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously E. INFORMATIONAL: Commissioner Gagnon to accept and approve the NPDES Phase II Small MS4 General Permit Stormwater, 2013 Annual Report SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously F. INFORMATIONAL: Commissioner Gagnon to accept and approve the CMAQ Project Update SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously XII. Administration A. MOTION: Commissioner Moriarty to approve the position of Citizen Services Coordinator. Funding for this position will be through Department 160 Admin/Engineering; Fund: General; Account Category 51 Salaries & Wages. SECONDED: Commissioner Gagnon MOTION CARRIED: Unanimously Discussion: Director Fauteux explained the need for the position and that it is potentially a UAW position if the Union agrees. The Mayor discussed the benefit of this position in terms of better communication within the City of DPW projects and earlier notifications to residents of work being performed and neighborhood meetings, and much coordination of efforts. B. MOTION: Commissioner Moriarty to approve the elimination of one Foreman, Labor in Parks & Recreation and create the position of Foreman, Labor, DPW in Administration. Funding for this position will be through Department 160 Admin/Engineering; Fund: General; Account Category 51 Salaries & Wages. SECONDED: Commissioner Gagnon MOTION CARRIED: Unanimously Discussion: Director Fauteux explained that the current Foremen to Laborer ratio is low in the Parks Department. This new position would allow more flexibility to move a Foreman to other areas as the need arises. The position will be a UAW position if the Union agrees. C. SIDEWALK DISCUSSION: Superintendent Sorenson updated the Board on the status of the work on Block 2. The west side is in good condition. Pole and footing work has been being performed requiring shutting down of signals for a brief time. The countdown signals have been 8  Minutes of the Board of Public Works Meeting of May 9, 2013 Page | 9 activated. Plantings have been done in the existing planters. There are some tree wells in some of the beds and trees will be planted in those. Night work will occur next week on the center island and the crosswalk. Light foundations will be put in for four poles at Hollis and Pearl. All of the benches and the trash receptacles will be put out on Blocks 1 and 3 next week. Commissioner Moriarty asked about the “gates” on the new crosswalk. It was explained that these are just decorative. Carolyn O’Connor, Finance and Administration Manager, presented a cost accounting of the Main Street expenses to date. Ms. O’Connor will provide monthly updates and the information will be posted to the web. The information will show City versus contactor expenses, and straight versus overtime labor costs. D. DIRECTOR’S REPORT: Public Works Director, Lisa Fauteux, reviewed slides of recent events from each department. XIII. COMMISSIONER’S COMMENTS DISCUSSION: Commissioner Gagnon asked if we couldn’t use Toters for residents to collect soft yard waste for collection rather than the bags which are heavy for the Collection Operators to pick up. Superintendent Lafleur will look into it and report back. The Mayor brought up a request by Alderman Donchess for a condo association request to bring appliances to the Landfill. The Mayor asked for a list of items that the condo association might be able to bring to the Landfill at no cost. She would like the list to be added to the web-site and will report back to Alderman Donchess that this will be available. XIV. Possible Non-Public Session XV. MOTION: Commissioner Gagnon to adjourn SECONDED: Commissioner Lavoie MOTION CARRIED: Unanimous 9