Board of Public Works

Minutes of the Board of Public Works Budget Workshop of March 18, 2014 The Board of Public Works held a Budget Workshop on Tuesday, March 18, 2014 at 12:00 p.m. at the Division of Public Works, Administration and Engineering offices, 9 Riverside Street, Nashua, NH 03062. Members Present Mayor Lozeau, Chairman Lisa Fauteux, Director Kevin Moriarty, Vice Chairman Steve Dookran, P.E., City Engineer Tim Lavoie, Commissioner Mario Leclerc, Superintendent, WWTF Paul Bergeron, Commissioner Nick Caggiano, Superintendent, Parks & Recreation Eric Ryder, Superintendent, Streets Jeff Lafleur, Superintendent, Solid Waste Carolyn O’Connor, Finance & Admin. Mgr. The Mayor called the meeting to order and called the roll. Vice Chair Moriarty: Present Commissioner Lavoie: Present Commissioner Bergeron: Present Commissioner Pappas: Absent Mayor Lozeau: Present Others in attendance: Corporate Counsel Stephen Bennett, Esq. Union: Matt Eiserman Joe Anderson Monte Friere The Commissioners were provided a copy of the adopted FY14 budget. The Mayor explained to the Commissioners that they would be hearing a Grievance today in addition to the Budget Workshop. There had been some confusion on the timing of the Grievance hearing and that they would proceed to discuss the budget until the Union was able to get to the meeting. The Mayor explained that she would like the Staff to discuss with Board what they anticipate to be the major impacts to the budget for FY15. The spending cap allows for a 2.1% increase. The Mayor has requested that the Divisions not exceed a 2% budget increase. The Mayor reminded the Board that both UAW and AFSCME contracts are in negotiations. It is anticipated that those contracts could result in a 2.5% increase. Further the CFO and Purchasing Manager had provided guidelines that relate to Utilities and fuel. City Engineer Dookran began the discussion with a review of issues impacting the Admin/Engineering Department budget. It is anticipated the Department will not exceed a 2% increase and that would be including the desired change of Senior Staff Engineer. The Department will be requesting the elimination of the position of Staff Engineer and the addition of a Senior Staff Engineer. Steve believes the Department’s needs would be better served with the Senior Staff Engineer. The Director and City Engineer further discussed that the paving program is a concern. They struggle to come up with money and are working on a better plan for the paving program. Currently they are able to accomplish approximately five miles of paving per year. The Union arrived for the meeting. The Mayor explained to the Commissioners that the Union has exercised their right under the Contract to have a grievance involving suspension be heard within seven by the Board. Rather than convene another meeting of the Board the decision was made to hear the Grievance as part of the Workshop. The Union had the option of hearing the Grievance in public or non-public session and has chosen a public session. The Grievance relates to an incident which occurred on February 16, 2014 where Mr. Friere plowed his friends driveway with a City vehicle. Monty was given a two-day suspension for these actions. The Union explained the Grievance was filed because during a March 3rd meeting with Human Resources and the Director of Public Works there was a discussion on whether Monty had plowed his driveway with a City vehicle. During the March 3 rd meeting Monty came forth about plowing the driveway and they do not believe the punishment fits the crime. Further, the Union explained that Monty did not say he plowed the driveway. He only plowed the end of the driveway. The Mayor reviewed the incident leading to the discipline in that not only was the discipline a result of plowing the driveway but additionally that driveway was not in Monty’s plow route. Monty took a City vehicle without authorization and went to an area out of his route to plow a driveway. Monty explained that he had a clean record up until this point. Further, Monty had parked the vehicle and went into the house which is also not allowed by City policy. Monty believes other employees have done similar offenses and received written warnings. The Director and Mayor both advised that this had not occurred under their watch and that there is no tolerance for taking City resources. Matt Eiserman expressed that Monty had been forthcoming for what he did. The Director explained that that was taken into consideration and punishment would have been harsher had he not. Monty believed the discipline had escalated due to the interest from the Telegraph. The Mayor explained that was not correct and that she and Director had defended the employees when first contacted by the Telegraph. They had researched the location when 2 the original accusation was received. They went so far as to measure the driveway to determine if a plow vehicle could fit. They later received notification that the wrong address was originally given to the City. A neighbor provided photos to further support the accusations. Commissioner Lavoie stated he believed Monty got off lucky and that he thought he could have received a more severe punishment. Commissioner Bergeron agreed with Vice-Chair Lavoie and further stated may have given less punishment if house was on Monty’s route but it was not and Monty acted without authorization. Commissioner Moriarty thought Monty could have been terminated for his actions and that he should accept the slap on the wrist. Union had nothing further to add. MOTION: Commissioner Lavoie to DENY the Grievance. SECONDED: Commissioner Moriarty MOTION CARRIED: Unanimously The Board returned to the Budget Workshop. Street Superintendent Eric Ryder discussed that he anticipated there would be minimal increases within the Street Department. He discussed a potential increase to Other Contracted Services due to the weather forecasting services. The Mayor requested he contact Justin Kates Emergency Management Director regarding a free service used by Emergency Management. It was agreed to check if two local vendors are required and exactly what the free service provides to ensure it is not only regional information. There was a discussion of salt and sand. The Board inquired if it was anticipated that the salt and sand budget would be increased. The Superintendent does not anticipate increasing. A three year average supports the current budgeting. This together with the additional resource of the Snow Trust Fund should provide adequate funding should it be necessary. The Superintendent also discussed refining controls on use of salt and sand to better monitor consumption. The Director advised the Board a goal of the Division is to improve the striping and crosswalk painting. The plan will be to contract for this work. The Director would like to paint crosswalks in high volume areas and schools twice a year. Further, they would be looking to test a new product on Main Street. If it works the plan would be to expand the use throughout the City. There was a further discussion regarding a new product for crosswalks. Research will continue on the product and pricing. There is a possibility of utilizing CDBG money in the appropriate areas. The discussion returned to paving. There is a need to update the paving software. It has not been updated in over ten years. Better software will allow for a better analysis of road 3 conditions. The Mayor advised she believes it would beneficial to meet with NHDOT and paving contractors for ideas on what to do. Park & Recreation Superintendent Caggiano provided a summary of what items he believed would impact the FY15 budget. The need for rehab of the tennis courts at Sargent Ave and Greeley Park. Centennial Pool is a metal pool which results in a higher cost for the upgrade to a liner than when the Rotary Common Pool was upgraded. The liner will result in lower maintenance costs. Anticipated upgrades to Greeley Park bathrooms using the Jackman Fund for those upgrades. The Mayor reminded Superintendent Caggiano that he should provide the Board of Alderman with a communication for all improvements to parks. Superintendent Caggiano advised that he will develop a list of priorities for improvements that could be done through CDBG funds. There is an anticipated increase in the water budget due to fields no longer getting water through the river but now on City water. The Senior Outing expense is anticipated to increase. Hopefully the vendor will hold the pricing. There will be increase in the cost of parades with the addition of golf carts. Solid Waste Superintendent Lafleur discussed anticipated impacts to the Solid Waste Department FY15 budget. Superintendent Lafleur discussed the addition of the position of a Solid Waste Technician to conduct the testing of well fields. Dues and Memberships will be increased due to five MOLO Certifications required in addition to the Asbestos Certifications. Credit card service fees will need to be increased. This is a convenience fee the City pays for residents to have the option of using credit cards for payment. The Mayor would like research done as to what it would take to move the Landfill to the City process. Hope to have a decision made prior to the budget completion. Anticipated increase in Other Contracted Service of approximately $30K for well tuning and landfill mowing. Diesel fuel will decrease. Computer Software may increase due to upgrades to scale house software. Superintendent Leclerc provided an overview of the Wastewater Department and anticipated FY15 budget impacts. He anticipates a savings in Sludge Disposal and Chemicals. Debt Service is increasing due to the Wet Weather facility. The project was originally funded through a combination of SRF funds and cash. 4