Board of Public Works

Minutes of Board of Public Works Special Meeting of March 8, 2016 A special meeting of the Board of Public Works was held on Tuesday, March 8, 2016 at 3:00 p.m. at the Auditorium at City Hall, 229 Main Street, Nashua, NH 03060. Members Present Mayor James Donchess, Chair Lisa Fauteux, Director of Public Works Commissioner Paul G. Bergeron, Vice Chair Nick Caggiano, Superintendent of Parks & Recreation Commissioner Tracy Pappas Jeff Lafleur, Superintendent of Solid Waste Commissioner Kevin S. Moriarty Steve Dookran, City Engineer Commissioner Joel Ackerman Andy Patrician, Division Operations Manager Carolyn O’Connor, Finance & Administration Manager David Simmons, Superintendent of Wastewater Jon Ibarra, Interim Street Superintendent Mayor Donchess called the meeting to order at 3:00 p.m. and called the roll. Mayor Donchess: Present Commissioner Bergeron: Present Commissioner Pappas: Present Commissioner Moriarty: Present Commissioner Ackerman: Present MOTION: Commissioner Bergeron to approve the Agenda as presented. SECONDED: Commissioner Ackerman MOTION CARRIED: Carried Unanimously Public Comment: None. Administration: A. Motion: Commissioner Pappas to approve Amendment No. 2 with Cartegraph, System, Inc. of Dubuque, Iowa in an amount not to exceed $15,000. Funding will be through: Departments: 161 Streets; Fund: General; Account Classification 55 Other Service; and Department 169 - Wastewater; Fund: Wastewater; Activity: Sewer Rehab. SECONDED: Commissioner Moriarty MOTION CARRIES: Unanimously DISCUSSION: The original contract with Cartegraph Systems, Inc. for the Asset Management/Work Order System was executed in June 2015 for the first year cost of $ 201,240. The contract was amended in January 6, 2016 for Cartegraph to load pavement data provided by MDS Technologies, the company contracted by the City to collect data on street condition and integrate the information into Cartegraph and GIS. The contract amendment was at a zero cost since Cartegraph discounted the fee of $7,000 by 100%. Minutes of Board of Public Works Meeting of March 8, 2016 Page 1  The current Cartegraph contract has a pavement module that takes input on condition imperfections to produce condition index (PCI) and deterioration and performance patterns. In order to perform cost analysis for various budgets, treatment methods and road types, the Scenario Builder module from Cartegraph is needed. A cost estimate of $15,000 was obtained and this covers the supply of the product, installation and training. This amendment brings the total current contract value to $216,240. Engineering Department: A. Informational: Burke Street Parking and Bump-outs DISCUSSION: Over the past two construction seasons, Burke St has undergone rehabilitation of the deep sewer infrastructure as well as a major upgrade of the underground utilities. The road was reconstructed to address puddle problems, improve curb reveal and improve stormwater management. It was base paved last fall with the intention to complete the roadway restoration this year. Hayner/Swanson, Inc., working as a sub-consultant to Hazen, developed the attached plan that lays out a better configuration in the street that serves commercial, industrial and residential areas. Existing, the curb to curb width of 33 to 34 feet has only a center line dividing the street into two travel lanes with parking allowed on both sides. Cars parked across from each other do not leave enough 2-way travel space for commercial vehicles. The proposed plan puts all the parking on one side to allow for proper travel lanes as well as narrow shoulders that can be used for bicycles, etc. The south side of the street was chosen for the parking. About 54 spaces can be accommodated. We are also taking the opportunity to add crosswalks in key locations where pedestrian activity is heavy. These crosswalks will be made shorter and safer by adding bump-outs with bollards similar to what has been done in other parts of the City. The bump-outs along with striping the travel lanes at 10.5 feet wide will add a measure to traffic calming. Additionally, the bump-outs and a long roadside section near the Arlington St intersection will be landscaped with grass and trees. It should be noted that prohibiting parking on the north side of Burke St and the addition of traffic calming measures will need legislation to change the appropriate ordinances. Pending approval, this work is scheduled to be carried out in the spring and summer of this year under the existing construction contract. Commissioner Pappas asked if the plan has been passed by Alderman Caron. City Engineer Dookran said that it hasn’t been formally, however Alderman Caron is aware that we plan to restore the street. Commissioner Pappas suggested this should be presented at a Ward Meeting prior to moving forward for approval. Mayor Donchess agreed. City Engineer Dookran said the work was scheduled to begin as soon as weather allowed, however there is other work that can be done prior to approval. Mayor Donchess said the soonest it could go to the Board of Alderman is two weeks, then it would go to the Infrastructure Committee with approval mid-April. They will set up a ward meeting in the meantime at Dr. Crisp either Monday, Tuesday or Wednesday evening. Minutes of Board of Public Works Meeting of March 8, 2016 Page 2 Budget Workshop Director Fauteux opened the meeting by stating that the Division was requested to create a budget representing a 1.3% increase. The budget proposed is a draft and should be considered a working document to which changes can be incorporated. As a whole, the division came in at a 1.1% increase. The Director listed current projects that are planned for the coming year: Main Street sidewalk completion, Labine Park, relocation of the skateboard park, Greeley Park Masterplan, Bicentennial Park completion, City Hall completion, Rail Trail lights repair, LED Street light replacement, and the Burke Street Building. Projects in the Wastewater Department include phosphorus treatment, the headworks project, pump station upgrades, and expanding the catch basin cleaning program. At the landfill projects including design of Phase 3 and permitting for Phase 4 prior to regulations changing. Paving allocation is top priority this year as well. The FY17 budget discussion began with City Engineer Steve Dookran providing an overview of the Admin/Engineering proposed budget request. Engineer Dookran pointed out that there is a proposed increase in payroll due to the elimination of the Street Permit Coordinator in Street Department and being reclassified to the Engineering Department. The other payroll increases were contractual obligations. The utilities were being adjusted per the purchasing guidelines. City Engineer Dookran discussed the increase to training as his desire is to have additional engineers trained in GIS and AutoCad. Commissioner Pappas expressed concern on increased training and seminars in the tight budget year. Director Fauteux explained that the increase is also for the APWA conferences. No one was able to attend the annual conference during the current fiscal year. It is important that these events are attended to keep us up to date with current industry trends. Overall, Engineering/Administration shows a 4.5% increase. Mayor Donchess inquired as to how Burke Street utilities will be paid during construction. Finance & Administration Manager O’Connor advised it is anticipated they will be bonded with the other construction related expenses. Interim Superintendent Jon Ibarra was next to cover the FY17 budget request. He explained the contractual increases in payroll. Other services showed an increase in telephone and cellular for iPads for MotionLink and also basic cell phones for foremen. Conferences and Seminars are being increased due to demand of training. Other contracted services has an increase – funds are used to pay for the railway lease agreement, police details, the department weather forecasting service and fuel tank inspections. Commissioner Bergeron asked if there was a way to break out what “other contracted services” is comprised of. Commissioner Moriarty asked that if a contract comes up every year shouldn’t it have its own line versus being bunched together with other contracts. Director Fauteux responded that this format is what is set up in Lawson – each department has the same lines so it would be a lot of work for a small amount of money to have that set up. Commissioner Moriarty asked about the snow Minutes of Board of Public Works Meeting of March 8, 2016 Page 3 plowing services line where we budgeted $100,000 and only spent $6,000. Finance & Administration Manager O’Connor responded that this was due to the light winter. Commissioner Moriarty asked if the extra snow funds go back into a fund to be used if we have a heavy winter that exceeds the budgeted amount. Finance & Administraiton Manager O’Connor responded that it was replenished by the Board of Alderman last year to a level of $350,000 which is the maximum allowed. Commissioner Pappas inquired if there was a way to breakout what was used in overtime for snow operations. She expressed a concern that the budget was not displayed by function. Finance & Administration Manager explained that the budget is developed by function and that it is possible to run reports showing snow related expenses. Commissioner Pappas expressed her concern that any monies not expended from the snow operation budget should go to paving. Mayor Donchess asked if it would be possible to show the budget functionally. It would be interesting and enlightening to see how much we’ve spent on snow plowing, etc. Finance Manager O’Connor responded that this is how they present the budget but she can run it in a different format; however, you would need to look at it both ways because overspending in one accounting unit could pull from another one. Commissioner Bergeron advised that he had received complaints regarding striping and would like additional funded for striping. He had inquired on having the snow contractor budget reduced and those funds added to striping services. Director Fauteux explained that we significantly increased our striping budget last year and that it would be appropriate to budget as proposed for snow contractors and should there be another light winter funds could be transferred to striping services. Acting Superintendent Ibarra said that we will be able complete needed striping within the $162,000 budget. Commissioner Pappas heard complaints about striping not being kept up on parking lots. She requested striping be completed at both Main Dunstable Soccer Fields. Acting Superintendent Ibarra advised her that had been completed last fall. She also said we should keep up with other parking lots. Director Fauteux said that Transit is responsible for parking lot striping. Commissioner Pappas mentioned that we need to keep up with striping in recreational areas such as at Mine Falls. Superintendent Caggiano said there isn’t a parking lot at Mine Falls but there is striping on Simon Street. Acting Street Superintendent Ibarra said that was striped late last fall. Commissioner Pappas would like to see a breakdown of staffing for each department. Finance & Administration Manager O’Connor said she will work with Financial Services and compile a report to provide to the Board prior to the next meeting. Commissioner Pappas also asked that any monthly transfer information be added to the monthly BPW Packet. Mayor Donchess suggested that the Parks & Recreation Department may be understaffed. Superintendent Caggiano responded that during peak season the Department is between 4 and 6 people short. Commissioner Pappas suggests we hire more seasonal employees. Director Fauteux responded that the issue is that the AFSCME Union contract does not allow us to increase the number of seasonal employees we have without increasing fulltime employee numbers. Minutes of Board of Public Works Meeting of March 8, 2016 Page 4 Park & Recreation Superintendent Nick Caggiano began his discussion of this year’s budget request. He noted that the department has already reached their revenue goal for this year and expects an increase of $68,000 next year. This is due to an increase in revenue from the cell phone tower. He then discussed the contractual increases in payroll as well as a small increase in seasonal help in order to keep one or two pools open a little longer at the end of the summer season. Property services has dropped due reduction in utility costs through the purchasing guidelines. There’s an increase in building & grounds maintenance which is mostly materials which has been cut for several years. With the reduction in utilities he’s transferring some of the savings into building & grounds maintenance. Telephone-Cellular has increased due to attaining a hotspot, foremen phones and iPads for MotionLink. He did highlight the reduction of $4,000 for Game Officials and explained he felt comfortable with the reduction due to the reduction in scheduled games. Commissioner Moriarty inquired if the budget was adequate for playground equipment. The Superintendent was comfortable with the current budget request noting most of this is for repairs and not replacement. The budget came in at 1.29%. There was discussion on the Legacy/Labine Park and that it was back out to bid. Commissioner Pappas requested to see the plans, which Superintendent Caggiano mentioned were presented several months ago. However, they will bring the plan again for review when the contract is brought forward for approval. Superintendent of Solid Waste Lafleur’s budget reflected several large increases. The first directly related to single stream recycling with an anticipated increase of $275,000. This is due to the fact that the markets are flooded with recycling. Other contracted services include: recycling, C&D (construction demolition ship out), tires, waste oil & electronics, propane tank and CFC (refrigerator and A/C evacuation), mowing of landfill, flare emissions fee. Superintendent Lafleur also discussed the increases in his capital items with the Phase III expansion and permitting for Phase IV. The City will need to move forward with permitting at this time if they wish to ensure approval prior to any State changes in permitting requirements. The soil wall and gas collection requests are to continue the projects already underway. Commissioner Bergeron asked to get a breakdown of what is included in the capital improvements line. Commissioner Ackerman asked that if the price of single stream recycling keeps increasing, should we look at another option that might be less expensive. Director Fauteux responded that it is important to keep recycling as easy as possible in order to keep participation rates high amongst residents. It would be very difficult to reeducate residents if we asked them to separate recyclables. Commissioner Pappas believes we should charge for disposal of electronics and larger items. Superintendent Lafleur responded that he has analyzed fee structures of surrounding communities Minutes of Board of Public Works Meeting of March 8, 2016 Page 5 and believes that if we start charging for items there would be a sharp increase in abandoned items around the City that they would have to go pick up. Commissioner Pappas would also like to see an increase in the cost of landfill permits. Superintendent Lafleur said that doubling it would only create a $75,000 increase in revenue and permit purchases may decrease. He also said the revenue would go into the general fund not the Solid Waste budget. There was a discussion on charging pickup fees per bag like a “pay to throw” program but it was agreed it wouldn’t work in Nashua. Finally, Superintendent Simmons presented the FY17 budget request for the Wastewater Treatment Facility. He explained that he submitted a staffing plan to DES and the plan showed us to be 5 positions short. We proposed creating three additional positions as laborers and they accepted the proposal. He noted a significant decrease under disposal services due to a revised contract that reduced cost. The increase in equipment repairs and maintenance is due to continued maintenance needs. For example the raw sewer pumps that were installed 5 years ago had the wrong size propellers which are not as efficient. He plans to replace them. The majority of the increases in Other Contracted Services is due to the new NPDES Permit that have a lot of new things we have to comply with that we haven’t had to in the past. He noted an increase to building and improvements due to the headworks upgrade. There will be a lot of demolition work. During this process there will be things that come up that will need to be repaired. Commissioner Pappas left the meeting. The increase in telephone-cellular is due to the monitoring system for phone lines for the screening and disinfecting facility. Commissioner Bergeron asked if we were planning any fee increases in wastewater. Finance and Administration Manager O’Connor said they are in the process of completing a rate study. Within the next few months we’ll have the information as to whether or not we need to increase the fees. The discussion will be revisited at the March 24th Board of Public Work’s Meeting. Commissioner Moriarty motioned to adjourn. Seconded by Commissioner Ackerman. Meeting adjourned at 5:16pm Minutes of Board of Public Works Meeting of March 8, 2016 Page 6