Finance Committee

REPORT OF THE FINANCE COMMITTEE JUNE 15, 2011 A meeting of the Finance Committee was held on Wednesday, June 15, 2011 at 6:00 p.m. in the Aldermanic Chamber. Mayor Donnalee Lozeau presided. Members of the Committee present: Alderman-at-Large David W. Deane, Vice Chair Alderman-at-Large Ben Clemons Alderman-at-Large Barbara Pressly Alderman Arthur T. Craffey, Jr. Alderman Paul M. Chasse, Jr. Members not in Attendance: Alderman Kathy Vitale Also in Attendance: Robert Gabriel, Purchasing Manager John Barker, IT Director Alderman Clemons Mayor if I could, Alderman Vitale did call to let me know that she was at an awards ceremony for her son this evening and could not make it. Mayor Lozeau Thank you. She let me know as well. I told her congratulations and I think we have a quorum. PUBLIC COMMENT - NONE COMMUNICATIONS From: Mayor Donnalee Lozeau Re: Finance Memo MOTION BY ALDERMAN CLEMONS TO ACCEPT AND PLACE ON FILE MOTION CARRIED From: Robert Gabriel, Purchasing Manager Re: Contract Award for Security Equipment & Monitoring Services (Value: $32,559) Account: 801-49040-8001-8100 Crime Prevention – Solid Waste $17,816 Account Balance Remaining After Purchase: $2,516 Account: 553-59150-6923 Security Services – Streets $14,743 Account Balance Remaining After Purchase: $0 MOTION BY ALDERMAN CLEMONS TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO STANLEY CONVERGENT SECURITY SOLUTIONS IN THE AMOUNT OF $32,559. FUNDS ARE AVAILABLE IN ACCT. NOS. 801-49040-8001-8100 ($17,816) AND 553-59150-6923 ($14,743) ON THE QUESTION Alderman Chasse How many times did they have problems over at the Landfill – Solid Waste? Finance – 06/15/11 Page 2 Mayor Lozeau They have a lot of vandalism. Back in the day when there was a watchman there, a physical body that did that job, they used to watch the landfill. It was replaced with a camera/monitoring system. What we’ve done in looking at the process in what we’re doing there have determined that the system that we have is more than we needed. In some instances not as good as we needed. So we’ve been able to scale it back and still get everything that we need for a significantly lower cost both at Solid Waste and at Streets. Alderman Chasse Is this being monitored 24 hours a day? Mayor Lozeau No. It will tape 24 hours a day but the monitoring will just be after hours. That’s so somebody can call in if there’s a problem. Say there’s an instance where something happens at Streets and somebody wants to go and check the tape, they can do that. Alderman Chasse Who is monitoring that? Is it the Police Department? Mayor Lozeau The company that we’ve hired. Alderman Deane Have any arrests been made for the vandalism? Mayor Lozeau Yes. Alderman Deane And people have been prosecuted? Mayor Lozeau Yes. Alderman Deane This system just covers the building and the surrounds. It doesn’t cover the entire landfill though, right? Mayor Lozeau We’re trying to be a little bit careful about publicly saying the specific areas that we’re monitoring. It is not the entire landfill. Alderman Deane They’ve gone and checked and stitched up the fence where it’s been cut? Finance – 06/15/11 Page 3 Mayor Lozeau They have. Alderman Deane Prior to your time here, we had significant overtime issues with the watchmen down there. We trended it out and look at the sick days and we saw a significant pattern and what was being done. We put an end to it. This covers the streets as well, right? Mayor Lozeau It does. It actually adds some locations to Streets. Alderman Deane Have we had vandalism at Streets? Mayor Lozeau We’ve had more theft than we have vandalism. Alderman Deane And we started marking our plows? Mayor Lozeau Yes we did. MOTION CARRIED From: Robert Gabriel, Purchasing Manager Re: Contract Award for Miscellaneous Sewerage Improvements Requested by Public Works Engineering (Value: $1,138,665) Account: 792-59232-3795 CIP – Construction - Sewer Rehab $908,665 Account Balance Remaining After Purchase: $409,263 Account: 792-59231-3744 CIP - Sewer Repair - Sewer Structures $180,000 Account Balance Remaining After Purchase: $1068 Account: 653-31 CIP - FY11 Street Paving Program $50,000 Account Balance Remaining After Purchase: $0 MOTION BY ALDERMAN CLEMONS TO ACCEPT, PLACE ON FILE AND, CONTINGENT UPON FINAL APPROVAL BY THE BOARD OF ALDERMEN, AWARD THE CONTRACT TO ALBANESE D&S IN THE AMOUNT OF $1,138,665. SOURCE OF FUNDING IS ACCT. NOS. 792-59232-3795 ($908,665), 792- 59231-3744 ($180,000), AND 653-31 ($50,000) ON THE QUESTION Alderman Chasse On Lake Street, what portion of Lake Street is that going to handle? Is that where they had the big blow out? Finance – 06/15/11 Page 4 Mayor Lozeau They already did that part. They’re continuing down heading toward Main. So they’re going from Chestnut Street to Burt Street, which is the street right across from Elm Street. After that they’ll be trying to go to Burt close to Main Street. They’re trying to get that whole stripped down. You’ll remember the last two times was Chestnut to Vine and Vine to Ash. So they stopped at Ash and now they’re going the other direction. At some point, that entire line will have to be replaced. For now, they’re doing it in pieces. Alderman Deane Has this project already started? Mayor Lozeau No. Alderman Deane When you said they, who is they? Mayor Lozeau I consider it DPW looking at it. This is a different group than did the walk the last time. The contract has been awarded to this time. The first time you’ll remember it was a significant sink hole on a rainy Fourth of July weekend with an emergency that we had to go out and steel plate it and do some work. As a result of that work, there was another stretch that had to be done because it collapsed during the work. Then they know that this problem is persisting, so they’re going in to do the next piece of it. The Arlington Street area is going to be McKean Street to East Hollis Street. Those are the sections that have been determined. Alderman Deane It states that it was separated out of the base bid and would be included if there was sufficient available budget for Arlington Street? And there is? Mayor Lozeau What we’re talking about is it is on Arlington Street. It runs from McKean Street to East Hollis. That’s the section. Alderman Deane So the bid alternate A consisting of the 345 feet of pipe and up to 11 handicapped ramps associated with the disturbed crosswalks on Arlington Street was separated out from the base bid. So Arlington Street wasn’t included in the base bid but you’re stating that that work is now going to be completed with this contract? That’s where I’m kind of confused. Mayor Lozeau No it is included. This work is included. Robert Gabriel I believe the alternate was work on Burke Street that we elected not to go forward with at this time. Finance – 06/15/11 Page 5 Mayor Lozeau So my understanding having talked to the Deputy City Engineer that’s responsible for the project – the Arlington Street work is going to be done and it’s going to be done from McKean to East Hollis Street. Alderman Deane But it says in the Memo it was separated out from the base bid. It would be included if there was sufficient available budget. That’s in the first paragraph Mayor. Mayor Lozeau I see it where it says there’ll also be 370 additional feet of cured in place pipe on Lake Street. Then it says, “Bid alternate A consisting the sewer pipe, handicapped ramps with the disturb crosswalks was separate out and would be included if there was sufficient available budget.” It appears that there is sufficient funds available, which is why they gave me that range of area that they’re working. Alderman Deane So what isn’t being done on their initial list? So Lake Street is being done. “1750 linear feet of sewer main on Arlington Street and 405 feet of sewer on Lake Street. Then there’s an additional 370 feet on Lake Street in a bid alternate…” Arlington Street is going to end up being 750 linear feet of sewer pipe then. So that’s all included. So there was enough money in the budget to include that then. Mayor Lozeau That’s my understanding Alderman Deane. If it is different, I will let you know. When you read this, it almost makes you think there’s an additional 345 linear feet to be added to that 1750. That’s how I think we’re both reading it. It sounds like it’s that plus that. I think the 1750 includes that. I’ll confirm it. We’ll be sending something out so that people know where all the sewer is going to be done and when it starts, and when we anticipate it to be completed. Alderman Deane The total is 1750. You have Lake and Arlington. Right? Mayor Lozeau Right. Alderman Deane So if I add up the 405, 370 and 345 that’s nowhere near the 1750 though. The 345 was a bid alternate to begin with. Mayor Lozeau I think that the 1,750 linear feet is being done. There’s the 450 on Lake Street, an additional 370… Alderman Deane 405 on Lake Street. Finance – 06/15/11 Page 6 Mayor Lozeau I’m sorry. 370 additional feet on Lake Street and then the 345 linear feet of sewer pipe up to the ramps associated with disturbed crosswalks on Arlington Street. My understanding is it is included. Alderman Deane So Lake Street would be 775 linear feet. Mayor Lozeau Yes which would make sense when you think about that distance. Alderman Deane Has this company operated under a different name? Mayor Lozeau No. It is a company that we haven’t used before. There are two companies by that same name. One is Albany’s D&S, Inc. and one is Albany’s Brothers. They do different work. Alderman Deane And the total cost of this, I guess their bid alternate A is $50,475 for a total of $138,665. That’s on the back of the page. So that does include the alternate in the price of the $1.138 million. It’s just confusing when you read it. Mayor Lozeau Well I understand how it can be confusing. Alderman Deane You were confused too, right? Mayor Lozeau Well because I thought it was. Then when you start looking at the numbers. That was my understanding. That, of course, is the same memo that the Board of Public Works received and read. Alderman Deane And they weren’t confused by it? Well they deal with this more than we do. When is this work proposed to be started? Mayor Lozeau Relative soon I think. My understanding is it’s this season’s work. Depending on when we get the contract signed. Robert Gabriel In July. It has to go through the full Board. It’s over $1 million. Finance – 06/15/11 Page 7 Alderman Deane And you have what 3 bids on it or 2? Robert Gabriel Two. Alderman Deane The other one was disqualified because of their unsatisfactory past work performance with the City? A poor reference from another City? Mayor Lozeau Are you referring to the second bid? Alderman Deane I’m looking at the second paragraph. The advertisement of 22 April to 11 May. Mayor Lozeau We'll we rebid it. So the first bid that went out was over budget and so we revised it and we went back out to bid. When we went back out to bid, these were the 2 qualified bidders. MOTION CARRIED From: Robert Gabriel, Purchasing Manager Re: Manhole & Catch Basin Castings Change Order #1 (Value: $14,672) Account: 792-59231-3744 Capital Improvements - Sewer Structures Account Balance Remaining After Purchase: $203,167 MOTION BY ALDERMAN CLEMONS TO ACCEPT, PLACE ON FILE AND AUTHORIZE CHANGE ORDER #1 TO THE CONTRACT WITH EJ PRESCOTT FOR A NET CHANGE IN THE AMOUNT OF $14,672.10. FUNDS ARE AVAILABLE IN ACCT. #792-59231-3744 ON THE QUESTION Alderman Deane Is this price delivered? Mayor Lozeau Yes. Alderman Deane So its FOB to the Street Department is that what it is? Was the price reduced or is it the same? Mayor Lozeau No it’s the same price. They held their price. It’s the same company we’ve had for the last few years. As a matter of fact, they even reduced one of the items. Finance – 06/15/11 Page 8 Alderman Deane Does our Nashua Foundry bid on this? Mayor Lozeau No. I don’t think they do this kind of work. Alderman Deane He’ll make anything. MOTION CARRIED From: Robert Gabriel, Purchasing Manager Re: Pothole Treatment Program Change Order #2 (Value $78,685) Account: 553-45030-6921 Asphalt Contractual Purchases - Streets Account Balance Remaining After Purchase: $0 MOTION BY ALDERMAN CLEMONS TO ACCEPT, PLACE ON FILE AND AUTHORIZE CHANGE ORDER #2 TO THE CONTRACT WITH HUDSON PAVING FOR A NET CHANGE IN THE AMOUNT OF $78,684.44. SOURCE OF FUNDING IS ACCT. NO. 553-45030-6921 ON THE QUESTION Mayor Lozeau This is as we call it the, “mellon fill program” that we’ve had some success with. You’ll notice in your packet the summary list of locations that they intended to do on the last page. Alderman Deane I’m really interested to see what happens when we actually go to repave an entire street that’s had this process done to it. This has worked out. The Street Department purchased a piece of equipment, but it’s not capable of milling. It’s on capable of laying asphalt right? Mayor Lozeau That’s correct. MOTION CARRIED From: Robert Gabriel, Purchasing Manager Re: Contract Award for Safe Routes to School Requested by DPW Engineering (Value: $48,546) Account: 353-9123 Safe Routes to School – Ledge Street $41,500 Account Balance Remaining After Purchase: $0 Account: 653-28 Capital Improvements FY10 - Sidewalk Program $7,046 Account Balance Remaining After Purchase: $92,954 MOTION BY ALDERMAN CLEMONS TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO SANTORELLI CONSTRUCTION IN THE AMOUNT OF $48,546. FUNDS ARE AVAILABLE IN ACCT. NOS. 353-9123 ($41,500) AND 653-28 ($7,046) Finance – 06/15/11 Page 9 ON THE QUESTION Mayor Lozeau This is the additional raised crosswalk that I believe Alderman Craffey may be interested in in front of Ledge Street School. This will be at 12th Street. It will start in about 3 weeks after school ends. Then it will be done before school opens again. I anticipated that to be the question you wanted. Alderman Craffey That was the question. Thank you Mayor. It’s not going to take that long to build this I wouldn’t imagine. Mayor Lozeau Part of the work is drainage work, some catch basin, and carving and that sort of thing. It’s not just the crosswalk, which also explains some of the expense. They’ll start, like I said, about 3 weeks after school is over. Alderman Craffey That will be great. It will be a good addition to the neighborhood. Mayor Lozeau Exactly. One other thing, it slows traffic a little bit too. Alderman Deane Is it appropriate to be funding drainage work with sidewalk program capital improvement money? Mayor Lozeau It is. The State has approved this contract the way it is. The additional money that’s coming from the sidewalk program, the $7,000 is because when we bid this out and we did the estimate in 2008, it came in a little bit higher than we anticipated. That’s just all part of the project. The City’s contribution is just over $7,000 as you can see here. I think it’s appropriate. Alderman Deane Money that was budgeted for sidewalk work and now we’re doing drainage work with it – putting in catch basins. Mayor Lozeau We’re not doing just drainage work with that. We’re also doing… Alderman Deane I’m just saying it seems like that’s not part of sidewalk work putting in catch basins. Mayor Lozeau 415 of it is the safe routes to school money. That could be allocated to the drainage also. Finance – 06/15/11 Page 10 Alderman Deane The State said it was okay to use the money like that? Mayor Lozeau They did. Alderman Clemons That particular area, although they did fix that when they paved the road, it used to flood quite a bit. It was pretty bad. I can remember a few years back and no it’s been fixed. I would imagine that adding that curbing there you would have to do something with the drainage. There’s still a puddle that forms there every time it rains. It’s pretty big. You’re not going to drown in it, but it’s big enough that it will be nice that it’s going to be taken care of with this. MOTION CARRIED From: Robert Gabriel, Purchasing Manager Re: Contract Award for 2011 Sidewalk Improvements Requested by DPW Engineering (Value: $279,780) Account: 653-20 Capital Improvements - Sidewalk Construction $17,566 Account Balance Remaining After Purchase: $0 Account: 653-22 Capital Improvements FY09 - Sidewalk Program $224,088 Account Balance Remaining After Purchase: $0 Account: 653-28 Capital Improvements FY10 - Sidewalk Program $30,047 Account Balance Remaining After Purchase: $62,906 Account: 951-01310-5354 Searles Road Traffic Mitigation $8,079 Account Balance Remaining After Purchase: $0 MOTION BY ALDERMAN CLEMONS TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO PICHETTE BROTHERS CONSTRUCTION IN THE AMOUNT OF $279,779.50. SOURCE OF FUNDING IS ACCT. NOS. 653-20 ($17,566), 653-22 ($224,088) 653-28 ($30,047) AND 951-01310-5354 ($8,079) ON THE QUESTION Alderman Deane So the Street Department is going to take care of all the issues after the work is done? This company is just going to come in and saw cut and do the curbing. Mayor Lozeau Subgrade, the drainage, the stripping. The City is going to use its new machine we just talked about to lay the asphalt. Alderman Deane Who’s going to replace the sprinkler heads, the loam, the seed, and mailboxes? Mayor Lozeau We’re going to do the loam and the seed. Finance – 06/15/11 Page 11 Alderman Deane Is the City doing all that? Mayor Lozeau We are. Alderman Deane So they’re just going to go down and make a cut in the street? Is this going to be granite curb? Mayor Lozeau That’s my understanding. This is the rest of the walk on South Main Street. Alderman Deane From its intersection with East Hobart to Anders Lane. Mayor Lozeau So that’s 2,300 feet. Then finishing the work on Harris and Conant Road. That’s 600 feet that’s missing in that strip from the work they did last year. It also includes the change at the intersection where Conant and Searles meet from a Y intersection to a T intersection. We had a neighborhood meeting out there on that and the sidewalk. It also includes the Main Street bridge bump outs that we’re looking at for midblock crossing that we talked about on the Main Street Bridge. Whether its granite curb, or asphalt curb, whatever is there now on those projects. Alderman Deane So the breakdown of the work at Searles Road, part of this $279,000 is only $8,079 to do that work? Mayor Lozeau I’m sure you’re looking at the document where they broke it down. If that’s what it says, that would be correct. Alderman Deane That’s the funding that’s added into the pile. When I looked at the items under description… Mayor Lozeau They’ve already done all the design work. That’s just where some of the money is coming from the funds that are in that area for traffic mitigation. Alderman Deane But the costs in that area could be more than the total number of funds. So we’re using sidewalk money for traffic mitigation in that area perhaps or there’s a possibility of that happening? Mayor Lozeau Right. Finance – 06/15/11 Page 12 Alderman Pressly Could you elaborate on the Main Street bridge just what portion of this goes for that and what’s going to be done? Is that to repair the underpinnings of the bridge? Mayor Lozeau It’s just the curb out for the pedestrian bump out. So one of the things we’re proposing on the Main Street Bridge when we do that sidewalk work is to have what’s called a mid-block crossing, which we talked about quite a few meetings ago. So people that run across the bridge there instead of going down to Canal Street or up to Water Street, we’ll have a safe place to cross. So this company will do this curbing bump out work. Alderman Pressly I’m still very concerned about the sidewalk and the fact that the design work is being determined just for one block. Where does that money come from? Mayor Lozeau It comes from the sidewalk money that we already have that was already allocated for that work. Alderman Deane It was escrowed from last year along with $50,000 for design work I think. Alderman Pressly I guess what I’m frustrated about I thought that the Board of Aldermen would have some input in the design. I’m really frustrated about this. I think that that’s something that should be partly our concern in our role. To me the sidewalks on Main Street half to be done and its deplorable. I for one would be happy to have it all done at the same time. I’m concerned about just one street at a time. Mayor Lozeau I don’t intend to do one street at a time. Alderman Pressly You don’t? Mayor Lozeau No. Alderman Pressly But you just have money now for one street, the bridge. Mayor Lozeau I’ve heard your concern. We’ve talked about this at least a half a dozen times. Alderman Pressly Yes and there may be more. Sorry. Finance – 06/15/11 Page 13 Mayor Lozeau Don’t be sorry. I understand your concern but you can’t do sidewalk design by committee. It’s not feasible to get the walk done. The intent is to have a plan for all of downtown at some point. I’ve talked a lot about that. This Main Street bridge work has to be done right now. Alderman Pressly For safety reasons? Mayor Lozeau Yes. We’re looking at that and we’re trying to incorporate design features that you find in our sidewalks currently. That’s what we showed you that night at the meeting when I brought in a design, and I brought in the Deputy Engineer to talk about it. We’ll be using concrete. That we’ll be using brick. That we’ll be using granite curbing. That we’ll be incorporating some of those things. When you look in that general area, I think we have an opportunity to do that sidewalk without having an impact that negative. I understand that when I was talking out loud at the committee and talking that we can do blocks different that you’re concerned about that. I didn’t say that’s what we would do. I’m saying that’s something we could do. Some people like the idea of having not everything exactly the same throughout Main Street. Those decisions haven’t been made. The only decision that’s been made right now is the Main Street bridge and the walk that needs to be done there and finding the most functional sidewalk that can last longest and be maintained for a bridge, which is different than the rest of Main Street. That’s what we’re looking at and we’re trying to reserve the design elements in a way that it won’t be offensive if we come off of that with a different type of sidewalk on the rest of Main Street. So I’m acutely aware of your concerns. Alderman Pressly I would like to comment that that presentation I certainly was not satisfied that night, and I followed you outside the hearing to try to see the work. I remain just as concerned as I have been. One of the things that I learned and have been told by people that I think I know what they’re talking about that by placing the bricks in sand instead of in cement is one of the reasons that it has deteriorated so. If you look at the sidewalks – every time I go to another town or city, I walk along and study the sidewalks. Nobody uses sand between the gapping because that just absorbs water and I’ve been told that’s one of the reasons that the bridge may have deteriorated. What’s being done today is a very different technique than what was done when this was put in. I’m not blaming anybody. It was the state of the art at that time. I think it would be a real mistake starting this project that we don’t really take a look at why our sidewalks failed at such a rapid rate and not put them…you’re shaking your head. Mayor Lozeau Only because, and I don’t mean to be rude Alderman Pressly, only because I don’t think they deteriorated at a rapid rate. We put those sidewalks in 30 years ago. Alderman Pressly Okay so they’ve lasted 30 years. Mayor Lozeau In spite of maybe not being done they could have been done. Finance – 06/15/11 Page 14 Alderman Pressly New technology – many people have improved on it. If you put it back in sand, it’s going to deteriorate, I think, again quickly. From what I’m seeing in the areas that I have studied and walked along the new sidewalks, they still use brick. They place it in cement so that you don’t have water seeping down below. I for one really would like very much to have the technology in place, to have the design in place for the whole project before we start. From what you say, we have to start right away because the bridge is quite dangerous. I know that but I just think its poor planning not to have the technique lined up. Do you know are they still going to put the bricks into a sand base or are they going to have it in a cement base? Mayor Lozeau Those are the things that we’re talking about as far as how we’re going to put it in. Right now the plan is for concrete sidewalks to be on the Main Street Bridge and then brick design elements trimmed out, or centered or things like that. We also want to be able to put it in a manner that we can get to the conduit under the sidewalk when we need to get in there for things. Alderman Pressly Oh yes and we’ve talked about that too. Mayor Lozeau All the utilities downtown are underground. Alderman Pressly We’ve talked about that. That’s I guess why I would really like to see the project before we do too much more funding. I think I as a member of the Board of Alderman really would like to be a part to be assured that they are going to be able to access all the utilities. That they’ve made plans for the lighting fixtures even if they’re not replaced now, at least the ability to install them at a later date. Mayor Lozeau The plan is to replace them. Alderman Pressly From what you say, a lot of these decisions have not yet been made. Is that correct? Mayor Lozeau Yes decisions have been made on a lot of this. That’s what we’re doing now. We’re making some final decisions about the kind of lighting we’re going to put. We’re making final decisions about where the trim is going to go and if it’s going to go in the center. We’re looking at where we have the problems now determining why we have the problems. I’m not doing this by myself picking pretty pictures and trying to decide what I think would look nice. Alderman Pressly But you’re not including us. I believe we should have a role. Mayor Lozeau I’m including you as much as I can. I’m sorry that that’s what you believe and you feel left out. I don’t know how to fix that. I came in, I was courteous, and I showed you what we’re doing. I’ve talked about it. Finance – 06/15/11 Page 15 Alderman Pressly I’ve consistently mentioned to you that I don’t think the answers have been what I’ve expected. The other thing that concerns me is the design that you presented seemed a little bit busy. You’re using all sorts of elements, multiple different types of materials and elements, putting a design in the middle of the sidewalk. I don’t know if that’s appropriate. We are a mill town and I’m proud of that. It just sounded a little bit fancier than what I would envision for our City. Mayor Lozeau It’s no fancier than the brick sidewalks we have now. Alderman Pressly The brick sidewalks are all brick. Mayor Lozeau I think they’re pretty fancy. Alderman Pressly They don’t have patterns and design. Mayor Lozeau Actually they do if you look at them. The bricks are laid in different ways in different places. Alderman Pressly we’re not going to agree on some of this tonight. I’ll do my best to include you on making… Alderman Pressly What role do you expect the Board of Aldermen? I think the sidewalks are really one of the most visible, parts of the City that people feel most passionately about. What role do you see the Board of Aldermen playing in this? Mayor Lozeau A lot of people that I talk to are passionate about not having brick sidewalks. Alderman Pressly They don’t want brick sidewalks? Mayor Lozeau There’s a significant amount of people that do not want brick sidewalks. It’s a walking problem and there’s all kinds of… Alderman Pressly That was known all along. Finance – 06/15/11 Page 16 Mayor Lozeau I’m concentrating right now on the Main Street Bridge. What’s before you tonight speaks about one piece of that which is the bump out cross walk. That’s what is in this. Alderman Pressly But that gives me the opportunity to speak to this. Mayor Lozeau I’m not saying it doesn’t. The remaining work on Main Street and the sidewalk work will be decided with input from others. I brought in the downtown merchants to talk about the Main Street Bridge. The ones that are located on the bridge have had an opportunity to talk. We’ve gone out and visited the site and talked with them. We’ve talked to the engineers, electricians, brought it into the Board of Aldermen, made the Board of Public Works aware. There’s only so much that can be… Alderman Pressly Well all the names you’ve mentioned are just about everybody but the Board of Aldermen. Mayor Lozeau No, I said, “and the Board of Aldermen”. We brought it into to you. You may not like what we brought… Alderman Pressly I was at that and it wasn’t a visual report. Mayor Lozeau It was. I brought in a visual but it was the kind of visual you expected. I can’t behave in a manner or present to you things that you expect that are not what is customary. I brought in the engineer map. That didn’t work. I brought in a picture, actual size, of the sidewalk piece that I was talking about. That didn’t work. Alderman Pressly That’s what I followed you out of the room to be able to see. Mayor Lozeau I had that map in the room. Not everybody wanted to see it. You came out because you wanted to see the map. Everybody saw the piece of sidewalk. It was very noticeable. Short of making a sidewalk as a sample and bringing people over, I’m trying to be as cooperative and inclusive as I can be. I also have work that needs to be done and it needs to be done right; it needs to be done well; it needs to be soon. I waited longer than normal now to make sure we’re doing it right. Alderman Pressly Well and I want to be a responsible alderman and know what you’re doing. I feel like to start a project of that significance and not have a plan for the whole thing before you start, I feel irresponsible in doing that. Finance – 06/15/11 Page 17 Mayor Lozeau I’m sorry. We don’t have the luxury of the time to have an entire plan done before we do this work. I wish I could say it differently, but we don’t. We have other areas in downtown where it’s going to be very critical as well. We have bulkheads that are falling into the sidewalks where we have 5 foot holes that we’re putting steel plates on. There’s some work that needs to be done. Alderman Pressly You mentioned this work that needs to be done. Is there someplace that we can access that and see what’s being done? See what the plan is. Is this being done before the Board of Public Works? Mayor Lozeau there’s not a plan to give you right now other than what I already showed you for the Main Street bridge which was an engineer drawing of the bridge and the work and an example of the sidewalk design work. Alderman Pressly That’s not the type of work that I have seen in the past. I think I’ve registered my displeasure and I will register when I have the change to. Mayor Lozeau I’ll do my best. Okay. Alderman Clemons I’d only like to say that I appreciate the bump out that you’re planning for this. I think that’s a smart idea. It’s very dangerous when you’re trying to cross that section. It is a pain to go either up or down when you’re half way in the middle. I think this is going to be a good design and I wanted to just get that in there on the record. Thank you. Mayor Lozeau We all see the people trying to run across there. Alderman Craffey I, too, want to share Alderman Clemons point on that too. The bump out is very, very good. I walk up in that area a lot myself – walking all the way up to go across the street to go to Dunkin Donuts and then walk all the back up to Water Street to cross back over can be very time consuming. Sometimes you just want to dart across. Mayor Lozeau And people do. They risk it. Alderman Craffey They do and you end up getting clipped or getting road rage. I’m guilty at times too I admit. It’s a very good idea. Thank you. MOTION CARRIED Finance – 06/15/11 Page 18 From: Robert Gabriel, Purchasing Manager Re: Purchase and Upgrade of Riskmaster Software and Related Services (Value: $30,075) Account: 6106-83025 Property & Casualty Fund $21,825 Account Balance Remaining After Purchase: $0 Account: 722-53029-3735 Implementation Services – ERP $8,250 Account Balance Remaining After Purchase: $3,053,236 MOTION BY ALDERMAN CLEMONS TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO COMPUTER SCIENCES CORPORATION IN THE AMOUNT OF $30,075. FUNDS ARE AVAILABLE IN ACCT. NOS. 6106-83025 ($21,825) AND 722-53029-3735 ($8,250) ON THE QUESTION Alderman Deane This is a federal mandate? Mayor Lozeau That it is. Alderman Deane And part of the ERP system? Mayor Lozeau What we’re trying to do with ERP is we’re trying to piggyback it with Lawson and our provider right now to make sure that they’re compatible in any advantages that we might be able to garner there for costs that we don’t have to incur is what Mr. Barker is working on right now. Alderman Deane How does this fall under consulting services or is that just where money happened to be available for this expenditure? Mayor Lozeau I think its part of the consultant doing the work on what the template has to be, and what the requirements are, and then the ability to purchase some of the professional services from that I think are what was approved by both Risk and the CFO’s office. Alderman Deane So bonded money will be used to purchase this? Mayor Lozeau No. Alderman Deane 722 – the funding source at the bottom. Finance – 06/15/11 Page 19 Mayor Lozeau For a piece of the implementation. Alderman Deane That’s bonded money the 722 though. That’s the ERP bond, right? Mayor Lozeau Right but its $8,000 towards the implementation piece. The software is being purchased out of property and casualty. So the $8,000 is for the ability to make sure that these projects work together and for the implementation piece. Alderman Deane This individual gets $165 an hour for this work? What’s the reoccurring maintenance fee? Do you happen to know? Mayor Lozeau No I don’t. I would imagine it’s not much more than the current stuff that we’re using. Alderman Deane So have we not been in compliance since 2007 or effective January 1, 2011 date? Mayor Lozeau I wouldn’t characterize this as being out of compliance. I think we were working towards what was asked of us but there’s a period of time that they allow you to be able to acquire what you need to be in compliance with any new regulations and requirements. Alderman Deane As of the first of January, 2011. Mayor Lozeau That’s when it became effective. Alderman Deane So we had Risk Master to begin with right? Mayor Lozeau Yes. This is an upgrade. Alderman Deane We’re just upgrading to a more current version. The training is being done in-house? Mayor Lozeau That’s my understanding. Finance – 06/15/11 Page 20 MOTION CARRIED From: Robert Gabriel, Purchasing Manager Re: Contract Award for Mine Falls Park Boat Ramp Rehabilitation Requested by Park Recreation (Value $185,394) Account: 352-01310-6514 Mine Falls HUD Grant Phase III $2,550 Account Balance Remaining After Purchase: $0 Account: 952-01310-5351 Mine Falls Park - Trust Fund $182,844 Account Balance Remaining After Purchase: $245,379 MOTION BY ALDERMAN CLEMONS TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO NORTHEAST EARTH MECHANICS IN AN AMOUNT NOT-TO-EXCEED $185,394. SOURCE OF FUNDING IS ACCT. NOS. 352-01310-6514 ($2,550) AND 952-01310-5351 ($182,844) ON THE QUESTION Alderman Clemons This I assume receives any State approval that we needed to get done, right because we’re moving the ramp? Mayor Lozeau Yes. We’ve gotten State approval. We’ve gotten the Planning Board approval. Gone through that whole process. This is something they started talking about back in 2004. When we received the federal money for the Gate House, it was supposed to be the Gate House and the boat ramp. By the time the Gate House work was done, we only had about $2,500 left in there. The Mine Falls Committee support using some of the cell tower funds that are in their trust fund for this work. So that’s what you see here. Alderman Clemons One other thing that I didn’t see, maybe I just missed it, is part of the project that they’re doing just the ramp itself that they’re building or are they building anything in the water for a small docking area? Mayor Lozeau There’ll be tie offs for the boats because the way this boat ramp is designed – it’s going to be about 70 feet west from the existing boat launching area. They’re going to be building a parking lot that will have 3 spaces in it. Other people will have to park up in the Stellos area. They will be able to tie their boat off if they need to go move their vehicle. It will get rid of what’s going on all the time where they park willy nilly and create problems that turns into silt that gets into the water and creates other problems. Alderman Clemons The intention then is to allow the trailers up at the Stellos parking lot? Mayor Lozeau Yes. Alderman Clemons I would hate to see us go through the process and then all of a sudden there’s a problem of who knows what and then we see an ordinance or something come in banning boat parking or something like that up Finance – 06/15/11 Page 21 there. I would hate to see that happen. I think that’s a great idea and I think that is going to greatly improve that area. I think it’s used quite a bit. Mayor Lozeau It is. It’s probably the best boat launch in the City. Alderman Clemons I fully support this. Alderman Deane Is the boat ramp going to be paved? Mayor Lozeau I don’t think it’s going to be paved into the water. Probably pretty close. Alderman Deane They have $40,300 for paving. That’s a lot of money for paving. Mayor Lozeau Well they’re also paving a parking lot. They’re going to build a parking lot in there. There will be parking for 3 vehicles – two handicapped spaces and one regular space. Alderman Deane Parking for 3 vehicles and its going to cost $40,000? Mayor Lozeau It’s the parking lot and the paving for the ramp. It’s all one project. For those of you that are interested, the current boat ramp will be operational while this work is going on so people won’t be kept from the ramp. The pre-construction meeting is scheduled for next week. The work should begin the first week in July and the work should be completed by September. MOTION CARRIED From: Robert Gabriel, Purchasing Manager Re: Purchase of 1-Ton Platform Truck for Wastewater Department (Value: $62,203) Account: 802-96100-8500-8900 Vehicles – Wastewater $38,203 Account Balance Remaining After Purchase: $7,200,129 Account: 373-68045-7207-7002 Energy Grant $24,000 Account Balance Remaining After Purchase: $393,228 MOTION BY ALDERMAN CLEMONS TO ACCEPT, PLACE ON FILE AND APPROVE THE PURCHASE THROUGH MASSACHUSETTS STATE CONTRACT #GBPC2008 IN THE AMOUNT OF $62,203 TO M-H- Q MUNICIPAL VEHICLES. FUNDS ARE AVAILABLE IN ACCT. NOS. 802-96100-8500-8900 ($38,203) AND 373-68045-7207-7002 ($24,000) Finance – 06/15/11 Page 22 ON THE QUESTION Mayor Lozeau This is the same vehicle that we approved for Streets at the last meeting, except that this one doesn’t have a dump body, it has a flatbed to allow them to put their crane on it. Also C-N-G. Alderman Chasse What are they doing with the old one? Mayor Lozeau It’s dead. It’s been dead for quite a while. It’s off the road and it can’t pass inspection. They’re going to send it up to the State auction and hope they get something for it. MOTION CARRIED From: Robert Gabriel, Purchasing Manager Re: Contract Award for Public Access Television Operations & Management Services (Value: $99,198) Account: 590-23505 FY11 Prior Year Escrow – IT $97,000 Account Balance Remaining After Purchase: $0 Account: 590-24505 FY11 Prior Year Escrow – IT $2,198 Account Balance Remaining After Purchase: $0 MOTION BY ALDERMAN CLEMONS TO ACCEPT, PLACE ON FILE AND AWARD THE CONTRACT TO COMMUNITY MEDIA SERVICES IN THE AMOUNT OF $99,198. SOURCE OF FUNDING IS ACCTS. NO. 590-23505 ($97,000) AND 590-24505 ($2,198) ON THE QUESTION Alderman Deane I’d like to have some discussion on how this whole thing is going to be rolled out. I’d like to understand who has control over it. Things of that nature. Mayor Lozeau Mr. Barker could you give us an overview of how this project is going to roll out and how it is going to work. John Barker Certainly. The contract begins on July 1st. The organization CSMG immediately begins developing policies and procedures and starting the outreach that they need to be able to find out from the community both what kind of content they’re looking for and also nonprofits and individuals and groups who can provide that. To give you a sense of this here, we are expecting… Alderman Deane We’re hiring somebody to set policy? Finance – 06/15/11 Page 23 John Barker The operations of the public access station are through the contract. If we were to set policy, we’d be defining the employment terms and conditions, and that would not be a contract any more. That would be an (inaudible). Mayor Lozeau The approach we took Alderman Deane with this was instead of holding this in house; we wanted an arm’s length from this. That’s why we went out to bid to find a company to come in and do that. Alderman Deane So neither the administration nor the legislative branch of this City is going to be involved in any of the policies setting it all? Mayor Lozeau We’ve been involved with the RFP, setting the expectations, and then CTAB (Cable Television Advisory Board) has a role and what was in the RFP, what’s acceptable in the contract, and they will have an advisory role. I’m not exactly sure what your seeking specifically about what you think we should do that they should not do might help me to understand that. Alderman Deane I’m just wondering how much either this Board or your administration is going to delve into the policy part of the contract. I guess it sounds like as you said earlier, you’re going to be in arms reach. Once the policy is set then where does it go? To CTAB? Does CTAB Committee review it and approve it? Is that what’s going to happen? John Barker The development of the policies and procedures and the operational procedures is done by CSMG and then it’s pre-empted to the City. We had the opportunity to consult, and collaborate, and comment on it. At that point, the operations will be run by CMSG and quarterly they will present a report to CTAB on those operations both metrics, and finances, broadcasting, etc. Annually they will present to CTAB as well as holding a public meeting at which any member of the public can come in and address questions to the group as well in addition to providing their annual report. Alderman Deane When you say the City, who is that when they present? Who is the City? John Barker In that particular response when I say presented by the City, they will open it up to a public meeting and they will allow the public to come in and comment on those operations, ask particular questions, certainly the public at any point can review the finances. It’s public information. They will make a formal presentation of those annually. Alderman Deane I’m talking about the policy part. Your earlier comments that they’re going to put everything together, set the policy, and then present it to the City. Finance – 06/15/11 Page 24 John Barker They will present it to PEG, which is the operations through the IT Division and we will bring it in front of CTAB. I want to point out that any public access operates under some pretty tight structures of the federal government. So policies and procedures are defined around that as well as around the terms and conditions we specifically laid out in the contract initially. The policies and procedures they’re developing are pretty well defined by standards now and by the terms that we lay out. Mayor Lozeau We hired, Alderman Deane you might recall, a law firm that deals with public access television to set the parameters with Mr. Barker and CTAB to set what would be in the RFP going out. That was beyond our scope of expertise that we had here in the City. I think that’s what Mr. Barker means. There’s not a whole lot of leeway to develop other policies. We also didn’t want to be in a position where we were choosing or vetoing particular television shows or that sort of thing. We thought this approach was the best way to do that. We don’t want to say no Alderman Pressly you can’t have a show on sidewalks, or no Alderman Clemons you can’t have a cooking show, or whatever the case may be. Thought it was better that they come in and go through a process like anybody else would go through. Alderman Deane With the federal guidelines in place, this isn’t the first community that’s partaken in this type of activity. Isn’t there some sort of boilerplate that could be looked at that other communities use who have had great success? I know Manchester has a channel. Merrimack does as well. Isn’t there something in place that could be reviewed? Mayor Lozeau Before you answer that Mr. Barker, as does Goffstown which is the company that we’ve hired. They’re providing this service in Goffstown. John Barker That’s exactly what I was going to say. We’re going to be piggybacking off of the established policies and procedures that they have developed there ensuring that, again, that it meets our requirements and under the contract as we’ve spelled it out. Alderman Deane When you say our requirements, is that part of that the RFP that went out? John Barker The RFP had with it a sample contract, which is what we hired the attorney to help us prepare. So the company coming in all of the bidders knew what kind of contractual terms we were going to be asking of them. There really wasn’t a whole lot of negotiation at the end of that. The contact has been reviewed by Risk, Legal, etc. Alderman Deane So if there’s problems, how are they addressed? John Barker What kind of problems Sir? Finance – 06/15/11 Page 25 Alderman Deane Say there’s complaints about some of the policy and some of the programming that’s allowed. Who addresses that CTAB? John Barker The IT Division if we were receiving complaints, we would pass them along and also direct them to the organization. They’re establishing several positions on their Board of Directors for Nashua citizens to advise them as well so that there’s plenty of representation. They will also be establishing within the first year of the contract a group called “The Friends of Access Nashua” which will be a 501C3 organization which will also assist. So there’s going to be many channels for them to receive recommendations, issues, etc. The City does not want to be nor should it be the conduit of all communications with this organization. It is public access. Alderman Deane How much conduit is the City going to have through this? John Barker The City has under the contract quite a bit of reporting that’s mandated that they need to provide to us around the operations, the expenditure of the money, the kind of programming they’re doing, the kind of outreach they’re doing that we’ve asked them to do. They’re extensive. We were told there in some cases we might have been asking too much information and reporting coming in but should keep it in there. Alderman Deane So if there’s an issue, who deals with the issue? Can you repeat that? John Barker I think you need to clarify if you would. Alderman Deane My concern is political influence on this channel. My concern is this Board, or the administration I don’t think should be involved with any of this. When you look at appointments, how are these people being appointed? Is CTAB going to appoint some of these people to sit on this Committee? Mayor Lozeau No. That was exactly the point Alderman Deane. We didn’t want it to be done that way, which is why we went out for an RFP for another company. I don’t want it to be… Alderman Deane I don’t either Mayor. I just want reassurance that that’s not going to happen. Mayor Lozeau That’s the goal. So it’s not coming to the Board of Aldermen to approve what’s on or what’s not on. If it’s not coming to my office, I don’t think we’ll have that problem. Finance – 06/15/11 Page 26 Alderman Deane I hope we don’t have that problem. That would be awful if we did. Mayor Lozeau We’re trying to put everything in place so that we don’t have that problem. John Barker Alderman Deane since public access is constrained by federal regulations, it is against federal law for the City to dictate all of the operations of a public access. To get involved itself with that kind of steering of content would be against what the federal law would allow. Alderman Deane Under our franchise agreement Mr. Barker, we have total control over this because we cannot fund it. With no funding, it doesn’t operate. Mayor Lozeau That part is true. Alderman Deane I’m just saying we have that control. Mayor Lozeau Exactly the control to have it not have it is different than the control of manipulating what’s on it and what’s not. Alderman Deane You can manipulate the thing to shut it down Mayor if you get enough people to vote to do that. That’s what I’m getting at. Mayor Lozeau This is before you tonight because the Board of Aldermen voted overwhelmingly to have public access television. That’s why it is here tonight. Alderman Deane I understand that. Mayor Lozeau Another board could come in – when Fiscal 2013 comes along and we’re looking at the cost of this, a decision will have to be made about keeping it or not keeping it and whether or not we want to fund it. I think that decision is going to happen each and every year as long as we’re the funding source. Alderman Deane My point of the funding source was that we do have control of this. It was stated earlier that we do not in the federal guidelines. That’s how I understood it. Maybe I misinterpreted what was said. I sat here prior to Finance – 06/15/11 Page 27 your arrival and listened to a lot of rhetoric about this channel. It ended up getting buried for a number of years for no good reason. I think it’s great that it’s moving forward. I think it’s long overdue. These franchise fees or what users of the system pay into the system and I feel that there are a large number of people in the community that want this to happen. My concerns are over the control of it and it seems like Mr. Barker is pretty much laid out its pretty well vetted according to sources who looked at what you asked for. You’ve gone above and beyond the norm. John Barker This whole process was delayed quite a bit because there was a rather extensive amount of work. More than most municipalities would go through to make sure that we studied it, understood exactly what the legal constraints and requirements were, what it would take operationally to make it successful, and to choose the right partner. One other thing I want to mention is that as you’re saying the control that the City has here is the same control that any municipality has over their public television via Manchester, Goffstown, or Concord. It can be funded by the municipality or it can be not funded by the municipality. There’s that same concern. Alderman Deane Outside of the federal guidelines that are in place. Mayor Lozeau The answer to that is correct. We’ve done as much as we can to ensure that those concerns Alderman Deane are not something that we have to worry about. The funding the having it or not having it is a different discussion than the having and determining what’s on it or what’s not on it. So we think we’ve put the safeguards in place. Alderman Deane You missed my point. Mayor Lozeau Okay, well then help me to get it. Alderman Deane It was stated earlier that the way the federal guidelines is set up it’s set up so that the municipalities can’t get actively involved in it. My point with the process of the policies and my point was by not funding it, there is some involvement. That was my only point. Alderman Craffey Mr. Barker they can generate their own funding sources can’t they? John Barker They can and they’re encourage to, and it’s part of the contract that they will do their best to begin fundraising so that in the future perhaps some extent of it will be self-funded yes. Alderman Clemons Just note for the record that Alderman McCarthy has joined us. MOTION CARRIED Finance – 06/15/11 Page 28 From: Robert Gabriel, Purchasing Manager Re: Net Metering Project Construction Phase Change Order #3 (Value: $68,256) Account: 792-01310-3743 Construction – Net Metering Project $43,468 Account Balance Remaining After Purchase: $0 Account: 802-77062-8500-8900 Digestor/Generator Repairs $24,788 Account Balance Remaining After Purchase: $0 MOTION BY ALDERMAN CLEMONS TO ACCEPT, PLACE NO FILE AND AUTHORIZE CHANGE ORDER NO. 3 IN THE AMOUNT OF $68,255.83 WITH REILLY ELECTRIC FOR A NET CHANGE IN THE AMOUNT OF $62,255.83. FUNDS ARE AVAILABLE IN ACCT. NOS. 792-01310-3743 ($43,468) AND 802-77062-8500-8900 ($24,788) MOTION CARRIED UNFINISHED BUSINESS – None NEW BUSINESS – None DISCUSSION WARRANT MOTION BY ALDERMAN CLEMONS TO APPROVE WARRANT #23 IN THE TOTAL AMOUNT OF $10,609,951.38 OF WHICH $2,651,285.62 ARE ACCOUNTS PAYABLE, $5,748,369.47 ARE PAYROLL AMOUNTS, $8,185.96 ARE PREPAY AMOUNTS AND $2,202,110.33 ARE WIRE TRANSFERS MOTION CARRIED PUBLIC COMMENT - NONE POSSIBLE NON-PUBLIC SESSION - NONE Mayor Lozeau I’ll just take a moment to thank the Finance Committee for getting through everything on the agenda tonight. It was a little lengthy even though the majority was typical. I appreciate that. Alderman Craffey Before I adjourn, I like these 6 p.m. meetings. Is that a possibility that we can change them? Mayor Lozeau I don’t know maybe we could. Alderman Craffey Maybe we could think about with the rest of the Committee. Finance – 06/15/11 Page 29 ADJOURNMENT MOTION BY ALDERMAN CLEMONS TO ADJOURN MOTION CARRIED The Finance Committee meeting was adjourned at 7:07 p.m. Alderman-at-Large Ben Clemons Committee Clerk