Public Works Committee — 2016-03-10
Attendance
Robert A. Boisselle ; Donald L. Conn Jr. ; Scott M. Forbes ; Gail Infurna ; Jennifer L. Lemmerman ; Mary Beth McAteer-Margolis ; Monica C. Medeiros ; Peter D. Mortimer ; John N. Tramontozzi ; Michael P. Zwirko
Agenda
- Call to Order
- Public Participation
- Orders
- ORDER-2016-114 : Authorization to Execute Lease Agreement: five- year lease agreement with All American Investment Group, LLC for the purchase of a new 2015 Vactor Sewer Truck.
- ORDER-2016-116 : Accept grant in the amount of $641,000 from the Executive Office of Housing and Economic Development Mass Works Infrastructure Program; said funds to be deposited into Fund No. 4019
- Adjournment
Minutes
CITY OF MELROSE PUBLIC WORKS COMMITTEE CALENDAR● MARCH 10, 2016 Aldermanic Chamber Committee Meeting 7:35 PM The public should take notice that the Melrose Board of Aldermen may, on certain occasions, have a quorum in attendance due to standing committees of the Board of Aldermen consisting of both voting and non-voting members. Members attending this duly posted meeting are participating and deliberating only in conjunction with the business of the standing committee. Attendee Name Title Status Arrived Gail M. Infurna Chairman Present Monica C. Medeiros Vice Chairman Present Mary Beth McAteer-Margolis Alderman at Large Present Jennifer L. Lemmerman Ward 2 Alderman Present Robert A. Boisselle Ward 4 Alderman Present Donald L. Conn Jr. President/Ex-officio Member Present Scott M. Forbes Nonvoting Member Present Peter D. Mortimer Nonvoting Member Present John N. Tramontozzi Nonvoting Member Present Michael P. Zwirko Nonvoting Member Present In Attendance: Director of Public Works John Scenna
ORDER-2016-114 Authorization Authorization to Execute Lease Agreement: five- year lease agreement with All American Investment Group, LLC for the purchase of a new 2015 Vactor Sewer Truck. Recommend Passage Board of Aldermen
ORDER-2016-116 Acceptance Accept grant in the amount of $641,000 from the Executive Office of Housing and Economic Development Mass Works Infrastructure Program; said funds to be deposited into Fund No. 4019 Recommend Passage Board of Aldermen City of Melrose Page 1 Updated 3/17/2016 12:53 PM
Transcript
▶ 17:47 Gail Infurna: with all our other meetings um this is being um filmed by mmtv um motion to open the floor for public participation alderman Medeiros makes a motion to open for public participation seconded by alderman Boisselle all those in favor of public participation say aye aye aye all those opposed we're now public participation this is the opportunity if anybody's out there emotional clothes second see you none alderman uh alderman MacMaster margolis makes a motion to To close public participation, seconded by Alderman Boisselle. All those in favor of closing public participation, say aye. Aye. All those opposed? Public participation is now closed. We have two orders before us this evening. Order number 2016-114, the authorization to execute lease agreement.
▶ 18:39 Gail Infurna: year lease agreement with all american investment group llc for the purchase of a new 2015 vector sewer truck motion to spend the rules to bring forward superintendent alderman mcintyre margolis making suspension of the rules actually they're actually already suspended for this evening so we'll forego that mr shenna good evening everyone good evening uh the first order that's before you is authorization to execute a lease agreement for the purchase of a new vac the truck for the sewer and drain division in the Public Works Department in the spring of 2015 the water and sewer committee unanimously recommended that a new budget line item in the amount of seventy-five thousand dollars be included in the FY 16 sewer operating
▶ 19:41 budget and this board was nice enough to approve that as part of the FY 16 budget once the with the approval of that line item we moved forward to procure a new factor truck for the division the vehicle is used to maintain sewer and system sewer and drain systems on a daily basis most importantly it's used for emergency response to sewer blocks which if not handled correctly and in a timely manner will also will typically result in flooding and damage to private properties and overflows onto public ways and streets the department has expended in excess of $45,000 over the past fiscal years and maintaining this vehicle the vehicle is 20 years old several issues remain in terms of repair and in terms of maintenance and time will only increase the expenditures and
▶ 20:43 are required in order to keep this vehicle operable most importantly to consider is that when this vehicle is out of service the department has to rely on vendors or mutual aid stoneman has been very nice to us in the past ditto Wakefield in regards to helping us out when this vehicle was is down but again we rely on the phone call to another community that communities phone call to their employees the truck arriving and that just delays the ability for us to respond and clear blockages if approved this vehicle is an inventory and she should arrive in Melrose no later than April 1st in regards to in regards to procurement competitive bids were obtained from three different vendors all on state contracts CN Wood out of Woburn was the
▶ 21:44 lowest and most responsive bidder and the vehicle will be procured at CN Wood through the National Joint Powers Alliance and NJPA it's a cooperative bid that the Public Works Department and the school department are both members of so the intent is to maintain the line item in the sewer operating budget for the next five fiscal years it's in there right now in this fiscal year at seventy thousand it will reduce to sixty eight thousand one hundred and twenty eight dollars and eighty nine cents this is a way to replace a critical piece of aging equipment that's very that the department depends on greatly without any further impact moving forward into other fiscal years on the water and rate and on the bonds and the debt that bonds create and not that's that's a
▶ 22:48 summary I've provided all the information I've provided the lease the membership documentation the specifications on the vehicles and the notes from the committee meeting in 2015 which I believe all the camera toes he took part and if you have any questions i'm gladly committee member oh actually another committee member so president khan so just so anybody watching at home understands what we're doing mr shed the purchase price on this is approximately 391 000 is that correct let me just double check yes that's correct and it's a five-year term and a five-year payout correct and can you explain what happens at the end of the five years does this vehicle uh does the city have ownership of the vehicle or is it turned in no it's correct the vehicle the the city will assume ownership
▶ 23:43 of the vehicle at the end of the term and what is a ballpark for the useful life of a vehicle of this nature 15 to 20 years is um is the norm we got 20 years worth of out of our last vehicle with technology that is was significantly um has significantly improved since then so we fully expect to get 20 years out of the next one okay so in in the best of possible worlds which we're never in uh we could potentially roll this line item out of the sewer budget after this vehicle is paid off in five years is that correct correct and what kind of a warranty are we getting from this company in woolburn relative to this vehicle uh five years on both the vector which is the piece in the back and on the truck uh two different vendors the truck is a freight liner
▶ 24:36 and the nearest freight liner dealership for maintenance is in everett and the vector is in movement so they're both local and we can um we can get immediate response if required so this way the vehicle stays and stays in in the fleet okay so you have warranty from both of those entities relative to the components of the vehicle correct are any of the local communities in this area partnering to share any kind of uh trucks or vehicles of this nature well we looked into it a little bit um but you always end up end up in that situation where is the truck going to be where's the truck going to be home based you could alternate weeks where you have the truck one week i have the truck another week unfortunately at this point in time we we made a
▶ 25:26 decision that it was best to stay on our own in this regard again the ability to call somebody in get in the truck and respond to a sewer block is very critical and my opinion and that of many in my staff that's why we recommend it and eventually the administration agree that we should have our own and i understand that these folks were on the state contract procurement list do we have any history of prior dealings with these two companies this is this will be our first major project on the ngpa but um city solicitor rob van campen totally reviewed all of the documentation and was in full agreement that the purchase could move forward yeah no no my question is have we dealt with either of these companies before we've dealt with cn wood
▶ 26:19 for several years and our existing truck is from cn wood okay and how has our relationship worked with them very good very good in fact two years ago when the truck was on its last leg we were able to negotiate some repairs that really kept the truck going for a couple of years when it didn't have the right to so they've been very good to us we've been their response time is excellent and they're they're the local vector distributor and vector is the truck that has been around in this regard for several years there are other manufacturers that we have we looked into but we spoke at lent with the mwra and mwa operations and fleet and they agreed to just stick with what works and stick what's been what has been around the longest which is vector which
▶ 27:11 is why we decided to go on this road that's all i have for now thank you thank you very much president khan and my apologies alderman Lemmerman go right ahead thank you very much thank you mr shanna you mentioned a little bit about what the vector truck does could you give us a sense of how often it's out um being used and kind of the demand in the city for the services that it provides well there are certain things we do on a bi-weekly basis we check low areas in the sewer system before rain events we go out and check low areas in the drain system we clean bait clean catch basins seasonally we have a program we like to do a little program in the spring coming out of winter a little program in the fall take after the leaves fall and typically we we try to
▶ 27:55 Jennifer L. Lemmerman: add a third program in the summer as well and then it's there for emergencies I would say the truck goes out at least three times three times a week on on a rotate pretty much a weekly basis from April to December okay thank you so it's used for prevention and maintenance as well as prevention great and I just want to make sure that I'm understanding correctly what we're what we're looking at tonight so last budget cycle this board voted for for a line item on this which would essentially be like the down payment on this lease if I'm understanding and the hope and the plan is to continue to level fund that line item through the budget through the life of this lease but that would be determined in the in the budget process right and so tonight what we're talking
▶ 28:43 about is is actually just authorizing the entering into of the lease is that that's correct well we're enter authorizing the agreement to be executed by the administration okay great thank you very much that's all I have thank you thank you very much Alderman McAteer-Margolis thank you madam chairman so in regards to the $75,000 mr. Shenna that we appropriated last year is that definitely is that whole amount going towards this lease or did you have to use part of that for maintenance of the old truck no no we we use the repair line items in the budget for the maintenance these 75,000 in full is going as a down payment it's actually listed in the in the documents and in the lease agreement as a down payment so when we accept the truck within the next
▶ 29:30 Mary Beth McAteer-Margolis: couple weeks hopefully upon successful passage the $75,000 down payment will be made but we will then have a new payment that we will need to make for two thousand sixty eight thousand one twenty four for the next five years starting next fiscal year right so um 68 times so we are in fact paying a little bit more than the purchase price if we were to just buy it outright but obviously we're yeah there's interest there's interest in the lease agreement okay we have to cover all right thank you very much i know i have personally benefited from that vehicle in my neighborhood and have seen it used many times around town so So I do know it's highly important to have it, I think. Thank you. All set, Alderman Medeiros.
▶ 30:16 Monica C. Medeiros: Thank you. Yes, and I just, I want to echo that. I know it's a very important piece of equipment that has really been a lifesaver for a lot of homeowners that have benefited during these bad flooding incidents. In particular, I just wanted to talk to the maintenance too. And you're going and using this piece of equipment on some of those culverts and drains that are in, say, in Ward 2 that we just, over the past several years, have done massive amounts of works and really have invested a lot of public tax dollars in infrastructure. And I believe this vehicle will help, has helped, and will help, well, current vehicle and the future vehicle will help maintain that investment that's absolutely correct
▶ 31:08 it's a very good point i think you've heard me say that in the last few years we want to try to we've been shifting towards maintaining parks and grounds infrastructure water fire hydrants we've invested greatly as a community in building things and this truck will help us and will assist us in maintaining them moving forward and it's also going to assist in the in the ini initiative that you know I'm sure we'll speak of more in the upcoming months but this is the type of truck that will help us clear sewer lines and clean clean sewer manholes so that we can identify ground infiltration okay thank you and I plan to support this thank you awesome and we have noncommittee member alderman one of them alderman lemon might ask my questions thank you okay everybody else
▶ 31:55 Gail Infurna: said any further discussion seeing none all those in favor okay motion to recommend again MacMaster Margolis makes a motion to recommend seconded by Alderman Boisselle seeing no further discussion all those in favor all those opposed that order will be recommended to the full board and Mr. Shenna feel free to try them to truck out in the hot spots of Ward 5 you know we're there we have our second order tonight is order number two zero one six dash one one six except the grant in the amount of six hundred and forty one thousand dollars from the executive office of housing and economic development mass works infrastructure program said funds to be deposited into fund number four zero one nine and once again we have mr. Shanna to speak on
▶ 32:48 this I think the board and and the community is well aware that in late in 2014 in the fall of 2014 this the mass works economic housing office announced that Melrose was awarded its second consecutive mass works grant this grant that we received was aimed to reconstruct and revitalize Essex Street from main street to west emerson and a piece of willow from essex to to cherry the project has been designed some minor pieces of the project were started last fall and we've done some small things in the past few weeks but the majority of it is scheduled to start on march 21st the week of the 21st the project was designed to improve this a street that's become and will become home to many users including important local businesses residents assist the assisted
▶ 33:50 living complex currently be being developed and all all commuters and pedestrian that travel through the area the intent is to make it feel more a part of the downtown area of Melrose and to connect the Cedar Park area with the downtown area what this order does is allow an account to be set up that mass works can deposit into as we expend in a total of six hundred forty thousand dollars of the 1.1 million dollar project will be funded by mass works about one hundred and forty eight thousand of it a little more than forty eight hundred forty eight thousand two forty one will come from the assisted living development through payments in lieu of work and open space contributions the balance will come from our chapter 90 that's our city match the project
▶ 34:51 will start again like i said on the 20 week of the 21st the contractor is dnr it will include victorian lights similar to what we installed on franklin street that'll be that's being constructed by daigle our engineering offices work throughout the winter in designing and procuring we're ready to go and again successful passage of this order will give the auditor a mechanism to pay bills and then get reimbursements in any committee members motion to recommend second alderman Boisselle makes a motion to recommend second by alderman Lemmerman on discussion we have president codd so approximately 1.1 million dollars of work is going to be done in this area is that correct that's correct and of that money we're going to get a grant for 648 000 641 641 i'm sorry and um
▶ 35:49 one of the owners who's developing one of the properties in the area is going to contribute over 140 000 is that correct 148 000 and so the only the only city funds that are going to be be used here are going to be from our chapter 90 funds is that that's correct that's correct and we're gonna be paying about four hundred thousand dollars of chapter 90 for this work is that's correct and it's gonna be roadway sidewalk type improvements down that corridor is that what we're gonna be doing down there roadway sidewalk crosswalks pedestrian improvements and handicapped ramps street signage and landscaping streetlights and street lights yeah so what people need to know who are watching at home is the board
▶ 36:34 has passed some zoning changes which have facilitated development in this area which is great and we're going to get some significant new growth but one of the things that we have to do if we're going to move forward is we have to make sure that our infrastructure follows along we can't have projects and new growth and narrow streets that two cars could barely fit down and things of nature so I'm gonna support this order we need to we need to facilitate growth in these areas and I think that this is a way to do it thank you and we're happy to have a grant for $648,000 41 things like that always make me happy in the Essex Street area the large complex that's being developed are you coordinating with the with the developer in the public works department to so we're not tearing
▶ 37:32 up the street one day and then laying down asphalt the next day and tearing it up the next day yeah we are extensively and you know i have to give kudos to our engineering group in the in the department a lot of coordination a lot of outreach happened last summer and last fall um alvin Boisselle alvin monomer sat in on several meetings with the neighborhood there was an original vision for this project and i must say that the neighborhood and those committees and that open process did reshape it it reshaped the end product of what we're building our engineering group has coordinated very carefully with the planning department and with the contractor and trying to get street work completed and getting their sites to the point where trucks coming in
▶ 38:18 and out won't damage the new surface as well there is another smaller development in that corridor as well that had its first first initial kickoff meeting this week internally and i will watch that process through the planning board as well and try to coordinate that as um the timing of that work with the completion of ours we are on the strict deadlines the 641 000 has to be fully expended by june 30th and they like to see substantial completion on the project so this is going to move pretty quickly it'll start in a few weeks and i think a lot of work will really happen from the middle of april to the end of may so we're hoping to really pull it together that's that's a really tight schedule june 30th this year it is good luck thank you
▶ 39:13 Monica C. Medeiros: thank you also alderman Medeiros thank you i was glad to see so much community involvement in this i did get to come to uh the open house that was held here in the chamber and um i if i my memory serves right that one of the private landowners had given up some of their property so that we'd have some additional parking is that correct yeah that's that is true and again that speaks to the community outreach and the community support um if you're familiar with the parking area that the hospital uses the owner of that property gave up a part well is in the process of entering into an easement which i hope to have before the board in a few weeks where the lawyers are working out the details on it but they gave up a piece of that property through an easement so that we could
▶ 40:02 create additional parking and that additional parking is for the residents in that neighborhood to make that stretch feel a little that block feel a little more residential they didn't have any parking they were going to lose their parking so that we can make bicycle accommodations who kind of all came together at once they got a little parking the street is now can be a formal shared bicycle vehicle lane and we were able to make some changes with striping and right at the bend to slow cars down as they're coming around which is was another neighborhood concern so yeah there's an easement there there's an easement with the seniors development along Willow Street so we can add a sidewalk there and there's also an easement at
▶ 40:49 Mary Beth McAteer-Margolis: the corner by shah's to try to create a bump out which will help people and hopefully help shah's with their deliveries and backing in and not getting up on the sidewalk across the street there's three critical easements that we're still working out and we expect to see them coming that'll come before this board within the next month thank you thank you thank you alderman MacMaster margolis thank you chairman um you have a really quick turnaround on this as you as you mentioned um can you tell us about the kind of outreach you're doing to the businesses down there and to the general public in terms of getting down you know to shaw's or traveling up and down essex and murder and willow street no we we had a lot of the players on essex street involved in our
▶ 41:37 initial meetings um last year with the gas company we did a lot it was kind of a trial period for them for what was coming i know that not next week i think the week of the 21st is going to be a neighborhood meeting right out there one evening with all the businesses the block of main street to myrtle street is going to be the last focus of our work i'm going to try to do other work in between and then when we go into that block we're going to try to go in and come right out as opposed to franklin street which i think some of you saw given the nature of that and how we had to schedule it it was we're in we're out we're in we're out so um we're trying to be as efficient as possible to minimize the impact there there will be an impact but i think
▶ 42:20 Mary Beth McAteer-Margolis: the gain is well worth the short amount of pain they may they may see and will you um figure out different traffic patterns for people if the if the main street to myrtle is going to be closed for four or five days or whatever we'll bring in sign boards and you know we'll hope that we always want to keep access to the parking lots right so if we can't get access from essex we want to try to get maintain at you know whether we put a message board telling people how to get there if they lose parking on the street we'll try to get them parking in the parking lot or vice versa great i'm excited about it i'm glad that we're finally having it happen and it's great that it's going to happen so quickly because i think people will be appreciative of of having it not
▶ 43:06 Gail Infurna: drag out all summer so yeah we hope great thank you very much is there any further questions we had a motion that was made and seconded by alderman lemmerman all those in favor aye all those opposed that order will also be recommended to the full board thank you very much mr. Jenna thank you lemon lemon makes a motion to adjourn seconded by all the men boys L all those in favor of adjournment say aye all those opposed public works is now adjourned and stay tuned for a protection of license Who cares? I just saw you over there. Fancy water bottle, huh? It's all about conservation. This is the Protection and License Committee. I'm Chairman McAteer-Margolis. With us this evening from the committee is Vice Chairman Monica Medeiros,