The URL can be used to link to this page

Home My Public Portal About20150401 - Appropriations Committee - Meeting MinutesTown of Hopkinton Appropriation Committee Minutes of Meeting on Wednesday, April 1, 2015 Room 215, Town Hall, Hopkinton, Massachusetts In attendance: Mike Manning Pat Mahon Wayne Pacheco Pam Waxlax Chris Howell Dave Daltorio John Westerling The meeting was called to order by Mike at 6:32 PM. During the public comment of the meeting Don Kaiser and two other Lake Maspenock residents voiced their concerns over the weed control solution included in the FY16 operating budget. Dave Gibbs from the Lake Association and Weed Management Committee was also in attendance and spoke in favor of the weed control solution. Mike said that the discussion falls outside the purview of our committee since it stemmed from the science of the issue and they may be better served bringing this before the Board of Selectmen at their next meeting. Dave Daltorio presented the capital articles from the Facilities/Engineering Department for ATM, all Pay- as-you-go Capital articles. Elmwood Farm Parking Lot Design - $40,000, see Attachment 1. A requirement of the grant the town received towards the purchase of Elmwood Farm in 2012 was to provide public parking. The grant did not specify the number of spaces or size. This money is for the Feasibility, Permitting and Design/Bid phases of the project. Police Station Parking Lot - $75,000, see Attachment 2. In Downtown Revitalization Project there will be a loss of on -street parking. This is an effort to reclaim spaces in the general area by building a new parking lot on the street side of the existing parking area in front of the police station. It will recoup up to 7 spaces that will be lost on the roadway. The money in this article provides funding through construction. LED Streetlight Conversion - $175,000, see Attachment 3. The quality of the light is better but it's more focused so there is not more light pollution. Payback for this article of 6-7 years is based on utility rates. Dave predicts a quicker payback due to increased electric costs which were not factored into the original estimate. The first 10 years there is no cost for maintenance on the new lights as it has been built into the cost of the project. John Westerling presented the capital articles from the DPW, including Highway, Water and Sewer, see Attachment 4. Chapter 90 Highway Funds. John expects to receive $1-1.1 million from the state for this. In addition, Hopkinton has just received $99k from the Winter Recovery Assistance Program, which must be spent before 6/30/15 to qualify based on the poor condition of the roads around the state after the bad winter. Snow Dump Cleanup - $140,000, Pay-as-you-go Capital. A similar article received approval at ATM three years ago but the Town could not borrow the funds due to regulations so DPW needs to come back this time for payment from a non -borrowing account, in this case free cash. The town has not been dumping here for some time but still needs to remediate the stockpile from years past. Loader Mounted Snow Blower - $115,000, Pay-as-you-go Capital. They will take the bucket off existing loader and mount this. They rented a tractor mounted blower for $3500/week this winter but could only get it for two weeks. (This was in addition to a smaller model one of their contractors uses when clearing snow, but that contractor is moving to NH and will no longer be available.) This blower would help cleaning downtown in addition to widening roadways when the plows couldn't push the snow far enough off the sides of the roads. It would reduce the overtime cost needed to clear downtown by both expediting the process of clearing the snow and reducing the manpower needed. The blower has a 15 year life expectancy and is four feet tall, ensuring it will be able to tackle high build up along the sides of roadways. Sewer System Capacity and Business Analysis - $140,000, Pay-as-you-go Capital from Sewer Enterprise Fund. John noted that the Water Enterprise Fund is very strong and has a bright future. The Sewer Enterprise Fund has about $2m in retained earnings and annually pulls about $350k from it to cover costs. The Fruit Street Waste Water Treatment Facility is built for 100k gallons per day but is permitted for 350k gallons per day. This would develop a financial business plan to sustain the Sewer Department. Fruit Street Aquifer Analysis - $75,000, Pay-as-you-go Capital from Water Enterprise Fund. There are four wells in the aquifer (Town wells # 1, 2, 3, and 6.) Three are running and one is not due to quality of water issues. The town is permitted for much more water than the wells can produce. If we can pump more from this aquifer, the town can reduce the amount of water bought from Ashland. Whitehall Wells Test Well Installation - $35,000, Pay-as-you-go Capital from Water Enterprise Fund. There are two wells (#4 and 5) in this aquifer. They have very high manganese in the water so the town only turns them on in severe drought. DPW Facility - $14,100,000, debt excluded. The DPW has approval from Conservation Commission for layout. This will have a larger salt shed and a fuel island providing both diesel and gas for police, fire, DPW and schools. The fuel island will save costs because the town will not be buying at the pumps of third party gas stations, therefore save on one of the taxes included in fuel costs as well as the markup charged by the stations.) The new facility will house all the vehicles indoors and will consolidate the Wood Street and Fruit Street operations. John said he would send us a breakdown of the costs associated with the facility. He also noted this was an operational facility, not a garage. The Permanent Building Committee is driving the engineers to reduce the size of the project to the minimum needed. The design meets minimum safety standards and allows for some room to grow in terms of vehicle space. Purchase of Dump Truck - $240,000, borrow from General Fund. This is to replace the 10 wheel dump truck as shown on the 10 Year Fleet Replacement Program for the DPW (see Attachment 5.) This truck is used daily in the winter for salt and daily in the summer for construction. The original life expectancy for the vehicle has been reduced because they can't properly wash it during the winter and the salt is corroding the body. Water Utility Vehicle - $87,000, borrow from the Water Enterprise Fund (see Attachment 6.) This truck will be both utility and dump truck equipped with a plow to clear snow around the water stations. The dump portion will be stainless steel and has a life expectancy of 15 years. Water Main Replacement Cedar Street - $260,000, borrow from Water Enterprise Fund. This section of pipe is over 85 years old. Two years ago during the winter this stretch had 3 water main breaks. Fruit Street Water Facility Engineering - Well Blending - $100,000, borrow from Water Enterprise Fund. The town recently received a letter from the DEP that we must develop a compliance plan to bring the water quality to acceptable levels. Currently Well 2 has higher levels of manganese at the pump (although the manganese becomes not detectible once the water is out in the system.) This is money for the design of the plan to blend water from Well 2 with Wells 1 and 6 to mitigate the manganese. Construction will be for a length of pipe to take the water from Well 2 to the Well 6 pump station for blending. Grove Street Water Facility - $75,000, borrow from Water Enterprise Fund. Upon inspection of the tanks last year it was noted that the liners need to be replaced. The larger tank would cost $600k and the smaller tank would cost $400k. This will pay for the design of one tank to replace the two tanks. The new tank will have a life expectancy of 50 years and likely cost $1.35m. Last year ATM approved adding a mixer to the larger tank but once we realized the condition of the liners, the mixer was not put in. The tanks are used for water and pressure stabilization in the water system. Mike led a discussion of questions to ask the schools in preparation for our meeting April 6 with them. Wayne moved and Pat seconded a motion to approve the minutes of our 3/25/2015 meeting. The motion passed by a vote of 4-0. Pat moved and Wayne seconded a motion to approve the minutes of our 3/30/2015 meeting. The motion passed by a vote of 4-0 At 9:02 PM Pam moved and Wayne seconded a motion to adjourn. The motion passed unanimously, 4- 0. Aftc di u -t1 + Article XX Elmwood Farm Parking Design ($40,000) • 1e�.z.ST . tf •Q \ • • A. • Rµ• u•• _•••.u_a u•. ••• •e•• e •• •u•ww•4 • • swot w.••_a i m warur mew* rm. da . • ._•..-I.•-•;151.4i4• J 4800 • . • • • ♦ � it •♦ ♦ : Printed on 03724/2015 et 03:22 PM • f ♦ • \ b i 1 ASHLAND ♦• . I • ♦ • Q LIST( biking Foo•P• t C7 P •444 N W 1•I• .• • Imm•t Slam 180, Tam bo•ktry 'PG lobo. l Pak• Seem N S:eM1Wdu la Ouh•d Lry Euem•n1• O 014 Nook. N Town of Hopkinton GIS Article XX Elmwood Farm Parking Design ($40,000) Property History • Con servation Commission Property Behi nd Ash a nd Front Streets (81 acres) • Town Purchase in 2012 for $1.3 -Million ($400,000 from State) • Development of Parking Area to Allow Expanded Public Access to the Property (Requirement of Gra nt is to Provide Public Parkin g) • Two or Three Possible Sites to be Evaluated - Two Possible on A sh Street - Through Other Abutting Town Property • R equested Funds Include; - Feasibility Phase Permitting Phase D esign /Bid Phase Article XX Elmwood Farm Parking Design ($40,000) Between 97-101 Ash Street Between 149-153 Ash Street Street View Street View Elmwood Farm Police Station Parking Lot Design/Permitting Estimate Item Estimate Feasibility Assessment $5,000 Preliminary Sketches Evaluate Permitting Requirements Assess Possible Easement/Land Purchase Evaluate Constrution Costs Findings and Recommendation Permitting Phase $25,000 Field Survey Develop Permitting Plans Submitt Permit Applications Public Meetings Construction Documents $10,000 Detailed Consturction Plans Project Specifications Bid/Award Project Estimate $40,000 1/4 Article XX A14-aei''Z P olice Station Parki ng Lot Design/Construction ($75,000) • Public Feedback During 25% Design of Downtown Project Identified Parking as a Priority • Iden tified. Parcel for this Lot is Town Owned Property • 25% D esign Provides Additional Travel Lanes Resulting in the Loss of 10 On Street Parki ng Spaces Between Police Statio n and 85/135 In tersection • Proposed Parking Lot Could Provide up to Six or Seve n Spaces in the Same A rea where On Street Spaces are Being Lost • Requested Funds Include; - Feasibility Phase - Permitting Phase ▪ Design/Bid Phase Construction Article XX Police Station Parki ng Lot Design/Construction Do wntown Corridor Project 25% D esign (Loss of 10 Spaces — R esult of Lane Additional and Bicycle Lane) Article XX Police Station Parking Lot Design/Construction Proposed Conceptual Layout (6 Addition al Spaces) Proposed Police Station Parking Lot Construction Estimate Total Area 168 SY Pavement 2.5 Binder 1.5 Top 4 Total Item Quantity Unit Unit Cost Cost Clearing 200 SY $15 $3,000 Granite Curb 110 LF $50 $5,500 Asphalt - Parking Lot 38 TON $100 $3,763 Sawcutting Pavement 75 LF $5 $375 Concrete Sidewalk 15 SY $95 $1,425 12" Drain Pipe 100 LF $75 $7,500 Catchbasin 1 LS $4,500 $4,500 Manhole 1 LS $4,500 $4,500 Landscaping 1 LS $1,500 $1,500 Striping 200 LF $1 $200 cleanup, mob/demob, misc 1 LS $1,500 $1,500 $33,763 Construction Estimate $33,763 Contractor O&P (15%) $5,064 Construction Contingency (20%) $6,753 Construction $45,580 Design/Permitting/Award $17,500 Proposal includes Survey Police Detail $1,800 Construction Administration/Oversight $4,250 Design and Construction Administration $23,550 $69,130 Contingency (10%) $76,043 Project Estimate $75,000 A 1kad1 v:- 3 Article XX LE D Streetlight Conversion ($175,000) Town Owned Streetlights • Town Purchased Streetlights from NSTAR in 2009 - 553 Streetlights • Town Participated in 2014 MAPC RFQ Process —Ve ndor Selected - Tanko Streetlighting, Inc. • Estimated Project Cost less Utility Incentive (Est. $26,000) - $142,000 • Estimated Annual Cost for Electricity and Maintenance FY2106 w/o Conversion ($39,800). • Estimated A nnu al Savings Post Conversi on ($26,000) • Estimated Payback (6 — 7 Years) • Estimated 20 -year Savings ($450,000) Article XX Typical Fi xture Types Traditional Sodium Vapor Streetlight Typical LED Streetlight Article XX Different Type of Lighting Sodium Vapor LED Loop Road Projected FY16 Streetlights (12 -Month) No Maint Cost T Fiscal Year Month kWh Invoice Cost/kWh* ITS/Seimens Cost Cost/kWh 2016 July 11,546 $2,104.20 0.182244622 $563.00 $2,667.20 0.2310061 2016 August 12,890 $2,331.15 0.180849589 $563.00 $2,894.15 0.2245269 2016 September 14,193 $2,565.67 0.180769985 $563.00 $3,128.67 0.2204374 2016 October 16,459 $2,973.54 0.18066354 $563.00 $3,536.54 0.2148697 2016 November 17,510 $3,162.71 0.180623164 $563.00 $3,725.71 0.2127762 2016 December 18,895 $3,411.99 0.180576597 $563.00 $3,974.99 0.2103728 2016 January 18,433 $3,578.13 0.194115608 $563.00 $4,141.13 0.2246587 2016 February 15,409 $2,992.96 0.194234395 $563.00 $3,555.96 0.2307715 2016 March 15,285 $2,968.95 0.194239176 $563.00 $3,531.95 0.2310727 2016 April 13,015 $2,529.66 0.194365286 $563.00 $3,092.66 0.2376231 2016 May 11,925 $2,318.73 0.194442868 $563.00 $2,881.73 0.2416546 2016 June 10,792 $2,099.48 0.194540104 $563.00 $2,662.48 0.2467084 33,037.17 $6,756.00 $39,793.17 *Projected Cost/KwH based on Actual 38% January and February 2015 NSTAR Rate Increase Total Cost (Incl. Maintenance) $39,793.17 62% Energy Savings with LED Light $20,483.05 From Proposal (will track to calculate actual savings) Estimated Maintenance Savings $5,404.80 From Proposal 80% O&M Cost Savings Total Estimated Annual Savings $25,887.85 Estimated New Annual Electricity Cost $13,905.33 Assuming no Additional Increase in NSTAR Cost Cost to retrofit $168,000.00 From Proposal 26,600.00 From Proposal Utility Rebate $141,400.00 Project Cost to town Payback 5.46 years (assuming no interst payments) 4/1/2015 Chapter 90 Highway Funds • Appropriation of MassDOT Chapter 90 funds to complete road construction, maintenance, and repairs associated with Pavement Management Plan • Amount to be determined based on MassDOT annual appropriation. Cleanup of Snow Dump • $140,000 for the removal and disposal of material stockpiled at the Town's snow dump on Cedar Street. • Stockpile consists of years' worth of street sweepings, catch basin cleanings, and spoils from excavations. • Stockpile is next to wetlands and poses a threat to public health and the environment D HOPKINTON 4/1/2015 Purchase of Loader Mounted Snow Blower • $115,000 for the purchase of a snow blower that will be mounted on the Town's existing loader • This snow blower will: • Expedite the clearing of snow from downtown • Help widen roads and intersections • Help widen parking lots at school • and other municipal buildings D HOPKINTON cm, ilia t** • • Sewer System Capacity and Business Analysis • $140,000 to: • Estimate remaining capacity of existing sewer collection system .ecnierekta9ve 414e.ivettge M �1F Plan • Review CWMP needs areas and determine if they Can connect into existing system • Identify concepts to increase capacity of the Fruit Street WWTF • Provide preliminary screening of potential wastewater disposal sites in Town • Develop a financial business plan to sustain the Sewer Department D HOPKINTON 2 4/1/2015 Fruit Street Aquifer Analysis • $75,000 to investigate whether mechanical or aquifer limitations exist that can be affected to improve pumping capacity of the wells in the Fruit Street aquifer Whitehall Wells Test Well Installation • $35,000 to install test wells at the Whitehall Wells #4 & #5 to determine extent of iron and manganese concentrations in the groundwater to help improve water quality produced at the wells so that they can be used more often throughout the year to lower our dependency on purchased water supply. D HOPKINTON 3/� 4/1/2015 Department of Public Works Facility • $14.1 Million for the construction of a new DPW facility, including a fueling depot and salt shed, to replace the existing facilities that hie no longer meet the needs of the community (PBC). Purchase of Dump Truck • $240,000 to replace existing 2005 dump truck • Largest dump truck owned by the Town • Integral to snow plow operations (West Main and South Streets) • Severely corroded and becoming structurally compromised 4/1/2015 Purchase of Water Utility Vehicle • $87,000 for the replacement of a 2000 truck with 122,000 miles • Integral to daily water operations • New truck will plow around water stations D HOPKINTON w Water Main Replacement Cedar Street • $260,000 for the replacement of 1,400' of existing 8" water main • Existing pipe has reached the end of its useful life and has been plagued with several water main breaks over the last few years. • Good management practice to replace water mains on an annual basis to reduce repair costs and water loss. D HOPKINTON w 5/6 4/1/2015 Fruit Street Water Facility Engineering — Well Blending • $100,000 for the engineering design of a well water blending facility. • Well #2 has manganese levels above DEP's Health Advisory Level and its water must be blended with other well water to bring it into compliance with State recommendations for public health. Grove Street Water Facility - Engineering • $75,000 for the design of a new water tank to replace the two existing water tanks on Grove Street. • The existing tanks need their liners replaced at the cost of $1.0 Million and a new tank to replace both is estimated at $1.35 Million D HOPKINTON w 6�6 A1+iac h (Yl Q 1+ 5 Department of Public Works Highway Department 10 Year Fleet Replacement Program (in $000') IDS Priority FY Purchased Year Make/Model Mileage Life Condition Repairs FY16 FY17 FY1B FY19 FY20 FY21 FY22 FY23 FY24 FY25 M -1 FY06 2006 Ford/F-350 72,314 10 Good $2,914.50 560 5-1 FY06 2005 Ford Explorer 92,517 8 Good $6,917.61 545 Car -1 FY14 2013 Ford Explorer 28,750 10 New $0 .00 550 Car -2 FY14 fro m Facilities 2006 Ford Crown Vic 95,477 5 Good $122.78 $18 S-3 FY10 2009 Ford/F-350 62,141 8 Good $4,617 .72 560 S-4 FY06 2006 International/7600 Dump 25,183 8 Good $22,100 .88 $7-00 S-5 FY14 2013 International/7600 Dump 3,397 8 New $0 .00 $27-0 S-6 FY07 2007 International/7600 Dump 24,815 8 Good $15,369 .73 5193 S-7 1 FY05 2005 Kenworth/10 Wheel Dump 49,442 12 Good 539,957.81 5240 S-8 FY10 2010 International/7600 Dump 21,543 8 Good 521,148.70 5200 L-9 FY06 2005 CAT 928 Loader 2572 hrs 12 Good $24,045 .36 5150 L-10 1987 CAT 926 Loader' 9442 hrs 12 Poor 529,018.19 L-11 FY10 2010 CAT 928 Loader 1164 hrs 12 Good 55,182.87 $150 S-11 FY12 2011 Ford/F-550 Utilty 34,291 8 Excellent $1,066.64 535 S-12 FY13 2012 Ford/F-550 Dump 23,552 8 Excellent $1,035 .33 575 S-13 FY05 2005 Ford/F-550 Dump 112,151 8 Good 530,218 .03 575 S-17 FY15 2014 Vactor 12 New $0 .00 S-18 FY14 2013 Trackless Municipal Tracto r 1,531 10 Excellent 5272.69 5150 S-19 FY13 2012 Trackless Municipal Tractor 2,365 10 Excellent $661 .05 $150 S-20 2 FY06 2006 Ford/F-350 149,300 8 Good $20,716.15 560 5(a5 5-21 FY06 2005 CAT 420 Backhoe 3575 hrs 10 Good 514,848.50 5100 S-22 FY06 2005 Elgin Pelican Swee per 10,107 10 Good $13,644 .57 $180 S-23 FY02 2002 Elgin Pelican Sweeper 15,263 10 Good $49,279.33 5)30 5-24 FY09 2008 International/7600 Dump 28,603 8 Excellent 519,060.29 5195 5-25 3 FY03 2002 International/5600 Dump 31,800 8 Good 527,950.83 5195 $220 S-30 FY07 2006 Ford/F-550 Dump 98,985 8 Good 519,554.05 $75 S-31 FY07 2006 Ford/F-550 Dump 61,406 8 Good 513,536. 46 575 1993 Morbark Chipper 925 hrs 15 Fair $3,538. 61 565 FY00 1999 Charlton Stump Grinder 115 hrs 15 Good $984. 00 570 FY02 2001 Bomag Roller 446 hrs 15 Good $170.16 $25 "Discontin ue with the understanding that we w91 need 3 rental loaders in Winter TOTAL COST 5495 5170 $435 5585 5453 $480 $360 $150 $200 $285 Prepared for FY16 1 ucifirnQA- + (a Department of Public Works Highway -Water -Sewer ..era. ..�.. ID # Priority FY Purchas ed Year Make/Model 10 Year Mileage Fleet Replacement Life Program Condition (in $000') Repairs FY16 FY17 W-1 1 2013 2013 Dodge 2500 14000 10 New W-2 2011 2012 FORD UTILITY PICKUP 18183 8 Good W-3 2012 2012 FORD UTILITY PICKUP 25913 8 Good W-4 2010 2012 FORD UTILITY PICKUP 40000 8 Good $ 2,500.00 W-5 2008 2008 INT'L 7600 DUMP 22057 8 Good $ 3,000.00 W-6 2015 20.15 1 ton d ump $87 W-8 2001 2001 CAT BACKHOE 4089 hrs 10 Good $ 2,000 .00 $100 E-1 2008 2008 FORD F250 UTILITY 59821 8 good $ 780.00 $48 E -2 2012 2012 FORD UTILITY PICKUP 18608 8 Good $ 434.00 2001 2001 In gersoll Rand Compressor 426 hrs 10 Good $ 302.00 2012 2012 Sewer Pump 5.4 hrs 10 G ood 2012 2012 30K CAT generator 44 hrs 10 Good S-17 water sewer FY18 FY19 FY20 FY21 FY22 FY23 FY 24 FY25 FY26 $80 $38 $42 $47 $100 $47 $12 87 $148 $12 $0 $122 $194 $0