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HomeMy Public PortalAbout20150408 - Appropriations Committee - Meeting MinutesTown of Hopkinton Appropriation Committee Minutes of Meeting on Wednesday, April 8, 2015 Room 211, Town Hall, Hopkinton, Massachusetts In attendance: Mike Manning Pat Mahon Wayne Pacheco Pam Waxlax Chris Howell John Westerling Mark Abrahams Jay Guefli The meeting was called to order by Mike at 6:35 PM. There was no public comment. Chris invited Mark Abrahams from The Abrahams Group to our meeting to discuss enterprise funds and the accounting for them. Chris explained enterprise funds are an accounting tool to separate revenues and expenses from the general fund. Town policy is for the fund to become self-sustaining in three years, but there is no regulation from the state with regards to this. Enterprise funds are different from the general fund as they have retained earnings and any profit from one year may be rolled over to the following year (unlike the general fund where the excess would be rolled into Free Cash.) Chris rioted the Parks & Rec Enterprise Fund is not self-sustaining yet and is funded in part by the general fund. Mark further explained enterprise funds and provided a draft article and motion for the omnibus operating budget (see Attachment 1) which will break out enterprise funds separately this year. Guidelines from the state say to isolate enterprise funds, show direct costs attributed to the enterprise fund, show the indirect allocation from the general fund, then show the separate amounts raised and their source. This happens for all three of the town's enterprise funds - Water, Sewer and P&R. In the case of P&R, their receipts aren't sufficient to cover the costs of programs and expenses, as show by amount raised "From tax levy." Jay from P&R stated that raising rates is a delicate balance between providing services for the town and becoming self sustaining. Don't want to price people out from programs. An enterprise fund isolated issues with funding shortfalls. Jay noted that Sandy Beach renovations are complete and the Fruit Street Enterprise Fund (which falls under the P&R enterprise fund) is self sustaining. He is planning to analyze charges/registrations and what's offered versus other towns in the area. Looking to do project based accounting for the programs to analyze each separately. Jay then presented the capital article they are bringing forward in conjunction with CPC for a new facility at the Fruit St site. The CPC (as noted in the 3/25/15 minutes) is funding the concessions, bathrooms and storage portion for $500k. The P&R enterprise fund would borrow $400k to complete an attached indoor facility that would serve as a sports multipurpose room for year round use (batting cages, indoor soccer, indoor practice facility.) CDM Smith Engineering planned for a structure in the original design for the Fruit St Complex and they came to P&R last Monday to present this. John Westerling spoke about a transfer request from the Water Enterprise Fund Retained Earnings to go into FY15 operating budget of the fund (see Attachment 2.) This will be an article at ATM and we need to make a recommendation on it. There will be no impact to the General Fund. John then presented prior year bills that will need to be authorized for payment at ATM (see Attachment 3.) The Administrative Manager was out for 4 months last year (February to June, 2014.) These invoices were cleared for payment in the appropriate year and handed off to temps for payment, which for whatever reason did not get paid. John said some of the invoices may have been paid and he needed to investigate which ones were truly unpaid and needed to be addressed at ATM. John provided supplemental information with regards to the capital article for the DPW operational facility (see Attachment 4.) Finally we discussed with him the Snow & Ice Removal budget and how the overage will be paid for at ATM. We discussed with Chris the questions we had with regards to the operating budget (see Attachment 5.) The following was noted: • Free cash is not certified yet. • New Growth - John Neas (assessor), Elaine Lazarus and Chris met last week and John is updating the numbers. • OPEB - $411k is the full funding for FY16. The additional $49k in the budget item makes up the funding deficit in FY15 for a total funding of $460k. • Local revenue - Found that motor vehicle excise tax was estimated low in FY14 and FY15 versus actual receipts. FY16 has been increased to reflect numbers coming in last two years. This will affect free cash in a future year since a less conservative budgeted amount will mean less funds from this source are rolled into free cash at the end of the year. • State Aid - Chris will send us a chart breaking this down. Net gain in state aid of $87k from FY15. • 133/141 - New hires cost less than the people they replaced. The budget analyst does replace a consultant that had been used in this position. • 145 - Reflects the addition of a Payroll Manager. • 152 - Comp Reserve is used through the current fiscal year to award raises incurred during the fiscal year. Those amounts are then reflected in the appropriate personal services account in the following year's budget as an increase. • 170 - No personnel expenses offset by revenue in the operating budget, but they are offset in the revolving fund. • 179 - Previously someone else did this work for the committee. • 800 - This expense is now about $180k less that the model we received on 3/25/15. • 410 - Elmwood parking has since been moved to Pay-as-you-go capital article. • 422 - Town hall paving ahs been split out. Anticipated costs for Lake Maspenock in future years is expected to be around $15-20k annually. There is nothing for road maintenance because of the increased Chap 90 funds for the state so the town does not need to supplement that funding. • 491 - Chris is aware of this issue. • 510 - Yes, it operates as expenses and revenue in the General Fund. • 691- It was determined Fall 2014 that there was not a complete inventory of town owned historic properties. This is part of a matching grant for $10k to complete the inventory. • 910 - With Unemployment Insurance the budget amount stays the same but experience changes the actual. The FICA is actually the employer portion of Medicare which has been budgeted the same amount in recent years. Since the town has not exceeded the budget, it has stayed static. It will likely need to be increased in FY17. The town should expect 4.5% increases in health care in FY17. We have not locked into a rate like we were able to do 3 years ago. • Enterprise Funds - Indirect costs are the allocated costs from the town for services the town provides in conjunction with these departments. Questions not addressed above are still outstanding and Chris is looking into the answers for us. At 9:22 PM Pat moved and Wayne seconded a motion to adjourn. The motion passed unanimously, 5-0. MJa di j + 1 Draft article and motion for the omnibus operating budget, using figures from BOS recommendation to Appropriations Committee: Article: To see if the Town will vote to raise and appropriate or transfer from available funds a sum of money for the Town's general operations and to operate the Sewer Enterprise, Water Enterprise, and Parks and Recreation Enterprise, or take any other action thereon. Motion (Appropriation Committee): That the Town vote to appropriate: • $67,293,550 (SIXTY-SEVEN MILLION, TWO HUNDRED NINETY-THREE THOUSAND, FIVE HUNDRED FIFTY DOLLARS) to the General Fund; • $299,540 (TWO HUNDRED NINETY-NINE THOUSAND, FIVE HUNDRED FORTY DOLLARS) to the Community Preservation Fund; • $2,810,782 (TWO MILLION, EIGHT HUNDRED TEN THOUSAND, SEVEN HUNDRED EIGHTY-TWO DOLLARS) to the Sewer Enterprise Fund; • $1,681,931 (ONE MILLION, SIX HUNDRED EIGHTY-ONE THOUSAND, NINE HUNDRED THIRTY-ONE DOLLARS) to the Water Enterprise Fund; and • $625,729 (SIX HUNDRED TWENTY-FIVE THOUSAND, SEVEN HUNDRED TWENTY-NINE DOLLARS) to the Parks & Recreation Enterprise Fund, for a total of $72,711,532 (SEVENTY-TWO MILLION, SEVEN HUNDRED ELEVEN THOUSAND, FIVE HUNDRED THIRTY-TWO DOLLARS), for the purposes itemized and described in the FY 2016 Operating Budget of the Town, in the amounts set forth in the FY 2016 Appropriations Committee Report for the fiscal year beginning July 1, 2015, in the column titled "Appropriations Committee Recommendation", said sums to be spent under the direction of the respective Town Officers, Boards, and Committees, and that the amounts appropriated to the General Fund be raised as follows: General Fund Transfers from available funds Title V Premiums on Bonds Ambulance Receipts Reserved for Appropriation Sealer of Weights & Measures Receipts Reserved for Appropriation Overlay Surplus Local revenue, Intergovernmental revenue, and Tax revenue $39,063.00 $25,712.96 $10,000.00 $500.00 $0.00 Subtotal $75,275.96 $67,218,274.04 Total $67,293,550.00 and further that the amounts appropriated to the Community Preservation Fund be raised as follows: Community Preservation Fund Transfers from available funds Community Preservation, Undesignated Community Preservation, Reserved for Open Space Community Preservation, Reserved for Passive / Active Recreation Community Preservation, Reserved for Passive Recreation and further that the following sums be appropriated to operate the Sewer Enterprise Fund: $55,440.00 $15,860.00 $114,120.00 $114,120.00 Total $299,540.00 Sewer Enterprise Fund Direct Costs Salaries $ 181,299.00 Expenses $ 853,655.00 Capital outlay $ Debt $1,775,828.00 2- Subtotal $2,810,782.00 Indirect Costs From amounts raised and appropriated in the General Fund operating budget and allocated to the enterprise fund for funding $ 260,076.00 Total $3,070,858.00 and raised as follows: From department receipts $2,774,651.00 From General Fund transfer for municipal use 80,190.00 From retained earnings $ 216,017.00 Total $3,070,858.00 and further that the following sums be appropriated to operate the Water Enterprise Fund: Water Enterprise Fund Appropriated for: Direct Costs Salaries $ 350,808.00 Expenses $ 649,150.00 Capital outlay $ Debt $ 681,973.00 Subtotal $1,681,931.00 Indirect Costs From amounts raised and appropriated in the General Fund operating budget and allocated to the enterprise fund for funding and raised as follows: From department receipts From General Fund transfer for municipal use From General Fund transfer for current year hydrant/fire protection From article transfer for prior year hydrant rental $ 324,040.00 Total $2,005,971.00 $ 1,493,254.00 $ 48,935.00 $ 296,422.00 $ 167,360.00 Total $ 2,005,971.00 and further that the following sums be appropriated to operate the Parks & Recreation Enterprise Fund: Parks & Recreation Enterprise Fund Direct Costs Salaries $ 195,679.00 Expenses $ 387,800.00 Capital outlay $ Debt $ 42,250.00 Subtotal $ 625,729.00 Indirect Costs From amounts raised and appropriated in the General Fund operating budget and allocated to the enterprise fund for funding $ 27,620.00 Total $ 653,349.00 and raised as follows: From department receipts From tax levy $ 385,327.00 $ 268,022.00 Subtotal $ 653,349.00 ZjZ 02/06/2015 15:54 9785440012 PETE'S TIRE BARNS PAGE 04/04 • Remit To: MAIN OFFICE & RETREAD PLANT 275 East Main Street Orange, MA 01364 Tel: 978-544-8811 Fax: 978.544-00-12 Internet: www,petestire,com SOLD TO: "Serving New England Since 1968" "TIRES FOR WORK, TIRES FOR PLAY" MASSACHUSETTS Gardner, MA (978) 632-7697 Northampton, MA (413) 586-8815 Orange, MA (978) 544-8811 Randolph, W (781) 986-8473 Shrewsbury, MA (508) 754-9876 Springfield, MA (413) 736-8700 Westborough, MA (508) 871-1150 Woburn, MA (781) 721.9070 HOPKINTON HIGHWAY DEPT. 8100/05 P. 0. BOX 209 HOPKINTON MA 01748 NEW HAMPSHIRE Amherst, NH (603) 672-8973 VERMONT Brattleboro, VT Hartford, WRJ, VT Montpelier, VT New Haven, VT Rutland, VT (802) 254.3628 (802) 2919216 (802) 839.1924 (802) 453.2105 (802) 747-0752 SHIP TO: SAME CONNECTICUT Danbury, CT Franklin/Norwich, CT S. Windsor, CT Waterbury, CT RHODE ISLAND Providence, Rf 203 743.7648 (880) 642.7577 / 886.5578 850)291-9615 (203) 754.2156 (401) 521.2240 iNVOICEB 627995 cusT. Po, # INVOICE DATE 08/26/2014 STQCK NUMBER MAKE -MODEL TAG INVOICE NUMBER 827995 SIZE DESCRIPTION L1O50C 41912NT 1j0 METHOD OF CHARGE: CHANGE: PRINTED NA TELL U LIGHT TRUCK 19.5%6.0 (5HH) 'AYNENT: MILEAGE PARIVIOLAS SHIPP60 OWOICE MJMBEA TELEPHONE aovrE 6LM SHIP VIA ORDER # PnfiE REMARKS (5081497-9740 0 TERMS NET 10TH MOUNT/DISNOUNf/SPIN DROP CTR FORD 10-225h1R1 HUB kW TAKEOFF THANK Y011, MIRE 396, ea .Its hfc: SIGNATLfRE: E ABOUT YOUR EXPERIENCE WWW.PFTFSTIR).COM/SURVEY Check Wheel lug nuts after 50 miles w*eo 27 N/A 292543 Opened by Operator $ 24 06/26/14 09:36:45 24 War Pict RE,T EXTENSION 2 2 2 2 20.00 00 ,80 178. 'f. 00 ,¢0 .00 08 .40 S1t:MIKE DALEEC 40.8 356. "I .0 PARTS LAE40A TAX °% j� Mel, TTAX F.E.T. ..°a ��pp�� �TT {� AR3EC1 I' _ 356.80 40.20 Randle 0009742 tie. FET EXEMP- r TNi9 AMOUNT 396,00 Finance charge 4 Computed by a periodic rate of 11/244 per month OrtifcP fa en enr iol p.rcenlapn MO 0118%1 on entenean v.C) 30 deye No goods accepted tar credit Allay! of our 1*Ittlen nwnnrtietlen, II ItMe account Is not paid when due the purchaser spaces to poryey and sp costs at eoNecvon, it ud'ntp a reeeonsoli emany'a fee. .... ..- ., — ........... ..........I. n..,...... w1 Ong.. lrtr horn ,,.19 fi,Xu •.11 W Bill To : 371 Dorchester Ave., Suite 175 Boston, MA 02127 United States P : 617-464-7201 F: 617-464-7207 Town of Hopkinton Highway Dept STEVE FANT P.O. BOX 209 HOPKINTON, MA 01748 United States Work at Address: Town Square Hopkington, Ma Service Order/Contract No.: SV-0068981 Description of Work granite monument base granite monument base REMIT TO: Stuart Dean Co., Inc. P.O. Box 10369 Newark, NJ 07193-0369 Invoice Number : PI -082524 Invoice Date : 04/30/14 Payment Terms : ON RECEIPT Page : 1 Stuart Dean Sales Rep : Peter Pappas Customer No.: TOWNHOPK Customer PO No. : Service Type : Single Service Unit No. : Discipline : STONE Price 680.00 170.00 Total USD Excl. Invoice Disc., Tax & Surcharge: Invoice Disc. Amt: Environmental Surcharge: Tax Amount : Total USD Incl. Tax: All payments must be accompanied by the Information contained below this perforated edge. Failure to Include all of this information may result in a delay in payment credit. Customer No., TOWNHOPK Total USD Incl. Tax: 850.00 Invoice Number ; P1-082524 Service Order/Contract No.: SV-0068981 Invoice Date: 04/30/14 850.00 0.00 0.00 0.00 Gulf INF 1 nva ©e Statement INVOICE NUMBER: 36652840 ACCOUNT NAME: Hopkinton DPW ACCOUNT NUMBER CREDIT LIMIT DAYS THIS FERIOD BILL CLOSING DATE PAYMENT DUE DATE AMOUNT DUE 0496-00-220426-1 6,000.00 30 APR -30-2014 MAY -23-2014 251.86 DATE ACTIVITY DESCRIPTION CHARGES/DEBITS PAYMENTS/CREDITS APR -30-2014 FUEL YOUR PURCHASES SAVINGS FROM DISCOUNTS THIS PERIOD = $0.81 251.86 REMINDER REMINDER PLEASE BE SURE TO INCLUDE REMITTANCE STUB WITH PAYMENT. MAIL TO THE ADDRESS SHOWN IN THE RIGHT PORTION OF THE REMITTANCE STUB. S MADE JUST PRIOR TO BILLING DATE MAY NOT APPEAR UNTIL THE NEXT INVOICE/STATEMENT. PREVIOUS BALANCE (-)PAYMENTS (s )PURCHASES (+ )DEBITS (-)CREDITS (+ )LATE FEE (= )NEW BALANCE 0.00 0.00 251.86 0.00 0.00 0.00 / 251.86 CALL CUSTOMER SERVICE TO PAY BY PHONE FEDERAL TAX ID: 841425616 SEE REVERSE SIDE F The Late Fee is determined by applying a monthly meat WI1di le m EFFECTIVE ANNUAL RATE of To the belaxe skjed to Ide fee for this period wHch is 0.000 % 0.00 Va 0.00 TO ENSURE PROPER CREDITLTEAR AT PERFORATION AND INCLUDE BOTTOM PORTION WITH YOUR PAYMENT. ACCOUNT NAME Hopkinton D P W ACCOUNT NUMBER 0496-00-220426.1 INVOICE NUMBER 36652840 BILL CLOSING DATE APR -30-2014 AMOUNT DUE 251.86 AMOUNT ENCLOSED PAYMENT DUE DATE MAY -23-2014 PAYMENTS RECEIVED AFTER THIS DATE SUBJECT TO LATE FEES. A 04960022042610000000025186 140523 Gulf Universal Fleet FAX CHANGE OF ADDRESS REQUEST TO 1-800395-0809. Make check payable to WEX BANK. Use endosed envelope or send to: IIIIIII 11....IIIuIIuLItl,11.1..LlltltuI.Iltltr,II WEX BANK P.O. BOX 6293 CAROL STREAM IL 60197-6293 1 nvoi oe Statement INVOICE NUMBER: 36962265 ACCOUNT NAME: Hopkinton DPW ACCOUNT NUMBER 0496-00-220426-1 CREDIT LIMIT 6,000.00 DAYS THIS PERIOD 31 BILL CLOSING DATE MAY -31-2014 PAYMENT DUE DATE JUN -26-2014 PAGE 1 OF 1 AMOUNT DUE 1,012.50 DATE ACTIVITY DESCRIPTION CHARGES/DEBITS PAYMENTS/CREDITS MAY -30-2014 MAY -30-2014 MAY -30-2014 FUEL SERVICE OTHER YOUR PURCHASES PURCHASES PURCHASES SAVINGS FROM DI SCOUNTS TH I S PERIOD = $3.35 713.35 45.98 1.31 REMINDER YOUR ACCOUNT IS PAST DUE PLEASE GIVE THIS STATEMENT YOUR IMMEDIATE ATTENTION CALL TOLL FREE 1-888-300.9040 CURRENT PERIOC ONE BILLING PERIOD PAST DUE . ... _.. ......_-...........-.o... n... TWO BILLING PERIODS PAST DUE ..rrcnn unllL 1 Ile Slue INVUIIriatArEMENT. THREE+ BILLING PERIODS PAST DUE TOTAL DUE 760.64 t ') 251.86 0.00 0.00 1,012.50 PREVIOUS BALANCE (-)PAYMENTS (+ )PURCHASES (+ )DEBITS (-)CREDITS (+ )LATE FEE (= )NEW BALANCE 251.86 0.00 760.64 0.00 0.00 0.00 1,012.50 CALL CUSTOMER SERVICE TO PAY BY PHONE FEDERAL TAX ID: 841425616 SEE REVERSE SIDE F TO ENSURE PROPER CREDIT`TEAR AT PERFORATION AND INCLUDE BOTTOM PORTION WITH YOUR PAYMENT. The Late Fee is determined ty applyi ng a monthly roe of Which is an EFFECTIVE ANNUAL RATE of To the bale oe abject to Me tee for this period wNch is r ..,....., 0.000 %---. ._._... 00 % 0.00 ACCOUNT NAME Hopkinton D P W ACCOUNT NUMBER 0496-00-220426-1 INVOICE NUMBER 36962265 BILL CLOSING DATE MAY -31-2014 AMOUNT DUE 1,012.50 AMOUNT ENCLOSED PAYMENT DUE DATE JUN -26-2014 S RECEIVED AFTER THIS DATE SUBJECT TO LATE FEES A 04960022042610000000101250 140626 Gulf Universal Fleet FAX CHANGE OF ADDRESS REQUEST TO 1-800-395-0809. Make check payable to: WEX BANK. Use enclosed envelope or send to: 1/111111 iiilil,II,IIJII,,,.I.IlII,,1IIIIII11ii WEX BANK P.O. BOX 6293 CAROL STREAM IL 60197-6293 4/� Gulf ACCOUNT NUMBER 0496-00-220426-1 DATE 1 nvoice Statement INVOICE NUMBER: 37312345 ACCOUNT NAME: Hopkinton DPW CREDIT LIMIT 6,000.00 DAYS THIS PERIOD 1 BILL CLOSING DATE 30 JUN -30-2014 PAYMENT DUE DATE JUL-25-2014 PAGE 1 OF 1 AMOUNT DUE 1,870.80 JUN -30-2014 FUEL PURCHASES ACTIVITY DESCRIPTION CHARGE&DEBITS PAYMENTSICREDITS YOUR SAVINGS FROM DISCOUNTS THIS PERIOD = $2.72 REMINDER YOUR ACCOUNT IS PAST DUE PLEASE GIVE THIS STATEMENT YOUR IMMEDIATE ATTENTION CALL TOLL FREE 1-888-300-9040 858.30 PURCHASES, RETURNS AND PAYM ENTS MADE JUST PRIOR TO BILLING DATE MAY NOT APPEAR UNTIL THE NEXT INVOICEISTATEM ENT. CURRENT PERIOC ONE BILLING PERIOD PAST DUTWO BILLING PERIODS PAST DUE -\ 858.30 760.64E 251.86 THREE+ BILLING PERIODS PAST DUE 0.00 TOTAL DUE 1,870.80 PREVIOUS BALANCE I (-)PAYMENTS 1,012.50 0.00 CHASES l 858.301 (+ )PUR (+ )DEBITS (-)CREDITS (+ )LATE FE (= )NEW BALANCE 0.00 0.00 I_ 0.00f 1,870.80 CALL CUSTOMER SERVICE TO PAY BY PHONE FEDERAL TAX ID: 841425616 The L4e Fee is determined by Midi Is an EFFECTIVE ANNUAL soprin6 a monthly rse of 0.000 % / RATE of 0.00 SEE REVERSE SIDE FOR IMPORTANT INFORMATION AND TERMS. TO ENSURE PROPER CREDIT, TEAR AT PERFORATION AND INCLUDE BOTTOM PORTION WITH YOUR PAYMENT. To the Offence slb)ed to We foe fa this period which is ACCOUNT NAME ACCOUNT NUMBER INVOICE NUMBER BILL CLOSING DATE AMOUNT DUE AMOUNT ENCLOSED PAYMENT DUE DATE Hopkinton D P W 0496-00-220426.1 37312345 JUN -30-2014 1,870.80 JUL-25-2014 PAYMENTS RECEIVED AFTER THIS DATE SUBJECT TO LATE FEES A 04960022042610000000187080 1140725 Gulf Universal Fleet FAX CHANGE OF ADDRESS REQUEST TO 1-800-395-0809. Make check payable to WEX BANK. Use endosed envelope of sand to: 11111111111111I111111111111III111IuIIIIIIIIIIIIIIIII WEX BANK P.O. BOX 6293 CAROL STREAM IL 60197-6293 0.00 ZEE MEDICAL INC. PO BOX 781433 INDIANAPOLIS IN 46278-8433 877-275-4933 OPEN 1/2014 CX 3113 BILL TO # 051883 TOWN OF HOPKINTON PO BOX 209 Hopkinton PART # MA 01748 I N V orrcnvEl:.; c7/0b4/153 Alt: B3/ /B4 Nov 1 p, PAGE DATE TIME 1 03/28/2014 10:48:16 ORDER/INVOICE# 0113026493 P.O.# SHIP TO# 028461 TOWN OF HOPKINTON HWY DEPT 83 WOOD ST Hopkinton MA 01748 508-497-9768 MIKE MANSIR QTY DESCRIPTION $PRICE $EXTENDED TAX 1420 1 IBUTAB 100/BX (ZEE) 2219 1 DERMAFLEUR PACKETS, 25/BX 1451 1 PEPT-EEZ 42/BX (ZEE) 3537 2 SPLINTER OUT (ZEE), 10/PK 0921 1 GAUZE PAD-3IN X 3IN, 25/BX (ZEE) 0923 1 GAUZE PADS 4x4IN, 10/BX (ZEE) 0731 1 BNDG- NON-LTX SHEER STRIP 1IN, 100/B 0749 1 BNDG-NON-LTX XTREME 7/8X4-1/2, 40/BX 0305 1 TAPE, 2IN X 5 YD. 3 CUT SPOOL (ZEE) 2312 1 FINGER COT-LTX PWDR 144/BX, L 2632 1 INSECT STING SWABS 10/UN 2601 1 AMMONIA INHALANTS 10/UN 2220 1 DERMAFLEUR HAND MOISTURIZER,160Z BTL 9900 1 HANDLING 17.75 10.00 13.65 5.20 8.00 7.00 10.50 10.95 6.90 7.95 5.25 4.65 8.90 6.95 17.75 10.00 13.65 10.40 8.00 7.00 10.50 10.95 6.90 7.95 5.25 4.65 8.90 6.95 LOCATION# 1 LOCATION DESCRIPTION - A SUBTOTAL: 128.85 * SAFETY: FIRST AID: NONTAXABLE: TAXABLE: SUBTOTAL: TAX 1: TAX 2: TOTAL 7.95 120.90 128.85 .00 128.85 .00 .00 128.85 N N N N N N N N N *N N N N N INVOICE ZEE MEDICAL INC. PO BOX 781433 INDIANAPOLIS IN 46278-8433 877-275-4933 OPEN 1/2014 CX 3113 BILL TO # 028461 TOWN OF HOPKINTON HWY DEPT 83 WOOD ST Hopkinton 508-497-9768 PART # MA 01748 PAGE DATE TIME 1 03/28/2014 11:08:55 c7/0b4/b3 ORDER/INVOICE# 0113026494 Alt: B3/ /B4 P.0.# t tf SHIP TO# 047717 TOWN OF HOPKINTON DEPT OF HIGHWAY /014 MAYHEW STREET Hopkinton 508-497-9768 MIKE MANSIR MA 01748 QTY DESCRIPTION $PRICE $EXTENDED TAX 1447 2 ANTACID, TRIAL 250/BX (ZEE) 1421 1 IBUTAB 250/BX (ZEE) 1417 1 PAIN -AID 100/BX (ZEE) 1451 1 PEPT-EEZ 42/BX (ZEE) 2219 1 DERMAFLEUR PACKETS, 25/BX 1801 1 3 -ANTIBIOTIC OINT 0.9 GM 25/BX (ZEE) 2220 1 DERMAFLEUR HAND MOISTURIZER,160Z BTL 9900 1 HANDLING 1435 2 E.S. UN -ASPIRIN 100/BX (zEE) 25.60 34.25 16.50 13..65 10.00 10.50 8.90 6.95 15.00 51.20 34.25 16.50 13.65 10.00 10.50 8.90 6.95 30.00 LOCATION# 1 LOCATION DESCRIPTION - A SUBTOTAL: 181.95 * SAFETY: FIRST AID: NONTAXABLE: TAXABLE: SUBTOTAL: TAX 1: TAX 2: TOTAL ON ACCOUNT .00 181.95 181.95 .00 181.95 .00 .00 181.95 N N N N N N N 7/7 ae&fnhd Town of Hopkinton New Public Works Facility Budget Planning Estimate 2/2/2015 New Construction Area Administration / Employee Facilities Shops Vehicle Maintenance (not including equipment) Wash Vehicle/Equipment Storage Subtotal Added Cost for Specialty Foundations Added Cost for Exterior Architectural Features Added Cost for Elevator (2 stop) Added Cost for Stair Towers ($30,000 per flight) Decrease for Cost Effective Building Materials / Systems (-10%): New Construction Subtotal: Building Cost per SF: Industrial Equipment - Wash Equipment - Heavy Duty Vehicle Lift (Fixed) - Light Duty Vehicle Lift (16,000 lb capacity minimum) - Bridge Crane - Overhead Lubrication System - Miscellaneous Shop and Support Equipment - Storage Shelving / Benches / Racks - Exhaust Removal System Industrial Equipment Subtotal: Fuel System - 2 - 10,000 Gallon Tanks - Concrete Ballast Pad - Concrete Surface Pad - Excavation / Backfill - Dispensing System & Associated Pipe - Canopy with Fire Suppression (Qty 2) - Fuel Management System - Installation (2) - Subcontractor markups Fuel System Subtotal: Cost/SF Size (SF) (w/ markups) Cost 8,460 I $ 269 $ 2,274,612 3.7031 $ 189 $ 699,620 6,992 I $ 189 $ 1,321,022 2,162 I $ 357 $ 772,435 19,590 I $ 149 $ 2,918,257 40,907 $ 7,985,946 40,907 I $ 20 $ 818,140 80,000 $ 1 $ 80,000 120,000 $ 1 $ 120,000 30,000 $ 2 $ 60,000 Place a'k" if applicable x $ (798,595) 40,907 $ 8,265.491 202 Place a "x" here 1 included $ 270,000 x $ 270,000 $ 103,400 x $ 103,400 $ 28,200 x $ 28,200 $ 80,000 x $ 80,000 $ 100,000 x $ 100,000 $ 28,200 x $ 28,200 $ 28,200 x $ 28,200 $ 40,000 x $ 40,000 $ 678,000 $ 80,000 x $ 80,000 $ 25,000 x $ 25,000 $ 25,000 x $ 25,000 $ 14,000 x $ 14,000 $ 36,000 x $ 36,000 $ 150,000 x $ 150,000 $ 25,000 x $ 25,000 $ 150,000 x $ 150,000 $ 101,000 x $ 101,000 $ 606,000 Building 8. Equipment Total: I $ 9,549,491 Town of Hopkinton New Public Works Facility Budget Planning Estimate 21212015 Mezzanines Site Development (see detailed backup) Salt/Sand Shed with Concrete Push Walls 3,000' $ 50 $ 150,000 1' $ 1,523,151 $ 1,523,151 4,000 ( 88 $ 352,000 Subtotal Bldg, Equip, & Site: $ 11,574,642 Design Contingency (2%): $ 231,493 1 Year Escalation (2.5% / year): $ 295,153 Total Construction: ( $ 12,101,288 Total Construction Cost/SF: 296 Town of Hopkinton New Public Works Facility Budget Planning Estimate Owner's Soft Costs A&E Fees (design, bid, const) $ 1,210,129 I (Assume 10%of Const Value) A&E Special Services $ 121,013 (Assume 1% of Const Value) A&E Services Completed to Date $ (235,000)1 (Actual) Owner's Project Manager Fees $ 120,000 J(assume OPM by Town with Clerk) Furnishings (FFE) $ 50,000 ( allowance Communic. / Low Voltage System $ 25,000 1 allowance Temporary Facilities $ 150000 1 allowance Construction Contingency (5%) $ 605,064 I allowance Total Soft Costs: ,s • •, 1 Original 2014 Estimate' $ 15,785,592 February 2015 Estimate w/ VE Items' $ 14,147,494 7 Town of Hopkinton New Public Works Facility Budget Planning Estimate 2/2/2015 Value Engineering Options Item Description 1 Use rammed aggregate pier foundations in lieu of combination rammed aggregate pier / pressure injected footings 2 Paving using Town annual bid price 3 Direct purchase of Vehicle Maintenance industrial equipment 4 DPW to install Water & Sewer Services to Building 5 Soft Cost adjustments for reduced scope 6 Design Contingency Adjustment (2% Design, Contingency in lieu of 5%) 7 Escalation Adjustment (2.5% in lieu of 3%) 8 Special Services Adjustment (1 % in lieu of 2%) 9 Temporary Facilities Cost Adjustment 10 Construction Contingency Adjustment (5% in lieu of 8%) 100 Foxborough Blvd., Suite 250 Foxborough, MA 02035 to l : 508-698-3034 fax: 508-698-0843 vwrw.westonandsampson.com L.11JL1 O E Lr: L1lJ ._J V N TO: John Westerling, Director of Public Works FROM: Jeff Alberti, Weston & Sampson DATE: February 18, 2015 SUBJECT: Hopkinton Public Works Facility - Cost Drivers A Public Works Facility is much more than a garage or bam designed to house equipment. Today's public works facilities are considered Operations Facilities and are designed to support the day-to-day operations associated with maintaining the infrastructure of a community as well the emergency needs of the community due to storm events and infrastructure emergencies (snow and ice storms, water main breaks, sewer backups, etc.). The following is a list of the top 5 drivers of the cost of construction of Public Works Facilities (as compared to private construction and/or non -industrial buildings): 1. Site Work — Due to the nature of DPW operations, there are substantial site development costs that must be incurred to safely and efficiently meet the operational needs of the DPW. The DPW operations include vehicle movements of small vehicles with towed equipment, large vehicles, and construction equipment. These vehicles require large paved areas to allow safe and efficient vehicle movements. This in turn requires an extensive amount of site development including grading, paving, and stormwater management. The State and local conservation commission require all stormwater collection and disposal systems associated with this development to meet the Department of Environmental Protection's Best Management Practices regulations. This requires the construction of intricate stormwater management systems including oil/grit separators, underground collection chambers, and surface water collection and treatment systems. 2. HVAC, Fire Protection, Electrical — Due to the industrial nature of the building, all systems must be designed to protect the health and well-being of the employees. In general, the building must be designed with the following: • A complete fire detection and suppression system including smoke detectors, heat detectors, wet fire suppression sprinkler system and dry fire suppression sprinkler system. • A state-of-the-art ventilation and gas monitoring system. The system would consist of carbon monoxide and nitrogen oxide detection equipment, ventilation equipment with heat recovery units to reduce operating costs, and a digitally controlled operating system to provide the proper pressure separation between spaces (positive pressure in occupied areas and negative pressure in vehicle areas). The maintenance area would also be equipped with a tailpipe exhaust extraction system and the welding bay would be equipped with a welding fume extraction system. • An industrial type electrical system to support the increase demand associated with the shop equipment and vehicle maintenance equipment. Systems must be design for a Class I, Division 2 application in vehicle maintenance areas which includes explosion proof considerations. 4/1 Hopkinton Public Works Facility - Cost Drivers February 18, 2015 Page 2 3. Industrial Equipment & Fueling System — The facility includes industrial equipment necessary to safely and efficiently maintain the Town's fleet of vehicles. Equipment includes vehicle lifting equipment, fluid distribution, overhead lift equipment, small shop equipment, and inventory storage and management systems. 4. Prevailing Wage — State mandate requiring higher labor rates on public projects than would otherwise be encountered in the private industry. 5. Administrative/Soft Costs — these costs included: • Architectural/Engineering fees (requiring full design and bidding documents in accordance with Massachusetts General Laws (M.G.L.) Chapter 149) • Owner's Project Manager fees (required by M.G.L. c 149, Section 44A % for vertical construction projects with an estimated cost of $1.5 million or more) • Specialty Consultant fees (geotechnical, survey, industrial equipment, commissioning) • Construction Contingencies • Independent testing lab (required by the building code), fumishing costs, and communication system costs The largest portion of these administrative costs is primarily driven by Massachusetts General Laws which requires the Town to hire professional design consultants and professional project managers. These laws require the consultants to prepare detailed plans and full contract specifications for the new facility. The law requires the plans and specifications to be prepared in a manner to provide equal opportunity for all contractors and suppliers and must therefore list a minimum of three acceptable manufacturers for each piece of equipment, material, and system. In addition, plans and specifications must be prepared in a manner to separate the project into 16 subcategories, in essence requiring the consultants to design 16 smaller projects within the one large project. These State mandated requirements apply to public building construction and result in higher administrative costs that would otherwise be encountered in the private industry. The Public Works industry is saturated with old and outdated facilities which were designed for public works operations of 50 plus years ago. The Public Works industry has seen significant growth in services in that time and the operations and type of equipment has changed significantly. Due to the aging Public Works Facility infrastructure, the industry has seen a significant push to replace these outdated facilities with facilities that are safe and more efficient resulting in improved delivery of services to the communities they serve. 7 Hopkinton Public Works Facility - Cost Drivers February 18, 2015 Page 3 There have been many questions about what it costs to build a new Public Works Facility. Below is a summary of recent bid prices, not including administrative costs, for New Public Works Facilities which have been publicly bid in Massachusetts: Project Bldg Size (SF) Year Bid 2015 Equivalent Average Bid Price (Cost / SF) * Town of Wayland Public Works Facility 39,869 2014 $247 City of Medford Public Works Facility 45,000 2014 $282 Town of Boume Public Works Facility 39,040 2014 $291 Town of Norwood Public Works Facility 53,870 2014 $296 * based on a 3% escalation factor For comparison purposes, the current Town of Hopkinton New Public Works Facility construction cost estimate, not including administrative costs, is equivalent to $296 per square foot in today's figures. This is in line with recent pricing for similar DPW Facility projects which were publicly bid in Massachusetts in 2014. 7 100 Foxborough Blvd., Suite 250 Foxborough, MA 02035 tel: 508-698-3034 fax: 508-698-0843 www.westonandsampson.com WONOMOMPOIL AuoaQaoUK1 TO: John Westerling, Director of Public Works FROM: Jeff Alberti, Weston & Sampson DATE: February 18, 2015 SUBJECT: Hopkinton Public Works Facility - Future Growth Weston & Sampson has prepared Schematic Design Documents for a new Public Works Facility to meet the current and future needs of the Hopkinton Department of Public Works. The proposed 40,900 square foot facility has been designed to meet the current staffing and vehicle and equipment storage needs. In addition, the proposed plan has been configured in a manner to allow the repurposing of spaces to accommodate future growth of the department. The following is a summary of the growth potential within the proposed new Public Works Facility: • Administrative: Growth potential of up to six (6) additional staff • Workforce: Growth potential of up to eight (8) additional workforce staff • Vehicles / Equipment: Growth potential of up to five (5) new vehicles Based on discussions with Town goveming authorities as well as data gathered through the staff interviews, the programmed growth potential identified above should be sufficient to meet the programmatic requirements of the Department of Public Works now and into the foreseeable future. 7 A !lac +, me FY 16 Questions From The Operating Budget General: • FTE by Department - FY14, FY15 and proposed FY16 • Use of consultants - How many, number of hours, projects worked, reason for use • Strategic Initiatives for last 2-3 years - how have these been measured for results, cost benefits recognized where applicable • New Growth numbers - how confident that numbers will be realized? • Snow & Ice - What happens if the balance spent is more than $1.1M? (Appropriated $350k FY15, model shows an additional $750k.) • Free Cash - How close to being certified? Identify components of balance. • Transfer to OPEB - Model has $460k but 3/23 minutes has $411k. Which is right? • Local Revenue increased $500k - What caused this? Is this realistic? • Provide breakout of State Aid estimate. Do we know what comes from Chap 70, Chap 90 or other source and how it compares to prior years? • It would be beneficial to see how FY14 appropriations compared to final budget for each department. Are we consistently over or under budgeting anywhere? (For our June meeting it would be helpful to see this same model with actual FY15 numbers compared to FY15 appropriations so we can see how well the budget numbers were estimated.) By Account: 123 (Town Manager) - New Assistant Town Manager - What are the specific duties for this role? If it is to free up TM time, what additional tasks will TM be able to accomplish? Is the new position offsetting any consultant or other services we're paying for now? 133 ( Finance), 141 (Assessors) - What are the personnel changes? How can you add positions (budget analyst, increased hours for deputy assessor) and costs increase less than positions added? (Budget analyst $35k yet increase only $23k.) Are the new position or increased hours offsetting any consultant or other services we're paying for now? 145 (Treasurer) - Why has personal services increased $89k? What department did the Asst Treasurer come from? What are the contracted services? Why is payroll check stock so much? Are we still using the lock box and if not, shouldn't costs be down this year? 151 (Legal) - What did we spend in FY14 and expect to spend in FY15? What were the year end transfers the last three years for this account? 152 (Human Resources) - Please explain how comp reserve works and how the money is used during the year. What is the breakdown of how the money is spent from it in FY15 by department? 162 (Election & Registration) - With the likelihood of STM in the Fall and a resulting ballot, why not keep this account at the same level of funding as FY15? 170 (Land Use) - Are any of these personnel expenses offset by revenue? 179 (Open Space Comm) - What are they doing now vs. prior year? I/7_ 187 (Upper Charles River Trail) - Thought that FY15 was more of a one-time charge. Why so high? 210 (Police) - How are special details for police department accounted for? How much of the FY15 budget was related to safety dispatch? 220 ( Fire) - Is the increase in personnel a result of the new contract signed? 300 (Schools) - Under separate letter 800 (Keefe Tech) - Didn't this decrease from amount on model? 410 ( Eng & Fac) - Why is Elmwood Farm Parking Lot included in operating expenses? This should be a capital article. 422 ( Highway) - The $130k under Lake Maspenock in FY14 is actually Town Hall Paving, please separate these two. Lake Maspenock - What are the costs for this in future years? Is there nothing for road maintenance because of the increased Chap 90 funds? 491 (Cemetery Comm) - Make sure the funding source for this comes from "Raise & Appropriate" not "Transfer from Sale of Cemetery Lots Receipts Reserved Appropriation". There was a issue with this at last ATM and we had to make a motion to change funding source on the floor of ATM. 510 ( Board of Health) - Is Board of Health billing to cover expenses? There was some talk of this with the health agent last spring. 542 ( Youth Services) - What are the general duties and responsibilities of the Youth Services Director? Are there measurable results? 691 (Historic Comm) - Explain the Cultural Resource Master Plan 700 ( Debt and Interest) - Explain how this account works. What are our long term outstanding debt and their interest rate, and current market rate scenario? If these are older higher interest debts, is there any opportunity to lower debt service cost by floating new debts and retiring higher older ones? 910 ( Employee Benefits, etc) - Why is there no change in Unemployment Insurance or FICA? Why wouldn't this fluctuate annually? What does the town expect health insurance to do in FY17 and later years? Did we lock into a multiyear contract again? Enterprise Funds • What do the indirect costs appropriated in the General Fund represent? 2/Z