HomeMy Public PortalAbout05-13-2014 Transfer of Funds - Rink Re-roofing_201405081442283475 TowN OF
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( Office of the Torun Manager
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Administration Building
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Watertown,MA 02472
Phone: 617-972-6465
Michael J.Driscoll Fax:617-972-6404
www.watertown-ma.gov
Town Manager townmgrCahvatertown-nia.gov
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To: Honorable Town Council
From: Michael J. Driscoll, Town Manager
Date: May 7, 2014
RE: Agenda Item -Transfer of Funds Request
As you recall, at the April 8, 2014 Town Council Meeting the Honorable Town Council
adopted conceptual recommendations on the Fiscal Year 2015-2019 Capital Improvement
Program including a recommendation to proceed with the replacement of the John A. Ryan
Arena's roof. The roof replacement will be done in two phases (demolition of the insulation in
the ceiling and new construction work). The recommended phases are based on initial
investigation by the on-call architect and the recommendation of the Building Inspector(see
attached Committee on Budget &Fiscal Oversight Report and excerpt from April 8, 2014 Town
Council Minutes).
Attached please find a Letter of Recommendation to Award from Paul Farrell, MDS
Architects. As indicated in the letter, Phase 1 is necessary to the schedule of the re-roofing
project currently out to bid. Due to the limited timeframe available to complete both the
demolition and new construction work, the demolition phase was bid prior to the completion of
construction documents for the new work. The second phase, consisting of new work will be
required to be completed by August 15, 2014 so that the facility can commence rink operations.
Therefore, in order to move forward with Phase I of the replacement of the John A. Ryan
Arena's roof, I respectfully request the attached transfer be placed on the May 13, 2014 Town
Council Agenda.
Thank you for your consideration in this matter.
cc: Kenneth Thompson,Building Inspector
Paul Farrell,MDS Architects
Daniel F.Brothers, Skating Rink Manager
Peter Centola,Recreation Director
Dr.Jean Fitzgerald, Superintendent of Schools
Michael Lahiff,Athletics Coordinator,Watertown Public Schools
Raeleen Parsons,Purchasing Agent
Thomas J.Tracy,Town Auditor
TRANSFER AMOUNT $96,500
FROM: FY 14 TOWN COUNCIL RESERVE $ 96,500
0111152-570780
TO: FY 14 TRANSFER TO TOWN CAPITAL PROJ. $ 96,500
0193059-596502
1 hereby certify to the availability, authority of funding source, mathematical accuracy
and appropriate fiscal year.
DATE T WN AUCSITO
Town of Watertown
Town Council Committee of the Budget and Fiscal Oversight
Report of the Meetings of March 3, 10,26 and April 2,2014
Report Date: April 8,2014
The purpose of the meetings was to review Watertown's FY2015-FY2019 Capital Improvement
Program(CIP) as submitted by the Town Manager on February 11, 2014 and to make conceptual
recommendations to the Town Council.
(See httn://www.watertown-ma.eov/DocumentCenter/View/143901
The Committee convened on March 3 at 7:00 pm in the 3`d Floor Louis Andrews Conference
Room. Present were Vincent Piccirilli, chair; Angeline Kounelis, vice chair; Cecilia Lenk,
secretary;Town Manager Michael Driscoll;Town Auditor Thomas Tracy;Director of
Community Development and Planning Steven Magoon; and Director of Recreation Peter
Centola. Councilor Aaron Dushku and several residents were also present.
Discussion included:
• Mr.Driscoll gave an overview of the FY 2105-19 CIP program; Capital Spending as a%of
the Revised Revenue/Expenditure Forecast(Attachment A); and a summary of the FYI and
FY14 Proposed Loan Orders (Attachment B).
• Mr. Centola presented the CIP items for the Recreation Department, including proposed
additional improvements to the Victory Field complex: a reconstructed track; reconstructed
tennis courts to allow competition by the high school tennis teams; an artificial turf field for
lacrosse, field hockey and soccer; improved parking; and other amenities(Attachment Q.
Mr. Centola emphasized that these facilities would be frilly open to the public, and that the
plans had the support of the School Department and local youth sports teams. Available
Recreation Department capital funds were subsequently provided (Attachment D).
• Mr.Tracy presented the CIP items for the following departments: Administration;
Community Development and Planning; Information Technology;Fire;Library; Police;
Senior Center; and the Skating Rink.
The meeting adjourned at 8:45 pm.
The Committee reconvened on March 10 at 7:00 pm in the Louis Andrews Conference Room.
Present were Mr.Piccirilli,Ms. Kounelis, Ms. Leak, Mr.Driscoll, Mr.Tracy,Mr.Magoon.Also
present were: Jay Francione, Director of Facilities Watertown Public Schools; School Committee
Member and Chair of the Buildings & Grounds Subcommittee,Michael Shepard;Public Works
Superintendent Gerald Mee; and Public Works Clerks Mary Haley and Fran Leonardi. Council
President Mark Sideris, Councilor Dushku, School Committee Member Elizabeth Yusem, and
several residents were in attendance.
Mr. Francione and Mr. Shepard presented an update of the School Department's capital
improvement projects for FY14, including the status of these projects, expenditures to date, and
available balances from FY14 (Attachment E).The total FY14 capital budget for the schools
was $640,900 financed through a combination of loan orders and tax revenues. With the
Page 1 of 7
Budget and Fiscal Oversight Committee Report-April 8, 2014
exception of repointing the bricks at the Conniff School,the projects planned projects for FY14
are all compete or in progress. Key points discussed were:
• All remaining work will be completed by July 1, 2014.
• The facility assessment will be fimded by FY14 capital funds.
• Unspent fund will be used for science lab repairs, and the school department will update
the spreadsheet to show actual expenses and where surplus funds were spent.
The School Department presentation continued with the planned capital projects for FYI
(Attachment F). The proposed School capital budget for FY15 is $1.449M.Among the items
discussed were:
• A new roof over the gym and heating/AC unit at the Middle School ($651.5K).The
School Administration has applied to the accelerated repair program from the
Massachusetts School Business Authority(MSBA),which, if approved, would provide a
48.47%reimbursement of the costs.
• Replacement of the flooring in the old wing in the Middle School ($240K).
• Replacement of the walkway and resurfacing of the Preschool entrance at the Hosmer
School($145K).
The Committee noted that$41,940 remained listed as unencumbered in the School Department
FY13 capital account. The Committee requested a memo from the Department with the balance
and stating how these funds will be used. Councilor Kounelis requested that in the future the
School Department use the same format for presenting their CIP request as the Town to improve
review of the proposed projects.The Committee questioned Mr. Francione on his plans for
scheduling the proposed FYI projects. Mr. Francione stated that with the ongoing ESCO work
in the schools, either the Hosmer Preschool walkway or the Middle School floor replacement
may not be done over the summer of 2014 as planned. Mr. Driscoll requested that the School
Administration coordinate with his office on these two projects to assure the loan authorization is
aligned with the actual scheduling of the projects.
Mr. Mee began the discussion of the Public Works CIP. The discussion focused on FY13 and
FY14 proposed loan orders; and a review of the Town's existing vehicles and proposed
replacements(Attachment G).
There was discussion with Mr. Mee and Mr.Francione about the lack of gas pressure on Orchard
St during the winter,which created problems when boilers were running simultaneously at the
Lowell School and the DPW Building. It appears the solution will require an upgraded high-
pressure gas line on Orchard St by National Grid. Mr. Mee also described an ongoing problem
with NStar with failed power wiring to multiple streetlights on Galen St, and is considering a
solution with new underground conduits in the sidewalks.
The Committee adjourned at 9:15 pm.
The Committee reconvened on March 26, 2014 at 6:00 pm in the Town Council Office.Present
were Mr. Piccirilli, Ms.Kounelis, Ms.Lenk, Mr.Driscoll, Mr.Tracy, Mr. Mee, and DPW Clerk
Lori Moran.
Page 2 of 7
Budget and Fiscal Oversight Committee Report—April 8, 2014
Mr. Mee presented the status of all DPW projects, whether or not a funding source has been
identified(Attachment H).This includes the$2.5M summer 2014 road program as approved by
the Council. The Public Works FY15-19 CIP continues the Town's commitment to improving
streets and sidewalks by proposing another$2.5M in FY15 for this purpose.Discussion
included:
• Addition of Chapter 90 reimbursements balance of$223K to the proposed$217K FY14
selective mill and overlay program,to be performed in the summer of 2014.
• The town wide sidewalk repair/replacement contract of$400K is out to bid. Mr. Mee
stated that the sidewalks scheduled for repair have not been selected yet.
Mr. Mee reviewed Water/Sewer proposed capital projects, including water main and drain
system replacements.The MWRA continues to provide interest-free loans for water main
replacement that the Town can take advantage of for this work. In FY15 Mr.Mee also requested
that the Town replace all commercial and residential water meters.This request was pushed out
one year from FY14.
Mr. Mee discussed the need to expedite the water main replacement and drain relocation on
Belmont St between Arlington St and Hillside Rd prior to the Belmont St/Trapelo Rd
reconstruction project,to address a previously unknown undersized water main.Mr.Tracy
explained that retained earnings in the Water/Sewer Enterprise funds were last used in FYI for
this type of work, and suggested doing this again in FY15 (Attachment I).The Committee also
discussed the need for better coordination with Cambridge to complete the Belmont St road and
sidewalk reconstruction that is not included in the Belmont St/Trapelo Road project, which ends
approximately at Brimmer St,
Mr. Mee and the Committee also discussed storm water management needs in the Town and the
possibility of assessing storm water fees based on impervious surfaces similar to those Newton
has implemented. The Committee also requested that the Town's quarterly EPA Illicit Discharge
Detection&Elimination(IDDE)reports be posted on the DPW's web site.
Mr.Driscoll raised an issue that will require changes to the plans for the replacement of the
Skating Rink roof. The on-call architect and Building Inspector have determined the need for the
project to be done in two phases;Phase 1 will include the removal of the ceiling and insulation
first to allow for more detailed specifications to be developed; followed by the roof replacement
in Phase 2. This will also allow work to proceed more quickly to insure the construction will be
complete before the rink is scheduled to open in August.
The Committee adjourned at 8:30 pm.
The Committee reconvened on April 2 at 7:00 pm in the Louis Andrews Conference Room.
Present were Mr.Piccirilli, Ms.Kounelis, Ms.Lenk, Mr. Driscoll,Mr. Tracy; and Mr. Magoon.
Councilor Anthony Palomba was also present.
Page 3 of 7
Budget and Fiscal Oversight Committee Report—April 8, 2014
The Committee reviewed its notes of the previous meetings, and voted unanimously to make the
following conceptual recommendations to the Town Council:
1. Proceed with the remaining proposed loan orders for FYI 3:
I Administration Building Improvements I 852,300 I
Library Building Improvements (Slate Roof) 553,000
Three Fire Stations Improvements I 500,000 I
Public Works Equipment(#51 Dump Truck) I 160,000
Information Technology(GIS for Assessors) I 50,000
Police Equipment(microwave link and computers) I 111,000
FYI Total I $ 2,226,300 I
2. Proceed with the following proposed loan orders for FY14:
Street& Sidewalk Improvements for FY14 per the 2,500,000
plan as endorsed by the Public Works Committee for
construction in summer 2014.
Skating Arena Improvements(including Metal Roof) 709,000**
**See item #19 below.fnrfia-ther details
Public Works Equipment(#50 Dump Truck, #52 482,000
Crew Truck, #54 De-icing Snow Fighter)
Library Building Improvements 100,000 I
FY14 Total $3,791,000
3. Proceed with the School Department's FYI capital appropriation request of$797,500 to
be expended on the projects identified in this report, using a combination of tax revenue
and bonding(excluding replacement of WMS gym roof&heating units, and building
feasibility study -see beloiv).
4. Request the School Department advise the Town Manager whether the anticipated
bonding amounts of$145K for the Hosmer Preschool walkway and the$240K for the
WMS floor replacement can be completed in the summer of 2014, and if not, reschedule
the borrowing to align with the actual scheduling of the work.
5. Proceed with the School Department's FYI capital appropriation request of the WMS
Gym Roof and heating/cooling unit replacement for$651,500 subject to approval of the
Mass School Building Authority Statement of Interest and 48,47%reimbursement, with
work scheduled for the summer of 2015 if approved.
6. Agree with the School Committee's plan to use$25,000 in reallocated FY14 capital
funds to perform the facility assessment, and request the School Committee have further
dialog with the Town Council once the assessment is complete to decide on a plan of
action to move forward with school building construction or renovations.
Page 4 of 7
Budget and Fiscal Oversight Committee Report-April 8, 2014
7. Request that the School Department confirm that the FY14 capital projects will be
completed by July 1,2014, and that the schedule of projects be re-submitted showing the
reallocation of funds to the new projects such as the facility assessment and VMS science
lab construction.
8. Request that the School Department advise where the$41,904 FY13 capital fund balance
which remains unspent will be used.
9. Refer to the Public Works Committee, for policy guidance, the plan for the FY15 $2.5M
local road construction projects in the summer of 2015, following the timeline presented
in the January 8, 2013 report to the Town Council.
10.Re-refer to the Public Works Committee, for policy guidance,the DPW's proposed
replacement of Town-wide residential and commercial water meters, as this was pushed
out to one year to FYI 5.
11.Proceed with the interest-free loan order for$900,000 from the MWRA for water main
replacements,prior to the end of FY14.
12. Continue to explore the options and have further dialog on how to best proceed with
record storage management and related issues.
13.Proceed with the FY14 recommendation to repair the existing elevator at Victory Field
for a cost of approximately$69K using available funds in the Recreation Department
budget.
14.Proceed with the upgrade of the Sports Field Lighting Control Boxes(Casey Park,
Saltonstall Park, and Filippello Park Baseball Field) using available funds in the
Recreation Department budget and/or transfer of funds from the FY14 Council Reserves.
15. Proceed with the installation of new Linear Park lighting(approximately$30K).using a
transfer of funds from the FY14 Council Reserves, subject to review of the scope of work
by the on-call architect.
16.Refer to the Public Works Committee, for policy guidance,the design contract for the
Community Path segment from Mt.Auburn St to Main St.
17.Proceed with the transfer of funds of approximately $20K from FY14 Town Council
Reserves to purchase a Fleet Management Information System, in accordance with the
recommendation contained in the Joint Public Works/Personnel &Town Organization
Committee report, subsequent to the hiring of the DPW Director of Finance &
Administration.
Page 5 of 7
Budget and Fiscal Oversight Committee Report—April 8, 2014
18. Proceed with the project to reconstruct the track, tennis &basketball courts, and
surrounding area of Victory Field(i.e. Phase 2)with the caveat that prior to bringing
forward the loan order, the Administration shall hold community meetings to develop a
design proposal and have one or more informational presentations to the Town Council.
19,That the Skating Rink roof replacement be done in two phases, based on initial
investigation by the on-call architect and the recommendation of the Building Inspector,
as follows:
a. Phase 1 —Remove the ceiling and insulation under one contract, using about
$100K transferred from FY14 Council Reserves.
b. Phase 2—Replace the roof, borrowing about$675K under a second contract.
20. Use retained earnings in FY2015 of$500K from the Water Enterprise fund and$500K
from the Sewer Enterprise fimd to perform unbudgeted and undiscovered water main,
sewer, and storm drain work in coordination with the Belmont Street reconstruction and
other road projects.
21. That the issue of Belmont Street road and sidewalk reconstruction, within the City of
Cambridge and outside of the existing MassDOT project, be referred to the Public Works
Committee for policy guidance and planning in conjunction with the Cambridge
Department of Public Works.
22. That the Stormwater Advisory Committee give an informational presentation to the Town
Council on the matter of stormwater fees, as described in the FY14 Budget Message.
Finally,Mr. Driscoll presented a summary of the existing FY2015 capital spending as of March
3, 2014, based on the updated revenue and expenditure forecasts which were first presented at
the October 22, 2013 Preliminary Budget Overview.
a) Based on the FYI revenue projections of$111,726,128,the total proposed FYI capital
spending would be 8.16% of the budget.
b) Based on the FYI expenditure assumptions of$112,481,445, the total proposed FYI
capital spending would be 8.11% of the budget.
Therefore, the Committee recommends that the Toum Manager adjust the FY2015 capital
spending so that it does not exceed 8%of the submitted FY2015 operating budget in order to
meet the Town Council's Budget Policy Guideline that the Town should seek to make capital
expenditures (including debt and exclusive of enterprise funds) equal to at least 7.5-8%of the
operating budget.
The Committee adjourned at 7:50 pm.
This report prepared by Cecilia Leak
Page 6 of 7
Budget and Fiscal Oversight Committee Report—April 8, 2014
List of attachments:
A. Capital Spending as a%of the Revised Revenue/Expenditure Forecast 3/3/14 (4 pages)
B. Proposed Loan Orders for FYI and FY14 3/3/14 (2 pages)
C. Recreation Capital Improvements: FYI —FYI 9 3/3/14 (6 pages)
D. Recreation Department Capital Project Fund availability 3/10/14 (1 page)
E. School Department Expenditure of FY14 Capital Funds and Projects 3/10/14 (2 pages)
F. School Proposed FY2015-2017 Capital Improvement Projects 3/10/14 (3 pages)
G. Public Works Central Motors Vehicle List 3/26/14 (3 pages)
H. Public Works Proposed Projects List(please note subject to change) 3/26/14 (10 pages)
I. Water& Sewer Enterprise Funds available retained earnings 4/2/14 (1 page)
Page 7 of 7
Excerpt from April 8, 2014 Town Council Minutes
Committee on Budget and Fiscal Oversight report and action on recommendations on the FY
2015-2019 Capital Improvement Program and report and action on School Special Education
Funding and related issues—Vincent J. Piccirilli, Jr., Chair.
Councilor Piccirilli read the Committee report's 22 numbered recommendations. Councilor
Woodland moved to accept the report, seconded by Councilor Kounelis and adopted by,
unanimous voice vote with Councilors Aaron Dushku, Susan G. Falkoff, Anthony Palomba,
Angeline B. Kounelis, Cecilia Lenk, Vincent J. Piccirilli, Jr., Kenneth M. Woodland, Vice
President Stephen P. Corbett and Council President Mark S. Sideris voting in the affirmative.
MOTION: Councilor Piccirilli moved all 22 recommendations and the recommendation that
capital spending should not exceed 8% of the fiscal year 2015 budget, seconded by Councilor
Lenk.
Councilor Palomba stated that he supports increasing the school budget. He further indicated that
he hopes the Council can revisit the guideline regarding establishing the 7.5 — 8%for CIP. He
noted that there is a relationship between capital budget and the operating budget. Take a hard
look at how much interest we pay. There is a need in the public schools and that if there is
council reserve monies left he hopes it can be used for the schools. He indicated a need for
public hearings on Victory Field.
Councilor Dushku spoke regarding Victory Field and thanked Mr. Centola for the public forums
but noted there are pros and cons to turf. He asked where the innovative Stormwater controls are
for the outside edges of the turf.
Councilor Piccirilli stated that the Committee has not seen any conceptual design plans for phase
II and that there will be a full presentation first.
Councilor Dushku asked; where is the dog park and why isn't it part of the CIP?
Councilor Piccirilli stated that the dog park is not part of the capital improvement program but
will be done with existing funds and that they are waiting for a proposal from the departments.
Councilor Dushku asked about solar panels for town buildings. Councilor Piccirilli state that is
part of the charge of the on-call architect. Mr. Magoon concurred.
Councilor Dushku stated that he is concerned and that while he has pride in our parks; schools
are most important and that he would like to see more discussion on the guidelines for setting the
budget on the capital improvement program and adjustments for schools.
VOTE: The motion was adopted by unanimous roll call vote with Councilors Aaron Dushku,
Susan G. Falkoff, Anthony Palomba,Angeline B. Kounelis, Cecilia Lenk, Vincent J. Piccirilli,
Jr., Kenneth M. Woodland, Vice President Stephen P. Corbett and Council President Mark S.
Sideris voting in the affirmative.
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May 5,2014
Ms. Raeleen Parsons, Director of Purchasing
Town of Watertown
Town Hall
149 Main Street
Watertown MA 02472-4410
Subject:John A. Ryan Arena—Insulation Demolition
Watertown Project Number 2014-076
Letter of Recommendation to Award
Dear MS.Parsons,
On April 24,2014,three bids were received for the demolition of the insulation in the ceiling of the
John A. Ryan Arena.The bids were:
Baystate Contracting Company $96,500
L& L Contracting $107,300
Southern Middlesex Industries, Inc $127,977
There were no Bid Alternates.
The low bidder for the project is Baystate Contracting Company LCC, Pembroke, MA. Bid Bond in
the amount of$4,825 was agreed to by the contractor and will be provided per the contract
schedule.
MDS Architects contacted two references for projects built by Baystate Contracting Company LCC,
for municipal or state project,with similar requirements to work overhead at heights comparable to
the Ryan Arena interior. The project manager for a Dept. of Conservation and Recreation project to
upgrade interiors of 3 skating rinks said the contractor was thorough, precise, paperwork was
excellent,and they offered suggestions to resolve issues.The Sewer Director for the Town of
Fairhaven said that a re-roofing and HVAC upgrade project for her department was finished on-time,
the quality was good,follow-up on issues was very responsive. Both gave very high marks to the
contractor.
The contractor is DCAMM certified in General Construction,and Roofing and Flashing. Based on
our review,we are of the opinion that Baystate Contracting Company LCC possesses the
qualifications and resources to complete the project.
We believe the bid result is acceptable,given the limited number of bidders.We recommend
awarding the project to Baystate Contracting Company LCC.This project is necessary to the
schedule of the Re-Roofing project currently out to bid. The project is to be Substantially Complete
28 calendar days after notice to proceed and Overall Completion is 7 days after Substantial
Completion. Due to the limited limeframe available to complete both the demolition and new
construction work,the demolition phase was bid prior to the Completion of construction documents
for the new work. The second phase, consisting of new work,will be required to be completed by
August 15,2014 so that the facility can commence rink operations.
s e'ctfully,
Paul Farrell,Architect
Senior Associate
MDS Architects
MILLER DYER SPEARS INC. 1 99 CHAUNCY STREET I BOSTON,MA 02111 617-338-5350 tel 1 617-338-0033 faX I WWW.MDS-BOS.COM