HomeMy Public PortalAbout20090707 - Department of Public Works - Meeting MinutesTown of Hopkinton
Department of Public Works
Public Works Board Meeting
July 7, 2009
Approved
The meeting was held in Room 211 at the town hall at 8:00 AM. Present were DPW
Board members Dan McIntyre, Jim Pyne and Kevin Kohrt, DPW Director J.T. Gaucher,
DPW Administrative Manager Bruce Prentiss, Highway Manager Mike Mansir, Board of
Health Agent Ed Wirtanen, Town Manager Norman Khumalo, Human Resources
Director Maryrose DeGroot and Dave Marquedant, Doug Resnick with representatives
from Bill’s Pizza.
BAYPATH COMMONS (Bill’s Pizza) DEVELOPMENT
Mr. Resnick presented a request for a sewer connection on behalf of Bill’s Pizza for a
development, smaller in scope, than what was presented previously. The new plan calls
for a single story building to be constructed at the rear of the property, Bill’s Pizza will
move into the new building while the existing building is raised and replaced with a new
building, at which time Bill’s will move into the new “front” building. The rear building
would be dedicated to office and/or retail space. The seating for Bill’s Pizza will remain
at 86 seats at all times. The total sewer flow increase at full build out is estimated to be
287 gallons per day.
The board asked Mr. Gaucher if he agreed with their sewer flow estimate and he said that
he did. Mr. Gaucher said that he recommended allowing the sewer connection, provided
all fees and assessments were paid and pending approvals from the Planning Board and
all other permit requirements were met.
*Motion – Mr. Kohrt made a motion that the sewer connection request by Bill’s Pizza
should be allowed following the recommendation of the DPW Director. The motion was
seconded by Mr. Pyne and the vote to approve was unanimous.
Mr. Resnick advised the board that the parties would like to discuss the parking lot
agreement that currently exists with the town and his clients. He explained, with the aid
of a plan drawing, that the town only owns a few parking spots at the rear of the town
hall. He said that the town and the bank use the majority of the spots during the week
days. He explained that the new configuration of the parking lot will add about 19
additional parking spaces. Mr. Resnick said that his clients would like to negotiate a new
agreement with not only the town but also include the bank and the Mason’s Lodge.
Mr. Resnick stated that Mr. Carty has requested that when the water main is installed for
the new “rear” building that it be connected to the water main on Walcott Street to create
a loop. He said his clients were willing to do that as part of the project. He further stated
that as part of a new parking lot use agreement, his clients would like the town to
continue to be responsible for all the maintenance and repair of the parking lot, including
snow removal. Mr. Pyne said he felt that if the agreement was going to be modified to
include the bank and Mason’s Lodge as well as the town, then all parties should shoulder
some level of maintenance. Mr. Kohrt said that he agreed with Mr. Pyne.
The matter of snow removal was discussed in some detail. Mr. Mansir reminded
everyone that the design of the new parking lot would make snow removal more difficult
and that there did not seem to be any provision for a place to put the snow once it was
plowed up. He said that removing snow by truck after each storm was not practical and
the number of available parking spaces would be reduced if snow had to be piled in the
lot. It was suggested that maybe all users of the parking lot should contribute to a fund
that would allow hiring a private contractor to maintain the parking lot and not rely on the
town.
The board discussed the parking lot agreement with the Town Manager and DPW staff
after the applicants left the meeting. The issue of catch basin maintenance and cleaning
was also discussed.
The Town Manager and DPW Director will meet with Mr. Resnick and his clients, and
representatives from the bank and Mason’s Lodge, in a few days to further discuss the
parking agreement.
DIRECTOR’S UPDATE
Elm Street Sewer Improvements – Mr. Gaucher said the project to upgrade the sewer
main on Elm Street is slower getting started than expected. He said 2 weeks ago the main
was cleaned and it was found that at least 2 sections will have to have new manholes and
new main installed. He said that those areas have a conflict with other utilities and the
existing pipes and manholes can not be used. He said that specifications have been
developed and a survey is going to be done this week. The project should start before
school begins, and that the section near the school would be done first, but there would
have to be some detours after the start of school.
Mr. Pyne asked why some of these things were not known sooner so that the project
could have been almost complete before the start of school.
Wood Street/Spring Street Drainage – Mr. Gaucher said the documents to obtain the
required property easements are being worked on. The project is scheduled to begin in
August, a contractor is in place and the funds appropriated should be sufficient to
complete the project, even though the cost of the easements may be more than first
estimated.
Road Paving – Mr. Gaucher advised the board that the pavement management plan for
this year included using a “hot in place” process in addition to crack sealing, overlays and
chip seal. When the schedule was being set for the “hot in place” contractor to start work
it was discovered that the company, and there is only one company available to do this
process, had let their license to work in Massachusetts expire and therefore they can not
do any work in the state until they get re-licensed. That change will affect how many
miles of road we are able to improve this year. With limited funds available and cost
considerations for various processes it is uncertain how much can be completed this
construction season. Mr. Mansir said that the crack sealing and chip seal work should not
be affected, but at least some of the overlay work will be. Mr. Gaucher said that he and
Mr. Mansir will be meeting to decide how to proceed.
The work previously scheduled for Main Street had to be rescheduled due to unfavorable
weather conditions and was further complicated by a conflict with Aggregate Industries.
Sewer Inflow/Infiltration Study – Mr. Gaucher said that AECOM is working on the
report for the town. The engineer who was heading up the project is no longer with the
company and a different engineer has had to get up to speed on the project. The findings
from the camera inspection are being reviewed and the report should be available to the
board within 6 months.
HUMAN RESOURCES DIRECTOR
Ms DeGroot spoke to the board regarding filling the position of Administrative Manager
within the DPW due to the retirement of Mr. Prentiss at the end of September. The job
description was briefly reviewed and Mr. Gaucher said that he would like to make some
minor changes. He said he would provide Ms DeGroot with the information so she can
incorporate them into the job description. She indicated to the board that after the job
description is updated she would post the vacancy on the town web site and on the
bulletin board in August with the intent to have a new person in place for the first of
September to allow a one month training period.
MINUTES
Mr. McIntyre said that minutes from April 8, May 27 and June 24 needed to be approved,
but due to comments and changes to some of them it was decided to postpone approval
until the next meeting.
NEXT MEETING
The next meeting is scheduled for July 20, 2009 at 6:30 PM in room 211 at the town hall,
prior to meeting with the Planning Board.
This meeting was adjourned at 10:04 AM.