Town of East Longmeadow, Massachusetts

MEETING: BOARD OF PUBLIC WORKS DATE: June 02, 2010 - 07:00 PM	Printer Friendly Page Email Meeting
VIEW: Agenda \| Minutes

Mr. Burack stated that Mr. Fenney had given the Board a tour of the building to view all the modifications and he felt the changes to the building were impressive. The other members concurred.

REVIEW MINUTES OF THE MEETINGS OF MAY 10, 2010: The Board reviewed the minutes of the meeting. Mr. Maybury made a motion to accept the minutes as presented. Mr. Perkins seconded the motion. There being no further discussion, the vote was taken and was unanimous.

Mr. Maybury made a motion to enter into Executive Session at 7:05 p.m. and to return to open session upon adjournment of the Executive Session. By roll call vote the Board voted unanimously to enter into Executive Session at 7:06 p.m.

Mr. Maybury made a motion to return to open session at 7:26 p.m. Mr. Perkins seconded the motion and the vote was unanimous.

BID AWARD – MAPLESHADE SCHOOL ELECTRICAL UPGRADES:
Mr. Fenney advised the members that this bid is for electrical improvements at Mapleshade School to upgrade the existing electrical service. He stated that five bids were received: Elm Electrical in the amount of $87,900, Northup Electrical Co., Inc. in the amount of $94,440, Goodless Electrical Co., Inc. in the amount of $92,850, Collins
Electrical Co., in the amount of $106,100 and Gregoire Electrical Co., Inc. in the amount of $162,436.

Mr. Fenney recommended the bid be awarded to Elm Electrical, Inc. in the amount of $87,900. Mr. Maybury made a motion to award the bid to Elm Electrical, Inc. as low bidder in the amount of $87,900. Mr. Perkins seconded the motion and the vote was unanimous.

BID AWARD – DRY PIT SUBMERSIBLE WASTEWATER PUMPS (WATCHAUG PUMP STATION REHABILITATION PROJECT):
Mr. Gromaski advised that the pumps will be used in the Watchaug Pump Station Rehabilitation Project. The funds were requested at Town Meeting in the amount of
$1,104,000 and were approved. The funds will be available on July 1, 2010. Mr. Gromaski stated putting the bid out now, will give the department a head start on the project as the meters will take sometime to be delivered. Mr. Gromaski recommended that the bid be awarded to ITT Water & Wastewater USA in the
amount of $99,633. He stated that based on our experience working with ITT on several projects over the past few years, he felt they were capable of delivering the three dry pit submersible wastewater pumps. Mr. Maybury made a motion to award the bid to ITT Water & Wastewater USA in the amount of $99,633 as low bidder. Mr. Perkins seconded the motion. Mr. Maybury questioned if there was only one bidder. Mr. Kelley stated that other companies did take out the bid package but did not submit a bid. There being no further discussion, the vote was taken and was unanimous.

LETTER RE DAM INSPECTION: Mr. Gromaski passed out a copy of a letter from the Commonwealth of Massachusetts Department of Conservation and Recreation regarding their issuing an order to conduct a Dam Safety Phase I Inspection for the Wetstone Tobacco Co. #3 Dam located here in the Town. The group discussed the possibilities of taking the dam down and what issues if any, (possibly environmental) that would ensue if this was something the Town wanted to perform. Mr. Gromaski suggested that we wait and review the inspection report after the inspection is completed by the State. Mr. Kelley will contact the consulting engineer and request the completion of a Feasibility Study of Dam Removal in addition to the inspection as requested by the
DCR.

LETTER FROM ARBOR TECH: Mr. Gromaski asked the Board Members if they had an opportunity to review the letter as well as Mr. Miorandi’s response to the concerns expressed in the letter. The letter stated Arbor Tech’s concerns regarding the bid and that it is being contested by Northern Tree. Mr. Gromaski stated there were three problems that he could see: 1) there may have been a problem with the bid specifications as outlined in the bid 2) the way the bidders submitted their respective paperwork 3) we have received conflicting opinions from the Attorney General’s Office and Town Counsel.

Mr. Gromaski stated that we are looking into the matter as stated in Mr. Miorandi’s response. He stated that perhaps we may need to change the manner in which we bid tree work. After checking with several surrounding Towns, we have determined that they solicit bids by fax for a specified number of trees on a monthly basis. Mr. Gromaski felt this might be the best way to do it, whereby you go out for telephone quotes (usually three). He stated it could be verbal as well as the companies could fax the quotes to the department. At this juncture, it may be necessary to throw out the bids that were
received. Mr. Gromaski stated it was a strong letter and he did not agreed with some of the statements made in the letter. He asked that the matter be tabled for the next meeting until he and Mr. Miorandi could review it in more depth.

OTHER BUSINESS:

Reminder Letter to the Editor – The group discussed the information contained in a letter from Porter Road resident, Sally Carlson to the Reminder Editor, regarding the sidewalk problems and the quality of the work that was completed on the project.
Mr. Gromaski updated the group and indicated that there is additional work that needs to be completed by the contractor. Mr. Gromaski stated he believes there is some retainage money available if the contractor does not complete the work. He will keep the Board updated.

Stormwater Management Article – Mr. Perkins asked for a discussion on what had happened at the Annual Town Meeting whereby the Stormwater Management Article did not pass. Mr. Kelley reported that he has had discussions with the EPA and our consulting engineer and that no definitive plan of action was suggested. The EPA did not give a firm indication on whether or not a fine would be levied. It was agreed
that Mr. Kelley would contact Attorney Donahue, Town Counsel, to obtain his
opinion of the matter in order to determine future actions to taken if any.

Based on the outcome of those discussions, Attorney Donahue might be invited to speak directly to the Board at a future meeting.

FY2011 Budget – Mr. Gromaski advised that since the Operating Budget was approved at Town Meeting and no reduction was done, there are two vacancies, one in highway and one in sewer. We have advertised the positions and will be interviewing shortly.

Street Paving – Mr. Gromaski stated that Palmer Paving has returned to Town to finish
the annual paving that was started in the Spring. The streets that have been paved are
Hampden Road, Prospect Street, Pleasant Street (a portion of each), Voyer Avenue, Old Farm road, Old Pasture, Prospect Hills Drive, South Meadow Road Hanward Hill, Burt Avenue and Rogers Road (full length). There are still several other streets to be completed.

Line Painting – Mr. Gromaski advised that the line painting for the 4th of July Parade
Route has been completed and the rest of the line painting for the Town will be
completed later in the summer.

Fiber Optics – The conduit has been installed on Allen Street to the Allen Street Pump
Station. We have yet to install the fiber optic cable.

Edward Leahy Field – Mr. Burack asked if Mr. Collins had met with Mr. DeStephano to discuss the condition of the field. Mr. Collins stated he had met with Mr. DeStephano and Mr. Collins stated to him that he thought the field was in good condition for play. Mr. DeStephano, however, wanted to discuss possible improvement over and above our normal maintenance. Mr. Collins explained some of the financial constraints involved for the department. He will be meeting with Mr. DeStephano to continue the conversation.

Capital Article – Athletic Field and Stadium – Mr. Maybury asked if a letter should be sent by Mr. Fenney to the School Officials to suggest a meeting to discuss the project.
He felt it will be important for the department to be in at the beginning of the project. Mr. Fenney will send a communication.

SCHEDULE NEXT MEETING: The next Board Meeting is scheduled for Tuesday June 15, 2010 at 5:00 p.m. at the Service Building, 84 Somers Road East Longmeadow, Ma.

Mr. Maybury made a motion to adjourn the meeting at 8:00 p.m. Mr. Perkins seconded the motion, there being no further discussion the vote was unanimous.