HomeMy WebLinkAboutSELECTMENminutes03162011
Town of Monsfield
Board of Selectmen
Minutes of March 16, 2011
Present:
Chairman Kevin Moran, Vice Chairman George Dentino, Clerk Douglas Annino
Selectman Jess Aptowitz, Selectman Olivier Kozlowski
William Ross, Town Manager.
Absent:
Sewer Collection System Model
Lee Azinheira, DPW Director, Rick Alves, Interim Town Engineer, David Young and John
Doherty from CDM are present for discussion.
The purpose of the Sanitary Collection System Model Development is:
· To evaluate quantity and source of flows to the Mansfield Water Pollution Control
Facility. (WPCF)
. Evaluate capacity of existing collection system pine network and ability to receive
future flows.
. Identify areas with excessive infiltration and inflow (III) through results of the
SWMMS Model
· Recommend areas and appropriate methods of further investigations.
Model Development
. EPA SWMM 5 software
. Model based on GIS and sewer system drawings
. Assigned base flow using parcel area
. Initial development based on WPCF flows (Daily and 15 min)
validated using dry weather period and selected storm events
between 2005 and 2008
. Calibrated to flow metering conducted in Spring 2010
Meterinq Proqram
. 8 meter locations
. 6 weeks of metering
. Total precipitation of 14.69 inches of rainfall
. High groundwater
Board of Selectmen Minutes of March 16. 2011
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. 3 large storm events captured
Metering completed early due to combination of high groundwater and intense
storms.
Model Findinas: System Capacity
. No major capacity issues in existing sewer system (West & Dean Sts)
· System has ability to accept/convey future projected flow from Foxboro
Model Findinas: Infiltration Analysis
. The areas with the highest infiltration rates are mostly located in historical down
town and are prone to infiltration due to vitrified clay pipe and underdrains.
· The Town of Foxboro has been notified of infiltration issues measured at the
conduit which comes into Mansfield at County St.
Recommended further investiaations
. Flow isolation: performed to identify and quantity infiltration.
Priority 1 - flow isolation in Metershed 3
Priority 2- flow isolation in Metershed 5 & 4
. Smoke Test: performed to identify where storm water/groundwater is able to
enter the sewer system. (not recommended at this time)
· Estimated costs: $75,000 to $100,000
After a few comments from the Board of Selectmen about how to pinpoint infiltration
they thanked the presenters closed this segment.
Mr. Young noted that he wanted to publicly thank Mr. Azinheira, Mr. Alves and Mr.
Hackett for all their help in preparing the report.
Proposed building maintenance program
Lee Azinheira, DPW Director and Mike Ahern, Building Maintenance Manager are present.
Rebecca Gutierrez, FEA Project Manager was also present for discussion.
EXECUTIVE SUMMARY
Facility Engineering Associates (FEA) has provided Building Capital Forecast Consulting
Services for seven buildings located in Mansfield, Massachusetts. The total gross building
Board of Selectmen Minutes of March 16. 2011
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area of the seven buildings (plus outbuildings) was 99,663 square feet, as provided by the
Town of Mansfield. Below is a summary of the buildings assessed.
Highway Department Garage 9,6001,2001957
Mansfield Police Department 12,63601974
Mansfield Public Library / COA 21,748 1,140 1988
Mansfield Town Hall 26,56501913
Memorial Hall 9,312 0 1920
North Main Street Fire Station 7,482 750 1930
Plymouth Street Fire Station 9,23001996
FEA conducted the assessments, and categorized our findings and recommendations into
following major building systems and components: Structural, Exteriors, Roofs,
Mechanical, Electrical, Plumbing, Interiors, Fire and Life Safety, Elevators, and Site
Systems. In addition to the assessment of individual buildings, relative comparisons of the
building conditions included in the assessment are provided to allow the Town to compare
results between buildings and provide a decision framework for prioritizing repair
decisions. A summary of relevant assessment values is presented in the following table.
Number of Buildings 7
Total Building Gross Areal 99,663 square feet
Current Replacement Value2 (CRV) $22,807,910
Deferred Maintenance3 (Immediate Recommendations) $2,383,980
Total Capital Renewal Expenditures4 (over 10 years) $4,027,970
Average Annual Capital Expenditures4 (over 10 years) $402,800
Average Facility Condition Index5 (FCI) 0.10
Building with Highest Deferred Maintenance Backlog North Main Street Fire Station
Building with Greatest Capital Expenditures (over 10 years) Mansfield Police Department
Building with Highest FCI North Main Street Fire Station
Town of Mansfield Building Capital Forecast Consulting Services Page ii
Executive Summary February 15, 2011
Notes:
1. Total building square footage was provided by the Town of Mansfield.
2. CRY = Current Replacement Value is considered the approximate value, in current
dollars, to replace a building. The CRY is based on building types of similar to those located
in the Boston, MA metro region, and published construction cost data R.S. Means.
3. Deferred Maintenance (DM) = Repairs or equipment replacements that should have been
completed, but have been deferred resulting in further facility damage or non-operation.
DM is recommended for correction in Year 1, or 2011.
4. Inflation is not included in the above values; all costs are Net Present Values (NPV).
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5. Facility Condition Index (FCI) = DM divided by CRY The following graphic provides a
relative comparison of the facility condition index (FCI) values for each
building (the lower the FCI, the less deferred maintenance and the better the condition of
the building).
Based on the results of our condition assessment, we found that the North Main Street
Fire Station, Highway Department Garage, and Memorial Hall were in the overall worst
condition, compared to the remaining buildings assessed. Many of the systems at these
buildings are at the end of, or have surpassed their expected functional life, and
recommended projects are included for completion in Year 1, or 2011.
Often, funding was not available for keeping up with deferred maintenance (DM) or
correcting deficiencies at certain buildings, mainly being the three mentioned above. In
addition, the Mansfield Police Department also has a noteworthy amount of repairs
recommended in the immediate future.
Planning for capital renewal will need to incorporate the necessary funding for maintaining
the current buildings, space utilization throughout the Town, the priority (or critically) of
each building and how they compare to each other. The measures will also have to take into
account the various building conditions and ages throughout the Town.
Based on our condition assessment, we identified an average annual anticipated capital
expenditure requirement of about $402,800 for the seven buildings over a period of 10
years to meet the needs of reducing the deferred maintenance (DM) backlog and keeping
pace with capital renewal requirements.
This represents a value of about 1.8'10 of the total CRY (of seven buildings) on an annual
basis, which falls near average-to-slightly on the low-end of the appropriate range for the
industry. Town of Mansfield Building Capital Forecast Consulting Services Page iii
Executive Summary February 15, 2011
Exterior element repairs and/or replacements, including fa<;ade, roof, windows
and doors, comprise the majority of the Year 1 expenditures based on the age of some of
the buildings and failure to address necessary maintenance.
The relatively high backlog of deferred maintenance appears to be due in part to the age
of the buildings and systems, and generally low reinvestment rate for previous years for
four of the seven buildings (North Main Street Fire Station, Highway Department Garage,
Memorial Hall and Mansfield Police Department,). To nearly eliminate all the DM by 2013
(Year 3 of study period), the average annual expenditures recommended is $1,150,000;
setting a goal to eliminate DM by 2015 would require a budgeted amount of approximately
$712,000 per year.
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SUMMARY OF FINDINGS
OVERVIEW
The overall objective of this project was to help finalize a facilities capital expenditure
plan for the Town of Mansfield. This was to be accomplished by determining the current
condition of the facilities, and validating previously identified deficiencies and appropriate
repairs or replacements of the building systems over the next 10 years. The Town
performed original assessments of the buildings in the spring/summer of 2010. We
conducted an independent assessment of the facilities and used pre-populated
condition survey forms from the Town to verify, add, and update information on the forms.
Then, this information was used to prepare a capital expenditure forecast for each
building assessed.
Capital plans are most likely to succeed when long-term facility needs are truly understood
in terms of current assets and future needs based on strategic master plans. Chances of
success are further enhanced when there is already a culture supportive of the
implementation of a well-developed facilities investment plan. Conversely, an effective and
strategically sound capital expenditure plan can help establish such an environment, where
it does not already exist. The Town defines their capital projects as work with values of
$15,000 or more, and with the intent that these projects will extend the life of the
building. Therefore, the capital expenditure forecasts include projects equal to or greater
than $15,000. This value was increased as of the Town's FY2012 budget cycle; the previous
capital minimum value was $10,000. Where individual projects did not meet the
dollar threshold for capital spending, we attempted to bundle similar work together to
meet the spending criteria. However, there were many items observed during our
assessments that fell beneath the minimum capital project value, but are still noted within
the revised condition survey forms.
We recommend that these projects be completed as indicated, with funding from
operations budgets. Below is a brief summary, by system, of major or critical findings.
GENERAL FINDINGS
In general, our assessments revealed that an average amount of on-going preventive
maintenance and Iifecycle replacements is in effect throughout the visited buildings.
It appeared that most of the mechanical and plumbing equipment was being maintained or
upgraded on a routine basis. However, several instances of electrical service equipment
being undersized based on current loads were reported, and there was not consistent
testing and preventive maintenance. The majority of exterior elements at the four or
the seven buildings were lacking in routine maintenance, and projects such as fac;ade
repairs and roof replacements are being continuously deferred.
Below is a general summary of the conditions and findings.
Summary of Findings February 15, 2011
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Substructure - The majority of the building foundations could not be assessed due to lack
of basement or foundations being below grade. Visible areas were in overall good condition
considering the age of many of the buildings. There was no evidence of major differential
settlement or displacement. Minor cracking and settlement was observed around floor
drains at the North Main Street Fire Station and cracking was also located in the exposed
foundation at the Mansfield Public Library/COA and Town Hall. These areas should
continue to be monitored for additional cracking that may represent movement within the
soil or structure.
Shell - Overall, the exterior elements of the building were in fair to poor condition for
most of the buildings. We have recommended immediate repairs or replacements for many
of the buildings' exterior sealants, tuckpointing of mortar joints, and door replacements.
Roof repairs or replacements have been recommended within the first three years of the
capital forecast for all of the buildings surveyed. Shell component expenditures
recommended in the Year 1 account for approximately 6570 of the total deferred
maintenance ($1,560,000 of $2,383,980).
In addition, we recommend that an OSHA-compliant roof access ladder and safety railings
are installed at the main roof access of the Highway Department Garage. This correction
should fall below the $15,000 capital project value, but should be completed immediately.
Interiors - Floor, wall and ceiling finishes were generally in fair to good condition
throughout the buildings we surveyed. Replacement cycles of interior finishes are shown
throughout the lO-year study period for each building if it was a large enough expense to
meet the $15,000 value; typical finishes include carpet replacement and repainting every
10 years, and VCT and rubber flooring every 15 years. Other capital expenditures included
restroom renovations.
HV AC - In general, the heating, cooling, and ventilation systems in the buildings surveyed
were in fair to good condition. Heating for the buildings was provided mostly by heating
water boilers, while cooling was provided mostly by packaged rooftop units or split-
systems. Buildings with newer HVAC systems also utilize energy management systems.
Recommendations throughout the study period included budgeting for life-cycle
replacements of the heating and cooling equipment. The North Main Street Fire
Station was the only building recommended for immediate heating capacity upgrade.
Fire Protection - There were a mixture of addressable and non-addressable fire alarm
systems throughout the buildings assessed. We have recommended that fire alarm panels
and systems be replaced and/or upgraded with modern technologies every 15 years. We
noted some items to be corrected immediately; these included: unsealed ductwork
penetration between Town Hall and Memorial Hall basements to be corrected, and excess
storage in the Public Library attic stairwells to be removed.
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Past due fire extinguisher inspections were noted throughout Memorial Hall.
Electrical - Overall, the electrical service for the buildings was aged or reportedly
undersized for the purpose, but in operational condition. Vintage wiring is usually of the
fabric-covered rubber-insulated type in buildings that are typically 40-years old or older,
and it is believed to still exist in buildings such as the Highway Department Garage,
Memorial Hall, and North Main Street Fire Station. Vintage wiring is usually replaced as-
needed during renovations.
Several buildings assessed had instances of clearance and storage issues in electrical
spaces which are in conflict with the National Electrical Code (NEC); these included the
Highway Department Garage, the Public Library, North Main Street Fire Station, and
Plymouth Street Fire Station. We recommend these clearance and storage issues are
corrected immediately. We also recommend an electrical preventive maintenance program
be established for all the buildings, and should be performed every three to five
years by a licensed electrician.
Plumbing - The plumbing systems serving many of the buildings were in good condition.
Plumbing recommendations were limited, and the cost to replace the observed domestic
water heaters would fall below the $15,000 mark. Typically, domestic water piping and
drainage systems have a life cycle of about 40 to 50 years, but performance typically
exceeds this depending on water treatment and the piping environment. Minor repairs
should be manageable by the maintenance staff over the near term.
However, due to the age of some of the buildings' infrastructure, aged piping systems do
exist, and should be checked periodically for leaks and deterioration. Major plumbing
replacements should be considered during building renovations.
Conveying - One elevator, dumbwaiter, and chair lift were present throughout the
buildings. These conveying systems were relatively new, and in good condition. We don't
foresee any capital expenditures regarding the conveying systems within the next 10
years.
Site Improvements - Most site elements were found to be in overall fair to poor condition.
Many of the landscaped areas are in need of improvement or upgrade. Asphalt pavement
projects are recommended at the sites visited with the exception of the Highway
Department Garage and Memorial Hall, as it shares parking with Town Hall. Concrete
walkways were found to be in fair condition as well. Concrete repairs were recommended at
the North Main Street Fire Station as part of an asphalt pavement project.
Selectman Aptowitz noted that he is not surprised with the conclusions of the report as
the DPW staff has been telling them of the decline of our public buildings for years.
It is clear to him that we need to bond the money sooner rather than later to begin
necessary repai rs.
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Mr. Azinheira stated that the department does not have the staff to perform the work
needed and would have to contract out 9970 of the projects.
Selectman Aptowitz suggested that perhaps the town needs to take a hard look at some of
our older buildings and rebuild them instead of repairing.
Selectman Annino thanked Mr. Ahern and Ms. Gutierrez for all their hard work that they
have put into this report. It is very comprehensive and easy to understand.
Chairman Moran stated this will be a difficult project to fund as we do not the reserves
needed. However, at the same time, we can not afford not to. Our buildings and
infrastructure are crumbling.
Selectman Aptowitz and Mr. Ross discussed the possibility of continued bonding or new
bonds to provide the needed capital.
Brush clearing/storm tree debris cleanup
Lee Azinheira, DPW Director and Mark Cook, Highway Operations Manager are present for
discussion.
Selectman Dentino stated the DPW dept. has been understaffed for years. As such he
would like to see the personnel we do have focus on road/infrastructure needs.
He further stated we need to outsource all the brush clearing and line striping needs of
the town. We don't have the manpower and it costs less in the end (due to not paying
benefits).
Mr. Azinheira stated they do outsource brush clearing and tree cutting. The DPW staff
only provides these tasks when it occurs in a public safety area or of immediate need.
Mr. Cook stated the dept. receives work orders on a daily basis from residents that need
brush cut for sight lines on their streets, clogged catch basins, trees down in the road,
etc. They cannot forgo these activities as they are resident requests and need to be
handled promptly. It is a daily balancing act to prioritize work with reduced staff.
Selectman Dentino firmly believes in supporting scout projects and unfortunately they
need to utilize DPW staff to assist with these projects. He understands the demand this
can put on the staff and appreciates what ever they can do to assist.
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Selectman Aptowitz then addressed the storm damage that many residents have had and
asked if we can get a wood chipper to assist residents with large branchs and trees parts
that have fallen in the towns right of way.
Mr. Ross stated that he has seen spring and fall cleanups (in other towns) and it can get
very expensive, very fast. He unfortunately does not feel that Mansfield can afford to
offer this service at this time. However, that is a decision for the Board of Selectmen.
Selectman Kozlowski stated that perhaps this can be combined with the Great Clean Up
day that we have every May. Mr. Azinheira stated that effort is dedicated to trash pick
up not brush and yard waste. It would be too much.
Q&C
None
Weekly Business
Warrant No. 11037T in the amount of $47,667.68
Motion: To approve (Aptowitz/Kozlowski) 5:0 passes
Warrant No. 1l037E in the amount of $2,190,879.77
Motion: To approve (Aptowitz/Kozlowski) 5:0 passes
. Renewal Applications from Marilyn Lewis, Mansfield Housing Corp.
Discussion: Selectman Dentino would like to see the candidates in even if they are
the only one applying. However, Selectman Aptowitz does not feel it is necessary as
they see the boards and committees once a year anyway. More if there is a
problem or issue.
The board would like to start seeing applicants before them regardless if they are
the sole applicant or not.
Motion: To appoint to a term to expire January 1, 2014 (Aptowitz/Kozlowski)
5:0 passes
. Renewal Application from Alan Clapp, MBC.
To appoint to a term to expire January 1. 2015 (Aptowitz/Kozlowski)
5:0 passes
(Both late renewals and would like to stay on boards)
Board of Selectmen Minutes of Morch 16. 2011
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. Meeting minutes of February 9, 2011
Motion: To approve (Aptowitz/Kozlowski) 5:0 passes
. Meeting minutes of March 2,2011
Motion: To approve (Aptowitz/Kozlowski) 5:0 passes
. Meeting minutes of March 9, 2011
Motion: To approve (Aptowitz/Kozlowski) 5:0 passes
. Executive Session minutes of March 11,2009 and March 25,2009.
Chairman Moran asked the Board of Selectmen if they would like to release or not.
He noted that town counsel has recommended that the board not release executive
session minutes due to the changes in open meeting law/attorney - client privilege.
Motion: For purpose of discussion, to release executive session minutes.
(Kozlowski/Dentino). 1:4 motion fails. (Dentino aye)
Selectman Dentino would like to know if this means that executive session minutes
would never be released. Chairman Moran stated that they are discussing a set of
particular minutes that contain discussion of lawsuits. Not every single set.
Selectman Aptowitz was concerned about releasing old (2007-2009) executive
session minutes that most of the board members were not around for. Town Clerk
Christian had stated that would not be an issue for the current members to approve.
Correspondence
. Letter from Mass Highway in regards to the annual spring state highway sweeping
operations. They are requesting the town depts. to sweep any dirt or debris from
the state highway sidewalks to assist them with cleaning operations.
. Letter from Boy Scouts of America Troop 17 announcing the Eagle Court of Honor
for Scott Roberts on April 2, 7pm at the Orthodox Congregational Church.
. Email from Tremont St. resident regarding leaking on the railroad overpass over
106.
Town Managers Report
. 150 people have signed up for the pay by phone option for commuter parking.
. Meeting with Keep Mansfield Beautiful was positive and they have many great ideas.
. Warrant review is underway and Atty. DeRensis will be with the bos next week to
review them.
. He is still working on the budget however; final numbers have not come in yet.
Board of Selectmen Minutes of March 16, 2011
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. The Board of Selectmen still needs to declare a date for town meeting. The Town
Clerk would like to have them decide by next week so she can book auditorium.
BOS Updates
. Selectman Kozlowski: Cost Savings Incentive Program has already received a few
ideas. Chairman Moran will put them on the agenda for next week.
. Selectman Aptowitz: Email regarding search committee for town accountant.
When are we meeting with the Comcast committee?
Flagpole update: The committee has collected $11,000 so far. Their goal is reach
$35,000 to pay for the whole program. Thank you to everyone who has worked on
this and contributed.
. Selectman Annino: Rt. 106 mural proposal project. He feels that having murals on
the underpass may distract motorists and may pose as a maintenance issue in the
future. Selectmen Dentino and Aptowitz shares his safety concerns.
Update on strategic plan? Mr. Ross needs to discuss it further with Planning.
Looking for information on SPREDD road project. It should be finalized within the
next couple of weeks.
. Selectman Dentino: He would like the board to consider the use of Sheriff Hodges
"chain gangs" for work around town. Mr. Ross will consult with staff by weeks end
to discuss what needs to be done.
. Chairman Moran: The next couple of weeks will be getting busy with budget and the
agendas are already beginning to fill up.
He feels that it is important to seriously address the buildings report we heard
earlier and they will need to discuss it with FinComm.
Adjournment
Motion: Adjourn meeting at 9:34pm (Aptowitz) 5:0 passes
i9()~~ ~
Signature of Clerk
'/#e'U-c:4 2~2t111
Date of Approval
Board of Selectmen Minutes of March 16. 2011
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