TOWN OF GUILFORD PUBLIC WORKS COMMISSION SPECIAL MEETING THURSDAY December 17, 2015 7:00 PM-GUILFORD TOWN HALL Members Present: Members Excused: Members Absent: Town Officials: Patrick Kinney, Joe Travaglino, James DeVoe and Gene Bishop Dean Mitchell; Chairman Mark Larkins James Portley; Town Engineer, Mark Damiani; Assistant Town Engineer, Tom Fillion; Highway Superintendent The meeting was called to order at 7:12 pm by Patrick Kinney, Acting Chairman. 1. Public Forum. 2. Approval of: a. November 12, 2015 Minutes. Upon motion by Joe Travaglino and seconded by James DeVoe, the Committee voted unanimously to approve the October 15, 2015 as written. Patrick Kinney, Joe Travaglino, James DeVoe and Gene Bishop 3. Public Works Director Report: Ongoing and Completed Projects o Completed drainage and paving on Towner Swamp Road o Continued organization of Public Works Site for efficient winter operations o Cleaned Catch Basins. o Moved topsoil stored at Peddlers Park out of Inland and Wetlands setback area per direction of Inland Wetland Commission. o Cleared downtown streets of leaves for Christmas Tree Lighting., o Cleared trees, ditches and culverts on Ledge Hill Road to eliminate road and property flooding. o Patched potholes and placed signs. o Repaired catch basins on Jamestown, Briarwood, West Lake Avenue and added one on Mulberry Point Road. o Two (2) men drug tested. 1
2 A sidewalk is being constructed to bridge the existing sidewalks on Route 1. The sidewalk construction work is being done by Larkin Construction and funded from the sidewalk fund. This is the site which gentlemen fell into the covert last year. Work on State Street and Church Street sidewalks in process. Gene Bishop commented that the work done on Chaffinch Island Road was very well done. Patrick Kinney asked if we have been able to catch up with work due to the good weather. Tom Fillion replied yes, we are in good shape with snow plow prep and working on backlog job list; consisting of approximately 30 2-3 day jobs, such as yard work, tree work and brushing for chip seal project planned for next year. Shim and leveling Grade Hill Road will be done in the spring. Prep work for that project can be started now as weather permits. Patrick Kinney asked if River Road will be paved in the spring. Jim Portley responded, yes. Maintenance o Board of Education: Repair Tracker Repair plows welding leaks Repair Golf Cart GU123 general maintenance GU127 general maintenance GU126 general maintenance, replace brakes, complete pads, rotors, calipers, hoses and ball joints on front left o Park & Recreation: F935 John Deere repair electrical problem, replaced 2 tires John Deere 997 replaced seat belt Repairs on other small equipment o Police: 885-XTC general maintenance GU10 general maintenance CU2 general maintenance, replace battery and replace headlamp assembly GU4 replace cat converter and sensors GU5 general maintenance. o Public Works: GU22 replaced oil pan GU23 replace brakes, pads, rotors, drums and shoes GU25 general maintenance, replace air compressor, wiper system, mother and transmission GU44 Swap out rear tires GU45 repair brake system
GU46 replace hub assembly and belts. Repair PTO drive shaft and replace brake sensor. GU55 repair brakes, clock spring in steering, service transmission, replace park level and indicator, general maintenance, replace two (2) front tires and replace batttery and switch. GU91 replace seat belt and repair sander GU96 install electric brake system. John Deere 120C replace thumb mounting plate o Golf Course Toro2300 repair electrical problem and small repairs on other equipment Overtime o 11/14/15 Two men (4 hours) o 11/17/15 Six men (3 hours) o 11/20/15 Two men (4 hours) Materials o Patch 49.82 tons o Top Soil 140 yards (Chaffinch and Towner Swamp Road) o Rock Salt 91.33 tons o Ice B Gone 24.07 tons 4. Commission Subcommittees a. Finance No financial report was available. One will be sent out to the Commissioners when available. b. Personnel Gene Bishop reported that there was a hold up on posting for the January Maintainer position of the installation of a new time clock system. This has been set aside and the job opening was posted today and will close January 4, 2016. The department of public works will review the applications and make a recommendation to the Personnel committee for interviews. Looks like February 1, 2016 before we have the new hire on board. Tom Fillion reported that Carl Pierson is close to returning to work. That will make a full complement of staffing at 19. c. Equipment Update 1. A 2016 Chevrolet Silverado was purchased with the State Contract Price. The truck was $5K less than the previously priced ford truck. Upon motion by Joe Travaglino and seconded by James DeVoe the committee voted unanimously to purchase 2016 Chevrolet Silverado Truck for $40,181.60. Joe Travaglino asked if an external fuel tank can be added from the dealer prior to purchase. 3
Abstain: The motion by Joe Travaglino and seconded by James DeVoe was revised for the purchase of the 2016 Chevrolet Silverado Truck for $40,181.60 plus the cost of an external fuel tank and pump. The Committee voted unanimously to accept. Joe Travaglino, James DeVoe, Patrick Kinney and Gene Bishop 5. Finances Budget Request Jim Portley explained the budget process is usually based on a package given out by finance with target dates. These packages are late getting out this year; however, the budget is still targeted for mid-july. Jim Portley reviewed the document with yellow highlighted items requiring changes in dollars. Change to the Full time salaries to include a.25 cent contract increase as well as a promotion from Maintainer I to Maintainer II proposal. No changes to part-time dump salaries this year. The figures for relief drivers are based on 13 storms. Overtime calculation used the standard formula. Upped Downed Trees figure to $4,800.00. Joe Travaglino asked if last year we had 35 storms why we are still using 13 storms as the base for the budget. Jim Portley stated this has been the historical figure used and is delivered with the statement that it is a theoretical number. Joe Travaglino suggested the budget be based on the last 2 years history instead of 13 weeks with the explanation on the change in budget request based on the change in base calculation. The materials budget should also be readdressed based on the previous 2 year history. The remainder of the budget discussion was tabled to the January meeting when more details are available. There was a discussion on the 2016 meeting schedule. Abstain: Upon motion by Gene Bishop and seconded by James DeVoe the committee voted unanimously to approve the 2016 schedule of the 2 nd Thursday of each month. Joe Travaglino, James DeVoe, Patrick Kinney and Gene Bishop a. Bills 4
6. Correspondence 7. Calendar Updates 8. Other Business Upon motion by Joe Travaglino and seconded by Gene Bishop the Committee voted unanimously adjourn the meeting at 8:30 pm. Joe Travaglino, James DeVoe, Patrick Kinney and Gene Bishop Abstain: Respectfully Submitted; Sally J. Berezowskyj Recording Secretary 5