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Manager Accounting Procurement June 9, 2017 TO: Board of Selectmen From: Michael Hartman RE: Manager’s Report Manager During the reporting period the manager participated in meetings of the library and High School building committees as well as one meeting of the working group for the new high school. Also during the period the manager conducted several interviews with candidates for unfilled positions. _________________________________________________________________________________________ Accounting Much of our time over the last two weeks has been assisting in the assembly of the official statement (prospectus) for the bond anticipation note issue. The notes will expire on October 20, 2017. Our plans are to issue $13,315,607 in “new money” and to renew $5,584,914 in existing notes. The project progress report for the quarter ended March 31, 2017 has been shared with members of the Board and should be posted shortly on the Accountant’s web page. Town meeting finished successfully with appropriations of $109,759,886.35. That amount included $3,100,697.77 of new borrowing authorizations and rescinded authorizations of $3,666,520.00. We used $443,239.24 in unexpended proceeds of old articles to fund new articles. __________________________________________________________________________________________ Procurement The Procurement Office has been nearly overwhelmed with the Construction Bidding this month. We’ve had numerous bidding projects for Department of Public Works, Engineering, High School – Early site package and the Library. We had an excellent bidding climate and received numerous competitive bids for all our projects. Stoughton now has an excellent reputation and contractors and vendors want to do business. The bids all came in within the budget. The High School Subcontractor bids are due on June 26th and the town hall windows are due on June 28th. We anticipate having bid documents on the street before the end of the fiscal year for Medical Records, Water Testing Services, Wet Well testing, Chlorination Analyzer, Environmental Compliance Audits, Road repair and maintenance. As the Procurement Officer is a member of both building committees, they will be involved with the ground breaking for the High School and the Library. The library move was successful; we were able to keep the prices low by partnering with Norfolk County Corrections to provide community service workers to assist with moving boxes. Their services have provided a savings of thousands of dollars to the Town. 1 In addition to all the construction, the Office continues to provide service for all the departments during the busiest time of the year. As a result of the vote at Town Meeting, we anticipate having a planning meeting with the department heads so that we can meet the requirements of the new by-law regarding the time limits on capital purchases. We are looking forward to regrouping after the final award of the contracts at the end of June. The Procurement Office has an open door policy and continues to welcome visits from town meeting representatives, local business representatives, selectmen and committee members in regards to the town processes regarding procurements. The Department is also dedicated to working with potential and current vendors that stop in with documents or picking up documents for procurements. __________________________________________________________________________________________ Human Resources In May the Human Resources Department completed the hiring process for the new Assistant Town Sanitarian. The HR Department has offered and is conducting background checks for the Sr. Clerk II - HR position. An Interview Panel has been convened and interviews have commenced for the hiring of Assistant Treasurer/Collector. The HR Director attended a seminar/training on Workplace Conduct and MCAD Issues _____________________________________________________________________________ Assessors The fourth quarter of the fiscal year is a hectic time for the Assessor’s Office. Our department is currently finalizing real property valuations for the preliminary tax bills for Fiscal Year 2018. These bills will be mailed by June 30, 2017. The on-going cyclical reinspection program continued with the data collection of residential properties, including condominiums. This included measuring and inspecting in the field and in-office data entry and valuation of these properties. The Board of Assessors and the Director of Assessing have been diligently working with Attorney James Sullivan on a few Appellate Tax Board cases. ____________________________________________________________________________ Engineering IN-HOUSE DESIGN, SURVEY PROJECTS, & PROFESSIONAL SERVICES (ONGOING): South Street drain culvert replacement – Town Meeting Approved Article for Construction Glen Echo Site Development - Ongoing Capen Reynolds Site Development – Ongoing Gibbons School stormwater design – 319 stormwater grant received for $147,000 – Design/ Specification Phase Dawe & Hansen School stormwater design - Sustainable Water Management Initiative grant received for $50,000; test pits and topographic survey were completed by the Engineering Department for the Dawe Elementary School. Preliminary Design plans complete MS4 stormwater coordination TECHNICAL ENGINEERING REVIEWS (ON-GOING): Mobile/ Dunkin – off-site traffic mitigation Monk Street Residential Development Sonic – Final As-built Review/ Bond Estimate for Planning Board Minor Building Permit Application – various locations 2 CONSTRUCTION PROJECTS/ INSPECTIONS (ONGOING): High School Stoughton Public Library Cumberland Farms – Turnpike Street Goddard Highlands Pump Station Goddard Highlands Residential Development – Phase II site work Burger King – Washington street Randolph savings bank – Washington Street Taj Estates – Residential 40b Development Sewer service connections – various locations TOWN-WIDE TRANSPORTATION PROJECTS - ONGOING: Central Street/ West Street signalization & roadway improvements Canton Street/ Central Street – Project funded on TIP for 2022 – project valued at $4,500,000 Route 138 roadway improvements from Lincoln street to stop & shop – tip project advancement – project valued at $3,000,000 – Project on 2021 TIP Schedule for Construction. Town Square, Washington Street & Park Street roadway improvements – Design Phase Central / Pleasant Street signalization upgrades - Ongoing Central Street Sidewalk Construction (north side) – Complete Streets Grant received for $400,000 – Project Completed Central Street Sidewalk Construction (south side) and pedestrian upgrades to West School – TIP project advancement – project valued at $1,800,000 - Ongoing Island Street truck exclusion analysis – technical assistance by OCPC for $10,000 – Completed on May 19th. Complete Streets Grant Application filed for Pearl Street sidewalks from Ralph Mann to Central Street Coordinating & assisting with the development of a work order system & asset management system for DPW Created Access Database for the Building Department permits Assist consultant with GIS shape files for Park Street sewer project Water, sewer, well gis updates Digitizing residential as-built plans and commercial as-builts and linking to GIS website Continue assessor map updates for FY18 Sewer tie card project – linking tie cards to parcel data Continue water gis updates IDDE outfall catchment mapping and ranking project Master address point MassGIS, nextgen 911 project ENVIRONMENTAL AFFAIRS: Mr. Conlon has been very busy performing reviews, inspections, and investigating complaints for possible enforcement actions. BOARD OF HEALTH: Town Sanitarian, Lawrence Perry, started on April 10, 2017. Lawrence is settling into his new position quite nicely. We just hired an Assistant Town Sanitarian named Sean Leahy. He will be starting in a couple of weeks. INSPECTIONS: Five perc tests were performed; Six septic installation inspections were performed; and Fifteen routine and two follow up restaurant inspections were performed. COMPLAINTS: Three new residential complaints were received. 3 PLAN REVIEW: Four septic system design plans are currently being reviewed and Five minor building permit applications were reviewed. APPLICATIONS: Seven pool renewal applications, Three installer’s permit applications and Five trench permit applications were filed and/or issued. MEETINGS: The monthly BOH meeting was held on May 11, 2017. Cesspool By-law Review - Working on generating a revised by-law Attended Emergency Preparedness Training. Reviewing all inspection and review procedures for efficiency and improvement. Interviewed potential candidates for Assistant Town Sanitarian position. ____________________________________________________________________________ Facilities . Dispatch project on schedule – flooring and new dispatch consoles to be installed week of 6/12 . Emergency alerting equipment installed at fire stations in conjunction with dispatch project . Lucius Clapp window restoration contractor has been selected, contract signed and given notice to proceed with work – storm window lead time is 15 weeks . Temporary library open; general contractor selected and looking to sign contract on, or about, 6/15; groundbreaking event to be held on 6/20 . Town Hall window replacement project pre-bid walk-thru took place 6/7; filed sub bids due 6/14, general contractor bids due 6/28 ____________________________________________________________________________ Planning The following is a summary of activities undertaken by the Town Planner
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