So do we do we actually have a quorum?

We do have a quorum.

A quorum for the planning board is three members.

I thought it was four.

I'm sorry.

Okay, good.

Three, because it's out of, it's a majority, and there re there should be a total of five regular planning board members.

Oh, yes.

Um any much uh three is a majority.

So um Jay, go ahead.

Let's start.

Okay.

This is a special meeting of the Stanford Planning Board.

It is August 8th, and the time is 11 a.m.

On the agenda tonight, we have seven supplemental supplemental capital capital appropriation requests.

First item on the agenda is hydrant replacement project number CP9351.

Total request 13,600 13,642.83 cents.

Uh insurance claim for replacement of two hydrants equipment only.

Is uh Miguel Lopez here?

Or is somebody going to speak for the city on this?

I I thought Mr.

Obeless would be here, but let me um let me double check.

Leslie, do you what did he confirm Miguel?

Yes, he did.

I will be this this one's this one's simple enough.

It's $13,642 for the replacement of two fire hydrants equipment only.

Uh and the fund source for for both is insurance insurance claims.

Are there any questions?

If not, I will entertain them for CP93 Jeremy.

Are you making the motion?

Yes.

I'll second.

We'll be seconded by Chad.

All in favor signify by saying aye.

Aye.

Motion carry you.

Item number two citywide signals, amount of 150,000.

And Luke, you're to be speaking on this.

Uh yes, I just let him speak.

If you could read uh did you say the project number?

Bill, Jay.

Sorry, project.

C56174.

City wide in the amount of 150,000 dollars.

Okay.

Um so yeah, as part of the uh zoning approval for the 74 Broad Street Development Site, they're required to convey a check for 150,000 to the city um for traffic signal upgrades in and around the uh site development.

So this is part of their um uh zoning board approval.

So for traffic cycle upgrades.

And the source of funds for this are private contributions.

Can you expand on that a little bit?

Correct.

Yeah, it's from the developer to the city.

So it's all private contributions.

Okay, and this is a standard procedure.

Any questions from the members?

Yeah.

If not, I will entertain a motion on project C56174.

Move by.

I'll move this one for approval.

Seconded by Jeremy, all in favor signify by saying aye.

Carry unanimously.

Third item, parking improvements, project CP 850.

The total request is 2.5 million dollars, and the source of funds is capital none recurring.

Speaking on this, we have Luke again.

Um as part of our um standard upgrades to the city parking garages and maintenance and upkeep of our parking garages.

This money will go towards concrete work, waterproofing on all levels, as well as drainage work, specifically in the Bell Street garage.

Um, the waterproofing membrane enhancements as well as the drainage upgrades are necessary to keep the concrete um in good condition.

And then there's some concrete work such as spalling um to repair.

Additionally, we'll be painting the structural steel within the uh parking garage.

I wouldn't note the source of funds comes from uh uh the parking fund.

Yeah, sorry.

Yeah, the source of funds for capital now recurring comes from the parking fund.

And maybe you can expand on the parking fund, Luke.

Sure.

So the parking fund, the sources of it's an independent fund from the general fund, sources of revenue are uh parking meters, um parking permits, as well as the um uh parking citations that we collect as well.

So uh this is essentially just the excess revenue.

We transfer over a capital non-recurring for the maintenance and upgrades of our parking facility, such as this.

Luke, um, which garages specifically will this work actually be going uh be made at?

This will be in the Bell Street Garage.

Uh more of it in the Bell Street Bell Street Garage, and then we've been doing work in both Bedford and Bell, those are two oldest garages um in the past few years.

Um this is just you know, continuing that work, keeping our garages in good state of repair.

This all comes from an assessment and uh engineers assessment report that we did on the garages.

Okay.

Jeremy, any questions?

Almost said, thank you.

Entertain a motion on item CP 850.

I'll make a motion.

Jeremy seconded by Chet, I hope.

Well, you can't you can't you can too, Jay.

You're still a member.

Carried unanimously.

I didn't know thank you, everyone.

Have a good week.

You as well, Luke.

Have a good one, Luke.

Thanks, Luke.

Fourth item, utility paving.

Um, in the item CP871.

Uh, in the amount of 719,123.36 cents.

It will be spoken on by Tom Turk.

Tom.

Hello, everybody.

Hi.

So this is the checks that were given to the city by the utilities for the roads that we agreed to pave uh so that the residents don't end up with half new road and half old roads.

So this is just approval to use those monies for the work going forward.

So in other words, no tax dollars go into this.

Yes, because we have to do the other half.

So basically we're getting half the road for free for an older road that we wasn't really on our radar, and then we also do a little bit of minor drainage repairs if there's a bad catch basin or something else wrong that we know of.

Uh we we use a little bit of capital money, and then the other half is uh this money from the utility.

It's just a good way to make sure residents don't have half bad and half good.

Just just one question.

How do we determine uh what percentage is private contributions and how much city funds go?

Uh engineering walks with the utility and outlines how much damage they cause to the road and uh and they determine the scope that is owed by the utility.

Opening up the roads to lay cables and things and pipes.

Correct.

The engineering monitors all that and makes sure they pays their fair share.

So Thomas, and then I I take the money and I use it to go pave it, curb the curb, and then we use a little bit of our own money to do the whole road and some drainage work.

Thomas, so I guess just to look at an example, like the work that was done on Long Ridge within the last year.

You know, I know the utility company paved half of that.

That was all we paved, you know, from curb to curb.

Uh you know, this year within the last probably two months.

That's more or less what happens here.

Is that that uh yes, that's a state road, so that wasn't us, but yes, the same same thing will happen.

You'll see a trench on one side, but we'll do the whole road.

Understood.

Uh, not all not everywhere.

So I literally drive every road that they tell me about.

If our side is still good, I'm not gonna waste our time and money just making it you know darker black, so people are happy.

If the roads in good condition, then we just let them do their half.

So this is mainly on already worn out roads that they just happen to be on.

Engineering gives me the list of roads that they messed with.

I literally drive all of them.

I'll determine if it's worth the city to do the whole width.

Once I give them that list, then they draw up a quote.

Engineering makes sure that they're giving us the right amount of money.

And then now the checks are in, and now we're presenting the checks to you guys for approval, so I can use that money to finish the work.

So it's a win-win because they have to use their bid pricing, not our bid pricing, which is a little better because we have more scope.

So we get we get more bang for a buck out of them.

So it's it's a good deal.

We get a full width road.

It's a little bit cheaper for us than if we went in on our own.

So it's a it's a good program.

Thank you.

Any further questions, Jeremy?

If not, I'll entertain a motion on item CP8711 utility paving.

Moved by Chit.

All in favor signify by saying I carried unanimously.

Next item.

Thank you.

Thank you.

Lathin Wider property claim project CP for 000074.

Total request 1,303, 840 and 99 cents.

This is a property insurance reimbursement payment to cover the cost of mechanical reimplacement replacements at Latin White from a water damage claim that occurred in January of 2025.

Is Scott Bush there?

Yes, hi everyone.

This is Scott Butch's director of facility and sustainability.

So I apologize in advance.

I'm actually on vacation at the beach.

Um so I'll try to be as brief as I can.

So this is uh for the reimbursement claim I had to have lathe and wider.

This is the insurance check from Chubb Insurance to cover the um mechanical upgrades that we are now making in order to reopen the building.

Uh this uh chubb covered approximately 95% of the uh essentially bid uh documents.

Um what was excluded were items that we chose to upgrade, including a sum pump and two controls, but uh overall is about 95%.

And um, this is to deposit the money and then pair contractor.

Yeah, Jeremy.

Questions?

Um Jeremy.

Yeah, I don't think I have any questions.

I have one.

Yeah, yeah.

Um the um we've been uh of course on the lathe and wider, it's affected the the library, it's um affected the uh health uh department.

Um and in conjunction with those, I it was my impression that this um work was going to be completed this summer, like by by this month, August.

Is that uh not the case?

We are we're hoping to open uh sometime in September.

Um we are on schedule.

Uh we did the pre-order for the switch gear, um, which turned out to be a good decision because that was about a 24-week lead time.

The boilers have been shipped, and um, if they're not at site yet, they should be there within a day or two.

Uh so all of this the scheduled work is on time.

Uh, we are planning to open sometime in early September.

Looks like good.

Thank you very much.

Yep.

Okay.

No further questions.

I will entertain a motion on CP000074.

Lathin White Wider property claim.

I get who it might be your turn, Jeremy Jeremy or mine.

Doesn't matter.

Okay, I'll second.

So in favor, signify by saying aye.

Unanimously.

Thank you.

Yes.

Thanks, Scott.

Okay, next item on the agenda 001362 Old Long Ridge Road Bridge, number 135010.

And on this, we have to speak Lou.

Good afternoon.

Good morning.

Um, Lou Castellow City Engineer requesting uh an authorization of 220,000 for the design engineering fee for this uh bridge replacement.

Um this uh was the result of a grant uh application that I submitted at the end of May.

That is the deadline by which the state local bridge program applications are due.

Uh the state um then uh provided the city with a positive response.

I've submitted on this this bridge before, but it wasn't uh up uh I guess it was not included in their program authorizations, but this year they did approve the uh uh the uh the application and um and that was approved on June 26th.

Um, and basically the way this works is uh 50% of the funds is city, 50% is state, and then um the bridge.

I have a little presentation real quick one.

Do you are you interested in seeing it or not?

Sure.

Okay, so um I'm gonna share this.

Uh the share is unfortunately suppressed, so I can't Lindsay, are you able to unsuppress that?

Yeah, I think I have to make you a presenter.

So if you give me just one second.

Oh, there okay, good.

Thank you.

Um and now you should be able to share.

See that?

Not yet.

I think with teams, I think it's like you have to click twice.

It might, I think it's several chairs.

Oh there it is.

No, no, that's yeah, there you go.

There you go.

Oh long can you see it?

Yeah, yes.

Okay, let me just change the view of this.

Okay.

So um this old there's a lot of bridges on old Long Ridge.

So this one is uh just it's located here just north of La Rocas and just uh south of Hunting Ridge Road Bridge.

So that's the one we're talking about.

Um so okay, you can see that still.

Yes.

Okay.

Uh so this is the the original.

Yikes.

Okay.

Um the existing bridge was built in 1940.

Uh short span 14 feet.

Um, so this is what it looks like now.

You get a little closer look if anyway.

So this is what it looks like from above.

Um, and then as you get closer, you can start to see the deterioration here.

Expose reinforcing steel.

Um a couple of pictures there.

It's penetrating up through the roadway surface.

Um, you know, other parts of the bridge are you know, they're old, but some of it's still sound, but much of it is is heavily deteriorated on on one side.

This is from above.

You can see the sinkhole that's developing in the road.

So, based on that, um, I had the uh work with the traffic department, and we went to alternating one-way traffic with a stop sign to keep traffic off the um uh the the right side of the picture.

Um seems to be working reasonably well.

However, you know, if you lived here, you wouldn't be too thrilled about having this kind of a setup in front of your house.

And we've gotten a few complaints, so we're moving forward with a complete replacement.

Um, we have some permanent barricades here and some stock controls.

Uh just north of this, which is um looking at this image, uh right here.

Um, this is another bridge.

This is a hunting bridge road bridge.

Uh, that's this project.

So you can see um the condition of Hunting Ridge before, very similar to this one here.

And this is the bridge that we opened up in June.

So um, you know, pretty satisfied with with this project.

So um, you know, unfortunately, there's another bridge right next to it that needs work, but um there are about 40 bridges in Stanford.

So, you know, based on whatever funding uh programs are available, you know, I try to seek them.

Stop the share.

So that's what the 220,000 is being uh used for in terms of design.

Probably better than having a car into the into the creek.

Yes, of course.

Yeah, Jeremy, any questions.

Well, uh just one.

Lou, um, give it given um for these kinds of things, and and it doesn't look like it's the case on this bridge, but uh the erosion is clearly from you know elevated water running through the the creek or a river, whatever it is at times, you know, of heavy rains or whatever uh through the years.

Do we ever um uh uh investigate whether it's makes sense to raise the bridge up, you know, 12 inches or some minimal distance to in light of the rising water levels?

Yeah, so um yeah, good question.

So the um a uh hydraulic modeling is done um to see what um storms can pass the structure.

Uh the problem with these old bridges and and and these areas is um you have to look at downstream considerations.

Number one, so if you increase the hydraulic uh capacity of the opening, you're sending more water downstream, and you could be creating a lot of impact to people downstream that didn't exist beforehand.

So that's one problem.

So that really is limiting what we can do.

The other is just the physical ability to raise and meet grades around what's existing.

So, you know, there's you know these are old, you know, properties, and so if we elevate the bridge and we have to grade back, we we could be in private property, and there could be all kinds of impacts.

So you know, we we kind of are are really sort of confronted with just repairing the structural damage.

And you know, if there's an opportunity to create any hydraulic improvements, we'll look at that.

But but generally uh we can't solve for you know um all those all those issues because of those other impacts.

Okay, we just can't chase everything.

Yeah, understood.

So for the questions, we'll entertain a motion.

Jeremy, your turn.

Okay, you think it's my turn or is Jeremy?

It's okay.

Nobody coming in there.

All those in favor signify by saying hired unanimously.

And last.

But definitely not least.

Maintenance of parks request for five million dollars.

And Lou, you will speak on this one just uh again as well.

Yes, um, I'll tag team this with Erin McKenna from land use.

Um, if she has uh the ability to unmic herself.

Um there she is.

Okay, good.

So uh this is hello.

A request for uh five million dollars.

It's um uh all grant um uh request.

And basically uh this is the result of uh a notice of award through um a grant program that we received on June 26th, uh just recently.

And um so this is a grant that requires a one-for-one match, and as you may be familiar in the cap prior capital authorizations, we've been um requesting money for the matches uh over time, and the most recent one was the uh the the 25-26 fiscal year capital request of 1.6 million, and in the comments section there it kind of articulates you know the whole program.

The this request of 1.6 is an orlip grant, one for one match, which is included within uh uh an awarded five million dollar grant.

So this is the five million dollar contribution.

Um these projects, and Aaron could uh elaborate if you have any questions about what the projects are, but they're all included in the 2015 master plan.

The um the one that's really most critical for us is because we have it designed and we're eager to um you know to bid the project to get the work underway is the uh the parking lots uh at Cummings.

Uh if you haven't maybe you've been down there this summer, but the but the you know, both parking lots are in pretty bad condition, and that design is completed and we have the bid package all ready to go, but we wanted to wait for the grant authorization to be able to you know move this thing forward.

So that's one of one of several projects um at Cummings that we plan to do with this.

If you have any questions, uh Aaron or I could answer them.

Yeah, uh just just one from me.

Um the um I I know it's would be consistent with the uh 2015 master plan and and to that extent, even um consistent with what's been proposed for the uh 2025 master plan um in terms of additional um shade trees and maximizing um shade, you know, and heat sink heat island effect, etc.

etc.

etc.

So are are we are what what provisions um relative to that at those aspects of the master plans are are being incorporated into the uh the uh planned improvements.

It might be helpful to just look at a a map of the park and show you where the improvements are.

There's some opportunity for tree planting, but um, is it right to share the screen?

Yes, I let me I have to make your presenter first.

All right, you should be good to go, Aaron.

Okay, where's the share thing?

Oh, there it is.

Okay, sorry.

All right, we can see.

Okay.

So we'll zoom in a little bit.

Yeah.

Okay.

Here I'll just do the up here first.

Um, so the this the what you're looking at is a graphic from the grant application showing the the grantor, what we're what what um elements we're including in the scope of work.

And it includes um redoing the existing game court, so no tree opportunities in particular there.

Um and the basketball courts.

What is that?

Uh no, so tennis courts, pickleball courts, um, the Conti bathrooms, that's what number two is.

Redoing that building, which also has some maintenance storage space.

Redoing this baseball field.

Um, maybe some landscaping in there.

Um, there'll be some tree planting that is incorporated into the what the um the parking lots that Lou just mentioned that we bid will be bidding this month.

Uh we'll include some trees within the parking lots where there are no trees now.

Um this space here is a parking lot that is never fully used until yeah, sometimes on July 4th when there's um fireworks that's full.

But it's an opportunity, and in the master plan calls for some kind of a beneficial recreational use, which has yet to be determined.

There'll be a public process that'll help us define what that will be.

But that would certainly be more green than the existing, you know, just asphalt.

And then the other improvements over here in West Beach, redoing this parking lot that serves the soccer field and the baseball softball fields, and redoing the parking lot here where we would be installing some trees.

Redo there's a scour wall here we'd be putting so we could protect the parking lot, and we would be redoing the interior of the pavilion.

Aaron, do you happen to know off the top of your head um what the the city uh does have some requirements um you know placed on uh capital projects for uh a certain number of trees per park park parking spaces?

Do you happen to know what those requirements are?

I don't know what they are, but uh we'll be adhering to them in our parking lots.

I don't know the off the top of my head, like every 10 spaces there should be a tree, something like that, but I don't like that.

Yeah, okay, good.

Good.

Okay, thank you.

Thank you.

Any additional questions?

If not, I will entertain a motion on project CP4.

Oh, Jeremy, are you you moving or questioning?

No, I'll make the move.

Okay.

It's CP400068, moved by Jeremy, hopefully seconded by Chet.

All those in favor signify by saying aye.

Very unanimously usual.

Um and that concludes all the items on the agenda.

If Jet or Jeremy has anything to say before we adjourn.

If not, hearing none, um, that will conclude the agenda for this evening.

Our negative next regularly scheduled planning board meetings are August 12th, August 26th, and September 2nd.

Time is now 1127 a.m.

And this meeting is adjourned.

Thank you two for showing up.

Thank you.

Tremendous staff work as always.

Yeah.

Thanks, everybody.

Thank you all.

See you guys.

Thank you.

Bye, everyone.

Bye bye.

Okay.

Great job.