City Commission Workshop Meeting

Public Works & Utilities Committee -OFFICIAL Village of Waterford February 16, 2015 – 4:00PM Present: Members Baker, Goldammer, Chairperson Koeller and Nash Excused: Houston Also Present: Gil Amborn, Tina Chitwood, Jeff Dolezal, Rebecca Ewald and Doug Snyder (Baxter & Woodman) Chairperson Koeller called the meeting to order at 4:07PM. Motion made by Baker, seconded by Nash to approve the minutes from the January 19, 2015 meeting. Motion carried 4-0. Doug Snyder from Baxter & Woodman was present to review his February engineering report. The Water Treatment Plant Planning Study identified the Village needs to increase the water capacity from the plant that serves Wells 4 and 5. In addition, the water from this plant will violate drinking water standards if Well 4 is out of service for maintenance during the time that water is required in the system. He expects to have a rough draft of the engineering work order ready for review at the March 16th meeting. He reviewed the STH 20 Utility project. The WDOT designer is expected to have a revised plan set available by April of 2015. He gave an update on the draft schedule that is planned for the Fox River Canoe and Kayak Launch project. -Authorize Bidding: April 27, 2015 -Advertise: May 1, 2015 -Advertise: May 8, 2015 -Open Bids: May 18, 2015 -Review Bids at Committee: May 18, 2015 -SEWRPC wetland delineation: May 15, 2015 -Prepare the WDNR permit application: May 22, 2015 -Receive WDNR Approval: June 15, 2015 -Award the Bid: June 22, 2015 -Receive Signed Contract from Contractor: July 6, 2015 -Preconstruction Meeting an order the prefabricated launch sections: July 13, 2015 Discussion was held on the recommendation to request blinking, solar pedestrian sign(s) installed at the intersection of River Street/W. Main Street. Gil Amborn, Finance Committee member, had requested that the orange flags attached to the pedestrian signs at all four corners at the intersection of River Street/W. Main Street be removed. He believes they are unsightly and do not facilitate safer pedestrian conditions. On 1/19 the Public Works & Utilities Committee recommended removal of the flags and that theVillage Board request special enforcement of safe pedestrian crossing at this intersection. Following the meeting the Village contacted the DOT to request blinking, solar pedestrian sign(s) to be installed now through 2018. The DOT will permit this signage, but the Village would be responsible for providing and installing the signage. Staff sought a quote on the signage from TAPCO and it will cost $7,200 to equip one crosswalk (one sign at each corner for a total of two signs). Motion made by Nash, seconded by Baker to recommend Village Board move forward with the purchase of the signs and designate the crosswalk at River Street/W. Main Street (from the Library to the dentist office) as the intersection where the blinking, solar pedestrian signs be installed and funding come from the streets capital account. Motion carried 4-0. Motion made by Goldammer, seconded by Baker to move up on the agenda items #8 and 9. Motion carried 4-0. Tina Chitwood from RCEDC gave a presentation to explain what the Wayfinding Signage Taskforce is and their goals. Wayfinding can be defined as the orderly structuring of information required to enable people too comfortably and successfully access an environment. Information was developed from meetings with the Wayfinding Signage Taskforce and site visits and analyses conducted by the Taskforce and the consultant. In July 2010, the Village Board, Real Racine, Waterford Area Chamber of Commerce and the Baymont Inn and Suites agreed to work together to develop a Wayfinding Signage plan for the Village. The goal for the plan was to provide orderly structure of information to enable people to comfortably and successfully access Village areas and landmarks, including the establishment(s) that generate room tax. Coordinated by Racine County Economic Development Corporation staff (under contract with the Village), Absolutely Waterford was asked to participate in this effort, and the first Wayfinding Signage Taskforce meeting took place in March 2013. The result of this coordinated effort is a plan which details the framework for current and future phases of this project, resulting in the installation of coordinated Wayfinding Signage for the Village of Waterford. It is the desire of the Taskforce that each organization represented on the Committee consider implementing and funding (or seek funding) to implement the signage identified within the plan. The Committee desires that each organization also remains committed to the plan by providing representation on the Committee when annual plan review meetings are held. The Committee recognized Absolutely Waterford, Inc., the Waterford Main Street Program, for its donation of the consultant who led the Committee in developing specific signage recommendations. Chitwood explained the implementation schedule that is already in process, through the install of the initial signs by August 30, 2015. The Department of Public Works will be doing the labor for this project to save the Village money. Consecutive phases will be based on the ability to obtain funding. Motion made by Goldammer, seconded by Nash to recommend Village Board approval of the Wayfinding Signage Taskforce report and move forward with the implementation schedule. Motion carried 4-0. The Committee discussed the two engineering firms that were interviewed for the River Redevelopment/Ten Club Park Project and associated improvements. Committee member Mike Baker recused himself from the vote on this matter because he has worked with one of the individuals that were interviewed. Motion made by Nash, seconded by Goldammer to recommend Village Board move forward with Kapur & Associates as the engineering firm to design the preliminary and final designs for the River Redevelopment/Ten Club Park Project as presented but to also include as addendums for the Board to consider, the costs of an ALTA Survey for the properties and geotechnical Probe. Motion carried 3-0. The Committee then discussed an additional design within Ten Club Park that would include recognition of the service organizations. In the Wayfinding proposal, the current service organization emblems attached to the Village of Waterford entrance signs are proposed to be removed in April 2015. The organizations had reviewed suggested concepts for advertising their organizations in the community. They agreed that they desire to work towards a collective effort in Ten Club Park, particularly at the entrance to the new park near the intersection of Main/1st Street due to the high visibility. This could possibly include a changing message board sign to advertise their event in the future, or simply acknowledgement of their organizations. Currently service organizations advertise their events on banners at three locations in the Village, the intersections of E. Main Street/STH 36, W. Main Street/Racine Street, 1st Street/River Road. The DOT participated in a meeting with the service organizations and it was acknowledged by all parties that the banner locations may not be consistent with DOT permit requirements. While the DOT did not state they would be enforcing this now, they would be interested in the organizations finding a permitted solution in the future. It is anticipated that as the planning of the park evolves, that the organizations were encouraged to also seek an improved and attractive way of advertising their events. Motion made by Baker, seconded by Nash to recommend Village Board approval of an additional design by Kapur & Associates, to be included in the contract at no extra charge, that would include recognition of the service organizations within Ten Club Park. Motion carried 4-0. Update was given on the transportation aid formula. The transportation aids are usually a 6 year rolling average. Engineering expenditures directly attributable and charged to each individual road are eligible for highway-related costs. Road work would need to be done within the same 6 year time period in order for the engineering costs to be included in the transportation aid calculation. After briefly looking at the information on the roads for prioritization and cost estimates, the Committee decided they will need a special meeting to fully examine and make a determination on specific roads for cost estimates. In addition, the Committee wants to include in that meeting the discussion on moving forward with preliminary engineering for Racine Street and associated areas since they all are a part of the same subject matter. Motion made by Nash, seconded by Baker to table items #5 and #6 for discussion at a special meeting. Motion carried 4-0. Update was given on the letter to the DNR regarding farm drainage district permits. Update was given on the grant for Midwest Supplemental Funding for 2008 flood event. The Village submitted and received a grant for $1,108,200 for the installation of a new pump station and force main on the east side of the Village to assist the Racine County Farm Drainage District in 2010. When the project was designed it included two phases and only the first phase was completed in 2012 due to the expense of the project. In mid- January 2015 the Village was notified that there were still additional funds remaining to provide to communities who suffered damage due to the 2008 flood event. The Committee reviewed the Geographic Information System (GIS) request for proposal. Director Dolezal explained with all the large projects the Village is considering, we need a GIS system in place prior to the projects. The Committee was 100% in agreement. Motion made by Baker, seconded by Goldammer to recommend Village Board move forward with the RFP for the Geographic Information System. Motion carried 4-0. Koeller read the information on the Fox River Summit that will be held on Friday, March 20th at the Veteran’s Terrace in Burlington. She encouraged the members to attend if possible. Charapata gave an update on packet procedures. Due to the cost of color copies, the Village will not be printing color copies of materials for packets unless deemed absolutely necessary. If color printed copies are printed, they will be placed as an appendix and separate from the packet, rather than included in the stapled, page numbered packet. This is necessary because if they are included in the print job for the packet all of the packet must be printed in color and charged as color copies resulting in a large expense. Charapata gave an update on the Village Intranet and Trustee email accounts. She explained to the members how and what they can access on the Intranet. The Committee reviewed the correspondences: Plan Commission Minutes for January 21, 2015; Joint Finance Committee & Village Board Minutes for January 20, 2015; and the letter of support for the canoe/kayak launches. Director gave his report. Winter has been kind so far and we have only had one water main break. Well #1 was pulled due to the vibration issue and was sent out for an evaluation. He hopes that it will be back in service next month. So far the Village is in good shape on the salt budget. Motion made by Nash, seconded by Baker to adjourn the meeting. Motion carried 4-0. Meeting adjourned at 6:43PM. Respectfully submitted, Stephanie Charapata, Deputy Treasurer/DPW Utility Clerk