Public Works Committee

Public Works Committee Meeting Agenda Wednesday, July 12, 2023 at 6:00 PM Council Chambers Page 1. CALL TO ORDER 2. ROLL CALL 3. ADOPTION OF AGENDA 4. APPROVAL OF MINUTES a. Minutes from: 2-3 Public Works Committee - 18 May 2023 5. NEW BUSINESS a. 1993 John Deere Grader Replacement 4 Memo: 1993 John Deere Grader Replacement b. Authorization to Solicit Bids - SCADA Dam Controls 5 Memo: Authorization to Solicit Bids - SCADA Dam Controls c. Compost Site for Township Use 6 Memo: Compose Site for Township Use 6. COMMUNICATIONS AND MISCELLANEOUS 7. ADJOURNMENT  Public Works Committee Meeting Minutes 8:00 AM - Thursday, May 18, 2023 Council Chambers The Public Works Committee of the City of New Richmond was called to order on Thursday, May 18, 2023, at 8:00 AM, in the Council Chambers, with the following members present: PRESENT: Craig Kittel, Pete Vrieze, Scott Grady, Tim Gjovik ABSENT: Kari Kraft OTHERS Erik Evenson, Rob Weldon, Rae Ann Ailts, Lori Brinkman, Stacie Running PRESENT: CALL TO ORDER ROLL CALL ADOPTION OF AGENDA Pete Vrieze made a motion to approve the agenda as presented. Scott Grady seconded the motion. Carried unanimously. APPROVAL OF MINUTES Pete Vrieze made a motion to approve the minutes from the March 8, 2023, Public Works Committee meeting. Craig Kittel seconded the motion. Carried unanimously. PUBLIC COMMENT None NEW BUSINESS APPOINTMENT OF CHAIRPERSON/VICE CHAIRPERSON Scott Grady made a motion to appoint Craig Kittel as Chairperson and Pete Vrieze as Vice Chairperson of the Public Works Committee. Tim Gjovik seconded the motion. Carried unanimously. CITY-WIDE RECYCLING CONTRACT Rae Ann Ailts, Finance Director, spoke of the background of recycling in New Richmond over the past several years. She explained that the City is required to provide residential recycling services. The current contract was put into effect in 2018 with Advanced Disposal, who was later acquired by Waste Management. The City's recycling contract expires on December 31, 2023. Discussion included Public Works Committee Meeting May 18, 2023 neighboring communities' recycling costs as well as the potential to combine recycling and waste pickup services in the future. Rae Ann presented pricing information that was negotiated with Waste Management for renewing a five-year contract. She explained that the other option is to go out for proposals. Discussion included the pros and cons of renewing a contract versus going out for bids. Based on other municipalities' more recent proposals, bids could come back considerably higher than the negotiated renewal rate with Waste Management. Tim Gjovik made a motion to recommend renewal of a 5-year contract with Waste Management for recycling services. Craig Kittel seconded the motion. Carried unanimously. PUBLIC WORKS GRAPPLE BUCKET Rob Weldon, Public Works Operations Manager, presented a quote to purchase a grapple bucket which could attach to the Toolcat and the Skid Loader. A grapple buck is needed for ash tree removal due to Emerald Ash Borer disease as well as curbside branch pickup each spring. Staff looked at various grapple buckets. Rob presented a request to purchase a new grapple buck from Tri-State Bobcat in the amount of $4,746.14. Craig Kittel made a motion to approve the purchase of a 62" Bucket Grapple from Tri-State Bobcat in the amount of $4,746.14. Tim Gjovik seconded the motion. Carried unanimously. PUBLIC WORKS STUMP GRINDER As part of the recently adopted Emerald Ash Borer Plan, a stump grinder should be purchased to aid in the removal and clean-up of removed city trees. Staff rented and demoed several different stump grinders and have found one that fits department needs and budget. Tim Gjovik made a motion to approve the purchase of a stump grinder from Quick Attach Attachments in the amount of $7,708.00 with funds coming from the Forestry budget. Scott Grady seconded the motion. Carried unanimously. COMMUNICATION AND MISCELLANEOUS ADJOURNMENT Scott Grady made a motion to adjourn the meeting at 8:58 a.m. Tim Gjovik seconded the motion. Carried unanimously. Public Works Committee Meeting May 18, 2023  MEMO Prepared for: Public Works Staff Contact: Rob Weldon Meeting: Public Works Committee - 12 Jul 2023 Subject: 1993 John Deere Grader Replacement BACKGROUND INFORMATION: The 2023 CIP includes the replacement of a 1993 John Deere Grader operated by the Street Department. Staff feels that since this piece of equipment is used mostly during the winter months and less through the remainder of the year that purchasing a used grader will fit the department’s needs rather than new. Staff is asking for approval of a “Not to Exceed” amount so when a used grader is located that matches city needs the purchase can be made in a timely fashion. FINANCIAL IMPACT: The budgeted amount included in the 2023 CIP for this upgrade is listed at $200,000. Since there has been savings with other CIP equipment purchases in 2023 (Bucket Truck $20,000, Pull behind Mower $25,000) staff is asking for the not to exceed amount to be placed at $230,000.00. RECOMMENDATION: Staff is recommending approval of an amount not to exceed $230,000.00 for the replacement of a 1993 John Deere Grader.  MEMO Prepared for: Public Works Committee Staff Contact: Erik Evenson, Rob Weldon Meeting: Public Works Committee - 12 Jul 2023 Subject: Authorization to Solicit Bids - SCADA Dam Controls BACKGROUND INFORMATION: Staff is seeking authorization to solicit competitive bids for the following Public Works equipment, as outlined in the 2023 CIP: Installation of SCADA hardware at the Dam - $70,000 Installation of Supervisory Control and Data Acquisition (SCADA) hardware at the Dam. With the addition of SCADA, monitoring and control of the dam can occur remotely allowing staff to better collect data, monitor system health, and prevent or quickly respond to system failures. The new equipment should have a useful life of 15 to 20 years. RECOMMENDATION: City Staff recommends approval to solicit bids for SCADA hardware at the Dam as outlined above.  MEMO Prepared for: Public Works Staff Contact: Erik Evenson, Rob Weldon Meeting: Public Works Committee - 12 Jul 2023 Subject: Compost Site for Township Use BACKGROUND INFORMATION: On May 22nd, at the Council Work Session, Noah Wiedenfeld led a discussion about making the City's compost site available to township residents who would like to dispose of residential yard waste, in exchange for a fee, in response to an inquiry from a neighboring Town Board. There was discussion weighing how to offset some costs along with the possibility of confusion through making changes part way through the season. City Council directed Staff to work with the Public Works Committee to come up with an option to offer services along with an appropriate fee schedule for Council to review. RECOMMENDATION: City Staff would like Public Works feedback so that a proposal can be brought to City Council later this summer.