Public Works Committee

Public Works Committee Meeting Agenda Wednesday, April 3, 2024 at 3:30PM Conference Room Page 1. CALL TO ORDER 2. ROLL CALL 3. ADOPTION OF AGENDA 4. PUBLIC COMMENT 5. APPROVAL OF MINUTES a. Minutes from date 2-3 Public Works Committee - 09 Jan 2024 6. NEW BUSINESS a. Authorization to Bid - Automated GPS Mower & Field Striper 4 Memo: Authorization to Bid - Automated GPS Mower & Field Striper b. Public Works Cold Storage Project 5 Memo: Public Works Cold Storage Project c. Noxious Weed Mowing 6 Memo: Noxious Weed Mowing d. Trail Maintenance Plan 7 Memo: Trail Maintenance Plan e. Bulk Fuel Tank 8 - 14 Memo: Bulk Fuel Tank f. Electronics Recycling Update 15 Memo: Electronics Recycling Update g. Residential Compost/Yard Waste 16 - 17 Memo: Residential Compost/Yard Waste 7. COMMUNICATIONS AND MISCELLANEOUS 8. ADJOURNMENT  Public Works Committee Meeting Minutes 4:00 PM - Tuesday, January 9, 2024 Council Chambers The Public Works Committee of the City of New Richmond was called to order on Tuesday, January 9, 2024, at 4:00 PM, in the Council Chambers, with the following members present: PRESENT: Craig Kittel, Pete Vrieze, Scott Grady, Mike Montello ABSENT: Tim Gjovik OTHERS Erik Evenson, Rob Weldon, Kristy Johnson PRESENT: CALL TO ORDER ROLL CALL ADOPTION OF AGENDA Mike Montello made a motion to approve the agenda as presented. Scott Grady seconded the motion. Carried unanimously. APPROVAL OF MINUTES Craig Kittel made a motion to approve the minutes from November 15, 2023. Scott Grady seconded the motion. Carried unanimously. NEW BUSINESS AUTHORIZATION TO BID - 3/4 TON PICK UP TRUCK Rob Weldon reported that staff require permission to solicit bids for a 3/4 Ton Pick Up Truck for the Public Works Department as outlined in the 2024 CIP. There was discussion whether this truck could be purchased used with certain specs/requirements versus brand new. Pete Vrieze made a motion to recommend to City Council to solicit bids for a 3/4 Ton Pick Up Truck for the Public Works Department. Scott Grady seconded the motion. Carried unanimously. AUTHORIZATION TO BID- ASH TREE REMOVAL Rob Weldon shared with the Committee that there are hundreds of ash trees on city property that will need to be removed. There is $25,000 in the budget for this project along with, potentially, a $25,000 grant. There was discussion on what would be done with the wood after the ash trees are cut down. Public Works Committee Meeting January 9, 2024 Mike Montello made a motion to recommend to City Council to solicit bids for Ash Tree removal as identified in the 2024 Capital Improvement Plan. Pete Vrieze seconded the motion. Carried unanimously. AUTHORIZATION TO SOLICIT BIDS- ASPHALT HOTBOX Rob Weldon explained the benefits of an Asphalt Hotbox. Some benefits discussed were the ability for staff to purchase hotmix asphalt and keep it hot allowing for more permanent pothole/street patching along with the flexibility it provides and it will extend the season to fill potholes. There is currently $57,000 in the CIP for the purchase of an asphalt hotbox. Upon reserach Weldon has found several options within that price range. Pete Vrieze made a motion to recommend to City Council to solicit bids for the Asphalt Hotbox. Craig Kittel seconded the motion. Carried unanimously. COMPOST SITE WOOD GRINDING Rob Weldon stated that City staff received four quotes to grind the existing brush/tree waste at the compost site. There was discussion on the amount of material that needs grinding along with cost breakdowns. Mike Montello made a motion to approve an amount not to exceed $10,500.00 for grinding large and small wood material at the compost site to Dakota Wood Grinding. Pete Vrieze seconded the motion. Carried unanimously. STREET AND SIDEWALK MAINTENANCE Erik Evenson reported on the current Street and Sidewalk maintenance plan; a priority list was distributed. Evenson gave a brief overview on how street and sidewalk maintenance is tracked on different platforms such as WISLR, The City of New Richmond's dashboard and WI DOT analyses. It was shared that the City will continue to work with the County for crack filling and chip sealing as that is most cost effective. No action was taken. BULK FUEL DISCUSSION Pete Vrieze let the discussion on bulk fuel purchase. Some things discussed were the potential requirment to pay road tax and the potential cost savings. Public Works Committee requested that City Staff look into this further. This was for discussion purposes only. COMMUNICATIONS AND MISCELLANEOUS ADJOURNMENT Mike Montello made a motion to adjourn at 5:09 PM. Pete Vrieze seconded the motion. Carried unanimously. Public Works Committee Meeting January 9, 2024  MEMO Prepared for: Public Works Committee Staff Contact: Rob Weldon Meeting: Public Works Committee - 03 Apr 2024 Subject: Request Authorization to Bid - Automated GPS Mower & Field Striper BACKGROUND INFORMATION: Staff is seeking authorization to bid for an Automated Mower & Automated Field Striper as outlined in the 2024 Capital Improvement Plan. Staff hope to demo products and bring options along with bids to a future Public Works Committee Meeting. RECOMMENDATION: Staff is seeking authorization to bid for an Automated Mower & Automated Field Striper.  MEMO Prepared for: Public Works Committee Staff Contact: Erik Evenson Meeting: Public Works Committee - 03 Apr 2024 Subject: Public Works/Utilities Facilities Project BACKGROUND INFORMATION: In September of 2023, the City Council approved a contract with River Valley Architects for the engineering and design work for updates to the electric and water shops, and a freestanding cold storage space for the public works department. Staff will review the cold storage plans developed, and discuss the timeline and next steps for the project.  MEMO Prepared for: Public Works Staff Contact: Rob Weldon Meeting: Public Works Committee - 06 Mar 2024 Subject: Noxious Weed Mowing BACKGROUND INFORMATION: To manage noxious weed growth Pubic Works staff issues notices of Noxious Weeds to property owners directing them to mow or mitigated the unmanaged growth on their properties. If property owners do not mow their unmanaged growth in a specified amount of time, Public Works staff then mows the property and invoices the owner a set fee that is established in the City Fee Schedule. To reduce staff time related to mowing, staff is proposing to create a pool of 3 local lawn care companies to mow properties with unmanaged growth as direct by staff following the set fee schedule. All billings would be “pass through” with no additional cost to the city. RECOMMENDATION: Allow Public Works staff to create and manage a pool of 3 local lawn care companies to help manage mowing of properties with Noxious Weed growth.  MEMO Prepared for: Public Works Committee Staff Contact: Erik Evenson Meeting: Public Works Committee - 03 Apr 2024 Subject: Trail Maintenance Plan BACKGROUND INFORMATION: City Staff will lead a discussion on an official Trail Maintenance Plan to maintain, improve and prioritize the trail system. Staff will bring background on current process and best practices.  MEMO Prepared for: Public Works Committee Staff Contact: Rob Weldon Meeting: Public Works Committee - 03 Apr 2024 Subject: Bulk Fuel Tank BACKGROUND INFORMATION: At the January 9th Public Works Meeting, Committee members requested that staff look into the cost and benefits of installing a Bulk Fuel Tank on the Public Works Campus. Rob Weldon reached out to Karl Skoglund with Skoglund Oil and received three quotes (shown below). Karl shared that a Fluid Secure System in the amount of $4,805.00 is required regardless of which tank package is purchased. Additional work that would need to be completed prior to tank instill would be: removing asphalt, pouring concrete and running electric to the site with an estimated cost of $8,000 - $10,000. Fuel Savings Gallons Yrs to Savings/Gal Savings/Yr used /year Payoff 52,000 $0.03 $1,560.00 32 Initial $0.04 $2,080.00 24 Cost $0.05 $2,600.00 19 $50,000.00 $0.08 $4,160.00 12 Package Options Basic Tank $27, 694.35 Package Basic tank package with a pump cabinet on $32,274.25 the side of or on the front of the tank Basic tank package with $33,816.00 upgraded pumps that pump faster ATTACHMENTS: Letter NR quote #1 Quote #2 Quote #3 Page 2 of 7 Page 3 of 7 Page 4 of 7 Page 5 of 7 Page 6 of 7 Page 7 of 7  MEMO Prepared for: Public Works Committee Staff Contact: Noah Wiedenfeld Meeting: Public Works Committee - 06 Mar 2024 Subject: Electronics Recycling Update BACKGROUND INFORMATION: In the late fall of 2023, the City partnered with First Choice Computer Recycling to host a free one- day electronics recycling event, which was very well-received by the community. In only four hours, over 16,000 pounds of electronics were collected. Given the success of the event, staff have had multiple conversations with First Choice Computer Recycling about the possibility of hosting additional events in 2024, or otherwise enhancing options for our residents. One of the limitations of doing a one-day only event is that residents don't always know about the event and can miss it, or the day selected doesn't work for their schedules due to other commitments. Inclement weather can also result in low turnout. With this in mind, we would like to try a pilot program in 2024 which would allow residents to drop off their household electronics on a more regular basis throughout the year. First Choice would provide a large metal receptable at the Public Works campus; the receptacle would have signage indicating the accepted items and would be locked/unlocked as determined by City staff (initial hours would be Monday through Thursday, from 8 a.m. to 4 p.m.) Community members could drop off their electronics items at no charge. When the receptacle starts to get close to full, we would contact First Choice, and they would come and empty the receptacle, with the only charge being transportation ($250) and no fee for the actual items collected for recycling. If there's abuse or other issues, we can make changes (e.g. alternative location, reduced hours, etc.) or end the pilot program altogether. However, we feel it's worth trying out in 2024 and offering this option to the community beginning later this spring and continuing into the early fall. We hope that residents will enjoy this service.  MEMO Prepared for: Public Works Committee Staff Contact: Noah Wiedenfeld Meeting: Public Works Committee - 03 Apr 2024 Subject: Residential Compost/Yard Waste BACKGROUND INFORMATION: Staff will review the 2023 year-end financials for Fund 275 - Recycling and Compost. This was our first full calendar year staffing the compost site two days per week and having the compost site open to residential utility customers only. If you recall, the compost fee was also adjusted in 2023 from $0.50 per month to $1.50 per month. After comparing actual revenues and expenditures at year-end, there was a favorable net position for compost of $39,784 and a favorable net position for recycling of $907. The table below shows the number of users of the compost site by month in 2023. Note that we do not track if the users are unique (e.g. the same person might have visited the site in the month of May on four consecutive Saturdays, and they will be counted as 4 of the 776 visitors, rather than 1). The weather can play a significant role in terms of how many users visit the compost site in any given month. MONTH USERS April 207 May 776 June 551 July 492 August 647 September 419 October 627 November 560 For 2024, the plan is currently to have the compost site open on Tuesday evenings and Saturday mornings to residential utility customers only. The site will once again be staffed, and residents should bring a photo ID and utility bill with them. We will also continue to offer curbside pickup of bagged leaves and branches in the spring, and bagged leaves in the fall. It's possible that due to Emerald Ash Borer, it's likely we will see some additional ash tree wood debris at the compost site in 2024 and future years. Given the favorable net position, the Public Works Committee could discuss if there are any additional services that could be offered to residents, and/or if there are any physical facility improvements that should be made to the compost site area. A strong case could be made that the current fee of $1.50 per month could be reduced. In December of 2022, staff previously recommended a fee of $1.00 per month based on financial forecasts, but the Council adopted a higher fee of $1.50 per month (3-2 vote). Projections for 2024 suggest that a fee of $1.00 per month would still result in a favorable net position at the end of the year of $19,573. Page 2 of 2