Committee of the Whole

City of Oconomowoc Committee-Of-The-Whole Tuesday, June 16, 2020 - 6:50 PM City Hall - Conference Room 3 (or immediately following Joint Finance/Utility) Notice: If a person with a disability requires that the meeting be accessible or that materials at the meeting be in accessible format, call the City Clerk at least 48 hours prior to the meeting to request adequate accommodations. Tel: 569-2186. 1. Call to order and confirmation of appropriate meeting notification 2. Committee Business a. Presentation/Discussion of Preliminary Layouts for Collins Parking Lot 3. Adjourn ________________________________ Diane Coenen, City Clerk City of Oconomowoc Notice is hereby given that a majority of the Common Council will be present at the above scheduled meeting to gather information about a subject over which they have decision-making responsibility. This constitutes a meeting of the Common Council pursuant to State ex rel. Badke v. Greendale Village Board, 173Wis. 2d 553, 494 N.W. 2d 408 (1993) and must be noticed as such, although the Common Council will not take any formal action at this meeting. 1  MEMORANDUM PUBLIC WORKS Date: June 16, 2020 To: Committee of the Whole From: Mark Frye, Director of Public Works Re: Discuss Preliminary Design Concepts for Collins Parking Lot RELATES TO THE STRATEGIC PLAN Strategic Goal- Section II: Improve and Maintain Our Infrastructure and Facilities Part B: Maintain Our Existing Infrastructure BACKGROUND On May 5, 2020 Baxter & Woodman was approved to complete the design engineering for the Collins Street Parking Lot. The scope of work included looking at ways to increase parking stalls, address the drainage concerns, locate a centralized dumpster and replace the retaining walls. They have completed four concepts that address these items for discussion and comment. ADDITIONAL ANALYSIS The existing lot has 206 parking stalls and 10,820 square feet of green space. The four concepts are attached and a summary of each of them is as follows: CONCEPT 1 224 Parking Stalls, 13,410 Sq Ft Green Space The intent of this concept is to fully reconstruct the lot, aiming to address the drainage issues while still maximizing the number of parking stalls. The retaining wall along Collins Street/Cross Street will either be significantly shorter or possibly eliminate. CONCEPT 2 185 Parking Stalls, 21,110 Sq Ft Green Space The intent of this concept is to fully reconstruct the lot, aiming to address the drainage issues while still maximizing the number of parking stalls and also keeping the existing sidewalk connection between Collins Street and the public alley to Wisconsin Ave. The retaining wall along Collins Street/Cross Street will either be significantly shorter or possibly eliminate. 1 2 CONCEPT 3 204 Parking Stalls, 10,820 Sq Ft Green Space The intent of this concept is to keep the existing layout, remove and replace the existing asphaltic pavement, and to provide isolated improvements to address some drainage issues. The retaining wall along Collins Street/Cross Street will be replaced. CONCEPT 4 210 Parking Stalls, 15,460 Sq Ft Green Space The intent of this concept is to primarily keep the existing layout, making as many modifications to the layout as possible to address drainage issues while still remaining under the threshold that triggers higher level of state guidelines and regulations. The retaining wall along Collins Street/Cross Street will be replaced. The design engineers will walk us through each of the concepts and provide a cost estimate range for each. Be prepared to eliminate concepts that do not meet the direction the Council wants to go with the reconstruction. We have a public comment component to this process. The attached letter has been mailed to the buildings that surround the parking lot. In addition to the letter, we are scheduled to have a Public Information Meeting (PIM) on Monday, June 22 from 4:00-7:00. Residents and business owners are able to provide written comments or attend the PIM and discuss their thoughts with us. Our schedule is to have the selected concepts back for final Council approval on July 7. The schedule shown below was provided in the engineering RFP planning for construction to be completed this year.  Bidding and Construction documents ready for bid: o First Advertisement date: Thursday, July 16, 2020 o Second Advertisement date: Thursday, July 23, 2020 o Bid Opening date: Thursday, July 30, 2020  Construction Approval by Common Council: Tuesday, August 18, 2020  Start Construction: Tuesday, September 8, 2020 FINANCIAL IMPACT We will have cost estimate ranges available at our June 16 meeting. RECOMMENDATION None. Discussion and comments only. SUGGESTED MOTION N/A V:\City Projects\Collins St Parking Lot\2020 Design Engineering\Committee of the Whole 06162020\Background Memo for Preliminary Concepts.docx 2 3  Notice of Public Meeting Collins Street Municipal Parking Lot Rehabilitation 4:00 PM – 7:00 PM, Monday, June 22, 2020 Oconomowoc City Hall 174 E. Wisconsin Avenue, Oconomowoc, WI 53066 The City of Oconomowoc is preparing plans for the Who: City of Oconomowoc rehabilitation of the Collins Street Municipal Parking Lot located at the corner of E. Collins Street and S. Cross Street. What: Public meeting to discuss upcoming improvements to the The parking lot experiences flooding during large rain events Collins Street Municipal Parking and the existing retaining wall is failing. Current pavement Lot conditions are poor requiring constant repair and patching. Where: Oconomowoc City Hall The project is currently in the design phase with anticipated Council Chambers, 2nd Floor construction in the fall of 2020. It is the intentions of the 174 E. Wisconsin Avenue, project to improve the number of parking stalls and vehicle Oconomowoc, WI 53066 circulation in the lot. This could include relocating the parking lot entrance and exit locations. Existing storm sewers will be When: Monday June 22, 2020, replaced and upgrade, and the City also is looking to include 4:00 PM to 7:00 PM natural areas to filter stormwater prior to entering the storm sewer system. These improvements are being included to Why: To provide information comply with state guidelines and regulations. The retaining wall regarding the project and give will be replaced or eliminated, new parking lot surfaces, new residents and businesses an energy efficient LED lighting and Americans with Disabilities opportunity to provide accommodation will be upgraded. comments. The City’s has hired the Engineering firm of Baxter & Woodman, Inc. to develop alternatives that address the issues discussed above. With this public meeting, the City wishes to gain input from residents and businesses regarding the alternatives to assist in identifying a preferred alternative. The preferred alternative will need approval by the Common Council prior to final design, advertising for bid and construction in fall of 2020. 4 COVID-19 Concerns The City of Oconomowoc plans to conduct the public meeting in a matter that is within the Waukesha County Gathering Guidelines related to the COVID-19 crisis. Current County guidelines allow for groups of up to 100 people with social distancing and other mitigation practices in place. This guidance is identified as a recommendation and not an order. To further provide appropriate protection, City staff and the design engineering staff from Baxter & Woodman, Inc. will be practicing social distancing and wearing protective masks at the meeting. If residents have concerns on attending the meeting, attached to this notice are the exhibits that will be presented at the meeting including pertinent information on each alternative. Residents can provide comments and questions through email or phone. Questions and comments can be presented at the meeting or by emailing/calling: Ryan Wallace, PE Mark Frye Project Manager Director of Public Works Baxter & Woodman, Inc. City of Oconomowoc Phone (414) 257-3150 x3309 (262) 569-2184 rwallace@baxterwoodman.com mfrye@oconomowoc-wi.gov EXISTING LOT 206 Parking Stalls 10,820 Sq Ft Green Space CONCEPT 1 CONCEPT 2 CONCEPT 3 CONCEPT 4 224 Parking Stalls 185 Parking Stalls 204 Parking Stalls 210 Parking Stalls 13,410 Sq Ft Green Space 21,110 Sq Ft Green Space 10,820 Sq Ft Green Space 15,460 Sq Ft Green Space The intent of this concept The intent of this concept The intent of this concept The intent of this concept is to fully reconstruct the is to fully reconstruct the is to keep the existing is to primarily keep the lot, aiming to address the lot, aiming to address the layout, remove and existing layout, making as drainage issues while still drainage issues while still replace the existing many modifications to maximizing the number maximizing the number asphaltic pavement, and the layout as possible to of parking stalls. The of parking stalls and also to provide isolated address drainage issues retaining wall along keeping the existing improvements to address while still remaining Collins Street/Cross sidewalk connection some drainage issues. under the threshold that Street will either be between Collins Street The retaining wall along triggers higher level of significantly shorter or and the public alley to Collins Street/Cross state guidelines and possibly eliminate. Wisconsin Ave. The Street will be replaced. regulations. The retaining retaining wall along wall along Collins Collins Street/Cross Street/Cross Street will Street will either be be replaced. significantly shorter or possibly eliminate. 5 6 7 8 9