Public Works Committee (Meets 1st Thursday of each month at 5:00 p.m.)

PUBLIC WORKS COMMITTEE MINUTES February 1, 2024 Regular Meeting The meeting was called to order by Councilor Ledin at 5:00 p.m. on February 1, 2024, in Government Center Room 204. COMMITTEE MEMBERS: Jenny Van Sickle, Ruth Ludwig, Nick Ledin, Tylor Elm (alt) 1. ROLL CALL Members Present: Nick Ledin, Tylor Elm, Ruth Ludwig City Staff Present: Todd Janigo, Kara Czapinski, Linda Cadotte, Darienne McNamara, Ida Sampson, Dave Pollock, Lisa DeGuire*, Erin Abramson, Steve Roberts*, Thor Trone* Others Present: Shelley Nelson, John Ramos, 2. PRESENTATIONS 2.1. Discussion with Andrew Campeau, a representative from Local 11 regarding the Heats on Program. Due to a scheduling conflict, Andrew Campeau could not make it to the meeting tonight. However, he will ensure that a representative from Local 11 attends the next available meeting. MOTION by Ludwig, second by Elm and carried to hold item 2.1 until a representative from the Local 11 is available to meet. 2.2. Discussion with Jocsy Skandel, a representative from SWL&P regarding Lead Service Lines. MOTION by Elm, second by Ludwig and carried to hold item 2.2 until a representative from SWL&P is available to meet. 3. APPROVAL OF MINUTES 3.1. Public Works Committee (Meeting held January 4, 2024) MOTION by Ludwig, second by Elm and carried to approve the minutes from January 4, 2024. 4. OLD BUSINESS 4.1. Discussion regarding city composting drop site locations. (Held in committee from January 4, 2024) Lieutenant Trone joined the meeting virtually at 5:03 p.m. Director Roberts joined the meeting virtually at 5:05 p.m. PUBLIC WORKS COMMITTEE – 2/01/2024 Meeting (Meets monthly on 1st Thursday at 5 p.m.) Page 1 of 5 *Attended virtually  The location for Bethel Church's drop site is still undecided and will be presented to the board in February, according to Councilor Ledin. Menards is awaiting a response from their corporate office, which may result in a rejection. Aldi's is another potential option, and further communication will take place with them. Super Ones corporate office has yet to respond. Director Cadotte confirmed that both the Children's Memorial Garden and Bear Creek Park are suitable locations. If confirmation cannot be obtained from these businesses, committee members have suggested placing the drop site locations in the parks. Positive feedback from the Lake Superior Ice Festival Event has prompted the YMCA to be considered as a potential location, as mentioned by Ida Sampson. The committee members have decided to use two yard dumpsters that will be emptied once a week. They are also considering using tampered lids to prevent animals from accessing the containers and have future plans for enclosures. Bags and brochures about composting were distributed at the Lake Superior Ice Festival and will also be available at the Fish and Game Show in March. Motion by Ludwig, second by Elm to hold item 4.1 until the March 7, 2024, meeting. 5. NEW BUSINESS 5.1. Stormwater Permit Annual Report - (No action required) Lisa DeGuire emphasized the importance of the city submitting an annual report to the Wisconsin Department of Natural Resources (DNR), which outlines the actions taken to comply with stormwater permit requirements. As part of this process, both the general public and city staff have the opportunity to review and provide feedback on the report. To facilitate this, a public meeting has been scheduled for February 15, 2024, from 4:30 p.m. to 5:30 p.m. at the Lake Superior Estuarine Reserve. Additionally, participants have the option to engage in a scavenger hunt as an alternative activity. 5.2. Recommendation to award Northern Interstation Construction for the Pickle Pond TSS Removal Project in the amount of $561,198.00. Director Janigo has provided an explanation regarding the Wisconsin Department of Natural Resources (DNR) process, where the city successfully completed the design process by combining multiple bids, resulting in a funding increase of $570,000.00. Erin Abramson mentioned that $20,000.00 of the grant funding was allocated to reimburse ESD for their involvement in the design process. The construction contract for the Pickle Pond TSS Removal Project is valued at $550,000.00. However, some of the work is not eligible for grant funding as it does not directly relate to sediment or trash removal from the stormwater. The stormwater utility enterprise fund will cover the cost of this portion, which currently stands at $37,000.00 for the outfall pipe and $68,750.00 to rehabilitate the existing brick storm sewer. Engineering will be utilized to reduce the cost to the stormwater utility. The excavation, box culvert, and grit chamber are significant cost factors. Among the bidders, Northern Interstate Construction and Nordic Underwater Services had a cost of $16.00 per PUBLIC WORKS COMMITTEE – 2/01/2024 Meeting (Meets monthly on 1st Thursday at 5 p.m.) Page 2 of 5 *Attended virtually  cubic yard for excavation, while Northland Constructors and Veit & Company were priced at $66.00 and $67.00. Northern Interstate's price aligns with our expectations and offers the best value. It is crucial to maintain the project once implemented, with annual inspections and cleaning of the grit chamber to ensure the removal of all sediments entering the Pickle Pond. MOTION by Elm, second by Ludwig and carried to approve the contract with Northern Interstation Construction for the Pickle Pond TSS Removal Project in the amount of $561,198.00. 5.3. Recommendation to approve Amendment III with WDNR to reimburse the city up to an additional $350,000.00 to $570,000.00, for the purpose of design and construction of a Stormwater Best Management Practice in conjunction with the Pickle Pond Restoration Project. Erin Abramson highlighted that the bidding requirements underwent substantial modifications after the proposals were already submitted. The Wisconsin Department of Natural Resources (DNR) has made significant efforts to secure an extra $350,000.00 for the TSS removal construction expenses. The agreement shared with committee members is currently in draft form, awaiting the signature of the DNR's deputy secretary. It is expected that this amendment will be signed before the council meeting on February 20, 2024. MOTION by Ludwig, second by Elm and carried to approve Amendment III with WDNR to reimburse the city up to an additional $350,000.00 to $570,000.00, for the purpose of design and construction of a Stormwater Best Management Practice in conjunction with the Pickle Pond Restoration Project. 5.4. Notification to purchase ultraviolet bulbs for the wastewater disinfection process - (No action required) Director Janigo has stated that the city has multiple options for purchasing ultraviolet bulbs for the wastewater disinfection process, as per the ordinance. Currently, there are two channels with four banks of bulbs, and one bank is replaced each year. Trojan Technologies is the manufacturer of the UV disinfectant equipment and also produces the bulbs through secondary companies. However, due to a copyright infringement case, these companies are temporarily prohibited from manufacturing bulbs. The city can either purchase the bulbs that are no longer being produced for $195.00 or buy them from Trojan Technologies for $425.00. In order to save money, the decision was made to purchase two banks of bulbs that will last for two years. It is anticipated that this issue will be resolved by 2026. PUBLIC WORKS COMMITTEE – 2/01/2024 Meeting (Meets monthly on 1st Thursday at 5 p.m.) Page 3 of 5 *Attended virtually  5.5. Report of Fleet Vehicle Auction Removals for 2023, with the request to sell surplus vehicles and equipment by auction in 2024. Director Janigo stated that the Public Works Department provides an annual report on the fleet vehicle auctions, which includes details on the sale price and its distribution among divisions. Public Works intends to carry on selling surplus vehicles and equipment through auctions in 2024, as it has proven to be more beneficial for the city compared to trading them in. MOTION by Elm, second by Ludwig and carried to approve the Report of Fleet Vehicle Auction Removals for 2023, with the request to sell surplus vehicles and equipment by auction in 2024. 6. RECURRING BUSINESS 6.1. ESD Director’s Update 6.1.1. The present report offers a thorough summary of the entirety of 2023, signifying ESD's fourth year of remarkable achievements. Anticipating another outstanding 4.0 rating from the Wisconsin Department of Natural Resources (DNR) upon completion of the official report. The inclusion of this report at this moment is justified as it complements the stormwater report effectively. However, the wastewater report will not be available until June. 6.2. Director’s Update 6.2.1. The absence of snow has resulted in cost savings for the Public Works Department, as they have been able to avoid expenses related to plowing, fuel for the plows, and overtime. This should positively impact their budget for the year in terms of cost savings. 6.2.2. The Hammond Avenue Project is currently up for bidding. The construction reward will be announced at the upcoming March meeting. As part of the project, Superior Water Light & Power will be responsible for installing a water main through a cooperative agreement. Furthermore, the construction administration will be handled by Northern Wisconsin Based Engineers (NWBE) through a separate contract. 6.2.3. A public meeting has been scheduled to discuss the enhancements planned for East 5th Street. The meeting will take place on February 27, 2024, from 4:30 p.m. to 6:30 p.m. The exact location is yet to be determined. 6.2.4. The recycling request for proposal is currently open, and Hartel's was awarded the contract as the lowest bidder ten years ago. It’s expected to make a decision in the next few weeks, and if approved, the contract will start on July 1, 2024. 6.2.5. Sidewalk bids are currently being worked on and are expected to be finalized and released in the next month, along with line painting and asphalt projects. PUBLIC WORKS COMMITTEE – 2/01/2024 Meeting (Meets monthly on 1st Thursday at 5 p.m.) Page 4 of 5 *Attended virtually  6.2.6. Currently, a quote has been generated for the development of an electrical charging station on Hammond Avenue. The design will include two charging pedestals, each with two cables. In the future, the capacity will be expanded to accommodate four pedestals, providing a total of eight charging stations. Once the infrastructure is in place, the intention is to transition the administration vehicles to electric vehicles. 6.3. Future Agenda Items 6.4. Confirm the next meeting date of March 7, 2024, at 5:00 p.m. in Room 204 of the Government Center. 7. ADJOURNMENT Councilor Ledin announced the meeting adjourned at 5:44 p.m. Respectfully submitted by Kara Czapinski PUBLIC WORKS COMMITTEE – 2/01/2024 Meeting (Meets monthly on 1st Thursday at 5 p.m.) Page 5 of 5 *Attended virtually