Public Works, Sewer and Water

CITY OF VERONA PUBLIC WORKS/SEWER & WATER COMMITTEE AGENDA MONDAY, OCTOBER 26, 2020 5:00 P.M. VERONA, WI 53593 Due to the COVID-19 pandemic, the Verona Public Works/Sewer & Water Committee will hold its meeting as a virtual meeting. The Verona Public Works/Sewer & Water Committee will not meet at City Hall, 111 Lincoln Street. Members of the Verona Public Works/Sewer & Water Committee and Staff will join the meeting by using Zoom Webinar, as described immediately below. Members of the public can join the meeting using Zoom Webinar via a computer, tablet, or smartphone, or by calling into the meeting using phones, as described immediately below. Join the meeting via computer, tablet, or smart phone: https://zoom.us/j/94583646083 Webinar ID: 945 8364 6083 Join the meeting via phone by dialing: 301-715-8592 Webinar ID: 945 8364 6083 Agenda Items 1. Call to order. 2. Roll call. 3. Approval of the minutes of the October 12, 2020 meeting of the Public Works/Sewer and Water Committee. 4. Discussion and action regarding professional services agreement for Project ID 2020-116.1 CTH M / CTH PB Intersection Expansion Survey. 5. Discussion and action regarding Ordinance 20-970 amending Section 9-1-57 of the Code of Ordinances of the City of Verona. 6. Discussion and action regarding public works policy PW-001, Mailbox Damage. 7. Adjourn. Evan Touchett, Chairperson POSTED: Verona City Hall Miller’s Market ALL AGENDAS ARE POSTED ON THE CITY’S WEBSITE AT www.ci.verona.wi.us IF YOU NEED AN INTERPRETER, MATERIALS IN ALTERNATIVE FORMATS, OR OTHER ACCOMMODATION TO ACCESS THE MEETINGS, PLEASE CONTACT THE CITY CLERK AT 845-6495 AT LEAST 48 HOURS PRECEDING THE MEETING. EVERY REASONABLE EFFORT WILL BE MADE TO ACCOMMODATE YOUR REQUEST.  CITY OF VERONA MINUTES PUBLIC WORKS/SEWER & WATER COMMITTEE MONDAY, OCTOBER 12, 2020 1. The meeting was called to order by Mr. Touchett at 5:05pm. 2. Roll Call: Present: Evan Touchett, Charlie Ryan. Chad Kemp. Also present: Theran Jacobson, Director of Public Works; Carla Fischer, City Engineer, AECOM. Note: This was a remote meeting via Zoom and phone conference, instructions on how to join were included with the posted agenda. 3. MOVED by Touchett, seconded by Ryan, to approve the minutes of the September 28, 2020 meeting of the Public Works/Sewer and Water Committee. Motion carried 3-0. 4. MOVED by Touchett, seconded by Kemp, to recommend granting easements for Parcel 3, A, B, C and D located along Badger Mill Creek for Project ID 2018-108, Eastside Sanitary Sewer Interceptor Replacement, contingent upon City Administrator and legal counsel review. Motion carried 3-0. 5. MOVED by Touchett, seconded by Ryan, to recommend approval of professional services agreement for Construction Related Services with regard to Project ID 2018-108, Eastside Sanitary Sewer Interceptor Replacement, for an amount not to exceed $54,604.00, and contingent upon City Administrator and legal counsel review. Motion carried 3-0. 6. MOVED by Touchett, seconded by Kemp, to adjourn at 5:14pm. Motion carried 3-0. Note: These minutes were prepared by Theran Jacobson, Director of Public Works. These minutes are based on the notes of the recorder and are subject to change at a subsequent meeting.  Meeting Date: October 26, 2020 PW/S&W Committee Memo Public Works/Sewer & Water Committee Listed below is an explanation of the items on the Public Works/Sewer & Water Committee agenda. Item (4) Professional services agreement for Project ID 2020-116.1 CTH M / CTH PB intersection expansion survey. This agreement with AECOM is for the phase 1 elements for the CTH PB / CTH M intersection expansion due to the increased traffic volumes in the region and more specifically within the TID 8 boundary. The agreements are split into phases: 1 (field survey) and 2 (design) to expedite the field survey prior to winter months. Ultimately, if the field survey is not completed in November, the overall project schedule could lose six (6) months and/or create additional re-work. Public Works staff is recommending that the contract with AECOM be approved. The contract shall not exceed $31,472. Item (5) Ordinance 20-970 amending Section 9-1-57 of the Code of Ordinances of the City of Verona. Ordinance 20-970 is to amend the Well Head Protection Code. There are no substance changes to the ordinance. The amendment is simply to add the addition of Well 6 to the ordinance and adjust figure references from the updated Well head Protection plan. A red lined version of Section 9-1-57 is included in the packet for reference. Public Works staff is recommending that the ordinance be approved. Item (6) Public Works Policy PW-001, Mailbox Damage. This policy is to provide the direction and procedure to staff and citizens of the City of Verona on the mailbox damage / replacement requirements for mailboxes that are installed within the right-of-way to current United States Postal Service (USPS) specifications. The policy provides the purpose, municipal boundaries verification, eligibility, claims process, reimbursement, and USPS specifications. For replacement there are two options: 1. Property owner submits a claim requesting staff replaces the following spring with standard materials or 2. Property owner submits a claim requesting reimbursement up to maximum amount specified in the policy with receipts. Page 1 / 2  Meeting Date: October 26, 2020 PW/S&W Committee Memo The dollar amounts cover the standard residential mailboxes that are currently installed within the City and includes single mailbox or double, triple, or quadruple (four) mailbox cluster. City Administrator and attorney have both reviewed the policy. Public Works staff is recommending that policy PW-001 be approved. Page 2 / 2  Appendix A am p EB On Ramp WB On 2020-116, CTH M / CTH PB Intersection Expansion R September 22, 2020 p m 151 f Ra 175 Of EB ’ Liberty Drive 1,100’ M 800’ Thousand Oaks Trail PB 200 ’ 20 0’ American Way 500’ ¯ 0 200 400 Feet Sec. 9-1-57 - Well Head Protection. (a) Title. This section shall be known, cited, and referred to as the "Well Head Protection Ordinance" (hereinafter, the "WHP Ordinance"). (b) Purpose and Authority. (1) The residents of the City of Verona and certain residents in the surrounding town depend exclusively on groundwater for a safe drinking water supply. Certain land use practices and activities seriously threaten or degrade groundwater quality. The purpose of the WHP Ordinance is to protect the City's municipal water supply and areas from which the City wells draw water, and to promote the public health, safety, and general welfare of the residents of the City and the surrounding town. (2) These regulations are established pursuant to the authority granted by 42 U.S.C. § 300h-7 and Secs. 62.23, 66.0415 and 281.62(2)(a)5., Wis. Stats., and pursuant to the authority granted by the Wisconsin Legislature in 1983 Wisconsin Act 410 (effective May 11, 1984), which specifically added groundwater protection to the statutory authorization for municipal planning and zoning in order to protect the public health, safety, and welfare. Areas appropriate for protection in the WHP Ordinance are established in the Well Head Protection Plan for the City of Verona, Wisconsin prepared by AECOM (the "Plan"). The Plan, including the Well Head Protection Map shown as Figure 3-6 14 in the Plan (the "Map"), is incorporated herein by reference, and a copy is on file in the City Clerk's office. (c) Permitting of New Wells within Municipal Boundaries. All individuals and properties in the City of Verona shall use a City of Verona Water Utility potable water source for all uses. Subject to section 9-1-53 of the City Code, no new wells for residential, commercial or industrial use may be approved. A person who has obtained a private well permit pursuant to may continue to use the private well so long as compliance with section 9-1-53 is maintained. (d) Applicability. The regulations contained in the WHP Ordinance shall apply to land that (a) is located within the City of Verona corporate limits, and (b) is located within a Well Head Protection Area for Well Nos. 1, 2, 3, 4, or 5, or 6 as shown on the Map. (e) Well Head Protection Area. (1) Definition. A Well Head Protection Area is the surface or subsurface area surrounding wells or well fields that supply the Verona public water system through which contaminants are reasonably likely to move forward or reach a particular municipal well. (2) Establishment. Well Head Protection Areas are hereby established consisting of well head protection zones in which land uses are regulated. The Well Head Protection Areas for Well Nos. 1, 2, 3, 4, and 5, and 6 are shown on the Map. The regulations of this WHP Ordinance overlay the regulations for the underlying zoning district designated for the area. Whenever the regulations in the Well Head Protection Area and the underlying zoning district conflict, the more restrictive regulation shall apply. (f) Uses Within a Well Head Protection Area. (1) Prohibited Uses. Well heads shall be adequately separated from potential sources of contamination and, therefore, the following uses are prohibited in the Well Head Protection Areas for Well Nos. 1, 2, 3, 4, and 5, and 6: a. Any use that violates the minimum separation distances identified in Wis. Admin. Code NR § 811.12(5)(d). Any future amendments, revisions or modifications to Wis. Admin. Code NR § 811.12(5)(d) are intended to be made part of and adopted in this Article VI. b. All other uses prohibited in a Well Head Protection Area by federal or state laws or regulations. (2) Permitted Uses. Any use of property that does not constitute a prohibited use under subsection (1) is permitted in the Well Head Protection Areas for Well Nos. 1, 2, 3, 4, and 5, and  6 so long as the use complies with the regulations applicable to the underlying zoning district of the Verona Zoning Code, as amended from time-to-time by the Verona Common Council. (3) Non-Conforming Uses. The continued lawful use of a building, premises, structure or fixture existing at the time of the adoption of the WHP Ordinance shall not be prohibited although the use does not conform to the WHP Ordinance. Non-conforming uses shall be governed by Sec. 62.23, Wis. Stats., as amended from time to time. Costs incurred for improvements made to a non-conforming use that facilitate or enhance groundwater protection shall not be considered when determining whether the total structural repairs or alterations in a non-conforming building, premises, structure or fixture during its life exceed fifty percent (50%) of the assessed value of the building, premises, structure or fixture. The City, in its sole discretion, shall determine which improvements facilitate or enhance groundwater protection and identify the costs for said improvements. In addition, the following requirements apply to the owner of the property on which there is a non-conforming use: a. The owner shall provide copies of all federal, state, and local facility operation approvals or certificates to the City Director of Public Works. b. The owner shall provide all ongoing environmental monitoring results to the City Director of Public Works. c. The owner shall provide additional environmental or safety structures or monitoring as deemed necessary by the City, which may include, but is not limited to, storm water runoff management and monitoring. d. The owner shall replace or expand equipment in a manner that improves the existing environmental and safety technologies already in existence. e. The owner shall prepare and file with the City a contingency plan satisfactory to the City Director of Public Works for the immediate notification of City officials in the event of an unauthorized release of a contaminant to the ground, groundwater, or surface water within a Well Head Protection Area. (g) Variances. A request for a variance to the WHP Ordinance may be made using the process, procedure and standards contained in section 13-1-368 of the City Zoning Code. (h) Enforcement. (1) If any contaminants that endanger the Well Head Protection Area are released, the owner of the property causing the release, or the person or entity causing the release if the person or entity does not own property within the Well Head Protection Area, shall immediately halt the activity that caused the release and shall commence a cleanup satisfactory to the City. The owner, person or entity shall be responsible for all costs of cleanup, including, but not limited to: a. The cost of City employees' time associated in any way with the cleanup. The cost shall be the employees' hourly rate multiplied by a factor determined by the City to represent the City's cost for expenses, benefits, insurance, sick leave, holidays, overtime, vacation, and similar benefits provided to the employee. b. City consultant fees associated in any way with the cleanup, including attorney and engineering fees. c. The cost of City equipment employed. d. The cost of mileage reimbursed to City employees attributed to the cleanup. (2) Following any unauthorized discharge within a Well Head Protection Area, the City may require additional test monitoring and/or bonds or sureties as it deems necessary and reasonable. (3) Penalties for noncompliance with the WHP Ordinance shall be as provided in section 1-1-7 of the City Code. (i) Severability. The invalidity of one (1) or more of the phrases, sentences, clauses, or sections contained in the WHP Ordinance shall not affect the validity of the remaining portions of the  ordinance. The Common Council hereby declares that it would have enacted the remainder of the WHP Ordinance even without any such phrase, sentence, clause, or section. (Ord. No. 13-830, 8-12-13)  ORDINANCE NO. 20-970 AN ORDINANCE AMENDING SECTION 9-1-57 OF THE CODE OF ORDINANCES, CITY OF VERONA, CONCERNING THE CITY’S WELL HEAD PROTECTION ORDINANCE The Common Council of the City of Verona, Dane County, Wisconsin, do ordain that Section 9-1-57 of the Code of Ordinances, City of Verona, Wisconsin is hereby amended as follows: 1. Section 9-1-57(b)(2) is amended to change Figure 3-6 to 3-14. 2. All subsections within Section 9-1-57 are updated to also include Well No. 6 when referring to City of Verona Well Nos. 1, 2, 3, 4, and 5. 3. This ordinance shall become effective upon passage and publication as required by law. The foregoing ordinance was duly adopted by the Common Council of the City of Verona at a meeting held on __________, 2020. CITY OF VERONA ____________________________ Luke Diaz, Mayor (seal) ____________________________ Ellen Clark, City Clerk ENACTED: ___________________ PUBLISHED: ___________________ 1  PW-001 CITY OF VERONA DEPARTMENTAL POLICY Department Public Works & Utilities Division Streets Author: Theran Jacobson PW, Sewer & Water Policy Number PW-001 10-26-2020 Committee Approval Subject Mailbox Damage Revision # / Date No. 0 / 10-21-2020 1. Purpose a. This policy shall provide the direction and procedure to staff and citizens of the City of Verona AF on the mailbox replacement that are installed within the right-of-way to current United States Postal Service specifications. 2. Municipal Boundaries a. The City has roadway corridors that are maintained by Dane County within the City limits. These T boundaries are subject to change depending on annexation of lands and / or jurisdictional transfer of roadways. When in doubt please contact the Public Works Department at 608-845- 6695 for questions. 3. Eligibility a. The City will consider a notice of claim for repairs or replacement to mailboxes impacted as a R result of a mailbox coming into direct contact with City equipment while staff is performing work in the right-of-way (snow plowing, brush collection, leaf collection, street sweeping, etc.). i. The City will reimburse the costs for repairs or replacement of mailboxes and/or posts that have been directly hit by City equipment, and which were installed and maintained in D ii. iii. conformance with the current specifications of the United States Postal Service for minimum height and setback measured from the face of the curb. Mailbox clusters of four (4) units and less are included in this policy. Mailbox clusters of greater than four (4) units will not be reimbursed or replaced for damages under this policy. The City will not pay claims for mailboxes or posts that were improperly installed or maintained, or that were damaged due to their inability to withstand the force of snow and/or ice coming off of a plow blade. iv. City staff will inventory the mailboxes not in conformance with the current specifications of the United States Postal Service annually in September prior to each winter season and keep a record on file as evidence if a notice of claim is submitted. The City will also deliver mailings to these property owners notifying them that their mailbox is not in conformance with current specifications. Page 1 / 4  PW-001 b. Petitioners should contact Dane County for mailboxes impacted that may have resulted from County activities. c. Obstructions (permanent or temporary) that are placed in the right-of-way by a property owner including but not limited to basketball hoops, other recreation sport training equipment, irrigation systems, pet containment systems, fences, planted areas, mailbox landscaping, and other private improvements within the City right-of-way are not permitted, and the City will not be liable for damages or costs to them under any circumstances. 4. Claims Process and reimbursement a. If a property owner is of the belief that their mailbox was directly damaged by City equipment, the property owner shall report the damage within seven (7) days by submitting the notice of claim form. The form is attached to this policy and also located on the City Website (https://www.ci.verona.wi.us/483/Plow-Damage). Reported information shall include the following information; if the following information is not AF provided the City reserves the right to reject the notice of claim. A mailbox notice of claim form is attached to this policy for a Claimant’s use. i. Property owner name, address, and mailbox property address if different ii. Date of damage (include time if known) T iii. Witnesses (if available) iv. Receipts of expenses for any materials purchased 1. Receipts can follow the initial claim. b. The Public Works Department will review the damaged mailbox as soon as possible depending on workloads and contact the Claimant with a determination of eligibility on their notice of claim. The Director of Public Works or the director’s designee is authorized to use reasonable discretion in resolving disputes involving unusual circumstances. R 5. Reimbursement a. The reimbursement request shall be identified on the notice of claim form. Option i or ii below shall be selected. D i. The City will reimburse any approved notice of claim up to the maximum dollar amount as specified below. 1. Notice of claim shall be submitted as outlined in Section 4 paragraph a. of this policy. 2. Receipts shall be submitted on or prior to May 1 the following year. 3. The reimbursement amount maximums for post(s) and mailbox(es) are listed below: a. $75 for a post and a single mailbox. b. $90 for a post and a double mailbox cluster. c. $105 for a post and a triple mailbox cluster. d. $120 for a post and a four mailbox cluster. ii. Or the City will remove and replace the post with standard materials. 1. City will re-attach the existing mailbox if not damaged. Page 2 / 4  PW-001 2. If mailbox is damaged a replacement mailbox with standard materials will be purchased up to a maximum dollar amount of $25 per mailbox. 6. United States Postal Service Specifications a. Property owners are responsible for the repairs such that the mailbox design and installation are in conformance with the United States Postal Service Specifications as noted below. The specifications are subject to change and shall always be verified by property owner’s with the local United States Postal Service. b. Figure 1 included for reference with this policy is a schematic of the United States Postal Service specifications at this time this policy was approved or revised. i. USPS specifications are subject to change without notice. c. United States Postal Service Specifications are as follows for reference: i. The supporting post is to be approved by the local post office. Though the postal service is silent on post materials, certain installations at the road AF edge may be considered by the City to be a safety hazard (generally massive or non-breakaway installations), and the City may order their removal. The Federal Highway Administration recommends a post no larger than 4”x4” wood or 2” diameter steel or aluminum pipe, buried no more than 24”. T ii. The local postmaster may approve a curbside mailbox constructed by a customer who does not want to use an approved manufactured box. The custom-built box must generally meet the same standards as approved manufactured boxes for flag, size, strength, and quality of construction. iii. 41” – 45” vertical height from the adjacent ground surface to the bottom of mailbox. R iv. 6” – 8” setback distance from the face of curb or edge of road shoulder to the front of mailbox. When open, the mailbox door should not extend past the face of curb or edge of road shoulder. v. Subject to state laws and regulations, a curbside mailbox must be placed to allow safe and convenient delivery by carriers D Originally Drafted by: Theran Jacobson, P.E. without leaving their vehicles. Director of Public Works Originally Reviewed by: Jon Bublitz Street Superintendent Page 3 / 4  PW-001 Figure 1 - United States Postal Service Specifications AF T Source: United States Postal Service more specifically https://www.usps.com/manage/mailboxes.htm R D Page 4 / 4  City of Verona, Wisconsin Notice of Claim - Mailbox Form Name Address Phone E-mail Date of Damage Please fill out the following questions to complete the claim, in-complete forms may be rejected. This form shall be postmarked within seven (7) days of the date of damage. 1. Are you requesting that the City remove and replace the post? If yes the City will also re-attach the existing mailbox to the new post if not damaged. AF  Yes  No If no, proceed to question 2. If yes, the public works department will replace with standard materials. T 2. By answer “No” to question 1 the owner acknowledges that they wish to replace the mailbox at their expense with a reimbursement from the City. a. To receive reimbursement from the City the following information shall be provided: i. Picture of the repaired mailbox to current USPS specifications. ii. Receipt for materials (if available at time of initial claim). 1. Submit receipts no later than May 1st following the date of damage. R Include photo copy of receipts on supplemental sheet(s) to this form. iii. Select one of the boxes below to identify your post and mailbox setup. 1. Provide photo evidence of multiple mailbox installations. D  $75 (Post / Single Mailbox)  $105 (Post and Three Mailbox Cluster) 3. Witness information shall include: a. Name, address, and phone number. b. Photos shall accompany date taken.  $90 (Post / Double Mailbox Cluster)  $120 (Post and Four Mailbox Cluster) c. Include witness information on supplemental sheets to this claim form. E-mail this form to TBD@ci.verona.wi.us or mail to the address below: City of Verona Public Works Attn: Mailbox Claim 410 Investment Court Verona, WI 53593 Page 1 / 1