Public Works Committee

Public Works & Utilities Committee -OFFICIAL Village of Waterford March 16, 2015 – 4:00PM Present: Members Baker, Goldammer, Houston, Chairperson Koeller and Nash Also Present: Terry Alby, Tricia Cox, Jeff Dolezal, Rebecca Ewald, Dave Fidlin, Ben Gilbertson, Karen Larson, Lori Peternell, Doug Snyder and Liz Theirbah. Chairperson Koeller called the meeting to order at 4:00PM. Committee member Goldammer entered at 4:02PM. Karen Larson spoke regarding her request to have a one-way sign installed on North River Street that is visible when pulling out of the Library parking lot. She believes the area is not adequately marked as a one-way street and brought pictures to share with the Committee. Karen has a friend that received a ticket for going the wrong way on this one-way street. The Committee reviewed the request for temporary/restrictive parking arrangements for the Absolutely Waterford Appraisal Fair on May 2, 2015. Liz Theirbah was present for questions and stated she had contacted the DOT about the event and they have no problems with her request. Motion made by Houston, seconded by Goldammer to recommend Village Board approval for the temporary/restrictive parking request for the Appraisal Fair. Motion carried 4-0. The Committee reviewed the Special Event Permit for the St. Thomas Aquinas Country Fair on June 4-7th sponsored by St. Thomas Church. Motion made by Houston, seconded by Nash to recommend Village Board approval for Special Event Permit. Motion carried 4-0. Committee member Baker entered at 4:10PM. The Committee reviewed the four Special Event Permits that are sponsored by the Waterford Library. Tricia Cox was present for questions and to explain the events. June Dairy Days on June 12th ; Local Hero Expo on July 9th ; Nature’s Biggest, Fastest, Strongest, Smelliest on July 15th ; and Fantastic Finale on July 24th . Motion made by Nash, seconded by Baker to recommend Village Board approval for all four Special Event Permits. Motion carried 5-0. The Committee reviewed the Special Event Permit for the Night of a Thousand Frogs sponsored by Terry Alby. Terry was present for questions and to explain the event. He said the frog migration could happen anytime from now to whenever the frogs are ready. It’s hard to put an exact time on it. Motion made by Baker, seconded by Houston to recommend Village Board approval for the Special Event Permit. Motion carried 5-0. Motion made by Houston, seconded by Nash to approve the minutes from the February 26, 2015 special meeting. Motion carried 5-0. Discussion was held on the street Capital Improvement Plan (CIP). Doug Snyder from Baxter & Woodman was present for questions. Baxter & Woodman had provided a Work Order for the street Capital Improvement Plan (CIP) at a cost of $3,600.00 to prepare the cost estimates and sketches for the individual street segments that were outlined at the February 25, 2015 Public Works & Committee meeting. Doug provided a summary sheet for the road estimates requested. After reviewing the information, the Committee grouped the roads for projects to be completed during the same timeframe then prioritized the groups in the order they should be repaired or replaced depending on the current condition of the road. 1st Priority - River St / Racine St / North St (already included in the Racine Street Area Reconstruction project) 2nd Priority - 2nd St / 2nd St parking lot / Division St 3rd Priority – Oak Dr / Rhoda Dr 4th Priority - Elizabeth St 5th Priority - Danielson St / Fox River Hills Dr / Whippletree Ln / Red Coat Ct / Fox Horn Dr / Water St 6th Priority - S 3rd St / 5th St / Aber Dr / Edmund St / Meadowview Ct 7th Priority - N Milwaukee St (5th to Village limits) Motion made by Houston, seconded by Nash to recommend Village Board approval on the roadway project as prioritized above based upon road condition. Motion carried 5-0. An update was given on Wayfinding signage. At the 2/16/15 PW&U meeting this Committee recommended Village Board approval of the Wayfinding Signage Taskforce report and move forward with the implementation schedule. The recommendation from the Committee was approved by the Village Board on 2/23. An update was given on the preliminary and final engineering for the River Redevelopment/Ten Club Park project. At the 2/16/15 PW&U meeting this Committee recommended Village Board approval of Kapur & Associates as the engineering firm to design the preliminary and final designs for the River Redevelopment/Ten Club Park Project. The Village Board tabled this item at their 2/23 meeting for further discussion at the 3/17 Joint Finance Committee & Village Board meeting and for future action at the 3/23 Village Board meeting. Director Dolezal provided an update on the blinking, solar pedestrian signs for the cross walk at River Street/W. Main Street (from the Library to the dentist office). At the PW&U Committee meeting on 2/16, this committee recommended Village Board move forward with the purchase of the signs and designated the crosswalk at River Street/W. Main Street as the intersection where the blinking, solar pedestrian signs be installed and funding come from the streets capital account. Director Dolezal has been working with WE Energies to get their permission for the Village to hang the signs on the WE Energy poles. At this time, he is still awaiting their feedback. Dolezal will provide an update at the April meeting. Discussion was held on the request from Karen Larson to install a one-way sign on North River Street. Motion made by Houston, seconded by Baker to install a sign that is visible when pulling out of the Library parking lot. Motion carried 5-0. A request was made to allow parking at Whitford Park that would require the park to be open until midnight and if there should be a fee associated. The individual withdrew this request prior to the meeting. No review or action was necessary. The item to review and act on firms to interview for GIS proposals was tabled to a future date. Motion made by Houston, seconded by Nash to table the interviews for the GIS proposals to a future date. Motion carried 5-0. The Committee reviewed the work order for bidding/construction of the canoe/kayak launches. The proposed schedule is for the bidding process for the launches and work order for Baxter & Woodman to conduct the bidding process, subject to the Southeastern Wisconsin Regional Planning Commission (SEWRPC) delineating the wetland in a timely fashion this spring. Motion made by Nash, seconded by Houston to move forward with the work order and timeline for construction. Motion carried 5-0. Ben Gilbertson, intern gave a brief presentation to the Committee on a cross connection control program and well abandonment program. This was to educate the members on the program, requirements and timeline for a proposed implementation in 2015 to meet the Village’s DNR deadline for program implementation by 12/31/15. In April a revised ordinance and finalized recommendations for the programs will be forthcoming to the Committee for their recommendation to the Village Board. The Committee discussed if signs located in Village right of way and on Village property should be allowed. The Chamber inquired as to whether they would be able to place temporary signage to advertise the home and commerce show on the Ten Club Park property the day prior to their event. They noted signage would be taken down following the event. In the past, the Village has also received the same requests from the high school and the request to place signage at the entrance locations to the Village in addition to the banner locations. Section 245-28 requires, “Special decorative displays, or signs, or temporary signs, in public thoroughfares or on Village land when authorized by the Village Board.” In addition the Village has regulations relative to political signs. If the Committee desired to allow individuals to place advertisement signs in the right of way on publically owned land and right of way, they could perhaps authorize it in conjunction with the special event permit. In the alternative, they do not have to authorize it at all. If there is a possibility of allowing placement, the Committee is requested to provide a recommendation on the matter to the Village Board and suggested process for approval so that all groups and individuals have been communicated to in the same manner. Motion made by Houston, seconded by Baker that all signage in right of way on publically owned land and Village right of way has to be in conjunction with a Special Event Permit and go before the Public Works & Utilities Committee for approval. Motion carried 5-0. Discussion was held on the Request for Proposal for Janitorial Services. The janitorial service cleans both the Village Hall and the Community Building. The current janitorial service is based out of Racine and the employees of the Janitorial service are not keeping the schedule for cleaning the two buildings and the owner has stated that he is having a very difficult time staffing the Waterford location. The cleaning frequency has declined to less than fifty percent of the agreed upon service dates of twice a week for the village hall and one every two weeks for the community center. The decline in service has been over the past four months. Staff has recommended sending out a Janitorial service RFP. Motion made by Nash, seconded by Goldammer to move forward with the RFP for Janitorial services. Motion carried 5-0. Update was given that a new electronic payment processing system will be implemented with Civic Systems & PSN. Rachel Ladewig had presented a project plan and contract to the Finance Committee and Village Board at their 3/9/15 meetings requesting to implement a new electronic payment processing system with Civic Systems & PSN. This new system will allow staff to take payments in office using a debit or credit card and residents to pay on line, view and print their bill with history, opt out of paper copy bills, set up auto payments and generate automatic notices to customers that their bills are ready to view. The new system will benefit all departments within Village Hall including water, sewer, court and general government. The Finance Committee and Village Board approved the request at their 3/9/15 meetings to move forward with the new system. The Committee Reviewed the 2015 Arbor Day Proclamation. The Arbor Day Proclamation is done annually to meet Tree City USA requirements. Director Dolezal suggested the location for the tree and planting for 2015 should be at the end of S. River Street where two larger trees had been removed from that area in 2014. Motion made by Baker, seconded by Nash to recommend Village Board approval of the proclamation, location and tree for planting. Motion carried 5-0. Director gave his report. Well #1 was put back together last week and so far everything is working well. There was a water main break in Rivermoor. They had to expose 30 feet of pavement before they were able to locate it and get it fixed. DPW has had a number of trucks break down. Member Goldammer was excused from the meeting at 5:55PM. Koeller read the correspondences: Joint Village Board/Finance Committee minutes from February 17, 2015; Racine County Board of Drainage Commissioners minutes from December 4, 2014 and January 16, 2015; Plan Commission minutes February 18, 2015; Invitation to Public Informational Mtg. regarding Drainage District permits on March 23, 2015, 5:30- 6:30pm; DNR response regarding Drainage District permits March 11, 2015; Baxter & Woodman’s monthly engineering report for March 2015. Motion made by Baker, seconded by Houston to adjourn the meeting. Motion carried 4-0. Meeting adjourned at 5:55PM. Respectfully submitted, Stephanie Charapata, Deputy Treasurer/DPW Utility Clerk