Public Works Committee

Village of Waterford Public Works & Utilities Committee Meeting OFFICIAL Minutes December 19, 2016 – 4:00PM Members Present: Baker, Goldammer, Houston, Chairperson Koeller and Nash. Also Present: Jeff Dolezal and Rebecca Ewald Chairperson Koeller called the meeting to order at 4:03 p.m. Motion made by Houston, seconded by Nash to approve the meeting minutes from November 21, 2016. Motion carried 4-0. Baker arrived at 4:04 p.m. Motion made by Baker, seconded by Houston to move up item #3 on the agenda. Motion carried 5-0. The Committee reviewed how to bid for the private paving improvements. A letter was provided to all five property owners with associated agreements on 12/5/16 via US Postal mail. To date signed agreements have been received by 2 (208 Mike Dubis & 212 Colleen Weber-Rutherford) property owners. Mary Theisen has requested that the item be included in the bid document as an alternative bid which would allow the Village to request a bid from the contractor, but not obligate the Village to perform the work. She has communicated that she is not willing to sign the agreement at this time and would like to see how the bids come in for the private work proposed for her property. The Village Engineer has reviewed this information and recommends: “Let’s accomplish the same thing a different way: We can use unit prices and estimated quantities for this work. We will just pay the contractor for the work that is actually done. She can make a decision based on the unit price bid by the contractor and her own quantity. The alternate way would be to list her separately on the bid form as a lump sum—I am willing to bet that this method would scare the contractor into a higher price, or simply give him a chance to inflate the price so that he does not have to deal with the issue.” Motion made by Baker, seconded by Nash to recommend Village Board approval to proceed with including the private parking within the bid documents only if all 5 property owners agree to have the work done based on square footage estimates and return signed agreements. If all 5 property owners do not agree to move forward, no private parking improvements will be included in the bid document. Motion carried 5-0. The Committee reviewed the possible easement abandonment for 104 E. Main Street. The Village has a public walking thoroughfare easement along the east side of the Waterford Properties Building owned by Mary and John Theisen, 104 E. Main Street. The Village installed the concrete pathway next to the Theisen building, along with the pathway next to Dubis’ building, when it did the original parking lot work in 1999. The easement is no longer required as the pedestrian activity will be directed through the parcel owned by the Village closest to the north-south cross walk on E. Main Street. No cross walk will be provided on W. Main Street at the 1st/Main intersection after highway construction. After a lengthy discussion the Committee needed more clarification from the Village Attorney regarding whether or not the Village could vacate the easement without the property owner’s approval and receive confirmation of the location of the easement itself. Motion made by Houston, seconded by Nash to table this item to the January 2017 meeting. Motion carried 5-0. The Committee reviewed the amendment to design work order to STH 83-20 and E. Main Street Utilities. Baxter & Woodman was hired to design the sanitary and storm sewer utilities for the project. In reviewing the design they are recommending the old 6” water line currently running just north of the Main Street bridge be relocated and cross on South River Street in the same location as the sanitary sewer. Originally the Village had desired to install a new water line in the location of the new bridge, but after the bridge design was completed, the new infrastructure would be placed under retaining wall and the bridge structure which was not advised. Crossing the river in the proposed location requires the upgrade on the existing South River Street water main to an 8” main. Design for this section of water main is an additional $6,000 for a total contract amount of $191,000. Estimated construction of the new main is approximately $92,000. Motion made by Nash, seconded by Baker to recommend Village Board approval of the design amendment to the design work order. Motion carried 5-0. The Committee reviewed the comments on Racine Street project. All projects allow us to learn and improve. The Committee reviewed a list of items regarding the project for process improvement and offered no further suggestions. They felt the list was very good. Goldammer was excused at 5:57pm. Director’s Report: Dolezal reported that they have already used the budgeted amount of salt for December. Koeller reminded the Committee of the correspondences: Baxter & Woodman’s monthly engineering report for December 2016; Plan Commission minutes for 11-16-16. Motion made by Houston, seconded by Nash to adjourn the meeting at 6:05PM. Motion carried 4-0. Respectfully submitted, Stephanie Charapata, Deputy Treasurer/DPW Utility Clerk