Public Works Committee

OFFICIAL MEETING NOTICE & AGENDA of a Village Board, Commission, Committee, Agency, Corporation, Quasi-Municipal Corporation, or Sub-unit thereof Meeting: PROPERTY & INFRASTRUCTURE COMMITTEE Members: M Porlier {c}, J Ziegler, J Jensen, N Adams, & J Belott Location: Weston Municipal Center (5500 Schofield Ave) – Board Room Date/Time: Monday February 3, 2014 @ 5:15 P.M. AGENDA ITEMS FOR CONSIDERATION (All items listed may be acted upon) Notice is hereby given that a majority of the Board of Trustees may be present at the above noticed meeting to gather information about a subject over which they have decision-making responsibility. This constitutes a meeting of the Board of Trustees pursuant to State ex rel. Badke v. Greendale Village Bd., 173 Wis.2d 553,494 N.W.2d 408 (1993), and must be noticed as such, although the Board of Trustees will not take any action at this meeting. 1. Call to Order. 2. Acknowledgement of meeting notice compliance with Wisconsin Open Meetings law. 3. Comments from the public on issues related to property and infrastructure – This period is an opportunity for members of the community to come before the Committee and present to them their requests or concerns. 4. Consent Items. 4.1 Approval of Previous Meeting Minutes from 1/20/2014 4.2 Water/Sewer Permits LCON-1-14-4970 5. Business Items. 5.1 Discussion and Possible Action Draft Snow & Ice Control Policy 5.2 Utility Easement Agreement between SJM Builders Inc and the Village of Weston in Cedar Place Subdivision, Village of Rothschild 5.3 Agreement with MTS Utilities for Construction Representative Services to be Reimbursed by the Developer of Cedar Place Subdivision, Village of Rothschild 6. Reports from Staff. 6.1 Report from Public Works Director K Donner 6.2 Director Attendance at Legislative Day in Madison February 18, 2014 6.3 Possible Director Participation in American Water Works Association Legislative Fly In – in Washington DC April 1, 2014 6.4 Report from Deputy Public Works Director M Wodalski 6.5 Report from Administrator D Guild 7. Remarks from the Property and Infrastructure Committee members (No motions will be made, and no action will be taken related to policy affecting the Village of Weston as a result of this agenda item). 8. Set next meeting date and discuss items for next committee agenda. 9. Adjourn. This notice was posted at the Municipal Center and faxed to the Wausau Daily Herald newsroom on 1/31/2014 @ 4:00 p.m. Please note that, upon reasonable notice, efforts will be made to accommodate the needs of disabled individuals through appropriate aids & services. For information or to request this service, contact the Village Clerk at (715) 359-6114. 1  __________________________________________________________________________________ Meeting: Property & Infrastructure Committee Meeting Minutes Date/Time: Monday, January 20, 2014 @ 5:15 p.m. Location: Village Hall (5500 Schofield Avenue) – Board Room Members present were Mark Porlier, Jon Ziegler, John Jensen, Neal Adams, and Jeff Belott. Also present were DPW Keith Donner, Michael Wodalski, Loren White, Scott Berger, Fred Schuster, Barbara Ermeling, Hooshang Zeyghami, and Donna Van Swol. 1. Call to Order. Meeting was called to order at 5:15 p.m. by Chairman Porlier. 2. Acknowledgement of meeting notice compliance with Wisconsin Open Meeting law. 3. Comments for the public on issues related to property and infrastructure. None. 4. Consent Items. 4.1 Approval of Previous Meeting Minutes from 12/16/2013. *M/S/P Ziegler/Adams: to approve the minutes for the meeting of December 16, 2013 as recorded. 4.2 Water/Sewer Permits LCON-1-14-4956 & LCON-1-14-4957. *M/S/P Adams/Belott: to approve water/sewer permits LCON-1-14-4956 & LCON-1-14-4957 5. Business Items. 5.1 Follow-up on Discussion Related to Carlson Dettman Classification and Compensation Pay Plan from 12/16/2013 Meeting. Donner reported included with the meeting materials was the Carlson Dettman pay matrix presentation which was not included with the prior meeting materials. Donner clarified that it was not our position that we should not have a wage and compensation plan or a policy. Donner feels that there are some items to reconsider or reevaluate through the appeal process. 5.2 Discussion and Possible Action Regarding Snow and Ice Control Policy. Donner reported that he and Wodalski collaborated on some of the detail on the snow and ice events. We would like to have the Committee and Village Board adopt a policy in the form of a resolution outlining our procedures and goals for snow and ice events. Donner summarized the snow and ice response highlights as to how we respond to these occurrences. In the powerpoint presentation there is a detailed discussion regarding how we handle over 100 cul-de-sacs throughout the village. We don’t plow cul-de-sacs with emergency manpower unless the snowfall is more than 3 inches. The reason being it takes more resources to maintain cul-de-sacs. Having a document will help to defend our procedures and be consistent with it. Donner pointed out we prioritize the order the streets are plowed starting with thoroughfare streets and working down to neighborhood streets. The snow event levels were also described in the policy. The conditions need to be taken into consideration e.g. pavement temperature, air temperature, forecast, etc. We have six single axle dump trucks in our fleet that do the majority of the snowplowing, along with a grader and two loaders. We have not increased out fleet size since we incorporated in 1996 and we have an additional 30 centerline miles to maintain. We may need to consider increasing our fleet size and purchase another single axle dump truck. We only have a staff of 12 to draw upon. At times we get to a point where people have worked 16 hours. That should be an absolute maximum before they get some rest. As our fleet ages we experience more breakdowns which create more challenges that staff needs to deal with. Staff will bring a policy back to the Committee for approval. This document (Snow Packet) will be put on the website. Back to Agenda  Page 2 Village of Weston Property & Infrastructure Committee January 20, 2014 5.3 Recommendation to Retain Process Research Solutions for a Water Quality Study for the Water Utility. Donner reported he would like to move forward with a water quality assessment. We do receive a number of inquiries about water quality issues, discolored water, or corrosion that may be taking place at a location. We have not done a water quality project with an expert in the field recently. During the mid-1980’s there was a water treatment/water quality analysis done. In 1995 there was a study done on the water treatment parameters being used spurred by complaints that were being received at that time. Since then we have added two wells and have not done a more comprehensive review of our system. All of our wells meet Safe Drinking Water Act standards for public health. There are always some water quality variations from each of the wells. As water stays in the mains the effectiveness of the water treatment “dies off” particularly disinfectant and that can be an important component on some complaints we receive on corrosion issues. The consultant would first do a “desktop evaluation” of our system and would come up with a recommended course of action for additional sampling and from there recommend potential treatment alternatives. Abigail Cantor, President of Process Research Solutions, LLC would perform this phase I portion of the analysis to evaluate our existing data for a not to exceed amount of $5,000. *M/S/P Ziegler/Adams: to recommend to the Board of Trustees to retain Process Research Solutions, LLC at a not to exceed amount of $5,000 for phase I to perform a water quality analysis to evaluate our existing data. 6. Reports from Staff. 6.1 Report from Public Works Director K Donner. Donner reported there were 11 staff members plowing snow over Christmas. Staff has needed to respond to many snow plowing events over the past month. Donner added we will be trying to remove snow along some streets and we are looking for sites to move the snow to. There was a main break (due to two corroded service saddles) on Kirk Street that needed repair just prior to New Year’s. Staff worked in sub-zero conditions to make the repairs. There have been some water service freeze-ups. We have asked several homes on Lang Lane to run water for freeze-up protection. Donner explained the circumstances that dictate whether the customer or utility are responsible for costs of running water to prevent re-freezing. 6.2 Report from Deputy Public Works Director M Wodalski. Wodalski reported he has passed his professional engineer exam. Wodalski has been working on a capital equipment replacement schedule. We are looking at ways to finance new equipment. Wodalski was approached by a dealer that discussed a lease buy-back program they have with a County Highway Department. Saint Agnes Parish has re- mailed their letter questioning the legality of charging them stormwater fees. We had Attorney Yde review the stormwater charges last summer and we were advised to wait on it. A calendar of snow events was included with the meeting materials. 6.3 Report from Administrator D Guild. None. 7. Remarks from the Property and Infrastructure Committee members. None. 8. Set next meeting date and discuss items for next agenda. The next meeting date will be Monday, February 3, 2014 at 5:15 p.m. 9. Adjourn. Porlier adjourned the meeting at 5:52 p.m. Submitted by, Donna Van Swol Utility Clerk Back to Agenda  Village OF WESTON SNOW AND ICE CONTROL PROGRAM Keith Donner Director of Public Works December 17, 2013 Revised: Revised: Back to Agenda  INTRODUCTION Due to its geographic location, the Village of Weston is subject to freezing rain, ice and snow anytime during the fall, winter, and spring months. Normally, winter storms can be expected during the months of November thru April. The Village of Weston's Public Works Department is responsible for keeping vehicular and pedestrian traffic moving safely on the Village of Weston’s approximately 260 lane miles of streets as well as the Town of Weston’s approximate 30 lane miles of streets. The purpose of this policy is to set up acceptable procedures and policies for the winter maintenance of public areas, as to snow and ice removal in the Village of Weston. This policy replaces all prior written or unwritten policies regarding snow and ice control. The existing ordinances for sidewalks and parking are not repealed. The intent of establishing a snow and ice removal program is to provide a uniform understanding of the priorities and procedures used to combat snow and ice related conditions. Since each snow and ice event can present unique challenges and there is always the potential for unforeseen circumstances, such as equipment breakdowns, the time required to reach completion for each event will be variable. SNOW AND ICE CONTROL The Village of Weston, Public Works Department is responsible for approximately 290 lane miles of streets in the Village and Town of Weston plus other public areas during snow and ice storms. The Village is divided into six areas, with each area containing some first priority plowing and sanding/salting routes. Marathon County is responsible for the maintenance of the main travel lanes of CTH X/Camp Phillips Road, CTH J, CTH N, and Business 51 through the corporate limits of the Village and Town of Weston. PRIORITY ONE (1): Priority one streets are the Village and Town's arterial and major collector streets. Included are all or parts of the following streets: Village of Weston: Alderson St Alta Verde St Barbican Ave Bayberry St Birch St Callon Ave Commerce Dr Community Concord Ave Corozalla Ave Cranberry Blvd Eau Claire Ave Center Dr Enterprise Way Foothill Ave Fox St Fuller St Franciscan Way Highland Ave Heeren St. Howland Ave Isaiah St Janice Ave Jelinek St Machmueller St McIntyre St Mesker St Ministry Pkwy Neupert Ave Normandy St Old Costa Rd Progress Way Quentin St River Bend Rd Ross Ave Ryan St. Sandy Ln Schofield Ave Shorey Ave Sternberg Ave Stone Ridge Dr Teagan Ln Volkman St Von Kanel St Weston Ave Westview Blvd Woodland Dr Town of Weston: Gusman Rd Hawthorne Ln River Rd Ross Ave Back to Agenda  PRIORITY TWO (2): Remaining Village and Town streets are classified as priority two, which are lesser-traveled collector streets and residential streets. PRIORITY THREE (3): Priority three includes cul-de-sacs, public sidewalks, parking lots and Parks maintained by the Department of Public Works. These streets are normally treated only after priority one and two streets are satisfactorily completed or have sufficient resources available and assigned. The route prioritization has been laid out over the Village in such a manner that most residences are no more than four blocks from a priority one street. Planning and preparing for each snow and ice control project is made difficult by the uniqueness of each storm. No two storms are ever identical. Factors such as rate of snowfall, moisture content, accumulation, temperature, time of day and wind velocity determine the uniqueness of each storm. The Village’s snow and ice control program must be definite in nature in order to establish systematic procedures for fighting any storm, while being flexible enough to combat the unique aspects of each storm. Many factors affect the impact of a storm on the community. During most storms the greater the snow accumulation the greater the problems, particularly in areas where snow must be hauled away. A storm during high traffic times is more difficult to combat than the same storm during a weekend. High winds will cause streets to fill up quickly again with drifted snow requiring additional effort on the part of the Public Works Department. The temperature at the time of a storm will also affect conditions. Snow falling on warm pavement will disappear with little effort. But, a moderate storm, along with a prolonged sub-freezing period, will greatly increase the required removal effort. Also, light, dry snows handle more easily than heavy, wet snows. Receiving and analyzing weather information is probably the most critical link for a successful snow and ice control program. Making a decision at the correct time is vital to the success or failure of the total operation. At the present time, the Public Works Department depends on television forecasts and internet weather service to help with storm control decisions. During snow and ice conditions, emergency calls from the Police and Fire Departments regarding accidents, medical or other emergency situations are given top priority for whatever assets are needed to support their emergency response efforts. Public Works Department personnel do not respond to unverified "emergency" requests direct from the public. Public Works employees will not pull or tow stranded motorists, but will notify the proper authorities that can be of assistance. The Village will not salt, sand or plow private property and cannot shovel out ridges in driveways caused by the snowplows. Snow removal from driveways and sidewalks is the property owners' responsibility. DETERMINATION OF NEED FOR MAINTENANCE The need and level of response for implementing snow and ice control measures shall be the actual occurrence of a snowfall of less than 1 ¼ inches for a Level 1 response, between 1 ¼ to 3 inches for a Level 2 response and greater than 3 inches in depth for a full Level 3 response. Response levels may vary depending on if the snowfall is combined with freezing and icing conditions which would make the public ways difficult to travel. The responsibility for ordering personnel and equipment into service operations shall be primarily with the Director of Public Works or his designee. The Police Dept., during off hours shall keep watch and assist in notification to the Public Works Department of needed service. The President or Village Administrator of the Village of Weston may also direct the Public Works Department to commence winter maintenance operations. Any complaints shall be forwarded to the Public Works Department during normal work hours. MAILBOXES Operators are instructed to be cautious around mailboxes. In most cases a properly installed mailbox will permit a snowplow to clear the snow underneath it. Most cases of damaged mailboxes are caused by heavy snow hitting the box. Payment for the replacement of mailboxes by the Village of Weston shall be limited to a $25.00 payment. Payment shall be made upon confirmation by the Public Works Director or his designee that the mailbox was Back to Agenda  actually hit or damaged by a snow plow and upon receipt of an invoice from the property owner as proof that a replacement mailbox was purchased. The Village of Weston will not supply mailboxes or posts. Owners are responsible for installation of replacement mailboxes. Village employees will not replace mailboxes. PERSONNEL AVAILABLE FOR WINTER MAINTENANCE OPERATIONS All full time employees of the Street, Parks and Utilities Departments are available from November 1st to April 1st to assist in snow and ice removal operations. Employees who know that they will be unable to respond to a snow emergency shall make the Director of Public Works aware of the situation so that any necessary modifications in resource acquisition and allocation can be anticipated. OVERTIME POLICY The determination of when to use overtime in the removal of snow or ice shall be made by one of the following: Director of Public Works or Street Dept. Supervisor Village Administrator Village President The need for overtime shall be established from the severity of a storm. Maintenance of most Priority 3 areas shall not require overtime. The following degree of maintenance may require overtime: Priority 1: Streets shall be kept passable at all times if possible. Priority 2: Areas shall be open to travel by plowing, salting or sanding within 12 hours after a storm. In the following sections the time allotted for removal of a storm shall include Saturdays, Sundays or holidays which may require overtime. EQUIPMENT AVAILABLE FOR WINTER MAINTENANCE OPERATIONS 6 - Trucks with plows, wings and spreaders. 2 - End loaders (with a plow option) 1 - Motor Grader 4 - One-Ton trucks w/plows 1 – Pickup truck with a plow 1 – Multi-purpose tractor with snow blower attachment. PLOWING Plowing shall consist of moving snow to either side of a street or area, loading and trucking to a remote area. Plowing shall be done according to designated routes and priorities. Level 1 Streets: Shall have two lanes of traffic open at all times if at all possible. Level 2 Streets: Shall have two lanes of traffic open within 12 hours after a storm ends. Level 3 Streets: Shall be open to travel within 24 hours after a storm ends. In severe weather conditions where there is danger to operators or it is not practical or cost effective to Continue plowing; snow and ice control operations may be suspended. PRIVATE PLOWING No snow or ice removed from private property shall be deposited in any public way or areas expected to be cleared by personnel from the Village of Weston. This would include any of the following, which are prohibited:  Pushing snow or ice across a street or walk.  Depositing snow or ice on a public way, where expected to be maintained for pedestrian or vehicular traffic.  The blowing of snow or ice onto vehicle or pedestrian travel areas. Back to Agenda  Any of the above are dangerous and could cause injury or accidents. Violation of any of the above may result in a forfeiture action against the property owner, resulting in a fine. Removal may also be made by the Village, through notification of the property owner, with a penalty plus actual removal costs being assessed against the property. SALTING Salting shall provide placement of sodium chloride upon a snow or ice surface to remove accumulation when temperatures are below freezing. Salt shall be used only when absolutely necessary as determined by the Director of Public Works or his designee in areas of high volume traffic or dangerous conditions (most salt is applied at hills, curves and intersections). Salt may have adverse side effects on the environment and shall be used with this in mind. Salt is not effective below a certain temperature (20°F) adjusted by the amount of available sunlight. With favorable temperatures, salt can be used to melt up to 2" of snow and will prevent the bonding of compacted snow to pavements resulting in cleaner plowing jobs. Due to the expense the Village will not apply salt to lesser traveled collector and residential streets, unless severe icing requires its use. SALT AND SAND MIXTURE Sanding is done to provide a traction surface on packed snow or ice and shall be applied only in areas of high traffic movement or unsafe areas as determined by the Director of Public Works or his designee. Since the salt/sand mixture contains only 5% salt, to keep the sand from freezing, sanding is not done to try and melt snow or ice. Sanding of streets can cause a buildup of sand in storm sewers and points of discharge, which could require additional maintenance or environmental concerns. Therefore sand shall only be used as absolutely needed. Sand and salt mixture is available to Village residents at the Village garage. SNOW REMOVAL The existing snow disposal operations include the use of a front-end loader or a snow blower to load snow into Village dump trucks. Snow is hauled to various sites throughout the Village. Snow is removed from areas as needed and as time allows throughout the winter. Snow is removed in order to create room for future snow storage throughout the winter and in the spring time snow removal helps reduce the amount of snow melt and associated flooding experienced in a specific area. WINTER PARKING REGULATIONS: Sec. 82.107 (a) Village of Weston, Code of Ordinances. When signs have been erected at or reasonably near the village limits as provided in Wis. Stats. § 349.13, no person shall park any vehicle for a period of time longer than 30 minutes between the hours of 2:00 a.m. and 6:00 a.m. of any day, from October 31 to May 1, except physicians or surgeons, when parking is reasonably necessary on emergency calls. SNOW EMERGENCY A snow emergency shall exist whenever there shall be an accumulation of four (4) or more inches of snow during a twenty-four (24) hour period and such accumulation interferes with the safe and efficient movement of traffic or impairs the ability of emergency vehicles to travel safely over the streets of the Village of Weston. Such emergency shall continue in effect for 24 hours after snow has ceased to fall, or until such time as the snow has been removed from the streets or highways within the Village, or until the Director of Public Works or his designee rescind the snow emergency. PARKING: For the purpose of this section parking is defined to mean permitting a vehicle to remain unattended, but shall not include the temporary stopping of a vehicle by a doctor on an emergency call, police, fire or other emergency vehicles, or business vehicles being used for normal delivery or pickups. SNOW EMERGENCY PARKING REGULATIONS: Sec. 82.107 (C) Village of Weston, Code of Ordinances. Back to Agenda  After notice is given, during the period of such snow removal emergency as so declared, no vehicle shall be parked, stopped or left standing on any public street or alley within the village. DECLARATION OF SNOW EMERGENCY: A snow emergency may be declared to exist by the Director of Public Works or his designee, or by the Chief of Police by giving notice to the news media. A declaration shall be a service aid only and not a duty on the part of said officials. COMPLAINTS Complaints for snow and ice removal shall be made to the Public Works Dept. during working hours of 7:30a.m. to 5:00p.m. on weekdays. Phone number: (715) 359-6114. A map showing priority routes is also available at the office of the Director of Public Works located in the Municipal Center. Approved by the Weston Village Board on: Month Date, 2014 SNOW PLOWING PRIORITY ROUTES Subject to mechanical condition of equipment, snow plowing of priority 1 streets are assigned as follows: ROUTE 9 TRUCK #9 Jelinek Ave from BUS 51 to Birch St Normandy St from Schofield Ave to Jelinek Ave Volkman St from STH 29 to Priebe St Alderson St from STH 29 to Schofield Ave Birch St from Community Center Dr to Schofield Ave Community Center Drive from Birch to CTH X Barbican Ave from CTH X to Von Kanel St Neupert Ave from BUS 51 to Alderson St ROUTE 10 TRUCK #10 Ross Ave from Metro Center Dr to Kramer Rd Kramer Rd from Ross to Kersten Kersten from Kramer to CTH N Northwestern Ave from CTH X to City of Wausau Alderson St from Ross Ave to Mallard Ct Eau Claire Ave from Alderson to CTH X Mallard Ct??? Concord Ave from Bayberry to CTH X Bayberry from Ross to Concord ROUTE 17 TRUCK #17 Schofield Ave (Entire length with trucks 29 & 69) Sternberg Ave from Birch to Mesker St Mesker St from Ross to Schofield Ave Janice from Mesker to Fuller Fuller from Ross to Schofield Ave Corozalla from Ross to Mesker Fox St??? ROUTE 29 TRUCK #29 Schofield Ave (Entire length with trucks 17 & 69) Weston Ave from CTH X to Ringle Line Back to Agenda  Shorey Ave from CTH X to Ryan St Ryan St from Shorey Ave to Schofield Ave Howland Ave from CTH X to Woodland Dr Woodland Dr. from Howland Ave to Shorey Ave Heeren St from Nick to Weston Ave??? Progress Way Commerce Drive Enterprise Way Zinser St from Schofield Ave to STH 29 ROUTE 60 TRUCK #60 Alderson St from Shorey Ave to Howland Ave Weston Ave from Birch St to CTH X Hospital Area between STH 29 and Weston East Jelinek from CTH X to Municipal St Ave(Ministry Pky, Cranberry Blvd, Stone Ridge Dr., Mesker St from Schofield Ave to E Jelinek Westview Blvd, Franciscan Way, Birch St) Von Kanel from Barbican to E Jelinek ROUTE 69 TRUCK #69 Schofield Ave (Entire length with trucks 17 & 29) Sandy Ln from Ross Ave to Canoe St Canoe St from Sandy Lane to Termini Isaiah St from Sandy Ln to Walleye Dr. Walleye from Isiah to Creel Creel from Walleye to Quentin Quentin from Portage to Kramer Portage from Canoe to Quentin Michael Dr from Alex to Cheryl ASSIGNED PLOWING ROUTES ROUTE 1 TRUCK #9 All streets: East of Volkman St., North of STH 29, South of Schofield Ave and West of Birch St. Community Center Dr. and Barbican Ave are also part of the route. ROUTE 2 TRUCK #10 All streets including Ross Avenue North of Ross Avenue and West of the Eau Claire River, all streets off of Northwestern Avenue, and all roads in the Town of Weston North of Gusman Rd. All streets within the Powers Subdivision are part of this route as well. ROUTE 3 TRUCK #17 All streets located between Ross Ave and Schofield Ave from the Western Village Border to and including streets from Fuller St to the Eau Claire River. ROUTE 4 TRUCK #29 All streets south of STH 29 and East of Camp Phillips Road/CTH X. As well as all streets South of Schofield Ave and East of Municipal Street. ROUTE 5 TRUCK #60 All streets South of STH 29 and West of Camp Phillips Road/CTH X. As well as all streets between Schofield Ave and STH 29 from Birch St to Municipal St, excluding Community Center Dr. and Barbican Ave. ROUTE 6 TRUCK #69 All Village Streets located North of the Eau Claire River except for the Powers Subdivision, and all Town Roads south of Gusman Rd. Additionally all Village Streets East of Fuller St. and North of Schofield Ave. Back to Agenda  Drivers will not deviate from their assigned routes until that route is completed or ordered to do otherwise by the Director of Public Works, Street Superintendent or the Village Administrator. Upon completion of their assigned routes drivers will check in with the Director of Public Works or the Street Superintendent for assignment to help in another area. No driver is excused from duty until the DPW or Street Superintendent is notified and all streets are cleared. VILLAGE MAINTAINED SIDEWALKS and MULTI-USE PATHS  Schofield Ave: Ryan St to BUS 51  BUS 51: Jelinek Ave to Schofield Ave.  Camp Phillips/CTH X: Howland Ave to Northwestern Ave  Birch St: Weston Ave to Community Center Dr.  Weston Ave: Camp Phillips/CTH X to Birch St.  Kennedy Park: (Bounded by Alderson St, Neupert Ave, Alta Verde St, and Jelinek Ave)  Public Safety Building: (Mesker St)  Back to Agenda Back to Agenda Back to Agenda  Meeting Date: 02/03/2014 Agenda Item: Utility Easement Agreement between SJM Builders, Inc., and Village of Weston in Cedar Place Subdivision, Village of Rothschild. STAFF REPORT REPORT FOR: Mark Porlier and Property & Infrastructure Committee, President L White & Village Trustees REPORT PREPARER: Keith Donner, P.E., Director of Public Works & Utilities ITEM DESCRIPTION: Proposed Utility Easement Agreement with SJM Builders, Inc., in the Cedar Place Subdivision, Village of Rothschild. STAFF'S COMMENT: This action item is being presented to the Property and Infrastructure Committee and Board of Trustees to consider the recommendation of the Director of Public Works that the following motion be approved: “The Property and Infrastructure Committee recommends that the Board of Trustees approves/ the Board of Trustees approves - the utility easement agreement with SJM Builders, Inc., for water and sanitary sewer facilities in the Cedar Place Subdivision in the Village of Rothschild.” ACTION ITEM: ____ Ordinance ____ Resolution _X_ Motion ____ File DATE OF REPORT: Friday, Jan 31, 2014 DATE OF MEETING: Mon, Feb. 03, 2014 FISCAL SUMMARY: STATUTORY REFERENCE: Budget Line Item: Wisconsin Statue: Budget Line Item: Administrative Code: Budgeted Expenditure: Municipal Code: Budgeted Revenue: Judicial Ruling: Policy Question / Issue: Should the Village Board of Trustees endorse the recommendation of the Director of Public Works to approve the utility easement agreement with SJM Builders, Inc., for water and sanitary sewer facilities within the plat of Cedar Place Subdivision in the Village of Rothschild? 1 Back to Agenda  Background: The Cedar Place Subdivision will be located on an approximate 20 acre parcel on the west side of Alderson Street, approximately ¼ mile south of Shorey Avenue. The subdivision will have Cedar Creek as its northern and western boundary and Alderson Street as its eastern boundary. Although the development is within the Village of Rothschild corporate limits, the Village of Weston furnishes utility service in this area because it is best situated to do so. The terms of the development agreement, previously approved by the Village on 01/20/2014, include the subdivider’s obligation to furnish this easement (Section 5.05). Recommendation from Task Force: N/A Recommendation following Staff Review: The easement has been reviewed by Village legal counsel and has already been executed by the developer. The Director of Public Works recommends approval. Purpose: The easement area is provided for on the subdivision plat however, when easement areas are simply shown on plats there is commonly ambiguity as to how adjoining property owners can use these easement areas and ambiguity as to what responsibilities the property owner and the utility would have for restoration of surfaces within those easement areas following maintenance or replacement. This agreement addresses these two aforementioned principles with the intent of limiting the Utility’s financial obligation following future maintenance activities. Policy Alternatives: 1. Approve the agreement as presented. 2. Do not approve the proposed agreement Future Deliverables: 1) Recorded easement agreement. Additional Items: 1) Easement with copy of plat as exhibit. 2) Development Agreement 2 Back to Agenda Back to Agenda Back to Agenda Back to Agenda Back to Agenda Back to Agenda Back to Agenda Back to Agenda Back to Agenda Back to Agenda Back to Agenda Back to Agenda Back to Agenda Back to Agenda Back to Agenda Back to Agenda Back to Agenda Back to Agenda Back to Agenda  Meeting Date: 02/03/2014 Agenda Item: Agreement with MTS Utilities for Construction Representative Services to be Reimbursed by the Developer of Cedar Place Subdivision, Village of Rothschild. STAFF REPORT REPORT FOR: Mark Porlier and Property & Infrastructure Committee, President L White & Village Trustees REPORT PREPARER: Keith Donner, P.E., Director of Public Works & Utilities ITEM DESCRIPTION: Agreement with MTS Utilities for Construction Representative Services to be Reimbursed by the Developer of Cedar Place Subdivision, Village of Rothschild. STAFF'S COMMENT: This action item is being presented to the Property and Infrastructure Committee and Board of Trustees to consider the recommendation of the Director of Public Works that the following motion be approved: “The Property and Infrastructure Committee recommends that the Board of Trustees approves/ the Board of Trustees approves - the agreement with MTS Utilities for Construction Representative Services to be Reimbursed by the Developer of the Cedar Place Subdivision in the Village of Rothschild.” ACTION ITEM: ____ Ordinance ____ Resolution _X_ Motion ____ File DATE OF REPORT: Friday, Jan 31, 2014 DATE OF MEETING: Mon, Feb. 03, 2014 FISCAL SUMMARY: STATUTORY REFERENCE: Budget Line Item: Wisconsin Statue: Budget Line Item: Administrative Code: Budgeted Expenditure: Municipal Code: Budgeted Revenue: Judicial Ruling: Policy Question / Issue: Should the Village Board of Trustees endorse the recommendation of the Director of Public Works to approve the agreement with MTS Utilities for Construction Representative Services to be Reimbursed by SJM Builders, Inc., the Developer of the Cedar Place Subdivision in the Village of Rothschild? 1 Back to Agenda  Background: The Cedar Place Subdivision will be located on an approximate 20 acre parcel on the west side of Alderson Street, approximately ¼ mile south of Shorey Avenue. The subdivision will have Cedar Creek as its northern and western boundary and Alderson Street as its eastern boundary. Although the development is within the Village of Rothschild corporate limits, the Village of Weston furnishes utility service in this area because it is best situated to do so. The terms of the development agreement, previously approved by the Village on 01/20/2014, include the subdivider’s obligation to install public infrastructure within the development at their sole cost. The development agreement terms also include the subdivider’s obligation to paiy for contstruction inspection (a.k.a. construction representation services) conducted by an independent inspector hired by the Village (Section 1.06 (3) and Section 1.07 (3)) Recommendation from Task Force: N/A Recommendation following Staff Review: MTS Utilities has familiarity with the project having performed the design for the sewer and water facilities. The Village’s practice has been to allow the design engineer to also provide construction representation. This project delivery model for subdivisions has been effective for both subdivider’s and the Village. Having the design engineer involved with construction minimizes or even eliminates issues with construction plan and specification interpretation and record drawing development. MTS Utilities will also be providing the same services for the Village of Rothschild’s interests in this project. Costs of construction representative services are impossible to “bid” due to the factors beyond the professional’s control including contractor efficiencies, weather, and unknown underground conditions. The proposal includes an estimated range of cost between $2,800 and $3,300 based on 4.5 days of pipeline construction. The Director of Public Works recommends approval on a time and material basis with an estimated amount of between $2,800 and $3,300. Purpose: The purpose of providing construction representative services is to obtain verification of construction in accordance with the Village’s specifications and provide a record drawing of the public infrastructure for future reference. Policy Alternatives: 1. Approve the agreement as presented. 2. Do not approve the proposed agreement Future Deliverables: 1) Record drawings 2) Construction installation notes. Additional Items: 1) Construction Representative Proposal from MTS Utilities. 2) Development Agreement 2 Back to Agenda  MTS Marathon Technical Services LLC 2000 Lester Street Weston, WI 54476-1750 Consulting Engineers and Surveyors January 22, 2014 Mr. Keith Donner Director of Public Works Village of Weston 5500 Schofield Ave. Weston, WI 54476 RE: Cedar Place Subdivision Construction Representative (CR) Dear Mr. Donner; We are pleased to provide this proposal for the construction monitoring services on the referenced project. As the designers of the project we are well versed with the standards, practices and staff for both the Village of Weston utilities and the Village of Rothschild street/stormwater infrastructure. In addition we have a long history with the parcel, from the initial interceptor sewer installation in 1995, to representing the bank after they obtained the parcel from the original developer and now assisting the current owner. Our design work with SJM Builders has concluded with the final Village approvals on the project. They are independently collecting contractor quotes and working directly with a contractor they select on completion of the project. This proposal addresses construction representative services for the Weston utility infrastructure improvements. We have submitted a separate proposal to the Village of Rothschild for construction representative services on storm and street infrastructure within the proposed subdivision. We would be pleased to work for both communities independently, or one or the other, as each determines their best interest. The remaining utility infrastructure to be completed in the project is the water main, water services and the horizontal components of the sewer laterals. None of the storm water, street and sidewalk work has been previously started. As we understand the selected contractor proposes to initially grade the site to subgrade, requiring approximately three days. We estimate the water main and lateral installations to be four to five days of work. Final shaping of the street subgrade and CABC placement will be several days. Curb/gutter and blacktop placement will be an additional week. The goal is to have work begin as weather and site conditions allow in the Spring of 2014. Office: 715-843-7292 www.mtsllc.net Fax: 715-843-7292 Back to Agenda  The following services will be provided during the completion of the subdivision facilities; 1) Conduct a Pre-Construction meeting. 2) Monitor, on a daily, fulltime basis, the Contractor’s pipe laying, pipe trench backfilling, pipe trench compaction and performance testing activities. Monitor, periodically and as needed, the Contractor’s road building activities. 3) Record daily notes on the Contractor’s activities. 4) Make construction record notes on the CR’s plan print. 5) Provide measurements of buried facilities and preparation of the construction record drawings. 6) Provide written report to the Village, with photographs, summarizing the construction activities. 7) Make regular contact with the Village staff regarding project status. Some tasks we are assuming to be completed by others, as follows. 1) Plat staking. 2) Construction grade staking. 3) Material testing We will provide the construction representative services at a rate of $56.00/hr. This construction rep hourly rate, during the time the contractor is on-site, is for full time monitoring during pipe laying and backfill activities and includes compensation for vehicles, report forms, photographs and miscellaneous items. The Village will dictate the level of services desired for their infrastructure. The level of service will be established at a pre-construction meeting. The level of service desired and the efficiencies of the contractor will drive the total cost of the construction monitoring. We have estimated 4.5 days of utility pipe laying and a half day of performance testing. With the fulltime on-site monitoring and construction record drawing preparation we estimate the utility monitoring to be in the $2,800 to $3,300 range. Specialized testing; such as soil Proctor, compaction tests and/or concrete testing will be performed on an as needed basis outside of this proposal should issues arise requiring such testing. Office: 715-843-7292 www.mtsllc.net Fax: 715-843-7292 Back to Agenda  We look forward to providing continued professional services to the Village. Please contact me at 571-2698 or 843-7292 if you have any questions. If this proposal is satisfactory for your portion of the infrastructure, please sign one copy and return it for our files. Sincerely, MARK W THOMPSON Mark W. Thompson, PE _________________________ Accept Proposal for utility improvements Village of Weston Office: 715-843-7292 www.mtsllc.net Fax: 715-843-7292 Back to Agenda  MARATHON TECHNICAL SERVICES, LLC 2014 BILLING RATES AND REIMBURSABLE EXPENSES CLASSIFICATION RATE PER HOUR Project Engineer $115.00 Staff Engineer $85.00 Construction Representative $56.00 AGREEMENT PROVISIONS Project Site Safety MTSLLC shall not plan nor have control of or charge of, and shall not be responsible for safety programs, precautions nor methods employed by the Contractor during the construction of facilities, designed by MTSLLC, for the Client. Construction Methods MTSLLC shall not plan nor have control of or charge of, and shall not be responsible for construction means, methods, techniques, sequences or procedures in connection with the facilities designed by MTSLLC and performed by the contractor, for the acts or omissions of the contractor, subcontractors or any other person performing any of the work, or the failure of any of them to carry out the work in accordance with the contract documents and accepted industry standards. Opinions of Probable Costs Opinions of costs presented by MTSLLC are based on our experience and reflect our best judgment at the time of the cost determination. We cannot and do not guarantee that contractor’s bids and proposals will not vary from our opinion of probable costs as we have no control over the market conditions, the competitive bidding process nor the contractor’s expectation for compensation. Hazardous Substance Exclusion MTSLLC shall have no responsibility for the discovery, identification, handling, removal or disposal of, or exposure of persons to hazardous materials, including asbestos in any form, or other toxic or hazardous substance. Office: 715-843-7292 www.mtsllc.net Fax: 715-843-7292 Back to Agenda  Insurance MTSLLC has coverage for worker’s compensation insurance, automotive, general liability and professional liability insurance for all MTSLLC employees. Certificates of insurance will be provided upon request of the Client. Billing and Payments MTSLLC will invoice the Client monthly, based on the work completed. Payment is due in 15 days of the invoice date. Balances unpaid after 30 days will bear an interest charge of 1.5% per month (18% per year), from the due date until paid. The Client is aware of the State’s Contractor Lien laws and that MTSLLC may use them to collect un-paid fees. Dispute Resolution The Client and MTSLLC agree to resolve any and all claims, counterclaims, disputes and other matters of question between the parties hereto, arising out of or related to this agreement or the breach thereof, by mediation. The mediator shall be a mutually agreeable neutral third party. Either party may terminate this agreement upon seven days written notice, should the other party fail to substantially perform in accordance with the terms of this agreement. At such time MTSLLC shall be compensated for the work performed prior to the written notice of termination. Documentation of work performed prior to the notice of termination shall be provided by MTSLLC to the Client. Acknowledgment Client _______________________ MTSLLC _____________________ Office: 715-843-7292 www.mtsllc.net Fax: 715-843-7292 Back to Agenda Back to Agenda Back to Agenda Back to Agenda Back to Agenda Back to Agenda Back to Agenda Back to Agenda Back to Agenda Back to Agenda Back to Agenda Back to Agenda Back to Agenda Back to Agenda  Keith Donner, P.E. Village of Weston, WI Director of Public Works and Marathon County Utilities STAFF REPORT 14-002 / January 31, 2014 TO: MEMBERS OF THE PROPERTY AND INFRASTRUCTURE COMMITTEE and VILLAGE BOARD SUBJECT: Briefer/Activities Report Action Items/Requests For Consideration  Agenda Items  Utility Easement Agreement with SJM Builders for Cedar Place Subdivision in Village of Rothschild  Construction Representative Agreement with MTS Utilities for Cedar Place Subdivision in Village of Rothschild. Activities/Significant Events  I feel as though the majority of my time the past couple of weeks has been devoted to discussions with the operations staff in groups and individually with respect to proposed and approved policies. I have personally met with Administrator Guild on some of these issues and I have relayed to the staff that we are being given the opportunity to have significant input on implementing the departmental strategic plan. Perhaps I need not say more since we have a lot of items to address in the strategic plan.  The snow packet is now available on the website. Michael has included a draft of a more formal written policy, modeled after Mosinee’s. I made a few edits, but want to put this in front of the committee for some input as to recommended changes as well.  I am a member of the Wisconsin Water Association’s Regulatory Committee. The committee’s task is to stay in touch with ongoing legislation that impacts water utilities. The idea is to be more proactive by having some influence on the impact of proposed legislation rather than simply have to react. Along those lines there are also some annual efforts to get some face time with elected officials: The first event is the annual Municipal Utilities Legislative Day at Madison, on February 18. This is a joint event with Municipal Electric Utilities. The flyer and other information are attached. I am planning to attend. If there are any committee, board or staff members also interested they can also attend. Back to Agenda  Keith Donner, P.E. Village of Weston, WI Director of Public Works and Marathon County Utilities The second is simply the possible participation in an annual American Water Works Association Legislative Fly In – in Washington DC April 1, 2014. The national AWWA annually sponsors one state section representative to this event (similar to the Wisconsin State event). This year in an effort to get more representation from Wisconsin the Wisconsin Water Association is offering to contribute $1,000 each for 2 additional representatives. The cost would probably be in excess of this, though I am not sure yet how much that would be. I am interested in participating. The WWA has not gone through any selection process yet, but I won’t pursue it if there is no ability or desire pursue it. I would like your perspectives on this on Monday. Perhaps you would prefer to refer it to Personnel for recommendation. Significant Interactions  Attended large group meeting facilitated by Administrator Guild on Monday, January, 20.  1/21, Telephone conference meeting of Wisconsin Water Association Regulatory Committee.  Attended personnel committee meeting on 1/28.  Wednesday, 1/29, met with representatives of NTC regarding training partnerships. Follow-up meeting with department heads and Administrator Guild.  Attended “Effective Supervisory Practices” Webinar in Board Room on 1/30. Also follow-up meeting with department directors and assistants with Administrator Guild  1/30, Telephone conference with Chad Waterhouse and Kathy Beduhn of AECom re: water distribution system uni-directional flushing project. Back to Agenda Municipal Utilities Legislative Day - Wisconsin Water Association (The... http://www.wiawwa.org/events/event_details.asp?id=390959 Back to Agenda 1 of 1 1/31/2014 2:07 PM Back to Agenda Back to Agenda  Michael Wodalski Village of Weston, WI Deputy Director of Public Works Marathon County STAFF REPORT 14-002 / February 3, 2014 TO THE MEMBERS OF THE PROPERTIES AND INFRASTRUCTURE COMMITTEE SUBJECT: Committee Briefer/Activities Report Action Items/Requests For Consideration  N/A Activities/Significant Events  We are working on fine tuning our Capital Equipment Replacement schedule. As part of this exercise I traveled down to Milwaukee this past week with Doug Behnke, Tony Skrzypchak, and Jason Lenhard from our Street Staff to attend an Equipment Expo. This event allowed us to see what equipment is out there as well as compare equipment side by side. It was beneficial in seeing what different manufacturers offer and will help us in the coming months as we work on putting together our equipment specifications.  Included is a rough draft of a formal written snow and ice policy. This is meant to be the policy of the Village whereas the packet that we’ve gone through at the last several meetings is more of a communications piece.  I’ve been spending some time getting myself reacquainted with the storm water management plan for the Business Park South as we are starting to hear more buzz from potential developers on those lots. There are a few unique characteristics of that park due to the wetlands in the area.  I’ve been following up and handling inquiries/complaints about the snow removal process. Calls seem to be tapering down a little as I think people are getting more used to dealing with the snow. Street Operations  The crew has been busy with plowing as the events seem to keep coming.  Snow removal has taken place in a few areas around the Village. We have a good pile started already at the Aquatic Center. The hope is to be able to continue removing snow this week since banks are starting to build up and our streets are starting to shrink.  I’ve attached the log of snow events for this winter so far. As you all know it’s been a fairly snowy winter so far and the staff has had a lot of early mornings and weekends where they’ve been called in. Back to Agenda