Public Works Committee

Village of Weston Property & Infrastructure Committee Minutes _____________________________________________________________________________________ Meeting: Property & Infrastructure Committee Date/Time: Monday, February 2, 2015 @ 4:45 p.m. Location: Village Hall (5500 Schofield Avenue) – Board Room Members present were Mark Porlier, John Jensen, and Neal Adams. Jon Ziegler and Jeff Belott were excused. Also present were DPW Keith Donner, Michael Wodalski, Daniel Guild, John Jacobs, Jennifer Suchomski, Loren White, Scott Berger, Fred Schuster, Don Swailes, Doug Bender, Hooshang Zeyghami, and Donna Van Swol. 1. Call to Order. Meeting was called to order at 4:55 p.m. by Chairman Porlier. 2. Scheduled Appearances or Public Presentations 2.1 Introduction of New Department of Public Works Employee – Jennifer Suchomski. Donner introduced Jennifer Suchomski. The committee welcomed her to the village. 3. Comments from the public on issues related to property and infrastructure. None. 4. Consent Items. 4.1 Approval of Previous Meeting Minutes from 1/5/2015. *M/S/P Jensen/Adams: to approve the minutes for the meeting of January 5, 2015 as recorded. 4.2 Water/Sewer Permit LCON-1-15-5758. *M/S/P Adams/Jensen: to approve water/sewer permit LCON-1-15-5758. 5. Business Items. 5.1 Recommendation to Increase Stormwater Utility Rates. Donner reported the Finance Committee addressed this issue due to recent bond ratings by Moody’s. The Stormwater Utility was created in 2004. We are looking at a minor adjustment of $2.00 per year per ERU (Equivalent Runoff Unit 3,338 square feet) from $48 to $50 annually. Single Family homes are assigned 1 ERU and duplexes 1.7 ERU. All other buildings are measured and assigned an ERU based on the impermeable surface area. The Stormwater Utility was created as a way to fund some of the anticipated cost associated with the regulation changes requiring suspended solids reduction during the mid-2000’s rather than using the general tax roll. The Village expected some capital improvements needed to be completed as a result of the regulation changes. As development was occurring the village required developments to install detention basins to reduce peak runoff and collect suspended solids. As it turned out the Village is in compliance with the permit requirements. Most of the Stormwater Utility fee goes to debt service for drainage improvements. John Jacobs reported the Sewer Utility has loaned the Stormwater Utility funds the past two years and will again in 2015 for the last time. The cash reserves for the Stormwater Utility will be built back up by 2019/2020 to pay back the Sewer Utility. Moody’s was going to downgrade the Stormwater Utility due to its lack of cash reserves and no fund balance, which would have a ripple effect to the Village’s bond rating. Moody’s allowed the Stormwater Utility to use the Village’s general fund cash reserve in the event it would be needed. Page 2 Village of Weston Property and Infrastructure Committee February 2, 2015 *M/S/P Jensen/Adams: to recommend to the Board of Trustees to increase the ERU rate from $48 to $50 annually. 5.2 Recommendation to Retain Fehr Graham Engineering & Environmental for Phase 2 of Updating/Developing Village Safety Compliance Program. Donner reported last year we started a safety program update. Phase 1 was completed in 2014. We would like to continue with phase 2 of the program to include updating/developing policies and training for control of hazardous energy (lock out/tag out), excavation safety, hazard communication, fall protection, and powered industrial vehicles (forklift). Also included will be annual refresher training for blood borne pathogens, hearing conservation confined space entry, respiratory protection, and compliance review from phase 1 of the program. The cost for phase 2 of the program is $9,225 to be divided equally between street operations, water utility, and sewer utility at $3,075 each. *M/S/P Porlier/Adams: to recommend to the Board of Trustees to retain Fehr Graham Engineering & Environmental for phase 2 of the updating/developing Village Safety Compliance Program in the amount of $9,225 to be divided equally between street operations, water utility, and sewer utility at $3,075 each. 5.3 Recommendation to Award Painting Contract for East Everest Water Tower. Donner reported we had 7 bidders on the project the low bid was LC United Painting, from Sterling Heights, MI in the amount of $161,000. Dixon Engineering had reviewed the bids and recommends awarding to LC United Painting in the amount of $161,000. Vendor Amount LC United Painting $ 161,000 Seven Brothers Painting $ 185,400 Maxcor $ 251,300 TMI Coatings $ 217,600 L & T Painting $ 197,500 Classic Protect. Coatings $ 328,400 Maguire Iron $ 265,550 *M/S/P Jensen/Adams: to recommend to the Board of Trustees to award the painting contract for the East Everest Water Tower to LC United Painting in the amount of $161,000. 5.4 Discussion on Nick Avenue. Donner reported we are working with Kronenwetter on getting an inter-governmental agreement. Nick Avenue is a dead end road and the only way to get there is by Shorey Avenue. There has been discussion with Kronenwetter that a developer is considering a potential development of a golf course and condominiums in the Village of Kronenwetter. The Town of Reid and the Town of Ringle are moving ahead with improving Nick Avenue to County Road J. 5.5 Discussion of Kmiciek Road Bridge Condition. Donner reported we do have in the budget funds for design for replacement of the twin culverts (it is actually considered a bridge). We received a report from the inspection in October 2014 that the road should be posted for a 3 ton weight limit. The Marathon County Highway Commissioner has been reviewing the inspection of the bridge and recommended posting limit. 5.6 Discussion on Ross Avenue and Camp Phillips Road Medians. Doug Bender addressed the committee recommending the use of artificial turf on the medians. Bender said the City of Wausau has tested artificial turf by Applebee’s in Wausau and after two years it is still looking good. Donner reported last week we received an e-mail from the County Highway Commissioner stating he had no objections to the Village making these improvements to the medians (artificial turf). The question is what the cost is going to be and who is going to install and maintain it. Page 3 Village of Weston Property and Infrastructure Committee February 2, 2015 5.7 Discussion on Southeast Quadrant STH 29/CTH X Wetlands. Guild reported included with the meeting materials was a draft report discussing wetlands in the southeast quadrant of STH29/CTH X. Guild stated if this area is to be developed in the future this is a capital project that would likely need to be addressed either by a private owner, or a combination with a private owner and the village, or the village. It would be in the village’s best interest to be prepared with a plan to address the wetland area. 6. Reports from Staff. 6.1 Report from Deputy Public Works Director. Wodalski reported he is getting information together for updating two lift station projects, had a meeting with a representative of Solid Flux Lighting regarding LED lighting upgrade for the Village owned street lamp fixtures, there were 11 significant snow events in January, the operations crew started removing snow from areas that have sidewalks and around the hospital, and they started some brush trimming. There was a water main break repair on January 14, on Alderson Street in Rothschild our crew was assisted by Tito. 6.2 Report from Public Works Director. Donner reported the 2014 employee reviews are finished. We will discuss goals for the coming year by creating standard operating procedures and policy creation as a next step. We are working with Administrator Guild regarding classifications in the wage and compensation study, and we started an ergonomics study of some of our job functions in the interest of reducing workman’s comp claims. Donner received a letter over the weekend from Glenn Falkowski regarding our 2015 Water Supply Sanitary Survey (a more comprehensive review done on a 3 year basis). Some minor corrections outlined in the survey are to update our cross connection and private well ordinances. Donner thought we should review the entire Water Utility Ordinance to make sure it is all up to date. Included with the meeting materials was letter sent out regarding RMMSD’s facilities planning study and coordinating that with sewer service boundary planning done by Marathon County Planning Organization. We will need to address developed areas that are not currently serviced with municipal water and sewer. 6.3 Report from Administrator. 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 March 2, 2015 at 4:45 p.m. 9. Adjourn. Chairman Porlier adjourned the meeting at 5:55 p.m. Submitted by, Donna Van Swol Utility Clerk