Public Works Committee

Village of Weston, Wisconsin OFFICIAL MEETING MINUTES OF THE PUBLIC WORKS & UTILITY COMMITTEE Monday, May 11, 2020, at 4:30 p.m. AGENGA ITEMS 1. Meeting called to order by Chairman – Nate Fiene at 4:30 p.m. 2. Welcome, introductions and acknowledgement of guests. None. 3. Roll Call by Recording Secretary Coleman: Nate Fiene {C} Present Hooshang Zeyghami Present Jon Ziegler {VC} Present John Jensen Present Tom Hubbard Excused 4. Approval of 3/09/20 minutes. M/S/P Ziegler/Jensen: to approve the minutes from the meeting 03/09/20 meeting. Yes Vote: 4 No Vote: 0 Abstain: 0 Not Voting: 1 Result: Pass Nate Fiene Yes Jon Ziegler Yes John Jensen Yes Hooshang Zeyghami Yes Tom Hubbard Excused Public Comments. This is actually number 23 below. Oliver Burrows from 5008 Sunset St in Weston. He is requesting Public Works Committee to forward this to Village Board to allow for a variance for future modification requiring new or reconstruction areas to have sidewalks. Burrows indicated that these sidewalks have no where to go on the cul-de-sac streets of Sunset and Arrow. There are less than 12 houses on this street. Burrows indicated that he does not see a need for sidewalks in order to fulfill the original purpose or intent. The amount of foot traffic is minimal. Wodalski indicated the full ordinance is attached which was passed in 2015. Burrows said that from his research eliminating the sidewalks does change the cost of the project. It does not undermine the Village’s purpose or vision of the Village. Burrows indicates there is no need for a sidewalk as there is no through traffic and only 14 houses. There is less than  25-30 people walking on this block each week. Zeyghami indicates if we change the ordinance, then we have to continue doing so for any future revised or new subdivisions. Jensen stated we have eliminated the creation of future cul-de- sacs. Ziegler agrees with Jensen, but how do you revise the ordinance so we don’t have to change it. Ziegler said if it is revising the ordinance then it doesn’t make sense. Zeyghami said we would have to change the ordinance so that they could vote on it. Fiene said he understands, he is worried about us setting a precedent. Others in less reasonable instances will come forth. Rewriting the ordinance may have an effect on future grants where it is warranted. Burrows said this is a one-time issue and not precedent setting. Wodalski says we have 92 cul-de-sacs in the Village, so we do have a lot of existing ones. Donner said we could look at the lengths of these cul-de-sacs. Burrows said there is no opportunity to connect the cul-de-sacs to any other roads. Ziegler said when we open it up to the public, you receive various understandings or misunderstandings. Fiene suggested that this be brought to the Board of Trustees to see if any more action can be taken. Burrows thanked us for allowing him to speak. ACKNOWLEDGE WORK PRODCUT TRANSMITTALS 5. Acknowledgement of water and sewer permits and applications. None. Wodalski indicates that items 6 – 14 is to give everyone an update as these items were previously approved by the board. Zeyghami asked before discussions that we obtain certificates of insurance on all these contractors to avoid liability. Wodalski indicates that we do have their certificates of liability to hold harmless the Village of Weston. 6. Mesker Well Rehabilitation 7. Foremost/Kerry Well Rehabilitation 8. Street Sweeper Lease Approval 9. End Loader Purchase 10. Bloedel Well Fence Zeyghami asked to see the map. Wodalski indicates there is a heavily wooded area on the back side. The main reason is people are using this as their dog park and we are hoping this is a stage 1 deterrent and they are less likely to do anything with the well house. If it doesn’t prevent it, we should finish it off and put a gate on it. Zeyghami said we should put the fence on it all the way around. 11. Weston School East Neighborhood Reconstruction Project Contract Award  12. Callon Ave Engineering Design Award 13. Frontage Rd and Evergreen Rd Engineering Design Award 14. Replacement Plow Truck/Grader Purchase 15. Fire Hydrant Painting RFP – current RFP we have is zero. M/S/P Ziegler/Jensen: to acknowledge item 6 thru 15 items. Yes Vote: 4 No Vote: 0 Abstain: 0 Not Voting: 1 Result: Pass Nate Fiene Yes Jon Ziegler Yes John Jensen Yes Hooshang Zeyghami Yes Tom Hubbard Excused EDUCATION, PRESENTATIONS, AND REPORTS None. POLICY DISCUSSIONS AND RECOMMENDATIONS 16. Recommendation to Award 2020 Crack Sealing Project Award Precision Seal Coating bid of $98,940. M/S/P Jensen/Ziegler: to award bid to Precision Seal Coating for the price of $98,940. Yes Vote: 4 No Vote: 0 Abstain: 0 Not Voting: 1 Result: Pass Nate Fiene Yes Jon Ziegler Yes John Jensen Yes Hooshang Zeyghami Yes Tom Hubbard Excused 17. Recommendation to Award 2020 GSB-88 Pavement Sealing Project Fahrner Asphalt bid $66,815 which is Sandy Lane from Hewitt to Alex, Schofield Ave from Ryan to Highway J, and Neupert Ave: Business 51 to Alderson St. M/S/P Zeyghami/Jensen approve awarding bid to Fahrner Asphalt for cost of $66,815.. Yes Vote: 4 No Vote: 0 Abstain: 0 Not Voting: 1 Result: Pass  Nate Fiene Yes Jon Ziegler Yes John Jensen Yes Hooshang Zeyghami Yes Tom Hubbard Excused 18. Recommendation to Award 2020 Chip Seal/Micro Surface Project The recommendation is to continue with chip sealing with the fog seal as opposed to microsurfacing these streets. The fog seal locks in the loose chips and prevents the loose chips going down the drains and on the roads. Looking at cost, Scott Construction’s bid amount to chip seal and fog seal was $13,000 less than the microsurface. M/S/P Jensen/Zeyghami motion to approve Scott Construction for chip sealing. Yes Vote: 4 No Vote: 0 Abstain: 0 Not Voting: 1 Result: Pass Nate Fiene Yes Jon Ziegler Yes John Jensen Yes Hooshang Zeyghami Yes Tom Hubbard Excused 19. Recommendation to Award 2020 Asphalt Overlay Project American Asphalt prices came in a little over budget, but we have some wiggle room with the overall surface maintenance budget with other items coming in under budget. M/S/P Zeyghami/Jensen approved American Asphalt awarded Overlay Project. Yes Vote: 4 No Vote: 0 Abstain: 0 Not Voting: 1 Result: Pass Nate Fiene Yes Jon Ziegler Yes John Jensen Yes Hooshang Zeyghami Yes Tom Hubbard Excused 20. Recommendation to Award Ross Avenue Paving Project Wodalski stated at the 3/16 Board Meeting, it was approved to use $250,000 from the TIF Funds to pay for the work on Schofield Ave in 2019 which was originally borrowed for. Thus, the board approved utilizing the $250,000 to repave Ross Ave between Birch St and Camp Phillips with those funds. There were a couple different alternatives on bidding this project. Wodalski showed the breakdowns between the options. Utilizing a 25-foot pavement section for section A and then repaving the intersections near Camp Phillips, the cost is just over the $250,000 mark at $250,742 for just the 25 ft driving sections for A & B.  M/S/P Ziegler/Zeghami approved Paving Project Yes Vote: 4 No Vote: 0 Abstain: 0 Not Voting: 1 Result: Pass Nate Fiene Yes Jon Ziegler Yes John Jensen Yes Hooshang Zeyghami Yes Tom Hubbard Excused 21. Recommendation to Award Schofield Avenue Concrete Repair Project $133,820 from Birch St to Camp Phillips Rd, there are several slabs near Normandy St as well that will be repaired. CPR Inc was low bidder. CIP Budget was $175,000 so we are under budget. CPR Inc. did some Schofield Ave repairs in 2014 or 2015 and they are a reputable concrete contractor. M/S/P Jensen/Zeyghami approved to award Concrete Repairs to CPR Inc. for Cost of $133,820 Yes Vote: 4 No Vote: 0 Abstain: 0 Not Voting: 1 Result: Pass Nate Fiene Yes Jon Ziegler Yes John Jensen Yes Hooshang Zeyghami Yes Tom Hubbard Excused 22. Recommendation to Purchase Replacement Skid Steer Several dealers dropped off demo units for staff to try out at Ryan Street. Staff’s preference was the CAT machine because it had the best response, joy stick worked well and most fluid machine. Quotes Bobcat $47,850, CAT $55,508, and John Deere $54,859. Staff prefers the CAT and they are very good to work with. They are here in Weston and we can rent attachments easily as well. Bobcats are not set up like CATs and hydraulics are different to attach parts to. Jason Lenhard (Village Fleet Foreman) indicated CAT was the unanimous preference by the operations staff out of the three. M/S/P Fience/Ziegler approved purchase of CAT Skid Steer. Yes Vote: 4 No Vote: 0 Abstain: 0 Not Voting: 1 Result: Pass Nate Fiene Yes Jon Ziegler Yes John Jensen Yes Hooshang Zeyghami Yes Tom Hubbard Excused 23. Discussion and Possible Action following up from the Weston School East Neighborhood Reconstruction Project  a. Replacement of Trees and Street Tree Planting The question of street trees was brought up by residents. Normally we would replace a pine for a pine, maple for a maple. Some people want a maple for their pine. It is something we should look at as well. Village Arborist Falkowski has stated in the past that we should not plant trees in ditches. M/S/P Zeyghami/Ziegler approve the replacement of trees for street tree planting offer trees to residents. Yes Vote: 4 No Vote: 0 Abstain: 0 Not Voting: 1 Result: Pass Nate Fiene Yes Jon Ziegler Yes John Jensen Yes Hooshang Zeyghami Yes Tom Hubbard Excused b. Sidewalk on Arrow and Sunset north of Kennedy Ave was discussed early with Oliver Burrows. 24. Update and Discussion on 2020 Street Maintenance Plan Wodalski gave an overview of the 2020 Street Maintenance Plan with bid results now known. Overall, there is approximately $3,000 in contingency left. It was further explained how the asphalt patching and concrete patching line items are utilized as we know there are repairs needed, but don’t always have specific areas identified at the beginning of the year. If funds become tight during the year there may have to be areas that are deferred to a future year. Then regarding the capital projects, the two major projects for 2020 are the Weston School East and Schofield Avenue projects where we are projecting after bids have been opened those to come in about $300,000 under budget. Staff isn’t suggesting we do anything with the monies right now as there isn’t a guarantee those projects will end up under budget, but we may look at other areas later in the year if those costs do carry forward during the summer. RESOLUTIONS/ORDINANCES None. FUTURE ITEMS 25. Next Meeting date(s): a. Monday, June 8, 2020 @ 4:30 p.m. Regular Meeting b. Monday, July 13, 2020 @ 4:30 p.m. Regular Meeting c. Monday, August 10, 2020, @ 4:30 p.m. Regular Meeting d. Monday, September 14, 2020, @ 4:30 p.m. Regular Meeting  26. Topics for future meetings. 27. Remarks from Administrator 28. Remarks from Statt a. 2019 CIP Project Status Updates: 1. Zinser St Utility Extension Crane Meadows paving should be done this week and ditch restoration the following week. 2. Harlyn Ave Lift Station This Wednesday the new station should be starting up and all restoration work should be done by the end of the month. b. Operations Staff Updates 1. Watermain Flushing This has been started. 2. Spring Yard Waste Pick Up Leaf pick up completed and brush should be done by Wednesday. There was extra brush this year as compared to previous years. 28. Remarks from Committee Members. 29. Announcements ADJOURNMENT BY 5:44 P.M.