Public Works Committee Meeting

Public Works Committee Meeting Cravath Lakefront Room, 2nd floor 312 W. Whitewater St. Whitewater, WI 53190 *In Person and Virtual Tuesday, March 12, 2024 - 6:00 PM *Please note – due to technical difficulties, this meeting was not recorded. MINUTES CALL TO ORDER Marquardt asked Hicks if he would chair this meeting and the next Public Works Committee Meeting since he was already the vice chairperson. Hicks agreed to this request. Marquardt also advised the committee they would still meet in April before the election of new Council members. The Public Works Committee Meeting was called to order by Hicks at 6:00 p.m. ROLL CALL Present: McCormick, Gerber, Hicks Others: Marquardt ELECTION OF CHAIRPERSON/VICE CHAIRPERSON As previously stated, Hicks will chair this meeting and the next meeting in April. APPROVAL OF MINUTES 1. Approval of minutes from February 13, 2024 It was moved by McCormick and seconded by Gerber to approve the Public Works Committee minutes from February 13, 2024. AYES: All by via voice vote (3). NOES: None. ABSENT: None. HEARING OF CITIZEN COMMENTS None NEW BUSINESS 2. Discussion and Possible Action regarding Amendment No. 1 to the Emergency Communications Radio System Site Improvement and Use Agreement Between Walworth County and the City of Whitewater Marquardt stated the City entered into an Agreement with Walworth County in October 2022 to allow construction of a communication tower at the Wastewater Facility property. The County looked at various options to route a signal back to City Hall for 911 redundancy. Options included another “tower” with a receiving antenna at City Hall, putting an antenna on the new water tower, and using fiber. After much investigating with City staff, the County decided to move forward using fiber. There is an unused fiber line that runs from City Hall to UW-Whitewater to Water to Streets to Wastewater. The County is asking to use this line. The County would then run a fiber line through existing conduit from the Wastewater Main Building to the tower site. In addition, the County would like to run fiber from Franklin St. into City Hall to provide additional redundancy. Public Works Committee Meeting Agenda March 12, 2024 Page 2 Todd Neumann, from the Walworth County Sheriff’s Office, spoke regarding the use of fiber for this project. Neumann asked the City for the use of this line. He stated Walworth County will pay for the repairs and connections needed for this project to happen. They would also pay for the fiber run from the Wastewater Utility to the tower itself. Neumann stated the other piece, when dealing with fiber in the ground, because of people digging in the ground, is redundancy. Therefore, the County would have Edge Broadband run another piece of fiber up Franklin St., up Whitewater St. and into the Municipal Building as redundant fiber. That will then connect to our Whitewater Lake Tower providing a redundant connection. If the City’s fiber connection where to get severed, the redundant fiber connection would allow the County to stay connected. The fiber is going to connect two things. 1. It will connect the Whitewater Police Department’s Console, in their radio system, and 2. It will provide redundant 911 pathways. The City and the County share a 911 telephone system with Next Generation 911 coming in. The City is going to run 911 lines in and the County is going to run 911 lines into the County. Neumann stated as outlined in the Amendment, the County is paying for all work associated with getting the fiber viable for use from City Hall to Wastewater; installation of fiber from Wastewater to the Tower, and the redundant fiber connection from Franklin St. Per the Amendment, the City is not charging the County for the use of the existing fiber. Hicks asked if there was a Service Line Agreement (SLA) in order in case something does happen with the City lines in the future. What would the timeframe be in getting the line repaired? Neumann said he could add paragraph E (or add to paragraph D) – the City agrees to be responsible for costs to repair the fiber from the Municipal Building to the Wastewater Treatment Plant (main building), as soon as reasonably possible, or something to that affect. Hicks commented that Edge probably has their own test gear, but on the City’s private side, if the County’s circuit were to go out overnight, does the County have OTRs or test gear to verify it’s not on the County’s segment vs. the City’s segment? Neumann responded, they don’t. He said they would be depending on the City’s service entity to provide service. Hicks asked if we have any contract with a company that does fiber repair and do they have specific fiber equipment to test it? Neuman stated, DigiCorp and Marquardt stated, probably WIN Fiber. Marquardt stated the City owns the fiber. Hicks stated this should be added to the Amendment and at some point, should come back to the committee for review. Hicks said it would be nice to have an agreement set up with WIN, or whomever to come in with test gear to verify where the problem is first. Then, you can determine who is going to take onus and responsibility of repairing the fiber. Neumann will add these two requests from Hicks and will send the updated version to Marquardt to get on the agenda for the March 19, Council meeting. Gerber recommended approval to the Amendment No. 1 to the Emergency Commutations Radio System Site Improvement and Use Agreement Between Walworth Public Works Committee Meeting Agenda March 12, 2024 Page 3 County and the City of Whitewater to include all sections except for section D, which will include an Amendment to Council on March 19, 2024, and seconded by Hicks. AYES: All by via voice vote (3). NOES: None. ABSENT: None. 3. Discussion and Possible Action regarding wastewater maintenance quotes for televising (CCTV), Cured in Place Pipe (CIPP) – Spot Repairs, and CIPP – Manhole to Manhole Marquardt stated as part of our ongoing efforts in 2024, the Wastewater Utility will be contracting for several different services to maintain our sanitary sewer collection system. Those services include televising (CCTV), installation of cured in place pipe (CIPP) spot repairs, and CIPP manhole to manhole repairs. As in the past, quotes have been obtained from qualified contractors who have routinely provided quality services at the lowest per unit price. Of note, the cost per lineal foot has increased significantly from years past due to material availability, resin, and labor cost increases. Great Lakes TV Seal, Aqualis Inc. (formerly Northern Pipe, Visu-Sewer Inc.) CCTV (41,143 ft.) $19,807.21 $20,650.07 N/A CIPP-Spot N/A $16,000 $17,750 Repairs CIPP- MH to MH (1,201 ft.) N/A N/A $54,945.75  Wastewater will be conducting 41,143 feet of televising (CCTV) as part of a nine- year rotation for televising the collection system.  Spot repairs (CIPP) will include six (6) sectional liners in four (4) lines.  Additionally, 1,201 feet of 8” repairs will be done using cured in place pipe (CIPP). These maintenance expenditures are funded annually through the Wastewater Utility Sanitary Sewer Repair/Replacement Fund (SRRF). This year’s amount of $125,000 was allocated to maintain our sanitary infrastructure. Based on the amount of work to be completed, the proposal is within the current market range. The total proposal cost is $90,752.85. Marquardt stated he is looking for a recommendation to move this item on to Council. McCormick made a motion to recommend the sanitary collection system maintenance as follows: CCTV to Great Lakes TV Seal, Inc. for $19,807.21, CIPP-Spot Repairs to Aqualis for $16,000, and CIPP-MH to MH to Visu-Sewer for $54,945.75 and seconded by Hicks. AYES: All by via voice vote (3). NOES: None. ABSENT: None. Public Works Committee Meeting Agenda March 12, 2024 Page 4 4. Discussion and Possible Action approving Responsibility Resolution for Urban Non-Point Source and Stormwater Construction Grant Marquardt stated the City is applying for an Urban Nonpoint Source and Stormwater Construction Grant through the Wisconsin Department of Natural Resources. As part of the grant application, the City is required to pass a resolution which stipulates who at the City is authorized to submit the application and sign the necessary paperwork if a grant is awarded to the City. The application is for the construction (in 2026) of an underground wet detention basin, located in Starin Park. The project is a collaborative effort between the City and the University of Whitewater, Wisconsin. Both entities will receive credit toward the TSS and Total Phosphorus removal for the DNR MS4 Permit. This resolution is giving the City Manager the authority to sign future agreements, submit reimbursements, and address other items that are necessary. The Park & Recreation Board approved the location of the underground basin at their November 15, 2023, meeting. Urban Forestry has also been informed as there are some trees that will need to be taken down. There is no financial impact for submitting the application. If approved, the grant would be in the amount of $150,000. Gerber recommended a motion to recommend approval of the Construction Grant Resolution to full Council and seconded by McCormick. AYES: All by via voice vote (3). NOES: None. ABSENT: None. 5. Discussion and Possible Action regarding Strand Associate’s Scope of Services proposal for Lead Service Line Replacement Marquardt stated this project involves replacing the lead service lines in the City, which consist of both public and private lines. Staff submitted an Intent to Apply to the DNR Safe Drinking Water Loan Program last fall in hopes of receiving money through a low interest loan, and the possibility of some of it being principal forgiveness. The City should find out next month if the project ranks high enough for the funding. If awarded, plans and specifications need to be submitted with the actual application due by June 30, 2024. The Scope of Services is the basis for a Task Order to be prepared. Due to timing, Strand was not able to put a Task Order together in time for tonight’s Public Works meeting. If approved, a formal Task Order will be in place for the Council meeting. The Scope of Services is for the design of plans and specifications, and for bidding the project. McCormick asked how many lead lines were in the City. Marquardt stated about 360. About half of these are on the public side and the other half on the private side. Public Works Committee Meeting Agenda March 12, 2024 Page 5 Gerber asked how much money was in account 610. Marquardt said there is money set aside for design for contractual services. He stated 610 is the broad account for the utility. He said it’s not coming out of the general account. The Water Utility will pay for this. Marquardt stated eventually the City will be mandated to replace the lead lines. He said we are currently mandated to provide a list to the EPA by fall of 2024. The next step will be that the EPA puts out some kind of mandate on water utilities to replace lead lines. There is funding available now, so now is the time to get this project done. Hicks made a motion to approve the lead service line replacements, seconded by McCormick. AYES: All by via voice vote (3). NOES: None. ABSENT: None. 6. Discussion and Possible Action regarding sidewalk replacement costs and assessments to property owners under Chapter 12.22-Construction Standards Adopted Marquardt stated The Public Works Committee has been reviewing Chapter 12.22, which relates to sidewalk repair and replacement. The existing Chapter indicates the Building Inspector is to be designated as the Sidewalk Administrator. Sidewalks are to be reviewed annually in one of the wards on a rotating basis. And according to the ordinance, the property owner is 100% responsible for the cost of repair or replacement. A set of records from 2009 indicated the Neighborhood Service Director was the Sidewalk Administrator. These records indicated the property owners were only responsible for 25% of the repair/replacement. This adjustment may have been in response to a Special Assessment Resolution from 1996 where the Special Assessment Policy was updated. The Policy was again updated in 2015 where Council approved a Resolution where the City paid 100% for sidewalk repair/replacement, among other construction related items. At the October 10, 2023, Public Works Committee meeting, the committee voted 2-1 to approve the updates to Chapter 12.22. This includes special assessing the property owners 50% of the cost of repair/replacement, unless the repair/replacement is the result of a City terrace tree. Then, the City would pay 100% of the repair/replacement. The dissenting vote was not in favor of special assessing the property owners. At the December 5, 2023, Council meeting the Council approved the first reading of the new ordinance, which included assessing property owners 50% of the cost, unless if damage was caused by a terrace tree. The Council also asked for additional information pertaining to sidewalk cutting/grinding and the Sidewalk Utility policy in the City of Edgerton. The estimated cost to remove and replace concrete sidewalk is $10/sq. ft. One square of sidewalk at five feet by five feet would be 25 sq. ft or $250. If the sidewalk has to be fully replaced across a 60-foot lot, the cost would be $3,000. Under the current adopted Resolution, the property owner would pay $0 in both examples. If the Chapter is adopted as attached, the property owner would pay $125 or $1,500 for the two examples provided. For sidewalk cutting it depends on the height of the displacement and if it is Public Works Committee Meeting Agenda March 12, 2024 Page 6 uniform across the sidewalk square. For estimating purposes, staff used a one-inch uniform height. The estimate for this work is $160 for a five-foot width. Staff included a map showing which streets have sidewalk on both sides, one side, or none at all. According to GIS, 21.8 miles of streets have sidewalk on both sides, 14 miles with sidewalk only on one side and 20.5 miles with no sidewalk. This indicates that roughly half of the properties in the City do not have sidewalk. Yet they benefit from being able to use the sidewalk while not having to maintain it. Also included was a sidewalk cost breakdown showing the difference between money spent on defective sidewalk versus curb ramps. Staff also tried to identify trip hazards and have shown a comparison cost between replacement and sidewalk cutting. The City of Edgerton uses a Sidewalk Utility to charge all property in the City a quarterly fee that is collected and used specifically on sidewalk installation and replacement. It went into effect in 2022. Marquardt stated, at this point, the second reading of the ordinance, which states property owners would pay 50% of the replacement cost of sidewalks is on the agenda for the March 19, 2024, Council meeting. If the Council wishes they could vote down the second reading of the ordinance and direct staff to draft a first reading of the new utility sidewalk policy based on Edgerton’s Sidewalk Utility Ordinance. Gerber made a motion to reconsider the first reading of the sidewalk ordinance and not accept it. Rather, have a first ready brought forward for a new sidewalk ordinance based on the City of Edgerton’s existing Sidewalk Ordinance, Chapter 366. AYES: All by via voice vote (3). NOES: None. ABSENT: None. FUTURE AGENDA ITEMS Gerber requested the new Sidewalk Ordinance be brought back to the Public Works Committee again for review based on the City of Edgerton’s existing Sidewalk Ordinance. ADJOURNMENT It was moved by McCormick and seconded by Gerber to adjourn the Public Works Committee meeting at 7:00 p.m. AYES: All by via voice vote (3). NOES: None. ABSENT: None. Respectfully submitted, Alison Stoll Alison Stoll, Administrative Assistant Department of Public Works