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Public Works Committee Packet 11-19-12 Page 1 of 1 CITY OF MUSKEGO PUBLIC WORKS COMMITTEE AGENDA DATE: November 19, 2012 TIME: 6:00 P.M. LOCATION: Aldermen’s Room – Upper Level of City Hall W182 S8200 Racine Avenue Muskego, WI 53150 CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL STATEMENT OF PUBLIC NOTICE APPROVAL OF MINUTES OF MEETING HELD October 15, 2012 STATUS OF PROJECTS Discussion update. No formal action may be taken on any of the following: 1. Janesville Road Reconstruction 2. Pioneer Drive Reconstruction 3. Tess Corners Drive Reconstruction 4. Racine Avenue Recreational Trail UNFINISHED BUSINESS Discussion update and possible action may be taken on any or all of the following: NEW BUSINESS Discussion update and possible action may be taken on any or all the following: 1. Review and potential approval of water main construction plans for the Davidson CSM. NEW BUSINESS PLACED ON FILE (The following items have been placed on file for staff review. Upon completion of review, staff will submit a supplement detailing options and possible course of action to committee members.) COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW ADJOURNMENT PLEASE NOTE: It is possible that members of and possibly a quorum of members of other governmental bodies of the mu nicipality may be in attendance at the above-stated meeting to gather information; no action will be taken by any governmental body at the above -stated meeting other than the governmental body specifically referred to above in this notice. Also, upon reasonable notice, efforts will be made to accommodate the needs of disabled individuals through appropriate aids and services. For additional information or to request this service, contact Muskego City Hall, (262) 679 -4100. CITY OF MUSKEGO Unapproved PUBLIC WORKS COMMITTEE MINUTES OF MEETING HELD MONDAY, OCTOBER 15, 2012 Ald. Neil Borgman called the meeting to order at 6:00 PM. Also present were Ald. Robert Wolfe, Ald. Eileen Madden, and Public Works Director David Simpson. Ald. Borgman led those present in the Pledge of Allegiance. The meeting was noticed in accordance with the Open Meeting Laws on October 11, 2012. APPROVAL OF MINUTES OF SEPTEMBER 17, 2012 Ald. Madden moved to approve the minutes of September 17, 2012. Seconded by Ald. Wolfe. Motion carried 3-0. STAFF REPORTS None STATUS OF PROJECTS Director Simpson gave updates on the following projects: Janesville Road Reconstruction – Asphalt paving is complete except for a couple gaps where concrete intersections are going to go. Have a progress meeting tomorrow, should find out when they are going in. Overall progress is behind. Pioneer Drive Reconstruction – Should officially open to traffic tomorrow. Paving marking was done today. Waiting for light posts. Tess Corners Reconstruction – Going well. All the undercut is complete at this point. Pave in next 2-3 weeks. Woods Road Recreational Trail – Trail is done. A few touchups on the grass. UNFINISHED BUSINESS None NEW BUSINESS Review Resident Request to Cost Share for the Installation of a 36 -Inch Diameter Storm Sewer within a Drainage Easement at S70 W13152 Woods Road – Director Simpson stated a resident has requested that the City of Muskego install a storm sewer within an existing drainage easement in his backyard in order to reduce the amount of maintenance that the homeowner would like to do . No necessity to the project, it would not be any benefit to the City. A contractor provided a quote that shows a cost of $10,900-$13,500. The homeowner has offered to pay $4,000 of that cost. Ald. Madden made a motion to not participate in any of the cost for this project. Ald. Wolfe seconded. Motion carried 3-0. Recommendation of Approval of Conveyance of Rights in Land Related to Existing City Owned Easement on Janesville Road - This topic is regarding Phase 2 of the Janesville 2 Road reconstruction per Director Simpson. He advised Waukesha County has requested that the City of Muskego convey existing City rights in land that exist on certain parcels on Janesville Road, between Racine and Lannon Drive. There are City owned easements upon multiple parcels for various reason including water main, sanitary sewer, storm sewer, and slope easements. As the County purchases land, the easement rights that we own on these lands need to be released so that the new County right-of-way does not have easement encumbrances. Ald. Madden made a motion to approve conveyance of rights in land for the Janesville Road Reconstruction project. Seconded by Ald. Wolfe. Motion carried 3-0. Recommend Approval of Private Property Lateral Rehabilitation and Repair Contract – Director Simpson stated this is the project based on the inspections we completed for approximately 70 homes as part of the MMSD’s grant project. This is the actual construction phase where we will be doing the work on 8 or 10 homes that have some type of flaw located as part of our demonstration project. We bid the project out. Bids for the Private Property Lateral Rehabilitation and Repair Project were opened October 12, 2012, and D.F. Tomasini was the low bid. Recommendation would be to award project to D.F. Tomasini in the amount of $71,125. Ald. Madden made a motion to move to approve. Ald. Wolfe seconded. Motion carried 3-0. Discuss Policy Regarding Plowing of Private Roads Utilizing City Forces – Director Simpson advised they have been reviewing plowing policies in the City. There are currently three private roads that City crews have historically plowed. It appears a decision was made some time ago to plow these roads, it may have been for safety reasons. The Public Works Committee has not reviewed this item in decades. By plowing on private property, the City is risking potential liability issues as our municipal indemnity may not extend onto private property. Recommendation would be inform all affected property owners and no longer plow any private drives. Ald. Madden made a motion to send out letters to affected property owners and advise this would be the last year we would plow. Seconded by Ald. Borgmann. Motion carried 3-0. Discuss Policy Regarding Mailbox Repair/Replacement when Damaged by a City Vehicle – Director Simpson stated that approximately 30 times per year, plowing activities damage a resident’s mailbox. Damage ranges from bending the post or knocking off the mailbox to complete destruction of the mailbox and post. The City’s current policy and practice is to repair the mailbox if possible, or to replace any mailbox and post with a standard mailbox on a 4-inch by 4-inch post constructed by City forces. However, some residents who live in subdivisions cannot install these styles as they do not comply with requirements set by a homeowner’s association. A survey was conducted by Brookfield of municipalities in Wisconsin on their policies regarding mailbox repair/replacement. The answers are not uniform. Recommendation would be to maintain current practice of repairing or replacing mailboxes with a standard box and post. Also give the resident the option of receiving $50.00 from the City to complete the purchase and installation themselves as an alternative. In no case will the City pay more than $50.00 or replace a box with anything other than our standard. Ald. Madden made a motion to put a policy in place replacing with a standard box and post or offer $50.00 to complete purchase and installation. Ald. Wolfe seconded. Motion carried 3-0. Annual Review of Sanitary Sewer Standby Charges and Ready to Serve Properties – Director Simpson advised this is an item that was asked to be an annual review item by the Committee many years ago. We have a few homes in the City that are currently not connected to sanitary sewer that were given redemptions for various reasons most of the time distance from the main. The Committee at the time asked for this to be brought back every year to discuss whether we wanted to force someone to connect if not currently 3 connected. P.U. Superintendent Scott looked at these and didn’t have any properties that had changed. Ald. Borgmann made a recommendation to continue to bring it back. Seconded by Ald. Wolfe. Motion carried 3-0. NEW BUSINESS PLACED ON FILE Ald. Wolfe brought up leaf control. Leaves being raked into the streets being a safety concern, and what all is being added to the piles besides leaves. We need to look at a policy with a starting date and what can be put in there and where the leaves should be put. Director Simpson mentioned we do put it on the website. He also suggested we could check with other cities that have been doing it longer, and see how they do it. COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW ADJOURNMENT Ald. Madden moved to adjourn the meeting at 7:05 PM. Ald. Wolfe seconded. Motion carried 3 -0. Jeanne Struck Recording Secretary