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Public Works Committee - MINUTES - 3/28/2011 CITY OF MUSKEGO approved PUBLIC WORKS COMMITTEE MINUTES OF MEETING HELD MONDAY, MARCH 28, 2011 Alderman Noah Fiedler called the meeting to order at 6:00 PM. Also present were Aldermen Neil Borgman and Kert Harenda, City Engineer David Simpson, Public Utilities Superintendent Scott Kloskowski, and Public Works Superintendent Wayne Delikat Ald. Fiedler led those present in the Pledge of Allegiance. The meeting was noticed in accordance with the Open Meeting Law on March 24, 2011. APPROVAL OF MINUTES OF FEBRUARY 21, 2011 Ald. Borgman moved to approve the minutes of February 21, 2011. Seconded by Ald. Harenda. Motion carried 3-0. STAFF REPORTS None STATUS OF PROJECTS Janesville Road Reconstruction (Moorland to Racine) – City Engineer Simpson stated nothing new. Durham Drive Reconstruction & Sanitary Sewer Project – City Engineer Simpson stated we would discuss later. McShane Pump Station Upgrade – Public Utilities Superintendent Kloskowski advised they had PreCon meeting and ready to roll along. Ryan Road Sanitary Sewer Relay – Public Utilities Superintendent Kloskowski stated same th thing – we had PreCon and will be starting on the 4. Putting up signs to let people know road is going to be closed and in a week it will be done. Storm Water Mitigation Studies (Fountainwood Subdivision, Luehring Drive, & Circle Drive) – City Engineer Simpson advised Fountainwood Subdivision still going back and forth with the district with funding. They have an internal meeting tomorrow and promised they would push to have an answer. Luehring Drive is moving forward. Letters were sent to residents (9) we need temporary easements from. Residents expressed interest in doing project later half of the summer. Circle Drive we envision the PPII Reduction program funding being used after we get off base with this Plan 1 will move forward. Private Property Infiltration & Inflow (PPII) Reduction Plan – Discussed in New Business. Private Property Sanitary Sewer Back Up Prevention Policy - Discussed in New Business. UNFINISHED BUSINESS None NEW BUSINESS 2 Presentation and Discussion of report entitled “Results of Water Stage Monitoring for Big Muskego Lake South Inlet Ditch” - City Engineer Simpson stated the City of Muskego commissioned a study as a result of receiving complaints along a tributary to Big Muskego Lake that begins at Union Church Drive and empties into Big Muskego Lake. Ken Ward from R&M did a presentation of findings (about two years), discussed and answered questions from residents. Ald. Borgman made a motion to direct staff to install the recommended culvert and continue staff monitoring where possible. Ald. Harenda seconded. Motion carried 3-0. Review request from Mike Birkley regarding required improvements to Summertime and Laura Lane – City Engineer Simpson advised Mike Birkley submitted a request for having a gravel road within public right-of-way in conjunction with a proposed land division. He made a similar request in November 2009, only contemplating one additional lot at the end of Laura Lane without dedicating additional right-of-way. At this time he is contemplating two additional lots on the end of Laura Lane and three additional onto Summertime Lane. As with any land division, we are charged with ensuring that public improvements are adequate to serve said division. Had discussion with Mr.Birkley, Laura Lane residents and Committee. Ald. Borgman made a motion for Summertime recommending to require full City street improvements from the intersection of Schultz to the end of Lot 4 with a cul-de- sac that’s adequate for emergency vehicles. Ald. Harenda seconded. Amendment to motion….Ald. Borgman made a motion for Summertime Lane recommending to require full City street improvements from Schultz Lane to the end of Lot 4 with a cul-de-sac and the decision of curb and gutter or ditches left to staff. Seconded by Ald. Harenda. Motion carried 3-0. Ald. Borgman made a motion to improve Laura Lane to require full roadway improvements at the Developer’s cost to City standards from Shultz Lane to the terminus of the roadway. Ald. Harenda seconded. Motion carried 3-0. Approval of work plan development and policy for Private Property Infiltration & Inflow Reduction Program and Private Property Sanitary Sewer Back Up Prevention Policy – City Engineer Simpson advised that MMSD has approved the policy document necessary to complete the City’s PPII Reduction and Sanitary Sewer Back Up Prevention Plans. Work Plan #1, an agreement to provide services by Brown and Caldwell through the MMSD’s PPII Reduction Program funds is approved through the district. City staff would like to finalize the policy statements with MMSD and begin mailing letters to the “at-risk” properties. The City will pay for a portion of the backflow preventer’s cost. Ald. Borgman made a motion to approve the scope as outlined in the attachment and direct staff to mail letters to “at-risk” properties as soon as possible. Ald. Harenda seconded. Motion carried 3-0. Review cost vs. benefit matrix for Catalina Storm Sewer Project design – City Engineer Simpson stated GRAEF has been working on the design of the Catalina Storm Sewer Project since the project was awarded. There were three homes with flooding. GRAEF has completed two cost/benefit analyses for the design – one for the 100-year event and one for the July 22, 2011 event. There are two types of pipe – Reinforce Concrete Pipe (RCP) and High Density Polyethylene (HDPE). HDPE has become accepted industry wide and would be a good fit for this job. For no ponding in the street during July 22 event you would have to go with the 48” sewer, if you want one foot of ponding in the street you would go with the 42”. Also a cost estimate was put together to add a storm sewer between the homes on the north side of Cornell in order to capture storm water on the school site as opposed to it running overland. The added cost for the would be approximately $22,500.00. Ald. Borgman made a motion to recommend designing the project with a 48” HDPE pipe and add the additional pipe segment to the north. Seconded by Ald. Harenda. Motion carried 3-0. 3 Request to vacate a portion of College Court right-of-way – City Engineer stated Veolia at the end of College Court got a variance for the building they put up and wish to make it conforming. We suggested they do it through this process requesting a vacation of right-of- way and moving the cul-de-sac north. There is sanitary sewer and storm water ditches located in the existing right-of-way so easements would be required. Ald. Harenda made a motion to recommend vacating of a portion of the College Court right-of-way with all costs related to said vacation process being paid for by the petitioner. Seconded by Ald. Borgman. Motion carried 3-0. Review Durham Drive Reconstruction bid amount and pertinent effects on assessment roll for the Durham Drive Sanitary Sewer project – City Engineer Simpson advised the City has levied special assessments against certain properties that will benefit from the extension of sanitary sewers as part of the Durham Drive Reconstruction project. These assessments were levied based on an Engineer’s Estimate prior to actual bidding of the project. Bids th were opened March 15 and resulted in actual bid amounts (for the sanitary sewer portion only) higher than the Engineer’s Estimate used to complete the current assessment roll. Bids were substantially higher than estimated because of extensive dewatering that the Contractors feel will be necessary to construct this project. The Committee must consider and recommend these one of these options – 1. City Sewer Utility would pay for additional costs which would amount to approximately $236,263.54. 2. Revise the special assessment roll to require the Sewer Utility pay for the per unit cost differential which would require a Public Hearing. 3. Revise the special assessment roll to require the residents to pay for the entire cost difference between the original estimate and Engineer’s Estimate. 4. Cancel the sanitary sewer extension project. Ald. Borgman made a motion recommending Alternative 2 revising the based on the assessed amounts presented and to schedule a Public Hearing as soon as we possibly can do it. Ald. Fiedler seconded. Motion carried 3-0. Recommendation of award of bid for the Durham Drive Reconstruction Project – City Engineer Simpson stated the project’s low bid was below the original Engineer’s Estimate and well within budget for this project. The low bid was received for C.W. Purpero. Ald. Borgman made a motion to recommend award of bid to C.W. Purpero in the amount of $2,757,316.70. Ald. Harenda seconded. Motion carried 3-0. Recommendation for approval of contract management services for the Durham Drive Reconstruction Project – City Engineer Simpson advised he asked five consulting engineering firms to submit proposals for construction management services of the Durham Drive Reconstruction. I asked for resumes of key individuals that would be involved with the project, and to provide a lump sum fee for the completion of as-built record drawings, and a project web-page. A major component of this review is based on past successful experience with City of Muskego projects and knowledge of City specifications. Based on all of the factors reviewed I recommend Foth. Ald. Borgman made a motion to recommend approval of construction management services by Foth. Seconded by Ald. Harenda. Motion carried 3-0. Recommendation of purchase of Department of Public Works Patrol Truck – Public Works Superintendent Delikat stated he would recommend taking the low bid of the bid summary for the plow truck which would be Lakeside International LLC. Ald. Borgman made a motion recommending to approve the plow truck purchase. Ald. Harenda seconded. Motion carried 3-0. 4 Recommendation of purchase of Department of Public Works Vacuum Truck – Public Works Superintendent Delikat stated after budget time vendor brought out a truck and it would not even pick up a pile of leaves. So we went back to our original vac. He talked to Sharon and there is extra money in capital funds budget. Ald. Borgman made a motion for the purchase of Department of Public Works Vacuum truck be moved to Council. Seconded by Ald. Harenda. Motion carried 3-0. NEW BUSINESS PLACED ON FILE None. COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW None. ADJOURNMENT Ald. Borgman moved to adjourn the meeting at 8:32 PM. Ald. Harenda seconded. Motion carried 3-0. Jeanne Struck Recording Secretary