Board of Public Works Minutes – 12/5/16

BOARD OF PUBLIC WORKS

Meeting of the Board of Public Works called to order by Chairman McGinnis at 6:00 P.M. on Monday, December 5, 2016.

Members present: Collins, Driessen, Leon, McGinnis, Meyerhofer, Penterman, and Roehrig.

Absent & excused: Coenen.

Also present: Mayor Rosin, DPW/Eng. Sundelius, Atty. Davidson, Planner Jakel,

         Police Chief Manion, Fin. Dir. VanRossum, St. Supt. VandenHeuvel,

         Asst. Fire Chief Schneider, HR Dir. Vanderloop, Eng./GIS Spec. Neumeier,

and interested citizens.

1. St. Supt. VandenHeuvel explained that three bids were received and two of them did not meet the specifications as bid. He is recommending the bid from Bruce Municipal Equipment. The grant covers ½ of the difference between a mechanical sweeper price and vacuum sweeper price.

Motion by Meyerhofer, seconded by Penterman, to award the bid for the high efficiency street sweeper to Bruce Municipal Equipment for the Elgin Whirlwind in the amount of $268,879.00 with the DNR Grant reimbursement of $42,939.50 for a total of $225,939.50. All Ald. present voted aye except Leon abstained. Motion carried.

2. Eng./GIS Spec. Neumeier reviewed the 2015 Clearwater Sustainability Program Annual Report that we are required to submit to the Heart of the Valley Metropolitan Sewerage Motion by Meyerhofer, seconded by Leon, to receive and place on file the 2015 Clearwater Sustainability Program Annual Report.

All Ald. present voted aye.

Motion carried.

3. Discussion held on the Konkapot Trail Bridges. The Engineering Department has been working on alternatives to determine how to reduce project costs. Cost of the bridge abutment portion of the work has come in higher than estimated. The actual bridge abutment construction costs will exceed the dollar amount requiring statutory bidding requirements. The replacement of the bridges can be exempt from the normal bidding procedures for emergency purposes. Staff feels timely replacement of the bridges is an emergency due to the trail currently being out of service and because of the unanticipated collapse of one bridge and the unknown load rating of the other bridge. The lowest quotes received were from Zeise with the Horseshoe Park bridge at $43,385 and the south Trestle bridge at $87,235 for a total of $130,620. If we remove the bridge removal section at $36,850 that brings the total to $93,770 and use Roger Bowers Construction quote at a cost of $9,000. That would bring the cost to $102,770.

Motion by Meyerhofer, seconded by Roehrig, to recommend to the Council support of the resolution waiving the standard bidding procedures for the replacement of the two Konkapot Trail Bridges.

All Ald. present voted aye.

Motion carried.

4. Planner Jakel explained that plans were made to have the Street Department remove the existing stairs and excavate for new stairs to allow access to the lower level of the Grignon Mansion from outside of the building. The Grignon Mansion Board had a mason volunteer who planned to do the wall and stair construction and the Street Department was then going to pour new concrete sidewalk to match the newly constructed stairs. This project never materialized. The Grignon Mansion Board asked staff to investigate the cost of the work if a contractor was hired and two quotes were received ranging from $17,695 to $23,750. The Grignon Mansion Board is interested in having the project completed and would like the City to participate in the project costs. The Board will pay for 50% of the cost and would like the city to pay for the other 50%. DPW Sundelius stated it could come from the park development fund or we can include that amount in the Capital Improvement Plan for 2017.

Motion by Meyerhofer, seconded by Collins, to proceed with construction of the lower level entrance at the Grignon Mansion for 50% of the project cost and inform the Grignon Mansion Board that any future projects should be funded through Grignon Mansion funds.

All Ald. present voted aye.

Motion carried.

5. Motion by Meyerhofer, seconded by Roehrig, to receive and place on file the 2017-2021 Capital Improvement Plan and add the Grignon Mansion stair project to the 2017 list.

All Ald. present voted aye.

Motion carried.

6. Fin. Dir. VanRossum stated the new website is up and running. We are still working on getting the bugs out.

Motion by Collins, seconded by Penterman, to adjourn.

All Ald. present voted aye.

Motion carried.

Meeting adjourned at 6:25 P.M.

Susan J. Duda

Clerk/Treasurer