official meeting packet of the public works & utility

OFFICIAL MEETING PACKET OF THE PUBLIC WORKS & UTILITY COMMITTEE

CHAIRPERSON/TRUSTEE JON ZIEGLER PRESIDING

PUBLIC WORKS DIRECTOR MICHAEL WODALSKI; STAFF ADVISOR

This regular monthly meeting of the Public Works & Utility Committee, composed of five (5) appointed members, will convene, during the 21st session of the elected Board of Trustees, at Weston Municipal Center, which is located at 5500 Schofield Avenue, Weston, on MONDAY, October 14, 2019, at 4:30 p.m.

Village of Weston, Wisconsin ATTENTION – NOTICE OF PUBLIC MEETING

Meeting: PUBLIC WORKS & UTILITY COMMITTEE

Members: Hubbard, Jensen, Priebe, Zeyghami, Ziegler

Ex-Officio: Donner, Wodalski

Date/Time: Monday, October 14, 2019, at 4:30 p.m.

Location: Weston Municipal Center, 5500 Schofield Avenue, Weston, WI 54476

Agenda: The agenda packet will be sent out 3 days prior to the meeting.

Attendance: Committee members, Department Directors, and other guests, please indicate if you will, or will not, be attending so we may determine in advance if there will be a quorum with an RSVP to the Staff Advisor(s):

RSVP: Michael Wodalski Keith Donner [email protected] [email protected] (715) 359-6114 (715) 359-6114

PLEASE NOTE THE FOLLOWING INFORMATION:

This notice was posted at the Municipal Center, and on the Village’s website at www.westonwi.gov, and was emailed to local media outlets (Print, TV, and Radio) on 10/09/2019 @ 2:33 pm.. Any posted agenda is subject to change up until 24 hours prior to the date and time of the meeting.

A quorum of members from other Village governmental bodies (boards, commissions, and committees) may attend the above-noticed meeting to gather information. Should a quorum of other government bodies be present, this would constitute a meeting pursuant to State ex rel. Badke v. Greendale Village Bd., 173 Wis.2d 553,494 N.W.2d 408 (1993). Wisconsin State Statutes require all agendas for Committee, Commission, or Board meetings be posted in final form, 24 hours prior to the meeting.

Any person who has a qualifying disability, as defined by the Americans with Disabilities Act, requiring that meeting or material to be in an accessible location or format, must contact the Weston Municipal Center at 715-359-6114, so any necessary arrangements can be made to accommodate each request.

mailto:[email protected]


http://www.westonwi.gov/

VILLAGE OF WESTON, MARATHON COUNTY, WISCONSIN OFFICIAL MEETING AGENDA OF THE PUBLIC WORKS & UTILITY COMMITTEE

Public Works Committee Meeting – Agenda 10/14/19 Prepared by: Michael Wodalski, Public Works Director

TO THE HONORABLE TRUSTEE JON ZIEGLER AND FOUR (4) APPOINTED MEMBERS OF THE PUBLIC WORKS COMMITTEE: The following items were listed on the agenda in the Village Clerk’s Office, in accordance with Chapter 2 of the Village’s Municipal Code and will be ready for your consideration at the next regular meeting of the Public Works Committee which has been scheduled for MONDAY, OCTOBER 14, 2019 @ 4:30 P.M., in the Board Room, at the Weston Municipal Center.

A quorum of members from other Village governmental bodies (boards, commissions, and committees) might attend the above-noticed meeting to gather information. Should a quorum of other government bodies be present at this meeting it would constitute a meeting pursuant to State ex rel. Badke v. Greendale Village Bd., 173 Wis.2d 553,494 N.W.2d 408 (1993). No official actions other than those of the Public Works Committee shall take place.

Wisconsin State Statutes require all agendas for Committee, Commission, or Board meetings be posted in final form, 24 hours prior to the meeting. Any posted agenda is subject to change up until 24 hours prior to the date and time of the meeting. AGENGA ITEMS

1. Meeting called to order by Chairman Ziegler. 2. Welcome, introductions and acknowledgement of guests. 3. Roll Call by Recording Secretary – Jon Ziegler {C}, Hooshang Zeyghami {VC}, Tom

Hubbard, John Jensen, Matthew Priebe 4. Approval of 9/09/19 minutes. 5. Public Comments.

a. Estate Dr Yard Repair Request 6. Acknowledgement of water and sewer permits and applications.

a. 4902 Quirt Sann Dr -Paid

ACKNOWLEDGE WORK PRODUCT TRANSMITTALS EDUCATION, PRESENTATIONS, AND REPORTS

POLICY DISCUSSIONS AND RECOMMENDATIONS

7. Recommendation to Purchase Property Inspector Vehicle 8. Recommendation to Approve Radio Upgrades for Water Utility SCADA System 9. Recommendation to send out Request for Proposals for Ryan St River Crossing Project 10. Update on 2019 Capital Improvement Plan Projects 11. Discussion on Draft Capital Improvement Plan for 2020 12. Discussion on Wisconsin DOT Multimodal Local Supplement (MLS) program 13. Discussion and Possible Recommendation on 2020 Sanitary Sewer Rate Increase

VILLAGE OF WESTON, MARATHON COUNTY, WISCONSIN OFFICIAL MEETING AGENDA OF THE PUBLIC WORKS & UTILITY COMMITTEE

Public Works Committee Meeting – Agenda 10/14/19 Prepared by: Michael Wodalski, Public Works Director

RESOLUTIONS/ORDINANCES

14. Recommendation to Approve Resolution 2019-026: Memorandum Of Agreement with Marathon County, City of Wausau, Villages of Kronenwetter, Rothschild and Weston; Town of Rib Mountain for Storm Water Permit Program Requirements

FUTURE ITEMS

15. Next meeting date(s):

a. Monday, November 11, 2019 @ 4:30 p.m. Regular Meeting b. Monday, December 9, 2019 @ 4:30 p.m. Regular Meeting c. Monday, January 13, 2020 @ 4:30 p.m. Regular Meeting d. Monday, February 10, 2020 @ 4:30 p.m. Regular Meeting e. Monday, March 9, 2019 @ 4:30 p.m. Regular Meeting f. Monday, April 13, 2019 @ 4:30 p.m. Regular Meeting

16. Topics for future meetings

a. Pothole Fact Sheet

17. Remarks from staff

18. Remarks from Committee members.

19. Announcements.

ADJOURNMENT BY 6 P.M.

Valerie Parker updated @ 9/12/2019 11:08 AM Page 1 Mtg_BOT_190916_Consent_Minutes_PW&U 190909909

Village of Weston, Wisconsin

OFFICIAL PROCEEDINGS OF THE PUBLIC WORKS & UTILITY COMMITTEE held on Monday, September 9, 2019, at 6:00 p.m., in the Board Room, at the Municipal Center

AGENDA ITEMS.

1. Meeting called to order by Public Works & Utility Committee Chair & Trustee Ziegler. Ziegler deferred to Jensen to Chair the meeting. Jensen called the meeting to order at 4:30 p.m. 2. Welcome, introductions and acknowledgements of guests. 3. Roll Call of Public Works & Utility Committee by Secretary Parker. Roll call indicated 4 Public Works & Utility Committee members present.

Member Present Ziegler, Jon YES – Present by Phone Zeyghami, Hooshang NO – Excused Hubbard, Tom YES Jensen, John YES Priebe, Matthew YES

Village Staff in attendance: Donner, Wodalski, Raczkowski, Swenson, and Parker. There were no people in the audience. 4. Approval of minutes from the August 12, 2019 – Regular PW&U meeting. Motion by Priebe, second by Hubbard: to approve the August 12, 2019, Regular PW&U Meeting minutes.

Yes Vote: 4 No Votes: 0 Abstain: 0 Not Voting: 1 Result: PASS

Member Present Ziegler, Jon YES Zeyghami, Hooshang --- Hubbard, Tom YES Jensen, John YES Priebe, Matthew YES

5. Public Comments. None. ACKNOWLEDGE WORK PRODUCT TRANSMITTALS 6. Weston School Neighborhood Reconstruction Survey Notice Wodalski stated this topic is just as an FYI for the committee. He stated Riverside Land Surveying, who is the subconsultant through Clark Dietz, Inc., will be getting out next week to get a base map survey done for the Weston School Neighborhood Project. The goal is to have some preliminary designs and typical sections to choose from and to discuss. The plan is to hold a Public Information Meeting (PIM) with the neighborhood, sometime in November or early December. Wodalski stated staff would like to know the preference of the committee if they would prefer the PIM to be conducted during a regular Public Works meeting, or a special Public Works meeting, or just held by staff. Wodalski stated that the special assessment meetings would still need to come through the committee.


Hubbard stated the PIM could be held by staff and the design team. Jensen agreed stating it will just be informational, and not confrontational. Wodalski stated there is no action needed, it was just an FYI that there will be a PIM. EDUCATION, PRESENTATIONS, AND REPORTS None. POLICY DISCUSSIONS AND RECOMMENDATIONS 7. Recommendation to award Margaret Street Utility Project Construction Contract. Wodalski stated following the award letter by MSA, we did find an error on the bid tab, where one of the columns was not summing correctly. The total bid for the water and sewer costs is $344,978.00, not $309,860.00, as noted in the award letter. He explained the original overall CIP estimate for this project is $441,258, so with design engineering costs, construction oversight, and the bid results, the total is $405,678, which is $35,580 under budget. Ziegler questioned what if they come in with an extra $60,000, and how are we controlling that? Wodalski stated if major change in construction, there would be a Change Order, which would come to this committee for approval. Wodalski does not see any major changes coming in. Motion by Priebe, second by Hubbard: to award Margaret Street Utility Project Construction Contract to Switlick & Sons, Inc. for a bid amount of $344,978.



8. Recommendation to award Margaret Street Utility Project Engineering Services Contract. Wodalski stated the recommendation is to award the utility engineering services contract to MSA for an estimated amount of $34,900. He stated MSA is the design engineer for the project and has already been retained by the Village of Rothschild to oversee the street and storm sewer part of the work. Wodalski stated as a rule of thumb, we use about 10%-12% when we estimate for engineering services, and their contract comes in at 10.1% of the total cost. Wodalski stated with this we are still about $35,588 under the CIP estimate. Motion by Jensen, second by Priebe: to award Margaret Street Utility Project Engineering Services Contract to MSA in the amount of $34,900. Hubbard abstained.


Member Present Ziegler, Jon YES Zeyghami, Hooshang --- Hubbard, Tom ABSTAIN Jensen, John YES Priebe, Matthew YES


9. Recommendation to award Zinser Street Utility Project (south of Weston Avenue) Construction Contract. Wodalski stated the bids were opened on August 28th. There were 8 bidders, with Jake’s Excavating & Landscaping, LLC, having the low bid of $196,909.75. He explained how the total project costs will be about $15,509.75 over the estimated CIP; however, with the other projects coming in under the estimated CIP costs, we should still be under budget. He explained how the bid tab on this was close. They are hoping to start this project in the next month to be completed before Thanksgiving. Motion by Hubbard, second by Priebe: to award the Zinser Street Utility Project (south of Weston Avenue) Construction Contract to Jake’s Excavating & Landscaping, LLC, in the amount of $196,909.75.



10. Recommendation to award Zinser Street Utility Project (south of Weston Avenue) Engineering Services Contract. Wodalski stated Becher-Hoppe was the design engineer. Their proposal of $13,000, is about 6.6% of project costs, which is less than our estimate. He stated they are projecting about 2 weeks of construction. Motion by Priebe, second by Jensen: to award Zinser Street Utility Project (south of Weston Avenue) Engineering Services Contract to Becher-Hoppe for $13,000.



11. Recommendation to approve lease agreement for replacement street sweeper. Wodalski stated we are currently leasing our street sweeper through Bruce Municipal Equipment, which is now Macqueen Equipment Group. Current lease payments are $35,293.13 per year. The lease began in May of 2015, which expires in May of 2020. At that point, we can either purchase the current unit for $99,800, or turn it in to Macqueen and purchase or lease a different sweeper. Wodalski stated we contacted Macqueen about a new unit (Elgin Whirlwind) to buy or lease in 2020. He stated we were also in contact with Envirotech Equipment, regarding the Johnston VT652 Sweeper Unit. He stated the total prices came back with Macqueen being a bit higher, but the trade-in value on a lease is $99,880. Wodalski commented that he did double-check with Macqueen that this trade-in value is accurate, as what he understands is they are buying the unit from the bank for $99,880, and giving us a credit of $99,880, essentially giving us $200,000 of credit for the unit we currently lease and do not own. He stated our annual lease payment will be $25,204, which is about $10,000 less per year. Staff was able to demo both units, and staff did slightly prefer the Johnston, but considering the difference in annual price (about


$16,000) it is tough to justify recommending the Johnston. Wodalski described some of the differences between the two. He commented how staff is already familiar with the controls and sweeping abilities of the Elgin unit. He stated they would like to proceed with the Elgin Whirlwind unit, and stated the unit takes about 5 months to build. Jensen confirmed we will be leasing for 5 years. Motion by Hubbard, second by Priebe: to approve lease agreement for replacement street sweeper with Macqueen Equipment Group, for an annual lease payment of $25,204.00.



12. Recommendation to approve Intergovernmental Agreement with Town of Weston for repaving Kramer Lane. Wodalski stated how last month we talked about grant opportunities available for street reconstruction and

repaving, as part of a Local Road Improvement Program (LRIP). This project (Kramer Lane) has been

discussed with the Town of Weston. This will consist of about a ½-mile of Kramer Lane, from Trotzer Road to

Gusman Road, where the Village will be responsible for the west side, and the Town responsible for the east

side. This road is in very poor condition (2 out of 10 on the PASER scale). The potential grant funds is

estimated at $34,878.25; though we will not know the true dollar amount until later this year. This is a 50/50

grant and the Village will be responsible for paying about a quarter of the road project.

Wodalski stated the Town did take this up at their August Town Board Meeting, and they did approve working

with the Village on this.

Motion by Jensen, second by Ziegler: to approve Intergovernmental Agreement with Town of Weston for repaving of Kramer Lane, from Trotzer Road to Gusman Road.



13. Capital Improvements Plan Update.

Wodalski stated this is just to keep the committee updated on where we are at, and what’s been accomplished,

completed, and upcoming. We are hoping to get plow truck #17 here for the winter. He stated plow/leaf truck

#29 is on the assembly line. He stated the asphalt overlays have been completed; the Schofield Avenue

concrete and curb repairs have all been completed; and all paving projects are completed. He stated the

Weston School Neighborhood Project design has started. The Ryan Street river crossing is on pause until the

sewer and water master plans are completed. He then went through the CIP and described the funds and

where they are at.


14. 2019 Street Maintenance Plan Update

Wodalski went over where we are at with the street maintenance projects described in his report. He pointed out that when the crack sealing crew is in the area, we try to have them cover the multi-use paths too. Jensen questioned if there has been more discussion on the State level on street maintenance funds being available? Donner and Wodalski stated there is a $75 million Multimodal Transportation Grant Program just announced by the WI DOT. Wodalski displayed an announcement (https://wisconsindot.gov/Pages/doing-bus/local-gov/astnce-pgms/aid/mls.aspx). There are some webinars coming up on September 30th, October 2nd &

October 10th, to learn more and see if we can participate in this. 15. Disposition of Surplus Property Wodalski stated per Village Ordinance 2.602, any property valued in excess of $100 shall be brought to the Public Works & Utility Committee for approval to dispose of the property as well as to establish an appraised value. He stated this went through the JEMC meeting, and the items presented in his report are those that staff at JEMC approved. These will be either taken to Nitzke Fall Auction or the WI Surplus Online Auction. He stated with the online auction, we can still display items here at the Municipal Center for the public to see. We will have minimum reserves, based on the values listed in his report. Motion by Hubbard, second by Priebe: to approve declare the property listed as surplus and authorize staff to sell/dispose of those items as listed.



16. Discussion of 2020 Utility Budgets Wodalski stated this is just a discussion of the 2020 utility budgets, and bringing the draft budgets to discuss about where we are at right now. He stated he is noticing there will need to be some more refinement on projected expenses. a. Water Wodalski brought up the water utility budget and stated with the revenue side, as part of the rate case last year, there was the step 2 increase that was approved to take place; though for the PSC order we had to wait until the automatic meter reading project was completed to implement the step 2 rate increase. Donner stated that was the milestone to be reached, and we anticipated it would be earlier this year, but looking more now to be implemented around January 1, 2020. He stated this primarily impacts the base rates of the water meters. Donner stated this increase still needs to be factored in the revenue projection. Wodalski stated $1.50 base rate increase, and about $0.01 on consumption for just the first 10,000 gallons used, or about $6 per year. Wodalski stated when looking year to year, the expenses are projecting a little higher, to reflect the reality that we have been seeing more main breaks and service leaks throughout the winter. Wodalski stated the budget

https://wisconsindot.gov/Pages/doing-bus/local-gov/astnce-pgms/aid/mls.aspx





did not reflect some of the staff planned to be added this year. Donner stated the budget did reflect that, but it was not reflected in the staffing sheet, but we have assumed additional administrative time in there. Priebe asked about the additional interest income in there. Wodalski stated we borrowed a lot of funds this year for capital projects early on in the year, but the projects are coming in later in the year this year, so there are a lot of funds yet in the bank. Wodalski stated the goal of trying to get hydrants and valves replaced; these have been done out of the operating fund, and we should be making those capital expenses. Donner stated these have always been capitalized assets, they just have not been done as much. Wodalski then went through some of the costs in the budget. b. Sanitary Sewer Wodalski stated the interest income in 2019 to date is there for the same reason as the water utility. Jensen questioned if we have to spend it by the end of the year. Wodalski stated the 2020 budget is projecting a net loss. Donner stated, in 2016, we started the rate study along with ordinance revision, and concurrently with the water. Donner stated we deferred the sewer rate increase to put in tandem with water increase. Donner stated feedback received from constituents, we should have more smaller increment increases. He said we are looking at a 5% increase this year, and then about 2.5% going forward in future years. Wodalski stated aside from major expenses on the waste water treatment plant, we are trying to continue a more routine manhole repair program, which should help cut down some of the infiltration that we have, as well as televising and cleaning. He stated we clean about 1/3 of system with staff, and try to televise on a regular basis. We don’t have the manpower available to get a lot of that televised while we are cleaning during the summer. We have $20,000 budgeted for contractors to help televise, to help keep up and to identify bad spots and areas of infiltration for repair on a more regular basis. Wodalski stated Rib Mountain Metro Sewerage District (RMMSD) has their 2020 rate meeting in October. He spoke to their director, who does not anticipate much of an increase, which there may be a slight decrease. c. Storm Water Wodalski stated not as much interest income, as not as much borrowed. Wodalski stated how this utility stays on budget as we limit what gets allocated there. In the past, salaries were allocated within there, now they have been removed (about 5-6 years ago), as this fund could not keep up. They are putting staff time for street sweeping and storm sewer maintenance back in (time to replace culverts, ditching, etc.); however, any administrative oversight is not in there. Just paying for culverts, inlets, bases, and other incidentals that occur with maintaining the storm water infrastructure. Wodalski stated these will come back to the committee after further discussion. Wodalski brought up the WI River TMDL study update project, where the Village will have to remodel the stormwater system, to determine what our phosphorus levels are, and what we have to do to potentially meet new phosphorus regulations. As part of that, we have included in the scope for any grant funding that we applied for earlier this year in review of the stormwater utility. The grant results should be coming out in early October, so we should be proceeding with that study later this year or early next year, which will potentially impact rates in 2021. RESOLUTIONS/ORDINANCES None. FUTURE ITEMS 17. Next meeting dates: a. Monday, October 14, 2019 @ 4:30pm – Regular Meeting b. Monday, November 11, 2019 @ 4:30pm – Regular Meeting c. Monday, December 9, 2019 @ 4:30pm – Regular Meeting


d. Monday, January 13, 2020 @ 4:30pm – Regular Meeting e. Monday, February 10, 2020 @ 4:30pm – Regular Meeting 18. Topics for future meetings. Donner stated the budget will be discussed. 19. Remarks from Staff. a. Staffing Updates Wodalski stated our new mechanic, Brian Schmidt, will be starting in two weeks (September 23rd). Schmidt has been a truck and equipment mechanic for Kolbe & Kolbe for the past 24 years. b. TDS Installation Update Wodalski showed a map where the installations have occurred, are occurring, and where they will be next. Their hope is to have all done by next summer. Jensen questioned when service will be starting. Wodalski stated as they reach a certain threshold of neighborhoods that are completed and signed up, they will then start service. They will be installing conduit in most of the Village, but will not hook up until enough people sign on. He explained some minor issues TDS had with the subcontractors to their subcontractors. c. 2019 Remaining Work Plan Swenson stated we already touched on the utility projects, such as Zinser Street and Margaret Street. Raczkowski stated there are more inlets to fix popping up. We will begin shouldering work tomorrow, if we do not receive much rain in the Park Ridge Neighborhood and on Thomas Ave. There will be about 500 feet of storm sewer installed on Teagan Lane, and there are a number of other small projects to take care of before winter comes. 20. Remarks from Committee Members. None. 21. Announcements. None. ADJOURNMENT Motion by Hubbard, second by Priebe to adjourn at 5:24 p.m. John Jensen, Public Works & Utility Committee Member Michael Wodalski, P.E., Director of Public Works Valerie Parker, Recording Secretary

REQUEST FOR CONSIDERATION


PAGES 1 OF 2

Public Mtg/Date:

Public Works Committee – 10/14/2019

Description:

Recommendation to Purchase Property Inspector Vehicle

From:

Michael Wodalski, Director of Public Works Roman Maguire, Property/Building Inspector

Question:

Should the Public Works Committee Recommend approving the purchase of a 2020 GMC Sierra Truck from Fred Mueller Automotive for a purchase price of $33,329?

Background

The Capital Improvement Plan for 2019 included the purchase of a replacement Property/Building Inspectors vehicle. The two building inspectors currently have used utility vans which have outlived their useful lives. As the Village looked at the replacement of these vehicles, it was decided that adding a truck to the fleet would make sense as there would then be an additional vehicle that could be equipped with a plow to help with snow removal. It also adds versatility as the building inspectors are also tasked with being the maintenance personnel for Village buildings and occasionally, they need a truck to haul building materials that do not fit in a van. By having a truck of their own, they wouldn’t need to borrow one that is in use by other staff. Staff received quotes from Fred Mueller and Kocourek for a replacement vehicle which are below: The quotes received from Macqueen and Envirotech are summarized below:

Company Total Price

Fred Mueller - GMC $33,329

Kocourek - Chevrolet $33,132

The cost of these vehicles is essentially the exact same. The GMC is a 2020 model year versus the Chevrolet which is a 2019 and the GMC is a V8 whereas the Chevrolet is a V6. The GMC is also pre-wired for a rooftop light on the exterior of the vehicle which will need to be installed. Overall, staff recommends purchasing the GMC from Fred Mueller.

Attached Docs: Quotes from Fred Mueller and Kocourek ______________________________________________________________________

Committee Action: N/A

Fiscal Impact: Purchase price of $33,329 is less than the budgeted amount of $35,000.

_______________ ___________________________________________________________

Recommendation: Staff recommendation is to approve the purchase of the 2020 GMC Sierra from Fred Mueller.



PAGES 2 OF 2

Recommended Language for Official Action

I Move to Recommend to the Village Board approving the purchase of the 2020 GMC Sierra from Fred Mueller for a total purchase price of $33,329. Or, Something else _____________________________________________________________________ Additional action:



PAGES 1 OF 1

Public Mtg/Date:


Description:

Recommendation to Approve Radio Upgrades for Water Utility SCADA System

From:

Michael Wodalski, Director of Public Works Josh Swenson, Utility Superintendent

Question:

Should the Public Works Committee Recommend approving a contract with IPS for Radio Replacement and Fiber Optic Infrastructure for a total cost of $94,856?

Background

At the August Public Works Committee Meeting, the committee recommended moving forward with a radio study to determine the best way to get the various water utility sites communicating again as there have been frequent communication issues with the Bloedel Well and the Foremost/Kerry Well and Tower. The results of the survey have been finalized and staff met with IPS to go over the best path forward to ensure reliable communication between the sites is accomplished. The recommendation is to use a licensed 450 MHz radio frequency instead of the open 900 MHz frequency that is currently in use as there is a lot of interference with that system. It is also recommended to install a hardwired connection between the Sternberg Well and the Water Treatment Plant and the Mesker Well and the Water Treatment Plant via a fiber optic line. This will eliminate the need to have radios at those well-sites at this time and in the future. The specific upgrades for each site is listed in the attached proposal. The total cost for this work is $94,856. For the 2019 CIP, $100,000 was borrowed for updates at the Alta Verde Well and due to the communication issues with the SCADA system that project had been put on hold, so there is adequate funding for this project.

Attached Docs: Proposal from IPS


Fiscal Impact: $100,000 is available in CIP funding due to the Alta Verde Well project being put on hold

_______________ ___________________________________________________________

Recommendation: Staff recommends moving forward with the radio upgrades


I Move to Recommend to the Village Board approval of the contract with IPS to replace SCADA radios and install the fiber optic lines for a total cost of $94,856. Or, Something else

Corporate Office: PO Box 26, Fosston, MN 56542

October 8, 2019

Mr. Michael Wodalski Village of Weston 5500 Schofield Avenue Weston, WI 54476

Re: Village of Weston SCADA System Radio Upgrade – Field Installation

Dear Michael,

As a follow-up to our on-site radio path survey, and most recent in-person meeting on September 25, 2019, we are proposing the below upgrades and costs to replace the existing SCADA radio and communication equipment. In general, this includes replacement of all radios except Well 3 (Mesker) and Well 4 (Sternberg), and installation of fiber optic cabling between the Water Plant, Well 3, and Well 4.

SCADA Radio Replacement

Radio equipment replacement

o Each of the following sites will be provided with a new radio, antenna surge protector, new cabling, and new antenna.

o Existing PLCs will remain in operation and not be upgraded at this time.

o Modifications to the existing PLC messaging will be changed to reflect a change in communication medium from serial to Ethernet.

o List of sites to include the above-noted changes.

Alta Verde (Well 1)

Kerry/Kerry Tower (Well 2 & Tower)

Bloedel (Well 5)

Rippling Creek (Well 6)

Summit Tower

Everest Tower

Business Park Tower

Water Treatment Plant

Fox Lift Station

2 of 3

Mesker-Jelinek Lift Station

Fiber optic infrastructure and equipment

Water Plant (SCADA Room)

o Provide fiber patch panel and consolidate fiber from Administration Building, Police Department, Well 3, and Well 4.

o Provide new unmanaged switch with copper and fiber ports for connection to Well 3, Well 4, and the Administration Building SCADA computer (future).

o Provide new unmanaged switch with copper and fiber ports for water plant telephone and workstation PC.

o The existing Dell managed switch may be removed or re-installed within the existing PLC enclosure.

o Clean-up and relocate incoming phone line wiring, Cat 6 cabling, fiber optic cabling, surge protection, and ground wiring.

o Relocate dialer to within existing PLC panel.

Police Station

o Provide new fiber patch panel to interface with existing patch panel, and to provide connection to Well 3 (Mesker).

o Provide new fiber optic raceway from patch panel to building exterior. Raceway to be installed exposed within data room and electrical room, and above suspended ceiling to reach building exterior.

o Install new 6-strand, pre-terminated and factory-tested fiber between Police Station and Well 3.

Well 3 (Mesker)

o Provide new 2” PVC conduit in grassy area between new Police Station patch panel and new Well 3 patch panel.

o Provide new fiber patch panel within a NEMA 12 enclosure at Well 3.

o Install new network switch within existing PLC enclosure. Network switch to have copper and fiber ports.

o Provide fiber optic jumpers between patch panel and network switch.

o Provide Cat 6 jumpers between network switch and PLC.

o Remove existing radio, antenna, cabling, and associated equipment.

3 of 3

Well 4 (Sternberg)

o Re-use existing conduit between Water Plant and well house for new fiber.

o Provide new 6-strand, pre-terminated and factory-tested fiber optic cable between Water Plant and well house.

o Provide new fiber patch panel within a NEMA 12 enclosure at Well 4.

o Install new network switch within existing PLC enclosure. Network switch to have copper and fiber ports.

o Provide fiber optic jumpers between patch panel and network switch.

o Provide Cat 6 jumpers between network switch and PLC.

o Remove existing radio, antenna, cabling, and associated equipment.

Our cost for the above-noted work is as listed below, excluding tax.

Item Description Cost

1 SCADA Radio Replacement $63,241

2 Fiber optic infrastructure and equipment $31,615

Total $94,856 Should you have questions or require further information, please contact me in the office at 608-849-4375 or via cell phone at (608)770-6933.

Best regards,

Eric M. Fisher, P.E.

Integrated Process Solutions, Inc.



PAGES 1 OF 1

Public Mtg/Date:


Description:

Recommendation to send out Request for Proposals for the Ryan St River Crossing Project

From:

Michael Wodalski, Director of Public Works Josh Swenson, Utility Superintendent

Question:

Should the Public Works Committee Recommend staff requesting engineering design proposals to begin the design for the Ryan St River Crossing Project?

Background

An important and missing link in the Village’s water supply is a second crossing of the Eau Claire River. The location at Ryan St had been previously identified as a strategic location for crossing the river. This location is logical as the water utility is able to connect to the existing system on the north side of the river at the intersection of N Apache and Estate Dr. Also, the sanitary sewer lift station at the north end of Ryan St is setup to receive flow from the north side of the river. By extending utilities to the north side of the river, a loop of the watermain is created which is critical for service redundancy. This also opens up opportunities to further serve other areas of the Village that are currently on private systems. This project is identified in the 2020 Capital Improvement Plan. Staff would send the Request for Proposals to the same firms that the Weston School Neighborhood project was sent to. A draft of the RFP is attached and if approved staff would look to get proposals back yet this year.

Attached Docs: Draft Ryan St River Crossing RFP ______________________________________________________________________


Fiscal Impact: Cost will be determined when proposals are received. _______________ ___________________________________________________________

Recommendation: Staff recommendation is to move forward with sending out the RFP.


I Move to Recommend moving forward with sending out the Ryan Street River Crossing Request For Proposals. Or, Something else _____________________________________________________________________ Additional action:

REQUEST FOR PROPOSALS

FOR

WATER AND SEWER MAIN DESIGN

RYAN ST RIVER CROSSING

Village of Weston, Wisconsin

October XX, 2019

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INTRODUCTION The Village of Weston desires assistance from a qualified consultant to prepare construction plans and bidding documents for a water and sanitary sewer extension project. This request for proposals is for design services related to the installation of water and sanitary sewer mains as well as potential for reconstruction of residential streets. The primary purpose of the project is to create a second watermain crossing of the Eau Claire river to create redundancy and loop the Village’s water supply. In tandem, an extension of the sanitary sewer is required to open up new service area for the utility north of the Eau Claire River. The project consists of extending sanitary sewer and watermain from Ryan Street north under the Eau Claire River to near Trotzer Lane and Apache Lane. Then extend utilities north on Apache Lane until meeting the existing utilities located at N Apache Lane and Estate Drive. The secondary purpose of this project is to look at conceptual layouts to further serve areas to the east of Kramer Lane with sanitary sewer.

SCOPE OF WORK

To provide prospective consultants some background on the proposed project, the following materials are attached: (*.pdf files):

• GIS map of the neighborhood showing approximate location of existing utility mains with material and pipe size.

In general, the consultant shall complete the design documents to reconstruct the roadway and install water and sanitary sewer mains within the primary project area. A secondary part of the water main and sanitary sewer system analysis will include an evaluation of extending utilities to current unsewered areas of the Village. The specific tasks for the project are listed below. The end result of these tasks will be complete final construction plans and specifications for the river crossing and completing the loop of the utilities along Apache Lane. The consultant will also manage the bidding phase of the project.

1. Field, Topographic Survey, Base Map a. Consultant shall contact Digger’s Hotline for a list and location of utilities in the

area and survey for as-built locations including the establishment of sufficient detail for possible conflicts and/or relocations. Field surveys will need to be completed to establish accurate drainage design, earth work quantities, construction boundaries, centerline roadway design, driveway improvements and utility reconstruction at a minimum.

b. A base map shall be developed based on the information obtained from the field survey. The consultant will be responsible for setting bench mark data and horizontal control points for future project use. The survey will include locating existing property irons along the entire project to determine property lines, locate existing section corner monuments and obtain property ownership data. The right-of-way will be shown throughout the project area.

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2. Project Management and Coordination a. The Consultant shall ensure an efficient and coordinated project development

process, the delivery of a high-quality product and development of the project components within budget and on schedule.

b. The consultant shall conduct one operational planning meeting to acquaint the Village, utilities and other potentially affected parties, based on the Village’s concurrence with the concepts and probable impacts of the project. The Consultant shall prepare all exhibits and handouts to conduct the meeting. The Village will select the site for the meeting and assist with coordinating the time for the meeting. The Consultant shall prepare and send the notices to affected parties.

c. The Consultant shall participate in at least one Public Information Meeting with the residents in the project area. Consultant shall prepare all exhibits and handouts for this meeting.

d. The Village will be responsible for notifying residents and coordinating any meetings related to special assessments.

e. Consultant shall at a minimum conduct and attend one preliminary design meeting and one final design meeting with the Village of Weston.

f. The Consultant shall research and coordinate with other agencies such as, Wisconsin Public Service Corp., etc. to obtain necessary drawings or as-built plans. Coordinate all proposed project impacts with corresponding local utility companies. Consultant shall conduct one utility coordination meeting inviting all utilities and/or services such as refuse, postal service, etc. to the meeting. Utility review and feedback of the utility meeting and project plans will be used in the final design of the project. This would include the development of any special requirements in the specifications or specific details in the project plans to aid in the bidding process.

g. Describe the number of meetings and types of meetings that you recommend in your scope of work, if any, that are not included above.

3. Preliminary Design – Prepare preliminary construction plans consisting of the following: a. Title Sheet b. Typical Sections and General Notes c. Plan and Profile Sheets d. Water Main & Sanitary Sewer Plan e. Drainage Plan f. Cross Sections g. Erosion Control Plan h. Project Overview – Single Sheet Schematic Drawing showing project limits.

Geotechnical borings to establish sub grade conditions, ground water and pavement design parameters shall be conducted as deemed necessary upon Village approval and will be considered as extra services.

4. Permitting – Conduct coordination with the Wisconsin Department of Natural Resources

(DNR) and other regulatory agencies as required. a. Apply for applicable permits required by DNR for storm water discharge

NR151/216 compliance including a storm water management plan. b. Sanitary sewer coordination with DNR, Marathon County and Rib Mountain

Metropolitan Sewerage District shall be conducted to apply for applicable approvals.

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c. Water main extension approval applications showing fire flow levels for improvements to the piping network shall be coordinated with DNR.

Further design requirements by these agencies or environmental approvals beyond state agencies, such as the Army Corp of Engineers, etc. shall be deemed Extra Services if mandated.

5. Final Design – Prepare final construction plans consisting of the following sheets: a. Title Sheet b. Project Overview – Single Sheet Schematic Drawing showing limits of the project c. Typical Cross Section and General Notes Sheet d. Details e. Storm Sewer Plans (if needed) f. Water Main & Sanitary Sewer Plans g. Erosion Control Plan h. Pavement Marking Plan i. Plan and Profile sheets (1” = 20’ scale) j. Cross Sections

6. Specifications, Quantities, Estimate, Bid documents – Prepare construction specifications

and bidding documents utilizing standard specifications for the Village of Weston and applicable Standard Specifications for Sewer and Water Construction in Wisconsin and Wisconsin Department of Transportation Standard Specifications for Highway and Structure Construction, recent Editions. Quantities for applicable bid items shall be taken off of the final plan for bidding and inserted into the bid form. Schedules for storm sewer shall be generated and inserted into the project plans if applicable. Consultant shall prepare an opinion of probable construction costs. The opinion of probable construction costs shall utilize average bid prices from similar type and size projects in the area.

7. Bidding Services – The consultant shall a. Prepare and submit advertisements for bids to the Wausau Daily Herald b. Review prequalifications and make recommendations to the Village c. Conduct the bid opening d. Check contractors bidding calculations e. Prepare bid tabulation of contractors’ bids f. Make a recommendation of award to the Village g. Prepare contract documents and submit to contractor and the Village for execution

Construction Services will be determined at a future time and those services are not part of the scope of work for this proposal.

SCHEDULE FOR DELIVERABLES Consultants are asked to propose the project schedule for a 2021 calendar year construction.

PROJECT PROPOSAL The proposal should describe your firm’s experience and capabilities to provide design and bidding services for the project. Your proposal should provide sufficient information to the Village

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to determine your firm’s capabilities to provide the required deliverables. The proposal must include the following minimum information: 1) Firm name, address, telephone number and contact person. 2) A statement of interest and qualifications for this project. 3) A description of your project understanding and your firm’s approach to the tasks identified.

Include any concerns regarding permits, data, etc., required to provide the deliverables for this project. Any concerns your firm would have with the proposed schedule for deliverables should also be identified.

4) Discussion of your firm’s specific abilities and expertise to provide the required professional

services and qualifications related to the project requirements. 5) The proposed project manager and key personnel who would have a significant role on this

project team, including detailed resumes. Clearly identify sub-consultants, if proposed, with similar information. If sub-consultants are proposed explain the intended working relationship and responsibilities of each firm.

6) Examples of specific knowledge, expertise, and project management experience related to

this type of project. 7) Descriptions of not more than 3 related/similar projects completed by your firm for other

owners. Reference information must include: a) Name of owner b) Project name c) Brief Description of your firm’s involvement d) Contact Person e) Address (including e-mail if applicable) f) Telephone number g) Your firm’s key personnel involved with the referenced project.

8) Project Cost Breakdown

a) For each section identified in the Project Scope, list the estimated hours and estimated cost to complete each of those tasks.

PROPOSAL SUBMITTALS

1. Any restrictions on the use of data contained within a proposal must be clearly stated in the proposal itself. Non-disclosure cannot be guaranteed after the selection stage of this procurement due to public records law considerations.

2. Submit one (1) hardcopy of the proposal within a single sealed envelope or container. The

outside lower left corner of the envelope should have the following notation: "Proposal for Ryan St Utility River Crossing, Village of Weston.”

3. Submit an electronic copy of the proposal to the individual specified in item 4 below.

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4. Proposals shall be received at the Village of Weston Municipal Center by 4:00 p.m. Friday, November XX, 2019 and addressed to the attention of:

Michael Wodalski, P.E., Director of Public Works Village of Weston 5500 Schofield Avenue Weston, WI 54476 Electronic copies shall be emailed to: [email protected]

Proposals received after the above stated day and time will NOT be accepted. Actual receipt by said time is required and deposit in the mail is insufficient.

5. Only written questions concerning the project will be accepted. Questions must be

directed to the address above. Written answers to all questions will be provided to all firms solicited for the project, provided they are received no later than 5:00 P.M. on October XX, 2019. Questions received after October XX will not be answered.

CONSULTANT SELECTION Proposals will be reviewed and evaluated by a Consultant Selection Committee comprised of three representatives of the Village of Weston. Consultants will be ranked in order of preference based on their proposal and supplementary information gathered via telephone and/or e-mail. The Consultant Selection Committee will consider the following criteria in evaluation of the proposals

1. Consultant’s understanding of and approach to this project (30%) 2. Related project experience/qualifications of the firm (20%)

3. Related project experience for the assigned personnel (20%)

4. Cost (20%)

5. Reference check (10%)

SELECTION PROCESS CALENDAR The anticipated calendar for the selection process is as follows: November XX, 2019 – proposals received. November XX – December XX – complete review of Proposals and reference checks December 9, 2019 – contract recommendation by Public Works and Utility Committee December 16, 2019 – contract awarded by Village Board


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G!. Water Hydrants

Water Mains!!2 Sewer Manholes

Sewer Gravity MainCreated by the Village of WestonTech. Services Department Date: May 20, 2014

Sewer & Water UtilityRiver Crossing

DC Everest School District

DC Everest School District

Village ofWeston

Village ofWeston



PAGES 1 OF 3

Public Mtg/Date:


Description:

Capital Improvement Plan Update

From:

Michael Wodalski, Director of Public Works

Question:

Solely an update on project status

Background

Below is an update on the status of the various Capital Improvement Plan Projects. Also attached is a spreadsheet showing how the project costs compare to the estimated/borrowed amount:

- Capital Equipment: o Equipment Purchased and Received:

Zero Turn Mower Fertilizer/Weed Spraying Buggy Asphalt Hot Patcher Excavator #106

o Equipment Ordered, not yet Received: Plow Truck #17 Plow Truck/Leaf Truck #29 Street Sweeper

o Equipment still to be Ordered: Inspections Truck (On Agenda for 10/14) Salt Brine Tank/Spreader Parks Trailer

- Street Projects: o Asphalt Overlays: All overlays have been completed as of 9/4/19. The

CIP portion of the overlays was for the paving of the Park Ridge Neighborhood. This project came in under budget at a cost of $81,759 compared to the budgeted amount of $100,000.

o Schofield Ave Concrete Replacement and Curb Replacement: This project was completed earlier this summer. These two projects came in over budget at a combined cost of $300,270 compared to the budgeted amount of $250,000.

o Ryan St Paving (Weston Ave to Commerce Dr): This project is complete. Total cost came in slightly under budget at a cost of $161,721 as compared to the budget cost of $165,000.

o Weston School Addition Neighborhood Reconstruction: Engineering contract was awarded in August. Engineering contract came in under budget at a cost of $52,850 as compared to the budget of $87,185.

- Facility Projects: o Public Safety Building: The only project started in 2019 was the roof

replacement at the Safety Building. The rest of the projects are looked to be lumped into a larger project in 2020.



PAGES 2 OF 3

o In general the building projects were put on hold in 2019 due to uncertainty with the status of the Municipal Center.

o Aquatic Center: The water heaters, pool heaters and pool filter cover projects have

all been completed and the replacements of posts and ropes around the slides is still planned for this year. The check valves may not be completed until 2020. Overall the budget shows approximately $30,959 in unspent funds for 2019 of which $10,000 is still planned to be spent this fall.

o Park Facilities: The park projects for 2019 that have been completed or are

scheduled for completion are the: Dog Park Fencing, Kennedy Shelter Upgrades and Park Office Roof Replacement. The Yellowbanks Plan and Play Structure at Robinwood have not been started. There is a $37,586 projected balance for 2019.

- Utility Projects: o Ryan St River Crossing: The RFP for this project is in the public works

packet for 10/14. o Harlyn Lift Station: Project has been bid and awarded. The anticipated

start date of this project is September 30 with a completion date of October 31. Projected costs after bids is $347,350 as compared to the budgeted amount of $325,000. This project is paid for entirely by the Sanitary Sewer Utility.

o Cedar Creek Interceptor Access Road: We are currently working through design alternatives and a wetland permit for constructing the access road. The budgeted amount was $325,000 which may not be spent now until 2020.

o Zinser St Utility Extension: Construction and Engineering Services Contracts are on this agenda for recommendation for approval. Projected costs after bids is $222,510 as compared to the budgeted amount of $207,000.

o Margaret St Utilities: Construction and Engineering Services Contracts are on this agenda for recommendation for approval. Projected costs after bids is $405,678 as compared to the budgeted amount of $441,258.

o SCADA: There have been several SCADA projects undertaken in 2019 in lieu of completing the upgrades at Alta Verde and Sternberg wells to ensure communication with the SCADA system was made reliable. This shows up as an over-budgeted expense for the SCADA, but shows then $150,000 of unexpended funds for Alta Verde and Sternberg.

o Overall, the utilities show a surplus of $419,032, however $325,000 of that amount is for the Cedar Creek Access Road which is currently in the design phase.

Attached Docs: Spreadsheet showing projects with estimated and projected/actual costs.

______________________________________________________________________




PAGES 3 OF 3

Fiscal Impact: Projects appear to be coming in slightly below budget. See attached spreadsheet for specific projects.

_______________ ___________________________________________________________

Recommendation:


No Action is needed, solely a discussion item. Or, Something else _____________________________________________________________________ Additional action:

Total Other

FundsGeneral Fund Total

Total Other


Total Other

FundsGeneral Fund Salvage Value GF Total All Funds Total

$ ‐ $ 1,500,000 1,500,000$

1 Equiment Leases Prior to 2019 $ ‐ $ 104,200 104,200$ $ 104,200 $ 104,200 2 SAFER Equipment $ ‐ $ ‐ ‐$ $ ‐ $ ‐ $ ‐ $ ‐ 2a $ ‐ $ 15,700 15,700$ $ 15,700 $ 15,700 $ ‐ $ ‐ 2b $ ‐ $ 54,300 54,300$ $ 54,300 $ 54,300 $ ‐ $ ‐ 2c $ ‐ $ ‐ ‐$ $ ‐ $ ‐ $ ‐ $ ‐ 2d $ ‐ $ 237,500 237,500$ $ 237,500 $ 237,500 $ ‐ $ ‐ 2e $ ‐ $ 237,500 237,500$ $ 237,500 $ 237,500 $ ‐ $ ‐ 2f $ ‐ $ ‐ ‐$ $ ‐ $ ‐ $ ‐ $ ‐ 2g $ ‐ $ 63,100 63,100$ $ 63,100 $ 63,100 $ ‐ $ ‐ 2h $ ‐ $ 4,100 4,100$ $ 4,100 $ 4,100 $ ‐ $ ‐ 2i $ ‐ $ ‐ ‐$ $ ‐ $ ‐ $ ‐ $ ‐

3 Plow Truck 17 $ ‐ $ 215,000 215,000$ $ ‐ $ 205,189 $ 205,189 $ ‐ $ 9,811 $ 10,000 $ 19,811 $ 19,811

4 Asphalt Hot Patcher $ ‐ $ 35,000 35,000$ $ ‐ $ 41,477 $ 41,477 $ ‐ $ (6,477) $ 1,500 $ (4,977) $ (6,477)

5 Plow Truck/Leaf Truck #29 $ 92,500 $ 252,000 344,500$ $ 97,654 $ 280,089 $ 377,743 $ (5,154) $ (28,089) $ 15,000 $ (13,089) $ (18,243)

6 Street Sweeper $ ‐ $ ‐ ‐$ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐

7 Excavator 106 $ ‐ $ 190,000 190,000$ $ ‐ $ 181,800 $ 181,800 $ ‐ $ 8,200 $ 30,000 $ 38,200 $ 38,200

8 Zero Turn Mower $ ‐ $ 22,000 22,000$ $ ‐ $ 18,846 $ 18,846 $ ‐ $ 3,154 $ 6,695 $ 9,849 $ 9,849

9 Inspections Truck $ ‐ $ 35,000 35,000$ $ ‐ $ 33,329 $ 33,329 $ ‐ $ 1,671 $ 500 $ 2,171 $ 2,171

10 Salt Brine Tank/Spreader $ ‐ $ 25,000 25,000$ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐

11 Parks Trailer $ ‐ $ 5,000 5,000$ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐

12 Fertilizer/Weed Spraying Buggy $ ‐ $ 12,000 12,000$ $ ‐ $ 9,414 $ 9,414 $ ‐ $ 2,586 $ ‐ $ 2,586 $ 2,586

$ 92,500 $ 1,507,400 1,599,900$ $ 97,654 $ 1,486,544 1,584,198$ $ (5,154) $ (9,144) $ 63,695 $ 54,551 49,397$

2019 Prioritized ListDEBT REFINANCING

Capital Equipment

Capital Equipment Subtotals

2019 ‐ Actual (w/o Salvage Value) 2019 ‐ Net Difference (B‐A) + Salavage

Village of Weston Capital Improvement 2019‐2020 Prioritized Plan

# Project 2019 ‐ Budget

Total Other


Total Other


Total Other


2019 Prioritized List




13 2019/2020 ‐ Asphalt Overlays $ ‐ $ 100,000 100,000$ $ ‐ $ 81,759 $ 81,759 $ ‐ $ 18,241 $ ‐ $ 18,241 $ 18,241

14 2019 ‐ Schofield Ave Repairs $ ‐ $ 200,000 200,000$ $ ‐ $ 228,041 $ 228,041 $ ‐ $ (28,041) $ ‐ $ (28,041) $ (28,041)

15 2020 ‐ Ryan St Paving (Weston to Com) $ ‐ $ 165,000 165,000$ $ ‐ $ 161,721 $ 161,721 $ ‐ $ 3,279 $ ‐ $ 3,279 $ 3,279

16 2019 ‐ Curb Repairs $ ‐ $ 50,000 50,000$ $ ‐ $ 72,229 $ 72,229 $ ‐ $ (22,229) $ ‐ $ (22,229) $ (22,229)

17 Shorey Ave ‐ X to Heeren $ ‐ $ ‐ ‐$ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐

$ ‐ $ 515,000 515,000$ $ ‐ $ 543,750 $ 543,750 $ ‐ $ (28,750) $ ‐ $ (28,750) $ (28,750)

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Weston School

Addition Reconstruction(Von Kanel, Kennedy, S Timber,

Arrow, Sunset)

$ 37,270 $ 49,915 87,185$ $ 22,592 $ 30,258 $ 52,850 $ 14,678 $ 19,657 $ ‐ $ 19,657 $ 34,335

192019 ‐ Crestwood Acres

(Design only in 2020) $ ‐ $ ‐ ‐$ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐

202020 ‐ Birch St (Shorey to Cross Pointe)

(Design only in 2020)

(Apply for LRIP‐MSID Grant) $ ‐ $ ‐ ‐$ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐

21Ross Ave/Kramer Ln Reconstruction

(Design Only in 2020)

(Apply for STP‐Urban Grant) $ ‐ $ ‐ ‐$ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐

$ 37,270 $ 49,915 87,185$ $ 22,592 $ 30,258 $ 52,850 $ 14,678 $ 19,657 $ ‐ $ 19,657 $ 34,335

Streets (Major Maintenance)

Streets (Major Maintenance)Streets (Reconstruction)

Streets (Reconstruction)

Total Other


Total Other


Total Other






22 2019 ‐ Rooftop Unit Insulation $ ‐ $ 17,000 17,000$ $ ‐ $ ‐ $ ‐ $ ‐ $ 17,000 $ ‐ $ 17,000 $ 17,000

23 2019 ‐ Public Safety A/E & Contingency $ ‐ $ 100,000 100,000$ $ ‐ $ ‐ $ ‐ $ ‐ $ 100,000.00 $ ‐ $ 100,000.00 $ 100,000.00

24 Public Safety Locker Rooms/Showers $ ‐ $ ‐ ‐$ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐

25 Public Safety Evidence/Armory $ ‐ $ ‐ ‐$ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐

26 2019 ‐ Roof Membrane Installation $ ‐ $ 61,000 61,000$ $ ‐ $ 102,427 $ 102,427 $ ‐ $ (41,427) $ ‐ $ (41,427) $ (41,427)

27 2019 ‐ Paint and Seal Masonry $ ‐ $ 9,000 9,000$ $ ‐ $ ‐ $ ‐ $ ‐ $ 9,000.00 $ ‐ $ 9,000.00 $ 9,000.00

28 Public Safety ‐ Enclosed Parking $ ‐ $ ‐ ‐$ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐

292019 ‐ Floor Drain Repair

in Apparatus Bay $ ‐ $ 30,000 30,000$ $ ‐ $ ‐ $ ‐ $ ‐ $ 30,000.00 $ ‐ $ 30,000.00 $ 30,000.00

$ ‐ $ 217,000 217,000$ $ ‐ $ 102,427 102,427$ $ ‐ $ 114,573 $ ‐ $ 114,573 $ 114,573

302019 ‐ MC Roof Replacement

(Spot Repairs) $ ‐ $ ‐ ‐$ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐

31 2019 ‐ Duct work Insulation $ ‐ $ ‐ ‐$ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐

32 2019 ‐ Parking Lot Sealing and Striping $ ‐ $ ‐ ‐$ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐

33 2020 ‐ Exterior Door Upgrades $ ‐ $ ‐ ‐$ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐

34 Municipal Center Architectural Designs $ ‐ $ 50,000 50,000$ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐

$ ‐ $ 50,000 50,000$

352019 ‐ Replace Domestic

Hot Water Heaters $ ‐ $ 25,000 25,000$ $ ‐ $ 21,133 $ 21,133 $ ‐ $ 3,867 $ ‐ $ 3,867 $ 3,867

36 2019 ‐ Pool Heater $ ‐ $ 30,000 30,000$ $ ‐ $ 24,143 $ 24,143 $ ‐ $ 5,857 $ ‐ $ 5,857 $ 5,857 37 2019 ‐ Replace posts/ropes around slides $ ‐ $ 10,000 10,000$ $ ‐ $ ‐ $ ‐ $ ‐ $ 10,000 $ ‐ $ 10,000 $ 10,000 38 2019 ‐ Check Valves (4) $ ‐ $ 12,000 12,000$ $ ‐ $ ‐ $ ‐ $ ‐ $ 12,000 $ ‐ $ 12,000 $ 12,000 39 2019 ‐ Sand Play Area Equipment $ ‐ $ ‐ ‐$ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ 40 2019 ‐ Pool Filter Covers $ ‐ $ 7,000 7,000$ $ ‐ $ 7,765 $ 7,765 $ ‐ $ (765) $ ‐ $ (765) $ (765)

$ ‐ $ 84,000 84,000$ $ ‐ $ 53,041 53,041$ $ ‐ $ 30,959 $ ‐ $ 30,959 30,959$

Municipal Center Building

Municipal Center BuildingAquatic Center

Aquatic Center

Public Safety Building

Public Safety Building

Total Other


Total Other


Total Other






41 2019 ‐ Dog Park Fencing $ ‐ $ 12,000 12,000$ $ ‐ $ 15,924 $ 15,924 $ ‐ $ (3,924) $ ‐ $ (3,924) $ (3,924)

42 Machmueller Park Play Equipment $ ‐ $ ‐ ‐$ 43 Kennedy Shelter Upgrades $ ‐ $ 20,000 20,000$ $ ‐ $ 4,210 $ 4,210 $ ‐ $ 15,790 $ ‐ $ 15,790 $ 15,790

44 Park Office Roof Repairs $ ‐ $ 10,000 10,000$ $ ‐ $ 9,280 $ 9,280 $ ‐ $ 720 $ ‐ $ 720 $ 720

45 Kennedy Warming House Updates $ ‐ $ ‐ ‐$ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐

46 2019 ‐ Landscaping Brick Repairs $ ‐ $ ‐ ‐$ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐

47 2019 ‐ Bollard/Planter Repairs $ ‐ $ ‐ ‐$ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐

48 Robinwood Play Structure Upgrades $ ‐ $ 10,000 10,000$ $ ‐ $ ‐ $ ‐ $ ‐ $ 10,000 $ ‐ $ 10,000 $ 10,000

49 Kellyland Park Master Plan $ ‐ $ ‐ ‐$ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐ $ ‐

50 Yellow Banks Park Master Plan $ ‐ $ 15,000 15,000$ $ ‐ $ ‐ $ ‐ $ ‐ $ 15,000 $ ‐ $ 15,000 $ 15,000

$ ‐ $ 67,000 67,000$ $ ‐ $ 29,414 $ 29,414 $ ‐ $ 37,586 $ 37,586 $ 37,586

512020 ‐ Ryan St River Crossing

(Design only in 2019) $ 43,700 $ 19,500 63,200$ $ ‐ $ ‐ $ ‐ $ 43,700 $ 19,500 $ ‐ $ 19,500 $ 63,200

52 2019 ‐ Harlyn Lift Station Replacement $ 325,000 ‐$ 325,000$ 347,350$ ‐$ 347,350.00$ (22,350.00)$ ‐$ ‐$ ‐$ (22,350.00)$

532019 ‐ Cedar Creek Interceptor

Access Road $ 325,000 $ ‐ 325,000$ $ ‐ $ ‐ $ ‐ $ 325,000 $ ‐ $ ‐ $ ‐ $ 325,000

54 2019 ‐ Alta Verde Well Upgrades $ 100,000 ‐$ 100,000$ ‐$ ‐$ ‐$ 100,000$ ‐$ ‐$ ‐$ 100,000.00$

55Margaret St Utility Relocation

(Sanitary Sewer and Water) $ 441,258 $ ‐ 441,258$ $ 405,678 $ ‐ $ 405,678 $ 35,580 $ ‐ $ ‐ $ ‐ $ 35,580.35

56Zinser St Utility Extension

(S of Weston Ave) $ 127,000 $ 80,000 207,000$ $ 136,515 $ 85,995 $ 222,510 $ (9,515) $ (5,995) $ ‐ $ (5,995) $ (15,510)

57 2019 ‐ Sternberg Well Updates $ 50,000 $ ‐ 50,000$ $ ‐ $ ‐ $ ‐ $ 50,000 $ ‐ $ ‐ $ ‐ $ 50,000 58 2020 ‐ SCADA Upgrades $ 30,000 $ ‐ 30,000$ $ 133,383 $ ‐ $ 133,383 $ (103,383) $ ‐ $ ‐ $ ‐ $ (103,383)

$ 1,441,958 $ 99,500 1,541,458$ $ 1,022,926 $ 85,995 $ 1,108,921 $ 419,032 $ 13,505 $ ‐ $ 13,505 $ 432,537 $ 1,571,728 $ 4,089,815 5,661,543$ $ 1,143,172 $ 2,331,429 3,474,601$ $ 428,556 $ 178,386 63,695$ 242,081$ $ 670,638

Park Facilities

Park FacilitiesUtility Projects

Utility Projects2019‐2020 Prioritized List Total All Categories

MEMORANDUM TYPE: Open-Record; Low Discretion

TO: Keith Donner, Administrator Jessica Trautman, Finance Director

Cc: Shawn Osterbrink, Director of Parks, Recreation & Forestry Dan Raczkowski, Deputy Director of Public Works

Josh Swenson, Utility Superintendent

FROM: Michael Wodalski, Director of Public Works

DATE: September 27, 2019

SUBJECT: Capital Projects for 2020 I have a table attached with projects and below is the narrative for each project. This memo is meant to be strictly for the projects that will be borrowed for in 2020 and not address upcoming projects in 2021 or projects that had borrowed funds in 2019 that haven’t been completed yet. I have projects listed by major category and if there is anything someone sees in this memo or in the attached spreadsheet that I’ve either omitted or have added that doesn’t need to be there please let me know. The big item that I’m not sure how to address yet is the Municipal Center. The projects below and in the spreadsheet do not address the Municipal Building, but I have kept in several items for the public safety building. Street Projects: 1) Volkman St Multi-Use Path: Estimated Cost = $115,000 (Received grant for $41,124,

net cost = $73,876): The Village of Weston has received a DNR Stewardship grant for this project in the amount of $41,124. All project funds must be spent by June 30, 2021. At the very least design should be done in 2020 with an early construction in 2021. This project is meant to connect the DCE Jr. High and the Everest neighborhood with the planned paths in the Village of Rothschild. This project would install a path on Volkman from Heuss to Everest and then Everest from Volkman to Machmueller. The Village was given a 2-year extension on this project in spring of 2019. As part of the 2020 budget we need to determine if this is a project we will move forward with, otherwise we need to let the DNR know we won’t be spending the funds and they can allocate them to another community. Rothschild and Schofield received a DOT grant for their portion of the path which will go from Volkman, behind what was Shopko and then down E Grand Ave. This would make a nice trail connection with the residents in the Everest area to our neighboring communities.

2) Weston School Neighborhood (S Timber, Kennedy, Von Kanel, Sunset, Arrow) Estimated Cost = $2,180,000 (PASER range = 2-6):

Project is currently in design this fall and is planned to be constructed in summer of 2020. Of the total project costs for 2020: the funds are broken down as: - Water = $371,363.00 - Sanitary = $160,986.00 - Storm = $362,134.00 - General Fund = $1,197,968

3) Crestwood Acres Neighborhood (Kirk, Rodney, Randy Jay, Douglas, Robin, E Everest)

(PASER range = 2-5) This is planned as a 2021 construction year project, with design starting towards late summer/early fall of 2020. There is AC watermain in this neighborhood and several failed/broken water valves that need to be replaced as part of the project. Storm water may be challenging due to soil types and new regulations that may be coming due to the new phosphorus requirements. I would prefer to get design started earlier on this one as there may need to be several alternatives to evaluate.

4) Street Repaving and Overlays:

i. Asphalt Overlays: I would propose at least $100,000 if not $150,000 in overlays to get some of the poorer streets back up to a serviceable level. Certain streets such as Barbican and Community Center Dr have areas of rutting, settlement, etc. that causes water to pond on the road thus speeding up the deterioration process. I think we should try to correct these as soon as we can.

ii. Schofield Ave Pavement Replacement: This past year we weren’t able to get many joints/slabs replaced east of Birch St. Much of the intersection of Birch and Schofield Ave should be replaced as well as many sections between Birch and CTH X/Camp Phillips Rd. I’d propose $175,000 in 2020 to take care of this stretch of roadway.

iii. Curb Repairs: $75,000 should be reserved in 2020 for curb replacements.

Especially if Barbican is to be overlaid there is substantial curb deterioration on that road that should be addressed. Schofield Ave also has areas in the turn lane that need to be replaced.

5) Engineering Studies:

i. Intersection Studies: 1. Ross and Camp Phillips: It’s been roughly 20 years since this intersection

was redesigned and the recommendation was to reevaluate the function of the intersection after 20 years. There have been several complaints from residents regarding poor sight lines and difficulty with making left hand turns over the years.

2. Schofield Ave and Ryan and Hunt: With the build-out of the Swiderski development and East Gate Apartments at Ryan St it is time to have another look at the way the Ryan and Schofield Ave intersection operates and is controlled. Similarly, any changes at Ryan St will likely impact Hunt and Schofield Ave so those two intersections should be looked at in conjunction with one another.

6) Utility Projects:

i. SCADA Technology Upgrades: The expectation is to move forward with radio updates yet in 2019. We’d then budget $125,000 in 2020 for updating the PLC’s and software updates for the SCADA system at all well and tower sites as well as the Fox and Mesker-Jelinek Lift Station.

ii. Well 7: This will likely be deferred until 2021 as we work through the design process with PSC and DNR.

iii. Tonya/Tricia Lift Station: Replacement of existing Lift Station. Estimated at

$350,000 for 2020.

iv. Cedar Creek Interceptor Access: Mi-Tech should be getting close to having design drawings completed yet in 2019, which should make a 2020 construction possible, unless we need to wait until winter of 2020 possibly pushing us into 2021. Project is currently estimated at $325,000.

v. Ryan St River Crossing: Estimated cost is $1,580,000. The original thought is this

would be a 2019 design and 2020 construction. We’re a little behind in getting design RFPs out due to the water master plan not being complete, but we can still try to get this out yet this year for design, but I’m guessing most of the design work will take place in 2020 with construction maybe happening in 2021.

vi. Valve and Hydrant Replacements: During flushing this year staff created quite

an extensive list of valves and hydrants we should replace. I could foresee the next several years having about $150,000 worth of valve and hydrant replacements until we get caught up with the list. The priority is to replace any leaky valves/hydrants that are used for flushing and then to move throughout the rest of the system.

vii. TMDL Storm Water Study/Update: Total Project cost is estimated at $132,000

and a DNR grant was applied for in 2019 for $64,760 so net project cost should be $67,240 if grant funds are received.

viii. Sanitary Sewer Manhole and Mainline Lining: We should begin a routine lining

program of roughly $150,000 to start with manholes and mainlines identified first in the DIS report from 2018 and noted in the sewer study by Clark Dietz.

The sewer utility should also begin more routine televising to identify other areas in need of lining and sources of infiltration.

7) Aquatic Center and Parks

i. the Aquatic Center has the following items: 1. Log slice repairs = $27,000 2. Electrical Connection Upgrades = $10,000 3. Lifting Crane for Pool Motors = $10,000 4. Insulate and heat filter room = $25,000 5. Shower upgrades = $19,000 6. Pool Surfacing Repairs/Replacement = $100,000

a. This would be a 2-year process with then another $80,000 expected in 2021

7. Drop Slide Repairs = $10,000 8. Pool Controller = $4,000 9. Parking lot sealing and striping = $20,000

ii. Parks we had the following: 1. Dugouts at Machmuller and Robinwood = $??? – perhaps hold until we

know more about sports complex and plans for EYBB. 2. Yellowbanks Bathrooms = ??? something needs to be done with the

current facilities. Do we plan a new well and septic system, just provide portable restrooms for roughly $2,000/yr, etc.?

3. Kennedy restroom replacement = $80,000 4. Yellowbanks Shelter Roof = $8,000 5. Parks Shelters and Bathrooms Painting = $10,000 6. Backstop Fencing at Kennedy = $??? Similar to item 6.ii.1 above.

Again, we had discussed slowly updating the play structures at the various parks which isn’t included in this list and we also have not yet begun the Yellowbanks Master Plan which was budgeted for $15,000 in 2019.

8) Capital Equipment:

i. Truck 55: Replacement of the sign truck, estimated cost of $75,000. This would include a small man-lift potentially to access signs that are higher up. Possibly also have an auger attachment for putting in new sign posts. With the lack of vehicles in the summer the thought is to keep the existing truck for summer help and other general transportation use in the fleet.

ii. Street Sweeper: Board approved leasing a new sweeper for just over $25,000 per year for the next 5 years.

iii. Truck 21: A replacement of existing 1-ton truck, estimated at $65,000. Staff has been interested in replacing this truck with a larger type of pickup, closer to an F-550 so there is a larger cargo capacity. This type of truck could also be outfitted with a wing plow if we thought necessary to aid in plowing, especially in the older subdivisions with narrow roads. We would factor in $5,000 for a salvage value with a net cost then of $60,000.

iv. Skidsteer 34: Replacement of existing skid steer, estimated cost is $60,000 with a salvage of $5,000 for a net of $55,000.

v. Plow Truck 69: Replacement of existing plow truck. Estimated cost of $200,000.

vi. Wing for Loader: We have one other loader that we plow with that doesn’t have a wing. With how well the one works we’d like to outfit the other loader with a wing to provide better plowing productivity. Estimated cost is $40,000.

vii. Replacement Loader 32: Current unit was purchased in 2014 and has had hydraulic issues since the start. The machine works, but it isn’t very user friendly and has a rough ride. Staff has been working with the local dealer regarding the issues and the most recent offer would net us a new loader for roughly $64,000. The loader was initially purchased with refuse and recycling funds and we’d propose utilizing those funds to purchase this new unit as well.

viii. Mobile Column Lifts: The plan had been to reinstall an in-floor hoist when funds allowed, but staff would like to look at a second set of lifts. This way when we get a new building the equipment can move into the new building and there isn’t any lost cost in the lift system. Estimated cost is $35,000.

9) Facility Projects: i. Public Safety Building:

1. Interior Buildout: This would include the evidence storage, armory and locker rooms and showers as well as the interior parking garage. Estimate is $300,000. There are costs from 2019 that were not spent for the roof and painting/sealing of masonry that can be utilized in early 2020.

This is a preliminary look and as we move through the Fall we can work on refining and better defining project scopes.

1

Wisconsin Department of Transportation 2020-2021 Multimodal Local Supplement (MLS) Guidelines

September 23, 2019*

Purpose and Description The Wisconsin 2019-21 budget provides $75 million in one-time general purpose revenue funding (GPR) for multimodal transportation projects on the local system through the Multimodal Local Supplement (MLS). The MLS program mirrors aspects of the Local Roads Improvement Program (LRIP) but is not subject to the same restrictions and is available to an expanded range of project improvement types. The program pays up to 90% of total eligible costs with local governments providing a minimum of 10% cost share.

MLS funding is available for new projects statewide related to:

•Roads •Bridges •Transit vehicle purchase and facility projects •Bicycle and pedestrian accommodations •Railroads •Harbors

Local and tribal governments are eligible for MLS funding. A six-year project completion, i.e., project sunset, is required for approved projects, similar to the completion timeframe for other Local Programs (e.g., Local Bridge, LRIP). Each approved project will be issued a State Municipal Agreement (SMA) prior to project commencement.

The MLS program is focused on local project delivery. Local units of government can apply for design and construction or construction only; design only funding is not eligible through this program. Projects on the National Highway System (NHS) or complex projects with a federal interest may require departmental oversight to assist with environmental documents. Additional departmental oversight is available upon local sponsor request. A local project sponsor may contract with a county for administrative oversight. Local staff resource time is not eligible for funding through this program. MLS projects can be locally let, must be advertised for bid for a minimum of 15 days, and contracts awarded to the lowest responsible bid. Low bid procurement of asphaltic hot-mix only is eligible for funding as part of an eligible MLS project, but project total costs must meet the MLS minimum threshold for funding consideration.

Funding and Project Selection MLS funding is split between the following local government types:

Allocation County City/Village Town Total

Multimodal Local Supplement (MLS) $26,669,333 $19,039,500 $29,291,167 $75,000,000

After Kaukauna Bridge Set Aside1 $26,082,667 $18,452,832 $28,704,501 $73,240,000

MLS is a reimbursement program, allowing for partial reimbursement as the local sponsor incurs costs throughout the project. Local sponsors are responsible for any project cost overage beyond the award amount.

1 Consistent with biennial budgetary discussions, $1.76M of MLS funding is reserved for the Kaukauna Veterans Memorial Lift Bridge ($2.2M project cost reimbursed with 80% state funding). This reserved amount is split between the three funding categories ($586,666 from each category).

2

The project selection process is competitive, with an emphasis on measurable economic benefits, and involves stakeholder input. Equitable geographic distribution2 is a consideration in the formation of project selection committees and for the final project selections. The following table illustrates the MLS committee structure:

MLS Committee Structure3

Counties* Towns Cities/Villages Statewide committee comprised of 8 County Highway Commissioners, one from each of the 8 established WCHA districts, as well as 4 county-level executive officials from across the state.

Statewide committee comprised of up to 12 town officials, 2 from each WTA district. The committee will also include industry representatives from timber, dairy and agriculture.

Statewide committee comprised of up to 12 city/village local officials.

If a tribal government application is received for the MLS program, a tribal government representative will be appointed by the WisDOT Secretary’s office to sit on the committee that reviews the application. MLS application materials are posted to the WisDOT website: https://wisconsindot.gov/Pages/doing-bus/local-gov/astnce-pgms/default.aspx. MLS project applications are submitted to WisDOT DTIM using the e-mail address provided in the application instructions: [email protected].

The MLS project application deadline is 5:00 pm on Friday, December 6, 2019. Submitting applications prior to the deadline allows WisDOT additional time to review applications and communicate with local sponsors regarding outstanding questions. Late applications will not be accepted.

MLS has a minimum project total cost of $250,000 for counties, cities and villages and a minimum project total cost of $50,000 for towns. The maximum MLS project award amount is $3,500,000.

The committees will use a scoring rubric as follows:

A. Project Type Scoring Evaluation – All Projects Scores Under One Criteria

Project Type Score Evaluation Criteria

Road/Bridge 0-25 Safety, serviceability, project type, e.g., reconstruction, traffic

Transit 0-25 Increases ridership, asset management

Railroad 0-25 Asset management, increase capacity, safety

Bicycle Pedestrian 0-25 Safety, modal shift, accessibility

Harbor 0-25 Increases capacity, infrastructure improvements

Multiple^ 0-25 Equalized score based on multiple project types

B. Universal Evaluation - All Projects Scored Under Each Criteria

Category Score Evaluation Criteria

Economic Impact 0-10 Transportation importance to community

Connectivity 0-5 Connections to or accommodations for other modes

Cost Effectiveness 0-5 Viability of proposed solution compared to other treatment alternatives

Other 0-5 Additional considerations, such as regional significance

Total Score = Project Type Score (A) + Universal Evaluation Score (B) ^Projects with more than one mode are limited to a total of 25 points.

2 Each committee will be comprised of local officials from geographic areas that ensure statewide representation. Final project award selections from

each committee will represent a distribution of funding to urban and rural areas across the state. 3 MLS Committee members are recommended by the Wisconsin County Highway Association (WCHA) and Wisconsin Counties Association (WCA);

Wisconsin Towns Association (WTA); and League of Wisconsin Municipalities (LWM), respectively, and are approved by the WisDOT Secretary. WisDOT staff or other designees may serve on each committee.

https://wisconsindot.gov/Pages/doing-bus/local-gov/astnce-pgms/default.aspx

https://wisconsindot.gov/Pages/doing-bus/local-gov/astnce-pgms/default.aspx


3

Final project selections are forwarded by the statewide MLS committees to the WisDOT Secretary for final award. Project awards will be announced in early 2020.

Local Sponsor Eligibility All project applications must be submitted by an eligible sponsor. Local units of government with the taxing authority to guarantee the availability of local match funds are eligible project sponsors. Wisconsin’s eleven federally recognized tribal governments are eligible to apply for project funding. Tribal governments may apply to any MLS category. If a tribal government application is related to a specific county or municipal facility, the application will be forwarded to that selection committee. If a project is sponsored on behalf of a private organization, the public sponsor retains responsibility for the project. However, the public sponsor will enter into a legal agreement with the private organization to ensure that the private party complies with all applicable requirements of the program.

Project Eligibility Project funding is available for new projects. MLS funding cannot be added to existing WisDOT state or federally funded projects. MLS project applications are not subject to the eligibility rules of other WisDOT local improvement programs.

• Project funding is available for road and bridge replacement, reconstruction, rehabilitation or widening. Construction of new roads or bridges are eligible for funding. Equipment purchases are not eligible for funding through this program. Connecting highways are not eligible. Road or bridge projects located on the National Highway System (NHS) or complex projects may require departmental oversight.

• Project funding is available for transit vehicle purchase, transit equipment and transit facility construction projects. Operations costs are not eligible for funding through this program.

• Project funding is available for bicycle and pedestrian on-road and off-road trail facilities, rails to trails and historic transportation facilities. Outdoor advertising and vegetation management practices are not eligible through this program.

• Project funding is available for rail line rehabilitation, passenger rail and intermodal freight facilities. Railcar acquisitions are not eligible for funding through this program.

• Project funding is available for harbor dredging, port infrastructure expansion and repair of dock walls.

Operations costs are not eligible for funding through this program.

Real Estate and Utilities Real estate project costs under $100,000 must be entirely locally funded. Local project sponsors should be aware of federal Uniform Act guidelines when purchasing real estate for an MLS project. Utility costs related to relocation, removal or new utilities are ineligible for funding through this program.

Historical, Natural and Archeological Resources All state and federal environmental regulations need to be coordinated through the appropriate regulatory

agency. The acquisition of Department of Natural Resources (DNR) and Wisconsin Historical Society (WHS)

permits are the responsibility of the project sponsor.

Post-Approval Process Sponsors are responsible for all project costs incurred prior to notification that project authorization has occurred. Sponsors must not begin work on any phase of the project for which they will seek reimbursement until receipt of notification from WisDOT that this work can begin to incur costs.

4

Project Changes Sponsors must contact WisDOT if a project cannot be implemented as outlined in an original application. MLS funding is both limited and competitive, and initial award levels cannot be increased.

Project Completion/Reimbursement Project reimbursement documents may be submitted to WisDOT before completion of the project for partial project reimbursement. MLS reimbursement request forms will be provided with the signed SMA and the authorization to incur costs form. Expenditures incurred prior to authorization are not eligible for reimbursement. Project reimbursement documents may also be submitted to WisDOT at time of project completion for one-time reimbursement. Total project reimbursement amounts cannot exceed initial program award amounts. Project reimbursements will be issued to the primary sponsor. The following required documentation must be submitted to WisDOT upon request of reimbursement:

• A copy of the advertisement to bid – ideally an Affidavit of Publication – identifying the text of the ad, the name of the publication in which it was placed and the dates it was advertised. MLS projects can be locally let, but must be advertised for bid for a minimum of 15 days.

• Lowest responsible bid award and rejection notices or dated board minutes, including action taken.

• An Exception to Standards, if applicable to the project.

• Documentation to confirm contractor(s) payment.

Records Retention Documentation for each project must be kept for 12 years from date of project completion. WisDOT expects MLS sponsors to keep accurate records and reports, such as payroll documents and material specifications pertaining to construction activities, in the event of an audit. When WisDOT performs project reviews, the sponsor is required to supply copies of all project documentation.

WisDOT Statewide Program Contacts for Multimodal Local Supplement Merrill Mechler-Hickson Ryan Spaight DOT Program Officer MLS Program Manager [email protected] [email protected] Phone: (608) 261-8977 Phone: (608) 266-1322

MLS Informational Webinars:

• Monday, September 30, 2019: 9:00 am to 10:30 am

• Wednesday, October 2, 2019: 1:00 pm to 2:30 pm

• Thursday, October 10, 2019: 2:00 pm to 3:30 pm

MLS informational webinars are optional, and each contains similar information. We recommend potential

sponsors sign up for one webinar. If you are interested in participating in a MLS informational webinar, please

select one of the dates and send an e-mail to the following WisDOT email address:

[email protected]. Specific webinar links will be sent to you prior to the date(s).






PAGES 1 OF 2

Public Mtg/Date:


Description:

Discussion and Possible Recommendation on 2020 Sanitary Sewer Rate Increase

From:

Michael Wodalski, Director of Public Works Keith Donner, Administrator

Question:

A set rate was not determined prior to the meeting

Background

Staff is reviewing the current sanitary sewer rate and will have materials to send out/hand out at the meeting regarding various scenarios for a 2020 rate increase. Right now staff is looking at a number somewhere between 2% and 5%.

Attached Docs: Materials will be brought to the meeting. ______________________________________________________________________


Fiscal Impact: _______________ ___________________________________________________________

Recommendation: Discussion to be had at the meeting


Or, Something else _____________________________________________________________________ Additional action:



PAGES 1 OF 1

Public Mtg/Date:


Description:

Recommendation to Approve Resolution 2019-026: Memorandum of Agreement for storm water collaboration with Marathon County, City of Wausau, Villages of Kronenwetter, Rothschild and Weston, and Town of Rib Mountain

From:

Michael Wodalski, Director of Public Works

Question:

Should the Public Works Committee Support Resolution 2019-026 to approve the extension of the Memorandum of Agreement for a period starting January 1, 2020 to December 31, 2026?

Background

The memorandum extends the current agreement with the communities listed above to work together to meet the storm water permit requirements of Wis. Admin. Code NR 216. The main purpose of the memorandum of agreement is to clarify who is responsible for which parts of permit compliance since Marathon County has storm water infrastructure that intertwines with the infrastructure of the municipalities listed above. An example is the storm sewer that runs along Camp Phillips Rd in the Village of Weston connects to Village of Weston owned storm sewer.

To reduce duplication of efforts, the agreement states the roles that each municipality is responsible for to ensure permit requirements are being met for the following categories:

1) Public Education and Outreach; 2) Public Involvement and Participation; 3) Illicit Discharge Detection and Elimination; 4) Construction Site Pollution Control; 5) Post-Construction Site Storm Water Management; 6) Pollution Prevention; 7) Storm Sewer System Map; and 8) Annual Report

Attached Docs: Resolution 2019-026, Memorandum of Agreement for 1/1/2020-12/31/2026


Fiscal Impact: N/A _______________ ___________________________________________________________

Recommendation:


I Move to Recommend to the Village Board approval of Resolution 2019-026 Or, Something else _____________________________________________________________________ Additional action:

VILLAGE OF WESTON, WISCONSIN RESOLUTION NO. 2019-026

A RESOLUTION, approving the North Central Wisconsin Stormwater Coalition Memorandum of Agreement among Marathon County, the City of Wausau, the Villages of Weston, Kronenwetter, and Rothschild, and the Town of Rib Mountain;

WHEREAS, the Wisconsin Department of Natural Resources regulates municipal storm sewer systems discharging water to surface or ground waters through the Wisconsin Pollutant Discharge Elimination System (WPDES) permit program; and

WHEREAS, the goal of the WPDES Storm Water Program is to prevent the transportation of pollutants to Wisconsin’s water resources via stormwater runoff; and

WHEREAS, the Village of Weston owns stormwater facilities that are required to be permitted under the Wisconsin Pollutant Discharge Elimination System (WPDES); and

WHEREAS, the Memorandum of Agreement is between Marathon County; the city of Wausau; the villages of Kronenwetter, Rothschild and Weston; and the Town of Rib Mountain; and

WHEREAS, the purpose of the Memorandum of Agreement, which is authorized pursuant to ss. 66.0301, Wis. Stats., is to develop and implement a single information and outreach program meeting the requirements of the Wisconsin Administrative Code and to increase awareness of stormwater impacts on waters of the state while avoiding duplication of efforts and saving costs; and

WHEREAS, the Memorandum of Agreement will cooperate to adapt and revise operating procedures and municipal ordinances to comply with the requirements of the WPDES General Permits held by each party to the agreement and any changes made to the Wisconsin Administrative Code; now therefore

BE IT RESOLVED by the Board of Trustees of the Village of Weston hereby authorizes and executes a Memorandum of Agreement between Marathon County, the city of Wausau; the villages of Kronenwetter, Rothschild and Weston; and the Town of Rib Mountain.

PASSED BY THE BOARD OF TRUSTEES OF THE VILLAGE OF WESTON, at a regular meeting thereof, this 21 day of the month of October, 2019.

VILLAGE OF WESTON, a Municipal Corporation of the State of Wisconsin.

By: ___________________________ WALLY SPARKS, President

ATTEST:

By: ___________________________ SHERRY WEINKAUF, Clerk

MEMORANDUM OF AGREEMENT

BETWEEN MARATHON COUNTY, THE CITY OF WAUSAU, THE VILLAGES OF WESTON, KRONENWETTER, AND ROTHSCHILD, AND THE TOWN OF RIB

MOUNTAIN I. PURPOSE THIS MEMORANDUM OF AGREEMENT is entered into for the purpose of minimizing discharge of pollutants carried by stormwater runoff and to develop and implement a single information and outreach program for all participating municipalities. The Agreement allows the parties to work together on a program that meets permit requirements of Wis. Admin. Code NR 216. II. TERM OF AGREEMENT This Agreement shall run January 1, 2020 to December 31, 2026. The terms of the Agreement may be reviewed and amended if necessary. This Agreement may be terminated by any party on thirty (30) days written notice to the group, subject only to the payment of any obligations due to the group under this Agreement up to the point of said termination. III. APPLICABILITY The process defined by this MOA addresses the requirements of Section 402 of the Federal Clean Water Act and the Storm Water Discharge Permit Program under Wis. Admin. Code NR 216. Through the Wisconsin Pollutant Discharge Elimination System (WPDES) permit program, the DNR regulates municipal, industrial, and animal waste operations discharging water to surface or groundwaters. IV. SUMMARY OF THE PERMIT PARTNERSHIP PROCESS Each of the participating municipalities and Marathon County will hold a municipal separate storm sewer system (MS4) permit. Marathon County will be responsible for achieving and maintaining compliance of its MS4 eligible facilities within each community. V. PROGRAM SUMMARY The program is designed to fulfill the permit requirements 1-9 as defined in of Wis. Admin. Code NR 216.07 as efficiently and effectively as possible through intergovernmental cooperation. VI. ALLOCATION OF RESPONSIBILITY For and in consideration of the terms and conditions in this Memorandum of Agreement, Marathon County and the participating municipalities have the following responsibilities:

1. PUBLIC EDUCATION AND OUTREACH Marathon County will: Coordinate the development and updates of the Wausau Urban Area Stormwater

Education and Outreach Plan and future plan updates at no cost to the municipalities;

Coordinate the implementation of the Wausau Urban Area Stormwater Education and Outreach Plan.

The municipalities will: Appoint one representative to the Northcentral Wisconsin Stormwater Coalition;

Contribute towards costs of development, reproduction and distribution of educational materials (each community will contribute an equal share of the cost);

Make available rooms for public informational meetings as necessary.

2. PUBLIC INVOLVEMENT AND PARTICIPATION Marathon County will: Develop and maintain a stormwater management website at no cost to the

municipalities; Public notice all meetings of the Northcentral Wisconsin Stormwater Coalition and

any public informational meetings hosted by Marathon County. The municipalities will: Public notice all meetings hosted by the municipality; Contribute towards costs of public notices, meetings, and other public involvement

and participation activities (each community will contribute an equal share of the cost).

3. ILLICIT DISCHARGE DETECTION AND ELIMINATION

Marathon County will: Assist the participating municipalities to develop and update as necessary,

municipal illicit discharge ordinances in accordance with NR 216; Comply with municipal illicit discharge ordinances as they apply to MS4 eligible

County facilities; Pay actual sampling and field screening costs of outfalls serving county owned

facilities; Follow appropriate procedures to eliminate illicit discharges as defined by Wisconsin

Department of Natural Resources regulations or other sources of non-storm water on MS4 eligible County facilities.

The municipalities will: Adopt and update as necessary, a municipal illicit discharge ordinance; Conduct field screening analysis for illicit connections and discharges at all municipal

and county outfalls within their respective MS4 boundaries; Follow the procedures to eliminate illicit discharges as defined by Wisconsin

Department of Natural Resources regulations or other sources of non-storm water on municipal facilities.

4. CONSTRUCTION SITE POLLUTION CONTROL

Marathon County will: Assist the participating municipalities to develop and update as necessary, municipal

construction site erosion control ordinances in accordance with NR 216; Comply with municipal construction site erosion control ordinance as they apply to

MS4 eligible County facilities as defined in NR 216.

The municipalities will: Adopt and update as necessary, a municipal construction site erosion control

ordinance.

5. POST-CONSTRUCTION SITE STORM WATER MANAGEMENT Marathon County will: Work with the participating municipalities to develop and update as necessary, post

construction storm water management ordinances in accordance with NR 216; Comply with municipal post construction storm water management ordinance as they

apply to MS4 eligible County facilities as defined in NR 216. The municipalities will: Adopt and update as necessary, a municipal post construction storm water

management ordinance.

6. POLLUTION PREVENTION Marathon County will perform the following tasks on MS-4 eligible county owned facilities to the specifications of the individual municipalities in which the facilities exist: Install and maintain source area controls and regional best management practices; Roadway maintenance including street sweeping and de-icer management; Collection and management of leaf and grass clippings; Management of county garages, storage areas and other potential sources of

pollution; Management of the application of lawn and garden fertilizers on county controlled

properties in accordance with s. NR 151.13 (1) (b) 3; Implement inspection, surveillance and monitoring procedures necessary to

determine compliance and noncompliance with municipal permit conditions; Conduct an assessment of the actions taken using a pollutant loading analysis model

(SLAMM). The municipalities will perform the following tasks on municipal facilities:

Install and maintain source area controls and regional best management practices; Roadway maintenance including street sweeping and de-icer management; Collection and management of leaf and grass clippings; Management of municipal garages, storage areas and other municipal sources of

pollution; Management of the application of lawn and garden fertilizers on municipal controlled

properties in accordance with s. NR 151.13 (1) (b) 3; Implement inspection, surveillance and monitoring procedures necessary to

determine compliance and noncompliance with permit conditions; Conduct assessments of the actions taken using a pollutant loading analysis model

(SLAMM) on municipal MS4 facilities within their respective MS4 boundaries.

7. STORM SEWER SYSTEM MAP Marathon County will:

Identify and map MS-4 eligible county owned facilities and outfalls as defined in NR 216;

Provide the municipalities with geographical data of county owned MS-4 eligible facilities and outfalls.

The municipalities will: Identify and map municipal facilities and outfalls;

Include and identify (label) county owned facilities and outfalls in required storm sewer system map.

8. ANNUAL REPORT

Marathon County will: Coordinate the development of standardized yearly reporting by the

municipalities. The municipalities will:

Include and identify (label) county owned facilities and outfalls in required yearly reporting.

2345 Grand Boulevard, Suite 700Kansas City, MO 64108-2625Phone: (816) 472-6100Fax: (816) 472-1610Toll-Free: (800) 848-APWA

The North American love of the open road is tested every late winter and spring when millions of pavement potholes suddenly appear seemingly everywhere. Mobility is increasingly integral to our way of life.

Did you know that 254 million registered vehicles travel nearly 3 trillion miles on more than 4 million miles of streets and highways in North America? An estimated 32% of our major roadways are rated in poor to mediocre condition, and driving on poor roads costs motorists $67 billion in additional car operating and repair costs annually,

according to the American Society for Civil Engineers (ASCE) 2013 Reportcard on America’s Infrastructure.

Driving over rough pavement affects travel costs for motorists in terms of vehicle operating costs, travel delays, and crash or accident costs. Motorists paid an extra $444 a year in 2014 - a total of $6.4 billion, according to AAA Mid-Atlantic, in vehicle repairs and operating costs. For municipalities, pothole repair expenses include personnel, equipment, and materials, and on a national basis equates to a multi-million dollar annual expenditure.

For example:

• Driving on roads in need of repair and full of potholes costs motorists in Washington, D.C. approximately $833 per motorist, or $311 million a year, according to the American Society of Civil Engineers Report Card for Infrastructure.

• In 2013, the City of San Diego, CA. filled over 30,000 potholes, spending $1.3 million for pothole repair.

• In Oklahoma City, OK. The city spends $1 million to make repairs to as many as 90,000 potholes each year.

• In 2012, Columbus, OH. spent $175,578 for the hot and cold mix asphalt patch material to patch 130,397 potholes.

What causes a pothole?Potholes are created when the top layer of pavement and the material beneath—called the base or sub-base—cannot support the weight of the traffic. Two factors are always present in such a failure: TRAFFIC and WATER.

The “gestation period” for a pothole includes:1) Snow-melt or rain seeps through cracks in

the pavement and into the sub-base; if the moisture cannot adequately drain away from the sub-base and soil underneath, it becomes saturated and soft.

2) Trapped moisture is subjected to repeated freeze/thaw cycles–and with each occurrence the expanding ice lifts and cracks the pavement more. The passing traffic weakens the pavement, cracking it further.

3) As temperatures rise and the ice melts, a void is left under the pavement. This void collects more water, and during the next freeze, the void will enlarge.

4) Vehicles driving over the weakened pavement pound it until the surface breaks and collapses into the void below, thus creating a pothole.

Why are theycalled potholes?

Pottery makers in l5th and l6th century England would take ad-vantage of the ruts that wagon and coach wheels gouged into roads. Anxious for a cheap source of raw materials for making clay pots, the potters would dig into the deep ruts to reach clay deposits underneath. Teamsters driving wagons and coaches over those roads knew who and what caused these holes and referred to them as “potholes.”

- Story attributed to the late trivia expert and syndicated columnistL. M. Boyd

2015

Pave

men

t Co

ndit

ion

Time in Years

12% of Life

40% DropIn Quality

Spending $1 onpavement preservationbefore this point…

…eliminates or delaysspending $6-$14 onrehabilitation orreconstruction here.

75% of Life

40% DropIn Quality

What affects pavement life?Pavement life is influenced by many factors: vehicle loading (axle loads, tire pressure and gross vehicle weight [GVW]), traffic volume and mix, environmental conditions, topography, subgrade condition, initial pavement design and construction practices, maintenance activity and pavement age. Traffic volume has increased significantly and this trend will continue —but few new lane-miles have been added to the nation’s highway, road and street network and are not expected to keep pace with the increased demand.

The decision and capability to patch potholes is influenced by: current weather; traffic conditions; imminent scheduled roadway construction; major maintenance work or utility work in the roadway; availability of personnel, equipment, and materials, and the demands of the traveling public.

How are potholes repaired?

Pothole patching is performed either as an emergency repair during harsh conditions, or as routine maintenance scheduled for warmer and drier periods. Typically, emergency repairs are done only when a pothole presents a substantial safety or traffic operational problem and must be urgently corrected. For example, a large pothole on a major arterial has contributed to collisions by causing drivers to swerve to avoid or lose control after hitting it. Or, one or more large potholes hinder the flow of traffic causing unusual slow-down and congestion. Potholes near activated traffic signals may expose embedded loop sensor wires, and when they break, the signals will not be responsive to traffic demands.

Emergency repairs usually are done in heavy traffic and can be a safety risk to maintenance workers. Repairs that are more permanent can be scheduled for times when weather and traffic are more conducive to safe operations.

The following are the standard pothole repair methods used for any asphalt paved street or road:

1. Cold-Patch (”Throw-and-roll”) : Patching material is shoveled into the pothole—which may or may not be filled with water and debris—and compacted if possible, and crew moves on to next pothole. (This is considered superior to the more commonly used method of “throw-and-go”, which does not compact the materials before leaving the site.) Cold patch repairs are quick, but temporary; they are an expedient fix performed when traffic, weather and general pavement conditions preclude a more permanent repair.

2. Hot-Patch Semi-Permanent: Water and debris are removed from the pothole; the sides of the patch area are “squared-up” until vertical sides exist in reasonably sound pavement. Tack oil is applied and then a heated asphalt mix is placed and compacted with a small, vibratory device. A slight crown for water dispersal is desirable. Although it raises the cost of the operation, this is considered one of the best methods for

repairing potholes, because it improves patch performance. Because this method is more labor and equipment intensive, it is usually done when traffic and weather conditions are more favorable.

3. Spray-Injection Devices: Water and debris are blown from the pothole; a tack coat of binder is sprayed on the sides and bottom of the pothole; asphalt and aggregate are blown into the pothole; the patch is covered with a layer of aggregate. This technique has higher equipment costs, but has a higher rate of productivity and lower material costs. Spray injection is faster than hot patch repairs and more permanent than cold patch; however, it is not as durable as or useful as hot patch for deeper potholes. The material is not compacted nor is the underlying base material corrected before filling.

4. Edge Seal as follow-up: Uses same method as throw-and-roll, but once repair section has dried, a second pass is made to place a ribbon of asphaltic tack material on top of the patch edge and pavement surfaces. A layer of sand is placed on the tack material to prevent tracking by tires, and the section is open to traffic as soon as workers and equipment are cleared from the area. (Although this requires a second pass, it can improve patch performance in older pavements with many cracks.)

Severely distressed spots that are much wider, or are substantially deeper, usually require base repairs at a later time. The affected area is removed back to or down to solid pavement or base and then new material placed. In some cases, under-drains may be installed to carry water away from the base and soil.

How can we stop potholes from forming?

The success of pothole repairs depends predominantly on the timeliness of the repair and the quality of the materials and techniques used. Preventing potholes begins when the pavement is visibly cracked. Sealing the pavement to keep water from infiltrating into the sub-base is critical both for keeping potholes from forming and for extending the useful life of the pavement.

In reality, deferred maintenance can start communities on a downward path of deteriorating infrastructure and increasingly costly backlogs of required repairs. Experts conservatively estimate that for every $1 spent to keep a road in good condition, it avoids $6-$14 needed later to rebuild the same road once it has deteriorated significantly, according to the American Association of State Highway and Transportation Officials (AASHTO) “Smart Growth America, Repair Priorities 2014.”

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