Common Council - Regular Meeting

Okay, should be recording. All right, thank you. Okay, I will now call to order the meeting of the improvement and services committee for March 11th, 2026. Begin with roll call. Alder here. Alder Dele here. Alder Ritterbush here. And I, Alder Presley, am here. On to approval of the agenda. Move to approve. There's a motion to approve by Alder Delely, seconded by Alder Ritterbush. All in favor? I. I. All right, that is approved. Uh on to approval of the minutes. Motion to approve. Motion to approve made by Alder A. Second. Seconded by Alder Ritterbush. All in favor say I.

I. I. That is approved. Okay. On to regular business. First, consideration with possible action on request by Department of Public Works to accept a National Fish and Wildlife Foundation, National Coastal Resilience Fund grant for final design for community coastal hazard risk reduction and restoration in the Fox River Connect the Bay project in the amount of $913,000 for $913,482.15.

That was a mouthful.

Yeah. So this is uh exciting news that we were awarded the grant from uh NIVW for the connect the bay project. So that's the project that's under design along the bay is kind of by Bay Beach and through around Renard Island and up along the shoreline. Um the design includes break walls, uh trails and boardwalk, um habitat restoration, um and some other um coastal resiliency features. And so this would be to take the project through final design as well as permitting for the project. And um we do have the city has a match of 15,000. So that would be incind um staff time working on the project. Uh a good portion of the project is for um consultant uh services and that'll the consultant services will come through at a a later meeting once we have that proposal. And um we're expecting a cash match from McDonald Companies and we're working on an agreement with them to enter into that agreement before we um start the project. And um the other piece of it is that we will be getting um some indirect um costs. So uh to the city um I guess to cover our indirect cost. So, that was part of the grant and it's about $43, uh, $499.15 would be coming to the city to cover some additional cost for um, our work on that.

Any discussion on that? Motion to approve. Second. We have a motion to approve by Alder X, seconded by Alder Dele. I'll just say uh, thank you to all the staff for the work on this. This is so exciting. Um, and such a large grant. That's so much project. Yeah, it is. But yeah, it's a I'm really excited about this and every step that we get just, you know, is it it's excellent. So, we have a motion and a second. All in favor say I. I. I. That is approved.

Okay. Second. Consideration with possible action on request by Department of Public Works to purchase yearly structure cast iron castings from Nenah Foundry in the amount of $74,028 for the sewer section. Okay. So, this is an annual purchase that we do every year. Um, and it's just to restock our supply of castings that we use uh for sewers uh for projects um and maintenance. And so, that's what that's for. All right. Motion to approve. Second. Motion to approve made by Alder, seconded by Alder Dele. All in favor say I.

I. All right. That is approved. Third, consideration with possible action on request by Department of Public Works to approve a service order agreement with Burner Scheler Associates Incorporated for design and construction administrative services associated with fire station 6 HVAC, windows, and SCBA room improvements for an estimated cost of $75,000. A nice a nice number there compared to the other ones. Yeah, those same around the

So, we're recommending award of this. This is through our facilities division. Um they're helping the feritative station with um this project um for the HVAC and windows and other room improvements. Um so that's about it. All right. Simple enough. Do we have a motion? Motion to approve. Second. All right. We have a motion and a second. Um any further discussion? All right. All in favor will say I. I. I. All right. That is great. Do we know what they're here for? Are you here for a particular item? They're just observing. Oh, okay. Educational. Okay. Thought Thank you for observing. That's great.

Yeah, we don't usually have much of a audience here. All right. Uh on to four. Consideration with possible action to authorize the director of public works to sign and submit the 2025 annual municipal separate storm sewer system MS4 report to Wisconsin Department of Natural Resources.

Okay. So, this is an annual report that we're required to prepare and submit to the DNR and it's um to report on all of our activities throughout the year for our MS4 system. And it covers all of the different aspects of storm water. Everything from erosion control to um um preventing elicit discharges uh taking care of our storm water ponds and uh including even things like um the private storm water pract management practices that we have to uh permit and inspect. So, uh, there is a memo in the in the packet, um, summarizing those activities. If you would like to see the full report, it's on our website. It's quite large, so we didn't attach it to the agenda. Um, but that is out there. And we're also taking public comment on the report and program. That's a requirement of our permit is to seek public comment. So, we've got some information out on the Facebook page and invited people to this meeting if they would like to speak. Um, I can just go through a few highlights from the memo. Um, we have 358 outfalls within the city. So, those that's where the storm water outfalls to our rivers or um greenways. And uh we have an inspection program and we um do a portion of those every year where we have to inspect them and and look for uh discharges that shouldn't be happening and um just also checking the condition of those. And uh let's see. So in uh 2025 um there were 114

uh falls that were inspected and um we also in 2025 uh revamped our adopt a pond program and our inland program. Um there's a really nice story map on the website under storm water uh that highlights all the different ponds and we had several ponds that were adopted by um individual families or or groups and um we relaunched our adopted inlet program with an online application where they just fill it out and kind of commit to adopting inlets. And um we've had a few people sign up for that but not not that many yet. So hopefully next year we'll look at more and uh so we document our outreach activities and um we document all of that the work we do to inspect our ponds and other structures, proprietary devices, the vegetative swailes we have on Webster um and other uh some areas where we have permeable pavers and things like that. and um street sweeping and leak leaf collection are part of this uh program. We report that to the DNR what we do and we get credit for that under our uh total ma maximum daily load plan and u uh with erosion control um they track the DNR tracks the sites that are 1 acre or more construction sites and in 2025 we did 131 inspections of those types of sites. Um, we did 46 inspections of privateowned storm water management practices, which are like ponds or bofilters, things like that. There were 10 illicit discharge complaints that we responded to and

investigated and resolved and um, our staff participated in professional development and education related to those activities. I just looked at the report and it's 217 pages. So, it's I won't promise to read that whole thing, but thanks for doing it. Yeah. Uh, well, you know, I have people that help. Thanks for signing it. All right. Any discussion? Yeah, thank you, chair. Um, so I I this may not be the place to to say it, but I know that you're talking about the with the leaf collection and all that. M

um and I know that there's been talk about how you don't want leaves out on the street because of going in the storm sewers. Um would there be something maybe that you'd consider where um people are alerted ahead of time that they're going to be out in their neighborhood and they could put the leaves out because your equipment comes and scoops it off of people's lawns a lot of times damages it. Right.

So, if they were able to put it in the on the street themselves, knowing that they're coming and, you know, cuz normally they come and put the big piles, I think it would make it easier for your uh employees. And in fact, I talked to DPW staff um former staff and he said that it would be much easier and the people would be a lot happier because they wouldn't have to have it sitting on their on their lawn and have their lawn ripped up, right? just as something to think about in the future as a more efficient way of doing it. Yeah, it would be a challenge uh with scheduling because we'd have to get everybody to cooperate and we'd have to get in there and pick it up like right away. Yeah.

So, if anyone was off schedule, you know, then we're we have issues with not meeting our requirements for that. Um so, so it would be challenging. We're looking at other equipment like you know leaf some some cities do leaf colle uh leaf suction you know with the vacuums. Oh yeah. Which are less damaging. So unfortunately it would take a while for us to build up fleet with with that for to cover the whole city. But we're looking at options. Okay.

Delete the other. Would that negatively impact the grant that we get for not putting them on the road? So, it's not a grant that we get. Um, the storm water utility funds a portion of the leaf collection. Um, and and it's a pretty substantial portion.

Yeah, it's it's a quite a bit of money. I I don't have it in front of me, but um you know, it's between that and composting, it's over 500,000. Um that's annually that goes towards that. And um in order for us to take credit for it, you know, we have to be meeting the requirements that go along with it. And part of those requirements is to make sure that it's not in the curb. Um so that and we actually you know there's requirements for you know making sure people are complying and we have procedures in place for doing that.

So so yes um it's not necessarily a grant but there is funding associated with it and we get credit for doing that. Um and if we were to not get credit then it could impact what we do with the program. Well, that's why I was saying if it was planned and they could do it on the day of, you know, not necessarily instead of I don't not to be out of compliance, but just knowing the day that they're coming out. Okay. Do we have a motion? I don't remember if we had a motion. Well, motion to approve. Did we, Jim?

Okay. We didn't have a All right. We have a motion to approve by Alder. Um, who seconded that? I did. Alder Dele. All right. Um, all in favor? One sitting right. They both said yes, though. All in favor say I. I. Okay. That is approved. All right. Five. Consideration of possible action on request by Department of Public Works to approve award of facility capital planning services to Bernard Schober in the amount of $164,000.

Okay. So this is uh something that our uh facilities manager and her her team are working on and um they put out an RFP and this is part of the capital project or I mean capital budget. Um and they put out an RFP and they reviewed proposals from six firms and they selected burner showers and the work would be to evaluate all of the city uh facilities for condition. um uh what what the needs are as far as like capital projects, you know, repairs, that type of thing, improvements. Um and the idea would be that they the consultant would create, you know, their recommendations and a plan. So, we'd have long-term plans for what we need to do for the facilities to help with planning and budgeting for that um uh for five years and beyond. All right. Thank uh Alder.

Thank you, chair. Um I when was the last time it was done or is this the first time doing something like this? I don't know if it's ever been first time was done in 2015 and then I believe we had an abbreviated adjustment to it in 17 and I don't know if it was as extensive as what this is though. No, this is this is definitely more extensive and like the director stated, this is so we can develop a good work plan for the future. Yeah, it's a great idea. Okay. Motion. We did do something like this though at city hall. Correct. Like a year ago

where they went through and windows, rooms, flooring, everything to assess where our building was at. I think what you're referring to was the space needs that we was done. Oh yeah, space needs analysis possibly which a bunch of experiences on. Yeah, I don't think there was this was to my knowledge done for the they might have been at the school district though and did a similar thing like this at the school district because I know their name.

I know there was a was on our last agenda too. Yeah, I know there was an older report that uh we have in DPW um uh for city hall which had some things identified um but I believe this would be like a current assessment and more in depth high school there's a couple like references different places that they've done all their qualifications experience motion to approve second motion to approve made by Alder seconded by Alder Dele. All in favor say I. I.

I. That is approved. All right. Six. Consideration with possible action on request by Department of Public Works to award the annual wastewater monitoring services to Badger Laboratories Incorporated in the amount of $225,000.

Okay. So this is another um annual contract um that we have and this one is for um Badger Labs goes out and they monitor um there's a a number of industrial facilities that we collect wastewater samples and um they do the analysis and it's so that we can build them accordingly for based on their their strengths the strength of the waste water and the flow. Um so they're looking looking at c certain parameters that uh they um analyze and um the so the so we this is the cost of it but we actually bill that back to the customer. So when we send them an invoice for based on their results we include the sampling charge so the money comes back to the city.

Motion to approve. Second motion to approve made by Elder X. Seconded by Alder Deli. Any further discussion? All in favor say I. I. I. That is approved. All right. Seven. Consideration with possible action on request by Department of Public Works to award contract bridge 1-26 Main Street Bridge B-5-311 structural rehabilitation phase 1 at a staff level and report the award at the next improvement services committee meeting. Director. Okay. Um I don't think this one has an attachment. I don't know if you have anything.

No, probably doesn't. This is a part of the ongoing work at Main Street Bridge includes uh some of the structural repairs and with the upcoming council meetings being split because the elections and stuff staff need or is asking for the ability to award at staff level so we can keep this on a timely fashion and get it awarded as soon as we get it back. So, motion to approve. Motion to approve. Second dele seconded by Alder Ritterbush. Any discussion?

Um I'm sorry. I'm just trying to because you got to go back and forth between the two. I just was looking to see if there was like a a maximum dollar amount that that we're approving or it's just it's not really in there. It's bonded, right? So yeah, this is a planned part of the expense. Yes. I just didn't see it in here. That's why I was wondering. Okay. All right. Um, we have a motion and a second. All in favor say I. I.

All right, that is approved. Okay. Eight. consideration with possible action on request by Department of Public Works to approve licenses for one sidewalk builder, uh, CEO Contracting LLC, JNS Concrete Services LLC, RG Hendrendricks Concrete Construction, Verhan Construction Company, uh, Dorner Equipment Sales and Service LLC, Widner Concrete Construction LLC, uh, Two Tree and Brush Trimmer, um, A Highway Landscapers Incorporated. Motion to approve. Motion to approve. Second by Elder, seconded by Elder Reader Bush. All in favor say I. I. I. All right. That is approved. Could you read the sidewalk builders again, please?

Later. Um, all right. Uh, nine. consideration with possible action on request by Department of Public Works to award contract ramps 1-26 parking ramp repairs including all alternate bid items to SYON Incorporated in the amount of $59,848. Director Okay. Um so this is a a uh ramp repair project. I believe that's for Pine Street ramp. Is that correct? Mainly Pine Street. Yes. Okay. And um it looks like my the number of bidters was cut off on my sheet that I printed. Um that's really tiny. You have to zoom in. But there was a number of

there were a number of uh biders for this project and the low bid was SYON. Um with the alternates the total comes out to um 59 $848. And so um we're recommending a war to the low bid site. Motion to approve. Motion to approve by seconded by Alder Dele. All in favor say I. I. All right. That is approved.

Uh 10. consideration with possible action on request by Department of Public Works to award contract parks 2-26 Perkins Parks parking lot resurfacing to Northern Asphalt Incorporated in the amount of 138 uh,992.20 your district. Okay. So, this is a project for our parks department and uh we had two biders uh for the paving of um the resurfacing of the parking lot at Perkins Park and the low bidder was Northeast Asphalt as you mentioned at 138 um 9992. All right. Do we have a motion?

Motion to approve. Second. I would just like to say that this parking lot is in desperate need of resurfacing. Yeah, I was there not too long ago. It's time. So, motion then by Elder Ritter Bush, seconded by Elder Dele. All in favor say I. I. I. All right, that is approved. All right. 11. consideration with possible action on request by Department of Public Works to award the contract pavement 2-26 Oak Street Reconstruction to David Tener Corporation in the amount of 921,87856. Big money.

Okay. So, this is one of our um street reconstruction projects and this is for Oak Street. Um, as you mentioned, we're re recommending more to David Tener Corporation. Um, there were looks like six in this one. Okay. Um, it shows six on. That's right. Maybe it was six. Yeah, I can't remember. I see six. Six, but it's also five. It's five plus one. So, just there's lots of bids, which is great. Yeah. So, we had good bids on this one and yeah, we're recommending more. Motion to approve. Second.

Motion to approve made by Alder Dele, seconded by Alder Ritterbush. All in favor say I. I. And that is approved. 12. Consideration with possible action on request by Department of Public Works to award contract pavement repair 2026 to Al Digs Concrete Incorporated in the amount of $1,487,835. Bigger money. Bigger amount. Yeah. Right. So, we had three bids for this one and the low bid was also

No, this is just the pavement repair. This one's just the pavement repair. Y Okay. This is just the pavement repair. So, that would be um there's patching. Yes. Okay. Yep. Oh, boy. Lots of that needed. Not the stuff that we do, but the stuff that gets contracted out. Motion to approve. Second. All right. We have a motion to approve. Made by Alder Delely, seconded by Alder E. Um, I'll just say let the public know roads are very expensive. We have one takeaway from this meeting. Um, all right. And even just repair the poles, whatever. Concrete's not cheap. All right. All in favor say I. I. All right. That is approved.

13. in consideration with possible action on request by Department of Public Works to award contract sewers 2-26 Mather Street including Water Main to David Tener Corporation in the amount of 1,429,87056.

Okay, it looks like we had six bids on this one as well and we're recommending um award to the low bidder David Tener Corporation. So this project is for um the sewers and water mane ahead of u the following year would be the actual um reconstruction project. So this would be to get the utilities done in advance. Motion to approve. Oh, do you want to do it? Motion to approve. Second. Motion to approve made by Alder Delely, seconded by Alder. All in favor say I. I. I knew it's your district. That's why I said that

that was approved. Okay. 14. in consideration with possible action on request by Department of Public Works to award contract Sidewalks 2026 to Martell Construction Incorporated in the amount of 1,161,750. Wow. Okay, it looks like we had three biders on this one. Um the low bid was Martell Construction and we're recommending award and this is for our annual sidewalk program. Some close bidding. We're We have a lot of big money agenda items tonight. So, a motion to approve. Second.

Motion to approve made by Alder X. Seconded by Alder Dele. All in favor say I. I. That is approved. Okay. No public hearings onformational director's report on recent activities of the public works department.

Okay. So, there's two things I want to mention and they were both uh posted on um our Facebook. So, you may already know about them, but just for the public information. Yes. One is the um bulk household um collection week, which is March 23rd through 27th. So, I want to make sure everyone is aware of that. And then leaf collection um we have it out there starting on April 13th. And um it'll actually go through May 15th, but we want to make sure that people get the message that to put their stuff out by May 10th so that we don't miss people like what happened in the fall. There's a bunch already out there. I know. I understand.

Yeah, I've seen it. Um and part of the reason why it's in April, um is what we need to wait for to make sure that there's not going to be another snow event. A lot of the equipment that we use is stuff that's outfitted right now for snow and ice and um that equipment has to get changed over and we don't want to do it too soon um cuz we could run into trouble if we try to do that. So any questions? Motion to or f second. Motion to receive and place on file made by Elder. Seconded by Elder Dele. I have a question. When do we start street sweeping? Well, that will certainly start with uh the leaf collection.

Okay. Because they'll be collecting behind that. Um I don't know if they do before leaf collection. I think it's right now because they try to clean up the mess, right? Well, they haven't followed behind the So, I believe it's around the same time. Okay. Okay. All right. So, we have a motion and a second. All in favor say I. I. I. I that's received placed on file. All right. Um our next meeting is April 15th, 2026. Um and then everything we voted on here is a recommendation goes to the full council which the next meeting is March 17th. Next Tuesday, right? Uh over council. Yeah. Sorry. Yes. Well, next Tuesday. 17th.

Yeah, it is because of St. Patrick's Day. Yeah. Correct. All right. Motion to adjurnn. Motion to adjurnn made by Alder Ritterbush. Second. Seconded by Alder A. All in favor? I I Thanks for coming. We are adjourned. Hope you learned something. Thank you.