Board of Public Works - Regular Meeting

All right, ready? Okay, we'll get going then and start the Board of Public Works meeting for Thursday, August 20th, 2026. We'll start with a roll call. Chair O'Donnell?

Kevin Reilly. Joel Piper.

Eileen McGlitz.

All right, then we can move to the Schedule of Allegiance. For anyone for public comments, we'll move to item 4A.

4A, you've got the minutes from August 6th meeting before you.

Piper, I'll make a motion to approve the minutes. Kevin Reilly seconds.

All right, any discussion? Seeing none, we'll take a vote. O'Donnell, aye. Kevin Reilly, aye.

Piper, aye.

Nicklips, aye. Okay, motion passes. We'll move to item 5A.

This is a resolution directing us to prepare plans and specs for the City Hall Monument Sign Rehabilitation Project. As you know, that was struck by a driver months ago, and we're working through the next steps here of having that repaired or replaced, or most likely just repaired. If you have any questions about it, either I or Joe is here conveniently enough tonight. So Joe Walter, he's also involved in that project.

So does the individual that hit it, do they have insurance?

Well, that's being worked out. So the process goes, it gets submitted to our insurance company, and then that gets worked out and sorted out as

We don't know if the driver has insurance?

I don't know. That's being looked into right now.

And Alex, I mean, I know we're just advertising for bids.

So if they do have insurance, it would come out for the driver's insurance.

Do you have any estimate on what this is going to cost?

Worst case was about $110,000. It depends on if the foundation needs to be replaced as well. So if it's just the facade, it'll be less than that. But OK, yeah, it's not a not a cheap sign and but. We're hoping that the the foundation is fine right Joe. I think that's the main point of review.

Yeah, correct. Yes, the biggest concern is that it appears the foundation may have shifted, so it's hard to tell from above ground because it is on a on a traditional footing, so we'll have to do some investigation before we know exactly the scope of the repair.

Okay, I guess when we get to that point, I think it'd be good for the board to understand kind of the economics of this, that if this isn't going to be covered by insurance, I guess the question is, do we, would we need that? Is it, is just a removal of that portion of the sign and option? But I think we're, I'd be getting ahead of myself a little bit, so.

No, this is to start moving forward with that project, kind of how we have our project list for the year. This is like the first step in that, and then we'll move forward with the project. Thank you. But hopefully it's just the facade to be determined.

I have 2 questions for. So my understanding is that the way that it's placed with the footings and everything is so it is a buffer. So if a car can't just drive right into City Hall that that's what I understand him OK and then why don't I just for my own edification why do we have to make this a resolution.

The resolution is any public works project that goes to bid, the first step in that, even after it's approved in the CIP, we bring the project list or projects that come up throughout the year for a resolution. Basically, it's the board directing public works department to move forward and go to bid and publicly bid the project.

Okay.

Let's step in the process. I'll make a motion to approve the resolution directing staff to prepare plans and specs for the City Hall Monument sign rehabilitation.

I'll second.

Any further discussion? That will take a vote. Guadagno, aye. Kevin Raley, aye.

Piper, aye.

Miklitz, aye. All right, motion passes. We'll move to item 6A.

6A, this is a bid we received for the Waukesha Public Library Revolving Door Replacement Project. As you know, the first bid, we did not receive a bid. We made more effort reaching out to contractors. We did get a bid. This bid came in from Automatic Entrances of Wisconsin for $79,100. We're going to recommend rejecting the bid. It's over the budget, but during... the bidding, some discussions were happening with, actually, Automatic Entrances of Wisconsin, and they had some other ideas that we could move forward with that we weren't aware of, and we're moving forward with one of those alternatives that'll probably be about 30-some thousand dollars, $30,000 to $40,000.

Yeah, the quote was for $41,980. Just to put, like, a regular door in? No. No, it's actually, it's a restoration kit rather than a new door. It allows them to utilize some of the existing structure. It will have new wing panels, new bearings, a new shaft, new hardware, but essentially it's not a complete replacement of the door. It's what they call a rehab kit, which is significantly less expensive.

What's the budget on this? $50,000.

I thought.

Okay. I'll make a motion to reject the bid. Kevin Reilly seconds.

All right. Any discussion? That will take a vote. O'Donnell, aye.

Kevin Raley, aye.

Piper, aye.

McClint, aye. Motion passes. We'll move to item 6B.

6B, this is a bid we received for the Patrick Pond and Summit Woods Pond Rehabilitation Project. We received two bids. The low bid came from C.W. Prepero, who has done work similar to this in the past for us and done a nice job. Their bid came in at $2,529,160.00. which is what we'd recommend moving forward with. As you'll see, there's a note that it's slightly over budget and that we are planning to respond to that. We are planning on transferring money from some projects that have already been completed where we have money available, specifically the Bidwell-Lamyra project over there that came in under budget. So we have enough money to cover that overage with other funds.

Alex, is this, just remind me, is this off a university, like south of Summit off a university?

There's two ponds, well, multiple ponds here. So the Summit Woods Pond is the one off of Summit.

Oh, this is the one that's down there like off of University, Michigan, kind of down there. Is this the stuff that's down there like to the west of North High School?

So yes, the Summit Woods one is near North High School. And then the other ponds are by Patrick over there. Patrick and Northview, north of there. One large pond and two smaller ponds over there. And those ponds... are actually some of the first couple ponds that were installed once the DNR required the installation of stormwater ponds and new developments. And in the late 90s, I think 1999, and the ponds are having substantial issues over there. So this is the first real any project that occurred with them.

And when we do these projects, and I know one of the things that I've been keeping an eye on is the basin that's over there south of college, over by Carroll, that's gotten kind of overgrown over the years. So is there something in this budget, and I've not been by these ponds, but is there something in this project to, you know, if there is... mitigate like mowing or cutting down of trees along the banks? Is there something in this bid that covers that kind of work?

So the original part of the project will include clearing any trees and things during the project. But what you're talking about is the maintenance after the project a little bit. Correct. Interesting you bring that up, but there's an item under discussion recommendation for stormwater facility maintenance. So with the project, it'll be regraded, replanted, and then there's substantial amount of work to get that set and moving forward as good natural growth versus buckthorn growing or whatever else wants to grow around the pond. So some of that work would get put into a contract similar to the one that would be on the agenda there. Okay. Mowing and things, yeah, we're behind on mowing ponds, 100%. We don't, yeah, there's hundreds of ponds out there that need maintenance. Okay, thank you. Including the one on College Avenue, I agree.

So the Summit Woods ones, this is the one that's directly behind the apartment building, not the one that we just put in off of Madison?

Not the new pond, no, it's... How do I describe it? So it's east of university, south of Summit. It's kind of tucked back behind the senior living community back there.

I thought it was part of the senior complex, that it was their pond, not that it was our pond.

It's our pond, yeah. Some of the original ponds that were put in with developments became city ponds. They're not going to become. They were always planned to be. They are city ponds. It's not like they changed, but... At the beginning of pond installation, that's just kind of how it was done. Moving forward and now on new developments, the ponds are part of the development and part of the, as you approve the stormwater maintenance agreements and things like that, that's what that's for is that that community there owns that pond versus the city owning that pond.

There's like a pipe that comes out next to that pond where you can access water to because they used to have a garden back there. Is that pipe ours as well?

I'm not sure which pipe you're talking about. There's a large pipe under their driveway.

Right, yeah, and then it comes up right next to the pond and it has like a... What I remember correctly, it has something on there that you can access water from the pond, as well as what I thought. I could totally be wrong.

I don't think it's water from the pond. Okay. That could be from something else or some sort of spigot, you mean?

Yeah.

Yeah, that wouldn't be water from the pond.

Okay.

I'll make a motion to approve the bid from CW per pearl in the amount of two million four hundred up two million five hundred twenty nine thousand one hundred sixty dollars for Patrick ponds and summit woods pond rehabilitation Kevin Rayleigh seconds Kevin Rayleigh a paper I think that's a

Motion passes will move to item seven, a seven, a how this is review and act on a consultant contract for stormwater facility, vegetation management services. Um, if you remember, uh, we did approve a contract with McMahon and associates last year for that work. Um, and we're looking to extend that contract for work again this year. Um, they did a nice job for us last year and, um, We'd like to move forward with them again. They have the expertise for dealing with and helping us establish the native plantings that are in these ponds. So they go through and pick and choose which plants need to go on, which ones need to stay, things like that. It's way more of a science than an art even. Specific plants that have deeper root structures that hold up the bangs to prevent future slough offs or future erosion. It's it's mind going but So they they do That work and and also these these areas that we're asking to maintain it's like a once or twice a year maintenance that We don't have equipment to do so we hire we hire a consultant or a contractor to do it So if you'd remember like the ditches along and south of north or real steep slopes and things like that yeah we don't have equipment to get in there and so so is there i guess my point i made a minute ago about the one off of college i don't see that one on here no is there a way to potentially add that one there is joe there is a paper there is uh 2026 rates as needed services so we can ask them to do other locations

So this comes out. This is probably in the operating budget, right? Alex is the 23620. Is that what was allocated in?

That's in our 2026 operating budget, but they do that one off of college. We may need to come up with some additional where we are available in our operating budget.

OK. So like when has the 2026 rates for as needed services? You have, you know, $120 for the woody vegetation removal and then $120 for this herbicide. If they do two things, then is it 240?

Most of some of these ponds would need all of that. It just depends on what it would need. Some of them might just need a mowing, you know, or it might need woody vegetation removal as per hour. So they have a piece of equipment out there that's going to be going through and taking care of the woody vegetation that's also doing the mowing.

So it's not like 240 an hour, then it's still 120 for everything.

Not necessarily.

Okay.

No. So let's say that the pond at college probably needs some woody vegetation removal. So they'd go out there with a piece of equipment that would take care of the woody vegetation and then After that mowing is done, it might need some additional work to get some new plants or more desirable plants growing. So we might ask them to seed it. And that wouldn't necessarily be at the same time. It would be somebody go out there for an hour to do the planting.

If they only go out for a half hour, I'm really charged a half hour.

Well, it depends on how long it takes them. Yeah, yeah, yeah. It's per hour contract, yeah.

Okay.

Is there, so along Eileen's vein of questioning, is there a way for the project manager at $210 an hour to be the same person as the native vegetation specialist at $120 an hour?

It would basically be what is needed for whatever project might come up.

Giving you more of a hard time.

We have to look at some specific project and say, well, that probably doesn't even need mowing. Maybe that's just we're asking them what we should be doing with such and such pond over here. So we ask their specialists or whatever, and then we can plan that out for a future year or something. So it's an as-needed basis, and it's just a proven hourly rate.

I'll make a motion to approve the contract with McMahon Associates for the... It's on the agenda. It should be 2026 stormwater facility vegetation contract, right?

The 2025 is the contract, but it's an amendment to extend it for another year.

Oh, okay. So I'll make a motion to approve the item as presented. Thanks.

Kevin Riley seconds.

All right. Any further discussion? None. We'll take a vote. Well, I don't...

Kevin Riley, aye.

Piper, aye.

Miklitz, aye.

All right, motion passes. We'll move to item 7B.

7B, this is to review and act on contract change order number one with always for the Horb Springs Retainable Improvement Project. Mr. Joe Walter is here tonight to walk us through this and answer any questions you might have. And I'll turn it over to Joe. Okay.

Yeah, the change order number one for the Harb Springs retaining wall, there's three separate components to this change order. The first of which is stairway modifications. Our initial project plans called out to replace the stairs in the same fashion as the ones that existed. As the submittals and cut sheets were getting put out, we realized that It would be much more beneficial and more stable to pour full sidewalls on the stairs. So rather than have them poured on a grade on a slope, they actually built or poured out a footing for the stairs to sit on and they've got full finish sides because part of it is exposed with the way the new wall lays out. The cost for that was $7,659. Part two, wall D block and cap swap. So As the project was being built, there was a discrepancy between the grade and the elevation shown on our drawing. Working with the contractor to find the most reasonable way to adjust that wall height to limit the slope from the sidewalk to the wall, the cap of the wall. We added a top cap which is a six inch block rather than a full 18 inch depth block. It allowed us to flatten out the grade and make that much more safer for patrons out on the site, and also it'll hold the mulch and the vegetation as well. And then the third and final one is field stone. So underneath the slide, prior to doing the project, there was a small grass area that was encircled essentially by walls and stairs that they used to have to drop a mower down or hand weed out with the string trimmer. To avoid having to do that maintenance, we made the change to fill that all in fieldstone, which already exists under the slide anyway, so we just continued the fieldstone to the wall. And that cost came to $3,835 for a total of $14,294.

joe the looks like the total change orders 16 494 20. you missed the uh numbers uh nine additional units of a one bid item it was the one that was missed oh okay and then there was also and there's also yeah was this always Yes. Public works project or was this not a PRF project?

It's a PRF project, but we designed and managed the construction of it. Okay. Public works, that is.

Start to finish?

Correct. Yes. We began with them on the project that they had budgeted or brought through the CIP and then we did the design in-house for the most part on it and then worked through construction.

OK.

So then the funds that are going to be. Needed for this. Does it come out of parking Rex budget then correct?

OK, and they know that it's out of their budget.

And with the so the original project was the 488. This will take it to 505.

Do you guys remember what the budget was on this 490? So it's just under budget, but they'll be moving some money around from other CIP accounts. to cover that last.

I'll make a motion to approve the change order. Kevin Riley seconds.

Any further discussion?

I guess I have one more question. Was this the one where there was a certain type of stone or block that was going to be used and then Park Rec decided to do something different?

I think there was discussion about restacking the dry stack limestone versus...

This block that's more that ties in together, right? Isn't that Joe? The stuff that was put in was more of an engineered block versus dry stacked.

Correct. Yep. This is a precast modular block that locks in together rather than just a dry stack landing stone. Um, it's also. I think the blocks are rather large. I want to say they're about 2,000 pounds. Yeah, they're big, so once they're set, they stay there.

Okay, thank you. It was previously dry-stacked lanyard stone, and I think there was an option in the bid to do that other, just redo that, or we had looked at that as an option, and it was too costly.

Yeah, the one wall along the parking lot, we were considering keeping lanyard stone at one point, and then we made the decision to go ahead and use the ready rock there as well.

Okay, thank you, gentlemen.

All right, then I think we can go ahead and take a vote. O'Donnell, aye.

Kevin Reilly, aye. Piper, aye.

Miklitz, aye. All right, motion passes. We'll move to item 8A.

8A, this is the approval of payments. There's six of them, including two final payments, one of which is for the retaining wall project that is now a complete project, and then a final for the Gascoigne-Peters Drive utility and street improvement project.

It's paper. I'll make a motion for payments.

Kevin Riley seconds.

Any discussion that would take about I don't know I Kevin Raylia Piper. I could say OK. Motion passes both item 9.

Matter of report, I guess I'll just mention there's a couple of projects that are moving along pretty good here. Davidson project should be done later in probably next week, early next week. Michigan and Moreland, they had that closed just to pave the surface today. It's reopened. If you go through there, that traffic signal is being worked on, but the pavement is surfaced in there. That's moving forward pretty good. Resurfacing project, the Porter Avenue area, There's been a little bit of a setback over there. We milled off the surface and the binder layer underneath it isn't in good condition at all. If you're in the area, you can see areas where it's breaking apart on us. So there's gonna be additional milling and removal there to get a solid base put in. So projects are moving along. Summer's going quick and that's where we're at. Thank you.

All right. With that, we return.