Public Works Committee - Regular Meeting

call to [Music] order I will call to order uh the March 10th meeting of the Public Works committee uh the first order is call order second is uh review and approve the minutes from February 13th all about pickle ball anybody have any questions or changes to the minutes of the 13th hearing none any motion could be made to um I'll motion to approve the minutes of February 13th Public Works committee uh as submitt it thank you to here a second second thank youer uh any further discussion hearing none all those in favor say I I I didn't hear anything thank you okay motion carries thank you uh next we have just two items on the agenda today um and of course our chairwoman Tera sban is out of the state I don't know where she is traveling da um so I am the chair tonight uh first item is to the discussion recommendations on design contract agreements for the safe School tap Grant improvements Matt Collins this is your life so this is a topic that we've been discussing for some time now and I I think we're pretty close to moving from conceptual idea of how to integrate the tap Grant to op fully optimize the do award just a brief history that we found that it would be more cost effective for us to go out with the safe school zone original project and purchase uh and install our own signage at a a dramatically lower rate than if we actually integrated that into the original tap project where we have a total project cost of 622,000 so by doing so we're going to do a lot more

inh house with schools own signage which basically Act ated our original tap project to be used for more concrete intersection improvements within our school zones for additional enhancements so I call this the icing on the cake with what's in front of us this evening so going through the process we had based on doot to go through a selection for ranking qualified uh firms that would be our design and engineer for this project uh we had six firms that put their hat in the ring which is a good showing for people that were interested with this project and the selection made ra Smith the top ranked firm so after we had our internal conversations between Public Works committee and village board we uh as far as the bill village board we determined areas that we would like to see those uh improvements within intersections as well as Lake Drive to replace and modern modernize overhead school's own signage so just to recap again Lake Drive and then we have Santa Monica and Bell Santa Monica and day bmount and Santa Monica and Ardmore and hton were the the top tier selection choices that were reviewed and approved by the village board um with that we started scoping uh meetings between AR Smith and myself based on the recommendations of the board so with that Ari Smith presented to us the design contract that's drafted as part as this project to go through the do process and get that awarded as a three-party agreement so it's not only a contract between us being the village and AR Smith but since this is a tap grant that has both state and federal funding this has to go in front of the dot for signatures as well and as you

can see within the attached memo the design is pretty extensive and it's not I'm going to say normal of what we would typically do if this was just a 100% Village Le project that John you can agree with me if I'm correct on this it's about 50% more costs added to this project because of what the do standards are with design so it's one of those things that we have to pay to play in order to receive that 80% funding uh as reimbursements for this grant but they really ask a lot on the federal guidelines in order to do so so with that and since we've changed the scope from original being design for signage now we're talking about More Design requirements because we're actually doing bump outs and anything else that would be more of those types of inter intersection improvements so the contract amount now reflects uh the scope that's been approved but the total cost is $140,300 76 which was more than anticipated when we received the tap Grant award so since uh wiot authorized 80% of our original budget that only amounts to the 61,63 and then our cost share was budgeted in the 2025 budget of 15,400 so given that we do have a shortfall um technically speaking of 63,000 based on what Arya Smith presented but at a high level what we're asking is basically shifting money from baskets within the 622,000 so it makes a little bit out of construction and pushes that forward into design in order to do to the standards of dot but at the same time we believe that there's not going to be a change from the $622,000 so it's just more reflective of The Upfront uh cost that would be

necessary to do design but the 8020 split as I believe would not shift the only thing to bring to the uh committee is that there is a formal approval process that that do has to go through and is a requirement that they cannot 100% guarantee until we go through their fiscal calendar year in October to make this change order uh recommendation I had internal meetings with the do they don't believe that there's going to be any issue of taking what was originally authorized from construction and shifting that over but the beauty of federal government right now they don't want to make any promises not until they can actually go through that MO and get those approvals but this is very common place of just moving around and shifting those allocations in a similar fashion so at a high level all we're looking to do is have that upfront cost for design but then it'll equal out in the very end as far as the total project assumed cost of 622,000 so that's what's in front of us is to move forward with design recommendations with ra Smith I included a lot of information that you can read when ever you'd like or review at this time but the total project cost for design is $140,300 76 with us not to have a not to exceed amount of $ 28,6 the cost differential all endwith can be absorbed within our cost savings that we realized with our Silver Spring marble in Lake Drive intersection project so as of now with that additional 12,66 we don't anticipate that we would have to ask the board for any more funding that that funding has already been within our borrow that we actually realized since we're wrapped up with that project I ask a question about the

federal funding I know in other areas of my work um Federal contracts are that we thought were secure or maybe not as secure as we thought they once were um I am curious what that looks like from this funding has this funding already been allocated um and the reason I ask is because I don't want to make a $140,000 commitment and then find out we no longer have Federal funding for the broader $600,000 project I just want some assurances there in this world there's not you're not going to get those assurance and I just want to be crystal clear that our contract with the do as it stands right now was with the the 6,600 to go through the design process and that's what we have the agreement to proceed with and there's the accounting string that shows that the construction funding should be available for constructing in December of 2026 which would mean 2027 project for construction so we don't have that final authorization to spend but I think that's at least in the world that we're used to we're we're on par with the normal process these are abnormal times so I don't want to put my neck out there and and guarantee anything because it's kind of like the wild west every day you see in the news there's like something else going on and I just think that that's going to just be the life that we're going to have to live with any type of federal funding that's tied to any of our projects that I sure hope not but at least with where we stand right now I feel confident to move forward with design and have that that go forward with ra Smith but obviously before we go through the bidding process and sign us up we're going to have to have that contract in hand okay thank you so what would happen

if these grants were cancelled in two months would we be on the hook for the 140 we would not be on the hook for the 140 it would be less of the $61,000 so I don't you have no idea what would be canceled though I mean I get it that 61 is like kind of committed to us but all all of it could be canceled I don't know how much a signed contracts worth in the eyes of the federal government but we have a signed contract for the 61,000 for so I I would be surprised but again I I'm surprised by a lot of things over the last few weeks is is there anything with the contract and I assume that's what we're doing tonight is a is recommending the contract with R Smith that is correct it's just not in the motion that's all um uh is there anything in the contract or maybe there should be something in in the contract that that allows us to Halt the project if our funding disappears you know like if in three months they're not done with the project at all but right yeah so John's gonna nod his head on this one because this I asked the exact same question with the do and John on a conference call last week as we were trying to get this packet ready and the answer and if you want to have anything else to add to it John but if we pause then we're only char for those billable hours and then the project pauses so it if for whatever reason on the village side the dot the Feds that we're 20% through with that project and for whatever reason it has to come to a stop they stop understood all right that's all I need okay any other questions the uh you're saying the construction fundings not till 2027 under the best conditions correct and that's why seems like a long ways in the

future but and that's always how it was planned through the lens of the dot because they have to allocate their fiscal spending and they're several years out from those allocation funds based on their their Federal match that they received through the state okay so those pots of money are already allocated for with other state do project so this one fits into that fiscal 2027 okay um yeah and for the benefit of our audience just the concept that um we're getting five different projects done uh through a grant paid for you know 80% of it paid for by kind of the state of Wisconsin and also the federal government so it's it's a tremendous deal to not have to burden local taxpayers to um get these projects done if there are no further questions I would entertain the motion on page 70 I would recommend to the village board to approve the safe school zone Engineering Services contract in the amount of $140,300 76 with the village design cost share of not to exceed an amount of $28,600 or members of the public wishing to weigh in uh hearing none all those in favor say I I any opposed motion carries thank you all right moving on to our last item on the agenda and that is discussion recommendation on kill park playground equipment surfacing and installation purchase all right so this is another exciting one for us to round the corner and hopefully gear up for construction uh looks like the availability of

equipment and installation could be spring of this year so this will be a fast one for us if if we get the necessary approvals uh this afternoon and going through the bill village board we're able to sign contracts with Burke uh and Lee Recreation where we basically set the date and it's looking positive for us to hopefully be on the same schedule as quality Park last year which would be right in time for a school to let out so um yeah we've been working behind the scenes with uh just final design we used the concept that the Public Works committee had reviewed uh not much has changed with the original concept renderings I did put a couple others that I received late on Friday just different Vantage points the 3D renderings um so what we have uh this afternoon is the cost the final cost estimate for Lee Recreation playground for the equipment installation shipping and surface material that amounts to 268,000 [Music] Riven around the poor in place main structure and that'll be nice from an accessibility standpoint uh for for Mobility for parents grandparents as much as kids and on to the right you'll see maror Drive um that is going to have a wide and concrete access point if you've ever been to kill Park it's got like almost Limestone rickety pavers

that's really hard for strollers without going on two wheels or maybe even one wheel to get inside the kill playground off of maror so we'll have that expanded and have our sidewalk merg to go in for better accessibility to the main playground structure Lessons Learned From clody is we will be um getting quotes I don't think it's going to be much for the fencing around the sandbox because we know that fencing and porn Place do not work well together so we do plan keeping the sandbox as we discussed but putting in uh fencing with some uh nice signs that just say please keep sand in the sandbox uh we did want to those signs don't have to be that nice you can demand that make sure they're readable from a from a three-year-old too maybe maybe graphically fine there three-year-old's reading yeah right uh you will see on the upper left hand side where the chiller pad is is we plan on having a concrete pathway from around the POR in place main structure for a nice little picnic area where we we could put some picnic tables in the future so that could be a nice little add-on the existing swing sets will have new concrete edging uh so that'll be included with the project as well and then if you look uh between the sandbox on the top and then the what's call it the patio area for the picnic area for the picnic tables you have what was proposed yep right over there Anna is the existing car toddler equipment as we were going through final design this was an area that we wanted and there was direction from the public works committee and the village board to have that as uh fundraising opportunity and that's the direction we wanted to go but there was concerns by the design team as far as contractor accessibility given that you have new Po in place structure that you can't drive equipment over you

have existing swing sets they you're almost in a pinch on that corner so if you were going to rip out and replace at a later date the car and put in a new amenity it'd be very difficult to do so without risking either the concrete pathway or the poor employees depending on what direction the contractor can even get in there so after crunching the number based on our concrete numbers the equipment installation uh we're just over the estimated $300,000 by including new Surface material concrete ribbon and that car to the upper right so I just wanted to bring that to to the attention of the committee that I understand that that was the direction to wait and to have that as a donation item but just strictly from the lens of constructibility that it might be best to have that installed during the same time as we do the other equipment now the net climber is still uh an alternate and that could be a fundraising item in the future because there's no accessibility constructibility concerns of replacing that that existing plastic climber with a rope climber at a later date but just based on layout and conditions just in my mind would be easier for the contractor to get in and get out and that way they're not in a pinch once the rest of it's built so I did want to bring that to the attention of the committee because that is different than what was directed originally um so that's worth discussing or if there's any additional questions on that is this the what's what that's what the new amenity would look like one of the back yeah that's what I just received late Friday that's $14,000 huh yeah you don't get much for the DPW make that that just seems like something they could make I think we got a routing table and there

you go maybe a couple I bet they can make for 10 10,000 yeah yeah if you give me 10,000 that'll be my weekend project we go I'll do it for nine we go nine all right got more quote based on our purchasing policy um I did have a question not directly related to this equipment but we had talked about refurbishing the swings and keeping the existing swim structure is anything with the actual swings changing I know clody we had an issue with the swing I don't know what you want to call them the swing calipers holding the two uh dislodging and then one injuring a child and then the other one just falling I'm curious if the refurbishing of those swing sets would um require any additional checks to make sure they're safe we we definitely we do our our routine checks on all of our playground equipment so Bill tumas are water tech playground safety inspector he wears multiple hats and so that's something that he does as monthly checks on the playground equipment just to verify those types of things moving Parts brackets hinges anything that might need to be bolted back down or replaced he has all of like the as built plans and is able to go through that exercise so that's something that we already do in house for those inspections okay and so are we replacing the hardware for that or just no no no budget was allocated for the hardware but we are uh digging out the existing wood chips and putting in fresh wood chips within the two swing set swing set areas as well as removing the PA block border and doing an actual concrete ribbon within those areas yeah there's no doubt that kahill needs some love and atten and um I mean imagine we can somewhat wait until this project is complete but I mean it needs a needs cleaning it needs uh the i in fact I would think that it you wouldn't

want to just put in wood chips underneath the swing sets you'd want to like raise the level a little bit so that the butts are filled in with dirt instead of FO chips but no yeah we're digging all that out and building all the way completely back up right yep so that's the plan and we're putting in one tree between the tot equipment that's showing on the upper side yep there so that'll be a new tree for future shade as well so I know that was one of the comments by uh our residents as far as feedback for additional shade because there's yeah there's already so that's just the only new one the only new one and we're not little trees around there yeah we're not removing we're not proposing removing any trees or any any landscape within this project so we're working within the parameters of keeping all the vegetation intact think that new tree will be planted before this opens like in the spring you direct me to well that it's really you were just saying how difficult it is to get Machinery in there yeah I think with the smaller equipment you can use like a pretty small track like almost like a walking machine with the ball in burlap in order to put that in but yeah that's going to be one of those things that we're going to have probably four separate you know entities between our DPW staff to remove the equipment and just as a side not before I I lose my train of thought with that we did reach out to kids around the world to repurpose that equipment and they took a look at this and unfortunately they will not take this equipment so we did check into it so we will be on the hook for removing it unless I can find any other nonprofit organization but that's the one that's more readily known around here as kid kids around the world so anyway um we have DPW we'll have the fencing contract we'll have the Burke Equipment in installation we'll have the concrete that's going to be part of our annual sidewalk replacement and then we'll probably be able to stick a tree in there at the same time so once we get

through the approval process then comes Maxine's wonderful project management uh job to or orchestrate timelines and deliverables for all those things I could make a a request for that tree uh a London Plane Tree uh my ash was replaced with one of those and it's magnificent they're beautiful trees well it but the thing is it grows incredibly fast and so having a p Tre quickly and shade would Absol yeah no problems with that uh any questions about so what are we what are we recommending here we're going to recommend the amount this is 268 and 268 includes the the additional 138 correct okay and this is just for the we Recreation agreement because the sidewalk replacement will be part of the concrete ribbon and everything else so that'll be a future uh I don't know Public Works committee or village board depending on how it shakes out but that's where we yeah we get better pricing so the concrete works not part of this approval process I mean I'd still commend you I mean though a 1% overage on a project of this size speed is still very impressive even with the the balls that were thrown at the end and so thank you so firstly any discussion on the uh equipment additional equipment of 13,8 and any further discussion on any of it I guess anybody any members of the public interested in the kill playground all right uh hearing none I would entertain a motion to approve the I don't know Lee Rec playground

equipment contract is it a contract or a PO um it'll be a contract okay anybody I can recommend that the village board approve the playground equipment surface material and installation of the amount in the amount of $268,600 any further discussion hearing none all those in favor say I I any opposed motion carries that is the end of our oh wait uh is there any questions on the status updates that you include in your prob like page 50 um are there any interesting let's see maybe we to just churn through these quickly uh Public Works site looks like you toured the salt facility and did a few salt facilities [Music] um Big Bay Buckley Park what is our new date completion date April 18th correct that's still the target date and so and wow so 12 Days Later is final site restoration so we're we're down to the final seven weeks I would I would just put one Aster that if it's going to be May 1st based on growing grass we will probably have to put Snow fence around the site so we do plan on having site accessibility on the Switchback asphalt path down to Lake Michigan they'll be doing a fresh asphalt top coating to that path um but I just want to make sure we manage expectations for the actual Park Green Space is that we're working with uh subc Consultants right now through M Mid City but you can't grow grass that early early in the

season so we'll have to keep that snow fenced off or is it's going to be a muddy mess for people to be tracking around in the dirt is was there any comment I know it's 50 feet away from the actual project but didn't a tree fall on the stairwell it did on Milwaukee County property and has that been remediated I based on my memory I think I told him to keep it there so it limited accessibility and trespassing down there do we have plan to unlimit that I can take a look yeah I chainsaw right right we got to get well the same equipment I'm going to use for the tot I'll go down there down there with my chainsaw anyhow sometime in the next seven weeks we got get that stairwell open TS maybe you can take the wood from that and build repurpose there we go I like it uh clody Bluff approve the landscape design project arum do we have uh movement on our library Park trees bids are due Wednesday for there's a lot of moving Parts with that project but we wanted to package it just to try to get as best of a price as possible between Library Park clot Park and our annual EAB replacement program so that package is Du this Wednesday so hopefully that'll go on for approval if we get good pricing at the next committee or board meeting and on that I know there was some concern about privacy with the neighbors have most of those they've been redesigned has that all been smooth yep we we took that all into account on our final design and renderings um I'm G toless anybody has comments about the lead lead pipe City Water projects we've certainly spoken about that quite a bit at the village board meetings uh Library alarm system looks like you're going to start in a few weeks that is the plan yes and

we're hoping it's kind of like ripping off a Band-Aid between the alarm panel and the library roof replacement we just had contract signed for the roof replacement so those very well could be both spring projects and we're making sure that the contractors know of that and I don't think that there's going to be any any issue between the contractors on the inside doing the alarm panel and the exterior work but from a site disturbance talking to the library staff it's just like if you're going to do it let's just do it is kind of the mentality yeah do we anticipate significant um gaps in service are we going to have to close down is it just going to be slightly louder in the library for a bit I would say slightly louder um we're having the alarm panel contractors start early in the morning before they open starting at 7 o'clock so then they can try to sequence things that might be the most disturbing of areas either in the kids section or adult section so we'll be meeting as far as a project team weekly with the contractor just to try to limit those types of disruptions but hopefully if they can do that in the early morning they will be a Monday through Friday contractor but on the roofing side they plan working like weekends when they're not open like early morning so if they're working on that front face off of maror that's when they can do a majority of their tear off and get the site cleaned up and all the nails removed even before the the library is open so we're working on trying different mechanisms to limit the disruption to our guests and to the neighbors to the East right yeah yeah see it's my understanding there's going to be a lot of ladders correct these they're replacing things in the ceiling ladders and scaffold yep I know the library staff is planning accordingly given that ladders are up they're going to be marking off different areas they're prepared to handle it but it's there will be areas closed off I guess in yes and it might

be even like a scissor lift that they when it's not in use it'll be off to the side Keys taken out of it for safety so yes that'll all be part of our our process to manage naturally I talking about the neighbors to the east it was about the roofing project yes yes all right uh bike pedestrian looks like we're gonna have a presentation of the village board in a couple weeks on the 17th that is planned uh we don't need to talk about school's own safety because we just did on our Tower generator and that is it any questions for all right well we have reached the end of our project I try to stretch it out to 45 minutes because I know the gov we can have Maxine give like a 20 minute speech yeah not speech speech speech otherwise I would entertain a motion to adjourn second oh we got to do a motion I'll make a motion sorry I'll second it all right and James second any uh all those in favor say I I I any opposed motion carries we are adjourned thank you peace