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City of Medford Committee of the Whole Meeting Minutes Monday, March 11, 2019; 6:00 PM

City of Medford Committee of the Whole Meeting Minutes

Monday, March 11, 2019; 6:00 PM

Council Chambers, City Hall

639 South Second Street, Medford, WI

 

{Subject to Council Approval}

 

Call to Order/Roll Call

 

Mayor Mike Wellner called the meeting to order with the following members present:  Dave J. Brandner, Laura Holmes, Greg Knight, Peggy Kraschnewski, Christine Weix, Dave Roiger, Mike Bub, and Clem Johnson.

 

Pledge of Allegiance

 

Alderperson Roiger began the meeting by leading the group in reciting the "Pledge of Allegiance".

 

Open Meeting Law Compliance

 

Mayor Wellner announced that this was an open meeting of the Committee of the Whole. Notice of this meeting was given to the public at least 24 hours in advance of the meeting by forwarding the complete agenda to the official City newspaper, The Star News, and to all news media that have requested the same as well as posting. Copies of the complete agenda were available for inspection at the City Clerk’s Office. Anyone desiring information as to forthcoming meetings should contact the City Clerk’s Office.

 

City Personnel Present

 

The following City personnel were present:  City Clerk Ginny Brost, and Street & Water Superintendent Joe Harris.  City Coordinator/Public Works Director John Fales and City Attorney Courtney Graff were excused absences.

 

Visitors

 

Visitors present were:  Brian Wilson-Star, Moises Morales Blunco, Mayra Gasca, Kodrigo Rodriguez, Kai Balla, Ashayla Lee, Kelly Dahl, Nicholas Ludwig, Lauryn Anderson, Olivia Steinman, Carson Church, Abby Sova, Marissa Fronk, Alicia Kawa, Karli Nelson, Ellie Grunwald, Emily Dassow, Emett Grunwald, Jaeden Butkus, Jordaan Clark, Owen Wipf, Michael Eramum, Hayden Johnson, Kevin Damm, Jarod Jochimsen, Dylan Leu, and Ty Baker.

 

Citizens & Delegations Comments

 

No citizens or delegations addressed the Committee.

 

General

 

Ordinance Enacting & Adopting a Supplement to the City's Code of Ordinances

 

The Committee reviewed the proposed 2018 supplement to the City’s Code of Ordinances.  These ordinances have already been adopted.  The proposed ordinance simply adopts the amendments to the City’s Code. 

 

The cost to update the Code is dependent on the number of ordinances adopted in the previous year.   The cost includes the hard copies, internet update, and internet service fee.  The cost for the last five years is as follows: 2019 @ $1,933.35; 2018 @ $1,839.01; 2017 @ $1,644.82; 2016 @ $1,613.20; 2015 @ $1,923.27; 2014 @ $1,542.48; and 2013 @ $1,184.51.

 

Peggy Kraschnewski moved, Christine Weix seconded a motion to recommend that Council adopt the proposed 2018 supplement to the City’s Code of Ordinances update as presented.  All in favor:  All Aye. Motion Carried.

 

 

Planning

 

There were no planning issues to discuss.

 

Finance

 

Finance Update

 

February 2019 Building Permit Report - The Committee reviewed the February 2019 Building Permit Report.

 

January 2019 Financial Report - The Committee reviewed the January 2019 Financial Report.

 

 

Personnel

 

Resignation - Public Works Foreman

 

On February 26, 2019, Rod Balciar notified the City that he will be retiring April 26, 2019 from his position as the Public Works Foreman.  No Action Taken.

 

Authorization to Hire a Public Works Employee

 

With the resignation of Rod Balciar, the Public Works Department is requesting authorization for the Coordinator/Public Works Director and Street & Water Superintendent to hire a Public Works employee.

 

Dave Roiger moved, Clem Johnson seconded a motion to recommend that Council give authority to the Coordinator/Public Works Director and the Street & Water Superintendent to hire a Public Works employee.  All in favor:  All Aye. Motion Carried.

 

 

Public Safety

 

Class B Beer/Liquor License - El Jovenaso of Medford, LLC Located at 125 South Eighth Street

 

El Jovenaso of Medford LLC has applied for a Class B beer/liquor license for the premise located at 125 South Eighth Street for the period beginning March 20, 2019 and ending June 30, 2019.  El Jovenaso of Medford LLC has submitted all applicable documentation, and has been reviewed by the Police Department.

 

Greg Knight moved, Peggy Kraschnewski seconded a motion to recommend that Council issue a Class B beer/liquor license to El Jovenaso of Medford LLC, Moises Morales, agent, for the premise located at 125 South Eighth Street for the period beginning March 20, 2019 and ending June 30, 2019.  All in favor:  All Aye. Motion Carried.

 

 

Electric Utility

 

There were no Electric Utility issues to discuss.

 

Landfill/Refuse/Recycling

 

There were no landfill, refuse or recycling issues to discuss.

 

Wastewater Utility

 

There were no Wastewater Utility issues to discuss.

 

Water Utility

 

There were no Water Utility issues to discuss.

 

Public Works

 

Bid Award - 2019 Street Capital Projects

 

Bids for the 2019 street and utility projects were opened at 10:00 AM on February 28, 2019.  The bids were structured as two separate contacts.  Contract 1 consisted of the reconstruction of Luepke Way. Contract 2 was for the watermain associated with the State Street bridge and Wisconsin Avenue.

 

Four bids were received for Contract 1, and two bids were received for Contract 2.  Contract 1 bids ranged in price from $232,444.00 to $342,976.80, and Contract 2 bids ranged in price from $236,578.98 to $250,537.00.

 

All bidders provided bid bonds, there were no math errors, and there were no addendums.  One irregularity is that Francis Melvin, Inc. only provided a 5% bid bond (10% is required) as part of their bid submittal.  Following up with them, they provided an email whereby all at one time they had ordered bonds for three different communities who have projects they are bidding.  Two of those communities require a 5% bond, and the City's project required a 10% bid bond.  Their request correctly asked for a 10% bond for this project, and the request was dated prior to the bid opening.  Inadvertently, the bonding company incorrectly provided the same 5% bond for all three requests of which the contractor, assuming the bond was correct, attached to the bid without verification.  The contractor did deliver the correct 10% bond to the City at approximately 10:30 AM the same day as the bid opening.  Council has the right to waive informalities in the bidding project as they see fit.  This could be considered an informality as it appears the contractor intended to provide the correct bid security, requested the correct security prior to the bid deadline, attached the bid security they received believing it was correct, and did actually provide the correct security in short order when informed of the issues.

 

Bids received were:

 

Bidder

Contract 1 Bid

Rank

Contract 2 Bid

Rank

Francis Melvin, Inc.

$232,444.00

1

No Bid

 

Switlick & Sons, Inc.

$245,950.80

2

No Bid

 

Haas Sons, Inc.

$311,244.42

3

$236,578.98

1

A-1 Excavating

$342,976.80

4

$250,537.00

2

 

The lowest bidder for Contract 1 is Francis Melvin, Inc.  The City has worked with this contractor many times in the past, and is familiar with their staff and their work.  A statement of bidder's qualifications was submitted.  Subcontractors identified included:  American Asphalt for the asphalt paving, Sampson Concrete for the concrete work, and Marathon Lawn for the restoration work.

 

The lowest bidder for Contract 2 is Haas Sons, Inc.  The City has not worked with this contractor recently, but Ayres Associates (the City's engineers) has, and is familiar with their staff and their work.  A statement of bidder's qualifications was submitted. Subcontractors identified included:  American Asphalt for the asphalt paving, Sampson Concrete for the concrete work, Hansen for the restoration work, and M&E Construction for the bursting and directional drilling.

 

Should the Council be willing to waive the bid bond informality, it is Ayres Associates' (City engineer's) recommendation that the City award the lowest responsible bidder of Francis Melvin, Inc. for Contract 1 (Luepke Way) in the amount of $232,444.00, and Haas Sons, Inc. for Contract 2 (State Street Bridge/Wisconsin Avenue) in the amount of $236,578.98.  Otherwise, should the Council decided not to waive the bid bond informality, it is Ayres Associates' recommendation to reject Francis Melvin, Inc.'s bid as incomplete, and award Contract 1 (Luepke Way ) to the next lowest and responsible bidder Switlick and Son's Inc. in the amount of $245,950.80.

 

Clem Johnson moved, Dave Brandner seconded a motion to recommend that Council waive the bid bond informality and award Contract 1 (Luepke Way) to Francis Melvin, Inc. in an amount not-to-exceed $232,444.00; and award Contract 2 (State Street Bridge/Wisconsin Avenue) to Haas Sons, Inc. in an amount not-to-exceed $236,578.98.  All in favor:  All Aye. Motion Carried.

 

 

Bid Award - Public Works Material, Equipment & Street Striping

 

Bids were solicited for the City’s material and equipment need as well as street striping.  The Committee reviewed the bid results.  It was Street & Water Superintendent Harris' recommendation that the City accept the following bids:

 

Successful Bidder

Material/Equipment

Successful Bid

John Olynick, Inc.

Concrete 7-Bag Mix (4000 PSI or Greater)

$95.00 per cubic yard

American Asphalt

American Asphalt

Bituminous-Surface Coarse (Medford)

Bituminous-Surface Coarse (Mosinee)

$72.15 per ton

$78.34 per ton

American Asphalt

American Asphalt

Bituminous-Binder Coarse (Medford)

Bituminous-Binder Coarse (Mosinee)

$67.11 per ton

$72.96 per ton

American Asphalt

American Asphalt

Blacktop Patching (4” Prepared by City)

Blacktop Patching (4” Prepared by Contractor)

$139.79 per ton

$176.00 per ton

James Peterson, Inc.

¾ inch Crushed Gravel

$9.60 per yard

Mark Christianson

Screened Topsoil

$13.96 per cubic yard

James Petersons, Inc.

Crushing Recycle Pile

$3.84 per ton

Francis Melvin Company

¾” Washed Rock

$15.50 per yard

Francis Melvin Company

Precision Dirtworks

 

Francis Melvin Company

 

Francis Melvin Company

 

Francis Melvin Company

 

Francis Melvin Company

Backhoe-Bucket Size @ ¾ cubic yard*

Backhoe-Buck Size @ 1.25 cubic yard*

Backhoe-Bucket Size @ 1.5 cubic yard*

Backhoe-Bucket Size @ 1.5 cubic yard*

Backhoe-Bucket Size @ 2.5 cubic yard*

Backhoe-Bucket Size @ 2.5 cubic yard*

$115.00 per hour

 

$120.00 per hour

 

$133.00 per hour

 

$188.00 per hour (winter)

 

$190.00 per hour

 

$270.00 per hour (winter)

Mark Christianson

Precision Dirtworks

Francis Melvin Company

John Olynick, Inc.

Mark Christianson

Precision Dirtworks

Francis Melvin Company

Truck & Driver-Quad Axle*

Truck & Driver-Quad Axle*

Truck & Driver-Quad Axle*

Truck & Driver-Quad Axle*

Truck & Driver-Quad Axle-Winter*

Truck & Driver -Quad Axle-Winter*

Truck & Driver -Quad Axle-Winter*

$85.00 per hour

$85.00 per hour

$91.00 per hour

$90.00 per hour

$95.00 per hour

$95.00 per hour

$97.00 per hour

Precision Dirtworks

Bulldozer

$95.00 per hour

Jensen & Son

Street Striping

$6,976.72

 

*The City accepts all backhoe and truck & driver bids.

 

Greg Knight moved, Laura Holmes seconded a motion to recommend that Council accept the Public Works material, equipment and street striping bids as shown above.  All in favor:  All Aye. Motion Carried.

 

 

Tree Board

 

There were no tree issues to discuss.

 

Pool Committee

 

Rib Lake School District Pool Rental

 

 

The Rib Lake School District has submitted a request to rent the City’s pool from July 29 through August 9, 2019 for a total of ten days contingent upon sufficient student interest:  (1)  Monday-Thursday from 8:45 AM to 11:15 AM.  (2)  The City would provide one manager and five lifeguards.  (3)  The Rib Lake School District will provide the instructor.   Previously, the Rib Lake School District rented the pool for twelve days.

 

Historically, the Rib Lake School District has been renting the pool for 12 days.  Rates were as follows: 2003 @ $261 per day; 2004 @ $265 per day; and 2005 @ $273 per day; 2006 @ $281.19 per day; 2007 @t $289.64 per day; 2008 @ $298.32 per day; 2009 @ $307.27 per day; 2010 @ $316.49 per day; 2011 @ $325.98 per day; 2012 @ $4,029.12; 2013 @ $345.83 per day or $4,150.00; 2014 @ $356.21 per day or $4,274.50; 2015 @ $366.90 per day or $4,402.80; 2016 @ $4,534.92 or $379.46 per day, 2017 @ $394.79 per day or $4,737.42, and 2018 @ $406.63 per day or $4,879.54.

 

It is the recommendation of Street & Water Superintendent Harris that the City raise the Rib Lake School District rental fee 3% for $4,188.28 or $418.82 per day (based on 10 days).  This is an increase of $12.19 per day. (This fee does include the one pool manager and five lifeguard.    

 

Dave Roiger moved, Clem Johnson seconded a motion to

recommend that Council approve the Rib Lake School District’s request to rent the City’s swimming pool from July 29 – August 9, 2019 for 10 days contingent upon sufficient student interest (Monday-Friday from 8:45 AM to 11:15 AM) at a total cost of $4,188.28 or $418.82 per day based on an 10-day use.  (The City will provide one manager, five lifeguards, and no locker room attendants.) Rib Lake School District will provide the instructor.)  All in favor:  All Aye.

 Motion Carried.

 

 

Coordinator's Report

 

The Coordinator's report was as follows:  (1)  An update on the Electric Utility projects was given.  (2)  An update on the Public Works projects was given.  (3)  An update on the Wastewater Utility projects was given.  (4)  The Wal-Mart matter is scheduled for mediation on March 26, 2019.

 

Communications from the Mayor

 

Upcoming Meeting Schedule - The upcoming meeting schedule was distributed.

 

League of Wisconsin Municipalities Local Government Training- The League of Wisconsin Municipalities’ will be sponsoring its 2019 Local Government training sessions.  Interested Council members should the Clerk's Office.

 

Adjournment

 

Dave Roiger moved, Clem Johnson seconded a motion to adjourn the meeting at 6:25 PM.  All in favor:  All Aye.  Motion Carried.  Meeting Adjourned.

 

Respectfully Submitted,

 

Virginia Brost

City Clerk, WCPC/MMC

 

 

Council Approval:  _____________

 

© 2019 City of Medford 639 S. Second Street, Medford, WI 54451- (715) 748-4321

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