City of Byron Committee of the Whole met September 19.
Here is the minutes provided by the Committee:
Call To Order – Mayor Rickard called the meeting to order at 5:45 p.m.
Present: Aldermen: Todd Isaacs, Emily Gerdes, Mittzi Fulrath, Dan Reilly, John Rickard, Mike Gyorkos (6:00 arrival), Christy Hanlin
City Clerk Caryn Huber
City Attorney Kim Krahenbuhl
Chief of Police Todd Murray
Econ. Dev. Dir. Larry Hewitt
City Engineer Jason Stoll
Dir. Public Works Aaron Vincer
1. Discussion on committees and committee assignments – Tabled.
2. 3rd Street Project review –
Engineer Stoll presented several options for the council to consider regarding the ongoing work on 3rd Street. The original scope of the 3rd Street project was from Franklin St. to Hamer Court. Strategic curb and sidewalk repairs were going to be done if they were failing, and bituminous curb was only going to be repaired if it was falling apart. Engineer Stoll presented some photos to show how, without proper drainage along the bituminous curb, there will be ponding in certain areas. The original plan was to pitch along the curb line to get the water to move, however, it is much easier to do that with concrete than it is with asphalt mix. The revised scope for consideration is to replace with concrete curbs and improve drainage. Director Vincer added that although the plan was to replace only failing curb, he said all can be considered failing. Anything that is bituminous is no longer serviceable. He and his crew did a lot of work to repair and replace the water lines, and they had to take out quite a bit of curb in order to make those repairs. As they examined the project, they realized the original plan was probably not the best way to continue, and Director Vincer feels that replacing the bituminous curb is the right thing to do in the long run. Alderman Reilly asked if the curb itself causes the ponding, and Engineer Stoll explained that there is settling in the curb causing low spaces that create the ponding. To even those out, they would have to add asphalt, in some cases coming right up to the top of the curb. Director Hewitt explained that the bituminous curb does not start out like regular curb. To make bituminous curb, they would pave the road and then use a slip form to create the curb. Concrete curb has a nine inch footing under the pavement that keeps it in place, and has a gutter to it. If you grind the pavement next to bituminous curb, you will most likely grind and destroy the bituminous curb as well. Engineer Stoll’s recommendation is to replace the bituminous curb. They will try to leave in place any existing concrete curb. The concrete, however, is the most expensive part of the project, and in order to replace the curb, they would have to stop the construction at Market St. in order to stay within budget.
Engineer Stoll distributed copies of several plans that outline the recommended changes. The first drawing shows Franklin to Washington St. They were already planning on new curb and gutter on the North side of the street, and the south side of the street already has concrete curb and gutter. The corners at Washington St. will be redone to accommodate ADA ramps. From Washington to Walnut, there would be new curb and gutter on both the north and south sides of the street. From Walnut to Union, the replacement of the bituminous curb was part of the original plan. He noted that originally the plan was to not pave the intersections as a cost saving measure, however, because of the utility work that has been done, that is no longer an option, and they will have to pave all of the intersections involved in the project. From Union to Chestnut, the curb will be replaced on the north side of the street. The original plan already called for the replacement of the curb on the south side of the street. From Chestnut to Market, the new plan includes replacing of the curb and gutter on both sides of the street. This proposed plan stops at the railroad tracks just east of Market Street. The thought is to continue next year wherever work stops this year.
Director Vincer further discussed the need to replace curb and gutter on both sides of the street. Stopping at the train tracks keeps us within sight of the original budget. Going to the east of the train tracks, there is a water line that needs to be replaced at Hamer Ct., and this year’s budget doesn’t allow room to fix that until spring. Director Vincer also discussed the need to meet a minimum standard on projects, and he suggested that all bituminous curb eventually be removed. To continue the project as originally designed is a short term solution, but in the long term it will cost more. We should be looking at projects to last the long term.
Engineer Stoll then discussed the budget implications of the changes in the project, since the concrete costs more than the asphalt. This will add approximately $125,000 in concrete curbing, sidewalk and approaches. By stopping at Market Street, we will save about $52,000. The difference is approx. $73,000. The original budget was $550,000 for the work on 3rd St. and Crestview Trail. If they eliminate the slurry and fabric work on Crestview trail this year, they will save approx. $55,000. Level liner will be put down this year, with the fabric and slurry next year. As we approach the colder weather, it may be impossible to complete the Crestview slurry project, since the slurry can’t be put down after October 8. Director Vincer explained that if you can’t slurry, you should not put down fabric. The street will still look good, and snow plowing will not be a problem if this part of the project was done next year.
Option 1 would be to replace concrete curb and gutter from Franklin to Market St., and no fabric and slurry on Crestview. An additional $60,000 would be needed to cover this change. Mayor Rickard asked if this takes into account a price per unit cost increase and Engineer Stoll replied it does not. He anticipates that William Charles may want more dollars per ton on the asphalt since they are cutting so much out of the project. They are now at $60/ton for 1,000 tons. If we cut to 500 tons, it may bring an increase per ton to cover their mobilization costs. Alderman Isaacs asked if there are any other costs that they may not have anticipated.
Engineer Stoll said they potentially could run into soft spots in the road that need to be repaired, but they don’t know that at this time.
Option 2, to stay on budget, is to stop work at Union Street. We would complete three blocks instead of five (eight was in the original project plans). Director Vincer added that whatever is not paved in the scope of this project, he will have to put blacktop down and the blacktop will then become part of next year’s project. Whatever we don’t do this year will add cost to next year’s project in order to make the road serviceable through the winter.
Option 3 – With the probable increase in costs next year if the project is stopped shorter this year, do we instead look at completing the entire project to Mineral Street? The estimated budget increase to do this is $160,000. Savings would occur in cost per unit, and in the public works department having to do work that would only get torn up when the project is resumed and completed next year. In the overall scope of the project, we will save money in the long run. Whatever is not done this year will have to be done next year. Alderman Reilly questioned whether we have the money needed to complete option 3, and Alderman Fulrath questioned if we have enough time to complete the project. Engineer Stoll replied that we do have the time to still complete the project this fall.
Alderman Gyorkos asked why the plan is changing after it had already been planned and council had approved it. Engineer Stoll explained that Mayor Palmgren expressed his desire for a plan that would get the street done to the highway, and it was at his direction that the scope of the project was expanded. Alderman Reilly asked if any other streets are in the same condition, and Engineer Stoll replied that all of the streets in the original town are in need of this type of repair. Director Vincer added that if we maximize the life cycle of what repairs we are doing, we will ultimately save the city money in the long run.
Alderman Isaacs noted there was $550,000 allocated in this year’s budget for road repairs, and asked what other projects were part of this total. Engineer Stoll replied that it was the Friday Road chip seal, 3rd Street, and Crestview Trail. The downtown parking lot project will be covered with TIF funds. In the budget, there is $622,000 for road work plus $100,000 for maintenance, so with the expanded project, we will be able to stay within our appropriation. Alderman Isaacs did suggest that next year’s road work be much smaller in scope in order to recover some of these funds. Alderman Hanlin stated that this was the intention of the committee when discussing upcoming projects. She stated that $160,000 is not that much in a project of this size, and feels we should proceed.
Since construction season will end in the coming months, Engineer Stoll encouraged the council to make a decision soon. He suggested taking a straw poll in order to see how to proceed, allowing Alderman Isaacs time to re-examine the budget and make sure we are within our appropriation. In the meantime, they can continue roadwork on the parts of the plan that were originally in place and approved. Alderman Reilly asked whether a special meeting could be called on the following Monday in order to vote on this. Director Hewitt pointed out that this is a legal committee meeting and a recommendation to council could be made. Alderman Isaacs is confident we are within our appropriations. If a recommendation comes out of committee, the council agenda can be amended to approve the recommendation. Alderman Hanlin motioned that the committee make a recommendation to move forward with option 3, going to Mineral Street with curb and gutter, seconded by Alderman Reilly. Engineer Stoll confirmed that this proposal includes curb and gutter, but no sidewalk. Roll call vote: Isaacs, Aye; Gerdes, Aye; Fulrath, Aye; Reilly, Aye; Rickard, Aye; Gyorkos, Aye; Hanlin, Aye. Aye 7; Nay 0; Abs 0. Motion passed.
3. Executive Session
a. Section 2(c)(21) – Review/Approval of Closed Meeting Minutes
Mayor Rickard advised there was no need for an Executive Session.
Mayor Rickard adjourned the Committee of the Whole meeting at 6:29 p.m.
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