HomeMy WebLinkAboutMINUTES Public Works Committee 1992-04-16BRADFORD PUBLISHING GO.
RECORD OF PROCEEDINGS
'Public Works Committee
April 16, 1992
Committee: Chairman
Gillette
Attending:
Also Attending:
Habecker, Trustees Barker and
Chairman Habecker, Trustee Gillette
Public Works Director Linnane, Postal Service
Representatives Roberts and Glowacki,
Facilities Manager Sievers, Fleet Manager
Shanafelt, Clerk O'Connor
Absent: Trustee Barker, Town Administrator Klaphake
Chairman Habecker called the meeting to order at 2:00 P.M.
MAIL DELIVERY - UPDATE.
The Committee reviewed a memorandum dated April 13, 1992 whereby
Director Linnane summarized a proposal from the U. S. Postal
Service (USPS) to provide "centralized" mail delivery, as follows:
1. In lieu of delivery to rural route boxes, the USPS would
provide centralized delivery to collection box units
(NBU's with approximately 32-48 homes/site).
2. Conduct centralized mail delivery in phases. Staff
anticipates a "phasing" schedule of 5-6 years.
3. The Town would share costs: USPS $13,000, Town ±$21,000
for the first phase.
Staff has estimated that the Town could incur an expense of
approximately $87,000 for centralized mail delivery to the entire
Town limits. Along with budget concerns, Director Linnane
commented on the uncertainty of sufficient manpower to implement
the project, and potential frequency of neighborhood group meetings
to determine NBU location. The Committee reviewed a six -step
process outlined by Director Linnane in which to implement
centralized mail delivery.
USPS has submitted a proposal whereby: in lieu of delivery to
rural route boxes, the USPS would offer centralized delivery
through NBU's; USPS would provide all NBU and parcel locker
equipment which includes issuing keys and change locks and
maintenance of equipment. The Town would provide concrete slabs
and installation of equipment per USPS specifications; provide
adequate turn -outs if needed; snow removal and general maintenance
around the area of the equipment, and notify citizens of assigned
address.
The Committee reviewed a questionnaire presented by Elaine
Roberts/USPS Representative; all citizens residing inside Town
limits will be surveyed. In addition, staff presented maps of
potential phasing areas. Ms. Roberts confirmed that (1) residents
will not be required to surrender their post office box should they
elect the centralized mail delivery option, and (2) a subdivision
would not be in jeopardy of losing centralized mail delivery to
their area should any or all residents refuse delivery and continue
the post office box option. Ms. Roberts also confirmed that curb -
line delivery is not available. During prior discussion, USPS
stated that those citizens residing within 1/4 mile of the post
office would not be eligible for centralized mail delivery --this
subject continues to be analyzed.
Community Development Director Stamey commented that the
centralized mail delivery proposal/NBU sites were being
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RECORD OF PROCEEDINGS
Public Works Committee - April 16, 1992 - Page 2
incorporated into the proposed new golf course area.
The Committee recommends: (1) approval of the concept as presented,
which does not include approval of the estimated Town expenditure
of $87,000 pending additional facts and figures; (2) USPS mail the
survey (as modified this date) as soon as practical; and (3) USPS
mount NBU's at the post office and municipal building for
individual inspection. The Committee commended staff and post
office representatives for their efforts thus far.
1991 HIGH DRIVE LOOP PROJECT - REOUEST PAYMENT APPROVAL OF CHANGE
ORDER.
Director Linnane reviewed Change Order #001 issued by Kitchen &
Company for an additional $978.20 for 24' of 8" pipe and materials.
the Committee recommends approval of the additional payment of
$978.20.
REQUEST PROCEDURAL CHANGE IN ACCEPTING BIDS.
Epoxy Striping of State Highways. Director Linnane requested
authorization to submit bids for the epoxy striping project
directly to the Town Board in lieu of the Committee which could
enable project completion prior to Memorial Day. The Committee
recommends approval of the request, scheduling submittal at the May
12th Town Board meeting. Should inclement weather become a factor,
the Committee also authorized completion following Memorial Day
Weekend.
MacGregor Avenue Street Widening. As time is also of the essence
for this project, Director Linnane requested bids be submitted
directly to the Town Board on April 28, 1992 in lieu of the
Committee. The Committee recommends approval of the request.
NATIONAL PUBLIC WORKS WEEK - REOUEST AUTHORIZATION AND BUDGET
EXPENDITURE.
National Public Works Week is May 17-23, 1992. Staff requested
approval of the designation, luncheon, and purchase of hooded
sweatshirts, not -to -exceed $750.00. The Committee expressed their
appreciation to the entire Department for the quality of work
performed, and recommends approval of the request, not -to -exceed
$750.00.
CLEAN UP WEEK - REOUEST AUTHORIZATION TO IMPLEMENT 1992 PROGRAM.
Director Linnane requested authorization to implement the 1992
Clean Up Week Program, coordinating the Town's efforts with the
National Park Service, Bureau of Reclamation (BOR) and Recreation
District. May 2-9 is National River Clean Up Week and BOR will
supply trash bags for this effort. The Department is attempting to
control volume at the landfill, and is strongly suggesting pine
needles and organics not be collected. Bio-degradable trash bags,
in lieu of plastic, will be supplied. If residents insist on
collecting pine needles/organics, these materials must be separated
as they will be used as mulch material. Staff intends to control
expenditures to that of 1991, which may result in more stringent
availability of bags. The Committee recommends approval of the
1992 Program as presented, commending staff in joining with the
aforementioned agencies to rid the community of trash, junk, and
the like. Staff will confirm whether Fish Creek is being included
in the river clean up.
REPORTS.
The Committee reviewed the Customer Service Response and Monthly
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Public Works Committee - April 16, 1992 - Page 3
Water Reports for March.
Director Linnane reported that the Contract Documents for the Marys
Lake Water Treatment Plant are in order and the Town is in an
excellent position relating to the fire which occurred March 24.
The Contractor, Jennison Construction, has obtained the services of
a private insurance adjustor to assist in settling this claim.
Staff anticipates a minimum three-month delay (September) for plant
operation.
As requested by the Committee, Fleet Manager Shanafelt provided an
overview for the operation of the Fleet Division including total
pieces of equipment/dollar value; personnel, computerization of
fuel and records, recycling, bid specifications, and cost -
accounting. The Committee expressed their appreciation for the
comprehensive report.
The 1992 Water Main Flushing Program will be held April 21-24.
Residents are being notified.
Chairman Habecker welcomed Trustee Gillette to the Committee and
adjourned the meeting at 3:43 P.M.
Vickie O'Connor, CMC, Town Clerk
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hi 2 8 1992