CONSTRUCTION OF SALT STORAGE FACILITY/ASPHALT PAD

Transcription

1 CONSTRUCTION OF SALT STORAGE FACILITY/ASPHALT PAD INTRODUCTION The minutes (Audio Recording) of the August 5, 2015 town board meeting acknowledge the expiration of a lease with the Tribe for land behind the town hall used by the town to store salt and sand. Supervisor Mayer suggested relocating the storage site to the transfer station. At a Special Town Board Meeting on May 10, 2016, the Town Board approved a motion "to notice a Special Town Meeting to authorize the construction of the Athens Lumber, LLC structure with concrete walls with ACQ treated wood on top of walls. Bid at $99, with ad on options." At a Special Meeting Town Board Meeting on June 8, 2016, the Town Board received authorization from the voters to construct a new sand/salt shed at the transfer station site. (Minutes, Audio Recording) In response to a question asked at the Annual Budget Hearing held on November 17, 2016, the town chair reported that the salt shed project has been completed. (Audio Recording) At the town board meeting on January 12, 2017, the town treasurer acknowledged that $205, was transferred from the Reserves Fund to the General Account for expenditures related to the construction of the shed. (Minutes, Audio, Treasurer's Report) BACKGROUND August 5, The minutes of the August 5, 2015 town board meeting include the following statement. Italics added. (Audio Recording) The town received a letter from Henry St. Germaine regarding the 5 ½ acres the town has been leasing from the tribe which has expired. The town stores our sand/salt pile on that land for winter use. Because of that the tribe is asking the town to do a (Phase I ESA) Environmental site assessment on the property for possible contamination. The tribe currently has two quotes from companies willing to do the assessment. One quote from Barr Engineering for approximately $16,500 and another quote from Weston Solutions Inc. for approximately $26,856. Attorney Adams has contacted our office and requested a response by 8/1/2015. Attorney Adams was called and we explained out next board meeting was not until 8/5/15. He said that would be fine and let him know the outcome of the town board decision. Mr. Gaulke stated there is an asphalt pad where the material has been stored. This site is inspected each year by the DOT. The question 1

2 to the board is do we want to proceed or get some additional quotes. Two companies Mr. Gaulke was familiar with are MSA and Coleman Engineering out of Ironwood. Mr. Mayer suggested we solicit additional quotes to keep it competitive. Mr. Mayer suggested we put on a future agenda the need to move the storage site to our own property, perhaps at the transfer station site. Mr. Mayer suggested we contact our insurance company to see if there would be any coverage for the study. Mrs. Schwanebeck stated that there is not going to be a hatchery contract this year as the hatchery is under construction and perhaps that budgeted item can help offset any charges incurred for the study. Motion by Mr. Mayer seconded by Mrs. Schwanebeck for Chairman Gaulke to get quotes and timelines for the environmental study needed. Motion carried. Regarding the lease property. Mrs. Schwanebeck would like the boundary lines marked. Mr. Gaulke thought it was surveyed not too long ago. We will put this discussion on the next agenda. August 19, The minutes of the August 19, 2015 town board meeting include the following statement. Italics added. (Audio Recording) Mr. Gaulke stated we have a location at the transfer station site which should have plenty of room for a new salt/shed storage building. The land is pretty well cleared already. We are in the process of getting some estimates for the storage building. The site work would be optional and perhaps the road crew could get it leveled and graveled. The final grading and slab needed would have to get estimates. This item will be put on a future agenda. September 2, The minutes of the September 2, 2015 town board meeting include the following statement. Italics added and links. (Audio Recording) Mr. Gaulke stated we have an estimate from Pinno Construction for a 40 x80 x22 post frame building for $223, and an older 2012 estimate for a building constructed for the Town of Nakomis for a 56 x36 building for $79, Pete from the road crew is still looking into other options such as the fabric roof type. Mrs. Schwanebeck asked if there are any DOT requirements or state requirements for specs. on this type of building. Pete stated that Pinno Construction stated that there are but he has not researched that yet. It was suggested that Pete contact Jared at the County Highway Dept. to see what he knew. The pads inside the building are generally asphalt as it is less affected by the salt. We would definitely want this constructed at the transfer station site as we own the land. The lease agreement with the tribe is over. To have a sand/salt shed is better for the environment and working conditions. At this time we need to get additional information and then solicit bids or proposals. Hopefully we can get a pad in this year and possibly have the building constructed next year. We will get this on Photograph, Location of future sand/salt storage facility near the Transfer Station (March 25, 2016). 2

3 an upcoming agenda as soon as we get additional information. Motion by Mr. Mayer seconded by Mrs. Schwanebeck to solicit bids or proposals for construction of sand/salt shed. Motion carried. Regarding the asphalt pad, Mr. Gaulke explained we are going to need an asphalt pad at the transfer station for the sand/salt storage and potential new storage shed. He is estimating the pad to be 80 X160 compacted E-3 hot mix asphalt pad. We will do the proper posting notice and have bid opening at an upcoming meeting. Motion by Mr. Mayer seconded by Mrs. Schwanebeck to obtain bids for the asphalt pad project. Motion carried. September 23, The minutes of the September 23, 2015 Special Town Board meeting include the following statement. Italics and links added. (Audio Recording) Today we are opening the bid packets for the asphalt pad to be located at the transfer station site. Mr. Gaulke asked to be excused from the discussion to avoid any appearance of conflict of interest as one of the bidders is his employer. The clerk reported we received three bids. Bid envelopes were handed to Mrs. Schwanebeck for opening. First bid from Angelo Luppino, Inc came in at $22, Bid two from Musson Brothers Inc. came in at $24, and the final bid from Pitlik & Wick Inc. came in at $17, Specifications were followed on all three bids. Motion by Mr. Mayer seconded by Mrs. Schwanebeck to award the bid to Pitlik and Wick Inc. for $17, Motion carried. Mr. Gaulke was called back into the meeting and was informed that Pitlik and Wick Inc. were awarded the project. November 4, The minutes of the November 4, 2015 town board meeting include the following statement. Italics added. (Audio Recording) Pete Kolzow Road crew foreman presented several quotes on the concrete base of the shed. They range from $50,195 to $63,000. The fabric top is estimated at $39, The building when completed is going to run from $90,000 to $100,000. At this time the board would like the chairman and the foreman to get together some type of formal quote on the project. This project has to get done. The cost of this project will be from the capital reserves which we have marked for this project. This item will be placed on a future agenda. May 4, Minutes of the May 4, 2016 town board meeting include the following statement. Italics and links added. (Audio Recording) Mr. Gaulke reported three proposals were received for the salt/shed storage building to be built at the transfer station location. He will open the proposals and read the bottom line figure and at a future board meeting the board will go over them individually to see which proposal would be most advantageous to the town. We asked the contractors to supply us with a proposal which would show different types available, such as wood, metal, concrete, and fabric structures. Athens Lumber, LLC from Athens WI. Wood structure $100,768.00, structure with concrete walls $93, with options of $ for service and sliding door, and performance bond of $ Angelo Luppino, Inc from Iron Belt, WI fabric and steel package $127, Structures Unlimited, LLC, from Stratford WI. fabric and steel package $135, We will schedule another meeting for the board to review the proposals. 3

4 May 10, Minutes of the May 10, 2016 special town board meeting include the following statement. Italics added. (Audio Recording) Mr. Gaulke commented that he was notified that one of the bidders had contacted his employer for a price for some sub-contract work so he will abstain from any voting on this matter and discussion will be only background information that may be needed. Mr. Gaulke stated we had received 3 bids which were opened at our last board meeting on May 4, Bidders were Athens Lumber which actually had two prices. One bid was for a wood structure using treated lumber with ACZA treatment $100, with options $107, The other bid was for concrete walls with ACQ treated wood structure on top of walls $93, with options $99, Pictures were provided. Angelo Luppino, Inc. bid for a fabric structure $127, Structures Unlimited Inc. fabric structure $135, Road Crew foreman Peter Kolzow stated that the metal roof might be a better choice as burning is done at the transfer station site and the fabric shell could get damaged. Mr. Mayer expressed that Athens Lumber has come in with the two best options in his opinion. He is in favor of the concrete and wall option. Mr. Kolzow also stated that the Athens structure with the walls an additional structure such as a lean-to could be added where the fabric building that would not be an option. Motion by Mr. Mayer seconded by Mrs. Schwanebeck to notice a Special Town Meeting to authorize the construction of the Athens Lumber LLC structure with concrete walls with ACQ treated wood on top of walls. Bid at $99, with ad on options. Motion carried. June 8, Minutes of the Special Town Meeting held on June 8, 2016, include the following statement. Italics added. (Audio Recording) Mr. Gaulke explained that the Special Town Meeting was called to order today because new building construction [projects/costs need to be authorized by a town meeting of the town electors by statute. Bids were received last month and Athens Lumber, LLC presented a bid of $99, which the town board felt best fit our needs. Mr. Gaulke went over the specifications of the proposed building. Several questions regarding the specifications were asked from the electors which were answered by the chairman. Estimated completion date is September. Mr. Gaulke will also go over the requirements for the locked gate at the transfer stations with the contractor. Motion by Jim Sommerfeldt seconded by Chuck Schaus to approve the construction of the sand/salt shed. Motion carried. June 22, At the town board meeting on June 22, 2016, the town's treasurer reported that a "CD that is maturing" will be used for the construction of the "building" at the transfer station. (Audio Recording) July 14, Minutes of the Special Town Meeting held on July 14, 2016 include the following statement. Italics added. Audio Recording Mr. Gaulke told all present this is a repeat of the June 8, 2016 Special Town Meeting. The clerk informed the board that although that meeting was properly posted by state statute around town and on the Town Hall door which covers our posting requirements, 4

5 there was a mishap with the papers publication not being on the correct dates. The clerk decided it would be in the best interest of all to reschedule and repost the meeting so all interested could attend. Mr. Gaulke explained that the Special Town Meeting was called to order today because new building construction projects/costs need to be authorized by a town meeting of the town electors by statute. Bids were received and the bid from Athens Lumber, LLC of $99, was the bid the town board felt best fit our needs. Mr. Gaulke went over the specifications of the proposed building at the June 8, 2016 meeting and answered several questions regarding the specifications that were asked from the electors today. Estimated completion date is September. As stated in the June 8, 2016 minutes Mr. Gaulke will also go over the requirements for the locked gate at the transfer station with the contractor. Motion by Jim Sommerfeldt seconded by Chuck Schaus to approve the construction of the sand/salt shed. Motion carried. November 17, In response to a question asked at the Annual Budget Hearing held on November 17, 2016, the town chair reported that the salt shed project has been completed. (Audio Recording) January 12, At the town board meeting on January 12, 2017, the town treasurer acknowledged that $205, was transferred from the Reserves Fund to the General Account to for expenditures related to the construction of the shed. (Minutes, Audio, Treasurer's Report) ADDITIONAL INFORMATION The following documents are copies that were provided by the Lac du Flambeau town clerk or that were available at public meetings. The "official" documents are available through the town clerk. Public notice for construction, page 6 Bid submitted by Angelo Luppino, Inc, page 7 Bid submitted by Athens Lumber, LLC, page 8 Bid submitted by Structures Unlimited, LLC, page February 4, Documents related to construction/contract that were available at the Special Meeting on June 8, 2016, page 29 5

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