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February 13_ 2009 minutes - Monr

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February 13_ 2009 minutes - Monr Powered By Docstoc
					                   February 13, 2009 meeting of the Monroe County Highway Committee

Meeting called to order at 9:00 a.m., by Chairman Cedric Schnitzler.

Members present: Cedric Schnitzler, Simon Wells, Chuck Bluske, Jim Kuhn and Julie Radke
Others present: Highway Commissioner – Jack Dittmar, Recording Secretary – Karen Cronick, Road Supervisor
– Jon Pauley (Item VIII.), Shop Superintendent – Bill Pieper (Item VIII.), County Board Chairman - Dennis
Hubbard (Item VIII.), and Wheel Loader salesmen as noted under item VIII..

I.      Period of Public Comment – There was no one present for public comment.

II.     Motion to approve the minutes of the regular January 30, 2009 meeting made by Chuck Bluske,
        seconded by Jim Kuhn. All ayes, motion carried.

III.    Payroll presented as follows:
         Field Personnel        $62,900.14
         Administration         $11,992.80
         Sick Leave Payout $ 1,992.00
         Total                  $76,884.94

IV.     Motion to accept vouchers payable in the amount of $5,037.24 (2008 expenses) and vouchers (2009
        expenses) in the amount of $131,250.99 made by Chuck Bluske, seconded by Jim Kuhn. All ayes,
        motion carried.


V.      Approval – 3 Party Design Engineering Services Contracts – Project 5119-00-00, CTH M bridge
        replacement over Linnehan Valley Creek & Project 5119-00-01, CTH M bridge replacement over
        Lemonweir Creek, both in the Town of Tomah
                These contracts are for the design of a new bridge to replace the existing CTH M bridges over
        Linnehan Valley & Lemonweir Creeks in the Town of Tomah. The two bridges are near the CTH M
        intersection with Interior Road and are only about ¼ mile apart. Both bridges will be bid out as one
        construction package which is tentatively scheduled for 2011. The Committee previously selected Ayres
        Associates to perform the engineering design of both new bridges. The WDOT has negotiated these
        contracts with the consultant and Jack has reviewed them. A motion was made by Chuck Bluske,
        seconded by Simon Wells to approve and have the Commissioner sign both 3 Party Design Engineering
        Services Contracts – Project 5119-00-00, CTH M bridge replacement over Linnehan Valley Creek at a
        maximum cost of $39,738.75 and Project 5119-00-01, CTH M bridge replacement over Lemonweir Creek
        at a maximum cost of $42,529.63. All ayes, motion carried.


VI.     Discussion & Approval – Federal Stimulus Projects
                  The Wisconsin Secretary of Transportation, Frank Busalacchi, recently sent a letter to all local
        government officials regarding the economic stimulus legislation that Congress is currently developing.
        Although exact dates and details of the legislation are not yet clear, it is possible that the timeframe for
        the first phase of eligible projects could be very short. Eligible projects must be read-to-go, i.e.
        environmental documents, exceptions to standards, design study reports, etc. must be completed. The
        WDOT will try to accommodate the first phase projects with 100% federal funding. Monroe County does
        not currently have any eligible CTH projects for the first phase, but the Town of Wilton Kettle Road bridge
        project will be submitted as it is currently ready to go to bid under the federal aid bridge replacement
        program. A CTH project for phase two could be the resurfacing of CTH O from USH 12 north about 2.8
        miles to Interior Ave (towards Warrens). This stretch of Highway was totally reconstructed in 1986 with
        federal aid so a resurfacing project should easily be able to meet today’s design standards and we have
        the 1986 plans and documents as a great starting point. If we would like to be considered for a phase
        two project, we will need to hire a consultant now to design the project and prepare an approved bid
        package within the next 3-4 months. Jack estimates the cost would be about $10k-$20k. Julie asked if
        the payment to the consultant would be an eligible cost under the stimulus package. Jack doesn’t think
        so as that’s not the typical federal procedure to reimburse for work performed prior to project approval.
        Simon feels that we have a number of roads that are in worse shape and wouldn’t support this project
        without the federal stimulus money. The design would not be wasted as this project will have to be
        completed sometime in the near future since the pavement is 22+ years old and needs to be replaced. If
        we don’t get stimulus money we can apply for our normal biennial STP-Rural funding using this design

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                   February 13, 2009 meeting of the Monroe County Highway Committee


        work. STP-Rural funding is only 80% federal and stimulus funding could be 100% federal. At an
        estimated project cost of $800k we could gain $160k in federal money by spending $10k-$20k now in
        County funds for design. Stimulus money would also save our STP-Rural funding for another highway
        project, as Simon noted we have a lot of other highways that need work. Motion by Simon Wells,
        seconded by Chuck Bluske, to have Jack solicit design proposals from engineering consultants to
        prepare plans for a CTH O resurfacing project to be submitted for a Federal Stimulus Project. Four Ayes,
        one nay (Julie Radke). Motion carried.


VII.    Approval – WDOT Discretionary Maintenance Agreement – Traffic Signing
               This is an agreement for replacing existing worn out signs with new state supplied signs. The
        agreement is for $10,200 above our annual routine maintenance agreement and will help to support our
        Signperson position and equipment. Motion was made by Julie Radke, seconded by Simon Wells, to
        approve and sign the 2009 WDOT Discretionary Maintenance Agreement for Traffic Signing, Project
        #0041-98-20. All ayes, motion carried.


VIII.   10:00 AM – Bid Award – 2009 Wheel Loaders
                        Jack handed out tabulation sheets of the bid results, which were publicly opened and
        read aloud at 4:00 p.m. on Tuesday, February 10, 2009 for a 2.5 cubic yard 2009 wheel loader and a 4
        cubic yard 2009 wheel loader.

        Base bids for the 2.5 cubic yard wheel loader are summarized as follows:
        BIDDER                                   MAKE & MODEL                                     BASE BID
        Aring Equipment Co.                      Volvo, L60F                                      $155,000
        Brooks Tractor, Inc.                     John Deer, 444K                                  $122,664
        FABCO                                    Caterpillar, 924H                                $129,734
        St. Joseph Equipment                     Case, 521E                                       $112,000

        Base bids for the 4 cubic yard wheel loader are summarized as follows:
        BIDDER                                   MAKE & MODEL                                     BASE BID
        Aring Equipment Co.                      Volvo, L110F Long Boom                           $218,000
        Brooks Tractor, Inc.                     John Deer, 644K High-Lift                        $219,404
        FABCO                                    Caterpillar, 950H High-Lift                      $230,700
        St. Joseph Equipment                     Case, 821E/XR                                    $189,000

                 Bids with a trade in of county unit #236 on the 2.5 cu yd loader and unit #235 on the 4 cu yd
        loader were also asked for as well as a five year guaranteed buy back price. Optional bids items included
        a step up warranty, a Vogel auto-lube system, an extended reach or long boom on the 2.5 cu yd loader
        and joystick/lever steering on the 4 cu yd loader. Ryan Rasmussen from Aring Equipment Company
        explained the highlights of the Volvo units and gave details of the guaranteed buy back which includes
        changing out the loader as a new unit as often as they want at their expense. The original coupler,
        bucket and tires would stay with the county. John Reinen from Brooks Tractor was present to discuss the
        John Deere units. They also have a guaranteed buy back program that changes out the loader every 12
        months with a new unit, except for the original bucket. FABCO representative John Erjavec explained the
        Caterpillar units. Both have 7 year/5,000 hour full machine warranties included in the base bid. Jason
        and Chuck Schams from St. Joseph Equipment reviewed the Case loaders, both of which are the low
        outright purchase bid. Jon Pauley, Road Supervisor and Bill Pieper, Shop Superintendent, explained our
        past performance and maintenance experiences with of our existing wheel loaders. A motion was made
        by Chuck Bluske, seconded by Julie Radke to purchase a Caterpillar 924H 2.5 cubic yard wheel loader
        from FABCO with the trade in of county unit #236 for a price of $111,734 also to include the Vogel auto-
        lube system option at a price of $6,200 and the extended reach long boom model option at a price of
        $4,515 due to our past favorable experience with Caterpillar and the full machine coverage warranty.
        Four ayes, one nay (Cedric Schnitzler). Motion carried. A motion was made by Jim Kuhn to purchase a
        John Deer 644K High-Lift 4 cubic yard wheel loader at the guaranteed buy back price of $210,779 (no
        trade-in) with the joystick/lever steering option at $3,950, seconded by Julie Radke because of this is the
        lowest priced guaranteed buy back machine. Four ayes, one nay (Cedric Schnitzler). Motion carried.


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                     February 13, 2009 meeting of the Monroe County Highway Committee



IX.       Approval – State of Wisconsin MY 2009 Light Duty Truck Purchases – Commissioner Pickup &
          Foreman Cab & Chassis
                          Jack received two state bid prices for the purchase of a ¾ ton pickup truck to replace the
          existing Commissioner pickup. The bid for a 2009 Ford F250 from Brenengen Auto, Ford-Mercury of
          Sparta is $31,892.50 and from Kendall Motors is $35,028.92. Motion by Julie Radke, to approve the
          purchase of a 2009 Ford F250 from Brenengen Auto for $31,892.50 to replace the Commissioner pickup,
          seconded by Simon Wells. All ayes, motion carried. Jack also received two state bid prices for the
          purchase of a 1 ton cab and chassis to replace the Foreman’s vehicle. The bid for a 2009 Ford F450
          from Brenengen Auto, Ford-Mercury of Sparta is $35,904.50 and from Kendall Motors is $39,053.20.
          Motion by Chuck Bluske, to approve the purchase of a 2009 Ford F450 cab and chassis from Brenengen
          Auto for $35,904.50 to replace the Foreman’s truck. All ayes, motion carried.


X.        Discussion – Dog Pound Property & Justice Center – No new information.


XI.       Commissioner’s Report
         Projects: The crews have been replacing guard rail, doing brushing and finishing up with inventory.
          There will be a Public Informational Meeting on February 23 at 5:00 p.m. at the Sparta City Hall for the
          WDOT STH 27 (Black River Street) reconstruction project. The County Solid Waste Department is
                                                      nd
          holding a recycling meeting on February 22 at the American Legion Hall in Sparta. Susen Trail of the
                                                                                   th
          WDOC will be here for a final order compliance meeting on February 18 .
         Facilities: A Department facility improvement plan will be discussed at the next meeting. Fuel tanks and
          roof replacements will be some of the items on the plan.
         Budget: The bulk of our FEMA payment has been received. We are expecting a small administrative
          portion yet.
         Personnel: Mary Brieske will be leaving the Highway Department. She has accepted the position of
          Deputy County Clerk and will be greatly missed. We received 159 applications for the advertised
                                                                              th
          Highway helper position. Interviews will take place on February 24 . Bill Pieper, our Shop
          Superintendent, has received a scholarship to attend the Fleet Management – Effective Practices for
          Public and Private Fleets course in Madison. The total price of the course is $695 but will be reduced to
          $232 for the County with the balance being picked up by the Transportation Information Center from
          funds provided by the Federal Highway Administration, Wisconsin Department of Transportation and the
          University of Wisconsin Extension. The Union is not looking favorably at the Memorandum of
          Understanding – Summer Hours Provisions for 2009 because the Committee did not add the language
          regarding lay-offs that the Union requested. Jack will be attending the WCHA Board of Directors meeting
                          th                                            th
          on February 16 in Wausau and will be in Madison on the 25 for a concrete postensioning workshop.




Motion to adjourn at 1:05 p.m. made by Chuck Bluske, seconded by Simon Wells. All ayes, motion carried.




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