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April 16, 2009 Special Board of Supervisors Meeting

Maine Minutes

April 16, 2009
Special Board of Supervisors Meeting

Maine Town Hall
6111 N. 44th Avenue
Wausau, WI 54401

OFFICIAL NOTICE AND AGENDA

The Board of Supervisors of the Town of Maine will hold a special meeting on Thursday, April 16, 2009 at 4:00 p.m.

Agenda

1. Call meeting to order � Betty Hoenisch, Chairperson

2. Discussion and possible action regarding N. Fourth Avenue Design Study Report, Survey Report and Cross Sections � Andy Walters, Tetra Tech and Marijean Hoppe, REI.

3. Discussion and possible action on Tetra Tech�s Cost Estimate for N. Fourth Avenue Design Study Report, Environmental Report and TEA Grant Application Process � Andy Walters.

4. Discussion and possible action on N. 28th Avenue road agreement and road deed for proposed extension of N. 28th Avenue � Higar�s and DeBroux�s.

5. Adjournment.

I certify that this agenda was posted at the Red Granite Bar, Richard�s Supper Club, Schmidt�s Bar and the Town Hall, 6111 N. 44th Avenue on or before
April 13, 2009.

Tammi Walter
Town of Maine Clerk
Thursday April 16, 2009
Special Board of Supervisor Meeting

A Special Meeting of the Board of Supervisors was held in the Town Hall on Thursday, April 16, 2009 at 4:00 p.m.

Chairperson Hoenisch called the Special Board meeting to order.

Present from the Town was Chairperson Betty Hoenisch, Supervisor Tad Schult, Supervisor Wes Schoepke and Town Attorney Randy Frokjer. Present from 3M was John Edwards, David Stepanik and Taylor Austin. Marijean Hoppe and Tom Radenz were present to represent REI. Andy Walters from Tetra Tech was also present.

Chair Hoenisch stated that the first item of business was discussion and possible action regarding the N. Fourth Avenue Design Study Report, Survey Report and Cross Sections.

Andy Walters from Tetra Tech explained that he has spoken to American Asphalt regarding the project. He said that the price of asphalt has changed to $60.00 per foot. The project�s milling, pulverizing and paving cost will be approximately $350,000.00.

Mr. Walters had also checked some excavation and trucking prices. He said that Riverview Construction�s quote was $10.00 per cubic yard and Merill Sand & Gravel quote was $6.50 per yard. Based on REI�s design plan there would be approximately 360 yards of material to excavated, which would add approximately $36,000.00 to the project.

Attorney Frokjer had questions on the hill and road excavation and whether some of the excavated material could be used for the project.

Mr. Walters said that some of the milled material could be used for base if we add crushed rock to the millings. He said that there is 800 extra feet of road prep needed based on the required D.O.T. design plan.

Attorney Frokjer expressed concerns about excavating the hill and the compaction problems that may occur. Mr. Walters said that compaction should definitely be part of the bid package.

Discussion followed on the areas that will be excavated from west of N. 4th Avenue at Cassidy Drive and north of Cassidy Drive on N. 4th Avenue. There was also discussion on the shoulder and ditch work that will need to be done for the project.

Marijean Hoppe from REI said that another new cost will be erosion control where there are true cuts and mulching / seeding of the new ditches. Usually there is 15% added for these items.

Tom Radenz from REI stated that a road project list should be created so everyone knows what task each party is responsible for and will create a timeline for completion.

Attorney Frokjer asked what the length of the road reconstruction was. Mr. Radenz said the road length is 5326 feet.
Thursday April 16, 2009
Special Board of Supervisor Meeting

Attorney Frokjer calculated the road length times $60.00 per foot for milling, pulverizing, paving equals $319,680.00 plus $35,000 for excavation cost will take the project to approximately $354,680.00.

Mr. Radenz asked who was furnishing the signage. Mr. Walters stated that the $60.00 per foot included signage and flag man to keep one lane of travel open during the reconstruction.

Mr. Radenz also stated that the utilities need to be addressed if there is road right of way, ditch and shoulder work.

Chair Hoenisch explained that she has spoken to two of the land owners regarding acquiring additional right of way for proper ditches and shoulders.

Discussion followed on how many feet of road right of way the D.O.T. is going to require and the additional work to create proper ditches and shoulders. Ms. Hoppe said that Kevin Meyer at Cedar Corp. had been sent a set of design plans so D.O.T. can determine what is needed for road right of way.

A conference call to Kevin Meyer was made. Ms. Hoppe explained the design plan, that the road is shifted in the road right of way and shoulders and ditches are not on Town land. She asked if D.O.T. is going to require a four rod road and Mr. Meyer replied no. Mr. Meyer said that the road right of way may need to be addressed anyway because if the adjoining landowner objects it could be a future problem. He also questioned if a contractor can work on someone else�s land.

Mr. Radenz asked Mr. Meyer if the D.O.T. was going to require a CSM map if the Town purchases land for additional road right of way. Ms. Hoppe asked if the Town can work on obtaining road right of way later so the project can move forward. Mr. Meyer answered that these were questions that Don Uellman at D.O.T. will have to answer

Ms. Hoppe asked Mr. Meyer if there was anything else on the plans that he thought needed to be addressed. Mr. Meyer stated that the profile looks reasonably good and everything else looks fine at this time. Ms. Hoppe asked if the plan were satisfactory and Mr. Meyer said yes the plans are fine.

Ms. Hoppe asked if construction oversight was required and Mr. Meyer said no.

Mr. Walters asked if construction oversight is covered by the TEA grant because the Town is requesting a construction inspector. Mr. Meyer was not sure if that cost could be included for reimbursement.

The phone conference with Mr. Meyer ended.

Discussion followed on obtaining road right of way. Attorney Frokjer told Mr. Radenz that there may be a highway order needed but it will depend on the D.O.T.

Thursday April 16, 2009
Special Board of Supervisor Meeting

Discussion followed on the project timeline. Ms. Hoppe will contact Mr. Uellman to schedule a Friday, April 17tth phone conference at 11:30 a.m. to get some of the questions answered.

Ms. Hoppe explained that she has meet with John Edwards from 3M regarding the hill south of Decator. That intersection is not a T intersection. If the Town wants to take part of that hill down it will add another problem to this project due to the rock ledge that will need to be taken back. Also there is a building on the east side of the road that will be too close to the right of way. Ms. Hoppe explained that the project is currently a 3R project, but if the excavation process goes over 50% of the total project cost then the project will fall in a different category.

Supervisor Schult asked if lowering the speed limit on N. 4th Avenue would help the sight safety issue. Mr. Austin from 3M stated they would fine with a lower speed limit.

Discussion followed on a lower speed limit, site distance, proper ditches and reconstructing the shoulders for better drainage.

Ms. Hoppe will estimate the road right of way and height of hills if the speed limit is lowered to 25 mph and 30 mph. She said she would have that information available for the phone conference with Don Uellman.

Mr. Walters stated he will hold an onsite meeting with the utilities to obtain the project utilities cost.

Chair Hoenisch thanked everyone for their help with this project.

Chair Hoenisch stated that the next item on the agenda was discussion and possible action on N. 28th Avenue road agreement and road deed for proposed extension of N. 28th Avenue.

Present were Brad Higar, Randy DeBroux, Ross Roloff, Hank and Elaine Radtke.

Chair Hoenisch explained that this item had been discussed at the April 6th Plan Commission meeting because Mr. Higar would like to sell his 10 acre parcel to the DeBroux�s, however there is an access issue. The Town Board wanted to invite the adjoining property owners to a meeting to discuss this issue so everyone is on the same page.

Attorney Frokjer explained the 30 foot land deeds from Bernard Lemke and Carl Radtke which he felt happened due to the new Highway 51 cutting access off to this parcel. He also explained the Enchanted Court sub division plat that was approved by the Town in 1995.

Discussion and questions followed regarding Mr. DeBroux�s plans for the land. He stated they want to build one home on the 10 acres and need a driveway to their home.

Attorney Frokjer said that this could be accomplished by a private use agreement between the Town and DeBroux�s. The DeBroux�s have agreed to terminate the sub division at the property sale closing.
Thursday April 16, 2009
Special Board of Supervisor Meeting

Discussion followed on adjoining landowners deeding the additional three feet needed for a future four rod road should N. 28th Avenue be extended to Falcon Drive. There were also questions on placement of Mr. DeBroux�s driveway and the other property owners having access
to their land from the Town�s un-built road area. The residents were told the private use agreement would be an agenda item on May 11, 2009 at 7:30 p.m.

The Supervisors and Town Attorney traveled to view N. 4th Avenue ditches, shoulders and road right of way issues.

Meeting adjourned at 7:30 p.m.

Respectively submitted,

Betty Hoenisch
Town of Maine Chairperson

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