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April 23, 2009 Special Board of Supervisors Meeting
Maine Minutes
April 23, 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 23, 2009 at 4:00 p.m.
Agenda
1. Call meeting to order – Betty Hoenisch, Chairperson
2. Discussion and possible action to approve the terms for the proposed TEA Grant between 3M and the Town of Maine on the N. Fourth Avenue reconstruction project.
3. Discussion and possible action on the proposed Road Maintenance Agreement between 3M and the Town of Maine on the N. Fourth Avenue reconstruction project.
4. Discussion and possible action to approve the quote from Knudson Sheet Metal, Inc. for Town Hall gutter system.
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 22, 2009.
Tammi Walter
Town of Maine Clerk
Thursday April 23, 2009
Special Board of Supervisor Meeting
A Special Meeting of the Board of Supervisors was held in the Town Hall on Thursday, April 23, 2009 at 4:00 p.m.
Chairperson Hoenisch called the Special Board meeting to order.
Present were Chairperson Betty Hoenisch, Supervisor Tad Schult, Supervisor Wes Schoepke, Town Attorney Randy Frokjer and 3M Representative John Edwards.
Chair Hoenisch stated that the first item of business was discussion and possible action to approve the terms for the proposed TEA Grant between 3M and the Town of Maine on the N. Fourth Avenue reconstruction project.
Attorney Frokjer explained the 10:00 a.m. phone conference with Kevin Meyer and Don Uellman from the D.O.T., Marijean Hoppe and Tom Radenz from REI, and Andy Walter from Tetra Tech. He said that it appears that by lowering the speed limit on N. 4th Avenue the Town will meet the safety requirements and that Don Uellman from D.O.T. was satisfied with the right of way determination.
Chair Hoenisch said that she had gotten a return call from Ron Becker at the Wisconsin Rapids Dept. of Transportation office and he will need a copy of the traffic and engineering study from REI. The Town will also have to approve a resolution stating the new official speed on N. Fourth Avenue and send a copy of the resolution to Mr. Becker.
Attorney Frokjer distributed copies of the TEA Grant Job Guarantee Agreement.
Supervisor Schoepke asked Attorney Frokjer to explain the Job Guarantee because as new Town Supervisor this was his first meeting on the project. Attorney Frokjer showed Mr. Schoepke the TEA Grant application that the Town and 3M had submitted to the D.O.T. for funding for the N. Fourth Avenue project. Discussion followed on meetings with 3M, Tetra Tech’s engineering, meetings and phone conferences with D.O.T. representatives that had brought the Town to this point. Mr. Schoepke asked who pays the engineering and legal costs for this project. Attorney Frokjer stated that the TEA grant would cover 50% of the project and the Town was entering into a Road Development and Maintenance Agreement with 3M for the balance of the project. He said the Town has documentation that shows that 3M’s traffic does 90% of the damage to N. Fourth Avenue and local traffic does 10% damage. He also stated that the Town Board received approval from the Town electors at the November 2008 Budget Meeting for a $400,000.00 road reconstruction loan at the 90% / 10% cost share for the N. Fourth Avenue project.
Thursday April 23, 2009
Special Board of Supervisor Meeting
Attorney Frokjer distributed copies of the Road Development and Maintenance Agreement and read it to the group.
John Edwards read his notes from the February 25, 2009 meeting and the maintenance of N. Fourth Avenue that 3M Corporate has agreed to. Attorney Frokjer explained the changes were because of the TEA grant requirements. Mr. Edwards asked if maintenance could be defined as crack filling, chip sealing and slag sealing.
Supervisor Schult expressed his concerns regarding Tetra Tech’s specs that do not require adding a rock lift to the road before pulverizing. He said we are doing this on all roads to give them more stability. Mr. Schult also felt that the Town should require the successful asphalt bidder to specify that they were supplying an E10 asphalt in their contract.
Discussion followed on the bid process.
Chair Hoenisch asked Mr. Edwards if 3M would allow the paving contractor to set their asphalt plant in 3M’s quarry property because this would help get lower bids for the project. Mr. Edwards said, yes if 3M could get a contract or agreement from the asphalt company.
Discussion followed on the cost apportionment of the project.
Mr. Edwards asked what assurance the Town and 3M have that the road is constructed properly with good quality materials. Who insures the work? Attorney Frokjer explained that the D.O.T. inspectors, REI and Tetra Tech all have to certify the road. The Town is also hiring Tetra Tech’s inspectors to be present while the road is being reconstructed to insure that the specifications in the design plan are followed.
Mr. Edwards asked how 3M would be required to pay for their portion of the project. Attorney Frokjer said that one half of 3M’s portion would need to be paid 30 days after the invoice and completion certificate are received. The balance would be due one year later at the interest rate agreed upon.
Mr. Edwards asked if the Town was receptive to putting up permanent speed monitoring signs. He offered to research a sign.
Thursday April 23, 2009
Special Board of Supervisor Meeting
Discussion followed on the Road Maintenance and Job Guarantee Agreements. Attorney Frokjer suggested that Mr. Edwards take the agreements to 3M Corporate to finalize the agreements. Attorney Frokjer said he would be happy to answer any questions 3M Corporate may have regarding the agreements.
Chair Hoenisch asked for a motion to approve the terms of the TEA Grant as stated in the resolution prepared by Attorney Frokjer.
Supervisor Schult made a motion to approve the Resolution Authorizing Submission of a Wisconsin Department of Transportation Facilities for Economic Assistance (TEA) Grant Application and authorize the Town Chairperson to sign the Job Guarantee Agreement with 3M and sign the
Job Guarantee with the Wisconsin Department of Transportation, seconded by Supervisor Schoepke. Motion carried.
Action on the Road Maintenance Agreement was tabled until Mr. Edwards returns from 3M Corporate.
Chair Hoenisch distributed copies of the Knudson Sheet Metal, Inc. quote for gutters on the Town Hall. She explained the problems with the parking lot heaving and cracking, the water coming off the roof by the doors and the door slabs heaving. Supervisor Schult has worked on these problems and investigated ways to eliminate the excessive moisture problems. Supervisor Schult felt that if the water from the roof could be diverted then it would prevent a lot of the problems.
He explained the proposed gutter system. Discussion followed on diverting the water from the south side gutter downspouts underground thru PVC pipe to the grass area south of the parking lot.
Supervisor Schult made a motion to approve the Knudson Sheet Metal, Inc. quote of $2,978.00 for the hall gutter system, seconded by Supervisor Schoepke. Motion carried.
Supervisor Schult made a motion to adjourn the meeting at 6:00 p.m., seconded by Supervisor Schoepke. Motion carried.
Respectively submitted,
Betty Hoenisch
Town of Maine Chairperson
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August 13, 2009 Board of Supervisors special meeting
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July 27, 2009 Board of Supervisors special meeting
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June 29, 2009 Board of Supervisors special meeting
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