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November 5, 2008 Special board of
Maine Minutes
November 5, 2008
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 Wednesday, November 5, 2008 at 5:30 p.m.
Agenda
1. Call meeting to order at 5:30 p.m. – Betty Hoenisch, Chairperson
2. Discussion regarding a Road Maintenance Agreement for N. 4th Avenue.
3. Discussion and possible action on a Road Maintenance / Reconstruction Agreement for N. 4th Avenue with 3M Corporation.
4. 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 November 3, 2008.
Tammi Walter
Town of Maine Clerk
Wednesday, November 5, 2008
Special Board of Supervisor Meeting
A Special Meeting was held on Wednesday, November 5, 2008 at 5:30 p.m. in the Town Hall regarding possible reconstruction of N. 4th Avenue and funding for that proposed project.
Chairperson Hoenisch called the Special Board meeting to order..
Present were Chairperson Betty Hoenisch, Supervisor Tad Schult, Supervisor Sue Shore and Town Attorney Randy Frokjer. Also present were John Edwards and Taylor Austin from 3M Corporation.
Chair Hoenisch explained that the Town Board had met with John Edwards on October 13, 2008 to start formulating ideas for the project. This meeting was called to confer with the Town’s attorney and attempt to negotiate the Town’s portion and 3M’s portion of the funding for the proposed reconstruction of N. 4th Avenue. Funding options also need to be discussed.
Chair Hoenisch stated that she and the public works employees had measured the width of N. 4th Avenue and checked the ditches to determine the best method for constructing a bicycle / pedestrian path.
Attorney Frokjer explained that the Town Board will need to sell this project to the Town residents at the November 19, 2008 Budget Public Hearing and Special Town Meeting.
Mr. Edwards stated that he has secured the support from 3M Corporate in St. Paul for the project. 3M has agreed to pay 75% of the reconstruction costs which will leave the Town 25% of the project cost. He explained that the building industry is down and with all the economy issues St. Paul felt a 75% to 25% was a fair proposal.
Attorney Frokjer explained that the Town had spent money to have Tectra Tech do soil borings and engineer a new road that will last approximately 20 to 25 years. Tectra Tech’s engineers determined that 90% of the damage to N. 4th Avenue is done by 3M trucks or construction trucks based on the vehicle count documentation. Attorney Frokjer said it would be hard for the Town Board to explain to Town residents that the Town was going to fund 25% of the road when the reports show that only 10% damage is done by local traffic.
Discussion followed on the cash, crushed rock and gate fee amounts Mr. Edwards proposed at the October 13, 2008 meeting.
Attorney Frokjer explained that if the Town was going to accept rock for other Town projects as part of 3M’s payment toward the project, 3M would have to bid with other vendors in spring of 2009. Mr. Austin stated they would be willing to submit a bid for the Town’s rock projects. Chair Hoenisch stated that the Town usually purchases approximately $60,000.00 of crushed rock for its paving projects, but this price includes the trucking fee.
Discussion followed on the roads that were prepped for paving in 2009. Attorney Frokjer said that logistically 3M should be competitive because all the Town projects are located close to 3M’s pit.
Mr. Edward’s asked what has been past precedence regarding 3M contribution to N. 4th Avenue road repairs. Chair Hoenisch explained that she found reference in past minutes and has spoken to past Town Board member that said 3M has always contributed, however she was not able to find the contribution amount. She said that it is important for the current proposed agreement to include a future reconstruction and funding agreement. This will enable 3M to plan and set money aside for the next reconstruction phase in approximately 20 to 25 years. If this is done right another Town Board and 3M representatives will not have to go thru all this work again.
Chair Hoenisch explained that she and Mr. Edwards have had several phone calls to try to find creative ways to fund this project. Mr. Edwards explained that it is best for 3M to expense this project since they will be providing funding for road they do not own.
Mr. Edwards read their proposal of $75,667.00 for first year; $78,257.00 for the second year; $80,847.00 for third year; $ 83,437.00 for fourth year. 3M is proposing to give the Town a gate fee of $10,000.00 for years five thru ten.
Mr. Edwards asked if 3M could donate land on their Falcon Drive property for a needed Town salt shed. He stated they are trying to capitalize the project and want to work with the Town.
Chair Hoenisch asked Mr. Austin if 3M would be able to supply the Town’s crushed rock road base needs of approximately $45,000.00 to $60,000.00 per year should they become the successful bidder. Mr. Austin explained that he would have to calculate 3M’s crushing and trucking costs to determine if that option is feasible. Chair Hoenisch and Supervisor Schult discussed the possibility of the Town contracting for the trucking. Supervisor Shore stated she felt it would be better for the Town to receive more cash toward the project and less rock.
Mr. Edwards asked if there are other quarries and what is their contribution to road maintenance. Attorney Frokjer stated that this is the only quarry that he is aware of that operates 24 hours a day / 7 days a week. Most quarries’ are smaller and have a seasonal operation he said.
Mr. Edwards explained that 50% of N. 4th Avenue’s truck traffic is 3M trucks and 50% is outside contractors that haul dust and rock for all types of projects. This is the reason he is proposing a contractor gate fee that will be given to the Town for future maintenance.
Discussion continued on a maintenance agreement and different ways to fund the project.
Chair Hoenisch explained that the bank will require a very secure agreement should the Town acquire the loan for the project. Attorney Frokjer suggested an Irrevocable Letter of Credit to protect the Town and the bank. The loan interest payment must be a factor in the maintenance agreement
Discussion followed on pavement width with a designated bicycle / pedestrian lane or a separate off road bicycle / / pedestrian path. Mr. Edwards felt that safety for Town residents and also 3M’s liability were important enough issues to warrant a separate path. There was discussion on the cost of a separate path and the possibility of 3M furnishing rock and dust fill for the project. The Town could furnish the culverts needs to fill the ditch area for the path. Chair Hoenisch suggested that the Town Board, Attorney Frokjer, Public Works employees and 3M hold an on-site meeting to determine the best location for the path and the feasibility of the project.
Mr. Edwards explained that his funding proposal would include 85% to 86% in cash and rock toward the project initially, plus a $10,000.00 per year maintenance fee for four year. The Town would also receive $10,000.00 per year for maintenance for year’s five to ten. Attorney Frokjer calculated the percentage based on Mr. Edwards proposal and 3M would not be contributing the 90% the Town felt was their portion of the project cost.
Attorney Frokjer suggested a payment of $100,000.00 the first year; $95,000.00 the second year; $93,0000.00 the third year and $88,000.00 the fourth year. Attorney Frokjer asked Mr. Edwards if he felt this proposal was marketable to 3M Corporate.
Discussion followed on presenting the project and project funding at the November 19, 2008 Budget Public Hearing. Attorney Frokjer explained that the Town will need to give tentative approval at that meeting or the project cannot be funded in 2009.
Mr. Edwards asked how he should proceed. Attorney Frokjer stated that 3M should come to the Town with a proposal of different funding options they are receptive to. The Town will then negotiate with 3M on an option that is agreeable to both parties.
Supervisor Schult made a motion to adjourn the meeting at 7:30 p.m., seconded by Supervisor Shore. Motion carried.
Respectively submitted and approved on December 8, 2008.
Tammi Walter
Town of Maine Clerk
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August 13, 2009 Board of Supervisors special meeting
August 10, 2009 Board of Supervisors
July 27, 2009 Board of Supervisors special meeting
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