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City of Medford Common Council Meeting Minutes. Tuesday, March 17, 2020; 6:00 PM

City of Medford Common Council Meeting Minutes

Tuesday, March 17, 2020; 6:00 PM

Council Chambers, City Hall

639 South Second Street, Medford, WI

 

{Subject to Council Approval}

 

Call to Order/Roll Call

 

Mayor Mike Wellner called the meeting to order with the following members present: Dave J. Brandner, Laura Holmes, Greg Knight, Peggy Kraschnewski, Christine Weix, Dave Roiger, Mike Bub, and Clem Johnson.

 

Pledge of Allegiance

 

Alderperson Johnson began the meeting by leading the group in the reciting of the “Pledge of Allegiance”.

 

Open Meeting Law Compliance

 

Mayor Wellner announced that this was an open meeting of the Common Council. Notice of this meeting was given to the public at least 24 hours in advance of the meeting by forwarding the complete agenda to the official City newspaper, The Star News, and to all news media that have requested the same as well as posting. Copies of the complete agenda were available for inspection at the City Clerk’s Office. Anyone desiring information as to forthcoming meetings should contact the City Clerk’s Office.

 

City Personnel Present

 

The following City personnel were present:  City Clerk Ginny Brost, Coordinator/Public Works Director John Fales, Police Chief Bryan Carey, Police Lieutenant Rob Horenberger, Street & Water Superintendent Joe Harris, and City Attorney Courtney Graff.

 

Visitors Present

 

Visitor present was Brian Wilson-Star News.

 

Citizens & Delegations Comments

 

No citizens and delegations were present.

 

Minutes

 

 

Greg Knight moved, Peggy Kraschnewski seconded a motion to approve the following minutes, and place the same on file in the Clerk's office:  (A)  March 3, 2020 Council meeting, (2) March 9, 2020 Committee of the Whole meeting, (3) March 9, 2020 Committee of the Whole Closed Session #1, (4) March 9, 2020 Committee of the Whole Closed Session #2, and (5) March 9, 2020 Committee of the Whole Closed Session #3.  All in favor:  All Aye. Motion Carried.

 

Ordinance Adopting the Wisconsin Municipal Records Schedule

 

Laura Holmes moved, Peggy Kraschnewski seconded a motion to suspend Council Rules #12A and #12B and adopt Ordinance #1048 that adopts the Wisconsin Municipal Records Schedule relating to the retention of public records.  Roll Call Vote:  Dave J. Brandner-Yes; Laura Holmes-Yes; Greg Knight-Yes; Peggy Kraschnewski-Yes; Christine Weix-Yes; Dave Roiger-Yes; Mike Bub-Yes; Clem Johnson-Yes (8 Yes; 0 No) Motion Carried.

 

 

Preliminary Resolution Declaring the City's Intent to Exercise Its Police Powers Under Wisconsin Statutes 66.0701 & 66.0703 - East Perkins Street Beginning Approximately 170' West of Its Intersection with South Eighth Street to Approximately 150' West of Its Intersection with South Fourth Street

 

Dave Roiger moved, Christine Weix seconded a motion to suspend Council Rules #13A & #13B, and adopt Preliminary Resolution #1872 that declares the City’s intent to exercise its special assessment police powers under Wisconsin Statutes 66.0701 & 66.0703 to special assess all property abutting upon both sides of East Perkins Street starting approximately 170 feet west of its intersection with South Eighth Street to approximately 150 feet west of its intersection with South Fourth Street.  The total project will be approximately about 1,300 feet in length. The public improvements shall consist of storm sewer bituminous surfacing, curb & gutter, water main, sanitary sewer, driveway aprons, landscaping, temporary landscaping easements, and engineering. Roll Call Vote:  Dave J. Brandner-Yes; Laura Holmes-Yes; Greg Knight-Yes; Peggy Kraschnewski-Yes; Christine Weix-Yes; Dave Roiger-Yes; Mike Bub-Yes; Clem Johnson-Yes (8 Yes; 0 No) Motion Carried.

 

 

Assessment Contract Addendum-Revaluation

 

Greg Knight moved, Clem Johnson seconded a motion to approve a property revaluation in 2021 and also approve the Elk River Assessments contract addendum in the amount of $22,000 for the revaluation (50% due March 1, 2021 and remaining 50% due at the 2021 Board of Review) with funds transferred from the Non-Lapsing Citywide Assessment Revaluation account to the 2021 General Fund Budget to cover the cost.  Roll Call Vote:  Dave J. Brandner-Yes; Laura Holmes-Yes; Greg Knight-Yes; Peggy Kraschnewski-Yes; Christine Weix-Yes; Dave Roiger-Yes; Mike Bub-Yes; Clem Johnson-Yes (8 Yes; 0 No) Motion Carried.

 

 

Outside Computer Services Contract

 

Dave Roiger moved, Michael Bub seconded a motion to approve the contract with AdvanIT, LLC as presented to provide the City with computer services.   Roll Call Vote:  Dave J. Brandner-Yes; Laura Holmes-Yes; Greg Knight-Yes; Peggy Kraschnewski-Yes; Christine Weix-Yes; Dave Roiger-Yes; Mike Bub-Yes; Clem Johnson-Yes (8 Yes; 0 No) Motion Carried.

 

 

Fourth of July Fireworks Show

 

Clerk Brost informed the Council of a miscommunication with Pyrotechnic Display, Inc.   This is the fireworks company the City has contracted with for the past several years.   Pyrotechnic Display, Inc. is not phasing out of the fireworks business.  They are just unable to provide a fireworks display show for the City on July 3, 4, and 5, 2020.

 

Prior to voting, Mayor Wellner explained that the Fourth of July Committee contacted him with the name of Ben Rehbein as possible party to shoot the City's fireworks display on July 4th.  Mr. Rehbein was contacted, and City requirements explained to him. He is not going to submit a proposal at this time but did ask to be contacted for future shows.  In addition, Mayor Wellner contacted Fireworks Country who is unable to meet the City's insurance requirement at this time.

 

 

Laura Holmes moved, Greg Knight seconded a motion to award the 2020 Fourth of July Fireworks Show to Spielbauer Fireworks Company, Inc. in the amount of $10,000 with July 3rd as the scheduled display date.  Roll Call Vote:  Dave J. Brandner-Yes; Laura Holmes-Yes; Greg Knight-Yes; Peggy Kraschnewski-Yes; Christine Weix-Yes; Dave Roiger-Yes; Mike Bub-Yes; Clem Johnson-Yes (8 Yes; 0 No) Motion Carried.

 

 

Leave of Absence Request - Electric Utility Employee

 

Peggy Kraschnewski moved, Dave Roiger seconded a motion to grant the Electric Utility employee’s request for a paid leave of absence beginning on February 8, 2020 and ending March 31, 2020 due to health condition that renders the employee unable to perform the employee’s job duties at this time.  Roll Call Vote:  Dave J. Brandner-Yes; Laura Holmes-Yes; Greg Knight-Yes; Peggy Kraschnewski-Yes; Christine Weix-Yes; Dave Roiger-Yes; Mike Bub-Yes; Clem Johnson-Yes (8 Yes; 0 No) Motion Carried.

 

 

New Patrol Officers Wage & Benefits

 

Peggy Kraschnewski moved, Laura Holmes seconded a motion to approve following regarding new Patrol Officers Craig Amundson’s and Karie Thums’ wages and benefits: (1)  Waive Article 12.2 of the Police Association agreement and establish Craig Amundson’s and Karie Thums’ rate of pay during their one year probation at 95% of the current patrol officer wage. (2) Following a successful probation, Mr. Amundson’s and Ms. Thums’ rate of pay will be 100% of the current patrol officer wage. (3) Mr. Amundson and Ms. Thums be entitled to a five-year credit or 10 days of vacation due to their prior full-time experience. Mr. Amundson and Ms. Thums would be entitled to 15 days of vacation after eight years of active service.  Roll Call Vote:  Dave J. Brandner-Yes; Laura Holmes-Yes; Greg Knight-Yes; Peggy Kraschnewski-Yes; Christine Weix-Abstained; Dave Roiger-Yes; Mike Bub-Yes; Clem Johnson-Yes (7 Yes; 0 No; 1 Abstention) Motion Carried.

 

 

Police Department Vehicle Purchase & Funding for the Same

 

The Police Department requested price quotes for a 2020 Ford F-150 Police Responder from the dealer’s listed below.  The proposed vehicle would replace the 2012 Dodge Ram 1500 pickup.  The dealers were requested to provide trade-in value for the 2012 vehicle.

 

Dealer

Price/Trade/Total

Estimated Lead Time

Medford Motors

$33,259 - $10,000 = $23,259.00

Order Built*

Ewald Automotive

$45,835 - $20,556 = $25,279.00

Order Built

Kayser Automotive

$45,110 - $18,710 = $26,400.00

Order Built

Koennecke Auto

Did not provide a quote by choice

 

 

*Medford Motors requires an 8-12 week lead time from the time the truck is ordered.

 

Dave Roiger moved, Greg Knight seconded a motion to accept the quote from Medford Motors for a 2020 Ford F-150 Police Responder in an amount not-to-exceed $23,259.00 ($33,259 minus the trade in of $10,000) with the funds for the purchase allocated from the Designated Unreserved Police Vehicle account #10-57210-81210 account.  Roll Call Vote:  Dave J. Brandner-Yes; Laura Holmes-Yes; Greg Knight-Yes; Peggy Kraschnewski-Yes; Christine Weix-Yes; Dave Roiger-Yes; Mike Bub-Yes; Clem Johnson-Yes (8 Yes; 0 No) Motion Carried.

 

 

Parade Permit - Taylor County Autism Support Group

 

Dave Roiger moved, Laura Holmes seconded a motion to table the issuance of a parade/special event permit to Taylor County Autism Support Group  for their annual Walk for Autism Awareness to be held on April 20, 2020 beginning at approximately 4 PM and ending at approximately 7:30 PM due to the State Emergency declaration.  All in favor:  All Aye. Motion Carried.

 

 

Bid Award - Wastewater Treatment Facility Project

 

Bids for the Wastewater Treatment Facility Solids Improvements and the Industrial Yard Cake Storage Facility were opened on March 5th.  The following three bids were received:

 

 

Bidder

 

Wastewater Treatment Facility Solids Improvements

 

Industrial Yard Cake Storage Facility

August Winters & Sons

$1,870,900

No Bid

Huotari Construction

No Bid

$652,000

Staab Construction Corp.

$1,837,000

$806,000

 

The low bid for the Wastewater Treatment Facility Solids Improvements was submitted by Staab Construction Corporation of Marshfield in the amount of $1,837,000.  The low bid for the Industrial Yard Cake Storage Facility was submitted by Huotari Construction, Inc. of Medford in the amount of $652,000.  The sum of both project costs is $2,489,000.

 

Donohue & Associates, Inc.'s additional recommendation was that the City award the Wastewater Treatment Facility Solids Improvements contract to Staab Construction Corporation in an amount not-to-exceed $1,837,000.

 

Following discussions with City personnel, the Donohue & Associates, Inc.'s recommended the following regarding the Wastewater Treatment Facility Solids improvements:  (1)  There is deduct of $,3800 for both projects if Van Ert Electric is used.  (2)  An additional change order to switch electrical conduit types, but require a vent be added to the thickener room.  There will be a to be determined slight deduction.  (3)  There were no bidders for the alternate equipment ( pumps. Polymer, VFDs, etc.)  Therefore, there is no cost change.  The total deductions amount to $3,800  The revised project cost is $1,833,200.

 

It is Donohue & Associates, Inc. recommendation that the City delay action on awarding Hutoari Construction the cake building improvement projects review grant requirements.

 

 

Clem Johnson moved, Dave Brandner seconded a motion to accept Donohue & Associates, Inc.'s recommendation and award the Wastewater Treatment Facility Solids Improvements contract to Staab Construction Corporation in an amount not-to-exceed $1,833,200, and table action regarding the Industrial Yard Cake Storage Facility contract to Huotari Construction until Department of Administration's grant requirements are reviewed. Roll Call  Vote:  Dave J. Brandner-Yes; Laura Holmes-Yes; Greg Knight-Yes; Peggy Kraschnewski-Yes; Christine Weix-Yes; Dave Roiger-Yes; Mike Bub-Yes; Clem Johnson-Yes (8 Yes; 0 No) Motion Carried.

 

 

Bid Award - 2020 Capital Improvement Project(s)

 

Bids for the 2020 Street & Utility projects were opened on March 5, 2020.  The bids were structured as two separate contracts.  Contract 1 consisted of the reconstruction of Perkins Street.  Contract 2 was for the watermain bursting on South Whelen Avenue.

 

Bids received were as follows: 

 

Bidder

Contract 1 Bid

Rank

Contract 2 Bid

Rank

Francis Melvin Inc.

$617,211.13

1

No Bid

 

Switlick & Sons, Inc.

$622,722.30

2

$241,804,00

1

A-1 Excavating, Inc.

$666,997.00

3

$247,966.00

2

John S. Olynick, Inc.

$682,731.20

4

No Bid

 

Haas Sons, Inc.

$689,923.99

5

$257,459.80

3

Gerke Excavating, Inc.

$796,923.99

6

$331,244.85

4

 

 

Greg Knight moved, Peggy Kraschnewski seconded a motion to accept Ayres Associates, Inc's (the City's engineers) recommendation and award Contract 1 (Perkins Street) to Francis Melvin, Inc., the lowest responsible bidder, in an amount not-to-exceed $617,211.13, and Contract 2 (watermain bursting on South Whelen Avenue) to Switlick & Sons, Inc. in an amount not-to-exceed $241,804.00.  Roll Call Vote:  Dave J. Brandner-Yes; Laura Holmes-Yes; Greg Knight-Yes; Peggy Kraschnewski-Yes; Christine Weix-Yes; Dave Roiger-Yes; Mike Bub-Yes; Clem Johnson-Yes (8 Yes; 0 No) Motion Carried.

 

 

Bid Award - 2020 Public Works Material & Equipment

 

Dave Roiger moved, Laura Holmes seconded a motion to award the Public Works material and equipment needs as follows:

 

Successful Bidder

Material/Equipment

Successful Bid

Francis Melvin Company

Concrete 7-Bag Mix (4000 PSI or Greater)

$95.00 per cubic yard

American Asphalt

Bituminous-Surface Coarse (Medford)

$71.49 per ton

American Asphalt

Bituminous-Binder Coarse (Medford)

$66.67 per ton

Jensen & Sons

Jensen & Sons

Blacktop Patching (4” Prepared by City)

Blacktop Patching (4” Prepared by Contractor)

$120.00 per ton

$150.00 per ton

James Peterson, Inc.

¾ inch Crushed Gravel

$9.62 per yard

Mark Christianson

Screened Topsoil

$14.46 per cubic yard

James Petersons, Inc.

Crushing Recycle Pile

$3.95 per ton

Francis Melvin Company

¾” Washed Rock

$15.25 per yard

John Olynick Inc.

1 ½” Washed Rock

$10.00 per yard

Francis Melvin Company

Francis Melvin Company

Precision Dirtworks

Francis Melvin Company

Francis Melvin Company

Backhoe-Bucket Size @ ¼ cubic yard*

Backhoe-Bucket Size @ ¾ cubic yard*

Backhoe-Buck Size @ 1.25 cubic yard*

Backhoe-Bucket Size @ 1.5 cubic yard*

Backhoe-Bucket Size @ 2.5 cubic yard*

$115.00 per hour

$120.00 per hour

$125.00 per hour

$135.00 per hour

$195.00 per hour

Mark Christianson

Precision Dirtworks

Francis Melvin Company

John Olynick, Inc.

Smola Transit LLC

Mark Christianson

Precision Dirtworks

Francis Melvin Company

Smola Transit LLC

John Olynick Inc.

Truck & Driver-Quad Axle*

Truck & Driver-Quad Axle*

Truck & Driver-Quad Axle*

Truck & Driver-Quad Axle*

Truck & Driver-Quad Axle*

Truck & Driver-Quad Axle-Winter*

Truck & Driver -Quad Axle-Winter*

Truck & Driver -Quad Axle-Winter*

Truck & Driver-Quad Axle-Winter*

Truck & Driver-Quad Axle-Winter*

$85.00 per hour

$85.00 per hour

$92.00 per hour

$95.00 per hour

$100.00 per hour

$95.00 per hour

$95.00 per hour

$98.00 per hour

$115.00 per hour

$110.00 per hour

Precision Dirtworks

Bulldozer

$100.00 per hour

Lakes Asphalt

Crack Sealing

$1.21 per pound

 

 

 

 

 

 

*The City accepts all backhoe and truck & driver bids.

 

Roll Call Vote:  Dave J. Brandner-Yes; Laura Holmes-Yes; Greg Knight-Yes; Peggy Kraschnewski-Yes; Christine Weix-Yes; Dave Roiger-Yes; Mike Bub-Yes; Clem Johnson-Yes (8 Yes; 0 No) Motion Carried.

 

 

Bid Award - 2020 Street Striping

 

Bids were solicited for 2020 street striping.  The following bids were received:

 

Crowley Construction

$18,785.00

Farner

$29,500.00

Jensen & Son

$ 6,626.72

Lakes Asphalt Maintenance

$ 6,652.00

 

 

Dave Brandner moved, Laura Holmes seconded a motion to accept the low bid submitted by Jensen & Son in an amount not-to-exceed $6,626.72.  Roll Call Vote:  Dave J. Brandner-Yes; Laura Holmes-Yes; Greg Knight-Yes; Peggy Kraschnewski-Yes; Christine Weix-Yes; Dave Roiger-Yes; Mike Bub-Yes; Clem Johnson-Yes (8 Yes; 0 No) Motion Carried.

 

 

Bid Award - Wisconsin Avenue Repaving Project

 

Bids were solicited for the 2020 Wisconsin Avenue repaving project.  One bid was received.  The bid was submitted by American Asphalt in an amount not-to-exceed $45,124.00.  Funds for this project were allocated in the Construction Overlay account (#43-56320-36710).

 

Dave Brandner moved, Clem Johnson seconded a motion to accept the bid submitted by American Asphalt in an amount not-to-exceed $45,124.00 with funds for this project allocated from the Construction Overlay account (#43-56320-36710).  Roll Call Vote:  Dave J. Brandner-Yes; Laura Holmes-Yes; Greg Knight-Yes; Peggy Kraschnewski-Yes; Christine Weix-Yes; Dave Roiger-Yes; Mike Bub-Yes; Clem Johnson-Yes (8 Yes; 0 No) Motion Carried.

 

 

Pool Rental - Rib Lake School District

 

Dave Roiger moved, Clem Johnson seconded a motion to approve the Rib Lake School District’s request to rent the City’s swimming pool from June 29 through July 3, 2020 and July 6 through 10, 2020 upon sufficient student interest (Monday-Friday from 8:45 AM to 11:15 AM) at a total cost of $4,313.80 or $431.38 per day. (The City will provide one manager, five lifeguards, and no locker room attendants.) Rib Lake School District will provide the instructor.) Roll Call Vote:  Dave J. Brandner-Yes; Laura Holmes-Yes; Greg Knight-Yes; Peggy Kraschnewski-Yes; Christine Weix-Yes; Dave Roiger-Yes; Mike Bub-Yes; Clem Johnson-Yes (8 Yes; 0 No) Motion Carried.

 

 

Issuance of Operator's (Bartender's) License(s)

 

No applications for operator's license have been submitted, thus there are no licenses to approve.  No Action Taken.

 

Creation of an Assistant Police Chief Position & Funding for the Same

 

 

As you are aware, President Donald Trump has declared a national health emergency.  In order to stand ready, the Mayor is requesting that Council create an Assistant Police Chief position. The wage for this position would be the same as the current Police Chief’s wage. If approved, funding for this position could be allocated from the City’s Undesignated Unreserved fund. Current Police Chief Carey has indicated his willingness to assist law enforcement during this time of emergency. Should Council approve this position, the Police & Fire Commission would need to appoint Mr. Carey to the position.

 

 

Dave Roiger moved, Peggy Kraschnewski seconded a motion to approve the creation of an Assistant Police Chief position at the current Police Chief's salary with monies for the position allocated from the City's Undesignated Unreserved fund.  Roll Call Vote:  Dave J. Brandner-Yes; Laura Holmes-Yes; Greg Knight-Yes; Peggy Kraschnewski-Yes; Christine Weix-Yes; Dave Roiger-Yes; Mike Bub-Yes; Clem Johnson (8 Yes; 0 No) Motion Carried.

 

 

Proclamation of Local Emergency

 

Both the State and Federal government have declared a State of Emergency due to the COVID-19 pandemic.  Mayor Wellner is requesting the City also declare a local state of emergency.  Pursuant to Wisconsin Statutes 323.11 and 323.14(4)(b), allows for a municipality to proclaim that emergency conditions exit, and  if it is necessary and expedient for the health, safety, welfare and good order of the municipality.  Declaring a local state of emergency, the City will be prepared to react quickly to changing circumstances and open necessary service in order to protect the community, co-workers, and families. 

It will allow the Mayor to authorize emergency purchases of goods and materials, authorize emergency purchases of services, enter into intergovernmental agreements for necessary mutual aid, and authorize emergency costs to the labor force. 

 

Greg Knight moved, Clem Johnson seconded a motion to approve a proclamation declaring a local state of emergency that allows the Mayor to authorize emergency purchases of goods and materials, authorize emergency purchases of services, enter into intergovernmental agreements for necessary mutual aid, and authorize emergency costs to the labor force.  Roll Call Vote:  Dave J. Brandner-Yes; Laura Holmes-Yes; Greg Knight-Yes; Peggy Kraschnewski-Yes; Christine Weix-Yes; Dave Roiger-Yes; Mike Bub-Yes; Clem Johnson-Yes  (8 Yes; 0 No) Motion Carried.

 

 

Coordinator's Report

 

The Coordinator's report was as follows:  (1) An update on the public works projects was given.  (2)  An update on the Electric Utility projects was given.  (3)  An update on the Wastewater Utility projects was given.

 

Communications from the Mayor

 

Upcoming Meeting Schedule - The upcoming meeting scheduled was distributed. The following meetings have been canceled:  (1)  March 18, 2020 Medford Area Fire Commission meeting; (2) March 19 and 20, 2020 TDS Telecom information meetings; (3)  March 20, 2020 Medford Area Development Foundation meeting. (4)  March 23, 2020 Committee of the Whole; and the (5) March 25, 2020 Recreation Commission meeting.

 

Adjournment

 

Clem Johnson moved, Dave Brandner seconded a motion to adjourn the meeting at 7:05 PM.  All in favor:  All Aye.  Meeting Adjourned.

 

Respectfully Submitted,

 

Virginia Brost

City Clerk, WCPC/MMC

 

 

Council Approval:  ___________

 

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639 S. Second Street, Medford, WI 54451

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