like to change the item number nine from attorney client Clos session for Township Administrative Office upgrades to an open session discussion regarding uh a proposal uh for services from tkda okay then we're also adding consent agenda items 5 B and C yes sir and we just have a couple of supplements for item 6A and 7A that is correct as well all right uh can I have a motion to approve the agenda as amended so moved I'll second motion's been made by rusek second by mun uh all in favor say I I I I all opposed that motion carries uh second item is to approve the payment of the bills do you have a chance to sign off that sheet I did I'll move to approve all right now second motion been made second all in favor say I I I all opposed that motion also carries item number four approval of the minutes of February 20th 2019 any additions deletions uh I'll move to approve the minutes uh there were a couple minor typographical Corrections that the the uh clerk Treasurer says have been corrected so with that I will move to approve I second motion's been made in second I all in favor say I I all opposed that motion carries all right item number five consent to agenda there are three of them Scott would you like to go through them all right consent agenda 5A GIS implementation authorized tkda to prepare a presentation for the March 18th 2019 Town board meeting 5B conditional use permit request at 2401 Buffalo call a public hearing for Monday April 1st 2019 at 7 p.m. to consider a request for conditional use permit to allow an entryway expansion and item 5 C conditional use permit and variance requests at 5508 West ball eagal Boulevard call a public hearing for Monday April 1st 2019 at 700 p.m. to consider a request for a conditional use permit and a 20.8 ft right of-way setback variance and a 42.8 in Lakeshore setback variants to all construction of a guest Cottage all right I have a motion for consent do I have a second second Mr chair discussion or request um under consent agenda item a we would like to add um authorized tkda to prepare a presentation for the March 18th 2019 or the April 1st 2019 Town board meeting so it'll be either this next Monday or the following or you could put at a later date it's up to you which works for you well don't don't quite know yet that's why I say we keep the 18s just to put the pressure on either that either of those two dates we we should have on there just for a little flexibility anyway all right well leave at March 18th we can always alter it if we have to all right does that work for a friendly addendum to your motion then bet you I'll second there all right all in favor say I I I all opposed all right right motion carries item number six old business 6A is the water meter replacement agreement you going to handle that Patrick Mr chair the township attorney uh is working on a request from Mr rusak from earlier to review the uh indemnification of the proposed agreement that is correct Mr chair I uh looked through it I think certainly you can ask to put one in and I'm just drafting up language as we speak to um send and what section would it be in uh you know it seems like a natural place would probably be around either in between five and six or after current number six right around the mutual release and not admission of liability will will that will that serve as a hold harmless basically for for insurance purposes yes that would be the idea installer yep defend and indemnify hold armless it's all good all of that M well do the board feel comfortable on uh moving on passing this with just that minor alteration I'm comfortable yep I have complete faith in the attorney will handle it properly so I'll move to approve with the stipulation that they uh get something put in there for indemnification or what have a second no second motion's been made in second and pressure's on you now all in favor say I I I all opposed that motion carries all right item 6B pavement Management program yes that be Larry and we'll defer I just want to give a little opening here to Larry it will be just a brief discussion mostly for Mr mun's uh benefit uh regarding um the feedback we got at our first neighborhood meeting uh last was it Wednesday it was Wednesday uh and our street uh management project Larry do you want to yep thank you Mr chair members yeah just to give a a a little bit of background on the the meeting itself we had roughly 30 residents show up for the meeting which is a decent showing for a Mel and overlay type project um the presentation included a pavement brief P pavment management overview um the proposed projects talked a little bit about the proposed projects for 2019 um talked about the step we around now and in studying the the areas um and then went over the process for the improvements and then we got into the discussion and the discussion um certainly with any project the costs and assessments were uh there's questions regarding that um um questions on traffic and discussion of truck traffic um and then just individual comments or questions on you know individual items for neighborhoods a curb replacement um how far Advanced the degradation is utility Replacements and that those type of things so those are kind of the general topics of the discussion um in addition to the meeting we've uh sent out questionnaires to the neighborhood and I just want to give you an update on that we we have 246 uh U properties involved in the in the project in the five areas we're looking at and of that 112 responses we have to to date um which is a good percentage uh 45% right now have returned the respon the responses to the questionnaire which is um I normally see 30 to 35% um the kind of the main topics of the survey responses are you know certainly some drainage concerns um that they're seeing um there's comments supporting the work and there's comments um saying not not supportive of the work um the the not supportive seem to be Fifth Street and Hobie um say which Hobie though Hobie has got a couple segments in there I know we heard from someone on one segment of it North mhm um so we should make sure it the Hobie area is just one one area as far as we're concerned so I I guess we can look in more detail as to where those responses came from um which part of Hobie um there's concern with uh West Bal bald eagal Boulevard that came through in the survey and um you know we're are preparing the the uh kind of a one spreadsheet with all the comments um or all the kind of summarizing the comments so we'll we'll get that into the feasibility report and you'll see it as we they've got their computer on supervisors so that's uh my update for you well I know obviously your final recommendations are a little bit relying on bore samples and a final grading of the roads I know with the weather's still so brutal and all the snow any idea when you even think you be able to attempt that yeah they're still planning to do that I on another project uh um just got them completed on another project so um it's coming so they have to to call in locates and um so they don't hit utilities when they're when they're boring so um some of that some people out on the project areas might see markings um on the street as they're trying to choose uh the location of the borings but um yes uh we expect them to be completed soon plus there are a couple comments made from uh uh the neighborhood that some streets they thought were just Seal Co not recently or some streets they thought um should last longer than 12 years or whatever it was you you documented most of that and you're ready to address those concerns yes uh we're we this like you said the soil borings will help tell the tail on what's Happening um some of those streets that um are degrading at a faster rate um you know we have to explore that with the study so because it's hard to say I mean it's like looking at a house you don't know what's under the coat of paint till you peel it so yeah I you did a pretty good job of trying to explain that to the residents so I hope they're patient enough to give you a chance to sit down and actually show some stats on what we're doing so yeah so we'll have another neighborhood meeting with them after we've completed the study and then we'll have a lot more answers for them then okay uh Larry I have a couple questions for you one um is if there is one of these um cells that we're talking about uh doing road work on that is convinced to be falling off the the project list for 2019 do we have a backup contingency to add something else in next the next I'm okay I'm just no I I'm just trying to figure out if instead of having three projects we ended up with two projects that we really want to have as long as we're doing our our feasibility do we need to add some have something in contingent to add and start yeah no it would we would have to start the process over if we edit another Street segment um and get get quotes for borings and study and um so there's no Advantage advantage to doing that now no no and I you know I wouldn't know what to to select we we chose these uh streets specifically because of where they're at in their life cycle and um um the other Mill and overlay candidates I think we have a few more more years before we need to do them so why not take advantage of those few more years well I guess where I was going was because of what Ed had said about uh questioning that it was seal coded so many years ago why it's a short amount of time based on your graph of life cycle and yes you had some answers as to why how they degrade at a quicker rate than this and that but I I didn't I just wanted to make sure we are comfortable that that if we decide as Hobie as an example the whole area that is what we're considering is the whole area not taking two-thirds of it and just dropping off one portion of it it's the whole thing yeah that's what we're studying now now it's it it'd be the board's decision if if any of the projects advance or some of them um not Advance um or parts of them not Advance um but we will have more those answers on costs and what's going on with these streets um in about a month month and a half then the other part of this is there any advantage for the next meeting to isolate It Out by these different areas like if at 6:30 you're talking only about Hobie so those people only have to hear that part versus Western Woods or or fourth and F are the issues going to be exactly the same they're going to be very similar I guess the only one that's a little bit different is uh um White Bear Parkway cuz that's a little bit different Improvement um we we may get back to a millon overlay depending on what we find with with the boring and Coring of the the pavement but uh if that turns into a Reclamation project versus a um a Mill and overlay maybe that one would be a little bit different well what I was trying to hopefully get at is if if if you get one neighborhood that is more for it than against it you know do you lose some Advantage if there's a lot of another neighborhood where they're all against it yeah and then all of a sudden you got this ground swell of everybody being against it so I was just trying to see if there was a way you could isolate it when you're talking about specific neighborhood even if the issues are the same um we can as a profitability I we can think about that yes something to think about SC any questions you know you brought up wper Parkway um I I think the residents were uh maybe not informed well enough that exactly how much the commercial properties are assessed compared to the individual residents so I I think they're they're feeling like they're not they're they're brunting too much of the burden because of that road with industrial stuff on there so we got to really kind of maybe get a better understanding of how that impacts them too yeah and I I mentioned that they the other commercial property will be assessed we haven't broken any of that out yet right but I I don't you know I know it's a formula but yeah you might be yeah you might want to be ready to delve into a little that more in detail too sure that's a good point uh Dale you got anything else d you were I mean you were there MH no I would agree with everything that's been said there were residents were concerned um you know there was traffic brought up there was drainage issues but I think a lot of the drainage issues will be addressed with the mill and overlay too so they won't be an issue anymore did you go back and look at some of the issues that were brought up about roads being done I mean some people's memories are a little foggy when it comes to that too you know yeah no they Fifth Street was done last year but again it's more of a surface protection to extend the paving life but um not knowing that we're with Larry's got this proposal that's great we're going to extend that life of that by addressing that sooner than later so we don't get to the point of reconstruction so and we the plan is kind of formulated here at the later part of this year versus earlier so I went ahead with the the preventive maintenance on the not knowing for sure where the program was going another qu the bald on the question are you mentioned Bal West Bald Eagle Boulevard is that relating to when is it going to be resurfaced okay so we we should be able to get that a better answer on that based on what we were told in the last month so y the county is going to do West B Eagle north of H2 this year north of H2 yep and I I mentioned that at the meeting all right anything else no thank you other comments right uh let's see it's just informational correct all right yes item number 6 C the HR project update yeah Mr chair um we did complete um uh submitting our Antiquated employee handbook to TMR a couple weeks ago with uh staff comments regarding what's uh applicable anymore um back to MRA we did get that back with comments which I which I shared with the board uh last week um I would like permission to advance with that project um tried to get a whole of chat on did ask him but of course he's gone um but I just heard back from our MRA representative today anyway uh regarding what it's going to take to have uh our employee manual brought up to speed um if you'll recall the town board did allow for up to $144,000 in the HR project this this huge part of our project will still only cost us about $1,000 and we have discovered there were at least five to six items in that employee manual that we are out of compliance with Statewide and federal that we need to get up to date immediately um so I would like to be authorized to get going on that endeavor as phase one you have a a timeline on that yeah uh if I give them word tomorrow we should have a edit for you to review no later than April 1st your first meeting in April um question I I I mean I this is a step that we need to move forward on but do is there any part of this that is going to be impacted by our Labor Management agreement with our Union uh the actual you mean the contracts is is it yeah whatever they come up with are we going to have to get go through that share with them and approval by them or the union repres need to get approval it would make it a lot less clunkier if we coincided with the language of our existent labor contracts so your plan is to coordinate correct that is correct um so this is phase one and I actually have a phone conference with the people who will be doing the actual audit of our HR processes on Friday uh and I will have a quote for that for you to approve at the March 18th meeting so I'm hoping to have all this uh all of this completed probably by the end of May so tonight are are you looking for just approval to to move ahead of what you call phase one or to authorize phase one but is that authorizing money yes to spend yes in addition to yep up to we'll put it up to $1,250 right SC got anything nope and the board will be giv edits and drafts for their approval before it is submitted officially and in proper HR procedure each one of our employees will sign off on that official version going forward we don't have that any existence right now I'll move to make a motion to move forward with what we will call phase one of our HR project uh with a uh with M to a cost cost up to $1,250 I'll second that all right motion's been made in seconded all in favor say I I opposed thanks folks all right all right item number seven a lock up we have a public hearing for 5518 and 5520 Shady Lane uh first order of business here would be any a motion to wave the reading noting it's been properly published so moved I'll second motion been made in second all in favor say I I I all right Tom uh I'll tell you you give me a motion to open the public hearing so moved I'll second all favor say I I all right Tom all right two properties involved here located in the R1 residential suburban suburban residential zoning District this is Shady site Lane right here this is over on the east side of Bald Eagle Lake Taylor Avenue Road this side here thank you so again it involves two properties on Shady Side Lane 5520 5518 both under the same ownership and the plan here is to well there's three requests being proposed here one a lot line rearrangement and two variances to allowed demolition of this home at 5518 with reconstruction utilizing the same uh Foundation that exists a small 12 s ft portion of that on the east side no I'm sorry on the south side is is located only 5T from the side Lot line minimum side setback requirement is 6 ft in order to reconstruct on top of an existing Foundation a 1ot side yard setback variance will have to be approved for this section right here second variance being proposed is a right of-way setback variance for this garage here proposed to be 10 ft off of the Shady Side Lane RightWay 35 ft RightWay setback is required for structures that's a 25 ft uh RightWay setback variance as part of that again they're taking down the existing home home removing an existing Garage in this location right here real close to the right of way also relocating or demolishing existing shed and taking that out both of those to be replaced by this proposed garage so two variances involved with that RightWay setback variance sidey yard setback variance and then thirdly it's a lot line rearrangement being requested and what they supposing to do is essentially take this portion of 5520 this triangular piece right here detach that from 5520 add it to 5518 that's called a minor subdivision or a lot line rearrangement purpose of that and this is reflected on the survey right here this is that triangular shape parcel right here so you can see a good portion of the garage is proposed to be on that uh newly reconfigured lot currently 5518 is a lot that is 7860 square ft in area with the Triangular Detachment from 5580 in addition to 5518 that lot will become 9400 78 ft in area getting close to the town's minimum lot size requirement of 12,000 Square ft meanwhile 55 520 here that will far exceeded the uh minimum lot size requirement a little bit over almost 32,000 Square ft in area so again three actions being requested here tonight first off a a minor subdivision or lot line rearrangement then secondly the uh 1ot side yard setback variance and 25t rway setback variances both the variance board and Planning Commission reviewed the uh proposals and did recommend approval of the variances and minor subdivision as requested Tom is uh is it possible to split 5520 again in half oh has there even been talk of that or does this there's been no talk of that I mean potentially you could do something like this and it also abots Hugo Court here well that's I'm kind of curious if that if that was brought up or if this impacts that lot split if this what they're doing now would that affect if they ever wanted to split it up again well yeah I don't think this piece is just because of the location right here if they were to do another subdivision it' have to be in this open area here I'm not sure what the too is or if it's wet or not but uh I guess potentially you could see a subdivision here and access here or access here would take variances either way so it's not very clean okay but there has not been any discussion of that all right yeah you got anything nope Steve you at Planning Commission I I don't think I was at was I at this one I don't remember if I was there actually I don't remember where was at this one um no I have no other questions I did read through it I thought they covered the items that need to be covered so no I have no questions all right hearing no questions from Tom I need a motion to open up for public comment so moved I'll second motion's been made and seconded uh all right anyone here to speak to the subject I'm here just proxy to my parents but I think Tom well if you'd like to just come up to the mic just introduce yourself and your address I'm Tom I'm just proxim for my parents this is their property but I think Tom you know encapsulated everything that needed to be said so I have nothing to add on that unless you guys have any questions for me well the reason I asked about another split is because it's a big lot yeah and I don't I guess I haven't seen the actual backside of that if it's even possible to split again I was just wondering if this split is impacting you for maybe another F future split but yeah I mean it is dry and buildable but that's at this time there's there's no discussion to demise it again okay I don't think there will be if at all for a long long time okay all right any other questions to the applicant no all right um thank you no one else wants to address the issue I need a motion to close the public hearing so moved second motion been made in second all in favor say I I I all right that motion carries um can I just ask one question Tom Tom to Tom could I just Direct one question at a time sure so right away the RightWay is still there the road RightWay is still there it's just going to be 10t off it will be because that that area is we're getting tough with snow yeah it'll actually be better it'll be 10 ft separation from here this is the road here to the garage currently there's 3ft separation in this location right here so it gets a little bit better well just looking up in the end it's always been a challenge is that where you just usually pile the snow um well no I think they go up and in dog leg to the left I'm just trying to I I I don't really know I just making sure we got the right away still there and a little bit of storage in the right away so we haven't lost anything that's all is verified not losing any right of way don't have much to start with it's only 20 ft wide but it's not getting any smaller right that it d That's it yep all right any final questions no then I'd be looking for a motion for 5518 and 5520 Shady Lane all right based on the variance board Planning Commission and town staff review and recommendations approve the 25 ft RightWay setback variants the 1 foot side yard setback variance request and the request for minor subdivision SL lot line rearrangement at 5518 and 5520 Shady Side Lane to accommodate construction of a new home with detached garage I'll second that motion been made in second and all in favor say I I I all oppos all right motion carries all right thank you all right moving on item 7B we have 5858 C Road a conditional use permit request to allow cell tower antenna Edition Patrick you taking that one or Tom you yeah this is another uh conditional use permit reviewed by the Planning Commission so we've got uh let's see if I can zoom this in a little bit better here okay so we got i35e over on the east side of the property hey Tom before we start uh this is a public hearing yeah I need a motion to wave the reading so moved I'll second motion been made in second all in favor say I I I opposed and then I need a motion to open the public hearing so moved second motions made in second all in favor I all right sorry now you can continue okay thank you this is a got zoomed in on an aerial photo of the SMC buildings on Centerville Road here 35e on this side two buildings that they have they also have a 130 foot high cellular phone monopole that was approved under a conditional use permit by the town well quite a few years ago and they are asking approval of a conditional use permit to modify that uh structure a little bit it was constructed in 2005 this is industrial zone property uh there's only one carrier on the on the cell right now or on the tower right now and that's at 120t height they've got a second carrier who's looking to uh add additional antenna at the 100t height so when this this was reviewed and approved by the township again back in 2005 uh one of the requirements was if you're going to if we're going to allow a monopole it's got to be set up for additional users if necessary one of the conditions of approval so again this is a second user uh proposed to locate on the monopole there is a uh uh ground level fenced area that does have some mechanical equipment to this will be expanded as part of this project also so it's not putting up any uh new poles or anything it's simply just locating more antenna on the existing monopole 20 ft lower than what's there now uh these monopoles are a conditional use in the i1 zoning district and therefore a conditional use permit needs to be approved uh to allow the addition of the antenna structure and also the ground level equipment in the fenced area uh just below the monopole reviewed by the Planning Commission uh recommended approval of a conditional use permit for this you run me by the players here it is it SBA corporation that owns the poll at least from all these documents that's all what I can gather if I were to guess and it's a little bit of a guess I believe that SMC owns the poll and leases it to SBA okay then SBA has uh looks like T-Mobile on it right now sounds correct and Sprint is the one who wants to add could be yeah all right so I got kind of all the players down here I think so and do they maybe it's not our concern but does Sprint and T-Mobile have to have an agreement between them and the owner of the poll or how does that work I'm not aware of that they need to be compatible obviously and work together um but I've not not run across that before I think the leases are with the owner of the P okay so SMC is dealing with lease agreements with both carriers all right or their agent SBA here well this seems confusing with all these players and who's who's who yeah our attorney are you familiar with any of this or not on how this process works I mine would be a guess as well but I would assume that yeah the carriers would contract directly with SBA or or whomever to for the lease agreements that would be my understanding because SBA Communications uh they have an agent so that's who's kind of coordinating this whole thing and T-Mobile was one now they want to add a second so it's not our skin in the game all right well as long as Township doesn't have to be involved in any of those contract agreements so no okay the Town has a number of cell phone users on water towers and the monopole at the Town Hall but no this is a different contract private contract all right any other questions for Tom no all right I need a motion to open for public hearing so moved I'll second that Mo been made in second anyone here to speak to the addition to the poll going once going twice all right um motion to close so moved a second I motion made and second and and Carries all right uh I don't would uh Steve you do this did you look at it at the Planning Commission yes so based on the Planning Commission and town staff review and recommendation approve the conditional use permit SL zoning certificate with attached requirements for 58 58 Centerville Road to allow for additional antennas on the monopole I'll second that Mo should been made and second and all in favor say I I I I opposed that motion carries all right moving on into new business item 8 a the Hammond Road water tower painting who's going to take that one over here all right Larry thank you Mr chair board members the Hammond Road Water Tower it was built in 1982 and the paint on the water tower has reached the end of its useful life um as a part of your Capal Improvement plan this Tower is scheduled for for repainting this this summer um plans have been prepared and it's ready to be go out for a bid um the work will involve repaint repainting and it should take roughly 3 to four months to complete the painting um um needs to happen in uh with the uh uh humidity and temperatures in the correct range and then it needs also needs the proper cure time for for the paint um some minor repairs are also um planned for the water tower including a concrete floor replacing aerial lights on top of the tank um valve and uh improvements to the service door um we're looking to try to get bids uh get it out for bid and and receive bids on March 27th and then would come back to the town board on April 1st for your consideration um so really tonight is approving the plans and specifications and authorizing advertisement for bids for the Hammond Road water tower painting Larry how you coming with uh negotiations with the cell towers yes there's one um one carrier I think it's Sprint on the Water Tower and I can speak a little bit to that Jim has talked Chad and Jim have worked with the carrier and it seems like everything's fine there's they're going I mean we had an issue last time on the last so I want to make sure we avoid the I compli my understanding we don't have an issue with this C with the agreement unlike the last talk I agree I I understand where you're coming yeah I just don't want to get caught up in that again there's there's notes in the plans uh um saying that coordination needs to happen with uh with Sprint as a part of um the plans and specifications so they're aware that they're going to have to take down set up a temporary and re establish it once it's painted the coordinating with the telecommunications companies on removal replacement or protection of equipment during painting okay now they are fairly confident they won't have any service loss or that we're not going to have to guarantee that they won't have any service lws cuz I think that was part of the the issue the last time well the con I I think there was contract issues it wasn't clear as to whose responsibility it wasn't and I'm my recollection is this is being a different contract is much clearer of our responsibility versus their responsibility and so I know contract say concern would be cost and to my understanding there's no cost for the removal and replacement all right as long as you guys are comfortable with making sure we're not going to have another conflict with that that all right any other questions that's a loaded question yeah all right looks like we uh have two motions here uh one approve plans and one authorize advertising yes then I will make a motion based on the town engineer review and recommendation to approve the plans and specifications second I'll second that motions been made in second all in favor say I I I and number two based on Town engineer review and recommendation authorized advertisement for bids noting that the bid opening date is Wednesday March 27th 2019 at 11:00 a.m. at the township administrative offices oh good catch all right do I have a second I'll second that motion been made in second all in favor say I I I all right uh Le that all right moving on item 8 B Public Works service door canopies who's going to tackle that one that's going to be me chairman Pon and SAR mun and uh boy Steve whoever why am I having the say the other he's not here so that was a struggle but anyway we'll go on uh the Tom board approved uh that was painful yeah this will go better uh the the tone board approved the um Public Works can be revised plan specs and authorized advertisement for quotes uh back in January on January 23rd 2019 meeting the project was advertised in the uh this is regards to the public works canopies over the service Stores um advertised in White Bear press on the 30th of January and the 6th of February quotes were due on the 25th at 4:30 p.m. uh to the TM Administration Building three quotes we did the town received three quotes one of which was withdrawn by the contractor SJ Anderson Construction has chosen to withdrew their withdraw their quote um the two remaining uh quotes were from Cobra construction and parkos construction Cobra con Cobra construction was the low quote at 29,45 68 and parkos construction company was the next bidder at $69,500 um I did T I did you know I'm recommending the uh approving the code from Cobra construction I have verified that they understand the scope of the work involved with the construction and installation of the canopies there was the bidder with Drew did not understand the bid documents and had not visited the site so um so I was assured by the Cobra construction they had reviewed that and that they could do the work for the amount of the quote uh there is 35,000 designated the capital building fund for the project board action and requesting is to accept the two quotes and to uh accept the rejection of the one quote and accept the other two quotes uh and to approve the quote from cob construction for 29,45 68 for the construction and installation of the canopies over the two service doors at the Public Works building I hope it a confus body it always amazes me how far apart these quotes can be I was going to say that was huge difference between the two It's just sometimes it's like I I don't understand but all right well I guess that's well within our budget uh any questions to Dale well I I because of the huge discrepancy in those kind they when you put the bids out I mean is it were they identical as to what the scope was going to be on this yeah well they the plans were identical they reviewed viewed and they both had seen the building okay where the other individual hadn't gone and investigated some of the there's there's some incidental work moving electrical and saw cutting that what that's just identifi as incidental with the project that the other vendor with didn't understand so and is go ahead this may be a reflection on how well the economy is too though people are busy they don't need the work and if they're bidding the work they don't they don't seem to care if they get it or good point there that that is there's some truth to that and um actually Cobra had bid if you remember we had another we had quoted this out earlier last summer late last summer and we only got the one quote and it was from Cobra this one is about 10,000 a little less this time so from really yeah yeah so what kind of time frame are we looking at for this well the work I'm hoping obviously with the snow on the roof it'll probably be May before they really they'll order up material they'll get going on the ordering the materials there's some I beams they got to order and steel for the canopies uh don't get me so that will happen I uh it just the actual installation might not take place till the snow is summer time there's a that's why they're they're putting these Dons to prevent anybody from getting hit and we ran the idea of just requiring helmets by OSHA but yeah didn't work good idea is this going to interfere at all with your uh uh Public Works duties no no we'll be able to accommodate the construction of those all right any other questions uh looks like we're going to break this one up into two motions also the receive of the quotes and award the quote I'll uh move based on public work director's review and recommendation to receive the two quotes I'll second that motion made second and all in favor say I I I oppos motion carries second one is the award the quotes to COBRA I'll make a motion based on the Public Work Director review and recommendation award the quote to COBRA Construction Inc in the amount of $ 29,43 68 for the construction and installation of canopies over the two service doors at the Public Works building with funding from the capital building fund I'll second that motions made in second in all in favor I I all right motion passes all right moving on item 8 C the 2019 seal coat project that's me that's Scott and yeah I know I'm Steve I'm I'm going to skip the formalities and stick with the program you SK just say you guys sorry no I know I deser anyways if you're ready for me to present I'll start on the seal Co project so the 2019 Seal Co project um as part of our infrastructure Management program we do do mainten routine maintenance on the pavement surfaces within the town and by doing that we can extend that pavement life a little bit a little bit not as much as a Mill and overlay but we can uh extend those intervals between Mill and overlay based on those early seal coat applications that being said uh and it again it's a timing thing but this the scope of this year's project uh will be the area there's some un completion of the area east of 35e north of otter Ridge Road and West of Otter Lake Road along with uh several other Street segments or areas all the streets within the Birch Pond Town Home Association will be done this year the area east of Portland Avenue and north of Buffalo to Silver Fox will be done and then uh the area on the west side of Portland Bloom Road Morgan Trail and Border Pine Court will be completed and then liel Street uh will be completed this year and then there's another section just south of Stillwater street from Mod Lake Road to me park to to the railroad tracks that's going to be completed also and there's Maps I did have the maps in there but there are you you've seen the maps when I got the uh authorization to go ahead and bid advertise for bids seal bids and uh so based on that we uh advertised for the project in the on in the white press on February 14th and February 21st sealed bids were open on February 28th at 10: a.m. in the town administration building we received three bids and they were from Allied blackt company Aztec Corporation Pearson Brothers there's a bid tab attached um Public Works staff is uh recommending that we um that we go ahead and W the this year's project to Alli black top company for 12,956 77 the funding for that will come from the fund Improvement fund 505 we have $150,000 budgeted in for seal coding this year crack seal coding crack sealing and may if any necessary engineering cost which I don't foresee my estimate was a little lower than the low bid so I guess I want to bid this year but uh we uh the prices gone up a reflection of what Ed just stated the economy is doing better oil prices have recently increased considerably so they're all I seem to definitely reflected in this year's seal coat bid because I'm about 25 cents a square yard higher than last year on that so it was uh I've been fortunate to have really good prices but I I do see a trend happening now where it's higher but maybe it's just due to the increase in oil costes here recent oil cost costs recently do we have any carryover from last year or did we use all of our budget from last year uh we used all of our budget last year so um I believe the Improvement fund has other more funding in it but it's not necessarily designated for its seal coat we don't carry that over um who did who did our project last year allied Allied did yeah yep and it's about 25 cents more yeah and it is just a typical B Alli in or some of the ASC has been got our completed our roads in I think last time they did our seal project was 2011 so it's been a while but they're just they seem to be just a little higher not as competitive as the local guys they're out of St Cloud so uh I'd recommend uh awarding to Allied blacktop for the 120,000 95677 subtracting that from the 150,000 leaves a balance of 29,000 4323 which I will be coming back to you for approval to uh for crack sealing I have an estimate of crack Zing of 25,000 and I'm hoping that number is good for this year um and quotes as I said will be brought to tomb for approval at a future meeting for the crack sealing of course the crack sealing would be completed before the seal coding but I wanted to get our bids out as early as I could so we could get the best prices on the work so my uh requested action is to accept bids and award the 2019 Seal Co contract to Alli blacktop for 12, 95677 all right any questions my ongoing question about timing you'll make pretty much make sure that they will not be out there before the crack of dawn cuz last year that was I know you weren't around but that was definitely an issue so as long as long as you make sure that's clear in in the contract that they are not to be doing that I'm I'm good it's in there I'm not sure what happened last year different but uh with it was a crack seiling contractor and I'll make sure they are well informed this year fantastic do they work the weekend at all they do but within the hours normally if they do it's normally within the hours okay it's 7 to 10 during the week uh believe Saturday it's 7 to 6 6 yeah then Sunday is like 9 to six or something like that anyway as long as they're familiar with the ordinance Fourth of July when they were working and it was not pleasant yeah and they started early they started very early so they had some weather issues before I think that's where they got kind of backed up but yeah I'm I'm comfortable so be I'll make a motion to receive the bids have a second I'll second motions made in second all in favor say I I I and then I need a motion to award the contract I'll move to award the contract for the 2019 uh seal coat project to Allied uh uh black top company for $12,995 77 I'll second that motion made second all in favor say I I I motion carries all right moving on General business item D Stables of Whitebear Township y Mr chair um the board directed uh staff to look into the potential marketing and sale of the uh Stables uh White Bird Township um in a certain Manner and asked that we consult with uh Bill short uh as well as uh Kennedy and Graven who have been our legal counsel for this type of project we met with them shortly after the last Town board meeting um what do you have in front of you uh is a review uh of what has happened thus far um Tom myself Chad and uh Bill all had a phone conference with Jenny is it cander Bol B Bolton I'm sorry I'm getting mixed up um where we explored a variety of of options for the township we have not we asked her for some legal rulings on a few things we have not received those yet so essentially I don't have any action for you tonight um when we get a legal opinion uh on our discussion topic surrounding Stables uh we will present you with a timeline and some action items as well but I just wanted to bble to submit this to let everybody know where we are in the in the process thus far so basically this um memorandum he has with the seven items mhm are just for right now suggestions yes okay we are going to wait until we are given direct Direction I just want to be certain about that because there's a couple of them here I have some issues with so yeah uh I I think at our next meeting not only will we have uh a legal direction we will have a timeline that addresses each one of these for you to take into consideration fact because we are I've got the timeline already I just didn't feel like it was appropriate to present it this evening until we have legal Direction all right it's just we're we're moving into Construction even though it doesn't look like it outside we're we need to move on this um okay the judging from our conversation uh with Kennedy and Graven there's a slim chance this is going to happen this year for a variety of legal reasons uh you're talking about just the this list of things we're trying to accomplish or the actual sale of the property the actual sale development yeah the development pushing is just just uh based on a timeline you know we'd be looking probably fall construction at best at best for probably home construction next year so you're thinking if if all goes well we'd at least have a road in this thing cleaned up with a road yeah we're really pushing it but understanding that this year is the timeline we're we're working towards that no way of Expediting this we'll see what you're pressing we've been we've been hounding for this for a year now so um the board has expressed reservations um about proceeding with this project uh in a manner that you've discussed we want to make sure that we have full authority to do so before we proceed okay you convince me you do the legal thing at me thank you um and Mr short uh memorandum of the 26 on the second page just if you you there's a typle in there that should be clarified because there's no such thing as a town Bond I think that's supposed to be Town board so you can just clear that up for our future sure I got you I I wouldn't be right if I didn't find something yeah I will correct that for you sir thank you so um anyway I I wanted you to have review of what's going on uh we will have hopefully a legal um Direction at our next town board meeting maybe just just to give you an idea okay we were in that discussion for almost two hours um it's a complicated what's the word I'm looking for process situation yeah at the same time will you see that this is on the uh executive meeting because it probably deserves a lot more discussion and you know it it might be more I mean it's going to eat into more timeline but it might be more appropriate to have the discussion at the executive committee when we have that direction yeah I think so all right any other questions hold his feet to the Fire come on do it yeah another real estate business that's too okay all right moving on thank you for your patience and understanding all right we're going to discuss the uh what are we going to discuss here oh the office upgrades yeah so I had Grand's uh Visions for um having or getting input from the board tonight as to how you'd like to see the security upgrades that we had uh been directed to look into this evening but uh Dale and I kind of talking offline here thinking it's more appropriate that we get we get designs in front of you to review and add your input um so the discussion doesn't need to be in close session what we need to have a discussion on uh is regarding the proposal that we received from tkda after their first proposal this is their second proposal we uh uh gave um the vendor some extra direction to scale down um what it was they were considering in the first place and we have arrived at I think uh a proposal that for the design and execution of uh security upgrades to tie into the capital Improvement of the township hall uh that we think is a little more appropriate and a little more manageable so in conjunction with this year with um replacing carpet painting the interior and doing some tiling in there as well what else am I forget well that that covers the for this year this year Y and then we would be looking into redoing the roof 2020 um but we wanted to get some efficiencies with the security aspect of it while we got all sorts of moving Parts within township hall which makes perfect sense um what we have TKD has proposed I'll I'll get a copy of this to you all here shortly um they have proposed that they be the or they administer the ad the management of the design concept they'll have kickoff meetings they'll meet with the town board uh they'll prepare two preliminary design options for you to have input on um uh prepared design uh or product research design review and calls with staff about how to proceed uh and a final submitt that's in their initial task description uh their budget uh proposal was 20,500 that is less than 20% of our overall Capital Improvement budget um and that's just for the design portion of it uh this was improved considerably from the first one um they have some additional work uh that might be necessary up to and the initial proposal was about 180 hours total um they have some additional additional work that might be necessary in terms of uh presenting the design especially after we've gotten feedback from you folks up to 56 hours that could make it about 26,000 uh but Dale and I talking don't think that it's necessarily going to get to that point but if it does we'll bring it to you first so essentially what I'm saying is that of our total Capital Improvement project around township hall for this year this is going to be close to 20% of that total budget um but we think we can we can get it done with this as part of that project um Patrick are they exploring any other Municipal Building uh designs that they have already implemented this so we're not Reinventing the wheel are they looking at I don't know what's what's around here that would even compare to how our buildings laid out but we have a pretty unique building I mean if it's not it's not your usual stagy Municipal Hall it's um my youngest calls it my work Lodge so um the the initial design didn't have um Security in mind so I think we've got some challenges in terms of how we're going to rearrange space um but she did reference um having examples not necessarily of other municipalities but of other buildings that they have done uh and she didn't seem like she was too overwhelmed with what we had available in terms of reworking it so all right so there's no major hurdles we're just going to have to okay father's going to ask the question how do we know this is this it's I'm still it's I got sticker shock still higher than than I would think but how now no disrespect but how do we know this is even competitive with only one one bid for a designer or it's a good question manager is there any advantage to looking to see just for peace of mind that that we're in the ballpark here I mean only we only got one we got tkda that's it and they're sitting right next to I realized that that's why I said it's uncomfortable I but but it's a unique project and I don't know it is a unique project I mean I agree with you it's very open and Airy and it's not it was never designed with uh that safety features that I think are necessary in mind but or accessibility or accessibility um but I you know I have nothing to compare it to as far as whether this is legitimate over 20% is the the whole money set aside is if if the board would like us to shop it a little bit I mean we will I I guess I always likes to have competitive bids well I'm curious as to how you how you do shop this I'm this is kind of a I don't want to say unique but it's not exactly in everybody's wheelhouse so I don't know it might be a a quest for staff to even see who else we could even get to maybe a regular security company which would come in and and give us some ideas out of maybe maybe just even to get the the contract of selling the equipment they may give us some ideas I don't know you know I could ask I bet you I could talk with Ramsey County about yeah to see if they've got some recommendations for this type of work um you know it's fair to get some comparables I think to see what uh what else is out there um I don't want to be labeled as a person that doesn't want to go forward because this is important I just want to make sure that we're getting the best bang for our dollars understood so if if that's the board's desire I mean that's desire that's something we'll do well it wouldn't hurt to have another set of eyes look at this thing so okay that wait then you the security [Laughter] expert um and Larry if you're not too offended we'll do that I don't think Larry cares um but I I that might be healthy so let me let me reference the Ramsey County Sheriff's Department see if they've got any suggestions first of all um and then second of all we'll get a couple comparables for you and is there something you think you could have at least some more info by the exact meeting um I can give you I could probably give you an idea of what's out there okay maybe in terms of getting official submit submissions I don't know but but at least if you if we explore some other options we may have a another line of uh bidding to take so okay then that's that's fine we can do that all right anything else no uh nope all right that completes our agenda there are no added agenda items uh we have open time anyone want to address open time all right seeing none I need a motion to receive agenda materials and supplement so move motion's been made do I have a second second all in favor say I I I all opposed motion to adjourn so moved second all in favor I I we are adjourned than