excit all right it's 7 o'clock so I will call the Tom board meeting to order for February 22 2017 we have agendas tonight and the first item on the agenda is to approve the agenda Let's see we have two changes one is to add an item 5D to the consent agenda and item 7A on the agenda will be deleted are there any other Corrections additions if not is there a motion to approve the agenda as identified so moved is there second I'll second those in favor please say I I I any opposed the agenda is approved is there motion to approve payment of bills move to approve is there a second second those in favor of paying the bills please say I I I any opposed that motion passes and item four on the agenda is to approve the minutes of the February 6th Town board meeting are there any corrections uh with the noted correction uh making sure we cover the lays on appointments to boards and commissions we'll make sure that's added to the minutes okay I'll make a motion to approve the minutes with that uh change is there a second I'll second motions made and seconded to approve the minutes those in favor please say I I I I any opposed that motion passes item five on the agenda is the consent agenda and there are four items on that agenda on that consent agenda Steve would you read those please yes item 5A on the consent agenda is to ratify the town clerk's signing of the SL Circle statement of work regarding the reading of the water meters item 5B is to call a public hearing for Monday March 20th 2017 at 7:10 p.m. to consider a wetland permit at Water Gremlin 4370 Otter Lake Road item 5 C is to receive the uh monthly construction activity report and item 5D is to change the beginning time of the board of audit meeting to 11:45 a.m. on Friday February 24th 2017 I can make motion to approve those four items on the consent agenda is there a second I'll second the motion those in favor of approving the consent agenda please say I I I any opposed agenda is approved item six is old business and we have none so we'll move on to item seven on the agenda and the first item is uh uh 7B regarding the Improvement number 21 2016-2 that's a Southeast Area Sewer lining and that is the town engineer Mr chair members of the board on February 15th we had the bid opening for the lining project this is the area on the south portion of the township uh we're very pleased we had six bid and the low bidder was hydroc clean at $897,000 $14.16 uh we have had hydroc clean do work for the Township in the past I have been in contact with them regarding their bid and they are very confident in providing the work for this project they already are wanting to discuss how quick they can get moving on activities uh this is a a large project for the township we will be doing a 30,000 ft of sanitary sewer pipe um the breakout is attached showing the six bids and their totals uh this is within the engineers estimate um to uh cover with this project the pl and specifications were put together based on previous televising through the Public Works maintenance activities one of the first things that the contractor will do with this project is to go out clean all of those lines televise all those lines so we know exactly the condition everything is in and we can make the uh appropriate pipe Corrections if we have to prior to the lining activity we have a percentage of that pipe work to be done um the televising and cleaning will solidify just the exact amount so we want to make sure there will be you know some type of a contingency in the back of our minds as we go forward as we really find out the exact condition that things are at at this time but we are very pleased with the unit prices and the bids that we received uh this project does have uh the funding through the Sant sewer uh it will also be be assessed to the benefiting properties uh the maximum of the assessment for this for the entire cost of the project would be 1,217 500 uh the overall project was estimated at just over $1.7 million uh the remainder of that balance would come from the sewer fund for this project again the contractor is wanting to get started as soon as possible uh we do have a completion date of September 29th this fall uh all this work we want to get completed and set up for holding the assessment public hearings this fall regarding this work everything is laying out per our requirements and it is our recommendation to award the southeast sanitary sewer system Rehabilitation to the low bidder hydroc clean in the amount of $897,500 for a number of months now and we've review you've reviewed with us the uh Engineers concept and estimate for the project and the U bid response that we got from uh hydroc clean yep uh you have no problems it's totally in compliance with what your uh specifications were that we've been reviewing that is correct okay um when will the who's going to send out the notices to the neighborhood when we start to work here uh Mr shair board um first we'll get through the contracts we'll set up a pre- construction meeting um the township we will do uh General mailings as this project goes forward we don't know the exact dates yet until we get through contract what kind of time frame are you thinking about probably within a monthin a month I mean it's it's going to be soon and um both uh we'll sit down with staff we'll lay out as to the critical times for send in notices to everybody in the contract we have the contractor required to provide notices also as we go from area and from area to area throughout the project so everybody gets notices ahead of time um with our first one letter going out will give the residents the contractor information uh through this process that we've been holding including when we had the residential information meetings last spring people had you know questions about their private services or other things and this will we'll be able to give that information to all the residents uh our project is just the main line but if they want to contact the contractor look at stuff regarding their specific Individual Services that would be a separate activity outside of this project so you and hydroclean discussed that possibility because that that was one comment that came up a few times so correct and hydroc clean is fine with that yep they they'll great any other questions from the board um I have one um as this project rolls out if there if a if a resident there has an issue and they contact hydroclean is it is it to their your knowledge that they will be also co- co- contacting the township at the same time or they to see it so that we're in sync with what the issue is before we don't get hit from the backside if there's a problem yeah Mr chairman board is as far as all communication we want that coming through the township through the staff through myself um if they get into trying to deal with anything with their just their individual service then they can work independently with the contractor um and through all of this process if there's any issues that come up while the project is going on it is the contractors responsibility to deal with that but uh myself tkda and staff will be the prime contact for all the SEC that be spelled out the communication correct so that communication is uh this road at this time you will not have uh sewer service because that pipe will be blocked off and those people will be knowing about that in advance correct yep okay any other questions nope so the the requested action items then we have two one is to approve a resolution receiving the bids and the second is to approve a A or adopt a reservation a resolution to award the contract to hydr clean so do those separately yes two separate there resolutions on page 50 and 52 okay all right I'll move Bas on Town engineer review and recommendations that we adopt resolution receiving bids for the southeast area sewer lining improvements 2016-2 is there a second second motions made and seconded to adopt the resolution 2016-2 those in favor please say I I I I any opposed that resolution is adopted and then I'll also move based on Town engineer review and recommendations that we adopt the resolution awarding the contract for the Improvement of the southeast Area Sewer lining 2016-2 uh noting that this bid will go to hydro clean Inc uh as the low bidder for $897,500 all right is there a second second motion's been made and seconded to adopt the resolution to award the contract for improvement 20 D 2016-2 to hydr clean Inc those in favor please say I I I I any opposed that motion passes next item on the agenda is 7c and that's regarding work on lift station number three and this is also a town engineer item Mr chair members of the board uh also on February 15th we had the bid opening for lift station three this is the lift station North of County Road H2 on the west side of Bal legal um we are very pleased we had five biders for this project minger construction was Bel low bidder at $523,500 uh complete tabulation of all the bids is attached with their breakdowns um this project is a large one regarding lift stations for the township um we will be installing a permanent generator at this site uh part of the structure out there has a small 4ft diameter manhole we will be replacing that for to the large 8T diameter the whole way up that way we can convert this dryw system in to our new setup for all of our station rehabilitations the existing drywall will be removed and capped the new skus system will be put in with a new control panel the Force main will be televised and lined as needed um put in new driveway and everything so there will be a a lot of activity with this project but it it is in need of these impr improvements it is part of our overall uh CIP budgets we are recommending that uh kind of you have three items tonight to receive the bids for the project to award the contract to minger construction and also authorized tkda for the construction phase for an amount not to exceed $42,500 all this work is to be completed by the end of the summer uh the substantial completion is August 18th and then the final restoration activity would be by September 1st okay so again we've been reviewing this one for a while also but uh just to uh rephrase the justification for it this it is time to replace this particular lift station it's it's made its life we're we're replacing the equipment with a more safe uh arrangement of equipment so we don't have to worry about staff going down in into the well itself correct yes the current setup is a confined space entry and what the new system we will not have to do that we'll be able to lift the pumps out without going into the structure okay and then finally the generator at the site is going to improve the reliability of of that site correct we we've had to use we don't want to have an interruption to power at that site and during a period of high demand so correct all right all right any other questions from the board go ahead have we used minger construction before the name just doesn't sound familiar we we have used them on other construction of just recently they did some storm improvements and sanitary improvements for us last fall we've worked with them before we have not had them on a a lift station project with us but we are confident that they can do this work that's all I had and then the uh concrete Drive driveway that's similar to what they we did on H2 then correct yes we'll we it'll actually get wider so we have a a safer and more area for Public Works to maintain the system okay so there's three action items uh uh for us to consider here the first is to receive the bids for the uh Station 3 Rehabilitation second is to award the contract uh to M your construction and the third is to authorize tkda to complete the construction phase so we'll do those three action items separately motion I'll move based on Town engineer review and recommendations that we receive the bids for the licitation for the number three Rehabilitation there second second motions made and seconded those in favor please say I I I any opposed that motion passes also I'll move to award the contract for Lift Station 3 Rehabilitation to minger Construction company's Inc this is for the low bid of $523,000 33750 uh noting the completion date is approximately 20 or August 18th 2017 is there second second motion is made and seconded those in favor please say I I any opposed that motion passes and lastly I'll move to authorize tkda to complete the construction phase and the amount not to exceed 42,500 noting funding is provided from the sanitary sewer fund is there a second second motion is made and seconded there's no further discussion those in favor please say I I I any opposed that motion passes all right 7D on the agenda 7D is uh very Lane detention Pond restoration project Mr chair members of the board um this is also a project that we've been working on for quite some time and reviewing with the board uh we last year uh submitted through Rice Creek Watershed district and received a casare grant in the amount of $ 31,300 to perform this depend detention pond restoration uh we got cleaning up of the area the ditching the pond itself um the total project is estimated at $73,700 we have confirmed all the easements all the we did tests of the soils out there so we are ready to go out and get bids on this activity the plans and specs are attached as far as the agreement for the cost share Grant uh we need to have this work all completed by December 31st of next year so we have time but we want to get this out and completed this year uh we will bring the results of our bid activity back to the March 20th meeting for review View and consideration of a ward so we're looking tonight for approval of the plans and specifications and authorizing the advertisement for bids okay any questions from the board no okay so then we have those two a we have those two action items requested is there a motion I'll make a motion to approve the pl specifications as outlined is there a second I'll second those in favor please say I I any opposed a second item I'll make a motion to authorize the advertisement for bids for this project is there a second I'll second motion's made and seconded to authorize advertisement for the bids those in favor please say I I I any opposed that motion passes item 7e on the agenda oh these go over to the public works director so 7e is regarding uh a couple of CIP purchases the first one is uh park trash receptacles they it's all yours good evening chairman kermes and supervisors pron and Rus we uh the park the public works department Pete th and I have been working uh Pete prepared this mamal in uh regards to the replacement of the existing trash recycling seals in the park system we have over 25 parks and the plan is to do a total replacement in the next over the next three years of those existing their mixture of exposed aggregate uh recycled plastic expanded metal trash can uh and recycling receptacles lot of are direct Berry so if you do get a damaged one it's not easily removed so proposal here is to um purchase trash and recycling reticles that are are surface mounted on the concrete pad they're anchored down they can be removed easily and replaced if damaged and then the other part uh so just it's a cleaner look and more uniform as the goal here throughout our Park system uh quotes were received from three different vendors that Supply the trash and recycle uh receptacles uh the low quote was from K Park and Recreation for $624 120 with uh Park facilities for 6, 26592 and then baral products for 6765 52 um the the purchase has been identified in our Capital Improvement plan the 2017 2021 Capital Improvement plan funding of the uh the trash and recycle tics would be come from the Park and Recreation fund the town's general fund uh Town board actions approve the purchase of the trash and recycle receptacles from K Recreation for 6,24 $620 okay questions from the board Dale who does Republic Services pick up the garbage and the recycle at the shop yep so the Public Works has to go around and empty them yes we go around we have to empty all the cans and recycle yep how often do we do that oh during the summer probably twice a week in some parks uh winter months it's uh you know probably every other week or something uh depending on the use yeah just from experience so does republic services offer any of these kind of containers um they probably they have carts I know that but then they're not the problem with carts they're not anchored down they can end up getting thrown in the adjacent waterways or out in another in neighboring properties it just a fixed approach is so so they don't have anything comparable to what we need in the Parks no okay I just thought if they were handling the services then see we get them to supply the containers but they don't have the fixed right surface mount of the containers correct they they do surface Beller Beach yes and oh and well four me park so there's a couple spots where they can where they can use where we use dumpsters and they can they can do everything mechanized and are those dumpsters theirs yeah yep okay so how many how many receptacles are we talking about here um 1 yeah 14 thanks Bill I believe that's the mount they're on the next page there six six green and six blue yeah or seven green and six yep okay so and your reference 25 Park so we're not doing all the parks this year this is just this year's project just and is next year we'll be asking uh probably double that quanti and do more Parks okay this is just a pilot to it okay all right any other questions from ask the same question I was going to ask three years so no all right so the action item requested is to approve the purchase of the U park trash and recycling receptacles as proposed by the public works director I'll make a motion based on the staff review and recommendations approve the purchase of park trash and recycling receptacles from K Park recreation in the amount of $624 620 and the funding coming from the Park and Recreation Department of the town's general fund and this is a 2017 activity correct correct okay I'll second a motion motions made and seconded if there's no further questions those in favor please say I I I any opposed that motion passes item 7e two is to consider the purchase of two zero turn lawnmowers they all that's yours too right correct so this year we have number five up for replacement is a 2011 72 in uh toal zero turn M with uh300 hours on just over 1300 and it's reaching its useful life uh you know reliability there's you know schedule replacement based on the number factors and they include the use repair history expectable reliability if a mower is out of service during a high growth period of growth high growth staff want the litter pick the clippings and we don't want to go there uh having a clean up dead grass clippings uh the mower is used for Park mowing parks and miscellaneous Park public properties within the township um there is $25,000 in this year's Capital Improvement capital equipment fund for the purchase of a replacement Mower and the proposal is to purchase two smaller mowers 60in 60in mow deck versus the 72in uh width for ease of act uh around the different Park facilities and trees Etc benches um on our smaller Parks uh again the proposed replacement of number five is 2 2017 Toro 660 in my ride mowers um again they'll have the 60-in deck versus 72in deck uh the zeror mowers are used daily uh during the turf growth season to assist the maintenance staff in performing routine maintenance in the Parks and on miscellaneous public properties rways uh miscellanous T properties that are not Parks quotes were requested from two vendors that that Supply the Toral 6,000 M ride on through the uh State purchasing contract contract both vendors provided quotes for the specified zero term ORS and both vendors have the same pricing for the specified zero term or but only one can provide the uh quantity requested quantity of two so staff is recommending so LTG Power Equipment quoted for one but and they only have the ability to provide one but uh Hugo Equipment has two available and the price is the same it just times two with Hugo Equipment so staff's recommending that approve the Hugo equipments quote for 20, 3986 for two zero turn mowers um the old Zero Turn Mower they won nobody had any interest in taking on trade so with the town board's approval as part of this action we recommend that we um dispose of number five which is a 72in diesel Zero Turn Mower and number 18 which which is an NR on our system a non-replacement so we will uh dispose of both of them through the upcoming state of Minnesota Surplus Services auction the proposed purchase identified in the cap 2017 2021 Capital Improvement plan and the funding were provided by the Capital Equipment fund Town board action is to approve the purchase of two zero term mes from hu equipment company for 20398 8 64 and dispose and approve the disposal of number five and number 18 at a future state of Minnesota Surplus Services auction Dale on these uh Moors what are the what kind of guarantees or warranties equipment warranties do we have on well they go into the typical oneyear warranty and then there's you know there are other components that go a little longer and I don't have that information right here here but I can okay so this is like a residential lawn mower warranty than essentially 12 years or 12 months typically yes and then these are 60in mowers so they're slightly lower capacity than what we have right now right so are is that is that going to result in any significant increase in manh hours to do the same amount of mowing with slightly small actually I think it might improve hours because it's uh it can they can go a little faster around into the park the smaller Parks this the reason these would be apple Co is just it's it's a little tougher with a six foot deck versus a 5 foot deck okay okay D these Toros I know like when you look at LTG or Hugo they always have the commercial units that are the uh different brands I don't want to drop names but is this a commercial to toal motor yeah am I right yep it's I should clarify that it is not a not a typical home I mean our home owners have this style you know because they large they're not very expensive but yeah but they are commercial grade if you want to see okay Steve any questions okay so there one action item here you're requesting approval to purchase two mowers what's the pleasure of the board I'll move based on staff review and recommendations that we approve the purchase of two zero turn mowers from Hugo Equipment company in the amount of $2,398 64 and to dispose of number five and number 18 uh I believe these are the diesel 72 in uh to the state of Minnesota Surplus Services auction in the future uh noting that the funding will come from the Capital Equipment fund is there a second second okay motion has been made and seconded to approve purchase of the two new Zero Turn Mowers those in favor please say I I I any opposed that motion is approved item 7 F on the agenda is regarding a finance analyst position and the finance director is going to talk to us about this yes uh as you know our accounting clerk uh one of our accounting Clerks retired uh effective the end of March but uh her last day of work was actually uh the end of the year we looked at the position and we actually changed it a little bit to provide us with some more uh accounting uh expertise uh so we could segregate duties a little bit better within the finance department and from that we did advertise for a finance analyst position we we received 22 different uh applications 11 of them did have previous government experience uh all of them had counting college degrees uh and some of them even had mbas uh of the 22 applicants the Town Clerk and myself reviewed those applications and we narrowed uh Down based on those uh uh applications uh down to four and then we had uh board chairman Bob kermes Bill short the Town Clerk and myself uh interviewed for of the candidates and from that uh we believe uh Lynette Olinger uh provided the best fit and the best experience uh for the position and so attached uh is her resume and her application form uh that she uh applied and uh we are uh I called her and she did accept the position uh contingent on the board approving her uh at the beginning wage of $283 per hour and uh uh from that uh after tonight uh if she is approved she would still have to give notice at her current employer and so uh the action before you tonight is to approve Lynette Olinger uh for the uh Finance analyst position she comes with uh experience working at other uh cities college degree and so I think she'll be able to hit the ground running she's used some of the software that the town currently uses like permit works and so forth she is not a familiar with their accounting software but I don't expect her to uh take a long time to train her in on that so with that they'll take any questions or when would she start Tom well she still would have to give uh some type of notice so I would expect uh that's going to be at least two weeks uh whether or not she wants to give more or not I don't know uh but I'm expecting her um mid-march then okay and we still have some additional process to do background checks we've done the background check that came back positive okay um we've checked her references they you might want to say negative negative well negative the other POS came good came back good how's that okay that sounds better and uh we did check her uh uh her references and uh as expected they came back glowingly uh that she's excellent to work with and so forth so as Tom says I did sit in on that final group of interviews and Lynette they were all good interviews but Lynette did did do very well I thought I was impressed with her credentials and her resume and experience sheets here she seems like a uh she does have a very diverse experience which I think would be a benefit to this kind of Township environment and like Tom says she has excellent qualifications in the accounting specifically in the accounting field and experience she's coming from what is it now Columbus she is the finance department at Columbus the city of Columbus so I personally I would say she's an excellent candidate and uh I would uh agree with this wholeheartedly so unless there's other questions from the board so the request is the action requested here is to approve the hiring of Lynette Olinger to fill in the open finance analyst position I'll make a motion based on the staff review and recommendations approve the hiring of of Lynette Olinger to fill the open finance analyst position there a second a second motions made and seconded those in favor please say I I I any opposed that motion passes item next item on the agenda is uh number eight for added agenda items we have none item nine is open time and I see well maybe one person that might have a comment for open time no item 10 on the agenda is um to receive agenda materials and supplements I'll move there second second motion's beened seconded those in favor please say I I and the opposed last item on the agenda is to adjourn you a motion so move is there a second second we are adjourned that was your big chance Deb