Public Works Board, Regular Meeting

1. 0:23me. Oh, that's Gary. Hi, Gary. Can you hear us? >> I can hear you. >> Can you see us? >> I can see you. >> Great. amazing. >> Thank you. [laughter] We're uh we're four well we're three minutes early. I think we should probably wait. Yeah. For >> Yeah. Well, that's that that's why I just dropped the fbomb because I knew we weren't recording live. [laughter] >> Get it out of your system. >> And and and and you know, if we were Oh, well. You know, I mean, >> hey guys. Sorry I'm not there. >> That's okay. >> That's all right. Good evening to I know this is my very last one and you're not here. I wanted to say goodbye to everybody in person, but >> yeah, I made it. >> I don't I I I don't think this is your last one. >> We'll see. Well, you know, Dave is here. >> I don't know. >> And I said the same thing. I said I doubt that this is your last fire. >> No, it's not like that. I
2. 1:29>> a de facto part of the because mayor's aid is automatically can I >> I think I have to mute this. Sorry. Hold on. Let me leave this until First two Okay, it is 5:00 on the dot. Um,
3. 3:51can I call this meeting to order? Second. There we go. Uh roll call. I am Justin Weaver, ADA coordinator and mayor's eight. Tyler Pricer >> David Mar >> David is in the house. Gary >> representative from the uh common council. >> Thank you. Um Gary could not be here in person, so he is virtual as >> [snorts] >> um just witnessed. So Gary, I I did a I did a quick agenda just so we had something to follow unless you have something that you prepared. >> Um I actually I'm I'm connected via cell and and I don't suspect it's going to uh be this good um consistently. So I would like to report a followup um from the last meeting if if if you don't mind.
4. 4:54>> Let's we'll start with you then. Y >> very thank thank you very much. So as we um discussed last meeting last month that we were going to be presenting a uh budget to um uh to eventually to the common council and uh initially to Heather and and Tom. Um and um and so we've done that and it it pretty much follows the strategy we were looking for. Um we had we we queried whether or not some of the um assessment funds from SID could be used to gap the the the the budget gap. Um and and the answer is no to that. So uh we can use the funds to repay the loan um and or to uh continue further construction in in adhering and and creating further compliance with the
5. 5:59ADA. Um and so that's what we did. We are initially this year um repaying the loan, the initial loan of $50,000. There's because of accounting purposes, there's another couple of thousand in there. When we finally get the numbers finalized, obviously we'll be uh publishing them. Um we um and so therefore the roughly $250,000 uh from the $37,000 that we will be receiving from the SID assessment will be used for further construction moving forward. So, um I think that gives us uh a sort of marching orders in terms of, you know, it's winter time now. Let's uh start figuring out what are our priorities and so we can get those uh bids out there through uh CrossFit and Associates. Um we also have uh for tomorrow's common
6. 7:02council meeting a resolution uh continuing uh Crawford and Associates um as the project manager for the SID initiative. Um finally um a part of the uh the law requires and calls for the uh the public review of the SID budget. And so we are calling for a public hearing and a special meeting towards the end of December to uh ratify the uh the budget. Um >> is dece sorry December 22nd right for the public hearing. >> I I think it is I've been on the road all day and and it's been kind so I I I don't I don't remember but that sounds right. >> Um yeah. So, um, I think that's it. Unless anyone has any questions, I'll turn it back over to you, Justin. >> Any questions? Anyone? >> Yeah, I I had a quick question. Um, so
7. 8:05we're we're only paying 50,000 back this year is what he is. Did I hear that correctly? >> Yes. Yeah, I didn't hear you all that well, but yes, we are paying back to uh the initial loan we received $50,000. Um and the strategy there starting low and and we'll negotiate in terms of how we do this but we had discussed it last meeting that we would phase in uh with low payments for the first couple years so that we really get a lot of work done in terms of uh uh uh uh building towards ADA compliance and then uh starting to increase the amount of payment you know and and over a course of a number of years uh pay back 100%. >> And Gary, as I understand it, um the 307 or 309,000 that we are, um in a sense making off of the uh sidewalk
8. 9:10assessments, none of that money can be used to repay the loan. So that money specifically has to go towards sidewalk improvements and uh we were initially given 500,000. We did not spend all of that 500,000. So in essence we are just returning 50,000 of that money that we still have as remainder in our budget. Correct. Um, you you could look at it that way, but I think you said Justin that we cannot repay the initial loan. That is not correct. We can pay the initial loan. >> Okay. >> Yep. >> We we could decide that we're going to pay all 307 of it uh right now, you know, and and shut down the SID initiative. Um and >> whether the common council would agree to that or not is a different story. >> Okay.
9. 10:12>> So yeah, we yeah that that is we cannot do anything other than that. So what I was trying to say was that so right now we have a $300,000 gap in the budget, >> right? >> Um and and you know we're going to have to be addressing it with amendments and the whole bit. Um, the question we had was, can any of the $37,000 that is captured through the SID assessment, can that be used towards that $300,000 budget gap? >> No, >> that that makes sense. Okay. >> All right. [clears throat] Um, I know that Ryan, our project manager, has another uh meeting to go to. So Ryan, did you want to give us an update from the project manager perspective? >> Sure. Uh, good evening, Ryan Locker, Cooperative Associates. So, there hasn't been a lot that's been going on this month. I know we've kind of helped Gary out a few times with uh making sure the documents were in order for the tax
10. 11:14roles and making sure they were shared uh electronically and in a paper form, as well as throwing together some budgeting information for next year. I know that there's plans of future work. So, we're we're at the point now where once the city has a plan moving forward, we can start working on that next phase um and continue on with whatever the next step with the city is. Uh the only thing I would throw out there again, Gary, also to consider is the million-doll grant I think that Leurge put in may or may not come back around the beginning of the year, at least an answer. So that could also adjust the loan as well or the money that could be returned back if you know the city was a million dollars. Maybe more money would go back in that other sack. I think we talked about that the two meetings ago maybe. >> So just another thought there. So that's kind [clears throat] of all I have for this evening. So >> you said it wouldn't come back by the first of the year. So what are they expecting? >> Uh usually >> February, March, April. I I think we were we were guesstimating by the end of
11. 12:16January we should have some sort of response as to whether or not we are awarded anything on that. >> Correct. >> And that would be through Leurge not through CNA. So I wouldn't get an update but they would be in contact with the the city. Okay. >> So as we as we move forward to plan the next phase we can you know we can have two >> you know whether we get the grant or whether we don't get the grant kind of ideas. >> So there are two paths you could take. you could look at investing the time in reviewing the areas that the grant would cover for construction because the way that grant was set up was they were doing 100% for the construction cost. So if the city c you know funded the design and the upfront cost on you know CNA's time or whoever's time to develop plans for it you if you were awarded the grant then you could pursue you know the construction piece with the grant or you could pick a completely different area and leave that just all for the grant and you know that that there's two different strategies you could look at there. Got you. Okay. >> Okay. Um, next on the agenda is a report from your ADA coordinator. That's me.
12. 13:23Um, I just want to say that there are meaningful conversations now um happening between the city and um Louise and Kraton Manning to wrap up that DRRi project. Finally, um there has been a pay wreck submitted uh for 400,000. If you remember correctly, we've been holding on to like 600,000 um because we had no communication. Communication's now happening. A pay of 400,000 was put in which we are going to grant because we have the balls rolling and moving in the right direction. Um, so, uh, it looks like the work, um, that was listed on the punch list from Arterial, um, is going to happen in the spring and that is correcting all the granite sets that were put in, uneven, um, different pavers and, you know, just little touch-up things that are obvious to somebody in this profession. Um, so
13. 14:28it looks like things are going in the right direction. Finally, communication's happening and that will be buttoned up. Um, thankfully. So that's the ADA portion. Um, the next any questions on that? Uh, the next item is our mailer, Gary. Um, I sent the mailer. This is what we're going to send out. um to residents talking about the sidewalk improvement district, talking about um how they can submit uh for credit for any of the work done on their sidewalk within the last 10 years. All of that information, Gary, I took some of what you did um you put together uh that update which we have on the city website as to the work we've been doing, where we're currently at, where we're going. that is on the city website. I took some of that. I added some other stuff and I
14. 15:31have this one pager um and that I sent to you and Tyler for review, but I also brought it here. So, we don't need to make a decision on this today. However, I have spoken with Sherry and DPW and in order to get this mailer out in January with the water bills, she has to have it in her hands no later than this Friday, the 19th. So, um hopefully we can make a decision quickly. Um and if there needs to be any >> Oh, go ahead. >> I I'll get back to you tomorrow with with any uh feedback. >> Yep. Any corrections? I can quickly make them and as long as everybody approves, I'll just walk it right over to Sherry and hand it to her. Boom, boom, boom. >> Thank you. >> Um, we were able to get a lot more information on this one. We were able to actually put the city of Hudson seal on it, so it doesn't look look all slapped together. So, um, it looks pretty polished. Um, and, uh, I think last year we we devoted one whole side to examples
15. 16:37of how we come up with the assessment. Um this time what I did was just added the link to the website where if they just click that it'll bring up the assessment on the city website. So it saves us a lot it gives us a lot more space to actually put information. So I think >> and and I'm sorry to interrupt that we really want to highlight that here's you know check out your you know SID assessment >> so they can review it. >> Yeah. which has been online and we have highlighted it but still we want to continue to if you will promote it. >> Yes. Um we could also if you want me to like do a special section on the public works board page with a link to the assessments that were put out by the county. We do have that on the website already but people might not know to find it where it's located on the city website. I can certainly add that link onto our specific public works page to make it easier. So, it'll be in two
16. 17:40places on the website if everybody wants that to happen. >> Yeah, and there uh Ryan and I were having a field day a couple days ago. I think maybe it was last Friday where we were clicking the link and it's a doozy to try to find your specific property assessment even when you have the link. So, I think maybe I'll include directions on what to do. You have to go to it's not a search button. You know, normally you're going to search for your property. You have to go to tools and then, you know, it's it's a little bit wonky. So, I think it'll be it'll be helpful to put directions on there. So, I can do that. I'll take care of that. >> Great. >> That's great, Justin. >> Yeah. Um, okay. So, that's that. Um, as for the credit applications, uh, I don't know. We should probably decide when we have when we're going to start accepting new ones. Um, and probably not till the new year, but that's just something to keep in mind. Have a date in mind when we want to advise people to start filling those out
17. 18:42and turning those in. I won't be here, so we'll have to determine who is going to be that person to collect new credit applications for sidewalk work done. Um I will keep everybody in mind that uh we had a date of May 1st this last time around in which people had had to get their applications in if they were claiming credit. So [clears throat] keep that in mind. Um and the final tax roles with the county uh the date is July 1st. So those are just some dates to keep in mind. >> Um when did we open it up last year? trying to remember. >> I think the form wasn't officially I think people were sending things in before we before you guys had the form prepared. But I guess the other question I was going to say is the Tyler is having the deadline in May. Did you feel there was enough time when we got the ones when the last ones were submitted on or around May 1st to be able to review? And did that give you enough time?
18. 19:42>> Yeah, I think it was enough time. I I just you know if we open it up sooner then we're not waiting till the last minute to do every single one. >> Sure. I mean, you could open up there January 1. >> You could open up January January 1st. >> Yeah. Why Why not be proactive >> and and that's your and that's your call because you know that's your responsibility. So, whatever works best for you. >> Yeah. You know, and then this way, >> you know, we get them done as they come in. >> Well, just keep in mind this is this is our our last public works board meeting for this month. So if you open it up January 1st, we would have to tell people where to send those in, where to find it now today in this meeting. So I would say just be on the safe side, February 1st. >> Yeah. And you know what else I'm thinking too is well, you know, there might be some stuff that's >> my my initial idea was March 1st. Um I think that's more than enough time. You have all of March, um all of April. What did I say? May 1st. I mean, but I
19. 20:46wouldn't say January 1. You need some time to figure out who's going to be collecting the applications, right? >> How you're going to go about, you know, >> there's going to be a lot of transition. >> You guys can figure that out in January, but just keep that in mind. >> Okay. >> Um, >> but we have all of we have the process in place. We we created it last year. >> They have they have three options >> in which to submit. >> Yeah. uh you know credit request um and um with the exemptions again that's you know that doesn't change they go to the county for that um so the process is in place and so I'd like to move forward thinking about it and and so >> the only the only trepidation I have with that Gary is that I was the one that was collecting all of those organizing all of those filing all of those. So I with me not being here in January, I'm just worried that
20. 21:48>> they're going to float around and one if one goes missing, you can't have one go missing, right? So I'm just >> I just want to be cautious. I'm airing on the side of caution. So >> fair enough. >> Okay. >> Unless unless we figure it out by the end of this year who's going to We can talk. We can see how the transition happens in January and then we can either label it February or March 1st. There you go. >> Yeah. >> I like I mean we we've done a lot of work and I just I I don't want it to fall apart. I want everything to go smoothly and I can't control this. So I'm just trying to ride with it. So >> fair enough. >> Yeah. Um also Dave, welcome. Thanks. Working bad. Well, >> you okay? >> I'm okay. >> You're good. >> Thanks. >> Um, I do have attendance on here. I was speaking with Crystal, our attorney, and it's important that people come to
21. 22:51meetings. This isn't a lecture, but it's important work. And when people aren't here, it's more work on other people. So, that's all I'm going to say. >> We're happy to have you. >> We miss you. >> I miss being here. [laughter] Um, does anybody have anything else here in the board before we open it up to public questions? No. Anybody in the public have a question? Lloyd, >> just curious. I'm I probably should know this, but who did the public works the city get the loan from that couldn't repay? >> The loan came from the general fund. Correct. Jerry. Um, Jerry. Jesus. >> Gary. Gary Lloyd Lloyd's question was who did we get the loan from? It was from the general fund. >> Correct. >> Transfer. >> Correct. >> Gotcha. Thank you. >> You're welcome. Um is that it?
22. 23:53>> Has the um transition team reached out to you at all about >> no >> handing off any of this stuff? >> Um not about this uh specifically. Um I will defer to the mayor. He's already made comments on that. >> Okay. >> Um I I do know that they there was an attempt to reach out right before Thanksgiving. Um we did respond, but now things seem to be a little hairy. So, uh, I I I'm going to defer to the mayor to speak on what the plan is with transition, but >> yes, Lloyd, it's just me recently speaking with Joe, he's he's of the idea that he reached out before Thanksgiving and hasn't heard back. Well, he told me like two or three days ago, so I don't know. This might be miscommunication. >> Yeah. I don't want to entertain any hearsay back and forth about this
23. 24:54because I I don't know. >> Fair enough. Good. >> Good point. >> All right. Well, I just want to say on a personal note, it's been my pleasure to serve on this board. I have loved working with each and every one of you. I never realized that I would have such a fondness for sidewalks. Um But but I do now and um I think you know wherever I go I think of that um disabled person that >> that does not have the luxury that that that able-bodied people might have. So I I hope that we can all keep that in mind when we're going forward. And Justin, if [clears throat] I can say, um, the the the the board would not be nearly as effective as it is without you. Your conscientiousness has uh really been uh outstanding. >> Yeah. >> Yeah. I was just going to say the amount of labor that you've put in both as ADA
24. 25:57coordinator and as just a member of this board has been it's been a lot. So, thank you. >> I appreciate that. I you know I second it too. I told you earlier the city's going to be you know city's going to miss you for sure. I mean you do a heck of a lot of stuff that you know people don't see on a day-to-day basis and >> the the the things that you turn around so quickly are you know [clears throat] you know it's going to be tough to replace. Well thank you. I appreciate that. >> All right before I cry uh do I have a motion to adjurnn? Make a motion we second. >> Bye Gary. Happy holidays everybody. >> Hey, thank you guys. >> Gary, how did I do? >> You were great, Lloyd. Thank you. Yeah.

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