03252025 Board of Public Works Meeting Minutes

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AGENDA REVIEW SESSION MARCH 20, 2025 52 The Agenda Review Session of the Board of Public Works was convened at 10:31 a.m. on March 20, 2025, by Board President Elizabeth A. Maradik, Vice President Joseph Molnar (Arrived at 10:37), and Board Members Gary Gilot, Murray Miller, Breana Micou, and Board Attorney Michael Schmidt present. The Board of Public Works Clerk, Theresa Heffner, presented the Board with a proposed agenda of items presented by the public and by City Staff. Board members discussed the following item(s) from the agenda. AGENDA REVIEW SESSION ACTION ITEMS AFFIRMATION OF APPLICANTS FOR THE 2025 WATER WORKS UTILITY SERVICE REPAIR PROGRAM AND 2025 SEWER INSURANCE LATERAL REPAIR PROGRAM Mr. Gilot noted that for item 1, the memo in the file from Larry Parker had only three (3) company names listed where there is four (4) names listed on the agenda. Attorney Schmidt advised that because he had not seen any paperwork on ASAP Septic at this point that the action on the affirmation of the board be for three (3) companies: Bob Frame, Plumbing, Niezgodski Plumbing, and K&K Earth Moving. He noted that city staff will try to move swiftly and take action on Tuesday on ASAP Septic. Because the City has had no prior experience with ASAP Septic, we are excited about the opportunity to add to our list, but we want to make sure that everybody understands the program and how it works. Eric Horvath, Director of Public Works, added that the way the City handles these programs now is that we annually publish and then we would also take them on a rolling basis. So even if somebody comes along two (2) months later and says they want to be a part of the program, we will include them if they meet the requirements. Attorney Schmidt noted that when the City received the applications, there was a little bit of uniqueness. We had three (3) submissions for Niezgodski, Bob Frame and K&K come through a city employee. Bob Frame and Niezgodski also submitted their own through the BPW bids portal. K & K Earth Moving's application came only from a city employee, so he investigated because the rates are defined by the city. It was found that there was no strategic benefit or impact to anybody by having the city employee submit the actual application to the BPW bids portal. In fact, it was just an effort to help an organization, because these organizations sometimes struggle to properly submit the paperwork to our portal. There are no irregularities that the Board needs to be concerned about. Upon a motion made by Mr. Miller to approve and affirm applications for agenda items one (1), two (2) and three (3), seconded by Ms. Micou and carried by roll call, the affirmation of applicants was approved. VP Molnar was not present for this action item. PRELIMINARY ENGINEERING REPORT ACCEPTANCE RESOLUTION AND SIGNATORY AUTHORIZATION President Maradik noted that for item 2, the preliminary engineering report to accept the resolution and signatory authorization related to the 2025 preliminary engineering report for the State Revolving Fund. This is for the North Water Treatment Plant, PFAS minimization, Edison Water Filtration Plant, and Lead Service Line Replacements. The report needs to be submitted before April 1, and staff are asking for the Board to authorize the submission of the report. Mr. Gilot stated that the report was not in the meeting file for review. Assistant City Engineer Sarah Barber noted that the report is not one hundred percent (100%) complete but is nearly there. She let Mr. Gilot know that the draft report could be provided, and the final report is expected to be submitted before April 1. The presentation of the report is scheduled for the April 22nd meeting, where all three (3) projects will be discussed in detail. Upon a motion made by VP Molnar, seconded by Mr. Miller and carried by roll call, the preliminary engineering report acceptance resolution and signatory authorization was approved. Board members discussed the following item(s) from the agenda. CHANGE ORDERS