[0:11] We'll call to order the Town of

[0:13] Elizabeth Board of Trustees special

[0:15] meeting for Tuesday, April 30th, 2025 at

[0:19] 7 p.m. Wednesday. A Wednesday. Good

[0:23] gosh. Yeah, it is Wednesday. It's one of

[0:26] those. Sorry. It's Wednesday, April

[0:28] 30th, 2025 at 7 p.m.

[0:31] Um, can we get a roll call? Mayor Turnis

[0:35] here. Mayor Prom Hutchkins here. Trusty

[0:38] Einste here. Trusty Schroer here. Trusty

[0:41] Connley here. Trusty Gaither here.

[0:47] If you will all stand and say the pledge

[0:48] of allegiance with me.

[0:52] I aliance to the flag of the United

[0:56] States of America and to the republic

[0:59] for which it stands. One nation under

[1:03] God, indivisible, with liberty and

[1:06] justice for all.

[1:15] This is the point in the meeting where

[1:17] we have unscheduled public comment.

[1:20] Um there is no uh public here tonight.

[1:24] It's not on the agenda.

[1:26] public. I think you had it last meeting,

[1:27] so you can't have it this

[1:38] um we will go to new business discussion

[1:44] and possible action on resolution

[1:47] 25R18, a resolution authorizing the

[1:50] mayor to enter into a contract for the

[1:53] construction and completion of the depot

[1:55] parking lot.

[1:58] Patrick, madame mayor, mayor protent,

[2:00] members of the board, this is a

[2:01] continuation of uh discussion of this

[2:04] matter previously. Uh specifically uh

[2:08] Terosina Design, who is our engineer in

[2:10] conjunction with public works uh put out

[2:12] a proposal uh for purposes of securing

[2:16] construction of the depot parking lot.

[2:18] Total of four bids were received. Uh,

[2:21] one to Elite Surface Infrastructure in

[2:24] the amount of

[2:28] 1,327,423.13. One to Elite Industries in

[2:31] the amount of

[2:35] 1,591,134. One to QP Services LLC in the

[2:39] amount of

[2:43] 1,73,325.89. and one to triplem

[2:45] construction LLC in the amount of

[2:51] two2,277,481.32. The apparent lowest

[2:53] bidder is

[2:56] uh RM RME Limited LLC doing business as

[3:00] a lead surface infrastructure in the

[3:02] amount of 1,327,423.13.

[3:07] Uh the contract has been provided to the

[3:10] board uh for review as well as the bid

[3:13] packets and the bid tabulation form uh

[3:16] confirming that uh Elite Surface

[3:19] Infrastructure is in fact the lowest

[3:21] qualified bidder. Um and looking to the

[3:24] contract, the contract is the model form

[3:27] contract prepared by Corey. Uh changes

[3:30] were made for this contract for purposes

[3:33] of including the uh RME Limited LLC DBA

[3:38] as a lead surface infrastructure. The

[3:40] contract amount is reflected in the bid

[3:42] amount of

[3:47] 1,327,423.13. The board will note that

[3:49] there may there is a change on section 5

[3:52] for retainage. Uh the contractor has

[3:56] requested that retainage be reduced from

[3:58] 10% to

[3:59] 5%. The basis for that u and the town

[4:03] staff is agreeable to that with the

[4:05] board's consent. Is that this product

[4:08] project really encompasses three major

[4:10] activities. One is dirt moving, one is

[4:12] concrete, one is asphalt.

[4:14] those three combined um we will know if

[4:18] there's a sufficient material breach of

[4:19] the contract long before we get to that

[4:21] point because you only have three

[4:23] things. Um the other aspect is is that

[4:27] the contract itself is for a

[4:30] sufficiently low amount that reserving

[4:32] only 5% is not out of the norm. Um if

[4:35] this contract was $2 million or more, we

[4:38] would have a different approach. The

[4:40] other aspect of it

[4:42] is if this contract involved additional

[4:46] trades, say for example, HVAC, plumbing,

[4:49] electrical, things like that, that 10%

[4:52] hold back would be more appropriate to

[4:54] ensure that all uh subcontractors were

[4:57] paid. In this case, that just is not a

[4:59] scenario that presents itself. Uh

[5:02] section 8, the contract term has been

[5:04] changed slightly from the prior draft to

[5:06] re to reference

[5:09] uh commencement of the project for

[5:13] tomorrow. Um the prior one had

[5:15] commencement, I believe, beginning on

[5:18] the 22nd or 23rd, I don't recall. Um,

[5:21] you'll note then on page three, a

[5:24] revision of the contract increasing

[5:26] liquidated damages from

[5:29] $750 per day past completion to $1,500

[5:33] per day past completion. That is clearly

[5:36] in the town's advantage and is

[5:38] recommended.

[5:40] Um, the balance of the contract is the

[5:42] boiler plate established by council. uh

[5:45] that's been used in the past. And we do

[5:48] have and have received um the agreement

[5:53] as signed by Jake Ray, vice president of

[5:56] uh RME Limited LLC, doing business as

[5:59] Elite Surface Infrastructure. So, with

[6:02] that, I believe the contract is ready

[6:03] for execution, subject to any questions

[6:05] the board may have or any other items we

[6:08] can uh address for you.

[6:13] Are there any questions or comments?

[6:20] I have a couple questions. Um there's on

[6:24] the bid sheet there's some demo of

[6:30] uh asphalt and uh concrete. Where are

[6:36] those located?

[6:40] Are those in front of

[6:44] um the carriage shops? Are those on

[6:47] Spruce Street? It's the front of the

[6:50] carriage shops for the concrete. The

[6:52] asphalt at the the asphalt when they get

[6:56] done with the main street project. It

[6:59] probably won't be a straight line. It'll

[7:01] be sloughed off. They they take the

[7:03] grade from there down into the parking

[7:05] lot. So we'll probably have a straight

[7:07] line cut there. Okay. So that we can

[7:10] join up with the new asphalt to continue

[7:12] down into the parking lot. So that's for

[7:15] the basically the two-way uh exit

[7:20] entrance that's going between the

[7:23] carriage shops and the alpaca shop. And

[7:26] so that's both the the pavement and the

[7:31] um concrete. That that area there is

[7:34] concrete only. The only thing that's in

[7:36] that parking lot is recycled asphalt.

[7:39] It's not really It's been packed down,

[7:41] so it a little work to get it out, but

[7:43] it's not asphalt per se. Okay. The only

[7:47] other place for asphalt, like I said, to

[7:49] cut the straight line is where Main

[7:52] Street project ends in the asphalt.

[7:54] Okay. They they're not going to pack it.

[7:57] Leave us a nice straight line to join up

[8:00] to. Okay. So, with our first lift, we'll

[8:03] have straight line there. The second

[8:05] lift will pick up on top of that so that

[8:08] we don't have a straight up and down

[8:10] joint. Okay. So, this isn't

[8:14] things these aren't things that were

[8:16] just done in the streets project. Okay.

[8:19] I just I I'm like, this has got to be

[8:21] down by the carriage shops, but is this

[8:23] stuff that we just got done? And then

[8:26] there was a question sheet in the packet

[8:30] about the concrete

[8:32] slabs for the

[8:35] restrooms. Um and

[8:40] um so do we have an do we have

[8:45] specifications on the restrooms? I

[8:48] understand the restrooms are not part of

[8:50] the bid, but the concrete slabs, do we

[8:52] have specifications of what those have

[8:55] to be to put

[8:58] whichever ones we put there? And is that

[9:02] what's in because it was asked by a

[9:05] couple different ones.

[9:09] The concrete pad madame mayor promp

[9:11] members of the board. the concrete pad

[9:13] meets the approximate uh need for what

[9:16] we've planned out. Um there are numerous

[9:20] manufacturers, there are numerous

[9:22] designs even from the manufacturer we're

[9:24] currently working with. Under any

[9:26] scenario the restroom will sit in that

[9:28] pad. The only distinction is whether or

[9:30] not there is how far to the edge of the

[9:34] pad the restroom

[9:35] comes. So is it a one foot set back, two

[9:39] foot setback on the slab for the

[9:42] restroom, but the restroom area itself

[9:44] encompasses any the the pad upon which

[9:47] is going to be poured for this

[9:48] encompasses any of the possible

[9:50] variations that we would consider for

[9:52] the restroom. Okay. Both width and depth

[9:56] of concrete. Yeah, depth is not a big

[9:58] issue. Those are not that Abby. Um my

[10:01] guess is 4 in. It's four. It'll be

[10:03] actually be four and a half right there.

[10:07] Okay.

[10:08] Load.

[10:10] Yeah. Okay. Yeah. In part because it's

[10:13] static. It's a static load. It's not

[10:15] going anywhere. So, yeah, there it's not

[10:18] the bathrooms aren't on skids. They

[10:20] actually sit flush on the ground. So,

[10:23] pounds per square inch that they're

[10:25] going to cover is almost nothing. Okay.

[10:30] Okay. And I noticed in looking at the

[10:33] drawings that

[10:36] the the piping

[10:40] um in the detention pond is actually

[10:45] uh different than the last drawing that

[10:47] we looked at.

[10:50] Um, is

[10:52] there is this to be more efficient or it

[10:57] just this is a better way to do it and

[11:00] did

[11:01] it and I'm not a drawing reader. So, did

[11:06] it change the depth or anything of the

[11:08] drainage pond? We the the drainage

[11:12] piping talk about the change that we

[11:14] made was because we changed the location

[11:17] of the detention pond itself. Okay. So

[11:20] instead of going AC across land and

[11:24] sheet flowing it to a detention pond,

[11:26] we're taking it underground and piping

[11:28] and taking it to the detention pond.

[11:31] It's um Okay. What does the state call

[11:34] it? It's it's a secondary way of

[11:36] cleaning up storm water. Okay. because

[11:39] it is a different shape and in a little

[11:42] because it takes up more of that corner.

[11:45] Okay. I kept thinking I knew the piping

[11:49] was different. Yeah. Um but I kept

[11:51] thinking I think the shape of it

[11:53] different too. Okay. Okay.

[11:57] Now to to avoid the sheet flows across

[12:00] the ground. Okay. This is what where we

[12:02] started. We changed that to keep it

[12:05] underground so that we're not taking a

[12:07] chance on like our rains from two years

[12:10] ago. Yeah. And washing out a section of

[12:13] our trail. Okay.

[12:16] Okay. Great. Then I only have one other

[12:23] um thing I want to say.

[12:27] Um, I'm I am still not comfortable with

[12:31] the funding being split between the

[12:34] capital improvement fund and the street

[12:37] capital improvement fund. I I like the

[12:40] idea of the parking lot. I like uh the

[12:44] location.

[12:47] Um, when I read what our ordinance says,

[12:52] um, and I'm very black and white. Um, so

[12:56] this doesn't fit in the black and white

[13:00] of what our ordinance says about the uh,

[13:02] street capital fund. I would rather see

[13:05] us do a budget amendment and have this

[13:08] all come out of the capital improvement

[13:10] fund rather than

[13:12] having any of it come out of street

[13:15] capital. particularly looking forward to

[13:17] the um 26 budget year with looking at um

[13:25] doing

[13:27] uh paving in Hillside Village and I

[13:30] think we're going to need every dollar

[13:32] we can get in the street capital fund.

[13:35] Um, and so

[13:38] I'm that would be if if I were to make

[13:42] the motion, I would add that I like it

[13:45] all to come out of the capital

[13:46] improvement fund. But, um, that's all my

[13:54] comments. Any other comments or

[13:57] questions?

[13:59] Um, I have one specifically. Um, Mike,

[14:02] there's on page 38. Uh, and this

[14:07] particular page has Teroscina design um

[14:09] at the bottom, but it appears that there

[14:12] was a series of questions there, and I'm

[14:14] just wondering if most of these were

[14:17] answered by uh you, Mike, as well as uh

[14:20] perhaps you, Patrick. One of them says,

[14:22] "Does the city of Elizabeth currently

[14:24] have any fill material available for

[14:26] use?" Um and then it notes town is

[14:29] working on this but not confirmed uh bid

[14:32] based on providing

[14:33] import. If the town has extra fill

[14:38] laying around that'll be utilized. Is

[14:40] that something that's going to then save

[14:43] dollars and cents on on this project as

[14:45] far as the the contractor is concerned?

[14:47] In theory, yes. Those questions are the

[14:49] questions that the contractors who are

[14:51] looking at bidding submitted. Not even

[14:54] these that we had I think 19 individuals

[14:57] for the contract. These were the generic

[14:59] questions asked by vids and all the

[15:01] contractors. Well, the answers were

[15:03] provided to all contractors. Cool. Okay.

[15:05] The infill is a two part a two-part

[15:07] piece. We do have a little bit of dirt

[15:09] available. Okay. In the event that

[15:13] walnut project advances, what's the name

[15:15] of it now? Walnut Grove. Walnut

[15:18] whatever. Walnut square. Walnut Grove.

[15:21] In the event Walnut proceeds, we would

[15:23] be able to take that dirt because it it

[15:25] will save us money. It actually saves

[15:27] Walnut money, too, because otherwise

[15:29] they're hauling that dirt to Franktown.

[15:31] Oh, so it'd be much better for us if we

[15:34] need it would allow us. Plus, with

[15:37] regard to Bulmer's on the 444 property,

[15:39] they need to back fill as well, and they

[15:41] are already agreed to accept dirt if we

[15:43] can get that piece accomplished. Thanks,

[15:46] guys. I I I just thought, hey, that

[15:49] that's a plus right there. If there is a

[15:51] bunch of dirt left over somewhere, that

[15:53] would keep this bid from

[15:56] going up further. Okay. Yeah. And in

[15:58] theory, if they're moving and back

[15:59] filling dirt, uh they're the ones doing

[16:02] it. They being Walnut Grove. So, there

[16:04] would be very, very much a reduction in

[16:07] what that price line would be in that.

[16:10] Excellent. Okay. Thanks, guys. But we'll

[16:12] see. We're still waiting for response

[16:13] from to finalize that piece. Understood.

[16:19] Any other questions or comments?

[16:23] I I agree with your comment about which

[16:27] fund

[16:29] um this is coming out of. Um I don't

[16:32] like it coming out of the streets

[16:36] fund. Um I I think this should all be

[16:40] capital

[16:41] improvement fund. Um, and part of that

[16:46] is, as you mentioned, in 2026 for

[16:50] Hillside Village, um, I think that's

[16:53] going to cost us a whole lot more than

[16:56] what we are thinking it is and we need

[17:00] to

[17:01] have, you know, all the funds in that

[17:04] account that that we can have for that.

[17:10] So,

[17:14] And um based on projected for 2025,

[17:18] capital improvement would end the year

[17:21] with almost

[17:24] uh almost double of what the street

[17:27] capital improvement fund would. And

[17:29] that's that's another reason why I'd

[17:31] rather see the 630 come out of that. If

[17:35] I could, Madam Mayor, I I understand the

[17:37] point. The issue is is that while those

[17:39] are differentiated funds, you're

[17:40] spending the same amount of money either

[17:42] way. You can either spend it from

[17:44] capital improvement or you can spend it

[17:46] from streets. Either way, the same

[17:47] amount of money is going to be spent.

[17:50] Yes. And it's it's not the amount of

[17:52] money. I understand that. But I'm saying

[17:54] under that scenario, you're simply

[17:56] taking it from this pocket instead of

[17:58] this pocket.

[18:00] Either way, the amount is set.

[18:02] So if you're not taking it from streets

[18:05] and you're taking it from here, you just

[18:07] simply are reducing the balance in the

[18:09] capital improvement

[18:11] fund with no impact on streets, but it's

[18:14] still going to be accessed. Both

[18:16] accounts will be accessed under either

[18:17] scenario for for the project either this

[18:21] project or the other project or both

[18:23] projects. Okay. So, just so I understand

[18:26] when we get to the hillside side, if we

[18:28] need to pull from the capital fund to

[18:31] make up for what the street fund is

[18:32] lacking, we'll be able to do that. Yeah,

[18:35] absolutely. Capital fund is for any

[18:36] capital improvement across the board in

[18:39] the town. Streets come from a different

[18:41] revenue stream coming in tied to

[18:43] streets. Obviously, this has spruce

[18:45] street as part of this, so that's why

[18:47] that was divided out. Um, but under

[18:50] either scenario, both of those accounts

[18:52] will be used for this project and for

[18:56] Hillside should the board decide to do

[18:58] either or both.

[19:04] Well, I will entertain a motion

[19:07] uh to approve resolution 24 R8.

[19:16] I'll second it.

[19:20] The mayor did it. No, I'm ask I'm asking

[19:22] for someone to make that motion. I'll

[19:25] put forth a motion to prov or approve

[19:28] resolution 25R18, a resolution

[19:31] authorizing the mayor to enter into a

[19:32] contract for the construction and

[19:34] completion of the depot parking lot.

[19:37] I'll second it.

[19:40] We have a motion and a second. Um

[19:44] Michelle, can we do a roll call vote?

[19:48] Mayor Mayor Turnis.

[20:03] I'm going to vote no.

[20:08] Pro Tim Hutchkins. Yes.

[20:13] Trusty Enspar. Yes.

[20:16] Trusty Schroeder, yes.

[20:19] Trusty Connley, yes. Trusty Gaither,

[20:23] yes.

[20:26] That motion

[20:28] passes. Um, at this time, all I need a

[20:32] motion for adjournment. I move to

[20:34] adjourn.

[20:36] Second.

[20:38] All those in favor, please say I. I. I.

[20:41] I. All those opposed, please say nay.

[20:43] Motion passes. We're adjourned.

[20:47] Thank you everyone. I mean it. Thank

[20:51] you.

[20:56] Now you're ready.

Board of Trustees Special Meeting

Transcript