We'll call to order the Town of
Elizabeth Board of Trustees special
meeting for Tuesday, April 30th, 2025 at
7 p.m. Wednesday. A Wednesday. Good
gosh. Yeah, it is Wednesday. It's one of
those. Sorry. It's Wednesday, April
30th, 2025 at 7 p.m.
Um, can we get a roll call? Mayor Turnis
here. Mayor Prom Hutchkins here. Trusty
Einste here. Trusty Schroer here. Trusty
Connley here. Trusty Gaither here.
If you will all stand and say the pledge
of allegiance with me.
I aliance to the flag of the United
States of America and to the republic
for which it stands. One nation under
God, indivisible, with liberty and
justice for all.
This is the point in the meeting where
we have unscheduled public comment.
Um there is no uh public here tonight.
It's not on the agenda.
public. I think you had it last meeting,
so you can't have it this
um we will go to new business discussion
and possible action on resolution
25R18, a resolution authorizing the
mayor to enter into a contract for the
construction and completion of the depot
parking lot.
Patrick, madame mayor, mayor protent,
members of the board, this is a
continuation of uh discussion of this
matter previously. Uh specifically uh
Terosina Design, who is our engineer in
conjunction with public works uh put out
a proposal uh for purposes of securing
construction of the depot parking lot.
Total of four bids were received. Uh,
one to Elite Surface Infrastructure in
the amount of
1,327,423.13. One to Elite Industries in
the amount of
1,591,134. One to QP Services LLC in the
amount of
1,73,325.89. and one to triplem
construction LLC in the amount of
two2,277,481.32. The apparent lowest
bidder is
uh RM RME Limited LLC doing business as
a lead surface infrastructure in the
amount of 1,327,423.13.
Uh the contract has been provided to the
board uh for review as well as the bid
packets and the bid tabulation form uh
confirming that uh Elite Surface
Infrastructure is in fact the lowest
qualified bidder. Um and looking to the
contract, the contract is the model form
contract prepared by Corey. Uh changes
were made for this contract for purposes
of including the uh RME Limited LLC DBA
as a lead surface infrastructure. The
contract amount is reflected in the bid
amount of
1,327,423.13. The board will note that
there may there is a change on section 5
for retainage. Uh the contractor has
requested that retainage be reduced from
10% to
5%. The basis for that u and the town
staff is agreeable to that with the
board's consent. Is that this product
project really encompasses three major
activities. One is dirt moving, one is
concrete, one is asphalt.
those three combined um we will know if
there's a sufficient material breach of
the contract long before we get to that
point because you only have three
things. Um the other aspect is is that
the contract itself is for a
sufficiently low amount that reserving
only 5% is not out of the norm. Um if
this contract was $2 million or more, we
would have a different approach. The
other aspect of it
is if this contract involved additional
trades, say for example, HVAC, plumbing,
electrical, things like that, that 10%
hold back would be more appropriate to
ensure that all uh subcontractors were
paid. In this case, that just is not a
scenario that presents itself. Uh
section 8, the contract term has been
changed slightly from the prior draft to
re to reference
uh commencement of the project for
tomorrow. Um the prior one had
commencement, I believe, beginning on
the 22nd or 23rd, I don't recall. Um,
you'll note then on page three, a
revision of the contract increasing
liquidated damages from
$750 per day past completion to $1,500
per day past completion. That is clearly
in the town's advantage and is
recommended.
Um, the balance of the contract is the
boiler plate established by council. uh
that's been used in the past. And we do
have and have received um the agreement
as signed by Jake Ray, vice president of
uh RME Limited LLC, doing business as
Elite Surface Infrastructure. So, with
that, I believe the contract is ready
for execution, subject to any questions
the board may have or any other items we
can uh address for you.
Are there any questions or comments?
I have a couple questions. Um there's on
the bid sheet there's some demo of
uh asphalt and uh concrete. Where are
those located?
Are those in front of
um the carriage shops? Are those on
Spruce Street? It's the front of the
carriage shops for the concrete. The
asphalt at the the asphalt when they get
done with the main street project. It
probably won't be a straight line. It'll
be sloughed off. They they take the
grade from there down into the parking
lot. So we'll probably have a straight
line cut there. Okay. So that we can
join up with the new asphalt to continue
down into the parking lot. So that's for
the basically the two-way uh exit
entrance that's going between the
carriage shops and the alpaca shop. And
so that's both the the pavement and the
um concrete. That that area there is
concrete only. The only thing that's in
that parking lot is recycled asphalt.
It's not really It's been packed down,
so it a little work to get it out, but
it's not asphalt per se. Okay. The only
other place for asphalt, like I said, to
cut the straight line is where Main
Street project ends in the asphalt.
Okay. They they're not going to pack it.
Leave us a nice straight line to join up
to. Okay. So, with our first lift, we'll
have straight line there. The second
lift will pick up on top of that so that
we don't have a straight up and down
joint. Okay. So, this isn't
things these aren't things that were
just done in the streets project. Okay.
I just I I'm like, this has got to be
down by the carriage shops, but is this
stuff that we just got done? And then
there was a question sheet in the packet
about the concrete
slabs for the
restrooms. Um and
um so do we have an do we have
specifications on the restrooms? I
understand the restrooms are not part of
the bid, but the concrete slabs, do we
have specifications of what those have
to be to put
whichever ones we put there? And is that
what's in because it was asked by a
couple different ones.
The concrete pad madame mayor promp
members of the board. the concrete pad
meets the approximate uh need for what
we've planned out. Um there are numerous
manufacturers, there are numerous
designs even from the manufacturer we're
currently working with. Under any
scenario the restroom will sit in that
pad. The only distinction is whether or
not there is how far to the edge of the
pad the restroom
comes. So is it a one foot set back, two
foot setback on the slab for the
restroom, but the restroom area itself
encompasses any the the pad upon which
is going to be poured for this
encompasses any of the possible
variations that we would consider for
the restroom. Okay. Both width and depth
of concrete. Yeah, depth is not a big
issue. Those are not that Abby. Um my
guess is 4 in. It's four. It'll be
actually be four and a half right there.
Okay.
Load.
Yeah. Okay. Yeah. In part because it's
static. It's a static load. It's not
going anywhere. So, yeah, there it's not
the bathrooms aren't on skids. They
actually sit flush on the ground. So,
pounds per square inch that they're
going to cover is almost nothing. Okay.
Okay. And I noticed in looking at the
drawings that
the the piping
um in the detention pond is actually
uh different than the last drawing that
we looked at.
Um, is
there is this to be more efficient or it
just this is a better way to do it and
did
it and I'm not a drawing reader. So, did
it change the depth or anything of the
drainage pond? We the the drainage
piping talk about the change that we
made was because we changed the location
of the detention pond itself. Okay. So
instead of going AC across land and
sheet flowing it to a detention pond,
we're taking it underground and piping
and taking it to the detention pond.
It's um Okay. What does the state call
it? It's it's a secondary way of
cleaning up storm water. Okay. because
it is a different shape and in a little
because it takes up more of that corner.
Okay. I kept thinking I knew the piping
was different. Yeah. Um but I kept
thinking I think the shape of it
different too. Okay. Okay.
Now to to avoid the sheet flows across
the ground. Okay. This is what where we
started. We changed that to keep it
underground so that we're not taking a
chance on like our rains from two years
ago. Yeah. And washing out a section of
our trail. Okay.
Okay. Great. Then I only have one other
um thing I want to say.
Um, I'm I am still not comfortable with
the funding being split between the
capital improvement fund and the street
capital improvement fund. I I like the
idea of the parking lot. I like uh the
location.
Um, when I read what our ordinance says,
um, and I'm very black and white. Um, so
this doesn't fit in the black and white
of what our ordinance says about the uh,
street capital fund. I would rather see
us do a budget amendment and have this
all come out of the capital improvement
fund rather than
having any of it come out of street
capital. particularly looking forward to
the um 26 budget year with looking at um
doing
uh paving in Hillside Village and I
think we're going to need every dollar
we can get in the street capital fund.
Um, and so
I'm that would be if if I were to make
the motion, I would add that I like it
all to come out of the capital
improvement fund. But, um, that's all my
comments. Any other comments or
questions?
Um, I have one specifically. Um, Mike,
there's on page 38. Uh, and this
particular page has Teroscina design um
at the bottom, but it appears that there
was a series of questions there, and I'm
just wondering if most of these were
answered by uh you, Mike, as well as uh
perhaps you, Patrick. One of them says,
"Does the city of Elizabeth currently
have any fill material available for
use?" Um and then it notes town is
working on this but not confirmed uh bid
based on providing
import. If the town has extra fill
laying around that'll be utilized. Is
that something that's going to then save
dollars and cents on on this project as
far as the the contractor is concerned?
In theory, yes. Those questions are the
questions that the contractors who are
looking at bidding submitted. Not even
these that we had I think 19 individuals
for the contract. These were the generic
questions asked by vids and all the
contractors. Well, the answers were
provided to all contractors. Cool. Okay.
The infill is a two part a two-part
piece. We do have a little bit of dirt
available. Okay. In the event that
walnut project advances, what's the name
of it now? Walnut Grove. Walnut
whatever. Walnut square. Walnut Grove.
In the event Walnut proceeds, we would
be able to take that dirt because it it
will save us money. It actually saves
Walnut money, too, because otherwise
they're hauling that dirt to Franktown.
Oh, so it'd be much better for us if we
need it would allow us. Plus, with
regard to Bulmer's on the 444 property,
they need to back fill as well, and they
are already agreed to accept dirt if we
can get that piece accomplished. Thanks,
guys. I I I just thought, hey, that
that's a plus right there. If there is a
bunch of dirt left over somewhere, that
would keep this bid from
going up further. Okay. Yeah. And in
theory, if they're moving and back
filling dirt, uh they're the ones doing
it. They being Walnut Grove. So, there
would be very, very much a reduction in
what that price line would be in that.
Excellent. Okay. Thanks, guys. But we'll
see. We're still waiting for response
from to finalize that piece. Understood.
Any other questions or comments?
I I agree with your comment about which
fund
um this is coming out of. Um I don't
like it coming out of the streets
fund. Um I I think this should all be
capital
improvement fund. Um, and part of that
is, as you mentioned, in 2026 for
Hillside Village, um, I think that's
going to cost us a whole lot more than
what we are thinking it is and we need
to
have, you know, all the funds in that
account that that we can have for that.
So,
And um based on projected for 2025,
capital improvement would end the year
with almost
uh almost double of what the street
capital improvement fund would. And
that's that's another reason why I'd
rather see the 630 come out of that. If
I could, Madam Mayor, I I understand the
point. The issue is is that while those
are differentiated funds, you're
spending the same amount of money either
way. You can either spend it from
capital improvement or you can spend it
from streets. Either way, the same
amount of money is going to be spent.
Yes. And it's it's not the amount of
money. I understand that. But I'm saying
under that scenario, you're simply
taking it from this pocket instead of
this pocket.
Either way, the amount is set.
So if you're not taking it from streets
and you're taking it from here, you just
simply are reducing the balance in the
capital improvement
fund with no impact on streets, but it's
still going to be accessed. Both
accounts will be accessed under either
scenario for for the project either this
project or the other project or both
projects. Okay. So, just so I understand
when we get to the hillside side, if we
need to pull from the capital fund to
make up for what the street fund is
lacking, we'll be able to do that. Yeah,
absolutely. Capital fund is for any
capital improvement across the board in
the town. Streets come from a different
revenue stream coming in tied to
streets. Obviously, this has spruce
street as part of this, so that's why
that was divided out. Um, but under
either scenario, both of those accounts
will be used for this project and for
Hillside should the board decide to do
either or both.
Well, I will entertain a motion
uh to approve resolution 24 R8.
I'll second it.
The mayor did it. No, I'm ask I'm asking
for someone to make that motion. I'll
put forth a motion to prov or approve
resolution 25R18, a resolution
authorizing the mayor to enter into a
contract for the construction and
completion of the depot parking lot.
I'll second it.
We have a motion and a second. Um
Michelle, can we do a roll call vote?
Mayor Mayor Turnis.
I'm going to vote no.
Pro Tim Hutchkins. Yes.
Trusty Enspar. Yes.
Trusty Schroeder, yes.
Trusty Connley, yes. Trusty Gaither,
yes.
That motion
passes. Um, at this time, all I need a
motion for adjournment. I move to
adjourn.
Second.
All those in favor, please say I. I. I.
I. All those opposed, please say nay.
Motion passes. We're adjourned.
Thank you everyone. I mean it. Thank
you.
Now you're ready.