[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.