Public Works committee approves Fuller Street contract, multiple change orders and maintenance awards; reviews stormwater report and snow policy

The Village of Weston Public Works Committee on April 14 recommended awarding the Fuller Street reconstruction contract to Francis Melvin Incorporated and approved a string of construction change orders, pavement maintenance contracts and equipment purchases while acknowledging the village’s 2024 MS4 (municipal separate storm sewer system) annual report and reviewing snow-and-ice procedures.

The committee voted to award the Fuller Street reconstruction contract to Francis Melvin Incorporated for a total bid of $3,665,318.81. Michael, a public works staff member who presented the packet, said the lowest bid came in roughly $25,000 above the CIP estimate but that sanitary, water and storm components offset each other in the budget review. “Francis Melvin was the low bidder at $3,665,318.81,” Michael said during the meeting. The motion to recommend award carried by voice vote.

The committee also approved change orders and contract actions including: - East Jelinek Avenue change order number 3: the committee recommended approving an increase of $5,645.53 to cover a hydrant relocation found during construction. Michael explained the contractor relocated the hydrant as the quicker option; the motion to recommend approval passed by voice vote. - Weston Avenue (County Trunk X to Ryan) change order number 2: the committee recommended approval of the change order addressing an access path, salvaged base replacement and additional utility connections; the motion passed by voice vote. The motion text and packet listed the change order total as $49,083.65 (as recorded in the meeting discussion).

The committee awarded several pavement and maintenance contracts within the village’s street-maintenance budget: - 2025 crack sealing: precision seal coating was the apparent low bidder at $80,000; the award was approved. - 2025 asphalt overlay: American Asphalt was the low bidder with a base bid of $348,638; the award was approved. - 2025 Shore Avenue repaving (County Trunk X to Huron Street with an alternate to Huron–Anastasia): American Asphalt was awarded the project for $265,785.50; the award was approved. - Fuller Street project contract administration and related procurement items were reviewed and the committee voted to proceed.

The committee approved a purchase of a hydraulic hammer for the village’s fleet (purchase price recorded in the motion as $31,850) after staff explained the attachment will reduce wear on smaller machines and allow crews to respond more efficiently to frozen ground and concrete-breaking tasks.

On stormwater, the committee acknowledged the Village of Weston’s 2024 MS4 annual report, a DNR-required submission that documents public-education activities, inspections and progress on water-quality measures. Michael summarized outreach efforts the village receives credit for, including cooperation with the North Central Wisconsin Stormwater Coalition and participation at local events. He noted the village meets its suspended solids requirement but continues to have work to do to meet phosphorus targets. “We meet our suspended solids requirements, but we don't meet our phosphorus requirements,” Michael said, and staff outlined that large stormwater ponds can buy multiple permit cycles of compliance while additional basin-specific projects will be costly; the committee moved to acknowledge the report and the motion passed by voice vote.

Committee members spent significant time discussing the village’s snow-and-ice control policy following constituent concerns about recent weekend storms. Trustee Penstelt requested the review on the agenda. Staff described the village’s tiered priority system (A thoroughfares, B collector streets, C dead-ends/low priority) and operational constraints including limited equipment and worker-safety concerns that limit consecutive hours for operators. Michael said the village’s goal is to have two travel lanes passable on priority A streets within roughly four hours of response start when conditions allow, and to make other routes passable within a longer window when storms or staffing limit immediate response. Multiple trustees asked staff to clarify or tighten definitions in the policy (for example what “two lanes open” means in measurable terms and how severe storms adjust response), and staff agreed to return with suggested language updates; no formal policy change was made.

The committee also discussed the public-works committee’s charter language requiring review of proposed changes to village-owned buildings after a neighborhood question about use of the Public Safety building. Several trustees recommended narrowing or clarifying the committee’s review threshold so routine interior tenant moves or minor office reconfigurations would not require committee review; staff will draft proposed changes for the committee to consider at the next meeting.

Quotations in this report come from committee members and staff during the April 14 meeting. All formal motions and approvals described above were recorded on the committee's meeting agenda and passed by voice vote unless a roll-call tally was requested in the meeting packet and noted otherwise. Several items that were discussed but not voted on (for example additional stormwater project funding strategy and a more detailed re-write of the snow-and-ice policy) were directed back to staff for follow-up.

Votes at a glance - Acknowledge March 2025 water and sewer permits: approved (voice vote). - Acknowledge 2024 MS4 annual report (Wisconsin DNR submission): approved (voice vote). - East Jelinek Ave change order #3 (hydrant relocation): recommended for approval, increase $5,645.53 (motion passed, voice vote). - Weston Ave (Cty X to Ryan) change order #2 (access path/base/structure removal and utility connections): recommended for approval, change order total recorded as $49,083.65 (motion passed, voice vote). - Award Fuller Street reconstruction contract to Francis Melvin Incorporated: $3,665,318.81 (motion passed, voice vote). - 2025 crack sealing award to Precision Seal Coating: $80,000 (motion passed, voice vote). - 2025 asphalt overlay award to American Asphalt: $348,638 (motion passed, voice vote). - 2025 Shore Avenue repaving award to American Asphalt: $265,785.50 (motion passed, voice vote). - Purchase of hydraulic hammer (fleet attachment): $31,850 (motion passed, voice vote).

Ending The committee directed staff to draft clarified language on the snow-and-ice control policy and to prepare proposed amendments to the committee charter language that governs review of building modifications; both items were placed on the next meeting agenda. Staff will return with follow-up information on stormwater funding options and any required land or grant steps for future storm-pond projects.