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Council shifts milling to East State, approves change orders for South Union streetscape
Summary
The Olean Common Council approved change orders that move mill-and-pave work between two contracts, authorizing the mayor to execute agreements with Millennium Construction and adjusting scope on a South Union streetscape project. Councilors discussed landscaping, traffic circles and coordination with NYSDOT; votes were 6–0 (one absence).
The Olean Common Council on Feb. 11 approved change orders that remove milling work from the South Union Street streetscape contract and add mill-and-pave work to the East State Street (Walkable Olean Phase 3) contract, authorizing the mayor to execute the related agreements with Millennium Construction.
Council members said the change reallocates work so that New York State Department of Transportation (NYSDOT) can pay for some paving, reducing the city’s outlay for both projects. Councilors discussed two options presented by the city’s engineering consultant: (1) remove the milling/overlay from the South Union contract or (2) remove milling and add streetscape landscaping back into the project. The council approved the option that removes the milling and moves the paving into the East State Street contract.
Why it matters: shifting the milling and paving between contracts lets the city take advantage of DOT involvement to cut its share of costs and keep projects moving into the spring construction season. Councilors noted the changes required a time-extension for contractors and coordination with NYSDOT before work begins.
Council discussion and details Alderman Vernon Rodson raised a separate concern about a small traffic circle near Clary/Barry, urging that future circles be “more traversable” and, where possible, flat to grade. Rodson said the specific circle there “seems to be an issue” and asked the city to examine it before paving. Alderman Florence Bennett replied that the circle’s center area had been recently repaved and contractors would not be reworking the new pavement, so the paving contract would not alter the existing circle center.
Staff explained the change-order math to council members: the option presented to remove milling from the South Union contract showed a cost reduction on that contract of roughly $174,000; the corresponding add-back to the East State Street contract was presented at about $175,000. Councilors described the two figures as closely offsetting once the allocations were moved between contracts and noted that exact line-item amounts and final change-order language will be executed by the mayor.
Councilors and staff also discussed schedule and contractor coordination. A time extension for the contractor through July 31, 2025, was noted so DOT and the city can sequence work; staff said Millennium Construction’s completion on South Union will be followed by coordination with DOT on East State work.
Votes and outcome Council voted to authorize the change orders and to send the measures out of committee; at the regular meeting later the same evening both change orders were approved by roll call (6 ayes, 1 absence). The council instructed the mayor to execute the final change-order documents.
What remains unclear or next steps Councilors asked staff to confirm whether landscaping would be reinserted under an alternate option and to supply final change-order text showing exact amounts. Staff said the city’s engineering attachments described both options; council approved the option that removes milling and transfers the mill-and-pave work to East State and asked for final contract documents for the mayor’s signature.
Ending Councilors said they will monitor scheduling and DOT coordination as the work is carried into spring construction; the mayor will execute the change orders and staff will provide final contract language and cost breakdowns to the council.
