Waupaca council approves recreation‑center boiler purchase and awards contract for expansion project

Waupaca Mayor Brian Smith and the Common Council on May 20 approved replacement boilers for the community recreation center and authorized a construction contract to expand the facility, with officials saying roughly 95% of the project cost will be covered by external grants and identified savings.

The city approved the boiler purchase after officials said the lowest responsive bid of $219,000 would be reduced by a Focus on Energy rebate of $33,321, bringing the net cost to $185,678 to be financed with general obligation bonds. "Our lowest bid was for $219,000, which was over our CIP," Parks and Recreation Director Laura Colbert said, describing the rebate and the adjusted cost.

Colbert and city staff also presented the council with bids for the recreation‑center expansion under the Flexible Facilities grant program. Staff identified Ellis Construction as the lowest responsible bidder at $3,904,400 and asked the council to approve a contract not to exceed that amount. "We are now looking at a projected overage of about $155,000," Colbert told the council, summarizing post‑bid savings and remaining shortfall.

Nut graf: The council voted to move forward despite the overage after staff reported they had located $289,322 in savings across other capital projects and anticipated potential additional grant adjustments. Officials said the strategy avoids drawing on the general fund or changing borrowing plans but includes a $100,000 contingency that would require separate council approval if used.

The most important facts: the boiler purchase was approved by roll call with 10 ayes; the construction contract with Ellis Construction also passed unanimously on the roll call (10 ayes). City staff said external funding and identified savings will cover the bulk of the expansion cost; the grant administrator is pursuing an additional $85,000 that could further reduce the overage.

Project details and timeline City staff reported 10 construction bids were received and Ellis Construction submitted the low responsive offer. The council packet shows a budgeted grant amount of $4,165,225; bid comparisons and staff revisions reduced projected overage from higher figures to roughly $155,000 after negotiating scope and identifying savings across projects including airport hangars and the recently approved boiler rebate. Colbert said the project timeline calls for July 1 groundbreaking and completion in August 2026.

Finance and contingencies Finance Director Stephanie Wright and Colbert explained savings identified in other capital projects will be used to cover the remaining gap without borrowing or tapping the general fund. Mayor Smith and staff emphasized a $100,000 contingency remains in the project budget; use of that contingency would require a future council vote. "That contingency, of course, is only going to be used if needed and it would need council approval to be able to use that," Mayor Brian Smith said.

Council members and project oversight Demetri Martin moved approval of the construction contract and Paul Hagen seconded. Barb Nowak, city clerk, called the roll; the motion carried with 10 ayes. Council members asked about demolition and the full scope; staff confirmed the contract covers demolition of the existing structure and the complete build. Andrew, an Ellis Construction representative who attended the meeting, was available for technical questions.

Next steps and grant deadlines Council members asked about the grant completion deadline. Staff said the state recognizes potential supply delays and the project must be completed by August 2026 under current grant timelines; staff committed to working with the state if delays arise.

Ending: The council approved both the boiler purchase and the construction contract, allowing the city to proceed with procurement and preconstruction work; staff will return to council if contingency funds are needed or if the grant administrator secures additional award amounts.