What happened
- All five council members present; Mayor Doug Henke called the meeting to order at 5:00 p.m.
- City Engineer Derek Olinger presented three options for revising the Infrastructure Management Plan to include the Trondheim Road Extension.
- Option 1 (Full Needs) was the most expensive; Option 2 (Match Budget) the lowest price; Option 3 (Hybrid) moderate cost increases.
- Council approved Option 3 (Hybrid) with Forest Street sewer lining in 2025 or 2028 and Trondheim Road added in 2031, 4-0-1 with Henke abstaining.
- Televising and inspection showed the existing Pearl Creek-Forest Street sewer line was in poor condition and needed replacing.
- Estimated cost to replace the sewer line: approximately $1,400,000.
- Engineer recommended replacing the line in 2023 instead of the originally planned lining.
- Council approved the base project for Pearl Street sewer main rerouting and replacement, 5-0-0.
- Council directed the City Engineer and Public Works Superintendent to prepare a scope recommendation for 2023 street paving and overlay projects, 5-0-0.
- Meeting adjourned at 6:52 p.m.
What was asked 8 raised · 4 settled
Every question, assignment, pending figure and unsourced claim from this meeting, quoted from the record, each checked against the county, census, listing, bid and budget data we hold.
Motion by Bailey, second by Ryan to direct City Engineer, and Public Works Superintendent to prepare scope recommendation for 2023 Street paving and overlay projects.
After reviewing the 2023 project list in the infrastructure management plan, the council directed staff to come back with a recommended scope.
At the meetingMotion approved 5-0-0; no scope presented at this meeting.
The scope came back six weeks later. The 10.11.22 packet carries the 2023 Street Improvements Project Scope, which cites the August 30 direction and defines the work as asphalt repairs and overlays to various streets throughout town, aimed at preserving streets at the mid-point of their service life and explicitly excluding streets already in poor condition needing more significant repairs. The resulting contract went to Bituminous Materials Inc at $450,693.95 on June 13 2023 against an engineer's estimate of $547,705.
10.11.22 Council Agenda Packet; factbook KENYON_BIDS.md · taken up again 2022-10-11
Motion by Rechtzigel, second by Bailey to approve Infrastructure Management Plan revision option 3 (hybrid) with the following modifications: Forest Street sewer lining occurring in 2025 or 2028, the Trondheim Road project would be added to the plan in 2031.
The council approved Infrastructure Management Plan option 3 with the Forest Street sewer lining left at either of two years.
At the meetingNo single year was chosen; the motion carried with both years stated.
The lining was fixed at 2025, the earlier of the two years. The 1-9-24 packet lists Forest Street, Pine Street and Pearl Creek sanitary sewer lining among the 2025 construction items alongside Langford Avenue and 5th Street, and Engineer Olinger confirmed the same 2025 programme in February 2024. The scope is defined as Forest Street from 3rd Street to 8th Street.
1-9-24 agenda; 2.13.24 Council Packet and Agenda; 5-14-24 AGENDA(1) · taken up again 2024-02-13
He stated that the televising and inspection of the existing sewer line showed that it was in poor condition and needed replacing. The estimated cost to replace the line was approximately $1,400,000.
Olinger reported the televised sewer line was in poor condition and gave a replacement cost estimate for the Pearl Creek-Forest Street sanitary project.
At the meetingStated as an estimate only; council approved the base project for rerouting and replacement.
The replacement was bid at less than the 2022 estimate. BCM Construction was awarded the Pearl Creek Sanitary Sewer and Gates Avenue contract at $1,241,494.22 on June 13 2023, which is $158,505.78 or 11.3 percent below the $1,400,000 figure given to the council, and $294,570.78 below the engineer's estimate of $1,536,065 at bid time. The next bidders were Minger at $1,327,721.90 and Heselton at $1,385,155.00.
factbook KENYON_BIDS.md; 9.13.22 Council Packet Agenda · taken up again 2023-06-13
The original project would have involved lining. Due to the poor conditions the Engineer recommended replacing the line in 2023.
Recommendation on timing for the Pearl Creek-Forest Street sanitary project given the poor line condition.
At the meetingCouncil approved the base project for the Pearl Street sewer main rerouting and replacement 5-0-0.
The replacement was let in 2023 as recommended, with the contract awarded to BCM Construction at $1,241,494.22 on June 13 2023. The work did not finish that year: as of August 2024 the major items remaining were final yard and turf restoration, disconnections from the old Pearl Creek sewer line and final televising and inspection of the new lines.
factbook KENYON_BIDS.md; 8-20-24 AGENDA · taken up again 2024-08-20
He stated that the televising and inspection of the existing sewer line showed that it was in poor condition and needed replacing.
Basis for changing the Pearl Creek-Forest Street project from lining to full replacement.
At the meetingCouncil accepted the finding and approved the base replacement project 5-0-0.
The televising report itself is not in our holdings, but the inspection that produced the finding was competitively procured and priced. The first Pearl Creek televising request for proposals in March 2022 drew a single quote and was reissued, and the April 2022 round went to Empire Pipe Services at $12,782.68 over Pipe Services at $18,246.53 and American Environmental at $29,264. Final televising and inspection of the new sewer lines was still outstanding in August 2024.
factbook KENYON_BIDS.md; 8-20-24 AGENDA
Motion by Rechtzigel, second by Bailey to approve Infrastructure Management Plan revision option 3 (hybrid) with the following modifications: Forest Street sewer lining occurring in 2025 or 2028, the Trondheim Road project would be added to the plan in 2031.
The revision to the Infrastructure Management Plan was driven by the need to include the Trondheim Road Extension project.
At the meetingIncluded in the approved option 3 (hybrid) plan revision.
The 2031 placement was adopted as part of the hybrid option, 4-0-1 with Henke abstaining, and nothing since shows it moving. The only later trace is the budget line for the Trondheim Road Extension, fund 900 object 49900, which carries $0.00 in every one of the six columns shown in the September 2026 packet. The revised Infrastructure Management Plan document listing Trondheim Road in 2031 is not in our holdings.
9.13.22 Council Packet Agenda; 9-8-26 Council Packet · taken up again 2026-09-08
This option would reprioritize project scope and needs to maximize project budget. This option would have moderate cost increases over the previous infrastructure plan.
Olinger's comparison of three ways to revise the Infrastructure Management Plan to include Trondheim Road.
At the meetingCouncil selected option 3 (hybrid) with modifications, 4-0-1 with Henke abstaining.
No dollar figures for any of the three options appear in our records. The council chose option 3 on qualitative descriptions alone, with option 3 characterized as reprioritizing project scope and needs to maximize project budget at moderate cost increases over the previous plan. The engineer's comparative cost tables for the full needs, match budget and hybrid options would settle it.
9.13.22 Council Packet Agenda · would settle it: The engineer's comparative cost figures for options 1, 2 and 3
Motion by Rechtzigel, second by Bailey to approve Infrastructure Management Plan revision option 3 (hybrid) with the following modifications: Forest Street sewer lining occurring in 2025 or 2028, the Trondheim Road project would be added to the plan in 2031.
Council approved a hybrid option with specific modifications to project years, which must be incorporated into the plan document.
No updated Infrastructure Management Plan document incorporating option 3 and the council's modifications is in our holdings. The plan revision began with a work session scheduled for August 30 2022 at 5:00 p.m. on a 3-0-0 vote to review infrastructure management and capital improvements, and the approved modifications exist only as motion text. The revised plan document, or the capital improvement plan it feeds, would settle it.
9.13.22 Council Packet Agenda · would settle it: The updated written Infrastructure Management Plan incorporating the approved modifications
Decisions 2 motions
Who did what
| Person | At this meeting |
|---|---|
| Doug Henke Mayor | Called the meeting to order and abstained on the Infrastructure Management Plan revision vote |
| Derek Olinger City Engineer | Reviewed the Infrastructure Management Plan and three revision options, reported the Pearl Creek-Forest Street sewer line was in poor condition, and reviewed 2023 projects |
| Dan Rechtzigel Council Member | Moved to approve Infrastructure Management Plan revision option 3 (hybrid) with modifications; voted aye |
| Mary Bailey Council Member | Seconded the plan revision and Pearl Street sewer motions; moved to direct preparation of a 2023 street project scope recommendation |
| Molly Ryan Council Member | Moved to approve the base Pearl Street sewer main rerouting and replacement project and moved to adjourn |
| Kim Helgeson Council Member | Voted aye on the Infrastructure Management Plan revision |
| Mark Vahlsing City Administrator | Attended the meeting and signed the minutes |
| Kathy Flikke Finance Clerk | Attended the meeting |
| Wayne Ehrich Public Works Director | Attended the meeting |
| Randy Eggert KMU Operations Superintendent | Attended the meeting |
Organizations named: City of Kenyon, Kenyon City Council, Kenyon Municipal Utilities (KMU), Kenyon Public Works
Figures
| Amount | What |
|---|---|
| $1,400,000 | Estimated cost to replace the Pearl Creek-Forest Street sanitary sewer line |
Said at the meeting
Option 3 -Hybrid. This option would reprioritize project scope and needs to maximize project budget.
Minutes (Option 3 description) · minutes, verbatim
He stated that the televising and inspection of the existing sewer line showed that it was in poor condition and needed replacing.
City Engineer Derek Olinger (as recorded) · minutes, verbatim
Due to the poor conditions the Engineer recommended replacing the line in 2023.
Minutes · minutes, verbatim
Option 2 – Match Budget. This option would cut or delay existing projects to meet previous budgets.
Minutes (Option 2 description) · minutes, verbatim
The minutes
Official minutes as adopted, from 9.13.22 Council Packet Agenda; text extracted from the PDF.
Council Meeting was duly held in the City Council chambers at 5:00 p.m. on the 30th day of August 2022. The meeting was called to order by Mayor Henke.
- Present
- Mayor Doug Henke, Council Members Dan Rechtzigel, Kim Helgeson, Molly Ryan, and Mary Bailey
- Absent
- None
- Also present
- Administrator Mark Vahlsing, Engineer Derek Olinger, Finance Clerk Kathy Flikke, Public Works Director Wayne Ehrich, KMU Operations Superintendent Randy Eggert
The meeting opened with the Pledge of Allegiance.
Possible Revisions to Infrastructure Management Plan- Derek Olinger- City Engineer
City Engineer Derek Olinger reviewed the current Infrastructure Management Plan. He then discussed 3 options to revise the plan to include the Trondheim Road Extension project.
Option 1 – Full Needs. Including all existing and additional projects. This was the most expensive option.
Option 2 – Match Budget. This option would cut or delay existing projects to meet previous budgets. This would be the lowest price option.
Option 3 -Hybrid. This option would reprioritize project scope and needs to maximize project budget. This option would have moderate cost increases over the previous infrastructure plan.
Motion by Rechtzigel, second by Bailey to approve Infrastructure Management Plan revision option 3 (hybrid) with the following modifications: Forest Street sewer lining occurring in 2025 or 2028, the Trondheim Road project would be added to the plan in 2031. Approved 4-0-1 Henke Abstain Rechtzigel Aye Ryan Aye Bailey Aye Helgeson Aye
Determine Pearl Creek-Forest Street Sanitary Project Scope Derek Olinger- City Engineer
City Engineer Derek Olinger reviewed the Pearl Creek-Forest Street Sanitary Project. He stated that the televising and inspection of the existing sewer line showed that it was in poor condition and needed replacing. The estimated cost to replace the line was approximately $1,400,000. The original project would have involved lining. Due to the poor conditions the Engineer recommended replacing the line in 2023.
Motion by Ryan, second by Bailey to approve the base project for the Pearl Street Sewer main rerouting and replacement. Motion Carried 5-0-0.
Determine 2023 Street Projects – Derek Olinger- City Engineer
City Engineer Derek Olinger reviewed the list of projects for 2023 in the infrastructure management plan.
Motion by Bailey, second by Ryan to direct City Engineer, and Public Works Superintendent to prepare scope recommendation for 2023 Street paving and overlay projects. Approved 5-0-0 11
Motion by Ryan, second by Bailey to adjourn the meeting at 6:52 p.m. Motion carried 5-0-0.
_____ Mark Vahlsing, City Administrator Douglas Henke, Mayor
Pursuant to due call and notice thereof, a City