Meeting Minutes

Draft minutes: these minutes have not been approved by the Plan Commission & are subject to corrections/changes. TOWN OF HOLLAND STORMWATER UTILITY COMMISSION April 2, 2025 MEMBERS PRESENT Chair Mike Hoffman, Doug Klenke, Ron Knapmiller, Bryan Nindorf, Jared Noffke, and Jeff Osgood MEMBERS EXCUSED Anne Paape OTHERS PRESENT Lukasz Lyzwa, General Engineering Co. STAFF PRESENT David Carlson (Town Crew), Marilyn Pedretti (Town Clerk) CALL TO ORDER Chair Hoffman called the meeting to order at 7:16 p.m. Notices were properly posted. MINUTES Motion by Knapmiller/Osgood to approve the minutes of March 5th. MOTION carried. CITIZENS’ CONCERNS: none given. 2025 MAINTENANCE WORK Culvert/ditch work in designated areas: Hoffman reviewed quotes received from Mark Dummer, Coulee Country Excavating (CCE), regarding a change to the original scope of work. Lukasz Lyzwa, General Engineering Company (GEC), explained he met with Hoffman and the Town Crew on site at Mary Court and discussed drainage assumptions and culvert clean-out needs. He suggested scraping an additional 200’ feet and CCE provided a cost estimate of $2,640.50 to conduct the work, which would still fall within the lowest bidder requirements. Discussion followed. Motion by Knapmiller/Klenke to recommend accepting the additional work not to exceed $2,700 for expansion of the scope of work at Mary Court and Park Avenue. MOTION carried. Culvert clean-out work: Discussion took place on who would perform the work to clean-out residential driveway culverts, who determines which culverts require maintenance and process for notifying residents. Lyzwa suggested he could develop a letter which will be mailed to all residents within Country Estates area explaining the needs, process and option to have the Town perform the work. Discussed followed concerning who was responsible for ditch maintenance. Lyzwa noted that a ditch can fill in 3” every 10 years from grass clippings. Knapmiller suggested an article in the annual newsletter explaining the need to keep ditch levels at their original depth and culvert maintenance. Motion by Knapmiller/Nindorf to recommend a general letter to encourage homeowners to keep their culverts clear be sent to the Country Estates area. MOTION carried. Shouldering work: Lyzwa explained he is still developing a strategy. He explained two options: (1) Scrape back over-growth and plant grass seed. Least intrusive and minimal costs. (2) Dig down 2” and add gravel. Could cause problems in exposed areas and is costly to perform. Lyzwa would like to start with one section before taking on the whole subdivision. Discussion followed. Lyzwa will explore further and report back next month. CULVERT INSERTS Hoffman reviewed the update to the list of priorities to contract with Subsurface, Inc. to install culvert inserts. Discussion followed and the top four were identified as priority at a cost of draft 2 $52,196. Motion by Nindorf/Osgood to recommend the first four on list with a budget not to exceed $53,000. MOTION carried. CULVERTS: O. THOMPSON ROAD & FLATEN RD O Thompson Road: Lyzwa provided a picture of the culvert on O Thompson Road that is showing a sink hole in the middle of the road due to the culvert connection not matching. Discussion took place concerning two options: (1) Total replacement: David Carlson, Town Crew, provided an estimate of $16,700 with the Town providing some hauling services. (2) Patch the current culvert by cutting a 5’ by 5’ section, cleaning top of culvert and adding a steel band, cover with concrete, fabric and layer of blacktop. Carlson provided a cost estimate of $5,200 and expressed concern with what would happen if the area caved in once the section is opened up for repair. Lyzwa expressed concern that the costs estimate for the first option was too low. Klenke asked how this was sealed and Lyzwa explained the process using a flowable fill that world seal voids around culvert ribs. Discussion followed concerning costs, process, risks and whether the costs would be covered under stormwater or road budget. Lyzwa noted option 1 could fall within stormwater budget and option 2 could fall within the road budget. Motion by Klenke/Nindorf to recommend replacing the culvert not to exceed $17,000 or, if bid doesn’t hold through, we just patch. MOTION carried. Flaten Road: Lyzwa provided a picture of the culvert at Flaten Road and explained the whole coulee is draining to that spot as well as the road curve channeling water flow into that culvert. He suggested there was a catch basin years ago but it has collapsed and eroded a hole 30’ around the pipe and suggested an inlet structure could be installed that would be attached to the pipe and rock added in the area. Lyzwa suggested another option would be to cut the current pipe with 30° angle and install an additional pipe which would be easy to maintain. Discussion followed and the Commission suggested additional information was needed for both projects. Motion by Knapmiller/Klenke to recommend GEC provide engineering and cost estimates for culvert repair work at Flaten Road and O Thompson Road. MOTION carried. Previous motion (to replace O Thompson Road culvert) was withdrawn by Klenke/Nindorf. Lyzwa will provide plans for O Thompson road for full culvert replacement and plans for patching. He will also provide plans for Flaten Road for a culvert extension. 2025 PROJECTS Carlson reported there are more culverts that need cleaning and suggested developing a master plan, similar to the Road Improvement Plan. ADJOURNMENT Motion by Nindorf/Hoffman to adjourn. MOTION carried. Meeting adjourned at 8:34 p.m. Respectfully submitted, Marilyn Pedretti Town Clerk