And they're wearing Parkinson. Yeah. Yep. Alright. 06:00, I'll ask everyone to stand and say the pledge of allegiance, please. I pledge allegiance to the flag of The United States Of America and to the republic for which it stands, one nation, and one Alright. Let the minutes reflect. We got a quorum tonight. We got four council members in attendance. The first item on the agenda is the citizens form. If there are any citizens from, community that would like to address the council, now would be the time to do so. Everybody in the audience is on the agenda in some way, shape, or form, but if any of any of you would like to say anything ahead of time,
now would be the time to do so. K. Moving on to the consent agenda. Yep. Yep. Daddy's here. Okay. So we got five council members. Moving on to the consent agenda, letter b, small change, $24,152.62. Again, 24 comma one five two period 62. I need a motion to approve. So Second. K. Motion from Tom. Second from Wayne. All in favor? Aye. K. Consent agenda is approved. K. So moving on to the agenda,
just bear with me as I walk through some of this. We're gonna move some stuff around in the presentations and discussions just to kinda speed some of this up before we get to the part of the meeting, I'll call it. Under presentations, letter a will be Mike Erickson. B will stay the donation request, for the motivational speaker at eight aboard west. C will be the donation request for the eight aboard west post prom. D will be the, donation request from the Norman County Ag Society. E will be Nick Prothrow. F will be Julie Bittker and Al's disposal.
G is Rett Architecture. Does anybody need me to go over that again? So Mike Erickson, Brianna, Brianna, Jim Bergmeier, Nick, Julie, Brett. Then moving down to, reports and department heads under mayor's report. I'm setting a special session. This will be number two under mayor's report for next Tuesday, March 10 at 6PM. And then under new business, you can cross out letter b, garbage cleanup. We won't make Julie sit here and talk twice. And then same thing under public works, letter c,
letter a, number one, you can cross out water hookup, because we'll talk about that in letter e under presentations. Questions? Otherwise, I need a motion to approve. So moved. K. Motion from Tom. Second from Scott e. All in favor? Aye. Motion passes. K. Mike Erickson, you're up first. If you wanna come up and stand or sit next to Wayne and, you can introduce yourself even though we all know you and, ask away. Okay. I'm Mike Erickson. I serve as a teacher at school and as the head baseball coach. Last summer,
I started pursuing a project of resurfacing and reworking, the infield on both of our fields that, Minnesota Sod Company come out, last July and, actually came right after it rained. So they had a really good idea of kinda where our deficiencies are, on the field, where it holds water, where our low spots are, where we're unlevel and unsafe ultimately in in some areas. Is this behind the deco or is this Correct. Behind the deco over here. Yep. So it's Toneyside Field, and what I refer to as Deco Field.
I don't know if it's officially called that, but, so first quote, came through here, and it's kind of the whole whole bit. So it, would involve the main purpose of it would be kinda re, marking edges of grass and bringing in egg wine, to kinda level things out and and get that surface, so there's not major lifts that, you know, so it can cause safety concerns or, plagues and certain things like that. And then on that second diamond, that that's all all dirt in field. Right now when you set that to the baseball length,
the bases are essentially right on that grass. So, you know, playing a seventh grade baseball game, not a big deal. You start playing ninth graders, tenth graders over there. You get some safety concerns with infielders having to play so close. So we wanna get that to the appropriate arc of 95 feet from the pitchers' rubber. So they'd come in and they'd take out a bunch of grass there, and get that to an appropriate level. So, that's kind of the highlights of it. Ashley, have they seen, like, the full deal, like, this? Kinda what I'm looking at?
Yeah. I can send that to them. Sounds good. Yep. So that's kind of the summary. So we met, as a school district and, Ashley and Brianna were at the meeting as well. It was myself and Kenley Walleen, our AD, and Aaron Cook, the superintendent, and city representatives. And we kinda were preliminarily hoping that we could, based on what the school would put forward and potentially maybe what the city could do as well. For sure be able to fund, like, what we'd wanna do on the main diamond,
and then pursue a DECO grant to, pursue what we wanna do on the second diamond. So that's where we're at. The, the school said $35,000 was an amount that they'd be comfortable putting forward there. Mhmm. And the Just to do the one diamond would be about a $50,000 project. So the difference is about $15,000. Yeah. And I'll add on to this. So Thank you. Yeah. The school said 35,000. I if we did 15,000, it'd come from long term capital. And then the other $50 for the the JD field,
we're already working on Adecco Foundation grant as already as but we would present it as a whole $100,000 project with the hopes that the Adecco Foundation would match to a fifty fifty match like they've done in the past. They will not know on the JV like, we won't know on the JV field until our next meeting will be April, the Decco Foundation. So, and I if they make that decision at that time or not, I don't know how close and time frame they will. But I know you guys wanna get the varsity field done this summer. Correct. So the timeline would be,
in theory, August or September 2026. And, I mean, as far as the company goes, like, if we for sure say we're gonna do this diamond here, whether or not the Deco Foundation things work. I mean, we're on the calendar. They can just bring all their equipment in and go from there. So it's it's mostly it's more obviously, it's more material, probably a couple more days work. Mhmm. You know, that sort of thing. Would it help with the DECO request if we pledge money? Yes. So they're they're the school was asking the city to put forth $15,000
towards that. And it's our part the reason it's a split is we own the fields. It's our part. So that's what they came to us and asked. And they would do the other 35 at this time with the hopes of, like I said, the 50,000. Obviously, we don't know that. And there could the DECO Foundation can come back and say, we'll give you 20. And then I know that Mike and Brianna, we've talked about different fundraising activities and, other ways and means to raise the money too for it. So so right now, we're asking for a $15,000 commitment from the city so they can at least get it on the books and do the varsity field.
I'd so move. K. And a motion from Tom. I'll second that. And a second from Sean. Any further discussion? K. All in favor? Aye. Aye. Opposed? Motion passes. Thanks, Mike. Thank you for that. That was easy. Yeah. Hey. Brianna, you got the next two. Yeah. Me too. Yeah. A 100%. Hi, guys. Hi. We're a couple different hats tonight. Which one are you wearing first? We'll do the motivational speaker workshop at Ada Borup West. So I'm on the community education board for the Ada Borup West School District. And so I told them I would come and approach the council tonight.
This year, one of the classes that we're offering is a self defense class put on by Mariah Prushaw, who is a a Norman County West graduate, and she is a motivational speaker. So there's different, in the past, we've had it where it's just a female class, all females. And this time, it's open to everyone, in the community, all kids, all adults. It will be on March 14. It's from eight to noon, is is the the the timeline. I'm passing around the flyer now. And, if anybody's interested, there's a liability waiver that has to be filled out at the school. But we just thought,
in our community, opportunity to have someone come in and talk about, self defense techniques, hand and risk risk control, deescalating certain situations and tactics, you know, ground safety, and and just building resilience awareness and adding essential tools into, kids from our community that are gonna be going out in the world that might need to have some of this information. So the the community education group is asking, the city for $500 to put towards this event. And it How much does the school put towards you? It's $2,000. Yeah. How much is in the gambling fund?
$1,800. I'd move $500. K. And motion from Tom. We'll set the second from Scott. And now in favor? Aye. Aye. All opposed? Motion passes. Thank you. Next is the Adebore of West Post Prom. So, I am a junior parent and one of the committee chairs for post prom. So, I just said, I'm here. I'll talk about it. So we put out a a letter to all of the businesses and, members of the community and, also the, parents of the junior high or junior class. We're gonna be having prom again this year,
and we are actually doing a free banquet to all of our juniors and seniors this year, plus their dates, right here at the school. We're sourcing local vendors, to help provide the meal for that. And we just are asking like we do every year for the city's help in keeping our kids safe. Yep. $500. How much the bank might be over here? It's an opportunity. And even if the kids second from Scott. Sorry. Don't go to prom, they're eligible to go to the banquet. Yep. So it brings them all together. Yep. Yeah. I do. So you're gonna want something for the after proms?
That's what this is for. Is that we combine the banquet and after prom together. So yep. Yeah. Oh, but if you're you're willing, Wayne, we'll keep going. I think we're almost out of money. Yeah. No. It's all too bad. So Alright. Alright. I got a motion from Tom and second from Sean, and you want a $500 for poster on all in favor. Aye. Motion passes. Thank you. K. Well, Bert, you better get up here before we get on the money. Yeah. I got one We're down to 800. One more motion, I mean, we're not done. Alright. That's all we need, Tom. He's he's going for a record tonight.
Sean already did that a couple years ago. Yeah. It's a record. Don't don't don't. Yeah. They had a comment. Now I remember. Yeah. Me. Alright. Hi, Burke. Hey. Good to hear the conversation. Alright. Get to work. Jim Birkemeyer. I'm here on behalf of the Norman County Ag Society, known as the Norman County Fair as well as one of the officers. And first, I wanna thank the city for your support in the past from both the city general budget, I'll say, and also from the gaming fund. Much appreciated. In 2026, the fair we're investing over $65,000 in entertainment at the grandstand and on the grounds.
It's just the cost of, how the fair business is is getting to be. And also, through the years working together to build a community that we do at the fair, and we consider ourselves not only volunteer fair board members but stewards. And looking at the impact as well that the fair does bring to the city of Ada, with purchases that are made, vehicles being bought, and supplies, and repairs, and camping, and everything else that does take place. There is a major impact from the fair itself, plus the events that we have out there. And the camping every fall that we have with close to 30 campers and the
money that's spent in town, so we're just out, you know, raising dollars to help support the fair and to allow us to have sustainability as well as growth and some profitability. And also just an update, in recent years, we've put in just in grounds, maintenance repairs, and building repairs over $150,000 thanks to generous supporters of the city and businesses and and individuals, and it's much appreciated. So we're, you know, what we're looking at and and knowing that, the the gaming fund has been proudly announced at eighteen hundred,
and now it's down to 800 if I do my math correctly. So what we're requesting to be considered is a donation from the gaming fund that would be hopefully, you'll still do the $500 that's been out of the city budget for as long as I can remember, is up to $5,000 That's up to over time. Could be monthly, quarterly, however, just throughout this calendar year so that it stands out, and that's that's our request. So What have we done in the past?
Last year, if I recall correctly, Ashley, double check this, but I believe it was 500 total out of the gaming fund. We did three different 5 hundreds plus 5 so 2,000. 2,000 total. Sorry. You said that. Yeah. That's good. Yes. You met me. 500. K. I got a motion from Tom in the amount of 500. Do I have a second? I'll second. K. I got a motion from Scott n or excuse me. Motion from Tom, second from Scott n. I think he said that. Further discussion. You'll be back? I'd like to see We will be back. I'd like to see us contribute something.
I would say that's more. Do you know what I mean? It is you know, I'd make more, but $500 every evening. Whatever. You know what I mean? If it's every other month. Oh, you gotta do my money first. As long as we have that in the Gambit Fund. Correct? Yeah. Up up to up to $2. Whatever the number is. They have to come back and ask them a new one. So k. I got a motion and a second. I'll call the question. All in favor? Aye. K. All opposed? Okay. Motion passes. Very good. Burke, what I'm hearing is, come back again next month or in April. Excuse me.
That's my physical on May. You you have to submit a written request, I think. You don't have to come. However you wanna do it. Sean made the, I think you should go in person. We like your resume. Yeah. I'm not in person. Sounds good. Thank you. I like your idea, though, Tom. Really honest. Yeah. Okay. Nick, you're up next. If you wanna come on up and introduce yourself. We're gonna go. I'm I'm looking to tap into city water, for possible without development lots, for outside city limits. And we've got two engineer and and the public works.
And there's some requirements that would happen to me, but wondering if what are we gonna do, I guess. We'll get permission. We'll get if we follow their guidelines, do I have permission to time the city water? Yeah. Long story short, does anyone have a problem on council? You know, Nick gets the proper requirements, not only from the city, county, state, FEMA, if need be, if you decide to go under the levy, if that's the route. Nick's gonna pay for it. Oh, public works. This guy. And public works. And Brian's gotta prove it too. But, And the public works board did support it yesterday as long as the council supported
it. So yeah. They supported a council agreed to it. Yeah. Mhmm. I mean, is there all the criteria. No. I don't need to vote, but there there should be no conversation. Everyone's in agreeance, though. Yep. It's a good idea. Yeah. Your two cents, Brandon? Yeah. I've seen great. So I'm seeing it over. Yeah. The one thing that we had discussed earlier is as this will service multiple lots, that line out there will end up being a name, which means the city name. So I would recommend moving forward as he is a private developer and executing some sort of developer's agreement.
Now this would be a question for your attorney. Mhmm. But some sort of developer's agreement because that line will be the main will presumably be turned over to the city at the end of the day and the city of structure that will be owned and managed and maintained. Yeah. It's outside city limits, so I don't know what the if there's a precedent there or something. But it'll just be from a logistics standpoint, yeah, we can do it. It's just it's just making sure on the front end we understand who owns what, who does what, who pays for what. And I think and that would be something that you just We'll go over that
once we get more. Yeah. Nick, when you get to that point, we'll have that conversation of We've looked now to the from, like, the Norris Coffee House going east to Valley. Off the elevator. You know, that's essentially the same scenario. So we can take a look at whatever they've got to for what had to be done when they hooked up jam up there. Yeah. Mhmm. I mean, I'll hear it. It'd be fine. If he was on, I'm trying to find a key. So Yeah. Yeah. I think the only thing the public works board was, like, worried about is it's it's not going to, like, hurt our dry weight rating or flood rating or anything like that.
Yeah. Right? So going through the levee Yeah. Will have to be cased, and then there'll have to be a shutoff valve on each side. So, basically, that casing will stand the entire way through the levee, which means that the water will look through the casing. And on each side of that levee, you'll have a shutoff valve. So if something happens or you can completely close it off. Which side of the road are you talking about? Are you talking about the west side or the East side or both? Dealer's choice. The development is on the east side of the Of the road. Of the road. Yeah. You talking about where the main is going? Yeah. I know we don't know. What do you do about flooding back frame?
That's a wall. That's the county's problem, not city, bro. Yeah. Brandon, do we need any kind of FEMA signature for that? So I did some preliminary looking this last week. You guys own the levy, but it's in the army corps program. Yeah. So our understanding is that you've got you've got the jurisdiction of overseeing it. We would run it through them. But basically, the the army corps, I mean, corps, they certify or levy. That's those inspections where we go and walk everything. And so anything we do when they come back in three years or three years
whenever they come back to walk again, it just it needs to be up to their standards. But we can get that stamped before any work's done. We can go to them just like people come to this council and say Mhmm. I'm gonna do x. Will will you sign off on and do y? We have to use them too. That's correct. I mean, yeah. Yeah. They sign off on it. But, you know, Nick's got alternate routes too. He can come from the West around. He he doesn't have to go through the levee. You know, there's options. Now? Yeah. There's options there too. And you're going to the road? Yeah. So,
but as long as the council is okay with, I mean, gas and air. We'll do whatever you need to do. Mhmm. We'll sign off on it. Thanks. Yep. K. Judy, you're up next. Hi, you guys. Guys. It's that time of year. Just checking for, so I come up and talk and, you know, take one of those in a row. I don't know. So the cleanup. So cleanup's coming up first week in May, have to be the second week, first full week. So I was looking at, May, same the Thursday, Friday, Saturday, same times as we have done in the past. Just checking to see if, you know, if that's something we still wanna do again this year,
but we still can use the the gravel parking lot, same locations. We'll come in from the North, you know, go to the South and use the barricades from the county public works. That's okay with them again. See the low traffic. I'll set the resume at five to eight, then Friday, but noon to six, and then Saturday, eight to four. Julie, do you have numbers from last year? I do. It's been about the same the last well, actually, when I go back is almost right to COVID. So I do have numbers up until '22. So this initial was, the yards and stuff on one page and then the main bill on another.
So you don't have you don't have twenty three four and '5? I have, yeah, the last three. You have the last three. Okay. So I'll look back on it and see what You know my stock ahead. For the grand total, you're looking at between the 18 to 20. 18 to $20. Okay. And it all depends on the hours and Please, I know we've talked about that. Yep. All the that comes in, how many trips we have to make up, and then for construction and stuff. Rate. Okay. You've been pretty Yeah. Carrier. They'll say I still do that. COVID the COVID year, we went high because everyone was doing home product.
Can you show, like, how many yards or how many, trips we had for like, at the very top. Oh. Just a couple lines down. So how many, how much wood and how much metal and then how much garbage and furniture we had. And there should be a second sheet to each one of those that'll kinda break it down a bit more if you wanna see, like, all the different metal and wood, which is broke down on the main bill. You can see the actual total of yards at the very bottom on the left on the second page. And those yards stay pretty close to about the same. So I've been approached probably many times about this Mhmm.
About curbside again. And I know how you feel about curbside. I'm saying the prices don't go away. So what I I think I would like to propose is I think we should put this out for this. That's a big big that's a big number. $20, 18 to $20. I don't know. Profit much off of that. I'm not I'm not saying we shouldn't. I mean, make your money, make your money. That's fine. I we always use the thing more open checkbook. And to me, this is an open checkbook. I I think We've asked every year through. Maybe if you want,
we can we can cut it off, you know, as soon as we hit a certain amount. Yeah. Yeah. That's right. I'd have a hard time doing that myself. Yeah. That is tough. Do it if you're That's tough to do when people have their stuff loaded up and they're like, sorry. I'm full. I mean, I I don't I don't same way if you're going around through a town and you only get half the No. Once the town done. I I And I'm already under that. What I again, what I think and and maybe nobody else in this tristate is gonna bid on this, but I think this needs to go up for bids. I think you need to put, both ways. Pick the dates,
and I don't think the dates matter to us. Maybe I'm wrong on that. I think we're a little late in the year for this year. It's it's a March. You know, I think, I put it up for bids, but you gotta wait thirty thirty days. No. Two publications, you're gonna win. You know? All we need to do is put it out there. I think I think think then we know. You want to bid it. I think you should bid it. Just looking just I think you should bid it. That's some people are not gonna wanna bid it one of those. It's just like building this building. We we had multiple different things. Right? You build it, and and I think we can come up with times.
Like, let's just say May sometime or early June. Okay. This should be like a I don't know. Let's use a four to six week window there, right, to where this people can do it or or sanitation companies can do it. And I and pick your dates, I guess. Obviously, you always have to have a Saturday on there. And generally, it's a Friday, Thursday, Friday, Saturday. Right? It's just So option one is collect collection only. Option two is curbside. I think it's curbside. Yeah. You can't tell me you wanna invite.
No way. No. We stopped it. We stopped doing it. Why? For the price, but I just You've known it this much as I do. People always talk about that. You're gonna come in quick spire for a purpose. $1,100,000 in the deco, and I heard more about that in a property across town than the deco. Why can't you pick up my my No. This communication and how many different things are gonna be taken that you've never been taken? That's just And you do open up the doors. I don't I'm not I'm not disagreeing with that. I know you know what I know there's people that come and take scratch.
That's that's their job. They they do it, and they they bring it in, and they It was really bad when we did curbside. But, I I personally think he's going for a bid and and and see what comes of it. I've I've said this for a couple years. Now I I think we really can do it. There are some seniors that we get it out to current. We can't get into a truck or car. Of course. Locals that will go around and help, and we've done it ourselves. We will we say we can go help and bring it in one way or another. That's all for me. It just sounded that we do on our own. Julie, do you remember this you know,
it's been 10 since we did curbside. Do you remember what it was? Yeah. Do you remember what it was I mean, I I guarantee the amounts back then were close to what we're paying now. For the drop off. 15. I mean, I don't personally and I don't have a vote tonight. You guys do if you wanna talk about I I personally don't like the idea of having, quote, unquote, crap, excuse my French, on the side of our streets for up to a week and having other people from outside of our community come to our town with the sole intention of picking
up and dropping off trash. And scavenging, and they make messes out of the piles. Two, they take things that should not be taken. If you wanna if you got if the council wants to quote and get an estimate or get a whatever for a a drop off somewhere to what we're doing, I would be completely on board. I would strongly encourage you guys to I'll agree with you. So just John, I agree with you on that aspect. I will agree with Sean on the fact that the number one call we get at the city and the number one thing we get leading up to cleanup week
is why can't you pick up my garbage every other town does. I will Steph and I are on the phone a lot with that question. I'm not saying it's right. I'm not saying I agree with it, but I'll agree with you on that, and then I agree with John on scavenging the The easy the easy answer is price. I mean, the easy answer is price. We don't know that yet until we get bits back. Yeah. Yeah. If that's what you guys wanna do, absolutely. You're you're we're probably right. It's probably gonna be more. Not probably. It's gonna be more. You got you got fuel. You got man hours. You got multiple trucks. You got multiple stops.
You got multiple visits. You got multiple trips back and forth. And that's You got it's gonna be it's gonna be double, I would I would think, or at least And as being a the resident, you're gonna only have to pick up once. Here. One time. They're gonna swing by your place one time. We're up here for three days. Yeah. You have to find something to be easyness of it. I do. I a 100% I'm just But I also know, like Julie said, there are there are groups and individuals throughout the city that are more than willing to help out those seniors that are less than capable of bringing that,
item up to the disposal site. I think it's I I think you should I think I wish Steve was here. I think, I think Steve would give you a pretty good answer on what he thought about the process. Who's Steve? Our chief of police. Oh. I I bet you one day the same collection too. Just one day, you don't need three days of collection. They do it with your garbage. Right? I mean, that's how it was meant. That could be your garbage Whatever it's meant. Gonna be once they go by, you're done. I mean, there's there's no going back. Right. And that's and the all the haulers run too. That's all. Once they go back, go by your place. They do McDonald's garbage day and they pick it up.
Mhmm. Are you asking me for a motion? No matter what, I I would I think we should put this out for a bit. No matter how we do it, I think it I think we need to know motion. Yeah. Is that a motion, Kevin? I'll second it. Okay. I got a motion from Sean and a second for from Tom to get two separate bids. One yep. So two options. You want one for a situation like we currently have as far as a, drop off point, let's call it, and then a curbside pickup for a second option.
Correct. That one here. Okay. The motion from Sean, second from Tom. Is there further discussion? I'll just say I like the way we've been doing it. Yeah, it's kind of not it's not convenient for everyone, but for a lot of people, it is. And it's I just also worry about, garbage sitting, piling up on ends of driveways, people coming, scavenging. And then it you know, with these three dates, the central location, you can make multiple trips. Mhmm. And it's, we've been doing it for so long. I think most of the community is aware of it. But that's, that's my thought.
I like the way things have been going. I think it's going well. Correct. Further discussion? Again, I don't disagree with that. I I just think we need to turn out there for bids. I Any anybody can bid if they wanna bid it. Ashley, some questions. You want this out, like, immediately then? I would think it would have to. Right? Just because of the time frame. Right? K. We haven't voted over yet. No. Since this verification. And And you want it out for two weeks? You tell me. You're the you're the one that knows that stuff. And whenever you're doing the minimum two weeks. Is that a long is that long enough?
Probably not. I gotta imagine this is a pretty sweat, bright booty. I would think so. Yeah. Group of individuals that are, you know, vetted. Mhmm. Two weeks. K. Any other questions? Yeah. One last one. You said you want it to be in May or June? I I think that's up for discussion. For if this if this gets voted down, are we gonna vote on remaining at the same Yes. That's the way it works. That? Yep. Okay. Okay. Julie, how does that work with you guys if we put this out for two weeks and bid, bid and then we come back?
Are we is your schedule gonna fill up? Are we still open? No. This will be open. Okay. I will try to get this out immediately. K. Any other questions, comments? K. Thank you for your time. Thanks, Julie. Alright. Hearing none, I got a motion from Sean and a second from Tom. All in favor? Aye. All opposed? Opposed. K. Motion passes three to two. Scott, what did you say? Sorry. No. Sorry. Oh, you said no? I don't say I think he said no. Sorry. You might wanna redo that. Sorry. I said no. I thought you said no.
I said no. So we're not putting it out for bid. No. No. K. Do you let Julie know? Yeah. Maybe. K. So then I need a motion to Julie. Can I make a motion that we remain same as last year? Yeah. I got a motion to approve these dates. I've been able to she's gonna have that conversation on just to go with this room. Scott, I I misheard heard you because you said no. Yeah. When these two said Yes. I did. That's why I was confused. Okay. So now I got a motion from Wayne to keep the, the system the same with the approved dates. Do I have a second?
Second. K. I got a second from Scott Den. All in favor? Aye. All opposed? Motion passes. K. Okay. Should I go get Julie or what's going on? I think Brandon is going to Well yeah. I think the vote was to keep it as is and not put it out for this. Yeah. So So we'll lock in the latest. You can start advertising. Ash will start advertising, and then you guys will work on that packet like you did, you know, on the past couple years, and, we'll move forward. And I looked for that with the music or the gravel if we can check. Ashley, I checked with Nick just to make sure.
That I normally do. Yeah. He hasn't had a problem. I'm seeing contact with Ashley. Yeah. I told you if if you had any notice if if somebody needs help, a number to come. Yeah. Yeah. Most definitely. We talked about that in the house too. Perfect. Okay. Yeah. Ask you. I'll stay in contact with that. Awesome. Thank you. Thank you, Hugging. Alright. So alright, Rhett. You're up, sir. So I've got two things to share, plus there may be questions. I'll give an update on the bid opening, and then I'll kinda give a summary on the on prepping the the council for how what decisions that will have to be made,
within the next, upcoming weeks. So it was a successful bid opening, a very like, an uber successful bid opening when you look at the number of general contractors. We had 19 general contractors on the list and 13 ended up submitting bids, which is a higher number than I was anticipating. Several of the general contract I mean, it is predictable that general contractors will bow out. So I was expecting maybe half to actually submit bids. And then we had some surprise bids from general contractors who were not on the plan holders list and had never even called with questions.
They just magically showed up with a bid. So that was a welcome surprise. The apparent low is Great States Construction, and they have a base bid of $1,340,000 and just $3,500,000 if you accepted all the ad alternates. That is an extremely competitive bid, considering that their all in is almost $2,000,000 less than the it was over $2,000,000 less than the high. So the delta between the highest bid and great state's bid was $817,000
for the base bid. And then if you went all in, the delta between the high bid and the low bid was 2,200,000.0, which is a you know, it's like a sixth or, you know, 40% discount. And then the average was base bid was 1.59. So the delta between the average bid and the low bid was about a quarter million for the base. And then if you went all in with all the alternates, the the delta between the low bid and the average bid was 1,200,000.0.
So because of the competitive bidding process, it's safe to say that the city will save between I mean, over $1,000,000. And at the very least, even if only you did the public works, which is an insurance claim, that's still a savings of a quarter million on a, on a $1,300,000 project. So that is a very significant, I mean they had a very it was a very competitive bidding climate. So so that's good for the owner. It's difficult for subcontractors. I spoke with great states. They're someone who I've worked with in the past.
We have a good relationship with them. I understand they actually have a project currently in the city of Ada and like the city and were able to really make it competitive being they're already here. And so it's they can kill two birds with one stone and then have a more competitive bid because of that. So, to me, that is great news. And so, I was very pleased with the I mean, I don't know how it couldn't have gone better. I've I've I've been in bid openings where it's it's a real sticker shock, kind of wah wah.
And this is the opposite. So I thought so that that's a that's a wonderful, news for for the city. So that's the first topic. Now the second topic is I would just wanna give a quick summary on what the different alternates are that the city council is going to have to pick and choose. Now you can reject everything and just say, oh, we're not going to do it and we're not going to take our insurance either, which obviously would you know, you're going to want to do that at the minimum. And so I'll walk through this. It's so the base bid includes just replacing the shop.
Nothing more. And then there's an alternate five, which would be reap what it would cost to replace the concrete and the heat the floor heat in the existing shop. Right. Real quick. Yeah. Does everyone also, do you guys all have this that Ashley sent out just so you guys can follow along? It's just easier as he's walking through this. Yeah. And and so I'm I'm being redundant on the document that's already been sent. You're good. I just wanna make sure that you can follow along. So so you could I'm actually doing the second one. I got my computer. So so I want to reference this document and just kind of help understand what
you're looking at. So over the next week or so, when as you're reviewing, and if there's any thing that requires clarity, I would rather you call me than be presumptuous. This was a unique project in the sense that normally it's just one project, and you might have an add alternate to upgrade the carpet. Where here, we have entire buildings that were an alternate. And so and then with that, then we had sub alternates. So so it was complicated for the architect and the bidders, and I'm I'm very proud that we we, we pulled it off. So you you did a made a great decision hiring a good architect on on
this one. And thanks. So I'll run through this document. And so six alternates. The first one, alternate one, is called the shop annex. And so that's basically the base bid is the existing shop. And then we added we just made it larger. Okay? And if you want to do that alternate, it's no problem at all. It's just an extra half $1,000,000. Okay? Just over $500,000 The other one, alternate two, is you can add city hall. Add a city hall to the project.
And again, that's about half 1,000,000, you know, almost 600,000 to have a brand new city hall. And if you want the city hall, you can even upgrade that even more by having floor heat. So Sorry. Have a space heater. Help us. Yep. Or you can spend $50 for space heaters. Yeah. Again, it's You can have a space heater. Okay. It goes on every day. You can have it no matter what. Yeah. Summer, winter, etcetera. So then there's another alternate for the police department. And and to have the police department, it's dependent on you having the city hall.
So you can't have the police department without the city hall, but you could have a city hall and the police department. And the the police department would come in at, again, $660,000 And then if you want to upgrade the police department for another set, $18,000 you can have floor heat. So that is the alternate, you know, one, two, and three, with sub alternates for each one of those. There is another alternate that would link the shop annex with your existing cold storage, which I think is now heated storage.
It was cold storage this fall, and it's been heated. But that, you can't do that alternate if you didn't choose the first shop. So that one is dependent on alternate one. And what that is is a very and so what that is, it's like literally just like this little 20 foot wide hallway that's 10 feet long that would allow you to go from your current storage to the new storage without having to go outside. The dollar number on that is a 135,000.
And if you're wondering why such a small little lean to costs $100,000 it's entirely because of the underground plumbing, the storm drain, because now you are creating an inner courtyard, and water only flows downhill, and so you need a a catch basin in that courtyard and then connecting that with sewer and a pump, where if you didn't do that, rainwater can just drain from that area without any kind of underground. So that so if you're just wondering why is that little thing 130,000, it's it's because of the underground plumbing.
I think Brian and I talked today. The guys can walk outside You can cut that. For a 100 a 135 grams. Yeah. It's already cut. Yeah. No boots. Yeah. It's You can get a lot of blonde underwear for that. So Cross that one out. Yeah. We don't even have to go. Yeah. You gotta try? So, so it seems like that one maybe is not not gonna be on the on the final. But you know what you know what it is. Yep. And and, and now you know. And so, it also just gives some sobriety to really what what it takes to to get
a project completed. Alternate five is the heated slab for the shop, and that will be an insurance item. And so that's a no brainer. Now you're gonna have to choose. Do you want to pay an extra $10,000 to have floor drains put in that are not currently in that space? And the insurance isn't willing to pay for upgrading. They'll play to replace it, but they're not gonna pay for the upgrade of trench drains. And and that again, that's 10,000. And again, that's a lot of extra underground work.
You have oil intercept, you know, oil sand separators, and there's mechanical. It's not just a little it's not like just a Brian, just, you know, ten, five in the grand scheme of things is not a lot of money to this council, obviously. Is that something as the public works department that's necessary? Just as we start talking about big numbers here, is that somewhere we can cut or is that somewhere again, it's it's ten five. Let's just do it and move on. I mean, it's I think it's it's necessary as far as drainage just to get all the water off the floor if you only have that one
have any of that whole east half that water stands where we put in the extra floor drains. You'll have a better chance to get you know, when we drive them all in with all full of snow Yeah. They all melt off It needs a place to go. So with those extra drains, I think it's it's a smart decision for, you know, five, six, whatever it is. Yep. And maybe explain it like you did yesterday with how when that building was renovated the last time. The original building didn't have the offices on the north side when we bought it
from Warren Olsen. The east half of that building was the offices, and the back half was just shot. That's why there's only one floor drain back to the west side of the the whole building. The road came off the first sign back in '99. We're added on the offices to Newark, took the rest of the shop to the east half and just turned in the garage, and there was no place for water to drain. So water basically stayed on the floor until the floor heat dried it off. Mhmm. K. And that's why they won't replace the roofers that they were at.
They're putting it back to existing. Correct? Correct. Yeah. So k. So my my 2¢ on that floor drain is it's necessary. You would never need to not do it. Yep. Yep. Okay. It's just your insurance isn't gonna pay for it. Yep. Because it it was a mistake not to have it in the first time. Sure. And then Alternate six is all the site work. And we wanted to do that as an alternate because that could be a kind of a by owner item. I mean, right now, it's basically a Class V gravel area. And it wouldn't you you could you move in and occupy this space and not necessarily have a general contractor
do some of the site work. So I'll read the site work. It's on here, but it would be like replacing the existing sewer and sanitary service, that is not currently covered with the insurance claim, site grading, a concrete parking area that is required for accessibility. So you're going to have two you don't need a concrete parking lot, but you do need a concrete parking lot for two spaces. That would be just two. For something like that. Yes. Okay. And that's just right in front of the city hall to allow for a wheelchair to enter, city you know, they have a parking space. Yep.
And then, and then just all the class five gravel that is then placed around the building sloped, you know, at a you know, five to 2% slope away. So Do you have any two handicap parking up in the police department? That's for the facility. That's what you need. Yeah. Because that's where the main door is. Yeah. 5% of your parking criteria. And actually parking isn't really Or just their own. So, yeah, that's that's what's that'd be the minimum. You can do more. I mean, I I like concrete parking lots. They're nice. But that's not we didn't design it for that. So this is a summary of these alternates that the council is going to have
to choose. Now I can kind of give my 2¢ as an architect that's color commentary on the bids. And maybe what I would do if I were on the council, which you don't have I mean, you know, color commentary. I think there's some that are that you absolutely have to do. It's the two insurance claims. Duh. You know? And then the $10,000 extra to put in floor drains. So I think that no matter what, you need to spend $10,000 Okay? That would just be a missed opportunity. Okay?
Now with that in mind, the you will never get a city hall or a police station for a better value than this. So it will, this is a really, really great I mean, you could have. Ten years ago it would have been better. But in the future, it will never be this competitive. I mean, it is really wonderful that you have got this competitive of bids. And price, you know, historically, prices always go up. No. And so it was a very attractive bidding climate.
So I don't think you need the floor heat. I don't think you need the link to the, you know, this is a $150,000 link. She should. And, she should. She should. Yeah. So, but everything else I thought was and and also it's not, we didn't As much as I love architecture and design and beautiful buildings, this is a very practical building. It's not going to win a beauty statement, but it's also not ugly. I mean, it's functional. It's practical. It practical. It it it does what it needs. I would say the only flare on the building is that the entry to the
city hall bumps out five feet and has a has a little bit of a roof canopy that just says front door because you you've got a building with overhead doors and doors circling the whole thing and something that identifies this is where the public should enter. And there is, when you enter the council chamber, the back wall is clad with timber and then has a little bit of a timber soffit, plywood, a plywood ceiling and a plywood wall in the council chamber, which looks very attractive. It's attractive. The other splurge might be we've had wall tile in the public bathrooms of the
council chamber. That could be reduced to fiberglass reinforced panel. Again, now we're kind of splitting hairs in terms of $1,000 here, dollars 1,000 there. Don't think of it in that way. Think of big picture. Do you want a city hall? Do you want a police station? Do you want a larger public works? And then engage the contractor. And then if you want to do substitutions and save some money here and there, you just work with the contractor. He could do some deducts. Deducts for for, like, you know, like wall tile. I mean, that's really peanuts in the grand scheme of things.
You need to decide, basically, do you want to spend 500 for the annex, you know, half 1,000,000 for this, half 1,000,000 for that, half 1,000,000 for And individually, those are pretty good rates. But again, you add it all together, and it is probably more money than we can just write a check for. So I understand that there's going to be a meeting one week from today, a special session for you to review this. I will be there. I will have the spreadsheet. I will also forward to you the bid tab in Excel in case as you
are looking at this in your free time, you can you know, it's just kind of nice having the Excel file. To do quick math, and and some comparisons. And so this is this is the homework for the city council. You've got to just you you know, it's decision time whether or not, you want to do the full Monty or just simply get your insurance claim. K. So before anybody talks, just let Ashley reset the camera here real quick a second.