Main Street Reconstruction Design Review Meeting August 17, 2026

Meeting Date:
Status
Location:
DPW Building

Village of Hubbardston
Main Street Reconstruction
878390

Design Review Meeting Minutes

Meeting Held: August 17, 2026 at 9:00 a.m.

Items Discussed:

1. Introductions

  • Attendees: Paula Peiffer, Phil Schneider, Doug LaVoie, George Nevills, Rick Thorne, Peter Tierney, Danell Diakow

2. Project Scope & Objectives

The proposed project consists of the following:

  • Crush and Shape Main Street from Washington Street to Cook Road
  • Sidewalk ramp replacement at Hanover and Church Street
    • Discussed and agreed to add sidewalk ramp replacement at Howard Ally as well.
  • Minor drainage improvements including ditch cleanout
    • Discuss areas of drainage concerns
      • Ditch cleanout needed south of drive to 6800.
      • Drainage concerns at 440 E. Main St. Review slope of road and getting water to culvert vs. towards home.
  • Guardrail replacement
    • Include existing guardrail replacement.
    • Look at adding additional guardrail at culvert south of drive to 6800.
  • Detour route
    • NE Route: Cook, Jones, to Island Rd or Maple Rapids Rd.
      • Village would like to keep Maple Main St between Island and Washington accessible as much as possible. F&V to review sequencing if possible without adding excessive costs.
    • SW Route: Stoudt to Cowman
  • Overview of bidding process
    • Project will be publicly bid out; on F&V’s website, contractor bid rooms, Village’s website (if desired), and directly contacting local contractors.
    • Bid opening will happen at the Village at date and time specified in contract documents.

3. Progress to Date:

  • Survey has been completed.
  • Soil borings have been obtained.
  • Preliminary plan set and specifications drafted.

4. Project Schedule

  • Client Review Meeting: August 17, 2026
  • Survey Field Work: Complete
  • Geotechnical Work: Complete
  • Prepare final plans, specifications, and cost estimate: August-October 2026
  • Submit final documents to Village for Review: October 2026
  • Issue for Bids: November 2026
  • Receive Bids: December 2026
    • Bids holding period will need to be long for Village to award project after receiving MDOT funds.
  • Bids present to Board: December 15, 2026
    • Project can be awarded contigent on receiving MDOT funds.
  • Anticipated to Receive Construction Funds from MDOT: January/ February 2027
  • Construction: Spring/Summer 2027(approx. 6 weeks)
    • Contractor to be done with project a week before Memorial Day or project to wait until after.

5. Permitting

  • Ionia County SESC permit (contractor to obtain)
  • County Road permit for Detour Route (Ionia and Clinton County)

6. Open Discussion

  • Put back driveways to match existing material.
  • Add detail to put in HMA shoulder at gravel drive locations.
  • Provide cost to upgrade gravel to HMA for Village to evaluate option.
  • Replace road approaches on Island Road.
  • Village wants to keep any millings from project. Village to let F&V know where they want them stockpiled to include in project documents.

The minutes are the writer’s interpretation of the major events of the meeting. If anyone in attendance disagrees with the writer’s interpretation, please indicate your discrepancy in writing within seven days of the dates of these minutes.

FLEIS & VANDENBRINK ENGINEERING

Danell Diakow, PE
Project Manager