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HomeMy WebLinkAbout08-28-07 Mechanical Committee Meeting Minutes MECHANICAL COMMITTEE Tuesday, August 28, 2007 - 6:30 p.m. th Historic Depot, 50 North 4 Avenue Public Safety & Traffic Alderman Eric Schenck, Chairman Mayor Rodney Heinze called the meeting to order at 6:30 p.m. Aldermen in attendance – Eric Schenck, Joe Berardi, Larry Sarff, Craig West, David Nidiffer, Kevin Meade, Jason Strandberg, Sonya Lewis. Absent – Others in attendance: Mayor Rodney W. Heinze, Deputy City Clerk Diana Tucker, City Treasurer Kathy Luker, City Attorney Chrissie Peterson, Police Chief Jeff Fritz, Fire Chief Bonnie Cremer, Wastewater Treatment Supt. Joe Carruthers, Water Treatment Supt. Greg Pollitt, Street & Garbage Supt. George Spahn, Public Works Director Clif O’Brien ,Video Services by Joe Ginger. Audience – Becky Strandberg, Ashley Harper, Diana Carruthers, Tim, Ritterbusch, Julie Dawson, Keith Plavec, Wendy Martin, Daily Ledger representative John Froehling, WYBS representative Mark Bixler. Police Report. Chief Jeff Fritz presented the police report. A few items Chief Fritz wanted to discuss include: Page 4 of the police report indicates that Alderman Sarff rode along with Lieutenant Richards during the month of July in ward two. Some concerns were raised which are noted in the report and passed along to the code enforcement officer for follow up. One of the items brought up were the baseball diamonds on fourth avenue, and the parking. One of the solutions we looked at is restricting parking on the west side. If this is something that the council thinks is prudent Chief Fritz would be willing to bring it up to the appropriate committee for further discussion Alderman Sarff discussed his concerns with the parking on the east and west side of the street. He mentioned that cars exiting Linden Street th can not see the traffic when entering 4 avenue. He feels that the Chief’s recommendation should be considered regarding restricting parking on the west side of the street, or possibly moving cars back so traffic would be visible. Alderman Eric Schenck expressed concerns regarding the lack of a th sidewalk on 4 avenue. These items will be brought up to the appropriate committee by Chief Jeff Fritz. Chief Fritz wanted to mention that Alderman 1 Jason Strandberg also rode along earlier this month. This will be reflected in next months report. Chief Fritz wanted to thank the council for their support in working with this program. Chief Fritz discussed public relations and public interest on page 5 of the police report. The police department received a check in the amount of $14,234.64 for seized assets as a result of a cooperative investigation conducted by the Peoria Police Department during the Fall of 2006. This was placed into the asset forfeiture fund. During this month the police department received $263.90 from another unrelated drug arrest. The police department received donations to the K-9 fund. Windshield Specialist has committed to donate a percentage of their sales each fiscal quarter to the police department. A check was presented to the police department in the amount of $500.00 for the second fiscal quarter. An anonymous donation to the K-9 fund was also received in the amount of $5.00. Chief Fritz also wanted to mention what was reimbursed through grants or ILEAS. The money is being put in monthly. The first check was received from ILEAS yesterday in the amount of $4,400.00. Alderman Larry Sarff asked Chief Jeff Fritz how the parking on Lawrence drive is working out. Chief Fritz wanted to thank Clif and George for getting the signs posted. Parking permits were also created. So far only eight permits have been issued. Don Taylor- the school resource officer met with the school to make announcements, the parking is also being monitored by the police department. The police department will be issuing warnings only for the first week, then taking parking tickets after this. Chief Fritz understands that there have been no problems. Chief Fritz reports that this seems to be working. Fire Report. Fire Chief Bonnie Cremer presented the July’s Fire report. Chief Cremer explained that we were fortunate to have calls down in the month of July in comparison to the year before. It appears the majority of the calls were helping others. The first was at route 9 east of town--- an anhydrous ammonia leak –which was Coppers Creek Fire department. The Canton Fire Department assisted Lewistown not only when they had a fire in their fire station, but also when 2 they had an agriculture business fire. When this occurred the building was approximately 60x60 and had chemicals stored in it and the haz-mat team assisted. Assistance was also sent from Macomb, Galesburg and Pekin. The Illinois Environmental Protection Agency was also present. Chief Cremer mentioned that the Fire and Police commission met on July 12, 2007. Lieutenant Tom Shubert was promoted to Assistant Chief, and firefighter Tony Plumer was promoted to Lieutenant. Chief John Stanko’s th last day was July 13, 2007. Bonnie Cremer was appointed Chief effective th July 16 2007. At the last council meeting Keith Depperman was sworn in as a firefighter. Alderman Berardi asked if the EMS report filled out indicates what the call was for and who was involved. Chief Cremer explained that every medical call has a report completed. A report is also sent to St. Francis who oversees our medical system. A report for the National Fire and also a report for the medical report side of this. Aldermen Meade asked if there is a general pattern on the calls that can not be made in five minutes. Chief Cremer explained that much of this has to do with distance and time of day. Alderman Meade asked if the fire calls V.S. EMS calls are separated. Chief Bonnie Cremer explained that these are set out separately, but then as a whole are all put together. They all have to be considered if they are high priority, the ones not considered high priority are the lower priority calls. Alderman Joe Berardi asked Chief Cremer what qualifications are required to become Assistant Chief, and once appointed Assistant Chief, what the job descriptions are. Chief Cremer explained there is a job description. The fire and police commission takes care of the promotional procedure. You must be a Lieutenant before you can be an Assistant Chief. They also have educational requirements. Chief Cremer explained that the Assistant Chief is actually in charge if the Chief is not on duty. Chief Cremer expressed that she feels they could do a very good job and that she is very proud of them. Garage Door Replacement. Chief Cremer explained that the garage doors within the building were replaced. The other three on the west side of the building were replaced last year. The replacement of the four doors on the east side of the building is in the budget for this year. These doors match the 3 opposite side. The amount is $9,271.00. This is out of the capital operating expense -category 504. Alderman Jason Strandberg asked if the doors are currently working properly. Chief Cremer explained that the doors are the originals from the building and have a lot of wear and tear. The doors are becoming less winter proof. Chief Cremer would like to have these replaced prior to winter. Motion and second by Alderman Eric Schenck/Lewis to forward this to council for approval of expenditure of funds. Voice vote, motion carried unanimously. The Public Safety & Traffic Committee adjourned at 7:15 p.m. Streets & Garbage Alderman Jason Strandberg, Chariman Alderman Jason Strandberg discussed the situation that Alderman Berardi brought up last week regarding garbage on Haffner. Alderman Strandberg drove by the property after last weeks meeting and did not notice any garbage on the property. The garbage was either cleaned up before or after the meeting. Alderman Strandberg stated that he did get a report from the Code Enforcement Officer- Dustin Pollitt, stating what the situation was. Dustin was aware of the situation, and said a call came into Nancy Mackey on the end of the day Friday. Dustin was not working on Monday, so he received the information on Tuesday morning. Dustin went to the property at 7:03am on Tuesday morning. He did see garbage on the terrace of the Haffner property. He knocked on the door and told the owner that she could not have garbage on the terrace based on the City Ordinance. Dustin explained that the property would need to be cleaned by 3:00 the same day. From all accounts this was finished by 3:00. Dustin followed up the next day and reported that this was taken care of. Alderman Strandberg recommends that this be on the agenda for next weeks council meeting so he can inform the community that this procedure does 4 work, and we do have successes. Discussion was made regarding the number of times these complains have been filed with the city. Alderman Joe Berardi asked what is taking place about the car sitting near the property that does not have any license plates. Alderman Strandberg replied that he believes Dustin is aware of this vehicle. Alderman Strandberg will follow up with this. Alderman Berardi asked why a ticket would not be issued for littering. Chief Jeff Fritz replied that as many situations it is the discretion of the police officer if a warning or ticket should be issued. The Chief agrees that in repeated offenses further action should be taken. th 15 Avenue Project Alderman Strandberg expressed gratitude to Eastview School, Alderman Hartford, the Council and everyone involved in this project. Alderman Lewis mentioned that several of her co-workers have children that attend school in the area, and they have all expressed thanks for the safe sidewalks for their children. The Streets and Garbage committee adjourned at 7:45pm. Lake, Buildings & Grounds Alderman Sonya Lewis Approval Technical Assistant Committee For Lake Project: Alderman Lewis stated that she is forming a technical assistance committee or advisory committee for the Canton Lake Master Program. She has obtained several names of individuals that has agreed to help, and she will present these names to the Mayor. Alderman Lewis stated that hopefully next week the Mayor can make some appointments to the committee. Alderman West asked permission to let Diana Carruthers speak regarding some plans for improvements at Billy’s Tap. This will be completely informational since no action can be taken tonight. Ashley Harper made the initial introduction of herself and her mother Diane Carruthers. Her family owns Billy’s tap at 172 East Elm Street Canton. She also introduced Tim 5 Ritterbusch as the architecht working with her. Ashley distributed a picture showing the area in discussion. Ashley questioned weather she could purchase these lots, or use these lots for improvements. Discussion was made regarding the sidewalk and the fact that a water main runs under the side walk. If it is not possible to buy this, she would like to just improve it. Alderman Kevin Meade asked if she was planning on building or just making improvements. Ashley indicated that she is just wanting to make improvements. Possibly put a new lot down, remove weeds, and make it presentable. Alderman Larry Sarff indicated that due to the water main he did not believe we could part with the sidewalk, but he does feel the council should consider replacing the sidewalk not only in that area, but further down as well. Alderman Eric Schenck mentioned that this would be in the downtown business district. This is part of the zoning ordianance for the downtown district. He indicates that parking is relied upon by the city for business parking. This would be along streets, or in city parking lots. He believes this would limit the parking to primarily Elm Street. He mentioned that trying to have some type of plan for improved parking would be worth while. Alderman Schenck stated that this also could be something that could be a TIF project. Attorney Chrissie Peterson asked what the plans were for the alley. Ashley explained that the plans for the alley are to possibly put an outdoor seating area in. This would be directly outside the east door of Billy’s. The back parking lot is basically to “look nice”. The alley is not a major issue of Ashley’s. Engineer Keith Plavek addressed the committee regarding the property. Keith explained that the City through the IH development owns up to the edge of these buildings. Keith explained that Ashley is wanting to use a portion of this area. Ashley explained that everything that she plans on doing will be completely removable. Alderman Joe Berardi addressed Ashley by stating that 16 feet from the building must be no smoking. Ashley stated that she is aware of this. The plans were examined and discussed by the committee. The new plan nd would provide a better walking area for pedestrians around Elm onto 2. Alderman Lewis asked attorney Chrissie Peterson if the city can allow these improvements without selling the property. City Attorney Chrissie Peterson 6 stated that the city could possibly entertain the idea of leasing the property or perhaps giving them an easement to do what is desired. A few things need to be taken into consideration. 1. Make sure we have no ADA problems. 2. Because this is considered part of the IH project, there may be IEPA issues we have to clear with them, as we did with the Peterson project. This might not be a problem at all, but Attorney Chrissie Peterson stated that this is something the City would need to research. Alderman Eric Schenck mentioned that the two projects involving outdoor function on city property. Attorney Chrissie Peterson mentioned that research was performed on these projects, and the council decided to make these seasonal. Alderman Schenck stated that we need guidelines from the partnership to provide to people. Items that deal with issues regarding sidewalk areas in businesses having room for pedestrians and all compliance issues are at rest. Alderman Sarff stated that just a few blocks south of the property is a multi-million dollar project. With this type of project in place we may need to look into improving the sidewalks in that area. Alderman Berardi stated possibly coming back with some alternatives. Alderman Eric Schenck asked if we have a contact person for Ashley to work with. The committee recommended Clif O’Brien and Keith Plavek as contacts. Ashley invited everyone to come to the business to review the plans. Ashley is at the business daily from 12-8:00pm or 12-9:00pm. Alderman Eric Schenck wanted to express thanks for the work done in The Jones Park area. He complimented the public works employees and Carol Kohler for their efforts. He stated that this area looks outstanding. Lake, Building, and Grounds adjourned at 8:00pm. Public Works, Water & Sewer Alderman Jason Strandberg, Chairman Tattooing Ordinance Revisit. Alderman Strandberg expressed thanks to everyone that is working on this. Alderman West expressed thanks to Chrissie Peterson. Alderman West 7 visited with Rex Still from the health department. He gave a list of suggestions, and would like to meet with the committee in two weeks to update everyone as to what he would like to see. Information was distributed on what other cities ordinances are. Some cities currently do not have much in the ordinances, however Alderman West feels this will change with the state statutes. Alderman Larry Sarff explained his recent experience with a medical office. He explained the small size, and the lack of walls that run to the top of the ceiling. Alderman Sarff indicates that he believes that the health department would also have regulations for this medical office that would be somewhat similar to the regulations required for the tattooing ordinance. Julie Dawson explained that our lab at Coleman Clinic is not anywhere near a 10x10 area. She stated that the emergency room previously only had curtains dividing the rooms. Julie stated that she does not want “over kill” on the ordianance. Julie stated that she has a nice area that is clean and appropriate. She asks that the committee does not make her more stringent than the medical field. Julie stated that she will also have to continued education in this field of work. She expressed thanks to everyone that is working on this. Alderman Strandberg explained that we should not take any change in an ordinance lightly, and this subject is being worked on by the committee. Alderman Strandberg expressed his thanks to Julie for her patience and optimism. Alderman Craig West stated that in two weeks Rex would be present to discuss this further. WTP 125 horsepower High Service Pump Cleaning and Repair. Greg Pollitt stated that we have three high service pumps at the WTP. The middle high service pump that is ran the most has developed some bearing problems. In investigating this issue, problems with the motor were also discovered. This was taken out of service and is being repaired. This is due back Friday with a quote of $12,192.00 with Foremost Electric. Replacement cost is several thousand of dollars beyond this figure. The largest issue with this is that this pump will be obsolete/not is use after improvements are done, so we are looking for another three years. With the ethanol plant coming on we have no choice but to keep this in service. The 8 quote is based on the normal wear items that will be replaced. Because of the age of the pump they will need to have the wear rings manufactured that will add another $1200.00 to this quote. This is about ready to be assembled and put back into place. Alderman Strandberg asked if the Ethanol plant was not ready to go online, could we hesitate. Greg stated that it would not be as urgent, but we would still have to make repairs, because we get a more efficient operation out of the plant using this pump rather than cycling between the largest and the smallest one. Alderman Schenck asked if they provide a warranty on parts and service? Greg Pollitt stated that typically it is 60 days- they are a good company and will stand behind their work. This is scheduled to be put back into place on Friday, August 31, 2007. Alderman Berardi suggest that we ask for a 90 day written warranty. Alderman Schenck asked where the funds to pay for this would come from. Greg suggested that we take this from the maintenance budget, and if that falls short we will replenish this through the contingency. Greg stated that we also budget for unknown repairs, typically we could absorb the cost. Lime Slaker Proposal Keith presented the first item --Lime Slaker. We have looked at a system--- RDT Technologies Inc. They have a similar system in Bloomington and also in Rantoul. Leander Construction is doing this work. Keith has visited with the EPA regarding this as well. This is a material bid--- it is not a bid for construction. What is being proposed is a unit that the water staff and Keith has looked at, and feel comfortable with. They have talked with other people that has this. He feels it would be an improvement on our current system that has been in place for 10-15 years. Keith has asked the company for the material quote. This quote is for $309,950.00. Keith met with Aldermen Meade and Alderman Strandberg regarding this. The proposal would be that the council consider the material quote. If they find this acceptable, they would proceed on to doing the installation. Then we would offer it to a bid process where we would have contractors bid on the actual installation of this process. In order to do this you would have to get an EPA Permit. We can purchase equipment, but we can not install this. 9 Some would probably say— why are we buying this equipment? Keith explained because of the cost. The material cost continues to climb. We had some numbers about 4 months ago. During this time frame the cost has increased 4-5 %. Alderman Schenck asked if we get this --will it improve the procedure. Keith explains the operations, and that this will indeed make improvements. Greg Pollitt explains that this would improve operation, improve the efficiency of the treatment, reduce our lime usage, reduce the sludge output. This is a much more efficient machine, thus operating costs would go down. The current System has served it’s purpose, and lasted 10-15 years beyond it’s expected life cycle. Alderman Strandberg asked what the installation cost would be? Keith stated that best estimate would be around 200-300 thousand Alderman Schenck asked how these figures compare to the original figures? Keith stated that originally they looked at taking the unit to remove and replace. Back in 2004 this unit was running around $100,000.00. Today’s cost (material) is around $125-150,000.00. Keith stated that the system does not work properly. The system is dumping tons of lime which is making tons of sludge-so we are dumping all of this extra lime that we do not need, and paying for it on the other end where we are producing more sludge that we need. We are paying more money on both ends that is not necessary. Keith stated that his recommendation agrees with Greg’s-- to proceed forward. Alderman Motion and second by Alderman Berardi/Strandberg to recommend RDP technologies material quote of $309,950.00 for the lime slaker system at the Canton Water Treatment Plant. Voice Vote, motion carried unanimously. Clearwell Bids Keith Plavek stated that two bidders were responsive --but not responsible bidders. Keith explained that we had Leander Construction and Lavadiere Construction--- both are good groups, but both did not complete the packet properly. The bids were in the 2.3 million dollar range. Keith stressed to both bidders that we only gave them the bottom numbers because we did not want to reveal the rest of the numbers. The bids were within $38,000.00 of 10 each other--- which on a 2.3 million dollar job you will not see anything closer, however both did not include a part that was required like the prevailing wage certificate, or listing who their tank supplier is –which is required as part of the contract documents. Both bidders overlooked these issues. Keith visited with both bidders and asked if we can re-bid this and have it due in two weeks. Both bidders were informed on what information was missed. Keith recommends that we do not accept either of the bids tonight, but re-bid this project. During this process Keith asked if the project was split would we receive better prices. Keith was informed that we would not receive better prices. Keith again recommends that we do not accept the bids tonight, and that this is brought back to the finance committee in two weeks to present bids. Keith stated that he would be sending a check list on what information needs to be completed. Motion and second by Alderman Berardi/Strandberg to reject the current bids and rebid the bid opening of September 11, 2007. Voice vote, motion carried unanimously. Televising Bids Keith Plavek stated that the televising bids were from Fluid Waste Services out of Indiana, Hoerr Construction out of Peoria Illinois, and National Power Rodding-out of Chicago Illinois. The low bidder was Hoerr Construction with a bid of $31,760.26. This is for televising and cleaning in the kilroy sewer shed. This is part of what we are looking at for our CSO plan. We are trying to figure out if there are services connected to this pipe- so we know if we can take this combined sewer and make it a storm sewer. We have given them some work in the past about 10-$20,000 with a company called IMCO in the northwest quarter and this will continue. The estimate is approximately 16,579 feet. This would be for cleaning, televising, and root cutting if needed. Alderman Berardi asked if there are any contingencies listed in the event that anything would collapse that would 11 drive the price up. Keith stated that we have the same insurance that we had before, but we did add builders risk insurance this time. Keith stated that the engineers estimate was around $42,800.00. The next bidder up was Fluid Waste with an amount of $54,615.00. Keith stated that he feels we have a very good price. Hoerr Construction has already done some of the sewers in town such as Avenue C area. Keith stated that he is very happy with the bid. Clif mentioned to Keith that at these prices we may come back to the committee to say that we have more sewers to take care of- -- would the committee allow them to add on their original contract and get these issues done. Alderman Berardi asked what the time table is for this. Keith stated that the time table is two-three months to complete. Keith feels the earliest time to begin would be two weeks from today. The city will need to number the man-holes. Motion and second by Alderman Berardi/Schenck to accept this bid and send to council. Voice vote, motion carried unanimously. Logos on City Vehicles Alderman Strandberg stated that concerns were previously addressed that a few of the city vehicles do not have city stickers visible. Clif O’brien stated that all city vehicles now have logo’s except two trucks that have willie water logo’s—and theses are going to be made separately by Ricky Sign’s. We will have two old cars that will not logo’s due to the age and condition of the vehicles. One of these vehicles will be Clark Wilson’s old car. Alderman Strandberg stated that this issue is resolved. Work Site Supervision Alderman Strandberg asked how we can better monitor the work sites to prevent violations. Keith Plavec stated that at the kilroy site specifically -- Leanders is essentially finished, and they do not have someone on site daily. Keith stated that that after rain events he goes down and inspects the sites and fills out the appropriate reports. Keith looked at the sites with Clif on st the 21, and looked at again today. Once the site is at 70%, they can file for a notice of termination. Keith stated they will continue to stay on top of reviewing projects. Keith also stated that from a city standpoint we need to tighten up some standards. Keith explained that as a community we need to 12 strengthen up our storm water requirements. We are looking at more fences on these projects to keep sediment from getting into the streams, inlets, etc. Alderman Strandberg explained that he understands that when a work site is up and going it is basically the job of the contractor to follow the guidelines. Alderman Strandberg explained that he feels this is an area that the city may want to look at implementing policies. Alderman Strandberg stated that if we have more people reviewing these sites, we could possibly have less calls to the EPA or violations. Power Save 1200 City Treasurer -Kathy Luker distributed information regarding The Power Save 1200. This is a product that saves electricity entering homes. A product is also available for commercial. This is completely informational. Kathy explained that as the budget officer she felt it was her responsibility to inform the committee of possibly ways to save money. Kathy stated that utilities are the third highest expense for the city. The price for a residential product is $300.00, and for a commercial product is around $650.00 and $850.00 each. This product would be added next to the fuse box and saves electricity coming into the building. Kathy explained that the 10 highest meters include 5 at the lift station, 4 at buildings (city, wtp,wwtp, and firestation) and the last one is Well #2 that is used during a drought. Public Works, Water & Sewer adjourned at 8.15pm. Recording Secretary, Diana Tucker Deputy Clerk The executive session –Negotiations, Grievance & Personnel—To discusss Grievance met August 28, 2007. . 13 14