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HomeMy WebLinkAbout10-23-07 Mechanical Committee Meeting Minutes MECHANICAL COMMITTEE Tuesday, October 23, 2007 – 6:30 p.m. th Historic Depot, 50 North 4 Avenue Public Safety Chairman, Alderman Eric Schenck Police Report. Police Chief Jeff Fritz highlighted his report for the committee meeting. The Detective Division obtained another Federal Arrest Warrant on a Canton female for Unlawful Delivery of a Controlled Substance (Crack Cocaine). The Division has also arrested a Canton female for Unlawful Possession of a Controlled Substance With Intent to Deliver (Crack Cocaine). Subsequent to this arrest, the Division assisted Peoria Vice and Narcotics officers in obtaining a search warrant in Peoria where two felony arrests were made and 1/8 ounce of crack cocaine was seized. Lieutenant Kent McDowell was selected to attend the School of Police Staff and Command, tuition-free (a value of approximately $3,000), sponsored by the Illinois Law Enforcement Training and Standards Board Executive Institute. The School of Police Staff and Command is an intensive ten-week police management program designed for today’s progressive police managers and their agencies. This program prepares law enforcement managers for senior positions by uniquely combining academic principles with practical applications. Acceptance to this program was competitive and Lieutenant McDowell had to complete an extensive application, which included responding to a series of essay questions. Police Chief Fritz mentioned that Lieutenant Kent McDowell will attend one week a month beginning in December. Cost to the City is $250.00. Sergeant Foreman received 40 hours of Police Strategy and Tactics training at the Police Training Institute, which is the third class in a series of four classes, that he needs to be certified as a Master Firearms Instructor. Officer Freehill and K-9 “Halo”, as part of their monthly trainings, are doing random drug searches at the Canton High School. This has been requested and authorized by the High School Principal. 1 th On September 15 Officer Freehill and K-9 “Halo” participated in the Friendship Festival Parade followed by a demonstration at the Friendship Festival site. In addition they also presented demonstrations during this month at St. Mary’s Church and the First Christian Church. End of the written report. Police Department has worked since 2006 making arrest of 15 for selling drugs. Six of them were federal drug arrests and nine were state arrests. This was with the cooperation of the U.S. Attorney’s Office, and the Fulton County State’s Attorney Office, Federal Bureau of Investigation, Drug Enforcement Agency, and the Peoria MEG, and Canton Police Department. Police Chief Jeff Fritz thanked the police officers that were involved, and they are Officer Joe Hitchcock, Lieutenant Kent McDowell, Detective. Greg Spahn, Detective. Dan Taylor, Officer Mike Eveland, Detective Keith Grant, Officer, Ryan DeMott, and Officer Gerald Foreman. Chief Fritz said there is a lot of drug trafficking on the rise in Canton. A high amount of Crack Cocaine is here and more is expected. A grant has been applied for to help us again next year. Alderman Strandberg said you are to be commended and your department, as drugs are tough and dangerous. Alderman Schenck said this is a tremendous amount of work, this had to be a major effort that took months to pull together. A very major effort. Fire Report. Fire Chief Bonnie Cremer highlighted her report. The monthly call load is down This is the lowest number of incident for September since 2001. An EmNet computer system provided by the Homeland Security was installed in the fire department. This is a satellite internet system which provides a statewide communication system for the fire service. Since we have a Technical Rescue Team we were considered a high priority in receiving the satellite system. Attended a Hospital Incident Command Class at Graham Hospital. The class covered information on the National Incident Management System (NIMS) 100, 200 and 700 level information. It is necessary to have NIMS 2 training to be eligible for Federal Funding. The Incident Command Class was taught by Brad Pierson from OSF Hospital. Firefighter/Investigator Mark Hanlin received his Fire Investigator certification through the Illinois State Fire Marshall. Firefighter/Inspector Daniel Neptune received his Fire Inspector I Certification thorough the International Code Council. Attended the bi-monthly Local Emergency Planning Committee (LEPC) meeting which was held at the Fulton County Health Department. The prospects of submitting for a Public Safety Interoperable Communication Grant thorough the Illinois terrorism Task Force were discussed. Weekly meetings starting the first Wednesday of October will explore writing a grant for Fulton County to provide a system which will allow the different radio systems to integrate. Duck Creek had a meeting to go over their Emergency Action Plan for the power station reservoir. Assistant Chief Dan Oaks represented the Canton Fire Department in the meeting. ESDA members assisted in traffic and crowd control for the four days of the Canton Friendship Festival. ESDA members manned a booth and distributed weather related pamphlets and information to those interested parties. End of written report . Bids fire department parking lot results. Keith Plavec the city’s engineer gave the report about the bids. The bids were opened today at 10:00 a.m. in the office of the City Clerk. Engineer’s estimate was $33,460.00. Bidders – Greg Foose Construction, bid $36,213.28; Kemper Construction bid $38,479.00. Bonnie mentioned that another section of the parking lot will be done next year. The Canton Public Works removed and replaced the two deteriorated sections of the front apron located east of the engine bay at the fire department. The cement apron was not designed to withstand the weight of the equipment currently used, especially the 80,000 pound aerial tower truck. The new sections of the apron are designed for heavier loads with a rock base and rebar for added structural support. 3 Alderman Berardi ask why the bids were opened before the meeting? Keith Plavec mentioned that they have always been this way and it has been a convenience. Alderman Berardi mentioned he wanted it changed and bring to the meetings so the public knows what is going on. City Clerk Nancy Whites said it is more of a convenience due to the fact some times the bids have a lot of documentation and she said she does not have that expertise. Alderman Berardi still felt the bid opening should be at the meetings. Motion and second by Aldermen Strandberg/Schenck, to accept the low bid from Greg Foose for the fire department parking lot and refer to council. The motion carried by voice vote, and was unanimous. Mayor Heinze mentioned that he wants the chairman’s to review the bid openings. I’m not looking at making this the chairmen’s prerogative. Public Works Director Clif O’Brien ask to putting up stop signs for the job at Avenue C and Spruce while the city is doing some grindings. The signs would then be taken down. All Aldermen present agreed. The Public Safety & Traffic Committee adjourned at 6:55 p.m. Streets & Garbage Chairman, Alderman Jason Standberg Nothing listed on the agenda and discussion was not held. Lake, Buildings & Grounds Chairman, Alderman Sonya Lewis Nothing listed on the agenda, and discussion was not held. Public Works, Water & Sewer Chairman, Alderman Jason Strandberg Avenue C Bid Results. Keith Plavec presented the bid results from the Avenue C Bid Letting on October 9, 2007 at 10:00 a.m. He stated that two contractors submitted bids. The apparent low bidder was Laverdiere Construction with a bid of $548,790.45. He said the other bidder was Denton Gunther Underground with a bid of $568,991.85. He said that the bids were over the engineer’s estimate of $438,959.50. Keith said that they contacted both contractors to determine why bids were so much higher than 4 estimated. Both contractors stated that the working conditions were difficult. Keith noted that both contractors had previously worked in the project area. He said that Hillyer Construction replaced a failing manhole at the intersection of Johnson Court and Spruce Street and Laverdiere Construction replaced a failing manhole at the intersection of Avenue B and Spruce Street. Keith said that this project started during the Jerry Bohler administration with complaints of basement backups. He said the City applied for a DCEO CDAP Planning Grant. During the Planning Stage, they estimated a construction cost of $364,000. The City received a Design/Construction grant for $278,775.00 The City will need to fund $270,000.45 of the total project cost. Keith said that if this was not being partially funded by a DCEO grant, he would consider not accepting the bids. Keith expressed that the City should not turn away grant dollars. Motion and second by Aldermen Berardi/Strandberg, to accept the low bid from Laverdiere Construction and refer to council. Discussion. Public Works Director Clif O’Brine mentioned he had been encouraged by someone to apply for another planning grant. The motion carried by voice vote, and was unanimous. IMLRMA Insurance Payment. City Treasurer Kathy Luker explained that an Early Payment by November 16, 2007 with annual 2% discount $415,983.54 or 51% of Annual Payment $212,151.61 and balance due by June 13, 2008. Or, Annual Payment by December 14, 2007 of Annual Payment $424,473.00 or 51% of Annual Payment $216,481.23, Balance Due by June 13, 2008. Kathy said this is for Illinois Municipal League Risk Management. Kathy said she does not want to make a payment in December that is the reason she is bringing the request today. Kathy said the contribution breakdown is Workman’s Comp, Property Insurance, Equipment Insurance, Inland Marine, Auto Insurance, Comprehensive Motion Insurance. and second by Berardi/Lewis, to allow the Early Payment by November 16, 2007 of 51% of Annual Payment $212,151.61 and refer to council. The cost savings would be $8,659.24. The motion carried by voice vote, and was unanimous. 5 Implementation Plan for Golf View Villas PUD Country Club. The Implementation Plan for Golf View Villas Planned Unit Development (PUD) is as follows… The Canton Country Club Real Estate, LLC has agreed to convey to the City of Canton, in exchange for the City’s agreeing to provide water and sewer hook up to the Lots of Golf View Villas, all of Canton Country Club Real Estate, LLC right, title and interest, in fee simple title, to approximately 2.747 acres that comprises Cypress Road between Fourth Avenue and Illinois State Route 78, which will provide a total roadway width of 56 feet near Fourth Avenue, increasing to 66 feet at Illinois State Route 78. Owning fee simple title to the entire roadway would be beneficial to the City of Canton. As a part of Canton Country Club Real Estate, LLC’s agreement to convey the approximate 2.747-acre roadway, it wishes the City to provide curbs and gutters for the Lots of Golf View Villas along Cypress Road at such time that the City widens and improves Cypress Road if the City determines that curbs and gutters are necessary. Alderman Berardi asked Keith Plavec several questions about the implementation plan that the Canton Country Club, LLC had submitted to the City. Alderman Berardi asked about Section 10 (Utilities) of the implementation plan. Keith Plavec stated that in his opinion, the LLC is stating that the City would pay for water and sewer service to the Lots 1 through 35. Alderman Berardi asked about the water and sewer costs presented in the packet. Keith explained that the cost estimated in the packet appear to have two parts. The first set of numbers is for Phase 1 and serves Lots 1 through 24. The estimated cost for Phase I is $198,000.00. The second set of numbers is for Phase II and serves Lots 25 through 35 and has an estimated cost of $178,000.00. Alderman Berardi asked about right-of-way on this project. Keith said that the City will have 66 feet of right-of-way for most of Cypress and 56 feet of right-of-way towards the east end of Cypress. Keith said that the th intersection at 4 Avenue and Cypress Street needs to be looked at, and additional right-of-way would be necessary from the property owner to the north. Alderman Berardi asked if roadway costs were included in the cost estimates? Keith said no! Alderman Berardi stated that he felt that if a subdivision was going to be completed, that it should be done right and have curb and gutter. Keith said that they could provide the City with some examples of typical sections for a proposed roadway. 6 Alderman Schenck asked about the proposed greenways and trails path that was proposed in this area. Keith said that they could see what would be required for a trail width and see how it would work within the right-of-way limits. The issue of the water main being located north of the right-of-way limits was also discussed. Alderman Berardi wanted to see what the city could do for the Country Club and he suggested a Special Taxing District paying that $340,000.00 for both phases. Keith Plavec said we are simply addressing the water and sewer. Roy Keith said he was the President of the Country Club LLC and stated the reason to reduce the debt to Canton Country. The Country club has always been an asset, highly attractive and highly visible. Will have to make an amendment to the plat to allow single family homes. Have already sold 13 lots, and the contractor would start tomorrow. We have affordable lots at $35,000 for the remaining lots. One year membership to the Country Club to provide a golfing community. This Implementation plan for Golf View Villas is being submitted to the City of Canton for its approval in an expedited manner, so that those persons who are immediately ready to purchase Lots and begin construction will be able to do so. City Treasurer Kathy Luker mentioned that she has budgeted $35,000 for the Dare Subdivision and $20,000 for residential development. City Attorney Chrissie Peterson mentioned that Special Assessments are hard to collect. Special Service Area could be viable. Mechanical committee reconvened the meeting to October 30, 2007 for 5:30 th p.m. at the Depot 50 North 4 Avenue for further discussion of this topic. Roof repair for System Maintenance Building using Depreciation funds. Clif sent out a Memo and the highlights are…The maintenance shed located on Van Buren next to the water tower is in desperate need of roof repairs. This building now houses the meter vehicles/equipment/sirens. We received a quote from Houltaus Construction and have waived bids in the past in 7 order to engage in their particular roofing style, one is at the current City Hall and one at the Fire Department. As always it is the Council’s decision on whether to accept bids or waive the bidding process. End of Memorandum Clif mentioned that Houltaus bid was around $10,000 and so was Ken Dean Roofing. Houltaus puts up a Druey roof and Cliff said he prefers that kind as a Druey roof is rubber roofing over insulation. Committee members referred to the council meeting to discuss bidding/quotes. th The Mechanical Committee reconvened their meeting to October 30, 5:30 p.m. to have further discussion on the Implementation Plan for Golf View Villas PUD Country Club. EXECUTIVE SESSION – PENDING LITIGATION. Alderman Standberg said the regular scheduled Mechanical Committee meeting was adjourned to go into executive session to discuss Pending Litigation. The meeting adjourned in regular session at 8:13 p.m. The executive session adjourned into open session at 8:42 p.m. No motion was made to adjourn. Recording Secretary, Nancy Whites, City Clerk 8 9