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HomeMy WebLinkAbout12-23-08 Mechanical Committee Meeting Minutes The Canton City Council Mechanical Committee was held on December 23, 2008 th in Council Chambers at the Historic Depot, 50 North 4 Avenue, Canton, Illinois. Those in attendance – Aldermen Eric Schenck, Joe Berardi, Craig West, Sonya Lewis. Absent – Aldermen Larry Sarff, David Nidiffer, Pamela Ihnes , Jason Strandberg. Others in attendance – Mayor Kevin R. Meade, City Clerk Nancy Whites, City Treasurer Aaron Anderson, Police Chief W. Dan Taylor, Fire Chief Bonnie Cremer, City Engineer Keith Plavec, Public Works Director Cliff O’Brien, Wastewater Treatment Plant Supt. Joe Carruthers, Water Treatment Plant Supt. Greg Pollitt, Video Services by Joe Ginger. City Attorney Chrissie Peterson was absent. In the audience was Attorney John McCarthy and Billy Oaks, News Media of John Froehling from Daily Ledger, and Mark Bixler from WBYS Radio. PUBLIC SAFETY & TRAFFIC – ALDERMAN JOE BERARDI, CHAIRMAN Police Report. Police Chief W. Dan Taylor reported that arrest are up from previous years. Traffic accidents are up due to Thanksgiving Day. The Police Chief, along with Barbara Bryant the secretary from the department, Sgt. Nichols, Lt. McDowell, Officer Freehill did fingerprinting and a K-9 Demo in conjunction with Dee Clark and State Farm Insurance Agency at Westview School. Detective Grant represented the Department at the Spoon River College Career Fair. Officer Freehill and Officer Demott put on K-9 Demonstrations for the Lewistown School District and the Calvary Baptist Church School. Spoke to the Fulton County Democrats about the Canton Police Department. Of the 262 hours of overtime worked during the month of November, 94 hours or $3,820.52 will be reimbursed through the IDOT IMAGE Grant. 16 hours or $612.98 will be reimbursed from the Illinois Liquor Commission Tobacco Grant, and 16 hours or $544.56 will be reimbursed through ILEAS for hire back overtime. This is the Click-it-or Ticket program. Fire Report. Fire Chief Bonnie Cremer reported one dumpster fire and one outside mailbox fire occurred. The dumpster fire was reported behind 156 East Chestnut Street. An outside mail box was reported on fire at 60 East Elm Street. There were 14 simultaneous alarms during the month of November. th On November 4 Bonnie attended the open house at Riverland Biofuels which was held to celebrate their grand opening of the ethanol plant. A tour of their facility was provided. The facility is anxious to conduct joint training with their personnel and the fire department. November 20, three Canton Fire Department members met with Steve Stenzel and Joe Werth, of Riverland Biofuels and went through details of their Risk Management plan. Several details of the plan were updated. Our training officer is working with the facility to schedule on site training. thst November 10 through the 21 Investigator Mark Hanlin attended Fire Arson Investigation class at Kankakee Community College. His final week of class will be in December at Champaign and will cover firearms use and qualifications. Firefighter Ron Cozad who is a certified Red Cross Cardio Pulmonary Resuscitation Instructor certified thirty-fire people in CPR as part of the City wellness plan. Twenty of the people were City of Canton employees. Bonnie volunteered to be a panel presenter at the Western Area Career Systems thth Career Day. It was held at Spoon River College on November 25. Area 10 grade students were bused to Spoon River College and the students selected which every field they were interested in. Bonnie spoke about competitive hiring process of fire departments and what education would help the students move towards a career 1 fire service. Her panel also had a representative from Fulton County Emergency Medical Association and one from Canton Police Department. Four different groups, approximately 72 students listened to our 45 minute presentations. A total of 600 students participated in the annual event. Pekin Firefighter Matt Rademaker, who worked several temporary appointments for Canton Fire Department lost his father. Several members of the Department attended the visitation and funeral. Fire Chief Bonnie Cremer encouraged the Aldermen to read the reports thoroughly each month as you can read about the Hazmat Team, ESDA, Code Enforcement, training, fie Investigation Report, EMS Coordinator report. Fire Gear. Fire Chief Bonnie Cremer had sent out a memo that the Canton Fire Department needs to replace four sets of fire gear. Each set includes (1) coat and (1) pair of trousers. Towers Fire Apparatus Company has provided a quote of $1,999.54 per set. This is Morning Pride protective turn out gear which is extremely durable and provides excellent protection. Total amount is $7,998.16 and is a budgeted expense. Alderman Berardi made the motion refer to council. Was duly seconded by Alderman Lewis. The motion was by unanimous voice vote. Engine 1 Tires. Fire Chief Bonnie Cremer had sent a memo that the Canton Fire Department’s, Engine 1 rear drive tires need to be replaced. KC Sales can provide the tires at state bid price. The cost of these four tires is $1,269.76, and is a budgeted expense. Alderman Berardi made the motion refer to council. Was duly seconded by Alderman Lewis. Discussion. Alderman Berardi asked about the tires of how old there were? Fire Chief Bonnie Cremer answered on December 18, 4670 calls had been made on those tires. They are worn down by 72.39%. The motion was by unanimous voice vote. Acceptance of Fleet Plan and Purchase of Squad Car. Police Chief W. Dan Taylor had sent a memo stated he prepared a 5-year Fleet Plan. I believe this Fleet Plan will be proven successful as far as enhancing safety, improving the value of the fleet, reducing gasoline consumption, reducing maintenance costs and re-investing local tax dollars into the economy. Acceptance of this Fleet Plan will help enable me to perform my job more effectively. With the acceptance of this Fleet Plan I respectfully request authorization to purchase one (1) 2009 Ford Crown Victoria Police Interceptor squad car on the state bid from Morrow Brothers Ford of Greenfield. Cost of the new vehicle before trade in, is $20,400. Morrow Brothers would be giving $2,000.00 trade-in for the 2005 Ford Crown Victoria with 112, 000 miles. The total anticipated cost is $18,515.00 with title and license transfer. Alderman Berardi made the motion for the Acceptance of the Fleet Plan and Purchase of One Squad Car of a 2009 Ford Crown Victoria Police interceptor squad car from Morrow Brothers Ford of Greenfield at a fee of $20,515.00; and decline the trade-in and refer to council meeting. Was duly seconded by Alderman West. Discussion. Wastewater Treatment Plant Supt. Joe Carruthers said he would like to have the car the police department is planning on trading in. Alderman Schenck mentioned that the former City Treasurer Kathy Luker set up the Depreciation Fund. We take a lot of funds from that account. If we don’t put funds into the capital outlay, will deplete that fund. We need to be diligent on our new budget. The motion was by unanimous voice vote. Hiring of one police officer from the Fire/Police Commission. Police Chief W. Dan Taylor mentioned that Lieutenant Dean Putman has submitted a Letter of Retirement effective February 6, 2008. Lieutenant Putman will have completed 30 years of service with the City of Canton at that time. I am requesting Council approval to ask the Fire and Police Commission to hire a Police Officer at this time as the final testing (polygraph, psychological, medical, and background testing) is expected to take 4 or 5 weeks. Alderman Berardi made the motion refer to council for consideration. Discussion. Police Chief W. Dan Taylor mentioned that we need to get moving on this as we need to train someone to work with Dustin Pollitt as the Animal Control officer. Dustin is the next one in line to be called as a Police Officer if the commission follows through with their appointments, as to who is next on the roster list. Was duly seconded by Alderman Lewis. The motion was by unanimous voice vote. The Public Safety & Traffic Committee adjourned at 7:09 p.m. STREETS & GARBAGE – ALDERMAN CRAIG WEST, CHAIRMAN White Oak Sign. Mayor Kevin Meade mentioned that Randy Oaks is ready to hang up the sign for his new building on White Court. This was discussed at the last committee meeting and was inadvertently left off the agenda last week. Alderman Beardi made the motion to allow the sign to be approved. Was duly seconded by Alderman Schenck. Discussion. Keith Plavec from Maurer-Stutz Inc. you have a 45 degree corner here. The only problem is the concern of restricting the sidewalk that is close to their property line. If you cut, your cutting into their property. This is something to look at. Some areas don’t have the room for a corner plan to have a bump out. Alderman Schenck mentioned that if we don’t have the ownership rights, and the streetscape plan, the people might have to revitalize. Rather see us get going on making that improvement of our own right-of-ways. Alderman Berardi said we will have to address each one as they come along, as each street area is different. Alderman Schenck said we are bending our own ordinances to accommodate the business. It limits our ability to be consistent and having the same atmosphere. Alderman Lewis would like for the business to bring their signs with them when they come to the meetings. Alderman Berardi mentioned these issues should come to the Public Safety & Traffic committee three weeks before voting on them, as you don’t receive anything before the meeting. Mayor Kevin Meade told the committee members attending the meeting that the Aldermen not present are in favor of the signage also. Mayor Meade then told Attorney John McCarthy and Billy Oaks to go ahead with your sign. The motion was by unanimous voice vote. Public Works Director Cliff O’Brien gave a report on how much road mixtures the City has used so far. Cliff said 315 tons salt, cinders and grit mix. 800 gallons of calcium chloride. Alderman Schenck ask about the trees falling in the street. Cliff said the City will pick up only the trees that are on the terraces. If you drag your limbs from the back or side of your house, or front yard, the City will not be picking them up. The trees have to be those on the terraces that limbs have fallen from. We will have to receive some kind of disaster funds to take care of the down limbs and damaged trees. Mayor Kevin Meade said the City is looking from the State and Federal Governments for some grant funds, and we’re asking our politicians for their assistances. The Streets & Garbage Committee adjourned at 7:03 p.m. LAKE, BUILDINGS & GROUNDS – ALDERMAN SONYA LEWIS, CHAIRMAN Nothing listed on the agenda. Informational. Alderman Lewis ask for each Aldermen to hand in their surveys that was presented by Rachel Rose of the Canton Lake. Alderman Berardi said he has asked for a report from Maurer Stutz Inc. Alderman Berardi said he thinks the electrical is a priority and the restrooms need remodeling. How much does this cost, all the issues? Alderman Lewis said we are starting small and this is a twenty year plan. Alderman Berardi said he could not see anything feasible for that old boat dock. Alderman Lewis said that is the first priority for the people who came to the focus meetings. Keith Plavec of Maurer Stutz Inc. said he had two drawings he presented to Alderman Lewis and Rachel Rose on the old boat dock. Alderman Lewis mentioned that Rachel’s term will end this semester. Alderman Schenck said we are going at this the right way. Rachel has said let’s start at this point. We are trying to have all things we’re not able too, but we need to continue this process. We need to have a committee established and keep going on this. I want to see this done the right way. Alderman Berardi wants to know the number one priority of this new committee! The Lake, Buildings & Grounds Committee adjourned at 7:25 p.m. PUBLIC WORKS, WATER & SEWER – ALDERMAN ERIC SCHENCK, CHAIRMAN Fecal Bath Incubator. Wastewater Treatment Supt. Joe Carruthers had sent a memo that the Wastewater Plant Fecal Bath Incubator is in need of replacement. Have been advised by repair services that the unit cannot be reconditioned. The age of the fecal bath is 25 years. Three prices have been quoted from Laboratory Equipment suppliers. All three are for the exact same incubator. Fisher Scientific with a price of $1,976.52 is the lowest of the three. Alderman Schenck made the motion to forward council for approval. Was duly seconded by Alderman Berardi. The motion was by unanimous voice vote. Emergency replacement of 25 hp motor. Wastewater Treatment Plant Supt. Joe Carruthers had sent a memo that on December 7, 2008 one of the three Return Activated Sludge Pump motors failed. This motor, as being critical to the proper daily operation of the plant, needed to th be repaired or replaced as soon as possible. On Monday the 8 of December, I purchased from Foremost electric a new energy efficient 25 hp motor for $1,580.00. Just for information purposes only. Bradley Corner Sewage Pumping Station from Leander Construction. Alderman Schenck made the motion for Bradley Corner Sewage Pumping Station Application #2, and for payment of $67,029.30 and Lien Waiver from Leander th Construction, Inc.; and extension of time of 35 days from December 25 to th January 29, 2009; and forward to council for approval. Was duly seconded by Alderman West. Discussion. Alderman Schenck remarked, this is paid from the bonding funds. The motion was by unanimous voice vote. Keith Plavec mentioned that the generator at one of the Lift Stations, the power goes out. This is for information only, will bring more information to this Committee. We are trying to find the best options and the best cost to the City. WWTP Secondary Clarifier payment #4, from Leander Construction. Alderman Schenck made the motion the Secondary Clarifier No. 1 Rehabilitation for the Wastewater Treatment Facility from Leander Construction, Inc. in the amount of $1,405.31 for Payment No. 4 and the Lien Waiver, and forward to council for payment from bonding funds. Was duly seconded by Alderman Lewis. The motion was by unanimous voice vote. 24” Raw Water Transmission Main application for payment #6 from Reynolds, Inc. Alderman Schenck made the motion to recommend 24” Raw Water Transmission Main of Payment No. 6 from Reynolds, Inc. along with their Lien Waiver in the amount of $578,671.09; forward to council for payment out of the bonding funds. Was duly seconded by Alderman West. Discussion. Keith Plavec from Maurer Stutz Inc. mentioned the city is still holding the retainage of 10%. Keith said he feels they will be asking for some of that retainage. The items not completed the city will receive credit on. Alderman Schenck said they have done an excellent job doing the job and cleaning up as they go. The motion was by unanimous voice vote. Radial Collector Well for payment #1, from Reynolds, Inc. Alderman Schenck made the motion to recommend Proposed Radial Collector Well for Payment No. 1 to Reynolds, Inc, for the amount of $126,112.50; forward to council for payment out of the bonding fund. Was duly seconded by Alderman Lewis. The motion was by unanimous voice vote. White Court and Pine Streetscape Project. Alderman Eric Schenck presented the following for this project. He is suggesting Keith Plavec, Cliff O’Brien, and Mark Rothert to work together and come prepared to present options to Council for consideration of an expanded project for the White Court and Pine Streetscape. Alderman Schenck would like for Council to consider a broader reaching project to implement our downtown streetscape plan on White Court and/or portions of Pine Street. The following are ideas that I would like to share with Council along with the options that you develop. 1.White Court. Remove existing lights and replace with approximately 6 new decorative lights (14’) and banners on the west side of the street from Elm to Pine. Refurbish public parking lot as depicted (metal fence, shrubbery, trees, new curb and gutter). Enclose dumpsters in wooden privacy fence. Sealcoat and stripe parking area. Install public parking signs. Work with Fulton County Arts Council on mural depicting historic IH or downtown square scene at Phillips & Associates. 2.Intersections –Install “Type C” intersections with curb bump outs planned to shrubbery at the following locations: 1. Pine & South Main –Four corners 2.Pine and White Court – Four or Two corners (North Side) 3.Pine and First Avenue- Two corners (West Side) 3.South Main and Pine “Pocket Park” – Purchase vacant lot and convert to “pocket park” featuring native plant landscaping to create miniature bird sanctuary consistent with nature based on tourism strategy. Enclose park with metal fence and construct small gateway sign or interpretive sign. Include stone pathway, solar panel light/bollard, bench and trash container in park. Work with Fulton County Arts Council on mural depicting Illinois River scene such as historic Copperas Creek lock & dam site owned by the city. 4.Pine Street – Install approximately 8 new decorative light (14’) and banners on north side of the street from Main to First Avenue. Work with owner of private parking lot on north side of street between White Court and First Avenue to install metal fence and shrubbery similar to White Court project. The idea is to jumpstart implementation of the streetscape plan on these streets while we pursue matching grant funds for the Phase 1 implementation project. I anticipate that sidewalk replacement at the corner of White Court and Pine could possibly be done yet this fiscal year. An expanded project would need to be budgeted for next fiscal year using TIF funds. This means that some type of cost estimate would be needed for whatever option that the Council chooses to pursue. My initial thought was to consider such a project in segments-White Court (Elm to Pine), Pine (Main to White Court), Pine (White Court to First Avenue). However, you may have another equally good suggestion. An implementation strategy might be to proceed with different project segments as developed projects (new Coleman Clinic) unfold. I also want to encourage the city and Spoon River Partnership to work together to help raise funds for portions of the project (such as the “pocket park” idea or the murals. As a 501(c)(3) organization, SRPED can accept tax deductible donations for a project like this. It would be my expectation that SRPED also would charge a reasonable indirect rate (15%) for the administration of such funds. Another example would be for SRPED to encourage implantation of façade improvements on the East Side of White Court. The city may wish to offer a TIF funded cost- share program or something similar to encourage participation. Again, we would need to budget for this and let SRPED administer funds via agreements with property owners. I think this is important that we move forward to implement the streetscape plan ASAP for public visibility and support. White Court seems like a manageable first bite. Done right I think this will turn heads and create a more pedestrian friendly street that we can replicate on Pine and eventually throughout the downtown. At the Mechanical Committee the discussion was – Alderman Schenck stated, to consider a motion and ask Keith Plavec to have at next Mechanical committee meeting a sort of outline of the project, and give some preliminary cost for Maurer Stutz Inc., with anticipating using TIF funds. Alderman Berardi asked, where will they park? The Cook Company remodeling of the Randolph Building where will they park and the Versace Building on the East Side of the Square also. There are none designated. Other concerns, last year spend for sidewalk improvement, it’s always downtown. There are other issues in town, and we are focus only on IH Site and Streetscape Plan. None of the money people paying taxes goes back to the neighborhoods. Alderman Schenck commented that TIF funds can be used for this project I am recommending but not for what you are suggesting. The Cook Company project in IH Site will bring in some $300,000 of TIF Funds for the City. One of the Streetscape Plan is to be for better signage. Keith Plavec from Maurer Stutz Inc. stated that Coleman Clinic called him and said we here you have a Streetscape Plan, what do you want us to do? Alderman Berardi asked where is the money coming from? Alderman Schenck again went through all four issues he had just brought up. My proposal is for Keith Plavec to come back to Mechanical Committee next month - with reviewing White Court intersection, to Pine Street; with estimate of cost. This plan on White Court is to see if we want to put in our budget and use TIF Funds. Alderman Berardi said let’s go over one street, can’t see improvements using huge sum of money on White Court for a one-way street. Alderman Schenck made a motion to authorize Keith Plavec using figures for the Streetscape basic White Court to the intersection of White Court to Pine Street for cost estimate. Was duly seconded by Alderman Lewis. Discussion. Alderman Berardi ask what has Mark Rothert got? Alderman Schenck said he has South Main Street, North Main Street, and around the square for Phase One. This is in $1.5 million grant application mode. Alderman Berardi stated we should not be doing these projects ourselves. Alderman Schenck said this issue will come up again next month at the Mechanical Committee meeting. Alderman Lewis reported a lot of individuals have taken interest in our community and it shows us having good faith. Mayor Kevin Meade said this is not in one year’s time. This is down the road, will have some funding of good size. Kevin said it will cost one million for the City portion for Third Avenue. Alderman Berardi said why not ask for grant funds for this also? Mayor Kevin Meade answered, we cannot! The motion was by unanimous voice vote. Added to the agenda the following three being Hoerr Construction Inc.; Ironhusler Excavating; and MFT Maintenance– Hoerr Construction Inc. Letter sent to Keith Plavec for the following – Project: Sewer Televising for IH Site Hoerr Construction, Inc. to Provide Televising of approximately 1,600’ of 8”-15” diameter sanitary sewer pipe Camera truck with two man crew Surface locating equipment will be on the truck in case it is needed Work to be completed on a time and material basis Maurer Stutz Inc/City of Canton to Provide Access to work site Cleaning of pipes as needed to complete televising Decision making guidance Project Pricing Camera truck with two man crew: $250/hr. Estimated total (based on two days): $4,000.00 Thank you for the opportunity to quote this sewer televising project. If you have any questions please call me at (309) 303-5664. Mike Kasiner, Sales Manager Keith Plavec said, we should seek reimbursement from ITE or Navistar. Alderman Schenck said to send on to council under the committee report to approve. Ironhustler Excavating. We wish to submit a proposal to furnish labor and equipment to do the following: Crush onsite concrete to a CA-6 gradation to be used for future development CRUSHING ONLY ………………………………..$5.50/TON We propose to remove the existing concrete and process it to crush on a time and material basis based on the attached hourly rates. We will work at the cities direction to facilitate future development plans. Maurer and Stutz will locate manholes which need to be maintained, so that IHX does not damage them. All work will be done as directed by the City of Canton and Maurer Stutz Inc. This proposal does not include: Layout, testing, engineering, or permits Utility repairs, relocations or disconnections Removal or disposal of and special or hazardous materials Any work other than described above Kenneth Sidwell, Vice-President Keith Plavec from Maurer Stutz Inc. said this would be for all of Third Avenue, Elm Street down to Maple, over to E. Elm Street. All concrete will be crushed for roadway projects or used on the Canton Cook project. These are all estimates, but the best estimates. We’re looking for in kind service to get additional amount. Would be $15,000 to $16,000 range for off-site. Alderman Schenck commented that the City pays for our material and we can get ITE to pay the funds back to us. Mayor Kevin Meade said the agreement calls for engineers barrier. Send on to Council under the committee meeting. MFT Maintenance Program. Keith Plavec from Maurer Stutz Inc. said this was for informational only. Keith wanted to know where the City stands with our dollars. Use to receive $35,000 month for MFT funds, now we receive only $30,000. ADJOURN There being no other business the Mechanical Committee adjourned at 8:36 p.m. Recording Secretary, Nancy Whites, City Clerk