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HomeMy WebLinkAbout07-22-08 Mechanical Committee Meeting Minutes M E C H A N I C A L C O M M I T T E E Tuesday, July 22, 2008 – 6:30 p.m. Mayor Kevin R. Heinze called the meeting to order at 6:30 p.m. Aldermen in attendance – Eric Schenck, Joe Berardi, Craig West, David Nidiffer, Pam Ihnes, Jason Standberg, Sonya Lewis. Absent – Larry Sarff. Others – Mayor Kevin R. Meade, City Clerk Nancy Whites, Interim City Treasurer Julie Smick, City Attorney Chrissie Peterson, Police Chief W. D. Taylor, Fire Chief Bonnie Cremer, Public Works Director Clif O’Brien, City Engineer/Zoning Officer Keith Plavec, Wastewater Treatment Supt. Joe Carruthers, Water Treatment Supt. Greg Pollitt, System Maintenance Bill Terry, Joe Ginger Video Services. In the audience was Mary Kay, George Hall, Rachel Rose, Steve Aarrhood, Jim Huff, news media of John Froheling from Daily Ledger, Mark Bixler from WBYS, Wendy Martin and Ben Van Wyhe from The Democrat. LAKE, BUILDINGS & GROUNDS – ALDERMAN SONYA LEWIS. Rachel Rose – Continuing assistantship for Master Plan at Canton Lake. Alderman Sonya Lewis mentioned that Rachel is applying for a graduate assistantship for the fall semester, 2008 at Western Illinois University. She would like to continue to further develop the Canton Lake Master Plan. I have asked her to present her request tonight during the Lake, Buildings, and Grounds Committee. Her desire is for a 20 hour week position with 20 hours/week $888.00/month x 4 months = $3,520.00. Rachel said a lot of decisions need to be made on the draft of a Master Plan for the Lake area. Rachel said she made suggestions from that plan and needs the council’s input to know which way to go. Rachel said she could not make the decisions. Alderman Berardi said we need to look at this again. Appreciate your input and I want to help young people, part time person cannot initiate a plan and bring that plan back to committee, and then know how to focus on ideas. Alderman Strandberg said Rachel brought a lot of ideas. She is waiting on us. Alderman Berardi said we need to bring this into the budget, and then back to committee with a plan, and have something together, and have Keith Plavec involved. 1 Alderman Schenck said he feels this is a reasonable amount of money to support. This work that Rachel has done is tied to specific areas. Alderman Lewis made the motion to allow for Rachel Rose to continue her graduate assistantship for the fall semester, 2008, and to continue to further develop the Canton Lake Master Plan. Was duly seconded by Alderman Schneck. Discussion. Alderman Berardi said he could not believe you are making this motion to support this after what I recommended. Alderman West suggested to put this on the Community Development committee in August. Mayor Kevin R. Meade said will discuss at the next council meeting agenda, which is the first meeting in August. Motion and second withdrawn. The Lake, Buildings & Grounds committee adjourned at 6:48 p.m. PUBLIC SAFETY & TRAFFIC – ALDERMAN JOE BERARDI. Police Report. Police Chief W. D. Taylor commented that a search warrant was issued for 753 th South 5 Avenue for drug enforcement. Received letter on officer Gerald Foreman, as his work on DUI enforcement was outstanding in his efforts over the past year. The Fire & Police Commission made the appointment of Marty Bowton as Sergeant, and John Harmon as Lieutenant. Alderman Berardi mentioned that he had gone to the Fire & Police Commission meeting held on Tuesday at 4:00 p.m. and said the meeting was done poorly. My wife and I could not make any comments, and especially I could not as a councilman. They told us they did not have to say anything to us. Fire Report. Fire Chief Bonnie Cremer commented from her report. Building fire located at 229 East Birch Street where fire personnel found the living room fully involved with the fire going up an exterior wall to the second floor and attic. The fire remains under investigation. Estimated damage was set at $60,000. 2 The second structure fire reported was a rekindle of the fire at 229 East Birch Street. Fire personnel extinguished the rekindle in the attic area. The third structure fire was reported at 565 East Locust Street. Fire personnel found heavy fire coming from the front door and window. Additional personnel were brought in to assist in extinguishing the fire. A person was reportedly still in the building by a male subject existing the building. The fire had to be extinguished in the living room to gain access to the location of the victim. The victim was found inside a closet in the bedroom. Fire alarms increased by 24% while EMS alarms decreased by 15.3% compared to our responses in June 2007. A fatal structure fire occurred at 565 E. Locust Street. The structure was a home divided into three apartments. Apartment one which had two occupants sustained major fire damage. The Technical Rescue Team was invited to training in Bloomington/Normal. Their MABAS 41 group was able to use a three story dorm facility that was scheduled for demolition. They put a car inside the structure on the first floor and then collapsed the building down on the auto. This provided an excellent facility for the TRT team to use as a training ground, representing as close to real life as possible conditions. The application for an Illinois State Fire Marshall Small Equipment Grant for personal protective gear was submitted. The request was for $6500 to use for replacement of turnout gear, fire boots and a helmet. A new Base radio was installed in the department by Supreme Radio. The unit is a 100 watt base unit with dual control heads, capable of performing any programming changes foreseen. Some adjustments to the department portable radios were done to keep the units from changing channels. Galesburg Electric delivered the supplies for the lighting upgrade within the department. The installation is going to be done by the Public Works Department. 3 Investigator Jay Smith and I attended the Illinois Chapter Southern Zone Fire investigation Training Conference which was held in Fairview Heights, Illinois. The two day tested conference discussed the NFPA 921 Guide for Fire an Explosion Investigations. st Sidewalk Project 1 Avenue TIF District from AEH Construction. City Engineer/Zoning Officer Keith Plavec mentioned that this is the sidewalk st project at 1 Avenue and Elm Street in the amount of $13,702.00 to AEH Construction, Inc. of Galesburg, Illinois. CDs Leasing $502.30 Sharp Copier completed for a 2007 B & W Dodge. Police Chief W. D. Taylor mentioned that a bill from CDs Leasing is past due for $502.30 for the sharp copier. Police Chief W.D. Taylor said the former chief set this up to be billed on the first of the month. We got behind on how the bill was paid. Alderman Berardi made the motion to refer to council. Was duly seconded by Alderman Schenck. The motion carried by voice vote, and was unanimous. Grafix bills for Driver Side Complete for a 2007 B& W Dodge Durango. Police Chief W. D. Taylor mentioned that a bill from GRAFIX is past due in the amount of $171.24. This was because of an accident as the officer ran into a light pole. Alderman Berardi said to the Police Chief, to make sure the committee gets the report of accidents. Alderman Berardi made the motion refer to council. Was duly seconded by Alderman West. The motion carried by voice vote, and was unanimous. Coordinator Career Services for Career Fair $75.00. Police Chief W. D. Taylor mentioned that a bill from Western Illinois University’s Law Enforcement & Justice Administration Fair for Sergeant John Harmon for recruiting patrolman applicants. The bill is for $75.00 to attend the Career Fair. Police Chief W. D. Taylor commented that this Career Fair is to make them aware of our department. The last testing ended up with 11 people. Alderman Berardi made the motion to refer to council. Was duly seconded by Alderman Schenck. The motion carried by voice vote, and was unanimous. Orwig Auto Body Inc. for a 2007 Dodge Durango $1,946.83. 4 Police Chief W. D. Taylor mentioned that a bill from Orwig Auto Body, Inc. for work done on the Dodge Durango is for three jobs. The total bill for the three jobs $2,395.71 and, less the $182.79 that you received from your insurance for the graphics and tax in the amount of $1,946.83. State Farm had made their payment for job #1 at $448.88. Police Chief W. D. Taylor said this is from the same accident. This is the graphics from that accident. The insurance committee had sent the city a check, the $500 deductible will be out of our budget. Alderman Berardi made the motion refer to council. Was duly seconded by Alderman Schenck. The motion carried by voice vote, and was unanimous. The Public Safety & Traffic committee adjourned at 7:00 p.m. STREETS & GARBAGE – ALDERMAN CRAIG WEST. Alderman West thanked Public Works Director Clif O’Brien for the excellent job they did after the storm on Monday. Alderman Strandberg also thanked all of the city workers for their terrific job. Cliff O’Brien said all day Monday July 28 a Garbage Truck will run the whole route and will pick up shed limbs from trees on the terrace. A whole tree will not be picked up. Two new garbage Trucks. Public Works Director explained that the city garbage department operations are with 4 tandem trucks with McNeilus 32 yard packers in its fleet, 2 Sterling and 2 Fords. It is time to replace 2 of these units. In the past we looked at the bids through the State Procurement Agency, which has saved the City a considerable amount of money. The cost of a new truck is approximately $138,000.00. The City began several years back collecting $1.00 off the garbage fee and our depreciation account has enough to cover the cost of these two trucks. Cliff said he wanted to get the process rolling. He will start by getting the state bid, and will bring the bid to the Finance Committee meeting in August. If we decide to go through the state bid will have to sell two of the garbage trucks, which should bring about $15,000 each. Alderman West made the motion to allow seeking a state bid, and bringing that bid to the Finance Committee meeting in August. The Streets & Garbage Committee adjourned at 7:07 p.m. 5 PU BLIC WORKS, WATER & SEWER – ALDERMAN ERIC SCHENCK. Public Works Report. City Engineer/Zoning Officer gave the following report. Canton 2008 MFT Maintenance Program Project awarded to Advance Asphalt – Princeton, Il Paperwork has been sent to Contractor for execution Begin work in August Funding: MFT Account Ash Street – Phase 2 Project awarded to Stark Excavating – Bloomington, IL Progress good to date – sidewalk removal & replacement, roadway milling, Curb and gutter removal; driveway removal Completion – Late August, Early September Funding: MFT Account thth Keith said there are two more phase, one is 15 Avenue to 20 Avenue and the th other is 20 Avenue to Ash Street. When you start one FAU Project, you have to finish that one before you can begin another FAU Project. st 1 Avenue Sidewalk Awarded to AEH Construction – Galesburg, IL. Sidewalk removal and replacement has been completed. Pay Request submitted for this month. Funding: TIF. IH Site Iron Hustler was crushing concrete for use at the water treatment plant Clearwell site. This work is being paid for with bonding money. Iron Hustler began breaking up the large concrete foundations for crushing on July 18, 2008. Concrete continues to be crushed from the NE Corner for use on the IH Site, use on other water/sewer projects, and for use on Enterprise Drive. Desire to remove and crush approximately 66’ wide by 400’ long (starting at Elm Street and moving south) for future roadway improvements. 6 Mayor Kevin R. Meade stated we are selling to ourselves from one TIF to another TIF when we use the rock from the former IH Site. Bradley Corner Lift Station Improvements Project will remove and replace pumps, valves, controls, paint, etc. Project awarded to Leander Construction – Canton, IL. Waiting on Builders Risk Insurance to issue Notice to Proceed. Construction Period – 5 Months. Funding: Bonding Account. Wastewater Treatment Plant Secondary Clarifier Project will remove and replace the internal components from one of the secondary clarifiers. Project awarded to Leander Construction – Canton, IL. Waiting on Builders Risk Insurance to issue Notice to Proceed. Construction Period – 9 months. Funding: Bonding Account. Wastewater Treatment Plant Former Secondary Anerobic Digester Cover Bid documents were available on July 16, 2008. Bids Due August 14, 2008. Construction Period – 6 months. Funding: Bonding Account. Radial Collector Well Finalizing bidding documents. IEPA construction permit only pending permit. Goal is to have bidding documents available by July 24. Bids due August 2. Construction Period – 15 months. Funding: Bonding Account. Raw Water Transmission Main Project awarded to Reynolds, Inc. – Middleton, OH. Contractor began laying pipe on July 9. Contractor is finishing clearing, and borings of roadways. Contractor schedule shows a completion date of Dec. 4, 2008, currently. 7 Pay request submitted for this month. Funding: Bonding Account. WTP Clearwell Project awarded to Leander Construction – Canton, IL. Extra work due to wet soils encountered during excavation ($143,362.97). Natgun began tank foundation last week. Completion Date – October 2008. Pay request submitted for this month. Funding: Bonding Account. Alderman Berardi said, he feels our committee meetings should be televised, as the citizens have a right to know about our spending dollars. Alderman Berardi ask about the Ethanol Plant. Keith Plavec said will be contracting with Bio-Fuel. We met with two of their representatives as they are requesting water. We discussed what they have to do to get this running. We told them that the agreement says you have a right to our water, but you have to contact the county first. Our water main is our only control, and our permit is on the line. We concur they can connect to that line. The City Attorney Chrissie Peterson, Public Works Director Clif O’Brien and City Engineer/Zoning Officer Keith Plavec met and said the company needs to attend a meeting with the City, and was told we want to renegotiate on a gallon bases. Not gallon per bases. Alderman Berardi said he has a problem with the city’s agreement, and feels was poorly written. Alderman Strandberg ask, is the city’s contract written in such a way that allows any one owning that business, they can receive our water? City Attorney Chrissie Peterson commented there are three subsidiary, and the agreement was executed July 2005. Council could update the agreement, and there is a clause that is assignable. The company name is Riverland Bio Fuels. The City has to show determined increase every two years and the agreement can be renegotiated. Alderman Schenck thanked Keith Plavec for putting this together. Water Transmission Line Pay Request (Bond $). Reynolds Inc. 24” Raw Water Transmission Main $606,885.44. 8 Alderman Schenck made the motion refer to council. Was duly seconded by Alderman Berardi. The motion carried by voice vote, and was unanimous. Clear Well Pay Request (Bond $). Leander Construction Inc. for pay request of $343,885.99. Alderman Schenck made the motion to refer to council. Was duly seconded by Alderman Lewis. Discussion. Keith Plavec mentioned this is extra work roughly to date of $143,362.97 to Leander Construction Inc. Includes material taken from the City. Alderman Strandberg ask Interim City Treasurer Julie Smick about the bond funds, and if she knew anything about them yet? Julie said not yet! The motion carried by voice vote, and was unanimous. First Avenue Pay Request (TIF $). Alderman Schenck made the motion refer to council. Was duly seconded by Alderman Lewis. Keith Plavec mentioned this is in the amount of $13,072.00 of TIF Funds for the sidewalk in front of Crawford’s new building with AEH Construction, Inc from Galesburg, Illinois. This is part of the development agreement. The motion carried by voice vote, and was unanimous. rd IH Site – 3 Avenue/Concrete Removal. Keith Plavec said this is on the N.E. corner of the IH Site that has no further remediation. Alderman Berardi said we need a personal order first. I have not seen any plans on the development for the IH property, and also no plans on the Enterprise Park. Alderman Schenck made the motion for the approval of the use for the stockpiling of concrete to be crushed for bond funded projects and sale to the Enterprise TIF zone as needed, refer to council. Was duly seconded by Alderman West. Discussion. Alderman Schenck said, this council previously approved, and that lets us crush the rock and let it be used. Alderman Berardi asked do you over see the plan? I feel it is a conflict for Maurer Stutz Inc. to list for bids, to oversee the project and be part of the project. Voice vote, one nay heard of Alderman Berardi. Signoff Authority for Change Orders. Keith Plavec mentioned that Alderman Les Carl was the Finance Chairman and Alderman Berardi was chairman of the Public Works, Water & Sewer Committee. These two Aldermen were the sounding board and this work find. Have not had 9 the process since Alderman Carl past-away. And feel this is a need that is needed again. This is a better way of keeping council informed. Alderman Schenck mentioned that would be him as chairman of the Public Works, Water & Sewer committee and Jason Strandberg being chairman of Finance. Alderman Strandberg said he did not want to see the project stop, and was not comfortable about changing things. Alderman Schenck said you are not making a decision to change things, we are reviewing and recommending. Alderman Berardi said he does not see any expertise here, as this can be very personal at times. Alderman Schenck said this does not reduce the authority of council, but to make sure projects can move in a reasonable fashion. Alderman Strandberg said if the council does not feel he is experienced enough, and I don’t want the project to stop, I would be happy to do it. Alderman Berardi said two people doing it should be Clif O’Brien and Keith Plavec, otherwise muddles the works. Alderman Schenck said just e-mail for the change orders. Clear Well – July 30 Concrete Pouring. Keith Plavec mentioned they will be pouring concrete at 2:00 a.m. for eight hours th straight on July 30. CSO Long Term Control Plan – (Information only.) Keith Plavec showed slide presentation on the CSO Control Plan. THE REMAINING TASKS. Completion of Manhole Inspection. Completion of Televising and cleaning of combined sewers. Completion of smoke testing. Public meeting to discuss findings and alternative. Keith Plavec introduced Steve Aarhood from Maurer Stutz Inc. office and Jim Huff who is a sub consultant for Maurer & Stutz Inc. Alderman Schenck asked about the homes that the downspouts are connected into the sanitary sewers, as they can cause problems. 10 Keith Plavec mentioned that the city has an ordinance against that. Alderman Berardi asked to let George Hall response to the CSO’s as he is a member of the Homeowners Association. Alderman Schenck allowed George Hall to have three minutes. George wants to have the city separate the combined sanitary sewer from the storm sewer. George says this would be the best solution to the problems. Alderman Strandberg wanted to know how soon we can get this done? Who can we hire? Keith Plavec said he could get cost estimates for a local person to do the work. Alderman Berardi said he had ask the former City Treasurer Kathy Luker what we would need in Reserves? I feel it should be three months of Reserves. We are not in business to save money. I suggest George Hall be on the advisory committee for his in-put. th Alderman Strandberg commented will do 8 & Birch Street first, and then where is the funding coming from? George Hall commented, you have a contingency fund, and if it is legal to do, use the bonding funds. Mayor Kevin R. Meade ask this to be on the council agenda. The Public Works, Water & Sewer committee adjourned at 9:40 p.m. Alderman Schenck made the motion to go into executive session to discuss Personnel, Fire Negotiations, and Threatened, Pending Litigation. The motion carried by voice vote, and was unanimous. EXECUTIVE SESSION – TO DISCUSS PERSONNEL; THREATENED, PENDING LITIGATION; NEGOTIATIONS. The Mechanical Committee adjourned from executive session at 10:03 p.m. ADJOURN The Mechanical Committee adjourned at 10:03 p.m. 11 Recording Secretary, Nancy Whites, City Clerk 12