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HomeMy WebLinkAbout01-26-2010 Mechanical MinutesMECHANICAL COMMITTEE MEETING Tuesday, January 26`h, 2010 - 6:30 p.m. Historic Depot, 50 North 4`h, Avenue, Canton, IL Aldermen in attendance: Rick Reed, Craig West, Jerry Ellis, Jorge Rivero, Jim Hartford, David Pickel and Eric Schenck. Absent: Alderman Larry Sarff Others in attendance -Deputy City Clerk Diana Tucker City Treasurer Aaron Anderson, City Attorney Chrissie Peterson, City Administrator Jim Snider, Police Dan Taylor, Fire Chief Bonnie Cremer, Public Works Director Clif O'Brien, Maurer Stutz Inc. Keith Plavec, Water Treatment Plant Supt. Greg Pollitt, SRPED Mark Rothert, ESDA Director Phil Fleming, ,Video Services by Joe Ginger. In the audience was Daily Ledger rep. John Froehing, County Administrator Mike Hayes and George Hall. Public Safety & Traffic Alderman Eric Schenck, Chairman 1. POLICE REPORT • Received $5,300 from drug case for Asset Forfeiture • Lt. Howarter spoke at 8th Grade Road to Reality at Spoon River College • Training hours are up for calendar year. (1456 in 2008 versus 2063 in 2009/increase of 607 hours). • Working a drug case with West Central Illinois Drug Task and DEA. A drug bust took place last week in Canton. A man from Chicago was arrested for dealing crack cocaine in the amount of $2,000.00-$6,000.00 per week. 2. Purchase of Bite Suite for K-9 Units Chief Dan Taylor requested approval to purchase one Series II Bite Suit from Hardog's Requisites K-9 Equipment Specialists for $1,495.00. An important part of your K-9 team training involves apprehension work aka "Bite Work". Your Police Department's current bite suite is approximately 15 years old and falling apart to the point of non repair. Monies are available in the asset forfeiture account for this expenditure and that would be the recommendation from Chief Dan Taylor. Motion/Second by Alderman Craig West/Jim Hartford to forward to Council the approval of the purchase of the one Series II Bite Suit in the amount of $1,495.00 out of the asset forfeiture fund. The motion carried by voice vote and was unanimous. 3. Purchase of Stalker Radar Unit Chief Dan Taylor requested council approval to purchase a Stalker Radar Unit. If you recall the Police Department budgeted $4,025.00 for one in Car Video Recorder and we were able to secure grant funding from the Illinois Criminal Justice Information Authority equipment grant which enabled us to purchase two in Car Video Recorders for $2,013.00 leaving a balance of $2,012.00 in that line item of the budget. Chief Taylor respectfully requests to purchase this radar unit for the price of $1,810.00 from Applied Concepts, the maker of the Stalker Radar. This would give us a moving radar unit in each patrol car. Motion/Second by Alderman Jerry Ellis/Rick Reed to forward to Council the approval of the purchase of the Stalker Radar Unit in the amount of $1,810.00 from Applied Concepts. The motion carried by voice vote and was unanimous. 4. Fire Report. Chief Bonnie Cremer reported that the number of fire incidents during the month of December were down, while EMS calls increased. This resulted in a decrease of 5.8% in responses compared to last year. There were 14 simultaneous alarms during the month of December. Due to the fact that ice was on the ground during the month of December, this caused the response time to be slowed down. The compliance dropped to 60.4% Chiefs Notes-I participated in ICS-400 at East Peoria on December 7`h and 8`h. ISC-400 is required to keep the city in compliance with the National Incident Management System. ICS 400 covers the Advanced Incident Command System for Command and General Staff of Complex Incident and Multiagency Coordination system. Compliance is a requirement to be eligible for federal grant money. Lieutenant Tony Plumer and Firefighter Scott Roos attended flammable liquid Firefighter School December 8`h through 11`h at Texas A & M. This training was paid for by the ethanol plant, Riverland Biofuels and was arranged as part of the contract between the ethanol plant and the City of Canton. On December 2"d, firefighters received the back pay owed from the 08/09 fiscal year and the months of this fiscal year that have passed. December 17`h the annual fire pump tests were performed on the fire engines by ACME Performance Services. The tests determine problems with the apparatus so they can be repaired promptly. This also helps assure the equipment will function during incidents and prevents major repair costs. I attended the December 8`h meeting of the Central Illinois Fire Investigators Association held in Chillicothe. U.S. Marshal Brent Cranford was the featured speaker. He is a Chillicothe native who recently returned to the area after working four years in Washington D.C. where he was assigned to the security detail for the Justices of the U.S. Supreme Court. His presentation focused on domestic terrorism in the state of Illinois. 2 Fire Investigator Mark Hanlin received his certification as a Juvenile Fire Setter Intervention Specialist through the Office of the State Fire Marshall. This will allow a second investigator the expertise to systematically interview and evaluate juveniles that have been or who are expected to be involved with fire incidents. Assistant Chief Tom Shubert received his certification for Fire Service Vehicle Operator through the Office of the Illinois State Fire Marshal Division of Personnel Standards and Education. Fire department members attended the December 15`" luncheon/reception held for George Spahn. George is retiring after twenty years with Canton Public Works. The ISG thermal imager was repaired and is back in service. The ESDA report was included in the hand-out. Chief Cremer announced testing currently taking place for the fire department. The applications for eligibility will be available beginning February 5`", 2010 at the City Hall. The applications will be due back to the city March 5`", 2010. 5. Annual Ladder Testing Chief Bonnie Cremer reported that we are required to annually have our ground and aerial ladders tested. American Test Center performs these ladder tests each year. The testing will be done in March. The testing will cost $2,010.00. This is $800.00 per aerial apparatus and thirteen ground ladders each at $40.00. Chief Cremer respectfully requested authorization to have American Test Center perform this annual testing. This is a budgeted expense in category 412, Maintenance-Equipment, of the operating budget. Motion/Seconded by Alderman Jerry Ellis/Craig West to forward to Council the approval of the annual ladder testing in the amount of $2,010.00. The motion carried by voice vote and was unanimous. 6. Cost Share Match Request from County on Bike Trail Grant. Mark Rothert stated he passed out a memo to explain the request. In Short -Fulton County is looking to other entities to help cost-share the local match portion of a grant they received from the State under the Illinois Transportation Enhancement Program. (ITEP) for a bike trail from Maple Street in Canton to the Spoon River College Arboretum. Because the trail project has quality of life and economic development impacts the County has asked the SRPED to help in presenting the issue to other local governments affected by the project. On December 18`", 2009 the State of Illinois announced recipients of its ITEP program. Fulton County was a recipient of $394,880 to build a bike trail from Maple Street in Canton to the Spoon River College Arboretum. At this time of the application the County committed to providing the 20% local match, however, recent fiscal constraints 3 have limited their ability to match the total amount. The County is therefore looking to other entities that are impacted by the trail to help cost-share the local match portion of about $100,000. These other entities include the Canton Park District, Spoon River College, and Canton Township. The County has verbally stated that they will commit $25,000 to the local match and hope the other $75,000 can be raised by other entities. You may also recall that in 2005, the Canton Park District submitted a $1.8 million ITEP application for a citywide trail system. At that time the Park District received commitments to help cost-share the local match from the City ($150,000), Fulton County Board ($150,000) and Canton Township ($5,000). The Park District was also committing $150,000 to this local match. However the State only awarded the Park District $481,000. Due to this reduced grant amount the Park Board decided to complete the entire planning phases of the trail instead of design and construction of only a portion of it. This change in scope negated the need for acost-share match by the other local governments. With all the design work of the trail completed the Park District's goal is to now secure funding for construction of the trail system. They applied for this most recent round of ITEP funding but were unsuccessful. Trails are a great way to increase the value, competitiveness and quality of life of our community. They create an alternative to roadway transportation and promote healthier lifestyles through exercise. The successful construction of a trail from Spoon River College to Maple Street near Wallace Park will also be the start of a more regional initiative to interconnect Canton to the Peoria area through trails. Currently there is a rail to trails project being undertaken from Farmington to Peoria. Eventually the Canton trail system could be connected to Farmington and we could have a vast network of trails to attract more bikers, walkers, and outdoor adventurers to our area. Successful completion of the SRC to Maple street leg of the trail will also signal to IDOT and other potential funding sources that our community supports establishing a trail system and will better position us in the future for additional funding. The County is requesting the City commit $25,000, as a onetime expense for this trail segment, to help in the cost sharing of the local match for the grant. The SRPED recommends supporting this cost sharing request. Discussion-Alderman Hartford asked where the $25,000 would come from. City Administrator Jim Snider stated this would be placed in the budget. City Attorney Chrissie Peterson stated the trail would cross a set of active railroad tracks. Further research would need to be performed to look at additional budgeting for crossing the track. Mark Rothert will check with the County Engineer to get additional information. County Administrator Mike Hayes stated that the money is not needed at this point. They are looking to get a commitment now. The funds will not be needed until further down the road. City Administrator Jim Snider recommends that the city move forward with the request for a commitment and send to Council. The city will gather more information pertaining to the railroad crossing and other unclear issues. 4 Motion/Second by Alderman Rick Reed/Craig West to send the request to council for approval. The motion was carried by voice vote and was unanimous. Public Safety & Traffic committee adjourned at 6:55 p.m. Streets & Garbage Alderman Craig West, Chairman 1. Recycling Options Alderman Craig West reported that they are still looking into a subscription basis for the recycling program. Clif O'Brien spoke with the three major players-Eagle, Peoria Disposal Company and Waste Management. All three are interested and will supply a proposal. The information will become available around early spring. Discussion only No action required at this time. Alderman Craig West expressed a special thank you to Clif, and the street department for the wonderful work with the snow removal and keeping the streets in good condition. The Streets & Garbage committee adjourned at 6:58 p.m. Lake, Buildings & Grounds Alderman Rick Reed, Chairman Alderman Rick Reed wanted to remind everyone to begin thinking about the strip mine operations. This will be brought up for discussion at committee. The Lake, Buildings & Grounds committee adjourned at 6:59 p.m. 5 Public Works. Water & Sewer Alderman Gerald Ellis, Chairman 1. Laverdiere Construction Inc. Chance Order No. 1 in the amount of $1 053 60 for EDP Third avenue Main Work Keith Plavec reported the change order is in connection to Cook's water meter. This expense would come out of the TIF account. Motion/Second was made by Alderman Craig West/Jim Hartford to approve the request to Laverdiere Construction in the amount of $1,053.60 and send to Council for a vote. The motion carried by voice vote and was unanimous. 2. Laverdiere Construction Inc. Change Order No. 1 in the amount of $3,900 00 for EDP Third Avenue Sanitary Sewer Work. Keith Plavec reported that a pipe was found going to the east and was in bad shape. It was replaced at that time rather than fixing it in the future. This cost would be paid from the TIF funds. Motion/Second by Alderman Rick Reed/Alderman Jim Hartford to approve the request to Laverdiere Construction in the amount of $3,900.00 paid from the TIF funds and send to Council for a vote. The motion carried by voice vote and was unanimous. 3. Reynolds Inc. Application for Payment No. 13 in the amount of $258,270.00 for the proposed Radial Collector Well. Keith Plavec reported the progress is going very well. A time extension due to the weather was requested. This expense would be paid from bond funds. Keith reported this project is approximately 70% complete. Motion/Second by Alderman Jim Hartford/Alderman Craig West to approve the request to Reynolds Inc. in the amount of $258,270.00 paid from the bond funds and send to Council for vote. The motion carried by voice vote and was unanimous. 4. Leander Construction Inc. Application for Payment No 4 in the amount of $35,355.60 for 61 East Side Square. Keith Plavec reported that the project is approximately 30% complete. This would be paid from the downtown TIF funds. The building walls are currently being built. 6 Motion/Second by Alderman Jerry Ellis/Alderman Rick Reed to approve the request to Leander Construction in the amount of $35,355.60 paid from the downtown TIF account and send to Council for vote. The motion carried by voice vote and was unanimous. 5. Leander Construction Inc. Application for Payment No. 1 in the amount of $34,098.40 for Lime Slaker and Accelerator Rehab. Keith Plavec reported this is the ls` pay application. Keith gave a summary of the work currently being performed. Good progress is being made on this project. This would be a Bond expense. Motion/Second by Alderman Craig West/Alderman Rick Reed to approve the request to Leander Construction in the amount of $34,098.40 paid from the Bond fund and send to Council for a vote. The motion carried by voice vote and was unanimous. 6. Ash Street Improvements- Phase IV and V (curb and gutter versus ditches) Keith Plavec reported the city has been working on Ash Street from Main Street to 20`", and 20`"- from Ash Street to Chestnut. Phase I- Main to 5`" is completed. 5`n- 11`" is complete-11`"-15`" is complete. Sidewalks were also replaced with some of the stimulus dollars. Phase IV is 15`"-20`" Avenue Phase V is 20`" Avenue to Chestnut At the beginning this area was rural. The question we face today is to determine if the city wants to change this from being rural to developing it and making it curb and gutter. Keith stated we need to look long term and understand the value of the schools being close. Keith explained the expense of the rural section and the urban sections. The city would become negative in the MFT funds for a period. The city would probably need to do a $150.000.00. MFT program next year, but in 2012 the city would be back at $200,000.00, in 2013 the amount would still be $200,000.00. IDOT will let you go negative to some extent. Keith explained that no action is needed tonight, but he would like discussion at next month's mechanical meeting. Alderman Eric Schenck stated he would like to look at this area. This is part of the comprehensive plan. Eric views this area as a potential area for growth and development. The value of the schools being close is something people look at when they are building homes. This will be placed on the next Mechanical Committee meeting agenda for additional discussion. 7. Third Avenue Sanitary Sewer Improvements- Walnut Street to Maple Street. Keith Plavec reported that with the grant the city received for the project EDA did not provide funding for the sanitary sewer. DCO provided some funding. IDOT will 7 not provide any funding for the sanitary sewer. The City's televising equipment found a few sags in the line. Keith would like to request retaining the current contractor and extend the current contract for the same unit prices. Keith spoke to the contractor and they are willing to extend the contract. The total cost of $37,500.00 would be for a new manhole and replacing the sanitary sewer. Keith Plavec stated that Laverdiere Construction was the low bidder on this project. This would be a change order to an existing contract after the waiver is received. Motion/Second by Alderman Jerry Ellis/Jim Hartford to waive the bids and forward to Council for approval. The motion carried by voice vote and was unanimous. Motion/Second by Alderman Jerry Ellis/Jim Hartford to obtain a firm price and bring to Council next week for a vote. The motion carried by voice vote and was unanimous. 8. Canton Water Storage Tank Proiect-Dave Lohernz- Leander Construction City Administrator Jim Snider reported that contract for the project was not met for time requirements. The penalty for the violation of the contract is $6,200.00. This represents $200.00/day for 31 days as liquidated damages. This information was sent to Leander Construction, and Dave Lohrenz would like to speak on behalf of Leander Construction. Dave Lohrenz spoke on the background and what the actual damages are. Dave does not feel the dollar plan is an interruption to planned income streams for a fee structure. He is not aware of any other public inconvenience. Dave met with Keith Plavec at Maurer and Stutz and Alderman Jerry Ellis to discuss the actual expense to reimburse the city for the delay. They discussed additional fees incurred by Maurer and Stutz for that period of time. The original target date of completion was December 2008, and the project was completed in January 2009. The difference between the $6,200.00 for damages and the reimbursement dollars necessary and disbursement to Maurer and Stutz is $900.00. This is the request from Leander Construction. City Administrator Jim Snider stated that Leander Construction does not feel punitive damages occurred. City Attorney Chrissie Peterson stated that liquidated damages are not punitive- they are a penalty for delay of services. Our contracts are very clear and section 3.3 of this contract says "instead of requiring proof of the owners actual liquidated damages........ The contractor and the city agree to $200.00/day as reasonable compensation for delay." These are contracted items when the bid is placed, and the same standard contract used for all public works contracts. Alderman Eric Schenck stated the language in the contract for $200.00/day was very clear in the contract, and thinks a deal was made-it was all there in writing- and this is no different than any other contract. 8 Motion/Second by Alderman Craig West/Alderman Rick Reed that the City stand on the contract terms of $6,200.00 for the delay and be sent to Council for a vote. The motion carried by voice vote and was unanimous. The Public Works, Water & Sewer committee adjourned at 7:45 p.m. No Executive Session required for this meeting. Recording City Clerk 9