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HomeMy WebLinkAbout06-22-2010 Mechanical Committee MinutesMECHANICAL COMMITTEE MEETING Tuesday June 22, 2010 - 6:30 p.m. Donald E. Edwards Way 50 North 4t" Avenue, City of Canton Aldermen in attendance: Gerald Ellis, Jorge Rivero, Dave Pickel, Jim Hartford, Craig West, Rick Reed Absent: Aldermen Larry Sarff, Eric Schenck Staff in Attendance: City Attorney Chrissie Peterson, Mayor Kevin Meade, City Administrator Jim Snider, City Clerk Diana Tucker, Public Works Director Clif O'Brien, Deputy Police Chief Rick Nichols, Public Safety Director Mike Elam, WWTP Supervisor Joe Carruthers Media in Attendance: Daily Ledger- Larry Eskridge, Democrat Stacey Creasey In the audience: Nathan Ihnes, Mike Hitchcock, Jeff Martin with Teska and Associates, Missy Towery, Dennis Crawford, Dana Smith, Ron Weber, Dan Oaks, Jeff Standard Video Services by Joe Ginger Public Safety & Traffic Alderman Jim Hartford, Chairman Police Report Deputy Chief Rick Nichols distributed the police report containing the Chief's comments. Chiefs Comments: Deputy Chief Rick Nichols addressed the committee on the following items during the meeting. IDOT Grant- The grant allowed the City to spend money on increased traffic enforcement in the amount of $2,880.00. During this time various citations were issued. Rick Nichols explained the police department prepares letters of outstanding performance for the employee's file on various occasions. The following officers were recognized Officer Freehill- recovered stolen ATV. During this investigation multiple charges 1 was made during the arrest. Officer Freehill was recognized for his outstanding job. Officer Butler- located 2 juveniles walking past curfew. During this investigation it was discovered these two individuals just finished committing a burglary. The arrest was made, and the officer was recognized for his outstanding job. Officer Demott -Outstanding Job Alliance against Intoxicated Motorist Awards will be made at a later date. Fire Report The fire report was distributed for review. INTERIM PUBLIC SAFETY DIRECTOR NOTES: Public Safety Director Mike Elam reported the following During May 2010 Fire Inspector Dan Neptun completed his fire science technology and will receive an Associate in Applied Science degree from Illinois Central College. During May, fire investigators and police investigators successfully charged a suspect n connection with a March 2010 alleged automobile arson in Canton. Fire Investigator Clark Evans coordinated this investigation with various police agencies. The suspect is charged with criminal damage to property, burglary, sexual contact with a minor and violation of an order of protection. A letter of commendation will be forwarded to Fire Investigator Evans' personnel files. Mike Elam stated that he has spent a considerable amount of time with ESDA during the recent storms. Mike will be bringing information and recommendations to City Administrator Jim Snider. The Public Safety & Traffic Committee adjourned at 6:40 P.M. Streets & Garbage Alderman Craig West, Chairman Public Works Director, Clif O'Brien reported that Eagle Recycling completed their 2~d public meeting on June 21St, 2010 and they currently have 175-200 people signed up for the recycling program. Eagle recycling wants to get the program started soon. Alderman Ellis congratulated Clif and the staff on the great work during gabby days. Clif O'Brien reported that this year they picked 251 tons of garbage. The cost for gabby days this year was approximately $12,187.00 plus the man power. The project is definitely team effort. 2 The Streets & Garbage Committee adjourned at 6:43 Lake, Buildings & Grounds Alderman Rick Reed, Chairman There were no items on the agenda. Alderman Rick Reed discussed the campground and sites without picnic tables. Alderman Reed would like to use lake funds to purchase 5 picnic tables. Two prices were received from Menards and Alexander Lumber. The Mendard's price was $4,969.49 for 25 tables. Alexander Lumber price was $5,063.17. Alderman Reed would like to purchase locally. Alderman Reed would like to recommend sending the request to Council Motion and second was made by Alderman Reed/Hartford to send to Council without recommendation. Motion carried by voice vote and was unanimous. The Lake, Buildings and Grounds Committee adjourned at 6:45 p.m. Public Works, Water & Sewer Alderman Gerald Ellis, Chairman 1. Consider, discuss and vote on proposed expansion of Enterprise Zone as to sales tax exemption for Hitchcock Scrap Yard. Nathan Ihnes reported: A Hearing notice was published for June 29th at 6:15 asking for committee to send to Council for a vote an extension of the enterprise zone. The area is approximately four acres. The map shows the zone currently in City Of Canton. The request is asking for a sales tax abatement and does not involve any real estate tax abatement. Motion and second was made by Alderman Reed/West to send the request to Council for approval. The motion carried by voice vote and was unanimous. 2. Analytical Balance Purchase Request Joe Carruthers reported that the wastewater treatment plants certified laboratory is mandated for compliance purposes to test daily for various constituents that require an analytical balance. The week of June 7th Joe made notice to Jim Snider of the failure of our current balance. Joe would like to proceed with the replacement of the laboratory's balance. You have appropriated $5000.00 in this year's budget for the replacement of this equipment-- cost is 4217.00 Joe Carruthers priced 3 different units. The current unit is 37 years old. Motion and second was made by Alderman Hartford/Reed to send the request to Council for consideration. The motion carried by voice vote and was unanimous. 3. Utility Box Purchase. WWTP supervisor Joe Carruthers reported that in August 2009 he approached the City Council regarding the purchase of a used pickup truck for the WWTP and the purchase of a utility box for an existing service truck. $15,000 was available and budgeted for in the 2009-2010 budgets for these two items. After researching the used vehicle market, council and staff recommended buying a new pickup truck through the State purchasing program. The price of the new truck was $15,750.00 leaving zero available funds for the box purchase. At that time Joe mentioned to council that he would put the box purchase in the next budget year of 2010-2011 and he would bring the issue back to council. With the consent of the committee Joe would like to proceed with equipping the existing service vehicle with a utility box. This truck will serve as the call out vehicle equipped to service lift stations and emergency repairs, along with the manhole access safety equipment. $7500.00 is appropriated in this year's budget for the replacement of this equipment. Motion and second was made by Alderman West/Reed to send the request for the utility box purchase to council for consideration. The motion carried by voice vote and was unanimous. 4. Big Creek Sanitary Sewer Repair estimate from Hoerr Construction $18,905 Keith Plavec reported: In early May, the City was notified of sanitary sewer problems along a section located in Big Creek Park. City crews attempted cleaning the sanitary sewer and found tree roots within the sewer and the pipe to have failed in one location. The problem area was excavated and temporarily fixed. The televising truck was reviewed the section of sanitary sewer and it was determined that this section should be replaced with a new sewer. Maurer-Stutz, Inc. reviewed as-built drawings from the Big Creek Sanitary Sewer that was installed in the 1970's and determined that a nearby manhole could be tied in to with a new sanitary sewer from the existing manhole. Maurer-Stutz, Inc. surveyed the area and created a drawing to present to three contractors to obtain proposals for the installation of the manhole and the 8-inch sanitary sewer. The drawing was also used to provide information to the pre-caster for manufacturing the new manhole. Quotes where obtained from the following three companies with their respective bids: 4 ~~Laverdiere Construction, Inc. $12,950.00 ooJC Dillon, Inc. $16,113.00 ~~Hoerr Construction, Inc. $18,905.00 Leman Precast provided a quote of $2,137.00 for the concrete manhole. The total cost for the sanitary sewer repair/installation and purchase of the manhole is $15,087. The City will be responsible for delivering bedding and initial backfill to the site along with disposing of excess soils and cleanup. The City will also need to purchase a manhole casting and lid for the new manhole if the existing casting and lid cannot be reused. Keith stated this is not a budgeted item. City Administrator Jim Snider explained this would be paid from the maintenance supply line item. Typically these items are not budgeted, but are a significant expense. It is our recommendation to retain Laverdiere Construction to complete the sanitary sewer repair/installation for this project and to purchase the new pre-cast manhole from Leman Precast Motion and second was made by Alderman Hartford/Reed to send to council for consideration. The motion carried by voice vote and was unanimous. 5. Radial Collector Well Application for Payment No. 18 from Reynolds, Inc. - $32,159.72 Keith Plavec explained this is bond funds and the project would be at 96.4 % complete. Keith recommends being approved. Motion and second was made by Alderman Ellis/West to send to Council for consideration. The motion carried by voice vote and was unanimous. 6. Lime Slaker & Accelator Rehab Application for Payment from Leander Construction Keith Plavec explained that this is bond funds and the project would be at 75.3% complete. Motion and second was made by Alderman Ellis/Reed to send to council for consideration the payment request to Leander Construction in the amount of $106,345.30 from the bond fund. The motion carried by voice vote and was unanimous. 5 7. 61 E. Side Square Final Pay Request and Change Order Keith explained that last week Alderman Ellis did awalk-thru of building and found a few items to be completed. The first item is the final pay request in the amount of $30,892.40. Keith will double check all lien waivers and will close out the job. The original contract sum was $674,595.93 and the final contract price was $561,453.67 which is approximately $113,000.00 under where we originally started. Keith recommends this be sent to Council for approval. Motion and second was made by Alderman Hartford/Reed to send to send to Council for consideration. The motion carried by voice vote and was unanimous. Keith further discussed the sidewalk repair in the front for a cost of $5,040.90 not originally in the contract. This is an increase as change order # 6. Motion and second was made by Alderman Hartford/Reed to approve change order # 6 in the amount of $5,040.90 and send to Council for consideration. The motion carried by voice vote and was unanimous. Change order # 7 is a decrease in the amount of $16,287.50 for remaining items not previously completed. Motion and second was made by Alderman West/Reed to approve the request and send to Council for consideration. The motion carried by voice vote 8. 3rd Avenue Extension Application for Payment No. 1 from Otto Baum Company - $92,240.34 Keith explained this will be split between USEDA AND IDOT funds. Keith recommends sending this to council for approval. Motion and second was made by Alderman Reed/West to send to Council for consideration the payment to Otto Baum Company in the amount of $92,240.34. The motion carried by voice vote and was unanimous. 6 9. 3rd Avenue Extension Sanitary Sewer Application for Payment No. 3 & Final from Laverdiere Construction - $6,756.75 Keith explained this releases the retainage. This is funded from the TIF funds. Motion and second was made by Alderman Hartford/Reed to send to Council for consideration. The motion carried by voice vote and was unanimous. 10. 3rd Avenue Extension Main Work Application for Payment No. 3 & Final from Laverdiere Construction - $104,880.34 Keith explained that this would be releasing retainage and closing the project. Split between USEDA, IDOT AND DCEO A request was made to IDOT and 95% was received. The City sent a letter asking for remainder from IDOT. Motion and second was made by Alderman Reed/West to send to Council for approval of the $104,880.34. The motion carried by voice vote and was unanimous. 11. Knox County Highway Department Intergovernmental Agreement for Banner Dyke Road Keith explained that Knox County has a piece of equipment used to recycle roads. This is an intergovernmental agreement to complete a portion of project. Rates are $225.00 per hour. Keith estimates the cost to complete the project at $16,000.00. Motion and second was made by Alderman Hartford/West to send the intergovernmental agreement to Council for consideration. The motion carried by voice vote and was unanimous. 12. Banner Dyke Road Bids The separate bids were received for work. The first was for surface and shape the roadway. The one bid received was from R.A Cullinan in the amount of $77,630.00 with the engineer's estimate at $61,749.54. Motion and second was made by Alderman Ellis/Hartford to send to Council for approval the bid from R.A. Cullinan in the amount of $77,630.00. The motion carried by voice vote and was unanimous. 7 The oil for the roadway reclaimer bid was from Asphalt Sales Company with a bid price of $136,935.39. The engineer's estimate was $131,339.20. Motion and second was made by Alderman Reed/West to send to Council the bid Asphalt Sales Company in the amount of $136,935.39. The motion carried by voice vote and was unanimous. The oil and chip had two bidders. IRC Incorporated bid at $131,989.46. The engineer's estimate was $128,064.00. The total bids come to the amount of $346,554.85. Motion and second was made by Alderman Ellis/Harford to send the bid from IRC . Incorporated in the amount of $131,989.46 to Council for consideration. The motion carried by voice vote and was unanimous. TESKA DOWNTOWN STREETSCAPE PROPOSAL Keith Plavec gave a brief history and stated the Main Street group is present. The original Streetscape plan was put into place in 2008. Discussion took place regarding the phase 1 plan. Keith visited with Alderman West and Alderman Schenck about looking at this area- and both wanted to include Jones Park in the plans. During previous budget discussion it was decided that funds would need to be set aside for the programs. The City applied for IDOT funds in the amount of 1.4 million and the city did not get the request. When budgets were created this year, they set aside $300,000.00 for downtown Streetscape and construction. IDOT just recently announced that they will have another set of grant opportunities. Applications will be due the end of August. Keith contacted Teska and asked them to put together a proposal. Jeff Martin with Teska addressed the committee regarding the current proposal. This proposal outlines professional services to continue the plan preparation towards a detailed construction document set for Phase 1 Streetscape. The proposal presents the combined qualifications of Teska Associates, Inc. as primary consultant, with civil engineering support from Maurer-Stutz as sub consultant and electrical engineering support Midwest Engineering Professionals, Inc. Phase 1= scope of services page 1... base map task 1.2 1.3 Streetscape design plan Preliminary Cost Estimate- Based upon the preliminary engineering design plan, a preliminary cost estimate will be prepared 8 Phase 2- Final Streetscape Design Plan. Will be refined into a final streetscape design plan. At a minimum, the plan will incorporate items listed under task 1.3 Phase 3-Construction Documentation/Technical Specifications Jody will be here for next Tuesday's Council meeting, and would be available for questions. Motion and second was made by Alderman Ellis/Harford to send the proposal to Council for consideration. The motion carried by voice vote and was unanimous. 13. HUMANE SOCIETY WATER Jeff Standard addressed the committee with the following information. Approximately 2 months ago Jeff received a letter from water department. The letter stated the water bills were calculated incorrectly since the inception of the services. The billing would need to be corrected to reflect the correct rate. Jeff stated a previous "hand shake" agreement was made regarding the services provided. Jeff stated that he could not find documentation on a previous agreement. Attorney Peterson stated that a resolution was passed previously at a single rate rather than a double rate. Attorney Peterson will provide a copy of the resolution. Jeff would like the City to resend the resolution. Attorney Peterson suggested bringing back the agreement for discussion Alderman Rick Reed is in support of having the agreement brought back for further discussion. Motion and second was made by Alderman Reed/West to bring the agreement back for further discussion on the next legal and ordinance agenda- July 13, 2010. The motion carried by voice vote and was unanimous. FENCING at IH Site-would like to bring up for discussion next week-Keith Plavec under new business Would like to bring up bids next week for approval-Keith Plavec under new business The Public Works, Water & Sewer Committee adjourned 7:40 pm 9 No executive session took place. ' ,g Secretary, Tana Tucker, City Clerk 10