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HomeMy WebLinkAbout01-12-1999 Clerical CLERICAL COMMITTEE City Council Chambers January 12, 1999 6:30 p.m. Members Present: Larry Sazff, Dave Nidiffer, Kevin Meade, Others Present: Mayor Edwards, Jim Elson, Jim Hartford, JoAnn Shores, Clif O'Brien, Steve White, Gary Orwig, Chief Elam, Clark Wilson, George Spahn, Jim Snider, John Froehling, Chris Clayton Finance Committee Larry Sarff, Chairman Emil Cook and Tim Sumner with CMT Engineering addressed the committee regarding additional work incurred by CMT on the Canton Lake spillway repair. Emil referred to a December 18, 1998 sent to Mayor Edwazds and Jim Snider in which CMT outlined their request for an additional $20,626.08. Due to an oversight at the outset of this project, CMT failed to include the construction phase services in the fee noted in Work Order 97- 1. CMT incurred additional time and expense during the design phase due to the following reasons: • The construction work was prepazed using two separate sets of bidding documents, which was not originally anticipated. • It was necessazy to include provisions in the bidding documents to account for the unknown variables associated with the project, particulazly the stilling basin since it could not be de-watered for inspection. • For both contracts, the first and second low bidders were examined extensively in order to assess their qualifications for the proposed work. CMT also met the first low bidder on Contract 1 to discuss CMT's recommendation that the second low bidder be awazded the contract. The design effort expended beyond the contract amount ($27, 450.00) totals $6,277.39. During the construction phase, CMT performed the following services both on site and from CMT's office: • Coordinated and attended pre-construction meetings with the Contractors. • Provided shop drawing review and processing. • On site monitoring of construction activities; field measurements, quality assurance, answering questions and preparing progress reports. • Reviewing and processing material test results. • Assessing the condition of the stilling basin upon de-watering and prepazing a request for proposal to make repairs to the stilling basin. • Presented the City Council reason to performing additional work under Contract 2 (extra pressure grouting, weep tube replacement and surface patching) in a timely manner so that the City would not incur additional Contractor mobilization chazges. • Prepazation and processing of Contractor pay requests. • Prepazation and submittal of record drawings to close out the project. The additional fees associated with the construction phase of Contracts 1 & 2 aze $9,071.25 and $5,277.39, respectively. In summary, the total effort associated with the additional design and construction services is as follows: Desisn Contract 1 Construction Contract 2 Construction Total Amount $6,277.39 $9,071.25 $5,27.7.44 = $20,626.08 Emil said he realizes the $20,626.08 is a considerable amount and is willing to work with the City of Canton to spread the payments out over a period of time. By modifying the initial Work Order 97-1, the contract amount would increase from $27,450 to $48,076.08. Alderman Sazff commented that the City knew going in there were probably some unforeseen problems. However, he was concerned the additional cost was so high, noting the Lake Development Fund was depleted until new funds come in. Alderman Meade said the city was under no legal obligation to pay any thing over the original contract, but stressed the work was done in good faith. He recognized the willingness of the CMT to fmish the job and work out the details later. "The lake provides the City's water supply and repairs at the spillway were essential so we have no other choice but repair the spillway." Mayor Edwards indicated we would like to work out a payment plan or negotiate a little, so both parties feel good about the final arrangement. Mayor Edwazds also mentioned a concern about a "weep-hole" in the spillway. Steve White said his concern was about a seam on the spillway where moisture appeared to be coming through. The water level needs to be lower to check it better. Cook said the spillway work was covered by a one-yeaz guazantee. Alderman Sarff noted CMT's neazly 50-yeaz association with the City of Canton. He said the City would not be so benevolent about the request for additional engineering fees if this was the first time we had dealt with CMT. Alderman Hartford mentioned that things do come up unexpected at times and recommend the request be honored. Motion made by Alderman Sazff, second by Alderman Meade to pay CMT the additional $20,626.08 as requested. Under discussion, Jim Snider indicated the need to pay the amount next fiscal yeaz due to budget constraints. Emil Cook said he would be agreeable to work out the details with Jim Snider later. Voice vote, motion carried. Bills were discussed and additional bills were approved to be added to the list. Motion made by Alderman Nidiffer to send the bills to council for approval. Voice vote, motion carried. Jim Snider submitted a letter from Maurer-Stutz recommending the payment to AEH Construction, Inc. $28,921.93 (10% retainage of $3,213.55 should be held until the contractor submits his Sworn Statement for Contractor and Subcontractor and the Final Waiver of Lien for the project). Motion by Alderman Sazff, second by Alderman Meade to approve the pay request from TIF#1 account. Under discussion, Jim Snider informed the committee, pursuant to the Real Estate Purchase and Sale Agreement on Fulton Squaze: In the event the cost of such entrance exceeds $30,000 of such expense and the excess of such cost over $30,000 shall be shazed equally (1/3 each) by Buyer, the City and the Corporation. $32,135.48 - AEH Construction, Inc. (Total construction cost) 4 701.30 -Maurer & Stutz, Inc. (Total engineering cost) $36,836.78 -Total Cost /3 -Amount over $30,000 2 278.93 -City's 1/3 share $32,278.93 -City's financial commitment for entrance Voice vote approved, motion carried. Motion made by Alderman Nidiffer, second by Alderman Meade to approve a pay request in accordance with the terms of the City's contract with Leander Land Company for general contract work at the Depot in the amount of $62,621.15. To be paid with grant monies and TIF 4b Funds. Voice vote, motion carried. Motion made by Alderman Meade, second by Alderman Nidiffer to have a resolution drawn up for Council approval on adding a street light at the corner of Hickory & Ave. A streets. Voice vote, motion carried. Alderman Shores submitted a bill for $864.00 for the annual subscription of weather radaz services by DTN. This bill to be paid out of ESDA Budget. Jim Snider suggested the administration and street departments have access for storm coverage purposes. Motion made by Alderman Sazff, second by Alderman Meade. Voice vote, motion carried. Motion made by Alderman Sazff, second by Alderman Meade for the city to purchase a walk-behind snow blower for $600. George Spahn will store the blower and he will make it available to the other departments. Voice vote, motion carried Mayor Edwazds brought up the city's cleanup efforts following last week's 14" snowstorm. The Mayor commended the city employee's efforts to deal with the storm. Alderman Nidiffer said that several local residents had voiced compliments for the city's efforts to remove snow. Jim Snider informed the committee -monies will be made available from the Illinois Emergency Management Agency to reimburse the city for 75% of the city's cost for snow removal incurred up to 48 hours following the storm. Mayor Edwards brought up the subject of the city's electrical and gas utility Ameren/CIPS. The north end of town, Norris and Brereton suffered a 4 - 6 hour power outage Monday night, January 4, 1999. This is the second power outage this year that wasn't storm related and He is concerned about the service the City is receiving. Alderman Sarff reported a number of local residents complained of damage caused by power surges. Alderman Sarff said one man told him a fire started where power surge protectors where plugged in for a computer. The man extinguished the fire but said the fire could have destroyed his residence if he had not been home. Other residents complained of damage to televisions, microwaves and computers due to power surges. Mayor Edwards has a letter going out to Steve Bradshaw, district manager for Ameren/CIPS, to discuss the situation. Alderman Sarff based his critique on his experience on serving the council nearly 20 years without any major problems with the power service and now we have seen two significant occurrences in the past year. Mayor Edward also reported the City would need to change its ordinance on utility taxes to conform to derogation measures enacted by the state. The tax should reflect what the utility is to pay based on kilowatt-hours of service. Mayor Edwards also indicated the Fulton County soils and Water conservation District has asked the city to participate in a study of Copperas Creek. Steve White will be attending future meetings. No other business was discussed and the committee adjourned. Negotiations, Grievance & Personnel Committee Kevin Meade, Chairman Alderman Meade informed the committee there will be an executive session at the end of the meeting for the purpose of negotiations. Mike Elam requested that personnel also be added the executive session. Motion made by Alderman Meade, second by Alderman Nidiffer to support Mayor's decision to permit Chief Elam to release a camera and radar detector for departmental use (items have been held for several years having not been claimed). Voice vote, motion carried. Council action not necessary. No other business was discussed and the committee adjourned. Community & Industrial Development Committee Robert Molleck, Chairman In the absence of Alderman Molleck, Kevin Meade served as acting chairman. Mayor Edwards informed the committee a request has been received from the Junior Women's Club to store the "Santa House" on the Square year round. Following some discussion, it was agreed to have Clif O'Brien fine a place for it to be stored. No further business was discussed and the committee adjourned. Legal & Ordinance Committee David Nidiffer, Chairman Motion made by Alderman Nidiffer, second by Alderman Sazff for an ordinance be drafted to enact no pazking on the west side of Avenue B between Elm and Pine. This will allow pazking on the east side of Avenue B between Elm and Pine. Voice vote, motion carried. Mayor Edwards brought to the committee for discussion of a new "Gift Law". Jim Elson will review further and bring to the committee next month. Motion by Alderman Meade, second by Alderman Sazff to go into executive session for the purpose of negotiations and personnel. Roll Call Vote as follows: Ayes: Aldermen Shores, Meade, Nidiffer, Sazff, May, Hartford. Motion unanimous. The committee reconvened in open session for the purpose of adjournment. No further business was discussed and the committee adjourned. Recorded by Jim Snider