Peoria Standard

City of Chillicothe Public Works Committee met Feb. 7.

Here is the minutes provided by the Committee:

The Public Works Committee met on February 7, 2018, at 4:30 p.m. in the Council Chamber at City Hall.

Present: Chairman Gould, Alderman Hughes, Sharp, Mayor White, Superintendent Sutherland

Office Manager Passage

Chairman Gould called the meeting to order.

Superintendent Sutherland presented information regarding the backhoe repair and the lease agreement with Martin Equipment. He advised the committee that the repair to the backhoe that is out of warranty would cost $18,000.00. After talking with a representative of Martin Equipment, they have offered to share the cost of the backhoe repair if the city enters into a new five year lease agreement, for two John Deer backhoes. The city would also be required to use only OEM John Deer filters and fluids for the duration of the 5 year/1500 hrs lease agreement or while the machines are under warranty. He said that the warranty on the backhoes would be the length of the lease.

Superintendent Sutherland stated that the cost to lease two backhoes would be $19,802 each year. They did also offer the city option to buy them at the end of the lease for $115,000.00.

Superintendent Sutherland stated that the other option that was proposed was to lease two backhoes for $21,269.00 followed with the purchase option balloon of $90,654.00. Superintendent Sutherland advised the committee that he would be over budget in the Maintenance and Repair line item in the Road & Bridge Fund and the Water/Sewer Fund. He would also be to the max in Road & Bridge as it would be at the appropriation amount. After discussion the consensus of the committee was to present to council the recommendation to lease the two backhoes for 5 years/ 1500 hrs at a cost of $19,802.00 per year and split the cost of the repair of the current backhoe as a cost not to exceed $8,500.00.

Superintendent Sutherland advised the committee that the circulating pump at the walnut tower was not functioning properly and would need to be replaced. The cost to purchase a new pump is $438.00. Chairman Gould advised him to purchase the new pump.

Superintendent Sutherland advised the committee that the fan for ventilation at the Cloverdale lift station, Hickory lift station and Chestnut lift station need to be replaced. He received a proposal from Carroll heating and air to replace the fan at all three locations at a cost of $1,497.20. He stated that he would have Mr. Carroll place the prevailing wage statement on the proposal. The consensus of the committee was to present the proposal to council for approval.

Superintendent Sutherland requested that the priority one project dump truck maintenance in the Road & Bridge fund be brought forward as a project. He stated that he has a proposal from Meister Shane in the amount of $2,323.00 to put a liner in a dump truck and he would like to replace a hydraulic motor on a salt spreader for $500.00. After discussion, the consensus of the committee was to make the recommendation to the council to bring the project forward and seek approval for the expense.

Superintendent Sutherland requested to purchase a 55 gallon drum of mosquito spray at a cost of $3,275.03. This is a budgeted item. The consensus of the committee was to request approval from the City Council.

The committee reviewed the projects listing for the 2018-2019 budget. Superintendent Sutherland stated that he will lower the dump truck maintenance project to reflect the purchase made this year. He will move the Plow/pickup amount in Road & Bridge to a priority two. For Water & Sewer projects, He will obtain a cost to finish the meter program and place that in the budget, he will move the vehicle project and the vehicle/gate/box/lights project to a priority two. He also stated that he waiting on a cost for the lift station rehab which will then be placed in the project budget. Engineer Coulter stated that he is working on a comparison cost for the valve repairs of contracting it out verses buying the machine and making the repairs in house.

Office Manager Passage presented the Landscape Waste Drop off Schedule for 2018. She stated that the schedule was prepared the same as last year as recommended by the superintendent of public works. The consensus of the committee was to proceed with the same schedule.

Mayor White presented the High Usage Waiver Process and Policy. He read the process and policy. The High Usage Waiver Request form was amended to add two check boxes. One will be for if the resident wants to have the form presented to the public works committee prior to submitting to the sanitary district or if they want the form to go directly to the sanitary district. The Mayor explained the reason for the check boxes. The consensus of the committee was to present the process and policy to the council for approval.

City Engineer Coulter did not present a project update list.

There being no further business the meeting adjourned at 5:29 p.m.

http://www.cityofchillicotheil.com/020718.backhoelease.pdf