Peoria Standard

City of Pekin City Council met Sept. 10.

Here is the minutes provided by the council:

PLEDGE OF ALLEGIANCE

The Pledge of Allegiance was led by Mayor McCabe.

All Council Members were physically present with the exception of Council Member Luft arriving at 5:05 PM. A quorum was declared.

The meeting was called to order at a Special Time of 5:00 p.m.

Attendee Name	Title	Status	Arrived
James A Schramm	Council Member	Present	4:56 PM
Michael Garrison	Councilman	Present	4:37 PM
Lloyd Orrick	Mayor Pro-Tem	Present	4:34 PM
John P Abel	Council Member	Present	4:37 PM
Michael Ritchason	Council Member	Present	4:53 PM
Mark Luft	Council Member	Present	5:05 PM
John McCabe	Mayor	Present	4:55 PM

PLEDGE OF ALLEGIANCE

The Pledge of Allegiance was led by Mayor McCabe.

All Council Members were physically present with the exception of Council Member Luft arriving at 5:05 PM. A quorum was declared.

The meeting was called to order at a Special Time of 5:00 p.m.

RESULT: ADOPTED [UNANIMOUS]

MOVER: James A Schramm, Council Member

SECONDER: John P Abel, Council Member

AYES: Schramm, Garrison, Orrick, Abel, Ritchason, McCabe

ABSENT: Mark Luft

APPROVE AGENDA

Members returned from Closed Session at 5:35 p.m. All members were present. 4.1. Motion to: Approve agenda

RESULT: ADOPTED [UNANIMOUS]

MOVER: John P Abel, Council Member

SECONDER: Michael Ritchason, Council Member

AYES: Schramm, Garrison, Orrick, Abel, Ritchason, Luft, McCabe

APPROVAL OF MINUTES

5.1. Motion to: Approval of Minutes

RESULT: ADOPTED [UNANIMOUS]

MOVER: John P Abel, Council Member

SECONDER: Mark Luft, Council Member

AYES: Schramm, Garrison, Orrick, Abel, Ritchason, Luft, McCabe

5.2. City Council - Regular Meeting - Aug 27, 2018 5:30 PM

PUBLIC INPUT

Rick Hilst addressed the Council and questioned the packet materials for New Business item 9.1. He asked that the packet include the second respondent to the qualifications for design services. Mr. Hilst also questioned New Business item 9.2 to ask which line item will be used to pay Hanson Professional Services and suggested that TIF funds be used.

CONSENT AGENDA

Mayor McCabe presented the Consent Agenda approved by Omnibus vote by the Council.

7.1. Pekin Zoning Board of Appeals Minutes Dated April 11, 2018

7.2. Pekin Plan Commission Minutes - July 11, 2018 Meeting

7.3. August 2018 Building Report

7.4. Proclamation Intellectual Disabilities Week in Pekin

7.5. Motion to: Motion to Adopt Consent Agenda

RESULT: ADOPTED [UNANIMOUS]

MOVER: Michael Garrison, Councilman

SECONDER: Michael Ritchason, Council Member

AYES: Schramm, Garrison, Orrick, Abel, Ritchason, Luft, McCabe

PRESENTATION DERBY STREET STUDY

Becca Wagner P.E. Hanson Professional Services, presented a slide show presentation of the Derby Street Corridor Plan. She presented the corridors needs and challenges. A design charrette was open to the public for big ideas that included a greenspace curb appeal with several different frontage types. These included sidewalks, travel lanes, trees, parking lots, a small wall between the sidewalk and parking lot. Other suggestions included residential opportunities, a parking strategy, street furniture, lighting, and transit recommendations. Ms. Wagner explained the different costs associated with the project. She explained that leaving the road as it is will be more expensive. Ms. Wagner discussed available funding opportunities through the IL Transportation Enhancement Program and the Highway Safety Improvement Program.

NEW BUSINESS

9.1. Engineering Agreement with Hanson Professional Services for Front Street Design

City Engineer, Michael Guerra, explained the request to enter into an agreement with Hanson Professional Services for the phase two (final design) of the Front Street Project. The City has previously entered into an agreement with Hanson for the design of the Front Street Project during August 28th, 2017 council meeting. After receiving funding from the State of Illinois though the Illinois Competitive Freight Program, the state determined the City would need to follow the most current Qualification Based Selection (QBS) for the design services and would not honor the previous agreement for the funding allocation. Therefore the City solicited qualifications for design services and received two respondents. Hanson was selected as the most qualified engineering firm and negotiations were started. This agreement is to perform the phase two (final design) for the Front Street Project as listed in the agreement. The overall, not to exceed, cost for this agreement is $587,000 which is approximately 10% of the estimated construction cost. The City will terminate the existing agreement with Hanson with the execution of this agreement.

RESULT: APPROVED [UNANIMOUS]

MOVER: Michael Garrison, Councilman

SECONDER: Michael Ritchason, Council Member

AYES: Schramm, Garrison, Orrick, Abel, Ritchason, Luft, McCabe

9.2. Motor Fuel Resolution 114-18/19 for Front Street Project Design

City Engineer, Michael Guerra, presented the resolution to utilize Motor Fuel Tax Funds (MFT) to pay for the engineering services for the Front Street Project. With the grant from the Illinois Competitive Freight Program, the City will have to pay for the engineering bill out of the MFT fund to get reimbursed the state share of 80%. Therefore, this resolution is for the full engineering amount to account for the payments prior to any reimbursements per Illinois Department of Transportation requirements. This resolution will replace the previous resolution #63-17/18 that Council passed last year. The new resolution is needed as section number for the project has changed with the grant funding. Illinois Department of Transportation utilizes project numbers to track the funding and progress of the project. Therefore the previous section number will be closed and this resolution will be for the new section number.

RESULT: APPROVED [UNANIMOUS]

MOVER: Mark Luft, Council Member

SECONDER: Michael Ritchason, Council Member

AYES: Schramm, Garrison, Orrick, Abel, Ritchason, Luft, McCabe

9.3. Resolution 18/19-115 to Concur with Illinois Department of Transportation Division of Aeronautics for the Rehabilitation of Runway

City Engineer, Michael Guerra, presented the request to concur with the Illinois Department of Transportation Division of Aeronautics to award the bid for the Rehabilitation of the Runway 9-27 at the Pekin Municipal Airport to R. A. Cullinan and Son, a division of UCM. This scope of this project is to reconstruct the original 3800 ft. of the runway with a structural overlay on the remaining 1200 ft. of the runway including the turnaround and all necessary work needed to complete the project. R.A. Cullinan was the only bidder on this project with a bid of $2,796,243.34. Historically, the City only receives one bid on any pavement work at the Pekin Airport as in this case. This bid was approximately 1% under the approved estimate making the project awardable. Therefore, the recommendation would be to concur to award the project so the project can begin next spring.

RESULT: APPROVED [UNANIMOUS]

MOVER: Lloyd Orrick, Mayor Pro-Tem

SECONDER: Michael Garrison, Councilman

AYES: Schramm, Garrison, Orrick, Abel, Ritchason, Luft, McCabe

9.4. Amendment to Midwest Engineering Associates for Design Services for Broadway Farms

City Engineer, Michael Guerra, presented the amendment to the agreement with Midwest Engineering Associates to include all locations needing repair as agreed to with Broadway Farms. The City originally entered into an agreement with Midwest Engineering Associates in September of 2013 for both the Cambridge/Shire detention pond and the basic scope for Broadway Farms. The scope for repairs for the Broadway Farms location has modified over the past several years with the negotiation with DMGL, LLC. Therefore, the scope of the original agreement needs to be expanded to include all aspects of the agreement with DMGL, LLC, within the timeframe listed in the agreement.

RESULT: APPROVED [UNANIMOUS]

MOVER: Michael Ritchason, Council Member

SECONDER: Mark Luft, Council Member

AYES: Schramm, Garrison, Orrick, Abel, Ritchason, Luft, McCabe

9.5. Resolution 116-18/19 to purchase equipment

City Engineer, Michael Guerra, presented the request to purchase a mini excavator. The City of Pekin is currently renting a CAT mini excavator for the storm water repairs being performed by City crews. They have utilized this piece of equipment to complete the erosion repairs at DeSoto Ct. including the installation of a rip rap outlet for a storm sewer pipe, a still basin, and ditch checks to slow the water coming down the hillside and to reduce the amount of silt flowing into Lake Arlan. The City crews will continue to utilize the equipment for repairs to Orchard Ave, Rosewood Ln and Dogwood Ln. The City Council Sub Committee for Storm Water recognized the usefulness of this piece of equipment for storm water repairs and wastewater repairs. They recommended that the City purchase this piece of equipment to be utilized for future repairs to save on rental costs over several years and across several departments.

This proposal is to purchase a CAT 305E2 CR Excavator from Altorfer CAT.

This will allow the City to have several pieces of equipment from the same manufacture, as the City currently has 2 CAT Backhoes and a CAT wheel loader. This will allow for the same service and distributor of parts for the majority of the equipment the City owns. The purchase price is calculated from the Sourcewell (formerly NJPA) awarded price with an additional discount from Altorfer. The price does include a Customer Service Agreement where Altorfer will perform the routine maintenance on the equipment for five years or 2500 hours to ensure the equipment is operating efficiently. The final total cost to the City will be $65,942.00.

The Council Sub Committee recognized the equipment could be utilized for both storm water and wastewater departments and requested the cost be split between the two departments. Attached is a spreadsheet with the estimated usage between the two departments to determine the split. The estimated usage indicates that the cost allocation should be an even 50/50 split between the departments.

Council Member Orrick reminded Council that the price was initially over $70K and the City was able to reduce it to $65K. Council discussed the different rental pricing models.

RESULT: APPROVED [UNANIMOUS]

MOVER: James A Schramm, Council Member

SECONDER: Michael Ritchason, Council Member

AYES: Schramm, Garrison, Orrick, Abel, Ritchason, Luft, McCabe

ANY OTHER BUSINESS TO COME BEFORE THE COUNCIL

Dave Nutter spoke regarding Broadway Farms and the funds being backed out of the transparency site. He expressed concern regarding TIF funds and inquired about the treasury report listing reserves. He also expressed confusion about drawing out of MFT Funds.

Rick Hilst stated that he was confused as to why the City does not utilize TIF Funds for engineering fees. He inquired as to which line item in the budget the Assistant City Manager gets paid out of, he asked for a status update on the Veteran’s Drive project, the downtown TIF district, and the loan to be paid back for PAL Health out of the General Fund. Mr. Hilst inquired about curbside recycle pickup and Park District tote purchases.

Roger Alexander addressed the Council regarding a boat that code enforcement needs to address.

Interim City Manager, Mr. Mark Rothert, announced that the City received a check from the State for the jurisdictional transfer of $8.3M in which half will go back to repay the General Fund. The other half will need Council direction for street and rehabilitation projects. He also announced that the PAL Health reimbursement is being worked on by the TIF administrator. Mr. Rothert also explained that the City does pick up recycling and totes were purchased in November of 2017, but have yet to be billed.

Mayor McCabe commented on the following:

911 Remembrance

Police Foundation fund raising efforts. Big screen TV prize donated back

Success of Marigold Festival

Knights of Columbus Toosi Roll Drive Mayor read 50 year Anniversary Proclamation Expressed condolences to the family of departed long time Police Officer John Cominski noted YWCA adult learning program

Council Member Orrick suggested that a barter agreement could be working out with the Park District regarding recycling.

ADJOURN

No further action to come before Council, motion was made by Council Member Ritchason, seconded by Council Member Abel that Council adjourn. Motion carried viva voce. Mayor McCabe adjourned the meeting in open session at 6:45 PM.

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