Peoria Standard

City of Chillicothe Public Works Committee met Dec. 7.

Here are the minutes provided by the committee:

The public works committee on December 7, 2022, at 4:30 p.m. in the council chambers at city hall. Present: Alderperson Bredeman, Alderperson Vanbruwaene, Alderperson Sharp, Mayor Hughes, Superintendent of Public Works Sutherland, Engineer Horton, Office Manager Passage Absent: Chairman Gould

Alderperson Vanbruwaene called the meeting to order at 4:30 p.m.

PUBLIC COMMENT

No public comments

Office Manager Passage advised the committee that Pastor Cochran was in the audience and was present to speak regarding a high usage waiver request for 108 Ridgewood. She requested that the agenda item High Usage Waiver Request be discussed first. The committee agreed to discuss the High Usage Waiver Request topic first.

PURPOSE

High Usage Waiver – Office Manager Passage advised the committee one High Usage Waiver was received for 108 Ridgewood. Pastor Cockran addressed the committee regarding a high usage waiver request for 108 Ridgewood. He stated that it was determined that the hot water heater malfunctioned and went unnoticed causing the water bill to be over $200.00. Superintendent Sutherland stated that it did go through the system. Office Manager Passage stated per the current policy states that if the water used goes back through the system then no waiver will be granted. A discussion ensued. Alderperson Vanbruwaene state that since the water went through the system no waiver can be granted. The committee agreed.

Review Budget 22-23 – Superintendent Sutherland the budget expense amounts for the month of November are as follows:

Expenses should be not more than 58.31% for the month of November.

Road & Bridge – 30.04%

Water – 32.00%

Sewer – 41.49%

MFT – 34.17%

Budget 23-24 – Office Manager Passage reported that the budget worksheets for the fiscal year 23-24 have been given to the Supervisors. The budgets are due back by February 7. Projects should be reviewed and discussed.

Sidewalk Program - Office Manager Passage stated that four sidewalk applications were received for the 22 Fiscal year sidewalk program and all have been finished, processed and paid.

Drainage Improvements – Office Manager Passage stated that since she was not at the prior public works meeting she notice that in the minutes a discuss was held regarding the Project priority one drainage project in the Road & Bridge in amount of $50,000.00, however no action was taken. This project will need to be brought forward as a project as a council agenda item for approval before

something is done. Engineer Horton advised that the project is for a drainage issue on Pine from Third street east. Superintendent Sutherland stated that he needs to have the drainage line televised to determine the extent of the problem. After discussion, the consensus of the committee was to have the Superintendent obtain a cost to televise the drainage line and to place the recommendation to bring forward the project for approval at the December 12 council meeting.

Azbell Road Repair – Superintendent Sutherland stated that he did grade Azbell Road to help with the condition of the road. He advised the committee that the Skidster that was ordered is in the process of being built and it will have the attachment to better address the condition of the road. A discussion was held regarding seal coating the road or repairing the road to be able to handing heavy trucks. Superintendent Sutherland stated that there was a project to develop land to the north of the road however; at this time that project is not going forward. Therefore; there may be no need to bring the road up to standards to handle heavy trucks. Engineer Horton stated that the cost of seal coating has increased significantly and there is insufficient funding at this time. The consensus of the committee was to have the Superintendent work with the Engineer to obtain a cost for seal coating and place the repair in the 23-24 budget.

Sycamore Street Improvement – Engineer Fees – Office Manager Passage stated she has received an invoice for $15,812.40 for engineering services, from Midwest Engineering for the Sycamore Street Improvement. This an MFT Rebuild Illinois project. A discussion was held regarding the amount of the invoice. Engineer Horton explained that since Sycamore Street was a Rebuild Illinois project using grant funds they are required to follow full I.D.O.T specifications and MFT guidelines, therefore more reporting and restrictions to follow. The consensus of the committee was to bring the invoice to council December 12 for approval.

Lien Report – No report

Project Update – Engineer Horton discussed the following:

Sycamore Street Rebuild IL project – He reported that the design was to build with ditches and no curb or sidewalks, however; I.D.O.T will require the ditches to be larger. Engineer Horton recommended that we modify the plans and put in curb and gutters instead of ditches as there is insufficient room to have larger ditches. By adding the curb and gutters he stated we could still be within the budget amount for the project. He stated that he did not recommend sidewalks as this time as it will delay the project six months as an environmental study would be required. The consensus of the committee was to have the engineer proceed with amending the plans to add curb and gutters and to delay the sidewalks. He is working with Gilmore’s Pub regarding sidewalks and the front door entrance. He is working with I.D.O.T regarding their improvement of Fourth Street. Specifically, regarding the intersection of Fourth and Walnut regarding a potential leak.

He stated that he is working on the drainage issue by the Fennell property and requested that he contact the Corp of Engineers. Mayor Hughes also suggested contacting the I.D.N.R. Alderperson Vanbruwaene stated that some stripping is missing in front of the Town Theater, as there is a section that is not sufficient for a parking space, however; people are parking in said area. A discussion was held and this will be placed in the 23-24 budget for hatch stripping.

OLD BUSINESS

Drainage – Engineer Horton reported that the grant for $400,000.00 is on the governor’s desk pending his signature. The grant for $250,000 is still in processing.

Alderperson Sharp advised the committee that he met with the property owner Mr. Murphy regarding the city potentially purchasing property from him for the detention area. He explained after talking with Mr. Murphy, Mr. Murphy said he would sell the city ¾ of an acre of land at a cost of $82,000.00 with the requirement of an access off of Bradley to his remaining land. The next step would be to establish a written agreement. A discussion was held regarding if this topic would be handled by the Economic Development Committee or the Public Works Committee. Office Manager Passage recommended that a joint meeting be held to determine how it will go forward.

Update Santa Fe Well – Superintendent Sutherland reported that the insert a valve has been installed. He also advised that the in the next few weeks the project will be moving forward with removal of plumbing at the old well and installation of new plumbing. For the new well drilling may begin soon.

Update Chestnut Well – Superintendent Sutherland advised we are still waiting of the relief valve.

SUMMARY

Council Agenda Items – Approve - Drainage Improvement Project ( Pine street)

Sycamore Street Improvement – Engineer Invoice

Chairperson Action – None

There being no further business the meeting adjourned at 5:46 p.m.

https://cms9files.revize.com/chillicothe/03f.221207.MINUTES.PUBLIC%20WORKS.pdf