City of Chillicothe Public Works Committee met Jan. 18.
Here are the minutes provided by the committee:
The public works committee met on January 18, 2023, at 4:30 p.m. in the council chambers at city hall. Present: Chairman Gould, Alderperson Bredeman, Alderperson Vanbruwaene, Alderperson Sharp, Mayor Hughes, Superintendent of Public Works Sutherland, Office Manager Passage, Engineer David Horton
Chairman Gould called the meeting to order at 4:30 p.m.
PUBLIC COMMENT
Office Manager Passage stated that Nicole Andrews was in the audience to speak on the topic regarding a high usage waiver she submitted. Also, in the audience was Nicole Keedy regarding her high usage waiver request.
PURPOSE
Budget 23-24 - Superintendent Sutherland reported that he is working on the 23-24 Budget as ask that any committee member give him items for the budget. He will submit the budget by February 7.
High Usage Waiver - Office Manager Passage reported that one high usage waiver was received from Nicole Andrews, 1516 David. Superintendent Sutherland investigated and found that the outside water spigot was leaking, however; the Andrews are renting the property and reported the situation to the property owner and it has not been fixed. A discussion ensued regarding if the amount should be considered to be waived as the property owner has neglected to fix the problem. Superintendent Sutherland noted in his investigation notes that he did not feel it should be waived due to neglect. Office Manager Passage stated that even though there was potential neglect on behalf of the property owner, the excess usage did not go through the systems so it did qualify per the policy. Nicole Andrews addressed the committee and stated that she did report it to the landlord and they have other issues of neglect. She did advise that they have moved from the property. Office Manager Passage stated the amount of $14.16 is what would be considered to be waived. After discussion the consensus of the committee was to waive the $14.16.
Superintendent Sutherland stated that he just processed the second request minutes before the meeting. He advised that the Nicole Keedy, is the owner of the property at 822 N. Fourth St., which is the property the city is considering purchasing. He stated that the water used went down the drain, per the property owner's admission. He recommended that the water not be waived. Nicole Keedy addressed the committee and stated the bill she received is $800.00 as a pipe broken and the house was unoccupied. A discussion ensued. After discussion the consensus of the committee was to not waive as per the policy, if water goes back through the system, the amount is not waived.
Purchase Tires - Jet Truck - Superintendent Sutherland reported that the Jet Truck needs repairs. One item needed is tires and the other is pump. A discussion ensued regarding the repairs to the Jet Truck. Superintendent Sutherland explained the truck is very old and he could not say that fixing the above two items would total fix the vehicle. He stated that the re-manufactured pump cost is $13,182.00 and the tires are $7,000.00. Dan Smith, city mechanic was present and stated that he can't say that the pump and tires are the only thing wrong with the vehicle. He also explained that the vehicle is very old and needs replaced. Superintendent Sutherland stated that he has obtain a price for a 2013 used jet truck from Coe Equipment in the amount of $190,334.00, with no warranty. He presented a cost to lease to buy new Jet (Vac) Truck, total cost would be $459,554.74 less $10,000.00 for the trade in for the old Jet (vac) truck. Dan Smith stated that if the city agrees to purchase the new Jet (Vac) Truck, Coe Equipment would loan the City a Jet (Vac) truck at no cost until we completed the purchase. Superintendent Sutherland explained how he uses the vehicle on a regular basis, for sewers, digging, water etc... Alderperson Vanbruwaene explained the lease to buy. Office Manager Passage stated that the Water/Sewer Fund did not have anything in the budget or appropriation to make the lease payment or purchase the truck. The truck was a priority one project in Road & Bridge and General Fund would have to transfer money into Road & Bridge to fund the purchase. A discuss was held regarding the leasing options. Office Manager Passage stated that if the vehicle has a shared use then an option may be to make the first lease payment from Road & Bridge, as General Fund has the funding and it was budgeted and appropriated in Road & Bridge. Then you could decide how the following years would be paid, maybe by alternating the cost each year. After discussion the consensus of the committee was to bring to council the recommendation to lease the vehicle for 7 years with the first payment in advance and the payment coming from the Road & Bridge Fund.
Purchase - Chlorine Injection Pump - Lawsons - Superintendent Sutherland advised the committee that the Chlorine Injection Pump for Wilmot Pumphouse needs replaced. He stated the cost would be $2,100.00. Payable from the Water/Sewer Fund. The consensus of the committee was to present the request to purchase at the January 23, 2023 council meeting.
Resolution - MFT - General Maintenance - Engineer Horton presented the 2023 General Maintenance Resolution. The total of the General Maintenance Resolution is $80,000.00 The consensus of the committee was to present the resolution for approval at the January 23, 2023 council meeting.
IL Route 29 - Improvement - Engineer Horton explained that IDOT will be doing improvements on Route 29 from Truitt to Cloverdale. Originally, they said it would be no cost to the city, however; they found that the Traffic Signal at Truitt needs an upgrade at a cost to the city of $18,000.00 and determined there is a need to replace the Truitt Avenue eastbound thru lane/left turn lane at the IL 29 intersection due to rutting. The proposed work will include a full depth concrete patch (see attached Truitt Ave. plan view). We would also mill and resurface back to the pavement joint at Sta. 3+19 to clean up the surrounding lanes. In order to proceed with this work on Truitt Avenue, the City of Chillicothe would have to be willing to participate in the cost of improvements. Is this something Chillicothe would like to participate in? Approximate milling/resurfacing area = 1226 sq. yd. and Pavement Patch (11′′ thick) area = 302.5 sq. yd. If Chillicothe is not interested in participating, improvements would end at the radius return. Engineer Horton reported that the city has the option of not doing the full-depth pavement patch, but to just resurface back to the existing butt joint.
Engineer Horton explained that when they first advised the council of this the projected cost was over $270,000.00. However, IDOT re-evaluated the cost and since they can combine this work with the work they will be doing the cost was lower. He explained the city did have the option to not do anything at this time. A discussion ensued regarding the condition of the road, potential higher cost should the city delay the repair and the advantage of doing the project with IDOT. After discussion, the consensus was to proceed to council with a recommendation to approve the traffic signal and the roadway, with not making a payment until the new budget is set.
Lien Report - Nothing to report
Project Update - Engineer Horton reported that he will be submitting a payment for the Cutright Bathroom project to ED Director Beadles. This project is complete with the exception of a mirror.
OLD BUSINESS
Update - Santa Fe Well - Superintendent Sutherland reported they are in the process of digging and having some issues with getting through the layers of rock.
Update - Chestnut Well - nothing to report
SUMMARY
Council Agenda Items - Priority on Project -Vac Truck
Lease Agreement - New Vac Truck
Purchase Chlorine Injection Pump - Wilmot
Resolution - MFT General Maintenance
IDOT Traffic Signal
IDOT Roadway Truitt
Chairperson Actions - nothing
There being no further business the meeting adjourned at 6:20 p.m.
https://cms9files.revize.com/chillicothe/01.18.23%20publc%20works.pdf
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