City of Chillicothe Public Works Committee met March 8.
Here are the minutes provided by the committee:
The public works committee met on March 8, 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 4:38 p.m.
PUBLIC COMMENT
Mr. David Barker, IVC High School will speak during the topic Tree at Fourth and Pine.
PURPOSE
Mayor Hughes requested that the topic of the Tree at Fourth and Pine be discussed first.
The committee agreed to discuss said topic first.
Discussion - Tree at Fourth and Pine - Superintendent Sutherland advised the committee that Mr. Barker with IVC contacted him regarding the tree at Fourth and Pine by the Alley. The school would like permission to remove the tree at the school's expense, to improve their parking lot. Mr. Barker addressed the committee. He stated that the school purchase the property and would like the tree removed to improve their parking. They will remove the tree, however; they would like the city to remove the sidewalk and curb and blacktop the area. A discussion was held regarding the condition of the sidewalk and curb. Alderperson Vanbruwaene expressed his concern about maintaining a walking area. Mayor Hughes recommended that they be allowed to remove the tree at their expense. A discussion was held regarding the utility pole that will remain unprotected. Mr. Barker stated that the school is currently working with Ameren to see if the pole could be removed, however; at this time, they do not have that answer. Engineer Horton voiced his concern regarding blacktopping the area and leaving the pole as it would violate the curb pole clear zone. He recommended that the city wait until they have an answer from Ameren and that they submit a site plan as he does have some concerns regarding just blacktopping said area. A discussion was held regarding leaving the area a green space. After discussion, the consensus of the committee was to wait on any decision until the school hears back from Ameren and submits a site plan.
Budget 22-23 - Office Manager Passage reported for the month of February the expense percentages should be at 83.3% and the following expense percentages for the Month of February are as follows: Road & Bridge - 31.69%
Motor Fuel Tax - 37.56%
Water-52.49%
Sewer-59.58%
High Usage Waivers - Nothing to report
Lien Report - Nothing to report
Material Quotes - Engineer Horton reported the material quotes he received.
Office Manager Passage advised the committee for last year's material quotes.
He recommended that the material quotes be approved at the March 13 council meeting.
The consensus of the committee was to bring the quotes to the March 13 council meeting for approval.
Project Update - Engineer Horton explained that the city has received the agreement from I.D.O.T. regarding the improvements to Route 29, Truitt and Stop lights. He has reviewed the agreement and the plans. He explained that the estimated cost to the city listed in the agreement is $206,126.00, however; the agreement also states that the state could award the contract with an increased cost to the city not to exceed 125% of the estimate. That could be approximately $52,000 more. It also states that at the signing of the time of the award of the contract the city will pay 80% of the cost. The following amounts have been placed in the 23-24 budget. Road & Bridge $130,000.00 and MFT RBI funds $86,000. This allows for $216,000.00 which would allow for only $9,874.00 for overages. Office Manager Passage stated that she would appropriate for the extra $52,000 as a precaution. Engineer Horton advised that should the amount exceed the original amount; the city would have to pass a supplemental resolution. Alderperson Vanbruwaene stated that he believed it to better to do the project as costs are only increasing. After the risk factors were discussed, the consensus of the committee was to present the agreement to the council for approval at the March 13, 2023 Council meeting.
Engineer Horton advised the committee that he has completed the bridge inspection. He stated it showed that the bridge needs the barring's and plates replaced. There are 12 locations and a rough estimate is $30,000.00. He is in the process of talking with others to get a projected estimate. Office Manager Passage stated that should the cost exceed $20,000 then the city would be required to bid the project or waive the bid process. Engineer Horton stated that this will be completed in the 23-24 fiscal budget and he will bring back a report and recommendation at a future meeting.
Office Manager Passage stated that she will increase the 23-24 budget to reflect the estimated cost of $30,000.00.
OLD BUSINESS
Update - Santa Fe Wells - Superintendent Sutherland reported that the well drilling company has drilled to a depth of 75'. They will continue to drill to the full depth of 105'. The well is progressing. The old Santa Fe well will be tied into the new well once they complete drilling and start preparing the new well.
Update - Chestnut Well - Superintendent Sutherland reported that the plumbing has been completed by G. A. Rich.
SUMMARY
Council Agenda Items - Approve - Agreement IDOT - Truitt
Material Quotes
There being no further business the meeting adjourned at 5:21 p.m.
https://cms9files.revize.com/chillicothe/03.08.23%20public%20works.pdf
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