Peoria Standard

City of Chillicothe Public Works Committee met April 19.

Here are the minutes provided by the committee:

The public works committee met on April 19, at 4:30 p.m. in the council chambers at city hall. Present: Chairman Gould, Alderperson Vanbruwaene, Alderperson Sharp, Alderperson Braun, Mayor Hughes, Superintendent of Public Works Sutherland, Office Manager Passage

Engineer David Horton attended via phone.

Absent: Alderperson Bredeman

Chairman Gould called the meeting to order at 4:30 p.m.

PUBLIC COMMENT

No Public Comment

PURPOSE

High Usage Waivers - Office Manager Passage stated that she has received one high usage waiver request.

Gerald Mitchell (Troy Mitchell) 1609 Cloverdale Road. The reason for the high usage as stated on the form was some must have turned on Sillcock and they had not been in the back yard yet.

This happened last year between April 5, 2022 and May 5, 2022 and the committee granted the waiver request. The same reason was given. Superintendent Sutherland reported that he spoke with Troy Mitchell and Mr. Mitchell stated that was what happened. He stated that they plan to put a shut off valve inside the residence, however he does not have a date when this will be done. Superintendent Sutherland stated the water did not enter the sanitary system. Office Manager Passage stated the $58.63 would be the amount to be considered to be waived. Alderperson Sharp questioned about this happening about the same time last year. The consensus of the committee was to waive the $58.63. The waiver will be forwarded the Greater Sanitary District.

Lien Report - Nothing to report

Spray Patching Bids - Engineer Horton advised the committee that Attorney Day reviewed the information regarding the spray patching bids. The attorney advised based on our conversations and the attached emails, the City did not utilize the formal competitive bidding process contemplated (and in some cases mandated) by the Municipal Code and Chillicothe Code. As the cost of the project is below the $20,000 threshold established by Section 2-168 of the Chillicothe Code, the City is not required to utilize formal competitive bidding. While the City may utilize formal bidding for public improvement projects below $20,000, this process was not utilized here. Accordingly, the Public Works Committee and City Council can select either Midstate or Ace in the Hole to perform the spray-patching work. Alderperson Sharp stated he would like to see Midstate do the work. Chairman Gould agreed. Alderperson Vanbruwaene stated he agreed to recommend the approval to Midstate as it would take more time for Shawn to work with new company. Alderperson Braun stated he would like to use Ace. The consensus was to take to council the recommendation to accept the proposal from Midstate for the spray patching.

Purchase - Engine for Truck 25 - Superintendent Sutherland advised the committee that public works pickup truck that needed an engine was not #25 it was truck #23. He obtained a cost to purchase a engine from Sam Leman at cost of $9,978.00. He advised that the city mechanic would install the engine. He stated that the truck only had 72,456 miles and was in good shape. It lost oil pressure and damaged the engine. Mayor Hughes questioned if the engine would have a warranty if it was not installed by a certified technician. Superintendent Sutherland advised that the mechanic has installed new engines in police vehicles. Alderperson Braun asked if it would be beneficial to use Riverside Chev. as they are local. A discussion ensued regarding investigating the cost to have a technician to install and if there is a warranty if we install in house. The consensus of the committee was to have the Superintendent check on the warranty and potential cost to use Riverside Chev. This will be brought back to the committee in May.

Project Update - Engineer Horton advised that there were a couple of issues with the newly remodeled bathroom at Cutright Park. The plumbing contract did come and fix as it is under warranty. However; he advised that a bolt is missing and the bolt was there in the pictures that were taken upon completion. Engineer Horton will work with contractor regarding bolt. Superintendent Sutherland stated that there was another issue on Saturday and he had Jerry Myers repair a hose that was to short. Engineer Horton reported that he as received comments from I.D.O.T regarding Sycamore Street and is waiting for formal approval. Once received he will proceed with the bid process. He is working on the bid packet for the Pine Street water main.

Superintendent Sutherland reported that Hoerr will be here the second week of May to start project of lining the storm sewer on Pine Street.

Superintendent Sutherland stated that the pilings have been repaired at the riverfront boat dock.

He has look at them and the work looks good. Office Manager Passage advised that an invoice has not been received, therefore; payment will be made from fiscal year 23-24 budget.

OLD BUSINESS

Update - Santa Fe Wells - Superintendent Sutherland reported that he received an invoice for $126,102.90 for a partial payment for the New Santa Fe Well. This will be placed in the bills for Monday's council meeting. After said payment the balance remaining for the New Santa Fe Well is $137,155.80. Superintendent Sutherland reported that he received an invoice for $16,267.00 for the final invoice for the old Santa Fe Well. He explained that he only has $9,107.76 remaining that has been approved. He explained that an additional amount of $7,159.24 will be needed to approved. He explained the reason for the additional amount is he used the insert a valve that was for old Santa Fe Well at the Chestnut well. Therefore, a new valve was needed for the old Santa Fe well with was the $7,159.24. The consensus of the committee to seek approval for the additional expense at the April 24 council meeting. This will complete the repairs to the Old Santa Fe well and the total cost was $38,729.24.

Update - Chestnut Well - Superintendent Sutherland reported he received the final invoice for Chestnut well improvement, in the amount of $18,254.55. This will be in the bills for Mondays, city council meeting. This project is now closed with a total cost of $40,000.00

https://cms9files.revize.com/chillicothe/04.19.23%20pw%20minutes.pdf