Peoria Standard

City of Chillicothe Public Works Committee met Sept. 6.

Here are the minutes provided by the committee:

The public works committee met on September 6, at 4:30 p.m. in the council chambers at city hall. Present: Chairman Sharp, Alderperson Vanbruwaene, Alderperson Bredeman

Also present: Alderperson D. White, Superintendent of Public Works Sutherland, Office Manager Passage Engineer David Horton

Chairman Sharp called the meeting to order at 4:31 p.m.

PUBLIC COMMENT

Sam Lahood, Engineer for Riversound Development was present and will speak during the discussion of the agenda item Riversound Development Annexation Amendment.

PURPOSE

Budget 23-24 - Superintendent Sutherland reported the following:

Road & Bridge - 18.30%

Motor Fuel Tax – 3.39% Water-40.45%

Sewer- 24.27%

At this time budgets should be at 33.32%

Office Manager Passage stated that the concern would be with the Water Department as it has exceeded the 33.32%. She advised that the utility line item was at 66%, which is a concern.

Superintendent Sutherland explained how the pumps run and the length of time they run due to peak times. Alderperson Vanbruwaene asked if the peak times could be altered. Superintendent Sutherland explained why it is difficult to alter.

Sidewalk Applications - No applications were submitted

High Usage Waivers - No waivers submitted

Lien Report - Nothing to report

IDOT Invoice - IL RT 29 Project - Office Manager Passage stated that the City has received an invoice from Illinois Department of Transportation (IDOT) in the amount of $127,306.62, for a portion of the Truitt project cost. The City Budgeted $130,000.00 from the Road & Bridge Fund and $86,000.00 from MFT-Rebuild Illinois Funds. A discussion ensued regarding the invoice. Engineer Horton stated that the cost to the city for said project is $159,132.53 and IDOT is asking for payment of 80% of the $159,132.53, which is $127,306.62. After discussion it was the consensus of the committee to have this as an agenda item and have the City Engineer and the Office Manager determine how much will come from Road and Bridge and MFT-Rebuild Illinois funds.

Riversound Development Annexation Amendment - At the previous meeting the committee recommended that the language for the fourth amendment to the annexation agreement be changed to say that repayment of the $56,200.00 will be made in three installments commencing on January 1, 2025 and each year after on January 1 until paid or when an acre of land is sold in phase 12 or phase 12 is developed payment in full would be made, which-ever comes first. Sam LaHood reported that Mr. Paul proposed, he would agree to is annual payments starting in January 2025 that are spread over 6 years and not 3 years. It is likely that the payments starting in 2025 will begin prior to the development of section 12, so this change would size the payments such that it would not adversely impact their financing of phases 8, 9, 10 and 11. Sam LaHood addressed the committee regarding the pay back of the $56,200.00 and explained the impact the payments would have on the developments. Alderperson Vanbruwaene stated that a compromise may be considered like something between 3 years and 6 years for the reimbursement. Alderperson D. White suggested that payments begin in 2024 instead of 2025 and allow six years for the reimbursement along with the language that should one acre of land be sold in section 12 then full payment is due. A discussion ensued. The consensus of the committee was to have Sam LaHood discuss the amended proposal with Mr. Paul and advise the Office Manager if they agree with the new proposal. The consensus of the committee was to also have the attorney draft the ordinance to amend the agreement and present the ordinance to council September 11, if they agree to the new proposal. Office Manage Passage stated that the committee should also have an agenda item authorizing the city engineer to review the plans for phase seven of Riversound and this would be withdrawn if the Ordinance amending the agreement fails. The consensus of the committee was to authorizing the city engineer to review the plans for phase seven of Riversound as an agenda item for the September 11 council meeting.

Street Name - Francis/Frances - The committee recommended that the spelling of Frances Street on the City Website in the cemetery section be changed to be Frances. Making Frances Street a actual road will be discussed and consider for Fiscal year budget 24-25.

Verizon Wireless Lease - Water Tower - Superintendent Sutherland stated that he advised Shante Blakey, Verizon Lease Consultant that the committee would meet tonight and provided her the phone number to call in to the meeting. Ms. Blakey did not call into the meeting. The committee discussed her proposed change to the Verizon lease and the consensus of the committee was to stay with the current language of the current lease and wait until Ms. Blakey contact the Superintendent.

Project Update - Engineer Horton reported the following:

1. He is finalizing the payout paperwork for Sycamore Street Project

2. He has sent Mr. Murphy the design for the drainage and the roadway entrance and is pending a response from Mr. Murphy.

3. Spray Patching has been approved by IDOT

4. He and Superintendent Sutherland have met with Don White, Chamber representative regarding potential striping needs for the downtown area. He will be obtaining a price and will report back to committee

5. He has talked with IDOT regarding the drainage issue on Route 29 across from Gail Street. IDOT has stabilized the area with a temporary fix. IDOT will have to make this a project as it is a bigger issue than expected.

6. MFT Overlay and NON-MFT Overlay is complete and pending payment

7. He has met with the contractor regarding the valve situation in conjunction with the RT 29 IDOT improvement project. He is working with IDOT and the contractor as the lowering and raising of the valves were not discussed at the initial meeting, nor was the city advised prior to the project of this potential expense. Superintendent Sutherland advised there are 30 valves and the estimated cost per valve is $1,500.00.

8. He reported that the Route 29 IDOT Project is on target to be completed in November. Superintendent Sutherland reported that he will be starting the work related to the Third Street Sidewalk project beginning next week.

Office Manager Passage advised the committee of the potential Photoshoot and the closing of Route 29 from Truitt to Hart Lane. This is for the Viaduct potential grant funding. Economic Director Beadles is working with Mike Krost regarding a resolution to do said photoshoot. Superintendent Sutherland is to work with Economic Director Beadles regarding said photoshoot.

OLD BUSINESS

Nothing

SUMMARY

Council Agenda Item - Approve Payment IDOT Invoice RT29/Truitt Project

Approve Ordinance - 4th amendment to the Riversound Redevelopment Agreement

Authorize City Engineer to review Phase Seven of the Riversound Development Chairperson Actions - Nothing

There being no further business the meeting adjourned at 5:36 p.m.

https://cms9files.revize.com/chillicothe/09.06.23%20public%20works.pdf