Peoria Standard

City of Chillicothe Public Works Committee met July 3.

Here are the minutes provided by the committee:

The public works committee met on July 3, 2024 at 4:30 p.m. in the council chambers at city hall. Present: Alderperson Bredeman, Alderperson Semtner,

Also present: Mayor Hughes, Superintendent Sutherland, Engineer Horton, Office Manager Passage, Absent: Chairman Sharp

Alderperson Bredeman called the meeting to order at 4:31 p.m.

Public Comment

Laurie Tomasson - 108 S. Sweetbriar- Addressed the committee regarding the request for high usage waiver. She explained that the supply line broke to the bathroom stool and no one was at the residence at the time of the incident. She complemented city employee Timber Gardiner for contacting her and helping with the process.

PURPOSE

High Usage Waivers

One high usage waiver request was received from Laurie Tomasson, for 108 Sweetbriar. Superintendent Sutherland reported that the supply line to the stool broke and the water did not go back through the system. The amount to be considered to waive is $73.67. The consensus of the committee was to waive the $73.67.

Budget Review

Superintendent Sutherland reported for the month of June the expense percentages should be at 16.66% and the following expense percentages for the Month of June are as follows:

Road & Bridge - 6.18%

Motor Fuel Tax - 1.74%

Water 12.93%

Sewer - 14.08%

Lien Report

Nothing to report

Sidewalk Program Applications

One sidewalk application was presented:

Charles Watters 1011 Hushaw city portion is $1,000.00. The balance remaining in the program should this be approved would be $19,274.00. The consensus of the committee was to present the application for approval at the July 8, council meeting.

Railroad Crossings - Closures

Superintendent Sutherland explained that he met with Jeremiah Brown, railroad representative regarding the potential of closing some of the railroad crossings. The railroad would like to see some of the crossing closed and may pay the city to close some crossings. Mayor Hughes advised that he was aware of this and should some crossing close they would not have to blow the whistle as often. Engineer Horton advised that the railroad has closed crossing in other areas and the ICC regulates the crossings. The consensus of the committee was to have Superintendent Sutherland reach out to the ICC to gather more information and report back to the committee.

Purchase Root Cutter

Superintendent Sutherland stated that he would like to purchase a root cutter in the amount of $4,200.00 from Coe Equipment. This would be a device that would attach to our existing machine and help with cutting the roots from the sewer mains. The consensus of the committee was to present the request to purchase the root cutter to the City council at the July 8 council meeting.

Drainage Project #1 Bradley Avenue ($400,000)

Engineer Horton advised the committee that he is finalizing the bid package and will be advertising for bids by the Mid to End of July. The time line is to advertise for bids in July, receive the bids in August and award the bids by the last council meeting in August. The contractor would then start construction in September. It was explained that we were trying to spread out the spending of the funds. This will potentially avoid a potential requirement of a Federal Audit, which could increase the audit cost from $10,000 to $20,000. By starting in the fall for a portion and finishing in the spring expenses would cross fiscal years. It would also potentially help to do the road work required after school lets out in May 2025.

Drainage Project #2 ($250,000)

Engineer Horton explained that he would like to bid this grant with the other grant to potential obtain a better price. He will check with ED Director Beadles to obtain the status of this grant.

Review Agreement for Professional Services Engineering

Office Manager Passage reported that the agreement was sent to the City attorney for review. The attorney recommendation was to have the public works committee seek approval for the attorney to communicate the revisions to Fehr Graham's legal department. The consensus of the committee was to have the attorney review the revisions with Fehr Graham's legal department.

Project Update

Engineer Horton reported:

1. Sycamore Street - IDOT has sent a letter of approval. He reported that once the signed documents are received final payment may be made. This project was funded with RBI Funds.

2. Pine Street Water Main Project - There will be a pre-construction meeting next week with a potential start date of July 15.

3. Non MFT Sidewalk Program – Engineer Horton requested that he be authorized to seek bids for the sidewalks. The consensus of the committee was to seek council approval at the July 8, council meeting.

4. Resolution MFT - Engineer Horton request that the MFT Resolution for Paving and Spray Patching be presented at the July 8, council meeting. The consensus of the committee was to present the resolution to council at the July 8 meeting.

5. Service Road Behind Riverside - Engineer Horton explained that this is not an official road therefore MFT funds may not be used for any improvements. He explained that it needed patched and overlaid and requested that he be allowed to advertise for bids for the project. This would be a Road & Bridge project and part of the $175,000 that was brought forward and approved at the May 13 council meeting. The consensus of the committee was to seek approve to bid the project at the July 8 council meeting.

OLD BUSINESS

Nothing to report

SUMMARY

Council Agenda Items - Approve - Purchase root cutter

Approve - Sidewalk Program Application 1011 Hushaw Approve Resolution MFT Paving and Spray Patching Advertise for bids for Sidewalks

Advertise for bids for patching and overlay of Service Road behind Riverside

Chairperson Actions - Nothing

There being no further business the meeting adjourned at 5:34 p.m.

https://cms9files.revize.com/chillicothe/07.03.2024%20public%20works.pdf