Peoria Standard

City of Chillicothe Public Works Committee met Aug. 21.

Here are the minutes provided by the committee:

The public works committee met on August 21, 2024 at 4:30 p.m. in the council chambers at city hall. Present: Chairman Sharp, Alderperson Bredeman

Also present: Superintendent Sutherland, Engineer Horton, Office Manager Passage, Mayor Hughes Absent: none

Chairman Sharp called the meeting to order at 4:33 p.m.

Public Comment

Becci Rager 303 S. Hollybrook – She addressed the committee regarding her high usage request.

Purpose

High Usage Waivers

Office Manager Passage stated she received two high usage waiver requests.

Dora Hoffman-Murphy – 613 N. Sixth – The high usage was from filling a swimming pool. The consensus of the committee was to deny the request as the policy states swimming pool will not be considered. This will be sent to the Sanitary District.

Carl Rager – 303 Hollybrook – Superintendent Sutherland reported the high usage was from an outside hose, therefore; it did not enter the Sanitary System. They are asking for two months to be considered. Total amount to be considered for a waiver, for the two months is $108.71. The consensus of the committee was to waive the $108.71.

Budget Review

Superintendent Sutherland reported that the July 24 budget expense totals are as follows:

Road & Bridge – 7.76%

Motor Fuel Tax – 11.46%

Water – 18.92%

Sewer – 21.35%

At this time the budget should be at 25% or lower. She stated some line items are over budget at this time and should be monitored by the supervisor.

Lien Report

Nothing to report

Sidewalk Program Applications

No applications were received

Request for Street Light and Dead-End Sign 1407 Chestnut

The City received a request from Patricia Holt for a street light, dead-end sign and street sign for Chestnut. This went to Public Safety Committee, and they referred it to Public Works Committee. Superintendent Sutherland reported that the dead-end sign and the street sign has been installed. A discussion was held regarding the need for a street light. Superintendent Sutherland reported that there is an existing street light at 1404 Chestnut and did not recommend an additional street light be installed. The consensus of the committee was to agree with Superintendent Sutherland’s recommendation.

Review Draft Policy – Contracts/Agreements requiring Legal Review

Nothing to report

Railroad Crossings – Closures

Superintendent Sutherland advised the committee that he had received an email from Aaron Toliver regarding possible RR Closings. He is still looking into the possibility of closure of Maple, Sycamore, Ash, Elm, and Pine. Superintendent Sutherland will report back to committee once additional information is received.

Review – Agreement for Professional Services – Engineering

Attorney Day is reviewing the agreement

Project Update

Engineer Horton reported the following updates:

1. Benedict Street Bridge contracts are completed and they are waiting on ship date for bearings.

2. Engbrecht Concrete is working on the Non-MFT Sidewalk Program

3. He needs to finalized plans and advertise for bids

4. The estimate for Non-MFT Paving is $125,000. He is preparing bid documents

5. Pine Street Water Main passed the Bac-T test and street patching needs to be completed

6. For the Cloverdale Overlay he is finalizing documents with IDOT Local Roads

7. MFT Overlay – Engineer Horton explained that there is an issue with the resolution regarding the overlay and spray patching and how it impacts the GM Resolution that was passed in April. Stacy with IDOT advises that we cannot quote the bituminous patching in the GM Resolution and then bid the HMA overlay since both include hot-mix asphalt material. Due to the lateness in getting it submitted to IDOT for approval, he does not believe that approval will be received until October, which will be late in the season to do overlay and spray patching, therefore causing the overlay and spray patching to be delayed until next fiscal year. He explained that the city has been doing this process for many years however; now Stacey advises that we will have to follow this new process to handle the way we do asphalt material.

A discussion was held regarding if this would impact the Santa Fe Shoulder full depth patching. Engineer Horton explained that the Santa Fe Shoulder work could still be completed using the MFT - GM patching line item. The consensus of the committee was to place the topic of the overlay and spray patching on the council agenda for August 26.

OLD BUSINESS

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

Engineer Horton is finalizing the bid specification.

Drainage Project #2 – ($250,000 Grant)

Nothing to report

SUMMARY

Council Agenda Items – Discussion – MFT Overlay and Spray Patching

There being no further business the meeting adjourned at 5:21 p.m.

https://cms9files.revize.com/chillicothe/03h.24.08.21.pwks%20minutes.pdf