Peoria Standard

City of Chillicothe Public Works Committee met Oct. 9.

Here are the minutes provided by the committee:

The public works committee met on October 9, 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, ED Director Beadles

Absent: none

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

Public Comment

Kenny Hillard 317 Hickory - Addressed the committee regarding a high usage waiver request. Office Manager Passage advised the committee that she received a statement from Debra Johnigk 1007 Cutright that she requested be read at the meeting, as she could not be present. Statement was read and will be attached to the minutes.

Janey Welch 900 W Pine - Addressed the committee regarding concerns with area on the dead-end street of Pine where she lives. She presented a list of questions.

Purpose

High Usage Waivers

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

Kenny Hillard 317 Hickory - Superintendent Sutherland noted on the waiver request that the water did not go through the system. Office Manager Passage stated that two months showed high usage. July 1 to Aug. 1 and Aug. 1 to Sept. 4. The amount to consider to be waived for the two months is $335.92. The consensus of the committee was to waive $335.92.

Becci Rager - 303 Hollybrook - Since the property owner was not present this item was not discussed.

Chairman Sharp commented regarding Ms. Welch's list of questions. He advised that he had previously met with Ms. Welch and viewed the area. A discussion ensued regarding her list of questions. Chairman Sharp explained that Pine Street has always been a one lane road in said area and is in good condition. He advised that when this area of Pine is under consideration for repair they would look at additional asphalt at that time. A discussion was held regarding the request for pavers. Office Manager Passage reported that placing items in a right-of-way is an insurance risk.

Chairman Sharp ask the committee to discuss Debra Johnigk's request that was read by Office Manager Passage. Her request was to extend Pine Street to allow for her to back out of her driveway easier and would allow the snow to be pushed beyond her driveway. A discussion ensued and the consensus of the committee was to have Superintendent Sutherland work with the City Engineer to extend Pine street six feet to allow for Ms. Johnigk's request and to place a no parking sign in said area. The extension would be filled with rock and not asphalt.

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

Engineer Horton reported this would be base Bid # 1, including BEP Document and the time line to be as follows:

October 18, 2024 project will go out for bids

November 5, 2024 bids will be due

November 6, 2024 bids will be reviewed by committee

November 11, 2024 seek council approval to award

Work on the Drainage pit area would start in November, 2024

Potential start date for other work would be Spring (June 2025) after School is dismissed

Drainage Project #2 - ($250,000 Grant) Time Line

Engineer Horton reported this would be base Bid # 2, including BEP Document and the time line. would be the same as drainage grant #1 as they will be bid at the same time.

Budget Review

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

Road & Bridge - 14.80%

Motor Fuel Tax - 12.14%

Water 31.34%

Sewer-35.10%

At this time the budget should be at 41.65% or lower. He stated some line items are over budget at this time and he will be monitoring them.

Lien Report

Nothing to report

Purchase Cutquik Saw

Superintendent Sutherland reported that he needed to purchase a Cutquik saw. The cost from Geigers True Value is $1,299.99. Payable from Road & Bridge and Water/Sewer Funds, operating supplies. The consensus of the committee was to seek approval at the October 14, 2024 Council meeting.

Sidewalk Program Applications

No applications were received

Request for Street Light and Dead-End Sign 1407 Chestnut

This was addressed at the August 21,2024 meeting and may be withdrawn.

Railroad Crossings - Closures

Superintendent Sutherland advised the committee that he had received the below email from Aaron Toliver:

Please find attached PDF file with comments in RED I have added to your notes. (see attachment)

The ICC RR Safety Section would offer $150K closure incentive from the Grade Crossing Protection Fund for each voluntary vacation/closure by the Village.

As such, the ICC RR Safety Section would participate in closures at Maple, Sycamore, Elm, Pine and Ash in the amount of $750K from the GCPF (5 xings x $150K = $750K)

The lowa Interstate RR and IDOT would have to make you an offer on their incentives to close the 5 xings, but I know IDOT will match what the RR offers, up to $100K per crossing vacation/closure. You need to talk to lowa Interstate RR and IDOT and let us know what their offers are and then I can prepare a stipulated agreement, once we have project identifiers from IDOT D4/Central Office for Section/Project/Job numbers.

Most of the crossings to remain will need some curb work that the ICC RR Safety Section would offer 100% reimbursement for the City/its contractor to construct. It would require the City to send plans to IDOT and get approved for expenditures through the normal MFT process for local roads and streets.

I believe Bill Pearsall at IDOT was looking at providing federal Section 130 funds for warning devices at the crossings to stay open. I am unsure if the GCPF would be used for the signals, but we could go from 50% all the way up to 95% on the signals with GCPF.

I am copying Bill Pearsall with IDOT and Greg Mitchell with lowa Interstate RR on this email so we can advance the discussion further as necessary. I have the project in FY27, so there is some time to discuss before FY27 rolls around. Thanks.

Superintendent Sutherland explained the above email and the potential revenue the city could received should crossings be closed. After discussion, Superintendent Sutherland was directed to discuss this with Mayor Hughes before proceeding in any direction.

Review - Agreement for Professional Services - Engineering

Office Manager Passage advised the committee that the merging of Midwest Engineering with Fehr Graham Engineering & Environmental is completed and all future invoice will come from Fehr Graham. Attorney Day is reviewing the proposed agreement from Fehr Graham for engineering services.

Purchase Strobe Lights for Truck 29

Superintendent Sutherland reported that he would like to purchase strobe lights for truck 29. He would purchase from Pafco at a cost of $3,339.00. The expense would be from the Road & Bridge Fund, maintenance & repair vehicle. The consensus of the committee was to place this as an agenda topic for the October 14, council meeting.

Project Update

Superintendent Sutherland reported that he has obtained three options from Engrebrecht Concrete for the foundation for the Quonset Hut. Option 1 cost was $22,000; Option 2 cost was $27,800 and Option 3 was $12,900. Superintendent Sutherland explained that option 3 would have concrete footings and concrete blocks would be set on the footings and recommended this option to be brought to council. The estimated cost for this was $19,500 and the total cost will be $22,768.95. ED Director Beadles explained that this cost would be from the ED Project Event Structure and there is sufficient money in the overall project to cover the additional expense. The consensus of the committee was to have ED Director talk with Chairman of EDC Committee Connor to determine if she would like to bring the above to council for approval or if Chairman Sharp would present to council for approval on October 14.

Engineer Horton reported the following updates:

1. Sidewalk Improvements - He is pending the final invoice.

2. Paving and Patching Non-MFT - Complete - pending receipt of invoice

3. Water Main Pine Street - He has received the final invoice in the amount of $29,359.29 and recommends payment at the October 14 council meeting. $4,559.17 will be paid from TIF Business and the balance of $24,800.12 from ARPA Funds. The consensus of the Committee was to recommend payment at the October 14 council meeting.

4. Riversound 7 - Pavement has been installed and Developer has met requirements to be able to sell lots.

5. FEMA Map Update for Peoria County - Per the city ordinance the engineering firm is this Flood Plain Manager. He has been attending the meeting regarding the updates for the flood map.

The floodway and floodplain lines are moving further inland along the river and will impact residential property in the city. This may cause citizens in said area to purchase flood insurance. He will continue to monitor and at a future date the new maps will be adopted.

OLD BUSINESS

Review Draft Policy - Contracts/Agreements requiring Legal Review - nothing to report

SUMMARY

Council Agenda Items - Purchase Cutquik Saw

Purchase Strobe Lights Truck 29

Invoice - Pine St.

Foundation Expense - Quonset Hut

Chairperson Action - Nothing

There being no further business the meeting adjourned at 6:10 p.m.

https://cms9files.revize.com/chillicothe/10.9.2024%20public%20works.pdf