Peoria Standard

City of Chillicothe Public Works Committee met Jan. 8.

Here are the minutes provided by the committee:

The public works committee met on January 8, 2025 at 4:30 p.m. in the council chambers at city hall.

Present in Person: Chairman Sharp, Alderperson Bredeman, Alderperson Semtner

Also present In Person: Mayor Hughes, Superintendent Sutherland, Office Manager Passage, Engineer Horton

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

Public Comment

No public was present

Purpose

High Usage Waivers

Office Manager Passage stated no high usage waiver requests were received.

Lien Report

Office Manager Passage stated that she is working with the City Attorney regarding a lien for the property at 1110 Sturgeon, which is the trailer park.

Review Budget 24-25

Superintendent Sutherland reported the budget percentages for the Month of December, 2024 Expense percentage should be at 66.64%

Road & Bridge 29.66%

MFT 22.38%

Water 46.41%

Sewer 51.09%

Maintenance & Repair of Vehicle for Water Fund is over budget at this time as it is at 101.13% Maintenance Supply/ Equipment for water fund is at 91.83%

Bank Charge line item in water fund is over budget, however; no additional amount will be needed to the end of the year.

Operating Supplies line item in the Road & Bridge is over the 66% and will be monitored by the Superintendent.

Office Manager Passage reported that she has received the invoice for the annual payment for the vactor truck in the amount of $74,368.08. This is budgeted to be paid out of FY 24-25 budget from Road

& Bridge. The consensus of the committee was to place this on the council agenda for payment at the January 13 council meeting.

Budget 25-26

Office Manager Passage advised the committee that budget worksheets for Fiscal year 25-26 have been sent to the supervisors and the completed worksheets are due February 6.

Superintendent Sutherland reported that he is working on preparing the 25-26 budget and should have all the numbers by the next public works meeting for review. He talked about what dollar amount to place in the budget for the sidewalk program. The consensus of the committee was to place the sidewalk program on the next public works meeting for further discussion an possible revision to the program.

He advised the committee that he believes the water main that runs from Kroger's under Route 29 to the east is leaking. He is obtaining a cost to be placed in the 25-26 budget to repair this water line.

Review - Agreement for Professional Services - Engineering

Office Manager Passage proposed the following questions regarding the agreement at the last public works meeting.

1. How does signing this mid fiscal year affect the city going forward?

2. The proposal states 2024-2025 is this our fiscal year? it references annual which is not defined.

3. It states in the agreement, attached are the 2025 Charge out Rates - are these different from 2024 rates?

4. Since the city is on a fiscal year and I believe the rates proposed are calendar year what can the city anticipate for a rate for Jan - April 2026?

5. Is there a reason why we need to enter into this agreement mid-year and not wait until May, 2025?

6. I would recommend that point #10 be stricken or at least discussed and changed. She noted that Attorney Day has proposed some language for this.

7. Explain the range of fees for each category of engineer.

Engineer Horton responded to the questions as follows:

1. He agreed that this could wait until the new fiscal year

2. This will change when the new agreement is drafted. The agreement would be for the city's fiscal year and the rates that will be attached would be for the calendar year.

3. The firm has new rates each calendar year and will not have those rates for the next year until Nov. Dec. time frame

4. He suggested that a 3% increase be figured and he will work with the city to provide estimate engineering costs for budget

5. He agreed that this could wait until the new fiscal year

6. Use the language Attorney Day proposed

7. Each category has different level of engineers

After reviewing the above questions, the consensus of the committee was to wait until the new fiscal year to present any agreement for engineering.

Project Update

Engineer Horton gave the following updates:

PPUATS Cloverdale Road Improvement - He reported that some surveying has been done and the first invoice is $8,166.00 for Phase 1&2 Design and limited construction services. For this project IDOT will bid and pay the construction costs and invoice the city. The city is responsible to pay all engineering costs. The estimate for engineering is $59,900.00 The consensus of the committee was to present to council for approval.

Bradley Drainage - He reported that he has received all the information from the contractor for the BEP documentation for this project and he will send the information to ED Director Beadles so it may be submitted to the DECO for approval.

Additional Inspection Requirement for Bridges – He reported that there is a new requirement for bridge inspections to have cross-sections taken of the channel. He prepared an engineering agreement to have this completed at a cost of $2,409.00 and recommended that the agreement be presented to the city council for approval at the January 13 council meeting. He stated that the bridge will need to be inspected every two years. The consensus of the committee was to present the agreement for approval at the January 13 council meeting.

Superintendent Sutherland reported the following:

Repair of Public Works Truck - He has a public works truck with plow that needs repaired due to an issue with the transmission. He has a projected cost from Riverside for the repair of the truck which is $2,022.25. This would be paid from the Road & Bridge Fund. The consensus of the committee was to seek approval at the January 13 council meeting.

OLD BUSINESS

Review Draft Policy - Contracts/Agreements requiring Legal Review -

nothing to report

Railroad Crossings - Closures

Nothing to Report

SUMMARY

Council Agenda Items -

Approve - Payment -Tax-Exempt Leasing - Vactor Truck

Approve Payment- Fehr Graham - Engineering Cloverdale Project

Approve Engineering Agreement - Fehr Graham - Bridge Inspection

Approve - Repair of Public Works Truck

Chairperson Action - Nothing

There being no further business the meeting adjourned at 5:31 p.m.

https://cms9files.revize.com/chillicothe/01.08.2025%20public%20works.pdf