Peoria Standard

City of Chillicothe Public Works Committee met May 7.

Here are the minutes provided by the committee:

The public works committee met on May 7, 2025 at 4:30 p.m. in the council chambers at city hall.

Present in Person: Chairman Sharp, Alderperson Semtner, Alderperson Bredeman, Mayor Hughes Also present In Person: Superintendent Sutherland, Engineer Horton, Office Manager Passage Chairman Sharp called the meeting to order at 4:30 p.m.

Public Comment

Cindi Sievertson representative for Verizon was present and will speak during the Verizon equipment modification and lease agreement topic.

Purpose

Verizon Equipment Modification and Lease Agreement

Cindi Sievertson addressed the committee regarding the amendment to the Verizon lease agreement. She explained that no additional equipment will be installed. They are removing and replacing existing equipment. They are not increasing any leased space on the tower. A discussion ensued regarding the increase of $150.00 a month to the lease amount. After discussion it was the consensus of the committee to place this on the council agenda to refer to the city attorney to review and draft an ordinance approving the amendment to the lease agreement.

Review Budget 24-25

Superintendent Sutherland reported for the fiscal year the expense percentages are as follows:

Road & Bridge 42.35%

Water 75.01%

Sewer 79.72%

Motor Fuel 27.79%

High Usage Waivers

No high usage waivers were presented.

Lien Report

Nothing to report

Sidewalk Program 25-26

Office Manager Passage stated that since the 25-26 budgets have been approved, we can seek approval to open the 25-26 Sidewalk program. The revision of increasing the limit to $2,000.00 has been updated on the application. She asked if the committee had any other changes. No changes were recommended. The consensus of the committee was to place this on the council agenda for May 12 to open the program.

New Development Sycamore Trails

Engineer Horton reported that he received a request from Devin Birch, Austin Engineering who is working with Roxanne Ibe of Talisman Development Group regarding a new development in Sycamore Trails for the development of several duplex with "zero-lot line". He explained the development as proposed would require a variance due to the minimum lot width and lot area not being met within the existing zoning ordinance requirements of 50 ft and 6000 sf per unit. As drawn, the "typical" lots for each unit would be 32.17 feet wide and +/- 4,101 sf in size. The side yard setbacks required by code, along with the front and rear yard setbacks would be met with no need for a variance. Only the minimum lot width and lot area would need the approval of a variance, in accordance with my review of the code. The cul-de-sac lots would have lot frontages a little smaller than the 32.17 typical width at the ROW, but at the 25' building setback line, the lot width would match the 32.17 ft of frontage, which is typical of cul-de-sac lots that we have developed in the past. It would require a subdivision plat and would be required to follow the rules of a new subdivision. The committee discussed the potential impact this could have for the area and the concern other set backs would not be met. Mayor Hughes recommended that this be sent to the Building Commission for their review. The consensus of the committee was to have the building commission look at the potential development.

Revised exit on Beech - Dunkin/Baskin Facility Development

Engineer Horton advised the committee that the developer for the dunkin/baskin facility has decided to move the exit on Beech Street instead of relocating the lighting controller. He reported he has reviewed the plans and has no objections since this is an egress only. Engineer Horton recommended that the lighting controller be review to determine if reflectivity should be added to help avoid any incidents. He recommended painting and reflective tape. Superintendent Sutherland advised that bollards could be place around it. The consensus of the committee was that they had no objections to moving the egress and instructed Superintendent Sutherland to work with Engineer Horton regarding the lighting controller.

Commercial Draining of Fish - Riverfront Property

Superintendent Sutherland presented to the committee a sample of a sign prohibiting the rinsing or flushing of commercial fishing vessels. (see attached). A discussion was held regarding the language on the sign. The committee requested that Superintendent Sutherland contact Beardstown as they also had this issue. After discussion the consensus of the committee was to change the wording from rinsing to draining and have Superintendent Sutherland purchase the signs and install them at the riverfront.

Wilmot - Electrical - Willis Electric

Superintendent Sutherland stated that he needed to do some electrical work at the Wilmot pump house. The cost is $5,705.81 from Willis Electric. This would be paid from Water/Sewer Fund. The consensus of the committee was to seek approval for the electrical work at the May 12 council meeting.

Schaeffer & Son's - Grading Moffitt Park Road

Superintendent Sutherland stated that the road in Moffit park needs grading. He obtained a proposal from Schaeffer & Son's in the amount of $800.00. He stated this would be paid from Road & Bridge Fund. The consensus of the committee was to seek approval at the May 12 council meeting.

Cutright Well - Rehab - ARPA

Superintendent Sutherland reported that he had an issue with Cutright well. The cost from Brotcke Well & Pump to make the repairs is $57,718.81. He stated that there is $56,380.40 in ARPA funds to cover the majority of the expense and the remainder of $1,338.41 would come from Water & Sewer Fund M & R Plant and System. The council would have to waive the competitive bid process as the cost is over $25,000.00, which will require a 2/3 vote of the council. The consensus of the committee was to seek approval to waive the bid process and approve the expenditure at the May 12 council meeting.

Project Update

Engineer Horton gave the following updates:

Cloverdale Mill and Overlay

Plans approved by IDOT and project will be on the June 13, 2025, letting.

Cloverdale Inlet Repairs

Jason Engbrecht proposal to repair 4 inlets along Cloverdale approved. Requested Jason to proceed.

Bradley Drainage Project

Detention pond has been dug. No action until school lets out. Shawn had a request asking for the volume of the basin, the flowrate from the pipes, and the percolation rate.

Tri-County Regional Planning Commission Additional Funding Update

No update on Bradley Avenue money request we sent to Tri-County Regional Planning Commission in late February that can be used on local projects.

Riversound 7 Development

Engineer will follow up on completion of punch list items. We want to make sure the punch list items get completed prior to reducing the Letter of Credit.

MFT Paving and MFT Spray Patching

IDOT provided comments on the paving documents. Working to get it on the letting. Non-MFT Street Paving/Curb Improvement

Engineer Horton advised the committee that he would like to begin the Non MFT Street Paving process However; it would require moving the priority one Road & Bridge Project forward. The total amount in the budget is $234,000.00. The consensus of the committee was to request the priority one project Street Overlay/curb improvement be brought forward and approved as a project at the May 12 council meeting.

Benedict Street Bridge Inspection

Engineer Horton advised the committee that IDOT changed the bridge inspection requirement from every four years to every two years. With that change, the Benedict Street Bridge need to be inspected. The consensus of the committee was to have Engineer Horton submit a proposal of the cost for the inspection and it will be placed on the council agenda for approval at the May 12 meeting.

OLD BUSINESS

SUMMARY

Council Agenda Items - Approve - Opening 25-26 Sidewalk Program

Approve Payment Willis Electric - Wilmot Well

Approve - Waiving Competitive Bid Process - Cutright Well

Approve - Payment Brocke Well & Pump - Cutright Well

Approve - Grading of Moffitt Road - Schaefer & Son's

Approve - Road & Bridge Priority One Project - Street Overlay/Curb Improvement

Refer - City Attorney Verizon Lease Amendment

Approve - Proposal – Benedict Bridge Inspection Engineering

Chairperson Action - nothing

There being no further business the meeting adjourned at 6:16 p.m.

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