Peoria Standard

City of Chillicothe Public Works Committee met June 4.

Here are the minutes provided by the committee:

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

Present in Person: Chairman Sharp, Alderperson Semtner, Alderperson T. White, Mayor Hughes Also present In Person: Alderperson Crabtree, Superintendent Sutherland, Engineer Horton, Office Manager Passage

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

Public Comment

Ritch Larsen, 514 Taylor Dr. He is present to discuss his sidewalk application and will address the committee during that agenda topic.

Michael Mahoney, Attorney addressed the committee regarding Sturgeon Trailer Park.

He advised the committee that he is the attorney for his client, Mr. Sittinger contract seller to Mr. Kramer regarding Sturgeon Trailer Park. He is aware that the trailer park currently has the water disconnected. He has talked with Attorney Day regarding the property lien and the condition of the property. His client proposed to pay $5,000 toward the outstanding debt if the city does not object to the deed in lieu of foreclosure. He explained that is client is reliable. Mayor Hughes stated that the debt is shared with the Sanitary District. Attorney Mahoney advise he is in contact with the Sanitary District. Chairman Sharp thanked him for the information and advised that it will be forwarded to our attorney for direction.

Purpose

Sidewalk Program 25-26

Ritch Larsen addressed the committee regarding his sidewalk application. He advised that he attempted to obtain two quotes from the approved contractor list, however; he was unsuccessful as two contractors did not return his call and one refused to provide a quote. He did obtain a quote from Vancil Concrete. He explained that they have completed concrete work in Sycamore Trail Subdivision. Office Manager Passage stated that the following five sidewalk applications were received:

David Hamilton 505 Fifth cost $1,440.00 city share $1,152.00

David Hamilton 509 Fifth cost $2,752.00 city share $2,000.00

Nathan Rohlf 1516 Harborway Dr (resubmitted) cost $5,588.00 city share $2,000.00

Michelle Howell 2017 White Clover Dr. cost $3,950.00 city share $2,000.00

Ardean Larsen 514 Taylor cost $1,872.00 city share $1,497.60 This application does not qualify as the second proposal was from Vancil Concrete a contractor not on the approved contractor list. Superintendent Sutherland advised that he reviewed the applications and inspected all sites and recommended that the city approve four applications. A discussion was held regarding Mr. Larsens application due to not having the second quote from an approved contractor. Superintendent Sutherland stated he tried contacting Vancil Concrete to see if they would like to become an approved sidewalk contractor, however; he had to leave a message.

The consensus of the committee was to recommend approval for the following applications:

505 Fifth, 509 Fifth, 1516 Harborway, 2017 White Clover Dr. at the council meeting June 9 and deny the application for 514 Taylor, until a second quote could be obtained or Vancil Concrete becomes an approved contractor.

Update - Water Rates

Office Manager Passage advised the committee that the per the ordinance the next rate increase is set for the July 2025 billing cycle. The rate will go from .0440 to .0550. She advised that the finance committee recommended to stay the course, however; the public works committee should review the excel spreadsheet that was prepared by Jacob Vanbruwaene outlining the needed capital expenses to insure it is being followed. Alderperson Crabtree advised that as Finance Chairman there are still capital improvement projects to be completed and with the Water/Sewer Fund being an enterprise fund it would not be prudent to change the course. Alderperson T. White stated that he also agreed to stay the course. The consensus of the committee was to continue with the rate increase and monitor the revenue and expense and review the progress later on in the fiscal year.

Review Budget 25-26

Superintendent Sutherland reported the expense line items should be at 8.33% for the month of May. The following are the percentages:

Road & Bridge - 3.22%

Water-5.12%

Sewer-7.21%

Motor Fuel Tax - 1.8%

High Usage Waivers

No high usage waivers were presented.

Lien Report

Office Manager Passage reported that two liens will be filed if payment is not received by June 17.

214 Hickory $201.67

1353 Second $161.74

She reported that four liens have been filed since January, 2025.

Benedict Bridge Inspection

Engineer Horton reported that he has completed the inspection of Benedict Street Bridge.

The bridge is in good condition, however; there is some deck work that will need to be addressed next fiscal year. He also requested that Superintendent Sutherland remove the brush and debris from the Bridge.

Non MFT Sidewalk Bids

Engineer Horton reported that there was a bid letting at 3:00 pm. today. Four bids were received and opened.

Merc Construction from Wyoming was the low bid. He reported that he has not used Merc Construction, however; has check with other communities and has received a good report regarding their work. He recommended that the bid from Merc Construction be accepted and awarded, subject to confirming the time line to complete the project, to Merc Construction. The consensus of the committee was to seek approval for the bid at the June 9 council meeting.

Drainage White Clover/Hazel

Engineer Horton reported that there would be a cost to survey for drainage improvement including determining if we have the correct elevations and city right-of-way to perform the work requested. He recommended that Superintendent Sutherland check with the property owner to the South regarding the potential of the drainage improvement and check to see what type of easement is on the property to determine if the project is feasible. Office Manager Passage advised that this project is not a budgeted project and the budget should be checked to determine that there are sufficient funds available.

Azbell Road Improvement

Superintendent Sutherland is to obtain a quote for grading. Engineer Horton advised he has received. one A2 surface quote from UCM. Preventative Maintenance (Advanced Asphalt sister company) has not responded. The quote from UCM was in the amount of $44,623.44. Office Manager Passage advised this is one improvement is in the Road & Bridge priority one project Street Overlay/Curb Improvement and the project total was $234,000 which included several improvements. The estimated amount for Azbell Road Improvement within the project total was only $38,000. The consensus of the committee was to defer this improvement to a later date to determine if the other projects come in under their estimates, therefore creating additional funds to do the Azbell Road Improvement.

Project Update

Engineer Horton

Engineer Horton gave the following updates:

Cloverdale Mill and Overlay

Plans are on the IDOT June 13, 2025, letting. An invoice from Fehr Graham in the amount of $10,009.50 has been received for engineering services for this project and is recommended for payment. The consensus of the committee was to present the invoice to council June 9 for approval.

Cloverdale Inlet Repairs

Engbrecht Concrete is working on repair of 4 inlets along Cloverdale.

Bradley Drainage Project

GA Rich is proceeding with manholes and piping for the project.

Tri-County Regional Planning Commission Additional Funding Update

No update on money request sent to Tri-County Regional Planning Commission.

Riversound 7 Development

Engineer Horton will follow up on completion of punch list items prior to reducing Letter of Credit.

MFT Paving and MFT Spray Patching

IDOT awaiting signatures on paving contract to advertise. Engineer Horton stated he continues to send email regarding the status however; they are understaffed and cannot get this on the letting.

Utility Structure Risers

Ordered risers for overlay work

Cemetery Paving

Engineer Horton advised the public works committee that Paving of roundabout area and stubs in the cemetery should proceed. Engineer will work with asphalt low bidder. This project is funded in the General Fund as a priority one - Cemetery Project, therefore; this project will go through the Cemetery & Parks Committee.

OLD BUSINESS

New Development Sycamore Trails - see report above (Sycamore Springs Duplexes) -

Office Manager Passage reported that the Plan Commission met on June 3 regarding this development. They discussed the requirements that may be needed. She advised that the plan commission has not submitted their full recommendation. This will be brought back when the recommendation is received. Roadways/Shore Acres - Superintendent Sutherland will contact Kevin Yates to attend a future meeting for further discussion.

SUMMARY

Council Agenda Items - Approve - Sidewalk Program Application

Approve - Invoice - Fehr Graham - Cloverdale Project Engineering Approve Non MFT Sidewalk Bid

Chairperson Action - nothing

There being no further business the meeting adjourned at 5:47 p.m.

https://cms9files.revize.com/chillicothe/06.04.2025%20public%20works.pdf