Peoria Standard

City of Chillicothe Public Works Committee met June 18.

Here are the minutes provided by the committee:

The public works committee met on June 18, 2025 at 4:30 p.m. in the council chambers at city hall.

Present in Person: Chairman Sharp, Alderperson T. White,

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

Austin Carter-Potter - 504 Hillcrest was present to discuss the High Usage Waiver

Purpose

High Usage Waivers

Office Manager Passage advised the committee that one high usage waive was received from Austin Carter-Potter 504 Hillcrest. The request is for a waiver for usage between 5-2-2025 and 6-3- 2025. The reason for the usage was the meter was leaking in a crawl space.

Superintendent Sutherland explained the base of the meter was leaking, therefore; the reason for the high usage of water was because of faulty equipment and recommended that all of the excess water be waived. He advised that the meter has been replaced. Office Manager Passage explained that typically the city would only waive 40% of the excess, however; due to the reason being faulty equipment, the committee could consider removing the bill in its entirety and only give an average usage bill. Austin Carter-Potter requested that he be granted a waiver for all excess usage. The consensus of the committee was to instruct the office manager to remove the bill and re-issue a bill for average usage due to faulty equipment.

Lien Report

Nothing to report

Sidewalk Program 25-26

Office Manager Passage advised the committee one Sidewalk application was received.

Brett Shatto 1420 Logan city share is $1,920.00. The consensus of the committee was to present the application at the June 23 council meeting for approval.

Drainage White Clover/Hazel

Superintendent Sutherland reported that the drainage ditch across Cloverdale from White Clover was not deep enough to handle the drainage. He advised that he will look at other options for said area and report back to the committee.

New Development Sycamore Trails - (Sycamore Springs Duplexes) -

Office Manager Passage advised the committee that Roxanne Ibe, developer sent an email stating that they did a financial model for this and it is not economical to do the project at this time.

Tree Removal

Superintendent Sutherland reported that he is checking into the insurance requirements along with the requirement to have worker's compensation. He would also like to obtain another proposal, therefore; would like to withdraw this topic and bring it back at a later date. Office Manager Passage reported that she reached out to Illinois Municipal League Risk Management, per Superintendent Sutherlands request, regarding insurance and they responded as follows:

Anytime you hire a contractor to do work for the City, you should require them to provide liability insurance in an amount not less than $1 million per occurrence/$2 million aggregate naming the City additional insured by endorsement and proof of statutorily required workers' compensation coverage. If the contractor is in business for themselves and does not have any employees, workers' compensation coverage is not statutorily required, but they and the City should understand that they are not a City employee and therefore not eligible for workers' compensation benefits under the City.

Project Update

Engineer Horton reported the following:

Non MFT Sidewalk Bid

The contract has been signed by Merc Construction and they are preparing to start work on the sidewalks soon.

Azbell Road Improvement

He will proceed with obtaining some quotes for budget purposes.

Cloverdale Mill and Overlay

IDOT held the bid letting and two bids were received for this project

RA Cullinan and Son $405,578.26

Advanced Asphalt $426,436.14

He recommended that this be placed on the council agenda for June 23 to seek approval and award the contract through IDOT to the lowest bidder. The cost to the city would be 20%. The consensus of the committee was to seek approval at the June 23 council meeting.

Cloverdale Inlet Repairs

Engbrecht Concrete is approximately 95% complete

Bradley Drainage Project

He reported that the contractor has ran into some utilities that are deeper than anticipated, when installing the drainage pipe and are working to make appropriate adjustments. He explained that Storm Sewers and Sewers must have an 18" separation from water pipes.

Tri-County Regional Planning Commission Additional Funding Update

He reported that he worked with Amanda Beadles to submit a grant through Tri-County for sidewalk inventory and analysis. The grant was submitted for $65,000.00 with no city match. The city scored second highest out of the four submissions. He explained that due to money constraints Tri-County advised that the city may receive $55,000.00 instead of $65,000 which would then require a city participation of $10,000.00. This is going through Economic Development as it is a grant.

MFT Paving and MFT Spray Patching

IDOT has set a June 25 bid letting date for this project.

Verizon Lease

He advised that Superintendent Sutherland received an email from Justin Castello, Verizon asking to acknowledge, by signing the attached letter information regarding the tower site. (see attached). After discussion, Superintendent Sutherland advised that he would reach out to Verizon to discuss the information they are requesting.

Superintendent Sutherland reported the following:

Cutright Well

He reported that cutright well will be going on line.

CCR Report

He reported that he was advised by the Illinois Environment Protection Agency that the CCR report that he filed had a deficiency. The deficiency sited was incorrect Lead and Copper Ranges. He has corrected the CCR report and will submit a revised copy to the City Clerk to present to the Council. He will then follow up with the Illinois Environment Protection Agency with their requirements regarding the corrected CCR report.

OLD BUSINESS

Roadways/Shore Acres - Nothing to report

SUMMARY

Council Agenda Items - Approve - Sidewalk Program Application

- Approve - Cloverdale/Milling Contract through IDOT

Chairperson Action - nothing

There being no further business the meeting adjourned at 5:23 p.m.

https://cms9files.revize.com/chillicothe/06.18.2025%20public%20works.pdf