Peoria Standard

City of Chillicothe Public Works Committee met July 9.

Here are the minutes provided by the committee:

The public works committee met on July 9, 2025 at 4:30 p.m. in the council chambers at city hall.

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

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

Jeff Anderson Memorial Commission/VFW - Addressed the committee regarding the installation of a shed in the right of way and the removal of the fence at the Veterans Triangle.

Marshall Poff Memorial Commission/VFW - Did not Speak

Cliff Lee Memorial Commission/VFW - Did not Speak

Wendy Merdian - Addressed the committee asking what she can do to help to get the word out regarding what flushing of wipes do to the sewer system. Superintendent Sutherland explained how flushing wipes affect the sewer system. Alderperson White stated that he would talk to the someone with the Voice to see about place a notice in the paper. A discussion was held regarding placing a notice on the water bill. Office Manager Passage stated that there is limited space, however; the Superintendent could submit a statement and we would work to see if we can place it on the water bill. Purpose

Veteran's Memorial Triangle - Shed

The consensus of the committee was to move this agenda item to the front of the meeting. Superintendent Sutherland reported that he has received the application for construction in the right of way from the veteran's memorial commission. A discuss was held regarding if an agreement is necessary with the memorial commission regarding allowing a structure in the right of way so the city is not held responsible should something happen. Alderperson White stated that the structure was going to built on blocks so it could be moved. The committee was also advised that the memorial commission has asked that all fees be waived. The cost for the building permit is $140.00 and the cost for the construction in right of way is $100.00. After discussion it was the consensus of the committee to bring the request to the city council on July 14.

Budget Review

Superintendent Sutherland reported the budget line items should be at 16.66%. Below are the following expense percentages:

Road & Bridge 5.86%

MFT 2.18%

Water Department 9.49%

Sewer Department 13.39%

High Usage Waivers

One high usage waiver was received from Debby Dusten-Taylor owner of 435 Wilmot. Superintendent Sutherland reported that the meter base cracked and Mike from Lawsons replaced it with a new brass meter base. The home owner was not present; therefore, no further discussion was held.

Lien Report

Nothing to report

Sidewalk Program 25-26

Office Manager Passage advised the committee two Sidewalk applications were received. Bryan Wilson 1141 Chestnut Ct. lowest proposal was $2,664.00. City Share would be $2,000.00. Laurel Siemers 1207 Finney lowest proposal was $1,900.00. City Share would be $1,520.00

The balance in the program as of 6/23/25 is $10,928.00. The consensus of the committee was to present the applications to the council for approval at the July 14 council meeting.

Drainage White Clover/Hazel

Superintendent Sutherland reported that he will address this issue in the fall and recommended that it be removed from the agenda.

Louise Street - Boar Water Line

Superintendent Sutherland reported that a water line on Louise Street needs replaced. He

recommended that instead of tearing up the street he would like to have the line bored. He obtained two costs one from GA Rich for $4,391.00 and one from Hoer Construction for $2,500.00. This was an emergency fix due to the amount of water being lost. The repair has been completed. The cost will come from the Water/Sewer Fund.

Tree Removal

Superintendent Sutherland reported that there is a tree in the city parking lot behind Owen's Design that needs removed or trimmed. The cost to remove would be $2,000.00 and to trim is $500.00. The consensus of the committee was to have the tree trimmed. Superintendent Sutherland stated that he has 10 trees to be removed from various locations. A discussion was held regarding the tree trimming company being required to have work comp insurance and provide a certificate of coverage to the city. He advised that he has contacted the following:

New View

Will provide Work Comp certificate if they get the job. Cost $19,100.00 includes trimming the sycamore tree.

Sunshine Tree Does not have Work Comp Cost $15,700.00

Phillip & Son's Has Work Comp No cost provided

After discussion, it was the consensus of the committee to require the work comp and provide a certificate of insurance and to recommend approval of the proposal from New View Tree Service at a cost of $19,100.00 at the July 14 council meeting.

Bids - MFT Overlay

Engineer Horton reported that two bids were received as follows:

Project Bids were taken on June 25, 2025. We received two bids as follows:

United Contractors Midwest $489,405.00

Advanced Asphalt Company $286,879.50

He recommended that the council accept and award the bid to Advanced Asphalt.

The consensus of the committee was to seek approval to award the bid to Advance Asphalt at the July 14 council meeting.

IDOT Traffic Signals Agreement

Engineer Horton reported that Mayor Hughes has received a Joint Agreement between the City of Chillicothe and Illinois Department of Transportation along with a funding resolution for the installation of new video detection systems, battery backup systems, and CCTW cameras. The estimated cost for the city to participate is $3,449.00 and the maximum cost shall not exceed $4,300.00.

Engineer Horton stated he has reached out to IDOT however; has not had a response and recommended this be deferred to the next public works meeting. The consensus of the committee was to hold till the next public works meeting and have Engineer Horton contact IDOT again.

PROJECT UPDATES

Engineer Horton reported the following:

Cloverdale Mill and Overlay

IDOT has been informed to proceed with low bidder R.A. Cullinan and Son for $405,578.26. Cloverdale Inlet Repairs

Engbrecht Concrete is complete with repair of 4 inlets along Cloverdale. Material needs to be added around the concrete aprons prior to the mill and overlay project.

Bradley Drainage Project

GA Rich has been on hold pending approval of a change order for working around three water lines in Base Bid 1. Last week we reached agreement on the price for changing the storm sewer to water main quality under two of them and casing the 6" water main for the third location. GA Rich planned to start back on the project this week.

Regarding the open change orders the following are the adjustments based on the changes:

Base Bid #1: $603,371.00

COR-001: -$49,181.00

COR-002: $40,691.13

Total Change: -$8,489.87

Base Bid # 2: $283,777.00

COR-001: -$16,425.00

COR-003: $ pending negotiations

Total Change: -$16,425.00

Tri-County Regional Planning Commission Additional Funding Update

Funding awards will come out with the IDOT upcoming funding plan

MFT Paving

Project was awarded to Advanced Asphalt - working on contracts.

MFT Spray Patching

Finalizing the submittal to IDOT

NON MFT Paving, Curb, and Sidewalks

Merce Construction is continuing work on sidewalks.

Azbell Road Improvement

Engineer Horton has received two quotes (UCM and Pavement Maintenance). This project will be on hold until it is determined if sufficient funding is available.

OLD BUSINESS

Roadways/Shore Acres - Nothing to report

SUMMARY

Council Agenda Items - Approve - Sidewalk Program Applications

Approve - Construction in Right of Way - Memorial Commission/VFW

Approve Request to Waive Fees Memorial Commission/VFW

Approve - Proposal New View - Tree Removal/Trimming

Approve - Bids MFT Overlay

Chairperson Action - nothing

There being no further business the meeting adjourned at 5:40 p.m.

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