Peoria Standard

City of Chillicothe Public Works Committee met Sept. 3.

Here are the minutes provided by the committee:

The public works committee met on September 3, 2025 at 4:30 p.m. in the council chambers at city hall.

Present in Person: Chairman Sharp, Alderperson Semtner, Mayor Hughes

Also present In Person: Alderperson Connor, Superintendent Sutherland, Engineer Harken, Office Manager Passage

Absent: Alderperson Cantwell

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

Public Comment

Rebecca Hawkins 301 Maple - Addressed the committee regarding Chapter 18 Buildings and Building Regulations. She asked if the code was current and there were no changes. Office Manager Passage advised the committee that the code was current with what has been adopted.

Richard Witte -648 Truitt - Addressed the committee regarding his high usage waiver and questioned how much would his September water bill would cost.

Purpose

Budget Review

Superintendent Sutherland reported budget totals should be at 33.32% or less:

Road & Bridge 14.18%

Water 21.09%

Sewer 26.52%

High Usage Waivers

Office Manager Passage advised she had received two high usage waivers:

1. Richard Witte 648 Truitt. Per Superintendent Sutherlands review the water went back through the system therefore; it does not qualify for a waiver. Chairman Sharp advised the city can not waive due to the policy.

2. Valerie Kaeding 1505 Finney - The owner was not present. Superintendent Sutherland advised that this High Usage Waiver would be addressed at the next public works meeting.

Lien Report

Office Manager Passage reported that one lien will be filed for 1722 Logan if the bill is not paid by September 10. The amount due is $113.64.

Sidewalk Program 25-26

Office Manager Passage advised the committee one sidewalk application was received from Matt Chapman and there was insufficient information to process. Superintendent Sutherland is working with Mr. Chapman to obtain the needed information and will bring it back to the next public works meeting.

City Parking Lot Between Chestnut & Pine

Alderperson Semtner explained the situation regarding semi-trucks parking in the parking lot. Superintendent Sutherland advised that the railroad right of way in that area was four feet from the center of the tracks for each side. Alderperson Semtner recommended that this be referred to the City attorney to draft an ordinance prohibiting the semi-trucks. Alderperson Connor requested that we have the attorney address any other recreational vehicles or other potential concerns as it relates to public parking in a parking lot. Office Manager Passage questioned if this would be for all city owned parking lots. The consensus of the committee was to bring this to council September 8 to refer to the attorney to draft an ordinance.

Engineering Agreement - Fehr Graham

Engineer Harken presented a revised 2025-2026 Engineering Master Service Contract. Office Manager Passage stated there were a couple areas that need changed. The consensus of the committee was to have Engineer Harken address the requested changes and bring back to committee.

Invoice Merc - Sidewalks

Engineer Harken advised the project is complete and he is reviewing the invoice and will bring to the next public works meeting.

PROJECT UPDATES

Cloverdale Mill and Overlay

Construction is underway. Milling, paving and shoulder work have all been completed. Striping is being done this week and UCM should be done and off site by September 5th.

Cloverdale Inlet Repairs

Engbrecht Concrete completed repair of 4 inlets along Cloverdale prior to Mill and Overlay work.

Bradley Drainage Project

GA Rich is making progress on the new storm pipe installation and is currently at the intersection of Bradley and Elm. After the inlets are connected at this intersection, GA Rich will be done with the storm sewer installation. Trench paving and sidewalk restoration is scheduled for later this week or early next week. Pay requests have been submitted, but additional information is needed for processing. Engineer is working with GA Rich to compile the necessary information.

Here is a summary of the contract amounts with changes to date:

Base Bid #1: $603,371.00

COR-001: -$49,181.00

COR-002: $40,691.13

Total Change: -$8,489.87 (credit)

Current Contract Amount: $594,881.13

Base Bid # 2: $283,777.00

COR-001: -$16,425.00

COR-003: $31,302.51

Total Change: -$14,877.51 (credit)

Current Contract Amount: $298,654.51

MFT Paving

Advanced Asphalt has completed work on Evergreen, Benedict and they are the working on Santa Fe (Walnut to Truitt). They moved to a different job for the rest of this week and will be back to finish the remaining locations next week.

NON MFT Paving, Curb, and Sidewalks

MERC Construction completed work on sidewalks. They have submitted a final pay request. It is currently under review by Engineer.

Advanced Asphalt is scheduled to complete the patch work the week of September 8th.

Azbell Improvements

Engineer has received two quotes (UCM and Pavement Maintenance). Holding on this until we know what dollars we have remaining.

Riversound 7

A temporary detention basin was installed to help with the flooding issues. No firm consensus has been reached with the developers on how to permanently resolve the issue. Engineer to follow up with Austin Engineers.

Next Development

No new update. From last month - Sam Lahood of Austin Engineers also discussed the next development south of Cloverdale. They would like to extend Riverbirch Drive up to Presley

Street. They do understand that they will need to incorporate detention basins for drainage in future developments. They understand they will need to submit a revised order of construction, but they plan to use one of the lots for detention and not redo the plat.

IDOT Coordination at Hillcrest (Kroger)

Engineer Horton reached out to IDOT and summarized it in an email. IDOT has not responded. Engineer Harken will follow up.

Superintendent Sutherland Reported:

There was an accident and a citizen hit a fire hydrant. He presented an invoice from Core Main in the amount of $5,581.27, payable from the Water/Sewer Fund and requested that it be presented to council for approval. Office Manager Passage advised that she will submit it to the insurance. The consensus of the committee was to present the invoice at the September 8 council meeting for approval.

OLD BUSINESS

Roadways/Shore Acres - Nothing to report

SUMMARY

Council Agenda Items - Refer - City Attorney Draft Ordinance - Parking in City owned Parking Lots

Approve - Invoice Core Main - Fire Hydrant Repair

Chairperson Action - nothing

There being no further business the meeting adjourned at 5:22 p.m.

https://cms9files.revize.com/chillicothe/09.03.2025%20public%20works.pdf?t=202509150805160&t=202509150805160