MINUTES

PUBLIC WORKS COMMITTEE
MINUTES OF APRIL 8, 2008

#1 CALL TO ORDER
Chairman Michael Puhr called the meeting of the Public Works Committee to order at 6:05 p.m.

Roll Call was answered by Chairman Mike Puhr, Vice Chairman Rick Strebing, Aldermen Jon Cooper, Steve Foster, Bill Gilbert, and Tommie Reed. Absent was Alderman Terry Baldwin. A quorum was present.

Others Present were Mayor Scott Eisenhauer, Aldermen Jerry Askren, Lois Cooper, and Nancy O’Kane, City Attorney Dave Wesner, City Clerk Janet Myers, City Comptroller Gayle Brandon, City Engineer David Schnelle, Public Transportation Director Richard Brazda, Public Works Director Doug Ahrens, 9 audience members, and 3 news media.

#2 APPROVAL OF MINUTES
Chairman Puhr presented the Minutes of the regular meeting of March 11, 2008, and special meetings of February 19, 2008, and March 18, 2008. Alderman Reed moved for approval as presented, seconded by Alderman Gilbert. On the voice vote, all ayes, no nays; the motion so ordered.

#3 APPROVAL OF AGENDA
Chairman Puhr presented the agenda and added a resolution authorizing a Loan from Working Cash to Capital Improvement Fund as Item #10-K and moved Items of Information to #10-L. He also corrected Agenda Item #10-J to read: “Vacating a North-South Alleyway in the 700 Block of Columbia between Grant Street and Chandler Street”. There being no further changes, Alderman Foster moved for approval as amended, seconded by Alderman Reed. On the voice vote, all ayes, no nays; the motion so ordered.

#4 AUDIENCE COMMENTS
Ed Strahl commended the Streets crew for the work on the roads and for doing more with less. He then chastised those Aldermen who voted to return the nine firefighter positions to the budget.

#5 CHAIRMAN’S COMMENTS
Chairman Puhr addressed Mr. Strahl’s comments by stating all Aldermen care about the community but all have different views and opinions. He clarified there are no revenues from property taxes going to the General Fund for salaries for any employee.

#6 CLOSED SESSION was not needed.

Chairman Puhr presented Items 7 & 8 for a single vote. There being no objections, Alderman Strebing moved for approval of both items, seconded by Alderman Reed. Those items being:
#7 PAYROLL for April 4, 2008, of $60,442.60; and
#8 SCHEDULE OF VOUCHERS PAYABLE, having been published, posted, and distributed, for April 8, 2008, of $238,193.22;
There being no questions, the roll call vote being:
Ayes: Aldermen J.Cooper, Foster, Gilbert, Reed, Strebing, Puhr
Nays: None
Absent: Alderman Baldwin
Motion carried 6 to 0 with 1 absent.

#9 PUBLIC TRANSPORTATION – Dick Brazda, Director
A-1) Monthly Recap for March 2008
The Summary and Graph of Ridership by Month, a Table of Ridership by Route, Summaries of Farebox and Ticket Revenue and Total Revenues for FY 2008, a Summary of ADA Rides provided by CRIS, and a Report of JARC Ridership were presented. Director Brazda reported an increase in ridership of 3% over last March with an early spring break, discounted senior rides, and Ag Day at Danville Area Community College. JARC was up 15%-20% over last year.

#10 PUBLIC WORKS – Doug Ahrens, Director
A) Chairman Puhr presented a resolution awarding Bid #359 for the Holiday Hills Sanitary Sewer Replacement Improvement to low bidder Stark Excavating in the amount of $976,596.20, to come from Sanitary Sewer Replacement Fund. Alderman Strebing moved to dispense with the reading and asked for approval, seconded by Alderman Reed. Director Ahrens explained additional language will be needed to amend the Sanitary Sewer budget to increase Infrastructure Improvements line item by $525,000.00, to come from the Sanitary Sewer Reserve. It was stated two studies were performed along the Bowman Avenue Corridor to evaluate existing service as well as new potential development to the North. The sewer line will be increased in capacity along the entire line from the Bowman Street interceptor to Winter Avenue. Chairman Puhr clarified funding for this project comes from sewer charges paid by residents to the City. There being no further discussion, the roll call vote being:
Ayes: Aldermen J.Cooper, Foster, Gilbert, Reed, Strebing, Puhr
Nays: None
Absent: Alderman Baldwin
Motion carried 6 to 0 with 1 absent.

B) Chairman Puhr presented a resolution authorizing the construction of a Sign Shop for the Public Works Facility, to award Change Order #2 to McDowell Builders, Inc., who was originally awarded Bid #353, and to increase the Purchase Order by $37,000.00, to come from the 2007 Bond Issue for Public Works Facility. Alderman Strebing moved for approval, seconded by Alderman Reed. Director Ahrens highlighted options that were looked at and the decision to have masonry construction was more economical. Plans are to have an automated sign system. There being no further discussion, the roll call vote being:
Ayes: Aldermen Foster, Gilbert, Reed, Strebing, Puhr
Nays: Alderman J.Cooper
Absent: Alderman Baldwin
Motion carried 5 to 1 with 1 absent.

C) Chairman Puhr presented a resolution authorizing Professional Services for Project Coordination and Monitoring of certain Asbestos Abatement Projects and issuing a Purchase Order to Analytical Design Group in the amount of $30,000.00, to come from Blight Removal line item in Capital Improvement Fund. Alderman Gilbert moved for approval, seconded by Alderman Foster. Director Ahrens stated this includes costs for actual monitoring of the abatement activities on six properties already approved for demolition and also for the design, project management, and monitoring of the asbestos abatement of 1305 E. Fairchild. There being no discussion, the roll call vote being:
Ayes: Aldermen Gilbert, Reed, Strebing, J.Cooper, Foster, Puhr
Nays: None
Absent: Alderman Baldwin
Motion carried 6 to 0 with 1 absent.

D) Chairman Puhr presented a resolution awarding Bid #364 for a pull-behind brush chipper from Vermeer Sales and Service of Central Illinois, Inc. in the amount of $23,930.00 that includes trade-in of an existing Vermeer Model 935 unit with over 2,000 hours. Alderman Strebing moved for approval, seconded by Alderman Reed. Director Ahrens stated the type of equipment offered, the higher trade-in value, and the satisfaction with Vermeer and its products offset the $370.00 difference from the lowest bidder. This equipment will be used by various staff during alley cleanup and clearing of brush in various areas. It was also stated chips and compost are offered for sale at the yardwaste site. There being no further discussion, the roll call vote being:
Ayes: Aldermen Reed, Strebing, J.Cooper, Foster, Gilbert, Puhr
Nays: None
Absent: Alderman Baldwin
Motion carried 6 to 0 with 1 absent.

E) Chairman Puhr presented a resolution authorizing a budget amendment in the FY 2007-2008 Streets Division Budget to increase MFT Reimbursement by $45,000.00 and increase Salaries by $45,000.00, to come from Motor Fuel Tax Funds. Alderman Strebing moved for approval, seconded by Alderman Reed. Director Ahrens stated the transfer is due to reimbursement from MFT to offset personnel expenses for projects being done by Engineering staff. There being no discussion, the roll call vote being:
Ayes: Aldermen Strebing, J.Cooper, Foster, Gilbert, Reed, Puhr
Nays: None
Absent: Alderman Baldwin
Motion carried 6 to 0 with 1 absent.

F) Chairman Puhr presented a resolution authorizing a transfer of no more than $45,000.00 from General Fund Reserve to Motor Vehicle Parking System Fund. Alderman Strebing moved for approval, seconded by Alderman Reed. Director Ahrens stated due to the costs associated with the repair of the stairwells, inspection of the garage ramp, and the study of traffic plans at the garage, plus the decease in revenue due to the closure of the stairwell for several months, the MVPS Fund Reserve has been depleted. Director Ahrens stated modifications continue to be made with the System to maintain a break-even service to the downtown business area, including elimination of one position last year. Future plans are to convert to 2-way traffic at the garage to eliminate the use of the ramp. There being no further discussion, the roll call vote being:
Ayes: Aldermen Foster, Gilbert, Reed, Strebing, Puhr
Nays: Alderman J.Cooper
Absent: Alderman Baldwin
Motion carried 5 to 1 with 1 absent.

G) Chairman Puhr presented a resolution awarding Bid #363 for construction and installation of fencing at the Municipal Pool to low bidder SK Fence Co. of Champaign in the amount of $37,501.00. Alderman Strebing moved for approval, seconded by Alderman Reed. Director Ahrens stated this is part of the AMBUCS Sprayground for Everyone Project. Additional improvements will include sidewalk improvements, the reconstruction of the admissions and parking areas, and landscaping. The Alternates also being part of this bid amount includes Alternate 1: replacement of fencing around the kiddy pool and Alternate 2: fencing to separate the open grassy area from the sprayground area. There being no further questions, the roll call vote being:
Ayes: Aldermen J.Cooper, Foster, Gilbert, Reed, Strebing, Puhr
Nays: None
Absent: Alderman Baldwin
Motion carried 6 to 0 with 1 absent.

H) Chairman Puhr presented an ordinance amending Chapter 93 Garbage pertaining to garbage receptacles and placing garbage for collection. Alderman Strebing moved for approval, seconded by Alderman Gilbert. City Attorney Wesner stated this is an update to accommodate the automated collection system. He stated additional changes to correct the numbering of the sections beginning with 93.09 would be included in the draft sent to Council. Other changes included the type of receptacles being used and placement of the receptacle for collection. It was clarified receptacles are to be stored in a side or rear yard away from the front. To address enforcement concerns, Director Ahrens stated the brochure has been redesigned to provide clearer instructions with pictures. On the first offence, a brochure is left at the residence indicating the problem; the second would include a letter and another brochure; and the third would be a fine. Those with extra items that do not fit into a receptacle are to call the Department and schedule a special pickup, which will typically be on the normal garbage day. If a neighborhood group plans a special cleanup day, the Department will provide a dumpster when notified in advance. Alderman Foster suggested the time for placing garbage out for collection the day before to be 4:00 p.m. instead of 5:30 p.m. to accommodate seniors and winter hours. It was the consensus to change the time to 4:00 p.m. in the final draft. Alderman Foster suggested allowing rental property owners to be allowed to dump in other dumpsters of any of their rental properties. City Attorney Wesner stated a separate amending ordinance is being drafted for this issue at the request of Alderman Brandenburg and will be presented at a future Committee meeting for discussion. There being no further discussion on the motion, the roll call vote being:
Ayes: Aldermen Foster, Gilbert, Reed, Strebing, J.Cooper, Puhr
Nays: None
Absent: Alderman Baldwin
Motion carried 6 to 0 with 1 absent.

I) Chairman Puhr presented an ordinance amending Chapter 116.85 Taxation pertaining to Motor Fuel Tax Funds to allow for such revenue to be deposited into the Infrastructure Development and Improvement Program Fund, effective May 1, 2008. Alderman Strebing moved for approval, seconded by Alderman Foster. Mayor Eisenhauer clarified the amendment was due to creating the new fund to deposit all gasoline tax revenue. There being no discussion, the roll call vote being:
Ayes: Aldermen Gilbert, Reed, Strebing, J.Cooper, Foster, Puhr
Nays: None
Absent: Alderman Baldwin
Motion carried 6 to 0 with 1 absent.

J) Chairman Puhr presented an ordinance vacating a North/South alley adjacent to 713 Columbia between Grant and Chandler for Ernie Jorgenson for $868.00. Alderman Strebing moved for approval, seconded by Alderman Reed. Director Ahrens stated Mr. Jorgenson’s original petition was presented in December; however, he asked for removal of the petition from the Council agenda due to the high price being $3,164.00. After Chapter 30 was amended to eliminate the formula used and to establish a flat rate of $0.40 per square foot, Mr. Jorgenson asked that the petition be resubmitted using the new flat rate. When questions arose regarding an objection voiced at the December Public Hearing from a resident on Chandler, it was stated the alley being vacated is an unimproved alley. There being no further questions, the roll call vote being:
Ayes: Aldermen Reed, J.Cooper, Foster, Gilbert, Puhr
Nays: Alderman Strebing
Absent: Alderman Baldwin
Motion carried 5 to 1 with 1 absent.

K) Chairman Puhr presented a resolution authorizing a loan of up to $37,501.00 from Working Cash Fund
To Capital Improvements Fund for the Fencing Project at the Municipal Pool, to be paid back in 90 days. Alderman Strebing moved for approval, seconded by Alderman Foster. Director Ahrens stated the loan is needed to award the contract for the fencing project during this fiscal year, with funding being included in the 2008-2009 fiscal year Capital Program. There being no discussion, the roll call vote being:
Ayes: Aldermen Strebing, J.Cooper, Foster, Gilbert, Reed, Puhr
Nays: None
Absent: Alderman Baldwin
Motion carried 6 to 0 with 1 absent.

L) Items of Information
L-1) A Presentation was given by Dave Clark and Phil Tegeler with ESI Engineers on the Access Enhancement Study along Route 1. The study is being undertaken through the Danville Area Transportation Study (DATS) Committee since it was determined that safety and access along Route 1 Corridor is of vital importance to developing and improving business. It was clarified the study area is about 17 miles along Route 1 from the very South end of Georgetown to the very North end of Danville. The study looks at any issues that would affect traffic safety, access to businesses, site distances, etc. in an attempt to manage, reduce, and/or enhance the number of access conflict points at intersections. Suggestions will be provided to various municipalities along Route 1 to review and possibly implement using sample ordinances that have been drafted. To address funding possibilities to implement changes, City Engineer Schnelle stated there are state and federal dollars being made available for such projects. After the presentation and questions were addressed, it was stated the next step is a Public Meeting to be scheduled for May.

L-2) Infrastructure Project Update
• Lynch Road Project – Reconstruction has started.
• Main Street Project – Work has taken place with resurfacing to begin in near future.
• Winter Avenue Bridge – The last piece of the bridge foundation is scheduled for tomorrow and next week will begin casting the abutments.
• Bowman Avenue – Grading is taking place and paving is scheduled for Thursday if weather permits.
• Main Street Lighting Project is almost complete.
• Buchanan Street Bridge – The street has already been torn out and work on the bridge is to begin.
• Holiday Hills Sanitary Sewer Project should be starting up by the end of the month.
• Ellsworth Park Boat Ramp – Final approval from the State has been received and construction will begin within a month.
• International Drive – ThyssenKrupp plans to expand and the City will do the road design.
• Voorhees Street Bridge Replacement – A meeting scheduled for April 15 before the Illinois Commerce Commission is likely to be postponed with a desire to reach a stipulated agreement prior to the next meeting.
• Gilbert Street – Asphalt replacement should begin within the next two weeks from Voorhees to Winter Street.
• South Street Railroad Tracks – Word has been received from ICC asking Norfolk Southern for immediate attention.
• Liberty Lane and Voorhees Street Railroad Tracks – Complaints are coming in regarding the temporary work that was performed by the railroad. The intention is to come back for a permanent fix later this year. The City will monitor these sections and file another complaint with ICC to remedy when needed.
• Sanitary Sewer Replacement – Plans are being prepared for a large sewer replacement from Voorhees Street to Columbia between Walnut and Oak.

City Engineer Schnelle handed out information outlining the projects, the engineering staff working on those projects, and design/construction values on each.

Alderman Strebing questioned sidewalks being done in the Tennessee & Delaware area from Main to Utah. City Engineer Schnelle stated the project is being done through the Community Development Block Grant funds in coordination with the Neighborhood Group to tie in with the housing rehabilitation projects in the area.

L-3) Director Ahrens stated the current Gas Franchise Agreement with Ameren expired last month but will continue month to month until negotiations are completed.

L-4) Director Ahrens reported contract negotiations have begun with Laborers International Local 703.

L-5) Director Ahrens stated a need for a special Public Works Committee meeting prior to Council next week to award the bid for Asbestos Abatement Project for 1305 E. Fairchild. There may also be an item for approval with regards to the new Public Works Facility. Chairman Puhr announced a Special Meeting of the Public Works Committee for 5:30 p.m. on Tuesday, April 15, 2008.

L-6) H & L Update - City Engineer Schnelle stated there are no issues to report.

#11 FINANCE DEPARTMENT – Gayle Brandon, Comptroller
A) Chairman Puhr presented a resolution authorizing a budget correction and amendment in the 2007-2008 Sanitary Sewer Fund budget to increase Sewer Service Charges and Billing and Collection Services line items both by $235,000.00. Alderman Strebing moved for approval, seconded by Alderman Foster. Comptroller Brandon stated an error occurred prior to the printing of the budget that left the figures out. This action was requested by the auditors to reflect the budget figures. Alderman J.Cooper questioned the status of the amount Aqua Illinois owes the City as well as the City taking over billing and collection. Director Ahrens reported Aqua has paid the City the amount they feel they owe and information is still being looked. Mayor Eisenhauer stated the City has not issued a notice to Aqua to take over the services as staff is still evaluating all options to determine what is in the best interest of the City and its residents. There being no discussion on the motion, the roll call vote being:
Ayes: Aldermen J.Cooper, Foster, Gilbert, Reed, Puhr
Nays: Alderman Strebing
Absent: Alderman Baldwin
Motion carried 5 to 1 with 1 absent.

B) Chairman Puhr presented a resolution authorizing a budget correction in the 2007-2008 Fire Department Budget to correct page 3, Fire Department-Revenues to be $1,729,176.00; page 18, #46-000 Total Revenues to be $1,729,176.00; and page 60, #001-022-46100 Fire Pension Levy to be $1,590,311.00. Alderman Strebing moved for approval, seconded by Alderman Reed. Comptroller Brandon stated a formula was inadvertently changed in the budget spreadsheet prior to printing. The amount shown on page 58, Personnel Expenditures-#51012-Fire Pension of $1,590,311.00 is correct. A corrected budget will be printed and placed in the archives for future reference. There being no discussion, the roll call vote being:
Ayes: Aldermen Foster, Gilbert, Reed, Strebing, Puhr
Nays: None
Absent: Alderman Baldwin
Motion carried 6 to 0 with 1 absent.

C) Items of Information
C-1) Fourth Draft of 2008-2009 Budget
Mayor Eisenhauer presented a draft budget dated 04/03/08 showing a total budget of $38,775,346.00. With the desire of the Council to include expenses for nine firefighters that were previously excluded from the budget, other reductions totaling $327,644.00 were made to present a balanced budget. It was stated a committee will be formed soon as requested by the Firefighters. To address concerns about funding of Renaissance, Mayor Eisenhauer stated the group is reorganizing with the new director on board and they will be monitored on their progress prior to funding being received. Alderman J.Cooper questioned the need for a municipal band and Mayor Eisenhauer stated funding has been cut in half over the last few years and the money is well spent when there are 500-600 residents in attendance on a weekly basis. This budget is on display and a final vote by the Council will take place on Tuesday, April 15, 2008.

#12 COMMITTEE MEMBERS’ COMMENTS
• Alderman Strebing announced the Vermilion Heights Neighborhood Group has been formed and will have their first meeting on April 21, 2008, at 6:00 p.m. at Crosspoint.
• Comptroller Brandon stated she will have some budget amendments to present during the special Public Works Committee meeting next week so that final action can take place during Council.

#13 ADJOURNMENT
There being no further business to discuss and after a motion by Alderman Strebing and a second by Alderman Reed, the meeting was adjourned at 8:05 p.m.

Date Approved: 05/13/08
Date Posted Publicly: 05/14/08 Janet K. Myers, City Clerk