MINUTES

PUBLIC WORKS COMMITTEE
MINUTES OF JANUARY 8, 2008


#1 CALL TO ORDER
Chairman Michael Puhr called the meeting of the Public Works Committee to order at 6:00 p.m.

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

Others Present were Mayor Scott Eisenhauer, Aldermen Lois Cooper and Nancy O’Kane, City Clerk Janet Myers, Finance Office Manager/Revenue Clerk Amie Thompson, Public Transportation Director Richard Brazda, Public Works Director Doug Ahrens, Superintendent of Solid Waste and Fleet Maintenance Carl Carpenter, 8 audience members and 4 news media.

#2 APPROVAL OF MINUTES
Chairman Puhr presented the Minutes of the regular meeting of December 11, 2007, and special meeting of December 18, 2007. Alderman Reed moved for approval, seconded by Alderman Strebing. 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 an Engineering Agreement for Pump Stations as Item #10-C, moving Item C to D and D to E. There being no further changes, Alderman Reed moved for approval as amended, seconded by Alderman J.Cooper. On the voice vote, all ayes, no nays; the motion so ordered.

#4 AUDIENCE COMMENTS
Terry Moreman, 20 Prospect Place, owner of several rental properties, voiced concern with the proposal to bill owners for sewer and garbage instead of the person incurring the charges and is opposed to the City taking over the billing and collection. Any problems he has had with the current billing have been resolved by Mr. Cahill at Aqua Illinois Water Company.

#5 CHAIRMAN’S COMMENTS – None
#6 CLOSED SESSION – was not needed.

Chairman Puhr presented Items 7 & 8 for a single vote. There being no objections, Alderman Reed moved for approval of both items, seconded by Alderman Baldwin. Those items being:
#7 PAYROLL for January 4, 2008, of $467,022.40;
#8 SCHEDULE OF VOUCHERS PAYABLE, having been published, posted, and distributed, for January 8, 2008, of $121,765.75 and a Special Voucher for January 8, 2008, $2,096.82;
There being no questions, the roll call vote being:
Ayes: Aldermen J.Cooper, Foster, Gilbert, Reed, Strebing, Baldwin, Puhr
Nays: None
Motion carried 7 to 0.

#9 PUBLIC TRANSPORTATION – Dick Brazda, Director
A-1) Monthly Recap for December 2007
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 ridership on weekdays for the JARC services for the first six months of the fiscal year is up significantly by 33% over last year.


#10 PUBLIC WORKS – Doug Ahrens, Director
A) Chairman Puhr presented a resolution authorizing the City Comptroller to borrow up to $2,000,000.00 for a Cash Flow Line of Credit for Motor Fuel Tax (MFT) Fund to pay for current and upcoming projects, to be repaid through State MFT reimbursement. Alderman Strebing moved for approval, seconded by Alderman Reed. Director Ahrens stated due to the volume and scope of projects and to insufficient funds and/or reserves currently available in the MFT Fund, there is a need to request a Cash Flow Line of Credit. Alderman Baldwin questioned what projects this would include and it was stated Winter Avenue and Voorhees Street Bridge for sure and possibly the Fairchild Street Subway. Alderman Foster questioned reimbursement and it was stated the State’s reimbursement for MFT projects are very close to being on time. Director Ahrens also clarified the Line of Credit will continue until MFT reserves can be established again. There being no further discussion, the roll call vote being:
Ayes: Aldermen Foster, Gilbert, Reed, Strebing, Baldwin, J.Cooper, Puhr
Nays: None
Motion carried 7 to 0.

B) Chairman Puhr presented a resolution approving the Termination of Agreements with Aqua Illinois Water Company regarding Service Fee Billing and Collections and the implementation of an in-house Billing and Collection System for Sanitary Sewer and Solid Waste Enterprise Funds, with property owners being responsible for payment of both service fees and Sanitary Sewer billing changed from water-based system to a tiered flat rate system for residential and small business accounts. Alderman Strebing moved for approval, seconded by Alderman Foster. Director Ahrens introduced Tim Cahill and Steve Wegman who were present to address questions on behalf of Aqua. He then explained the various issues citizens and the City have been dealing with since April 2007 due to the change in computer software system used by Aqua and the elimination of the local billing and customer service. The significant problem for the City is the lack of financial reporting and accountability from Aqua that affects the Solid Waste Fund and Sanitary Sewer Fund budgets. Staff has had to delay purchasing various pieces of equipment due to insufficient funds available. There is also a discrepancy of between 500 and 700 accounts that have not been billed and a $2.00 increase in solid waste fees in May that has not been remitted to the City, which revenue was anticipated in the current budget. Tim Cahill acknowledged the problems in providing reports and stated the system was not engineered to handle the breakdown of separate accounts as in the City’s Sewer and Solid Waste accounts. Staff is continuing to work on resolving the issue and if given an additional 90 days, as requested by Tom Bruns, Vice President and Regional Manager of Aquas Vermilion and Indianapolis Divisions, they should have it corrected. He also stated most problems residents have had regarding their billing have been resolved and that many have been exaggerated. Director Ahrens responded to Aqua’s request for postponement for 90 days by stating the issues should have been resolved months ago and now budgets are being formulated for approval before 90 days. He presented a proposal for the City to administer a billing and collection system through the Finance Department. Billings would continue monthly and would be based on property ownership regardless of occupant. Residential customers would be billed on a pre-determined tiered-flat rate for sewer with some type of discount for senior citizens, as determined by County property tax records. Business accounts and buildings with four or more units would remain on the current formula-based system. The start up costs are anticipated to be around $106,000.00, with ongoing costs of approximately $245,000.00 a year. Alderman J.Cooper voiced concern with the water company not responding to various requests from the City for information in a timely fashion. Alderman Foster reported several phone calls from constituents asking for the City to take over the billing and collection and feels an additional 90 days is too long. Alderman Baldwin voiced concern with the City taking over the system and suggested the amount needed for the operation of both funds be placed on property taxes. However, Director Ahrens stated it would require a significant increase in the tax levy to generate $5 million. With the flat rate user fee, owners would be able to determine the yearly cost and incorporate it into rent/lease payments. Alderman Strebing stated the billing problems have gone on long enough and his constituents want a change. So even though he is against billing property owners, he will support in-house billing and collections and a special rate for seniors. During discussion it was clarified that if this resolution is passed, it will begin the process of notification to Aqua Illinois. Further study would continue and all options would be reviewed. If it still appears in-house collection is the best approach, equipment would be identified, plans for establishment and implementation would be presented, and other documents would be forthcoming regarding such issues as a proposed fee schedule. Alderman O’Kane questioned the ability for water shut off if the City took over billing and collections and it was stated this would need to be researched by Legal Staff. Alderman L.Cooper agreed the water company has taken too long in resolving the reporting and accountability issues and questioned the need for three additional staff members. Mayor Eisenhauer responded by stating City Comptroller has evaluated the current duties and functions of existing staff and researched other communities. It was then determined in order to efficiently operate a billing and collection system, there would be a need for three additional staff. It is also the intent to provide other payment sites throughout the City to better serve the residents. Alderman Foster commended Mr. Cahill for his efforts in trying to provide the City with resolutions and information but feels the problems are more of a corporate issue. After lengthy discussion, the roll call vote being:
Ayes: Aldermen Gilbert, Strebing, J.Cooper, Foster, Puhr
Nays: Alderman Baldwin
Abstained: Alderman Reed
Motion carried 5 to 1 with 1 absent.

C) Chairman Puhr presented a resolution approving an Engineering Agreement to rehabilitate the pump stations at West Williams, Lake Shore Drive, and Thornhill Drive to Donohue & Associates in an amount not to exceed $26,200.00, to come from the Sanitary Sewer Department Fund. Alderman Reed moved for approval, seconded by Alderman Baldwin. Director Ahrens stated there are about 30 lift stations throughout the City and it has been determined it is time to begin improvements, with these three being the most in need. Donohue & Associates will provide the designs to be used in bid documents in the spring. To address Alderman Strebing’s question, it was stated the City has four generators for running the lift stations in emergencies and all are currently housed at the Public Works facility. There being no further discussion, the roll call vote being:
Ayes: Aldermen Reed, Strebing, Baldwin, J.Cooper, Foster, Gilbert, Puhr
Nays: None
Motion carried 7 to 0.

D) Chairman Puhr presented Motor Fuel Tax Fund Audit for 2006, as handed out previously. Alderman Foster moved to accept and place on file, seconded by Alderman Strebing. There being no questions, on the voice vote, all ayes, no nays; the motion so ordered.

E-1) H & L Landfill Update – In the absence of City Engineer Schnelle, Director Ahrens stated there were no excursions.

E) Items of Information
City Engineer Schnelle is attending a Bridge Conference in Collinsville for the next two weeks. This training is required for certification as a Bridge Program Manager.

#11 COMMITTEE MEMBERS’ COMMENTS
Alderman Baldwin voiced concerns with a continuing problem of semi-trucks being on streets not designated as Truck Routes, specifically around Freight Car and Mervis. Recently, a truck ripped out an electrical wire on Cannon Street and another was parked near the corner of State Street and Williams Street all night. He asked for enforcement of the laws.

#12 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 7:27 p.m.

Date Approved: 02/12/08
Date Posted Publicly: 02/13/08 City Clerk