MINUTES

PUBLIC WORKS COMMITTEE
MINUTES OF FEBRUARY 12, 2008


#1 CALL TO ORDER
Chairman Michael Puhr called the meeting of the Public Works Committee to order at 6:01 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 Aldermen Jerry Askren and Nancy O’Kane, City Clerk Janet Myers, City Comptroller Gayle Brandon, City Engineer David Schnelle, Deputy Director of Fire Service Bobby Lillard, Harrison Park Golf Course Superintendent Brock Burton, Harrison Park Golf Course Mechanic Mark Ames, Planning & Zoning Manager Chris Milliken, Public Transportation Director Richard Brazda, Public Works Director Doug Ahrens, Solid Waste and Fleet Maintenance Superintendent Carl Carpenter, 5 audience members and 3 news media.

#2 APPROVAL OF MINUTES
Chairman Puhr presented the Minutes of the regular meeting of January 8, 2008, and special meeting of February 5, 2008. Alderman Reed moved for approval, 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 an ordinance regarding parking on English Street as Item #10-H and a resolution authorizing a Petition with Illinois Commerce Commission to replace the Voorhees Street Bridge over Norfolk Southern as Item #10-I, moving Items of Information to #10-J. 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 – There were no comments.
#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 Baldwin moved for approval of both items, seconded by Alderman Reed. Those items being:
#7 PAYROLL for February 8, 2008, of $64,982.24; and
#8 SCHEDULE OF VOUCHERS PAYABLE, having been published, posted, and distributed, for February 12, 2008, of $240,459.03;
There being no questions, the roll call vote being:
Ayes: Aldermen Gilbert, Reed, Strebing, Baldwin, J.Cooper, Foster, 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 was up 9% over January last year. Since February 5, 25 seniors have come in to get I.D. cards for free rides. It was clarified that reimbursement from the State for these free rides for seniors comes in during the normal procedure for operating expenses.
#10 PUBLIC WORKS – Doug Ahrens, Director
A) Chairman Puhr presented a Petition for Annexation from Darcie Finley for 1012 Summit Street. Alderman Strebing moved to recommend annexation, seconded by Alderman Reed. Planning & Zoning Manager Milliken handed out an aerial map of the area and stated several properties in this area are already in the City limits with City services being provided. When asked why the petitioner desires to annex, it was stated primarily to receive City services. Director Ahrens stated Public Works Department has no opposition. 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.

B) Chairman Puhr presented a resolution awarding Bid #350 for the Buchanan Street Bridge over Stoney Creek Improvement to sole bidder O’Neil Brothers Construction in the amount of $1,435,789.00, to come from Motor Fuel Tax Funds, MFT #06-00225-00-BR. Alderman Strebing moved for approval, seconded by Alderman Reed. Engineer Schnelle stated this project is for the bio-diesel facility and funding for the project is paid through MFT to be reimbursed through contributions from Biofuels Company of America, Economic Development Program funds, and Capital Community Development Block Grant funds. There being no discussion, the roll call vote being:
Ayes: Aldermen Strebing, Baldwin, J.Cooper, Foster, Gilbert, Reed, Puhr
Nays: None
Motion carried 7 to 0.

C) Chairman Puhr presented a resolution approving an Amendment to an Agreement with Illinois Department of Transportation (IDOT) for the Buchanan Street Expansion, MFT #06-00225-00-BR, Job # C-95-304-07, passed via Resolution 2006-89 on October 17, 2006, by increasing the amount of State reimbursement for construction and engineering costs to a maximum of $799,597.00 and the City’s contribution to $862,677.00. Alderman Strebing moved for approval, seconded by Alderman Gilbert. Engineer Schnelle stated since the contract came in higher, the agreement with IDOT needed to be amended. There being no discussion, the roll call vote being:
Ayes: Aldermen Baldwin, J.Cooper, Foster, Gilbert, Reed, Strebing, Puhr
Nays: None
Motion carried 7 to 0.

D) Chairman Puhr presented a resolution authorizing additional General Construction Work for the Public Works Facility Remodel under Bid #353 by McDowell Builders, Inc., in the amount of $87,270.00 for Change Order #1, to be paid out of the Public Works Facility Bond Issue. Alderman Reed moved for approval, seconded by Alderman Strebing. Director Ahrens stated some of the proposals awarded for the remodel project came in under bid. Due to savings in the overall project and staff not having ample time to complete such work, it is desired to complete some of the alternates cut from the original scope of work due to higher initial cost estimates. These alternates include a restroom/laundry room in the Vehicle Maintenance and Solid Waste area and steel framing and partitioning, as well as sheet rock and taping in the administrative office areas and throughout the building. To address Alderman J.Cooper’s question, it was clarified funding will come from the $2 million bond issue approved for the project that will be repaid from Enterprise Funds of Solid Waste and Sanitary Sewer and through the budgets of Parks and Streets in the General Fund. The project budget remains in the $2 to $2.2 million range. It was clarified Staff was initially scheduled to perform some of this work; however, due to property damage by recent flooding and getting closer to Spring when other activities are performed, there is a limit as to what staff can do at this time. Since contractors are currently on site, the cost is lower to perform such work. After discussion, the roll call vote being:
Ayes: Aldermen Foster, Reed, Puhr
Nays: Aldermen J.Cooper, Gilbert, Strebing, Baldwin
Motion failed 3 to 4.

E) Chairman Puhr presented a resolution authorizing additional Plumbing Work for the Public Works Facility Remodel under Bid #353 by Venture Mechanical Contractors, Inc., in the amount of $16,765.00 for Change Order #1, to be paid out of the Public Works Facility Bond Issue. Alderman Reed moved for approval, seconded by Alderman Strebing. To address Alderman Reed’s question about why these two bids were not combined, it was stated separate bids were awarded for General Contracting, Plumbing, Heating & Air Conditioning, and Fire Protection System. Director Ahrens reiterated that these projects were in the original scope of work but were removed based upon high preliminary cost estimates before bids went out. The restroom work was intended to be added at some point on a separate bid, but steel partitioning and the work in the front were identified in Phase II, to be completed by City Staff. Now is the most opportune time for economical reasons to perform the work by contractors currently on sight and allow Staff to perform other necessary work elsewhere. The costs associated with all work being done on the Public Works Facility are within the budget funded through the Bond Issue and through Public Works operation funds. After discussion, the roll call vote being:
Ayes: Aldermen Foster, Reed, Puhr
Nays: Aldermen Gilbert, Strebing, Baldwin, J.Cooper
Motion failed 3 to 4.

F) Chairman Puhr presented a resolution awarding RFP #351 for the purchase of four 2008 Heil DuraPack Pythons with IH Cab and Chassis to Central Indiana Truck Equipment Corp. in the amount of $634,456.00, a cost of $158,614.00 per vehicle, to be paid from the Solid Waste Enterprise Fund, with trade-ins of five solid waste collection vehicles currently in use in the amount of $60,000.00, and authorizing the City Comptroller to solicit proposals for financing the purchase over a five year period. Alderman Baldwin moved for approval, seconded by Alderman Reed. Director Ahrens stated three vendors submitted proposals and after thorough review and looking at various demonstrations, it is recommended to purchase the Heil equipment and to purchase all four trucks at one time. Advantages to purchasing all four trucks would include reduction of seasonal auxiliary staff budget, moving personnel to other Public Works operations for more efficient operations, and reducing fuel consumption. Alderman Strebing voiced objection to spending this amount of money with the anticipated budget deficit and questioned the funding level in Solid Waste Enterprise Fund. Director Ahrens reported information has been received from Aqua Illinois showing the City owes Aqua between $45,000-$50,000 and delinquent accounts totaling $443,000.00. The Fund is currently able to cash flow this purchase and next year’s budget will be able to handle the payment. Alderman J.Cooper voiced concern that residents will not comply with putting all garbage in toters and garbage will be left behind when the one-arm trucks are put in use. It was stated education is ongoing about the new system and will continue; however, fines are being issued for continued violations. Alderman Baldwin voiced support as he’s seen similar operations in other communities. Superintendent Carpenter stated after looking at all the equipment in operation, this equipment has the best options and is the best unit for the City’s operations. He noted the great service from Heil in the past and their willingness to help and train staff on the operation of the equipment once it’s delivered. After all questions were addressed, the roll call vote being:
Ayes: Aldermen Gilbert, Reed, Baldwin, J.Cooper, Foster, Puhr
Nays: Alderman Strebing
Motion carried 6 to 1.

G) Chairman Puhr presented an ordinance amending Chapter 77, Schedule XV(A), to change a Yield sign to a Stop sign on Daniel at the intersection of California. Alderman Baldwin moved for approval, seconded by Alderman Strebing. There being no discussion, the roll call vote being:
Ayes: Aldermen Reed, Strebing, Baldwin, J.Cooper, Foster, Gilbert, Puhr
Nays: None
Motion carried 7 to 0.

H) Chairman Puhr presented an ordinance amending Chapter 77, Schedule V(A), to prohibit parking on the South side of English Street between Harmon Street and Gilbert Street. Alderman Strebing moved for approval, seconded by Alderman Gilbert. Engineer Schnelle explained the street alignment on this section of English and the need for no parking to accommodate the Lincoln Park Bike Path. There being no discussion, the roll call vote being:
Ayes: Aldermen Strebing, Baldwin, J.Cooper, Foster, Gilbert, Reed, Puhr
Nays: None
Motion carried 7 to 0.

I) Chairman Puhr presented a resolution authorizing a Petition before the Illinois Commerce Commission (ICC) to pursue replacement of the Voorhees Street Bridge over the Norfolk Southern Railroad with a new roadway on fill with appropriate drainage structures. Alderman Foster moved for approval, seconded by Alderman Strebing. Engineer Schnelle stated a petition is needed to begin proceedings to replace the bridge. Alderman Strebing voiced opposition to replacing the bridge with a roadway. Engineer Schnelle stated after conversations with ICC, if the railroad would decide in the future to reactivate the line, the City would be required to remove the roadway and put in a bridge and the project would be eligible for Grade Crossing Protection Funds. It was also stated a bike path in this area has not been determined at this point nor has the size of the culvert. To address concerns of Alderman Baldwin regarding access to this area if bike or pedestrian traffic were allowed through a culvert, Director Ahrens stated discussions have been held with the Public Safety Director. Alderman Foster voiced approval of moving forward. Engineer Schnelle stated he would provide a preliminary sketch of the proposed roadway to Alderman Baldwin. There being no further discussion, the roll call vote being:
Ayes: Aldermen Baldwin, J.Cooper, Foster, Gilbert, Reed, Puhr
Nays: Alderman Strebing
Motion carried 6 to 1.

J) Items of Information
J-1) Discussion of Alley Vacation Ordinance
Director Ahrens reported Staff is looking at other options for determining the cost of property when vacating alleys. Due to disputes over property values of parcels in the same area, from information provided by the Vermilion County Assessor’s Office, the formula now used has resulted in alley prices from $1,000 to $10,000, or .20 to $3.00 per square foot, within blocks of each other. With garbage pick-up at curbside, the City has eliminated the need for alleys in most cases; therefore, it is the Administration’s desire to allow residents to purchase alleys at a reasonable price by using a fixed price per square foot instead of the current formula. Suggestions included .20 to .50 per square foot. It was the consensus of the Committee to proceed with further discussions at the next Public Works Committee meeting.

J-2) Demonstration of Automated Collection System
Director Ahrens showed a short video of a HEIL solid waste unit in operation in another community.

J-3) Update on Public Works Facility Remodel
Director Ahrens presented a PowerPoint presentation showing work at the new Public Works Facility being completed by contractors and City Staff.

J-4) Update on Flood Impact throughout the City
Director Ahrens presented a PowerPoint presentation showing both Ellsworth Park and Harrison Park Golf Course during and after the recent flood that was similar to the one in 1994. Ellsworth was completely submerged but the pedestrian bridge held up this time. Harrison Park Golf Course sustained significant damage to the cart paths, bridge approaches, and greens. Damage to the golf course is estimated at $20,000-$25,000 in materials alone, Ellsworth about half of that amount, plus time and material for calls regarding storm sewer and sanitary sewer issues will approach six figures. Director Ahrens proposed the purchase of a skid steer to collect the rock and debris on the golf course that could also be used for sidewalk snow removal in the downtown area. It was the consensus of the Committee that proposals be received and a recommendation to the Public Works Committee during a special meeting prior to Council on February 19. A share of the cost for this purchase, as well as the cost of cleanup at the golf course, will be paid out of the Harrison Park Golf Course Reserves.

J-5) H & L Update
City Engineer Schnelle stated there were no issues created with the flood.

Other Items of Information
• At the request of Director Ahrens, Chairman Puhr announced a Special Public Works Committee meeting prior to Council on February 19 at 5:45 p.m. to discuss the following items:
o Awarding contracts for demolition of various structures
o Awarding contracts for asbestos abatement of various structures being demolished
o Awarding bid for lighting equipment for the Public Works Facility Remodel
o Awarding bid for purchase of a skid steer
• Engineer Schnelle announced he has completed 3½ weeks of training and is now federally qualified to inspect bridges.

#11 COMMITTEE MEMBERS’ COMMENTS
• Alderman Baldwin questioned the status of the Winter Avenue Reconstruction Project at the Bowman Avenue intersection. Engineer Schnelle reported the project is weather dependent and once the ground dries out and the temperature warms up, the work should resume completing the project. He also reported work has begun on the railroad bridge and once the Winter/Bowman intersection is complete, Winter Avenue will be closed again at the bridge.
• Alderman Baldwin questioned additional signage on Nebraska Street to keep trucks off of Cannon and Engineer Schnelle stated it is being addressed.
• Alderman Baldwin voiced concern about the condition of the street in the 2500 block of Williams Street.
• Regarding the change in one-way to two-way streets, Alderman Baldwin voiced concern with people moving and going around barricades on streets now two-way where the railroad signals are still not operating. Engineer Schnelle stated since an agreement has been entered into with the railroad, Staff is awaiting word. Alderman Baldwin also voiced concern with the current entrances to the Post Office and it was stated signage has been placed to advise those traveling South to the Post Office on Hazel or East on Seminary should use the entrance on Seminary.
• Alderman Strebing reported the deteriorating condition of the railroad tracks on South Street.
• Alderman Foster stated he has received calls regarding plowing alleys. Director Ahrens stated the City has never plowed alleys, except in rare cases when needed for solid waste trucks.

#12 ADJOURNMENT
There being no further business to discuss and after a motion by Alderman Strebing and a second by Alderman Baldwin, the meeting was adjourned at 7:40 p.m.

Date Approved: 03/11/08
Date Posted Publicly: 03/11/08 City Clerk