MINUTES

PUBLIC WORKS COMMITTEE
MINUTES OF MARCH 11, 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, and Tommie Reed. Absent was Alderman Bill Gilbert. A quorum was present. Alderman Gilbert arrived at 6:12 p.m.

Others Present were Mayor Scott Eisenhauer, Aldermen Jerry Askren, Lois Cooper, and Nancy O’Kane, City Clerk Janet Myers, City Comptroller Gayle Brandon, City Engineer David Schnelle, Engineering Assistant Sam Cole, Deputy Director of Fire Service Bobby Lillard, Human Relations Manager Sandra Houston, Public Transportation Director Richard Brazda, Public Works Director Doug Ahrens, Recreation Manager Cindy Parson, 7 audience members, 27 Firefighters and family members, and 4 news media.

#2 APPROVAL OF MINUTES
Chairman Puhr presented the Minutes of the regular meeting of February 12, 2008. Alderman Reed moved for approval as presented, 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 moved Item #10-A Destruction of Closed Session tapes to Item #6-A, leaving the remaining items in #10 as printed. There being no further changes, Alderman Reed moved for approval as amended, seconded by Alderman Baldwin. On the voice vote, all ayes, no nays; the motion so ordered.

#4 AUDIENCE COMMENTS
• Aaron Marcott, President of Firefighters Union Local 429, thanked those Aldermen who met with the Union regarding information on the Fire Department and encouraged the rest to attend. They also plan a special meeting soon.
• Jerry Hawker voiced support of the Municipal Pool and the increase in fees due to being a user based fee. He voiced a desire to find other user based fees to help generate revenue instead of property taxes. He commended Director Ahrens for an excellent pool and parks system that adds to quality of life.
• Chris Clapp voiced opposition to cutting firefighters and/or closing of any stations. He voiced concern with vacating alleys where other neighbors need access to garages. He then questioned the process for selling the Jackson Street facility and the old fire station on Walnut Street.
• Reggie Romine feels there needs to be more productivity from the Fire Department and questioned if firefighters could take on the billing and collection of sewer and garbage fees in between emergency calls instead of hiring two people for the Finance Office. He questioned why the City is proceeding with renovation of Carver Park and the proposed bicycle path and why Motor Fuel Tax dollars were being used for the bike path.
Chairman Puhr asked that Director Ahrens address questions and concerns during his report.

#5 CHAIRMAN’S COMMENTS
Chairman Puhr stated he is again receiving more calls regarding Aqua Illinois Water Company; this time for invoicing for two periods within one month with both due within a few weeks of each other. He hopes the Administration provides a solution soon.


#6 CLOSED SESSION was not needed.
A) Chairman Puhr presented a resolution authorizing the destruction of Public Works Committee Closed Session Tapes of August 9, 2005, having been approved on December 13, 2005, and having met the requirements of the Open Meetings Act. Alderman Strebing moved for approval, seconded by Alderman Reed. There being no questions, the roll call vote being:
Ayes: Aldermen Strebing, Baldwin, J.Cooper, Foster, Reed, Puhr
Nays: None
Absent: Alderman Gilbert
Motion carried 6 to 0 with 1 absent.

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 Strebing. Those items being:
#7 PAYROLL for February 29, 2008, of $480,760.49 and for March 7, 2008, of $64,753.64; and
#8 SCHEDULE OF VOUCHERS PAYABLE, having been published, posted, and distributed, for March 4, 2008, of $880,217.94 and for March 11, 2008, of $615,543.75;
There being no questions, the roll call vote being:
Ayes: Aldermen Baldwin, J.Cooper, Foster, Reed, Strebing, Puhr
Nays: None
Absent: Alderman Gilbert
Motion carried 6 to 0 with 1 absent.

Alderman Bill Gilbert arrived at 6:12 p.m. and took his seat.

#9 PUBLIC TRANSPORTATION – Dick Brazda, Director
A-1) Monthly Recap for February 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 a significant increase of 29.7% over February of last year, partly due to bad weather in 2007 and there being an extra day in 2008. Last month, 71 senior citizens registered for the free ridership cards, with 142 taking free rides in the last five days of February.

#10 PUBLIC WORKS – Doug Ahrens, Director
A) Item moved to Item #6-A.

B) Chairman Puhr presented a resolution awarding Bid #358 for the Ellsworth Park Boat Ramp Improvements Project to lowest bidder Duce Construction Company in the amount of $159,820.00, to come from an Illinois Department of Natural Resources Boat Access Grant and Capital Improvements Fund. Alderman Strebing moved for approval, seconded by Alderman Reed. City Engineer Schnelle stated the grant is for almost $160,000.00 and to date, about $30,000.00 has been spent on Engineering. Plans are to reduce the total contract by removing some of the items and reducing the contract to about $136,000.00, with about $6,000.00 to come out of the Capital Improvements Fund budget. The required local match will be through in-kind services. During questions, it was stated this will be a single boat ramp and will be handicapped accessible, as part of the design criteria. There will be a fishing platform along side the river, with required railing to meet the disability requirements, which caused an increase in the cost of the project. Concerns were raised regarding continued flooding in this area and it was stated the gate and rail will be removable in case of a flood event and the fishing platform and loading platform will be constructed of steel and concrete and heavily reinforced. Bank stabilization will be added prior to and after construction of the boat ramp. To address questions from Alderman J.Cooper regarding the need to move forward with the project due to the budget situation, it was stated the City agreed to spend the grant dollars on this project and the City would have to incur the $30,000.00 cost of engineering fees. Alderman Foster voiced support due to receiving the grant funding the City applied for and the need to provide access to the river. Director Ahrens stated that due to this coming at the end of the fiscal year, there is a need to borrow from Working Cash Fund until May 1 and then the State will reimburse the Capital Improvements Fund with the grant dollars. Mayor Eisenhauer asked that action on borrowing from working cash be taken during a special Public Works Committee meeting prior to Council on March 18. There being no further discussion, the roll call vote being:
Ayes: Aldermen Foster, Gilbert, Reed, Strebing, Baldwin, Puhr
Nays: Alderman J.Cooper
Motion carried 6 to 1.

C) Chairman Puhr presented a resolution establishing Recreation Facility and Program Fees. Alderman Strebing moved for approval, seconded by Alderman Reed. Director Ahrens stated all recreation facility and program fees are now on one schedule. The only affected fees at this time would include Danville Stadium and Municipal Pool. Fees for Danville Stadium were previously a $900.00 flat fee, whereby sponsorships were solicited to help defray the cost. Director Ahrens and Alderman O’Kane met with those involved and have worked out some of the points of contention from previous seasons. It was agreed the $85.00 usage fee, per game or full field practice, without field prep was acceptable to everyone. Sponsorships of outfield signage can also be sold by the various groups to help offset their costs. Field usage agreements will provide all terms and conditions. Fees for Municipal Pool/Sprayground increased by $1.00 each for General Admission, Super Sunday Admission and Special Large Not for Profit Group Admission, by $20.00 for Licensed Day Care Season Pass, by $10.00 for Family Pass, by $50.00 each 3 hours for Pool & Spraypark Party, and the new fee of $100.00 each 3 hours for Spraypark Party. It was clarified Neighborhood Associations wishing to utilize the park/recreation facilities would be exempt from the fee. The disparity in fees between several ball fields is due to the size and/or condition of the particular field and fees for Douglas Field have been omitted since the field is being removed. There being no further discussion, the roll call vote being:
Ayes: Aldermen Foster, Gilbert, Reed, Strebing, J.Cooper, Puhr
Nays: Alderman Baldwin
Motion carried 6 to 1.

D) Chairman Puhr presented a resolution authorizing an increase in PO #2767 and the agreement with BLDD Architects in the amount of $20,000.00 for Professional Services related to the Public Works Facility Remodel Project, to come from the 2007 Bond Issue. Alderman Strebing moved for approval, seconded by Alderman Reed. Director Ahrens stated a contract was approved with BLDD Architects for Design Services through the bidding and negotiation process. Additional services are now needed for shop drawing review for each of the four trades, modifications to contracts, and final inspection and/or site observation, to be paid on an hourly basis. It was clarified the architects based their designs for this project on a value of between $2.5 and $3 million when including City Staff time and material, while the total project cost is around $2.2 million due to the estimated savings of around $300,000.00 from City Staff operating as Project Manager and performing some of the work. Additional contracts are forthcoming on the doors, lighting equipment, electrical work not performed by Staff, and a Request for Proposals (“RFP”) on security for this facility as well as all others city wide. To address Alderman Baldwin’s concern with an estimated $2 million project now being $2.2 million, Director Ahrens stated a 10% increase due to increase in construction costs is normal. When Alderman J.Cooper questioned the need for the facility, Director Ahrens stated the project has been discussed as a need since 1990. When the City was able to purchase the property valued at $1 million for $600,000.00 and receive free electricity for 15 years valued at around $750,000.00, it was in the City’s best interest to proceed. The per-square footage cost is about ¼ of what is spent on any other public facility. Proceeds from the sale of any of the vacated Public Works facilities would be used to construct a pole barn at the Voorhrees Street location. There being no further discussion, the roll call vote being:
Ayes: Aldermen Reed, Strebing, Foster, Puhr
Nays: Aldermen Gilbert, Baldwin, J.Cooper
Motion carried 4 to 3.

E) Chairman Puhr presented a petition vacating an East/West alley between 1008 and 1010 Chandler for Habitat for Humanity of Danville, Inc. for an amount of $224.28 and opened the Public Hearing. Alderman Strebing moved for approval, seconded by Alderman Baldwin. It was clarified the cost was determined by the existing formula. There being no one from the audience to speak for or against the petition, the Public Hearing was closed. There being no discussion from the Committee, the roll call vote being:
Ayes: Aldermen Reed, Strebing, Baldwin, J.Cooper, Foster, Gilbert, Puhr
Nays: None
Motion carried 7 to 0.

F) Chairman Puhr presented an ordinance amending Chapter 30.10 Valuation of Streets or Alleys to be Vacated by changing the valuation formula to $0.40 per square foot. Alderman Strebing moved for approval, seconded by Alderman Foster. City Engineer Schnelle stated the reason for going to a flat per square foot cost is due to the time required by Engineering Staff to research the property and retrieve Assessed Values from the Assessor’s Office on property in the area. Also with some properties not having current assessed data, it has caused discrepancies in values. A spreadsheet was presented showing the discrepancy in costs for 13 alleys vacated since 2004 of $4.62 per square foot to $0.11 per square foot. An alley at 133 S. Gilbert was valued at $10,982.00, or $4.62 per square foot, while an alley two blocks away at 307 S. Gilbert was valued at $1,249.00, or $0.51 per square foot. An average was taken without the three highest figures, which showed $0.40 per square foot. Director Ahrens stated staff has identified several alleys that would be acceptable for vacating by property owners; however, it is not the intention to force people to purchase alleys but to make it more cost effective to do so. Many alleys would not be acceptable due to the number of residents who have alley access only to garages, such as Mr. Clapp reported during audience comments. Alderman Strebing voiced opposition to this proposal and would like to keep the current formula. He also reminded everyone this amount will also be used to determine the cost of streets. Some voiced concern with the amount being proposed. Alderman Gilbert voiced support of the proposed amount and to encourage residents to purchase certain alleys. There being no further discussion, the roll call vote being:
Ayes: Aldermen J.Cooper, Foster, Gilbert, Reed, Puhr
Nays: Aldermen Strebing, Baldwin
Motion carried 5 to 2

G) Items of Information
G-1) Update on Improvements to Municipal Pool – Director Ahrens presented a drawing of the new AMBUCS Sprayground for Everyone at the Municipal Pool scheduled for construction this spring. The main entrance gate will be relocated to the North of the property facing Fairchild for more visibility. Eight foot fencing will be installed around the entire facility, with a small fence enclosing the sidewalk path to the bath house. Parking to the South of the pool will be for staff and new parking will be created on the North of the sprayground. AMBUCS has raised $155,000.00 and the City will spend $100,000.00 to $125,000.00 out of Capital Improvements to provide installation of the fencing, sidewalk, underground utilities, and entrance structure and the cost of land acquisition and demolition.

G-2 Project Updates
a) Main Street Lighting Project – Director Ahrens restating the need to replace lighting along West Main Street/Martin Luther King Drive, with proposals soon to be received. The City is required to remove all concrete poles within the medium strip due to “clear zone” requirements and plans are to erect four light poles similar to those in the downtown area at the intersection of Avenue G with a break-a-way base. No other lighting in the medium will exist. Alderman Strebing voiced concern with the intersection of Cunningham Avenue and asked that it be looked at to make sure there is adequate lighting. Director Ahrens also announced Ameren IP now has taken the position that any future street lights be purchased and installed at the cost of the municipality, at an estimated cost of $3,000.00 each. To address Alderman Baldwin’s question regarding whether it will be the policy to erect street lighting at intersections only, Director Ahrens stated one has not been formulated but it is a probability due to the cost.
b) Demolition Program – Director Ahrens presented a list of 23 structures already demolished and 16 structures whereby contracts have been awarded for demolition. Site restoration crews will be starting soon as weather permits on those sites demolished by City Staff, but will take a little longer than anticipated due to reduction in Auxiliary Staff. Alderman O’Kane questioned completion time for contractors and it was stated by mid April. Aldermen were reminded that a proposal for asbestos abatement on the former Fairchild Village structure will be coming soon.
c) Public Works Facility Remodel – Director Ahrens reported work is about 50%-60% completed and crews are waiting on good weather to install the overhead doors. Plans are to get the operations group in during May and then City Hall Engineering Staff in June.
d) Winter Avenue Reconstruction Project– City Engineer David Schnelle reported work has begun again on the railroad bridge. Installation of a temporary soil retention system on top of the bridge where sheet piling has been driven in between the tracks is about finished. Half of the structure will be removed and replaced at a time. The contractor for the Winter/Bowman intersection has been contacted to accelerate their work but questions by the State regarding the Traffic Control Plan have arisen. The contractor has placed down an aggregate surface to allow local access for the residents but a permanent surface will need to be placed down for those accessing the soccer fields, at the cost of the contractor.

Streets Condition Survey – Director Ahrens reported 4-5 patch trucks have been out daily placing patch where needed to address potholes. With the increase in material and construction costs, the demand for new infrastructure for economic development and the need to develop a program to provide assistance, and there being no growth in the City’s Motor Fuel Tax (MFT) allotment over the last five years, there is a need for an ongoing revenue stream and for local contributions. A PowerPoint was then presented highlighting the conditions of various streets throughout the City. Many streets are in such bad condition, patch does not hold, debris is deposited into yards, and failure occurs that requires total replacement. It would be beneficial to implement a full season Crack Sealing Program to address issues early on to prevent full deterioration. It was clarified MFT funds allotted by the State are not anticipated to grow due to a stagnant population. Due to rising costs in petroleum based products, concrete, and steel, spending power today is half of what it was five years ago. Current MFT funds are committed through 2010 for existing projects such as Winter Avenue Reconstruction Project, Voorhees Street Bridge Project, and Bowman Avenue, with a Bond Issue needed for the Fairchild Street Subway Project. Mayor Eisenhauer explained when the City became a Direct Entitlement Community, a percent of Community Development Block Grant funds was set aside for economic development and infrastructure related projects, totaling $300,000.00 to $350,000.00. Because of the necessity to complete certain projects to bring about economic development, such as for Bunge, those funds have been depleted for the next three years. The current $0.01 per gallon tax on gasoline implemented in 2004 generates about $185,000.00 per year, with $1,000.000.00 needed. To address all the concerns of infrastructure improvements, Director Ahrens suggested the Council increase the Motor Fuel Tax (“Gasoline Tax”) to $0.05 per gallon, to include retail diesel sales. When Alderman J.Cooper questioned if residents could be guaranteed the money would be spent on streets, Mayor Eisenhauer suggested revenue from the gasoline tax would be placed into an Enterprise Fund set up specifically for Economic Development Infrastructure and Road Repair and Replacement. Alderman J.Cooper voiced concern with raising the tax over $0.02 per gallon. Research indicates no reduction in gasoline sales within the City of Danville due to the increase in gas prices since the inception of the $0.01 tax, with about 18.5 million gallons per year being sold. Alderman Baldwin voiced opposition to any increase if it included diesel sales because he feels it is an unfair advantage to those businesses that do not have storage tanks for bulk purchases. It was the consensus that a proposal be submitted for further discussion as soon as possible.

G-3) Yardwaste Program – Director Ahrens reported startup of yardwaste collection will begin March 31, 2008. A few trucks have been down recently causing delays in regular garbage pickup; however, those trucks should be back in operation before the startup of the yardwaste program. Container stickers are $10.00 each, with bags available at City Hall at $3.00 for five bags and at various locations throughout the City at a similar price. Prices will be evaluated next year but the desire is to get into automated yardwaste collection before that happens.

G-4) Sale of Facilities on Jackson Street and Walnut Street – Director Ahrens reported the desire to eliminate as many facilities as possible due to staff moving into the new Public Works Facility. The Parks & Recreation facility on Jackson Street, the former Fire station #2 on Walnut Street, and the old City Hall building on Hazel Street have been identified. Due to no interest in the old City Hall building and the site being a potential site for redevelopment, it has been slated for demolition. It was the consensus to issue an RFP to sell the Jackson Street and Walnut Street facilities individually, to be opened publicly during a City Council meeting, with awarding at the following City Council meeting. A minimum bid of $150,000.00 to $175,000.00 will be included in the Jackson Street facility. Mayor Eisenhauer suggested the bids be opened on April 15, with awarding on May 6th.

G-5) H & L Update - City Engineer Schnelle stated there are no issues to report.

Other Items of Information
• City Engineer Schnelle introduced Sam Cole, Engineering Assistant, who has been with the City for 10 months and doing an excellent job.
• Director Ahrens clarified an audience comment by stating the proposed bike path is being paid from a State grant specifically for alternative modes of transportation, with funds being cash flowed through the Motor Fuel Tax account. City Engineer Schnelle stated the Illinois Transportation Enhancement Program (ITEP) grant for the bike path is coming up again. The City will be able to use labor reimbursement of in-house Engineering Staff but would need to identify a funding source for the remainder of the estimated $200,000.00 cost; which could be FY 2010-2011 MFT funds and/or Community Development Block Grant funds. More information and a proposed resolution will be forthcoming to receive Council approval to proceed with the grant application.
• Director Ahrens reported a recommendation will be presented at the April Committee meeting on how to proceed with sewer and garbage billing.
• Director Ahrens gave a 2008-2009 budget update for Public Works. The impact to the Parks & Public Property budget include reduction to operational line items and of 13 Auxiliary personnel, with 6 related to the Park Play Program that was eliminated. Workers through Public Service, Peer Court, and Night Court will be used to assist the remaining crew when and where possible. The impact to the Streets budget is a reduction in operational line items, including Materials to Maintain Boulevard Lights, Seal Coat Program, Maintenance of Storm Sewers, and Materials to Maintain Storm Sewers.

#11 FINANCE DEPARTMENT – Gayle Brandon, Comptroller
A-1) Review of Preliminary Budget for FY 2008-2009 – Mayor Eisenhauer handed out the weekly Budget Notes to address questions, as follows:
• The $5,000 Community Project Grant given to the Boys & Girls Club is a commitment by the City for a five year period.
• The Credit Card line item was established to account for credit card usage and fees.
• A list of various dues and subscriptions by department was presented for information.
• The City could use the State’s Public Pension Division actuarial numbers for Police & Fire Pensions to eliminate the cost of a private actuary; however, in exchange, the City would pay an additional $723,438.00 from the tax levy into the pensions due to the State’s numbers always being higher.
• No additional hires are expected this next fiscal year in the Police and Fire Department except to replace those retiring; therefore, training and clothing would be needed.
• Pride Grows revenue comes from donations made to the City for beautification projects and/or the Leaf-A-Legacy program.
• The amount of $25,000.00 is normally spent in the Parks Department for horticulture supplies each year. This year, funds from this account were used for the unanticipated amount of plowing and snow removal.
• The Fire Protection Tax was not presented during tax levy time due to previous opposition to such a tax during the 2004-2005 budget discussions.
• Travel and training are important for employees in all departments to receive training and education pertinent to their work.
• The $1000.00 contributions to both Historic Preservation and Main Street Program could be eliminated.
• Advertising expense is needed to cover the cost of placing ads for personnel vacancies and to hire auxiliaries and seasonal workers.
• The Municipal Band is an important quality of life asset serving many in the community and is well worth the $18,000.00 cost.
• To close the Municipal Pool would create issues with donations from private entities for the new Sprayground for Everyone; additional costs would be incurred for securing an empty pool; future start up costs would increase; complete removal would cost in excess of $100,000.00; and 8,000 people would have no place to cool off in the summer.
• All budgets separate from the General Fund will be presented next week.
• Mayor Eisenhauer stated the only changes being made to the draft are actual revenues received.

During discussion, the following are suggestions and/or questions by the Aldermen:
• Alderman Puhr questioned telephone costs, computer support and other revenue sources. Mayor Eisenhauer stated there have been some issues regarding the new phone system and changes need to be made to each department’s budget. There are also significant billing errors with Nextel phones that are to be resolved by March 20 or the cell phone service will go out for bid. Regarding computer support in Information Systems budget, the amount is for T1 lines required for computer networking system, telephone system, and wireless capability for all City departments. Regarding revenue sources, it was stated Director Thomason and Fire Command have been looking at revenue sources, to be forwarded as soon as it is completed.
• Alderman Strebing asked that contributions to Renaissance be reduced and questioned the amount of bonding payments still due. Mayor Eisenhauer stated in 2010, there will be a drop and again in 2016.
• Alderman J.Cooper questioned if the Hotel/Motel tax could be reduced or eliminated from the Palmer Arena, Danville Area Visitor’s and Convention Bureau, and Harrison Park and be redistributed to the pool and band and if the Liquor Tax could be redistributed to be 30% Palmer Arena and 70% General Fund. Mayor Eisenhauer stated the Hotel/Motel Tax revenue must go for tourism or economic development purpose and the Liquor Tax distribution would have to be researched and the ordinance changed to reflect any changes. When Alderman J.Cooper suggested leasing out Harrison Park Golf Course, it was stated the City must have control of the entire facility or ownership reverts to DePauw University.
• Alderman Foster voiced objection with reducing funding to the Convention Bureau due to State funding cuts; concern due to a trend in the decline in population; and stated it is only a matter of “when” cuts will be made to fire personnel, not “if” it will happen.
• Alderman Gilbert voiced objection to a reduction in fire personnel due to older and empty homes having a greater probability of fires creating a higher risk of injury to a reduced staff.
• Alderman Reed voiced support of doing what is needed to balance the budget, even unpopular votes.
• Alderman O’Kane asked the draft budget be changed to reflect the desires of the Council; stated other alternatives need to be looked at without cutting Fire or Police personnel; and suggested eliminating unnecessary expenses except the four basic needs of Fire, Police, garbage service and streets maintenance.
• Alderman Askren voiced support of moving forward with an increase in gasoline tax and voiced concern with cutting Fire personnel. His fears include the City being blamed for smoke inhalation deaths not caused by response times and the need to follow language in the Union Contract. He also reported calls he has received are in support of major cuts to balance the budget.
• Alderman L.Cooper stated the City is a service oriented business in need of providing Fire and Police services, not a bike path or boat ramp, and voiced opposition to a reduction in Fire personnel.
• Alderman Baldwin voiced appreciation for the discussions held this evening; opposition to any cuts in Fire or Police personnel; and support of a gasoline tax increase as long as it did not include diesel.

#12 COMMITTEE MEMBERS’ COMMENTS
Chairman Puhr announced a Special Public Works Committee for Tuesday, March 18, 2008, at 5:00 p.m. to discuss approval of an increase in the Motor Fuel Tax and of a Loan from Working Cash to Capital Improvement Fund.

#13 ADJOURNMENT
There being no further business to discuss and after a motion by Alderman Reed and a second by Alderman Foster, the meeting was adjourned at 9:03 p.m.

Date Approved: 04/08/08
Date Posted Publicly: 04/11/08 Janet K. Myersl, City Clerk