CITY OF WASHINGTON
WASHINGTON, ILLINOIS
CITY COUNCIL MEETING
MONDAY, MAY 17, 2010 -
6:30 P.M.
LIBRARY MEETING ROOM
AGENDA
CALL TO ORDER
ROLL CALL
PLEDGE OF ALLEGIANCE
REVIEW AGENDA - ADDITIONS OR DELETIONS (DISCUSSION ITEMS ONLY)
CONSENT AGENDA
ANNOUNCEMENTS/AWARDS/PRESENTATIONS/RECOGNITIONS
AUDIENCE COMMENTS
STANDING COMMITTEES
FINANCE & PERSONNEL – NEWMAN, CHAIRMAN
PUBLIC SAFETY – DINGLEDINE,
CHAIRMAN
PUBLIC SERVICES – GEE,
CHAIRMAN
CITY ATTORNEY – KENNETH L. BLACK / DAVID BROWN
MAYOR – GARY W. MANIER
CITY ADMINISTRATOR - ROBERT MORRIS
STAFF
REPORTS
ALDERMEN’S COMMENTS
EXECUTIVE SESSION - for the purpose of the setting of a price for sale or
lease of property owned by the public body, per 5 ILCS120/2(c)(6) of the
Illinois Open Meetings Act.
ADJOURNMENT
BACKGROUND INFORMATION
From:
Bob Morris
Subject: IDOT Traffic Signal Upgrades
Date: May 3, 2010
IDOT plans to upgrade existing traffic signals at several intersections in Washington. The planned work includes the following:
Installation of Flashing Yellow Arrows at:
Bus 24 @
Cummings
Bus 24 @ Wilmor
Bus 24 @ Tractor Supply
The city’s share of the cost of these improvements is estimated to be $2,339.
Installation of safety bonding and grounding at:
Bus 24 @
Cummings
Bus 24 @ Wilmor
US 24 @ Cummings
Bus 24 @ Freedom Parkway
Bus 24 @ Tractor Supply
The city’s share of the cost of these improvements is estimated to be $6,037.
The attached ordinance will authorize the Mayor and City Clerk to execute the agreements. Staff recommends adoption.
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From:
Bob Morris
Subject: Raffle Permits
Date: May 3, 2010
Some time ago, the City Council discussed the possibility of having Raffle Permits approved administratively, rather than having the City Council approve each and every raffle permit application.
The attached ordinance would give the City Clerk the authority to grant Raffle Permits provided the application meets all of the existing City Code permit requirements. In the event that a permit application is denied by the City Clerk, the petitioner could appeal the denial directly to the City Council.
This matter will be presented for first reading at the May 3rd City Council meeting.
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From: Bob
Morris
Subject: Cable TV Franchise Agreement
Date: May 13, 2010
As you will recall, the city’s Cable TV Franchise Agreement with Comcast was scheduled to expire on December 31, 2009. At that time, we extended the existing Franchise Agreement until March 31, 2010 to allow the city and Comcast time to negotiate the terms of a new franchise agreement.
There have been several delays associated with the negotiation of the new franchise agreement. Accordingly, the city’s consultant has recommended that the existing franchise be further extended until September 30, 2010 to allow the parties additional time to finalize negotiations. Adoption of the attached resolution will accomplish this objective.
Please recall the following:
Should you have any questions or comments, please let me know.
RESOLUTION NO. __________
CABLE TV FRANCHISE EXTENSION RESOLUTION AND AGREEMENT
WHEREAS, the City of Washington, Illinois (the "City") granted a cable television franchise to UACC Midwest, Inc. for a period of 18 years beginning on January 1, 1992 and ending on January 1, 2010; and
WHEREAS, said franchise was subsequently transferred to TCI and subsequently to Insight Communications of Indiana and subsequently to Comcast of Illinois XIII, LP ("Comcast"); and
WHEREAS, said franchise was extended until March 31, 2010 by mutual agreement of the City and Comcast (the "parties"); and
WHEREAS, the parties are engaged in good faith negotiations about the terms and conditions of the renewal of the franchise pursuant to the procedures outlined in the federal statutes; and
NOW THEREFORE, in consideration of the mutual covenants and promises contained herein and other good and valuable consideration, the sufficiency of which is hereby acknowledged by the parties, be it resolved as follows:
The franchise is extended from April 1, 2010 until September 30, 2010, inclusive.
All terms and conditions of the franchise shall remain in full force and effect with the exception of a new termination date of September 30, 2010.
This Agreement shall become effective upon signing by the parties.
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From: Bob Morris
Subject: DCEO Grant to Five Points Washington
Date: May 13, 2010
The city has recently been asked by the Illinois Department of Commerce and Economic Opportunity to submit a Grant Survey for the $500,000 grant for infrastructure improvements to Five Points Washington. Funding for this project was included in the capital bill enacted by the state legislature last year.
Five Points is proposing to use these funds for the development of additional parking lot space and associated costs.
Upon the formal approval of the grant, the city would enter into an agreement with the Washington Area Community Center, Inc. regarding the use of the grant funds for engineering design, construction and construction inspection expenses.
The attached resolution will authorize the Mayor and City Clerk to execute the Grant Survey and such other documents may be required to finalize the DCEO grant agreement.
Time is of the essence as DCEO has requested that the Grant Survey be submitted on or about May 20, 2010.
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From: Kenneth B.
Newman, City Engineer
Date: May 4, 2010
Subject: Engineering Services – North Main Street
Bridge Repairs
During the routine inspection of the North Main Street Bridge performed in February 2009, it was observed that a significant concrete spall had occurred on the underside of the bridge deck along the centerline joint. A follow-up inspection performed in January 2010 showed that the concrete spalling has continued further and steel reinforcement is now exposed. It has been recommended by our bridge inspection consultant that plans be made to repair the damaged area. An amount of $35,000 was included in the FY 2010-2011 budget to complete the necessary repairs.
It is currently anticipated that the repair will entail removal of any delaminated and unsound concrete and forming and placement of new concrete to patch the areas. The work will require the closure of the east half of the bridge for a period of about three weeks. Currently, we are planning to maintain one-way traffic in the north bound direction across the bridge and detour south bound traffic through traffic at Cruger Road to North Cummings and to Business Route 24. We hope to be in a position to complete the repairs during late summer this year.
I am in receipt of an agreement from Mike Bryant of Foth Engineers to complete the engineering work necessary to prepare plans for the repairs. The agreement is for an amount of $10,000. Staff is requesting the Council’s authorization to spend an amount of $10,000 and approval to hire Foth Engineers to complete this work.
This matter has been included on the agenda for consideration by the Council at the May 17, 2010 City Council meeting.
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From: Kenneth B.
Newman, City Engineer
Date: May 4, 2010
Subject: Engineering Services – STP #1
Rehabilitation
Staff and the Public Services Committee have been giving consideration over the past 18 months to the idea of rehabilitating Sewage Treatment Plant #1 to increase its effective capacity and extend the useful life of the facility for another 10 to 15 years. In August 2008, the Council authorized the expenditure of $5,000 to have a study performed to determine budget estimates for such a project. The results of this study indicated that the plant could be rehabilitated for a cost of about $1,236,000. An amount of $1,400,000 was included in the FY 2010-2011 budget for this project.
In March 2010, the Public Services Committee directed staff to obtain proposals for engineering services to complete a detailed evaluation of the improvements that would be required to fully rehabilitate the plant, obtain detailed cost estimates, complete design and advertise for bids. Proposals were requested and received from two firms; Strand Associates and McMahon Associates. These proposals were reviewed with the Committee at a special meeting on April 26, 2010. The Committee subsequently voted to select McMahon Associates to provide the engineering services and directed staff to proceed with negotiating an agreement.
We are now in receipt of an agreement from McMahon Associates to complete all the engineering work necessary to get to the point of obtaining bids for project construction. The agreement breaks out the scope of services into four phases with the total cost being $106,934. The scope of services is as follows:
It is currently anticipated that when the first phase is completed and we obtain the detailed opinion of probable cost, staff and Council will make a final decision as to whether to proceed with the project or look at other options.
Based on the above staff is requesting the Council’s authorization to spend an amount of $106,934 and approval to hire McMahon Associates to complete this work.
This matter has been included on the agenda for consideration by the Council at the May 17, 2010 City Council meeting.
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From: Bob Morris
Subject: Fire/Ambulance Contract Renewals
Date: May 13, 2010
Three ordinances adopting agreements with the Washington Volunteer Fire Department and the Northern Tazewell Fire Protection District will be presented for first reading at the May 17th City Council meeting. The agreements address a number of issues including: annual payments for services, service and mutual aid responsibilities, and arrangements for the use and maintenance of city-owned facilities.
All three agreements are for a term of one year. The annual payments to each department are as follows:
WVFD
Fire:
Operating Expenses $136,620
Ambulance: Operating Expenses 318,780
Full-Time Fire Chief 93,150
NORTHERN TAZEWELL FIRE/RESCUE
Rescue Squad $ 17,855
The above amounts are consistent with the FY10-11 budget.
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From: Kenneth B.
Newman, City Engineer
Date: May 7, 2010
Subject: Pay Request #5 – STP #2, Phase 1
Improvements
On October 5, 2009 the City Council approved the award of a contract for construction of the phase 1 improvements to sewage treatment plant #2 to River City Construction, LLC of East Peoria, IL for an amount of $6,654,300.00. The contract was fully executed and notice to proceed was given on October 22, 2009. We are now in receipt of payment application #5 from the Contractor for the amount of $802,229.40.
This pay application is for the period ending April 30, 2010. Since the previous pay request, the concrete floors have been poured in the screen building garage area and chemical room and the concrete steps to the screen room have been installed. Concrete work on the phosphorus chemical tank containment structure and influent splitter structure has been completed. Half of the deck has been poured on the top of the oxidation ditch and forming work has begun on the second half. The base slab and walls have been poured for clarifier #1. In addition, all the concrete walls for the sludge drying beds have been poured. Backfilling around the oxidation ditch has continued as well as backfilling around the west side of clarifier #2 and the sludge drying beds. Work has continued on installing electric conduits to the screen building and for the main service into the plant. Based on the schedule of values, the value of completed work and stored materials stands at $2,651,519.00. The payment of $802,229.40 represents the total value of work minus previous payments of $1,584,137.70 and retainage of $265,151.90.
Based on the above, it is staff’s recommendation that the City Council approve making payment in the amount of $802,229.40 to River City Construction, LLC.
This matter has been included on the consent agenda for review and consideration at the City Council meeting of May 17, 2010.
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