From:  Jon R. Oliphant, AICP, Planning & Development Director
Subject:  Building Code Amendments
Date:  June 30, 2010

The Building Board of Review (BBR) met last week to consider the adoption of the 2006 versions of the International Building Code, International Residential Code, and International Mechanical Code. The BBR unanimously recommended that each be adopted. Most cities that have building codes have adopted the 2006 or 2009 edition. The most significant change that staff has recommended with the adoption of the 2006 codes would be that interior alterations of commercial or industrial structures would require a building permit. We had previously deleted the interior alterations component from what we had adopted in the previous code editions.

The other change of note would be to require a refundable fee of $1,000 for the issuance of a temporary certificate of occupancy (CO). This would only be granted if asked for by both the builder and home owner and would not be required. Staff has issued temporary CO’s whenever any life safety issues have been resolved but there are still other inspection items that have not been addressed. However, we have had problems getting the remaining issues taken care of satisfactorily in a timely manner once the temporary CO has been issued. The new procedure would require that the additional items be approved within 30 days of issuance of the temporary CO or else the fee would not be reimbursed. Additionally, the builder and home owner will be required to grant access to our building inspector in order to complete the inspection(s).

A first reading ordinance is scheduled for the July 6 City Council meeting.

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From:  Bob Morris
Subject:  IL Route 8 Subordination Agreements
Date: July 13, 2010

As previously discussed, IDOT continues to purchase highway right-of-way to enable the planned widening and reconstruction of Illinois Route 8 between Summit and McCluggage. Some of the new highway right-of-way will encroach into existing easements owned and controlled by the City of Washington. IDOT has requested the city to subordinate its utility easement rights to enable the planned Route 8 improvement.

Subordination documents have been presented for multiple locations. In the event that the existing utilities are required to be relocated by IDOT in conjunction with the Route 8 improvement, the city will be required to accomplish said relocation and IDOT will make reimbursement to the city for the associated costs.

Staff recommends adoption of the attached Resolution authorizing the execution of the five (5) Subordination documents as per IDOT’s request.

WHEREAS, the City of Washington, IL has previously been granted certain utility easements along Illinois Route 8, and

WHEREAS, IDOT intends to purchase additional right-of-way to accommodate the planned widening and reconstruction of Illinois Route 8 generally between Summit Road and McCluggage Road, and

WHEREAS, said additional right-of-way will encroach into certain existing utility easements held by the City of Washington, IL, and

WHEREAS, the Illinois Department of Transportation has requested the City of Washington to execute five (5) Subordination documents concerning existing utility easements owned by the City of Washington, and

WHEREAS, the Mayor and City Clerk are required to execute the Subordination documents on behalf of the City of Washington, and

WHEREAS, it is in the public’s interest to execute the Subordination documents to facilitate the planned improvement to Illinois Route 8.

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WASHINGTON, IL as follows:

Section 1. The Mayor and City Clerk are hereby authorized and directed to execute the Subordination of Surface Rights for Public Road Purpose documents (5), copies of which are attached hereto and incorporated herein by reference.

Section 2. This resolution shall be in full force and effect from and after its passage and approval.

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From:  Bob Morris
Subject: Farm Leases
Date: July 13, 2010

We are currently in the final year of our farm leases for the Tarvin and Blumenshine properties. I am assuming that we plan to advertise for competitive bids under generally the same terms as we did in 2007. If that is the case, we will need to notify our existing tenants of our intentions in this regard and prepare the necessary bid specification package.

General discussion is planned at the July 19^th City Council meeting.

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From:  Bob Morris
Subject:  NPDES Permit Fees
Date:  July 14, 2010

We are in receipt of bills (3) from the Illinois Environmental Protection Agency in the total amount of $26,000. These charges are for NPDES permit fees imposed by the Illinois State Legislature several years ago. The amount of $15,000 is attributable to STP No. 2, $10,000 is attributable to STP No. 1 and $1,000 is attributable to the city’s Storm Water Permit. The fees are due and payable on or before August 1, 2010. Funds have been budgeted for this purpose.

Staff recommends authorization to make payment as described above. This matter will be placed on the July19th consent agenda.

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From:  Bob Morris
Subject:  Purchase Authorization—Replacement Vehicle
Date:  July 16, 2010

We budgeted funds ($21,000) to replace our 1993 Jeep Cherokee this year. This vehicle is in very poor condition given its age and extensive use since originally purchased in 1993. The vehicle is used by the city’s Public Services inspector. It is believed that a small, four wheel drive, SUV best meets the city’s duty needs.

We have investigated the availability of suitable late model, replacement vehicles and identified a used 2009 Ford Escape (V-6, auto, 4WD) at Uftring Ford in the amount of $19,835, net after discounts and trade. Internet research indicates this to be a competitive price.

Staff would recommend authorization to purchase the above described vehicle in the amount of $19,835 (includes license and title) from Uftring Ford.

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From:  Kenneth B. Newman, City Engineer
Date:  July 15, 2010
Subject: Bid Award – 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 had continued further and steel reinforcement was now exposed. It was 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. On May 17, 2010 the City Council gave staff the approval to hire Foth Engineers to complete the design work and prepare bid documents for making the repairs.

It was originally anticipated that the repairs would entail cleaning and placing a concrete patch around the exposed rebar. In the process of working on the repair design our engineer consulted with the IDOT bridge office personnel concerning the proposed repair. IDOT recommended against making such a concrete repair and instead recommended that the exposed rebar and surrounding concrete be cleaned and coated with aluminum epoxy mastic paint. The design work was completed for this work and bid documents were provided to the City in early June.

The project was advertised for bids on June 23 and 30, 2010. Plans and bid documents were taken out by a total of five contractors. A single proposal was received and publicly opened and read on Wednesday, July 14, 2010. The proposal was received from P.A. Atherton Construction, Inc. of Spring Bay, IL for completing the work for an amount of $10,800.00.

Based on the above, it is my recommendation that the City Council award the contract for the North Main Street Bridge Repairs to P.A Atherton Construction, Inc for an amount of $10,800.00, and authorize the Mayor and City Clerk to execute the contract for this project.

This matter has been placed on the agenda for City Council’s consideration and action at the meeting of July 19, 2010.

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From:  Kenneth B. Newman, City Engineer
Date:  July 15, 2010
Subject:  Change Order – STP #2 Disinfection Facilities

During the sewage treatment facilities planning process, it was anticipated that we would be required to provide disinfection with any expansion or upgrade of our treatment plants. As such, the original design for the phase 1 improvements to Sewage Treatment Plant #2 included facilities for disinfection using gaseous chlorine. When the NPDES permit for STP #2 was modified and reissued in July 2007 for the proposed phase 1 improvements, the IEPA did not require that we disinfect. Therefore, we removed the disinfection facilities from the proposed improvements. When a decision was made in early 2009 to proceed with construction of the phase 1 improvements using stimulus funds, we elected to include construction of the chlorine contact tank in the project, since this was the most costly part of the disinfection facilities and we anticipated that we would eventually be required to disinfect. Subsequent to proceeding with the construction, the NPDES permit for STP #2 expired and we had to go through the renewal process. With this permit renewal the IEPA has required that we disinfect the fully treated effluent during the months of May through October, and has included a compliance schedule, which requires that we complete construction of the disinfection facilities by March 1, 2011 and obtain operational level by May 1, 2011.

As it became evident that we would need to disinfect, further consideration was given by staff and the Public Services Committee as to what type of disinfection process should be used. An evaluation was performed of gaseous chlorination versus the use of a process that employs ultra violet light. Based on the evaluation, it was estimated that the net cost of constructing U-V disinfection facilities would be about $332,000, taking credit for the cost of the chlorine contact tank which was already included in the current phase 1 improvement project. While it was determined that construction cost of the U-V facilities would be considerably more than the chlorination facilities, staff and the Public Services Committee members elected to proceed with the U-V facilities due primarily to concerns of the dangers of using gaseous chlorine.

On February 15, 2010 the Council authorized staff to proceed with design engineering for the U-V disinfection facilities. Design work was completed and application for permit was made to the IEPA in early May. At the same time, we requested a cost proposal from River City Construction for constructing the U-V facilities under the current contract for the phase 1 improvements. We are now in receipt of both the IEPA permit and the cost proposal from River City Construction.

River City Construction proposes to construct the U-V facilities for a total cost of $404,838.00. In addition, they would provide a credit in the amount of $231,144.00 for the cost of constructing the chlorine contact tank, which is already included in the current contract. With this proposal, the net cost to the contract for constructing the U-V disinfection facilities will be $173,694.00.

We have requested our consultant engineer, Strand Associates, to review the proposal. At this point, they are of the opinion that the proposed cost of constructing the U-V facilities appears to be reasonable. They have raised some comments concerning the amount of credit given for not constructing the chlorine contact tank. It is believed there should be some additional credit for piping and electrical work. We will be negotiating this matter with the Contractor.

At this point staff believes it is imperative to keep this project moving forward if we are to complete construction before the end of the year. As such we are requesting that the City Council authorize a change order for an amount up to $173,694.00, which would increase the total contract value to $6,827,994.00.

This matter has been included on the agenda for consideration and action by the City Council at the July 19, 2010 meeting.

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From:  Kenneth B. Newman, City Engineer
Date:  July 15, 2010
Subject:  Pay Request #2 – Devonshire Trunk Sewer Upgrade, Phase 2

On April 21, 2010 the City Council approved the award of a contract to P.A. Atherton Construction, Inc. in the amount of $575,723.11 for the subject project. Construction was started on May 19. As of July 6, all the new sanitary sewer and manholes had been installed. The last of the storm sewer replacement was completed on July 12 and all backfilling, compaction and placement of gravel have been completed. Currently, sidewalk, curb & gutter, and pavement replacement work remains to be completed in addition to final restoration of lawns and etc.

I am now in receipt of payment request #2 from the Contractor for work completed through July 13. Based on the completed quantities, the value of work completed as of this date was $466,936.80. Payment in the amount of $137,635.47 is recommended, which represents the total value of competed work minus the previous payment of $282,607.65 and retainage in the amount of $46,693.68.

Based on periodic observations made of the construction, it appears the work completed thus far has been satisfactory. Therefore, it is my recommendation that the City Council approve making payment on the Contractor’s payment application in the amount of $137,635.47.

This matter is being placed on the Council’s consent agenda for review and action at the meeting of July 19, 2010.