City of O'Fallon, IL - Public Works Minutes 11/22/2004

Item 1.	POI: Traffic Calming Options Fairwood Hills Road Moye School Detention Ponds Moose Lodge Signs French Village Water Pump Station NW Quadrant Transportation Study Bids for Replacement of Fence Posts, City Library Property Traffic Calming Options Fairwood Hills Road No Action on the above items was reported. (Open)

Item 2.	POI: Central School District #104, Delmar Avenue Improvements – The Mayor and staff have met with the Superintendent of District #104 and their engineer to discuss scope of project and inclusion in City future roadway improvement plans. Staff and the District’s engineer will revise scope down from original proposal and estimate costs of improvements to District and the City. Based on that, further discussions will be scheduled. (Closed)
Item 3.	POI: Southview Drainage Problems, Council Approval – Council has acted on staff recommendation, and have approved engineering study. (Closed)
Item 4.	POI: Quail Meadows Drainage Problems Update – City’s consultant is about 3 weeks away from delivering draft report on City Water Tower property. Sherbut-Carson has agreed to order additional half-round pipe restrictors for the Moye School detention ponds and the study on how to slow the release rate of water from Quail Meadows continues. (Open)
Item 5.	POI: Stormwater Master Plan Update – Black & Veatch has delivered the draft plan for review. Staffs’ copies have been distributed. The executive summary will be passed to the Aldermen for review. (Open)

Item 6.	POI: Facilities Planning Area Expansion Update – Illinois Department of Agriculture’s review is not complete, along with several other expansions within the local area. As a result the Area Wide Management Board cancelled its November and December meetings, and tabled all action on expansions. The next meeting of the Board will be January 5^th at the Fairview Heights City Hall. (Open)

Item 7.	POI: Meeting Schedule, 1 or 2 Meetings per Month of Public Works Committee – As Council agreed prior to this Committee meeting to try a once a month meeting of the Public Works Committee, this item has been overcome by events and no longer needs committee action. (Closed)
Item 8.	POI: NPDES (National Pollution Discharge Elimination System) Permit Issued – Staff explained that the permit application for general storm water release that was filed in March of 2003 has finally been acted on by IEPA. The permit and its qualifications have been received. (Closed)
Item 9.	POI: Manual Backflow Valve, 161 Liberty Crossing – Staff briefed that the owner of the subject property is asking the City to pay for the installation of the manual valve quoted to him by Spengler Plumbing. Staff will send the property owner a letter asking for justification of why the manual valve is equivalent to the City-approved device normally used. (Open)
Item 10.	POI: Speed Limit, N. Lincoln from Fairwood Hills to Deer Creek – The Public Safety Committee in deliberations over the speed limit along N. Lincoln had requested that the IDOT standard of speed increases from one speed zone to next be no more than 10 miles per hour (MPH). Along N. Lincoln, just north of Deer Creek the speed limit changes as you go north from 30 MPH to 45 MPH. Staff had requested the County who controls the ROW along N. Lincoln north of Wesley to change the speed limit sign near the Fairwood Hills intersection to 35 MPH, thereby allowing the 10 MPH criteria to be met. However, the County advised that existing 30 MPH sign at Fairwood Hills was placed there by an earlier request by O’Fallon Public Safety Department, about 5 years ago. If any change were made, the County would raise the speed limit from Fairwood Hills to Deer Creek to 40 MPH. All agreed to leave the signage as is. (Closed)
Item 11. Motion:	AI: Camera Van Purchase in Lieu of Camera Equipment Upgrade – Staff presented costs for purchase of a Sewer Camera Van that currently is a rental unit as a replacement for the planned purchase of the camera equipment ($25,000) in the currently approved FY2004-2005 budget. The camera van will come with the equipment that is currently in the budget plus additional equipment desired by the Sewer Lines Division. Although the cost of the van plus equipment is more than was set aside in the current budget, staff felt that based on the inclusion of all the equipment listed, the equipment already installed in a vehicle, and the worth of the vehicle despite being used was an attractive option to just buying the equipment as planned. After discussion, the Committee decided that based on a physical examination of the van by the Sewer Lines Foreman purchase of the van should be passed to Council for vote if a good report was received. The additional funding beyond that currently approved in the budget for camera equipment will come from the deferral of purchase of a new backhoe ($36,000) for the Sewer Lines Division. (Closed) Committee recommended passing to full Council a motion to purchase the camera van for $57,478 pending inspection and acceptance of vehicle and contents by Sewer Lines Division personnel using funds from the existing budget line items for camera equipment and backhoe replacement.
Item 12.	POI: State and Obernuefemann Intersection, Assignment by Public Safety Committee – Staff alerted the Committee of an assignment the Department of Engineering & Public Works received from the Public Safety Committee to do some study into options regarding traffic control at the intersection. The study should be completed within 45 days. (Open)

Item 13. Motion:	AI: Alignment Study, Northeast Interceptor Sewer – Staff presented a proposal from Rhutasel and Associates for the alignment study (preliminary design) for the Northeast Interceptor Sewer. The interceptor from a starting point near the entrance of Hearthstone Subdivision to the Wastewater Treatment Plant is needed to relieve the existing North Interceptor Sewer that is reaching full capacity and allow for future growth in the area north and east of O’Fallon. A previous planning study laid out a notional route for the 4½ mile sewer. The design and installation of a Northeast Interceptor Sewer will be affected by existing infrastructure in the area and projections of the development to occur there as well as state and federal requirements and possible paths of the sewer. The compilation of preliminary cost estimates for the different routes is needed to determine the least costly, reasonable alternative. (Closed) Recommend passage of resolution and authorization for Mayor to sign contract with Rhutasel for the preliminary design work for $30,000.
Item 14. Motion:	AI: Stop Sign, Dustin and Shadowridge Intersection – Staff informed the Committee that stop signs were never installed at the intersection as Shadowridge did not carry on past Dustin for a long period. Now, that Cedar Meadows is being built out past Dustin traffic control at that location is needed. (Closed) Recommend Council approval of ordinance to support the installation of stop signs on Dustin to control traffic entering or crossing Shadowridge.
Item 15. Motion:	AI: Snow Route Approval – The existing ordinance approving snow routes within the City is from 1993. A map was included in the Committee packet that displayed current and proposed routes based on the importance of the roads to serve emergency vehicles and general transportation needs throughout the City based on our current city limits. (Closed) Recommend Council approve ordinance to support the establishment of new snow routes throughout the City.
Item 16. Motion:	AI: Thoman Park Drainage Remediation Bid Opening Vine Street Reconstruction – Staff presented the results of a bid opening to provide the needed alterations to the drainage. (Closed) Recommend passage of resolution and authorization for Mayor to sign contract with Rite-Way Excavating for $23,475.20.

Item 17. Motion:	AI: Seven Hills Road, Adopt-a-Street Program – Staff presented a proposal from Kappa Alpha Psi Fraternity to adopt Seven Hills Road from Highway 50 to State Street. Recommend acceptance by full Council of adopt-a-street agreement.

Item 18. Motion:	AI: State Street, Adopt-a-Street Program - Staff presented a proposal from the O’Fallon Women’s Club to adopt State Street from Carson Drive to East Highway 50. Recommend acceptance by full Council of adopt-a-street agreement.
Item 19. Motion:	AI: Quarry Pond Property – Staff informed the Committee that the City had received an offer for the City owned property along Quarry Road, east of the City, commonly referred to as the Quarry Pond Property. The Mayor will discuss the details of the existing offer with the Council in Executive Session on Monday, 12/6/04. The property has sat idle since St. Clair County gave it to the City, with only sporadic use as a firing range. Due to its proximity to Quarry Road it sees many trespassers and is a liability to the City. With the Family Sports Park, the value of the Quarry Pond for kid’s fishing tournaments and the like diminishes as such a facility will be included in the Sports Park. Recommend the Council declare the Quarry Pond Property excess and if an acceptable offer, meeting state criteria for land sale by a municipality, is received, authorize the Mayor to enter into an agreement for sale.
Item 20.	POI: Use of Old City Hall by Fire Department – Staff presented the concept for the use by the Fire Department of Old City Hall. As by ordinance, “The City Engineer shall assist in the administration of all city-owned buildings”, this allowance for use by the Fire Department was brought to the Committee as an advisory action for comment. Consensus of the Committee was that use by the Fire Department is acceptable. (Closed)
Item 21. Motion:	AI: WWTP Main Lift Station Pump Repair - Pump #1 is the standby pump in the main lift station at the WWTP (wastewater treatment plant). It seldom operates as it is set only to pump during extremely high flows. Late this summer during such an occasion it failed to operate in the automatic mode. Technicians were called in to repair what was thought to be a control problem only. Upon inspection by the electricians, it was found that the pump needs extensive servicing by a pump specialist due evidently to its long periods of idleness in a very corrosive environment. The work proposed will call for the pump to be removed and repaired in a shop, prior to re-installation. All bearings, seals, O-rings, and sensors will be replaced (i.e., complete overhaul). Total cost for the overhaul is $9,700 ($4,800 for materials, $4,900 for labor). Rexel United was chosen to quote on the pump repair as sole source due to their past response to other emergency situations and quality workmanship. (Closed) Recommend Council approve repair of pump for $9,700.
Item 22. Motion:	AI: JULIE Modification of CityWorks Software, Varion Proposal – During the implementation process of CityWorks, the new Public Works asset management software, staff discussed the possibility of automating entry of JULIE locates into the Service Request portion of the Cityworks software. Since staff handles between 250 and 400 locates each week between the Sewer Lines and Water Divisions (approximately 15,000 each year), this will significantly reduce the data entry workload associated with implementation of this software. After a couple of months of investigation, staff narrowed the scope of service to the following: Varion Systems will create, test, and install a PERL Script on a server within the City that will serve to generate service requests in Cityworks from J.U.L.I.E. requests received via e-mail. The script will meet the needs of the following requirements by the City: 1) Take a JULIE e-mail and create a service request for each locate request. Each Service Request will have a unique number generated in CityWorks, 2) The PERL script will extract relevant information (address, request type, notes or location descriptions, etc.) and populate the Cityworks database (data populated in the database will be displayed in the unique service request), and 3) The PERL script will forward the e-mail (regular priority or Emergency) to appropriate addresses (such as the field crew if desired) Automating the creation of these service requests will save significant data entry time and will allow better tracking and documentation of locates. Staff believes that the data entry time saved by automating this process will pay for itself in less than one year. (Closed) Recommend passage of resolution and authorize the Mayor to sign a contract with Varion Systems for $7,000 for the software adaptation.