Public Works Committee
Minutes
6:00 P.M.; January 23, 2012
Minutes of a meeting of the City of O’Fallon’s Public Works Committee, held in the City Council Chambers, City Hall, 255 S. Lincoln, O'Fallon, Illinois on January 23, 2012.
CALL TO ORDER: Time: 7:03 P.M.
ROLL CALL: MEMBERS: True, Cozad, Roach; Hagarty, Meile
NON-COMMITTEE ALDERMEN: N. Drolet, Mouser, Bennett, J. Drolet, Albrecht
STAFF LIAISON: Sullivan, Bell, Bowman, Denton, Betten, Saunders
GUESTS: Stewart Drolet, Dave Pfeifer
Minutes from November 28, 2011 were approved.
Item 1: AI: Feasibility Study for 200 S. Lincoln’s Conversion to a Fire House – Chief Saunders presented the proposal from White & Borgognoni Architects, P.C. (WBA). The study would provide staff information on the feasibility of modifying and adding to the building to a full fire station. Chief Saunders, Chief Betten and Dennis Sullivan all feel it is better to have a feasibility study first before designing a building and finding that modifications to make it seismic resistant and to meet all other life safety code requirements is not cost effective. WBA designed the Shiloh Fire Station and Public Safety management was pleased with its outcome. WBA has engaged Fendrich Engineering, Inc.(FEI) as the structural engineering firm for analysis of the
structure. Fire Stations are traditionally held to higher standard than a City administration building. The cost for WBA’s work is $4,500.00 and FEI is $6,000.00 for a total of $10,500.00. The results of the study will help make the determination of the design requirements for the Fire Station building. The conversion of 200 S. Lincoln to a Fire Station is in accord with the previous master planning done by McGrath Associates. If the feasibility study indicates the existing structure is not cost effective to be made part of a fire station, then at least the City would be able to determine what future uses would be feasible. After a long discussion, the Committee recommended moving the agreement forward to full Council for consideration. (Closed)
Motion: Committee recommends the approval of the White & Borgognoni Architects, P.C. agreement in the amount of $10,500.00. All ayes.
Item 2: POI: Discussion of Project Prioritization – Staff asked the Committee to look over a proposed list of projects from the Director of Public Works for this coming year’s budget. The projects on the list have several different funding sources, and target amounts available from each source were provided. The process for determining the final listing will therefore require balancing project need and funding availability. The listing is a sneak preview of what will be forthcoming soon in budget deliberations. (Open)
Item 3: AI: Milburn School Road Utility Relocates by Ameren – Staff presented two invoices from Ameren for the relocation of their infrastructure. The invoice for the electric is in the amount of $89,448.46 and gas in the amount of $51,589.80 for a total of $141,038.26. Ameren originally thought they had no specific utility easements making them responsible for the cost of moving their utilities. However, at the eleventh hour, Ameren found documentation of some private easements. The City has to pay Ameren to move their utilities out of the way of the road construction in these private easements. Staff is proposing using Motor Fuel Tax Funds (MFT) to pay for cost. The price has been negotiated down by staff from the original submittal by Ameren.
(Closed)
Motion: Committee recommends the use of MFT Funds to pay the Ameren Utility Relocation costs. All ayes.
Item 4: AI: Seven Hills Water Main Extension – Baptist Church to 3rd Street – Staff presented an engineering design agreement from Gonzalez Companies for the Seven Hills Water Main Extension. Our 12- inch water main down Seven Hills Road stops at the rear of the Baptist Church and at the 3rd Street intersection. This project has been in the master plan for many years to close this gap. Mains along cross streets would also be tied into the proposed water main down Seven Hills. Staff feels looping the lines, filling this gap is a priority based on providing better domestic and fire services. The cost of the design as proposed is $39,670.00. (Closed)
Motion: Committee recommends the approval of the agreement with Gonzalez Companies in the amount of $39,670.00. All ayes.
Item 5: AI: Central Park Drive Pavement Replacement, Phase 2 – Design Agreement – Staff presented an engineering design agreement from Rhutasel and Associates, Inc. for the Central Park Drive Pavement Replacement. This past summer the eastbound lane was reconstructed. Staff would like to do the westbound lane this coming summer. Rhutasel & Associates designed Phase 1 of the project. Central Park Drive is falling apart in areas due to poor supporting subgrade soils. The project consists of removing approximately 900-feet of the north half of the existing pavement along Central Park Drive in the area of O’Charley’s Restaurant and replacing the roadway with an asphalt pavement after removal of the poor soils. During construction, the
roadway will remain open, but limited to one way traffic to allow access to the local merchants’ properties. (Closed)
Motion: Committee recommends the approval of the agreement with Rhutasel & Associates, Inc. in the amount of $6,000.00. All ayes.
Item 5: AI: Cambridge Boulevard Pavement Replacement – Design Agreement - Staff presented an engineering design agreement from Rhutasel & Associates, Inc. The westbound lane has some really bad spots in need of repair. When the road was built one lane was likely placed over the old railroad right-of-way and the other over an old drainage ditch adjacent to the rail grade. Staff has not decided if the repair will be with Portland cement concrete or asphalt at this time. (Closed)
Motion: Committee recommends the approval of the agreement with Rhutasel & Associates, Inc. in the amount of $6,500.00. All ayes.
Item 6: AI: MFT General Maintenance Submission to IDOT - Staff informed the Committee that every year IDOT requires the Council to pass a resolution to support the use of MFT for maintenance of streets and highways by the municipality’s in-house forces. The CY2011 & 2012 resolutions are very similar to the ones passed by the Council in the past. It allows use of MFT funds by in-house personnel for the maintenance of city streets. CY2011 went to Committee last year with recommendation to City Council. However, for some reason it never made it onto the City Council agenda. While reviewing the necessary paperwork to close out CY2011 staff realized the paperwork had not been approved. Staff talked to IDOT and they will allow us to do the approval
at this time for both CY2011 and CY2012. (Closed)
Motion: Committee recommends approval of the MFT General Maintenance IDOT resolution paperwork.
Item 7: AI: Sewer Trunk Main Rehabilitation – Design Agreement - Staff presented an engineering design agreement with Gonzalez Companies for the Trunk Main Rehabilitation. Approximately 5 to 6 years ago, we contracted with HMG find where all of the sewer trunk mains are located. The original construction as-built drawings were not correct. In many places the sewer main is not in an easement area and on private property - back in the day of hand shake agreements. We will need to obtain easements from the current property owners for the rehabilitation work. Gonzalez will do an evaluation of manholes and sewer main lines based on the old HMG data. The full design will take several years to complete. As the sewer mains were placed in 1968 and are
corrugated metal pipe, many sections are in a poor state at this time. Staff would like to have the design and repairs on partial parts of the line as it can be funded. Pat Judge, a principal engineer at Gonzalez Companies, previously worked for the City of O’Fallon and was the City’s liaison with HMG at the time of the previous project. After some discussion as to how this lengthy project design and the reconstruction effort will be carried out, Committee recommended approval of the agreement. (Closed)
Motion: Committee recommends the approval of the agreement with Gonzalez Companies in the amount of $352,875.00. All ayes.
Item 8: AI: Westbrook Area Stormwater Study - Staff presented an engineering design agreement with Gonzalez Companies for the Westbrook Area Stormwater Study – Phase 1. Staff informed the Committee that only a portion of the SE Quadrant of the Family Sports Park drains under Obernuefemann Road and into the Westbrook Subdivision, and while that drainage if far better controlled than in the past. The drainage of the agricultural ground and subdivisions east of Obernuefemann still deliver a large amount of run-off that eventually makes it to a stream reach on the boarder of Hesse Park. Much of the infrastructure (culvert pipes and inlets) are reaching the end of their life span, and the culvert pipe under Persimmon between Juniper and Madison street is suspect at this time. The study would look at all problems in the Westbrook area, and develop a scope and estimates for repairs that are needed. Staff would then be able to make a priority list of projects. Staff would work on
smaller projects as they are able to be funded. (Closed)
Motion: Committee recommends the approval of the agreement with Gonzalez Companies in the amount of $183,990.00. All ayes.
Item 9: AI: Pre/Post Construction Sanitary Flow Monitoring - Staff presented an engineering agreement with Gonzalez Companies for Pre/Post Construction Flow Monitoring. The City owns some meters for this purpose and will be purchasing more meters to be placed to collect data. Gonzalez will place and retrieve the meters along with tracking, graphing and analyzing the data as they have done in previous years. They will provide the information to be integrated into our GIS system. Staff has gained much knowledge of our system from the Gonzalez efforts in the past and want to continue the collection of data, but do not have time in the summer months to do the collection and monitor other City projects. (Closed)
Motion: Committee recommends the approval of the agreement with Gonzalez Companies in the amount of $37,200.00. Ayes-4, Nay-1.
Item 10: AI: Venita Drive Water Main Extension/Relocation Materials – Staff received 3 material quotes, with Midwest Municipal Supply being the low bidder. Staff informed the Committee that our 16-inch water main terminates south of the west entrance to the Family Sports Park. A portion of an existing water main also needs to be relocated for the Venita Road Overpass project at the south end of the project. City crews along with contractor support will make the bore under the railroad and trench the areas for the new and relocated mains. All the work be completed on land the City now owns. When completed, the project will provide for a tie into the existing 16-inch water main running under I-64 and parallel to
Hwy 50. This tie-in will provide a significant loop in our water system. The only customer to be impacted by the work is the motel on Venita which will be connected to our water system at another location from where it is currently served.
Motion: Committee recommends the approval of the bid from Midwest Municipal Supply in the amount of $94,056.26. All ayes.
Item 11: POI: Alternate Electric Utility Provider (Aggregation Process) – Alderman Roach requested this item be addressed in front of the Committee. Under current State legislation Cities have the ability to gain approval from its citizens to have electric providers bid on providing service to the entire municipality. Other local cities – Collinsville, Granite City, Shiloh, Belleville and Edwardsville - are also looking into this issue. It requires a referendum be passed to support such a process. At this time, it is too late to be considered for the March election process. Companies from New York (Good Energy) and Canada (Blue Star) are trying to get people to sign up on an individual basis which is allowable. But, the advantage to the alternate providers may be due to a current anomaly in the rate structures of of potential providers. Alternate providers may only provide lower rates for one to two years, it is uncertain what would happen after that time frame, and
that is what requires further research into a City-wide approach. Is it worth going through the process? City Administrator, Walter Denton, mentioned we have moved to real time rates out at the Wastewater Treatment Plant due to recommendations by an energy advisor the City uses, and he will ask them to come in and speak to the Committee about municipal aggregation. In the interim, we will track the other local cities and their referendums in March to gain further insight into how aggregation may be an advantage to O’Fallon. (Open)
Item 12: POI: Milburn School Road Reconstruction and Water Service Transfers – Staff has been meeting with the Village of Caseyville Water Department regarding the location of their water main along Milburn School Road that is in the City’s ROW and in the way of the road construction contractor. Caseyville Water has 16 active and 1 inactive service accounts along the road reconstruction area. It is simply not worth Caseyville’s time or money to move the water main out of the road construction area to continue to provide those accounts water. Caseyville has notified their existing customers letting them know that O’Fallon will provide service to them in the near future. With this transfer in service
proposal, the new customers will be accepted by O’Fallon with no pre-annexation/annexation paperwork and will have no tap fee as they are presently served with water. Staff will be sending out letters to introduce/notify them that we are prepared to switch over the water service. As for telephone facilities in the way of reconstruction, AT&T has moved their infrastructure, but no into the right location. AT&T will need to relocate their infrastructure again to get out of the way. The City has two locations where our water mains or services may be not deep enough, but that can be done quite quickly. Meanwhile, our road contractor is ready to start and is waiting until the utility conflicts are resolved. (Closed)
Item 12: POI: Street Sweeping – Alderman Hagarty requested this item be discussed after being contacted by a resident. The resident inquired if there is a street sweeping schedule. Staff currently does not have a set schedule. Street Sweeping is done based on need and by request. (Closed)
ADJOURNMENT: 9:13 P.M. PREPARED BY: Heide Bell
Next regular meeting is scheduled for Monday, February 26, 2012 at 7:00 P.M., to be held in the Mayor’s Conference Room or Council Chambers at City Hall dependent upon the number of visitors at the meeting.
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