City of Chrisman City Council met May 2.
Here are the minutes provided by the council:
THE CITY OF CHRISMAN MET FOR A REGULAR MEETING AT 7:00 P.M. WITH THE FOLLOWING MEMBERS PRESENT: COMMISSIONER CORY CHANEY, COMMISSIONER BRIAN HADDIX, AND MAYOR DANIEL OWEN. ALSO, PRESENT WAS CITY CLERK AUTUMN PERRYMAN, AND CITY TREASURE KAYLEN HOSKINS.
COMMISSIONER BRICE STRATTON WAS IN AT 8:00PM
PLEDGE OF ALLEGIANCE
ROLL CALL
MINUTES:
HADDIX MOVED AND CHANEY SECONDED THAT COUNCIL APPROVES MINUTES FROM APRIL 20TH, 2022. VOTING AYE ON THE MATTER WERE ALL MEMBERS PRESENT. VOTING NAY NONE. MOTION CARRIED.
CLAIMS:
CHANEY MOVED AND HADDIX SECONDED THAT THE COUNCIL APPROVES THE CLAIMS IN THE AMOUNT OF $33,704.51. VOTING AYE ON THE MATTER WERE ALL MEMBERS PRESENT. VOTING NAY NONE. MOTION CARRIED.
CHLOE DOAN PAYROLL PARK 317.04-22195
AUTUMN PERRYMAN PAYROLL ADMIN 839.40-22196
KAYLEN HOSKINS PAYROLL ADMIN 941.17-22197
ERIK BOHLE PAYROLL WATER.SEWER 1,715.68-22198
ZACH PHILLIPS PAYROLL STREET 991.00-22199
MATT SHELATO PAYROLL WATER 622.26-22200
JAMES TODD PAYROLL POLICE 196.74-22201
TOM DOLAN PAYROLL POLICE 1,109.69-22202
STEPHEN HALL PAYROLL POLICE 437.93-22203
RAY SOLLARS PAYROLL POLICE 158.16-22204
PAULA BETH DAILEY PAYROLL LIBRARY 394.63-22205
CHERYL OATES PAYROLL LIBRARY 388.34-22206
CERTIFIED BALANCE & SCALE EQUIPMENT/MAINTENCE SEWER.WATER 1248.00-22207
TECHNOLOGY MGMT REV FUN DISPACTCHING POLICE 44.27-22208
EDGAR CO ABSTRACT REPORT SUSCRIPTION ADMIN 156.00-22209
FRONTIER EMAIL SERVICE ADMIN 36.82-22210
GULLIFORD SEPTIC & SEWER SLUDGE REMOVAL SEWER 1085.00-22211
HEALTH ALLIANCE INSURANCE ADMIN.POLICE 1452.52-22212
AMEREN ILLINOIS LIGHTLING/ELECTIC ALL 1697.03-22213
IMCO UTILITY SUPPLY UTILITY EQUIPMENT/MAINTENCE WATER 11,625.00-22214
CHRISMAN NAPA VEHICLE MAINTENCE STREET.SEWER 59.90-22215
PACE ANALYTICAL SERVICES TESTING SUPPLIES WATER 364.50-22216
PARIS FEED AND ANIMAL EQUIPMENT SEWER 119.95-22217
POWERNET GLOBAL COMM FAX LINE SERVICE ADMIN 18.63-22218
PROGRESSICE CHEMICAL AND L EQUIP MAIN/STREET STREET.SEWER.WATER 985.28-22219
ROBERT MORRIS LAW OFFICE LEGAL FEES SEWER.WATER 637.50-22220
SNEARLEY & COMPANY PORTA POT RENTAL PARK 190.00-22221
CITY LIBRARY PAYROLL REIMBURSMENT LIBRARY 782.97-1645
IRS FEDERAL TAXES ALL 2,408.16-90000966/968
IDOR STATE TAXES ALL 895.17-90000967/969
BUILDING PERMIT AT 121 S PENNSYLVANIA:
HADDIX MOVED AND CHANEY SECONDED THAT COUNCIL APPROVES THE BUILDING PERMIT AT 121 S PENNSYLVANIA. VOTING AYE ON THE MATTER WERE ALL MEMBERS PRESENT. VOTING NAY NONE. MOTION CARRIED.
BUILDING PERMIT AT 602 E JACKSON:
CHANEY MOVED AND HADDIX SECONDED THAT COUNCIL APPROVES THE BUILDING PERMIT AT 602 E JACKSON. VOTING AYE ON THE MATTER WERE ALL MEMBERS PRESENT. VOTING NAY NONE. MOTION CARRIED.
DEMOLITION PERMIT AT 324 S ILLINOIS:
CHANEY MOVED AND HADDIX SECONDED THAT COUNCIL APPROVES THE BUILDIN PERMIT AT 324 S ILLINOIS. VOTING AYE ON THE MATTER WERE ALL MEMBERS PRESENT. VOTING NAY NONE. MOTION CARRIED.
ADVERTISE TO FILL THE STREET POSITION:
HADDIX MOVED AND CHANEY SECONDED THAT COUNCIL APPROVES THE ADVERTISING TO FILL THE STREET POSITION. VOTING AYE ON THE MATTER WERE ALL MEMBERS PRESENT. VOTING NAY NONE. MOTION CARRIED.
APPROVE THE PROPOSED BID FROM B&T:
HADDIX MOVED AND CHANEY SECONDED THAT COUNCIL APPROVES THE REVIEWED AND APPROVED PROPOSED BID FOR THE LIFT STATION PROJECT FROM B&T FOR $1,535,571. VOTING AYE ON THE MATTER WERE ALL MEMBERS PRESENT. VOTING NAY NONE. MOTION CARRIED.
GRANT WRITING:
CHANEY MOVED AND HADDIX SECONDED THAT COUNCIL APPROVES GRANT WRITIN GFEES FOR INFASTRUCTURE IMPROVEMENTS FOR THE RANGE OF $3,750-$4,500. VOTING AYE ON THE MATTER WERE ALL MEMBERS PRESENT. VOTING NAY NONE. MOTION CARRIED.
DISCUSSION:
Rodney Wolfe:
I know your shorthanded, it’s up to you guys, but I’ll do standby for Erik on the next 2 weekends to give him a break. That way he can get a little time off, you are already short one, you don’t want to be short 2. Mayor Owen- Thanks Rodney. Haddix- We appreciate it.
Police Department:
Dolan-We had an excellent fire arms training session this weekend. Mayor Owen- That is very good. Ambulance:
The sidewalk Infront of the station, have you had a chance to look at that yet? Mayor Owen- I know Thad was going to go look at it, but I don’t know if he did. Its raised up, right? Neal- Oh yeah. Wolfe- Water got under it somehow, and buckled it big time. Mayor Owen- Did it just do it this winter? Neal- It’s been there for a while; it’s just getting worse.
Matt Johnson:
We opened bids for the Washington St. Lift station, there were 2 bids. One from Schomburg for $1,199,455.10 and one from B&T for $1,535,571.00. The bid from Schomburg was really close to the estimate, I was prepared to come here and recommend we award it and move forward but unfortunately, I received a phone call within the 24-hr. allotted time, and they asked to have their bid withdrawn. Mayor Owen- They must have bid it too cheap. Johnson- From my understanding there was some miscommunication with their pipe supplier and with whoever was going to be doing some of their piping work. As a result, they left out about $210,000 out of their bid. It is important to know that the different their bid and the next lowest bid was greater than $210,000 so where I’m at, the financing for this project is set up for a much larger project, included both the treatment plant and the collection system improvements. Either of these bids we could make work, if you wanted to move forward with either of the bids. Now because you have a contractor that withdrew his bid, the next bid would be from B&T for $1,535,571. There are 2 other alternatives that I see, you can decide to reject all of the bids and rebid, but that would take some time. To rebid a project, you have to wait at least a quarter or change something materially on the plans that were bid. We could add some different pipe materials, that would add about another 45-60 days depending on how long it took to get the bid documents put together. Other than awarding it to the high guy, you can reject all and rebid. The only other option that I see would be to consult with your attorney and find out if you can work with the current low bidder and allow him to put that $210,000. Generally speaking, that would be a call for the attorney to make, not for me. I did check with rural development, with a conference with the attorney they would be willing to move forward with financing. Mayor Owen- How close are we? Johnson- About $135,000 about 10% or so. Mayor Owen- That is a lot of money. Johnson- Yes it is that is why I mentioned the option, but it is not a straight forward option, it would require your attorney to review. Mayor Owen- Ok I’ve got some questions for you. There was an issue of a tree, we didn’t know how it was on to take it down? Johnson We didn’t get any questions on that from the bidders. Haddix- It was asked at the Prebid meeting that your dad was at. Johnson- We did not address it in the addendum about a tree. Mayor Owen- If I gave you a contract to put a sewer line in, and there was a tree in the way, I would assume that is not my problem. Johnson- I would say a tree is pretty conspicuous, that is not a changed condition. If it was something underground that we did not see then that would probably change. Haddix- Your plan is at the pump station, to cross Washington St because your new pump station is going to be on the north side of Washington. Then you are going to cross Washington St. there and go east all the way to Maryland St. Then you’re going to go at an angle across there to the north side of the street to go back to the sewer plant. Johnson- Yeah there is a water line that exists along our same route, that kind of meanders a little bit. Haddix There is also a new gas line in there. We are aware and took aversive maneuvers to stay away from it. Haddix- Are you planning on boring under the intersection or just closing the street and cutting through there. Johnson- We have both, the quantities of those I’m sorry for a specific location in the construction project if there is reason for one or the other, we can make those adjustment as we get there. Haddix- I guess I should look more into it, I should have already do it, but I’m just wondering if this tree is really a problem, or if since we are cutting across this tree might not be a problem. Johnson- I’ll be honest, I don’t know anything about the tree. Tree removal in this size of a project is fairly minor. I do also recall down by the pump station we had a discussion with the property owner to the east. We needed to regrade some of that area, there are some notes on the plan to that affect. I think it was to help them with a tree and a stump. I think for temporary construction easement, we made the agreement with the property owner to take the tree and stump out. Haddix- I hadn’t thought about it previously, but at the Prebid meeting through some discussion, I really think we should move the pump station to the east side of that building instead of the west side. The west side is going to be down at bank level with the creek. That creek does come way out or the banks. Johnson- We raised the pump station up to where it is at or above the level of the garage. Haddix- ok so it won’t matter what side it’s on then. Johnson- Personally with the grade, it actually be more difficult to put it on the other side. Chaney- The storm sewer that drains in to the creek there, is that on the east side or the west side of the building? Johnson- There is a storm sewer there and we are eliminating all of that. Chaney- Where will all that go to then? Johnson- The way that garage was put in it cut off the natural land drainage, that is why it’s out. All the water that is shedding off and gets caught by that drive way with be rerouted with the grading then goes into the creek. Mayor Owen- There is a line that comes from the south east. Johnson- Ok we are talking about two different things then. Boyer- It called out to be relocated around the station. Johnson- I’m sorry. Wolfe- So what’s the plan is he going to take it east? Boyer-I think there is room on the east side of the lift station, between it and the building. Haddix- With the bid options that you have presented, I know how I would feel if I was the only one that had a bid, I was wondering, you have already checked on the material, and you can get it? Boyer- Yes, and it is going up today. Haddix- Another thing, if we wait, in another 60 days will that material be available? Do we put that off another 60 days or go ahead and except Boyers bid, and get started on the project? Johnson- That is an option that is on the table, I don’t really have an opinion either way. Haddix- I’d hate to spend another $135,000 if we had another bid, but since we don’t have, and we know how bad that pump station is in I personally think we should to go ahead with it. Mayor Owen- Did you get the pump from Vermillion County. Johnson- Yeah, it’s just a matter of getting the paper work together from their lawyer. Tilton was the one that had it, I talked to the mayor from there, and told him that there was another community in another county that needed help. He said, if someone is in need, then we want to help. Haddix- How long do you anticipate that we might need that pump. Johnson- The only time we will need that pump is if the existing pumps fail before we are ready to turn on the new lift station. Haddix- There for unless our electric pumps fail, we shouldn’t need the diesel-powered pump. Johnson-Correct. Mayor Owen- We only have one pump in the lift station that’s running? Bohle- Yeah, just on the high side. Mayor Owen- Is there work at the lift station that the city is going to have to do, or is the contractor doing it all? Johnson- The contractor will do it all, as long as you don’t lose the electric pump between right now and the time that the work that is on the plans is finished. Mayor Owen So once he sticks a shovel in the ground it is his? Johnson- That is why we want to get that pump if we did have an emergency. Wolfe- You can still do a change on the bid, he’s probably got availability to Polly, if its available and cheaper. Johnson- If its advantageous to both the contractor and the owner, then he would propose that and we will then consider it. That would be true if we went with another contractor. Wolfe- Boyer are you going to try and bore it all? Boyer- Yes. Wolfe-That way a tree is not an issue. The only thing at Maryland at 7 feet, you may have to dig that up and pothole that. Boyer- Yes, we are pot hole everything before we start. Wolfe-There is a storm, you’re relocating that? Boyer- Yeah, it shows clearly relocating that. Johnson- The only thing I need to add about the poly, you have to keep the inside diameter the same. They have to be the same inside diameter to be considered, because the pump sizes will change. Mayor Owen- Unfortunately time is not on our side. We’ve been just getting buy for a while. Chaney- the $135,000 is the difference between the two bids, and the budget was a little over a Million? Johnson- Yes, but that budget was put together before all these supply issues. The rate ordinance that we have in place supports the entire collection system and treatment plant project, so there are more than enough funds to do this if that the way you want to go. Mayor Owen- And still come out good on the sewer plant? Johnson- We may have to make a couple of adjustments for sure, but that is a battle we can fight tomorrow. Chaney- What is the expected start date? Johnson Typically once we get the decision on this particular issue then we will schedule a closing. Once that loan is closed then I can issue a notice of award to whoever, and then we will put the contract together, to guess I would say maybe June or July. There is a process once you decide what you are going to do. Haddix- Then how long do you anticipate the project to take. Johnson- You tell me how much it is going to rain and how late the frost sets in, all those are factors. The biggest thing to do now is get the pipes in the ground and wells in the ground. After we get those battles fought, there is nothing else to do besides those excavations, until we get the pumpstations delivered for a while. Boyer- Electrical is the biggest issue we’ve got; the generator is 52 weeks out. Haddix- I think we need to go ahead. Wolfe- We are going from 3 phase 240 to 480 so the power company will do it no problem? Johnson- It’s not there right now, it would have to be run from rt 1. Wolfe- Is that something the city will have to pay for? Johnson- You’ll pay for the new service. The last time we had a new service like this, we had a service agreement, so as long as you used so many kilowatts, you won’t pay extra for that service. Chaney-Is that included in the 1.5? Johnson- No it’s a new service. Chaney- How much is that? Johnson- $25,000 range, but the way we have done it in the past is there is a service agreement. If you don’t use that kilowatt hrs. that that motor is going to naturally want, they will still charge you a minimum kilowatt usage. Wolfe- So the electric is not in the bid and the gas is not in the bid because the generator we’ll probably have to upsize the gas service. Johnson Let me go back and check to make sure what we actually have in the specs, IEPA is a little different than USDA. IEPA doesn’t allow us to put in any kind of allowances or anything like that into the bids for services. Boyer- We talked about that at the Prebid meeting, maybe getting that as an allowance. Johnson- With rural development, I think we have an email attached to the Prebid email summary.
Backhoe:
Nothing
Box Culvert:
Nothing
Water and Sewer Adjustments:
In the past we have forgiven a bill for when people fill their pools at the beginning of the season. I don’t know if we have to change an ordinance or not, but I’m suggesting we don’t do that because we are paying for water. Mayor Owen Thank goodness we don’t have as many pools intown as we used to have. Haddix- We have also adjusted a water bill for a citizen twice and I’m a little upset because, that guy has made life for 3 of our employees a living hell. There is no reason that he comes in cussing. Mayor Owen- All we have to do it throw him out, or call the police its very simple. Haddix- Erik took a late notice down there, and he tore it up and threw it at him. Tom are you aware of that. Dolan- I was here, he didn’t act out much that day. Haddix- I’m sure he won’t when you here.
Locator:
Stratton- I have a couple different quotes for them, they are anywhere between $6200 and $7000. Bohle- Last week some guys were putting in some field tiles, not only was there nowhere close that I could hook on to do the locate, if I could have hooked on, I would only have been able to see about 50 feet. I ended up having to probe it, and that was inefficient, but I was lucky to be able to do that right there.
Neighborhood Watch:
Nothing
IEPA Participation Letter:
Mayor Owen- They are doing Sulfate, calcium, copper…etc. Is this the one you did every year? Wolfe- We always used PDC labs. Mayor Owen- Where did this come from? Hoskins- The EPA. Wolfe- If that’s the state lab wanting you to go with them? PDC used to be that we could pull our samples and take them to Massie and they would get sent to PDC, but now with UPS delivering them at 3 in the afternoon the next day they are out of time. So now you are paying one of your guys to meet a currier in Champaign to take that sample to Peoria to PDC labs. I don’t know if going with the state, and you’ll have the same problem. You’re doing it once a month right now. Bohle- The lab has to be an IEPA approved lab. I think PDC which is PACE now is the closest. Haddix- Our lab expenses may be going up too, because Tom Glendenning is coming up with some new tests Erik will have to do until we get a new plant in place.
Grants:
Chaney- Since we are spending money, I wanted to get everyone’s approval to spend some more money. There are 2 grants out there right now, there is a service that is discounted by IML, they can write the grant and then let us review it and go back and forth with them, but then we will be responsible for the full assembly which would be $1875. The other option is the full assembly, they write the whole grant, all the review process, and they submit everything. That runs anywhere from $3750- $4500 is their estimate per grant. Wolfe- We used to have an agreement with Fehr Graham that they would right grants for us, but you would only charge us if we got them? Johnson- If it’s something that I have nothing to do with what you are asking for, like when we got, you’re the police car, that was just us helping. Wed love to have that grand administration, but if it’s like the police car we just take a thank you. Mayor Owen- What are these grants for and how much? Hosking- One of them is expired, but new ones pop up all the time. The one was infrastructure, like storm sewers. Mayor Owen- Are you just wanting to get approval to do these? Chaney- The one that is due the 26th of this month is a $500,000 ceiling for infrastructure, anything water, sanitary, and storm sewer related. This one is due in three weeks. Mayor Owen- How does that improve our odds with them doing it? Chaney- I have no idea, I just know I don’t have the knowledge to do it. Mayor Owen- Well we won’t know unless we try it, what do you think? Haddix- I agree that would make a big difference.
Commissioner Haddix:
Nothing
Commissioner Chaney:
Nothing
Commissioner Stratton:
The lot at 221 S. Illinois that was bid on, about 4 meetings ago, the buyer does not want to buy it.
ADJOURNMENT:
HADDIX MOVED AND CHANEY SECONDED FOR ADJOURNMENT AT 8:08 P.M. VOTING AYE ON THE MATTER WERE ALL MEMBERS PRESENT. VOTING NAY NONE. MOTION CARRIED.
http://cityofchrisman.com/docs/2022/May02Minutes.pdf
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