Public Works Committee Minutes Wednesday October 14, :00 pm

Transcription

1 Rock Island County 1504 Third Avenue Rock Island, IL (309) Public Works Committee Minutes Wednesday October 14, :00 pm The Public Works Committee of the Rock Island County Board met at the above date and time in the Conference Room of the Administration Office on the second floor of the County Building, 1504 Third Ave, Rock Island, IL. Chair Larry Burns called the meeting to order at 2:00 p.m. Minutes as follows: 1) Call to order and roll call Committee Members Present: Chair Larry Burns, Bob Westpfahl, Ed Langdon, Jeff Deppe, Chris Filbert, Mike Burns Committee Members Absent: Don Johnston Others Present: Dave Ross, Kenneth Maranda, April Palmer, Greg Thorpe, John Massa, Fred Neece, Jerry Clyde 2) Approval of minutes from the September 9, 2015 meeting Motion to approve: Ed Langdon 2 nd : Bob Westpfahl 3) Public Comments There were no public comments. 4) Consider approval of treasurer s disbursements (TDs) Motion to approve: Jeff Deppe 2 nd : Chris Filbert

2 5) Consider approval of claims Motion to approve: Mike Burns 2 nd : Jeff Deppe 6) Consider Transfers of Appropriations a. General Fund, $ from Repair/Maintenance Supplies to Professional Services b. $20, from Repair/Maintenance to Repairs & Maintenance c. $8, from Repair/Maintenance to Outside Contractual d. $10, from Outside Contractual to Repair/Maintenance Mr. Ross explained that none of this is new money, just shifting it from one line to another. Motion to approve 6a-6d: Bob Westpfahl 2 nd : Jeff Deppe 7) Consider the FY16 annual construction program Mr. Massa explained that every October, he presents the annual construction program for the next year. They have planned construction, which doesn t always mean they ll be able to do it, but they ve planned construction of an asphalt overlay on CH 46 in the Port Byron area that is about 4.3 miles and estimated about $1.4 million. They ll receive $410,000 dollars from the TARP (Truck Access Route Program) Fund. It s being upgraded to an 8,000 lb. road, which is state law, so we will get money to sign it as a truck route, which means it would be a Class 3 truck route. Intersections for those are a little wider so trucks can turn on them. They ll have a job on CH 18 or CH NN in Bowling Township. It s a multi-plate drainage culvert and they estimate $250,000 to replace it. They have money for Loud Thunder Road, the hill going up toward Illinois City. They ve had trouble with erosion there. They got money a couple of years ago for these two projects, so they have to complete them Page 2 of 10

3 in the next year or two or they ll lose that money. They have rehabilitation of a bridge on CH 44 over Copperas Creek in Buffalo Prairie Township, which will cost an estimated $450,000 out of the Bridge Fund. We ll also have some road districts and village construction from County Aid projects requested, so they could have some culvert replacements. They also have 5 miles of levee in Hillsdale and Zuma special service areas that they ll be taking care of. Motion to approve: Ed Langdon 2 nd : Jeff Deppe 8) Consider engineering agreement for plans and specifications for the County Highway 44 bridge over Copperas Creek Mr. Massa explained that this is for the project he just mentioned. Willett, Hofmnan, and Associates will do the engineering and design on it. They have a cost estimated not to exceed $41, Motion to approve: Mike Burns 2 nd : Jeff Deppe 9) Consider franchise agreement with CS Technologies for running fiber optic line to cell towers in the Cordova area Mr. Massa explained that he mentioned this last month. This is for running fiber optic in the Cordova area to a cell tower. This is the agreement they sent to us. Mr. Massa sent it to the State s Attorney to review it. Kathy Swett came back with some comments to add to the agreement. Mr. Massa has not sent those back to CS Technologies. He ll send it back to them and have it reviewed one last time. Any time a utility company wants to put their utility in a right-of-way, they require an agreement with them and in the agreement, they require a permit. He recommends, if the committee is okay with it, Page 3 of 10

4 they do the changes recommended from the State s Attorney s office and make sure it meets their approval. Ms. Filbert asked if Frontier is doing the fiber optics. Mr. Massa said they are not, CS is. Ms. Filbert said they re running fiber optics up 84 right now. Mr. Massa explained that CS Technologies is supposed to be doing it up 84 unless they re subcontracting, but if they re on 84, that s a state right-of-way. They re two different projects. They re going to go east on 266. The one they re doing now, they have permits through IDOT. He noted that Ms. Filbert mentioned before about trying to work out an agreement to try to put a repeater on their tower, but it s not their tower. SBA has the towers. These people are supplying the line to it and we ll work with them to see if we can get an agreement. Mr. Deppe asked if Mr. Massa wants a motion on this. Mr. Massa recommended making the State s Attorney s changes unless anyone has other objections. Motion to approve pending State s Attorney approval: Jeff Deppe 2 nd : Ed Langdon, Christine Filbert 10) Consider equipment purchases Mr. Massa explained that there are two purchases to consider. He explained that they have two excavators, a large and a smaller one a John Deere 230 and a John Deere 120. They can get a thumb attachment so they can pick things up large rocks, brush, etc. it makes it more convenient/efficient for them to use those pieces of equipment. One costs $4,000, one costs $4,500. These are not in the budget. They re in a future budget, but it s something they ve always talked about getting. Right now, they have extra money in their equipment and machinery fund because the paint machine they bought was less than estimated and because of the three trucks from last month. They have extra money in there to cover the costs for these. One big thing they d like to use them for is they might be able to take a tree down at the animal shelter. Mr. Massa doesn t remember what the cost was to take it down. Mr. Maranda thought it would have been $1,200 or $1,400. Mr. Massa said with these thumbs, Mr. Neece thinks they could go in and take it down for them. Mr. Maranda asked about renting a skid-steer. Mr. Neece explained we d get more use out of the thumbs. Mr. Deppe noted that the Page 4 of 10

5 notes Mr. Massa sent didn t include installation and asked if we re doing it. Mr. Massa said we are and he thinks it just has to be welded to the arm. Mr. Neece confirmed that it s just welded on and one will be hydraulic and one will be mechanical. Motion to approve: Mike Burns 2 nd : Bob Westpfahl Mr. Massa explained that the other piece of equipment is two mowers. They run $19,796 apiece off the state bid. They would replace two 2010 mowers. Mr. Maranda asked if they are full or halves. Mr. Massa said they are full. Mr. Maranda asked if we still have the halves. Mr. Massa said we do. Mr. Westpfahl asked what kind they are. Mr. Massa explained that these are Land Pride on the state bid. They have two to sell and are estimating they ll get $6,000, maybe $8,000 each for them, which would pay for 2/3 of one. They d probably do a silent bid for those. These are in the budget for a future year. Mr. Massa thought it was in the 2017 budget. Motion to approve: Ed Langdon 2 nd : Christine Filbert 11) Update on pump and levee work for the Zuma/Canoe Creek Special Service Area Mr. Massa explained that there s an advisory committee of the property owners up there. They removed the large pump and took it to Boss Machinery to have work done on it. Mr. Massa doesn t have a cost for that yet. They also anticipate doing some work on top of the levee, getting some ruts filled in. The Corps of Engineers inspects it every year around November, so they try to get everything in order before then. There may be some bills coming in from this levee. 12) Update on fuel letting set for November 2, 2015 at 1:30 pm. Mr. Massa explained that they plan on doing their yearly fuel bidding at their office at 1:30, so they ll get those out and have that ready. Mr. Maranda asked if this for both Page 5 of 10

6 diesel and gas. Mr. Massa said it is 40,000 gallons of diesel and he forgot how much gas. Mr. Langdon asked if he could predict whether the prices have gone up. Mr. Massa explained that they got a pretty good bid on it last year. All they bid is overhead costs. When they fill it up, whatever the margin for fuel is, they give us that ticket and we pay that and the sales tax. The overhead cost is all their bidding on. Mr. Langdon noted that gas prices have gone down and Mr. Massa agreed. He explained that depending on what the price is when they buy it, that s what we have to pay. 13) Reports to the Committee a. Condition of Funds Ms. Palmer Ms. Palmer had no concerns for the funds/departments that report to this committee. The only one at 0% is a grant-driven fund. Ms. Palmer explained that grant monies are spent appropriately when the time comes as per the agreement. Ms. Palmer noted that all funds except General Fund and Township Motor Fuel Tax meet or exceed their 3-month reserve. Some even almost reach their 6- month. Ms. Palmer explained that Township Motor Fuel is to do projects as appropriate and the big one on the report is settled construction that we ve done with that fund recently. Ms. Palmer explained that all year, she s been comparing revenues to last year at the same time and they were up, but in September they drastically fell, partially due to the state budget not being settled so those revenues are not coming in. There are 0s down the line on the State of IL payments report. Today, the Treasurer s Office deposited the probation officers salary reimbursement for July and some of August, so that has not stopped, which is something Ms. Palmer didn t know yesterday, so that s good news. She ll report the updated cash balance when we get to that page. Ms. Palmer explained that General Fund expenses are up about $750,000 over last year and with the decrease from last FY of $200,000 overall which gives us our million dollar difference. She reminded the committee that this month, we have 3 paychecks. Tomorrow is our 2 nd. Ms. Palmer was concerned until yesterday with being able to meet that obligation, but now we ll be okay. Page 6 of 10

7 Ms. Palmer reported today s General Fund balance as $2,173,709 as of right before the meeting. We can meet our payrolls this month and our claims of $487,000. We ll be receiving some other funds from movements of money to the IMRF and FICA funds as appropriate. Ms. Palmer is pretty sure we won t have to borrow money at least through this FY. Ms. Palmer explained that this year we ve done more projects. Last year we were on a saving mode to build up funds to do those projects. Projects being done are eating up cash reserves as planned through the budgets. Motion to approve report: Jeff Deppe 2 nd : Ed Langdon b. COB Maintenance Mr. Maranda reported that Steve is still working on the traps. Dan and Tom were here and filled the boiler. He believes the geothermal at Animal Control is completed. He talked to Sam DeYoung the other day and they re supposed to set up a meeting with us to go through that. There was a valve cracked on the boiler when they filled it up, so they ordered that. Mr. Maranda reported that it cost about $700 or something crazy like that, but now we re ready to heat up the joint. He reported that we got a couple spots picked out for the parking lot and that it s all good in Rock Island County. c. Geographic Information Systems Mr. Boudi Mr. Thorpe presented the GIS report for Mr. Boudi. They re continuing training with the updated software. Ultimately, Mr. Boudi s goal is to do some online aerial photography for people to have access to. Motion to approve report: Bob Westpfahl 2 nd : Mike Burns Page 7 of 10

8 d. Zoning and Building Safety - Mr. Thorpe Mr. Thorpe presented his monthly report. He explained that they re a little ahead this month of where they were this time last year for the month. They were ahead in receipts, down in fees, down in valuation, down in residences, and up in fees waived. They re on track to hit his budgeted number of 220. Mr. Thorpe explained that every October, he gives the flood hazard mitigation update as part of participating in the CRS community rating system. Residents receive a 15% discount on their flood insurance in the unincorporated parts of Rock Island County, not those in city limits. This is something they can see we re doing for them. They re still doing their three priority actions: continuing NFIP compliance, pursuing the acquisition program for Barstow trailer park, and updating the hazard mitigation plan. Ms. Filbert mentioned some concerns about the levee being torn down. Mr. Thorpe said it could be as part of demolition of the property. He and Mr. Massa have worked on demolition plans. Mr. Thorpe explained that Barstow Road is higher than the levee, so any level of protection being offered is less than the road provides. Ms. Filbert asked if it brings peace of mind and doesn t cause any problems, why it can t stay. Mr. Thorpe explained that as we go on in the future, it s not structurally sound. It was only intended to keep some nuisance flooding out from around the trailers. There s no structure to keep integrity there. When that breach is worse, it will continue to wash out and we ll get calls about fixing it. Mr. Langdon asked about the trailers out there and if there is a timeline for when they ll be moved. Mr. Thorpe explained that they re working on a contract for demo. Mr. Langdon expressed concern that someone would get hurt out there. Mr. Thorpe explained that they ve posted signs and talked to the Sheriff s Department about patrolling, but he doesn t know what else can be done about trespassers. Motion to approve report: Mike Burns 2 nd : Jeff Deppe Page 8 of 10

9 e. Public Works Mr. Massa Mr. Massa reported that there are 3 Construction projects going on. One is almost over, the one in South Moline Township, and the other two, CH 35 slide area and CH 63 bridge, should be done early to mid-november if not sooner. They re going well. Mr. Massa provided photos of a culvert their forces replaced on CH 67, of Rural Township where they went in and poured concrete, and of transforming the old wash bay in their old shop. Mr. Massa reported that they ve been working on the usual things mowing, crack sealing, etc. He explained that an auctioneer from Edgington, Kilcoin, has asked if there would be a problem with giving him a bunch of pallets, which we would usually just burn. Mr. Westpfahl said to let him have them. Mr. Maranda asked if he s hauling them. Mr. Massa said he is. No committee members expressed any issue with giving him the pallets. Mr. Massa reported that United Township asked him for some old road signs. He explained that we usually scrap them or give them to a driver s education class and that this will just be two or three signs. They wouldn t be paying for them. They d be going to an agency to educate kids for driver s education. Mr. Massa wanted to make sure there was no problem with doing this. No one expressed a problem with doing so. Mr. Massa will bring in the proposals for the road survey in Andalusia and Edgington next month. Mr. Westpfahl asked us what it cost us for fixing a garden. Mr. Massa said it was $200. Mr. Neece said he doesn t think it was from the herbicide. Mr. Westpfahl said he heard they were spraying down feet down the steep sides of the guardrails. Mr. Neece said they like to keep the mowers away from them. They had to adjust the spray pattern. We had a woman from Ridgeway Road who said it was out in front of her house and he told her he d take care of it. Mr. Westpfahl asked what they ll do if they get a big rain. Mr. Neece said they haven t had any problems so far. They did it earlier in the spring like that. He explained that if they mow behind those guardrails, it tears the mowers up. Mr. Page 9 of 10

10 Westpfahl suggested just spraying with weed killer and not killing everything. Mr. Massa and Mr. Neece explained that they had tried that in the past too and had no success. Motion to approve report: Ed Langdon 2 nd : Christine Filbert 14) Committee member opportunity for brief comments (no decisions will be made) There were no comments. 15) Adjourn Motion to adjourn: Jeff Deppe 2 nd : Bob Westpfahl Meeting adjourned at 2:40 p.m. by Chair Larry Burns. Future scheduled meetings on November 10, December 9, January 13, and February 10. Page 10 of 10