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PUBLIC WORKS COMMITTEE 2015/06/15 MinutesPUBLIC WORKS COMMITTEE MEETING MONDAY, JUNE 15, 2015 – 5:00 P.M. CITY HALL – COUNCIL CHAMBERS CONFERENCE ROOM MINUTES I. ROLL CALL/CALL TO ORDER Chairman Cathy Waldeck called the meeting to order at 5:00 p.m. Aldermen Stanford Tack, Michelle Moreno, and Timothy Newman were present. Staff in attendance included Dan Martin, Superintendent of Public Works; Elizabeth Holleb, Director of Finance; Matt Havlik, OCM Intern; Charlie Douglas, Assistant Chief Water Plant Operator; Michael Thomas, Director of Public Works; Cathy Czerniak, Director of Community Development; and Donna Dunn, Assistant to the Director of Public Works. Also in attendance was Daniel Strahan, Gewalt Hamilton, and Charlie Kohlmeyer, member of the public. II. APPROVAL OF THE MAY 18, 2015 PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Moreno moved to approve the minutes of the May 18, 2015 Public Works Committee meeting as written. Alderman Newman seconded the motion, which carried unanimously. III. WATER PLANT MEMBRANE VENDOR DISCUSSION Dan Martin, Superintendent of Public Works, reviewed the status of the Water Plant Membrane Design – Phase II. Mr. Martin was requesting confirmation from the Committee regarding the pre-qualification of the three (3) vendors GE- Zenon, Evoqua, and Pall Corporation. All three of these vendors met the criteria identified by the Public Works Committee and City Council, to include market share and experience, module interchangeability, membrane material and warranty conditions, and source of equipment and support services. AquaSource, however, did not meet this criterion. The Public Works Committee agreed that AquaSource should not be included in the procurement design for this reason. IV. REVIEW/DISCUSSION OF DRAFT STORMWATER MANAGEMENT POLICY Matt Havlik, OCM Intern, reviewed the draft policy for Stormwater Management. The City was in need of a formal policy to address stormwater complaints. The policy identifies the responsibility for stormwater issues and how those situations will be handled by staff and by residents. The Committee confirmed that City staff will remain helpful to residents when the stormwater issue is determined to be a private matter and not the responsibility of the City. Michael Thomas, Director of Public Works, explained that this policy is intended to guide property Public Works Committee Meeting – June 15, 2015 Page 2 of 3 owners on stormwater management concerns. Alderman Moreno added that public education continues to be an important component with topics such as stormwater management. Alderman Newman asked if the realtors have an obligation to provide stormwater documentation to buyers. Cathy Czerniak, Director of Community Development, explained that it is not currently required, but it could be added as an attachment to the current Real Estate Rider. The Committee was interested in pursuing this option. No motion was necessary. Staff will make final adjustments to the proposed policy and return to the Public Works Committee for final approval at a future meeting. V. REVIEW OF THE REGENCY ROAD SANITARY SEWER MEETINGS: MAY 11 & JUNE 23 Dan Strahan of Gewalt Hamilton recapped the meeting that occurred with the residents of Regency Lane on May 11. Mr. Strahan reviewed the analysis and cost estimates for the proposed work in this area. This information will be presented to the residents on June 23, 2015, at which point they will discuss funding options. In order for the project to proceed, it will require that the majority of the residents approve the improvements and the cost structure, as this will be a privately funded project. Depending on the timeframe of the public process, this project could potentially bid over the winter with construction occurring next spring. The Committee had no other questions regarding this project. No motion was necessary. VI. EAST SIDE TRAIN STATION TUCKPOINTING & PAINTING SCHEDULE Mr. Strahan reviewed the Construction Services Agreement between the City, Gewalt Hamilton, and Harboe Architects included in the Council packet for the East Side Train Station Project. Mr. Strahan explained that Harboe Architects will perform a technical role in the project, where Gewalt Hamilton will provide the documentation to IDOT, as required by the grant that will fund this project. The second agreement included in the City Council packet for approval is an agreement between the City and the State, which confirms that this project is part of an 80/20 grant. As part of the grant, the City pays the costs up front and submits pay requests to the State for reimbursement throughout the project. Director Thomas discussed the proposed schedule for the tuckpointing and painting at the Train Station. Staff has requested the assistance of State Representative Drury in bypassing a part of the IDOT review process, which can substantially delay the project. Mr. Strahan explained that there are no standard IDOT pay items in this contract, nor does it involve any IDOT standards, which is why the City is requesting that this project bypass the standard review process. No motion was necessary. Public Works Committee Meeting – June 15, 2015 Page 3 of 3 VII. OTHER ITEMS None. VIII. OPPORTUNITY FOR PUBLIC COMMENT None. IX. NEXT MEETING – JULY 20, 2015, 5:00 P.M. The next meeting of the Public Works Committee will be held on July 20, 2015 at 5:00 p.m. at City Hall. X. ADJOURNMENT Chairman Waldeck moved to adjourn the meeting of the Public Works Committee at 5:45 p.m. Alderman Moreno seconded the motion, which carried unanimously. Respectfully submitted, Donna Dunn Assistant to the Director of Public Works