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