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News Title August 3, 2010

Minutes of Regular Meeting
August 3, 2010

Mayor Thomas F. Jones called the Regular Meeting to order on August 3, 2010 at 7:00 pm. The pledge of Allegiance was recited. Present on roll call were Gary Wise, Marilyn Sisson, Harold Ellinger Jr., Pat Timmons, Robert Ostendorf, Gary Law, William Dees and Gene Cailey.

Consent Agenda

Alderman Timmons made a motion, seconded by Alderman Wise to approve the following items on the consent agenda:
Reading of Minutes
Report of Departments and City Clerk
Authorization to Transfer Funds and to Pay Bills

Other Items as Assigned:
1. A motion to approve an Ordinance and an Intergovernmental Agreement Transferring Real Estate (338 S. Douglas) from the School District to the City of Litchfield. (2nd Reading of Ordinance)
2. A motion to approve an ordinance for the placement of stop signs on Beach Street, in both east and west directions, at the intersection with Madison Street and to place a sticker on back of sign when Ordinance was passed. (2nd Reading)
3. A motion to approve the purchase of 18 flagpole brackets from Sternberg Lighting for an amount not to exceed $2,600 plus the cost of shipping.
4. A motion to approve an Ordinance placing a stop sign on Prairie Street, at the intersection with Maple Street (also called Ballpark Trail). (1st Reading)
5. A motion to approve an Ordinance placing a stop sign at Chapin Street, at the intersection with Maple Street. (1st Reading)
6. A motion to approve the renewal of advertising efforts with Mid-America Advertising, Inc., in the amount of $8,025 for billboard advertising.
7. A motion to approve Change Order Number 13 for $3,400 for work completed on the Sargent Street Water Main Replacement.
8. A motion to pay Collier Automotive & Customs, Inc. $1,556.82 for emergency repair to 3L27 ambulance and to have the City Clerk distribute the check.

The Mayor directed the City Clerk to call a roll call vote which resulted in the following:
Ayes: Alderman Wise, Sisson, Timmons, Ellinger, Law, Ostendorf, Dees and Cailey
Nay: None
Absent: None
Motion Carried



Old Business

Alderman Timmons made a motion seconded by Alderman Dees to approve a
Resolution transferring East Columbian Boulevard South to the west of the Ariston Café
to the State of Illinois and a Local Agency State Agreement for Jurisdictional Transfer
and to authorize the Mayor to sign document.
The Mayor directed a voice vote, motion carried.

Alderman Timmons made a motion seconded by Alderman Cailey to approve the
Downtown Façade Grant application submitted by Phoenix, L.P., owner, Bill Bailey for
property located at 415 North State Street for an amount not to exceed $2,500 contingent
upon: 1) Building Department granting final approval of materials and colors used and
work completed and 2) Payment of $4010 committed by Mr. Bailey in September of
2009 being received by the City.
The Mayor directed a voice vote, motion carried.

A discussion was held for request for modification scope from Heneghan and Associates,
P.C. for work on the Sanitary Sewer Extension for Westside Utility Expansion. City
Administrator, Andy Ritchie explained a $30,000 contract was awarded to Heneghan for
the project in June 2006 and they spent $35,000. The $5000 overrun was not authorized.
A representative from Henegan spoke and said he had no explanation for the $5000
overrun other than they did do the work. A second route for the line has been
chosen and a $20,000 contract for design is now required. Alderman Cailey made a
motion, seconded by Alderman Law to enter into a contract with Henegan for $20,000 to
design the new sewer route. The $5000 overrun on the June 2006 contract will not
be paid by the City.
The Mayor called for a voice vote, motion carried.

Alderman Timmons made a motion seconded by Alderman Law to approve hosting a
sprint triathlon at Lake Lou Yaeger in September and expenditures associated with the
event for an amount not to exceed $4,000.
The Mayor called for a voice vote, motion carried.

Alderman Timmons made a motion seconded by Alderman Dees to approve West View
Addition, a City Minor Subdivision. Street Superintendent, Art LeVoy completed a site
view on Friday and the ditch drains north to Water Street. It does not appear much water
drains back to the South. The alley is the City property per LeVoy. The timber is the
property owners responsibility.
The Mayor directed a voice vote, motion carried.

Alderman Timmons made a motion seconded by Alderman Dees to approve a second no
-construction-cost change order to the water plant demolition contract with S&S
Excavating to extend the final completion of the demolition and site work from July 19,
2010 to August 14, 2010. Ted Labelle of CMT advised the property in the transfer from
Lober’s has been turned over to a new owner and they have requested some changes.
Ray Weller advised any changes by the new owner will hold up the contractor and
he may not make this proposed extension. The changes will have to be submitted to
S & S. Per City Attorney Hantla, we are not obligated to new owners for changes. Ted
advised the modified drawings for Ernst (new owners) was a good will gesture as they
have been so cooperative with the City in the past.
The Mayor directed a voice vote, motion carried.

Alderman Timmons made a motion, seconded by Alderman Cailey to approve pay
request #5 in the amount of $37,170 to S&S Excavating for work completed in the Water
Treatment Plant Demolition project, subject to approval by CMT and receipt of lien
waivers from S&S Excavating. Ted Labelle advised that he has received 3 partial
waivers of lien and payroll records from all except A & A abatement which is in a
dispute with S & S. A & A worked 1 day as a subcontractor. Ted recommends we pay
S & S.
The Mayor directed the City Clerk to call a roll call vote which resulted in the following:
Ayes: Alderman Wise, Sisson, Timmons, Ellinger, Law, Dees and Cailey
Nay: Alderman Ostendorf
Absent: None
Motion Carried.

Alderman Timmons made a motion seconded by Alderman Dees to approve pay request
in 6 (Final Payment) for $19,574.47 to Freeman Environmental Services, Inc. for work
completed on the Sargent Street Water Main Replacement and to have the City Clerk
hold the check until final administrative paperwork is received.
The Mayor called for a voice vote, motion carried.

Alderman Timmons made a motion seconded by Alderman Law to approve the purchase
of a John Deere 5083E Utility Tractor through the State Purchase Program, facilitated
by Timmerman Implement Company, for use at the Wastewater Treatment Facility for
$41,250.68. The purchase will include a loader, rotary cutter, rear blade and trade in.
The Mayor directed the City Clerk to call a roll call vote which resulted in the following:
Ayes: Alderman Wise, Sisson , Timmons, Ellinger, Law, Ostendorf , Dees and
Cailey
Nay: None
Absent: None
Motion Carried


New Business

Alderman Timmons made a motion seconded by Alderman Ostendorf to approve payment of $7,703 to Heise Plumbing for work performed on the South Walnut Lift Station with $500 retained by the City until painting of piping complete. (correction piping, not manhole as listed on agenda)
The Mayor directed a voice vote, motion carried.

Mayor Jones adjourned the meeting until Thursday, August 26, 2010 at 6:15 pm. to issue the notice of intent to bid for the membrane filter.
Meeting adjourned at 7:27 pm.

Attest: Denise M. Lueker
Approved: Thomas F. Jones