CITY OF WASHINGTON
WASHINGTON, ILLINOIS
CITY COUNCIL MEETING
MONDAY, MARCH 3, 2008 - 6:30 P.M.
LIBRARY MEETING ROOM

AGENDA

CALL TO ORDER
ROLL CALL 
PLEDGE OF ALLEGIANCE 
REVIEW AGENDA - ADDITIONS OR DELETIONS (DISCUSSION ITEMS ONLY)

CONSENT AGENDA

ANNOUNCEMENTS/AWARDS/PRESENTATIONS/RECOGNITIONS
AUDIENCE COMMENTS
STANDING COMMITTEES
     FINANCE & PERSONNEL – NEWMAN, CHAIRMAN
     PUBLIC SAFETY – DINGLEDINE, CHAIRMAN
    PUBLIC SERVICES – GEE, CHAIRMAN

CITY ATTORNEY – KENNETH L. BLACK / DAVID BROWN

MAYOR – GARY W. MANIER

CITY ADMINISTRATOR - ROBERT MORRIS

STAFF REPORTS


ALDERMEN’S COMMENTS

EXECUTIVE SESSION – for the purpose of deliberations concerning pending or probable litigation pursuant to 5ILCS 120/2(c)(11) of the Illinois Open Meetings Act, and pursuant to the Council’s right to discuss litigation alternatives with City Attorney, based on Attorney/Client privilege

ADJOURNMENT

BACKGROUND INFORMATION

From:  Kenneth B. Newman, City Engineer
Date:  February 27, 2008
Subject:  2008 Street Maintenance Program – MFT Resolution

The proposed street maintenance program for this current year was presented and discussed at the City Council meeting on February 4, 2008. Based on the direction provided by the Council, I have finalized the list of streets that are now proposed to be spray patched and sealed coated or milled and resurfaced this year. Attached is a copy of the final list of streets. Based on comments made at the February meeting, I have increased the amount of spray patch work to be performed with the hope of being able to spray patch some of the streets that will be seal coated next year.

At this time, it is estimated the cost of this year’s program will be $473,628. Approximately $77,555 will be spent on spray patch work, $162,100 on seal coat and $233,973 on milling and asphalt resurfacing. About 6.38 miles of the 65 plus miles of City streets will be worked on this year.

Based on the estimated cost, the attached Resolution for Maintenance of Streets and Highways by Municipality Under the Illinois Highway Code has been prepared for purposes of appropriating the necessary MFT funds. It is proposed that Council approve an appropriation of $480,000.00 to cover potential cost overruns.

This matter has been placed on the City Council meeting agenda of Monday, March 3, 2007 for review and approval. Upon receiving Council approval, I will finish assembling the contract documents and forward them to IDOT for review. Currently, the projects are being scheduled for bid openings on April 17, 2008. It is anticipated that recommendations for award of contracts could be presented to the City Council at the April 21, 2008 Council meeting.

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From:  Jon R. Oliphant, AICP, Planning & Development Director
Subject:  TIF 2 pay request #2 – Sentimental Journey
Date:  February 28, 2008

On April 3, 2006, the City entered into a TIF 2 development agreement with Kris Hasten and Shelly Hines (SKL Partnership) to provide a building exterior renovation subsidy not-to-exceed amount of $12,012 for qualifying expenses. The agreement provided for a subsidy of 20-percent for most items, with a 20-percent historic preservation bonus subsidy for the brick paint removal, tuckpointing, and window restoration.

The development agreement states the City shall make three (3) equal, annual installments due within 30 days of the completed renovation. The payments are to be in installments of $3,942.14 each. Staff requests authorization to issue the second subsidy payment of three to Sentimental Journey in this amount.

This item is scheduled for consideration as a consent agenda item at the March 3 meeting of the City Council.

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From:  Kenneth B. Newman, City Engineer
Date:  February 28, 2008
Subject:  Construction Engineering Services – Muller Road Reconstruction

The bid opening (IDOT letting) for the reconstruction of Muller Road will take place on March 7, 2008. In preparation for construction, I requested a proposal from STS Consultants to have them provide the necessary construction engineering services. I am now in receipt of their proposal to provide full time construction inspection and all the IDOT documentation, construction staking and surveying, and the necessary materials testing. They are proposing that these services be provided on an hourly fee basis for a total estimated amount of $38,100.00. This estimate is based on several assumptions as to the scope of the project, which includes the number of working days and the amount of testing that will be required.

The assumptions STS made in preparing their proposal appear to be reasonable, particularly based on my experience with the previous Cruger Road improvement projects. The estimated fee of $38,100 represents about 6.9% of the current construction estimate of $551,030 and about $762 per working day. These compare very favorable with what we have paid for similar services on the last two phases of Cruger Road.

Based on the above, it is recommended that the City Council authorize staff to enter into an agreement with STS Consultants to provide the construction engineering services for the subject project for an amount of up to $38,100.00.

This matter has been included on the agenda for consideration at the March 3, 2008 City Council meeting.

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