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

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

• Resolution - IDOT Resolution authorizing closure of State highway
• Ordinance - Providing for Prevailing Wages
• Ordinance - Granting Special Use to allow construction of self storage units at 882 School Street
• Ordinance - Authorizing entering into contract extension with Washington Area Chamber of Commerce
• Ordinance - Authorizing entering into GIS contract with Tri-County Regional Planning Commission
• Ordinance - Ratifying Collective Bargaining Agreement with FOP Telecommunicator’s Union (Request to Waive Second Reading)

MAYOR – GARY W. MANIER

CITY ADMINISTRATOR - ROBERT MORRIS

• Library Building Update
• Conveyance of Surplus Police Squad Car

STAFF REPORTS

• Update on Muller Road sub-grade extra work

ALDERMEN’S COMMENTS

ADJOURNMENT

BACKGROUND INFORMATION

From:  Kenneth B. Newman, City Engineer
Date:  July 16, 2008
Subject:  Pay Request #1 – 2008 Sanitary Sewer Replacement

On June 2, 2008 the City Council approved the award of a contract for construction of the replacement of a 4-inch sanitary sewer that serves two homes in the 500 block of West Adams and one home on Highland Place to Feazel Excavating Company of Washburn, IL for an amount of $57,996.00. Construction was started on June 23 and all work except for final clean-up, restoration and pavement patching is now completed.

The City is in receipt of the Contractor’s payment application for work completed to date. The value of the completed work stands at $54,607.00. Payment is being requested for an amount of $49,146.30, which represents the completed value minus retainage of $5,460.70. This amount of $54,607.00 includes $3,439.00 of extra work that was necessary to redirect a wildcat sewer that was running along Tyler Street about 14 feet to the west of the main sewer and installation of one clean-out on one of the new services.

Based on periodic inspection of the construction it appeared the work was completed in a satisfactory manner. It is my recommendation that the City Council approve making payment to Feazel Excavating Company in the amount of $49,146.30.

This matter is being placed on the Council’s consent agenda for review and action at the meeting of July 21, 2008.

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From:  Bob Morris
Subject:  Chamber of Commerce Contract
Date:  July 16, 2008

As discussed at Committee last Monday, the Washington Chamber of Commerce is requesting an extension of its annual contact for services. A copy of the enacting ordinance and contract is enclosed for your review. The ordinance will be presented for first reading at the July 21, 2008 City Council meeting.

As mentioned last Monday, the contract proposes supplemental funding in the amount of $5,000 for advertising similar to what was approved last year by the Council. When preparing the budget, I did not expect the supplemental funding to be a recurring annual expense and did not include it in the current budget. Needless to say, the budget can be amended if the Council so chooses.

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From:  Kenneth B. Newman, City Engineer
Date:  July 17, 2008
Subject:  Pay Request No. 1 & Final – Court Drive Drainage Channel Improvement

On March 17, 2008 the City council approved the award of a contract for construction of the Court Drive drainage channel improvement to N.E. Finch, Inc. of Peoria for an amount of $48,429.85. Work on tree removal started around May 6 and earthwork began on May 28. Construction was completed on June 25.

The City is now in receipt of the Contractor’s payment application for the completed project. The pay request in the amount of $57,190.52 represents the full value of the completed project. This is $8,760.67 over the original contract amount. Tree removal quantities greatly exceeded original estimates resulting in a cost increase of $9,591.92. There were a few items that were slightly under estimate.

Based on periodic observations, it appears the work was completed in a satisfactory manner. I am not aware of any outstanding problems or issues at this time.

As the Contractor is required to remove all the temporary erosion control once the site is stable, I believe it would be appropriate to hold a small amount of retainage until this work is accomplished. I believe one percent is sufficient. Therefore, it is my recommendation that the City Council approve making payment on the Contractor’s application in the amount of $56,618.62, and authorize staff to make payment of retainage in the amount of $571.90 once the erosion control devices are removed.

This matter is being placed on the Council’s consent agenda for review and action at the meeting of July 21, 2008.

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From:  Kenneth B. Newman, City Engineer
Date:  July 16, 2008
Subject:  Pay Request #2 – 2008 Curb & Gutter Replacement

On April 7, 2008 the City Council approved the award of a contract to P.A. Atherton Construction, Inc. for the replacement all the curb & gutter, sidewalks and driveway approaches on Westgate Road from Devonshire Road to just west of Hampton Road for the amount of $138,278.00. Construction was started on April 29. All work included under the original contract is now completed. The Contractor is currently performing additional curb & gutter replacement at the southwest end of Westgate between Newcastle Road and Chrisendale Lane.

There was a total of $24,915.53 of extra work performed within the Devonshire to Hampton section. This extra work included $16,290.28 of private driveway and sidewalk replacement, $4,322.98 of sidewalk replacement between Westgate Road and Washington Park and $4,302.27 of additional curb & gutter, sidewalk replacement and inlet adjustment work. The City has received payment for all of the extra private driveway and sidewalk work from the residents and will be invoicing the Washington Park District for their share of the additional sidewalk work.

With all the extra work, the total value of the completed work stands at $163,193.53. The City is now in receipt of payment request #2 from the Contractor for an amount of $81,438.84, which represents the total value of competed work minus the previous payment of $81,754.69.

Based on periodic observations made during the construction, it appears the work has been completed in a satisfactory manner. Therefore, it is my recommendation that the City Council approve making payment on the Contractor’s payment application in the amount of $81,438.84.

This matter is being placed on the Council’s consent agenda for review and action at the meeting of July 21, 2008.

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From:  Bob Morris
Subject:  GIS Services Contract
Date:  July 16, 2008

You will recall that several months ago the city entered into a contract with Tri-County Regional Planning Commission regarding technical services related to the city’s GIS data base. We have been very impressed with the work performed by Scott Bradbury, Tri-County’s GIS technician assigned to Washington, and pleased with the progress he has made over the last several months. Staff would like to extend the City’s GIS contract with Tri-County though the end of the current fiscal year, April 30, 2009.

The FY08-09 budget included $30,000 for GIS purposes and Tri-County has agreed to continue the contract at the same hourly rates. Based on these factors, the city would be able to procure up to 830 hours of services. Tri-County has agreed to make Scott available for these hours.

Accordingly, staff would recommend entering into a Letter of Understanding with Tri-County in this regard.

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From:  Kenneth B. Newman, City Engineer
Date:  July 17, 2008
Subject:  Payment Approval – North Street Sanitary Sewer Repair

City personnel discovered a collapsed sanitary sewer on North Street in late May. After evaluating the conditions, it was determined that the repair was beyond our capability to perform with City personnel. Consequently, it was decided to hire a construction contractor to accomplish the repair through a time and material (T&M) agreement. T&M rates were obtained from R.A. Cullinan and Wiegand & Storrer. Wiegand & Storrer was subsequently hired to perform the work for an estimated amount of $4,700.25.

Wiegand & Storrer began the repair on June 6 and completed it June 7. The work included installation of a new manhole and replacement of about 60’ of pipe. As the work was considerably more than originally anticipated the final cost was $7,236.60.

City Council’s approval is requested to make payment to Wiegand & Storrer, Inc. of East Peoria in the amount of $7,236.60 for their services.

This matter is being placed on the Council’s consent agenda for review and action at the meeting of July 21, 2008.

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From:  Bob Morris
Subject:  Purchase Authorization: Recycling Bins
Date:  July 17, 2008

Funds are budgeted annually for the purchase of the blue Recycling Bins used in the city’s residential curbside recycling program. These funds come from the Tazewell County recycling grant. One bin is provided free of charge to new residents; additional bins are offered for sale.

Staff requests authorization for the bulk purchase of 500 bins at a unit price of $12.30 per unit. This matter will be placed on the July 21, 2008 City Council consent agenda.

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ORDINANCE NO. ________

BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF WASHINGTON, ILLINOIS, as follows:

Section 1. That the Collective Bargaining Agreement between the City of Washington and the Fraternal Order of Police Labor Council representing full-time telecommunicators of the Washington Police Department for the period beginning May 1, 2008, and ending April 30, 2010, a copy of which is attached hereto, marked "Exhibit A,@ and by reference expressly made a part hereof, be, and the same is hereby approved.

Section 2. That the Mayor and City Clerk of the City of Washington be, and hereby are, authorized, empowered and directed to enter into, execute, and deliver said Collective Bargaining Agreement. The Mayor and the City Clerk are hereby authorized and empowered to sign, execute, seal and deliver any and all other documents and things necessary to take such further actions as may be necessary or advisable to effectuate said Collective Bargaining Agreement.

Section 3. The City Clerk and all officers of the City shall keep the terms of the Collective Bargaining Agreement confidential until such time as it is ratified and executed by the Illinois Fraternal Order of Police Labor Council and the full-time telecommunicators of the Washington Police Department. Any requests for information from the press or public shall be duly recorded by the Clerk and all reasonable requests for information shall be complied with by the City Clerk upon the finalization of the Agreement.

Section 4. That this Ordinance shall be in full force and effect from and after its passage, approval and publication as required by law.

PASSED AND APPROVED this ________ day of ________________, 2008.

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From:  Bob Morris
Subject:  Surplus Police Vehicle
Date:  July 16, 2008

The Fire Department has expressed an interest in using one of the surplus Police Vehicles recently approved for disposal by the City Council. The vehicle would be used at least temporarily by the newly appointed Fire Chief. Staff would have no objection to conveying one of the surplus vehicles (2003 Chevy Impala, VIN 2G1WF55K539251924) to the Fire Department at no cost if the Council is in agreement. These vehicles are typically valued at between $1,000 to $1,500. The Fire Department would be expected to take full responsibility for the vehicle: insurance, maintenance, etc.

The Committee of the Whole indicated its support of this conveyance. Formal approval will be sought at the July 21^st City Council meeting.

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From: Kenneth B. Newman, City Engineer
Date:  July 17, 2008
Subject:  Payment Approval – Wagner Street Culvert Replacement

City personnel discovered a sink hole adjacent to the pavement at a cross road culvert near 401 Wagner Street. Upon further inspection it was determined that the bottom of the 24" corrugated metal pipe was completely rusted through. After evaluating the conditions, including the need to maintain the road open to traffic at all times, it was determined that the repair was beyond our capability to perform with City personnel. Consequently, it was decided to hire a construction contractor to accomplish the repair through a time and material (T&M) agreement. T&M proposals were received from Wiegand & Storrer and P.A. Atherton. These proposals were reviewed with the Public Services Committee at their meeting of June 23, 2008. The Committee directed staff to have P.A. Atherton proceed with the replacement for an estimated cost of $8,113.00

P.A. Atherton began the work on July 1 and completed it on July 2. The final cost of the job was $7,388.00.

City Council’s approval is requested to make payment to P.A. Atherton Construction, Inc. of Spring Bay, IL in the amount of $7,388.00 for their services.

This matter is being placed on the Council’s consent agenda for review and action at the meeting of July 21, 2008.

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