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Minutes of the City Council Meeting: September 16, 2013

MINUTES

City Council Meeting
City of Carmi
September 16, 2013

The Carmi City Council met Monday, September 16, 2013 at 5:30 p.m. in the Council Room of the Municipal Building, 225 East Main Street, Carmi, Illinois.

Prior to opening the council meeting, Mayor Pollard asked City Supervisor Mike Buckman to give the invocation. The prayer was followed by the Pledge of Allegiance.

Mayor Pollard presided with the following aldermen present:  Mark W. Blake, Keith Davis, Sheila Jo Headlee, Doug Hays, Jack Lamont and Mike Knight. Alderman Steve Winkleman was absent, due to being on vacation.

Minutes for the September 3, 2013 council meeting were presented.  A motion was made by Alderman Hays and seconded by Alderman Blake to approve the minutes as presented.  The motion carried on roll call by each Alderman answering “yes.”

August 2013 financial reports for the City of Carmi and Carmi Light and Water Departments were presented for approval. A motion was made by Alderman Headlee and seconded by Alderman Carter to approve the financial reports as presented. The motion carried on roll call by each Alderman answering “yes.”

Vendor invoices for the City of Carmi and Carmi Light & Water Departments payable in September 2013 were presented for approval. No comments or questions were expressed by Alderman regarding the vendor invoices. Motion by Alderman Hays and seconded by Alderman Lamont to approve and authorize payment of the September 2013 vendor invoices. The motion carried on roll call by each Alderman answering “yes.”

Mayor Pollard introduced Mr. David Coston CEO of United Energy to propose electrical engineering services to the City of Carmi. Mr. Coston began electrical/engineering consulting and started Coston Engineering in 1983 and in 1996 it became United Energy. Mr. Coston is the primary consultant for Duke Energy and currently does consulting for Mt. Carmel public utility. His proposals of services are the following:

  1. System reliability review
  2. Component troubleshooting
  3. GIS mapping
  4. Thermal imaging
  5. System protective device coordination
  6. Remediation of operational issues
  7. Planning and expansion of power system to accommodate growth
  8. Power purchase contracts and billing

Mr. Coston’s rates for services are the following:

  • Net 10 days: Registered Professional Engineer – $94.50 / hour
  • Net 10 days: Engineer – $73.50 / hour
  • Net 10 days: Engineering technician – $55.50 / hour

City Supervisor Mike Buckman gave an explanation of how Mr. Coston’s services for the use of the thermal imaging have been an asset to the City of Carmi at the Bradshaw substation. No comments or questions were expressed by Alderman regarding Mr. Coston’s services.

Mayor Pollard introduced Mr. Greg Brown of Brown Fertilizer and Chemical, LLC to request a new lease agreement for their use of a portion of the airport property as an aerial application facility. The original contract was for 200 feet by 250 feet area at term of three (3), seven (7) year contracts for a total of twenty-one (21) years and the new contract proposal is for a 350 feet by 350 feet area with a term of three (3), twenty year contracts for a total of sixty (60) years. Mr. Brown noted his company has spent $100,000 on a concrete application pad, currently built a hanger to store transit airplanes and is in the process of installing water access to the site. Rent is .10 cents per acre for every acre used and rent was down last year, but expects the rent to be equal to the cost of the land this year. He is currently in the process of hiring an IA certified mechanic for on-site repairs and maintenance of the airplanes. No comments or questions were expressed by Alderman regarding the new contract between the City of Carmi and Brown Fertilizer and Chemical, LLC for the use of the airport. Motion by Alderman Carter and seconded by Alderman Headlee to approve the new contract as presented. The motion carried on roll call by each Alderman answering “yes.”

Mayor Pollard presented for review and approval the contractor bids for the roof replacement of the Carmi Light & Water building. Mayor Pollard gave an explanation of the two (2) bids that were received:

  1. Tri County Roofing of Fairfield, Illinois submitted a total bid of $31,200.00

Type of roof quoted was an EPDM 60 mill rubber roof with a fifteen (15) year warranty.

  1. Tie On Roofing of Carmi, Illinois submitted two (2) bid amounts

Type of roof quoted was a Duro Last poly-vinyl roof.

  1. $40,000.00 for a fifteen (15) year warranty….40 mill
  2. $45,000.00 for a twenty (20) year warranty….50 mill

Mayor Pollard explained the difference in a rubber roof and a poly-vinyl roof is that over time with the rubber roof there is usually a 10% shrinkage causing it to sometimes pull away from the seams and fasteners. A poly-vinyl roof has some rubber, but contains extra polymers which prevent shrinkage over the anticipated life of the roof. Alderman Headlee added that the White County Jail previously had a rubber roof which was leaking and recently had a 50 mill / 20 year warranty poly-vinyl roof installed which corrected the problem. City Supervisor Buckman noted that the contractor informed him that you could expect an additional five (5) years of life on the poly-vinyl roof and he had recently been on the roof to do an inspection, during the inspection he noticed that the current problem was the rubber roof was pulling away from the fasteners and the seams. Alderman Hays inquired about the difference in mill thickness for rubber vs. poly-vinyl and was it worth the extra cost for the 50 mill poly-vinyl over the 40 mill poly-vinyl. Mayor Pollard added that there are quite a few air conditioning units on the roof and that every unit would have fasteners around them that could potentially pull away if a rubber roof were installed. Alderman Blake noted that the roofing contractor for the poly-vinyl cuts the edges longer to prevent any pulling during shrinkage. Mayor Pollard informed the Alderman that the funds for the roof would be coming out of the Light & Water bond money and he was also setting aside some of the bond money to purchase needed safety equipment. Motion by Alderman Lamont and seconded by Alderman Carter to purchase the 50 mill roof with a twenty (20) year warranty for $45,000.00 from Tie On Roofing of Carmi, Illinois. The motion carried on roll call by each Alderman answering “yes.”

Mayor Pollard presented for review and approval the contractor bids for the construction of thirty (30) feet by fifty (50) feet by ten (10) feet metal building at the Water Wells Site. Mayor Pollard gave an explanation of the three (3) bids that were received:

  1. Cherry Street Automotive Service of Carmi, Illinois submitted a total bid of $27,789.90
  2. Rick’s Construction of Norris City, Illinois submitted a total bid of $25,558.00, minus concrete fill and labor to install building to grade to be provided by City of Carmi employees.
  3. Jeff French Construction of Carmi, Illinois submitted a total bid of $39,165.00, which included a performance bond of $1,865.00.

Mayor Pollard explained that the bids were higher than the initial bid he had received due to adding the concrete floor, floor drain and some other small changes per Water Wells Site Foreman Frank Elliott. Mayor Pollard informed the Alderman that the funds for the building would also be coming out of the Light & Water bond money. Alderman Hays inquired if they all met the same specifications and that they needed to go with the cheapest quote if they did. Mayor Pollard noted that each one were presented a bid specification sheet and did meet those specifications. Alderman Knight questioned the bid from Rick’s Construction having the City of Carmi employees to do fill and labor to grade for the construction of the building. Alderman Davis inquired if that meant the City was too be responsible for the preparation of the ground for the concrete. Mayor Pollard asked City Supervisor Buckman if he knew if that was what Rick’s Construction was planning if awarded the bid. City Supervisor Buckman did not know. Alderman Davis questioned if Cherry St. Automotive were going to complete the fill and labor to grade for the building or if it was to be completed by the City of Carmi employees. Mayor Pollard asked City Clerk Brian Allen if that was what Cherry St. Automotive was to prepare the fill and grade. City Clerk Allen did not know for sure and noted that each candidate was given a specification sheet to go by. Alderman Davis noted that to make a proper decision the Alderman needed to know what each candidate was going to include in the fill and labor to grade. City Supervisor Buckman added that initially the City of Carmi employees were going to prepare the site for fill to grade for the building. The Alderman agreed that it should be tabled until the proper information was received. Motion by Alderman Hays and seconded by Alderman Lamont to table the approval for the construction of the building at the Water Wells Site. The motion carried on roll call by each Alderman answering “yes.”

Mayor Pollard asked council to reschedule the Monday, October 7, 2013 council meeting to Tuesday, October 8, 2013 because of a conflict with the annual Chamber of Commerce Dinner. A motion was made by Alderman Headlee and seconded by Alderman Knight to approve the rescheduling as requested. The motion carried on roll call by each alderman answering “yes.”

Reports and/or updates from Mayor Pollard

The walking bridge that crosses the ditch between 9th Street and 10th Street has been removed and City Welder Mike Combs has constructed a new wider bridge that is to be installed this week and City Street and Alley Foreman Jim Renshaw and his crew will be pouring new sidewalks on both sides of the bridge after the installation.

The Water and Sewer Department have finished the installation of the water line at the Municipal Airport.

There has been some concern from citizens about the dangers of traffic on 7th Street from Oak Street to Main Street by the Pre-School during school hours that need to be addressed in the near future.

The comments at the last council meeting concerning the dogs running loose between North 4th Street and North 8th Street were incorrectly published in the Carmi Times. The Carmi Post Office is not suspending everyone’s mail in that area, just the homes that do not have their dogs restrained properly at the time of mail delivery

Reports from Standing Committees

Alderman Lamont noted that the standby generator for the City of Carmi Fire Department was recently approved for $19,000.00 from Larry Smithhart Electric by the Fire Committee. He also noted that the 1st Street railroad crossing was in desperate need of repairs or patching. City Supervisor Buckman noted that the railroad company would patch the repairs and that he would be in contact with them concerning the 1st Street crossing.

Alderman Carter noted the fuel tanks at the Carmi Municipal Airport are scheduled for delivery next week and to be operational by Friday, October 4th, 2013.

Business or Comments from Visitors

City Supervisor Buckman noted that he has received a few calls inquiring if the mosquito spray was poisonous. He responded that it was not poison and that the drivers who are spraying will not stop spraying for adults who are walking or running on the streets, but they will stop spraying if there are children present.

A motion was made by Alderman Hays and seconded by Alderman Lamont to go into closed session for the purpose of discussing personnel and property issues with no action to follow.

At 6:17 P.M., council went into Closed Session.

Motion by Alderman Knight and seconded by Alderman Carter to return to open session and adjourn.

At 7:33 P.M., council voted to adjourn.

Brian K. Allen, City Clerk

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Recording on Clerk’s computer: …open with Windows Media Player

Documents / My Documents / COUNCIL MEETINGS / MINUTES / 2013 / 9 SEPT MIN / Council Meeting. 09.16.2013 529p.m4a