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 - Accepting Water Main Easement – Joos
• Resolution - First Time Home Buyers
• Resolution - Authorizing Real Estate Acquisition
• Ordinance - Amending Chapter 112 to add one Class A liquor license
• Ordinance - Adopting Budget for FY08-09 and approving certain amendments to FY07-08 Budget
• Ordinance - Authorizing sale of one 2001 Crown Victoria Squad car declared as "surplus property"
• Ordinance - Authorizing Intergovernmental Agreement with Washington Volunteer Fire Department & Rescue Squad, Inc. for fire protection & ambulance & emergency medical services
• Ordinance - Authorizing Intergovernmental Agreement establishing compensation for services provided by the Washington Volunteer Fire Department and Rescue Squad.
• Ordinance - Authorizing Intergovernmental Agreement for Ambulance & Fire Suppression Services with the Washington Fire Department, Inc., Northern Tazewell Fire Protection District & Northern Tazewell Fire & Rescue Squad

MAYOR – GARY W. MANIER

CITY ADMINISTRATOR - ROBERT MORRIS

• Change in meeting place - April 14th COW meeting - Senior Citizens room, Five Points Washington

STAFF REPORTS

• Bid Award – Bid Award – 2008 Curb & Gutter Replacement
• Authorization of Agreement for Drinking Water Testing
• Purchase Authorization – Court Drive Channel Turf Reinforcement Mat
• Purchase Authorization – Water Meters

ALDERMEN’S COMMENTS

EXECUTIVE SESSION – for the purpose of collective negotiating matters between the public body and its employees or their representatives, and deliberations concerning salary schedules for one or more classes of employees per 5ILCS 120/2(c)(2) of the Illinois Open Meetings Act, and for the purpose of discussing the purchase or lease of real property for the use of the public body per 5ILCS 120/2(c)(5) of the Illinois Open Meetings Act

ADJOURNMENT

BACKGROUND INFORMATION

From:  Kenneth B. Newman, City Engineer
Date:  March 12, 2008
Subject:  Bid Award – 2008 Curb & Gutter Replacement

As previously discussed with the Council, we are planning to remove and replace all the curb & gutter, sidewalks and driveway approaches on Westgate Road from Devonshire Road to just west of Hampton Road prior to the mill and asphalt overlay work, which is planned for this year. An amount of $200,000 has been included in the FY2008/2009 budget for this project.

Plans, specifications and bid documents were prepared and the project was advertised for bids on March 6 and 13, 2008. Bid documents were obtained by nine contractors. Bids were received and publicly opened and read on Wednesday, March 8, 2008. Proposals were received from seven contractors. All proposals were deemed to be complete and satisfactory. A bid tab summarizing the proposals and the engineer’s estimate is attached. As can be seen, P.A. Atherton Construction is the low bidder with their proposal in the amount of $138,278.00.

Based on the above, it is my recommendation that the City Council award the contract for construction of the 2008 Curb & Gutter Replacement to P.A. Atherton Construction, Inc. of Spring Bay, IL for an amount of $138,278.00, and authorize the Mayor and City Clerk to execute the contract for this project.

This matter has been placed on the agenda for City Council’s consideration and action at the meeting of April 7, 2008.

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From:  Kenneth B. Newman, City Engineer
Date:  March 27, 2008
Subject :  Bid Award – FY08-09 Bituminous Surface Course, Class I

On Wednesday, March 26, 2008, bids were opened and publicly read for the City’s purchase of approximately 250 tons of Bituminous Surface Course, which is used by Public Works for general street patching and restoration of sewer and water repairs. The estimated quantity of 250 Tons was used for canvassing purposes only and the City is not obligated to purchase this quantity. Bid documents were forwarded to two prospective suppliers and two proposals were received. The following is a summary of bid results.

The above price compares to last year’s awarded unit price of $52.00/Ton, which represents a 5.7 % increase in cost. With both suppliers quoting the same price, it is recommended that the City Council award contracts to both suppliers. This would ensure that material is available should one of the two suppliers be down at the time of needing to obtain material.

This matter is being placed on the Council’s consent agenda for review and action at the meeting of April 7, 2008.

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From:  Kenneth B. Newman, City Engineer
Date:  March 27, 2008
Subject: Bid Award – FY 08-09 Water & Sewage Treatment Chemicals

On Wednesday, March 26, 2008, bids were opened and publicly read for the City’s purchase and delivery of Chlorine, Hydrofluosilicic Acid, and Sodium Hypochlorite for use at Water Treatment Plants 1 & 2 and Sewage Treatment Plant 2. Bid documents were forwarded to two prospective suppliers. Only one proposal was returned. Below is a summary of the quoted prices and comparison with last year’s prices:

It is recommend that the City Council award the bid for the City’s purchase and delivery of all the above listed chemicals for FY 08-09 to Brenntag Mid-South, Inc., Bartonville, IL, at the unit prices set forth in the Contract Documents and as noted above.

This matter is being placed on the Council’s consent agenda for review and action at the meeting of April 7, 2008.

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From:  Kenneth B. Newman, City Engineer
Date:  March 27, 2008
Subject:  Bid Award – FY 08-09 Class X Ready Mix Concrete

On Wednesday, March 26, 2008, bids were opened and publicly read for the City’s purchase and delivery of Class X Ready Mix Concrete for various uses by the Public Services Department. Bid documents were forwarded to two prospective suppliers, and a proposal from Maxco Concrete was all that was received. Maxco’s proposed unit price was $77.50 per C.Y.

It is recommend that the City Council award the bid for the City’s purchase and delivery of Class X Ready Mix Concrete for FY 08-09 to Maxco Concrete of Washington, at a unit price of $77.50/C.Y. This compares to last year’s awarded unit price of $72.45/C.Y., which represents a 7.0 % increase in cost.

This matter is being placed on the Council’s consent agenda for review and action at the meeting of April 7, 2008.

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From:  Kenneth B. Newman, City Engineer
Date:  March 31, 2008
Subject:  Authorization of Agreement for Drinking Water Testing

The City is in receipt of the informational package and Election Form for participation in the FY 2009 Community Water Supply Testing Program (CWSTP) from the Illinois Environmental Protection Agency. The CWSTP has been established by the State to provide for all the analytical testing, which is required to be performed by each community public water supply. Through the program, a public water supply can enter into a one-year agreement to have all required tests performed for a specified amount. Participation in the program is optional, but each public water supply is required to either participate or officially "opt out". If a water supply does not participate, they are required to make other arrangements to have all the required tests performed by properly certified laboratories. This program has been in place for about 16 years. Traditionally, the program has been for three-year terms. The City has opted out of the program in the past and has had all testing performed by local commercial laboratories. Currently, PDC Laboratories of Peoria performs our tests.

The cost to participate in the CWSTP for the next year is $6,707.74. We have obtained a proposal from PDC Laboratories that is based on the schedule of the number and types of analyses that will need to be performed over the course of the next year as established by the IEPA. Based on PDC’s proposal, the City’s one-year cost will be $7,136.00, which is about 6% greater than participation in the CWSTP. However, as you may recall, under terms of the City’s solid waste collection contract, we receive a $6,000 credit for laboratory services at PDC Laboratories. We anticipate that only about half of this $6,000 credit will be utilized for sewer testing. Consequently, in order to take full advantage of this credit, it will be necessary for us to continue having our water testing performed by PDC Laboratories.

Based on the above, it is recommended that Council authorize staff to officially opt out of the Community Water Supply Testing Program and enter into a one-year agreement with PDC Laboratories to have our public water supply testing performed by them at the estimated cost of $7,136.00.

This matter has been placed on the agenda for review and action at the April 7, 2008 City Council meeting.

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From:  Bob Morris
Subject:  Fire and Ambulance Services Contracts
Date:  April 4, 2008

Ordinances authorizing the execution of agreements for services with the Washington Volunteer Fire Department and the Northern Tazewell Fire and Rescue Squad for the period commending May 1, 2008 and ending on April 30, 2009 will be presented for first reading at the April 7, 2008 City Council meeting. The language of each of the agreements is largely unchanged from prior years. Compensation amounts have been adjusted consistent with the city’s proposed FY08-09 budget as previously discussed.

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From:  Bob Morris
Subject:  Meeting Place Change
Date:  April 4, 2008

The April 14^th Committee of the Whole meeting will be held in the Senior Citizens Room at Five Points Washington to accommodate events planned by Washington District Library in conjunction with National Library Week.

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From:  Chief of Police James W. Kuchenbecker
Date:  April 2^nd, 2008
Re:  Declaration of Surplus Property - One (1) White 2001 Ford Crown Victoria Police Interceptor Squad Car – VIN # 2FAFP71WX1X160199

Please find enclosed in your City Council packets for your review and deliberation a City of Washington resolution requesting the declaration of One (1) White 2001 Ford Crown Victoria Police Interceptor Squad Car VIN # 2FAFP71WX1X160199 as surplus property.

This has been used by the Washington Police Department for over 6 years and has over 141,000 miles. This vehicle is in fair condition but is of no use to us and we would like to sell the vehicle. Additionally, this is the vehicle that was used when the Illinois Criminal Justice Authority Squad Car grant was written. As you are aware, we were awarded this grant to replace this vehicle.

I am respectfully requesting your approval to dispose of this vehicle.

WHEREAS, The City of Washington, Tazewell County, Illinois, presently owns One (1) White 2001 Ford Crown Victoria Police Interceptor Squad Car VIN # 2FAFP71WX1X160199 on Exhibit "1" attached hereto and by reference expressly made a part hereof.; and

WHEREAS, said used One (1) White 2001 Ford Crown Victoria Police Interceptor Squad Car VIN # 2FAFP71WX1X160199 is no longer necessary nor will it be necessary for use by the City of Washington and/or officials due to the availability of new or other vehicles; and

WHEREAS, the Chief of Police of the City of Washington has advised the Washington City Council that said vehicle is no longer necessary or useful to the City of Washington in its operations or in the performance of its programs and services; and

WHEREAS, the City Administrator of the City of Washington, Tazewell County, Illinois has caused to be prepared a list of said personal property. Which list has been forwarded to the Mayor and City Council for review and disposition and is attached hereto, marked Exhibit "1";

NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WASHINGTON, TAZEWELL COUNTY, ILLINOIS, as follows:

That the vehicle identified on Exhibit "1" hereto attached and referenced expressly made a part hereof, used by the City of Washington be, and the same hereby are, declared to be surplus property as same is no longer necessary or useful to the City of Washington in its operation or in the performance of its programs and services.

PASSED AND APPROVED by no less than three-fourths of the Corporate Authorities this _______ day of ____________________, 2007.

WHEREAS, on the 21^st day of April, 2008, the corporate authorities did, by no less than a three-fourths vote thereof, declare the personal property identified on Exhibit "1" attached hereto, and by reference expressly made a part hereof, to be "surplus property" as same was no longer necessary or useful to the City of Washington in its operations or in the performance of its programs or services; and

WHEREAS, it is the best interests of the City of Washington and its residents that said surplus property be sold by private sale, or otherwise as the Chief of Police shall determine to be acceptable, upon such price and such terms as the Chief of Police shall deem advisable:

NOW, THEREFORE, IT IS HEREBY ORDAINED BY THE BY THE CITY COUNCIL OF THE CITY OF WASHINGTON, TAZEWELL COUNTY, ILLINOIS, as follows:

Section 1. That One (1) White 2001 Ford Crown Victoria Police Interceptor Squad Car VIN # 2FAFP71WX1X160199 identified on Exhibit "1" hereto attached and by reference expressly made a part hereof, previously designated by the corporate authorities as "surplus property" shall be sold by a private sale to be negotiated by the Chief of Police or his designee, for cash for such sum or sums, or as a trade-in on the purchase of other property for use of the Washington Police Department, as the Chief of Police shall determine, and the Chief of Police is hereby authorized to sell or trade-in such property.

Section 2. That the Chief of Police shall advertise the sale of One (1) White 2001 Ford Crown Victoria Police Interceptor Squad Car VIN # 2FAFP71WX1X160199 as he shall deem appropriate and necessary.

Section 3. That the City Administrator shall keep a complete inventory of the items of One (1) White 2001 Ford Crown Victoria Police Interceptor Squad Car VIN # 2FAFP71WX1X160199 in such detail as shall be necessary to verify its proper and lawful disposition.

Section 4. That the Bill of Sale hereto attached, marked Exhibit "2" and by reference expressly made a part hereof, be, and the same hereby is, approved for the use in connection with the transfer of title to said vehicle, and that the Mayor and the City Clerk be, and hereby are, specifically authorized to enter hereto, marked Exhibit "2" and by reference expressly made part hereof for the transfer and sale of said vehicle.

Section 5. That this ordinance shall be in full force and effect from and after its passage and approval as provided by law.

Section 6. That all ordinances or parts thereof in conflict herewith are hereby expressly repealed.

PASSED AND APPROVED this _______ day of ____________________, 2008.

IN CONSIDERATION of the sum of __________________ DOLLARS ($______), receipt of which is hereby acknowledged, the undersigned, being the Mayor and City Clerk of the City of Washington, Tazewell County, Illinois, referred to as "Seller" sells and delivers to _______________________. Of ________________, City of ____________________, Sate of ___________________, the following described property:

One (1) used, White Ford Crown Victoria Police Interceptor Squad Car

Because the above-described property is used and second-hand, Seller makes no warranty of any kind and sells the vehicle on an "AS IS" and "WITH ALL FAULTS" basis. Seller expressly disclaims all warranties, whether express or implied, including, but not limited to, any implied warranty of merchantability or fitness for a particular purposes.

Seller neither assumes nor authorizes any other person to assume for Seller any liability in connection with the sale of the above-described property.

DATED this _______ day of ___________, 2008.

The undersigned acknowledges receipt of the goods and/or the title to the property listed above in connection with the receipt of this Bill of Sale.

Dated: ____________________, 2008.

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From:  Kenneth B. Newman, City Engineer
Date:  March 27, 2008
Subject:  Bid Award – FY 08-09 Industrial Grade Coarse Water Softener Salt

On Wednesday, March 26, 2008, bids were opened and publicly read for the City’s purchase and delivery of approximately 1,300 tons of Industrial Grade Water Softener Salt for use at the Water Treatment Plants. Bid documents were forwarded to four prospective suppliers and proposals were received from all four. Below is a summary of bid prices for the estimated quantity of 1,300 tons that was used for canvassing purposes.

Based on the above, it is recommend that the City Council award the bid for the City’s purchase and delivery of Industrial Grade Coarse Water Softener Salt for FY 08-09 to Morton International, Inc. – Morton Salt Division, Chicago, IL, at a unit price of $68.15/ton. This compares to last year’s awarded unit price of $59.90/ton, which represents a 13.8% increase in cost.

This matter is being placed on the Council’s consent agenda for review and action at the meeting of April 7, 2008.

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From:  Kenneth B. Newman, City Engineer
Date:  April 1, 2008
Subject:  Purchase Authorization – Court Drive Channel Turf Reinforcement Mat

The original design of the Court Drive drainage channel called for the use of stone rip-rap material to stabilize the earth channel in four areas where the channel slope is about 3%. Since rip-rap tends to be somewhat unsightly and subject to growth of weeds and woody vegetation, it is proposed to use a permanent type turf reinforcement mat in lieu of rip-rap. This mat is basically a woven material made of UV stabilized polypropylene which is initially held in place by steel staples and permanently anchored by the grass vegetation. The mat prevents the vegetated surface from being eroded and undercut during high flow (high velocity) conditions. It is believed turf reinforcement mat will serve equally well stabilizing the channel and allow for periodic maintenance mowing.

The design also plans on being able to seed and establish a grass cover to stabilize the remainder of the channel. It is believed we will be much more successful establishing a stable vegetative cover by using a temporary turf reinforcement mat.

It is proposed to purchase both the permanent and temporary turf reinforcement mat material and install it using City forces after the channel is constructed.

I have obtained samples of several types of turf reinforcing materials from two different suppliers. Based on what I have seen, I am recommending that we purchase about 800 S.Y. of North American Green P-550 permanent turf reinforcement mat at a unit cost of $6.75 per S.Y., and 1280 S.Y. of North American Green C-125 temporary turf reinforcement mat at a unit cost of $1.34 per S.Y. In addition, we will need to purchase sufficient quantity of steel stables to secure the mat until adequate vegetation is established. It is estimated that about 8 boxes of staples will be required at a unit cost of $35.00 per box.

Based on the above, authorization is being requested to purchase the above described materials from Ero-Tex Company of Menomonee Falls, WI for a total cost of $7,395.20.

This matter has been placed on the agenda for City Council’s consideration and action at the meeting of April 7, 2008.

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From:  Bob Morris
Subject:  Water Main Easement
Date:  April 4, 2008

We are in receipt of an Easement Grant from Fred and Loren Joos to enable the extension of a public water main along the west side of Nofsinger Road from Cherry Pointe to US Route 24. The contract for this work was awarded at our last meeting.

A resolution will be presented at the meeting formally accepting the Easement Grant and authorizing the Mayor and City Clerk to sign the document.

The easement was granted by the owners without any cash consideration. We certainly appreciate their cooperation.

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