CITY OF WASHINGTON WASHINGTON

CITY OF WASHINGTON
WASHINGTON, ILLINOIS
CITY COUNCIL MEETING
MONDAY, JUNE 2, 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

Approval of Minutes of May 19, 2008 regular City Council meeting

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

Ordinance - Granting Special Use for storage building in an I-1 zoning district located at 704 Catherine
Ordinance - Granting Variance in Building Height Requirements – Grand Victorian of Washington LLC, 100 Good Neighbor Place
Ordinance - Ratifying purchase of Library building located at 301 Walnut Street

MAYOR – GARY W. MANIER

City Council Appointment
Zoning Board of Appeals Appointment
Police Pension Reappointment - Don Dempsey

CITY ADMINISTRATOR - ROBERT MORRIS

STAFF REPORTS

Health Insurance Renewal Bid
Tazewell County Zoning Board Cases
- Case 08-26-S – Clifford Hurd, 138 Seaton Lane – Special Use
- Case 08-27-S – Jeff & Christina Bryson, north of Schuck Rd/Cooper Rd intersection – Special Use
- Case 08-28-V – Jeff & Christina Bryson, north of Schuck Rd/Cooper Rd intersection – Variance
Bid Award – 2008 Sanitary Sewer Replacement
Bid Award – Avon Court Sanitary Sewer & Storm Sewer
Change Order – 2008 Curb & Gutter Replacement
Update regarding Spray Patch contract
Pay Request #1 - Nofsinger Road Water Main Extension

ALDERMEN’S COMMENTS

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

ADJOURNMENT

BACKGROUND INFORMATION

From: Kenneth B. Newman, City Engineer
Date: May 27, 2008
Subject: Bid Award – 2008 Sanitary Sewer Replacement

On February 4, the City Council authorized staff to proceed with design engineering work for the replacement of the sanitary sewer in the 200 block of East Jefferson and Adams Streets as well as a wildcat sewer that serves the 500 block of West Adams and Highland Place. Austin Engineering was hired to complete the necessary surveying and to prepare plans, specifications and bid documents for construction of both of these projects. An amount of $200,000 was included in the current year’s sewer fund budget for sanitary sewer rehabilitation construction.

Design work on the East Jefferson/East Adams project has been delayed due to problems we have encountered securing an easement. However, work on the West Adams/Highland Place project has been completed.

As we were in a position to proceed with the West Adams/Highland Place sewer replacement, the project was advertised for bid on May 6 and 13. Plans and bid documents were taken out by eight contractors. Proposals were received and publicly opened and read on Wednesday, May 21, 2008. Six proposals were received; all of which were deemed to be complete and acceptable. A bid tab summarizing the proposals and the engineer’s estimate is attached.

Based on the above, it is recommended that the City Council award the contract for construction of the West Adams/Highland Place portion of the 2008 Sanitary Sewer Replacement project to Feazel Excavating Company of Washburn, IL for an amount of $57,996.00 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 June 2, 2008.

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From: Kenneth B. Newman, City Engineer
Date: May 27, 2008
Subject: Bid Award – Avon Court Sanitary Sewer & Storm Sewer

Inadequate drainage at the end of Avon Court has been a long standing problem. There is a low point at the end of the cul-de-sac where water stands much of the year due to an almost continuous discharge of sump pump water from an adjacent residence. Local residents have been asking that the City remedy the problem for several years. It has been proposed to install a storm sewer from north end of the cul-de-sac to an existing storm sewer on Hilldale Avenue. An amount of $76,000 was included in the current year’s budget for construction of this project.

Austin Engineering was hired in early March to complete the necessary survey and prepare plans, specifications and bid documents for construction of the storm sewer. As the design work proceeded it became apparent that the new storm sewer would run immediately adjacent to the existing sanitary sewer from Hilldale to the end of the cul-de-sac. As is typical in this area, the existing sanitary sewer is in very poor condition and in need of replacement. Being a large portion of the expense of performing any of this work is due to replacement of the street pavement, it was judged that it would be prudent to replace this portion of the sanitary sewer at this time, with the expense of doing this work being paid with a portion of the $200,000 that was included in the sewer fund budget for sanitary sewer rehabilitation.

The project was advertised for bid on May 6 and 13. Plans and bid documents were taken out by nine contractors. Proposals were received and publicly opened and read on Wednesday, May 21, 2008. Seven proposals were received; all of which were deemed to be complete and acceptable. A bid tab summarizing the proposals and the engineer’s estimate is attached.

Based on the unit cost of the low bid, the cost of the storm sewer portion of the project will be $34,100.00 and the sanitary sewer portion will be $36,360.00.

Based on the above, it is recommended that the City Council award the contract for construction of the Avon Court Storm & Sanitary Sewer Improvements to Wiegand & Storrer, Inc. of East Peoria, IL for an amount of $70,460.00, 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 June 2, 2008.

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From: Jon R. Oliphant, AICP, Planning & Development Director
Subject: First Ordinance Reading – Variance request of Grand Victorian of Washington, LLC, to exceed the maximum height requirements
Date: May 23, 2008

The Zoning Board of Appeals (ZBA) held a special public hearing on May 14 to hear an 8-foot building height variance request by Grand Victorian of Washington, LLC, for its assisted living facility that will be constructed on Saint Clare Court. The ZBA acts as an advisory committee on height variances and is not authorized to approve such variances. Because of this, the City Council must approve the ordinance. The building sketch and Becky Holmes’ staff memo are enclosed.

Grand Victorian has proposed to construct their Good Neighbor Place building with a roof peak height of nearly 43 feet. The maximum height in the C-2 district for any assisted living development is 35 feet. The petitioner would like to have the increased roof height to maintain the architectural integrity of a Victorian-style development.

The Zoning Code allows for other uses in the C-2 district to exceed the 35 foot maximum height where the lot provides for one foot of additional front, side, and rear yard setbacks for each one foot of additional building height, though no building can exceed 60 feet in height. The proposed structure does have an additional eight feet of lot setbacks on each side. Were this an alternative use, the height would be permitted and would not require a variance.

A similar request from Washington Christian Village was heard in June 2006 for a height variance for a supportive living center. The ZBA recommended and the Council approved a 12-foot height variance.

It is staff’s opinion that the proposed additional height will not detrimentally affect the property owners in Walnut Grove subdivision. The increased height does not apply to the entire building and the roof peaks would not substantially block air or sunlight from entering the properties to the north. Therefore, staff recommends approval of the 8-foot height variance.

The ZBA unanimously recommended approval of the height variance request at the public hearing. There were no negative comments from the nearby residents that attended the meeting. This item is scheduled for a first reading ordinance at the City Council meeting on June 2 and a second reading ordinance on June 16.

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From: Kenneth B. Newman, City Engineer
Date: May 29, 2008
Subject: Change Order – 2008 Curb & Gutter Replacement (Westgate)

An amount of $200,000 was included in the street fund budget for curb & gutter replacement work during the current year. On April 7, 2008 the Council approved the award of the contract for replacement of curb & gutter, sidewalk and necessary driveway work on Westgate Road for an amount of $138,278.00. The contract was executed and work began on April 29. The project is about 50 percent complete at this time.

Staff is requesting the Council’s authorization to complete additional work as described below:

Additional curb & gutter and sidewalk replacement within the original limits of the project (Stratford to Devonshire Road) for an amount of about $5,477.
Completing additional curb & gutter replacement on Westgate Road between Newcastle Road and Chrisendale Lane for approximately $29,718.
Completing extra sidewalk replacement to be reimbursed by Washington Park District for an amount of $4,509.
Completing extra driveway and sidewalk work to be reimbursed by residents for an amount of $16,290.

With this authorization the total contract amount will be $194,272 with the City’s cost being $173,473, which is still within the original budget.

This matter has been placed on the agenda for City Council’s consideration and action at the meeting of June 2, 2008.

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From: Joanie Baxter, Controller
Date: May 30, 2008
Subject: Renewal of Health and Dental Insurance Plan

We received a wide variety of proposals for our July 1, 2008 Health Insurance renewal. A summary of the most competitive proposals is attached. After review, staff recommends that the city renew its health insurance plan with the Wyman Group (Perico Life re-insurance and Sage Technologies as third party administrator). Please note the following:

The Wyman proposal offers the lowest maximum cost ($703,199) compared to the next lowest bid of K2 Benefits ($722,165).
The Wyman maximum cost proposal is actually 5.23% lower than our current health plan. As the FY08-09 budget contemplated a 20% increase, a significant savings will be realized compared to budget.
The City has had an excellent working relationship with Wyman for many years. There will be very little staff/employee time required to implement the renewal.
Perico Life has an AM Best "A" Rating (Excellent).

Staff will be seeking City Council authorization for the following a) acceptance of the Wyman/Perico proposal; b) setting monthly rates equivalent to the mid-point between the "maximum" and "expected" costs; and c) keeping employee contribution rates unchanged at $25/month for single and $50/month for family coverage due to the favorable renewal.

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From: Kenneth B. Newman, City Engineer
Date: May 30, 2008
Subject: Pay Request #1 – Nofsinger Road Water Main Extension

On March 17, 2008 the City Council approved the award of a contract for construction of an extension of a 12-inch water main along Nofsinger Road from just north of Calvin Drive to the end of Willow Drive to Hoerr Construction, Inc. of Peoria for an amount of $89,144.00. Construction was started on April 23 and is now complete except for final restoration and seeding.

I am now in receipt of payment request #1 from the Contractor for an amount of $72,528.00, which represents the total value of the work competed to date. Based on periodic observations made of the construction, it appeared the work was completed in a satisfactory manner and I am not aware of any outstanding problems or issues other than the restoration mentioned above. It is recommended that retainage in the amount of 5% be held until completion of the project. Therefore, it is my recommendation that the City Council approve making payment on the Contractor’s payment application in the amount of $68,901.60.

This matter is being placed on the Council’s consent agenda for review and action at the meeting of June 2, 2008.

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From: Bob Morris
Subject: 2008 Public Services Projects
Date: May 13, 2008

Ken Newman will be seeking City Council authorization for the following items at the June 2^nd City Council meeting:

1. Court Drive Change Order. The property owner immediately north of the planned Court Drive Improvements has requested that the city extend it channel work about 150 feet into his property. The contractor has advised that the cost of this added work is $6,800. There is still about $10,000 that is unobligated in the project account. Staff and the Public Services Committee will be recommending the authorization of a change order in accordance with the above.

2. Street Overlay Change Order. Staff has been considering the postponement of the planned paving of N. Wilmor and portions of New Castle until 2009 given the expected heavy truck traffic resulting from the construction of the new District 51 K-2 school building. Staff has recommended, and the Public Services Committee has concurred, that this paving be postponed and that the paving of S. Main Street south of the bridge be substituted in its place. Sufficient funds are available in the budget for this purpose.

3. Cruger Road Authorization. As discussed at last Monday’s Committee of the Whole meeting, Washington Township has requested the city to participate in its share of the Township’s planned re-paving of Cruger Road west of Cummings. An estimated 1,400 feet of the roadway is city-maintained. Staff will be recommending City Council approval of this cost-sharing proposal in an amount not to exceed $28,000. There are sufficient funds in the budget to cover this expense.

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From: Gary W. Manier, Mayor
Date: May 27, 2008
Subject: Reappointments to Police Pension Board

Donald Dempsey, retired president of Washington State Bank has served on the Police Pension Board since 1988. His appointment is for a 2 year term.

I would like to reappoint Mr. Dempsey to the Police Pension Board for another 2 year term. This matter will come before the City Council during its meeting of June 2, 2008.

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