Water, Light and Streets Committee Meeting Minutes

DATE: Wednesday, December 14th, 2011
TIME:
PLACE: City Hall Council Chambers
ROLL CALL:
Barfield Absent
Brown Absent
Carrell Present
McManus Absent



Tommy Reed’s Ice Machine Project is still waiting on prices and direction on running electricity to the new business and will bring back to Council when they are available. The price will be somewhere around $5,100.00 on his part. There is a City Ordinance in place saying if a new business wants to come to town we have to supply the power; even if the cost is not feasible on the part of the City. The Committee felt this Ordinance should be revisited.

Due to absentees a lack of quorum all motions were discussed and it was the consensus of the Committee present to put on the agenda:

Motion to take action on the purchase of transformers for the 12KV Line Conversion amount of $18,440.00 from Delta –Y Electric:

Keith Stokes came before the Committee informing these transformers are for the area by Family Dollar and will complete the conversion in that area.


Motion to take action on the purchase of repair hoses for the pull behind jetter in the approximate amount of $2,248.40 from Coe Equipment:















DATE: Wednesday October 5th, 2011
TIME: 1:35p.m.

PLACE: City Hall Council Chambers

ROLL CALL:
Barfield Present
Brown Absent
Carrell Present
McManus Present

Moved by Alderman David McManus and Second by Alderman Charles Barfield to approve the minutes of the previous meeting held on September 21, 2011 as presented;
MOTION CARRIED:
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea

Chad Murray with Mapping and Zoning came before the Committee with an update on Tommy Reed only to say they have found out they do not need motion for Reed to continue. They left it on the agenda since it was already handed out. The customer is going to assume the cost of setting the poles needed to get the business started. It was made known to the Committee a new ice vending service is going to be in Metropolis. They will have a 3 phase 200 amp service. The new the business will dispense its own ice and will be located on 5th Street between Sonic and EI Tequila Restaurant. Tommy Reed has worked out the details with Samuel Dominguez the owner of EI Tequila. The ice vender will have approximately 3 employees and maintain operating costs. Chad told the Committee the flood zone level was not an issue.
Frank passed out information to the Committee about the LTCP (Long Term Control Plan) for discussion. He had spoke to Joe Stitley from the Marion IEPA on 10-3­11 and is drafting a letter. The copy will be given to the Committee within 30-60 days to either accept it or contest the plan. If accepted we will need to implement it as early as next year if everything looks good. Corporate Counsel told the Committee it must be addressed and we need to get a plan. The LTCP tells us how to do it, not how to finance it he said. The funding through EPA is the best deal verses the open market around 4 to 5 percent. We need to know what meets EPA's approval and what will be our first project said Frank. We will work out funding by exploring all avenues offered to the City. The EPA's interpretation of the LTC has a direct affect on the Water Waste Treatment Plant. The NPDES permit expires October 31st, 2012 and will need to have an application for renewal in place 180 days before it expires.

Moved by Alderman William Carrell and second by Alderman Charles Barfield to recommend to full Council a motion the purchase of a 8" PVC pipe for the East 9th Street Water Main Project from G&C Supply in the amount of $3,385.00;
MOTION CARRIED:
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea

Ken Kovac representing DJK Link came before the Committee with several ways to save the City money. After he looked at our lines and the bills connected with each line, he made the proposal to remove lines not needed and add the Swimming Pool and Animal Control to the Fiber Network. He felt by converting 19 lines to VOlP and move 19 at City Hall to a Channel Bank would also save. He will stay on top of our costs
and our service if we move over to his company. All the amenities will be there at no extra charge and long distance will be 2.5 cents a minute.


Moved by Alderman William Carrell and second by Alderman David McManus to recommend to full Council a motion to take action on the Phone Service for the City of Metropolis;
MOTION CARRIED:
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea

Keith Davis came before the Committee thanking them for such notice knowing he was not on the agenda. He felt this was not really a great time to ask for this knowing the City was in budget cuts but said there was a grant for $22,000.00 to go against the $60,977.80 he was asking for to help with the Radio Communications. He said he would do the installation himself and felt the lines of communications during an emergency should always be there and updated so all who are affected know what is going on. After 911 seeing how important this is the local City and County police and fire departments need to be able to communicate with the state police. He says we are ahead of the game right now but still must stay in compliance with the mandatory regulations.

Not on the agenda but discussed with the Committee:
Motion to accept/reject Raytheon/JPS Communications Radio over IP Quote in the amount of $60,977.80

Moved by Alderman Charles Barfield and Second by Alderman David McManus to adjourn;
MOTION CARRIED: TIME 2:38
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea


















DATE: Wednesday September 21st, 2011
TIME: 1:00p.m.
PLACE: City Hall Council Chambers
ROLL CALL:
Barfield Present
Brown Present
Carrell Absent
McManus Present


Moved by Alderman David McManus and Second by Alderman Charles Barfield to approve the minutes of the previous meeting held on August 31st, 2011 as presented: MOTION CARRIED
Barfield Yea
Brown Yea
Carrell Absent
McManus Yea

Verbal Blakey gave an update to the Committee on the lighting project. Woodwalkers is gone right now helping with the hurricane but will be back shortly to finish the job. She stated they should be done sometime the end of January, still ahead of schedule from April’s finish date. Verbal did compliment how nice the lights do look now that most are on. BHMG has heard an offer from Breeze on our lights. They wanted 5 lights total but would like 2 this fall if we could accommodate that. Verbal told the Committee we could see that through by adopting a purchase of sale, and then put it on the agenda. Malden, Mo is not in the position to purchase yet due to the voltage size difference. She explained we have used eleven of the twelve poles that were ordered at the time leaving one for spare; but since their first assessment we now have used our spare and she feels it’s a good idea to order 2 poles for back-up. They are still straightening poles; replace the damaged ones and lights up.
It is the consensus of the Committee to recommend to full Council a motion to take action on purchasing 2 poles on the 45 lighting phase 2 project:

Corporate Counsel handed out an aerial of the property of James and Lois Wood on 201 Oak Drive along with a copy of a warranty deed. Jim is now deceased and Ms. Wood wants to sell the house. The issue is their driveway; half of it is on lot 40 -41. Lois can make a claim of adverse possession to do the driveway part of the property. Lot 41 says it’s deeded to the City but there is no ID # or no ownership of the property. The property has not even had taxes paid on it. Jim used to mow the lot in question when he was living. None of the 3 plat maps were the same. Alderman McManus noted they had to have a deed showing the property line at the time the house was built questioning why the driveway was put on lot 41 in the first place.


Moved by Alderman David McManus and second by Alderman Charles Barfield to recommend to full Council a motion to allow the Mayor to sign quick claim deed for lot 40-41 on Oak Drive;
MOTION CARRIED:
Barfield Yea
Brown Yea
Carrell Absent
McManus Yea


All the details of the agreement between the Hospital and the City have not been worked out yet for the new clinic on West 10th Street. The Committee would like to know if they will contribute half the costs. The City normally runs a line for a new business but the water line is already there and the Hospital may not do this for years to come. They are waiting to see what the City is going to do since they need a larger line in order to operate. The cost of this could run approximately $80,000.00.
Moved by Alderman Charles Barfield and second by Alderman David McManus to recommend to full Council a motion to do a survey for Right of Way for Water Main Project on West 10th Street with Hunter Martin, not to exceed $2000.00;
MOTION CARRIED:
Barfield Yea
Brown Yea
Carrell Absent
McManus Yea

A memo was given to the Committee titled Use of Resources to address drainage or other private property related issues. This was related to the drainage problem on North 45 Storage and surrounding area. Corporate Counsel also told the Committee we need to look at the existing easements of the Cash/Anderson properties. We will have to have an easement to access the properties. Since the area is so flat the catch basin that was discussed will help alleviate most of the problem but will not cure it all when a hard rain occurs. A berm was discussed as a possible solution.



Moved by Alderman Charles Barfield and second by Alderman David McManus to recommend to full Council a motion to take action on the replacement of the dewatering pump at the WWTP with K M Specialty Pumps & Systems, Inc. in the amount of $5,420.00;
MOTION CARRIED:
Barfield Yea
Brown Yea
Carrell Absent
McManus Yea



Moved by Alderman Charles Barfield and second by Alderman David McManus to recommend to full Council a motion to take action on the repair of uniloader from McKeel Equipment Co., Inc. at the WWTP in the amount of $1,251.34;
MOTION CARRIED:
Barfield Yea
Brown Yea
Carrell Absent
McManus Yea


Moved by Alderman Charles Barfield and second by Alderman David McManus to recommend to full Council a motion to take action on low service pump motor repair or purchase per lowest quote;
MOTION CARRIED:
Barfield Yea
Brown Yea
Carrell Absent
McManus Yea



JK had told the Committee IDOT did a bore test at intersection of 5th and Girard to check for void and determined that City did a good job on applying the flowable fill material.




Not on the agenda but discussed to take action to full Council on the purchase of remote ultra level system from Dearborn Controls in the amount of $ 1,343.00 for the WWTP



Corporate Counsel told the Committee 1805 Baynes title had cleared up; and he told Alderman Jerry Mizell he had never heard back from 310 Lindsey issues.
Moved by Alderman Charles Barfield and Second by Alderman Kim Brown to adjourn;
MOTION CARRIED: TIME 2:19
Barfield Yea
Brown Yea
Carrell Absent
McManus Yea






















DATE: Wednesday August 31th, 2011
TIME: 1:00p.m.
PLACE: City Hall Council Chambers
ROLL CALL:
Barfield Present
Brown Absent
Carrell Present
McManus Present

The minutes of the last meeting couldn’t be approved due to lack of a quorum


Moved by Alderman Charles Barfield and second by Alderman David McManus to recommend to full Council a motion to take action on the Low Service pump # 4 repairs in the amount of $5,388.00 from KM Specialty Pumps;
MOTION CARRIED:
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea



J.K. told the Committee turnaround time is one week; and went with the lowest bid.





Moved by Alderman Charles Barfield and second by Alderman David McManus to recommend to full Council a motion to take action on authorizing Engineering ,Inc to design plans and permits for water main extension to provide water services at 1202 W. 10th Street;
MOTION CARRIED:
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea


Massac Memorial Hospital is going to convert the old Southern Seven Clinic into a Rural Health Clinic; that is the reason for the new main extension. Their plain is to be open by February.

Moved by Alderman David McManus and second by Alderman Charles Barfield to recommend to full Council a motion to adopt a Resolution to proceed taking action on paving Devers Road from Gurley Road to Hillebrand Lane in the amount of $20,000.00;
MOTION CARRIED:
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea

Larry Glasco is doing the work; 2 layers of chip &rock. Larry gave a price of $ 1.19 per sq yard or 2 coats $ 2.38 per sq yard. Alderman Robert Midnight asked would putting fiberglass in the oil extend the maintenance on the road. This fix would only last about 18 months. The Alderman discussed how to fix the road by extending the new road all the way to Hillebrand Road; but didn’t want to lose any more land. They all agreed the road existing is a good base and didn’t want to do away with it entirely. They all agree something needs to be done if not Devers Road will not exist. Laying asphalt over the road will cost the City approximately $60,000.00 and we do not have it right now in the budget; MFT could be an option. MFT Fund still has to pay for 8th Street and Woodhaven. Alderman Charles Barfield stated we need to stay with the plan of $19,000.00 right with Larry Glasco fixing the road getting us through winter. Mayor McDaniel said if we would asphalt a mile of road with everything involved it would cost the City approximately a million dollars.




Moved by Alderman David McManus and second by Alderman Charles Barfield to recommend to full Council a motion to take action on final invoice for the 2011 MFT Maintenance Paving Project in the amount of $24,980.08;
MOTION CARRIED:
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea

Alderman Jerry Mizell informed the Committee he has the drawings for the 45 Storage easement project.

Mayor McDaniel stated the mobile home park on 19th Street was inquired about again. The inquirer had told him he would like to put all new mobile homes 14x50 in size limiting the residents to seniors. The potential buyer will ask $450.00 -$475.00 per month. Chad at mapping and zoning has talked to the potential buyer; he is waiting for the gentleman to show the state permit. The potential buyer does have finance pending on the City requirements. There is room for 13 sewer lines. This land must be up to code.

Alderman Midnight informed the Committee Monday, September 26th, 2011 at 5:00 p.m. Gene Norber will be here for an evening Industrial Committee meeting. A public Hearing is also before Council that evening for the City’s budget.

Moved by Alderman David McManus and Second Alderman Charles Barfield by to adjourn;

MOTION CARRIED: TIME 1:45
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea


























DATE: Wednesday July 20th, 2011
TIME: 1:00p.m.
PLACE: City Hall Council Chambers

ROLL CALL:

Barfield Present
Brown Absent
Carrell Present
McManus Absent


The minutes of the last meeting couldn’t be approved due to lack of a quorum.
The motions on the agenda were discussed but couldn’t make a motion to take to full council due to the same reasons.



Verbal Blakey gave an update on Highway Lighting Project announcing things are going well. The Hospital conversion is next and they have requested to have this change done at midnight to alleviate power outage during the busiest hours. The change should not take more than 2 or 3 hours, Verbal told the Committee, but there will be an extra charge due to the contract states normal working hours.
The City has to have the oil content tested in the transformers before they can be salvaged. The cost should be about $2,700.00 dollars for all the transformers to be tested. Verbal stated that Breeze does want half of our breakers and Mauldin Mo. might be interested in a few; she will get the City a letter from them in order to sell to another state with the amount and cost.


Brad Hummert of HMG Engineers came before the Committee informing them on the leaning poles. The amount of pole concrete seems to be the issue; Brad told them 3 gallons of polecrete is about 4 foot up from the bottom leaving 18 inches to be able to get to the pole for repairs. The better option would be to put 4 gallons of polecrete which would bring the level of concrete up to 5 feet then the extra 18 “ for the top. This option would make the poles more secure. The company recommends a process called Hydrovac this will only take 30 or 40 minutes per pole and be economically feasible to fix the leaning poles. The process will take out all the existing excavation in order to fix it properly. The pole will always deflect in the wind, water or during freezing months. The company will do one pole to demonstrate process at no charge in order to promote their product. Alderman Mizell questioned the warranty on the poles. Verbal said that 2 or 3 of the poles had been hit by cars, 1 pole fell and others have stress cracks from leaning to long in this position. She felt we should take responsibly for this instead of passing blame. The products liability claim cost would be more than us fixing them she added. Verbal will get the City a cost for fixing all the remaining poles if we are pleased with the Hydrovac process. The demonstration will be July 28th, 2011. She also felt we should extend duration of the contract due to flooding and the poles.

Joe Matesevac came before the Committee with information on Hwy. 45 drainage problem. He told them there is a 24” concrete sewer located there. Joe said an easy way to elevate this area is to put inlets in the grass area on the east side of the storage building to catch water before it drains into the residents’ property. Also to tie one man hole into the concrete line will help alleviate water. Joe had an aerial map to show which residents are affected by the drainage water. By putting in 2 inlets he says will help the problem but won’t stop it entirely. He added some grading and seeding has to be done to finish this or the water might by pass the new inlets and go right back to the problem hole. Joe asked if the City could do the work or does they want to send out bids.


Joe told the Committee the walking path had grant money for the new sidewalks. The path will connect the 2 points and there will be 470 feet of new concrete poured. Joe did a design cost estimate for the Committee totaling $42,585.00 with his firm, or he asked if the City could do the work. He added after that it is a bit more in depth than what will take place at Andersons Storage Units but the City is capable of doing the job.
Motor Fuel Tax paving project is finished and submitted the final paperwork to IDOT in the amount of $224,820.00 with 10 % of the contract held out.

Frank Walsh told the Committee he sent his sheet already to FEMA.

The Mayor told the Committee he was unsure if FEMA will pay for the sewer problem on 8th street but will keep everyone informed on this matter.

Frank also informed the Committee the 2 blanket purchases he is asking to take to full Council has come in lower than last year; the first one by $15,000.00 and the second one $2,500.00 decrease in price.
The WWTP is in great need of an air conditioner and is asking the Council to allow the duct work to be changed out as well since this is one of the problems why it’s not cooling like it should.
JK had a price of $253.75 a ton and will be a total of 14 tons ($3,552.50) for the bulk load of liquid carbon dioxide for the water treatment plant.
Ken with DJK Links wanted to report the condition of 4 or 5 poles in Hilanoa saying they were leaning more than they should having power, cable, and fiber optic lines on them.

No adjournment could be made:






















DATE: Wednesday, June 22nd, 2011
TIME: 1:00p.m.
PLACE: City Hall Council Chambers

ROLL CALL:
Barfield Present
Brown Absent
Carrell Present
McManus Present

Moved by Alderman David McManus and Second by Alderman Charles Barfield to approve the minutes of the previous meeting held on June 1st, 2011 as presented: MOTION CARRIED
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea



Moved by Alderman David McManus and second by Alderman Robert Midnight to recommend to full Council a motion to action on SCADA System Software upgrade per quote from Electric Controls Co. in the amount of $6,557.00;
MOTION CARRIED:
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea



Moved by Alderman David McManus and second by Alderman Charles Barfield
to recommend to full Council a motion to action on invoice from Warren Enterprises for repairs at the WWTP in the amount of $3,000.00;
MOTION CARRIED:
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea

Joe Matesevac discussed a solution to the drainage issues at Charles Anderson/John Cash location and the East side of Storage Building property located on James Drive and Hwy 45. Joe went to investigate the problem stating the ground was flat and had no relief point the water has to drain to the lowest point, go underground or evaporate. He suggested creating a swell, installing 2 or 3 inlets to stop water from going any further. He told the committee if the City wanted to hire him to do a plan he would do so. Mayor McDaniel said we will only need guidelines at this time from Joe.


Corporate Counsel Rick Abell had updated on Ameren and their new rates that are scheduled to take effect July1st. The numbers were run and it would be a nominal effect on the citizens of Metropolis since we belong to IMEA.

Updates were given on the refrigerator recycle program. There will be 800 # to call for the residents of the city to have their old refrigerators to be hauled away. A gift card of $35.00 will be mailed to the individual family in 4-6 weeks.

Verbal Blakey of BHMG came to talk to the Committee to take action of the 12kV System Conversion Phase 1. She informed the Committee the East Side was completed and the next section would start at the Airport, and then the Hospital. Verbal said there is an issue at 10th street located at Hittermans Hardware store and across the street with a pole she is working out a solution for both parties to agree upon. The solution BHMG would like to see is the wire to go underground.


Moved by Alderman David McManus and Second by Charles Barfield to adjourn;
MOTION CARRIED:
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea














DATE: Wednesday, June 1st, 2011
TIME: 1:06p.m.
PLACE: City Hall Council Chambers

ROLL CALL:
Barfield Present
Brown Present
Carrell Present
McManus Present

Moved by Alderman David McManus and Second by Alderman Kim Brown to approve the minutes of the previous meeting held on April 13th, 2011 as presented: MOTION CARRIED
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea




Frank Walsh Facility Manager at the WWTP gave an update to the Committee saying Woodhaven was 100 % in operation as of Friday May 27th, 2011. He hopes FEMA money will reimburse his repairs and allow the WWTP to make more improvements in the near future.







Moved by Alderman William Carrell and second by Alderman David McManus
to recommend to full Council a motion to action on MFT Paving contract in the amount of $248,962.65 from ET Simonds;
MOTION CARRIED:
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea


Joe Matesevac had told the council he accepted the low quote in last Thursdays Bid Opening Meeting. He was quite pleased to see the bid coming in about 45,000.000 lower than expected adding once the paperwork was finished the project will get underway.



The Committee only discussed the long term plan for the LTCP addendum submittal.


Moved by Alderman Charles Barfield and second by Alderman David McManus
to recommend to full Council to take action to repair low service pump # 1 as quoted from D&F Distributors, Inc at the price of $6,073.00;
MOTION CARRIED:
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea




Moved by Alderman Charles Barfield and second by Alderman David McManus
to recommend to full Council to take action on renewal of drinking water analysis contract with PDC Laboratories, INC. in the amount of $2,480.00; MOTION CARRIED:
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea




Moved by Alderman Charles Barfield and second by Alderman William Carrell
to recommend to full Council to take action on the new SCADA computer as quoted from Kemper Technology Consulting in the amount of $1,321.46; MOTION CARRIED:
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea



Moved by Alderman David McManus and Second by Charles Barfield to adjourn;
MOTION CARRIED: TIME 1:50
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea













DATE: Wednesday, April 6th, 2011
TIME: 1:30 p.m.
PLACE: City Hall Council Chambers

ROLL CALL:
Barfield Present
Brown Present
Carrell Present
McManus Present

Moved by Alderman David McManus and Second by Alderman Charles Barfield to approve the minutes of the previous meeting held on April 4th, 2011 as presented: MOTION CARRIED
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea

Moved by Alderman Charles Barfield and second by Alderman William Carrell
to recommend to full Council a motion to reinstall electric services to Kotter Ready Mix at its current location or in the alternative to relocate this electric service at Kotter’s to a new location provided Kotter agree to pay all costs of relocation and obtain and furnish proof of the necessary easements;
MOTION CARRIED:
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea


Moved by Alderman David McManus and second by Alderman Charles Barfield
to recommend to full Council to take action at Central Feeder conversion; transformers in the amount of $27,576.00 to Fletcher Reinhardt;
MOTION CARRIED:
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea

Moved by Alderman David McManus and second by Alderman Charles Barfield
to recommend to full Council to take action and give the change order for the Central circuit sub exit and riser from the south substation for $16,500.00 to Woodwalkers; MOTION CARRIED:
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea


Ms. Lambert came before the Committee to ask about her meter, showing the prior bills to her home and her concerns of the charges. Janie had told the Committee she had a faulty deepfreeze and used space heaters but didn’t feel it should pull that many kilowatts. Our Light department tested the meter and also taken the meter box for outside testing. Keith Stokes our Head lineman came before the Committee with the results showing the meter read correctly. Alderman William Carrell had told Ms. Lambert that time will show now that her heaters were not in use and the deepfreeze unplugged the usage will decrease.

The following motion was tabled: to take action on electric bill on 814 Girard Street due to the meter read correct.


The following motion was not passed due to lack of action: to take action on the July 4th fireworks


Discussed but not on the agenda to recommend to full Council to approve the sell of 7 capacitor banks to the City of Newton for $10,000


Moved by Alderman David McManus and Second by Charles Barfield to adjourn;
MOTION CARRIED:
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea



















DATE: Wednesday, April 6th, 2011
TIME: 1:00 p.m.
PLACE: City Hall Council Chambers

ROLL CALL:
Barfield Present
Brown Present
Carrell Present
McManus Absent


Moved by Alderman William Carrell and Second by Alderman Kim Brown to approve the minutes of the previous meeting held on March 23, 2011 as presented: MOTION CARRIED
Barfield Yea
Brown Yea
Carrell Yea
McManus Absent


Ken Kovac representing DJK Links came before the Committee to give an update on his findings with the Clearwave Corporation. Ken stated that Clearwave had gotten the grant by saying Massac Co. was and underserved area, and that the company was using Federal and State money. DJK Links had tried to talk about sharing the fiber but Clearwave had not wanted to discuss the issue with them. Ken asked Alderman William Carrell if he had information on Clearwave contacting the Library about connecting. Alderman Carrell has said they had and there would be fee to connect to them and a monthly fee for usage. Alderman Carrell also said they would follow suit to what the City does. The Committee had stated they were please with their current server, and the services DJK Links offered.


Moved by Alderman Charles Barfield and second by Alderman Kim Brown
to recommend to full Council approving the purchase of the double line stop at 11th and Market Street per submitted from IMCO at the price of $4250.00;
MOTION CARRIED:
Barfield Yea
Brown Yea
Carrell Yea
McManus Absent

Moved by Alderman Charles Barfield and second by Alderman Kim Brown
to recommend to full Council to approve the bid quote on the influent pump repairs at the WWTP from Vandevanter Engineering at the price of $4,313.26
MOTION CARRIED:
Barfield Yea
Brown Yea
Carrell Yea
McManus Absent

Moved by Alderman Charles Barfield and second by Alderman Kim Brown
to recommend to full Council the purchase of CT Metering for MMH from HD Supply for $6,449.54 and for the Spence Apartments for $12,099.60 also from HD Supply; MOTION CARRIED:
Barfield Yea
Brown Yea
Carrell Yea
McManus Absent



Jim Walters Jr. came before the Committee to representing JM Walters Electric to ask the Committee to consider his company for the bid for the Phase 2 Hwy Lighting Project. Jim stated the poles would not be left crooked by his company for so long and his company is local and would be there to take care of any problems. Mayor McDaniel
informed Mr. Walter the company had followed the IDOT spec guidelines and then came back to fix the leaning poles at no charge to the City. Alderman Charles Barfield stated he felt the City was under contract to accept the lowest bid and said all of the Committee would like to see the job be awarded locally as well.



Moved by Alderman Charles Barfield and second by Alderman William Carrell
to recommend to full Council to take action on Labor and Material bids for the Phase 2 Hwy 45 Lighting Project; MOTION CARRIED:
Barfield Yea
Brown Yea
Carrell Yea
McManus Absent



The motion to purchase the Pool Vac for the swimming pool was moved to another Committee date on the Park and Recreation Committee next Wednesday, April 13th, 2011. Pris had stated if the City could approve permission on the purchase before deadline of the sale the savings would be $500.00. Mayor McDaniel agreed and felt we should order it now and take advantage of the savings.






Moved by Alderman William Carrell and second by Alderman Kim Brown
to recommend to full Council to accept the low quote from Xerox in the amount of $8,275.00 for new copy machine in the City Clerk’s office; MOTION CARRIED:
Barfield Yea
Brown Yea
Carrell Yea
McManus Absent



Discussed but not on the agenda to recommend to full Council to approve the Academic Budget in the amount of $1,000.00





Moved by Alderman David Daughtery and Second by William Carrell to adjourn;
MOTION CARRIED:
Barfield Yea
Brown Yea
Carrell Yea
McManus Absent














DATE: Wednesday, March 10th, 2011
TIME: 2:40 p.m.
PLACE: City Hall Council Chambers

ROLL CALL:
Barfield Present
Brown Absent
Carrell Present
McManus Present


Moved by Alderman David McManus and Second by Alderman Charles Barfield to approve the minutes of the previous meeting held on March 10, 2011 as presented: MOTION CARRIED
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea


Verbal Blakey with BHMG came before the Committee with the Highway 45 Bids there was officially opened at 1:00 p.m. today. Fletcher –Reinhardt came in as the low bid for the fiberglass light poles and F.W. Electric, Inc came in low bid on the labor and materials. Verbal told the Committee she felt we should move on with the project and will send each company a formal letter awarding them the bid.




Alderman David McManus made a motion to recess and Charles Barfield second the motion.


The Committee reconvened at 3:45


Corporate Counsel Rick Abell address the Committee on the next three items on the agenda all regarding Bulldog the trash removal franchise. Attorney Rick Abell will prepare a proposal to Bulldog and bring back to the Committee to discuss.


Taking action on modifications to transfer station agreement;
Taking action on the hours of the trash removal;
Taking action on commercial trash removal franchise agreement;



Frank Walsh came before the Committee with the quote for the piston pumps, informing the Committee the $4,500.00 is already allotted in the budget. Frank also told the Committee he will have the quotes for the influent pump, supernate pump, and the blower soon.


Joe Matesevac came before the Committee giving each Alderman a paving schedule for their ward as they requested. Joe told them the way it was divided out each ward was close in the amount of money allotted. The Committee took time to go over their areas saying if they were satisfied he would bring to Council to make a Resolution to accept the Motor Fuel Project.

IMEA is working is trying to get paperwork finished by the end of the month to be able to pick up old refrigerators. Corporate Counsel Rick Abell will keep the Committee informed on the project.

Mayor Billy McDaniel informed the Committee about the homes that were condemned because of the flooding explaining the City felt even after the water recedes these homes would still be a safety issue. Mayor McDaniel also explained the tenants are relocated.


Moved by Alderman William Carrell and Second by Charles Barfield to adjourn;
MOTION CARRIED:
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea












DATE: Wednesday, February 23rd, 2011
TIME: 1:30 p.m.
PLACE: City Hall Council Chambers

ROLL CALL:
Barfield Present
Brown Present
Carrell Present
McManus Present


Moved by Alderman David McManus and Second by Alderman Charles Barfield to approve the minutes of the previous meeting held on February 09, 2011 as presented: MOTION CARRIED
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea



Ken Kovac representing DJK Links came before the Committee, giving each member a map and explained the fiber network route. He wanted to let the Committee know that his company was an already established company in Metropolis. He pointed out the free services his company already offers and how they help support causes in our town. Alderman William Carrell asked Ken how much capacity was left to use in his network, Ken assured them there was plenty left. DJK Links wants it to be know they pay pole rental and Clearwave expected to just come in with Right A Way permission and use our property at no cost to them.

Mayor Billy McDaniel stated that he would like to see a scheduled meeting between the Committee and Clearwave. The Mayor also stated the Committee needed to review the revised Right A Way.

Joe Matesevac spoke to the Committee informing them of the Motor Fuel Tax funds they have from the state to repair our streets with. He felt we could do this for about $1.78 a square foot 2”mil thick. Joe had said to have each Committee member to look at their wards and choose what needed fixing most then divide the funds equally. The Committee members felt within 2 – 3 weeks they could give Joe the information.





Moved by Alderman Charles Barfield and second by Alderman Kim Brown
to recommend to full Council to approve replacing 14’ filter backwash valve at the WWTP as quoted by N&N Plumbing in the amount of $2,250.00;
MOTION CARRIED:
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea

JK Thomas also included a copy of the quote from N&N Plumbing.

Frank Walsh spoke to the Committee to let them know there was still money allocated and wouldn’t need to take to full Council the approval for the blanket PO for polymer for $5,500.00




Moved by Alderman Charles Barfield and second by Alderman Kim Brown
to recommend to full Council the repair of spare influent pump, damages by rags, by Warden Electric for $2,468.59; MOTION CARRIED:
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea



Frank Walsh told the Committee that he felt the repair on the influent sluice gate at the WWTP could be fixed local with his help for about the same amount of money on the bid from Action Automatic. The Committee left this up to Frank knowing he would make the best decision.




Moved by Alderman David McManus and second by Alderman Kim Brown to recommend to full Council to approve fixing the main breaker at the total cost of $4,500.00; MOTION CARRIED:
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea









Verbal Blakey addressed the Committee with the bid amounts that were presented today. The bids were for Phase 1 of the system-wide conversion, transformers, labor and materials.






Moved by Alderman David McManus and Second by Kim Brown to adjourn;
MOTION CARRIED:
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea









DATE: Wednesday, February 9nd, 2011
TIME: 2:18 p.m.
PLACE: City Hall Council Chambers

ROLL CALL:
Barfield Present
Brown Present
Carrell Present
McManus Present

Head Lineman Keith Stokes came before the board with information concerning a customer’s past due bill. Richard Corzine Jr. had questioned the bill from Big Daddy’s, stating he felt his meter was off. The City had replaced a meter on the building earlier and sent it off for testing. Keith had presented each Committee the paperwork showing the testing results, the meter was in working order. Keith presented a meter like the one used and showing the Committee how small the #’s are and felt the one month it was misread but caught up with itself the following month. The consistency of Big Daddy’s bill had not changed and was felt it was correct.



Corporate Counsel Rick Abell had given the Committee a letter from the Law Office of Scott Bergthold PLLC along with a copy of the proposed ordinance on sexually oriented business regulations. Attorney Bergthold will give a presentation to the full Council on February 14th, 2011 on this matter and hopes to see the ordinance pass.







Moved by Alderman David McManus and Second by Charles Barfield to adjourn; TIME 2:50
MOTION CARRIED:
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea

DATE: Wednesday, January 19th, 2011
TIME: 1:00 p.m.
PLACE: Council Chambers in City Hall


PRESENT:
Alderman William Carrell, Kim Brown, Charles Barfield, David McManus, Robert Midnight, Nathan Anderson David Daughtery Also present was City Clerk Jan Adams, Joe Metastatic, Dr. Jake Glass and Frank Walsh.

ROLL CALL:
Barfield Present
Brown Present
Carrell Present
McManus Present


Moved by Alderman David McManus and second by Alderman Kim Brown to approve the minutes of the previous meeting held on January 5th, 2011 as presented; MOTION CARRIED:
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea

Frank addressed the Committee concerning the filter press at the WWTP and has informed them he hopes to have something in print for the next meeting.






Moved by Alderman Kim Brown and second by Alderman David McManus to adjourn; TIME 1:03
MOTION CARRIED:
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea











DATE: Wednesday, February 2nd, 2011
TIME: 1:15 p.m.
PLACE: City Hall Council Chambers

PRESENT:
Alderman William Carrell, Charles Barfield, David McManus, Robert Midnight, Nathan Anderson. Also present were Mayor Billy McDaniel, Corporate Council Rick Abell, CFO Trisha Suttles, and City Clerk Jan Adams and absent were Alderman Jerry Mizell, David Daughtery and Kim Brown

ROLL CALL:
Barfield Present
Brown Absent
Carrell Present
McManus Present


Moved by Alderman David McManus and Second by Alderman William Carrell to approve the minutes of the previous meeting held on January 19, 2011 as presented: MOTION CARRIED
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea






Moved by Alderman William Carrell and second by Alderman David McManus
to recommend to full Council to approve the painting bid from Rodney
Grentzer Painting Co. MOTION CARRIED:
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea


Moved by Alderman Charles Barfield and second by Alderman David McManus
to recommend to full Council to replace MCC bucket for the WWTP at the cost of $2,590.00 from Russell Electric-Frank; MOTION CARRIED:
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea

Frank Walsh told the Committee that it would be a 2-3 week delivery time.



Moved by Alderman William Carrell and second by Alderman David McManus to recommend to full Council to approve the annual Dielectric testing in the amount of $2,375.00 for the Light Department –Keith Stokes MOTION CARRIED:
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea







Jim Brown addressed the Committee by handing out a pamphlet to each of them on the updates from Clearwave, and proceeded to answer any questions asked by the Committee. Clearwave was explaining where they would need right a ways on City property.


Ken Kovac with DJK Links also spoke to the Committee and wants to give the Committee an update his company had a meeting with Clearwave two weeks ago.




Moved by Alderman William Carrell and second by Alderman Charles Barfield to recommend to full Council to approve the purchase of a fire hydrant in the amount of $1,470.60 for the intersection of 9th and Ferry Street; MOTION CARRIED:
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea



JK’s bid for the fire hydrant came from Schulte Supply Co.








Moved by Alderman David McManus and second by Alderman Charles Barfield to recommend to full Council to make recommendations on a site specific groundwater well ordinance at Louis Tire property; MOTION CARRIED:
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea

The Committee talked of adopting it instead of being put on First Reading.



Mayor Billy McDaniel addressed the issue of the trees downtown and the complaints they have had. Ideas were discussed on what to do but nothing was decided defiantly. Alderman William Carrell said they were planted in 1977when the sidewalks were changed thus making them to large for the holes in which they were planted.



Moved by Alderman David McManus and second by Alderman Nathan Anderson to go into Executive Session for the items listed on agenda; MOTION CARRIED:
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea


Moved by Alderman David McManus and second by Alderman Charles Barfield to approve the minutes of the Executive Session and they remain closed; MOTION CARRIED: TIME 2:24
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea


Moved by Alderman Nathan Anderson and Second by David McManus to adjourn; TIME 2:26
MOTION CARRIED:
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea










DATE: Wednesday, January 5, 2011
TIME: 1:49 p.m.
PLACE: City Hall Council Chambers

PRESENT:
Alderman William Carrell, Kim Brown, Charles Barfield, David McManus, Robert Midnight, Jerry Mizell, Nathan Anderson. Also present were Mayor Billy McDaniel, Corporate Council Rick Abell, CFO Trisha Suttles, and City Clerk Jan Adams.

ROLL CALL:
Barfield Present
Brown Present
Carrell Present
McManus Present

Moved by Alderman William Carrell and Second by Alderman David McManus to approve the minutes of the previous meeting held on December 27,
2010 as presented: MOTION CARRIED
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea






Moved by Alderman Charles Barfield and second by Alderman David McManus
to recommend to full Council to proceed with the investigating of the cost factor to have the Belt Filter Press Rebuilt. MOTION CARRIED:
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea

Moved by Alderman David McManus and second by Alderman
Charles Barfield to recommend to full Council to hire Greg Parr Masonary to proceed with the garage doors in the amount of $2,564.00. MOTION CARRIED:
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea

Verbal Blakey with BHM&G informed the Council on the status of some of the issues of the Electrical System Conversion and she recommended to the Council to go ahead and do this in phases. The following motion was made.


Moved by Alderman and second by Alderman Charles Barfield
David McManus to recommend to full Council to go out for bids on the Phase I of the Electric System Conversion. MOTION CARRIED:
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea




It was the general consensus of the Committee to put the following two items on the agenda for the City Council Meeting on Monday, January 10, 2011
To purchase 1 new pump at a cost of $3,300.00 for the WWTP.
To Bring back the P.L.A. with the updated changes.

Moved by Alderman William Carrell and Second by David McManus to adjourn.
MOTION CARRIED:
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea
















DATE: Wednesday, November 3, 2010
TIME: 1:00 p.m.
PLACE: City Hall Council Chambers

PRESENT:
Alderpersons; Charles Barfield, Kimberly Brown, William Carrell, David McManus, Robert Midnight, and Nathan Anderson with Aldermen David Daugherty and Jerry Mizell both absent. Also present were Mayor Billy McDaniel, CFO Patricia Suttles, Corporate Counsel Rick Abell, City Clerk Brenda Westbrooks, Frank Walsh, Brian Giltner, Joe Matesevac, J.K. Thomas, John Price and Jim Orilli with the Buildings Trades.

ROLL CALL
Barfield Present
Brown Present
Carrell Present
McManus Present

Moved by Alderman David McManus and Second by Alderman William Carrell to approve the minutes of the previous meeting held on October 21, 2010 as presented: MOTION CARRIED
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea


Influent Pump #1 at WWTP
Frank Walsh told the Committee that influent pump #1 at the Waste Water Treatment Plant has a broken seal and he has a quote from Warden Electric in the amount of $2,217.30 to repair it. He asked permission to have the pump repaired since he is down from 5 pumps to only 3 and one is already being repaired.

Moved by Alderman William Carrell and Second by Alderman Charles Barfield to recommend to the full Council to approve repairs to influent pump #1 at the Waste Water Treatment Plant with the work to be done by Warden Electric for a cost of $2,217.30: MOTION CARRIED
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea

Belt Filter Press
Frank Walsh said that the Council needs to decide which engineering firm they want to use to design the belt filter press; obtain a construction permit from IEPA and complete the loan application since it was budgeted to do this by loan. He said it would probably take 2 budget years to complete this process so he recommends getting started now; although the City could decide to not take the loan and just pay for it with other funds when the time comes.
It was the general consensus of the Committee that since Engineering, Inc. has access to some designs that were done previously by a firm they use to work for; that they should be the City’s choice to do this project.

Moved by Alderman David McManus and Second by Alderman Charles Barfield to recommend to the full Council to hire Engineering, Inc. to do the design for a belt filter press for the Waste Water Treatment Plant, obtain a construction permit from IEPA for the project and to complete the loan application: MOTION CARRIED
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea


PLA – Project Labor Agreement
John Price and Bill Orilli who both work with the Building Trades were present to give a brief overview of how a project labor agreement would work. They spoke with the Council some time ago on the possibility of doing such an agreement and agreed to meet with the Committee today to answer their questions and concerns.
Mr. Orilli said that PLA’s have been around for a long time, since the Thompson Administration.
He said that when Tamms Prison was built the first PLA was done by the State and worked very well.
The agreement makes sure that the contractors pay prevailing wages; works out any disputes and prevents shut downs on projects and that there was usually monthly meeting held that keeps everyone in the loop and aware of any issues at hand.


The Councilmen expressed concern for our small local contractors. They said they want to make sure they are taken care of and not hurt.
Mr. Orilli told them that threshold limits can be set that would do just that.
He said the agreements are between the contractors and the union trades not the City itself and can be on public funds only and not private funds.
Mr. Orilli and Mr. Price left the meeting around 1:41 p.m.

Mr. Rick Abell said that he did ask about an apprentice program and he was told they do have one. It cost $20 and is a 4 week program per year for 3 years.
Mr. Abell said he would prepare the ordinance on a PLA for the Council to review and consider.

Electric Distribution System Circuit Conversion Phase 2 – Labor & Material Project
Mr. Abell informed the Committee that he has received information that Power Secure, Inc. who was the low bidder on the City’s Electric Distribution System Circuit Conversion Phase 2 – Labor & Material Project, did not pay prevailing wage on another project for at least 4 weeks and admitted it. He said he believes this should disqualify them from the project.
Mr. Abell is to review the bids and information on the contractors closer and let the Council know his findings but they have to make a decision on the bids very soon. They need to reject all bids and start over or award it to one of the other contractors.
Mr. Abell said that Verbal Blakey with BHM&G did say that they would be ready with the design on Phase one of the project by next month and Phase two by May if the Council wanted to reject all bids and combine the projects and rebid it.
Mr. Abell also told the Committee they have sufficient amount of funds in lights but they might want to consider if they want to spend it all on the electric or pay part on the sewer.

Allies in Fairmount
It was previously brought to the Council’s attention that there is an alley in Fairmount that the residents would like to either have made into an alley or vacated, that it was plated but never actually made into an alley. It seems that the Aldermen in that ward are receiving calls on disputes by the property owners in the area and that the police have even had to go out there.
It was on today’s agenda to discuss, however Mr. Abell said he is waiting to get some information back from Penny Emery in our Zoning Department before recommending anything. The utilities in the area have to be researched that we don’t want to vacate land that has our utilities on it. That would keep the City from having access to them for needed repairs.
Mr. Abell did say that if the Aldermen thought they wanted to do it alley by alley that he could do the paper work to set a public hearing on this particular one for the next Council meeting.
Alderman Anderson said he would rather wait and do them all or none. Alderman David McManus said he agreed with Mr. Anderson.
Mr. Abell said he would get with Penny again and see if they can obtain the needed information.

File Server – Clerk’s Office
The Committee and Councilperson’s present were informed that this is on today’s agenda for discussion and approval because the present server that is the application host for Incode is now over 6 years old and the usual life is 3 years, according to Tom Swinford, who is the City’s IT person. Therefore he is recommending that we consider replacing it to prevent any major problems.
The general consensus was that we can’t afford to lose our Incode data and software so they agreed to purchase the new server.

Moved by Alderman David McManus and Second by Alderwoman Kimberly Brown to recommend to the full Council to approve the purchase of a file server for the Clerk’s Office from Kemper Technology Consulting for a cost of $6,586.98 (includes network software, licensing & labor): MOTION CARRIED
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea

Not on agenda but discussed:
(7th & Ferry Street Sidewalks)
Alderman William Carrell told the Council that he has complaints that two ladies pushing a baby stroller had to go out into the street when they came to the section of 7th & Ferry Streets because the sidewalk is blocked with pallet of engines and a dumpster. He said they wanted to know who would have been liable if they had been hit by a vehicle. Mr. Carrell said he told them he would bring it to the Council’s attention.

The consensus was to have the Police Chief make sure the sidewalk is cleared.

(BlueCross/BlueShield Insurance)
CFO Patricia Suttles told everyone that she just received a text from Karen Arnold and it seems that while others are getting 25% to 30% premium increases the City’s will only be 7.3% which is great news.

(South Gate Nursing Home’s Addition)
It told the Committee that it has been brought to Verbal Blakey’s attention that South Gate is going to need a much larger transformer than anyone expected. They first said they wouldn’t be making any changes but when Verbal talked to them, they didn’t even know what size they needed so she ran the numbers and they are going to need at least a 1000 KVA transformer.
A 1000 KVA would cost $10,000 but the City was going to put in a 300 KVA as part of our electric circuit conversion which would only be $5,000. Mr. Abell said Verbal is asking if the City wants to charge South Gate the full $10,000 for the 1000 KVA transformer or just charge them the difference between the 300 KVA and the 1000 KVA which would be $5,000.
The general consensus was to just charge them $5,000 since the City was going to install the 300 KVA transformer anyway.





(Mutual Aid Agreement)
Mr. Abell informed everyone that he would have a resolution on the next Council agenda for their consideration for a Mutual Aid Agreement with IEMA.

Moved by Alderwoman Kimberly Brown and Second by Alderman David McManus to adjourn: MOTION CARRIED – TIME: 2:20 P.M.
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea








DATE: Thursday, October 21, 2010
TIME: 1:00 p.m.
PLACE: City Hall Council Chambers

PRESENT:
Alderpersons; Charles Barfield, William Carrell, David McManus, Jerry Mizell, Robert Midnight and Nathan Anderson with David Daugherty and Kimberly Brown both absent. Also present were Mayor Billy McDaniel, Corporate Council Rick Abell, City Clerk Brenda Westbrooks, Frank Walsh and CFO Patricia Suttles.

ROLL CALL
Barfield Present
Brown Absent
Carrell Present
McManus Present

Moved by Alderman David McManus and Second by Alderman William Carrell to approve the minutes of the previous meeting held on September 22, 2010 as presented: MOTION CARRIED
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea




Bulk Hi-grade salt (25 tons) for MIOX System at Water Filtration Plant
Mayor Billy McDaniel said that J.K. Thomas was not able to be at this meeting but is requesting to purchase 25 tons of hi-grade salt for the MIOX System at a cost of $4,370. He said this is an annual purchase necessary for the City’s filtration system.

Moved by Alderman William Carrell and Second by Alderman David McManus to recommend to the full Council to approve the purchase of 25 tons of hi-grade salt for the MIOX System at the Water Filtration Plant for a cost of $4,370.00: MOTION CARRIED
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea

Moved by Alderman William Carrell and Second by Alderman David McManus to go into Executive Session for items listed on the agenda: MOTION CARRIED – TIME: 1:06 P.M.
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea

Around 1:52 p.m. the meeting was brought back to order in open session.

Moved by Alderman William Carrell and Second by Alderman David McManus to approve the minutes of the Executive Session and that they are to remain closed: MOTION CARRIED
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea

Alderman David McManus said he wanted to put on the next Council agenda to vacate allies in Fairmount.
The consensus was that it can be mentioned at Council if he wishes but probably needs to be taken to Committee for discussion.

Moved by Alderman David McManus and Second by Alderman Charles Barfield to adjourn: MOTION CARRIED – TIME: 1:59 P.M.
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea












DATE: Wednesday, September 22, 2010
TIME: 1:00 p.m.
PLACE: City Hall Council Chambers

PRESENT:
Alderpersons Charles Barfield, William Carrell, David McManus, Jerry Mizell, Nathan Anderson, David Daugherty and Robert Midnight with Alderwoman Kimberly Brown absent. Also present were Mayor Billy McDaniel, City Clerk Brenda Westbrooks, Rick Abell, Patricia Suttles, J.K. Thomas, Frank Walsh, Joe Matesevac, Keith Stokes, Cherie Bush, Verbal Blakey and Steve De Journett with BHM&G and Jan Swain with Atmos.

ROLL CALL
Barfield Present
Brown Absent
Carrell Present
McManus Present

Moved by Alderman William Carrell and Second by Alderman David McManus to approve the minutes of the previous meeting held on September 8, 2010 as presented: MOTION CARRIED
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea



Budget Billing Presentation by Jan Swain with Atmos
Mrs. Swain gave a power point presentation regarding Budget Billing. She explained the difference between the fixed process and the levelized process. She said they had issues with the fixed and switched to the levelized and their customers love it.
A copy of that power point presentation is attached to these minutes.
Mrs. Swain said she would send CFO Patricia Suttles information regarding their rules and set up of the program.
The consensus of the Committee was to have the Clerk’s office obtain the information from Mrs. Swain and set up rules of the program based on her information and what we (the City of Metropolis) need and bring back to the Committee for review and approval, as soon as possible.

Software Upgrade for Chad Murray’s Computer
Mr. Murray wasn’t present but Head Lineman Keith Stokes came to the meeting and asked to table this for now that they are still gathering information and cost.
Committee agreed to table.

Yasoda Street Storm Sewer / Engineering, Inc.
Joe Matesevac with Engineering, Inc. said that he had it put on the agenda just in case there were any changes. At the last meeting the decision was to hold on this until we know what we really need to do.
Alderman Nathan Anderson said that he has talked with some of the people in that area and they told him that the work that Frank Walsh’s people did in the area has helped but there is still a problem.
Consensus of the Council is to continue to hold on this project for now.

Crestview/Carter Drive Sewer – J.K. Thomas
J.K. Thomas said he was surprised to see this on the agenda because he thought that at the last meeting the consensus was to wait and possible do when the electric upgrade is done.
Alderman Barfield said it was on the agenda encase there is anything new to report.
There was nothing new to report so the consensus was to wait and possibly do with electric upgrade.

Two Skid Steer Rubber Tracks – Art
Mayor McDaniel said this is on the agenda as a request by Frank Walsh but actually it is from Street Superintendent Art Ducharme. He said that at present we are using backhoes to repair sidewalks and causing more damage to have to repair with the weight of them. Mr. Ducharme can purchase 2 skid steer rubber tracks from McKeel Equipment for a cost of $2,844.60 which by doing so would save on our other equipment as well as adding to our repairs. There is money in the budget for this.

Moved by Alderman Charles Barfield and Second by Alderman David McManus to recommend to the full Council to approve the purchase of 2 skid steer rubber tracks from McKeel Equipment for a cost of $2,844.60 as requested by Street Superintendent Art Ducharme: MOTION CARRIED
Barfield Yea Carrell Yea
Brown Absent McManus Yea
Water Department Truck
Mayor Billy McDaniel said that 5 quotes have come in for a truck for the Water Department and they are as follows:
Linwood Motors: $16,932/ $17,214
Farmer Chevrolet: $17,630/ $17,305/ $17,100
The lowest quote was from Linwood Motors for $16,932.
The general consensus was to accept the quote of $16,932 from Linwood’s.

Moved by Alderman Charles Barfield and Second by Alderman David McManus to recommend to the full Council to accept the low quote of $16,932 from Linwood Motor’s for a truck for the Water Department: MOTION CARRIED
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea

J.K. Thomas thanked the Committee for their recommendation to purchase a truck because he said the one Todd is driving now was in
pretty bad shape when he got it that the person before him didn’t take care of it at all but Todd has and that is why it has lasted as long as it has. It really needs to be taken out of full service and just used part time for a spare or mosquito spraying.





Police & Fire Pension Request
CFO Patricia Suttles said that it is just a formality that the Police & Fire Pensions make a formal request to be included in the City’s Tax Levy Ordinance for each fiscal year and they are making that request for fiscal year July 1, 2009 – June 30, 2010.

Moved by Alderman David McManus and Second by Alderman Charles Barfield to recommend to the full Council to approve the Police & Fire Pensions request to be included in the City’s Tax Levy Ordinance for fiscal year July 1, 2009 – June 30, 2010: MOTION CARRIED
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea

Project Update by Verbal Blakey
(This was done at the first of the meeting so they could get back to Arnold, MO)
Verbal told the Committee that the bids are out for the Electric Distribution System Circuit Conversion/Phase 2 material & Labor/ transformers & automated switches and we should be awarding bids by first meeting in October.
Verbal also reported that phase 1 of the Highway 45 lighting project was installed with 400W metal halide fixtures. The street light retrofit project has 250W metal halide fixtures that are being replaced with induction lights. There is presently no energy efficient equivalent for the 400W fixture. We cannot wait for a 400W energy efficient equivalent to be available, expected sometime in 2011, to complete the grant project from Yasoda Street to the railroad viaduct, since the project must be complete by March 2011. It is also not known what IDOT’s opinion is on LED versus induction energy efficient lighting.
The committee decided to construct phase 2 with the same fixtures as Phase 1, as long as it did not jeopardize the grant project. BHMG is checking with IDOT and the grant agencies.

Not on Agenda but Discussed:
(Public Risk Insurance)
Mayor Billy McDaniel said that right now the payout of claims for Public Risk Insurance is down to $14,000. He said that he would like to start an incentive program to hopefully get it down even more. He suggested offering by departments, something for each employee in that department if there has been no lost time accidents say in a 6 month period.
It was suggest to offer; a jacket, shirt or even money.
Everyone seemed to think this was a good idea and the final consensus was to authorize the Mayor to do such a program and offer $50 Metro Bucks on a 6th month basis but to go ahead and do it this quarter to get it started then doing it every 6 months after that.

Pheasant Cove Lights
Alderman Nathan Anderson informed everyone that Shelby Electric is working on installing the lights in Pheasant Cove Subdivision so Mr. Cates is keeping his word and is getting that done for the people as he promised.

Alderman Jerry Mizell said he saw where $5 million has been made available for pollution and rain control and he asked Mr. Rick Abell if he knew anything about that.
Mr. Abell said he didn’t really know anything but did send an e-mail to Joe and Brian at Engineering, Inc. to see what they knew but haven’t heard back from them yet.

It was decided that the following committees need to meet next Wednesday:
Police & Fire
Ordinance
Industrial

Alderman Robert Midnight told everyone that we have the paper work and have applied for the NFR on the old Laidlaw property so hopefully we will be done with that within the next month or so.


Moved by Alderman William Carrell and Second by Alderman David McManus to adjourn: MOTION CARRIED – TIME: 2:45 P.M.
Barfield Yea
Brown Absent
Carrell Yea
McManus Yea










DATE: Wednesday, September 8, 2010
TIME: 1:30 p.m.
PLACE: City Hall Council Chambers

PRESENT:
Alderperson’s Charles Barfield, Kimberly Brown, William Carrell, David McManus, Jerry Mizell, Robert Midnight, and Nathan Anderson with Alderman David Daugherty absent. Also present were CFO Patricia Suttles, Keith Stokes, J.K. Thomas, Frank Walsh, Joe Matesevac and Brian Giltner with Engineering, Inc., and City Clerk Brenda Westbrooks. Mayor Billy McDaniel and Attorney Rick Abell were out of town so unable to attend.

ROLL CALL
Barfield Present
Brown Present
Carrell Present
McManus Present

Moved by Alderman David McManus and Second by Alderman William Carrell to approve the minutes of the previous meeting held on August 18, 2010 as presented: MOTION CARRIED
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea


Pad Mount Transformer for First Baptist Church Electric Service
Head Lineman Keith Stokes told the Committee that he requested
quotes for the 1000 KVA transformer needed for the 1200 amp electrical service for the new facility the First Baptist Church is building but he only received three back.
Delta-Y $16,450
ABB $12,818
GE $12,129
Mr. Stokes recommended accepting the quote from GE. This cost is to be reimbursed to the City by the Church.


Moved by Alderman Charles Barfield and Second by Alderwoman Kimberly Brown to recommend to the full Council to accept the low quote from GE in the amount of $12,129 for transformer needed for the new First Baptist Church facility: MOTION CARRIED
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea








Yasoda Street Storm Sewer
Joe Matesevac with Engineering, Inc. reported to the Committee that he was asked to see if MFT funds could be used to do the Yasoda Street Storm Sewer project and he did. He talked with Mr. Richard Melcher with IDOT and he came down and looked at the project and said it would be an approved MFT Project but that a resolution could only be done for the amount of money in that fund.
Joe said the City’s fund currently has around $307,000 in it and he estimates the cost as follows:
Construction Cost $430,000 to $450,000
Engineering Cost $50,000
Joe stressed that the project is only designed to help with the draining away of water from the area of Big John’s during heavy rains and nothing else. Nothing cosmetic will be done and just wants to make sure the Council understands that and is not expecting more.
Everyone seemed to understand that.
CFO Patricia Suttles told the Committee that when they budgeted the MFT money the mind set was to use it for the 12th Street Project and was put in the sewer budget.
Joe Matesevac then said that it would probably be cheaper if the City did the Yasoda Street Project with other funds and use the MFT money for the 12th Street project, that when MFT funds are used, the bids seem to come in higher.
The final consensus was that the Committee wants to have time to consider what they have been told today and discuss it further at another meeting.


Dewatering Station for Vactor Truck
Frank Walsh told the Committee that when the Waste Water Treatment plant was upgraded in 1988 the need for a vactor truck was not considered. We now have one and we have to empty it in the slug storage area which is defeating the purpose of the storage drying area.
Frank told the Committee that for $4,000 to $4,500 and the City employees doing the work he could construct a 20 X 20 structure and run lines to pumps and create another dewatering station that will allow us to empty the vactor truck as needed.
Frank said he didn’t budget for this but would not be hauling any more slug until the next budget year so he would have funds available from slug hauling to do this.


Moved by Alderman David McManus and Second by Alderwoman Kim Brown to recommend to the full Council to authorize Frank Walsh to construct a 20 X 20 structure to provide a dewatering station for the Vactor Truck ( to be taken from balance in slug hauling): MOTION CARRIED
Barfield Yea
Brown Yea
Carrell Yea
McManus Yea






Sewer Line Easements

Frank Walsh told the Committee that in the 1100 block of East 8th Street there is a storage area that was built over the sewer line thus making it where he can’t touch 800 to 1,000 feet of sewer line.
The Committee told Mr. Walsh to get documentation and pictures showing the problem and bring them to them and the owner of the property would be contacted to take care of the problem.



Hose for vactor truck – not on agenda

Mr. Walsh said that as everyone knows we have a serious grease and oil problem in Metropolis. He asked for permission to purchase a 50 foot 6 inch hose for the vactor truck to be used to drain the wet well. This would cost $2,672.26 plus shipping. He said he has tried cheaper hose but they won’t work.
It was determined that there is money in the budget for this so the Committee said to have it on the next Council Meeting agenda to approve.





Sewer Issue between Crestview and Carter Drive

J. K. Thomas told the