VILLAGE OF SOUTH BARRINGTON
30 South Barrington Road
South Barrington, IL 60010
PUBLIC WORKS COMMITTEE MINUTES
TUESDAY, NOVEMBER 18, 2014at 1:00 P.M.
CALL TO ORDER
Chairman Kerman called the meeting to order at 1:01 p.m.
ROLL CALL
Committee Members present: Chairman Kerman & Trustee Matuska
Committee Member Absent: Trustee Abbate
Staff present: Administrator PalmerJason Fowler of Sheaffer & Roland
Others Present: Village President McCombieTrustee Stagno
APPROVAL OF PUBLIC WORKS MEETING MINUTES JULY 28, 2014
A MOTION TO APPROVE MINUTES OF JULY 28, 2014 was made by Trustee Matuska. Chairman Kerman seconded the motion. Motion passed by unanimous vote.
The Committee discussed engineering fees in 2015 Road Program. Trustee Stagno highlighted certain wording concerns in Attachment A.
Trustee Abbate arrives at 1:06 p.m.
Sheaffer & Roland
1)Breaker on Brine Pump
Engineer Fowler said the BN Controls contractor came out early in November and was able to modify the existing breaker by increasing the amp draw.
2)Programmable Logic Controller (PLC) Repair
Engineer Fowler said the BN Controlscontractor was able to make the necessary adjustments to the meter output to correct the inconsistency without logging in to the PLC. It was the consensus of the Committee to wait on the purchase of PLC programming software.
3)Water Plant (Building in fail-safe measures)
BN Controls has provided an informal quote of $900.00 to install a UPS bypass circuit in the event the UPS fails to supply uninterrupted power. Another fail-safe measure suggested by Engineer Fowler is a second auto dialer that is independent of the main control panel. This dialer would be a cellular based dialer. It would allow for notification of a low pressure situation in the event of power or phone line failure. Water Well Solutions will provide a quote prior to the next Public Works meeting.
A MOTION TO APPROVE PURCHASE AND INSTALLATION OF UPS BYPASS CIRCUITRY BY BN CONTROLS was made by Trustee Matuska. Trustee Abbate seconded the motion.
Roll call was taken:
AYES: Abbate, Kerman, Matuska
NAYS: (None)
Motion carried.
4)Midwest Power Vac – (Completion of Lift Station cleaning)
Engineer Fowler said cleaning of the lift stations was completed November 6, 2014 and was done thoroughly in spite of a rough start.
5)Hawkings Chlorine Storage and Pump Replacement
Engineer Fowler said Hawkins has placed the fabrication order for the spill containment basin. When they receive it, likely within the next 30 days, they will complete the installation of the day tanks, spill containment and chemical feed pumps.
Engineer Ambrose arrives at 1:42 p.m.
STAFF REPORTS
1)Sheaffer & Roland – Engineer Fowler
All items have been covered.
Baxter & Woodman
1)2014 Road Program (Re-orienting Street Signs)
Engineer Ambrose gave an update on the street signs, brackets and poles. President McCombie said Mundhank and Revere intersection road sign is shifting again. Engineer Ambrose said he will submit a summary report.
2)2015 Road Program
Engineer Ambrose described the 2015 Road Program Work Order. The Committee discussed options and alternates. Administrator Palmer will talk to Cuba Township for price of parking lot. The Committee asked questions to understand how compensation was calculated for the Work Order.
Engineer Grieves arrives at 2:02 p.m.
Discussion regarding mileage charges ensued. Engineer Ambrose will eliminate mileage charges. Trustee Stagno stressed the point of Baxter & Woodman being equally liable for work done by contractors. Engineer Ambrose will review the work order to ensure it complies with the Master Agreement between the Village and Baxter & Woodman. He will submit a revised work order for engineering design fee only.
A MOTION TO RECOMMEND VILLAGE BOARD APPROVEENGINEERING SERVICES WORK ORDER FOR DESIGN, CONSTRUCTION DRAWINGS AND BID DOCUMENT PREPARATION FOR THE 2015 ROAD IMPROVEMENT PROGRAM NOT TO EXCEED OF $36,000.00 was made by Trustee Matuska. Trustee Abbate seconded the motion. Motion passed by unanimous vote.
3)Bartlett Road Air Release Final Payment – Berger Excavating
Engineer Ambrose said the spare Air Release Valve was located and the Forest Preserve sent a letter approving final restoration. The project is complete and final payment of $6,006.79 can be made.
A MOTION TO RECOMMEND VILLAGE BOARD APPROVE FINAL PAYMENT TO BERGER EXCAVATING FOR $6,006.79 was made by Trustee Matuska. Trustee Abbate seconded the motion. Motion passed by unanimous vote.
4)Village Hall Lift Station
Administrator Palmer said the Lift Station bid was rejected at the previous Village Board meeting. Engineer Grieves said Baxter & Woodman under estimated the amount of time to excavate the hole. She said both the EPA and MWRD are considering this work as maintenanceon the existing Lift Station andno permits will be necessary. The soil samples looked very good. A Baxter & Woodman Structural Engineer looked over the design and said it would stand with the current soil conditions. Discussion ensued as to conditions of the lift station well, both known and surmised.
A MOTION TO AUTHORIZE BAXTER AND WOODMAN TO REBID ON A NEW VILLAGE HALL LIFT STATION was made by Trustee Matuska. Trustee Abbate seconded the motion. Motion passed by unanimous vote.
Bid opening will be November 26, 2014. President McCombie said “…the lowest bidder will be selected and then (we will) ratify the contract at the next Board meeting because it’s an emergency that can’t wait until the next Village Board meeting.” Engineer Grieves will call the current system’s design engineer, Carroll Engineering, for guidance with repair of the current system and then left the meeting to make some phone calls. Engineer Fowler said he has looked over the original plans and it appearsthe standard details have been modified by Carroll Engineering. It appears theytook the supplier’s detail, modified it, added their dimensions and that’s what went in the ground. He questioned whether the manufacturer would have approved of that change.
5)Sanitary Sewer Televising – Sewer Line serving Park District Shelter
Engineer Ambrose asked if the contract had been signed by President McCombie andshe replied she had. The Administrator will send the contract to Engineer Ambrose who will forward it to Hydro Tech. President McCombie confirmed it is the Village’s responsibility to complete the MWRD permit requirement.
6)Covered Bridge Dam/Weir – (Leaking repair)
Engineer Ambrose said caulking had been done but there appears to be a pen-sized leak between the inlet structure and the pipe that comes in from the lake. He said Spectrum came out to inspect and left a voice message saying Spectrum doesn’t think it’s their responsibility to repair. Engineer Ambrose will discuss this further with Spectrum. Engineer Grieves returns to the meeting.
9)Bartlett Road Lift Station – (Review of pump design)
Engineer Grieves said the ‘Basis of Design’ could not be located so the next step is to decide the appropriate size of the lift station for future village use. President McCombie wants to get the Village Attorney involved at this point. Engineer Fowler told the Committee about an ABS pump available around $27,000.00. The Administrator will look into theFlight Pump Maintenance Contract in light of a possible pump brand change. President McCombie will talk with Jim Hepler of Toll Brothers, Inc.
President McCombie met Tom Doomis at the Covered Bridge to discuss repairs to the steps and railings. She said it has become a safety issue. Doomis Builders gave a quote of $2,110.00.
A MOTION TO APPROVE REPAIR TO THE COVERED BRIDGE STEPS AND RAILINGS NOT TO EXCEED $2,200.00 was made by Trustee Abbate. Trustee Matuska seconded the motion.
Roll call was taken:
AYES: Abbate, Kerman, Matuska
NAYS: (None)
Motion carried.
7)Village Enclave Letter of Credit
Engineer Ambrose passed out a letter dated October 18, 2014. Engineer Ambrose is recommending a Letter of Credit reduction of $58,046.26, a significant adjustment from their requested amount of more than $300,000.00. Discussion ensued as to work actual completed at The Village Enclave site.
A MOTION TO REFER TO THE VILLAGE BOARD FOR APPROVAL OF THEVILLAGE ENCLAVE LETTER OF CREDIT REDUCTION IN THE AMOUNT OF $58,046.26 was made by Trustee Abbate. Trustee Matuska seconded the motion. Motion passed by unanimous vote.
8)Autumn Leaves Letter of Credit
Engineer Ambrose said the last three items on the punch list have been completed. Administrator Palmer will check the Village Ordinances for compliance and Engineer Ambrose will submit a letter. If all is in order, this item can be on the agenda for the December 2014 Village Board meeting.
Building Officer Michael Moreland arrives at 3:39 p.m.
STAFF REPORTS
1)Administrator Palmer
- Village Hall Generator
Cummins NPower came out to start the north end Village generator but it wouldn’t start. Cummins price for replacement is about $23,000.00.
- Covered Bridge (Steps repair)
Item discussed earlier in meeting.
- Cuba Township (Pothole repair, signs, brush and parking lot)
Cuba Township has notyet filled potholes on Polo Drive and requested price information for signs, brush and the Village parking lot has not been received. Administrator Palmer will follow up with the Township again.
2)Building Officer Moreland
Introduction of new Building Officer.
3)Village Engineer - Baxter & Woodman
Engineer Ambrose updated different items from the monthly status report dated November 10, 2014 including sixteen (16) water services directionally drilledin the Woods Subdivision north of Penny Road, the final Glen Unit 14 plan review, final permit for Tennis Club Lane and Village Hall Lift Station.
4)Sheaffer & Roland
All items discussed earlier in meeting.
NEW BUSINESS
None
OLD BUSINESS
None
ADJOURNMENT
At 3:54 p.m. Trustee Abbate made a motion to adjourn, seconded by Trustee Matuska. Motion passed by unanimous vote.
The next Public Works meeting will be December 16, 2014 at 1:00 p.m.
Respectfully Submitted,
Marcia Landin
Village Secretary
Page 1