DeKalb Times

City of Sandwich Committee-of-the-Whole met Oct. 19.

Here is the minutes provided by the committee:

Mayor Robinson called the meeting to order at 7:00 PM.

Roll call was taken:

Present: Mayor Robinson, City Clerk Ii, City Attorney Harrill, Aldermen Dell, Kelleher, Killey, Kreinbrink, Littlebrant, Surratt & Whitecotton

Also Present: Director of Public Works / City Engineer Horak, Chief Bianchi, EMA Director Ciciora & Building Official Steffens

Mayor’s Report: Guest Penny Hexdall from the USDA Rural Development (United States Department of Agriculture) explained their grant programs for business enterprise and business opportunity. The competitive programs will be accepting annual applications in the Spring and awarded in the winter. Funding could be used for projects such as sidewalks, beautifying the downtown area, and ADA (Americans with Disabilities Act) compliancy. Congress has not yet determined how much funding will be available to the USDA Rural Development grant programs. The average grant award is $25,000.00 - $35,000.00. Ms. Hexdall also described their Community Facility Loans being offered at a 1.750%. Engineer Horak noted that the IEPA (Illinois Environmental Protection Agency) is offering loans at 1.35%.

Attorney’s Report: Foster, Buick, Conklin & Lundgren Law Group - No report City Clerk’s Report: No report

City Departments’ Report: EMA & Chief Bianchi – No reports

Director of Public Works / City Engineer Horak:

Harbour Contractors Inc Safety Building Update: Chris Kozak, Vice President, briefed the Council on the timeline for bid letting. Council has approved the architect’s drawing that Harbour Contractors is now finalizing for bid packets. Mayor Robinson felt that financing should be in place prior to bid letting.

2020 Brush Pickup Program: The 2020 Brush Pickup Program ends in October. The last pickup in Ward 3 will be Monday, October 19th and Ward 4 will be Monday, October 26th.

2020 Leaf Vacuuming: The tentative schedule is October 26 – November 25.

Latham Street – Center to Sandhurst Reconstruction Project 20-00046-00-FP: KKCOM (Kane / Kendall Council of Mayors) was able to increase the available STP (Surface Transportation Program) funding for the project to the full requested amount: $97,500 for construction engineering and $204,500.00 for construction excluding water main costs. Use of the STP funds require that the project be advertised for bid no later than September 21, 2021.

Randy Newkirk, Design Engineering Manager of Hampton, Lenzini and Renwick Inc. updated the Council on Phase II of the engineering services agreement. Final plans are due April 30, 2021 and targeted date for bid letting will be July 30, 2021. Construction will begin April 1, 2022 and completed by August 1, 2022. Overrun on estimated costs was due to drainage system improvements, water main design improvements, sanitary sewer repair, and added preliminary site investigation that would identify soil contamination. The adjusted cost for Phase II design engineering is $130,218.00.

Duvick Avenue/Church Street Traffic Signal Improvement – Video Detection: Randy Newkirk of HLR (Hampton, Lenzini and Renwick Inc.) discussed Phase II/Phase III of the City’s engineering services agreement for video detection at Duvick Avenue and Indian Springs Drive. Funding would be from MFT (Motor Fuel Tax Funds). Engineer Horak expressed desire to have the Indian Springs intersection completed at the same time noting that if the project is not done this year, he will request that it be completed next year.

Regarding emergency vehicle preemption (EVP), Sandwich Fire Department expressed little interest in the installation at intersections but there has been interest expressed from neighboring communities traveling from the East to the hospital. The cost would be $10,000 per intersection for a total of 8 intersections. Sandwich Fire Department will investigate grants to offset costs. The revised proposal increased engineering costs of $26,040.00 to $34,465.00 by adding Indian Springs Drive intersection and EVP’s.

Discussion of new wheel loader purchase for Public Works: Engineer Horak explained the Intent is to purchase a wheel loader using water reserve and sewer reserve funds at a 50/50 split. Three quotes were received, and his recommendation is to accept the proposal from Westside John Deere for $111,490.30. Purchase will include some attachments.

Pratt Road Bridge Replacement: An application has been submitted for a grant program, and results will not be known until Spring, 2021. There is a waiting list for two available programs; a special bridge grant through the federal government and another grant utilizing STP funding. If grant money is not available, money will be set aside in upcoming budgets. The goal is replacement within 6 years.

Aldermen Reports: Alderman Kreinbrink indicated that he has received several inquiries asking that the City televise Council meetings noting that the public would like to be engaged. He will coordinate with EMA Director Ciciora to see if probable to tape and place on YouTube.

Announcements: The Finance Committee Meeting will meet immediately following the Committee- of-the-Whole Meeting on October 19th, 2020.

Audience Comments: Jim Wyman, WSPY correspondent inquired if the City will be receiving a rebate from the Southwest Fox Valley Cable & Telecommunications Consortium, the cost of the proposed wheel loader purchase, and how much the City intends to borrow from the USDA for future projects.

Adjournment: There being no further business to come before the Council, motion made by Alderman Kelleher and seconded by Alderman Surratt to adjourn the Committee-of-the- Whole Council meeting at 8:15 PM. Motion carried unanimously via voice vote

http://www.sandwich.il.us/MINUTES/cw101920.pdf