Jo-Carroll Depot Local Redevelopment Authority

Infrastructure Committee

11:00 a.m., Friday, February 27, 2009

3651 Crim Dr., Ste. 1, Savanna Depot Park

Savanna, IL

CALL TO ORDER: Chairman Ron Smith called the meeting to order at 11:00 a.m. on Friday, February 27, 2009.

ROLL CALL was answered as follows: Present- Don Crawford, Bill McFadden, Steve Keeffer and Ron Smith. Present: 4. Absent: John Major, 1. Staff present: Diane Komiskey, Mara Sutton, and Dawn Hall. Others present: Tim Schoenig, Tom Kamper (RRX), Rob Canier (IITC), Sharon Pepin, Russ Simpson (JCE), Jeff Harrelson (JCE) and Kyle Buros (JCE).

AGENDA ITEM 3 APPROVAL OF MINUTES:

A motion to approve the January 20, 2009 Infrastructure Committee minutes was made by Bill McFadden, seconded by Don Crawford. The motion carried by voice vote.

AGENDA ITEMS 4: OLD BUSINESS

A. Water Main Replacement & Property Restoration –The item will remain on the agenda until the work is completed this spring.

B. Update on Building 9 – The committee reviewed a memo regarding correspondence with the EDA which asks for $49,030 repayment from LRA if the LRA proceeds with demolition of Building 9.

C. Action on Demolition of Building 9 – The cost to demo Building 9 is greater than anticipated because of the repayment to the EDA for the HVAC system. The committee discussed various options and if the repayment amount to the EDA is negotiable as well the possibility of reinstalling the HVAC system into other buildings.

A motion was made by Steve Keeffer to negotiate the repayment price and to accept with appreciation the work done by True North and the bidders and to send written notification that based on the new information received from EDA, the LRA has decided not to demolish the building at this time, and to look for other uses of the HVAC system. Don Crawford seconded the motion. The motion carried by voice vote.

D. Insulation of Buildings: 107 & 275 – The property manager reported that insulation of well house 107 and the building 275 are complete. All cost are not in yet, but it appears that the material cost will be under the $600 budgeted amount.

E. Consultant for WWTP procedures – Ms. Sutton discussed the current WWTP procedures with MSA. Multiple sets of water and sewer maps have been made and the plant operating manual is updated frequently by the water & sewer operator. Based on the discussion with MSA, it is now believed that no consultant is needed to write the WWTP procedures.

Sharon Pepin, Community Funding & Planning Services, was asked to address the committee at this time.

5D. Capital Improvement Plan – Sharon Pepin presented information on the benefits of a CIP as well as showing the committee a completed CIP and how it had benefited the City of Milledgeville. She said a CIP is necessary to get funding through EDA, DCEO and the stimulus money. She will provide the LRA with multiple hard copies of the plan as well as an electronic copy. She stated that a CIP is a good budgeting tool to help identify spending on future projects. Ms. Pepin charges $3300 to produce a CIP. She works with various engineering firms at no additional cost to develop the CIP. The CIP takes two to three months to complete. An incentive is available the Blackhawk RC&D which offers $2000 to develop a CIP. The CIP could help the LRA attain funds for water and sewer, storm water system, roads, etc.

A motion was made to proceed with the Capital Improvement Plan (CIP) regardless whether the LRA receives the Blackhawk RC&D $2000 grant was made by Bill McFadden, seconded by Steve Keeffer. The motion carried by voice vote.

Returned to Agenda Item 4: Old Business

F. Request for sewer extension- matching funds – At last month’s committee meeting staff was asked to bring a cost estimate of a study to extend the sewer to building 504. MSA provided staff with a $1200 estimate but based on the motion to pursue a CIP, the LRA will not pursue a sewer extension evaluation with MSA. The committee reviewed a memo regarding RRX request for a sewer extension as well as draft copies of an outline and scope of project and project profile to be submitted by IITC to DCEO on behalf of Riverport Railroad. RRX is suggesting the LRA co-invest with matching fund opportunities for grants. No action is necessary at this time.

AGENDA ITEM 5 NEW BUSINESS

A. Request to place equipment on water tower – Russ Simpson (JCE) explained to the committee that JCE is in the process of updating their distribution lines and requested permission to place two dish antennas necessary to connect substations for the main backbone and one gateway - broadband antenna. They stated that their equipment would not affect other equipment already on the water tower. They provided a tower occupancy agreement and offered to pay $200 per month to the LRA.

A motion was made by Bill McFadden to approve the request pending review of the occupancy agreement contract by Phil Jensen. Don Crawford seconded, the motion carried by voice vote.

Russ Simpson (JCE), Kyle Buros (JCE), Jeff Harrelson (JCE) left.

B. WWTP Operator – The committee reviewed Mr. Schoenig’s monthly report. Mr. Schoenig addressed the committee regarding isolating leaks and identifying shut-off valves in the H area. He said it is important to know the location of the valves as well as identify fire hydrants that don’t work especially in the event of a fire.

C. Request to replace fire hydrant – The fire hydrant that Rescar uses needs to be replaced. Mr. Schoenig estimates the cost to replace is approximately $2350 including labor and materials.

A motion to approve replacing the fire hydrant was made by Don Crawford, seconded by Steve Keeffer. The motion carried by voice vote.

E. Consider mowing options – Property Manager Sutton presented the committee with

three mowing options of maps showing areas to be mowed and the frequency. All

options are based on $30 per acre, the price paid last year.

Option 1 – 46 acres, as needed (3x per mo.) + 27 acres, once a month = $5000 month

Option 2 – 32.5 acres, as needed (3x per mo.) + 43 acres, once a month = $4215 month

Option 3 – 23.5 acres, as needed (3x per mo.) + 34 acres, once a month = $3100 month

She also presented cost information if the LRA were to purchase its own equipment and hire someone to mow. To purchase our own equipment it would cost approximately $45,000. Labor cost is estimated at $600 per month for one person not including liability insurance. The committee reviewed the options and thought option 2 would be best and added .5 acre along Crim Drive of property owned by CVT to option 2 for a total of 33 acres, as needed (3x per mo.) + 43 acres, once a month.

A motion to place public notice advertisements for mowing and snow plowing was made by Steve Keeffer, seconded by Don Crawford. The motion carried by voice vote.

AGENDA ITEM 6 OTHER BUSINESS – None

AGENDA ITEM 7 PUBLIC COMMENTS - None

AGENDA ITEM 8 ADJOURNMENT:A motion to adjourn was made at 12:25 p.m. by Don Crawford, seconded by Bill McFadden. The motion carried by voice vote.

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Dawn Hall, LRA Secretary