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Wednesday, November 20, 2019

Village of Carbon Cliff Board of Trustees met September 17

By Rock Island Today Reports | Nov 9, 2019

Meeting909

Village of Carbon Cliff Board of Trustees met Sept. 17.

Here is the minutes provided by the board:

Village President Hintz called the meeting to order at 7:02 p.m.

Members President: Todd Cantrell, Keith Curry, Robert Dreher, Alma Neels, Larry Scott

Members Absent: LeeVon Harris

Others Present: Jack Kusek, Village Engineer with IMEG; Chris Hicks, Dispatch Reporter; Nick Gottwalt, Director of Community & Administrative Services (D.O.C.A.S.); & Karen L. Hopkins, Village Clerk

Village President’s Agenda:

Jack Kusek, Village Engineer with IMEG presented the preliminary engineering report for the Village radium treatment facility project. The report consisted of the following Sections:

Section 1: Project Planning

Section 2: Existing Facilities

Section 3: Need for Project

Section 4: Alternative Considered

Section 5: Selection of an alternative

Section 6: Proposed Project (Recommended Alternative)

Section 7: Conclusions and recommendations

Alternatives considered best choice is proceed forward with a water treatment plant that will remove the radium. The radium levels were high about 10 years ago, well #1 had to bet put out of service and only used as an emergency. Final the radium levels on well #1 returned in the normal levels. Again, within the last couple years the same well #1 had high levels of radium, the Village blended water from our other well, and now are back in the normal range. Since this has been a problem for more than 10 years, we need to proceed with a solution.

Type of water treatment plants are a. Reverse Osmosis b. Hydrous Manganese Oxide c. Ion Exchange.

Cost estimates of each type of water treatment.

Cost Estimates

Operation and maintenance cost for the Village water system have remained fairly stable from year to year. It is recommended that the water system costs be reviewed annually, and rates adjusted periodically to compensate for adjustments in costs.

Life Cycle Cost Analysis

For each alternate the interest rate is 0.5% and the number of years (n) to use in the present worth formula is 20.

PROPOSED PROJECT (RECOMMENDED ALTERNATIVE)

Preliminary Project Design

The proposed project consists of the construction of a reverse osmosis treatment skid.

Project Schedule

To complete the improvements for the Village, a project schedule identifying major milestones and anticipated completion dates have been identified as follows:

TASK

ANTICIPATED COMPLETION

Complete PER/Facility Plan

September 17, 2019

Approval of PER by Village

September 2019

Submit PER to EPA

September 2019

Approval of PER by Agency

March 2020

Approval of Environmental Report

March 2020

Submit Pre-Application for Funding

June 2020

Secure Obligation of Funds

July 2020

Complete Closing Documents

August 2020

Prepare Plans and Specifications

November 2020

Approval of Plans and Specifications

January 2021

Prepare Construction Permit Application

March 2021

Receive Construction Permit

April 2021

Solicit Bids

May 2021

Open Bids

June 2021

Secure Funding

July 2021

Award Construction

July 2021

Begin Construction

September 2021

Substantial Completion

December 2022

Final Completion and Closeout

May 2023

A project of this magnitude is beyond the individual financial capability of the Village of Carbon Cliff. Cost projections shown above represent costs without any grant assistance. Grant assistance would be necessary in order for this project to come to fruition. Carbon Cliff is anticipating a funding package consisting of grant funds and a local share that will be supported by users’ fees.

CONCLUSIONS AND RECOMMENDATIONS

In order to satisfy the requirements of the IEPA, it is necessary that the Village move forward with this project. The Village currently has four (4) wells, with Wells #1 & #2 having combined radium 226/228 in excess of the MCL. Well 1 is the largest of the four (4) pumps and is currently being used only as a backup, emergency source. The Village still maintains an emergency connection with the City of Silvis and could purchase water with that option if absolutely necessary. Wells #3 and #4 in the upper pressure zone could also be used to supplement if needed. It is not likely that with one of the remaining wells #2, #3, or #4 out of service, that the remaining two wells could satisfy the demand without either well #1 or the interconnect with Silvis.

The Village explored several options to satisfy IEPA requirements and have determined that the best and recommended option for the Village is to treat the water at Pumphouse A (TP01) through reverse osmosis. This improvement will bring the required compliance with the accepted standards.

For the project to proceed, outside funding will be necessary as the debt service for the selected option would bring about a debt service to the users to the system that is excessively burdensome. Without a significant grant, this project will not be affordable to the users of the water system. The total project capital cost would increase user rates by approximately $7.00 per month, plus operation and maintenance costs would increase by another $6.50 per month, for a total increase of around $13.50 (from the current $25.78 per month for an average residential user using up to 2,500 gallons per month, to around $39.25 per month).

The old Village Hall at 106 1st Avenue will be used to house the new treatment plant and should help on cost with the building only needing retro fitted for the new treatment plant and necessary underground piping will be at a minimal.

Trustees tonight will make a motion to accept the Preliminary Engineering Report, with minor corrections to narrative before Jack Kusek files the PER with EPA.

Trustees will read their Draft copies of the PER that was presented and at the next Board Meeting we will vote on the type of treatment plant to proceed with.

Motion 1: Motion by Neels to accept and approve the preliminary engineering report from Jack Kusek, Village Engineer with IMEG Corp.

Second by Curry. Motion carried by the following roll call vote: Cantrell-yes; Curry-yes; Dreher-yes; Neels-yes; Scott-yes

5-yes, 0-no, 1-absent

• D.O.C.A.S. Gottwalt presented a calendar of meeting dates and times for 2020. Meeting that will be changed from normal Committee Meeting dates will be Public Properties 6:00 p.m. and Public Safety 7:00 p.m. in September 2020 will be moved from Monday to Wednesday to accommodate Labor Day.

• Received estimate from Pools Welding Inc. Milan, IL to install a new SL3 Headlight and complete wiring on Truck #4 for the proper headlights when plow is on truck.

• Ordinance No. 2019-18 is amending the Village Code Title II, Article 6, Section 21 on cannabis and drug paraphernalia & Section 22 on possession of tobacco or alternative nicotine product by minors.

Committee Meetings:

Public Properties Committee – Chairman Larry Scott read the minutes that Trustee Robert Dreher took at the September 9, 2019 meeting. Present Trustee Robert Dreher, Trustee Todd Cantrell, Village President Bill Hintz, D.O.C.A.S. Nick Gottwalt, Maintenance Supervisor Dan Clark, Clerk / Budget Officer Karen Hopkins. Went & looked at the new dugouts at small baseball diamond off Sinclair Boulevard, did not go up the sewer easements like on agenda due to ground too soft. Discussed Street & drainage project, questions to ask engineer, etc. Due to time spent on field trip, budget items will be reviewed in October. Gutters are coming off the old maintenance building on Sinclair. Truck # needs new snowplow lights, receiving quotes will put on Board Meeting agenda for approval.

No action taken on excavating & grading the ditch from 1st Street to Park entrance on North 1st Avenue for addition cost of $9,000.00 with McClintock Trucking & Excavating who is currently doing the 2019 Street & Drainage Project.

Public Safety Committee – Chairman Alma Neels read the minutes of the September 9, 2019 meeting. Present Trustee Alma Neels, Trustee Robert Dreher, Village President Bill Hintz, D.O.C.A.S. Nick Gottwalt, Clerk/Budget Officer Karen Hopkins & Rock Island County Sheriff’s Deputy Reagan. Police calls for August 348. Discussed budget items, Hotel Tax will have line item added for Community Relations Emergency Disaster. Many residents are not happy with Carbon Cliff – Barstow Fire Protect District, the Village has no jurisdiction over the Fire District they are a different Board of Trustee & Taxing Body. Refer residents to Illinois State Statue 70ILCS705/0.01 “Fire Protection District Act” also 735ILCS5/ “Code of Civil Procedure”. New business committee would like a generator budget in 2020 for the Village Hall.

Public Works Committee – Chairman Keith Curry read the minutes of the September 10, 2019 meeting. Present Trustee Keith Curry, Trustee LeeVon Harris, Trustee Alma Neels, Village President Bill Hintz, D.O.C.A.S Nick Gottwalt, Clerk / Budget Officer Karen Hopkins. Resident Rick Hemphill discussed he just became owner on the house at 125 3rd Street, the water has been dug up & capped off at the main, & has an outstanding bill of over $3,000.00, Rick was asking the Committee to give him a cut on the past due amount, no cuts can be given, Rick will be in this week to pay the bill. R.I.C.A. has been sent a bill in the amount of $966.16 this is for two years of for the Carl Stutsman Lodge, they have two years to repay this amount.

Administration Committee – Trustee LeeVon Harris was absent from this meeting, no minutes of the Committee Meeting available at this time.

Old Business Items discussed:

Discussed AT&T still has not been out to remove the cell phone antenna cables & box that are preventing the hatch on the water tower from opening. This has prevented the Village from Midco Diving enter the water tower to clean & inspect the tower.

New Business items discussed:

The alley between 3rd & 4th Street on the South side, has been eroded on the side of alley directly behind the properties facing 4th Street. This from water that runs over 2nd Avenue (Highway 84) directly down that side of the alley. It is creating a problem for residents to enter their garages without gunning the car to get over the large difference in alley to ground height. Look at getting 3 tandem loads of recycled product from Miller’s, check to see if it is certified for MFT expense.

Motion 2: Motion by Curry to establish Consent Agenda as follows:

5. Village President’s Agenda:

c. Approve Village Meeting Dates for Fiscal Year / Calendar Year 2020 as presented, and to authorize Clerk Hopkins to publish said dates in the local newspaper. (Dates of interest. July 4, 2020 falls on a Saturday, the Village Hall be closed on Friday, July 3, 2020 in observance of the holiday. The Public Properties and Public Safety Committee Meetings will be moved from Monday to Wednesday in September to accommodate Labor Day.)

d. Approve an estimate from Pools Welding Inc., Milan, IL to install a new SL3 Headlight and complete the required wiring on Truck #4. This will be provide proper lighting while snowplowing. Total cost of estimate is $862.35.

e. Adopt Ordinance No. 2019-28, “An Ordinance Of The Village Of Carbon Cliff, Rock Island County, Illinois, Amending Title II, Article 6, Section 21 & Section 22 Of The Carbon Cliff Village Code” (Section 21 – Cannabis And Drug Paraphernalia, Section 22 – Possession Of Tobacco Or Alternative Nicotine Product By Minors.)

6. Committee Meetings:

d. Administration Committee:

1. Approve the updates to the Village’s “Policy Governing The Reimbursement Of Employee Travel, Meal, And Lodging Expenses.”

9. Minutes / Reports / Public Notices:

a. Minutes of the Regular Board Meetings of the Carbon Cliff Board of Trustees for Tuesday, August 20, 2019 & Tuesday, September 3, 2019, as presented – approved / filed;

b. Monthly Clerk’s Report for August 2019, as presented – approved / filed;

c. Monthly Collector’s Report for August 2019, as presented – approved / filed;

d. Monthly Maintenance Comp Time Report for August 2019, as presented – approved / filed;

e. Monthly Maintenance Report for August 2019, as presented – approved / filed;

f. Monthly Treasurer’s Report for August 2019, as presented – approved / filed;

g. Minutes of the September 9, 2019, Public Properties Committee, as presented - approved / filed;

h. Minutes of the September 9, 2019, Public Safety Committee Meeting, as presented – approved / filed;

i. Minutes of the September 10, 2019, Public Works Committee Meeting, as presented – approved / filed; and

k. September 6, 2019; Illinois Commerce Commission, MidAmerican Energy Company – Rider PZE – Illinois Power Agency Purchased Power Zero Emission Resource Recovery Adjustment. Docket #19-0828. Notice is hereby given by the Administrative Law Judge that a Prehearing Conference in the above entitled matter will be held at the offices of the Commission, Chicago, Illinois, Michael A. Bilandic Building, 160 North LaSalle, Suite C-800, on September 25, 2019, at the hour of 10:30 a.m. – Placed on view for public comment.

12. Approval of Bills / Payroll / Transfers / Voided Checks:

Second by Scott. Motion carried by the following roll call vote: Cantrell-yes; Curry-yes; Dreher-yes; Neels-yes; Scott-yes

5-yes, 0-no, 1-absent

Motion 3: Motion by Cantrell to approve Consent Agenda as established:

5. c., d., e.                                               Village President’s Agenda

8. d.1.                                                     Committee Meetings

9. a., b., c., d., e., f., g., h., i., k.             Minutes / Reports / Public Notices

12. a.                                                      Bills / Payroll / Transfers & Voided Checks

Second by Neels. Motion carried by the following roll call:

Cantrell-yes; Curry-yes; Dreher-yes; Neels-yes; Scott-yes

5-yes, 0-no, 1-absent

Motion 4: Motion by Scott to adjourn. Second by Cantrell.

Motion carried by the following roll call:

Cantrell-yes; Curry-yes; Dreher-yes; Neels-yes; Scott-yes

5-yes, 0-no, 1-absent

Meeting adjourned at 8:45 p.m

https://www.carbon-cliff.com/documents/212/091719_BM_Minutes.pdf

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Village Of Carbon Cliff Village Board of Trustees