agenda operations committee
TRANSCRIPT
1
Committee Members: Josh Frawley Anthony LeFlore Brenda Wagner Pat Peck Bill Poletti
AGENDA OPERATIONS COMMITTEE
Wednesday, October 13, 2021 – 7:00 p.m. Recreation Room at City Hall
(Door entrance is on the south end of the City Hall Bldg. Parking behind the Police Department)
10025 Bunkum Road Fairview Heights, IL 62208
or Conference Bridge Below for Public Participation
Phone Number: 1-786-535-3211 Access Code: 808-004-661
Roll Call Public Participation
Approval of Minutes – September 15, 2021
Law Enforcement Alderman Josh Frawley, Chairman
1. Statement of the Department 2. Purchase agreement with Kansas State Highway Patrol – Resolution 3. Liquor Code updates
Public Works
Alderman Bill Poletti, Chairman
1. Resolution for Improvement Under the Illinois Highway Code Old Collinsville Road/Lincoln Highway MFT Fund Authorization
2. Market Place/Commerce Lane Roundabout 3. Director’s Report
THE CITY OF FAIRVIEW HEIGHTS
OPERATIONS COMMITTEE MINUTES Wednesday, September 15, 2021, 7:00 p.m.
Fairview Heights Recreation Room Video Conference/Tele Conference
Fairview Heights, IL
Committee Members in attendance - Aldermen Josh Frawley, Anthony LeFlore, Brenda Wagner, Pat Peck, Bill Poletti (video conference), Mayor Mark Kupsky, Ex-officio
Committee Members absent - None
Other Aldermen and Elected Officials in attendance - Aldermen Frank Menn, Ryan Vickers, Barb Brumfield, Harry Zimmerman, Denise Williams
Staff in attendance - City Attorney Andrew Hoerner, Public Works Director John Harty, Finance Director Gina Rader, Parks and Recreation Director Angie Beaston, Human Resource Manager Becky Thompson, Police Chief Chris Locke
Recorder - Jill Huffman
Approval of Minutes, August 11. 2021
Motion and second to approve minutes were made by Aldermen Wagner/LeFlore. Discussion: Alderman Peck made a motion to amend the minutes on page 4, second paragraph from the bottom, where the vote was taken - it was not a voice vote it was a roll call vote. So, it should list how each person voted even though it was all positive as has been with all the other committees. The Mayor stated to change the line where it states the motion was carried by a voice vote and state that the motion was carried by roll call vote and was unanimous. And the same change should be made on page 5. Alderman Poletti seconded the motion to amend the minutes of August 11. Roll call to amend the August 11, 2021 Operations Committee meeting minutes showed Aldermen Frawley - yes, LeFlore - yes, Wagner - yes, Peck - yes, Poletti - yes. Motion carried. Roll call to approve the August 11, 2021 Operations Committee meeting minutes, as amended, showed Aldermen Frawley - yes, LeFlore - yes, Wagner - yes, Peck - yes, Poletti-yes. Motion carried.
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STATE OF THE DEPARTMENT
Chairman Frawley asked if there were any questions regarding the State of the Department - Monthly Report for August 2021.
Alderman Peck questioned the participation of the Citizens Academy to which Chief Locke replied 14 attended.
REQUEST FOR ROAD CLOSURE BY RESIDENT - FOREST HILLS DRIVE (BETWEEN BRIARCLIFF AND FAIRVIEW DRIVE)
Alderman Frawley stated that the purpose of this request is for the annual block party. The party is scheduled on October 16, 2021 from 2:00 p.m. to 7:00 p.m.
Motion and second to forward to City Council for approval for road closure on Forest Hills Drive (between Briarcliff and Fairview Drive) on October 16, 2021 from 2:00 p.m. to 7:00 p.m. by Aldermen Peck/LeFlore. Roll call vote showed Aldermen Frawley - yes, LeFlore - yes, Wagner - yes, Peck - yes, Poletti - yes. Motion carried.
ADDITION OF STOP SIGNS ON BAYBERRY DRIVE AT HOLLIDAY DRIVE
Alderman Peck discussed with the Police Department additional stop signs on Bayberry Drive at Holliday Drive due to concerns of speeding vehicles and children in the area. The Public Works Department and the Police Department did an assessment of the request and agree with the request. Therefore, Chief Lock requests City Council amend the Ordinance noted in the State of the Department memo by adding the aforementioned stop signs on Bayberry Drive at the intersection with Holliday Drive. This would become a four-way intersection.
Motion and second to forward to City Council with recommendation of approval the addition of stop signs at Bayberry Drive and Holliday Drive by Aldermen Peck/LeFlore. Roll call vote showed Aldermen Frawley - yes, LeFlore - yes, Wagner - yes, Peck - yes, Poletti - yes. Motion carried.
REMOVAL OF STOP SIGN
Chief Locke relayed that a request to remove the stop sign on Bonita Boulevard at the intersection with Stites Avenue. The Public Works Department and the Police Department did an assessment of the request and agree with the request. Therefore, Chief Lock requests City Council amend the Ordinance noted in the State of the Department memo to remove the stop sign on Bonita Boulevard at Stites Avenue.
Motion and second to forward to City Council with recommendation of approval the removal of the stop sign on Bonita Boulevard at Stites Avenue by Aldermen Wagner/Peck. Roll call vote showed Aldermen Frawley - yes, LeFlore - yes, Wagner - yes, Peck - yes, Poletti - yes. Motion carried.
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MFT PRELIMINARY ENGINEERING PROPOSAL - CBB - EVPS
Director Harty stated that the proposal from CBB is in regards to the emergency vehicle preemption system that resides within the City at every signalized intersection. The system is in a significant state of disrepair. The last system update was in 2008 and the staff has been told that replacement parts have become obsolete. Through the use of Motor Fuel Tax funds, Director Harty proposes the preparation of plans and specifications to bid the project and complete the project in the next budget year. CBB has proposed $39,910 to design a system for 26 intersections in the City.
Alderman Wagner questioned since these funds will be paid by the Motor Fuel Tax fund, that this will not affect the City's Operation's Budget to which Director Harty confirmed. Alderman Wagner questioned since the proposal is for engineering, will the actual work also be funded by the Motor Fuel Tax fund to which Director Harty confirmed that the equipment and installation will be taken from the Motor Fuel Tax fund.
Alderman Peck stated that this firm is located in St. Louis and questioned if there is not a local firm that could do this work to which Director Harty replied that CBB also has an office in Glen Carbon and they have the blueprints from 13 years ago, when they provided the Opticom upgrade, giving them proprietary information that will aid in reducing costs. Alderman Peck stated several of these signals are on State highways and questioned if the State will share in these costs to which Director Harty stated there has not been in the past, and therefore, aims the City in utilizing Motor Fuel Tax funds. The share with the State applies to the maintenance and the electric charge.
Alderman Frawley questioned that at the perimeter of the City where intersections are shared with other, will all four sides of the intersection be equipped with the system to which Director Harty responded there is one device for the intersection and will be utilizing GPS.
Question from the floor if there is money in the Motor Fuel Tax funds to pay for this project to which the Director Harty replied the City has an unobligated balance of $4.2 million in the Motor Fuel Tax funds. The City requests for authorization from the State to utilize funds from the City's unobligated balance to fund the project which is then deducted from the unobligated balance. Alderman Poletti relayed that these funds are very restricted in how they may be applied. Director Harty stated that basically Motor Fuel Tax funds may be utilized for the travelling public's routes i.e., traffic signals, street lights, rehabilitation of pavemenUcurb and gutter, some storm sewer, oil and chip, snow plowing, labor/supervision salaries.
Aldermen Peck stated that Motor Fuel Tax funds are being utilized for the development of the roundabout at Commerce and Market Place, but cannot be utilized for the demolition of the ice skating rink.
Motion and second to forward to City Council with recommendation of approval the Preliminary Engineering Services Agreement with CBB for the design work associated with the signalized intersection emergency vehicle preemption system for the sum of $39,910.00 by Wagner/LeFlore. Roll call vote showed Aldermen Frawley - yes, LeFlore - yes, Wagner - yes, Peck-yes, Poletti-yes. Motion carried.
Page 3
INTERGOVERNMENTAL AGREEMENT WITH O'FALLON - OLD COLLINSVILLE/LINCOLN HIGHWAY
Director Harty stated this agreement is between the Cities of O'Fallon and Fairview Heights. The original agreement was seven years ago, was approved by City Council, but has expired. The original engineer of record has dissolved and a new firm has, Volkert, Inc., who submitted a proposal to the City of O'Fallon, the lead agency, will complete the plans for the project. An April, 2022, bid letting is anticipated, with construction occurring during the summer of 2022.
Director Harty stated that this project will be explicitly funded by the City's Motor Fuel Tax fund for preliminary engineering and construction cost. It is estimated to be slightly over $100,000.
Motion and second to forward to City Council with recommendation of approval the Intergovernmental Agreement with the City of O'Fallon for the work associated with the CMAQ project consisting of the installation of turn lanes on Old Collinsville Road in Fairview Heights and Lincoln Highway in O'Fallon by Wagner/Peck. Discussion: Questioned if there should be an update on the costs of which information was distributed increasing the amount. Director Harty stated that the construction cost was raised by $25,000 as was discussed with the Public Works Director, City of O'Fallon. Both Directors believed an increase was necessary as the estimate is $465,000 and the original agreement's total was $475,000. He stated this is an estimate, and if the actual cost is lower, that will be the amount paid. Director Harty stated there does not need to be a dollar amount applied to this agreement as this is an estimated responsibility of costs. Roll call vote showed Aldermen Frawley - yes, LeFlore - yes, Wagner - yes, Peck - yes, Poletti - yes. Motion carried.
DIRECTOR'S REPORT
The Director of Public Works presented his written report to the elected officials for their review.
Director Harty stated that the shoulders on Old Lincoln Trail were oiled and chipped on Tuesday. The chips may be loose for some time and after the chips bind to the oiled surface, the sweeper pick up any excess rock.
Alderman Zimmerman questioned the timetable for the roundabout at Market Place and Commerce Lane to which Director Harty replied that a meeting is scheduled for tomorrow and relayed that the project will begin next week. The City Engineer will distribute informational letters to businesses. Director Harty stated that two months in construction will result in project completion towards the end of November, before Black Friday sales. The Mayor stated that Director Ellis needs to be informed of this information. Director Harty stated he will also discuss with the new Land Use Director. Alderman Zimmerman questioned the location of the message board to which Director Harty replied that the board will be moved to different locations, however, will discuss with the City Engineer. Alderman Peck questioned if Plaza Drive will still be accessible, not just from Ruby Lane, but from Market Place. Director Harty relayed that there will be decent accessibility to the businesses, and he will discuss with the Land Use Director regarding temporary way-finding signs.
Alderman Peck questioned the timeframe for the installation of the two street lights in Del-Ray Estates to which Director Harty replied the City has removed the concrete sidewalk to prepare
Page4
for the installation of these lights. He has been in contact with Ameren and installation should be at any time.
A question from the floor regarding the work being done at the property (previously a gas station) located at Ruby and Lincoln Trail and if the underground gas tanks were removed. The Mayor stated that the tanks were removed a year ago after which the ground needs to be retested and now they are able to proceed with the parking lot.
Adjournment 7:25 p.m.
Page 5
FAIRVIEW HEIGi-1ITS POLICE !0027 BUNKUM RaAO • FAIRVIEW HEIGHTS. IL • 82208 • PHONE: (818) 489-2!00 • FAX: (BIB) 489-2!09
ONLINE AT: www.fairviewpd.org • www.faceboak.com/fairviewpd
SUBJECT: STATE OF THE DEPARTMENT-MONTHLY REPORT FOR SEPTEMBER 2021
AGENDA ITEMS: The Department has the following agenda items:
• PURCHASE OF KHP 2019 DODGE DURANGO PURSUIT AWD SUV: The Department is in need of one (1) used
Dodge Durango Pursuit AWD SUV for use by the FHPD. The Kansas Highway Patrol is in possession of an
equipped 2019 Dodge Durango Pursuit AWD SUV which is available for purchase. Purchase will be made
utilizing PD Escrow Funds. Staff requests a resolution be forwarded to City Council to allow the Mayor to enter
into an agreement with Kansas Highway Patrol for the purchase of one (1) 2019 Dodge Durango Pursuit AWD
SUV, VIN 1C4SDJFTXKC705717, for Twenty-Eight Thousand Two Hundred Fifty Dollars ($28,250.00};
CRIME: The provided snapshot on activity is based upon computer-aided dispatch data. As such, the statistics provided are not official. They are only intended to provide a general sense of crime in the community.
• There have been 18,540 computer aided dispatch transactions this year to date, compared with 19,267 last year.
• There has been one homicide this year.
• Below is a comparison of crimes year to date (YTD), compared to the same period in 2020:
o 296 thefts compared to 452 in 2020
o 43 car burglaries compared to 91 in 2020
o 14 residential burglaries compared to 28 in 2020
o 25 stolen vehicles compared to 26 in 2020
o 2 robbery, compared to 4 in 2020
o 52 aggravated assault/batteries (non-domestic), compared to 39 in 2020
o There have been 99 domestic batteries this year.
• Self-Initiated Field Activity (Year to Date):
o 55 DUI arrests o 7 weapons arrests
o 88 fugitive arrests o 3 drug paraphernalia arrest
o 11 cannabis arrests o 22 controlled substance arrests
UPDATES/SIGNIFICANT ISSUES AND EVENTS:
CHRISTOPHER S. LOCKE Police Chief
A RESOLUTION AUTHORIZING THE MAYOR TO ENTER INTO A PURCHASE AGREEMENT WITH KANSAS STATE HIGHWAY PATROL, TOPEKA, KANSAS, FOR THE PURCHASE OF ONE (1) 2019 DODGE DURANGO PURSUIT AWD SUV FOR USE BY THE FAIRVIEW HEIGHTS POLICE DEPARTMENT.
WHEREAS, the City of Fairview Heights is in need of one (1) used police vehicle;
WHEREAS, the Kansas State Highway Patrol, 930 NE Strait Avenue, Topeka, KS. 66616, a government agency, has offered for purchase one (1) 2019 Dodge Durango Pursuit AWD SUV, VIN 1C4SDJFTXKC705717 in the amount of TWENTY EIGHT THOUSAND TWO HUNDRED FIFTY DOLLARS ($28,250.00);
WHEREAS, the funds for the purchase of one (1) used police vehicle is available in the Police Department Escrow Funds.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF FAIRVIEW HEIGHTS, ILLINOIS:
That the Mayor be and hereby authorized to enter into a purchase agreement with Kansas Highway Patrol, 930 NE Strait Avenue, Topeka, KS, 66616 for the purchase of one (1) 2019 Dodge Durango Pursuit AWD SUV, VIN 1C4SDJFTXKC705717, pursuant to the purchase agreement attached hereto, made a part here of and marked "EXHIBIT A."
This Resolution shall be in full force and effect from and after its passage and
approval as provided by law.
PASSED:
APPROVED:
ATTEST:
MARKT. KUPSKY-MAYOR CITY OF FAIRVIEW HEIGHTS
Agency
Address
City
Kansas Highway Ptztrol Fleet Sales 930 NE Strait Ave. Topeka, KS 66616
(785) 296-8535 Fax (785) 368-6459
Fairview Heights Police Department
Invoice#: 2021-111
Date: 9/29/2021
Check #: 1823
Phone 618-489-2100 Email 1u·11111ersr f'tmer@ a·•• wpd org Attn: LT Wade Gummersheimer --------~
Model Vear Description Unit # 19-537
Qty
1
Unit Price $27,250.00 2019 Dodge Durango Pursuit AWD 5.7 8 spd AT
Purchasers Sigh
Remote start, Uconnect 4 Bluetooth, heated power mirrors, LED spotlamp & automatic temp control,
Havis console & alloy wheels. • used Interior Lights • used Siren System
Color: Bille t VIN : 1C4SOJFTXKC705717 Mileage: 49,614
1
1
Date
Please Make Checks Payable To: Kansas Highway Patrol Car Fund All Vehicles Must Be Picked Up In Topeka
Please pay from th is invoice . No statement will be mailed
Total $27,250.00
$600.00 $400.00
Is this project a bondable capital improvement?
~Yes D No
Resolution T e Resolution Number Section Number
,__o_rig_in_a_I __ __,._! ____ __,! !14-00067-00-PV
BE IT RESOLVED, by the Council of the City ------G~o-v-er-n-ing-Bo_d_y_T-yp_e_____ --<-----L-oca-IP~u-b-lic_A_g_e-nc-y=T-yp_e ____ _
of Fairview Heights Illinois that the following described street(s)/road(s)/structure be improved under Name of Local Public Agency
the Illinois Highway Code. Work shall be done by Contract -c~o-n-tra-ct~o-r~D-ay-,..-La...,..b-or-
For Roadway/Street Improvements:
Route (miles)
West Hwy 50 0.1 FAU 9166 Old Collinsville Rd. 0.1 FAU 9168
For Structures:
Route Structure No.
BE IT FURTHER RESOLVED, 1. That the orooosed imorovement shall consist of
From To
Location Feature Crossed
Addition of westbound right-turn lane on West Hwy 50 and southbound right-turn lane on Old Collinsville Road. Work includes curb and gutter reconstruction, replacement of sidewalk on US Hwy 50, pavement marking and traffic signal adjustments to accommodate revisions in intersection timing and traffic movements.
2. That there is hereby appropriated the sum of ----------------------------- _O_n_e_H_u n_d_r_e_d_T_h_o_u_s_a_n_d ______________ Dollars ( $100, 000. 00 ) for the improvement of
said section from the Local Public Agency's allotment of Motor Fuel Tax funds.
BE IT FURTHER RESOLVED, that the Clerk is hereby directed to transmit four (4) certified originals of this resolution to the district office
of the Department of Transportation.
I, Karen J. Kaufhold Name of Clerk
City Clerk in and for said City -~L-o-ca~l~P~ub~li,...c~Ag_e_n_cy~T~y-pe-- --'-L-o_ca_l_P_ub-li-cA_g_e_n_cy_T_y_pe--
of Fairview Heights in the State aforesaid, and keeper of the records and files thereof, as provided by Name of Local Public Agency
statute, do hereby certify the foregoing to be a true, perfect and complete original of a resolution adopted by
Council of Fairview Heights ----G-o-ve_r....,ni-ng....,B~o....,d-y =Ty_p_e____ Name of Local Public Agency
at a meeting held on October 19, 2021 Date
IN TESTIMONY WHEREOF, I have hereunto set my hand and seal this day of Day ---=M-on~th-.~v-ea_r __ _
(SEAL)
Printed 10/05/21 Page 1 of 1 BLR 09110 (Rev. 05/08/20)
Memo To:
October 11, 2021
Public Works Committee Agenda Overview
Resolution for Improvement Under Illinois Highway Code Old Collinsville Road/Lincoln Highway MFT Fund Authorization (Agenda Item 1) The resolution, which has been included in the agenda overview, is essentially a request for authorization to utilize MFT funds, in this case the request is for payment to the City of O'Fallon as lead agency for the Lincoln Highway/Old Collinsville Road turn lanes project. The Resolution includes a figure of $100,000.00 as the requested amount which will be utilized to fund both the remaining preliminary engineering and construction.
Once this Resolution is approved and executed, it along with our intergovernmental agreement with O'Fallon will be submitted to IDOT Local Roads for their approval. At six-month budget review, there will need to be a budget amendment associated with the MFT account to reflect the additional $100,000.00 of expected expenditures.
Market Place/Commerce Lane Roundabout (Agenda Item 2) It was reported in last month's report that it was anticipated that AT&T and Ameren Electric would soon be relocated making way for the project to begin on September 20. That did not happen. The two facility owners have been disappointing in their efforts to move their infrastructure according to our franchise agreements.
They have effectively given the Department no choice but to delay the project until the next construction season with a proposed start date of March 15. With the delays associated with the relocate, it is too much of a risk to begin
construction this year, disrupt holiday shopping and potentially have the intersection closed due to weather for the winter season without any construction activity.
With the delays and postponement noted, the Department does have the issue of expiring Temporary Construction Easement to consider, in particular the northeast and southwest portions of the intersection. Below represents all property stakeholders with which conveyances associated with R.O.W. and TCE purchase exist with their easement values and expiration dates.
Owner Easement Value Expiration
Bell Key, LLC $13,780.00 2-5-2022
Spirit Master Funding IV, LLC $5,140.00 3-23-2022
Nevus Crestwood Sam's $14,225.00 4-3-2023
The easements of concern in regards to expiration are Bell Key and Spirit Master. With the delay, they will most assuredly expire before or during construction, and as such, the Department will attempt to extend the TCE dates in order to facilitate construction. Chris Volkman, City Engineer, has fulfilled the requirements set forth by the Illinois Department of Transportation to complete a Waiver Valuation for each parcel with a TCE expiring. He and Paul Ellis will work with the stakeholders in an effort to secure an extension of time for the current TCE agreement. This work will be completed by staff, and as such, will keep the cost for negotiation to a minimum when compared to a consultant's fee.
With the delays associated with the CMAQ portion of the roundabout construction, I thought it might be worthy of discussion to consider finishing the preliminary design and constructing the landscape and lighting portion of the second phase of the Streetscape. Planning Design Studio has approximately $12,000.00 of design work to complete so the landscape and lighting part can be advertised for bid; that fee remainder would be funded by the Lincoln Trail TIF. Construction costs are estimated to be around $600,000.00, also to be covered by the TIF. There are advantages to constructing both portions of Phase II in close proximity to one another such as the coordination needed for the electric and irrigation line locations, the ability to complete all work within the terms of the Temporary Construction Easements and having a fully lighted roundabout.
Director's Report (Agenda Item 3)
The following is a summary of a portion of the Street Crew tasks that have been accomplished or on the schedule to complete in the near future.
Old Lincoln Trail Shoulders - In mid-September the shoulders on Old Lincoln Trail were oiled and chipped with two applications to provide a new wearing surface to the CA-6 rock that was installed in August. The effort will help sustain the asphalt pavement structural integrity until such time when an overlay is needed.
Road Oiling -Various streets in Fairview Heights were oiled and chipped in September as part of our annual road maintenance. There is a considerable amount of patching and prep work necessary before the oiling can take place.
Sidewalk Replacement - Sidewalks that were in need of attention have recently been removed and replaced in the Ludwig corridor as well as on Duke Drive and Lonewolf Court. The Department takes note of sidewalks that have developed trip hazards and also receives information occasionally form concerned residents.
North Point/Bountiful Storm Sewer- Between Bountiful Drive and Primrose Lane there exists a storm sewer run that drains the northwest portion of the Bountiful/North Point intersection. The length of pipe was found to have been full of trash from a point under the road surface where a 45-degree fitting was installed back to the inlet on Bountiful. The crew flushed the pipe clean and built a structure where the fitting was to be used as a clean out for future maintenance. It was observed during a decent rain event and is functioning properly.
The following are some of the projects that are yet to be completed:
• Storm Sewer replacement on Weinel • Asphalt repair, Plaza Drive, North Point • Storm Sewer replacement on Holdener • Concrete pavement replacement in Stonewolf and North Bountiful
This is a list of a few of the items Public Works has been addressing as well as all of the mowing and street sweeping that occurs.
MOTIONS
Agenda Item 1
Move to send to City Council, with the recommendation of approval, the Resolution for Improvement Under the Illinois Highway Code for the Old Collinsville Road/Lincoln Highway turn lanes.
Agenda Item 2
Move to direct staff to resume the design and construction work associated with the landscape and lighting portion of the Market Place Streetscape Phase 11.
10-13-21 agenda
MINUTES 9-15-21
Committee Members: Josh Frawley Anthony LeFlore Brenda Wagner Pat Peck Bill Poletti
AGENDA OPERATIONS COMMITTEE
Wednesday, October 13, 2021 – 7:00 p.m. Recreation Room at City Hall
(Door entrance is on the south end of the City Hall Bldg. Parking behind the Police Department)
10025 Bunkum Road Fairview Heights, IL 62208
or Conference Bridge Below for Public Participation
Phone Number: 1-786-535-3211 Access Code: 808-004-661
Roll Call Public Participation
Approval of Minutes – September 15, 2021
Law Enforcement Alderman Josh Frawley, Chairman
1. Statement of the Department 2. Purchase agreement with Kansas State Highway Patrol – Resolution 3. Liquor Code updates
Public Works
Alderman Bill Poletti, Chairman
1. Resolution for Improvement Under the Illinois Highway Code Old Collinsville Road/Lincoln Highway MFT Fund Authorization
2. Market Place/Commerce Lane Roundabout 3. Director’s Report
THE CITY OF FAIRVIEW HEIGHTS
OPERATIONS COMMITTEE MINUTES Wednesday, September 15, 2021, 7:00 p.m.
Fairview Heights Recreation Room Video Conference/Tele Conference
Fairview Heights, IL
Committee Members in attendance - Aldermen Josh Frawley, Anthony LeFlore, Brenda Wagner, Pat Peck, Bill Poletti (video conference), Mayor Mark Kupsky, Ex-officio
Committee Members absent - None
Other Aldermen and Elected Officials in attendance - Aldermen Frank Menn, Ryan Vickers, Barb Brumfield, Harry Zimmerman, Denise Williams
Staff in attendance - City Attorney Andrew Hoerner, Public Works Director John Harty, Finance Director Gina Rader, Parks and Recreation Director Angie Beaston, Human Resource Manager Becky Thompson, Police Chief Chris Locke
Recorder - Jill Huffman
Approval of Minutes, August 11. 2021
Motion and second to approve minutes were made by Aldermen Wagner/LeFlore. Discussion: Alderman Peck made a motion to amend the minutes on page 4, second paragraph from the bottom, where the vote was taken - it was not a voice vote it was a roll call vote. So, it should list how each person voted even though it was all positive as has been with all the other committees. The Mayor stated to change the line where it states the motion was carried by a voice vote and state that the motion was carried by roll call vote and was unanimous. And the same change should be made on page 5. Alderman Poletti seconded the motion to amend the minutes of August 11. Roll call to amend the August 11, 2021 Operations Committee meeting minutes showed Aldermen Frawley - yes, LeFlore - yes, Wagner - yes, Peck - yes, Poletti - yes. Motion carried. Roll call to approve the August 11, 2021 Operations Committee meeting minutes, as amended, showed Aldermen Frawley - yes, LeFlore - yes, Wagner - yes, Peck - yes, Poletti-yes. Motion carried.
Page 1
STATE OF THE DEPARTMENT
Chairman Frawley asked if there were any questions regarding the State of the Department - Monthly Report for August 2021.
Alderman Peck questioned the participation of the Citizens Academy to which Chief Locke replied 14 attended.
REQUEST FOR ROAD CLOSURE BY RESIDENT - FOREST HILLS DRIVE (BETWEEN BRIARCLIFF AND FAIRVIEW DRIVE)
Alderman Frawley stated that the purpose of this request is for the annual block party. The party is scheduled on October 16, 2021 from 2:00 p.m. to 7:00 p.m.
Motion and second to forward to City Council for approval for road closure on Forest Hills Drive (between Briarcliff and Fairview Drive) on October 16, 2021 from 2:00 p.m. to 7:00 p.m. by Aldermen Peck/LeFlore. Roll call vote showed Aldermen Frawley - yes, LeFlore - yes, Wagner - yes, Peck - yes, Poletti - yes. Motion carried.
ADDITION OF STOP SIGNS ON BAYBERRY DRIVE AT HOLLIDAY DRIVE
Alderman Peck discussed with the Police Department additional stop signs on Bayberry Drive at Holliday Drive due to concerns of speeding vehicles and children in the area. The Public Works Department and the Police Department did an assessment of the request and agree with the request. Therefore, Chief Lock requests City Council amend the Ordinance noted in the State of the Department memo by adding the aforementioned stop signs on Bayberry Drive at the intersection with Holliday Drive. This would become a four-way intersection.
Motion and second to forward to City Council with recommendation of approval the addition of stop signs at Bayberry Drive and Holliday Drive by Aldermen Peck/LeFlore. Roll call vote showed Aldermen Frawley - yes, LeFlore - yes, Wagner - yes, Peck - yes, Poletti - yes. Motion carried.
REMOVAL OF STOP SIGN
Chief Locke relayed that a request to remove the stop sign on Bonita Boulevard at the intersection with Stites Avenue. The Public Works Department and the Police Department did an assessment of the request and agree with the request. Therefore, Chief Lock requests City Council amend the Ordinance noted in the State of the Department memo to remove the stop sign on Bonita Boulevard at Stites Avenue.
Motion and second to forward to City Council with recommendation of approval the removal of the stop sign on Bonita Boulevard at Stites Avenue by Aldermen Wagner/Peck. Roll call vote showed Aldermen Frawley - yes, LeFlore - yes, Wagner - yes, Peck - yes, Poletti - yes. Motion carried.
Page2
MFT PRELIMINARY ENGINEERING PROPOSAL - CBB - EVPS
Director Harty stated that the proposal from CBB is in regards to the emergency vehicle preemption system that resides within the City at every signalized intersection. The system is in a significant state of disrepair. The last system update was in 2008 and the staff has been told that replacement parts have become obsolete. Through the use of Motor Fuel Tax funds, Director Harty proposes the preparation of plans and specifications to bid the project and complete the project in the next budget year. CBB has proposed $39,910 to design a system for 26 intersections in the City.
Alderman Wagner questioned since these funds will be paid by the Motor Fuel Tax fund, that this will not affect the City's Operation's Budget to which Director Harty confirmed. Alderman Wagner questioned since the proposal is for engineering, will the actual work also be funded by the Motor Fuel Tax fund to which Director Harty confirmed that the equipment and installation will be taken from the Motor Fuel Tax fund.
Alderman Peck stated that this firm is located in St. Louis and questioned if there is not a local firm that could do this work to which Director Harty replied that CBB also has an office in Glen Carbon and they have the blueprints from 13 years ago, when they provided the Opticom upgrade, giving them proprietary information that will aid in reducing costs. Alderman Peck stated several of these signals are on State highways and questioned if the State will share in these costs to which Director Harty stated there has not been in the past, and therefore, aims the City in utilizing Motor Fuel Tax funds. The share with the State applies to the maintenance and the electric charge.
Alderman Frawley questioned that at the perimeter of the City where intersections are shared with other, will all four sides of the intersection be equipped with the system to which Director Harty responded there is one device for the intersection and will be utilizing GPS.
Question from the floor if there is money in the Motor Fuel Tax funds to pay for this project to which the Director Harty replied the City has an unobligated balance of $4.2 million in the Motor Fuel Tax funds. The City requests for authorization from the State to utilize funds from the City's unobligated balance to fund the project which is then deducted from the unobligated balance. Alderman Poletti relayed that these funds are very restricted in how they may be applied. Director Harty stated that basically Motor Fuel Tax funds may be utilized for the travelling public's routes i.e., traffic signals, street lights, rehabilitation of pavemenUcurb and gutter, some storm sewer, oil and chip, snow plowing, labor/supervision salaries.
Aldermen Peck stated that Motor Fuel Tax funds are being utilized for the development of the roundabout at Commerce and Market Place, but cannot be utilized for the demolition of the ice skating rink.
Motion and second to forward to City Council with recommendation of approval the Preliminary Engineering Services Agreement with CBB for the design work associated with the signalized intersection emergency vehicle preemption system for the sum of $39,910.00 by Wagner/LeFlore. Roll call vote showed Aldermen Frawley - yes, LeFlore - yes, Wagner - yes, Peck-yes, Poletti-yes. Motion carried.
Page 3
INTERGOVERNMENTAL AGREEMENT WITH O'FALLON - OLD COLLINSVILLE/LINCOLN HIGHWAY
Director Harty stated this agreement is between the Cities of O'Fallon and Fairview Heights. The original agreement was seven years ago, was approved by City Council, but has expired. The original engineer of record has dissolved and a new firm has, Volkert, Inc., who submitted a proposal to the City of O'Fallon, the lead agency, will complete the plans for the project. An April, 2022, bid letting is anticipated, with construction occurring during the summer of 2022.
Director Harty stated that this project will be explicitly funded by the City's Motor Fuel Tax fund for preliminary engineering and construction cost. It is estimated to be slightly over $100,000.
Motion and second to forward to City Council with recommendation of approval the Intergovernmental Agreement with the City of O'Fallon for the work associated with the CMAQ project consisting of the installation of turn lanes on Old Collinsville Road in Fairview Heights and Lincoln Highway in O'Fallon by Wagner/Peck. Discussion: Questioned if there should be an update on the costs of which information was distributed increasing the amount. Director Harty stated that the construction cost was raised by $25,000 as was discussed with the Public Works Director, City of O'Fallon. Both Directors believed an increase was necessary as the estimate is $465,000 and the original agreement's total was $475,000. He stated this is an estimate, and if the actual cost is lower, that will be the amount paid. Director Harty stated there does not need to be a dollar amount applied to this agreement as this is an estimated responsibility of costs. Roll call vote showed Aldermen Frawley - yes, LeFlore - yes, Wagner - yes, Peck - yes, Poletti - yes. Motion carried.
DIRECTOR'S REPORT
The Director of Public Works presented his written report to the elected officials for their review.
Director Harty stated that the shoulders on Old Lincoln Trail were oiled and chipped on Tuesday. The chips may be loose for some time and after the chips bind to the oiled surface, the sweeper pick up any excess rock.
Alderman Zimmerman questioned the timetable for the roundabout at Market Place and Commerce Lane to which Director Harty replied that a meeting is scheduled for tomorrow and relayed that the project will begin next week. The City Engineer will distribute informational letters to businesses. Director Harty stated that two months in construction will result in project completion towards the end of November, before Black Friday sales. The Mayor stated that Director Ellis needs to be informed of this information. Director Harty stated he will also discuss with the new Land Use Director. Alderman Zimmerman questioned the location of the message board to which Director Harty replied that the board will be moved to different locations, however, will discuss with the City Engineer. Alderman Peck questioned if Plaza Drive will still be accessible, not just from Ruby Lane, but from Market Place. Director Harty relayed that there will be decent accessibility to the businesses, and he will discuss with the Land Use Director regarding temporary way-finding signs.
Alderman Peck questioned the timeframe for the installation of the two street lights in Del-Ray Estates to which Director Harty replied the City has removed the concrete sidewalk to prepare
Page4
for the installation of these lights. He has been in contact with Ameren and installation should be at any time.
A question from the floor regarding the work being done at the property (previously a gas station) located at Ruby and Lincoln Trail and if the underground gas tanks were removed. The Mayor stated that the tanks were removed a year ago after which the ground needs to be retested and now they are able to proceed with the parking lot.
Adjournment 7:25 p.m.
Page 5
FAIRVIEW HEIGi-1ITS POLICE !0027 BUNKUM RaAO • FAIRVIEW HEIGHTS. IL • 82208 • PHONE: (818) 489-2!00 • FAX: (BIB) 489-2!09
ONLINE AT: www.fairviewpd.org • www.faceboak.com/fairviewpd
SUBJECT: STATE OF THE DEPARTMENT-MONTHLY REPORT FOR SEPTEMBER 2021
AGENDA ITEMS: The Department has the following agenda items:
• PURCHASE OF KHP 2019 DODGE DURANGO PURSUIT AWD SUV: The Department is in need of one (1) used
Dodge Durango Pursuit AWD SUV for use by the FHPD. The Kansas Highway Patrol is in possession of an
equipped 2019 Dodge Durango Pursuit AWD SUV which is available for purchase. Purchase will be made
utilizing PD Escrow Funds. Staff requests a resolution be forwarded to City Council to allow the Mayor to enter
into an agreement with Kansas Highway Patrol for the purchase of one (1) 2019 Dodge Durango Pursuit AWD
SUV, VIN 1C4SDJFTXKC705717, for Twenty-Eight Thousand Two Hundred Fifty Dollars ($28,250.00};
CRIME: The provided snapshot on activity is based upon computer-aided dispatch data. As such, the statistics provided are not official. They are only intended to provide a general sense of crime in the community.
• There have been 18,540 computer aided dispatch transactions this year to date, compared with 19,267 last year.
• There has been one homicide this year.
• Below is a comparison of crimes year to date (YTD), compared to the same period in 2020:
o 296 thefts compared to 452 in 2020
o 43 car burglaries compared to 91 in 2020
o 14 residential burglaries compared to 28 in 2020
o 25 stolen vehicles compared to 26 in 2020
o 2 robbery, compared to 4 in 2020
o 52 aggravated assault/batteries (non-domestic), compared to 39 in 2020
o There have been 99 domestic batteries this year.
• Self-Initiated Field Activity (Year to Date):
o 55 DUI arrests o 7 weapons arrests
o 88 fugitive arrests o 3 drug paraphernalia arrest
o 11 cannabis arrests o 22 controlled substance arrests
UPDATES/SIGNIFICANT ISSUES AND EVENTS:
CHRISTOPHER S. LOCKE Police Chief
A RESOLUTION AUTHORIZING THE MAYOR TO ENTER INTO A PURCHASE AGREEMENT WITH KANSAS STATE HIGHWAY PATROL, TOPEKA, KANSAS, FOR THE PURCHASE OF ONE (1) 2019 DODGE DURANGO PURSUIT AWD SUV FOR USE BY THE FAIRVIEW HEIGHTS POLICE DEPARTMENT.
WHEREAS, the City of Fairview Heights is in need of one (1) used police vehicle;
WHEREAS, the Kansas State Highway Patrol, 930 NE Strait Avenue, Topeka, KS. 66616, a government agency, has offered for purchase one (1) 2019 Dodge Durango Pursuit AWD SUV, VIN 1C4SDJFTXKC705717 in the amount of TWENTY EIGHT THOUSAND TWO HUNDRED FIFTY DOLLARS ($28,250.00);
WHEREAS, the funds for the purchase of one (1) used police vehicle is available in the Police Department Escrow Funds.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF FAIRVIEW HEIGHTS, ILLINOIS:
That the Mayor be and hereby authorized to enter into a purchase agreement with Kansas Highway Patrol, 930 NE Strait Avenue, Topeka, KS, 66616 for the purchase of one (1) 2019 Dodge Durango Pursuit AWD SUV, VIN 1C4SDJFTXKC705717, pursuant to the purchase agreement attached hereto, made a part here of and marked "EXHIBIT A."
This Resolution shall be in full force and effect from and after its passage and
approval as provided by law.
PASSED:
APPROVED:
ATTEST:
MARKT. KUPSKY-MAYOR CITY OF FAIRVIEW HEIGHTS
Agency
Address
City
Kansas Highway Ptztrol Fleet Sales 930 NE Strait Ave. Topeka, KS 66616
(785) 296-8535 Fax (785) 368-6459
Fairview Heights Police Department
Invoice#: 2021-111
Date: 9/29/2021
Check #: 1823
Phone 618-489-2100 Email 1u·11111ersr f'tmer@ a·•• wpd org Attn: LT Wade Gummersheimer --------~
Model Vear Description Unit # 19-537
Qty
1
Unit Price $27,250.00 2019 Dodge Durango Pursuit AWD 5.7 8 spd AT
Purchasers Sigh
Remote start, Uconnect 4 Bluetooth, heated power mirrors, LED spotlamp & automatic temp control,
Havis console & alloy wheels. • used Interior Lights • used Siren System
Color: Bille t VIN : 1C4SOJFTXKC705717 Mileage: 49,614
1
1
Date
Please Make Checks Payable To: Kansas Highway Patrol Car Fund All Vehicles Must Be Picked Up In Topeka
Please pay from th is invoice . No statement will be mailed
Total $27,250.00
$600.00 $400.00
Is this project a bondable capital improvement?
~Yes D No
Resolution T e Resolution Number Section Number
,__o_rig_in_a_I __ __,._! ____ __,! !14-00067-00-PV
BE IT RESOLVED, by the Council of the City ------G~o-v-er-n-ing-Bo_d_y_T-yp_e_____ --<-----L-oca-IP~u-b-lic_A_g_e-nc-y=T-yp_e ____ _
of Fairview Heights Illinois that the following described street(s)/road(s)/structure be improved under Name of Local Public Agency
the Illinois Highway Code. Work shall be done by Contract -c~o-n-tra-ct~o-r~D-ay-,..-La...,..b-or-
For Roadway/Street Improvements:
Route (miles)
West Hwy 50 0.1 FAU 9166 Old Collinsville Rd. 0.1 FAU 9168
For Structures:
Route Structure No.
BE IT FURTHER RESOLVED, 1. That the orooosed imorovement shall consist of
From To
Location Feature Crossed
Addition of westbound right-turn lane on West Hwy 50 and southbound right-turn lane on Old Collinsville Road. Work includes curb and gutter reconstruction, replacement of sidewalk on US Hwy 50, pavement marking and traffic signal adjustments to accommodate revisions in intersection timing and traffic movements.
2. That there is hereby appropriated the sum of ----------------------------- _O_n_e_H_u n_d_r_e_d_T_h_o_u_s_a_n_d ______________ Dollars ( $100, 000. 00 ) for the improvement of
said section from the Local Public Agency's allotment of Motor Fuel Tax funds.
BE IT FURTHER RESOLVED, that the Clerk is hereby directed to transmit four (4) certified originals of this resolution to the district office
of the Department of Transportation.
I, Karen J. Kaufhold Name of Clerk
City Clerk in and for said City -~L-o-ca~l~P~ub~li,...c~Ag_e_n_cy~T~y-pe-- --'-L-o_ca_l_P_ub-li-cA_g_e_n_cy_T_y_pe--
of Fairview Heights in the State aforesaid, and keeper of the records and files thereof, as provided by Name of Local Public Agency
statute, do hereby certify the foregoing to be a true, perfect and complete original of a resolution adopted by
Council of Fairview Heights ----G-o-ve_r....,ni-ng....,B~o....,d-y =Ty_p_e____ Name of Local Public Agency
at a meeting held on October 19, 2021 Date
IN TESTIMONY WHEREOF, I have hereunto set my hand and seal this day of Day ---=M-on~th-.~v-ea_r __ _
(SEAL)
Printed 10/05/21 Page 1 of 1 BLR 09110 (Rev. 05/08/20)
Memo To:
October 11, 2021
Public Works Committee Agenda Overview
Resolution for Improvement Under Illinois Highway Code Old Collinsville Road/Lincoln Highway MFT Fund Authorization (Agenda Item 1) The resolution, which has been included in the agenda overview, is essentially a request for authorization to utilize MFT funds, in this case the request is for payment to the City of O'Fallon as lead agency for the Lincoln Highway/Old Collinsville Road turn lanes project. The Resolution includes a figure of $100,000.00 as the requested amount which will be utilized to fund both the remaining preliminary engineering and construction.
Once this Resolution is approved and executed, it along with our intergovernmental agreement with O'Fallon will be submitted to IDOT Local Roads for their approval. At six-month budget review, there will need to be a budget amendment associated with the MFT account to reflect the additional $100,000.00 of expected expenditures.
Market Place/Commerce Lane Roundabout (Agenda Item 2) It was reported in last month's report that it was anticipated that AT&T and Ameren Electric would soon be relocated making way for the project to begin on September 20. That did not happen. The two facility owners have been disappointing in their efforts to move their infrastructure according to our franchise agreements.
They have effectively given the Department no choice but to delay the project until the next construction season with a proposed start date of March 15. With the delays associated with the relocate, it is too much of a risk to begin
construction this year, disrupt holiday shopping and potentially have the intersection closed due to weather for the winter season without any construction activity.
With the delays and postponement noted, the Department does have the issue of expiring Temporary Construction Easement to consider, in particular the northeast and southwest portions of the intersection. Below represents all property stakeholders with which conveyances associated with R.O.W. and TCE purchase exist with their easement values and expiration dates.
Owner Easement Value Expiration
Bell Key, LLC $13,780.00 2-5-2022
Spirit Master Funding IV, LLC $5,140.00 3-23-2022
Nevus Crestwood Sam's $14,225.00 4-3-2023
The easements of concern in regards to expiration are Bell Key and Spirit Master. With the delay, they will most assuredly expire before or during construction, and as such, the Department will attempt to extend the TCE dates in order to facilitate construction. Chris Volkman, City Engineer, has fulfilled the requirements set forth by the Illinois Department of Transportation to complete a Waiver Valuation for each parcel with a TCE expiring. He and Paul Ellis will work with the stakeholders in an effort to secure an extension of time for the current TCE agreement. This work will be completed by staff, and as such, will keep the cost for negotiation to a minimum when compared to a consultant's fee.
With the delays associated with the CMAQ portion of the roundabout construction, I thought it might be worthy of discussion to consider finishing the preliminary design and constructing the landscape and lighting portion of the second phase of the Streetscape. Planning Design Studio has approximately $12,000.00 of design work to complete so the landscape and lighting part can be advertised for bid; that fee remainder would be funded by the Lincoln Trail TIF. Construction costs are estimated to be around $600,000.00, also to be covered by the TIF. There are advantages to constructing both portions of Phase II in close proximity to one another such as the coordination needed for the electric and irrigation line locations, the ability to complete all work within the terms of the Temporary Construction Easements and having a fully lighted roundabout.
Director's Report (Agenda Item 3)
The following is a summary of a portion of the Street Crew tasks that have been accomplished or on the schedule to complete in the near future.
Old Lincoln Trail Shoulders - In mid-September the shoulders on Old Lincoln Trail were oiled and chipped with two applications to provide a new wearing surface to the CA-6 rock that was installed in August. The effort will help sustain the asphalt pavement structural integrity until such time when an overlay is needed.
Road Oiling -Various streets in Fairview Heights were oiled and chipped in September as part of our annual road maintenance. There is a considerable amount of patching and prep work necessary before the oiling can take place.
Sidewalk Replacement - Sidewalks that were in need of attention have recently been removed and replaced in the Ludwig corridor as well as on Duke Drive and Lonewolf Court. The Department takes note of sidewalks that have developed trip hazards and also receives information occasionally form concerned residents.
North Point/Bountiful Storm Sewer- Between Bountiful Drive and Primrose Lane there exists a storm sewer run that drains the northwest portion of the Bountiful/North Point intersection. The length of pipe was found to have been full of trash from a point under the road surface where a 45-degree fitting was installed back to the inlet on Bountiful. The crew flushed the pipe clean and built a structure where the fitting was to be used as a clean out for future maintenance. It was observed during a decent rain event and is functioning properly.
The following are some of the projects that are yet to be completed:
• Storm Sewer replacement on Weinel • Asphalt repair, Plaza Drive, North Point • Storm Sewer replacement on Holdener • Concrete pavement replacement in Stonewolf and North Bountiful
This is a list of a few of the items Public Works has been addressing as well as all of the mowing and street sweeping that occurs.
MOTIONS
Agenda Item 1
Move to send to City Council, with the recommendation of approval, the Resolution for Improvement Under the Illinois Highway Code for the Old Collinsville Road/Lincoln Highway turn lanes.
Agenda Item 2
Move to direct staff to resume the design and construction work associated with the landscape and lighting portion of the Market Place Streetscape Phase 11.
10-13-21 agenda
MINUTES 9-15-21