REGULAR MEETING OF THE MAYOR AND COUNCIL
OF THE VILLAGE OF TAMPICO
March 19, 2019
7:00 PM
Reagan Community Center
Mayor Kristine L. Hill called the Regular Meeting of the Tampico Village Council to order at 7:00 PM.
Commissioners Jim Coleman, Al Wildman and Scott Meier were present. Commissioner Todd Tornow was absent. Police Chief Terry Strike, Police Officer Will Lukehart and assistant Clerk Jamie McIntire were also present. Village Clerk, Kathy Leathers, recorded the written and audio minutes.
Mayor Hill led those present in the Pledge of Allegiance.
Minutes of the March 5, 2019 Regular Meeting were approved as presented.
Reports of Village Officials
Mayor Hill advised that the Tampico softball program is still in need of girls. The boys baseball teams have good numbers. There is sponsorship available for those who could use it for the sign up fees. You can contact anyone on the Tampico Recreation Board for that information.
Mayor Hill informed that applications are available at Village Hall for a temporary, summer mowing position. Any applications handed in will be reviewed next month. Terry Strike will also be helping out with mowing when he is available to do so.
Mayor Hill also advised Village residents to be cautious of peddlers. If they come to your door be sure to ask for their Village Peddlers Permit. They will try to lie and say it’s not needed when it is a requirement. Feel free to contact the Village Police or Village Hall if any happen to come to your door without a permit.
Mayor Hill informed that the reboot for Tampico Festival is going very well. The date is set for July 20th this year. The band Brushville has been booked for the event, and a lot of other activities have been discussed. The next Tampico Festival reboot meeting will be held April 3rd here in the Village Hall meeting room. Anyone interested in helping with the event is welcome to join.
Mayor Hill then told the Council to continue working on their budget worksheets. Commissioner Coleman told Mayor Hill that he has turned his in to Clerk Leathers. Mayor Hill said those will be finalized next month.
Remarks from Guests
There were no Remarks from Guests at this time.
Unfinished Business
Mayor Hill turned it over to Matt Hansen with Willett Hofmann & Associates Inc. to discuss the status and updates with the Water Main Replacement Project. Hansen said we had the bid opening for the Water Main Replacement Project last Thursday. A bid summary and an award letter was previously given to the Council members. That included the information of all 5 bidders and all the bid items. All of the dates and math were checked over that was given by the contractors and there were no errors found. Miller Trucking &
Excavating out of Silvis, Illinois was the lowest bidder at $1,902,528.10. The second lowest bidder was Legacy Corporation out of East Moline, Illinois at $1,938,400.36. Fischer Excavating, Inc. out of Freeport, Illinois was third at $2,136,761.70. Civil Constructors, Inc. out of Freeport, Illinois was forth at $2,148,764.90. Martin & Company Excavating out of Oregon, Illinois was the fifth bidder at $2,192,561.10. Bidders 3 through 5 are the companies that we normally see around this area. Hansen said that we have worked with Miller Trucking & Excavating on a couple projects and our experience with them was good. We have never worked with Legacy Corporation and this was the first time they’ve put in a bid with one of our projects. Hansen said we also checked in with Miller Trucking & Excavating references just to make sure they were well suited for this project. Their bid was about 19% under our estimate. Legacy Corporation was 17.5% under and the rest of the group was under at about 6% to 9% range. Hansen began to review the Project Cost Summery with the Council. It shows a summery of the post bidding figures. One section shows the individual items in the budget for the Rural Development Project Plan Report, and there is also the Rural Development Budget that we have. The last column is where the Village stands post bidding. We are just under the original Construction budget. The Contingency went up as a function of the low bidder. Preliminary Engineering was the report made. Basic Services is the design and permitting and any of the office work done for the project. Resident Project Representative is strictly the person we’ll have doing the day to day inspection of the work as it gets completed. Additional Services is the only line item that went up significantly from the original due mostly to all the easements we had to complete. Rural Development requires that we verify that all the public infrastructure were not just for the water system, but also the waste water system, that is was either on the property that the Village owned or that the Village had easements for. We made sure that was all taken care of. Legal Fees was kept where it’s at. Hansen said I think we’ll come under what’s budgeted for that. Interest During Construction, the way this works is like any home construction loan. When you start drawing money from your loan, you’ll start drawing interest on that money you are borrowing. When the loan is closed, you’re interest will be willed in to the loan. The actual Total Project Budget we have the same as the Rural Development Budget Post Bidding. Hansen said the Village did receive $1million in Grant Funds for the project. The project will have a 38 year loan. The way Rural Development works, they draw down all the loan money first. At the end of the project, when we get above that loan amount, then the Grant money gets spent. The Contingency line item for in the Post Bidding for $223,035.53, normally we try not to spend that Contingency. That’s different with Rural Development. During the coarse of construction, we’re going to try to keep any changes to a minimum. When we get close to completing the project, if that Contingency amount is still pretty high we’ll have to start spending that. There are other water mains that can be worked on in town. It does have to be related to the Water System because it is a Water Loan. Hansen said we can meet towards the end of the Project to decide where to spend that Contingency. We want to make sure all that Contingency money is spent because that is the Grant money. Hopefully additional work to the Water System can be done towards the end. Budget wise, the Village is in good shape. Hansen said that we do recommend rewarding the Construction Contract for the Water Main Replacement Project to Miller Trucking & Excavating for their bid of $1,902,528.10. You’ll award that tonight. We’ll get the contracts out to Miller Trucking & Excavating tomorrow in the mail. After a couple weeks we’ll get those back. The contracts will be sent to William Shirk, the Village’s attorney, for him to review. If he agrees with the contracts we will have a pre-construction meeting and close on the loan. Construction can start any time after that. Hopefully the pre-construction meeting will be a month from now. Construction, weather permitting, could possibly start the end of April or first of May. Clerk Leathers said I’ll use the Post Bidding Budget for the Appropriations Ordinance. Hansen said hopefully all the underground work will be done this year. There will most likely be some restoration work that will carry on in to next year. That could possibly trickle in to your next fiscal year budget. As far as revenue is concerned, once we have a closing on the loan the Village will be reimbursed for expenses already paid for this project.
New Business
The Council began to discuss Resolution NO. R05-19-03-19 Authorizing and Providing for the Incurrence of Indebtedness for Improving the Village’s Water System. Clerk Leathers said this is the next step in the process for the Bond Council. A motion was made by Commissioner Meier with a second from Commissioner Wildman. “Yes” votes were Coleman, Wildman, Meier and Mayor Hill. The motion carried.
Next the Council discussed an Ordinance NO. O08-19-03-19 Authorizing the Issuance of up to $1,800,000 Waterworks and Sewerage System Revenue Bonds of the Village of Tampico, Whiteside County, Illinois, for the Purpose of Defraying the Cost of Acquiring, Constructing, Improving and Extending Waterworks and Sewerage Facilities, and Related Matters. A motion was made by Commissioner Coleman with a second from Commissioner Meier. “Yes” votes were Coleman, Wildman, Meier and Mayor Hill. The motion carried.
The Council discussed Awarding the Construction Contract for the Water Main Replacement Project. A motion was made by Commissioner Coleman to Approve Awarding the Construction Contract to Miller Trucking & Excavating in the bid amount of $1,902,528.10 with a second from Commissioner Wildman. “Yes” votes were Coleman, Wildman, Meier and Mayor Hill. The motion carried.
Next the Council began to discuss the Village of Tampico Residential Waste Collection Contract. Jim Pozzi with Republic Service was present to offer a new proposal to the Village Council. Pozzi said he spoke with Mayor Hill previously and she asked if I could present the Village with something better and I said I’d give it a try. Last time I left you with two options. There was talk about canceling recycling because of the cost associated with it and because of the way the recycling environment is today. The other option was keeping the recycling, adding carts for both services but decreasing to every other week service. The first option for trash pick up only was originally a 10 year contract, and now that’s changed to 5 years. Mayor Hill said that leaves the option open for future Boards. Pozzi said the second option is also a 5 year contract. The trash only option will give everyone a 95 gallon cart, with smaller 65 gallon carts available to senior citizens who request them. The Village will still have the 1 bulk item pick up every week. There will also be free services for the Village Hall, the baseball diamonds, the sewage plant and even any special events the Village may have. For the trash only proposal, the Village will be looking at the same price you have now of $12.32 per home. We will be able to stay at that same price with the 5 year contract. If the Village would like to continue with recycling, there is option 2 with the same 5 year contract. There will still be a weekly trash collection. Recycling collection will be every other week. Residents will be provided with two 95 gallon carts, one for trash and one for recycling. There will also be the same smaller 65 gallon cart option for senior citizens. We’ll still provide the free Municipal stuff and the 1 bulk item pick up. With this option, the Village is looking at $14.32 per home for a combined first year rate with the Recycling Processing Charge. Previously it was $14.32 plus the Recycling Fee. That’s about 50 cents less with a 5 year shorter term. My main concern is getting you a program you can afford. Mayor Hill said you also told us that we can opt back in to recycling at a later date if we so wish to. Pozzi said yes, if you do choose to go the trash only option you can get recycling back at a later date if you’d like. Mayor Hill asked if a Recycling Station is an option. Pozzi said a drop off station isn’t really the way to go because of the contamination. Mayor Hill said I think we’ve all agreed on canceling recycling and giving that a try. Pozzi said if you do choose trash only and a few years down the road the recycling situation gets better, you can opt back in and we can renegotiate pricing. The Council agreed that trash only would be the best option at this current time. Pozzi said the carts will have contact information attached if anyone should need it. Mayor Hill asked if your cart is full can you put a bag on top of it for pick up? Pozzi said yes as long as it’s every so often and the option isn’t abused. Those people will be contacted. Mayor Hill said we’ll hold off voting until the next meeting in case any Village residents have any concerns. The Council is leaning towards canceling recycling and approving the trash only service proposal.
Communications
There was nothing to report for Communications as this time.
Bills were ordered paid on a motion by Commissioner Wildman with a second by Commissioner Meier. “Yes” votes were Coleman, Wildman, Meier and Mayor Hill. The motion carried.
The meeting adjourned at 7:41 PM. The next Regular Meeting of the Tampico Village Council will be Tuesday, April 2, 2019 at 7:00 PM in the Reagan Community Center located at 202 W. Second Street.
Kathy A. Leathers
Clerk
Kristine L. Hill
Mayor
MINUTES APPROVED THIS 2nd DAY OF April, 2019
**These minutes are not official until signed, dated and sealed by the Village Clerk**
