Rockford Sun

Village of Pecatonica Public Works Committee met Nov. 6.

Here are the minutes provided by the committee:

1. Call to Order- The meeting was called to order by Committee Chairman Gipe at 6:02 pm on Monday November 6, 2023.

2. The Pledge of Allegiance to the America Flag was recited

3. Roll call –Chairman Tom Gipe, Trustee Collin Hardy and Trustee Bill Determan were present.

Also, in attendance were, Village President Tom Heister, Trustee Kim Gipe, Public Works Director Nick Berry, Village Engineer Jason Stoll and John Lilja of Cahoy.

4. Additions or Corrections to the Agenda

Add # 11 Notice of intent to award Lead Line contract. Add # 12 Fehr Graham Construction Engineering Lead Line. Add #13 Borrowed Money.

5. Approve the Agenda -

A motion was made by Trustee Hardy and seconded by Trustee Determan to approve the agenda as amended. Discussion. A roll call vote was taken. All in favor Motion approved 3-0-0.

6. Public Comment-

None

7. Approve September 25, 2023, Public Works Committee Meeting Minutes

A motion was made by Trustee Hardy and seconded by Trustee Determan to approve the September 25, 2023, Public Works Committee Meeting Minutes. Discussion. A roll call vote was taken. All in favor. Motion approved 3-0-0.

8. Approve October 2, 2023, Public Works Committee Meeting Minutes

A motion was made by Trustee Determan and seconded by Trustee Hardy to approve the October 2, 2023, Public Works Committee Meeting Minutes. Discussion. A roll call vote was taken. Determan yes, Hardy yes and Gipe abstain. Motion approved. 2-0-1.

9. Public Works Report

None

10. Discuss Well House #3 Change Order with Recommendation to the Village Board

The committee discussed change order #3. Village President Heister gave a recap of the phone conversation he had with Darren from Cahoy and reviewed the email provided. Cahoy, at the Village’s request gave a quote for what they feel would be worst case scenario in regard to the well repairs. Discussion. The committee agrees that we need to move forward with this process and get the well up and running.

A motion was made by Trustee Determan and seconded by Trustee Hardy to send a recommendation to the full board to approve change order #3 in the amount of $173,199.00. Discussion. A roll call vote was taken. All in favor. Motion approved 3-0-0.

In addition, a straw poll was taken to allow President Heister to sign the change order so that it could expedite the process and be submitted to the IEPA for approval. All in favor. Jason Stoll will have the papers drawn up and delivered to the Village Clerk tomorrow 11/07/2023 for Heister’s signature.

11. Notice of Intent to Award Lead Line Replacement Contract

The committee discussed Fehr Graham’s information from the bid opening for the Lead Line Replacement Project and reviewed their suggestion to award to DPI Construction who had the low bid. Discussion. The notice of intent will need to be submitted to the EPA for approval. This will take a few months and then the committee will be able to award the contract. This step is important in the loan process for the project.

A motion was made by Trustee Determan and seconded by Trustee Hardy to send to the full board the notice of intent to award Lead Line Repair contract to DPI Construction in the amount of $661,345 for approval. Discussion. A roll call vote was taken. All in favor Motion approved 3-0-0.

12. Discuss Fehr Graham Proposal for Construction Engineering for the Lead Line Replacement Contract

Fehr Graham proposal for service include the paperwork to go with the project, loan paperwork, securing the 79 easements to work on the private property. These fees are all covered by the loan and included in the forgiveness amount of the loan. This can be included in the previously voted on item.

13. Discuss Borrowed Money

Village President Heister discussed an issue in the 2020 audit. It stated that Money had been borrowed from the Sewer Fund by the Economic Development for the Street Light project. More investing will be completed and this is only for discussion purposes. He just wanted the committee to be aware that we are working on the situation and making sure that the funds have been repaid or the plan for repayment is in place. Discussion.

14. Adjourn

A motion was made by Trustee Hardy and seconded by Trustee Determan to adjourn the meeting. All in favor meeting adjourned at 6:52 pm

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