VILLAGE OF PORT BYRON
SPECIAL MEETING
120 S. Main Street
Port Byron, Illinois 61275
SEPTEMBER 25, 2006
A Port Byron Board Special Meeting was called to order at 4:06 p.m. on September 25, 2006, by Mayor Mike Ferretti. The Pledge of Allegiance was recited.
Roll Call #1: Present: Trustees: Jeanine Ingalls, Jerry Conner, Judy VanPaemel, Terry Sorensen, Courtland Pieper and Dennis Healy
Absent: None
A quorum was declared
Also present: Janet Fletcher, Village Clerk; Nancy Searl, Deputy Clerk; Donna McCormick, Treasurer; Scott Kammerman, Missman Stanley & Associates Engineer; Kevin Farrell, EMC Representative
The meeting as published in The Dispatch on 9/23/06 and posted at the village hall; board members were notified by phone and/or mail, and representatives of The Review and The Dispatch newspapers were also notified. The following notice was published:
The village board will meet in special session on Monday 9/25/06 at 4:00 p.m. to discuss a) award of bid for the village water treatment plant, b) discuss a probable litigation.
Mayor Ferretti stated the reasons for the meeting as noted above. The meeting began with discussion of Meadow Equipment and testing of the new well.
As stated in previous meetings, Meadow Equipment feels they have completed all that is required according to the contract. The Village Engineers, MSA, feel Meadow did not meet the specifications for sizing the test pump. Scott Kammerman stated he is confident of the contract wording should it come to litigation.
A good deal of time was spent determining the best approach to the situation.
Motion was made by Trustee Conner, seconded by Trustee Pieper that 1) MSA advise Meadow to complete the straightness test required by the contract and 2) MSA put out a request for bid for test pumping and disinfecting of the well.
Roll Call #2: Ayes: Trustees: Jeanine Ingalls, Jerry Conner, Judy VanPaemel, Terry Sorensen, Courtland Pieper and Dennis Healy
Nayes: None
Abesent: None
Mayor Ferretti declared the motion carried
When the final invoice from Meadow is received after review by MSA, it will be presented to the board for action. At present, $17,600 is in question.
Water Treatment Plant Bid Award
Discussion centered on the 9/15/06 bid opening for Well #4 Water Treatment Plant. Only one bid was received: Valley Construction bid $386,351.90 against the engineer’s estimate of $267,585.00.
A bid tabulation and recommendation from Missman Stanley & Associates to award the contract to Valley Construction was presented. The IEPA and USEPA confirmed to MSA that the village could proceed with one bid with appropriate justification. A cost estimate from KJWW Engineering for the electrical and mechanical items was also presented by MSA.
Concern was raised that the bid was a good deal over the engineering estimate. The board was also advised that after the test pumping is done a revision may be possible to downsize the water treatment plant. Concern was raised that the bypass funds will not be available after this week, and there is no guarantee of funds available for next year.
After considering the options motion was made by Terry Sorensen, seconded by Jeanine Ingalls that Valley Construction be awarded the contract for the water treatment plant at Well #4 for $386,351.90
Roll Call #3: Ayes: Trustees: Jeanine Ingalls, Jerry Conner, Judy VanPaemel, Terry Sorensen, and Dennis Healy
Nayes: Trustee Courtland Pieper
Abesent: None
Mayor Ferretti declared the motion carried.
A letter of intent to award will be sent to Valley Construction, copied to Mr. Elliott Allen and Mr. Brian Cladfelter of the IEPA.
There being no further business, Trustee Pieper moved, seconded by Trustee Ingalls, that the special meeting adjourn at 6:25 PM
ROLL CALL #4: Ayes: Ingalls, Sorensen, Conner, VanPaemel, Pieper
Healy
Nays: None
Absent: None
Motion carried.
_________________ ________________________
Approved (Date) Mayor Mike Ferretti
_________________________
Janet Fletcher, Village Clerk
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