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AGENDA REVIEW SESSION MAY 9, 2019 121 Horvath stated it was installed in the year 2000. Mr. Horvath stated he believed hot soil from a fire is what caused the hole in the pipe. - Professional Services Agreement — Baker Tilly Municipal Advisors, LLC Mr. Ben Dougherty, Administration and Finance, stated this is a re -occurring annual item in which the City is required to have an outside source assist with the IDEM landfill financial assurance test. He stated this is normally done through H.J. Umbaugh and Associates, but they have changed their name to Baker Tilly Municipal Advisors, LLC. Mr. Gilot asked if he knew which landfill this was for and Mr. Dougherty said he believed closed lagoon number five. - Professional Services Agreement — Elizabeth Inks Mr. Dougherty stated this agreement is for current employee Elizabeth Leonard Inks to continue her role in the new ERP system implementation after she retires. He stated she will have one lead responsibility and a couple assisting responsibilities and is willing to spend exclusive time on this after handing off her fiscal duties. He stated this should take about eighteen (18) months in total, which will extend past her employment with the City. Mr. Gilot asked if there was a period of time after retirement in which an employee needs'to wait before resuming work with the City. Mr. Dougherty stated no, only if they are accepting a PERF position. He stated her position will not receive PERF so there is no waiting period. - Alley Vacation — Roger Woodard and Mark Hubbard Mr. Richard Nussbaum, Sopko, Nussbaum, Inabnit & Kazmarek Law Firm, was present with applicant Mr. Mark Hubbard. Mr. Nussbaum stated the reason for requesting the alley is because construction over the years is putting the alley under water, and they would like to fix those problems on their private dollar, not the City's dollar, and own it. He stated they have not received any negative comments from surrounding property owners, all are in favor. Mr. Gilot stated this vacation was circulated to various City departments based on the statutory criteria for an alley vacation and received three (3) unfavorable comments. Mr. Gilot stated it was noted the vacation would hinder growth or development of the neighborhood. Ms. Maradik stated west of the alley, on Hill Street, the area has not been developed yet. Mr. Gilot stated Area Plan noted the vacation would make access to lands difficult or inconvenient. Mr. Gilot stated this would also create a dead-end alley and does not know of any other dead-end alley in the City. He said a vehicle going down the alley would have a hard time getting out. Ms. Kara Boyles, Engineering, stated she did not realize this was a dead-end alley. Mr. Gilot stated there would need to be a way to turn around, whether it be a set up like a cul-de-sac at the end of the alley, or a hammerhead type of set up. Mr. Nussbaum requested this vacation be delayed from going to the Board so they can have time to address all these issues and concerns. Mr. Gilot and Ms. Maradik agreed that was a good idea and encouraged him to also meet with Engineering. Mr. Gilot also reminded Mr. Nussbaum that the final decision maker is the Common Council, and it would be a good idea to have a cross access easement agreement recorded and on file with the undeveloped property owners as well. - Award Bid — Water Treatment Chemicals 2019-2020 Mr. Bradley VanOosterum and Ms. Nancy Clay, Utilities, were both present. Ms. Clay stated Solenis LLC was awarded Line Item No. 9 — Dry Polymer Flocculent but was not the lowest bidder. She stated the lowest bidder and Solenis were both tested, and Solenis was the most effective and had the overall lowest cost dewatering polymer. Mr. Gilot asked if the polymer was run on the belt filter and Ms. Clay said yes, a jar test was done and a full-scale test on all four (4) belt filter presses was done. Mr. Gilot and Ms. Maradik requested a memo to be completed and included with the file so other bidders will be able to view it if there is question on why the lowest bidder was not awarded. - Amendment No. 2 to Professional Services Agreement — Arcadis U.S., Inc. Mr. Jacob Klosinski, Utilities, stated this amendment is for additional testing for their disinfection system and MRO data. He stated they are trying to establish if it will be effective to adjust the existing chlorine system or if they can establish a kill rate for a-coli in less than fifteen (15) minutes. He stated if the State approves, less upgrades would be needed in the long run for the Long -Term Control Plan. Mr. Gilot asked if this was an economic decision, not a feasibility decision. Mr. Klosinski stated yes, the goal is to find out what the economic outcome will be. - QPA Special Purchase — Guild Associates, Inc. Mr. Klosinski stated this is for the purchase of a methane analyzer and programming. Mr. Klosinski stated this is a required instrument to start collecting renewable identification numbers (RIN) for the data percentage of methane in gas. He stated RIN numbers can also be calculated and captured and sold on the open market for potential profit. - Change Order No. 12 — Erskine Clubhouse Renovation - Project No. 116-108 Mr. Kyle Silveus, Engineering, stated he anticipates this to be the last change order for this project. He stated this project exceeded 20% due to unforeseen circumstances. He stated they