Decatur City Board of Works approves contracts, surplus sales, easement and records new police hire

Decatur City Board of Works members approved several routine items and contracts during their meeting.

The board voted to accept the minutes from the January 21 meeting, approve a $25,194.48 fire protection contract for Root Township, authorize a not-to-exceed $65,000 contract with Commonwealth Engineers to prepare an asset management plan (AMP) as a prerequisite for State Revolving Fund (SRF) applications, declare two pieces of equipment surplus for auction, accept a sewer easement recommendation for work near First and Marshall streets, and make the employment contract of new police officer Dallas Krieger a matter of record.

The actions provide administrative clearance for several capital- and operations-related items and position the city to pursue state funding for water and sewer work. City staff and outside consultants said the AMP is necessary to submit a preliminary engineering report (PDR) and an SRF funding application by the March/April deadlines.

Most motions were made, seconded and approved on voice votes. The board did not record individual member roll-call votes in the transcript; meeting audio shows unanimous voice approval on the recorded motions.

Board actions and key details

- Minutes (January 21): Motion to accept the minutes was made and seconded; motion approved by voice vote.

- Root Township fire contract ($25,194.48): The board approved the contract for fire protection services for Root Township, which the township board had already approved.

- Commonwealth Engineers contract (asset management plan, not to exceed $65,000): The board approved entering a contract for development of an AMP that city staff said is required to apply to the SRF for lead service line replacement and related funding. Commonwealth Engineers’ presenter described the AMP as a planning tool that inventories major utility assets, ranks criticality, and analyzes consequence of failure; the city must certify the AMP as complete before April 1 to meet SRF timelines. The contract includes a deduction if state staff perform some managerial tasks; the contract figure discussed was $65,000 (estimated/not-to-exceed).

- Surplus equipment and auction (March dates): The board declared a 1991 Bobcat skid-steer and a 1995 Ford dump truck surplus and authorized them to be auctioned in early March.

- Easement at First and Marshall: The board accepted a staff recommendation to obtain an easement through a private yard to allow replacement and rerouting of an aging main line and to remove or remediate damaged trees and debris interfering with access and repairs.

- Employment contract: The board made the employment contract for new police officer Dallas Krieger (on approximately week six of onboarding) a matter of record.

- Work at 138 North Second Street (additional small repairs): The board approved a small additional scope of work at 138 North Second Street; economic development will cover the approximately $1,338 cost for a garage door, some concrete work and sewer repairs.

What the approvals mean

City staff described the AMP contract approval as preparatory: the AMP will support SRF funding applications, including potential grant/loan packages that in some census tracts may be offered as 50% grant and 50% loan at 0% interest depending on median household income thresholds. Staff said the AMP must be certified complete before April 1 for the application sequence staff plans to submit.

On the Root Township contract, staff said the township board had already approved the agreement and that signatures were required from city officials to complete the paperwork.

Quotes

Chris Harris, an engineer with Commonwealth Engineers, told the Board that the asset management plan “gives you all the information on all your major assets” and helps prioritize replacement decisions and funding requests. He also said the city will need to certify the AMP’s completion before April 1 to meet SRF application timing.

Meeting logistics and votes

Most items were handled as routine business with motions, seconds and voice votes. The transcript records the board saying “All in favor? Aye,” followed by no roll-call tallies for individual members in the recorded text; motions carried as announced on the record.

Ending

Board members said several items will return for further action or for signatures at the next meeting, and staff confirmed plans to present status updates at upcoming meetings and to proceed with the SRF application sequence once the AMP is complete.