The Carmi City Council met Tuesday, July 7, 2020, at 5:30 p.m. in the Council Room of the Municipal Building, 225 East Main Street.
Prior to opening the council meeting, Mayor Pollard asked Alderman Hays to give the invocation followed by the Pledge of Allegiance.
Mayor Pollard presided with the following Aldermen present: Mark W. Blake, Tracy Nelson, James Totten, Jeremy Courson, Sheila Jo Headlee, Mike Knight, and Doug Hays. Absent: Steve Winkleman
The minutes from the June 16, 2020, council meeting were presented. Motion was made by Alderman Headlee and seconded by Alderman Courson to approve the minutes as presented. The motion carried on roll call by each Alderman present answering “yes.”
For council consideration, discussion, and possible approval
- Reappointment of Rick Absher to the Library Board for a three (3) year term from July 1, 2020, to June 30, 2023. Alderman Totten made a motion to reappoint Rick Absher to the Library Board for a three (3) year term from July 1, 2020 to June 30, 2023. The motion was seconded by Alderman Courson. The motion carried on roll call by each Aldermen present answering “yes.”
- Reappointment of Lloyd Stills to the Library Board for a three (3) year term from July 1, 2020, to June 30, 2023. Alderman Courson made a motion to reappoint Lloyd Stills to the Library Board for a three (3) year term from July 1, 2020, to June 30, 2023. Alderman Totten seconded the motion. The motion carried on roll call by each Aldermen present answering “yes.”
- The pay request to Brown and Roberts, Inc. for the Industrial Drive project was presented for approval. Alderman Headlee made a motion to approve the pay request for Brown and Roberts, Inc. Alderman Blake seconded the motion. The motion carried on roll call by each Aldermen present answering “yes.”
- The pay request for Samron Midwest Contracting was presented for approval. Alderman Totten made a motion to approve the pay request for Samron Midwest Contracting. Alderman Courson seconded the motion. The motion carried on roll call by each Aldermen present answering “yes.”
- David Coston, City Engineer, was present to discuss the long-term plans for the Electric Department. Mr. Coston presented a detailed plan for the Electric Department which was broke down into two topics; the big picture system analysis as well as resiliency improvements.
The big picture system maintenance includes the north and south feeder repairs as well as substation breaker and relay testing. Mr. Coston stated the Line Department currently replaces distribution poles (as needed) on a single pole basis rather than large scale replacements. The department also performs substation maintenance such as transformer oil analysis and thermal imaging inspections of connections.
Mr. Coston stated there are several issues with the north and south feeders including the following:
- Poles are rotten at the base.
- Vertical splitting of poles.
- Excessive leaning of poles.
- Broke ground wires.
- Vines growing on neutral conductors.
The following action was requested: Replace failed poles and crossarms as well as increase conductor size when necessary. Mr. Coston stated he had spoken to Fair Board president Brent Edwards about the proposed plan as the poles at the fairground would need to be moved in approximately 10 feet. Mr. Edwards talked with other fair board members who were in agreement with the plan if the City would cut back the trees along the area. Mr. Coston stated the trees are already scheduled to be cut back. Mr. Coston stated the replacement of poles would begin ASAP with the completion date being by the end of the 2021. The estimated cost of this step would be around $50,000 for materials and 400 man-power hours (which the Electric Department would do). This would have no impact to the customers.
Regarding the substation breaker and relay testing, regular oil analysis maintenance is being performed as well as thermal imaging and inspection of the equipment and connections. Mr. Coston proposed additional maintenance to include breaker and relay testing as well. Mr. Coston stated the testing could begin ASAP with the completion expected by the end of the year. The cost would be around $10,000.00. This also would have no impact to the customers.
The following resiliency improvements were presented:
- Power Plant – Cooling system improvements.
- Stand-by natural gas generator for control room and SCADA power.
- 13.2 kV “City Loop” extension.
- 6th Street substation – Circuit breaker replacement.
Mr. Coston stated the current power plant cooling system could be modified to allow the individual radiators to be used as a shared system. He stated radiator 1 is out of commission and radiators 2 and 3 are in need of repair due to the pipes bursting in the winter, corrosion which has weakened the pipe walls and it is more prone to vandalism due to being located outside. Radiators 4 and 5 are in good shape but may need to be modified for the improved use as a shared system. These improvements have been broken down into two (2) phases:
Phase 1 Proposed Plan:
- Remove radiator 1.
- Add new radiator at former location of radiator 1.
- Add/repair isolation valves for new radiator.
- Add water softener to protect new radiator.
- Continue operation of radiators 2 and 3.
- Continue operation of radiators 4 and 5.
Phase 2 Proposed Plan:
- Evaluate loading and flow of new radiator. Add pump for flow improvement if necessary.
- Evaluate need of radiators 2 and 3.
- Evaluate loading and flow on radiators 4 and 5.
Mr. Coston stated the time frame for phase 1 and 2 would begin this summer and hopefully be completed by the end 2021 with the cost for both being approximately $268,000.
For the control room emergency power, the recommendation was for a 35 kW natural gas generator and automatic transfer switch with install to begin in the fall of 2020 and be completed by spring 2021. The estimated cost is around $50,000.
For the 13.2 kV “City Loop” extension, Mr. Coston stated this is the area of Walmart, Little Giant, Trelleborg and various other businesses. This extension would rebuild older existing distribution poles and structures as well as adding new distribution from Edgewood Subdivision to the Walmart metering point. This would allow circuits to be joined for a continuous loop. This would begin in the Spring of 2021 and be finished by the end of 2021. The approximate cost is $90,000.
For the 6th Street substation circuit breaker replacement, Mr. Coston stated the oil-filled breakers are obsolete and are an environmental hazard. The replacement would start ASAP and would be completed by Spring 2021. The cost would be approximately $40,000.00
Mr. Coston stated the cost for entire project would be approximately $516,000. The funding for this project would come from the insurance money from generator 11 which is around $360,000. The remaining $156,000 would be taken from the Electric Reserve Fund.
After a brief discussion, a motion was made by Alderman Hays to proceed with the proposed project plans for the Electric Department. The motion was seconded by Alderman Headlee. The motion carried on roll call by each Aldermen present answering “yes.”
Reports and/or updates from Mayor Pollard
Mayor Pollard stated it was nice to be back holding meetings in the Council Room. He reminded the public about the free app for the City of Carmi. “It is a tool that will help you be informed of upcoming events, emergency situations, listings of local businesses, restaurants, and churches. We are also putting a reminder of how to download the app in the memo area of the electric bills.”
The CEO Trade Show will be held again this year at Rice Motor Company on July 13th from 6 p.m. until 8 p.m. The public is invited to attend, we are just requesting you social distance or wear a mask while in attendance.
Mayor Pollard stated that after 2 years of dealing with Aqua-Line, City Attorney Greg Stewart has sent a letter terminating our contract. Mayor Pollard stated the office has dealt with many issues including customers complaining about the repairs not being fixed and area plumbers who have done work for Aqua-Line and were not paid. Mr. Stewart felt that with the issues at hand, the responsible thing was to terminate our contract. Mayor Pollard stated on the next Carmi Light and Water bill, the charge of $3.25 will be removed. Moving forward, it will go back to being the customer’s responsibility to fix any leaks from the meter to the house. There will not be any water adjustment either. The City will continue to look for another company who offers the same type of service or an insurance provider for our customers. Mayor Pollard advised customers to check with their insurance company to see if this type of coverage can be added to their homeowner policy.
David Coston stated back in the fall, he had applied for an energy efficiency grant through IMEA for new capacitors. The grant was approved and the City has installed the new capacitors and we received a check in the amount of $8,792.10 from IMEA.
Reports from Standing Committees
Business or Comments from Visitors
Jc Tinsley inquired as to when the fence at the dog park would be installed. Mayor Pollard stated in the next week or so. O’Daniel Trucking will also be widening the road to the dog park and building a parking lot.
At 6:15 p.m. Alderman Headlee made a motion to adjourn. Motion was seconded by Alderman Courson. The motion carried on roll call by each Alderman present answering “yes.”
Cynthia J. Attebury, City Clerk
Jeff Pollard, Mayor