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Public Works Minutes 2012 02-21-12 APPROVED 3/12/12 UNITED CITY OF YORKVILLE 800 Game Farm Road Yorkville, IL 60560 PUBLIC WORKS COMMITTEE MEETING City Hall, Conference Room Tuesday, February 21, 2012 at 6:00 p.m. COMMITTEE MEMBERS PRESENT: Alderman Jackie Milschewski Alderman Diane Teeling Alderman Larry Kot OTHER CITY OFFICIALS PRESENT: Gary Golinski, Mayor Bart Olson, City Administrator Eric Dhuse, Public Works Director Brad Sanderson, EEI Citizens Comments: Lynn Dubajic was in attendance and her comments will be included below in the discussion on the Kennedy Road Shared Use Path. Minutes for Correction or Approval: The minutes for October 18, 2011 were approved. The minutes for November 15, 2011 were approved. The minutes for January 17, 2012 were approved. New Business: PW 2012-14 Monthly Water Reports for December 2011 and January 2012 - The committee approved the reports and moved this item to consent agenda. PW 2012-15 Parkway Tree Replacement Program 2012 - Mayor Golinski asked Mr. Dhuse if the city will have more requests this year because of the city taking out several trees. Mr. Dhuse said he doesn't think so because some weigh the cost of $150.00. If they do get the tree, the city plants it. Mr. Dhuse stated the program is running just like last year. This item was moved to consent. PW 2012-16 WaterSense Resolution - Mr. Olson said all the communities in Metro West are adopting WaterSense Resolution for water efficiency practices and to promote water conservation in the future. Mr. Olson said then the city can let the state and federal legislature know that the city knows what we are doing on this issue. Alderman Kot asked the difference between that and Energystar. Mr. Olson said it is a voluntary coalition of municipalities and governments to talk about ways to save water and promote it. Mr. Olson said it is not a mandate. Alderman Kot said it is a PR issue more than anything else. This item was moved to consent agenda. PW 2012-17 Bulk Salt Storage intergovernmental Agreement - Mr. Dhuse said the city will have excess salt with no place to store it. Mr. Dhuse said that Kendall County offered us this place to store the salt. Alderman Teeling asked where the city is holding the salt now. Mr. Dhuse stated it is at our shop now and between 500 and 600 tons is all we can hold and then no room for sand and gravel. Mr. Dhuse said it is 99 year lease term with a $250.00 a year maintenance fee. Alderman Teeling asked how much money the city will save storing this. Mr. Dhuse stated it will be about $65,000 and if you factor not having to purchase salt next year it will be around $85,000 and it will stay in MFT as unobligated funds for other projects. Alderman Milschewski asked if the funds from MFT can be used to pay for the $45,000. Mr. Dhuse stated he believes yes. Alderman Kot asked where does this physically get stored. Mr. Dhuse stated it is at the highway department on Route 47. Alderman Kot asked what is the city's and what is the county's. Mr. Dhuse said we know what our bucket holds and the ton is. Mr. Dhuse said that building was built big enough for all the cities to use eventually. Mayor Golinski stated he thinks it is a good investment. The city can now buy off season and get a big discount. Mr. Dhuse said the city can now take bulk deliveries. This item is moved to the consent agenda. PW 2012-18 Rush Copley Phase 1A and Storm Retrofits - Mr. Sanderson said they are requesting a letter of credit reduction, split the letter of credits two separate projects and they would like acceptance on the Phase 1A improvements. Mr. Sanderson stated the punch list items have been taken care of. Mr. Sanderson said the city supports the acceptance of the Phase IA improvements as well, it is a three fold request. This item will be moved to the consent agenda. PW 2012-19 Kendall Marketplace Improvements - Change Order #2 - Mr. Sanderson stated this has to do with the park. There was minor grading on the park to comply with the subdivision. He said before we were about to seed the park, the city discussed making it a baseball field. Mr. Sanderson said the seeding was put on hold, it is in front of the committee for consideration tonight. Mr. Sanderson said there is left over letter of credit money, which is where this money is coming from. This item will be moved to the consent agenda. PW 2012-20 Route 47 Improvements - Rt. 71 and Caton Farm Road - Mr. Sanderson said last fall Mr. Dhuse attended a meeting for project study group. Mr. Sanderson said they outlined several issues they wanted feedback from the city on. Mr. Sanderson discussed with the committee each item on the memo and what the city decided to make sure the committee was in agreement with staff's findings. The committee is in agreement with staff. This item is moved to the consent agenda. PW 2012-21 Route 47 and Cannonball Intersection Improvements - Bid Award - Mr. Sanderson stated bids were taken on this project last week. He stated the city is recommending the bid be awarded to the lowest bidder. Mr. Sanderson stated the money is from the letter of credit from the development. This item will be moved to consent agenda. PW 2012-22 Update of Progress of Windett Ridge Bond Call - Mr. Olson said he sent out two notice letters and both were returned to sender. Mr. Olson said that one insurance company merged with another. Mr. Olson said they obtained new addresses and sent out new notices. Mr. Olson said the city got letters back from the company and they are asking for more information on the bond call and how we came to our conclusions. Mr. Olson said the time line is up in the air at this point. Mr. Olson said it could be 60-90 days, but he is not optimistic that will happen it could be years from now. Old Business: PW 2011-65 Kennedy Road Shared Use Path - ITEP Bike Path Grant Ms. Dubajic stated that the Push For The Path will be a non-profit 501c3. Ms. Dubajic said the purpose of this is to raise the funds of the shortfall of the Kennedy Road 1.7 project, which the city has a 1.4 million grant. Ms. Dubajic said the individuals that donate will have a tax write off. The funds raised can only be used for the Kennedy Road project. Ms. Dubajic explained they are going to find 100 people in the area willing to donate $1,000 a piece. Ms. Dubajic said they will have a team leader power of one button and all that donate under them will get a button as well. She stated that will raise 100,000 and it will have a time restraint on the donations, which will be July 5, 2012, which is the 3 year anniversary of Darlene's passing. Ms. Dubajic said she personally believes they will end up with more than 100,000. She stated it is her goal to come to council next week with at least 20 commitments. Ms. Dubajic said there is a Push for the Path website, which is being redone this week, as well as a Facebook page. Ms. Dubajic said there will be golf outings for this as well. Ms. Dubajic said she is asking the committee to consider to have a positive recommendation to move this item to full council for a vote. Ms. Dubajic said there will be a presentation made to city council next week. Ms. Dubajic said Nicor is also interested in helping. Alderman Kot stated this was talked about at the last meeting and he is all for it and appreciates what Ms. Dubajic is doing. Alderman Kot stated that is all still a promise. Alderman Kot is concerned this is a project that is five years down the road and doesn't know if the momentum will continue to be there for this cause. Ms. Dubajic said she will give the city the money as it is needed. Ms. Dubajic said the dollars should remain in the account for non-profit so it can raise the interest. Alderman Teeling stated there are other communities that have done this and been very successful and have contacted the city willing to help. Alderman Teeling said these other communities have raise a lot of money and accomplished it. Ms. Dubajic said Yorkville has a great community full of people that want to get involved and she believes this is a feel good story that the residents will get behind and you will see the dollars coming in. Alderman Kot requested a copy of the non for profit before we vote on it. Ms. Dubajic said she will get them a copy. Alderman Kot stated he is open minded about this, but would like to see the documentation first. He said he is for a full council vote on Tuesday. The committee agreed to take this for a full council vote next week. Additional Business: Alderman Milschewski said Septran contacted her questioning where IDOT is going to begin construction and when. Alderman Kot said as soon as we know, we need to get that information out to the public. Mr. Olson said the details are still being worked on and as soon as he knows anything he will let them know. Alderman Milschewski asked about Nicolson property and the vehicles that are there. She stated the semi has been there for over 30 days and she asked that to be looked into it again. There being no further business, the committee adjourned at 6:56 p.m. Minutes Respectfully Submitted by: Lisa Godwin Minute Taker