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Public Works Packet 2010 01-19-10 >�ti® cir o United City of Yorkville '" 800 Game Farm Road EST 1836 Yorkville, Illinois 60560 Telephone: 630-553 -4350 Fax: 630-553 -7575 9 Win <kE AGENDA PUBLIC WORKS COMMITTEE MEETING Tuesday, January 19, 2010 6:30 p.m. City Hall Conference Room Minutes for Correction/Approval: December 15, 2009 Items Recommended for Consent Agenda: 1 . PW 2010-01 Water Department Report for November 2009 2. PW 2010-02 Water Department Report for December 2009 3 . PW 2010-03 Stagecoach Crossing — Earthwork Letter of Credit Expiration New Business: 1 . PW 2010-04 Parkway Tree Tritmning 2 . PW 2010-05 Sign Retroreflectivity 3 . PW 2010-06 Route 34 Trail — IDOT Letter of Understanding 4. PW 2010-07 Miscellaneous Guardrail Repairs — MFT Appropriation Resolution 5 . PW 2010-08 Game Farm Road/Somonauk Street Project Status & Funding 6. PW 2010-09 Sunflower Estates Remaining Punchlist Work 7. PW 20 10- 10 Review of Committee Liaisons Old Business: 1 . PW 2009- 110 Yorkville Business Center Units 2 & 3 Final Acceptance — Update/Discussion Additional Business: 2010/2011 City Council Goals Public Works Committee Goal Elected Officials Staff Infrastructure planning. Sutcliff/ Plocher Susan Mika / Joe Wywrot / Eric Dhuse Trail planning and pedestrian (with Park Board.) Werderich / Golinski Laura Schraw / Bart Olson / Joe Wywrot Development slow-down issues. Teeling / Gilson Joe Wywrot UNITED CITY OF YORKVILLE WORKSHEET PUBLIC WORKS COMMITTEE Tuesday, January 19, 2010 6 :30 PM CITY CONFERENCE ROOM --------------------------------------------------------------------------------------------------------------------------------------- MINUTES FOR CORRECTION/APPROVAL: --------------------------------------------------------------------------------------------------------------------------------------- 1 . December 15, 2009 ❑ Approved ❑ As presented ❑ With corrections --------------------------------------------------------------------------------------------------------------------------------------- ITEMS RECOMMENDED FOR CONSENT AGENDA: 1 . PW 2010-01 Department Report for November 2009 ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 2. PW 2010-02 Water Department Report for December 2009 ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 3 . PW 2010-03 Stagecoach Crossing — Earthwork Letter of Credit Expiration ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- NEW BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- 1 . PW 2010-04 Parkway Tree Trimming ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 2. PW 2010-05 Sign Retroreflectivity ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 3 . PW 2010-06 Route 34 Trail — IDOT Letter of Understanding ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 4. PW 2010-07 Miscellaneous Guardrail Repairs — MFT Appropriation Resolution ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 5. PW 2010-08 Game Farm Road/Somonauk Street Project — Status & Funding ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes 6. PW 2010-09 Sunflower Estates — Remaining Punchlist Work ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 7. PW 2010- 10 Review of Committee Liaisons ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- OLD BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- 1 . PW 2009- 110 Yorkville Business Center Units 2 & 3 Final Acceptance — Update/Discussion ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- ADDITIONAL BUSINESS : --------------------------------------------------------------------------------------------------------------------------------------- DRAFT UNITED CITY OF YORKVILLE 800 Game Farm Road Yorkville, IL 60560 PUBLIC WORKS COMMITTEE MEETING City Hall, Conference Room Tuesday, December 15 , 2009 — 6 : 30 P.M. PRESENT: Chairman Joe Plocher Valerie Burd - Mayor Eric Dhuse (Public Works Director) Bart Olson — City of Yorkville Joe Wywrot (City Engineer) Diane Teeling - Alderman George Gilson - Alderman Jeff Freeman - EEI John Funk — Grande Reserve Res. Greg & Sue Lambke — Van Emmon Res. Juli Cinnamon — Van Emmon Res. O'Malley's — Van Emmon Residents PRESENTATIONS : NONE The meeting was called to order @ 6:30 p.m. by Chairman Joe Plocher MINUTES FOR CORRECTION/APPROVAL: The minutes for September 15, 2009 and October. 20, 2009 were approved. Items Recommended for Consent Agenda: 1. PW 2009-113 Water Department Report for September 2009 2. PW 2009-114 Water Department Report for October 2009 All items will move forward to Consent Agenda. NEW BUSINESS : 1 . PW 2009-116 Grande Reserve Subdivision - Update John Funk, a resident and a member of the HOA in Grande Reserve was present. Joe Wywrot gave an update on various issues in Grande Reserve. A few Street light outages. Some were repaired, but there are still 6 lights out north of Mill Rd. Joe spoke with the electrician and found out they haven't submitted their proposal. They said they will submit tomorrow. Joe also inquired about a streetlight knocked down that was supposed to be repaired by mid December, but has yet to be repaired. They claim they are waiting for delivery of the pole. 1 They are putting up little signs at the end of temporary sidewalks for safety. Joe also said Eric Dhuse will be putting up a sign on Kennedy Rd to warn or the intersection at Freedom Pl. Joe has been in touch with the Railroad. They plan on reconstructing the crossing @ Mill Rd and replace or repair panels @ the Kennedy crossing this winter. Joe said a fire hydrant has to be moved on E. Millbrook Circle (Unit 23). The developer put in the fire hydrant near the property line and then they moved the property line. Bart Olson gave an update on negotiations with Bank of America for the completion of the Roads and the Infrastructure. John Funk asked when we expect to have more news to share with the residents. Bart replied certainly after the New Year. John asked how the news will be communicated. Bart replied by an email blast. John gave his email address to be added to this communication. 2. PW 2009-118 IDOT Agreement — Rt. 34/Sycamore Traffic Signal Joe Wywrot said when this light was originally put in, the City and IDOT agreement was that this light pole would be removed and a permanent signal would be put in by May 2010. Joe asked for an extension of another year. IDOT agreed as long as the City would pay 100% of the maintenance cost. Currently they City pays 33%. This will move forward to consent. 3. PW 2009-121 Proposed Illicit Discharge and Connection Stormwater Ordinance Joe Wywrot and Kathy Orr worked on this ordinance to fine tune it. This ordinance will help us meet the requirements of the NPDES permit from the Illinois EPA. This will move forward to regular agenda. 4. PW 2009-122 Greenbriar/Walsh Intersection - Signage Joe Wywrot received an email request from a resident to erect Stop signs. Joe looked into it and he is recommending the Stop Signs. Alderman Gilson gave his opinion of this dangerous intersection and agrees with Joe' s recommendation. This item will move forward for consent. 5. PW 2009-123 Intersection Signage — Informational Only Joe gave a summary of the MUTCD Standards for intersection signage. Eric Dhuse talked about big changes coming down. The City will need to be fully compliant by 2015 on Regulatory and Guide Signs. Every sign may have to be changed and reflective. By 2018 this will include street signs. This is across the nation. 6. PW 2009-124 Fountainview — Plat of Easement Joe Wywrot mentioned that this plat of easement is needed to construct Fountainview Drive and related improvements. This item will move forward to consent. 7. PW 2009-125 Windett Ridge Unit 1 — Partial Acceptance and Bond Reductions Joe Wywrot said this is a follow-up from the work that Bank of America has performed at Windett Ridge to satisfy the agreement with the City. The City agreed to accept the completed streets and reducing the two bonds that are established for Windett Ridge. Alderman Gilson objects and has been objecting the reductions of any bonds due to the lack of our assurance of completion of any punch list items. Alderman Gilson asked for a copy of the remaining items on the punch list and an estimation of the 2 total costs. Joe Wywrot responded that he'll give him an updated list, but to put a dollar amount on it is something we've never done and to try to assume that it would be accurate would be a big assumption. Joe will try to guesstimate the punch list for Alderman Gilson. Mayor Burd said isn't it true that the City Council has already approved that if they complete this work we would agree to this. Alderman Gilson said yes it is true. He objected to that and he objects to this. This will be sent to City Council. 8. PW 2009-126 Temporary Roadway Closures Joe Wywrot said in Grande Reserve and Kendall Wood Estates where we have roadways that are closed off. This is to limit access and to discourage fly dumping. Kathy Orr became aware of this and recommended that the closure of these roads be acknowledged and approved by City Council. This is to avoid setting precedence by the developer where thye can close roads without the City' s Approval. This item will move forward for consent. 9. PW 2009-127 Prairie Meadows — Final Acceptance Joe said Menards has been working on this for awhile. The punch list is down to a few items. They owe us $54k. We are looking for Final Acceptance. Alderman Gilson once again objects to reducing any bonds when punch list items remain. This item will move forward to City Council. 10. PW 2009-128 Bristol Bay HOA Lot 1678 Trail Easement There is a HOA owned lot. The entire unit is open space. This will give the City the ability to put a trail into the park. They have agreed to grant that easement. Alderman Gilson asked when we expect the park to be completed. Bart Olson said without the Osland Grant it could be a couple of years out. This item will move forward for consent. 11. PW 2009-129 Bristol Bay Units 11 2, & 6 Final Acceptance and Bond Adjustments Joe said this is similar to Prairie Meadows. The punch list is complete with the exception of 4 items. Unit 6 there are no items remain. Units 1 & 2 need to get striping and signage done. Alderman Gilson once again strenuously objects to the reduction of bonds when punch list items remain. This item will move forward for consent. OLD BUSINESS : 1. PW 2009-110 Yorkville Business Center Units 1 & 2 —Final Acceptance - Update Joe Wywrot said he had discussion with the developer which owes the City $2K for another developent which they verbally indicated that they would be sending us a check. This will comeback for an update. 2. PW 2009-43 Van Emmon Area Drainage — Update / Discussion Joe Wywrot introduced Jeff Freeman from EEI to give an update and present a draft report. Residents in attendance for this discussion are Greg & Sue Lambke and Juli Cinnamon. Jeff said in the spring of this year there was a lot of precipitation and ground water was generally high all throughout the city and certainly along Van Emmon. The 3 Mayor asked EEI to look at a couple of different locations. EEI met with staff members to get some back ground and met with residents. Jeff went in detail about the Plan of metric boundary of the Floodplain. FEMA has estimated boundary of the floodplain North of Van Emmon because they did not have a detailed study of this stream. Unfortunately there a number of residents between Van Emmon and the Fox River that are in the FEMA defined floodplain. South of Van Emmon, part of the Kendall Wood Estates Subdivision, they were required by the city to do a detailed study of the stream. Jeff mentioned a couple of activities that took place in this area. An interceptor was installed in 2006/2007. In addition Kendall Wood Estates needed to provide a water service to their subdivision so they did a water main extension. Jeff talked about several Van Emmon residents that he spoke with about flooding on their property; Cinnamon, Lambke, Olson, and the O'Malley residences. He also mentioned that the Kushkowski residence is not having any ground water issues. . Jeff also went into further detail about additional research. Monitored groundwater level from Aug. 2009 through Oct. 2009 by creating Test Holes. Water being held up by the railroad tracks. If there is a way to integrate tile a larger diameter storm sewer in this area at a lower elevation and provide a more efficient it could bring the ground water table down in this area. He doesn't believe that this on its own will solve everyone's issue just because the age of the foundation. There will still need to be some waterproofing of the basements. Jeff mentioned that they could not find a cause and effect relationship of the infrastructure improvements that cause the groundwater tables to elevate. It could be the degradation of the foundation and the field tile as well as an abnormal amount of rainfall. Jeff gave alternative measures that can be taken and other recommendations. Juh Cinnamon made comments about why her property was being flooded. 5 months of a ditch being full caused major flooding. The Lambke' s said he never had any water problems of any kind until the sanitary sewer was put in. As soon as it was put in, his sump pump hasn't shut off since. According to his historical data, there was never any flooding in the area. He used to mow the area of the landscaper, but now there is standing water out there. Jeff said he doesn't see how the installation of the sewer he doesn't see how it could elevate the groundwater across all of this area. The indication of drain tiles being there, says the groundwater has been an issue, but maybe it' s been managed all of these years. But they might not be as effective as they once were. Chairperson Plocher talked about one of the options of new tile that' s about $ 1 OOK on the high side. Jeff said that is something that can be considered if you have the 4 resources. He also mentioned that waterproofing of the basements by the residents would help considerably. Mayor Burd asked Jeff during his investigation did he notice any springs. She also said she knows that there' s a spring underneath Old Second that runs straight up Van Emmon. She said the Old Second told her that their sump pump is always running. Could there be a similar fracture farther down like that? He said it' s possible, but it' s impossible to know one way or another. ADDITIONAL BUSINESS: None ADJOURNMENT OF THE PUBLIC WORKS COMMITTEE MEETING: With no further business to discuss, the meeting adjourned at 8 :22p.m. Minutes respectfully submitted by Tim Dlugopolski 5 0a-,, t United City of Yorkville pY,, ab�D- oA WATER DEPARTMENT REPORT NOVEMBER 2009 MONTH/YEAR WELLS NO WELL DEPTH PUMP DEPTH WATER ABOVE PUMP THIS MONTH'S PUMPAGE FE FE FEET GALLONS 3 1335 501 204 0 4 1393 542 188 8,541,000 7 1500 883 553 2,835,200 8 1500 861 477 25,349,000 9 1500 1125 576 0 TOTAL 36,725,200 CURRENT MONTH'S PUMPAGE IS 10,135,400 GALLONS LESS THAN LAST MONTH 4,044,700 GALLONS LESS THAN LAST YEAR DAILY AVERAGE PUMPED: 1,227,300 GALLONS DAILY MAXIMUM PUMPED: 1,687,500 GALLONS DAILY AVERAGE PER CAPITA USE: 76.7 GALLONS WATER TREATMENT CHLORINE FED: 1007.3 LBS. CALCULATED CONCENTRATION: 3.4 MG/L FLUORIDE FED: 160 LBS. CALCULATED CONCENTRATION: 0.32 MG/L WATER QUALITY AS DETERMINED FROM SAMPLES ANALYZED BY ILLINOIS ENVIRONMENTAL PROTECTION AGENCY BACTERIOLOGICAL: 19 SAMPLES TAKEN 19 SATISFACTORY UNSATISFACTORY (EXPLAIN) FLUURIDE: 3 SAMPLE(S)TAKEN CONCENTRATION: 1.1 MG/L MAINTENANCE NUMBER OF METERS REPLACED: 5 NUMBER OF LEAKS OR BREAKS REPAIRED: 1 MXU'S 14 NEW CUSTOMERS RESIDENTIAL: 20 COMMERCIAL: 0 INDUSTRIAL/GOVERNMENTAL: 0 COMMENTS 3/4" SERVICE LEAK AT 405 E KENDALL DR. 600 GALLONS OF WATER LOST. WELL #9 IS STILL OUT OF SERVICE. CA Ja United City of Yorkville pw 9010- �a WATER DEPARTMENT REPORT �r �e DECEMBER 2009 MONTH/YEAR WELLS NO WELL DEPTH PUMP DEPTH WATER ABOVE PUMP THIS MONTH'S PUMPAGE FEET FE FEET GALLONS 3 1335 501 204 0 4 1393 542 189 9,100,000 7 1500 883 554 2,978,500 8 1500 861 478 25,461,000 9 1500 1125 576 0 TOTAL 37,539,500 CURRENT MONTH'S PUMPAGE IS 814,300 GALLONS MORE THAN LAST MONTH 4,720,400 GALLONS LESS THAN LAST YEAR DAILY AVERAGE PUMPED: 1,214,700 GALLONS DAILY MAXIMUM PUMPED: 1,913,700 GALLONS DAILY AVERAGE PER CAPITA USE: 75.9 GALLONS WATER TREATMENT CHLORINE FED: 1011.9 LBS. CALCULATED CONCENTRATION: 31 MG/L FLUORIDE FED: 166 LBS. CALCULATED CONCENTRATION: 0.29 MG/L WATER QUALITY AS DETERMINED FROM SAMPLES ANALYZED BY ILLINOIS ENVIRONMENTAL PROTECTION AGENCY BACTERIOLOGICAL: 19 SAMPLES TAKEN 19 SATISFACTORY UNSATISFACTORY (EXPLAIN) FLUURIDE: 3 SAMPLE(S)TAKEN CONCENTRATION: 1_13 MG/L MAINTENANCE NUMBER OF METERS REPLACED: 5 NUMBER OF LEAKS OR BREAKS REPAIRED: 4 MXU'S 7 NEW CUSTOMERS RESIDENTIAL: 3 COMMERCIAL: 0 INDUSTRIAL/GOVERNMENTAL: 0 COMMENTS TOTAL OF 4 BREAKS 1203 DEER ST 404 WEST ST 111 E PARK ST&CORNER OF WOLF & BADGER STS. 2,100,000 GALLONS OF WATER LOST DUE TO BREAKS. WELL #9 STILL OUT OF SERVICE. Reviewed By: Agenda Item Number J= c � 0� Legal ❑ #3 Esr � 1836 Finance El 1 = Engineer Tracking Number �9 I� T y City Administrator F1 a `20 Consultant ❑ w <�E Eby Fl Agenda Item Summary Memo Title: Stagecoach Crossing—Earthwork Letter of Credit Expiration Meeting and Date: Jan. 19, 2010 Public Works Committee Synopsis: We have been notified of the pending expiration of the earthwork LOC for this development. Recommend calling the LOC if it is not renewed by April 16, 2010. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Majority Council Action Requested: Approval Submitted by: Joe Wywrot Engineering Name Department Agenda Item Notes: Memorandum eO ;Ib `e Fro JoeWy rot, CyAdminiserat° From: Joe Wywrot, City Engineer } W }c!r 9 p CC. Lisa Pickering, Deputy City C k LE Date: January 12, 2010 Subject: Stagecoach Crossing—Earthwork Letter of Credit Expiration Attached find a notice from First Midwest Bank that Letter of Credit No.150017273-201 for the referenced development will expire on May 1, 2010. This letter of credit, in the amount of $26,039.10, is to guarantee satisfactory completion of earthwork and erosion control work items for the project. We will notify the developer that this letter of credit needs to be renewed, and I anticipate that it will. In the meantime,however, 1 recommend that City Council authorize the City Clerk to call the letter of credit if it is not renewed prior to April 16, 2010. Please place this item on the Public Works Committee agenda of January 19, 2010 for consideration. First Midwest Bank 300 North Hunt Club Road ®� ® r, Gurnee, Illinois 60031 ®. . . _ First I westi 6 ®lll December 17, 2009 Sent by Certified Mail, Return Receipt Number 7009 1410 0001 6396 3068 City of Yorkville Attn: City Clerk 800 Game Farm Road Yorkville, Illinois 60560 Re: First Midwest Bank Letter of Credit No. 150017273-201 Saravanos Properties, LLC Gentlemen: In accordance with the terms and conditions of the above referenced Letter of Credit issued in your favor in the current amount of $26,039. 10, we hereby inform you of the impending expiration date of May 1 , 2010. Sincerely, Evangeline Patricio Loan Operations Officer cc: Saravanos Properties, LLC Brian Minnis EQUA MOW LENDER Member FDIC `,(fpD C/Ty Reviewed By: Agenda Item Number J= d Legal ❑ B 1836 EST Finance ❑ 1 Engineer ❑ Tracking Number City Administrator �O Consultant ❑ ❑ <CE ��• Agenda Item Summary Memo Title: Parkway Tree Trimming Meeting and Date: January 19,2010 Public Works Committee Synopsis: Consent to start parkway tree trimming in various parts of the city Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Positive recommendation Council Action Requested: none Submitted by: Eric Dhuse Public Works Name Department Agenda Item Notes: 11 / 01 / 1999 04 : 48 5532782 PAGE 02 ,,2`�EO Crpr ,06 Memorandum To: Baxt Olson, Administrator Mr. tau From: Eric Dhuse, Director of Public Works i (� CC: 00, Date: January 14, 2010 LE �v Subject: parkway tree trimming Bart, The Public Works and Parks departments would like to conduct parkway tree trimming this winter. Over time, tree branches have grown into the roadway that are now becoming or will shortly become problems for snow removal , garbage removal, street sweeping and any other activity where a large trick, needs to get down the streets. In some areas, the trimming will be extensive in order to trim the trees to an appropriate height to allow for certain vehicles to pass without doing damage to them or to the trees. For this reason. I would like to inform the Public Works Committee and get their consent before we begin the project. I will bring photos to the meeting to better explain. I would, ask that this item be placed on the January 19, 2010 Public Works meeting agenda for discussion. If you have any question or need further information, please let me know. `�fpD C/py Reviewed By: Agenda Item Number J� a T Legal ❑ �. Finance EST. 1836 F-1 l\� Engineer El Tracking Number � City Administrator ❑ Consultant ❑ Pw �Oi CU —05 Agenda Item Summary Memo Title: Sign retroreflectivity Meeting and Date: PW committee January 19, 2010 Synopsis: Timeline of requirements for new retroreflectivity standards per MUTCD Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: none Council Action Requested: None at this time Submitted by: Eric Dhuse Public Works Department Name Department Agenda Item Notes: `,�tiD C/Ty ,= o� Memorandum To: Bart Olson, Administrator Esr. 1 yeas From: Eric Dhuse, Director of Public Works Date: January 6, 2010 < LE Subject: sign retroreflectivity Bart, At last months PW committee meeting I briefly mentioned that the MUTCD is enacting a new standard for sign retroreflectivity. In layman's terms, what this will do is set a base line on how reflective a sign needs to be in order to be seen at night. As of this time, we do not have an accurate cost due to the fact that we need to complete the full inventory before the costs will be known. We do know that we will have to spend approximately $6000-$7000 for the laptop, software and GPS unit. Below is an outline and timeline of what we will need to do in order to become compliant. January — December 2010 • Inventory all warning, regulatory and guide signs in the City of Yorkville. • Purchase GPS unit, laptop computer and software to track inventory • Start budgeting process for implementation of management plan • Begin drafting management plan January — December 2011 • Finish management plan • Approve management plan • Finalize budget for implementation of management plan January — December 2012 • Implement management plan • Begin inventory on all street name signs and overhead signs January — December 2013 • Order and Install signs per management plan This is a tentative outline that may change from time to time. The only strict deadline that we need to meet is the January 2015 full implementation of the new signs. I would ask that this be placed on the January 19, 2010 Public Works Committee agenda for discussion. If you have any comments or questions, please let me know. `so Cl Reviewed By: Agenda Item Number 006 Legal ❑ �A8#� EST. 1836 Finance ❑ 1 I4110 Engineer }V�•, � Tracking Number 0� �� u� City Administrator F1 Consultant ❑ W app O -olo CE Agenda Item Summary Memo Title: Route 34 Trail—IDOT Letter of Understanding Meeting and Date: January 19, 2010 Public Works Committee Synopsis: This Letter of Understanding documents IDOT's commitment to fund 50% of the construction of Rt.34 trail from Timber Ridge Drive to the city limits. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Majority Council Action Requested: Approval Submitted by: Joe Wywrot Engineering Name Department Agenda Item Notes: C/Tl- p� Memorandum EST. 1 1836 To: Bart Olson, City Administra r �� y From: Joe Wywrot, City Engineer u 9 p CC: Lisa Pickering, Deputy City 1 k iwasco..v `� <LE Date: January 8, 2010 Subject: Route 34 Trail—IDOT Letter of Understanding Attached find a letter of understanding from IDOT regarding a proposed multi-use trail along Route 34 from Timber Ridge Drive to the eastern city limits. IDOT proposes to fund 50% of this trail when it is constructed at some future date. IDOT is currently in the final design phase (Phase 2) of their Route 34 (Rt.47 to Orchard Road) project. Their project includes construction of a trail along the north side of Rt.34 fi•om Rt.47 to Timber Ridge Drive,but does not include a trail east of that point. The thinking at that time when IDOT was performing preliminary engineering (Phase 1)was that the trail system would dive off into Grande Reserve and link up to a trail on Kennedy Road. The recently adopted Integrated Transportation Plan,however, does call for a trail along all of Route 34. When we requested IDOT to include a trail extension in their project, they said it would require re-opening the Phase 1 report at considerable cost and time delay. Therefore IDOT has proposed to help fund the trail as a separate city project. The attached letter of understanding documents IDOT's financial commitment to the trail extension. I recommend that the City Council authorize the Mayor to sign this Letter of Understanding. Please place this item on the January 19, 2010 Public Works Committee agenda for consideration. 1111nols Department of Transportation Division of Highways / Region 2 / District 3 700 East Norris Drive / Ottawa, Illinois / 61350-0697 Telephone 815/434-6131 January 4, 2010 The Honorable Valerie Burd Mayor of Yorkville 800 Game Farm Road Yorkville, IL 60560 Letter of Understanding US 34 (FAP 591 ) State Section (13C & 13)R & T Kendall County (Proposed Multi-Use Trail Along US 349 From Timber Ridge Road to Yorkville's East Limits) File No. 1432-211 Dear Mayor Burd: This letter of understanding is in response to correspondence from Yorkville City Engineer, Mr. Joe Wywrot, dated December 17, 2009 (see attachment). In his letter, Mr. Wywrot stated the city of Yorkville's willingness to assume the role of lead agency in constructing a multi-use recreational trail along US 34 from Timber Ridge Road and extending easterly approximately 0.87 mile to Yorkville's east corporate limits. This letter confirms that the IDOT, District 3 office concurs with this trail proposal and further agrees to reimburse the city accordingly. The state will reimburse the city for 50 percent of the construction cost, plus an additional 15 percent charge for preliminary and construction engineering to be applied to the state's share of cost. As lead agency, the city will be responsible for conducting any required surveys, develop plans and specifications, obtain any necessary easements and/or rights of way, receive bids, award a contract and furnish engineering inspection during construction. IDOT's consulting engineer has previously provided preliminary engineering information of the US 34 project (CADD files, plan sheets, cross sections and survey data) to Mr. Wywrot. Be advised that the state's share cost is limited to a standard 10 foot wide bituminous paved trail with 2 foot shoulders. The trail must be constructed in compliance with all the standards and specifications set by the Federal Highway Administration and IDOT. In accordance with departmental policy, all appurtenances required to facilitate proper drainage and functionality of the trail and safety to trail users are items that the state deems as being reimbursable. All landscaping exceeding standard seed and/or sod, special pavement and/or structure treatments, enhancement lighting, etc. are not reimbursable and therefore would be at 100 percent city cost. The Honorable Valerie Burd January 4, 2010 Page 2 Constructing the trail after the US 34 project is completed would be the most practical approach. ( DOT's proposed reconstruction of adjoining US 34 is part of the state's multi-year program. However, the actual year of the construction work is currently unknown as the highway project is currently not funded. Due to these circumstances, the primary purpose of this letter of understanding is to serve as a confirmation between our two agencies. The city of Yorkville will assume the role of the lead agency to construct the described multi-use trail. Additionally, the state hereby commits to reimbursing the city for 50 percent cost of the trail as described above, at such time the trail is constructed. Specific scheduling in the preparation of plans and programming of funds for the trail will need to be addressed in the future when there is a greater certainty in the availability of funds. You will note that two copies of this letter of understanding are enclosed for your review. If you are in agreement with the proposals stated in this letter, please affix your signature in the space provided on both copies; retain one copy for your files and return the second copy to the Illinois Department of Transportation, District 3 office in Ottawa. Upon our receipt of the signed copy, it will be assumed the city of Yorkville concurs with the terms stated herein. A signed copy of this letter of understanding will be placed in the district's commitment file for the US 34 project for future reference. If you have any questions, feel free to contact Mr. Craig Reed of this office at (815) 434-8420, Sincerely, George F. Ryan, P. E. Deputy Director of Highways, Region Two Engineer By: Dan L. Mestelle, P. E. Program Development Engineer Concurrence: The city of Yorkville concurs with the terms of this letter of understanding Valerie Burd, Mayor of Yorkville Date cc: Joseph Wywrot, City Engineer Bart Olson, City Administrator �— •I• j i__ s�' Oswego -o� Potential Project by Others o i ,1�• Yorkville - 47 Future City Project i -t Existing MOT Project ; ---1 — Li ------- --- Oswego Route 34 Trail January 2010 j United City of Yorkville GlS `QED C/p� Reviewed By: Agenda Item Number J� 4 T Legal ❑ EST. 8� 1836 Finance 0�\ 1 Engineer IVfR'1 ���`o Ei Tracking Number I� y City Administrator ❑ Consultant ❑ PW Q o) D - ul <CE N F] Agenda Item Summary Memo Title: Miscellaneous Guardrail Repairs—MET Appropriation Resolution Meeting and Date: January 19, 2010 Public Works Committee Synopsis: This MET appropriation resolution in the amount of$27,785.00 must be adopted before we can receive bids for this project. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Majority Council Action Requested: Approval Submitted by: Joe Wywrot Engineering Name Department Agenda Item Notes: Memorandum Esr. 1836 To: Bart Olson, City Administr or From: Joe Wywrot, City Engineer W � p CC: Sue Mika, Finance Director Lisa Pickering, Deputy City Clerk CE Date: January 14, 2010 Subject: Miscellaneous Guardrail Repairs—MFT Appropriation Resolution We have been working with IDOT since last summer on a miscellaneous guardrail repair/replacement project. This project is to be funded with Motor Fuel Tax, therefore we must obtain plan approval from IDOT. Work is proposed at the following locations: • Van Emmon @ un-named creek west of the ball fields—total replacement • Cannonball Trail 1/2 mile north of Rt.34—repair only • Bristol Ridge Road @ Blackberry Creek—repair only The design of the guardrail replacement on Van Emmon took quite a while to work out due to the width of the culverts under Van Emmon and the location of a driveway just east of the creek. We evaluated several different designs and had to apply for a design variance. We need to pass a resolution to appropriate MFT funds before IDOT will allow us to go to open bids, which is currently scheduled for March P. Attached find a proposed MFT appropriation resolution in the amount of$28,000.00 for this project. Please place this item on the January 19, 2010 Public Works Committee agenda for consideration. Resolution for Improvement by ilQinois rtrp �� Municipality Under the Illinois Of Transportation Highway Code BE IT RESOLVED, by the City Council of the Council or President and Board of Trustees United City of Yorkville Illinois City, Town or Village that the following described street(s) be improved under the Illinois Highway Code: Name of Thoroughfare Route From To Miscellaneous Guardrail Repairs N/A N/A N/A BE IT FURTHER RESOLVED, 1 . That the proposed improvement shall consist of Removal, replacement, and repair of steel plate beam guardrail on Bristol Ridge Road, Cannonball Trail, and Van Emmon Street. and shall be constructed N/A wide and be designated as Section 09-00039-00-GR 2. That there is hereby appropriated the (additional ❑ Yes ® No) Sum of twenty-eight thousand and 00/100-------- ---------------------------------------------------------------------- Dollars ( $28,000.00 ) for the improvement of said section from the municipality's allotment of Motor Fuel Tax funds. 3. That work shall be done by contract ; and, Specify Contract or Day Labor BE IT FURTHER RESOLVED, that the Clerk is hereby directed to transmit two certified copies of this resolution to the district office of the Department of Transportation. Approved I, Jacquelyn Milschewski Clerk in and for the City of Yorkville City, Town or Village County of Kendall hereby certify the Date foregoing to be a true, perfect and complete copy of a resolution adopted by the Council or President and Board of Trustees Department of Transportation at a meeting on Date IN TESTIMONY WHEREOF, I have hereunto set my hand and seal this day of Regional Engineer (SEAL) City, Town, or Village Clerk Printed 1/14/2010 BLR 09111 (Rev. 11/06) Reviewed By: Agenda Item Number J= 0.n Legal ❑ �� �� ESL 1996 Finance ❑ Engineer lx 'l Tracking Number City Administrator ❑ Consultant ❑ Pw 001 p_©$ <LE F-1 Agenda Item Summary Memo Title: Game Farm Road/Somonauk Street Project— Status &Funding Meeting and Date: January 19, 2010 Public Works Committee Synopsis: Status of the project and a summary of funding issues that need to be addressed in 2010. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: N/A Council Action Requested: None at this tine. Submitted by: Joe Wywrot Engineering Name Department Agenda Item Notes: O� Memorandum EST. 1836 To: Bart Olson, City Administra r O 1% � W From: Joe Wywrot, City Engineer u 9 CC: Lisa Pickering, Deputy City 1 rk SCE;��,�� Sue Mika, Finance Director Kathy Orr, City Attorney Date: January 11, 2010 Subject: Game Farm Road/Somonauk Street Project—Status &Funding The Game Farm Road/Somonauk Street reconstruction project is scheduled for construction in 2011. The engineering plans are nearly complete,but there are some other issues that we need to address in 2010: The project includes acquisition of 17 temporary easements and 22 right-of-way parcels,not including school district property which is being handled separately. This project is partially funded by the Federal Highway Administration therefore we must follow federal requirements in the acquisition of those easements and right-of-way parcels. The parcels were appropriately identified through the design engineering process, and we have hired an appraiser, review appraiser, and negotiator per the federal requirements. The estimated cost of acquisition of these parcels is about $317,000, with the city responsible for 50% of that cost. We have now reached the point to send out the offer letters; see the attached sample letter. Once a tentative agreement is reached with an individual property owner, acquisition of the parcel would be sent to the City Council for final approval. Our City Attorney would then complete the conveyance documents using IDOT standard forms. All parcels need to be acquired by September 22nd in order to meet the November 5"'bid opening date. Until now we did not have an accurate estimate of the cost of acquisitions. Now that we have that information, we need to address funding for the balance of that work. We have$100,000 of MFT funds budgeted in the current fiscal year for appraisal/negotiator services and to begin acquisitions. We will need to budget approximately$128,000 of additional funds in FY 10-11 to complete the acquisitions. We will also need to address the funding of non-participating construction work, which cannot be paid for with MFT funds. There is about$80,000 of watennain work and $35,000 of sanitary sewer work incorporated into the project that cannot be paid for with MFT funds. That work would probably not be performed until after May 1, 2011,but I recommend that we budget for it in FY 10-11 and carry it over to FY 11-12 if necessary. Finally, we will need to address funding for the overall project. The construction cost is currently estimated to be$6,500,000, which includes construction engineering/materials testing but excludes the non-participating work items. We will receive about $2,343,000 of federal funds, which includes the federal stimulus funds added to the project last year. Therefore we will need to budget about$4,157,000 in FY 10-11 to pay for the city's share of construction costs. Please place this item on the January 19t" Public Works Committee agenda for discussion. JAY M . HEAP & ASSOCIATES , LTD REAL ESTATE APPRAISER & CONSULTANTS 310 W. JEFFERSON STREET, MORRIS, IL 60450 Phone: (815) 942-2320 -- Fax: (815) 942-2642 January 5, 2010 Mr. E. Somonauk Street Yorkville, Illinois 60560 LAND ACQUISITION Route: Game Farm Road/Somonauk Street Section: 03-00031 -00-FP Project: Game Farm Road/Somonauk Street Job No.: P-93-033-07 County: Kendall Parcel No.: GF00' Dear Mr. The United City of Yorkville proposes to improve the subject route and section. This will require the acquisition of a temporary easement consisting of square feet. Your property is needed to complete construction improvements on Game Farm Road and Somonauk Street. The report on title, prepared by a professional title insurance company, indicates that fee simple title to this property is In the name of This letter is to introduce myself, who is under contract with the United City of Yorkville. I will furnish you the necessary instruments of conveyance which describe the property to be acquired at closing. Enclosed are two pamphlets entitled "Highway Improvements & Property Rights" and "Land Acquisition by the State and Eminent Domain". It is policy of the United City of Yorkville to engage competent appraisers to appraise the right of way to be acquired in order to arrive at its fair market value. The offer, as found in the attached "Basis for Computing Total Approved Compensation and Offer to Purchase" form, is the full amount for this property and is based on an appraiser's review. 1 will explain the highway improvement, the type of construction, the specific effect on your property, and will attempt to answer any questions you may have conceming this transaction. I am also designated by the United City of Yorkville to respond to any questions about the authority and procedure of the United City of Yorkville in acquiring property by condemnation and about the property owner's general rights under our procedures. However, I will not provide specific legal advice or specific legal referrals. I can be reached by telephone at 815-942-2320 or my cell phone at 815-405-3325 or at jmheap@sboglobal.net. Res ectf Ily submitted , )JaM. He Negotiator �InOIS DB�fLrilpJlt Basis for Computing dF OrtalOt� Total Approved Compensation and Offer to Purchase Route Game Farm Rd/Somonauk St Section: 03-00031-00-FP County: Kendall Project: Game Farm Rd/Somonauk St Job No.: P-93-033-07 Parcel No. GF00' Owner(s) of Real Property: Location of Property: E. Somonauk Street Yorkville, Illinois 60560 Pursuant to 735 ILCS 30110-5-15, the following has been prepared in order to fully inform you of the details of the acquisition of a portion of your property as right of way for the proposed improvement of Game Farm Road/Somonauk Street. The legal description of the parcel to be acquired is found on the attached instrument of conveyance. The amounts shown below are the full amounts of the approved values and are based on fair market value of the property. The fair market value of the part to be acquired is estimated without regard for any decrease or increase in the fair market value caused by the project for which the property is being acquired; however, the damage to the remaining property, if any, is estimated with full consideration of the effect of the proposed improvement. 1 . Existing Property: Total area sq. ft. more or less Highest and best use Residential 2. Land to be Acquired In Fee Simple/Dedication: New right of way 0 sq. ft. Existing right of way (when applicable) 0 sq. ft. Total right of way 0 sq. ft. 3. Improvements and/or Fixtures to be Acquired: Residential Land. Landscape, lawn and fish Rond. Driveway will be replaced. Printed 1162010 Pace 9 of 2 [ A RM3A Ilion nC%a/n71 4. Compensation for Land Acquired In Fee Simple/Dedication: Fair market value of the sq. ft. to be acquired including all improvements as part of the whole property, based on an analysis of market data in the vicinity of the acquisition. N/A Damage to the remaining property as a result of the acquisition (if any) $ 0 Total compensation for permanent right of way acquired in fee simple or by dedication $ 0 Less cost of construction to be offset against total compensation $ 0 Net compensation $ 0 Benefits in the amount of 0 have been estimated to the remaining property. These benefits have been offset against any possible damages but have not been offset against any part of the compensation of the part acquired, 5. Compensation for Easements Including Any Damages or Benefits: Permanent Easements _ for $ N/A acres Temporary Easements - for Grading/driveway & sq. ft. Total compensation for easements (when applicable) $ _ 6. Total Compensation for Entire Acquisition, which includes all interests in the land required for the highway improvement and damages to the remainder property, if any. $ (sum of 4+5) 7. Personal Property (Not Being Acquired) located on the Proposed Right of Way: NONE You may want to retain and remove from the right of way some, or all, of the improvements included in the acquisition. If so, the following owner-retention values have been established for the improvements listed above in item 3, and the total of the owner-retention values for the improvements retained will be deducted from the total compensation. Improvement Owner-Retention Value N/A Mill $ On behalf of the United Cit of Yorkville, and as outlined in the above summary, I hereby offer you the sum of for the property described o the ttached instruments free and clear of all claims of other parties, liens, taxes and encumbrances. is ea , egotiator Date 0 C/T` Reviewed By: Agenda Item Number S`' u Legal ❑ Z _ Finance F-1 EST. 1836 Engineer Engi JA r}lkJ � Tracking Number City Administrator ❑ Consultant ❑❑ Py\/ aol O—p,7A Agenda Item Summary Memo Title: Sunflower Estates—Remaining Punchlist Work Meeting and Date• January 19, 2010 Public Works Committee Synopsis: Alderman Ploeher has requested that this issue be placed on the Public Works Committee agenda for discussion. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Joe Wywrot Engineering Name Department Agenda Item Notes: \,SOD C/PI O� Memorandum Esr. , � 1636 To: Bart Olson, City AdministraiVr ' \ .< From: Joe Wywrot, City Engineerr1 J �' k j � CC: Lisa Pickering, Deputy City erk kE Date: January 13,2010 Subject: Sunflower Estates—Remaining Punchlist Work Attached find past correspondence regarding remaining punchlist work for Sunflower Estates. The public infrastructure in this development has not yet been accepted by the city because a significant amount of punchlist work remains. Much of this punchlist work is paperwork,but there is some field work that also remains to be performed. Alderman Ploeher has requested that this item be placed on the January 19, 2010 Public Works Committee for discussion. Page 1 of 1 Joe Wywrot From: Joe Wywrot Dwywrot @yorkville.il .us] Sent: Tuesday, June 05, 2007 8:25 AM To: Tom Ness Cc: Bart Olson (bolson @yorkville.il.us); Darrell Busch (dbusch @yorkville.il .us) Subject: Sunflower Estates Units 1 , 23 3 - Updated punchlists Attachments: Punchlistl .6.doc; Punchlist2A.doc; Punchlist3.3.doc Tom, Updated punchlists FY use. Originals will be mailed . Joe Wywrot Yorkville City Engineer (630)553-8527 (630) 553 -3436 fax 1 /13/2010 Inland Development Management, L.L.C. 2901 Butterfield Road Oak Brook, Illinois 60523 630-218-8000 Fax : 630-954-5673 September 3 , 2009 Mr. Joseph Wywrot City Engineer City of Yorkville 800 Game Farm Road Yorkville, Illinois 60560 RE: Sunflower Estates Dear Joe: We have completed the majority of the construction related punchlist items for Units 1 , 2 and 3 per your letters of June 5, 2007. The exceptions are as follows: Unit I • Televise storm just prior to final acceptance. • Construct water main and sidewalk on south side of Greenbriar Road • Response: We propose to post a bond to cover the construction of these improvements. Unit 2 • It is our understand that the Homeowners' Association has been disbanded and the irrigation system has been abandoned. • Complete public sidewalk across any private lots not yet constructed by builders. • Response: We propose to post a bond to cover the construction of the sidewalk. • Grade major storm overland drainage paths between lots 69 and 70 and along the rear of lots 81 and 82. • Response: We believe that the final grading of the lots is the responsibility of the home builders, therefore Inland will not be addressing this issue. Mr. JoeWywrot Page 2 Unit 3 • All items complete. We are prepared to post the required maintenance and construction bond. Please review the items summarized above and let us know the bond amounts. Thank you for attention to this matter. Sincerely INLAND DEVELOPMENT MANAGEMENT, LLC. 1 Tom Ness Development Manager cc: Matt Fiascone Tracy Pisciotto MEMORANDUM : TO: Matt, Fiascone, ] RED cc: Lupe Griffin Tom Ness FROM : Ken Jernberg CO. /DEPT: IRED Date : 1 /25/08 RE: Sunflower Estates, Yorkville, IL I spoke with Joe Wywrot, City Engineer, about final acceptance for Units I — 3 . We have completed the physical punchlist items and we have a few administrative items remaining. Unit 1 : We will need to post a bond/cash to cover the construction of watermain and sidewalk on the south side of Greenbriar Road west of Walsh Dr. Joe will get back to me with the amount. Unit 2: There was a comment to complete the sidewalk across any vacant lots. Joe said that the City will waive this requirement. The major item that we are disputing is the comment that we are responsible for grading the major storm overland drainage paths between lots 69-70 and along the rear of lots 81 and 82. This work would involve re-grading completed lots, disturbing homeowners' landscaping, fences, etc. Our response was, the City should have required the home builders to follow the approved grading plan when the final grade was established on each lot. An earlier comment from Joe was that the attorneys will have to fight this one out. Attached is a copy of the Phase 2 puiclilist that contains this comment. Unit 3 : We believe that we have completed all punchlist items and we need verification from the City so that we can post the maintenance bond. Page 1 of 1 Joe Wywrot From: Joe Wywrot Sent: Friday, September 04, 2009 1 :32 PM To: 'Tom Ness' Subject: FW: Sunflower Estates - status Attachments: 0459_001 . pdf; Sunflower Estates Units 1 , 21 3 - Updated punchlists Tom, See the attached email from 2007. We will inspect and update the punchlists. Regarding the major storm overflow path between Lots 69-70, ordinance requires that flows up to the 100-year storm be conveyed to the pond . Storm sewers carry up to the 10-year storm, and major storm overflow paths carry the rest. The overflow path between these two lots is part of the storm sewer system that is the responsibility of the developer to provide, just as it is the developer's responsibility to make sure the storm sewers are constructed and functioning properly prior to turning them over to the city. Joe Wywrot Yorkville City Engineer (630)553 -8527 (630)553 -3436 fax (630)878-2021 mobile From: Ness, Thomas [mailto:ness @inlandgroup.com] Sent: Friday, September 04, 2009 10:56 AM To: Joe Wywrot Subject: Sunflower Estates Joe I know Ken Jernberg from our office had some correspondents with you in late 2007/ early 2008 about final acceptance for units 1 -3. Inland would like to know the status of acceptance and bond releases. Please see the above attachments for further reference. Thank you for your attention to this matter. Tom Ness Tom Ness Development Manager Inland Development Management, L.L.C. 2901 Butterfield Road Oak Brook, Illinois 60523 (P)630.218.8000 (F)630.954.5673 The Inland logo is a trademark being used under license. 1 /13/2010 C1 lip United City of Yorkville Canary Seat o iYendall County 0 800 Game Fann Road EST 1 „1836 Yorkville, Illinois 60560 -C - .- Telephone: 630-553-8528 (_ G�� , G Fax: 630-553-3436 �• n `= Website: www.yorkville.il.us Mr. Tom Ness October 19, 2009 Inland Real Estate Development Corp. 2901 Butterfield Road Oak Brook, lllinois 60521 Re: Sunflower Estates, Units 1 , 2, 3 — Punchlist ] Dear Mr. Ness: A field inspection of the above site has been completed; all units have now been merged into a singe punchlist. Any work item which disturbs established landscaping includes restoration: General • Provide a one-year maintenance bond or letter of credit just prior to acceptance of the public improvements. The dollar amount will be determined by the City once all of the other punchlist items are completed. • Provide ]DOT approval letter for the improvements along Route 71 , as stated in the highway permit. • Submit revised record drawings for Phase 1 , verifying detention pond volume and elevations. Sanitarv, Water, Storm • Correct all deficient items from the Phase 2 sanitary TV report issued July 25, 2002; re-TV and submit tapes with corresponding reports for review. • Construct water main on the south side of Greenbriar Road (west of Walsh Drive), per Phase I approved plan. A bond is also acceptable, the form and dollar amount of which will be detemuned by the City once all of the other punchlist items are completed. • Televise Phase I stoma sewers ,just prior to final acceptance: submit tapes with corresponding reports for review. • Place storm field the riser at Phase 1 west-side detention pond. Paving, Lighting, Landscaping • Construct public sidewalk on the south side of Greenbriar Road (west of Walsh Drive), per Phase 1 approved plan. A bond is also acceptable, the form and dollar amount of which will be determined by the City once all of the other punchist items are completed. • Backfill public sidewalk at Lot 106, Phase 2. • Remove and replace broken public sidewalk approx. 20' south of 1893 Walsh Circle, Phase 2. • Backfill public sidewalk at Lot 24. Phase 3. • Remove and replace driveway apron at 344 Walsh Circle, Phase 3 (due to curb repairs). • Schedule street light burn test for Phase 3 and provide a copy of the results. • Remove and replace dead parkway tree at Lot 17, Phase 1 . • Re-grade the major stout overland drainage paths between Lots 69-70. and also along the rear of Lots 81 -81 , in Phase 2. Sr. All Units. PL 2 Please arrange to complete the above items immediately, and contact me at the number above to schedule a re-inspection of your project punchlist. Should you have specific field-related questions, please contact Darrell Busch at 630417-3447. Sincerely, R: Jennifer L. Woodrick Engineering Administrative Assistant Cc: Bart Olson, Assistant City Administrator Joe Wywrot, City Engineer Darrell Busch, Sr. Engineering Tech. Travis Miller, Community Development Director SF, All Units. PL 2 D C/p� Reviewed By: Agenda Item Number ZO T Legal ❑ EST.. 1836 Finance ❑ 1 Engineer ❑ U W Tracking Number City Administrator El Consultant ❑ F1 PvJ aok o-1 o Agenda Item Summary Memo Title: Review of Committee Liaisons Meeting and Date• Public Works 1/19/10 Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Meghan Ostreko Administration Name Department Agenda Item Notes: It was requested at the 1/12/10 City Council meeting that this item be added to all committee meeting agendas. CITY COUNCIL COMMITTEE LIAISONS ADMINISTRATION COMMITTEE What When Where Who Library Board 2nd Monday @ 7:00 p.m. Library- Board Room Alderman Plocher ECONOMIC DEVELOPMENT COMMITTEE What When Where Who Plan Commission 2nd Wednesday @ 7:00 p.m. Library- 1St Floor Meeting Room Alderman Golinski Yorkville Economic Development 2nd Wednesday @ 4:30 p.m. YEDC Office Alderman Munns Corporation 651 Prairie Pointe Dr. Kendall County Regional 4th Wednesday @ 7:00 p.m. County Office Building Alderman Werderich Plan Commission 111 W. Fox St. PUBLIC SAFETY COMMITTEE What When Where Who Human Resources Commission 3rd Wednesday @ 6:30 p.m. City Hall Conference Room Alderman Plocher School District Board 4t" Monday @ 7:30 p.m. District Office Board Room Alderman Munns 602A Center Pkwy PUBLIC WORKS What When Where Who Yorkville Bristol Sanitary District 2nd Monday @ 5:00 p.m. YBSD Office Alderman Gilson (YBSD) 304 River Street Park Board 2nd &4t"Thursdays @ 7:00 p.m. Park & Rec. Office Alderman Teeling 201 W. Hydraulic MAYOR APPOINTED LIAISONS What When Where Who Cable Consortium 1St Thursday @ 5:30 p.m. Waubonsee Community College— Alderman Golinski Sugar Grove Aurora Area Convention & Visitors 4th Thursday @ 8:00 a.m. 43 W. Galena Blvd., Aurora Alderman Sutcliff Bureau (AACVB) KenCom Executive Board Quarterly, Wednesday @ 5:30 p.m. Kendall Co. Public Safety Center 1102 Cornell Lane Revised: 1/15/10 `�0D C/p` Reviewed By: Agenda Item Number J� e T Legal ❑ Finance ❑ ESL 1836 , 160 Engineer Tracking Number p I� City Administrator F1 f1 � Consultant ❑ Pvi 69cog - I k C�- <G E Eby ❑ Agenda Item Summary Memo Title: Yorkville Business Center—Final Acceptance and Bonds Meeting and Date• January 19, 2010 Public Works Committee Synopsis: Alderman Plocher has requested that this issue be brought back to the Public Works Committee for discussion. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Joe Wywrot Engineering Name Department Agenda Item Notes: 0 C/p* Z) �y�Je�� p,%A Memorandum EST. , 1836 To: Bart Olson, City Administrator From: Joe Wywrot, City Engineer O y CC: Lisa Picketing, Deputy City 1 rk <<E Date: January 13, 2010 Subject: Yorkville Business Center—Final Acceptance & Bonds Attached find past correspondence regarding the final acceptance of Yorkville Business Center Units 2 and 3, as well as bonds associated with those units. Also attached find correspondence regarding other bonds established by Inland for work within Yorkville Business Center. This item was most recently on the November 2009 Public Works Committee agenda. Alderman Plocher has requested that this item be placed on the January 19, 2010 Public Works Committee for discussion. International Real Estate Development, LLC 2901 Butterfield Road Oak Brook, Illinois 60523 630-218-8000 FaX: 630-954-5673 www.iniand-development.com May 11, 2009 Mr. Joe Wywrot City of Yorkville 800 Game Farm Road Yorkville, IL 60560 Dear Joe: In a recent review of our outstanding bonds securing performance of various improvements, we have found that there are several bonds issued to the City of Yorkville for which we believe the secured improvement has been completed for some time and, consequently, these bonds should be released. A summary of the outstanding bonds and the status of the improvements is attached. You will see that the total amount outstanding is almost $1 million. We would request that you verify that these bonds can be released or if you believe there is a need to keep any of them open. After you have completed your review, please advise us so that we can schedule a meeting to discuss the process by which we get them released. Thank you for your cooperation. Sincerely, INTERNATIONAL REAL ESTATE DEVELOPMENT, LLC "Matthew G. Fiascone Senior Vice President MGF/mlr Cc: Travis Miller Bond Issuing Status of Status Number Carrier Principal Obligee Type of Bond Description Bond Amount Improvements Frontier Inland Land Sunflower Estates In Effect 126574 Insurance Appreciation Fund, City of Yorkville Subdivision Unit 1 $97,004.57 Completed Company L.P. Frontier Inland Real Estate Sunflower Estates In Effect 158160 Insurance Development City of Yorkville Subdivision Phase 1 Subdiv. $161 ,499 27 Completed Company Corp. Gulf Inland Land Subdiv Bond Yorkville In Effect SE929572 Insurance Apprecnalzn Fund City of Yorkmlte Subdivision Business Center Un 2 5174.267.00 Completed Company L.P. Gulf Inland Land Yorkville Business In Effect BE929573 Insurance Appreciation Fund, City of Yorkville Subdivision Cener Unit 1 Subdiv $159,000.00 Completed Company L.P Bond Sanitary sewer, Gulf Sewers (Sanitary walernain, storm Sunflower Estates. United City of sewer, pavement and In Effect 821867155 Insurance LLC Yorkville or - , Septic streetlights at $84,88fi_55 Completed Company Tanks ks - Public Sunflower Estates, Unit 3 Gulf Inland Land United City of Yorkville Business In Effect BE0939791 Insurance Appreciation Fund, Subdivision $60,311 .75 Completed Company L.P. Yorkville Center Subdiv. Gulf Inland Land United City of Yorkville Center, unit In Effect SE0949646 Insurance Appreciation Fund, Yorkville Subdiutsion 3 $147,336.35 Completed Company L P. Total $884,305.49 Memorandum esr. \ 1e36 To: Brendan McLaughlin, City A ;,trator 4 From: Joe Wywrot, City Engineer CC: Eric Dhuse, Director of Public ks Date: June 16, 2009 Subject: Yorkville Business Center — Units 2 & 3 — Final Acceptance On August 14, 2007, the City Council accepted the public improvements for Units 2 and 3 of the Yorkville Business Center subject to receipt of Bills of Sale and confirmation that the developer had no outstanding debt to the city. Please refer to the attachment. We received the bills of sale. I checked with our Finance Department at that time and found that Inland did not owe the city any money related to Yorkville Business Center, but did for other properties. Consequently we did not send an acceptance letter to Inland. Since then our policy has changed to limit the withholding of final acceptance of a development only if the debt is related to that particular development. Therefore, I recommend that the public improvements for watermain, sanitary sewer, storm sewer, and roadway improvements be accepted for ownership and maintenance by the city. Normally we would have a one-year warranty period that would begin upon final acceptance. That warranty period would have expired on August 14, 2008. Therefore I recommend that Gulf Insurance Company Bond #BE929572 in the current amount of $ 174,267.28 for Unit 2, and that Gulf Insurance Company Bond #BE0949646 in the current amount of $147,336.35 for Unit 3 be released in their entirety. Please advise if you concur with these recommendations, and/or if this item needs to go back to the City Council to amend the acceptance motion regarding outstanding debt and release of the bonds. The Minutes of the Regular Meeting of the City Council Au ust 14 2007 ones 2 CMEN CoM.IJ1ENTs None. CONSENT AGENDA 1 . Resolution 2007-3 - Approving Final Plat of Subdivision for Yorkville Crossing Unit I (Wa]- More)- authorize Mayor and City Clerk to execute, subject to final stag and legal review (PC 2007.) 6) 2. Monthly Treasurer's Report for June (ADM 2007-57) 3. Ordinance 2007-56 - Approving the Revision of the 2007.2008 Fiscal Library Budget for the United City of Yorkville - approve revised budget as presented(ADM 2007.63) 4. Water Department Report for May 2007 (PW 2007-94) S. Water Department Report for June 2007 (PW 2007-95) 6. Grunde Reserve Unit 2 - Letter of Credit Expiration- authorize Ciry Clerk to call letter of credit if we renewed by October 12, 2007 (PW 2007.96) 7. Grande Reserve Unit 12 - Letter of Credit Expiration - authorize City Clerk to call letter of credit if not renewed by October S, 2007 (PW 2007-97) S. Grande Reserve Unit 14 - Letter of Credit Expiration - authorize City Clerk to call letter of credit if not renewed by October 5, 2007 (PW 2007.98) 9. Grande Reserve Unit 15 - Lefler of Credit Expiration - authorize City Clerk to call letter of credit ifnor renewed by October 12, 2007 (PW 2D01.99) 10. Grande Reserve Unit 20 - Letter of Credit Expiration - authorize City Clerk so call teller of credit fnot renewed by September 7,2007 (PW 2007-100) 11. Grande Reserve Unit 23 - Letter of Credit Expiration- (Landscapiug) authorize City Clerk to call letter ofcredit if not renewed by October 21, 2007 (PW 2007-101) 12. Grande Reserve Unit 23 - Letter of Credit Expiration -(Sitework) authorize City Clerk to call letter of wed- f na renewed by October 11, 2007 (PW 2007-102) 13. Icing Street Raw end Finished Watermains - Change Order 92 - approve increase in on amm of not to exceed$6,404.00 and authorize Mayor to execute(PW 2007-13) 14. In-Town Road Program - Construction Materials Testing Agreement with Professional Service Industries, Incorporated - approve as presented and authorize Mayor to execute (PW 2007-106) ---7 IS. Yorlrvilit Business Cenle., Units 2 & 3 - Final Acceptencc & Bond Reduction- acceptpublic improvemener for awe erahnp and maintenance, subject to receipt of Bill of Sale and aurhartze a reduction to Unit 2 bond in an amount not to exceed $86,660.04 and a reduction to Mil 3 bond in an amount not to exceed $76,673.21, subject to venccation that developer has no outstanding debt owed to city (PW 2007-109) 16. Resolution 2007-44 - MOT Highway Permit and Resolution- Route 47 & Wheaton Avenue Intersection Improvements — authorize Mayor and City Clerk to execute (PW 2007-110) 17. Raging Waves — Sitework LAC Reduction 81 — authorize reduction in an amount not 10 exceed $419,096.47, subject to verification that developer has no outstanding debt owed to city (PW 2007-113) 18. Signage on State Higbways — Excessive Engine Braking — authorize Mayor to execute (PW 2007- 117) 19. Whispering Meadows Unit l — Bond Reduction — authorize site vork bond reduction in an amount not to exceed$149,907.61 and landscaping bond reduction in an amount ear to exceed $503,500.00, subject to varftcadon that developer has no outstanding debt owed to city (PW 2007-122) 20. Whispering Meadows Unit 2 - Bond Reduction - authorize sltewark bond reduction in o e amount not to arceed $9891 612. 74 and landscaping bond reduclion in an amount not to exceed $130,914.18, subject to verification that developer has no outstanding debt owed to city (PW 2007-123) 21 . Whispering Meadows Unit 4 - Bond RedoaUem authorize sitework bond reduction in an amount not to exceed$1,314,828.31 and landscaping bond reduction in an annotate not to exceed $81,184.00, subject so verification that developer has no outstanding debt owed to city (PW 2007-124) Mayor Burd entertained a motion to approve the Consent Agenda as presented. So moved by Alderman Bosco; seconded by Alderman Golinski. Motion approved by a roll call vote. Ayes-7 Neys-0 Munres-aye, Plocha-aye, Speats-aye, Sutclifi=eye, Werdericb-aye, Bosco-aye, Golinski-eye PLAN COMMLSSION/ZONING BOARD OF APPEAL Director Miller indicated that the Plan Commission would be giving a report to the Economic Development Committee. Also, no ZBA meeting was scheduled due to the lack of agenda items. Page 1 of 1 Joe Wywrot From: Joe Wywrot Sent: Wednesday, June 17, 2009 1 :44 PM To: David Howat (howat @inlandgroup.com) Cc: Travis Miller (tmiller @yorkville.il .us) Subject: Yorkville Business Center - outstanding bonds Attachments: Inland bond letter 5. 11 .09.pdf David, In response to Matt Fiascone's letter of May 11 th (attached), below find an update for several bonds established for work related to Yorkville Business Center. Gulf Insurance Bond # BE929572 This bond guarantees the land improvements for Unit 2. A separate letter will be forthcoming . Gulf Insurance Bond # BE929573 Matt's letter states that this is for Unit 1 , but it is actually for improvements to Lot 1 of Unit 1 . It guarantees utility and private roadway work that was proposed to the south and west of the stormwater basin located off the SW corner of the Rt.47/Wheaton Avenue intersection. This project was partially constructed to supplement the expansion of the FE Wheaton property, but also included two additional buildings that were never constructed. 1 suggest that you send us a letter requesting the city to accept the public components of that part of the project that was constructed . We can then go through the normal punchlist and acceptance process and reduce the bond to cover the one-year warranty period for that part of the project that was constructed. Gulf Insurance Bond # BE0939791 This bond guarantees a future 12" watermain extension to Route 47. The watermain has not been constructed, so this bond must remain in place. Gulf Insurance Bond # BE0949646 This bond guarantees the land improvements for Unit 3. A separate letter will be forthcoming. If you have any questions, please call me. Thanks, ,Toe Wywrot Yorkville City Engineer (630)553-8527 (630)553 -3436 fax (630)878-2021 mobile 1 /12/2010 Inland Development Management, L.L.C. 2901 Butterfield Road Oak Brook, Illinois 60523 630-218-8000 Fax : 630-954-5673 September 3, 2009 Joseph Wywrot City of Yorkville 800 Game Farm Road Yorkville, IL 60560 RE: Yorkville Business Center — Units 1, 2, & 3 Dear Joe: We are hereby requesting Final Acceptance of these units and that our subdivision bonds be returned. Thank you for your consideration. Very truly yours, INLAND DEVELOPMENT MANAGEMENT, LLC Tom Ness Development Manager TN:cc Cc: Matt Fiascone Memorandum EST. \1 1636 To: Bart Olson, Assistant City Ad inistda i From : Joe Wywrot, City Engineer 1 -� =m CC: Lisa Pickering, Deputy City C e k Eric Dhuse Director of Public orks Date: November 3 , 2009 Subject: Yorkville Business Center - Units 2 & 3 - Final Acceptance On August 14, 2007, the City Council accepted the public improvements for Units 2 and 3 of the Yorkville Business Center subject to receipt of Bills of Sale and confirmation that the developer had no outstanding debt to the city. We received the bills of sale. I checked with our Finance Department at that time and found that Inland owed the city money for other properties in Yorkville, therefore we did not send an acceptance letter to Inland. The current amount owed is $2079.26. Recently Inland contacted us and asked for all of their bonds for Yorkville Business Center to be released. Since the normal one-year warranty period would have expired over a year ago, we reached a tentative agreement that Inland would pay the money they owed and the city would release the Unit 2 and Unit 3 bonds totaling $321 ,603 .63 . Please refer to the attached letter from Inland. I recommend that Gulf Insurance Company Bond #BE929572 in the current amount of $ 174,267.28 for Unit 2, and that Gulf Insurance Company Bond #BE0949646 in the current amount of $ 147,336.35 for Unit 3 be released in their entirety, subject to receipt of money owed to the city by Inland. The two other bonds referenced in Inland' s letter (BE929573 and BE0939791 ) are for other work within Yorkville Business Center and would not be released at this time. Please place this item on the Public Works Committee agenda of November 17, 2009 for consideration. International Heal Estate Development, LLC 2901 Butterfield Road Oak Brook, Illinois 60523 630.218.8000 Fax: 630.954.5673 October 27, 2009 Joe Wywrot City of Yorkville 800 Game Farm Road Yorkville, IL 60560 Dear Joe: Thank you for taking the time to discuss the outstanding bonds at Sunflower Estates and the Yorkville Business Center Subdivisions. While we both go through our files to try to resolve the outstanding items on Sunflower Estates, I wanted to confirm with you that the City will release Yorkville Business Center bonds upon payment of the outstanding amounts due for the Faxon Road property. You had indicated on the phone that you would get me an updated copy of that invoice. I have attached a listing of the bonds we show outstanding for the Yorkville Business Center. Please confirm that all these have been or will be released upon payment of the invoice you are forwarding. Sincerely, INTERNATIONAL REAL ESTATE DEVELOPMENT, LLC Matthew G. Fiascone Senior Vice President MGF/mlr Cc: David Howat Lupe Griffin Tom Ness Bond # Issuance Date Renewal Date Proiect Bond Amount BE0929572 8/9/2000 8/9/2010 Yorkville Business Cemter $174,267.28 BE0929573 8/8/2000 8/8/2010 Yorkville Business Cemter $1592000.00 BE0939791 9/21 /2000 9121 /2010 Yorkville Business Cemter $603311 .75 BE0949646 5/16/2001 5/16/2010 Yorkville Business Cemter $147,336.35 Page 1 of 1 Joe Wywrot From: Joe Wywrot Sent: Thursday, November 05, 2009 12:53 PM To: Matt Fiascone (fiascone @inlandgroup.com) Cc: Bart Olson; Amy Simmons Subject: FW: Yorkville Business Center - Units 2 & 3 Attachments: Yorkville Business Center - outstanding bonds Matt, We have decided that this item does not need to go to the PW Committee for approval . Upon receipt of the $2079.26 payment we can issue an acceptance letter and release the two bonds for YBC Units 2 and 3. Joe Wywrot Yorkville City Engineer (630)553-8527 (630)553-3436 fax (630)878-2021 mobile From: Joe Wywrot Sent: Wednesday, October 28, 2009 1 : 56 PM To: Matt Fiascone (fiascone @inlandgroup.com) Cc: Brendan McLaughlin; Bart Olson; 'Tom Ness'; Amy Simmons Subject: Yorkville Business Center - Units 2 & 3 Matt, I spoke with the Mayor regarding the release of the Unit 2 & Unit 3 bonds upon receipt of the outstanding bill, and she was receptive to releasing those bonds. I support the release of the Unit 2 & 3 bonds since the warranty period would have expired by now, but I don't have the authority to release them — that needs to be done by the city administrator. I will check with him and get back to you on that. I have asked the Finance Department to send you an updated invoice for the Faxon Road property. Regarding the list of bonds attached to your 10/27/09 letter, see the attached email that explains what these are for. Bond Nos. BE0929572 and BE0949646 are for YBC Units 2 & 3, and would be released . Joe Wywrot Yorkville City Engineer (630)553 -8527 (630)553 -3436 fax (630)878-2021 mobile 1 /13/2010