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Public Works Packet 2010 05-18-10 0 car o United City of Yorkville 800 Game Farm Road EST ,Bas Yorkville, Illinois 60560 Telephone: 630-553-4350 1 '' 'p ` Fax: 630-553-7575 1S 4E AGENDA PUBLIC WORKS COMMITTEE MEETING Tuesday, May 18, 2010 6:00 p.m. City Hall Conference Room Minutes for Correction/Approval: April 20, 2010 Items Recommended for Consent Agenda: 1. PW 2010-30 Water Department Report for March 2010 2. PW 2010-31 Water Department Report for April 2010 3. PW 2010-32 Heartland Circle—Final Acceptance 4. PW 2010-33 Yorkville Market Square— Letter of Credit Expirations New Business: 1. PW 2010-34 Mowing Fines 2. PW 2010-35 Multi-way Stop Sign at John/Sycamore Intersection 3. PW 2010-36 IDOT Funding Agreement— Downtown Parking Lot 4. PW 2010-37 Yorkville Business Center— Release of Remaining Bonds 5. PW 2010-38 Punch List Processes 6. PW 2010-39 Disposal of Property—Bobcat Skid Steer Old Business: Additional Business: 2010/2011 City Council Goals Public Works Committee Goal Elected Officials Staff Susan Mika! Infrastructure planning. Sutcliff/Plocber Krys6 Barksdale-Noble! Joe Wywrot I Eric Dbuse Trail planning and pedestrian (with Park Board.) Werderich 1 Golinski Laura Schraw t Bart Olson I Joe Wywrot Development slow-down issues. Teeling/Gilson Travis Miller f Joe Wywrot UNITED CITY OF YORKVILLE WORKSHEET PUBLIC WORKS COMMITTEE Tuesday, May 18, 2010 6:00 PM CITY CONFERENCE ROOM --------------------------------------------------------------------------------------------------------------------------------------- MINUTES FOR CORRECTION/APPROVAL: --------------------------------------------------------------------------------------------------------------------------------------- 1. April 20, 2010 ❑ Approved ❑ As presented ❑ With corrections --------------------------------------------------------------------------------------------------------------------------------------- ITEMS RECOMMENDED FOR CONSENT AGENDA: --------------------------------------------------------------------------------------------------------------------------------------- 1- PW 2010-30 Water Department Report for March 2010 ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes — --------------------------------------------------------------------------------------------------------------------------------------- 2. PW 2010-31 Water Department Report for April 2010 ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 3. PW 2010-32 Heartland Circle—Final Acceptance ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 4. PW 2010-33 Yorkville Market Square—Letter of Credit Expirations ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes ----..---------------------------------------------------------------------------------------------------------------------------------- NEW BUSYNESS: --------------------------------------------------------------------------------------------------------------------------------------- 1. PW 2010-34 Mowing Fines ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes ----_---------------------------------------------------------------------------------------------------------------------------------- 2. PW 2010-35 Multi-way Stop Sign at John/Sycamore Intersection ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 3. PW 2010-36 IDOT Funding Agreement—Downtown Parking Lot ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 4. PW 2010-37 Yorkville Business Center—Release of Remaining Bonds ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 5. PW 2010-38 Punch List Processes ❑ Moved forward to CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 6. PW 2010-39 Disposal of Property--Bobcat Skid Steer ❑ 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, April 20, 2010 — 6:00 P.M. PRESENT: Chairman Joe Plocher Valerie Burd - Mayor Joe Wywrot (City Engineer) Bart Olson—City of Yorkville George Gilson—Alderman Diane Teeling - Alderman Eric Dhuse—City of Yorkville Sam Saravanos — Saravanos Properties, LLC PRESENTATIONS: NONE The meeting was called to order @ 6:05 p.m. by Chairman Joe Plocher MINUTES FOR CORRECTIONIAPPROVAL: The minutes for February 16, 2010 were approved. Items Recommended for Consent AlZenda: None NEW BUSINESS: 1. PW 2010-18 Water Department Report for January 2010 Move to consent 2. PW 2010-18 Water Department Report for February 2010 Move to Consent 3. PW 2010-26 Encouraging Permeable Pavers —Discussion Chairperson Plocher said we have looked at this in the past and we said that the snow plows are going to wreck them and they cost a lot more. He also said it's a great idea, but it would be better looked at when we have a little more finances and not when we are scraping just to fill potholes. Joe said those are common perceptions that the snow plows wreck them, but Eric confirmed that they do costs more. Joe referenced the Morton Arboretum parking lot, but he stated it is fairly new. Alderman Gilson agrees with Chairperson Plocher due to the cost difference right now is not a goodtime to implement this and certainly maintenance issue with plows. Alderman Teeling said she isn't familiar with what this is. Eric Dhuse and Chairperson Plocher describe what the structure. Joe said the intent here was to encourage the developers to use them for a private parking lot and by doing that you could reduce the size of the stormwater basin and 1 things of that nature. Aldennan Gilson asked how we would propose encouraging that. Joe said it would have to be a policy. Chairperson Plocher and Alderman Gilson disagree with implementing a policy. 4. PW 2010-27 Bid Results for Fox Hill Unit 7 Stormwater Basin Landscaping Joe said Laura Schraw actually handled the bulk of this. This was open bids for re- landscaping of the basin out in Fox Hill Unit 7. This basin is overgrown. Nature has taken it over. The weeds are head high. We have been asking the developer again and again to re-landscape it, but never got a response. We ended up calling the letter of credit. We received a check from the bank for about $41,000. Laura prepared the landscape plans and bid it out and we received 4 bids. Low bidder was EnCap, inc. for$30,700. The recommendation is to award it to them. Joe stated that there will be a change order that will increase the dollar amount by approximately a few hundred dollars for this project. The reason being is because there was a clause in the bidding document said the project was tax exempt and it is not. Any money left over will go to planting parkway trees in Fox hill. This item will move to consent. 5. PW 2010-28 Saravanos Property Punchlist—Discussion Joe Wywrot presented an updated punchlist for Saravanos Properties, LLC for Stagecoach Crossing Plaza. Joe said this punchlist was just put together over the last few days. Joe said Mr. Saravanos hasn't had the opportunity to review this, but he is aware of the general issues. There are some items up there that have never been built. There some pavement deterioration and missing signs and finish up the IDOT work. Joe also stated that we usually don't issue a punchlist until the property is 50% built out and said that this property is not. That is the reason that this punchlist didn't exists. Alderman Gilson asked that this item be added to the agenda. Alderman Gilson had a couple of questions about the property. He wanted to know what bonds we have in place for all of the work to be completed. Joe replied that we have a site development bond which is earthwork and a site work bond, but Joe didn't have the dollar amount in hand. Alderman Gilson would like to know the dollar amounts and when did we take out these bonds. Joe said they were initially established in '05 1 '06 timeframe. Joe then stated that he believes the site development bond is for approximately $26,000. Mr. Saravanos believes the sitework bond was for $190,000 +, but the paperwork he referenced stated two different figures; $213,000 and $194,000. Joe later confirmed the sitework bond is for $193,600 and that reduction occurred in March of 2008. Alderman Gilson asked if that was due in June and Mr. Saravanos said June 1 st. Alderman Gilson was puzzled that we didn't have a punchlist and we took a reduction. Joe said they evaluated the property and use water mains and curbs and such to calculate a reduction. Alderman Gilson asked if it was standard procedure to reduce bonds without some sort of punchlist present. Eric Dhuse said no but they were not asking for acceptance. 2 Alderman Gilson said the reason he brought this to the attention of the committee is because of the presence of potholes and some of them are pretty deep. Mr. Saravanos replied that they were patched a couple of times over the winter and he had a proposal for filling the potholes this week. Alderman Gilson also asked Mr. Saravanos if he had any idea when some of the other items are going to be addressed or if there are any plans for addressing these punchlist items. Mr. Saravanos said he really hasn't had a chance to look at it yet, which he just started looking at it today and this is his first time dealing with a punchlist. His father was the developer. He did contact his builder today,but to give a realistic timeline, he really doesn't know. Alderman Gilson asked Joe if he was looking for an official response to the letters. Joe said the punchlists are developer driven. He can attack this right of way or he can get to it some other time. Mr.Saravanos said he will be addressing the potholes this week. 6. PW 2010-29 Game Farm/Somonauk Street—ROW Funding Agreement Joe thought we were in 1DOT's good graces with respect of receiving 50% Federal Funding for the Right of Way Acquisitions, but Joe found out that is not the case. We will have to back track a little bit to get the 50% of the federal funding. We will need to rescind the existing offer letters. There were 33 letters. We would have to modify 22 of them anyway. Joe is recommending for approval. Alderman Gilson asked what the total amount that we would be forfeiting for the 50% reimbursement. Joe said we are not forfeiting anything. We will be recouping this money when we go to construction. The difference is that we will be spending more upfront and getting the reimbursement at the end. Alderman Teeling inquired about the offer letters and Joe stated that he wants to create one letter rescinding the offer, but informing the property owners of our intention of sending them a new offer as soon as a joint agreement is executed with the State. Alderman Gilson asked about survey and appraisal work associated with Right Of Way. Joe said we are not getting federal funding for the survey and appraisal work. Alderman Gilson asked how much was that? Joe replied about $90,000. Alderman Gilson said we were suppose to get that, correct? Joe said, yes, but we will get 590,000 more for construction. Bart Olsen gave further explanation. Alderman Gilson asked if we figured the reimbursement amount in the 2010/2011 Budget. Joe doesn't think if it's in the budget. Bart looked up the information and there is no revenue line item. We were not anticipating any reimbursement from 1DOT for the next 2 fiscal years. Alderman Gilson asked if anybody accepted the offers. Joe replied nothing in writing. Joe also said there are some offers that they will not go after until 2013. Alderman Gilson wanted to follow-up on the question asked at an earlier meeting He asked again if we come up with a payment plan. Bart said No, which is why we delayed it. Mr. Gilson asked do we plan on building any of this in 2010. Bart again 3 said No. The construction date is targeted for 2014. Mr. Gilson asked when we plan on acquiring these properties. Joe said after the City 1 State agreement is approved which will be this year. Bart said as we people are ready to agree to it, we will do it and lock it in whether it's permanent or temporary. After more discussion and Alderman Gilson concerns, Eric explained that these properties are accounted for through MFT. This item will move to consent. OLD BUSINESS: None ADDITIONAL BUSINESS: None ADJOURNMENT OF THE PUBLIC WORKS COMMITTEE MEETING: With no further business to discuss, the meeting adjourned at 6:40p.m. Minutes respectfully submitted by Tim Dlugopolski 4 CA k -t, I <k°°frr United City of Yorkville �� , ° M WATER DEPARTMENT REPORT P1q zb1° "30 9 (E �� MARCH 2010 MONTH/YEAR WELLS NO WELL DEPTH PUMP DEPTH WATER ABOVE PUMP THIS MONTH'S PUMPAGE FEET FE FE GALLONS 3 1335 501 204 0 4 1393 542 188 12,843,000 7 1500 883 553 3,160,900 8 1500 861 477 5,429,000 9 1500 1125 576 22,165,000 TOTAL 43,597,900 CURRENT MONTH'S PUMPAGE IS 6,810,200 GALLONS MORE THAN LAST MONTH 3.121.300 GALLONS MORE THAN LAST YEAR DAILY AVERAGE PUMPED: _ 1,248,000 GALLONS DAILY MAXIMUM PUMPED: 1.495,500 GALLONS DAILY AVERAGE PER CAPITA USE: 78 GALLONS WATER TREATMENT CHLORINE FED: 1142.3 LBS. CALCULATED CONCENTRATION: 3.6 MG/L FLUORIDE FED: 368 LBS. CALCULATED CONCENTRATION: 0.26 MG/L POLY PHOSAPHATE 653.7 LBS. CALCULATED CONCENTRATION: 0.77 MG/L WATER QUALITY AS DETERMINED FROM SAMPLES ANALYZED BY ILLINOIS ENVIRONMENTAL PROTECTION AGENCY BACTERIOLOGICAL: 18 SAMPLES TAKEN 18 SATISFACTORY UNSATISFACTORY (EXPLAIN) FLOURIDE: 3 SAMPLE(S)TAKEN CONCENTRATION: 1.01 MG/L MAINTENANCE NUMBER OF METERS REPLACED: 9 NUMBER OF LEAKS OR BREAKS REPAIRED: 1 MXU'S 11 NEW CUSTOMERS RESIDENTIAL: 10 COMMERCIAL: 0 IN DUSTRIAL/GOVERNMENTAL: 0 COMMENTS 111 PALMER CT. 6" MAIN CRACKED ALL THE WAY AROUND. 500.000 GALLONS OF WATER_LOST DUE TO BREAK. 0 cly, United City of Yorkville WATER DEPARTMENT REPORT '`" APRIL 2010 MONTH/YEAR WELLS NO WELL DEPTH PUMP DEPTH WATER ABOVE PUMP THIS MONTH'S PUMPAGE FEET FE FEET GALLONS 3 1335 501 204 2,048,000 4 1393 542 188 8,257,000 7 1500 883 553 3,778,000 8 1500 861 477 21,998,000 9 1500 1125 576 8,422,000 TOTAL 44,503,000 CURRENT MONTH'S PUMPAGE IS 905,100 GALLONS MORE THAN LAST MONTH 2,595,000 GALLONS MORE THAN LAST YEAR DAILY AVERAGE PUMPED: 1,473,900 GALLONS DAILY MAXIMUM PUMPED: _ 2,396,600 GALLONS DAILY AVERAGE PER CAPITA USE: 92,1 GALLONS WATER TREATMENT CHLORINE FED: 1393.6 LBS. CALCULATED CONCENTRATION: 3.5 MG/L FLUORIDE FED: 296.4 LBS. CALCULATED CONCENTRATION: 0.20 MG/L POLY PHOSAPHATE 903.5 LBS. CALCULATED CONCENTRATION: 0.86 MG/L WATER QUALITY AS DETERMINED FROM SAMPLES ANALYZED BY ILLINOIS ENVIRONMENTAL PROTECTION AGENCY BACTERIOLOGICAL: 18 SAMPLES TAKEN 18 SATISFACTORY UNSATISFACTORY (EXPLAIN) FLOURIDE: 3 SAMPLE(S)TAKEN CONCENTRATION: 1.1 MG/L MAINTENANCE NUMBER OF METERS REPLACED: 16 NUMBER OF LEAKS OR BREAKS REPAIRED: 1 MXU'S 6 NEW CUSTOMERS RESIDENTIAL: 7 COMMERCIAL: 0 INDUSTRIAL./GOVERNMENTAL: 0 COMMENTS 716 N BRIDGE ST. PLASTIC BARB CRACKED OFF- REPLACED WITH NEW BRASS BARB. 300,000 GALLONS OF WATER LOST DUE TO THE LEAK. EXERCISED ALL THE FIRE HYDRANTS IN TOWN. City Reviewed By: Agenda Item Number J= 0► Legal ❑ a 4 In EST 1836 Finance 1 Engineer ' ��{° Tracking Number 0; City Administrator ❑ Consultant ❑ '��Ly ,�t:.4 <LE Agenda Item Summary Memo Title: Heartland Circle—Final Acceptance Meeting and Date: May 18, 2010 Public Works Committee Synopsis: Recommend final acceptance of carthwork, roadways, landscaping, and sidewalks, and removal of detour route. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Majority Council Action Requested: Approval, subject to completion of punchlist work Submitted by: Joe Wywrot Engineering Name Department Agenda Item Notes: Z) �u Memorandum EST. 1836 To: Bart Olson, City Administrator 0� ® n co From: Joe Wywrot, City Engineer p CC: Lisa Pickering, Deputy City �k <LE Date: May 6, 2010 Subject: Heartland Circle--Final Acceptance Marker, Inc. has requested that the city accept the final public improvements for the Heartland Circle development. As of the date of this memo, all punchlist work is complete except for the following: • Crosswalks need to be striped at all intersections. • Remove and replace the following dead/dying parkway trees: 1158 Grace (along Spring), 1101 Clearwater(2 trees along Clearwater, 2 trees along Omaha), 1149 Clearwater, 611 Birchwood (2 trees along Blue Jay), 639 Birchwood, 1109 Auburn (2 trees along Spring), 1338 Spring, and 1382 Spring (along Spring). • Remove all dumped debris from vacant lots. The development agreement for Heartland Circle allowed the developer to request partial final acceptance as individual work items were completed. Consequently, the watermain and streetlights were accepted in 2005. The sanitary sewer and storm sewer were in 2006. Items not yet accepted or approved include earthwork, roadways, landscaping, sidewalks and trails. We have requested that the developer complete the punchlist items listed above prior to final acceptance. About 80 of the 262 buildable lots in Heartland Circle remain vacant; construction of sidewalk and planting of parkway trees for those lots would become the responsibility of the builders. Corresponding to final acceptance is a reduction to the subdivision bond. The reduction would be in the amount of $807,481.37. The remaining bond amount of $330,476.28 would remain in place for roadway, landscaping, and sidewalk/trail improvements during the one-year warranty period. Please refer to the attachment for details. Since the warranty periods for items previously accepted have expired, the bond amounts for those items would be reduced to zero. During negotiation of the development agreement for Heartland Circle we received many comments from residents on Spring Street about the anticipated construction traffic. They were concerned that Spring Street would carry the majority of that traffic, and requested that the traffic access the development some other way. The developer agreed to allow that traffic through their Heartland in Yorkville subdivision, which had a limited number of residents at the time. A detour route was posted, and was fairly successful in diverting construction traffic away from Spring Street. Since that time the public infrastructure in Heartland Circle has been completed. Heartland in Yorkville is almost completely built out. Construction of individual homesites in Heartland Circle, however, still requires trucks to deliver and haul away equipment and material. We have received several requests from residents of Heartland in Yorkville to eliminate the detour of construction traffic through their streets. They are concerned about the trucks navigating the sharp curves and tight corners in their subdivision. They don't understand why their neighborhoods and families are less important than those on Spring Street. This issue was placed before the Public Works Committee in November 2005, and at that time the committee decided to keep the detour route in place. With the public infrastructure of both subdivisions now completed, I believe it is time to reconsider the detour route. I recommend that the final public improvements of earthwork, roadways, landscaping and sidewalks for the Heartland Circle subdivision be accepted for ownership and maintenance, subject to receipt of an acceptable Bill of Sale and completion of remaining punchlist items, and that American Southern Insurance Company Bond # B98804-010285 be reduced by the amount of$807,481.37. I also recommend that the construction detour established through the Heartland in Yorkville subdivision be removed. Please place this item on the Public Works Committee agenda of May 18, 2010 for consideration. City of Yorkville 6-May-10 Letter of Credit/Bond Reduction Subdivision: Heartland Circle Date of last bond/LOG adjustment: Jul-03 Reduction No. 7(final acceptance) ENR-CC Index for date of last adjustment: 6695 Bond/LOC No. American Southern Insurance Co.Bond#898804-010285 Current ENR-CC Index: 8761 LOC/Bond Approved Original amount LOC/Bond Amt. Amount complete prior Amount of Amount to remain Item Eng. Est. for LOCIBond Prior to Reduction No.7 to Reduction No.7 Reduction No.7 after Red. No.7 Sanitary Sewer-Trunk Line $319,037.90 $350,941.69 $31.903.79 $319,037.90 $31,903.79 $0.00 Sanitary Sewer $604,375.80 $664,813.38 $60,437.58 $604,375.80 $60,437.58 $0.00 Watermains $704,952.50 $775,447.75 $70,495.25 $704,952.50 $70,495.25 $0.00 Storm Sewer $945,510.60 $1,040,061.66 $94,551.06 $945,510.60 $94,551.06 $0.00 Earthwork $925,479.56 $1,018,027.52 $144,806.93 $925,479.56 $23,699.74 $121,107.19 Pavement $1,004,609.75 $1,105,070.73 $289,922.66 $1,004,609.75 $158,460.58 $131,462.08 Streetlights $127,584.00 $140,342.40 $12,785.40 $127,584.00 $12,785.40 $0.00 Miscellaneous $595.354.53 $702,956.68 $433,054.2_8 $639,051.53 $355,147.96 $77,907.02 Totals $5,226,901.64 $5,797,661.80 $1,137,957.65 $5,270,601.64 $807,481.37 $330,476.28 Notes: a)LOC/Bond amt. to be 20%of substantially completed items plus 110%of uncompleted items prior to final acceptance. b)LOCBond reduced to 10%at final acceptance. c)LOC/Bond amt.to remain is updated based on Engineering News Record-Construction Cost Index d)Manual input required for cells highlighted in yellow. `Al C/ry Reviewed By: Agenda Item Number � Legal ❑ # Finance EST. 1836 Engineer '7l 'r�� Tracking Number O l� I:i y City Administrator ❑ �L n d Consultant ❑ T CLE ��• Agenda Item Summary Memo Title: Yorkville Market Square— Letter of Credit Expirations Meeting and Date: May 18, 2010 Public Works Committee Synopsis: Recommend that we call Bank of Deerfield LOC Nos. 527 and 528 if they are not renewed prior to July 9, 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: Jam . o Memorandum EST. less To: Bart Olson, City Administra or n�� From: Joe Wywrot, City Engineer - p CC: Lisa Pickering, Deputy City 1 rk)�c Date: May 20, 2010 Subject: Yorkville Market Square— Letter of Credit Expirations Attached find a notice from the Bank of Deerfield that Letter of Credit Nos. 527 and 528 for the referenced development will expire on June 25, 2008. These letters of credit, in the amounts of $45,402.50 and $242,116.49, respectively, guarantee satisfactory completion of all land improvements with the exception of improvements with the IDOT right-of-way for Yorkville Market Square. We will notify the developer that these letters of credit needs to be renewed, and I anticipate that they will. In the meantime, however, I recommend that City Council authorize the City Clerk to call these letters of credit if they are not renewed prior to July 9, 2010. Please place this item on the Public Works Committee agenda of May 18, 2010 for consideration. o- t BATIK OF Dif RF14EL -- ESTABLISHED 1887 P.O. BOX 85 • DEERFIELD, WISCONSIN 53531 • 6081764-5411 • MEMBER FDIC April 20, 2010 City of Yorkville Attn: Letters of Credit 800 Game Farm Road Yorkville, IL 60560 Re: Subdivision Name: Yorkville Market Square Applicant: Progress Holdings, LLC Letter of Credit No. 527 For Account of: United City of Yorkville,Yorkville, IL Amount: $45,402.50 Subdivision Name: Yorkville Market Square Applicant: Progress Holdings, LLC Letter of Credit No. 528 For Account of: United City of Yorkville, Yorkville, IL Amount: $242,116.49 To Whom It May Concern: Please be advised that the above referenced Irrevocable Letters of Credit #527 and#528 issued by Banc of Deerfield in favor of the City of Yorkville on behalf of our client Progress Holdings, LLC will expire on July 23, 2010. Should you have any questions, please contact me at 608-764-5411. Y, igur ring Presi nt `,<�D C4 Reviewed By: Agenda Item Number ? O Legal ❑ ti EST Peas Finance ❑ _ Engineer ❑ Tracking umber O City Administrator ■ g „ ter O Consultant ❑ P Public Works ■ Agenda Item Summary Memo Title: Mowing Fines Meeting and Date: Public Works Committee Synopsis: Discussion of current procedures and costs of lot mowing. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: discussion Submitted by: Eric Dhusc Public Works Name Department Agenda Item Notes: This agenda item was requested by Alderman Teeling. Co.Y J= o� Memorandum To: Bart Olson, Administrator �i f EST. 1 ' `- 18 From: Eric Dhuse, Director of Public Works 0 (�� CC: ;A p Date: May 10, 2010 < E� Subject: Mowing/Adjudication Bart, I have attached a memo from Jennifer Woodrick that outlines the procedures for our lot mowing operation in conjunction with the nuisance ordinance violation. This is a very good overview of the operation and explains it in some detail. I would like to give a typical example of what one lot owner could/would pay. Pw mowing vacant lot $115.84 Adjudication fine (typical) $75.00 Sub total $190.84 If the bill remains unpaid Lien filing fee $150.00 Total $340.84 As you can see the cost for the owner can be relatively expensive if they choose not to remedy the problem. The adjudication fine may be vary based on the hearing officer, but the cost for mowing and filing of the lien are based on staff time, filing costs, and machinery usage. I believe that we did make an impact last year by implementing the adjudication process. I have noticed that more lots are mowed as of this time than they were last year. That to me is a sign that the owners know that this is something that we are serious about and that they need to take care of on a regular basis. One other example of this is all of the cover crop that is being planted in Grande Reserve instead of trying to keep up with mowing such a large area. I would ask that this item be placed on the May 18, 2010 Public Works committee agenda for discussion. If you have any questions or need further information,please let me know. CI T O T Memorandum Esr. 1 1836 To: Eric Dhuse, Public Works Director A 4� �� r�� O� Cc: Paul Zabel, Building Code Official �b From: Jennifer Woodrick, Eng. Admin. Assistant Date: May 14, 2010 }\! Subject: Mowing, Adjudication Tickets/Procedures, 2009 Summary Procedures 1. Complaint received, logged in 2. Code Official investigates,posts violation sign 3. Property mowed by owner: file closed 4. Property not mowed by owner: Adjudication violation ticket issued by Public Works Director 5. Public Works mows property 6. Adjudication Hearing takes place; fine assessed 7. Owner has 40 days from hearing date,to pay Adjudication fine 8. Unpaid Adjudication fines: forward to Engineering for billing 9. Paid Adjudication fines: billing for Public Works mowing only 10. Owner pays invoice charges: file closed 11. Non-Payment of invoice charges: lien placed on property Value/Costs Public Works mowing established residential lot with home: $187.81 Public Works mowing residential lot, no home: $115.84 Adjudication fine: Assessed by Hearing Officer, increases with multiple violations Lien filing fee: $150 assessed to owner, covers filing,release,postage, administrative time Receipt/Expense,Coding Receipt: Public Works Mowing: 40%- Streets Salaries 40%-Public Works Equipment Maintenance 20%-Administrative Operations Receipt: Adjudication Ticket Fines: 100%-Police Dept. Ordinance Fines Expense: Lien filing Cost: 100%-Community Development Legal Services 2009 Summary 's Closed (paid) invoices: 11 Open (active) invoices: 5 Liens filed: 12 Dismissed(bankruptcy,title transfer, death): 5 This does not include the adjudication tickets paid to the Police Department by owners; this summary is only for the mowing charges and/ or uncollected adjudication fines older than 40 days. '��` Expect 1 payment; anticipate 4 liens Sterling Codifiers, Inc. Page 1 of 2 4-1-5: NUISANCES AND OFFENSIVE CONDITIONS, GENERALLY: A. Existence Of Nuisance: It shall be unlawful for any person to maintain or permit the existence of any nuisance within the city. B. Nuisances: The following nuisances described and enumerated shall not be exclusive, but shall be in addition to all other nuisances described and prohibited in this code: 1.Things Interfering With Peace Or Comfort: Sounds, animals, or things which interfere with the peace or comfort, or disturb the quiet of any person in the city. 2. Obnoxious, Offensive Odors: The emission of obnoxious and offensive odors, or the tainting of the air rendering it offensive and/or unwholesome so as to affect the health or comfort of persons residing in the neighborhood thereof. 3. Discharging Of Offensive Matter: The placing,throwing, or discharging from any house or premises and flow from or out of any house or premises, of any filthy,foul, or offensive matter or liquid of any kind, into any street, alley, or public place, or upon any adjacent lot or ground. 4.Water Pollution:The obstruction or pollution of any watercourse or source of water supply in the city. 5. Stagnant Water:Any stagnant pool of water in the city. 6. Emission Of Dense Smoke: The emission of dense smoke from any fire, chimney, engine, oil burner, or other agency in the city so as to cause annoyance or discomfort to the public. (Ord. 2008-05, 2-12-2008) 7. Certain Weeds, Grasses, Plants Or Vegetables:Any weeds, grass, plant or vegetable matter, other than trees, bushes, flowers,vegetable gardens or other ornamental plants to grow to a height exceeding eight inches(8"). C. Notice To Abate:The city or an authorized agent shall serve upon the occupant of any premises, if any, and upon the owner thereof, notice of the nuisance violation, and where a property owner or occupant cannot be found, notice of the nuisance violation may be given by posting a sign in a conspicuous place near the main entrance of a structure or on the property, the notice shall demand abatement of the nuisance within five(5) days. The city shall cause to be published in a newspaper of general circulation within the city limits once a week for two (2)consecutive weeks during the month of May of each year a notice informing the public that any weeds, grass, plant or vegetable matter, other than trees, bushes,flowers,vegetable gardens or other ornamental plants, which grow to a height exceeding eight inches (8") is a violation of city ordinance and the city may cut the weeds, grass, plant or vegetable if the violation is not abated within five (5)days after notice is given and the property owner shall be liable to the city for its costs. It shall be unlawful for anyone to deface, tamper with, or remove any posted notice unless authorized by the city or an authorized agent. (Ord. 2009-23, 4-28-2009) D. Nuisance Abatement:The city attorney or any citizen of the city,when such a nuisance exists as set forth in this section, may maintain a complaint in the name of the city, perpetually, to enjoin all persons from maintaining or permitting such nuisance and to abate the same. In addition, the city police, officers, inspectors or employees, upon observing any violation of this section may enter upon private property and summarily abate any nuisance if the person served with notice does not abate the nuisance within five(5)days. E. Liability For Costs:The city shall have the authority to bill and collect from the property owner the reasonable cost of abating the nuisance.The city shall send a bill for the abatement costs to the same address where the tax bill for the general property taxes on the subject property for the preceding year was sent. If the abatement costs are not fully paid within thirty(30)days, a second billing notice will be sent. http://sterling.webiness.com/codebook/getBookData.php?id=&section_id=522643&keywo... 5/11/2010 Sterling Codifiers, Inc. Page 2 of 2 F. Lien: If the abatement costs are not paid within fifteen (15)days of the second billing notice, the city shall place a lien upon the property affected. Notice of the lien shall be given to the property owner. Said notice shall consist of a sworn statement setting out: 1) a description of the property sufficient for identification thereof, 2)the amount of the abatement costs incurred or payable, and 3) the date(s)when such abatement costs were incurred by the city. Said lien shall be superior to all other liens and encumbrances, except tax liens, provided that within sixty(60) days after such abatement costs are incurred, the city, its agent, or authorized contractor files notice of lien in the office of the recorder of deeds of Kendall County, Illinois. However, said lien shall not be valid as to any purchaser whose rights in and to such property have arisen subsequent to the abatement of the nuisance, and the lien of the city shall not be valid as to any mortgagee,judgment creditor, or other lienor whose rights in and to such property arise prior to the filing of such notice. Upon payment of the abatement costs, the lien shall be released by the city and the release may be filed of record. (Ord. 2008-05, 2-12-2008) http://sterling.webiness.com/codebook/getBookData.php?id=&section id=522643&keywo... 5/11/2010 Cary Reviewed By: Agenda Item Number J� �► Legal ❑ 1�,ja if EST � 1836 Finance ❑ Engineer Tracking Number 0 It r City Administrator ❑ Consultant ❑❑ CAE ��- Agenda Item Summary Memo Title: Multi-Way Stop Sign at John/Sycamore Intersection Meeting and Date: May 18, 2010 Public Works Committee Synopsis: This recommendation is to replace yield signage with 4-way stop sign control at the John/Sycamore intersection. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: None Council Action Requested: None Submitted by: Joe Wywrot Engineering Name Department Agenda Item Notes: T Memorandum esr. , 1836 To: Joe Wywrot, City Engineer e f91,r ` From: Jackie Dearborn, Civil Engineer p Date: May 5, 2010 <<E Subject: Multiway Stop Sign at John St. and Sycamore Rd. A traffic count was conducted April 20-29, 2010 at the intersection of John Street and Sycamore Road to re-evaluate whether a multiway stop should be used at this intersection. Eighteen months earlier, in September 2008, a warrant analysis was conducted for this same intersection. The total volume of traffic was nearly identical. The traffic on Sycamore averaged 1155 vehicles per day(down slightly from 1190 in 2008) and traffic on John averaged 1186 vehicles per day (up slightly from 1153 in 2008). Based on the MUTCD guidelines for multiway stop applications, a multiway stop control can be useful at intersections if certain conditions exist and where the volume of traffic on the intersecting roads is approximately equal. With only a 4% difference, the volume of traffic on these intersecting roads can be considered approximately equal. According to the MUTCD, a multiway intersection shall have a minimum volume of 300 vehicles entering the intersection from the major street approaches and a minimum of 200 vehicles from minor street approaches. None of the hourly traffic volumes for either street exceed 150 vehicles per hour and therefore this warrant is not met. Another option for adding a multiway stop is at the intersection of two residential neighborhood collector(through) streets of similar design and operating characteristic where multiway stop control would improve traffic operational characteristics of the intersection. Both Sycamore Road and John Street can be classified as residential neighborhood collectors. The have equal volume of traffic on the intersecting roads and therefore adding a multiway stop would improve the traffic operation at this intersection. A stop sign may also be warranted when a road user, after stopping, cannot see conflicting traffic and is not able to reasonably safely negotiate the intersection unless conflicting traffic is also required to stop. Vision problems exist due to the location of the park at this intersection. During times when sporting events are held at this park, vehicles parked along the side of the road block the view of oncoming traffic. Although an ordinance was adopted prohibiting parking within 50 feet of the intersection, vision problems still exist. Traffic on Sycamore Road currently yields to John Street. A yield sign assigns right-of way to traffic, but with essentially equal volumes of vehicles entering this intersection from both directions, right-of-way entitlement is unclear. 1 recommend establishing multiway stop control at this intersection to address the visibility issue and improve the overall operational characteristics of this intersection. Vision problems have not been adequately addressed by the yield signage and parking ordinance, therefore four-way stop control is justified in order to improve safety at this intersection. Reviewed By: Agenda Item Number J= Legal ❑ 3 Finance ❑ EST. � 1836 ` Engineers 0 Tracking Number � l�l r� City Administrator ❑ Consultant ❑❑ } y„�r �} u 3to xwaa cry <LE �r- Agenda Item Summary Memo Title: IDOT Funding Agreement— Downtown Parking Lot Meeting and Date: May 18, 2010 Public Works Committee Synopsis: This funding agreement is for land acquisition, engineering, and construction of replacement parking related to IDOT's Route 47 widening 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: clr� r 0 Memorandum sass To: Bart Olson, City Administr or 0 �;am From: Joe Wywrot, City Engineer C.15� p CC: Lisa Pickering, Deputy City rk _ < c_ Kathy Orr, City Attorney LE Date: May 10, 2010 Subject: IDOT Funding Agreement— Downtown Parking Lot IDOT's reconstruction of Route 47 will eliminate 20 onstreet parking spaces between Van Emmon and Hydraulic Avenue. IDOT's policy is to fund replacement of those parking spaces, but the city needs to be the lead agency in the acquisition of the property, engineering, and construction of the replacement parking. The proposed parking lot would consist of 16 stalls on the north half of the historic jail property, and 4 stalls along Madison Street just east of S. Main Street. The main parking lot would have access to Van Emmon, and would include a retaining wall with railing. See the attached conceptual sketch of the replacement parking. Attached find the proposed agreement with IDOT for this work. The agreement caps the total ]DOT payment at $643,000. Payment would be received in three installments; upon purchase of the property, upon approving an engineering contract, and upon awarding a construction contract. The agreement would be voided if the Illinois General Assembly or the Federal Highway Administration fails to provide the funds to IDOT, or if the city does not award the construction contract by July 1, 2013. I recommend that this agreement be approved. Please place this item on the May 18, 2010 Public Works Committee agenda for consideration. � ' A ALTS E r t &" Rz J � J a (i 9 A C 1' Illinois 47 (FAP 326) Section (109) 1 Kendall County (Off-Street Parking Lot at Corner of Van Emmons and Main Streets in Yorkville , IL) AGREEMENT This agreement is entered into by and between the State of Illinois, through its Department of Transportation, hereinafter called the STATE, and the United City of Yorkville of Kendall County, Illinois, hereinafter called the CITY WHEREAS, in order to facilitate the free flow of traffic and ensure the safety of the motoring public, the CITY and STATE acknowledge that increasing traffic volumes necessitate the proposed widening of Illinois 47 (Bridge Street)to a 5 lane roadway through the CITY. Limits of the proposed project are from Illinois 71 on the south and extending northerly approximately three miles to the north of US 34. The said project is identified as Illinois 47 (FAP 326), State Section (5CS, 13C, 108, 109)R. WHEREAS, construction of the proposed 5 lane roadway requires the elimination of 20 existing on-street parking stalls located along Illinois 47 (Bridge Street) between Van Emmon and Fox Streets, within the CITY's central business district. To compensate the CITY for the loss of the said 20 parking stalls along Illinois 47 (Bridge Street), the STATE agrees to participate in the funding to construct a 16 stall capacity off-street parking lot facility and to construct 4 additional parking spaces along Madison Street adjoining the old county jail property. WHEREAS, the CITY proposes to construct an off-street parking lot facility to be located at the southeast quadrant of the intersection of Van Emmon and Main Streets, one block west of Illinois 47. The entrance of the proposed lot would be off Van Emmon Street. The approximate 100 feet by 200 feet property parcel, upon the parking facility is to be built, is currently owned by Kendall County. It's recorded location is identified as 111 West Madison Street, PIN 02-32-287- 001 (see location map attached as Exhibit#1). WHEREAS, while the need for the off-street parking lot is being caused by the proposed widening of Illinois 47 (Bridge Street), the purchasing of property and construction of the off- street parking lot is a"stand alone" project and is not included as a part of the STATE's contract to widen Illinois 47 between Illinois 71 and US 34. Consequently, the purchasing of property and construction of the parking facility is hereby identified under Illinois 47 (FAP 326), State Section (109) I. WHEREAS, the CITY has agreed to assume the role of lead agency and thereby accepts full responsibility of implementing all phases related to the purchasing of property and the construction of the proposed off-street parking lot facility; including all negotiating, appraisals, title evidence, documentation, recording and legal services, surveying, preparation of plans any utility adjustments/relocations, receive bids, award a contract and furnish engineering supervision during the progress of the construction work. WHEREAS, the CITY's investigations have found that the combined cost of the property, including all related all miscellaneous expenses in acquiring the parcel, totals $96,000. Further, the CITY's estimate for the engineering and construction of the parking lot is $547,000. WHEREAS, the STATE agrees to provide to the CITY a maximum total amount, not to exceed $643,000,to be applied exclusively for the aforedescribed purchasing of property, engineering construction of the off-street parking lot. WHEREAS, the authority for the STATE to enter into this agreement with the CITY for the parking mitigation is granted under Section 4-509 of the Highway Code (605 ILCS 5/4-409). WHEREAS, the STATE and CITY are desirous of the off-street described parking lot in that same will be of an immediate benefit to CITY residents and permanent in nature. WITNESSETH: NOW, THEREFORE, in consideration of the mutual covenants contained herein,the parties agree as follows: 1. The foregoing recitals are incorporated into this agreement by references as set fully within. 2. The CITY agrees to assume the role of lead agency in implementing all phases related to the purchasing of property and engineering and construction of an off-street parking lot at the southeast quadrant of the intersection of Van Emmon and Main Streets. Responsibilities of the CITY include all requirements to purchasing the property, including negotiations, appraisals,title evidence, documentation, recording and legal services. Further, the CITY will provide the necessary surveying, provide all preliminary engineering including preparation of plans and specifications, receive bids, award a contract and furnish engineering supervision during the progress of the construction work, and cause the improvement to be built in accordance with the plans and specifications. 3. The STATE agrees to pay the CITY a maximum amount, not to exceed $643,000, to be applied exclusively to the purchase of property, preliminary and construction engineering and construction of the proposed off-street parking lot. 4. It is mutually agreed that the STATE's reimbursement to the CITY will be made in three separate lump sum payments. One lump sum payment will be made to the CITY, for each of the three phases of the project that have been identified; namely, land acquisition, preliminary engineering, and construction. Actual sequence of payments is identified in the following paragraphs 5, 6, and 7. 5. It is mutually agreed that the STATE will pay full reimbursement to the CITY for the purchase of property and related costs, contingent upon the STATE's receipt of an approved title and owner's title insurance policy serving as evidence that land acquisition has been completed. Payment of property and related costs is estimated at $96,000. 6. It is mutually agreed that the STATE will make a lump sum payment to the CITY in the amount of $55,000 that is to serve as reimbursement for the preliminary engineering and preparation of plans toward the construction of the off-street parking lot. The said $55,000 payment is based upon being 10 percent of the cost of construction of the parking lot. The STATE's payment to the CITY for preliminary engineering is contingent upon the STATE's receipt of appropriate documentation that the CITY has hired a consulting firm to provide preliminary engineering for the parking lot. 7. It is mutually agreed that the STATE will make a lump sum payment to the CITY in the amount of$492,000 for the construction of the off-street parking lot, 4 stalls on the north side of Madison Street and sidewalk along Van Emmon and Madison Streets. The STATE's payment for construction is contingent upon the STATE's receipt of appropriate documentation that the CITY has let a contract for the construction of the off-street parking lot. 8. It is mutually agreed that the STATE's payment of$492,000 is applicable to the construction of 16 parking stalls in the off-street parking lot and to include related auxiliary pavement needed for egress and ingress access to the stalls, retaining wail (concrete and/or masonry), drainage, conventional lighting, pedestrian walkways, railing,fencing and conventional landscape. The STATE's payment also applies to the construction of 4 additional parking stalls to be constructed on the north side of Madison Street and the construction of a concrete sidewalk on the south side of Van Emmon Street and east side of Main Streets. 9. It is mutually agreed that all other features exceeding those items cited in above paragraph 3 through 8 are considered ineligible for STATE reimbursement. These excessive items include, but not necessary limited to, all parking stalls beyond the quantity of 20 and all related auxiliary pavement for ingress and egress to the additional stalls, buildings, special walls, sidewalk and pavement enhancement treatments to conventional concrete and asphalt, landscaping blocks, landscaping exceeding conventional sod/seeding, irrigation systems, planters, canopies, statues, special ornamental lighting,fencing and railings, metering devices, guard or toll collection facility and/or metering devices booths. 10. The CITY agrees to assume any land acquisition, engineering and/or construction costs relating to the parking lot project that exceeds the$643,000 maximum funding participation being provided by the STATE. Any costs relating to the said parking lot, exceeding the STATE's maximum funding of $643,000, shall solely be the responsibility of the CITY. 11.The CITY agrees to cause utilities in conflict with the proposed parking lot to be relocated at no cost to the STATE in accordance with the provisions of the Road and Bridge Laws, 605, ILCS 5/9113.01, Chapter 121 and Title 92 of the Administration to Accommodations of Utilities on Right of Way. 12.The CITY shall indemnify and save harmless the STATE, its officers, agents, employees, and servants against all loss, damage or expense that it or they may sustain as a result of any suits, actions or claims of any character brought on account of property damage, injury to or death of any person or persons, including all persons performing any work on the proposed parking lot improvement, which may arise in connection with the work to be performed by the CITY or any contractor it may hire pursuant to this agreement. The CITY does not indemnify and save harmless the STATE from liability for injury or death proximately caused by negligence of an employee, agent or servant of the STATE. 13.The CITY shall hold the STATE harmless of any suits from construction, operation, and/or maintenance activities performed by the CITY and/or its contractors. 14. The CITY agrees that in the event any work is performed by other than CITY forces, the provision of an "an act regulating wages of laborers, mechanics and other workers employed in public works, by the state county or any public body or political subdivision or by anyone under contract for public works" (Illinois Complied Statute, 820, ILCS 13011) shall apply. 15.The CITY, subrecipient or subcontractor shall not discriminate on the basis of race, color, national origin or sex in the performance of this agreement. The CITY shall carry out applicable requirements of 49 CFR, part 26 in the award and administration of STATE assisted contracts. Failure by the CITY to carry out these requirements is a breach of this agreement, which may result in the termination of this agreement or such remedy as the STATE deems appropriate. 16. THE CITY agrees to maintain, for a minimum of three years after the completion of the subject project, adequate books, records, and supporting documents to verify the amounts, receipts, and uses of disbursements of funds passing in conjunction with the agreement. All books, records, and supporting documents relative to the project shall be available for review and audit by the Auditor General and other state and/or county auditors. The CITY also agrees to cooperate with any audit conducted by the Auditor General and other state and/or county of auditors and provide full access to all relevant materials. Failure to maintain books, records, and supporting documents required by this paragraph shall establish a presumption in favor of the STATE for recovery of any funds paid by the STATE under this agreement for which adequate books, records, and supporting documentation are not available to support their proposed disbursement. 17. It is mutually agreed that the execution of this agreement and under the penalty of perfury, the CITY, doing business as a governmental entity, certifies that its correct federal identification number(FEIN) is 36-6006169. (See TIN certification page attached made a part of this agreement and requiring signature.) 18.The CITY agrees to construct the off-street parking lot and the related parking stalls in accordance with Motor Fuel Tax guidelines, specifications, and policies. 19.The CITY agrees to assume complete jurisdiction of the off-street parking lot facility, parking stalls along Madison Street and newly constructed sidewalk along Van Emmon and Main Streets that are all related to the parking lot project. The complete jurisdiction includes, but is not limited to, maintenance, operations, repairs, reconstruction and electrical energy. 20.At the time this agreement was executed, there were funds programmed for the subject project; however, obligations assumed by the STATE under this agreement shall cease immediately, without penalty or payment, should the General Assembly or the Federal Highway Administration fail to appropriate or otherwise make available funds for this project. 21. It is mutually agreed that this agreement and the covenants contained herein shall be null and void in the event the contract covering the construction work contemplated herein is not awarded by July 1, 2013. 22. In any action with respect to this agreement, the parties are free to pursue any legal remedies at law or in equity. 23.This agreement represents the entire agreement between the parties and there are no other promises or conditions in any other agreement whether oral or written. This agreement supersedes any prior written or oral agreement between the parties and may not be modified except in writing acknowledged by both parties. 24. If any provision of this agreement shall be held to be invalid or unenforceable for any reason, the remaining provisions shall continue to be valid and enforceable. If court finds that any provisions of this agreement is invalid or unenforceable,then such provision shall be deemed to be written, construed and enforced as so limited. This agreement shall be interpreted and enforced under the laws of the State of Illinois. 25.This agreement shall be binding and inure to the benefit of the parties hereto, their successors and assigns. 26. This agreement is hereby approved and executed by the authorized officers of the following governmental entities. Executed on Behalf of the ATTEST: United City of Yorkville, Illinois Valerie Burd, Mayor of Yorkville Jacquelyn, Milschewski, City Clerk Date Date Executed on Behalf of the State of Illinois Department of Transportation Gary Hannig Christine M. Reed, PE Secretary Director of Highways, Chief Engineer Date Date Ann Schneider, Director Ellen Schanzle-Haskins Finance &Administration Chief Counsel Date Date N EXHIBIT #1 LOCATION MAP SOMom UK ST ti u~i z v� a .O SPRING.ST, w y CEN7ER ST u~i O _m w a SPRING ST(1;) • f— � u0 to ER�Q4b z U E MAIN ST o° °° o c 3 RIVER-ST E pio 4. i I •1 \ W �° � 'mow 3�,Y�� ,.+��. �. �r�. 'a. ti,��.:^°5 .Ink- �z<�--.-- �co N VA EMMON ST i MADISON ST "o N VAN EMMON RD --cr .W RIDGE ST Nr P g 47 E"RIDGE ST u ` } x . FOX ST Q WASHINGTON ST co -u ORANGE ST W DOLPH ST s DOLPH ST f BEECHER ST N BLAINE ST NSF EtszASETH'� T RO '. COLONIAL PKWY 2 ! i � 4 3 4 X 9 j BEAVER ST o a TIN CERTIFICATION The CITY certifies that: 1. The number shown on this form is the CITY's correct taxpayer identification number, and. 2. The CITY is not subject to backup withholding because: (a)the CITY is exempt from backup withholding or(b) the CITY has not been notified by the Internal Revenue Service (IRS)that the CITY is subject to backup withholding as a result of a failure to report all interest or dividends, or(c) the IRS has notified me that the CITY is no longer subject to back-up withholding , and 3. The CITY's person with signatory authority for this AGREEMENT is a U.S. person (including a U.S. resident alien) Taxpayer Identification Number: 36-6006769 Legal Status Individual x Government Sole Proprietor — Nonresident Alien Partnership/Legal — Estate or Trust Corporation Tax-exempt — Pharmacy ( Non Corp.) Corporation providing or — Pharmacy/funeral home billing medical and/or health /Cemetery care services Corporation NOT providing — Limited Liability or billing medical and/or Company (select health care services applicable tax classification) Other ❑ D= Disregarded entity • C= Corporation • P= Partnership Signature Date Title CITE Reviewed By: Agenda Item Number a O Legal ❑ Finance EST. , 1836 C�,a��a AL .�� Engineer " Tracking Number City Administrator ❑ �6 Consultant ❑ �. v� ❑ CLE �V Agenda Item Summary Memo Title: Yorkville Business Center— Release of Remaining Bonds Meeting and Date: May 18, 2010 Public Works Committee Synopsis: Recommend release of remaining bonds upon receipt of a$55,752.00 payment from the developer. 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: 0 Memorandum Vf EST, , _` 1836 To: Bart Olson, City Admimstrat O �1; r From: Joe Wywrot, City Engineer CC. Lisa Pickering, Deputy City Cl Date: May 10, 2010 Subject: Yorkville Business Center—Release of Remaining Bonds There are two remaining bonds in place for Yorkville Business Center regional infrastructure. Those bonds are: • Gulf Insurance Company Bond #150023096-201 in the amount of$60,311.75 for extension of a 12" watermain to Route 47. • Gulf Insurance Company Bond #BE92973 in the amount of$159,000.00 for land improvements related to development of Lot 1 in Unit 1. Some of the watermain covered by the first bond was constructed when the F.E. Wheaton expanded their building in 2005. Inland has estimated the cost of the remaining watermain to be $55,752.00, and has offered to pay the city this amount rather than keeping the bond in place. 1 concur with their estimate. These funds should be deposited in a separate account, to be transferred to a future developer that may need this watermain extension. Inland has also, however, requested that the second bond be released in consideration of their payment. The second bond covered land improvements related to Lot 1, including a private driveway entrance, public watermain, private storm sewer, and public sanitary sewer. While Lot I was never developed, some of this work was constructed because it was designed to also serve the F.E. Wheaton expansion. The public sanitary sewer was never constructed, and is not needed until Lot 1 develops. We have checked the work that was constructed and recommend that the public watermain be accepted for ownership and maintenance by the city. I recommend that the bonds listed above be released in their entirety upon receipt of payment of $55,752.00 from Inland. Please place this item on the May 1$, 2010 Public Works Committee agenda for consideration. '�jlS�la Yorkville Business Center Watmaln Extentlon Inland's Estimate Item Quantity Unit Unti Price Cost 12" DIP WM 440 LF $57.00 $25,080.00 12"x12" Tapping Valve 1 EA $8,000.00 $8,000.00 12" Valve Vault 1 EA $3,750.00 $3,750.00 Fire Hydrant 2 EA $3,200.00 $6,400.00 Landscape Restoration 1500 Sy $2.50 $3,750.00 Traffic Control 1 Fro $1,500.00 $1,600.00 Total Cost $48,480.00 15% Engineering $7,272.00 Total $55,752.00 1. Please note that Ductile Iron Pipe does flucate on a weekly basis so prices can change. 2. Quanitles were taken from the City of Yorkville's engineer estimates 3.The engineering cost for plans design and submittals to the City are a conservative esitmate. 4. 12"x12"tapping valve was added by the City because the contractor will have to tap into the ex This was not apart of the orginal estimate because It was assumed the watermian would have t Reviewed By: Agenda Item Number J IN Legal ❑ ���, � EST. 7536 Finance Engineer ti3 Tracking Number v� City Administrator ❑ 0�A 4� Consultant ❑ n Ka+d Garrty ALE Agenda Item Summary Memo Title: Punchlist Processes Meeting and Date: May 18, ?010 Public Works Committee Synopsis: This item was requested by Alderman Gilson to be placed on the committee agenda for discussion. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: n/a Council Action Requested: nla Submitted by: Joe Wywrot Engineering Name Department Agenda Item Notes: Memorandum Emn _ `- 1836 To: Bart Olson, City Administrhtor Ol�l n y From: Joe Wywrot, City Engineer 9 C­v� `p CC: Lisa Pickering, Deputy City Jerk Date: May 13, 2010 Subject: Punchlist Processes A punchlist is a list of items related to development land improvements that need to repaired or completed prior to acceptance or approval of the land improvements by the city. A land improvement is defined as all required onsite and offsite subdivision improvements, including but not limited to sanitary sewers, watermains, storm sewers, sidewalks, roadways, lighting, signage, and grading. A land improvement is something that may eventually be owned and maintained by the city, but can also be a private improvement that performs a quasi-public function, such as a stormwater basin or a parking lot. The punchlist typically includes field items such as painting a fire hydrant, and paperwork items such as completing record drawings. Our Standard Specifications for Improvements states that the city will not consider acceptance of public improvements until a development is at least 50%built out or 3 years after the roadway binder course has been paved, therefore we typically don't create punchlists until we reach the 50%build-out point. It has been city policy to let the binder course remain exposed more than three years if the build-out is low; the logic being that the remaining build-out activity has a higher potential to damage the roadway surface course, and that the developer is still required to repair the binder prior to paving the surface course. City policy has been to allow the developer to determine the pace of completing punchlist work. Until the developer completes the punchlist work the city will not accept or approve the improvements, thereby resulting in a longer"warranty period" where the developer is responsible to make repairs due to construction damage, poor workmanship, or material failure. In general city policy has been to require the entire punchlist to be completed before sending the issue of acceptance to the City Council. Consequently, all public improvements are accepted by the city at the same time. Doing so minimizes the potential for an accepted land improvement to be damaged during build-out activity after the warranty period has expired. Please place this item on the Public Works Committee agenda of May 18, 2010 for discussion. Reviewed By: Agenda Item Number ? O _ J a % Legal ❑ l 4� 1836 Finance ❑ Esr. Engineer ❑ 0 111 �� City Administrator ❑ Tracking Number X11 O Consultant ❑ , `� _ a F-1 vti h L l C - ti Agenda Item Summary Memo Title: Disposal of property Meeting and Date. Works committee Synopsis: Proposed disposal of small skid steer. Possibly use funds to purchase laptop Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: positive Council Action Requested: approval Submitted by: Eric Dhuse Public Works Name Department Agenda Item Notes: C4 �2 0 06 Memorandum EST. , � 1835 To: Bart Olson, Administrator _— From: Eric Dhuse, Director of Public Works Date: May 7, 2010 Subject: Disposal of Property Bart, I would like to ask permission to sell our Bobcat model 533 skid steer loader to Atlas Bobcat for $6500.00. We purchased this piece of equipment in the fall of 2002 for$15,000. We purchased this piece of equipment for snow removal on the bridge and city sidewalks primarily and used it in some landscape restoration. Since that time we have purchased a new small utility tractor that is much more efficient at snow removal and landscaping. We no longer utilize this piece of equipment and would like to sell it before it gets any older and devalues any more. I would like to take the money from the sale and use towards the purchase of the laptop and software that we need to perform the sign retroreflectivity study that has been required by the Federal Highway Administration through the MUTCD. I have attached information regarding the original purchase, the current purchase proposal and the memo regarding the purchase of the laptop and software. 1 would ask that this be placed on the May 181h, 2010 Public Works committee agenda for discussion. If you have any questions or need any further information, please let me know. Memorandum To: Bart Olson, Administrator EST 1836 From: Eric Dhuse, Director of Public Works O " CC: p Date: January 27, 2010 �LEGO w�� Subject: laptop and software for street department Bart, I have attached recommendations from Charlie Graff and Greg Weber along with quotes for the products that we would like to purchase in order to comply with the new MUTCD standards for retroreflectivity. The computer and software will enable us to locate, inventory, and assign data to all of our signs. The complete inventory has to be completed by January 2012. During this time, we also have to choose a management method for replacement of signs according to the new standards. In order to choose the correct method that best suits our needs, we need to complete the inventory so we can assess each method to ensure that we are not only meeting the standard, but choosing the method that is most cost effective as well. While it is true that we could manually enter each sign, there is so much data that is entered through this program that by the time we manually entered it, the cost associated with the labor would surpass the cost of the computer and software. The following is a list of data that will be entered as part of the program: GP,S coordinates—serves as our tracking iD number and locates sign for use on our GIS maps. Date Installed—used as time line for replacement Date repaired—used to track for costs and future placement Date replaced--to satisfy MUTCD standards of reporting Type of sign--uses MUTCD code for inventory and ordering purposes (currently 40 choices) Mounting type--what type of post and mounting hardware for costs and ordering Size of sign—for inventory and replacement costs Type of sheeting—for reporting purposes to satisfy standards The difference between manually inputting the data versus using the software is glaring when it comes to creating reports. With the software, the possibilities are almost endless, whereas with the manually input data, we would be limited to simple queries. This would be beneficial for cost estimates for developers and for city construction projects, generating invoices for damaged signs, budgeting for replacement signs and asset management for GASB. One other very important report that this software would allow us to generate would be a history report for any sign in inventory. If we were to be legally challenged on any sign, we would be able to defend ourselves with much more security and definition than we would be able to with a spreadsheet type of system. With this software, we will also be able to locate and inventory all of our street lights and traffic signals. This will be very helpful for tracking outages, repairs, damage, and replacement of bulbs on traffic signals. To give you an idea of what we are facing, we picked 3 different streets and counted the number of signs. Below please find the results: Game Farm Rd—Rt. 47 to Rt. 34 49 signs South Main St—Hydraulic Ave to Elizabeth St 34 signs Countryside Parkway—Rt. 47 to Rt. 34 26 signs Total 109 signs We tried to get a good representation of a residential street, a commercial street and a school route to show just how many signs are potentially out there. I realize that our budget is very tight right now, and I would not ask to spend money if I didn't think this was very important and something that we need to do to comply with Federal regulations. The cost for the computer and software will be $4450.00 which includes a car charger and GPS antennae. I would ask to meet with you and try to find a way to secure this money as soon as possible so we can begin the inventory to be able to stay on the proposed timeline to be able to have everything in place by 2012. Eric Mroch Atlas Bobcat Inc. 5050 N. River Rd P.630.293.7246 Schiller Park , Illinois F.630.293.7224 Bid Request emroch @atlasiift.com Date I 25-Aug-09 Make Bobcat Model 553 Name City of Yorkville 'Shl 520311307 ;Address 300 Game Farm Rd. Year 2002 city Yorkville Hr. Mtr 243 Stake Illinois ZiE 60560 Trade In X Phone 630.553.4370 Used Fax Rental Fleet Contact Jon Sleezer lother A pli fion Used in IMuni En ire: Axles/Drive Motors. Hydraulic Cylinders: N drostatic Drives. Make Kjb Dry X e -ood X Right, Gas. Leaft. Leak Strong X Diesel X Tires(Tracks Bent Weak Good Standard X Loader Arms. Out Smokes f=loats -- Straight X Left: L eakes Size - Bent Strong - X Battery.: - Hard blubber Welded Weak Good X Pneumatic -- X ppiated Out — Sad Tread Left 1 40% H d Pum : Machine Starts: Rims: - Good X Yes x Bent_ Poor - hao Straight X Br�ckel= - Width 48 Utility Condition Good Quick Tach: Good X Bad _ BOPS: _ Bent Straight x Welded Safety Bar Seat: O TQ CT— x _ - Options. _ P Heat — - X - Air ACS Power Bob 'Sound Pk :High Flow '2 s eed Physical A earance 'Describe New Engine... 243 on meter Cracks or Welds Describe Attachment 'Describe Bid Date Amount By Valid Thru 4/21/2010 6156TO3 I Eric C Mroch 5/21/2010 qPy F UNITED CITY of YORKVILLE L a �G,9F County Seat of Kendall County K V 600 Game Farm Rd. L = Yorkville, IL 60560 IC' E 630-553-4350 e To: Larry Kot, Chairman From: Eric Dhuse, Public Works r Date: November 4, 2002 it Re: Skidsteer Purchase Larry, While preparing for the upcoming snow removal season, we learned about some serious mechanical problems with the machine we currently use to remove the snow from the sidewalks. We currently use a grasshopper mower with a snow blower attachment. In my opinion this mower is past its useful service life. We have used this mower heavily for over 7 years in the summer and in the winter. We have replaced, rebuilt, or fabricated many parts to get us through the seasons. After talking with Scott Sleezer, it has become apparent that it is time to replace this machine before our maintenance costs get any higher. The same thing can be said about the snow blower, it was never made for commercial use. We probably use it more in one year than most people use them in ten years. I would like to purchase a new skidsteer with a snow blower attachment to replace what we have now at a cost of approximately $17,000. This replacement will also be used throughout the year for other applications such as landscaping, loading trucks, and other related jobs. This would also cut down on the wear and tear on the new mower that the parks department will have to purchase to replace the old unit. Although we did not expect this or budget for it, we do have money to cover this expense. I would propose taking the money out of the public works capital equipment fund in the line item titled future building. I am currently working with Tony on an RFP for this purchase. As soon as it is cleared through all the proper channels, I would like to move ahead as quickly as possible to assure that we can remove the snow when it arrives. Please let me know how you and the rest of the Public Works committee feel so I can keep this moving forward. s /t" 73 Duo, UNITED CITY of YORKVILLL ? County Seat of Kendal!County S V ___ 880 Game Farm Rd. I 1U = Yorkville, IL 60560 630-553-4350 �Lh4fo iµ ,e Atlas Bobcat 5050 N. River Rd. Schiller Parr 1L 60176 Mark, Thank You for submitting a proposal for the skidsteer and snow blower for The United City of Yorkville. Please find the final bid tabulations below. DeKane Equipment $18,700.00 Big Rock, IL Atlas Bobcat $15,022.20 Schiller Park, IL Rob Roy Equipment $16,699.00 Batavia, 1L Again, thank you for submitting, and we look forward to working with you in the future. Sincerely, Eric huse Director of Public Works CITY OF YORKVILLE ,r BUDGET 2002-2003 'r PUBLIC WORKS EQUIPMENT CAPITAL w.. 30-Sep-02 REVENUES 42% OF FISCAL YEAR r . `i PW EQUIPMENT CAPITAL 2002-2003 ACCT NO. BUDGET CURRENT YTD % CARRY OVER (RESERVE) $5,834 $5,834 $5,834 100% 21 00 4425 000 PW DEVELOPMENT FEE $90,000 $19,800 $58,950 66% 21 00 4425 200 SALE OF EQUIPMENT $25,000 $0 $33,800 135% 21 00 4902 000 TRANSFER FROM WATER $30,000 $0 $0 0% , 21 00 4904 000 TRANSFER FROM SEWER $30,000 $0 $0 0% TOTAL $180,834 $25,634 $98,584 55% ; EXPENSES 21 00 7201 010 LARGE AIR COMPRESSOR $2,000 $0 $0 0% J 21 00 7201 020 FLOOR JACKS AND STANDS $1,000 $0 $0 0% 21 00 7201 100 TRUCK ACCESSORIES $8,000 $0 $0 0% 21 00 7210 010 1TON DUMP TRUCK $0 $0 $36,252 ERR i 21 00 7210 020 HYDRUALIC TRENCH SHORING $20,000 $0 $0 0% ! is 21 00 7210 025 STREET LIGHT LOCATOR $2,000 $1,709 $1,709 85% 21 00 7210 026 P1U TRUCK - P.W. DIRECTOR $0 $0 $23,399 ERR 21 00 7209 000 POWER SIGN BANDER $400 $0 $0 0% 21 00 7209 100 ENCLOSED TRAILER $2,000 $0 $0 0% (50% in sewer) 21 00 7209 200 TOOL SET FOR EACH DEPT $2,000 $0 $0 0% 1 00 7209 205 TOOL SET FOR SHOP $2,000 $0 $0 0% 3 21 00 7209 300 TARPS FOR DUMP TRUCKS $5,000 $0 $0 0% ' I 21 00 7210 000 SEWER CAMERA $10,000 $0 $0 0% 21 00 7210 100 5 YD DUMP TRUCK $72,246 $0 $0 0% DRAFT 10/2/02 Page 26 of 36 PW EQUIPMENT CAPITAL 2002-20031' CCT NO. BUDGET CURRENT YTD % ,1 500 $3,500 $3500 100 "i'21 00 7211 100 BOBCAT EXCHANGE $3, , o/o 21 00 7210 200 FUTURE BUILDING $50.688 $0 $0 0% TOTAL $180,834 $5,209 $64,860 36% i - i �I i ,r f it I . I1 DRAFT 10/2102 Page 27 of 36