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Public Works Minutes 2012 11-20-12 APPROVED 12/18/12 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, November 20, 2012 at 6:00 p.m. City Conference Room Committee Members Present: Alderman Diane Teeling Alderman Jackie Milschewski Alderman Larry Kot Alderman Ken Koch Other City Officials in Attendance: Eric Dhuse, Public Works Director Bart Olson, City Administrator Brad Sanderson, EEI Krysti Barksdale-Noble – Community Development Director Other Guests: Pete Citizens Comments: None. Minutes for Correction or Approval: The minutes from the October 16, 2012 meeting were approved. New Business: PW 2012-61 Ordinance Adopting the Kendall County Stormwater Ordinance – Brad Sanderson said the county has been working for two years on creating a county ordinance. There were a variety of meetings held over the last couple years where all communities were represented. The county has adopted a plan and each community now has to adopt this ordinance by the end of the year. The county provided guidelines and things the city needs to cover which details are outlined in the attached memo. Brad said it is in the best interest of the city to adopt this ordinance. Brad said there are some differences as to what is being proposed, but it is not significant changes. Brad said a few more strict items, but there are things the city was more strict on than the county. Brad said there were some good upgrades and there are some items that the city needs to identify as part of the certification process like naming an oversight committee. Staff recommends this committee as the oversight committee. Alderman Kot asked if the city adopts this ordinance, does the city have to change our ordinances to match this. Brad stated there are some slight modifications, but it replaces current sections. 1 Alderman Kot asked in the future does the city have input on changes, or can the county change things without the city having a voice. Brad said there might be changes proposed but they always seek public input and a municipal comment time frame. Ms. Noble said if you don't like a change it can be expressed at a public hearing and the county would have to sit down and work with the city on it. Bart said the city standards are in front of the county, so it should be minimal over the next few years. Alderman Kot asked if the other communities in the county have adopted this ordinance. Brad said they are planning to adopt this by the end of the year. This item was moved to the regular agenda. PW 2012 62-Property Maintenance Report – Ms. Noble said staff was asked to put together an update on different maintenance issues. Ms. Noble said in the attached memo there are specific items which were discussed in the past. Alderman Milschewski asked about the Nicholson property if there is a time line on things he is told to fix. Pete said it has been adjudicated once for the fence and the grass and weeds. Pete said he did cut things, but after a few days he didn't then the hearing officer fined him and then he cut it the next day after it was cited. Pete said the fence issue was taken to court and he was found liable. Ms. Noble said the final outcome is the judgment after that, the city can still cite him and give fines, but the city cannot force compliance. Ms. Noble said the fines should be a deterrent. Pete said the fines stay with the property and those go on top of the purchase price. Alderman Kot asked if they feel there is progress being made. Pete said for Nicholson it is, for him it is a big step. Pete said Mr. Nicholson will fix fence as soon as he has time. Ms. Noble said the city will continue inspections. Alderman Kot asked if the liens and fines in Windett Ridge will possibly deter buyers. Mr. Olson said no the SSA is a bigger issue, but no the buyers can talk to the city. This item was informational. PW 2012-63 Rush-Copley Regional Stormwater Conveyance System – Final Acceptance – Brad said that Rush-Copley requested final acceptance. They have completed the punch list items and provided a draft bill of sale and a letter of credit reduction as noted in the packet. This item was moved to consent. PW 2012-64 MFT Pay Estimate for 2012 Street Rehabilitation Program – Brad said this was for the Kennedy Road patching and the city passed a resolution for $50,000, so the final price of the job was $47,007.00. This item was moved to consent. PW 2012-65 Pavement Management Study Update – Brad passed out several handouts and maps to the board showing the results of the pavement study. Brad said he wanted to bring this to the committee and present where things are at. Brad said this will give the committee a status update and discuss some results and summarize things to date. Brad said the city wanted to establish a pavement management system. There is a database of roadways and signs and streetlights. This has provided a tool for a cost effective plan and now the city can develop a plan with rehab techniques and look at budgets and run scenarios with the current software. Brad said the inspection has been completed. The van drove around the city and took inventory of top surface then a trailer measured the base of the roads. This study takes into account the surface and the base. The software has been loaded and we have had one day of training and now we have come up with 2 some questions. Brad said there are photos every 25 feet which will be very useful and all information on streetlights and signs. Brad said they rate the surface and two different base components. Brad said sometimes the surface is bad, but underneath it is good. There were 107 miles tested and 25 of the miles are still not approved in different subdivisions. The current overall rating is at 82 which puts it on the low side of very good category. The committee looked over the handouts with graphs and charts showing these numbers, what condition each of the roads are in. Brad said we looked at the core of the city and that rating was around 80 and if nothing was done in the next few years, it will drop to 70 and it would deteriorate quickly to a poor condition. Alderman Kot asked how this number compares to other communities. Brad said this is a bit different rating system than the other communities are using, but it is similar to the others. Alderman Kot said we get so many comments about how bad the roads are in our city, but apparently we are not much worse than other communities. Brad said most communities have had to cut back on road repairs because the funds are not there to maintain them. Alderman Milschewski said a street might look bad on the surface, but the base is good. Eric said it is a less expensive fix for those roads. Alderman Kot said Game Farm was listed as good, the base is good, but the surface is not. Eric said it depends on where the readings were several parts were patched last year. The committee looked at different ratings in the packet and discussed some of them. The committee reviewed the maps showing roads and the different ratings on each one. Bart said the city is working on putting a list together with an order of worst to best to make it easier and not have to look at it on a map. The committee discussed how the city will decide on what roads to fix first. This software gives great data and gives an overall. Staff can now come forward on how to best spend the city money and fix what needs it first. Bart said this study will save the city money because the base was rated and the city will not just repair surface problems all the time. The company results said if there is a good base, let the surface wear down to nothing because there are other more important things to fix first. The committee discussed areas where drainage has been an issue. There is a section that factors those things in so they will be addressed. This survey takes into account only pavement costs, not curbs or sewer. Brad said the city is working on assigning costs to the rehab methods and once that is done, there will be some budget numbers put together and do five year programs. Brad said hopefully in the next couple weeks, those things will be done and we can present to city council. PW 2012-66 Public Works Committee Meeting Schedule for 2013 – The committee approved the meeting schedule. Old Business: None. Additional Business: Eric said work has begun on the Blackberry Creek Bridge. There being no further business, the meeting was adjourned at 6:53 p.m. 3 Minutes Respectfully Submitted by: Lisa Godwin Minute Taker 4