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Public Works Minutes 2012 12-18-12 APPROVED 2/19/13 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, December 18, 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: None. Citizens Comments: None. Minutes for Correction or Approval: The minutes from November 20, 2012 meeting were approved. New Business: (Items are out of order) PW 2012-69 Resolution Establishing Water Meter Fees—Mr. Dhuse said the city is switching to a new meter. The new meters are more accurate and a new standard is in place that lowers the amount of lead in brass, which is driving up the cost of the current meters. The meters are run by magnetic pulse it will get a I/10 of a gallon per minute, which is very good. Mr. Dhuse said the new prices are in the packet and the I inch meters will only be allowed in single family homes where the building official mandates it. He said these are more accurate, which creates more revenue. These new meters are for new homes and replacements. The new meters are indoor use with remote readers. This item was moved to consent. PW 2012-70 Bristol Bay Unit 5 -Bond Release—Mr. Sanderson said a year ago the City Council accepted Unit 5, the bonds were reduced to 10% and are at the tail end of the warranty. The city visited the cite and there are no outstanding issues, so we are recommending release of the bond. The committee approved and moved this item to consent. I PW 2012-71 Autumn Creek Acceptance of Units la, lb, and lc - Mr. Sanderson said Pulte has been working on punch lists in the development this past construction season. Pulte is requesting acceptance of 1 a and 1 c at this time. Staff recommends the reduction of the bond amounts to the appropriate levels and propose a new bond in unit b to cover any outstanding issues there. Pulte has multiple bonds in place, they would like to remove those bonds and put these three in place to cover what is remaining and staff finds that acceptable. This item was moved to consent. PW 2012-72 Bond/LOC Update—Ms. Noble said these are updates on where the city is on cleaning up our bonds and updates on the expiration dates and the process of completion, so we can provide the committee updates. Preswick someone is interested in purchasing the property, which might have traction. Caledonia has moved forward on completing the punch list. Kendall Wood Estates, the city reduced the letters of credit for that and it has been purchased. Briarwood, the city just accepted that development. The city is taking care of high risk and working down to the others. Mr. Olson said in Grande Reserve the city is trying to identify all the obligations in the annexation agreement and clean it up and make a deal. Mr. Olson said the city needs to make some concessions and have them move the development forward.Alderman Teeling said the residents seem happy with the new owners. Alderman Kot said he is impressed with the work that staff is doing in this area and it is very much appreciated. PW 2012-73 Pay Estimate for Intersection Improvements at Route 47 and Cannonball Trail—Mr. Sanderson said this is for work that was done for tree removal He said the city is still waiting on the utilities to finish up some work. Nicor and Coined are complete and now we are waiting for AT&T, which should be February or March. We recommend payment to Geneva Construction for$7,794.67. Alderman Kot asked what is the time line for completion. Mr. Sanderson said the original time line was to have it completed by now. But with utility delays,we are looking at starting in the spring and by July or August it should be pretty well complete. This item was moved to consent. PW 2012-74 YBSD Collection Fee Agreement—Mr. Olson said our existing ordinance is very vague so for the past few years, we have itemized staff hours, postage costs,envelopes, overtime for water turn on and factored out calculations. This year we set a flat fee for 5%, which is about what they paid last year. The city proposed to YBSD that our percentage would increase by CPI from 5 to 5.1 or 5.2 over the next few years. They will not discuss this until mid January. Mr. Olson said YBSD should accept it. Mr. Olson said this doesn't need approved until the end of January. The committee agreed and moved this to January 22"d PW 2012-75 Fee Research of Area Sanitary Districts -Ms. Noble said at an EDC meeting staff was asked to look into the sanitary districts and their fee collection. She said they looked at Fox Metro, Downers Grove and Fox River Water. Ms. Noble said it is hard to compare these because when you look at ordinances and how they set up their fees it is comparing apples and oranges. Ms. Noble said they charge the users by units and all districts define the units differently with unit counts. Ms. Noble said on the surface the fee of$1400 per unit looks reasonable, but if they charge one and a half and the other communities are charging half a unit it varies a lot. There has been some response to changing fees due to the economy and realizing that it impacts development. 2 Alderman Teeling said she knows the county is in charge of this and we can't change it. She said the city has come down on fees and made changes for these times. Alderman Teeling said the new businesses are paying a lot of money for these things. Alderman Teeling would like to talk to the county board and encourage them to take a look at it. Alderman Kot said it doesn't hurt to look at fees every so often to make sure it is where it should be and we could make a recommendation and show them how it impacts our development. Alderman Teeling said she wants to talk to the board and let them know what the business owners are experiencing. Alderman Teeling said maybe we could talk to them about the fee on the water bill and maybe reduce it for now to help people in these times. Mr. Olson said they don't have a ton of money and what they have is for future expansion, which is not far off. Mr. Olson said we want fees down, but residents will have to pay for it later when they build a new plant. Alderman Teeling said her main concern is the businesses and how much it is costing them. I have heard some of them say they might not have done it if they knew the costs. Mr. Olson said in the past year and a half they have made some improvements on forecasting fees. Alderman Teeling said the businesses at least need a ball park figure on the fees. Alderman Teeling said she has heard of instances where the previous owner didn't pay for things and they hit up the new business,which is not fair to the new business. Alderman Teeling said she just thinks it would be a good conversation to have. PW 2012-76 Kendall County Grant Application - Mr. Sanderson said Kendall County Board approved a resolution a few months ago creating Kendall County Transportation Alternatives Program, which is promoting construction of linear paths along state routes and highways. This reimburses 50% of project costs to a maximum of$50,000 per community per calendar year. It has to be constructed within the next 24 months. After looking those requirements and discussing with staff the only project eligible is the Route 47 project. Staff is suggesting applying for that project and requesting permission to submit the application. Committee agreed to submit it. PW 2012-77 Raging Waves Final Acceptance—Mr. Sanderson said at this point all outstanding items have been completed. Mr. Sanderson said staff is recommending final acceptance. They will put up another bond for one year as a guarantee. The city has sent a bill of sale and we want that before going to City Council for approval. They want to swap out the letter of credit to a bond. This item was moved to consent. PW 2012-68 Selection of Liaisons to YBSD and Park Board—The committee discussed who to appoint to the Park Board. Ken Koch will attend the Park Board meetings. Diane Teeling said she will attend the YBSD meeting. Alderman Kot said these are temporary until the next election anyway. PW 2012-67—Water Department Reports for September and October 2012—This item was approved and moved to consent. Old Business: None. Additional Business: 3 Alderman Kot asked about grants for trails and the status of the state application for the Kennedy Road Trail around $60,000. Mr. Olson said we applied, but haven't heard back. Mr. Olson said he will check on it. Alderman Kot asked about Mill Road. Mr. Olson said the city is not recommending doing anything with it at this time. Mr. Olson said the city might do some temporary fixes on it. Mr. Olson said there were complaints by some people who don't think it is safe. He said it is a thinner roadway than some of the others in the city,but it meets our minimum requirements and it is not smooth and it is rural. Mr. Dhuse said the city has been trying to rebuild the shoulder every year. He said the base is very good the wear surface is gone. It would be $450,000 to fix. Mr. Olson said this was the purpose of the road study, to be able to prioritize roads. Alderman Kot said if it reaches a point of a safety issue,we need to look at temporary patching to make it as safe as possible without redoing it. Alderman Kot said if something happened with petitions and discussions going on, it would not be good. Mr. Dhuse said that is why we started with the shoulder work and it ends up being a money issue. Mr. Dhuse said we can only spend so much on one street. There being no further business, the meeting was adjourned at 6:50 p.m. Minutes Respectfully Submitted by: Lisa Godwin Minute Taker 4