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Public Works Minutes 2003 12-22-03 Page 1 of 6 II UNITED CITY OF YORKVILLE APPROVED PUBLIC WORKS COMMITTEE MEETING WITH DECEMBER 22, 2003 CORRECTIONS 7:00 P.M. 3-22A4 j In Attendance: Mayor Art Prochaska Alderman Joe Besco Alderman Larry Kot Alderman Sticka City Engineer Joe Wywrot Guests : Senior Project Manager John Whitehouse of EEI (until 7 : 50 p.m.) Senior Transportation Engineer Ron Naler of EEI (until 7 : 50 p.m.) Project Engineer Jason Bower of EEI (until 7:50 p.m.) Kathy Ferrina from Sprintcom APPROVAL CORRECTION OF MINUTES : NONE PRESENTATIONS: Grande Reserve Perimeter Roads by E.E.I. John Whitehouse of EEI stated that as part of the Grande Reserve Annexation Agreement there were requirements for road improvements of all the roads that surround Grand Reserve. I The main roads include: 1 . Kennedy Road from the western end to Galena Road 2. Bristol Ridge Road to Blackberry Creek 3. Mill Road from the corporate limit line over to a realignment intersection with Kennedy Road Mr. Whitehouse said that the total contribution that MPI is making is about 10 . 5 million dollars . He said that they did their best to keep it as high as possible so that the work would be done and the City wouldn't have to put a dime towards it. He hopes that as they work through this and deal with any soil conditions that might come up, they won't get any costs that are too great. He feels li that based on the preliminary estimate for this portion they can get all of it done with in the 10 million dollar contribution from MPI. Mr. Whitehouse stated that the general plan presented now is what the entire project is going to be and specifics on Bristol Ridge Road. He said they would like to go out for bid on March 1 , 2004. The project will need to be constructed by the end of September 2004 in order to be in accordance with the annexation agreement. The rest of the project will proceed based upon a certain number of building permits, which will need to start with in a year of the x number of (- building permits or funds available in the Grande Reserve Perimeter Road Fund. Their initial contribution fund is 2 million dollars. There are 2,600 units all together at $2,000 per unit which comes up to about 5 .3 million dollars. MPI is doing improvements through out their report and Galena which doesn't come off the 10. 5 million; they will use their own funds. Mr. Whitehouse said that they would like to add some landscape features to the project. There will be landscaped medians. Every where they could with out obstructing a driveway, i Page 2 of 6 i i landscaping will be added. They will refer to the City for the proper vegetative mix of plants, trees and shrubs. The street size minimum will be a reconstruction of a 3-lane width. Mr. Whitehouse discussed proposed sidewalks, bike trails and where they would extend, and also curbs and gutters on the northeast side of Bristol Road. He said the south west side of the road would remain a ditch section. i� City Engineer Joe Wywrot stated that Police Chief Harold Martin would like to see non-curb and gutters in areas where possible which would allow more room for the officers to pull over. It makes for a safer situation for the officers. Mr. Wywrot said it would be a good idea to go over the layout with Chief Martin. Mr. Whitehouse said that they would like to add some additional width to the roads where the islands are located. There would be a 12 ft. lane with a 4ft. paved shoulder and with curbs and gutters. The road width would be about 17 '/z ft. Where they do not have the islands and driveways there would be a full 40 ft. edged pavement to where officers could still pull over to the curb. There would be a center lane there which would allow motorists enough room to pass around. Mr. Whitehouse mentioned that there would be a separate right lane turn onto Kennedy Road in which they are providing MPI engineers and surveyors with right away requirements. The north end of the improvement will stop where the repaving was done as part of the bridge reconstruction. He said the Mill Road realignment was planned to provide some distance between the Galena Road and Mill Road intersection. He said that they have received response from the railroad crossing improvements at both Mill Road and Kennedy Road. Alderman Kot asked if the road work on Kennedy Road would affect the current home owner' s on the right side of the road. Mr. Whitehouse said that it wouldn't and that no curbs or gutters would be added to the right side. Mayor Prochaska felt that there was question as to how wide the road might need to be once everything is developed in that area. He felt that the layout of curbs and gutters set in conjunction with the islands and trying to keep with country cross road theme might not look as good. In the event that the City might need to become more urbanized and if a 4`h lane would need to be added, not having the curbs and gutters there might save the time of taking them out in the future. He felt that it might not be wise to lock in on having curbs and gutters put in. With the possibility of needing to take them out to redesign the road for future development would be an even greater expense. Mr. Wywrot said that it could probably be done on a section of Bristol Ridge Road but would require the sidewalks to be pushed back to the open space. Mr. Whitehouse said that the 2030 traffic projection for Bristol Ridge Road is in the 13 ,000 range which this road would be able to handle with a 2-lane and 3-lane road. If Bristol Ridge Road was a potential river crossing then they would probably look into a 150 ft. right of way. Mayor Prochaska felt that Bristol Ridge Road seems as though it could have potential to be a heavily traveled road and again expressed his concern with the way the road would look. Alderman Rich Sticka agreed with the Mayor on the look of the road. He felt the road should try and keep with a country look and said he knows the officers really do not want the curbs. i Page 3 of 6 Mr. Wywrot pointed out that the landscaping and islands would still need to curbed and gutter Mr.Wywrot pointed out that street lighting should be limited to keep with the look of a rural atmosphere. Mr. Whitehouse said that the City standard is to have street lights every 300 ft. but they could look into possibly putting street lights in every 600 ft. for that area, and strategically put in a few more on the curbs on Kennedy Road. Mr. Wywrot pointed out that another issue with this road is keeping traffic speed down as it is a very straight road. Mr. Whitehouse said that with vertical curves not much can be done but they hope that with narrowing the road and with trees and the median it could give a closed off look that might keep traffic speed down. Alderman Kot asked if it would cut down on costs by eliminating some curbs. Mr.Whitehouse said the cost difference would not be that much difference. Transportation Engineer Ron Naler of EEI commented that based upon traffic reports they have looked at that these roads should be sufficient for the 2030 year plan. All background growth and northwest traffic has been taken into account. He said that they will take a look into traffic report again along with the curb and gutter concerns . Mr. Whitehouse said that they will get back with the committee on the country cross sections and other questions and concerns. i The committee decided that once they hear back from Mr. Whitehouse on the concerns for this project they will send this item onto the Committee of the Whole on January 20, 2004 , NEW BUSINESS : Sprintcom Lease Agreement Kathy Ferrina of Sprint PCS Builders Network stated that back in June of 2203 their engineers discovered a coverage whole near Route 47 near the Fox River Valley area. The water tank on Tower Lane was identified for a possible candidate for installing antennas. She talked to Mr. Graff and Public Works director Eric Dhuse about the lease and installation. She said that they do not have plans to show the committee today, but did pass out to the committee a site exhibit. Sprint is proposing to mount these antennas on top of the water tank. She did speak with Mr. Dhuse about future modifications that will take place on the maintenance tower there. Alderman Sticka s ointed out that as of October 2003 , Mr. Dhuse had expressed that thin p p g concerning this plan had not yet been resolved. He asked Ms. Ferrina if she had recently spoken to Mr. Dhuse and had his opinion changed. Ms. Ferrina said that she had spoken with Mr. Dhuse last week on the subject. ~ Alderman Kot pointed out that one concern of Mr. Dhuse' s was the 24 hour access and asked Ms. Ferrina if that issue had been resolved. Ms. Ferrina said that in the lease they would not be granted 24 hour access that they would need to notify Mr. Dhuse or someone else to gain access to the water tank. If in case of an emergency type of situation they would need to contact the police station or the next available resource. In the lease it does state that they would be able to gain access with in reasonable time. Page 4 of 6 Alderman Sticka asked if the City decides to do this when would the project take place. Ms . Ferrina said that they would like to start construction in the spring and it would take about 45 days. She said they would give a construction schedule to Mr. Dhuse to coordinate with construction that would also be going on at that time. Mr. Dhuse will have the opportunity to discuss this item with committee members at the next COW. I i This item will go to COW on January 6, 2004, North Water Tower Change Order #2 Mr. Wywrot stated that this is an increase of $5535 .00. One increase is for the electrical service and is a decrease do to changes made for painting. He pointed out that at the bottom of the memo have made a request to do a Security Assessment Review. i Alderman Kot informed that the Security Assessment Reviews are for deciding whether or not these facilities need to be fenced in. i Mr. Wywrot pointed out that the change order has nothing to do with that. He felt this is actually safer because the transformer is now up on a pole and would be hard to get to. Alderman Kot felt that it should still be fenced in. Mr. Wywrot said that that is a separate issue from this change order. The work on this order is Yom' p g already done and he recommended that it should be approved. Alderman Sticka said that he would like to see an explanation of how the electrical services were looked over before. Mr. Wywrot said that he would check into it. This item will go to COW on January 6, 2004. September and October 2003 Water Reports The committee reviewed and approved these reports. This item will go to COW on January 6, 2004. Well #7 Drilling Change Order #2 Mr. Wywrot stated that he did not have a change order and that Layne-Western is only looking i for an extension. He recommended approval. This item will go to COW on January 6, 2004 . OLD BUSINESS , Director of Public Works Salary Survey This item was tabled. i Subdivision Ordinance Revisions This item was tabled. i i Page 5 of 6 City Hall Parldng Lot Change Order #2 Mr. Wywrot said this change order is in the amount of an $8,054.22 decrease. He recommended approval for this change order. This item will go to COW on January 6, 2004. Update on Fox Hill Units 1, 2, 39 44) 64 & Route 34 Improvements Mr. Wywrot said that they would be notified when the work will begin on the storm sewer on Route 34. The cleaning of the storm sewer will be done. This item will go onto a future COW agenda. I ADDITIONAL BUSINESS I Coffee with the Mavor Mayor Prochaska stated that Jerry Groner and he had issues with gravel that was laid during the construction of Van Emmon Road and had washed down the street. He said he asked someone if the gravel was going to be swept and they told him it would but it never was. Mayor Prochaska explained to Mr. Groner that they do have some issues with the contractor that they are trying to work through but agreed with Mr. Groner that it was not a reason for the gravel not to have been swept up. The Mayor pointed out that he had also spoken with Mr. Dhuse about the gravel. Mr. Wywrot said that the road had been swept up on an irregular basis during construction but that he would see that it was swept up. Mayor Prochaska said that he had spoken with the owner of Watts Valve and the owner questioned the validity of why the City decided against using the valves he provides. I Mr. Wywrot said that the valves that needed replaced were specialty valves and needed to be specially ordered. EEI had recommended staying with the original specifications. Mayor Prochaska suggested sending a letter to the Watts Valve owner with an explanation of why the City used another competitor' s product. He felt that in the future they should be careful how they determine the specifics of bidding out for valves, especially when there is a local bidder involved. Stop Sign on Van Emmon Road and Heustis Road Alderman Kot asked if they have spoken with Mr. Dhuse about replacing the stop sign on Van Emmon Road and Heustis Road, Mayor Prochaska said that he spoke with Mr. Dhuse about the sign and said that he was concerned about the cost of the sign which can run up to $750.00. This item will come back to Public Works on January 23 , 20040 Alderman Kot mentioned that a gutter has formed near the rail road tracks and State Street and Hydraulic Road that motorists have driven into it. He would like to see some gravel laid at that area. Mr.Wywrot said he would put it on the list. Page 6 of 6 Mayor Prochaska stated that he has had several people ask about the getting in contact with Illinois Rail Net about maintenance care for overgrown grass and weeds near the tracks, particularly near the west of Route 47 . Mr. Wywrot said that he would speak to Mr. Dhuse about the problem Mayor Prochaska said he would also like to see regular maintenance in the downtown business area. Easement Items Mr. Wywrot mentioned that he wanted to get the North Tower on the eastside of Rout 47 recorded. It is one easement that they need to get the water main to the North Tower. i This item will go to COW on January 6, 2004 . The other easement mentioned is for Grand Reserve. Mr. Wywrot said it is an easement that is necessary to bring sanitary and electrical lines into Well #8 tower well and the Water Treatment facility. He requested approval for this item. This item will go to COW on January 6, 2004. i Meeting adjourned: 8:45 p.m. Minutes by Theresa Brady i I i I i i l i i f I i I