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Public Works Minutes 2003 08-24-03 Page 1 of 8 UNITED CITY OF YORKVILLE APPROVED WITH PUBLIC WORKS COMMITTEE MEETING REVISIONS MONDAY,AUGUST 24,2003 9-22-03 6:30 P.M. aM In attendance: Mayor Art Prochaska Alderman Larry Kot Alderman Joe Besco Alderman Rich Sticka City Engineer Joe Wywrot Public Works Director Eric Dhuse ApprovallCorrection of Minutes: MARCH 24,2003,JUNE 23,2003 and JULY 28, 2003 Corrections were made to the March 24, 2003 minutes then approved. The June and July minutes were also approved. New Business: Longford Lakes—Letter of Credit of Reduction City Engineer Joe Wywrot reported that most of the work at Montalbano Homes in the Landford Lakes subdivision is substantially complete. He said the letter of credit was reduced by 15% due to the work that was substantially complete. He recommended a reduction of$476,000 which would leave a remaining amount of$208,000. Alderman Joe Besco asked if there were any sidewalks that had been put in at that subdivision. Mr. Wywrot said no. This item will be sent to COW on September 2, 2003. July 2003 Water Report The water report was accepted by the committee. This item will go to COW on September 2, 2003. Occupancy Check Sheet Mr. Wywrot stated that the occupancy check sheet is for when they have a final inspection of a home or commercial business that not only the building department goes out and checks but also engineering and/or Public Works would go out to the residency and fills out the sheet to be sure meters and B-boxes and other things are in. The goal is to minimize the punch list size when they come and give a final acceptance of the home or building. Mr. Wywrot said that one thing they would need to check with Attorney Kelly Kramer is to make sure the developer claims responsibility to fix any B-boxes that might break down or ran over by construction crews. Page 2 of 8 I Mayor Prochaska felt that they should also add landscaping to the punch list, especially in the commercial and industrial developments. Alderman Sticka asked why it would it be the responsibility of the developer to fix the B- boxes. Mr. Wywrot said that it is a public improvement that hasn't been accepted by the City Council. Alderman Kot suggested adding a disclaimer to the developer' s and builder' s clause so that they know it does not relieve either contractor or builder for the responsibility of fixing and maintaining the B-boxes. This would be for the purpose of occupancy only and not for acceptance of improvement. Alderman Sticka asked what happens if occupancy check list is denied. Mr. Wywrot said that the builder would need to put some money into escrow to guarantee repairs will be made before they finish. It was pointed out that the disclaimer would go out to the contractor and builder before any CO is issued. They could offer a temporary CO as long as there is money in escrow for the repairs. Mr. Wywrot said that they will start to imply this disclaimer on October 1 , 2003 . i I Mr. Dhuse said that they would check with Bill Detmerr to see how he would like to have the disclaimer coordinated. Sewer Foreman Mr. Dhuse requested support from the committee to have currant employee David Behrens moved to the position of Sewer Foreman. Mr. Behrens has been running the day- to-day operations of the Sewer Maintenance Department for over a year since the retirement of Miff Mikkleson. Mr. Dhuse said that Mr. Behrens knows his work and does it efficiently and basically has stepped up and taken the responsibilities as foreman. Mr. Dhuse feels that he should be moved up formally to the position. Alderman Besco asked if the position needed to be posted internally. Mayor Prochaska thought that it should be since it is a vacant spot. He suggested verifying the request with Attorney Kramer. Mr. Dhuse said that he had spoken with Finance Director Traci Pleckham and she said that there is money to cover that position in the sewer budget. Mr. Dhuse will speak with Attorney Kramer on the matter. If Attorney Kramer verifies that it is acceptable then Mr. Behrens will immediately be moved to the position. If Attorney Kramer finds reasons Mr. Behrens can not be moved into the foreman position then Mr. Dhuse will post the position internally to bid for one week. j HRC List of Street Name Nominees Mr. Dhuse asked if Ellsworth would remain on the list of street names since there is currently a street named Windett Rd. Mr. Wywrot also asked if the Human Resource I i i Page 3 of 8 Commission made recommendation of first name vs. last name to be taken off if the first or second name is used. Mayor Prochaska said that it is set up so that either first name or last name could be used. If the first name were chosen for a street name then the last name could still remain. I Mr. Wywrot said that they would need to check with the Post Office and with Kendall County. Once that is done they would need to filter through the list then after that the list could be used. Alderman Kot said that this list would be combined with the remainder of the first list and the final list is what they would be working off from. Alderman Sticka asked how they would be able to keep track of what names are being used. Mayor Prochaska said that the book keeping would keep track of it, and the names would be taken off from the list. This item will go to COW on September 16, 2003 . River Crossing Watermain Connections Mr. Wywrot stated that they currently have 2 watermain projects under construction. One is north of the river and one is south of the river. They both connect to an existing 16 inch watermain that they put under the river in 1998 . He said that there are some room problems at Hydraulic Street with the tracks, storm sewers, and the street. They will be making an open cut connection where they will have to shut down a piece of the main to take it apart and then put it all back together with the T-fit or a pressure tap. The process will probably be done on the other side of the river as well. He said there are pro ' s and cons to the procedures but either one works. There is a about a 17% reduction in the cross-sectional area with the pressure tap. The bigger issue is the costs vs. the risk of it. He said that right now the contracts show not to do the pressure taps, but to make dead cutting connections where the watermains are shut down. To do the pressure taps would be around $ 11 ,000 in each location, which would be a reason not to do it. The reason to do it would be the risk factor. While the process is being done the watermain will have to be out of service. There are some issues with a 10 inch watermain that crosses the river down by the post office. It has been in service since the 1950 ' s and if that were to break there would be a degree of difficulty although they would still be able to serve the town with water. If a well were to go down in addition to that main breaking we would be in a lot of trouble. i Alderman Sticka asked how long it would take. Mr. Wywrot said that on the north end it might only take 1 day. The south end would be more difficult. They will need to do a short pressure test and chlorinate it. That process would take about one week. One or the other process will be done after the River Front Festival, and before the next Public Works Committee meeting. Alderman Sticka said that his personal feeling was that they should do the shut down i alternate since the City would not be without water even in the unlikely event of a watermain break. It saves $20,000 and we end up with a better system when it' s done. Page 4 of 8 i Mr. Wywrot also felt that it would be worth saving the $20,000. Mr. Dhuse voiced his concern with the unlikely, but possible watermain break were to occur and the consequences that could be associated with that. Alderman Besco also felt that the shut down alternate was the way to go . Mr. Dhuse pointed out that it would be $ 11 ,000 vs. $20,000. Alderman Besco asked how they would check to see if the 10inch water main was functioning properly. Mr. Wywrot said that it was built in 1957 and is a cast iron watermain. Mayor Prochaska pointed out that up until 4 years ago it was the only watermain crossing the river. Well numbers 3 and 4 are in good condition. Alderman Besco asked if the 10 inch watermain would be the only watermain running in that area for a week. Mr. Dhuse said yes. The committee decided to go with the shut down alternate process. This item will go to COW on September 2, 2003 . Com Ed Tree Trimming Agreement Alderman Kot mentioned that though the agreement shows that Com Ed wants to work with the residents, there is still a constant flow of complaints while they are out trimming. He asked if there was anything the City should be doing or asking Com Ed about the situation. Mr. Dhuse said that that is just the way things are done and it is part of function of the trimming. I Alderman Sticka asked if there were any other options as some people are left with trees that have been trimmed strangely. Mr. Dhuse pointed out that this discussion was brought up last year and that Attorney Dan Kramer said that there is nothing that could be done to change it. Mayor Prochaska stated that the only trees that Com Ed will take out are coniferous trees. He also pointed out that in the agreement it asks to plant low growing trees in the areas where there are power lines. Currently there is a list of trees but none that specify a low growing type. Alderman Sticka said that according to the agreement they would need to come up with a list of low growing trees. Mayor Prochaska felt that the agreement did not specifically say that they would or would not replace any trees at their discretion. Alderman Sticka felt that Com Ed needed to include in the agreement what their discretionary choice is based on. Mr. Dhuse said that he would take these concerns to Attorney Kramer for his advice. i Mayor Prochaska suggested comparing the Com Ed agreement from last year' s to this year' s agreement. III 'I Page 5 of 8 This item will come back to the next Public Works Committee meeting on September 28 , 2003 , OLD BUSINESS : Update of 5-Year Capital Improvement Program Mr. Wywrot stated that the project costs are for construction and related construction engineering of the In Town Road Program. Mayor Prochaska thought that it would be a good idea to talk with the County about coordinating the Fox Road Overlay projects. Mr. Wywrot said he would do that. Alderman Sticka thought they should think about getting the opinion of a firm that has expertise at traffic counting to try and find a more economical way to fix Fox Road. He didn't see a basis of why Smith Engineering stated that Fox Road was unsuitable for traffic counting. He expressed concern that if the roads curves were made to be smoother it might encourage motorists to navigate at a higher speed. Mayor Prochaska said that one concern with Fox Road is the visibility because of the hill and curves. Mr. Wywrot said that from a traffic engineering perspective they should still make the road to apply to ASHDO standards. He said that he would be curious to see how fast the traffic really goes down Fox Road into town. Alderman Sticks pointed out the traffic counter machine is capable of recording the number of cars going by and their speeds. Mr.Wywrot said that the machine might give a false survey because people slow down when they see it. It would have to be an unmarked squad car with radar. Mayor Prochaska said that as we go into the engineering for that it can be something to take a look for that. i I Mr. Wywrot added that if we can go by ASHTO' s guidelines and do traffic counting that would be even better. I Alderman Kot felt that on the report should be reworded on page two about the possible acquisition and demolition of the home at 402 W. Fox, with demolition as a last resort only. He felt that they would need to be careful how the present this type of situation at the Committee of the Whole meeting on September 2, 2003 . He recommended that they take the address out. Mr. Wywrot said that he would revise the report by taking out the address and word it to say that the project includes a right of way acquisition. Page 6 of 8 This revised report will go to COW on September 2, 2003 . In-Town Road Program - Smith Engineering Services Contract Mr. Wywrot stated that they had asked Smith Engineering to put out a proposal for only the first contract which is utilities. Smith recommended doing the street program also because the sewers and the streets need to be developed and planned at the same time. They would have two separate plans at different times to bid on separate projects, but the engineering would be done right now. Mr. Wywrot said it would be best to do this right now if there is money for it. He said it would change his engineering plan and he would need to adjust the amount to $90,000 for the engineering. He said they will be doing the construction in 3 construction seasons. Phase 1 will be in late of summer of 2004 followed up with the spring of 2005 with roadway work. Later in the year of 2005 they will begin the utility work and later in 2006 the roadwork and then it should be done. Mayor Prochaska voiced some concern over the costs of the project going over $40,000 . He said that they would need to speak to Finance Director Traci Pleckham to see if there is money they can use in contingency. He said they should also set up a meeting with Smith Engineering to see if it' s possible to change the contract to a 2 pay-out over 2 years because it would have been paid out in 2 budget years any way. Mr. Wywrot stated that they are ahead and plan to do the utilities at Phase 1 a year from now. He suggested delay warding off the contract until the spring of 2004 . He thought by then they would have the money left over in the current fiscal year and fund the rest of it in the following fiscal year. He thought that timing shouldn't be an issue and thought that Smith should be able to do the design for both projects on 6 months. Alderman Kot said that he didn't have a problem with that as long as it didn't get pushed under the table and forgotten about. Mayor Prochaska thought they needed to keep it contracted also because it would tie in with some of the other utility projects. He also wanted to ask Smith about their timing of the projects. i This item will come back to the next Public Works meeting on September 25 , 20030 i ADDITIONAL BUSINESS Lights on Kennedy Road and Route 47 Alderman Kot mentioned that the lights on Kennedy and Route 47 are some what twisted because of the wind. He thought that one light in particular was out of alignment. Mr. Dhuse said that he would check on it. Press Release for Road Projects Alderman Kot felt that the public should be made aware of the future plans for the road projects. Mayor Prochaska said that once they know where the funding is and are certain of the contract then they would make some kind of press release possibly in December 2003 . Mr. Wywrot mentioned that it will b on the agenda at next week' s COW meeting and could be brought up there. I i Page 7 of 8 Street Lights Out in Town Mayor Prochasa reported that as of last weekend he noticed that there is a lot of street lights out. He said there are 7 street lights out in Kylyn' s Crossing subdivision. Mr. Wywrot said that they had sent a letter out to them about that situation. He said there is also a light out on Route 47 that has been out for some time. Mr. Dhuse said that the police are making a list of where in town the lights are out. As soon as they get the list then they will either repair them or Com Ed will. Mr. Wywrot pointed out that it is in the policy that Public Works does not repair lights that are in the new developments. Mayor Prochaska said that they will go back and change the policy to where they will start bonding the developers for the lights or go repair them and charge them for it. He felt strongly that the citizens in this town should have working street lights. He said they would work with the developer first and give them opportunity to fix the lights. If they do not comply then he will go to the City Council to see about leaning the developer' s property. Mr. Wywrot will give the phone call about which lights are out in the subdivisions. They will then give the developer one week to take care of the situation. Mr.Dhuse said he could check the utility box to see if the electricity is functioning properly there first. Mayor Prochaska felt that if the developers do not take care of the problem after it has been addressed then they would also consider holding off their letter of credit. Public Works Contract for Municipalities Mayor Prochaska said that there have been some comments from local bidding businesses about the Public Works Contract for Municipalities. He said that there used to be a provision in the contract that said for local bidder there can be a 5% higher bid and then that would be considered the lowest bid. That provision is no longer in the contract. It also had said that if the lowest bid is rejected then there would need to be a good explanation for it. He said that he would leave the contract out for the committee to look over. Open Bid MF Pick up Trucks Mr. Dhuse reported that the lowest bidder for the two-ton trucks was Terry' s Ford for a bid of $27,441 .20. He said that this is on a budget purchasing cap. This item will go to COW on September 2, 2003 . Road Projects Update Mr. Wywrot stated that all of the crack filling and sidewalk projects are done. Apple Tree Court is being paved tomorrow, with landscaping to follow. The reclamite will also begin tomorrow and should take 2 days to complete. The work on Mill and Liberty is still continuing with the south project stopping just short of Van Emmon. He suggested cold patching the Van Emmon crossing because the road is worn there. Mr. Wywrot passed out a change order for the crack filling project. It is a $727 increase, about 3% of the contract price. He said they got a lot more streets done than he thought they would. They did appropriate enough MFT money for this increase. This item will go to COW on September 2, 2003 . Page 8 of 8 Street Light Controllers Mr. Wywrot said that John Sleazer mentioned that it might be a good idea to put in street light controllers for all residential subdivisions like they have at Menards. He said that the light control cable during the day is dead which is safer. He said that the controller would probably be placed along in the middle of road to minimize the cable run length. He said that they are updating the Subdivision Ordinance and he will bring it back next month and would like to incorporate the controllers into the ordinance. The committee agreed that it would be a good idea. Water Works Treatment Facility FaVade Mr. Wywrot stated that there was a change request for an alternate design on the facade of the Water Works Treatment Facility. He said the request was to have brick all the way up the front and then hardy board for the sides. The cost of the brick for the front only, is $2,400. He mentioned that Bill Detmerr said that the design would not comply with the ordinance for non-residential buildings that requires brick on all sides all the way up. He suggested going ahead with this alternate design so that the Grand Reserve Developer can order up the contract. Then later they can ask for a change order for the other 3 sides. Mr. Wywrot said he would find out what the costs would be for brick all around the facility. This item will come back to the next Public Works meeting on September 25 , 20030 Meeting adjourned : 8 : 30 p.m. Minutes by Theresa Brady i i i I i i i i i i i i i