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Public Works Minutes 2003 07-28-03 i i i Page 1 of 5 APPROVED PY THE CO1viMITTEE1130ARD UNITED CITY OF YORKVILLE Otw: � as ' b 3 PUBLIC WORKS COMMITTEE MEETING MONDAY, JULY 289 2003 7 : 00 P.M. In Attendance: Alderman Joe Besco — Chairman Alderman Larry Kot City Engineer Joe Wywrot Director of Public Works Eric Dhuse Mayor Art Prochaska (arrived at 7 : 10) APPROVAL/CORRECTION OF MINUTES The April 28 , 2003 minutes were approved with one correction on page 5 . Dixon Court should be Dickson Court. NEW BUSINESS Dickson Court — Results of Bid Opening Joe Wywrot reported that Meyer Paving, Inc. had the lowest bid at $64,659.46. He stated that they did the 2000 Naden Court project which went well. He noted that the difference in the bid amounts had to do with curb removal and replacement. Meyer bid it the lowest at $5/linear foot. Mr. Wywrot recommended that this item move on to the August 5, 2003 Committee of the Whole (COW) meeting. In-Town Road Program Mr. Wywrot reported that Smith Engineering has revised their report of the three original areas of concern to include three additional streets. They have recommended that all the streets be repaired by using the pulverization method along with minor storm sewer construction.. The total probable cost is $3 ,564,588 . 65 which has been increased from $2 . 8 million before the addition of the three streets. Mr. Wywrot clarified that the storm sewers would be new construction in the older areas of town that do not have existing sewers. He stated that the next step would be to enter into a contract with Smith Engineering for the preparation of bid documents. In order for Smith Engineering to do this, they would need to know how the City intends to phase the project. The cost of engineering is approximately 10% of the total cost of the project. Mayor Prochaska stated that Finance Director Traci Pleckham has prepared information on financing options however he did not have time to review it. She felt that two-year financing may be possible. Mr. Wywrot noted that the engineering cost should be included in the financing. Mr. Wywrot explained that he had the project split into three phases but Smith Engineering recommended doing utilities in year one and roadway in year two for each i i Page 2 of 5 specific section. The three separate areas of work create a four year program. The Committee further discussed the pros and cons of five-year versus two-year phasing. Mayor Prochaska suggested a proposal for the two-year phasing along with financial information be done and presented to the Committee. Director of Public Works Eric Dhuse noted that other projects such as the Bruell lift station should be taken into consideration. i Also discussed was the time of year the projects would be done; the ground settling; mechanical compaction versus natural compaction and obtaining easements in some areas for watermains. Alderman Kot expressed his concern that residents aren't seeing the project being done; they don't understand all that is involved. He stated that he would like to get the project moving along. Update of 5 Year Capital Improvement Program Mr. Wywrot went over items noted in his July 24, 2003 memo regarding the program: i • Water — Includes mandated water projects and those that correspond with the road projects • Sanitary — Includes interceptor and lift station projects. The Rob Roy Creek Interceptor is estimated to be done in three phases and it is not known what part the City will play in the project. • Streets — Includes the continuation of the asphalt pavement treatment; the sidewalk replacement program (funding increased from $ 15,000/year to $35,000/year); crack filling project; the Van Emmon Street overlay; projects that correspond with the Grande Reserve Development and individual street projects such as Hillcrest, Leisure and Sunset. Alderman Kot asked for clarification of the Van Emmon Street project and Mr. Wywrot explained that the City is waiting for Kendall County to move on the project since they are the lead agency. He hoped it would begin in the spring of 2004. The drainage situation east of Mill Street was also discussed. Mr. Dhuse noted that before anything is done regarding the drainage, the Mill Street watermain has to be completed. Mr. Wywrot stated that if the Committee was agreeable to this program, he could modify it to change the In-Town Road Program to a two year program, get more information on financing from Mrs. Pleckham and bring it back to the Committee in August. Alderman Kot agreed that it should be brought back to the Committee but at some time should be presented at a COW meeting. NPDES Phase 2 Storm Sewer Water Requirements Mr. Wywrot reported on the June 30, 2003 Illinois Environmental Protection Agency (IEPA) memo and his July 28, 2003 memo regarding the National Pollutant Discharge j Elimination System (NPDES) requirements. He explained that he contacted the IEPA almost a year ago about the March 10, 2003 deadline and was told that Yorkville was not Page 3 of 5 i on their list yet and when it would be added we would have 180 days to comply. The June 30, 2003 memo now states that the City has 45 days to comply. Mr. Wywrot recommended using Engineering Enterprises, Inc. (EEI) to help with the i project because they are already working on the Geographic Information System (GIS) which is one of the components of the regulation requirements. He stated that he met with EEI earlier today and due to the timeframe to respond, they are willing to work with the City before entering into a contract. An hourly rate contract will need to be executed in the next month or so . i EEI stated that the schedule the City submits obligates it to do certain things over the next five years and then do them annually thereafter. EEI recommended that the City commit to as little as possible because THE City will be held responsible to do everything it commits to. It is easier to add things later. EEI will come up with suggested best management practices (BMPs) that the City will be obligated to perform. The notice of intent needs to be submitted by August 15 , 2003 and there is a $ 1 ,000.00 application fee. There will also be an annual cost of $ 1 ,000. 00. Once it is submitted, the City will wait for a response from the IEPA. The Committee further discussed items that are required by the IEPA such as the Wetland Ordinance, public education, employee training and various BMPs. This item was sent to the August 5, 2003 COW meeting for an update. I Route 34/Game Farm Road Traffic Signal — Change Order No. 2 Mr. Wywrot reported that the change order in the amount of $ 1 ,253 .37 is for pavement striping. The Illinois Department of Transportation (IDOT) has approved the calculations and hopefully they will pay their share (93 %) of the work. This item was sent to the August 5, 2003 COW meeting. r Truck Purchase i Mr. Dhuse reported that he would like to go to bid for two %Z ton pickup trucks. He estimated the cost of the trucks at $ 13,000. 00 each. Funds for the vehicles are available in the Public Works capital plan for this year. He explained that he has to go out to bid rather than obtaining the trucks through state purchase because factories are closed down to retool for the 2004 models. These trucks will replace the old squad cars being used by the summer help. i The Committee authorized Mr. Dhuse to go out to bid. Leaf Vacuum i Mr. Muse reported that he would like to go out to bid for a leaf vacuum in order to have one by September. He estimated the cost at $35 ,000. 00 and noted that this is a budgeted line item in the Public Works capital program. The vacuum is a hand-held, 110 horsepower John Deere Diesel unit that will hook on to a truck. The vacuum sucks up I' Page 4 of 5 j leaves, chops them up to an 18 : 1 ratio and throws them into a 30-yard hopper. Hopefully the use of the vacuum will eliminate the need to use Waste Management. Mr. Dhuse explained that he may need to RFP (request for proposal) the unit out in trade publications because there are only two known dealers in the northern Illinois area. He stated he would bring back any information to the Committee. ADDITIONAL BUSINESS i Compliments for Public Works Department Mayor Prochaska complimented the Public Works Committee for their fast response to the storm on Sunday, July 27, 2003 . He stated that he drove through the City and was stopped by residents complimenting the workers. Mr. Dhuse explained to the Committee how the day unfolded; how all the employees pitched in to get the job done ; who he was in communication with and the plan for cleanup after the storm. Mayor Prochaska stated that WSPY would be running public service announcements regarding brush pickup. Mr. Dhuse stated that the City would be picking up brush all through the week and residents should place the brush by the curb, not in the street. He also stated that they will be doing multiple passes. Liberty Street Mr. Wywrot asked how the residents should be notified of the Liberty Street watermam project. After the poor turn out at the meeting for the Mill/Van Emmon Street project it was decided to send the effected residents a letter and ask them to call the City if they have any questions. Tree Removal Mr. Muse explained that the City will be outsourcing some of the big tree removal. Mr. Wywrot asked if the dead elm tree on Walnut Street could be removed while they are in the area. i Dump Truck i Mr. Dhuse explained that the City may be able to get a dump truck by Christmas due to the state backing out of purchases. The City qualifies due to the MPI project adding seven more miles of road to the City. He will keep the Committee advised. . New Public Works Facility Chairman Besco reported that he and Mr. Dhuse have discussed the need for a larger public works facility in the future. Mr. Dhuse is in the process of getting the numbers together. Alderman Besco stated that it would be nice to get funding from developers for the facility. Mr. Dhuse stated that when the City Hall renovation is finished the building fee will still be in place to use on other municipal buildings. He noted that Oswego ' s i it Page 5 of 5 facility cost approximately $3 million and Sugar Grove ' s was about $4 million. It was also suggested that the facility could also include the Parks Department. i There was no further additional business so the meeting adjourned at 7 : 55 P.M. Minutes respectfully submitted by: Jackie Milschewski City Clerk i I i i I I i i I i I i