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Public Works Minutes 2003 09-22-03 Page 1 of 8 APPROVED BY COMMITTEE WITH CORRECTIONS 11 -24-03 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE MEETING MONDAY, SEPTEMBER 22; 2003 7 : 00 P.M. In Attendance, Alderman Joe Besco Alderman Larry Kot Alderman Rich Sticka City Engineer Joe Wywrot Public Works Director Eric Dhuse Guests : Jim Hoving of Smith Engineering (until 8 : 20 p .m. ) John Whitehouse of EEI (until 8 :20 p .m. ) Jeff Freeman of EEI I APPROVAL/ CORRECTION of MINUTES : AUGUST 24, 2003 These minutes were approved with corrections made. WATER REPORT for JUNE 2003 Some minor corrections were made. This item will go to COW on October 7, 2003 . SUBDIVISION ORDINANCE — POND STANDARDS Mr. Wywrot stated that most of the issues listed on the memo regarded detention basin standards and requirements that would be in the ordinance . The thought behind this was to find solutions to make the ponds safer. He said that there has been much discussion on this and they are looking at adopting these improvements . Alderman Joe Besco brought up a question regarding eliminating the criteria of the safety shelf. He asked if these changes were stricter than before . Mr. Wywrot said yes and that it was for safety reasons . Mr. Wywrot said that they are stricter. He said that he went over the standards set by the Park District and found them to be sufficient so they will share the same standards . Alderman Sticka pointed out that he thought that they were going to add prairie grasses along the edges of ponds to cut down on the goose population. Mr. Wywrot said that they could add that in the requirements of the Pond Standards . Alderman Kot asked if the standards would also increase the safety aspect of ponds . Mr.Wywrot said that though there are no guarantees someone might not accidentally or intentional go into a pond, he felt the standards were improved. Alderman Kot asked if the sloping and the drop-offs were sufficient. Mr. Wywrot said that the Park Board standards now call for flatter slopes . i I Page 2 of 8 I Mr. Wywrot made mention that though this is not a pond standard, that EEI thought it best to require the size of water mains should be based on Fire Code Demands and not that they don't allow pipes smaller than 8 inches . Mr. Wy-vvrot said that he added this at the end of the standards because it was a Subdivision Ordinance item. Alderman Sticka asked if based on that if there could never be a water main smaller than some size because of the Fire Code requirement. Mr. Wywrot said they require a minimum of 8 inches, but that there needs to be a network of larger mains at further distances apart to supply water to the 8 inch water mains . They have a computer model to tell what those sizes would need to be and to let the developer know what size watermains would need to be put in. Thus item will go to COW on October 7, 2003, with corrections . KYLYN' S RIDGE UNIT 1 — LETTER of CREDIT REDUCTION Mr.Wywrot reported that all the undergrounds are in, the 2 ponds and also road ways are in up to the binder. Mr. Wywrot recommended this letter of credit. I This item will go to COW on October 7, 2003 . EEI CONSULTING SERVICES for AMENDED CONTRACT for ROB ROY CREEK HYDROLOGIC & HYDRAULIC Jeff Freeman of EEI stated the reason for the amendment of the existing contract between the City of Yorkville and EEI is because of an unpredicted problem with the mapping of the Rob Roy Creek project. This would inevitably affect the schedule, work and costs of the project. He said that they based the water shed based by the best available information that they had at the time. It was also the exhibit of the water shed that was in the original contract of the Rob Roy Creek with EEI in January of 2002 . He said that the second exhibit identified the sub-water city area and the length of the creek which they were going to map . They used a digital elevation model for the topography of the water flow of the creek. They needed a good model of the topography to help understand which way the creek water flows . He stated that the original study was a fixed fee of approximately $95 ,000 . Mr. Freeman said that they submitted their findings to IDNR. IDNR also did some topography of the water flow and noticed a large depressionable area that EEI originally thought flowed into the Blackberry Creek. Upon research the IDNR engineer found that this depressionable area actually flowed to Rob Roy Creek. Mr. Freeman pointed out that with those j findings they had to add a considerable amount of water shed that needed to be modeled from the Hydrologic and Hydraulic stand point, and the flood plain needed to be defined. Due to this they need to add 52 new cross sections to the length. He said from a modeling standpoint it was originally 12 . 3 square miles of water shed, and now they will need to add 2 .2 square miles to it. Therefore they are proposing an increase to their fixed fee contract amount by $37,925 to do the full study. Alderman Joe Besco asked if they could somehow seek costs from LACOM since they have plans to build there . Mr. Wywrot said that they could try but might not be successful at it. John Whitehouse of EEI pointed out that FEMA did not map this flood plain on the map. L . Mr. Freeman said that because of that reason LACOM has come up with a different design for the property. He said that even though LACOM has an annexation agreement with the City of Yorkville they are not contiguous to it yet and they have plans to apply with the County. EEI is taking a look into it. The question that they might ask LACOM is if their storm water management will be appropriate. Mr. Whitehouse said that this subject will be discussed at a Planning Council and they will make sure that the County is aware that the property is on a j Page 3 of 8 potential flood plain. There will be 70 foot draining easements that would be going through the subdivision which will need to be looked at from an engineering perspective. Alderman Sticka asked about the possible funding from Ocean Atlantic. Mr. Freeman said that Ocean Atlantic was the first property owner that contributed $25 ,000 up front. Mr. Wywrot felt that they shouldn't go back to them for any further contributions . He said that they have invoiced all the property owners along the creek including Inland. He said that some have contributed and some have not. Eventually they will be reimbursed for the cost of the study by the developers . j Alderman Sticka said that he understood that no one could have possibly anticipated on this problem but asked where they would find the $38,000 to fund the rest of the study. Mr. Wywrot said that he would need to speak with City Administrator Tony Graff and Finance Director Traci Pleckham about the matter. Alderman Besco thought that they should try and get LACOM to fund it. Mr. Wywrot said that they would explore that but because they are not in the City yet it is uncertain. Mr. Wywrot recommended sending this forward to COW. This item will go to COW on October 7, 2003 j FAXON ROAD EXTENSION to ROUTE 47 — SCOPE of SERVICES Mr. Wywrot said the purpose of this study is because it will very accurately define where Faxon Road should intersect to Route 47 . He said that it is needed at this time because it is going to impact the roadway alignment at Kimball Hill Development. It will not be just a straight shot; there are complications along the line. Mr. Whitehouse said that there is a loading dock from the old remline which is on the north end of the building. They do not want that to interfere with the Faxon Road extension. Mr. Whitehouse said that EEI is proposing to : 1 . Look at the geometry, and identify all the improvements at Route 47 where there is current existing intersection 2 . Do some topography and acquire all the topographic information. 3 . Locate the existing industrial improvements 4 . Provide the Right of Way Dedication location documents such that the property owners can be advised and negotiated with I Alderman Sticka asked if the results would be that Faxon Road would cause Kimball Hill subdivision to be moved some what. Mr. Whitehouse said that there might be some room for it to be moved now because there is a bit of an angle that hits the east property line now. If they slide it about 20 feet in a northerly direction it would give more of a curve to come back to. They will need to be notified of that as soon as possible . Mr. Whitehouse said that Kimball Hill is currently negotiating with some of the property owners for potential purchase price which will help with getting the Right of Way acquisition. i Mr. Wvwrot mentioned that they might have some topography of the north remline and asked if it would help EEI with the study. Mr. Whitehouse said that they would need to verify it first then if they can use any of the information they could reduce some of the costs based on the information it would provide . i i Page 4 of 8 j Alderman Besco asked if there would be money in the budget for this project. Mr. Wywrot said that Mr. Graff was hoping to get the funds from the line item of miscellaneous services in the Engineering Department budget. Alderman Sticka asked if the City would be paying the brunt amount for this project. Mr. Wywrot said that the City would be fronting the project but that he expects they would eventually get j compensated by the developer. This item will go to COW on October 7, 2003 . GRANDE RESERVE — PERIMETER ROAD DESIGN ENGINEERING SERVICES Mr. Whitehouse stated that this project is completely funded by the developer MPI through the annexation agreement which part of their 9 . 1 million dollar Transportation Impact fees and other money plan to put up front. Mr. Whitehouse said that the road design perimeters would go from: 1 . Mill Street, the eastern corporate line and to a southerly intersection with Kennedy Road 2 . Kennedy Road to Galena and to the west of the Grand Reserve property 3 . Bristol Ridge Road from just south of the bridge that has just been reconstructed, and then to Route 34 j Mr. Whitehouse said that there is a time line in the contract that was part of the negotiated annexation agreement that dealt with when these road improvements would be made . During a staff meeting between EEI and MPI, MPI said that they were hoping that there would be a percentage contribution from the City as these projects come along. Mr. Whitehead said that he discussed with MPI that any percentage money that might come from the City would be only after the 9 . 1 million was used up first. He said that the first order of improvement is for Bristol Ridge Road. The scheduled completion date is September 31 , 2004 . They will want to go to engineering on that this winter and then hopefully bid it in February or March. EEI plans to give as much input of the progress of the project to the City as needed. This would be in completion of the 60% of construction. I The 60% would include : i 1 . Initial field work 2 . Right of Way requirements i 3 . Topography 4 . Vertical and Horizontal alignment of all the roads listed 5 . Finished cross sections Mr. Whitehouse said that where they will not have driveways along Kennedy and Bristol Ridge Road, that they will have some type of grassed median as the center of the 3 lanes . It may have an effect on slowing the traffic down some . He said that before they would proceed with the final design of the section that they would first present the plans to the City Council for their input. They will get to that right away as soon as the plan is executed. He also added that the roads are all complete constriction. Mr. Whitehouse said their costs are essentially for the design is about 7 . 5 % of the estimated improvement costs . They have presented it as a lump sum payment based on their estimates . Page 5 of 8 Mr. Wywrot stated that 50% of the fee would be due on completion of the 60% plan. The other 40% would be due on completion of construction. He said that he hadn 't calculated that on 7 . 5 % but rather 6 .25 %. Mr. Whitehouse said that he would see it is corrected. Mr. Whitehouse said that Exhibit B showed the costs per section. He said the timeline was based on the number of building permits and the final plat. They will also be working off their estimates of what the construction costs would be if their costs are less to build a road than they had previously estimated. If this would be the case then it could affect the timeline in that it would move up the next step . Refer to Exhibit A of the map . I Alderman Sticka asked who invoices the City and EEI. Mr. Whitehouse said that EEI would invoice the City and the City would pay EEI out of an ESCRO account supplied by MPI. There is no payment made by the City that is not out of that account. This item will go to COW on October 7, 2003 . SMITH ENGINEERING FEASIBILITY STUDY for EASTERN FOX RIVER CROSSING Jim Hoving of Smith Engineering stated that their main criteria was to hook up to Countryside Parkway. This would link the future development not only in Yorkville but in Oswego as well . This would draw people into the commercial corridor. He said that they looked at some of the main concerns which were existing soils, and future traffic analysis . He pointed out on maps the concept feasibility study. They looked at the possibility of putting in another bridge across the river but said that they would need to look at the more detailed analysis from a City funded stand point. Mr. Hoving stated that the maps were a combination of land use plans put together by the County which also included the 3 communities of Plano, Yorkville and Oswego. He explained there were some obstacles to work around, for instance there are old gravel pits full of water, there is also developed area around Route 71 , and also existing environmental issues . He explained that the soils were classified as moderate, fair and poor. He said that in their final report they found the study for the eastern Fox River Crossing to be feasible . The engineer' s estimated cost for this project is 30 . 5 million up towards 70 million. i This would include : 1 . The structure across the Fox River 2 . Structure across Morgan Creek 3 . The ICC crossing the Illinois Rail Net 4 . Improvements at Route 71 and Route 34 5 . A 4 lane cross section to interconnect with Countryside Parkway Mr. Hoving said that they found the crossing to be practical and worth pursuing, He suggested studying the study in more detail and look at funding for the project. Mr. Wywrot asked if the estimate included the Property Acquisition. Mr. Hoving said that it was not included. i Mr. Hoving said that if they decided to go ahead with the project then the next step would be to seek funding from the Kane County Council, which would be a line item of the legislature. i This item will go forward to a future COW meeting. Page 6 of 8 NEW PUBLIC WORKS EMPLOYEE Public Works Director Eric Dhuse made a recommendation of hiring a new Public Works street department employee. This is in the budget under the Grande Reserve Annexation fees. He said that he would like to bring this recommendation to a future Committee of the Whole; when all Department Heads can also be there. SNOW PLOWS for EKISITNG PUBLIC WORKS TRUCKS Public Works Director Eric Dhuse requested the purchase of 2 snow plows for the upcoming winter season. He said the funds for this purchase are in the Capital Budget. i This item will go to COW on October 7, 2003 . i WHITE OAK UNIT 4 — WARRANTY PERIOD Mr. Wywrot stated that the City Council accepted White Oak Unit 4 on October 23 , 2003 . He said that he had received a notice that the bond would soon be expiring. He said that he went out to White Oak Unit 4 and found an off set frame of a backyard, which they later filed. There was some landscaping in the island of one of the cul-de-sacs that had died; they replaced that also. The one thing that they did fmd was there are several lots where there were no trees that were planted. The home owners have not called to complain and seem to be happy with it. He felt that the subject should be let go . The developer made good faith to get as many trees planted a possible. Alderman Sticka asked if the home owners actually said that they did not want the trees . I Mr. Wywrot said that letters were sent out to the homeowners over a year ago about the situation and there was little response . Trees were put in the yards of the homeowner that did respond. With the recommendation of Mr. Wywrot the committee decided to let the warranty expire. This item will be taken off the agenda. i SALE of USED EQUIPMENT Mr. Dhuse reported that last year the committee gave him the permission to sell 2 squad cars and a 1990 pick up truck. He said that Public Works ended up using them that fall . He said he would like to consolidate all the vehicles that are for sale and sell them at the same time. This would open up more ground space and put money in the Capital Fund. He mentioned that it is all equipment that they can't use or do not use. This item will go to COW on October 7, 2003 . STOP SIGNS at the INTERSECTION of GREENBRIAR and WALSH Mr. Wywrot reported that the City was asked to put up a stop sign at Greenbriar Road. He said the reason for this is because motorists coming in and out of Greenbriar Road were not obeying the yield sign. He said he looked at the Motor Vehicle Traffic Control Device (MVTCD), manual to see if they could put up a multi-stop there, for the northbound and southbound traffic. After finding a clause that justified putting up the stop signs, he spoke with Mr. Graff and they put them in. The Public Works people spoke with Mr. Wywrot and felt that the stop signs were not a good idea. Mr. Wywrot sent information about the problem to Attorney Kelly Kramer. After going over the information she thought that putting in the stop signs was questionable. Mr. Graff suggested that before they take the stop signs out, that they should do a formal warrant analysis and see Page 7 of 8 what information it can give to make the final decision of leaving signs in or taking them out. For now the stop signs will stay in. This item will come back to the next Public Works meeting on November 20, 2003 . OLD BUSINESS : In Town Road Program — Update Mr. Wywrot informed that they had previously considered delaying the award on this project until later in the fiscal year because of funding issues . The initial engineering contract was thought to be around $40,000, but it turned out to be closer to $90, 000. The change was because the roads and utilities needed to be designed at the same time . The construction of the roadways would not begin until the following fiscal year, but the plans are still needed in order to properly design the sewers . Smith Engineering could still proceed at this time and carry the initial costs and hold off invoicing the City until the upcoming fiscal year. Mr. Hoving of Smith Engineering commented that his recommendation was to move forward with this project and they would get the engineering done, try and have the project begin in February. They set aside on the line item $45 ,000 . They would build up to that point and then the rest they would hold the rest of the fee off until the beginning of the fiscal year. At that time they would then invoice the City for the remainder of the costs. The contract they have is a time and material not to exceed, as it is easier for their accounting to bill the City if they use a lump sum contract. In caring the costs going forward it is an opportunity for them to recoup some of the costs . Mr. Wywrot suggested for this item to go onto a future COW meeting, or until they hear back from City Administrator Tony Graff. Update of 5-year Capital Improvement Program There was nothing to report . It was requested by Mr. Wywrot that this item should be taken off from the agenda. ADDITIONAL BUSINESS : Alderman Kot asked if the Van Emmon Road project near Route 47 would be put back into a reasonable condition. Mr.Dhuse said yes, they will use a hot mix patch (asphalt), this year and then next year the County project comes in and overlays and redoes it all. I Alderman Kot then made a request to have a salary survey done for the Public Works Director position. He suggested that the committee make the recommendation to the Administration for this . Alderman Sticka mentioned that the Municipal League offers a service of salary surveys that cover the entire country. He said that he is unsure how to go about getting it and said that there is a cost involved. He felt it would offer a lot more information. Mr. Wywrot stated that that the Sanitary District has begun their river crossing project. He said that they will be setting a large stricture there next to the existing cyphen chamber. The project will go until around the beginning of December. Page 8 of 8 Meeting adjourned at : 8 : 50 Minutes by Theresa Brady