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Public Works Minutes 2003 05-19-03 Page 1 of 5 APPROVED BY COMMITTEE 10-27-03 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE MEETING MONDAY, MAY 195 2003 6 :30 P.M. In Attendance, Alderman Sticka Alderman Munns Alderman Kot (arrived 6 :40) Mayor Prochaska City Engineer Wywrot Director of Public Works Dhuse APPROVAL/CORRECTIONS OF MINUTES The minutes from the February 24, 2003 meeting were approved. The committee did not receive copies of the March 24, 2003 meetings so they were not approved and will be brought back to the next meeting. NEW BUSINESS FAU Routes City Engineer Joe Wywrot reported that he was contacted by the Illinois Department of Transportation (IDOT) regarding the City' s ability to designate Federal Aid Urban Routes now that its population is over 5000. There are three classifications of roads; FAP — Federal Aid Primary — interstate and state highways, FAS — Federal Aid Secondary — county roads and FAU — Federal Aid Urban — municipal roads. Roads designated as FAU routes have to meet certain criteria such as they have to begin and end at another FAU route or a road of a higher designation. The committee went over a map indicating which city roads meet the FAU criteria. Mr. Wywrot indicated that the map had been reviewed by both the county and township and they approved of the streets being designated. Mr. Wywrot explained that when approved these roads are eligible for federal highway funds for construction. This designation is the first step in a process; the routes still need to go through an approval process. i The item was sent to the June 3 , 2003 Committee of the Whole (COW) meeting. RIVER' S EDGE SUBDIVISION PHASE 2 — LETTER OF CREDIT REDUCTION Mr. Wywrot reported that this is a standard reduction request from S&K Development. He concurred with the quantity of work that they have completed and stated that they have been very cooperative. He recommended the letter of credit be reduced in the amount of $340,757.24. The item was sent to the June 3 , 2003 Committee of the Whole (COW) meeting. SETTING BID DATES Mr. Wywrot reported on the bid opening dates for the following projects: Page 2 of 5 a) Appletree Court —June 18, 2003 b) Dickson Court — July j c) Asphalt Surface Treatment — June 19, 2003 - Mr. Wywrot stated that there are two general areas he felt should be done this year. First is Fox Hill where the streets are substandard by today' s standards. This treatment will help extend the life of those streets. He noted however that the City has not accepted the streets yet but that the City has done this type of work in White Oak before it was accepted. The second potential area is the Prairie Park area such as Spring, Somonauk, Elm and Freemont Streets. These streets are older and would need a CFR treatment such as what was previously done on Mill, Bruell and Woodworth Streets. Mayor Prochaska suggested asking City Attorney Dan Kramer for a legal opinion on doing maintenance on streets not accepted by the City. The preference of the committee was to do Fox Hill pending Attorney Kramer' s opinion. d) Public Sidewalk Repairs — June 20, 2003 - Mr. Wywrot stated that the School District does not have plans for any sidewalks for the new school on Route 126. They are exempt from local ordinances in respect to things like this. They voluntarily comply with the City' s storm water retention requirement and have to comply with the water and sanitary sewer requirements because they have to connect to the City' s facilities. Mr. Wywrot spoke with Brian DeBolt with the school district who confirmed that sidewalks are not in the budget. Mr. DeBolt suggested a joint project; the City would build the Mill Street sidewalk this year and they would build the Route 126 sidewalk before the new school opens. The Mill Street sidewalk (Walter Street to Route 126) will cost approximately $ 15,000.00. The committee further discussed the need for a sidewalk on Route 126 and the school district ' s role. It was decided to take the discussion of the Mill Street sidewalk to the June 3 , 2003 COW. j The setting of the bid dates does not need to move on to COW. When the bids come in, the bid information will move to on COW. APPLETREE COURT WATERMAIN EASEMENT Mr. Wywrot reported that Attorney Tom Grant drafted an easement for property owners on Appletree Court. The City will be working on the street this year and needs to loop a watermain to Beecher Park. Mr. Wywrot met with the homeowners and they are agreeable to the easement . The location of the watermain is under the driveway and the cost to replace the driveway (approximately $3 ,000. 00) is the only consideration the homeowners are asking for. The signed document has been received from Attorney Grant. The item was sent to the June 3 , 2003 Committee of the Whole (COW) meeting. PUBLIC SIDEWALK REPAIRS Mr. Wywrot stated that he received a request from a Mr. Richardson of 607 S . State Street to replace a sidewalk. The resident is trying to coordinate the paving of their driveway with replacing the sidewalk and can't wait until the summer for the sidewalk program. Mr. Wywrot went to the site and saw the sidewalk was in terrible shape and i i I Page 3 of 5 �I gave them approval to proceed. The reimbursement is either 60% of the resident' s cost or the City' s 60% share of the cost based on the annual project, whichever is less. The resident will have to wait for their reimbursement until June or July. Mr. Wywrot also noted he received a call from another resident on State Street, Steve Bridge. He also wants to proceed with a new sidewalk on his own. Mr. Wywrot also recommended approval for the Bridge ' s to proceed. This was an informational item and does not need to go on to COW. i WATER CONSERVATION ORDINANCE j Director of Public Works Eric Dhuse discussed the first draft of a water conservation ordinance which allows residents to water on days depending on their address number; j even numbers on even numbered days and odd numbers on odd numbered days. It also j specifies the hours of the day to water. This is to be used until the City has its new wells and treatment facilities on line. The ordinance sets forth rules and fines for watering including provisions for watering new sod. The committee discussed the times of day for watering, kids using sprinklers, etc. Mr. Dhuse stated he would clean up the draft and the committee felt it was best to keep this moving forward. The item was sent to the June 3 , 2003 Committee of the Whole (COW) meeting. OLD BUSINESS FOX HILL SUBDIVISION ACCEPTANCE Mr. Wywrot reported he received a written request April 10, 2003 from Paul Dresden requesting that the City accept Units 2, 4,and 6 and the Route 34 units. He went out and checked the punch list and there are still items that need to be done on all the units of Fox j Hill. He noted that some improvements have been done and the list is shrinking in size however he is not recommending accepting the improvements until the punch list is complete. The committee agreed with Mr. Wywrot' s recommendation. Also discussed was the issue of a homeowners association. Only Unit 3 of Fox Hill has an active association. There is also no SSA in place and this cannot be done at this time . The lack of SSA and the affect on the maintenance of the trails and open space was also discussed. Mr. Wywrot stated that he would check with Attorney Kramer to see if a vote was needed for the written request. If it is, this item will be sent to the June 3 , 2003 COW. DICKSON COURT WATERMAIN EASEMENT Mr. Wywrot stated that this is a similar to the Appletree Court project. Dickson Court j has a dead-end watermain that could be looped while the street is being repaired. He met with the owners of Lot #23 and they are consulting an attorney. They are asking for $5,000. 00, attorney fees and other expenses. The watermain was improved in the past to a 6" main and there is not a fire flow issue. Mr. Wywrot stated he is neutral on this and if it is not done it is not a big issue. The committee discussed this and agreed it was not a 'I� Page 4 of 5 necessity. Mr. Wywrot stated he would contact the homeowners and advise them the easement was not needed. PERSONNEL FOR STREETS AND WATER — UPDATE Mr. Dhuse reported that he was still working with Finance Director Traci Pleckham regarding this. This will be brought back to the June Public Works Committee meeting. ADDITIONAL BUSINESS WOODWORTH LIFT STATION Mr. Dhuse reported that earlier in the day he gave the Council a memo regarding the final cost of the Woodworth Lift Station. The cost of the project was authorized not to exceed $50,000. 00 and the cost came in well under the estimate. I EEI Mr. Dhuse reported that he and Mr. Wywrot met with Engineering Enterprises, Inc. (EEI) regarding a slight change to the water treatment facility design. When Jeff Freeman of EEI gave a presentation to the COW, it was decided to use split face block partially up the side of the building and then hardy plank siding. The architect feels that this would leave the door jam exposed which could cause leakage. The architect changed materials in an effort to give the building a better look and work around the door. The increase cost for this is $2225 . 00/building. The new design uses three materials; split face block, brick and siding. The committee agreed with the change and recommended it be sent to the June 3 , 2003 COW meeting. i COUNTRYSIDE INTERCEPTOR LIFT STATION Mr. Wywrot reported that he met with Deuchler and the lift station was discussed. He distributed pictures of a lift station facility and recommended that the City use the same design. Mayor Prochaska asked if the easements have been obtained and Mr. Wywrot stated that the property owners have a verbal understanding regarding the easement. Mayor Prochaska suggested that before moving any further, the easements should be obtained. Mr. Wywrot stated he would ask Administrator Graff how this is progressing. MILLNAN EMMOM WATERMAIN Mr. Wywrot stated that the bids for the Mill/Van Emmon Watermain Project will be opened May 29, 2003 . There are two easements that the City has requested. They are from Bob Dearborn (Bridgeberry Twigs) and Yorkville National Bank (YNB) and are for fire hydrants. Mr. Dearborn has signed his easement and is not asking for anything in exchange. Mr. Wywrot suggested that the City Council accept this formally. YNB didn't seem to have a problem with the easement however he has not received anything from them. He suggested that if YNB does not give the easement a stub be put in the main in order to add the hydrant when the easement is received. Page 5 of 5 The Dearborn easement was sent on to the June 3 , 2003 COW meeting. i SIGN CHECK Mayor Prochaska asked Mr. Dhuse to develop a plan to periodically check signs in Yorkville for damage. ROUTE 34 EXPANSION Mayor Prochaska reported that he, Administrator Graff and Mr. Wywrot met with IDOT regarding widening Route 34 from Route 47 to Orchard Route. They are beginning the phase 1 engineering and this along with phase 2 engineering is in IDOT' s budget. IDOT asked if the City wanted sidewalks installed however Yorkville would have to pay for it . Mayor Prochaska suggested getting promissory notes from those developing along Route 34 or Route 47 saying that they will be responsible for sidewalks if and when the City wants them installed. i i RADIUM UPDATE Alderman Sticka asked if everything was on track with Illinois Environmental Protection Agency (IEPA) and the radium project. Mayor Prochaska stated that Attorney Roy Harsch is currently working on this because the City will not meet the compliance date . STREET SIGNS Alderman Munns asked the status of the Aspen Court and John Street signs in Fox Hill and Mr. Dhuse stated that they were on order. There was no further additional business so the meeting was adjourned at 8 : 05 P.M. Minutes taken by Cindy Green Transcribed by Jackie Milschewski, City Clerk I i