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Public Works Minutes 2003 02-24-03 f Page 1 of 6 P.Ppn®\JED By THE UNITED CITY OF YORKVILLE COMMITTEE/BOARD PUBLIC WORKS COMMITTEE MEETING ON: MONDAY, FEBRUARY 24, 2003 6: 30 P.M. i In Attendance: j Alderman Joe Besco Alderman Rich Sticka Public Works Director Eric Dhuse City Engineer Joe Wywrot Alderman Marty Munns (in at 6 :45) APPROVAL/CORRECTION OF MINUTES With the number of corrections needed to be made the committee agreed to bring the December minutes back to the next scheduled Public Works meeting on March 24, 2003 . i NEW BUSINESS : 2003 Joint & Crack Filling City Engineer Joe Wywrot stated that IDOT requires the plans to be signed by Mayor Prochaska before they will give their approval . The City Council will also need to give their authorization for Mayor Prochaska to do that. Mr. Wywrot added that there is also a MFT appropriation resolution for the estimated amount of $26, 682 . 60 which will also need approval. These items will go to COW on March 4, 2003 . j Fog Industrial Park — Final Balancing Change Mr. Wywrot said he received word from Aurora Blacktop and they have agreed to accept the numbers that were posted last fall. The final project cost is a net reduction in the amount of $42, 659. 98 . He was pleased with the reduction and mentioned that they had saved a lot of money on Deer Street where the under cuts were not as bad as they had originally thought. He said that because they were under quantity that they did some additional under cutting on Wolf St. They also did some extra curb work on Badger Street. Even with that extra work they still ended up with a cost reduction. This item will go to COW on March 4, 2003 . Supplemental Truck Purchase Public Works Director Eric Dhuse said that instead of selling the Dodge Dakota as they had originally planned, they have decided to keep it for the new Engineering Technician. He said that the Engineer Technician should begin working in March. He said that they will get the truck tuned and cleaned up . The truck currently has 64,000 miles on it. He mentioned that since they will not have to purchase the truck out of next year' s Capital Fund which will push back up the Reserve. This item will go to COW on March 4, 2003 . PW Time Studies Mr. Dhuse stated that the primary goal for this was to try and set goals and guidelines for the Public Works Department. He said that they have tried to break down each department; water, sewer and streets . Mr. Dhuse said that it should show where they hope to be and where they i Page 2 of 6 should be doing for time. He said that the astrics next to items show where they are below on standards . Right now they are very below standards as the growth keeps coming . What that essentially means is that they do not have enough man power, especially in cases of installing water meters . He said the problem will only escalate when the bigger subdivisions come in. He said that the smaller print items are what were done last year. He said that with each apartment, there is a small synopsis at the end next to the astrics, which is what they are falling short on or need to do more of II Alderman Besco asked if the meter installation could be contracted out. Mr. Dhuse said not really because it would be too difficult to try and schedule it. Alderman Sticka asked if this was information that has been brought to Staff meetings . Mr. Dhuse said that he has been gathering the information all year and that he had just had a meeting with City Administrator Tony Graff and Finance Director Traci Pleckham. He mentioned that Public Works hasn't hired anyone but 1 person since 1995 . He mentioned that with all the new j growth and new customers there is increasing streets to plow, catch basins to clean and a lot of customer questions . i i Alderman Besco asked how many employees they are falling short on. Mr. Dhuse said that they are 1 employee below in each department. He said that if the City would like to keep up the work i they are currently doing then he would need to lure 3 people for each the Sewer, Water and Streets departments . He said that he is currently working with Mr. Graff and Mrs . Pleckham to see if there is enough dollars for this . Alderman Kot asked if Public Works ever has problems hiring people. Mr. Dhuse said he currently has 30 applicants for the opening. He said that he would like to see some new employees come in before Joe Moore makes changes with the cation exchan ge plan. Alderman Sticka asked where Mr.Dhuse was getting all his information on cation. Mr. Dhuse said from reading up on it and talking with EEL Alderman Sticka asked if there were any place j Mr. Dhusc could go to see any of these installations . Mr. Dhusc said that there is in Maple Park, i Illinois and that he has plans to go up now that they are getting close to plant design. i This item will go to COW on March 4, 2003 . Menard Commercial Commons Bond Reduction Mr. Wywrot said that a lot of work has been done at Menard' s . He recommended a reduction of 5 . 8 million dollars . He said there is still 2 . 9 million left in the bond. By approving the reduction it will allow Menard's to make payments to contractors . Alderman Sticka asked how the road ways were coming along . He said that the Rt. 34 !' improvements haven't been done yet and the traffic signals at Kennedy and Rt. 47, one at Countryside and Rt. 34 . There are also future plans for a traffic signal on Carpenter Rd. next to j Wendy' s . The Kennedy traffic signals could be up and running in about a month. Alderman Sticka asked if the concrete roadway was in. Mr. Wywrot said all but on the entry into Rt. 34 and a small piece at McHugh Rd. This item will go to COW on March 4, 2003 . OLD BUSINESS I �I 1 E. Page 3 of 6 Wetland Protection Ordinance Mr. Wywrot reported that they had initially requested comments from the development community about the ordinance because they hadn't received any response. He said that they received one from Inland and Encap . Encap is a wetlands firm. The tone of Encap 's letter was more in support of the ordinance than not. They did however suggest some changes to make the review process quicker and improve it. Mr. Wywrot said that he thought they felt it would be a worth while ordinance to have. The Inland letter did not have the same tone. He hopes that by next month there will be more responses . Mr. Wywrot recommends this item to come back to Public Works on March 24, 2003 . I Fox Hill — 1728 John Street This item was in regards to a fire hydrant that is illogically located on the property of 1728 John Street. The resident complained that she or other visitor' s have hit the hydrant while backing out of her driveway. Mr. Wywrot reported that in February after getting some information from Attorney Dan Kramer that he said that the City has no liability on this issue. The home was built with the full knowledge that the hydrant was there and that the residents should have addressed the issue at that time . ,f Mr. Dhuse suggested that the resident should try planting something there to use as a buffer. Alderman Besco suggested that the committee should write the resident to let them be aware of the situation Sanitary System Overview Mr. Wywrot used maps from their 1996 Sewer Study to give the committee a broader view of the City' s sewer system. He said the sewer system flows in a dendritic pattern, which means like a tree. It follows the path of least resistance. He said that some lines would be replaced with larger lines . He said most of the lines have 8 inch pipes but some have a bigger trunk line. They were concerned that there would be an over load next to the line at Jewel down to the plant. They managed to find a weak link in the chain that leads into Jewel . He said that they did find some weak links they would need to work on. He pointed out on the maps and explained the situation. He said that the situation can be helped by making some construction changes . The pipes along Hydraulic Street will be replaced with 42 ui pipe . Alderman Kot asked if the over all pipe condition was in good shape and if there were any real problems there. Mr. Wywrot said that the problem is that we have a tendency to rely on lift stations . When developer's can't get a gravity sewer in at a reasonable cost and their thought is to throw in a lift station. Mr. Wywrot said that a lift station is not the way to go . They would like to find a reasonable way to get these large gravity sewers put in. The problem is that they are very expensive . The costs range over 11 million dollars for the Rob Roy Creek Interceptor. Th 1 p g C ee e an 5 P would be from Baseline Road all the way to the Plant. Alderman Kot asked Mr. Dhuse about the situation at Naden Ct. It is mostly a localized problem in the main in Countryside Pkwy. The problem situated from silver maple tree roots . The roots grow right down through the pipes . Alderman Kot asked about the conditions in the old part of town. Mr. Dhuse pointed out on the map that the squiggly lines indicate where the repairs were made. Alderman Kot asked if it was now in good shape . Mr. Wywrot said that structurally the pipe is in better shape. He said the purpose for this particular project was to reduce infiltration j and inflow (I & I) . He said that they got very good results from it. They were able to get 70% of I & I out of the sewer on the north side of town. On the south side of town it was 19%. The Page 4 of 6 I problem is that there is higher ground water there and older pipes . If they were to replace it, it would have to be replaced all the way to the houses in that area. If the sewer main is fixed then the water table will rise to the point that it will fmd another point to leak into the sewer system . So it would end up going into the main regardless of the new pipe that would be put in. He said then what we 'd have to do is build the treatment plan larger to treat rain water when there is a storm. He said that this project here was to improve how the system responds to handle a 5 -year storm with out any surcharge. He felt they did achieve that on the north side, but is unsure on the south side. As far as the pipes are concerned, it is as good as they will get. He said that they should continue maintenance of the manholes . Yorkville Road Program Update — Smith Engineering Mr. Wywrot stated that they have come up with 3 basic repair methods that they would recommend: 1 ) Resurfacing — Basically reconstructing as done on portions of Morgan St. and State St. 2) Recycling — A large tiller is brought out to the road to be repaired which then pulverizes and grinds up what is there . It is then rolled down and compacted, and then a new road is paved over the top of it. Almost all of the streets can be recycled except for Mill Street which would require reconstruction. 3 ) Patching — This method does reduce the ride ability of the road and breaks up quicker than the existing road if there was no patch there. A trench will be cut and jagged edges will be sawed away. Then they will patch the trench. Alderman Kot asked if they would be wasting money to patch on Mill Street since there are plans to tear up the street for the new storm sewer. Mr. Wywrot said that timing is an issue and without patching the road would mean the road would be torn up for an extensive amount of time. Road Program Storm Water System Allderman Kot asked about the where the storm water systems would be installed. Mr.Wywrot said that the storm sewers for this program are mainly intended for the streets that are on the hills because other wise the water rushes down the hills . Alderman Kot asked concerning the possibility of flooding if it would be wise to consider a storm system on Main Street, since there 1 isn 't one now and if it would help alleviate flooding problems . Mr. Wywrot said that it might help to a certain degree but it would be very hard to estimate it as far as what they would do there . There will always be a storm that beyond which there will be a flood. Mr. Dlnuse added that another problem in that area is the clay soil is such that it holds water. Alderman Kot mentioned that he would like the committee to keep n mind of in to find a solution to the flooding p trying g problems that could arise in that area in the future. Mr. Wywrot said that the most cost effective thing to do would be to continue to expand manhole maintenance. He said that the City Ordinance now require that new subdivisions to have storm services to the homes . The purpose of that is for the sump pumps to get into the storm sewer right away. Closing Off of Adams Street to Van Emmon Street Mr. Wywrot said that by closing off the road from Adams Street to Van Emmon Street would turn Adams into a cul-de-sac . He said that Frank Wilman has plans to come in with plans for the vacant area west of Adams Street. He said he spoke with him about the possibility of not only P Y 3 making a cross connection from Morgan over to Adams, but also to put in a larger water main. I g g p g Smith Engineering said that there is no real way to make it a standard roadway. Also from Smith' s point of view it would be non-conforming and possibly a liability issue and to eliminate it. There needs to be some consideration as to what the residents would have to say as well. rF I Page 5 of 6 Alderman Kot suggested having a meeting with the residents there to discuss the situation. On the spread sheet from Smith Engineering were all the streets that they had identified as bein g problems . Alderman Kot asked from an engineering stand point if the recycling is the best method for the road repairs . Mr. Wywrot said that it improves the road and will give a minimal width. I will bring the roads listed up to a minimum standard. Alderman Kot asked what the life expectancy would be after the roads would be recycled. Mr. Wywrot said that the minimum would be 10 years . Alderman Besco asked if the Reclamite projects would be able to be applied to these roads. Mr. Wywrot said that it would and that reclamite on these streets would be an excellent idea. Alderman Sticka added that as soon as the recycling were done on these roads that it would be a good idea to get the roads on the reclamite list. Mr. Wywrot said that would be a good idea. Mr.Wywrot pointed out that for comparison that with the method Smith Engineering is recommending that the total cost is 2 . 7 million. If they were to reconstruct everything it would be 4 . 4 million. It is 1 . 7 million dollars more if they did not reconstruct the roads . He said that something to consider in order keeping the roads at the 10yr time line is that they will have to borrow money to do it. It would be best to try and pay that money back with in 10 years . Alderman Kot asked if Traci Pleckham had any input on the plan. Mr. Wywrot said that she agrees with the 10 year pay back period, but that it would be tough to fund the project with that short of a pay back. i Alderman Kot asked what if anything from this plan could the Public Works Department could j do . Mr. Dhuse said that they could probably do part of the storm sewer and probably some of the other work but nothing of the road work rehabilitation. They do not have the equipment for it. Alderman Kot said that he would like to see this item go to COW and in the mean time have Mrs . Pleckham give her input on this with some numbers . Alderman Besco said that if they are unable to get financing for 10 years with this project then he would like to have Traci see if we could possibly fund a portion of this project. I This item will go to COW on March 4, 2003 upon Mrs . Pleckham's review. i ADDITIONA BUSINESS i Street Light in Front of City Hall Alderman Kot mentioned that he noticed that the street light in front of the City Hall continues to go on and off Mr. Dhuse said that he will take a look at it. Alderman Kot said that though the road reflectors enter into the drive way are better than what was there before, he would like to see better lighting put in there. Mr. Dhuse said that they would take a look into what might help that area. i i I I i i Page 6 of 6 Alderman Joe Besco stated that Sugar Grove has an ordinance that with new developments the dumpsters can be on the roads until the first occupancy permit is issued then they all have to be off the roads . He thought it should be something that the City of Yorkville should consider to adopt, particularly with all the subdivisions coming in. He said he didn 't care to see the dumpsters lined up down the roads in these places . Mr. Dhuse said he would get a copy of the ordinance to look over. There was no additional business . Meeting adjourned at 7 :50 . Minutes by Theresa Brady I i 'i. i I ; i i I I