Public Works Minutes 2004 08-23-04 j
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APPROVED 10/25/04
UNITED CITY OF YORKVILLE
Public Works Committee Meeting
City Hall Conference Room
Monday, August 23, 2004
7: 00 PM 4
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Attendance:
Alderman Besco, Chairman
Alderwoman Burd
Alderman Munns
Alderman Sticka
Mayor Prochaska (arrived 7 :25pm)
Public Works Director Dhuse
City Engineer Joe Wywrot
The meeting was called to order at 7 : 00pm by Alderman Besco .
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Approval/Correction of Minutes : j
The minutes for July 26, 2004 were unanimously approved by the Committee as written.
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Presentations .
None
New Business :
1 . USGS Groundwater Study:
The City received a letter from Kendall County discussing the continuation of the
Groundwater Study with Phase 2 & 3 . They attached a print out of the funding necessary
from the participating municipalities with having Yorkville contribute $44,245 . 19 total.
The funding will be separated from the FY2005 thru FY2008 as follows :
FY2005 = $2500 .28
FY2006 = $ 13 ,080 . 32
FY2007 = $025 . 81
FY2008 = $648 . 78
The continuation of the Study, according to the letter from the Kendall County Board, is
to assess the hydro geology and water use in the county. Phase 2 will collect data points
to provide detailed characterization of the hydrogeology and water in the county. Phase 3
will create a computer model available to the communities and their consultants to help
guide decision-making on future development and predict effects on water levels .
Discussion was continued with the explanation of who was not participating fully in the
Phase 1 USGS Groundwater Study. Mr. Wywrot stated that it was Kendall County that
was not contributing fully to the Phase 1 project. Alderman Sticka stated that the letter
did not clarify if Kendall County would be contributing fully with Phase 2 & 3 , just that
they were participating. Alderman Besco asked Alderman Sticka if the City had ever
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received an answer from the County as to why they had not contributed fully on Phase 1 .
Alderman Sticka stated the County drew the line at a base amount and had let the
municipalities pick up the rest of the bill. Alderman Besco stated that he recommended
the Committee take it to COW and let them know that the City is looking for a response
as to what Kendall County is or will be contributing to the Study for the next two Phases.
Alderman Sticka stated he thought the amount contributed was equal to the amount of
land in each jurisdiction. Mr. Wywrot stated that the County thought there was some
consideration was due to them taking over maintenance on some property from
Cannonball Hill which is a detention basin. This allowed there to not have to be a home-
owner' s association in that area. Alderman Sticka felt strongly that the County never
communicated properly and questioned how it ended up that they chose the even amount
of $20,000 . 00 only for Phase 1 . Mr. Wywrot agreed that it definitely was not a calculated
amount and stated that it was probably a negotiated amount from their Board. Alderman
Sticka felt it was unjust that Kendall County did not confer with the rest of the
communities involved who now will have to pay for what the County felt they could not
pay for from their share of the original amount given. Mr. Sticka added that Kendall
County is now coming to the City of Yorkville to ask for help in paying for the upgrading
of Eldamain Road. The Committee agreed that this situation did not seem fair.
Alderman Besco moved the conversation to the fact that Tony Graff, City Administrator
is looking into the situation on behalf of the City. The Committee agreed that the Study
still needed to move forward. The Committee will send this matter to 9/7/04 COW for
discussion while stressing the need for a written response from the Kendall County Board
regarding their Phase 1 participation.
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2. Greenbriar Unit 4 — LOC :
Mr. Wywrot started the conversation by explaining that this is from the re-subdivision
from R2 Duplex to R2 Single Family on Walsh Drive. There was some public
infrastructure work that had to be done . What remains is that there are some large
services that have to be abandoned and large services still to be put in. The Letter of
Credit with First Midwest Bank will be expiring on October 2, 2004 . The Committee j
was recommended by Mr. Wywrot to send this to the 9/7/04 COW as Consent Agenda so
that this will not be extended at last minute, or the City be too late to extend Credit. The
Committee agreed and will be sent to COW as recommended by Mr. Wywrot,
3. New Water Department Hire:
Mr. Dhuse started by stating this is a budgeted line item for the year. He is bringing this
to the Committee as an update with a memo from Tracy Pleckham showing the money
was there and ready to be used for a new hire. Mr. Dhuse stated that this new hire is to
help cover for the new water treatment plant that is to come on-line in either October or
November.
Mr. Dhuse stated that he has one person in-house who is interested in the new position
already. He would then only have to hire a replacement for the person interested. Mr.
Dhuse will advertise for 7 days internally and after will go externally if not filled. Mr.
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Dhuse stated that the individual would need to be certified with-in a certain time period
with experience on the job already. He stated that the first license will be the C&D
license which is chlorine feed and distribution systems . He added that from there it will
be B license and A license .
The Committee agreed to send to COW on 9/7/04 as consent agenda.
4. Smith Engineering Agreement for an "as needed basis" :
Mr. Wywrot stated that he was unaware of this request made by Tony Graff to use Smith
Engineering. He stated that the City has used this Company in the past for Traffic
Situations, yet he felt it may put the City in an awkward position since this Company
does so much work with private developers in the area. He would hate to see the City to
be on both sides of the table with one Company. Mr. Wywrot agreed it would be nice for
the City to have someone besides EEI on hand if ever needed. j
The Committee discussed that the City is growing fast so they should look into what else
is out there for competition or just to speed up the process . Alderwoman Burd questioned
that if we already have an existing relationship with Smith Engineering why would we
now have to sign an authorization to proceed. Mr. Wywrot thought it was just to
formalize the relationship . The issue of having more consultants on hand would not be a
bad idea except that new consultants would not be aware of current or previous issues.
The Committee glanced over the price of labor attached with the authorization. Mr.
Wywrot added that all funding has to go thru City Council for approval first anyways and
money is always negotiable.
The Committee agreed to bring back to the next Public Works Meeting to discuss after
Committee members find out why on the agenda. The Committee felt now that the City
was doing fine with having EEI for their consultants along with Mr. Wywrot assisting j
them.
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5. Countryside Pump Station Bid Opening Results :
Mr. Wywrot started by stating that the City had received the opening bid results for the
pump at the Countryside pump station. He stated that pumps are a long time in waiting to
be manufactured and delivered. For this reason the City needs to get the order in soon,
which is why the bids are being shown to the Committee at this time.
Mr. Wywrot went on to discuss the difference between the pumps that are shown in the
bids . The first pump is the standard submersible which is the Flygt Model (A) and the
Hydromatic Model (C) on the bid listing. The other is the Wemco Model (B) which has a j
simple two-speed motor with a pre-rotation basin which tends to act as the regulator with
the flow. The letter from Walter E. Deuchler Associates, Inc . goes on to explain why
they are recommending the Wemco Model (B) to the City.
The Wemco Model is approximately $ 5 ,000 . 00 higher than the low bid, but with
maintenance costs added in it is the better pump to go with. Mr. Dhuse added that with
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this being the first pump station of this size in the City he recommends that the City go
with the Wemco Model.
The Committee agreed to send to COW on 9/7/2004 for discussion along with the letter
of recommendation from Walter E. Deuchler Associates, Inc.
6. Deuchler Scope of Service for Woodworth Street Lift Station .
Mr. Wywrot handed to the Committee members the Engineering Agreement from
Deuchler regarding the proposed Woodworth Pump Station replacement. Deuchler is
proposing to do both the design services and the bidding instruction guides.
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Alderman Sticka questioned if there are still easement discrepancies to be handled or is
that all settled. Mr. Wywrot stated that in the agreement in section 2 .4 .4 it states the
following "Locate markers and monumentation of parcels and ROWs and prepare one ( 1 )
plat of easement/survey, as needed upon supply of title commitment and easement
negotiation or property acquisition by the Owner. ". Mr. Wywrot showed the Committee
the sketch at the back of the agreement to show that the new plant would be just south of
the old, but still on the Swim Club property. He added this design will allow much better
design possibility.
Mr. Wywrot stated that Tony Graff has had discussions with both the YMCA and the
Lion' s Club and both were willing to grant permission for this project to move forward.
Mr. Wywrot added that the City could get in writing that the City can have the easements
to move forward before spending any more money. The Committee agreed to send to the
9/7/04 COW for discussion.
7. Raintree Unit 1 — Bond Reduction #l :
Mr. Wywrot stated this is in regards to reducing the bond for onsite work in Raintree Unit
1 in the amount of $2,418 ,011 . 96, which will leave the new bond amount at $ 829 ,249 . 36 .
Mr. Wywrot found that Raintree Village LLC had asked for too much of a reduction and
corrected the miscalculation for them, leaving less of a reduction. Mr. Wywrot requested
to send to COW on 9/7/04 as consent agenda.
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8. Deuchler Scope of Service for Southwest Fog Road Interceptor:
The Committee agreed to table until the next Public Works Meeting due to lack of
information.
90 EEI Scope of Service for Southwest Watermain Project:
Mr. Wywrot started with going over the colored map provided by EEI to show the
Watermain extensions . The map shows in general the six different projects that would be
involved in improvements . There are water main extensions, booster/pressure reducing
station and PRV stations all needed due to interfaces in between the pressure zones . This
will help with moving water back and forth between the pressure zones. Mr. Wywrot
stated he had spoken with Jeff Freeman from EEI today regarding the fact that they show
a water main extending north along the river' s east edge and then goes up to John Street.
He stated that leaves Fox Hill hanging out there, perhaps they should cross the river
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there . From there they could go west on River road and then north on Eldamain which
will bring all of Fox Hill into a loop .
Mayor Prochaska added that it is or was an issue with the water main there. Since there
was not enough usage in that area, the City had to regularly flush the hydrant to keep the
water fresh.
Mr. Wywrot stated it would be difficult to put the water main across the river near
Eldamain because the bluff on the south side is so steep . The City already has access
down the river' s edge a bit with a low area to work in.
Alderman Munns questioned if the Plano water tower would affect anything as far as how
the water flows underground. Mr. Wywrot stated it should not due to their water source
being located over by Little Rock Creek. Mr. Wywrot stated he also spoke to Plano ' s
City Engineer who brought up the idea of interconnecting the two water systems . He
questioned the elevation of the two towers being the same and suggested that the Mayors
speak on the issue first.
Mr. Wywrot stated that with having a booster station and an emergency interconnect
maybe Plano could help with the $ 1 & 1 /4 million dollar cost. j
The Committee questioned why EEI showed the river crossing if it is not part of the
proposal . Mr. Wywrot stated they wanted to show the future interconnect going that
way. Mr. Wywrot at that point went over the map in detail with the Committee to show
all work to be done that is part of the proposal .
The Committee discussed the right-aways the City already has thru some of the
subdivisions. Mr. Wywrot stated EEI did take advantage of those going thru the
subdivisions to have hydrants available for fire protection. Mayor Prochaska brought up
the point that now the City watermain will be going thru the County Subdivision. He
suggested that the Committee make sure the people want it first.
Alderman Besco questioned if the fee for the scope of services would be capturable from
future developments . Mr. Wywrot stated it would be up-front funding from developers
or at the very least an agreeable funding arrangement.
Mayor Prochaska stated that the map should show only work to be done. The Committee
agreed there needed to be something to decipher between future work possibilities and
what is going to be in the proposal at hand.
The Committee agreed to send on to 9/7/04 COW and make a decision at that time
whether to proceed with authorization pending funding.
10. Route 34 Improvements . Supplemental MFT Appropriation Resolution :
Mr. Wywrot briefly went over that the City received a bill from the State from 2001 for
work done on Rt. 34 & McHugh Street traffic signal. The estimate at that time was
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$44, 000 . 00 and the final bill is $46, 659 . 16 . The City needs to pass a supplemental MFT
appropriation resolution in the amount of $2,659 . 16 to pay the bill . The Committee
agreed to send to COW 9/7/04 as consent agenda.
11 . Water Works System Needs Assessment and Project Plan — Re-initiation and
Re-submittal:
The Committee took a moment to look over the paperwork given to the Committee .
Mayor Prochaska stated this was to get the City to secure funding from the IEPA Public
Water Supply Loan Program.
Mr. Wywrot and Mr. Dhuse stated that the funding would be for work at Well 3 & 4
treatment facilities, water main on King Street and State Street water main.
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Mr. Wywrot stated that Jeff Freeman found that the City of Yorkville is at the top of the
eligibility list. The City could receive up to Millions of dollars in assistance.
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The Committee agreed to take to COW 9/7/04 for discussion since the fee from EEI for
re-submittal will be approximately $ 15 ,000 . 00 .
Old Business : None
Additional Business :
1 . Mayor Prochaska stated that he received about IDOT dealing with Rt 47 — Phase
1 . They need to put information out for public viewing and they have the
information available to be viewed in Ottawa. The Mayor would like this
information available in Yorkville where the public could see it. He would like a
date where this could be available for the public. There is also a meeting planned I
with the landowners around Rt 34 & Rt 47 area on 9/7/04 .
2 . Alderman Munns questioned Mr. Dhuse as to when work would begin at Fox Hill
for the Streets . Mr. Dhuse stated that the sealing is complete and streets will be j
swept the following day.
3 . Alderman Munns also questioned if parking could be controlled at the corner of
John & Sycamore where the East park is . He stated that it is getting very crowded
and hard to see around the corners . The Committee will send this issue to the
Public Safety Committee to confirm it is a sight distance issue.
4 . Alderman Besco wanted to thank the guys at Public Works for getting down a
huge bee ' s nest on Freemont in the 400 block. The Mayor even suggested
sending it down to the nature museum at the Courthouse.
The meeting was adjourned at 7 : 55pm.
Minutes by: Sheila Teausaw
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