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Public Works Minutes 2004 10-25-04 APPROVED 11/22/04 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE MEETING Monday, October 25, 2004 7: 00 P.M. City Hall Conference Room i In Attendance: Alderwoman Val Burd Alderman Marty Munns Alderman Sticka Non-Committee in Attendance, Mayor Art Prochaska Public Works Director Eric Dhuse City Engineer Joe Wywrot I The meeting was called to order by Alderman Marty Munns at 7 : 05p .m. Approval/Correction of Minutes : The Committee looked over the two sets of minutes presented for approval this evening. The Committee approved as written the minutes for August 23 , 2004. There were two corrections found to be made for the minutes on September 27, 20040 The Committee approved these with the revisions to be made. Presentations : None NEW BUSINESS . 1 . Deuchler Agreement for Southwest and Pavillion Road Improvements : Mr. Wywrot opened discussion with the first item informing the Committee on the specifics of what was in front of them. He stated that this is for the design services for the sewer system. He pointed out the specifics with the attachment from Deuchler to show where it will be located. Mayor Art Prochaska pointed out that the drawing shows it flowing through the middle of Pavillion Heights and questioned if there was an easement there to allow this to happen. Mr. Wywrot replied that there could be utility easements when the ordinance was platted, but he told the Committee that they are going to have to obtain for most of the sewers anyways . The Committee discussed why they chose to cut through a subdivision and private property. Mr. Wywrot explained that where it is cutting through is the natural low section through the development, but they could probably follow the right of way with talking to Kendall Township . The Committee moved to send this on to 11 /2/04 COW on Consent Agenda. They also agreed to make sure it is known that this project is subject to the City acquiring the dollars from the developers before Deuchler proceeds forward with it. 1 I I i 2. Utility Locator Position: Alderman Munns moved the meeting on to the next item. Mr. Wywrot stated to the Committee that the individual, Mike Robinson, who is currently doing the J.U. L. I.E. locates is working beyond the part-time position it was supposed to consume in his day. Mr. Wywrot and the Public Works Department feel that a full-time position needs to be filled to handle the workload they are handling now. They feel that someone new can come in with proper experience and knowledge to do this work and they can then pull Mr. Robinson into the Engineering Department on a full-time basis . The Committee discussed that the Department is sent tickets on what areas that they need to locate their Utilities and the workload varies day to day with no compensation from anyone. The position rate would be at a middle of the low end of the pay scale. Mr. Dhuse explained that it would take skill to run the infrastructure locator and the street light locator, being that you need to hook up to live power. They will be putting together a job description for the actual position and will bring back to the Committee to look over next month. i 3. Snow Removal Policy: Mr. Dhuse started the discussion explaining to the Committee that it has been inquired by the business owners in the downtown area on Route 47 if snow removal would be provided by the City to clear off the sidewalks. He went on to state that the City has previously done that, but there is no policy stating if this is a service the City provides . The Committee discussed different issues and liability this would bring up. The Committee agreed that they will clear the snow that builds up at the edge of the roadway and the sidewalk only, but will not go down the sidewalks themselves . Mayor Prochaska asked that Mr. Dhuse would explain to the business owners they will do all they can to j keep the parking spots and up to the sidewalk by the curb as clear as possible during the snow storms . The Committee unanimously agreed that the public 4 parking provided should be cleaned by the City as best they can. They asked that a policy be made that states that the City will be responsible for the snow removal from the curb out. l 4. Bruell Street Forcemain & Sanitary Sewers — Final Payment: Mr. Wywrot started explaining the situation the City is being asked to resolve regarding the money that was lost by H. Linden & Sons Sewer & Water, Inc . when they received a contract by the City for this project and then the project was only done half way. They are now asking for compensation in the amount of $51 ,609 . 00 from not constructing the whole project. He also explained to the Committee the way most companies bill and now with only half of the awarded project being done, the company that did the rest of the work will be losing money on the entire job. Mr. Wywrot walked the Committee through the spreadsheet provided showing the specifics of where they lost money, which is shown below: • Additional cost of Trench Back Fill $43 ,434000 • Cost of Special TEES $ 45784 . 00 • Restocking charge on pipe $ 766 . 00 • Restocking charge on manhole $ 25625 . 00 • TOTAL REQUEST $519609.00 2 it The Committee discussed the specifics of each individual compensation request. The Committee agreed that they wanted to be fair to the company for the contract they were awarded, but at the same time do not want to hand over more money than is found to be a fair amount. As far as the restocking charges the Committee all agreed that those fees were fair. As far as the cost of the Special Tees the Committee agreed that if they are being asked to pay for the entire cost of the product, they should be owned by the City. When it came to the Additional cost of the Trench Back Fill, the Committee asked Mr. Wywrot to come up with the fair amount the City should be asked to pay for compensation in this area. The Committee agreed it would not be fair to pay for the Companies entire profit that was expected when doing the entire job, when only half the job was needed to be done. Mr. Wywrot will speak to Mr. Kramer after coming up with the figures he feels are fair and this will go to COW on 11 /16 for discussion on all the different figures this Committee feels is appropriate to pay. The Committee agreed that it would be fair to get this paid as fast as possible with the Bond money there and ready, i i The Committee also discussed the idea of starting a policy should be put in place stating that a project can not be started until all the easements are obtained. I 5. Game Farm Road/Somonauk Street — Update : Mr. Wywrot rolled out the proposed plans provided by Smith Engineering to explain to the Committee what they are proposing to do along this route. He stated that Smith Engineering is expecting IDOT will want a wider sidewalk on one side of the street due to the schools and parks in the area. Mr. Wywrot stated that Smith Engineering is proposing on the plans to place a l Oft wide sidewalk on the north side of Somonauk and the east side of Game Farm Road. The other questions that goes along with this is if the City wanted concrete or asphalt, and would they like to pursue reducing the width down to 8 feet wide. The Committee discussed this issue in depth and came to the agreement that the City should request that they put in a 5ft wide walk on both sides and make one a bike path and one a sidewalk and make it apearant and clearly marked which is which. The conclusion being that the Committee would like a wider sidewalk as a bike path on the north side of Somonauk which would transition into a 5ft sidewalk beyond West Street and have 5 ft sidewalk along the South and then West side of Somonauk and Game Farm Road. Mr. Wywrot will take this back to have Smith Engineering to propose to IDOT. Mr. Wywrot stated that Smith Engineering is asking if the City would like to combine Tower Lane with the school driveway. The Committee discussed this idea and agreed that those two roads are better left as is. It has also been asked if the City would like to continue the side walks on the West side of Game Farm Road from Route 47 to the North side of the High School which will result in more rights of way to be purchased. The Committee found this was not a necessity to find it feasible to do . I I 3 Another topic they discussed is bringing the intersection of Somonauk Road with Game Farm Road to form a right angle intersection. It was felt by the Committee that this would result in the City having to purchase the home-owner' s property that is currently living there for that right of way to happen. Mr. Wywrot stressed the point that this right angle necessary would be necessary for the project to happen. The Committee also discussed the topic of Smith Engineering calling for a 3 -lane roadway (one lane in each direction with a center bi-directional turn lane for the full length of the project) , which they are also calling for a separate southbound right-turn lane for the high school entrance. Mr. Wywrot stated he has already spoken with at least 2 residents along Game Farm that didn't want to have a 3 - lane road in front of their homes. He asked if the Committee would like to consider having just a 2-lane roadway from the north end of Beecher Park to Route 34 with still having a 3 -lane road approaching Route 34 to have a separate left-hand turn bay. The Committee discussed this issue and felt that if the High School on the West side of the Road would change the traffic flow direction to. the opposite as it is now, that would help with the traffic flow on Game Farm now and that area should have 3 lanes. As far as the rest of Game Farm Road and Somonauk Road they will see what the right of way situation concludes with as far as width. The Committee discussed this further and found that having 3 lanes for the entire stretch of roadway that is being considered is not going to increase traffic, but just help the flow of traffic. So they concluded to try and keep it at 3 - lanes for the entire length except where there will be 4-lanes with the right turn lane at the west side of the High School entrance . Mr. Wywrot will take this back to Smith Engineering with the suggestions that the Committee has decided on as well as clarifying the situation regarding the homeowner on the corner of Somonauk and Game Farm Roads with the right angle intersection. He knows that they are following IDOT standards in the respect that you do not start right of way acquisition until Phase I is complete . i The Committee also thought it would be a good idea to send a letter out to the home-owners in the area to inform them that the right of ways will be looking to be acquired in the near future. They also felt the need to speak to Mr. Kramer; the City Attorney to check into the legal rights the City has in determining the legal right of way. i This item will move onto the next Public Works Committee Meeting in November for an update for where it stands . 6. River' s Edge Unit 1 — Letter of Credit Reduction Oe Mr. Wywrot stated that this is a standard credit reduction request for River' s Edge Unit 1 . Mr. Wywrot supports this reduction to go forward and has found some errors in the numbers from the Developers spreadsheets, so he prepared a new spreadsheet to show the 4 i i i i proper amount. The correct amount of the reduction should be $243 ,213 . 88 leaving the remainder of the letter of credit at $ 790, 190 . 17. The Committee agreed to send this on to COW on 11 /2/04 as Consent Agenda. i 7. River' s Edge — Final Acceptance: Mr. Wywrot stated they are making good progress in their work but are not ready for final acceptance at this point due to not having some of the punch list work to do . Once that is done this item will go onto a future COW. 8. Grande Reserve Mass Grading — Letter of Credit Reduction #1 : Mr. Wywrot explained that in this situation they had established a Mass Grading letter of Credit, which had expired. Since it expired before they could get the reduction in they were hoping for, they renewed the letter of credit and now are looking for the reduction. Mr. Wywrot concurs with this and is supportive of the reduction of $2,380,731 . 35 , leaving the remaining letter of credit at $668 ,679 . 58 . This will move onto COW on 11 /2 as Consent Agenda. OLD BUSINESS . 1. Director of Public Works : Mr. Dhuse stated to the Committee he is not finished getting all the information together for this item and will bring back to the November Public Works Meeting if he can get the #' s to work out right. 2. North Water Tower — Change Order #3 : Mr. Wywrot stated to the Committee this change order came about due to a delay in the project. They had an almost year delay due to the water main not being constructed into the North Water Tower. The increase is $ 10,770 . 00 for material costs which Mr. Wywrot is concurring as a legitimate cost. Mr. Wywrot stated this delay was due to easements not being acquired in time again. The Committee agreed to the cost and this will go to COW on 11 /2/04 as Consent Agenda. j 3. Smith Engineering Agreement for an "As needed Basis" — PW 8/23/04 : Mr. Wywrot started by saying there was no paperwork from Smith Engineering, but j he had spoke to Jim Hoving and he confirmed that this was to formalize the relationship in having an agreement on hand if someone from the City of Yorkville with authority were to call them with work. This will establish with the City agreed prices ahead of time. Mr. Wywrot will bring this back to Public Works Committee with more information. 4. Grande Reserve - Landscape Irrigation — PW 9/27/04 : The Committee decided that there was no new information since Grande Reserve never responded, so they will remove this from the agenda. 5. Deuchler Agreement for FPA Amendment to YBSD Southwest Service Area — PW 9/27/04 : Mr. Wywrot told the Committee that if both the changes that were previously requested by the Committee that this could move to COW 5 on 11 /2/04 as Consent Agenda along with # 1 on New Business, The Committee agreed both of these should move forward co currently. ADDITIONAL BUSINESS : 1. Mayor Prochaska stated to the Committee that he had Eric look at the Downtown area as far as having someone down there once a month for cleanup. 2. Mayor Prochaska told the Committee that the East alley-way has a railing that looks like it has taken some hits by vehicles due to the way the traffic flow is allowed to go . He suggested that the vehicles be limited to cars only to prevent further damage to the railing and maybe putting in a stairway and railway for pedestrians . He asked that pricing be put together for the Committee to look at. 3. Mayor Prochaska also brought up the West alley-way in the respect of finding out if the parking lot there is actually owned by the City to have it paved. The meeting was ended at 8 :40pm. Minutes by : Sheila Teausaw I i I 6 PLEASE SIGN IN MEETING * Pobl i �V� j DATE : . g NAME STREET ADDRESS CITY