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Public Works Minutes 2004 06-28-04 i Page 1 of 9 UNITED CITY OF YORKVILLE APPROVED WITH PUBLIC WORDS COMMITTEE MEETING REVISIONS MONDAY, JUNE 28, 2004 7/26/04 7 :00P.M. In Attendance: Alderman Joe Besco, Chairman Alderman Rich Sticka Public Works Director Eric Dhuse City Engineer Joe Wywrot Guests: Jeff Freeman of Engineering Enterprises Inc I The meeting was brought to order at 7105p.m. I Approval/Correction of Minutes: January 26, 2004 and Mav 24, 2004 The committee approved the minutes for both January 26, 2004 and May 24, 2004. I New Business: Mr. Jeff Freeman discussed # 1 , # 16 & # 17 on the agenda with the committee. Faxon Road Extension — Wliis„pering Meadows to Rt. 47 Mr. Freeman described the extension using the map/models he provided. He provided this model to give Committee a general idea of where Engineering Enterprises is at with the project. Route 47 will have an outlet north of Cannonball Trail and South of the Burlington North Tracks. Mr. Freeman went into the specifics of right a ways around certain properties that will meet with the proposed extension. At route 47 they are proposing to align with the Amurol entrance. As part of their intersection design study they will check to see if stop lights are warranted at this time. The need for stop lights will be reported if needed or not when the study is complete. The curvature towards Route 47 is to get around the Xpac parking lot so that they have good access to get to their loading docks located at the north side of their building. The extension is 1400 linear feet with 39 feet back to back and an 80 foot right away. It is calling for b-6 curve and gutter with storm sewer and sidewalk which is standard urban sectioning. The estimated cost of construction at this time is $600,000. 00. i There are some environment issues that are going to be looked into. If anything remains a concerned it will be brought up to the City of Yorkville at a later time. i i Page 2 of 9 Engineering Enterprises' current foot proposal is 45,000 for the design engineering, construction as part of the contract. The committee discussed in detail where the sewer ran along the new extension proposed. i Mr. Freeman stated the design is at 7& 1 /2% overall consistent with the contract. I The committee asked what the overall cost is estimated at and what kind of IDOT approval would be needed. Mr. Wywrot stated that an MOT permit would be needed for the proposed intersection at Route 47, Mr. Sticka asked the question of how the City would pay for this. Mr. Wywrot stated that this is a big necessity for the City to control the traffic that is going to be flowing in this area that is being built up. The committee agreed that this should be done for the growth in the area and decided to send on to COW on July 6t' for discussion. Mr. Freeman stated the top of the rough estimate for cost will be just under $700,000. 00 at total cost, j i Raymond Storm Sewer Outfall � UI Engineering Agreement Mr. Freeman discussed the drainage area which is east of Rt 47 and then flows down towards Rob Roy Creek. He continued to describe the depression areas and how to handle the water to keep it flowing towards the creek with the growth to come. The combination of a larger detention and a storm outlet could significantly reduce the flows from the rain and drainage areas. It will give the City an outfall that's constructed now instead of the drain tiles that were constructed 3040 years ago which the condition of is not known. Mr. Freeman discussed the specific trail of the proposed drainage in question and the reasoning of the route. It will go around Commercial areas and residential areas in the works to be built already. The drainage will stop short of the creek approximately 1 ,000 feet short due to wanting to do bile swales and some energy dissipation so not to make turbulent flow coming out of drainage. The total will be approximately 10,500 linear feet, with 9,500ft of storm sewer and I ,000ft of bile swale. The suggestion engineering set-up would be preliminary routing and sizing plan and use a good portion of the plan presented at this meeting. Final designs and construction specifics would also be included at end estimate. Ili i Page 3 of 9 Mr. Freeman discussed the benefits of a Cit run project like this would be the following: Y P J g ® Be able to control the size, capacity and functionality of the outfall of the region. e Control the timing of the outfall that might need it for city projects or other developments to come. Mr. Wywrot brought up the fact that Westbury has already shown a need for this outfall to be in place. Mr. Sticks stated that this could save Commercial developers later on from having to have there own detention ponds as well. Mr. Freeman went over the size needed and the issues of who owns the land around, which will be specified later on. The estimate for this project is approximately $700,000 for the large diameter storm sewer and proposed to be made by all concrete. Mr. Dhuse and Mr. Wywrot discussed where easements are already obtained and where j they are still needed around this sewer. The committee decided to send this project to COW for discussion of funding issues. Mr. Besco questioned the fact that if Centex came into this project, would that make other properties recapturable. Mr. Wywrot stated that there would have to be agreements made as to who is responsible and what's the fare share for everyone. i Kenned� R , — Thedel Property — EEnQineern� Agreement R ti Mr. Freeman started discussion explaining they are currently working on design and the construction along Bristol Ridge for the Grand Reserve perimeter roads. They would like to get the Kennedy Road Reconstruction approval complete to be able to take on permanent traffic as well as construction traffic. The area in q uestion is 3 ,350feet, which will be done 40ft back to back urban pavement. Mr. Wywrot and Mr. Sticka discussed the issues of having curbs due to police concern when pulling citizens over and being a traffic hazard. The committee discussed the options the roadway could go and differences in designs. Mr. Wywrot brought up the point that curbed roadways at curves are much safer and for that reason they want to go with curb and gutter thru Prairie Meadows. Mr. Freeman stated the ease to construct in a confining space when going with curbs instead of rural construction. He also went over a few specific areas where private land is owned up close to proposed site and that there are numerous mature trees to work around as well. I I Page 4 of 9 i Mr. Sticka requested that the proper justification is given as to why the Committee has put it where it is put. Mr. Wywrot brought up the fact of how this will be paid for. Mr. Freeman said the current proposal is likely that the developer should put $2,000 per unit towards the road improvement. The Committee agreed this should be how it is funded. Mr. Freeman brought up the benefits of doing this as one big project. The question is could this be done in one construction season. If not able to be funded all at once for construction, the design as one big project would be complete and final to be used at a later time. Mr. Freeman stated that the current estimated construction cost would be $ 1 .25 million for this piece. The design engineering is at 7%, which is less then what was proposed for the Grande Reserve perimeter roads contracts. The committee agreed one long project is much better than doing small section by section. The committee decided to send to COW on July 6th for discussion on firming up the funding issues. Then they can make a decision as to proceeding right away or at a later time with this project. Mr. Freeman left meeting at 7 :40pm. Johnson street Water main — Landscape Repair Joe Wywrot started conversation discussing how this project had been completed the weekend before. He stated that Eric and Scott had worked on the project that Saturday, which beet the deadline the Committee had previously set for the project. I Eric Dhuse stated that there was a meter put on the home at 402 Johnson Street where the water was being taken from to water the new sod so that the City would not bill them for taking care of the City' s project. The committee decided to remove from the agenda with no action necessary. Drainage Issue — NE Corner Van Emmon & Main Joe Wywrot started the discussion explaining that Jerry Groner lives at the NE corner of Van Emmon & Main and has placed sandbags at the edge of the walk to keep the water from coming on his lawn. i Page 5 of 9 j Mr. Wywrot stated that there are some possibilities to solving this problem. He went over two of the possibilities with sketches that were attached to the memo passed around at the meeting. • The first solution would be to extend the curb to a point beyond the walk to divert the water further north on Main Street. i • The second solution would be to pitch the first section of walk towards the west, which would also help keep the water in the street. This would require additional sidewalk to be replaced to bring the sidewalk elevation back to existing at a moderate slope. Mr. Wywrot stated that it would be an approximate cost of $ 1000.00 to do either of the projects. The money is in the annual sidewalk project budget if the committee would like to proceed with it. Mr. Rich Sticka brought up the points that if the City fixes this drainage problem, are they always going to be responsible for drainage issues? i Mr. Wywrot stated this drainage issue has been a problem for a long time. Mr. Rich Sticka discussed that he would like to make it clear to Mr. Groner that the city is going to do what it could for this problem, but with storms it would not totally solve the problem of water ever flowing into his property. i The committee agreed to do the project and will have a change order done to the contract when it is pulled. The Committee agreed to not bother COW with this issue. WaterCad ClientCare Subscription Mr. Wywrot discussed renewal of the ClientCare subscription for their WaterCad software. The software has so far been used infrequently, but has proven to be very useful in analyzing water main sizing for new developments. He added that EEI has also used it to help determine some parameters of their citywide waterworks improvements. j i It is an expensive program, but the City will have access to software upgrades and technical support at no additional cost by being a ClientCare member. Mr. Wywrot stated it would be $ 1199 this year and $ 1199 next year which would be paid out of the Engineering Department's computer Maintenance account. Mr. Sticka stated that if the City is spending $20 million on the water system, $2400.00 is nothing to have a computer program that has a model of the complete water system especially while the city is growing still. The committee decided to go ahead with this year's payment without going on to COW since the money is already in the budget. i i j I Page 6 of 9 In-Town Road Program — Additional Services Mr. Wywrot started discussion stating that the City had asked Smith Engineering Consultants, Inc. to do one thing and there are actually two things that have to be done. Easements will be needed, as well as storm sewer drainage along the in-town roads and more. Mr. Wywrot went on to state that the amount that is being requested is in line with previous billings and is recommending paying the increase for the easement agreements that were not included in original estimate. As far as the survey of addresses located along on the streets, he explained how this came about, and felt that this was not a reasonable cost to pay to find out who lives where. The committee decided to have someone from the City get the survey of addresses done on their own. As far as the easement agreements, the Committee decided to revise the scope of services to $ 1 ,960.00 only and send onto consent of agenda with COW on 7/6/04. Kj!yn's Ridge Unit 1 — LOC Reduction #2 Mr. Wywrot started discussion going over the LOC. The LOC includes all work except utilities and dirt removal. Mr. Wywrot recommended letting the LOC be reduced by the proposed $87,263 .44. i The committee agreed to send this on to consent agenda to COW on 7/6/04. Kyhn's Ridge Unit 2 — LOC Reduction #1 Mr. Wywrot went over the LOC presented. He stated that he does concur with the dollar f amounts on there. He also stated one reduction would be about $80,000 and the other f would be about $715,000. The committee moved to send to consent agenda to COW on 7/6/04. Heartland Circle — LOC Reduction #1 Mr. Wywrot started discussion stating that though he did concur with the dollar amount for work done to date, he did not agree with the calculations made. He found that the LOC should have been more than what stated. The total reduction would be approximately $3.3 million reduction. The committee agreed to send to consent agenda to COW on 7/6/04. Cannonball Trail,Rooadwav Improvements — Results of Rid Opening Mr. Wywrot started stating that the City had only received one bid so far. That bid was right in line with the engineers estimate (a little less even). The committee read over the memo stating that there is not enough money to go ahead with the improvements, even with not doing the 48" culvert replacement which would save $31 ,000. The budget is short by approximately $32,000.00 still to do the project, i i Page 7 of 9 Mr. Sticka asked how they were to award Aurora Blacktop the contract without having all the funds. Mr. Wywrot explained that Traci Pleckham had been asked to look into the funding issue and that the City could not get funding from MFT. Mr. Besco stated that the Committee should move this on to COW pending funding. Mr. Sticka added that maybe another golf outing could be put together to raise the money as well. He stated that previously there had been $27,000 raised before. The Committee agreed this needed to be done for public safety, especially the 48" culvert that needs to be replaced. Mr. Besco moved to send to COW with the recommendation to receive the funding soon. This project should be a priority. The Committee agreed to send to COW on 7/6/04 with recommendation to fund the entire project or a reduced scope version without the 48" culvert. 2004 Joint & Cra�,,,k,, Filling, — Results of Bid Opening Mr. Wywrot discussed how SKC Construction had beat out Aurora Blacktop by $20.00 difference. This is MFT project and depending how the City goes thru the construction process, he would like to evaluate to see how the quantity is to continue on to do Sunflower and perhaps Cannonball Estates to get those done this year as well. The committee agreed to move this to consent agenda with COW on 7/6/04 with the recommendation of SKC to be awarded the project. River's Edge — South Pond issues Mr. Wywrot stated this is just an FYI issue. There is a problem pond in River' s Edge which is just south of the railroad tracks with algae growing at the far western tip. The concerned citizen has already called to thank the City for getting the algae taken care of The developer had some fill brought in and added some algae chemicals to keep it under control as well. Mr. Besco suggested that maybe fountains be brought in to keep the waters moving so as to not create such stag net areas. The committee discussed this idea and agreed this should be discussed on a one by one issue when it comes to the detention areas. This issue will not go to COW. i I Page S of 9 Senior 2 rivers Safety Initiative Grant Mr. Wywrot stated that the City had applied for two grants to get public sidewalks in. One is up by Walgreen's and the other would be down by Prairie Garden. These are non- matching grants which is 100% funding thru NEIAAA. Mr. Wywrot stated that the Committee will be informed of the final decision from the agency. The committee agreed not to send this on to COW. j AUeement with YBSD for Rob Roy Creek Intereeator The Committee discussed that this agreement has to do with funding for the Rob Roy Interceptor and has already been signed by YBSD. The Committee discussed if the City Attorney should be looking this over as well. j The Committee agreed to send to COW on 7/6/04 with comments from Staff and Legal i recommendations attached as to their thoughts. Parkway Trees Mr. Eric Dhuse started discussion explaining that Scott Sleezer and he did a count of the trees that need to be taken down in the parkway areas of town. He went over the list that j was presented to the Committee. Most of these that were found have just lived there 100 year or so life and are ready to come down before any citizen is injured. The committee discussed if this is the City' s responsibility. Mr. Dhuse stated that these trees in the parkway are the City' s responsibility to be taken care of. Mr. Dhuse went on to discuss that there is only $20,000.00 in the budget for taking care of tree removal which will not come close to covering the removal of all the trees on the list. Mr. Dhuse also stated since there is not enough in the budget to take care of all, they are planning on using what money they have to take care of the trees in the worst state and top priority. i The committee agreed that it is unfortunate that there is not more money because the City would save a lot of money if the have them all done at once. Mr. Besco stated that the Committee should discuss this issue with Traci Pleckham to see if there is a possibility to get funding for this. The Committee agreed to have Eric Dhuse meet with Traci Pleckham and send onto a future COW meeting. If there is no more money to do a bid for all, Eric Dhuse will bid out for what is in the budget. The Committee also agreed that a public notice will be sent out to let the citizens know why these trees are going down. it II i Page 9 of 9 I Blaekbern Creek USGS Mr. Wywrot started discussion explaining that USGS is proposing to conduct a floodplain study for the Black berry Creek Watershed area. The USGS will be funding 50% of the project, but the original split decided between Kendall County, Yorkville and Montgomery as far as who would cover paying the rest. That original split has been changed by the Kendall County board. They changed their portion from $28, 114 to $20,000, which is leaving the rest of there portion to be paid by Yorkville and Montgomery. Yorkville ' s portion is now at $59,530 from the original $54,064. The funding would affect the FY 05/06 ($532) and FY 06/07 ($4,933)0 Mr. Besco moved to send to COW with this discussion, not consent agenda. The Committee agreed. i Old Business: No old business to be discussed. i Additional Business: Mr. Eric Dhuse shared with the Committee that he received in the mail earlier today the bill for the work done on the #3 well. The cost is $89,233 .75 which is under budget. The meeting was adjourned at 8 :23p.m. Minutes were done by Sheila Teausaw. i I I I i i I i I PLEASE SIGN IN MEETING : i c Jo( � DATE : Dr . i NAME STREET ADDRESS CITY P i