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Public Works Minutes 2004 04-26-04 Page 1 of 7 UNITED CITY OF YORKVILLE APPROVED PUBLIC WORKS COMMITTEE MEETING 05/24/04 CITY HALL CONFERENCE ROOM APRIL 26, 2004 7 : 00 P.M. ELECTED OFFICIALS PRESENT, Alderman Joe Besco, Chairman Alderman Richard Sticka Alderman Larry Kot Mayor Art Prochaska (arrived 7 : 37) CITY STAFF PRESENT: City Engineer Joe Wywrot Public Works Director Eric Dhuse Jeff Freeman, EEI GUESTS , See attached . MINUTES The minutes from the March 22, 2004 meeting were approved . j PRESENTATIONS Facility Planning for Proposed Expansion of YBSD Treatment Facility Philippe Moreau and Bob Bauer from Walter Deuchler and Associates and Ralph Pfister with YBSD were present to make a presentation on the YorkvilleLLBristol Sanitary District Facility Plan. i The following was covered in the presentation: o Developments in Progress —an overview of housing developments in progress was given. Fifty-five potentials developments were identified. Each development presents a waste water load that needs to be considered for the YBSD . The current population is 5 ,430 . The projected population is approximately 37, 000 in the year 2010 and approximately 50, 000 by the years 2020 . The present population amounts to 1 . 2 million gallons/day (MGD) of waste water load . In the year 2010 this number will be approximately 3 . 9 MGD and in 2020 6 . 5 MGD . The current plant can treat 3 . 6 MGD . The engineers have developed a time frame for plant expansion which will have the expansion done by the time it would reach capacity in 2010 . o Original Purpose of Facility Plan — In 1977 when the U. S . government created the Clean Water Act (CWA), it mandated that the first stage in obtaining a grant was to create a facility plant. The YBSD was the first plant in the state of Illinois to get the grant in 1975 . I I Page 2 of 7 i o Current Purpose of the Facility Plan — 1 . Planning tool for current and future situations . 2 . Information tool advise governmental agencies of the plants status and plans for future. 3 . A sometimes mandatory requirement to obtain low interest loans. 4 . Allows for public input regarding cost, sources of revenue and environamental concerns o Contents of a Facility Plan 1 . Step 1 — Discusses current effluent limitations 2 . Step 2 — Assesses current situation such as existing conditions of planning area; existing waste water treatment plant flows; infiltration/inflow and performance of existing system. 3 . Step 3 — Assess future situations such as a planning period; land use ; demographic and economic projections; forecast of flow and wastelands and the future environment of planning area without project. 4 . Develop and evaluate alternatives such as optimizing the existing facility and investigate alternative wastewater treatment systems. 5 . Select a plan taking into consideration environmental effects, monetary costs, feasibility and reliability 6 . Preliminary design of treatment works. 7 . Arrangement for implementation including financial program development, agreements among participating entities and state approval . o Biggest issues for Yorkville-Bristol Sanitary District 1 . Funding 2 . Effluent standards - current standards for nutrients and possible future standards 3 . Obtaining NPDES permit that is acceptable to all interest groups — a public hearing process is followed . Discussed a water recycling system in order to get EPA approval . 4 . Organized growth from 3 . 6 MGD to 25 . 0 MGD i Mr. Moreau and Mr. Bauer asked for questions and/or discussion. Alderman Sticka noted that the city ' s water supply comes from wells that are 1300 feet down and he questioned recharging the water table with recycled water. Mr. Moreau stated that by reusing water, there will be less use of potable water for irrigation, etc. Recycling water also recharges shallow aquifers . There was further discussion of "gray" water lines, uses for recycled water, the effect of growth on the Fox River and how the use of effluent water will affect getting a permit for expansion. Alderman Besco asked what the plans for funding were. Mr. Moreau suggested a cost sharing between the City and YBSD to prepare the Facility Plan Report. The report will cost approximately $ 140, 000 . 00 . There will be additional charges for the public hearing and future meetings. Mr. Moreau stated that the cost for the treatment plant expansion is unknown at this time. The land (almost 20 acres) was purchased from the PNA camp a few years ago . Mr. Pfister noted that in the past, the United City of Yorkville has Page 3 of 7 partnered with YBSD is a facility plan. Alderman Sticka noted that this has not been considered in the city ' s new budget . Alderman Kot stated that he would like to see the cost passed on to the new developments and Alderman Besco agreed . There was discussion on how developments could pay for the cost . i City Engineer Joe Wywrot noted that this is a time sensitive matter. Mr. Moreau stated that it is important to get the planning started due to the new developments coming online. He stated that the Board of the YBSD was going to vote on the plan at its next meeting it was discussed that the YBSD would contact the United City of Yorkville after its approval regarding cost sharing. i It was decided by the committee to take the facility plan on to the May 18, 2004 Committee of the Whole meeting for discussion with the entire City Council . Blackberry Creek Watershed Modeling Tim Straub with the U. S . Geological Survey (USGS) presented the projected proposal for the floodplain and floodway mapping for the Blackberry Creek in Kendall County. The following was covered in the presentation: o Objectives — formulate an updated computer model for the Blackberry Creek in Kendall County; produce FEMA approved flood-insurance rate maps and develop an interactive website for displaying results. o Benefits- FEMA approved flood-insurance rate maps can be used to minimize loss of life and property; results and maps can be easily accesses through the internet; tool for educating the public and user-friendly software for modeling and analyzing results j o Budget — Federal Fiscal Year (FFY) 2004 = $92, 000 . 00; FFY 2005 = $90, 000. 00 and FFY 2006 = $21 , 000 . 00 . The FFY is from October 1 — September 30 . o Future Benefits — model effects of future land use to make decisions about development; model and resolve/avoid potential conflicts among landowners ; analysis of hydraulic properties needed for installing stream restoration practices and model water quality. Mr. Straub and Jeff Freeman with Engineering Enterprises, Inc . (EEI) explained the cost � breakdown as determined at a meeting with Kendall County, Montgomery, Yorkville and the USGS . At this meeting, the USGS stated that they would pay half of the $92, 000 . 00; the County stated that they could contribute $ 15 , 000 . 00 which left the remaining amount j to be divided between Montgomery and Yorkville based on the stream length within each city' s boundaries. Montgomery has approximately 21 % of the creek within its boundaries so it was determined that their share would be the $6, 510 . 00 . Yorkville ' s portion is the balance. Mr. Straub further explained how the USGS funds these types of projects . i Alderman Sticka asked Mr. Wywrot how he felt about the study from an engineering standpoint. Mr. Wywrot stated that he felt the city should take advantage of the study. He noted that the city just passed the new floodplain ordinance using the Blackberry Page 4 of 7 Creek 500-year-flood plain as the base flood elevation. He stated that using this is a stop gap measure until this study is completed . Mr. Freeman stated that it has been years since the Blackberry Creek has been studied . Maps for the creek are dated 1992 . Alderman Besco asked if the fee for the study was recapturable from adjoining property owners. Mayor Prochaska noted that there is only a small portion of the area adjoining the creek that is undeveloped . II Mr. Moreau from Deuchler asked if the water quality was also being studied. Mr. Straub stated that the model is capable of doing water quality and the first step in creating the model is studying the hydrology. i There was no further discussion and it was decided to send this item to the May 4, 2004 Committee of the Whole (COW) meeting. NEW BUSINESS 307 & 309 Mulhern Court — Plat of Easement Mr. Wywrot reported that this development had new utilities extended on to the site so new easements are needed to reflect this. Mr. Wywrot also asked for perimeter easements for future use if necessary. He stated that he had reviewed the easement however Attorney Kramer still needed to review them. There were no questions or concerns . This item will be placed on the May 4, 2004 COW meeting consent agenda. USGS Joint Funding Agreements to Survey Channel Cross from Blackberry Creek Mr. Straub stated that this $ 15 , 000 . 00 is a portion of the previously mentioned $24,490 . 00 and is part of the Blackberry Creek Watershed Modeling. Mayor Prochaska suggested that the USGS should ask for the funding all at once. He asked Mr. Wywrot if there was any discussion about the study when they were preparing the budget and he stated that he was not sure. He indicated that Administrator Graff was handling the matter. The Committee decided that there would be no action taken on this matter at this time. I Bruell Street Pump Station — Change Order #1 Bruell Street Forcemain & Sanitary Sewers — Change Order #1 Mr. Wywrot stated that there are two change orders needed. There is no change to cost but they are needed to extend the completion dates due to a delay in awarding the bids . Alderman Kot asked if the current work was on schedule and Mr. Wywrot stated that the project is moving along well . Alderman Kot asked if there have been any complaints from residents and Mr. Wywrot stated that there have been minor complaints about parking and some utilities that were accidentally cut. i Page 5 of 7 These items will be placed on the May 4, 2004 COW meeting consent agenda. Raintree Village — ComEd Easements Mr. Wywrot reported that he has reviewed the easements and everything seems to be in order. Attorney Kramer still needs to complete his review. i This item will be placed on the May 4, 2004 COW meeting consent agenda. Bid Schedules for 2004 Projects Mr. Wywrot stated that he has prepared a bid schedule for all the 2004 in-house projects. Mayor Prochaska asked if the portion of Cannonball Trail between Route 34 and John Street was included on the Cannonball Trail Roadway Improvement Project . Mr. Wywrot stated that it was not and that the portion of road is too far gone for crack filling or surface treatment. It is also not on the five-year road plan. Mayor Prochaska noted that due to the County buildings being in the area, the road is being used more than anticipated . He suggested that the County be contacted to see if they will contribute j toward the repair of the road . F Mr. Wywrot stated that there has been a poor response to the Public Sidewalk Repair Program this year. He stated that a sidewalk may be installed on Fox Road between State and Morgan and the diagonal sidewalks in Town Square Park may be done. Alderman Kot stated that Mr. Wywrot ' s memo indicated that there had been a good response. Mr. Wywrot noted that he copied the information from last year' s memo and this was an error. Alderman Kot asked that if the response increases, would there still be funds to do the Fox Road sidewalk? Mr. Wywrot stated that there would still be funds. Alderman Kot suggested that if there are funds available, a sidewalk be installed on Somonauk for school use. Mr. Wywrot stated that Game Farm Road and Somonauk are scheduled to be repaired in the next five years and the sidewalk ' s replaced at that time . There was further discussion how to best use the extra funds left for this project . Mr. Wywrot noted that he submitted motor fuel tax (MFT) information to Illinois Department of Transportation last week and an MFT resolution needs to move on to the May 4, 2004 COW meeting. He noted that the funds will be used for Fox Hill Units 1 , 2, 35 4, and 6 as well as the Yorkville Business Center Units 1 , 2, and 3 . He stated that last year the bids were and if this was repeated this year, he would like to perform crack filling in Cimarron Ridge and in Sunflower. I Alderman Besco questioned how effective reclamite is. Mr. Wywrot gave examples of streets that have been treated with this and stated that it holds up well . The committee approved the bid schedule and sent the MFT resolution on to the May 4, 2004 COW meeting consent agenda. i Page 6 of 7 Bristol Ridge Road Reconstruction Mr. Wywrot reported on the bids for Bristol Ridge Road . The lowest bid was from Aurora Blacktop at $ 1 ,435, 017. 08 . Alderman Sticka asked that since the bid came in so low, did this reduce the funds that MPI is giving the City. Mayor Prochaska clarified that MPI is giving a set amount of funds to use on roads so funds are still available to use on other roads in the Grande Reserve area. This item will be placed on the May 4, 2004 COW meeting consent agenda. i Water Department Report for February 2004 The Committee reviewed the reports. Alderman Besco asked how the replacement of the meters was going. Director of Public Works Eric Dhuse stated that this was going well and that the Water Billing Clerk Judy Dyon sent cards out with the meter readers for residents to read the inside meters so comparisons could be made . Also discussed was that the first phase of Raintree Village was on line; it passed all the EPA samplings and now the drinking water is open to the system. The new well is not on line. ADDITIONAL BUSINESS Route 47 Water Main Mr. Wywrot reported on the bid opening for the Route 47 water main that will go up to the north tower. Seven bids were received with the lowest being from Neslund and Associates, Inc. for $737,021 . 15 . The engineers estimate was $827,000 . 00. Mr. Wywrot noted that Neslund did the underground work for the River' s Edge Subdivision and they worked well with the City. Both Mr. Wywrot and EEI recommend awarding them the bid. Alderman Besco questioned if the water tower will be fenced in and Mr. Dhuse ! stated that fencing was included in the bid. This item will be placed on the May 4, 2004 COW meeting consent agenda. West Main Street Mayor Prochaska reported that he was approached by a resident of West Main Street who asked if the far end of West Main Street could be repaired while the Bruell Street Project is in the area. Mr. Wywrot stated that this could be added to the in-town road project . The resident also asked if he could connect to the City sewer. Watermain Valve Specs Mayor Prochaska reported that a gentleman approached him inquiring what ever became of the water main specs. Mayor Prochaska explained that there is a PRV valve that is used and this person tried to sell a different valve to the city however it did not match the specs of the one currently used . It was questioned that the specs are sent too tight so no one else can equal the one being used . Mr. Dhuse explained that the valve is very specialized and only one manufacturer, Cla-Valve, had the valve at one time. Recently, another vender reversed engineered Cla-Valve ' s valve however the city is still using Cla- Valve ' s because they are already in the system and work well. Mr. Wywrot stated that the reversed engineered valve had for the most part identical specifications but there was I Page 7 of 7 an intangible - service . There are no local representatives that could come out and service the specialty valve . Kylyn ' s Ridge Detention Pond Mayor Prochaska reported that he was told that the detention pond in Kylyn ' s Ridge was becoming marshy. Mr. Wywrot stated that there are three ponds in the subdivision and Mayor Prochaska clarified that it was the pond closest to Faxon Road . Mayor Prochaska asked Mr. Wywrot to contact the resident to discuss his concerns . Summer Work Alderman Kot asked that the fire hydrant by Mr. Schoenfeld ' s house be placed on the list of fire hydrants to be painted. W. Dhuse stated that he would do this. ! Yorkville Intermediate School Water Pressure Alderman Kot asked how the new school ' s water pressure problem was resolved . Mr. Wywrot stated that an RPZ valve was removed . He stated that this can be done on a domestic water service. The IEPA signed off because there is no safety issue. Greenbriar Pond Alderman Kot asked if there had been any complaints regarding the natural prairie grass planted around the pond at Greenbriar. Mr. Dhuse stated that the plantings were never done because there was no money in the budget. He thought that Scott Sleezer has it on his list for this summer. The cattails and other pond plants are naturally occurring plants. He stated that he would check into the status of the landscaping . Streets Alderman Sticka noted that he was recently in Hinsdale driving down a street with million dollar homes on it and it was worse than any street in Yorkville. He stated that Yorkville is doing better than Hinsdale with street repairs. i Notices to Residents on West Main Mayor Prochaska noted that the residents on the end of West Main Street did not receive notices regarding the street and sewer work being done. Mr. Wywrot stated that he missed these homes. Mayor Prochaska asked to make sure everyone receives notifications in the future . There was no other additional business . The meeting was adjourned at 8 : 40 P .M. 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