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Public Works Minutes 2004 05-24-04 Page 1 of 6 UNITED CITY OF YORKVILLE APPROVED PUBLIC WORKS COMMITTEE MEETING 6/28/04 CITY HALL CONFERENCE ROOM May 24, 2004 7: 00 P.M. i I ELECTED OFFICIALS PRESENT: CITY STAFF PRESENT . Alderman Marty Munns City Engineer Joe Wywrot Alderman Rich Sticka Public Works Director Eric Dhuse Mayor Art Prochaska (arrived 8 : 03 ) GUESTS . See attached. i MINUTES City Engineer Joe Wywrot noted an error on the February 23 , 2004 minutes, page 4, the last paragraph. The corrected acronym should read NPDES . Mr. Wywrot also noted a correction on page 7, first paragraph under Additional Business . GIS stands for Graphic Information System. The minutes were approved with corrections . The minutes from the March 22, 2004 meeting were also approved. PRESENTATIONS Fog Lawn Flooding Residents from Fox Lawn were in attendance to discuss flooding to their area on May 13 and 14, 2004 . Mr. Wywrot explained that he went out to the site to investigate what may have caused the flooding. He stated that after his physical examination, he went back to the USGS maps to determine tributary areas . He indicated that there are two streams that drain the area which are on either side of the Fox Lawn subdivision. He stated that his investigation indicated that a massive amount of water entered the one creek from the southwest, at the end of Poplar Drive . Mr. Wywrot also investigated the detention area of Sunflower Estates and Greenbriar Subdivision. He explained where the overflow from their detention areas goes and neither should have affected Fox Lawn. He did indicate that there was debris blocking an area of one of the creeks which may have caused water to build up in a "saddle" of low area and this possibly could have spilled over to Fox Lawn. Mr. Wywrot explained that the surrounding 1100 acres of land is unincorporated and undeveloped. Because of this, there is no opportunity to address storm water management. If and when the property develops, the City or County' s storm water ordinances will apply and limit the amount of discharge. To alleviate this happening in the future, he suggested either taking the drainage away or redirecting it but this needs to be investigated further. I II Page 2 of 6 There was discussion with the residents present regarding the extent of the flooding, storm water management, the affect of storm water from neighboring subdivisions, flooding of Fox Road, storm intensity, River' s Edge subdivision accepting storm water runoff from Fox Lawn. After much discussion, it was suggested to change the closed lid to an open lid on the sewer in Fox Lawn that connects to River' s Edge ' s drainage and block the drain pipe that runs west. Hopefully this will divert the runoff to the stream that runs west of River' s Edge to the Fox River. Alderman Munns asked Mr. Wywrot to develop a list of possible solutions to the problem C and bring it back to the June 28 , 2004 Public Works Committee meeting. NEW BUSINESS Liberty Street Watermain — Change Order No. 1 Mr. Wywrot stated that the change order for $43 , 110 . 30 is the first and final change order for this project. There were 35 adjustments to line items in the original contract due to a variety of reasons . There were 16 adjustments for extra work items for things that needed to be performed that were not originally anticipated. Mr. Wywrot recommended the change order be approved and the Committee agreed. This item will be placed on the June 1 , 2004 COW meeting consent agenda. Water Department reports for March 2004 & April 2004 The Committee reviewed the Water Reports . There were no concerns or questions . This item will be placed on the June 1 , 2004 COW meeting consent agenda Savitski Property — Letter of Credit Mr. Wywrot explained that the Letter of Credit (LOC) for this property has been extended twice before and is currently due to expire on June 30, 2004. He stated some work has been done on the property (on Route 34 and Eldamain Road) however it has not been finished. Mr. Wywrot contacted Mrs. Savitski on May 12, 2004 and asked that she extend the LOC and she stated she would do this . As of today, the City has not received it so Mr. Wywrot suggested beginning the process of calling the LOC in case it is not extended. There was some discussion on how to get the Savitski ' s to finish the work. This item will be placed on the June 1 , 2004 COW meeting consent agenda Well #7 Well House & Treatment Facility Mr. Wywrot reported that the change order was for both increases and decreases for items such as installing two chart recorders, changing the location of an electrical cabinet and increasing the size of the water service. The net increase is $5 ,202 . 93 . There were no comments or questions from the Committee. This item will be placed on the June 1 , 2004 COW meeting consent agenda. �I i I Page 3 of 6 I Grande Reserve — ComEd Easements Mr. Wywrot reported that there are two proposed easements across the ComEd right-of- j way needed for watermains . The developer is paying all the fees and have done all the foot work. There were no comments or questions from the Committee . i This item will be placed on the June 1 , 2004 COW meeting consent agenda. i Fozfield Unit 2 — Final Acceptance Mr. Wywrot stated that this development is located at the north end of Teri Lane. The punchlist work is complete and he recommended that the City accept the public improvements and that the LOC be reduced to $3 , 046 . 62 . There were no comments or questions from the Committee. This item will be placed on the June 1 , 2004 COW meeting consent agenda. In-Town Road Program — Policy Decisions Mr. Wywrot reported that the City has received the preliminary plans from Smith Engineering for the In-Town Road Program and some issues have been identified that require direction from the Council . The Committee discussed the issues : o Aggregate Shoulder Width — There are many locations where the street shoulder j width is wider than standard. The proposed plan calls for a 2 ' standard shoulder width. It has been questioned if the existing width should be maintained or the standard used. Mr. Wywrot recommended that the standard be used because of the lower cost, appearance and parkway culverts . The Committee discussed different options to address this with residents . After some discussion, the Committee agreed that a standard shoulder should be used however they were concerned about how residents might like this . It was decided to discuss this further with the fall Council at the next COW meeting. o Street Width — Currently, Center Street in front of Parkview School has curbing along the aggregate shoulder. The plan calls for a drop off zone on the north side j of the street and nothing on the south side. Mr. Wywrot recommended keeping the lane on the north side and eliminating it on south. Director of Public Works Eric Dhuse commented that he would maintain the shoulder for parking because of events held in Town Square Park. Parking in the area was discussed. After some discussion, the Committee agreed to maintain the standard of a 2 ' shoulder on the south side of the street. o Driveway Aprons — This is a two-stage project, driveways will be disturbed in the fall for storm sewers and again in the spring when the roads are done. Mr. Wywrot recommended, in an effort to minimize cost, that the disturbed driveways be left as aggregate over the winter and replaced in the spring. The Committee discussed communicating this with the affected residents . After some discussion, the Committee agreed to Mr. Wywrot' s recommendation. o Parkway Culverts — The project includes parkway grading to create roadside swales and driveway culverts . Mr. Wywrot stated that this is not a policy question but rather an "FYI" to the Council. The Committee discussed the need for the swales and culverts for stormwater management. i Page 4 of 6 I This item will be placed on the June 1 , 2004 COW meeting regular agenda. i Request from Wiseman-Hughes — Sanitary Sewer Connection Fee — Credit Toward Oversizing Hydraulic Interceptor — Windett Ridge Project Mr. Wywrot reported that Administrator Graff has placed this item on the agenda and he was not that familiar with it. According to a letter sent to Mr. Graff dated May 14, 2004, Wiseman-Hughes prepaid $ 1 , 800 . 00/lot for the sewer connection fee at the time of final platting. The total fee is $2,000 . 00/lot. They also paid an additional $ 170,000 . 00 to the City which is to be repaid back to them within ten years . They are now requesting that rather that pay the remaining $200 . 00/lot at permitting, they reduce the $ 170,000 . 00 recapture by $200/lot or to $ 114,600 . 00 . The committee questioned how the j development agreement with Wiseman-Hughes addressed this. Mr. Dhuse suggested moving this item on to the COW meeting with further explanation from Mr. Graff. The Committee agreed. This item will be placed on the June 1 , 2004 COW meeting regular agenda. Joint Purchase with Parks Department of Toro 400-1) Lawnmower Mr. Dhuse reported that the Public Works Department and the Parks & Recreation Department are combining resources to purchase a new lawnmower. This is a budgeted line item. The cost of the mower is $40, 857 .27 and the cost will be distributed as such; $ 15 ,000 . 00 from Park & Recreation Capital (line item mower), $21 ,000 . 00 from Public Works Capital (line item mower) and $4, 857 .27 from Public Works Capital (line item reserve) . The mower will be purchased through a federal government purchasing program called GSA. The old mower will be used at the Hoover facility. There were no comments or questions from the Committee. This item will be placed on the June 1 , 2004 COW meeting regular agenda. 2004 Public Sidewalk Repairs — Bid Results Mr. Wywrot reported that there hasn't been much public response this year. He noted that the program will cover the replacement of the diagonal sidewalk in Town Square Park, construction of a new sidewalk on the north side of Fox Road from State Street to Morgan Street and five residents ' sidewalks . The low bidder was R.A.Ubert Construction at $30, 860 . 00 . He recommended that they be awarded the contract for the project. The Committee agreed. I This item will be placed on the June 1 , 2004 COW meeting consent agenda. 2004 Asphalt Surface Treatment — Bid Results Mr. Wywrot reported that the program will treat streets in Fox Hill and the Yorkville Business Center. The low bidder was CAM, LLC at $32,762 . 66 and he recommended that they be awarded the bid. The Committee agreed. This item will be placed on the June 1 , 2004 COW meeting consent agenda. II Page 5 of 6 Cannonball Trail Project — Update Mr. Wywrot reported that $ 100,000 . 00 was budgeted however the cost estimate is $ 171 ,000 . 00 . He explained that the cost has increased because the pavement has deteriorated significantly so it is recommended to heat-scarify the existing pavement, there are two culverts and guardrail that need to be replaced and one field tile that needs to be abandoned. There is currently $ 150, 000 . 00 budgeted in the general fund for this project and the asphalt treatment project. The asphalt treatment bid was $37,000 . 00 and the City agreed to participate with Bristol Township in the Corneils Road project at a cost of $ 11 ,000 . 00 . This leaves a balance of $ 102,000 . 00 for the Cannonball Trail Project. The scope of the project could be reduced by eliminating the culvert and guardrail replacement and the tile abandonment. This still leaves the project short $41 , 000 . 00 . Mr. Wywrot recommended that the project be bid out to determine the funds needed for the project. Mr. Wywrot also reported that an easement is needed from the Gilbert ' s in order to do the culvert replacement. Mr. Wywrot spoke with Mr. Gilbert regarding this and he wants to see the work done. He asked for two things in exchange for the easement; that the landscaping around the booster station south of his property be placed on the outside of the fence and that an 8 ' plastic the be extended to the soggy spot on his property so it will drain better. Mr. Wywrot stated that ten years ago when the water and sewer was put in, an old tile may have been broken that caused the soggy area. Mr. Gilbert has not asked for any other consideration for the easement. The Committee agreed that there is no action to be taken until after bids are received for the project. Heartland Circle/Bruell Lift Station — Sanitary Sewer Alternative Plan Mr. Wywrot stated that since the City has not been able to reach an agreement with Dale Woodworth regarding a site and easements for the lift station, the City needs to look for an alternative plan. The development agreement with Richard Marker allows him to construct a pump station on his site. The lift stations at Woodworth and Gawne will also need to be upgraded. Mayor Prochaska noted that the two stations can be rebuilt for less than what Mr. Woodworth is asking for the property for the Bruell Station site . The committee discussed the possible costs involved with rebuilding the existing lift stations . This item will be placed on the June 1 , 2004 COW meeting regular agenda for further discussion. OLD BUSINESS None, ADDITIONAL BUSINESS Auger System Mr. Dhuse reported that the Public Works Department was looking into purchasing an auger system for maintaining road shoulder gravel and budgeted it as a specific line item in the Capital Fund. After further research, it was determined that they could do without Page 6 of 6 the auger system but could use an attachment for the skidsteer which spreads gravel uniformly. The attachment cost is $6,250 . 00 instead of $9,000 . 00 for the auger system. He asked for permission to change the line item to use toward the grader attachment. The Committee agreed. This item will be placed on the June 1 , 2004 COW meeting regular agenda for further discussion. Disposal of Property Mr. Dhuse stated that when the new j etter/vacuum truck was purchased, the bid included an allowance for the current jetter for $4,000 . 00 . He stated that to complete the transaction he needs formal approval to dispose of the property. While this is being addressed, he asked that the disposal of other items such as specific vehicles and equipment also be addressed. The committee agreed. This item will be placed on the June 1 , 2004 COW meeting regular agenda for further discussion. River' s Edge Street Lights Mayor Prochaska reported that the street light at Stony Creek and Windham Circle has never been on. Mr. Dhuse stated that there has been a problem in the subdivision with ComEd not running power to the box. He stated he would check into this . Raintree Village Temporary ComEd Easement Mr. Wywrot reported that a temporary easement is needed to get power to Units 2 and 3 of the subdivision. He stated that he will be drafting a memo and diagram for the Council and asked that this be discussed at the next COW meeting. This item will be placed on the June 1 , 2004 COW meeting consent agenda. Fox Hill SSA Alderman Munns stated that he has had two calls regarding the Special Service Area (SSA) . He explained to the residents that either an SSA or Homeowner' s Association (HOA) was needed to maintain the open space . He stated that residents still don' t understand the reasoning behind the SSA. Berenyi Excavating Alderman Sticka asked why there was excavating being done at the Berenyi Auto Sales location on Route 47 . Mr. Dhuse and Mr. Wywrot explained that the old gas tanks were being excavated. There was no other additional business . The meeting was adjourned at 8 : 55 P .M. Minutes submitted by Jackie Milschewski, City Clerk 1 i ( PLEASE SIGN IN MEETING : �OB L ..1 , VJ O �z�s DATE : NAME STREET ADDRESS CITY > U lI c � i ZZ CA: d D o //0 9 to ram &, /Y 911rd UJ i i a � i