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Public Works Minutes 2005 05-23-05 i Page 1 of 5 APPROVED 7/25/05 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE MEETING MONDAY, MAY 239 2005 7 : 00 P.M. City Hall Conference Room PRESENT . Mayor Art Prochaska Public Works Director Eric Dhuse Alderman Joe Besco City Engineer Joe Wywrot Alderman Paul James Jeff Freeman, EEI Alderman Dean Wolfer Alderman Marty Munns arrived at 8 : 20 pm The meeting was called to order at 7 : 00 pm. by Chairman Joe Besco , Approval/Correction of Minutes : April 25 , 2005 The minutes were approved. Some of the items were moved forward to accommodate people's schedules . New Business i 12. Solar Streetlight — This was brought forward as a suggestion at coffee with the mayor. It will be placed at the back of Appletree Court where it is difficult to run the electric for the streetlight to . It was discovered that this quote is for 2 lights . Eric will get another quote before the next COW. If the quote comes back under the $ 5 ,000 limit, the committee thinks it should be approved, if it comes back over $ 5 ,000 it will move on to COW. 16. Citywide Transportation Analysis — This item was based on the city's needs assessment. There was discussion about how to pay for this. The money could possibly come from the per home fee for streets in new developments, or possibly be attached to the developer's fees, or could be set up as a new fee. It is unclear if the post 2030 build out is based on the comprehensive plan. This will come back to the June Public Works and hopefully someone from Smith Engineering could give a presentation or explanation of the things that are unclear. 19. Route 126 & Route 71 Intersection Realignment by IDOT — IDOT said at the public hearing that there would be a follow up public hearing after the 10 am staff meeting that was held the week of May 15th. There was 1 minor change at old Rt. 126 where it joins new Rt. 126 . Joe Wywrot will get hold of IDOT to confirm that the meeting was a posted meeting and that it was actually held. There was discussion about moving the realignment to the South. IDOT came back and said that plan would cost more and it would require 1 house to be taken. The Committee does not see any value for the city to take over the old Rt. 126 as a public street. It could be left as a private drive for access to the properties that are there. It is thought that as long as the property owners have access to 71 , the old Route 126 would be vacated. This is in IDOT's 5 year I i i i Page 2of5 plan and it will be built next year. It will come out of the Safety Fund dollars. The city would like to see the streetlights on the traffic signal poles, the pre-emption equipment for BKFD be put in place and the casing pipes across 126 and 71 . If the casing pipes are not put in place, there could be 2 loops for the water mains . One for the South side that would go up Wing Rd. and hook into Country Hills. The other would be on the North side that would loop back to Van Emmon. This could be front funded by the property owners, but if the do not agree, a recapture agreement could be looked into . If the landowners are not willing to front fund for the casings, it will come back to Public Works for next month. BKFD will be contacted to see if they will help fund the pre- emption equipment. Joe Wywrot will tell IDOT to move forward and have all the optional items put in place. i 18. USGS — Floodplain and Flood way Mapping for Blackberry Creek and EEI Scope of Service AND 17. USGS — Amendment to 2004 Joint Funding Agreement for Blackberry Creek Floodplain Study This was discussed in 2004. A grant has since become available. It is a joint grant in the amount of $321 ,000 for Kane and Kendall County. Kane County is in Phase 2 of the project and Kendall County is in Phase 1 . Since it is a grant for both counties, a joint funding agreement needs to be made between all the entities . There also needs to be an intergovernmental agreement in between Yorkville, Montgomery, and Kendall County. The project will be over the next 2 %Z years and the funding would take place over 3 years. There is an increase in the cost. The first year will now cost $44,000. It was quoted at $24,490 last August which was already approved. Of the grant money, Kendall county gets $ 117,000 and Kane county gets the rest. The Kendall County's portion of the work will cost $390,000 and USGS has come up with $ 178 , 550 for cost sharing. The estimated cost for Yorkville is $ 59,530, the cost for Montgomery is $ 17,000 and the cost for Kendall County is $20,000 over 3 fiscal years. Last year the proposed cost was $24,490 for Yorkville, $ 7,000 for Kendall County and $ 6,510 for Montgomery. The increase for Yorkville's share for this year only is $20,000. The extra $20,000 for one fiscal year is to have more Phase 1 work done when Phase 2 is complete in Kane County. The effect of the Phase 2 project in Kane County may effect what happens with the Phase 1 project in Kendall County. There was discussion about whether or not it would be feasible to put a hold on Phase 1 in Kendall County until Phase 2 is done in Kane county. It is possible that if it gets put off, Kendall County may lose the grant money. The Mayor wondered why the cost has risen so much in one year. It has more than doubled. The committee would like to have someone from USGS explain why the price has gone up so much. Since there are only 3 properties left undeveloped in Yorkville would the landowners be willing to help fund this project to offset the difference in cost. This study will also effect already developed areas . If there is a property found to be in the floodplain it would qualify them for flood insurance. It was recommended that EEI take out their scope of services out of # 18 and have it as a separate item. # 17 and # 18 will move on to COW, # 17 for discussion and # 18 with a recommendation. Jeff Freeman will have someone from USGS give an explanation on the price increase before then. j Page 3 of 5 Presentations 1 . City Sidewalk Map by Sergeant Terry Klingel - This was presented by Eric Dhuse. It is a map of the bus pickups and drop offs, and where the sidewalks are and the large gaps in the sidewalks are all over the city. It will be used as an in house tool for annual sidewalk repairs. No further action is necessary. New Business 1 . In-Town Road Program Roadway Contract Construction Inspection - This is a proposal from Smith Engineering. Joe Wywrot recommends approval . It is a contract for Phase 1 of the In-Town Road Program on the North side of the river in the amount of $ 89,386 .25 . This will move on to COW Consent Agenda. i 2 . IDOT Highway Permit — Windett Ridge - Joe Wywrot recommends the permit application and the corresponding resolution be approved. This will move on to COW Consent Agenda, 3 , IDOT Highway Permit — 5/3 Bank — This is for the public sidewalk along Route 34 . The city will be the applicant. The city needs to pass a resolution and 5/3 Bank would bond to the city. This will move on to COW with legal council from John Wyeth. 4. Policy for City Engineer Authorization to Sign IDOT Highway Permts — IDOT is now requiring the city to be the applicant for all Highway Permits. The city engineer would be able to sign the applications and send the resolutions to COW. This will move on to COW for discussion. 5 . Autoserve Car Wash Sidewalk Agreement — This will allow the delay of the sidewalk being constructed along Rt. 47 until one of 3 things happen: 1 . Until the sidewalk reaches up to the edge of their property, 2 . Until they sell the property or 3 . Until the city tells them it is time to build the sidewalk. This will go on to COW Consent Agenda, 6 . Rob Roy Creek Interceptor Contract #1 — Change Order #3 — Topsoil was placed at the Eastern End of this project, past the soccer fields . It is 3 inches thick and the cost is approximately $ 8 ,700. It will be funded by the developer eventually, by the city will be paying for it up front. Joe Wywrot recommends this be approved. This will go on to COW for discussion. 7 . Rob Roy Creek Interceptor Contract #2 — Change Order #1 — This was a field decision to replace a field the that was found that was in grade conflict. The cost is $27,076 . This will go on to COW for discussion. 8 . Prairie Gardens — Re subdivision of Lot 4 — Line of Credit Reduction #1 This will be divided into 6 or 7 office buildings . They would like to have the plat recorded and will post the full bond amount. The letter of credit is approximately in the amount of $ 184,000. This will move on to COW Consent Agenda. i Page 4of5 I i I 9 . Sidewalk Replacement Program — In the past the city has paid 60% for sidewalk repairs, and now it has been changed to the city funding 100% of the sidewalk repair and focusing on specific areas instead of all around town. There would be money set aside each year for the property owners who request sidewalk repairs. They will be able to have the repairs done at the same rate as before, but a guideline will be set, and they will become the general contractor. The baseline cost will be based on last year's cost. The reimbursement will be 60 % of the actual cost, or the cost based on the baseline cost, whichever amount is less . This will move on to COW for discussion. 10 . Fox Hill Unit 7 — Water and Sanitary Recapture Agreement — The proposed lift station was moved to where the city could easily abandon it. Joe Wywrot does not agree with a lot of the things in the original agreement, and is negotiating them. Joe Wywrot will have John Wyeth prepare a recapture agreement and this will come back to a future Public Works meeting. 11 . Fox Industrial Park Project — MFT Appropriation Resolution — Debbie Baxter found this accounting error that needs to be resolved. The last payout to Aurora Blacktop was from the MFT account, but the money was set aside from the bond fund. The material inspection cost was paid out of the general fund. A supplemental resolution needs to be passed to get the books straight. This will go on to COW and individuals will ask Tracy Pleckham if they have any questions. j 12 . Request for Education Class for Public Works Director — There is enough money in the budget for this class . It is tailor made for Public Works . It is 1 week a year for the next 3 years and earns college level credits. The expense is approximately $ 1 ,000 for the class, hotel and meals. Some meals will be provided with the class . This was approved. No further action is necessary. 13 . In-Town Drainage Improvement Change Order #2 — This is for the work being done on Liberty Street. The plans called for the sewer to be in the parkway, but it was found that a gas main and the telephone line is in the way. The best solution is to construct the sewer under the roadway. As an added benefit, it will improve the drainage of the roadbed. The change order forms are not attached, but there are some cost estimates. This will go on to COW. 14. Illinois RailNet Pipeline Crossing Agreement for Raw Water Main Project — This will be a perpetual easement under the Railroad tracks . This will move on to COW Consent Agenda. 'i 15 . Route 47 Reconstruction — Non-Participating Items and Other Design Issues l — Joe Wywrot recommends the Aldermen look this over and discuss it at COW. 16 . Wetland Design Proposal for Bristol Bay Master Plan Community — This will go to COW for discussion. Joe Wywrot will have John Wyeth will speak about the legal issues and if there is a working relationship with these people. Usually what is done for specialized work like this is that an ad for Request for Page 5 of 5 Qualifications would go out. RFQ ' s are submitted in mass, they are looked over, they would possibly be interviewed, one is selected, and a contract is negotiated at that time. Marty Munns would like to see the Qualifications of other companies as well as this one. Old Business 1 . Tree Canopy Protection Ordinance — This will come back to the June Public Works meeting. Additional Business Marty Munns expressed concern about the entrance to a subdivision on Diehl Farm Rd. He would like to ask the prior owner, Paul Dresden to take out the rocks, and put in dirt and grass or shrubs as a good will project. If he says no he would like to know what the cost would be to do this. It is possible that Countryside would donate some bulbs or plants to this project also since it is being torn up . Dean Wolfer asked what is the difference between sending an issue on consent agenda and sending it for discussion. On consent agenda the committee members all agree and recommend it for approval. Joe Besco asked who is responsible for the mowing on Countryside Dr East of Route 47 . Currently Menard's is still responsible until the fall . There has been discussion with them and progress is being made. Joe Besco wanted to thank everyone for their effort over the last few years . Eric Dhuse said he hopes to have well 7 on line by the end of the week. The meeting was adjourned at 9 : 30 P .M. Minutes submitted by Laura Leppert PLEASE SIGN IN MEETING: , I�c� c-- ' DATE: NAME BUSINESS PHONE #