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Public Works Minutes 2005 03-28-05 I < I I Page 1 of 6 PROVED 4/25 /05 PUBLIC WORKS COMMITTEE MEETING Monday, March 28, 2005 7 : 00 pm City Hall Conference Room CITY STAFF PRESENT : Art Prochaska — Mayor (7 : 38pm) Joe Wywrot - City Engineer Joe Besco — Alderman Eric Dhuse — Director of Public Works Marty Munns — Alderman GUESTS . Wanda Ohare Alan Norton — Alan Dale Farms I The meeting was called to order by Alderman Joe Besco at 7 : 05pm NEW BUSINESS . i Items # 14, 15 and 16 were moved to the beginning of the agenda in consideration of the guest, Alan Norton, Developer. 14. Cannonball Estates Phase 2 — Letter of Credit Reduction #4 15. Cannonball Estates Phase I — Letter of Credit Reduction #5 16. Cannonball Hill — Letter of Credit Reduction #4 Mr. Norton sent letters of request to reduce the credit by 10% for the above developments. Mr. Wywrot stated that a 10% reduction would imply that the punchlist was complete and that the City accepts all public improvements. Since the work is not totally complete, Mr. Wywrot made the following recommendations: a. Cannonball Estates Phase 2 : reduce by $57, 800, with balance of $ 140,000 b. Cannonball Estates Phase 1 : reduce by $24,000, with balance of $ 176,000 c. Cannonball Hill: already at 15%, no further reduction possible until City accepts infrastructure Mr. Wywrot made reference to a letter written by Attorney Wyeth to Mr. Norton and then opened the floor to discussion. Alderman Munns suggested following Mr. Wywrot' s recommendations. Ms. Ohare asked if there was enough money to complete the punchlist for Phase 1 and Phase 2 . A request was made by Mr. Norton to address the committee to give an update on the recent progress of the areas in question and he stated the following: i Page 2 of 6 1 . Stormwater calculations for detention pond have just been completed/approved 2 . Hydrants have been painted 3 . Walks have been poured 4 . Grading is occurring 5 . Landscaping will begin when weather improves 6. He may hire other contractors to complete the work 7. Field work is done for "as-built" drawings in Cannonball Estates i He added he felt there was adequate money available to complete the punchlist and the work should be completed by summer or fall. The pond volume is adequate, however, j the tall grass and pond landscaping are issues with the homeowners. Mr. Norton stated that the grass is the homeowners ' responsibility since dues are being collected to pay for mowing. Alderman Besco asked if there were a backup SSA in place. There is one in place, however, it was noted that the homeowners' association is solvent. Mr. Wywrot stated that when the infrastructure is approved, the maintenance responsibilities transfer to the property owners. Mr. Norton said he would even be willing to do the mowing at this point. It was suggested that an on-site meeting take place in the next week or two with Mr. Norton, Scott Sleezer, Joe Wywrot, Boyd Ingemunson and 1 -2 homeowners, to resolve the issues. Ms. Ohare asked to be notified when the meeting is scheduled. For the official minutes, Mr. Norton requested Engineer Wywrot and the committee to approve his request. Alderman Besco stated that no recommendation could be made due to lack of a quorum. The matter will be moved to C. O.W. on April 6th, for discussion. I Cannonball Hill was then discussed. The ordinance does not allow a reduction since the punchlist is not complete, so it must move to City Council. Mr. Norton said he would be willing to withdraw the reduction request on this item. This withdrawal will be noted for C. O . W. He asked for a detailed punchlist for Cannonball Hill. He noted that the attorney is recommending against a 15% reduction, but is also recommending withholding recapture based on the punchlist. A letter written by Mr. Wyeth explained the reasons. He asked why 15% could not apply to him and why recapture money would be withheld. He said he brought in affidavits and waivers as requested by the attorney and was asked to further wait. Alderman Besco said clarification of Mr. Wyeth' s letter would be requested. This ended the discussion and Mr. Norton thanked the committee for allowing him to be present. i I i i i i i Page 3 of 6 APPROVAL/CORRECTION OF MINUTES : FEBRUARY 28, 2005 The minutes were tabled due to a lack of quorum. I i NEW BUSINESS cont. i I 1. Van Emmon Storm Sewer Repair A water main was built last year on Van Emmon and during the construction a huge void was found in a storm sewer. This was repaired to avoid a pavement collapse and a separate invoice was requested. Mr. Wywrot recommended payment of this bill and it will proceed to C. O. W. on April 6th. i Z Water Department Reports for December 2004 & January 2005 i It was noted by Alderman Besco that many water main breaks had occurred in Countryside. This item moves to the April 61h C. O .W. 3. Hydraulic Avenue Interceptor — Change Order #2 This change order concerned additional work that was needed during this interceptor project. Water main needed to be replaced and additional valves were inserted in order to maintain service to certain businesses. It was Mr. Wywrot' s opinion that most of the additional charges would be paid by the YBSD. He added that money was saved by installing safety fence by the train tracks rather than having a flagman present. He recommended approval of this change order and it will be moved to C.O.W. on April 6th 4. Rob Roy Creek Interceptor — Contract #1 — Change Order #2 A $9,000 increase in the project cost was added for sanitary service stubs to buildings at the PNA camp. Additionally, a new entrance gate will be required since the previous gate had to be removed during construction. Payment was recommended and this item will proceed to C.O .W. on April 6th The following agenda items were discussed together: S. Whispering Meadows Unit 2 — Bond Reduction for Underground, Earthwork & Paving 6. Whispering Meadows Unit I — Bond Reduction for Underground, Earthwork & Paving 7. Whispering Meadows Units 1 & 2 — Mass Grading Regarding item #7, Mr. Wywrot said that the developer wished to begin moving dirt early and this requires a site development permit under the erosion ordinance. As a result, a bond was required. When Unit 1 & 2 construction began, a second bond was mistakenly required. Mr. Wywrot recommended total release of the second bond since the work was guaranteed under the original bond. This will move to April 6th C. O.W. ,I Page 4 of 6 Mr. Wywrot concurred with the request for bond reduction in item 5 and 6 and this moves to C. O . W. on April 6th 8. Cannonball Booster Station & South PRV Station — Change Order #1 An additional $21 , 528 . 91 will be required for various additions to the contract. Some of the additions included unforeseen field conditions with water mains and additional pipe that needed to be installed to prevent a dramatic drop in water pressure. Mr. Wywrot recommended payment be made and this item will move to C.O.W. on April 6th 9. IDOT Highway Permit — 272 E. Veterans Parkway Mr. Wywrot explained that IDOT has changed their policy regarding the issuance of highway permits. The new procedure requires that the permit must be issued to the City regardless of whether the construction is City or private. In this case, public sidewalk is being constructed in the IDOT right-of-way. The City must pass a resolution and the Mayor must sign it to guarantee the work will be done properly. As a result, the City must ask for a bond from the developer. 10. Reserve at the Fox — Construction Guarantee This property is the apartment complex near the Jewel. It is being developed as a single lot and is not considered a subdivision; therefore the subdivision ordinance does not apply. A letter of credit or bond was not required initially, however, one can be required if a certificate of occupancy is requested prior to the site work being completed. A reduction of the construction guarantee was requested by the developer and Mr. Wywrot said he concurred with most of the items. He recommended no credit be given for landscaping material since it was exposed to winter weather and may not be suitable. He also stated that erosion control items should remain at 50% at this time. Overall he recommended a bond or letter of credit be established for $517,629. 08 to guarantee completion of remaining work and he recommended a reduction of the construction guarantee to $297,778 . 31 . This item will proceed to C. O .W. on April 6th 11. Fox Hill Mowing and Maintenance — Results of Bid Opening Mr. Dhuse reported the bids opened March 14th with two bidders. English & Sons was the low bidder and Mr. Dhuse recommended awarding the job to them. It was decided to move this matter to C. 0. W on April 6th 12. FY 05106 General Maintenance MFT Resolution The paperwork for the resolution was prepared to send to the State. Mr. Dhuse also noted the cost of salt had increased this year. I Page 5 of 6 13. Mill & Van Emmon Watermain Replacement — Change Order #1 This is the final change order for this project and Mr. Wywrot noted that it increased by I $ 13 , 1573 . 73 . He recommended approval of this payment and it will be moved to C. O. W. on April 61h i i (Items # 14, 15 , 16 were previously discussed) i 17 500, 000 Gallon Water Tower Painting — Results of Bid Opening City Engineer Wywrot reported 13 bids were received with the low bidder being Allstate Painting & Contracting from Ohio , at $ 173 ,500. The second lowest bidder was Maxcor at $ 193 ,000 . He found that Allstate' s references were not very favorable and therefore recommended awarding the bid to Maxcor. This will move to the April 6th C. O.W. 18. 2005 In-Town Drainage Projects — Results of Bid Opening Three competitive bids were received with the low bidder being R. A. Ubert Construction fromYorkville with a bid of $921 ,000 . Mr. Wywrot recommended this company. Alderman Besco said he thought there were some issues with this company on a previous job, however, Mr. Wywrot said those issues were resolved. This proceeds to C . O .W. on April 6th i 19. Route 34 & Bristol Ridge Road — IDOT Highway Permit (verbal report) There is no highway permit yet, but Mr. Graff asked that this matter be included on this agenda. After the permit is obtained, a resolution must be signed. When this paperwork is received, it will be placed on a future C. O. W. agenda. OLD BUSINESS. 1. Aux Sable Creek — 100 Year Storm Release Rate & Modifications of 2 Year & 25 Year Release Rates - P 1124105 & 12127104 Kendall County hosted a meeting of surrounding municipalities and Joliet to discuss a flood study that had been done regarding Aux Sable Creek. It was determined that the study contained some inaccuracies regarding the release rate. This will move to C. O. W. on April 6th with a recommendation to reduce the 100-year release rate to . 10 CFS/acre. 2. Non-Residential Landscape Irrigation Policy — PW 2128105 Mr. Wywrot stated that Grande Reserve had approached the City to tap into City water to irrigate their open space. He recommended against this due to the large volume of water that would be used. He said a policy should be established to not allow landscape irrigation for any common open space in a residential development. For non-residential Page 6 of 6 i I I areas such as businesses, he felt it should be limited to one acre. He added that irrigation could be done from a detention basin. Alderman Besco expressed concern for shopping centers where there are many islands and landscaping is required. He said the City Engineer or another professional would have to determine how much of the one-acre area the island constituted. Mr. Wywrot said that information would be available from the design engineer. Mayor Prochaska expressed concern about the message such an ordinance would send when trying to attract new businesses. There was concern that businesses might submit requests for private wells and the City does not wish to encourage this. There was some discussion about the use of wastewater for irrigation. Transporting this water would be an issue. Alderman Munns suggested obtaining information from other towns regarding irrigation policies. Mr. Wywrot will do some research and report back to this committee in April. 3. Proposed Wetland Protection Ordinance t The final draft of this ordinance was presented at the meeting and will also be reviewed by an attorney for proper language. Mr. Wywrot said it should be forwarded to a future C. O.W. after the attorney' s review is completed. 4. Proposed New Hire for FY 05106 — Maintenance Worker H (J. U.L.LE. Locator) Advertising for this position will be initiated soon. Mr. Dhuse noted that the main focus of this position will be J.U.L.I.E. locates and that last month there were 277 such locations. This matter will be forwarded to C. O.W. j I ADDITIONAL BUSINESS : I Mr. Dhuse reported that since the weather has improved, there will be many Public Works employees doing repairs. He added that the new street sweeper arrives Thursday and there will be two days of schooling in Texas regarding the use of the sweeper. Mayor Prochaska said he noticed many street lights out and asked if there is a list of needed repairs. Mr. Dhuse said the Police Department reports such outages in addition to citizens who call and he is able to report these outages on the Com Ed website. It was j noted that a recent widespread power outage occurred when a substation in Sugar Grove C malfunctioned. The Mayor also inquired about handicapped signs The meeting adjourned at 8 : 35pm. Respectfully submitted by Marlys Young, Minute Taker i I i I, ; PLEASE SIGN IN III =F EXS-G : DATE : NAME STREET ADDRESS CITY Mao v - �l ��D �-� PC i i