Public Works Minutes 2005 02-28-05 Page 1 of 6
APPROVED 4/25/05
UNITED CITY OF YORKVILLE
PUBLIC WORKS COMMITTEE MEETING
Monday, February 28, 2005
7 : 00 PM
City Hall Conference Room
City Council and Staff present:
Alderman Besco Alderwoman Burd (in at 7 : 12)
Public Works Director Eric Dhuse Mayor Prochaska (out at 7 : 58)
Alderman Sticka City Engineer Joe Wywrot
Guests :
Attorney Dan Kramer (7 : 06 to 7 :23 ) Dean Wolfen
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The meeting was called to order at 7 : 00pm by Alderman Besco .
Approval/Correction of Minutes : January 24, 2005 : Minutes were approved as
written.
Presentations : None
New Business .
1 . Countryside Pump Station — Results of Bid Opening: Mr. Wywrot stated that C
a lot of bids were received for the work in question. Having previously worked
with them, Deuchler recommends awarding the bid to the lowest bidder who was
River City Construction Co . in the amount of $ 1 ,553 ,426 . 00 . Mr. Wywrot
recommended moving this on to COW on 3/ 15/05 for consideration. The
Committee agreed to move this on.
2. Tree Trimming/Removal Policy : Mr. Dhuse created this new policy in regards j
to tree trimming and removal . Alderman Sticka stated he found technical issues
in the writing and would like to work with Mr. Dhuse to straighten a lot of
wording out before moving forward with this . All present felt this policy was
needed and agreed to have those two get together to straighten out wording. This
will come back to Public Works at a future date .
3. Water Department Report for November 2004 : With no questions on the
report, the Committee agreed to move this on to COW on 3/15/05 as consent
agenda,
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Additional Business :
• At this time Mr. Kramer arrived to speak to the Committee regarding an issue a
private business owner discussed with him. The Committee agreed to let him
discuss this item now and then move back to the items on the agenda in order.
Mr. Kramer stated to the Committee that Mr. Phil Nelson approached him
regarding having a highway cut on Route 47 for the Funeral Home. Mr. Nelson
has already been to IDOT on this issue. Mr. Kramer advised him not to start
digging yet because he needed to let the City sign off on this first. Mr. Kramer
went over a schematic on the current building and it should they would bring the
drive out on the southeast corner of the building. It would be a full access drive .
Mr. Wywrot asked if Mr. Kramer knew how this would work out with
Countryside Center' s proposal on a new drive.
The Committee discussed how this would affect other cuts into Route 47 that are
being looked at in the area. Mayor Prochaska stated he was aware of 3 full
accesses being looked at between Route 34 and Countryside Parkway. Alderman
Sticka was very strong in recommending that he wait on this until they could
coordinate with the shopping center to limit access points . Mr. Dhuse pointed out
that this entrance would not have traffic everyday being it is for a funeral home.
Mr. Kramer suggested lastly that he could ask for IDOT to write up a guarantee to
have access for shopping center stating that IDOT guarantees they will allow that
access . Mr. Kramer will see if Rich with IDOT could get in touch with Mr.
Wywrot.
During the conversation, it was brought up by Mr. Wywrot that the City' s
Ordinance does not distinguish between residential and commercial when it
comes to size of a driveway. f
New Business continued . . .
4. IDOT Letter of Understanding with City for Grande Reserve Route 34
Improvements : Mr. Wywrot stated to the Committee that they have received the
normal letter from the state regarding agreements between the State and the City
with maintenance of roadways and traffic signals. One new item with this
agreement is the city will assume 100% of the maintenance for the Opticom
traffic signal pre-emption equipment that the Bristol-Kendall Fire Protection
District has requested at all new signalized intersections in town. Mr. Wywrot
stated he has read through this and there is nothing out of line. He is
recommending this move forward. The Committee felt this is a need in the City
and will move this forward to COW on 3/15/05 for discussion. It is $ 10, 000 . 00
per signal to retrofit a signal. These are very beneficial for the fire departments.
5. Grande Reserve Aquatic Center — Plat of Vacation : Mr. Wywrot stated this is
a proposed plat vacation for the Grande Reserve Aquatic Center so they can move
forward with building so as not to be building over an easement. Mr. Wywrot is
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recommending this move forward. The Committee agreed and this will go on to
COW on 3/15/05 for consideration.
2004 Sidewalk Replacement Program — 103 W. Center Street: Mr. Wywrot
stated that Mr. Doug Pierson of 103 W. Center Street has requested
reimbursement for funds in regards to him replacing the sidewalk in front of his
home . The City had previously decided this section was eligible for the sidewalk
replacement program, but with Mr. Pierson doing construction on his home at that
time, he asked the City to wait and let him replace it. The City would have spent
$ 1084 . 80 on this section of sidewalk and Mr. Pierson is requesting $900 . 00 (the
60%), which is saving the City money. The money is also in the budget for this
section. Mr. Wywrot is recommending these funds be reimbursed per the City' s
sidewalk replacement program. The Committee agreed and this will go on to City
Council as consent agenda on 3/ 15/05 .
6. Non-Residential Landscape Irrigation Policy: Mr. Wywrot stated that
approximately 3 -4 months ago the City had a situation with Grande Reserve
development being able to connect to City water for irrigation use. At that time
the City asked that they did not due to using 900,000 gallons a week of the City' s
water. Grande Reserve ended up backing off on their request and in turn will be
drilling an intermediate depth well that will not effect resident' s shallow well ' s or
the City' s deep wells for irrigation water. This problem was solved with Grande
Reserve. Mr. Wywrot went on to state that this situation got them thinking that
the City should have some sort of policy in place to deal with this type of issue.
He is recommending setting up a policy for expansive areas of common open
space. The Committee discussed ways of monitoring or measuring water use for
other commercial areas or businesses. Mr. Wywrot will get together with City
Attorney John Wyeth to come up with this policy and the proper language. This
will come back to Public Works on 3 /28/05 .
7. Request for Approval to Use "John Robert Ament" as Historical Street
Name: Mr. Wywrot stated that the name "John Robert Ament" has been
approved by the Human Resource Commission as a Historical Street name and is
here at Public Works as part of the Ordinance adopted. The Committee agreed to
this name and moved to send this on to COW as consent agenda on 3 / 15/05 .
8. 500 MG Water Tower Painting: Mr. Wywrot stated that they are looking to
paint the City' s 500,000 gallon water tower and have budgeted $220,000 . 00
which will come out of water operations funding. The font type is in question
now due to the length needed to wrap around the water tower properly. The
Committee agreed on the "romantic" font type and instructed Mr. Wywrot to go
ahead and take to bid ASAP for better pricing. The bid opening will occur on
3/25/05 , but work will not actually begin until after May 1 , 2005 . This will come
to a future COW.
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9. In-Town Road Program — IDNR Storm Sewer Easement: Mr. Wywrot stated
that there are two easements the City needs to get and one is from IDNR for storm
sewer just downstream of the Palmer Dam. IDNR is okay with it and have
prepared the license agreement and now needs to go to City Council for approval .
He recommends this move on. This will go on to COW on 3/ 15/05 for
discussion.
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10. In-Town Road Program Phase I — Authorization for Bid Schedule: Mr.
Wywrot stated there are two contracts here. One is a utility contract which is all
storm sewers and a roadway contract, which are all roads . They would like to get
the road contract complete before school reopens in August. For them to do this
they need to follow a tight schedule. They are working with Smith Engineering
on this, but bid opening will have to be prior to May 1 to keep this moving on
time. There is no further action now, but they will take this to bid. This will go
on to a future COW.
11 . Engineering Department Organizational Chart: Mr. Wywrot stated that all
departments were supposed to take these charts to their committees for review.
This is what the Engineering department is proposing for the upcoming fiscal year
and the following fiscal year. He went on to state that they are looking to put
Mike Robinson as a full-time Senior Engineering which means they would need
to hire a full-time Julie locator. The following year they are looking to hire one
additional person, which the title is being left flexible at this time. Alderman
Besco brought up that a new PW vehicle would be needed for the new Julie
locator as well . Lastly, Mr. Wywrot brought up the fact that the salary range for
Senior Engineering Technician and Engineering Technician are the same range.
The Committee asked this to go to Admin Committee for discussion on 4/7/05 so I
that a salary schedule for both positions is created. Mayor Prochaska stated that
this was asked to be brought to Committee so each Committee was aware of what
is needed for when the budget is discussed.
12. 2005 Public Sidewalk Program : Mr. Wywrot brought this for discussion in
hopes to change the focus of sidewalk work to flow where the City is currently
working on with the in-town road program. He added that in the past the City
advertised that residents could have the walk in front of their homes replaced if
they paid 40% of the cost. This results in rather high unit prices because the
contractor was hopping from one spot to another and replacing small sections of
walk. The City has also seen a decreasing number of residents taking advantage
of this program. This year they are planning to fund 100% of the
replacement/construction of sidewalk in just one part of town, which should result
in better unit prices . Basically, he is stating that the City should not have a stand
alone sidewalk project this year and apply the money to the in-town road project
and get those sidewalks done. He pointed out in his memo that the roads that
would have sidewalks worked on this year would be as follows :
• Center Street (Jaycee pond to Liberty)
• East Main Street (Route 47 to Bruell)
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• Colton Street ( E. Main to Somonauk)
• Liberty Street (E. Main to Park)
The Committee discussed other areas that are in need for sidewalks desperately as
well (Fox Road being a main one) . The Committee agreed to move forward in
this manner. Alderman Besco stated that he hopes to see the Sidewalk Program
come back in future. Mr. Wywrot was told to proceed with logic.
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13 . Well 8 & 9 Treatment Facility — Change Order #2 : Mr. Wywrot stated that
this is the final balancing change order for the work in question. This change
order will also extend the completion date by 157 days due to delays beyond the
control of the contractor. The amount of the increase is $7,242. 81 . EEI
recommends and Mr. Wywrot also recommends this move forward. The
Committee agreed to send on to COW 3/ 15/05 as consent agenda.
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14. EEI Hourly Rate Increases : Mr. Wywrot stated the City has received a letter
from Jeff Freeman with EEI stating that there will be an increase in rates for all
new contracts, not existing contracts . The Committee discussed that the City can
elect to go to someone else if the rates are too high above others. Alderman
Sticka stated he feels the City is with a good firm, but should not always agree to
spend more money. Mr. Wywrot pointed out that they have not had a rate
increase for a couple of years . The Committee asked Mr. Wywrot to get more
information from Mr. Freeman and EEI and take this on to 3/ 15/05 COW for
discussion.
15. Game Farm Road Improvements — Land Surveying Services : Mr. Wywrot
stated they have received a proposal from Smith Engineering Consultants in the
amount of $574.40 regarding additional land surveying services for the Game
Farm Road project. This money is for doing staking and preparing plat of
easement. This work is needed to be done to determine the extent of right-of-way
dedication we would need from the school district. The Committee agreed to
send this on to COW on 3/ 15/05 as consent agenda.
Additional Business continued . . .
2. Mr. Dhuse stated that he missed a page with the International Dealer and there
will be an increase in the price of the trucks priced previously. The price of the
plow was not included in the amount he took to City Council previously. He will
bring this back with the correct amounts for discussion with the Council.
3 . Alderman Sticka stated he would like to see the Public Works Committee next
month consider what was originally thrown in front of them by EEI as far as the
Beecher Road extension. He went on to state that Sugar Grove has now
completed their Comp plan and in that there is a Parkway that will end at Baseline
Road. He feels that this needs to be done now before development covers all the
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open space in that area. He also suggested the road be constructed not to hold
heavy trucks to keep open for local traffic. The only drawback with it being
constructed in this way is not being able to use MFT funds later on. This would
be a great way to construct a N/S route which this area demands . Mr. Sticka
would like to see this plan on paper for future developers to pay for. Alderwoman
Burd suggested that this go to Council for all to discuss and decide. This will
move forward with the Public Works recommendation. Mr. Wywrot was asked to
bring forward Sugar Grove ' s Comp Plan, Yorkville' s Transportation Plan and the
different subdivision areas . This will be discussed again at a future Public Works
titled as future road extensions.
The meeting was adjourned at 8 : 22 pm.
Minutes by: Sheila Teausaw
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