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Public Works Minutes 2013 03-19-13 APPROVED 4/16/13 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, March 19, 2013 at 6:00 p.m. City Conference Room Committee Members Present: Alderman Diane Teeling Alderman Larry Kot Alderman Ken Koch Other City Officials in Attendance: Eric Dhuse, Public Works Director Bart Olson, City Administrator Brad Sanderson, EEI Jeff Weckbach, City Intern Gary Golinski, Mayor Other Guests: None. Citizens Comments: None. Minutes for Correction or Approval: The minutes for the February 19, 2013 meeting were approved. New Business: PW 2013-08 Annual MFT General Maintenance Resolution – Informational item. Mr. Dhuse said this is for the maintenance supplies for the year. Bulk rock salt is 1200 tons. The city has 1000 tons in storage and the rental space at the county is allowed and that is out of MFT as well. This item was moved to consent. PW 2013-09 Heartland Commercial Center Sanitary Sewer Acceptance – Mr. Sanderson said this is a minor sewer addition as part of the Dairy Queen. All of the punch list items are complete and we are recommending the release of the bonding. This item was moved to consent. PW 2013-10 2013 Parkway Tree Program – Mr. Dhuse asked committee if they wanted to reinstate the program for this upcoming year. The committee agreed that they do. This item was moved to consent. PW 2013-11 Fox Hill and Sunflower SSA Mowing and Maintenance RFP Results – Mr. Dhuse said he has the results of the bids, but not a recommendation for committee because he has not been able to check references. The bid is very low and a good thing. Mr. Olson said all that the city saves each year will be put into a reserve account. Mr. Dhuse said he will bring the request for approval to the next City Council Meeting. PW 2013-12 Spring Public Works Dates - This is an informational item to make everyone aware that brush pick up and hydrant flushing are coming up. 1 Old Business: PW 2012-31 Bond/Letter of Credit (LOC) Quarterly Update – Mr. Olson said there is a memo included in the packet informing the committee where things are on different subdivisions. Prestwick has an interested buyer that is looking to do something with the site and working through credit issues. For Caledonia the city let them know to respond in 30 days with a construction schedule, or the city will recommend bond call soon thereafter. They responded in writing stating that they would be happy to talk about a construction schedule. The purpose of the letter was not to sit down with them and discuss, it would be to get a definitive schedule and see work within the next 30 days. Alderman Teeling asked what things are done with the money on the letters of credit. Mr. Olson said it is usually sidewalks, street lights, retentions that need improved to a certain degree, whatever we can do stabilized the site. Alderman Teeling said if the city does that and then they do bankrupt what happens. Mr. Olson said it hurts the original bond purchaser and their business rating. Alderman Teeling said if someone else comes in and buys it, will they be obligated to buy another one for work they are doing. Mr. Olson said yes. Mr. Sadnerson said it depends on certain situations. Alderman Teeling said they would be obligated to cover whatever the money doesn't cover. Mr. Sanderson said yes. If our bond or letter of credit money cannot complete all the work, there is still work to be expected to be completed. Mr. Olson said most subdivisions want the city to do the work and most next generation builders will like that. Alderman Teeling asked about Windett Ridge. She asked if someone purchases that subdivision, would they have to complete the rest and give us a bond for that work. Mr. Olson said yes. The committee discussed the Windett Ridge situation and what things are happening there. PW 2013-06 Infrastructure Costs – Mr. Olson said there is an attached memo on budgeting/funding and a memo from Mr. Dhuse on spending. Mr. Olson said that the city is looking to kick the funding discussion down the road a year, which gives us the time to decide if the city can pay for it out of our pocket, raise rates or make cuts. In general, Mr. Olson said the city is taking projects scheduled for calendar year 2014 and moving forward a year to 2013 and doing the opposite with the 2013 year. Mr .Dhuse said because the year proposed all had infrastructure and the next year only one thing. Mr. Olson said there were a few things removed. Alderman Kot asked about flip flopping are most of those roads on the south side of the river, he said he thinks that is a good thing because once Route 47 construction begins, residents will be using back roads a lot and if they were torn up that would be a disaster, so it makes sense. The committee agreed. Mr. Dhuse said projects are grouped according to north and south for cost savings. Mr. Olson said any recommendation for a budget perspective next year will be based on what is the most amount of utilities we can complete with the money we already have before we talk about cutting or raising rates next year. Alderman Kot said as 47 construction is being done, some of the small side streets could be added to. Mr. Dhuse said yes, his plan is to get a unit price on completing those. Alderman Kot said if we piggy back off of the state project, how does that fit in the budget and where does that come from. Mr. Olson said we would have to authorize change orders or a new contract. Mr. Dhuse said he hopes change orders and the cost difference would be minimal. Alderman Kot said he is 2 concerned changing things around because residents know we have a five year plan and their roads are listed for this year, as long as there is some work going on, they will be happy. Mr. Sanderson said to design the infrastructure that is needed, we will start that in September to get plans put together to submit for permits in 2014, then we can get the early bidding schedule and take advantage of good bidding projects and we will be off and running. Mr. Sanderson said there will be activity this fall. Mr. Olson said we are asking the committee to make a recommendation to city council on this new recommended schedule. Mr. Olson said things could change, but the city wants to get moving on this schedule. The committee discussed road fees and lowing the water and sewer fee. Alderman Teeling asked if the city will have the same issue in a couple years of having to raise the water fees again. Mr. Olson said that depends. Alderman Teeling said she understands that money for roads needs to come from somewhere. Alderman Teeling said she wants to make sure she can answer the residents questions as to why we are raising certain fees and give them the correct answer. Mr. Olson said the good thing about this plan is the city has an entire year to decide how much we want to spend, how much money do we need to increase and how much to do we need to cut. Alderman Teeling said she wants to make sure that this plan is solid before deciding on this. Alderman Kot said we need to be very cautious on raising fees on a regular basis. Residents don't mind if it is for a good reason, like the roads. Alderman Teeling said the residents want to see something being done, not just fees being collected. Mr. Olson agreed. Alderman Koch said things didn't get communicated really well and a lot of people didn't understand. Mr. Dhuse said we have spent two years on planning this project and we have the best numbers we have had for a five year program in a very long time. Mr. Olson said this plan is pay as you go, not a financed plan. Alderman Teeling said she is very pleased with that. Alderman Kot said he is okay with this plan, but the residents know that we did a road study and are expecting things to be fixed. We need to begin work and make sure the residents are informed of what is happening. Alderman Kot asked if we are not doing this until next year, will the city still be out fixing pot holes etc. Mr. Dhuse said yes. Mr. Olson asked the committee if there is a particular outreach method they would prefer. Alderman Teeling said the water bill. Mr. Olson said he will put together a power point presentation for the committee, so they will be completely informed on the issue and be able to tell the residents what is happening. The committee agreed to send out a letter to residents informing them when road work will begin on their street so they will know exactly what is going on. Mr. Dhuse said to put something in the Kendall County Record. Additional Business: Alderman Kot asked about the four lanes being put in on Route 47 and if it will effect the railroad crossing gates at all. Mr. Dhuse said he doesn't remember gates being in the plan. Alderman Kot said he would like to see gates there. Mr. Sanderson said he will check and find out the plans for the railroad crossing at the next Route 47 meeting. 3 There being no further business, the meeting was adjourned at 6:50 p.m. Minutes Respectfully Submitted by: Lisa Godwin Minute Taker 4