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Public Works Minutes 2013 04-16-13 APPROVED 5/21/13 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, April 16, 2013 at 6:00 p.m. City Conference Room Committee Members Present: Alderman Diane Teeling Alderman Larry Kot Alderman Ken Koch Alderman Jackie Milschewski Other City Officials in Attendance: Eric Dhuse, Public Works Director Bart Olson, City Administrator Brad Sanderson, EEI Jeff Weckbach, City Intern Other Guests: Joel Friders Citizens Comments: None. Minutes for Correction or Approval: Minutes for the March 19, 2013 meeting were approved. New Business: PW 2013-13 Water Department Reports for January and February 2013 - Informational reports. Mr. Dhuse said there was a water main break in February. Alderman Milschewski said she noticed the usage was down from normal. PW 2013-14 River Road Bridge Authorization of Contract Changes Nos. 4A, 6A, and 7 – Mr. Sanderson said this is the second round of authorizations we have brought to the committee. Mr. Sanderson they are hoping to set the bridge deck very soon. He said all of these pertain to different aspects of construction. 4A is a modification of the bypass structure a value of $4,249.45. 6A was additional labor associated with excavation next to damn $2,016.73. 7 is additional labor during the winter to keep things functioning $397.11. This totals less than 3% increase of original contract price. Mr. Sanderson said they are asking for the committee's approval. Alderman Kot asked how many more changes can the city expect. Alderman Kot said this is the second month of increase costs. He said delays are expected in winter and he thinks they are being nit picky and he is disappointed. Mr. 1 Sanderson said it was originally to begin in May and end in October, so winter was not expected. Mr. Sanderson said that Comed delayed and coordination with IDNR came in later. Mr. Sanderson said these are due to timing and coordinating with IDNR. Alderman Kot said I am reluctantly supporting this, but next month if there is another one, I probably won't. Alderman Kot said he understands that some things cannot be predicted, but the city receives a good bid, then it jacked up 3% and we are not done. Mr. Sanderson said these are legitimate work items, if they were not we would not suggest it be paid for. Alderman Milschewski asked what IDNR's role is in this process. Mr. Sanderson their work was done last fall and awarded, just lining things up and coordinating the activities has taken a bit of an effort. Mr. Olson said IDNR jumped on board with federal funding before the bridge would have collapsed or washed out. Mr. Sanderson said on these types of jobs staying below 5% increase is typical. This item was moved to consent. PW 2013-15 EEI Engineering Agreement for Road to Better Roads FY 14 – Mr. Olson said this is an agreement for design and construction of the five roads planned to be done. Mr. Olson said there is a possibility we can bid for more roads, if bids come back favorable. Mr. Sanderson said they are planning on bidding more projects. There is an exhibit attachment D that highlights the subjects. The red streets are the base and blue are alternates. These estimates at this point are extremely rough. Alderman Koch asked what the yearly contract is with EEI. Mr. Olson said $180,000. Mr. Olson said he is going to recommend that be increased. This is still less than having a city engineer on staff by about $100,000. Construction will begin in August and run through the fall. This will give the city the most for their money and better unit prices. This item was moved to consent. PW 2013-16 EEI Engineering Agreement for Bristol Avenue Water Main Improvements – This is a stand alone agreement for the design of Bristol Avenue, which is one of the roadways the city is going to fix in fiscal year 2014. It is just another engineering contract. Mr. Dhuse said it would be better to do it all as a package as the city is doing now. Alderman Milschewski asked if this comes out of the road budget. Mr. Olson said it is coded to the water fund. Mr. Olson said it will be within the 1 million road plan it is part of that budget. This item was moved to consent. PW 2013-17 Old Jail Parking Lot Construction a. EEI Amendment No. 2 Preliminary Engineering Services Agreement b. EEI Construction Engineering Services Agreement Mr. Olson said this is to finish off Phase II engineering. This is all money within the old jail parking lot budget, which is IDOT so there is no cost to the city unless we go over budget. Mr. Olson said both of these agreements were reviewed by the attorney. These are amendments to the original contract. Mr. Sanderson said the original contact didn't include bidding and construction and there were several additional items included in the design that we subbed out. EEI had to do soil samples, which were subbed out and those extra costs are included. Alderman Kot asked the project schedule. Mr. Sanderson said they are anticipating construction beginning in July. This item was moved to consent. 2 PW 2013-18 Storm water Management Program – Fee-in-Lieu – Mr. Sanderson said the new storm water ordinance passed in December one element not included was the fee-in-Lieu. The city can establish a value, which was not done when the ordinance was approved. This is for existing parts of community for redevelopment of sites like modifying a parking lot. You pay a value for detention to the city. Alderman Koch asked if this was typically commercial. Yes, not homeowners typically. Most communities adopt a number instead of doing a case by case basis, which makes it a simpler process for the city. Mr. Olson said he prefers this to be a set price. This number will be re-examined each year and make adjustments, if needed. This item was moved to consent. PW 2013-19 Tractor and Mower Purchase – Mr. Dhuse said he is asking to purchase a new tractor, the one the city has for 14 years is worn out and he has held off as long as possible. With the state bid process, this saved the city between $12,000 and $15,000. This will have to be approved by city council. Alderman Kot likes to keep the purchases local as much as possible. This item was moved to consent. Old Business: None. Additional Business: Alderman Kot asked about West Spring Street. Mr. Dhuse said as a temporary alternative to hot patch, the city has asphalt grindings to hold it until the city can get mix in and it has done a great job so far. Alderman Kot asked if the residents realize it is temporary and Mr. Dhuse said they do and they were happy. Alderman Kot asked about the safe route to school and had questions on where the markings were located. Mr. Dhuse said the sidewalks will look normal it is not where the flags are where the sidewalks will be. The city will be matching up sidewalks as much as possible. Alderman Kot asked about the widths of sidewalks. Mr. Dhuse said they are 4 or 5 feet, by state criteria to comply with ADA standards. Alderman Kot asked if residents called about this yet. Mr. Dhuse said regarding flags I had some calls. The residents have known for a year now they will be receiving five foot sidewalks. Alderman Kot said a five foot sidewalk in an old neighborhood doesn't look right. Mr. Dhuse said that doesn't sway their decision because it has to meet criteria. The project has begun and in about six weeks, things should be done. Minutes Respectfully Submitted by: Lisa Godwin Minute Taker 3