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Public Works Packet 2008 08-19-08 Clr�� United City of Yorkville 800 Game Farm Road EST 1 1836 Yorkville, Illinois 60560 Telephone: 630-553-4350 Fax: 630-553-7575 <CE AGENDA PUBLIC WORKS COMMITTEE MEETING Tuesday, August 19, 2008 6:00 p.m. City Hall Conference Room Presentation: None Minutes for Correction/Approval: None Items Recommended for Consent AEenda: 1 . PW 2008- 101 Water Department Report for May 2008 2. PW 2008- 102 Water Department Report for June 2008 3 . PW 2008- 103 Grande Reserve Shared-Use Path — Change Order #1 4. PW 2008- 104 Goodwill Store (481 E. Countryside Parkway) — Acceptance of Public Improvements and LOC Reduction #1 5. PW 2008- 105 2008 Crack Filling — Change Order 91 and Supplemental MFT Appropriation Resolution 6. PW 2008- 106 McHugh Roadway Improvements — Change Order # 1 7. PW 2008- 107 Raging Waves — Streetlighting LOC Reduction #1 8 . PW 2008- 108 Bristol Bay Phases 2 & 3 (Units 9- 13) — Earthwork Bond Reduction #1 9. PW 2008- 109 Mill Road Right-of-Way Dedication (Cross Evangelical Lutheran Church Frontage) 10. PW 2008- 110 Fox Road Improvements — LAPP Engineering Agreement and MFT Appropriation Resolution New Business: 1 . PW 2008- 111 Material Storage Shed Replacement 2. PW 2008- 112 Water Ordinance Amendment regarding Private Wells Public Works Committee August 19, 2008 Page 2 New Business (con't): 3 . PW 2008- 113 City Wide Property Maintenance Issues 4. PW 2008- 114 City Council Goal Action Plan — Biodiesel, E85 and Hybrid Vehicles Old Business: 1 . PW 2008-93 Draft Water Conservation Plan 2. PW 2008-96 U-Turns on McHugh Road Additional Business: 2008 City Council Goals Public Works Committee 'Interim Public Works Faciltiy. " Eric Dhuse `Explore gray water reuse by city. " Alderman Plocher Eric Dhuse Alderman Werderich Scott Sleezer "Biodiesel, E85, and hybrid vehicles. " Alderman Sutcliff Eric Dhuse Alderman Werderich Bart Olson "Bike trails and pedestrian friendly development/redevelopment, with Alderman Golinski Dave Mogle focus on increasing pedestrian access to downtown from anywhere in the Alderman Werderich Joe Wywrot city and to the schools from anywhere in the city. " UNITED CITY OF YORKVILLE WORKSHEET PUBLIC WORKS COMMITTEE Tuesday, August 19, 2008 6:00 PM CITY CONFERENCE ROOM --------------------------------------------------------------------------------------------------------------------------------------- ITEMS RECOMMENDED FOR CONSENT AGENDA: ...............------------..........--------------.........................----------------........----...................... --------- 1 . PW 2008-101 Water Department Report for May 2008 ❑ Moved forward to COW & CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------...........--........------......-----.................---------------------------------------------------------............... 2. PW 2008-102 Water Department Report for June 2008 ❑ Moved forward to COW & CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 3 . PW 2008-103 Grande Reserve Shared-Use Path — Change Order #1 ❑ Moved forward to COW & CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes ..........--------........----........----........................................-.......-----........................................ 4. PW 2008-104 Goodwill Store (481 E. Countryside Parkway) — Acceptance of Public Improvements and LOC Reduction #1 ❑ Moved forward to COW & CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes ............----........-..........-.............---............................------------------------------------------------------- 5. PW 2008- 105 2008 Crack Filling — Change Order #1 and Supplemental MFT Appropriation Resolution ❑ Moved forward to COW & CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes ---------------------------------.............................------.............-......-...---------------------------------------- --- 6. PW 2008-106 McHugh Roadway Improvements — Change Order #1 ❑ Moved forward to COW & CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes ----------............------------------------..................----------------------------------------------------------------------- 7. PW 2008-107 Raging Waves — Streetlighting LOC Reduction #1 ❑ Moved forward to COW & CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------- -------------------- --- ....................... - -- - --- - ---------------- 8. PW 2008 408 Bristol Bay Phases 2 & 3 (Units 943) — Earthwork Bond Reduction #1 ❑ Moved forward to COW & CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 9. PW 2008-109 Mill Road Right-of-Way Dedication (Cross Evangelical Lutheran Church Frontage) ❑ Moved forward to COW & CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes ---------------------................------------------.............................-----------------....................--------- -- 10. PW 2008- 110 Fox Road Improvements — LAPP Engineering Agreement & MFT Appropriation Resolution ❑ Moved forward to COW & CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- NEW BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- 1 . PW 2008- 111 Material Storage Shed Replacement ❑ Moved forward to COW & CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- 2. PW 2008-112 Water Ordinance Amendment regarding Private Wells ❑ Moved forward to COW & CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------.............------------------------------------------------------------------------ 3 . PW 2008- 113 City Wide Property Maintenance Issues ❑ Moved forward to COW & CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------- ------------------ 4. PW 2008-114 City Council Goal Action Plan — Biodiesel, E85 and Hybrid Vehicles ❑ Moved forward to COW & CC consent agenda? Y N ❑ Approved by Committee ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- OLD BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- 1 . PW 2008-93 Draft Water Conservation Plan ❑ Moved forward to COW & CC consent agenda? Y N ❑ Bring back to Committee ❑ Informational Item ❑ Notes ----------------------------------------------------------------------------------------------------------------------------- ---------- 2. PW 2008-96 U-Turns on McHugh Road ❑ Moved forward to COW & CC consent agenda? Y N ❑ Bring back to Committee ❑ Informational Item ❑ Notes --------------------------------------------------------------------------------------------------------------------------------------- ADDITIONAL BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- M *' I United City of Yorkville P W WATER DEPARTMENT REPORT S MAY 2008 MONTH/YEAR WELLS NO WELL DEPTH PUMP DEPTH WATER ABOVE PUMP THIS MONTH'S PUMPAGE FEET FEET FEE GALLONS 3 1335 501 205 2,998,000 4 1393 622 270 13,339,000 7 1500 883 555 4,602,200 8 1500 861 476 34,000 9 1500 1125 580 31,214,000 TOTAL 47,585,000 CURRENT MONTH'S PUMPAGE IS 1,395,200 GALLONS LESS THAN LAST MONTH 15.199,400 GALLONS LESS THAN LAST MONTH DAILY AVERAGE PUMPED: 1,541,500 GALLONS DAILY MAXIMUM PUMPED: 2,338,700 GALLONS DAILY AVERAGE PER CAPITA USE: 102.7 GALLONS WATER TREATMENT CHLORINE FED: 1248.3 LBS. CALCULATED CONCENTRATION: 33 MG/L FLUORIDE FED: 637.4 LBS. CALCULATED CONCENTRATION: 0.28 MG/L WATER QUALITY AS DETERMINED FROM SAMPLES ANALYZED BY ILLINOIS ENVIRONMENTAL PROTECTION AGENCY BACTERIOLOGICAL: 12 SAMPLES TAKEN 12 SATISFACTORY UNSATISFACTORY (EXPLAIN) FLUURIDE: 3 SAMPLE(S) TAKEN CONCENTRATION: 1.1 MG/L MAINTENANCE NUMBER OF METERS REPLACED: 8 NUMBER OF LEAKS OR BREAKS REPAIRED: 0 NEW CUSTOMERS MXU'S: 3 RESIDENTIAL: 27 COMMERCIAL: 4 INDUSTRIAL/GOVERNMENTAL: COMMENTS C'A #�? United City of Yorkville pw )mg_ IC,a " WATER DEPARTMENT REPORT qE ,a`2 JUNE 2008 MONTH/YEAR WELLS NO WELL DEPTH PUMP DEPTH WATER ABOVE PUMP THIS MONTH'S PUMPAGE FEET FE FEET GALLONS 3 1335 501 204 3,614,000 4 1393 622 269 12,750,000 7 1500 883 554 4,854,000 8 1500 861 478 34,000 9 1500 1125 581 34,177,000 TOTAL 42,679,000 CURRENT MONTH'S PUMPAGE IS 4,906,200 GALLONS LESS THAN LAST MONTH 21,929,600 GALLONS LESS THAN LAST MONTH DAILY AVERAGE PUMPED: 1,734,800 GALLONS DAILY MAXIMUM PUMPED: 2,560,800 GALLONS DAILY AVERAGE PER CAPITA USE: 115.7 GALLONS WATER TREATMENT CHLORINE FED: 1399.6 LBS. CALCULATED CONCENTRATION: 3.5 MG/L FLUORIDE FED: 738.7 LBS. CALCULATED CONCENTRATION: 0.31 MG/L WATER QUALITY AS DETERMINED FROM SAMPLES ANALYZED BY ILLINOIS ENVIRONMENTAL PROTECTION AGENCY BACTERIOLOGICAL: 12 SAMPLES TAKEN 12 SATISFACTORY UNSATISFACTORY (EXPLAIN) FLOURIDE: 3 SAMPLE(S)TAKEN CONCENTRATION: 1.05 MG/L MAINTENANCE NUMBER OF METERS REPLACED: 2 NUMBER OF LEAKS OR BREAKS REPAIRED: 1 MXU'S: 0 NEW CUSTOMERS RESIDENTIAL: 22 COMMERCIAL: 4 INDUSTRIAL/GOVERNMENTAL: COMMENTS 12" Plug blew out of a tee while doing a pressure test at the Kendall County Court House `�(pD C4 Reviewed By: Agenda Item Number J� q 0 Legal ❑ if Finance EST leas Engineer `1 3��°A Q L,In City Administrator Tracking Number 9 �a x`20 Consultant o PW c9u)a- 103 <ILE \\. Agenda Item Summary Memo Title: Grande Reserve Shared-Use Path—Change Order#1 Meeting and Date• August 19, 2008 Public Works Committee Synopsis: This is the final balancing change order in the amount of a$12,700.95 decrease. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Majority Council Action Requested: Approval Submitted by: Joe Wywrot Engineering Name Department Agenda Item Notes: Memorandum ESL 1836 To: Brendan McLaughlin, City A strator �9 L.� y From: Joe Wywrot, City Engineer U. ^5•° p CC: Dave Mogle, Director of Parks Recr tion Lisa Pickering,Deputy City Clerk Date: July 31,2008 Subject: Grande Reserve Shared-Use Path—Change Order#1 Attached find one copy of proposed Change Order#1 for the referenced project. This change order,in the amount of a$12,700.95 decrease, is the final balancing change order for this project. Most plan quantifies came in very close to our original estimates. Two large decreases were for subgrade repair and landscape restoration. We found the existing subgrade to be in good condition,therefore subgrade repair was not needed. The contractor did an excellent job of minimizing the area of disruption,resulting in a nearly 80%reduction in the landscape restoration quantity. I recommend that this change order be approved. Please place this item on the Public Works Committee agenda of August 19,2008 for consideration. UNITED CITY OF YORKVILLE Project: Grande Reserve Shared-Use Path Change Order No. 1 (FINAL) Contractor: DeKalb Paving, Inc. Date: 25-Jul-08 Address: 16847 Route 23 Dekalb, IL 60115 Awarded Final Difference in No. Item Quantity Quantity Difference Unit Unit Price Cost 1 Earthwork 1 1 0 LS $3,160.00 $0.00 2 Subgrade Repair 160 0 -160 TON $42.00 ($6,720.00) 3 Geotechnical Fabric for Ground Stabilization 2625 2625 0 SY $1 .20 $0.00 4 Aggregate Base, 8" 1065 1226.05 161 .05 TON $15.50 $2,496.28 5 Bituminous Surface Course, 2" 275 269.67 -5.33 TON $74.00 ($394.42) 6 Butt Joint 10 10 0 LF $10.00 $0.00 7 Slice Existing Curb 28 28 0 LF $10.00 $0.00 8 Detectable Warnings 125 125 0 SF $20.00 $0.00 9 Landscape Restoration 4600 926 -3674 SY $2.20 ($8,082.80) Total change: ($12.700.95) Contract Award Amount: $62,887.50 Plus Previous Change Orders: $0.00 Revised Contract Amount: $50, 186.56 Recommend for Approval: Date: 71ZS Ids City of Yo I ville 1 Approved: h\� �' .i Date: ^� DeKalb Paving, Inc. Approved: Date: City of Yorkville CIP, Reviewed By: Agenda Item Number J= 0 Legal ❑ '� ' vj -ii E9T. 1 1836 Finance ❑ Engineer P�4 �Rl"� Tracking Number y City Administrator ❑ Consultant ❑❑ o7dC . W <4E Agenda Item Summary Memo Title: Goodwill Store (481 E. Countryside Parkway)—Acceptance of Public Improvements & LOC Reduction#1 Meeting and Date: August 19, 2008 Public Works Committee Synopsis: This bill of sale transfers ownership of the public improvements constructed as part this development. The LOC reduction is based on acceptance of the public improvements. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Majority Council Action Requested: Approval Submitted by: Joe Wywrot Engineering Name Department Agenda Item Notes: o Memorandum ESL `� O` � 1836 To: Brendan McLaughlin, City A 'strato From: Joe Wywrot, City Engineer �} 7�_ p CC: Lisa Pickering, Deputy City Cl r /J <zE �� Date: August 8,2008 Subject: Goodwill Store(481 E. Countryside Parkway) Acceptance of Public hnprovements&LOC Reduction#1 Attached find the Bill of Sale for the public improvements associated with this development. All testing has been performed and the punchlist is complete. I recommend that the public improvements for watermain, sanitary sewer, and storm sewer as described in the Bill of Sale be accepted for ownership and maintenance by the city. Corresponding to fmal acceptance is a letter of credit reduction to 10%of the value of the public improvements. I recommend that US Bank Letter of Credit No. SLCWMIL02396 be reduced by the amount of$499,778.00. The remaining amount of the letter of credit would be $5,222.00, and would remain in place during the one-year warranty period. Please refer to the attachment for details. Please place this item on the Public Works Committee agenda of August 19,2008 for consideration. - -- BILL OF SALE Seller, Goodwill Industries of Southeastern Wisconsin, Inc. of Milwaukee County, Wisconsin, in consideration of One and No/100 Dollar ($ 1 .00), receipt hereby acknowledged, does hereby sell, assign, transfer and convey to the Buyer, The United City of Yorkville, an Illinois municipal corporation, at 800 Game Farm Road, Yorkville, Illinois 60560, the following personal property to wit described in Exhibit A attached hereto. Seller hereby represents and warrants to Buyer that Seller is the absolute owner of said property, that said property is free and clear of all liens, charges and encumbrances, and that Seller has full right, power, and authority to sell said property and to make this Bill of Sale. IN WITHNESS WHEREOF, Seller has signed and sealed this bill of sale at 6055 North 91St Street, Milwaukee, WI 53225 , this day of Tu1T, 2008 . GOODWILL INDUSTRIES OF SOUTHEASTERN WISCONSIN, INC. Charles J. Stadler Vice President/Finance and Chief Financial Officer STATE OF WISCONSIN ) COUNTY OF MILWAUKEE ) On this 2 S day of 2008, before me a Notary Public within and for said County and State, per nall appeared Charles J. Stadler, to me personally known, who being by me duly sworn did say that he is the Vice President/Finance and Chief Financial Officer of Goodwill Industries of Southeastern Wisconsin, Inc., the corporation named in the foregoing instrument, and that the instrument was signed on behalf of the corporation by authority of its Board of Directors and Chuck Stadler acknowledged the instrument to be the free act and deed of the corporation. „ l . . , Vl� ��7/b7iVh� Notary Public Milwaukee County gyp( PRY My Commission is permanent Pu'av rte, ,sTgrF OF \CV EXHIBIT A 800 Game Farm Road Construction Items Water Main Construction Unit Quantity 8" DIP Water Main LF 725 Fire Hydrant - — – Each 2 8" Gate Valve in Vault Each 1 8" Tapping Valve in Vault Each 1 8" Gate Valve in Box Each 1 Sanitary Sewer Construction Unit Quantity 8" PVC Sanitary Sewer, SDR 26 Foot 200 Sanitary Manhole Each 2 Storm Sewer Construction Unit Quantity 30" RCP Storm Sewer LF 168 18" RCP Storm Sewer LF 253 18" Flared End Section Each I Storm Manhole Each 3 V ti jil 3 12.31 UZI Goodwill Store 481 E, Countryside Pkwy Public Infrastructure conveyed to City 4W6 tu[ AM5VU Public Waterma�n 24 FH4 m41 ITMI L Public Sanitary Sewer Public Storm Sewer 14.. 71 GL+ S' m4R�m FF 0 Y. ... --- i LI.J-----1 F F O � 2 �ax � �nt W1.1 1W ----------------------------- .......... ------------------------------ ........... ........ City of Yorkville 8-Aug-08 Letter of Credit/Bond Reduction Subdivision: Goodwill Store-481 E. Countryside Parkway Reduction No. 1 Bond/LOC No. US Bank-LOC#SLCWMIL02396 Theoretical Actual LOC/Bond Approved Original amount Original amount Amount complete prior Amount of Amount to remain Item Eng. Est. for LOC/Bond for LOC/Bond to Reduction No.1 Reduction No.1 after Red. No.1 Earthwork $34,765.00 $38,241.50 $38,241.50 $34,765.00 $38,241.50 $0.00 Erosion Control $7,773.00 $8,550.30 $8,550.30 $7,773.00 $8,550.30 $0.00 Public Sanitary $8,400.00 $9,240.00 $9,240.00 $8,400.00 $8,400.00 $840.00 Private Sanitary $13,941.00 $15,335.10 $15,335.10 $13,941.00 $15,335.10 $0.00 Public Watermain $26,675.00 $29,342.50 $29,342.50 $26,675.00 $26,675.00 $2,667.50 Private Watermain $8,218.00 $9,039.80 $9,039.80 $8,218.00 $9,039.80 $0.00 Public Storm Sewer $17,145.00 $18,859.50 $18,859.50 $17,145.00 $17,145.00 $1,714.50 Private Storm Sewer $45,861.00 $50,447.10 $50,447.10 $45,861.00 $50,447.10 $0.00 Pavement $185,831.00 $204,414.10 $204,414.10 $185,831.00 $204,414.10 $0.00 Landscaping $67,500.00 $74,250.00 $74,250.00 $67,500.00 $74,250.00 $0.00 Lighting $42,900.00 $47,190.00 $47.280.10 $42.900.00 $47,280.10 0.00 Totals $459,009.00 $504,909.90 $505,000.00 $459,009.00 $499,778.00 $5,222.00 Notes: a) LOC/Bond amt. to be 15%of substantially completed items plus 110% of uncompleted items prior to final acceptance. b) LOC/Bond reduced to 10% at final acceptance for public improvements. c) Manual input required for cells highlighted in yellow. C4, Reviewed By: Agenda Item Number J� ,S T Legal ❑ �� . Finance ESL 1836 ❑ INt Engineer Tracking Number -4 L City Administrator 9 `=O Consultant ❑ <LE ��'� ❑ Agenda Item Summary Memo Title: 2008 Crack Filling—Change Order#1 and Supplemental MFT Appropriation Resolution Meeting and Date: August 19, 2008 Public Works Committee Synopsis: Change Order#1 in the amount of a$1084.25 increase and the MFT appropriation resolution in the amount of$373.60 are based on final measured quantities. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Majority Council Action Requested: Approval Submitted by: Joe Wywrot Engineering Name Department Agenda Item Notes: cl). Memorandum Q EST. , \_ 1836 To: Brendan McLaughlin, City A inFsr -� From: Joe Wywrot, City Engineer �� CC: Sue Mika,Finance Director Lisa Pickering,Deputy City Clerk <LE Date: August 4, 2008 Subject: 2008 Crack Filling—Change Order#1 and Supplemental MFT Appropriation Resolution Attached find one copy each of proposed Change Order#I and a supplemental MFT appropriation resolution for the referenced project. These documents are part of the final paperwork for this project. Change Order#1 is in the amount of a$1084.25 increase, and is based on final measured quantities. The contract award amount was $25,289.35. The final project cost was$26,373.60, which is about 4% above the award amount. Two previous MFT appropriation resolutions were passed by the City Council for this project. The original resolution was adopted prior to receiving bids in the amount of$23,000. The second appropriation resolution was adopted after bids were opened in the amount of$3,000. We need to appropriate an additional $373.60 of MFT funds to pay for the project. I recommend that Change Order#1 in the amount of a$1084.25 increase and the supplemental MFT appropriation resolution in the amount of$373.60 be approved. Please place this item on the August 19, 2008 Public Works Committee agenda for consideration. UNITED CITY OF YORKVILLE 2008 Joint & Crackfilling Change Order No. 1 (FINAL) SKC Construction, Inc. Date: 4-Aug-08 PO. Box 503 West Dundee, Illinois 60118 Awarded Final Difference in No. Item Quantity Quanti Difference Unit Unit Price Cost 1 Crackfilling 20,712 21 ,600 888 LB $1 .221 $1 ,084.25 Total change: $1 ,084.25 Contract Award Amount: $25,289.35 Plus Previous Change Orders: 0.00 Revised Contract Amount: $26,373.60 Recommend for Approval: Date: City of Yorkville Approved: Date: SKC Construction, Inc. Approved: Date: City of Yorkville Supplemental Illinois Dgwtlnwt Resolution for Maintenance of Of Tran OrtatiOn Streets and Highways by Municipality Under the Illinois Highway Code BE IT RESOLVED, by the City Council of the (Council or President and Board of Trustees) United City of Yorkville Illinois, that there is hereby (City, Town or Village) (Name) appropriated the sum of $373.60 of Motor Fuel Tax funds for the purpose of maintaining streets and highways under the applicable provisions of the Illinois Highway Code from May 1 , 2008 (Date) to April 30, 2009 (Date) BE IT FURTHER RESOLVED, that only those streets, highways, and operations as listed and described on the approved Municipal Estimate of Maintenance Costs, including supplemental or revised estimates approved in connection with this resolution, are eligible for maintenance with Motor Fuel Tax funds during the period as specified above. BE IT FURTHER RESOLVED, that the Clerk shall, as soon a practicable after the close of the period as given above, submit to the Department of Transportation, on forms furnished by said Department , a certified statement showing expenditures from and balances remaining in the account(s) for this period; and BE IT FURTHER RESOLVED, that the Clerk shall immediately transmit two certified copies of this resolution to the district office of the Department of Transportation, at Ottawa Illinois. 11 Jacquelyn Milschewski Clerk in and for the United City (City, Town or Village) of Yorkville County of Kendall hereby certify the foregoing to be a true, perfect and complete copy of a resolution adopted by the City Council at a meeting on (Council or President and Board of Trustees) Date IN TESTIMONY WHEREOF, I have hereunto set my hand and seal this day of (SEAL) Clerk (City, Town or Village) Approved Date Department of Transportation Regional Engineer Printed 8/4/2008 BLR 14230 (Rev. 11/06) ♦,QED cf;� Reviewed By: Agenda Item Number JZ '� T Legal ❑ ; '` Finance ❑ EST. ; 1836 Engineer g , ' � Tracking Number 0 r n City Administrator ❑ Consultant ❑ I DU, <LE ��'y ❑ Agenda Item Summary Memo Title: McHugh Road Roadway Improvements—Change Order#1 Meeting and Date• August t9, 2008 Public Works Committee Synopsis: This change order is to provide fiberglass mat instead of red concrete detectable warnings. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Majority Council Action Requested: Approval Submitted by: Joe Wywrot Engineering Name Department Agenda Item Notes: �OD C/T O Memorandum EST 183s To: Brendan McLaughlin, City dministra r From: Joe Wywrot, City Engineer U O I� faa p CC: Lisa Pickering, Deputy City rk Jackie Dearborn, Civil Engineer <CE Date: August 12, 2008 Subject: McHugh Road Roadway Improvements—Change Order#1 Attached find one copy of proposed Change Order#1 for the referenced project. This change order, in the amount of a$2,040.30 increase, is for providing fiberglass mat detectable warnings for this project. This project was bid calling for red concrete sidewalk with a truncated dome stamp at all roadway crossings per Illinois ADA requirements. This section of sidewalk, called a"detectable warning",provides a warning to sight-impaired individuals that they are nearing a roadway. We have been seeing a general trend away from concrete detectable warnings because the domes created when the stamp is applied tend to break off after a few years. Many communities now use a mat that is pressed into the fresh concrete. The proposed unit price from the contractor for the mat insert is competitive, and therefore I recommend approval. Due to the riming of the project,this work has already been performed. Please place this item on the August 19, 2008 Public Works Committee agenda for consideration. UNITED CITY OF YORKVILLE Project: McHugh Roadway Improvements(Spring to Walnut) Change Order No. 1 Contractor: Aurora Blacktop Date: 23•Jul-08 Address: 1065 Sard Ave. Montgomery,IL 60536 Awarded Adjusted Quantity Cost Item Quant i uanti Difference Unit Unit Price Difference 1 PCC Sidewalk Removal 527 527 0 SF $3.90 $0.00 2 PCC Sidewalk,5' 294 527 233 SF $5.70 $1,328.10 3 Detectable Warnings 233 0 -233 SF $15.60 ($3,634.80) 4 Bituminous Surface Removal,6" 5966 5966 0 SY $3.15 $0.00 5 Comb.Curb&Gutter Rem.&Repl. 203 203 0 LF $42.50 $0.00 6 Aggregate Base Repair 360 360 0 TON $25.00 $0.00 7 Geotechnical Fabric for Ground Stabilization 600 600 0 SY $1.50 $0.00 8 Butt Joint 180 180 0 FT $7.50 $0.00 9 Temporary Ramp 400 400 0 FT $6.70 $0.00 10 Frames and Grates to be Adjusted 11 11 0 EA $125.00 $0.00 11 Manholes to be Adjusted 3 3 0 EA $300.00 $0.00 12 Preparation of Base 5966 5966 0 SY $1.50 $0.00 - 13 Bit.Materials(Prime Coat) 1790 1790 0 GAL $1.35 $0.00 14 Bit.Binder Course,4.5' 1544 1544 0 TON $48.00 $0.00 15 Bit.Surface Course,1.5 515 515 0 TON $60.60 $0.00 16 Crack Filling 3003 3003 0 LF $1.25 $0.00 17 Thermoplastic Pavement Marking-Line 4" 2953 2953 0 FT $0.95 $0.00 18 Thermoplastic Pavement Marking-Line 6" 377 377 0 FT $1.75 $0.00 19 Thermoplastic Pavement Marking-Line 18" 96 96 0 FT $4.95 $0.00 20 Landscape Restoration 150 150 0 SY $10.00 $0.00 21 Traffic Control and Protection 1 1 0 LS $1,500.00 $0.00 22 Truncated Dome Mats 0 126 126 SF $34.50 $4,347.00 Net Change $2,040.30 Previous Changes: $0.00 Total of Changes to Date: $2,040.30 Awarded Contract Amount: $178,371.85 Adjusted Contract Amount: $180,412.15 Reason for Change:Material Specification Change Recommend for Approval: Date: City of Yorkville Approved: Date: Aurora Blacktop,Inc. Approved: Date: City of Yorkville 07/ 22/ 2008 15: 08 6308923481 AURORA BLACKTOP PAGE 02/ 02 �R R BLAC P INC. 1065 Sard Avenue Montgomery, Illinois 60538 lh PHONE (630) 892-9389 FAX (630) 892.3461 ASPHALT PAVING OF ALL TYPES — ROAD OILS July 22, 2008 United City of Yotkville 800 Game Farm Road Yorkville, IL 60560 Subject: Agreed to Unit Price Project: McHugh Road To Whom, It May Concern: We at Aurora Blacktop, Inc. agree to the following unit pricing on the above mentioned project. 2'x3 ' Truncated Dome Handicap Sidewalk Fiberglass Inserts @ $34.50/SF If you have any questions feel free to call me 630-892-9389 630-892-3481 fax Sincerely, AURORA BLACKTOP INC Jerome E. Leitheit President Reviewed By: Agenda Item Number J� e T Legal F1 %� !! i EST ® 1836 Finance ❑, 1Imo`— Engineer" t\ZtoA Tracking Number L G q City Administrator ❑ Consultant ❑ a , i o <1 E F] Agenda Item Summary Memo Title: Raging Waves— Streetlighting LOC Reduction#1 Meeting and Date: August 19, 2008 Public Works Committee Synopsis: This LOC reduction request is based on work completed to date. Recommend a reduction of$66,025.00. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Majority Council Action Requested: Approval Submitted by: Joe Wywrot Engineering Name Department Agenda Item Notes: a�•��D 'ry°. United City of Yorkville Memo �,- 800 Game Farm Road im Yorkville, Illinois 60560 Telephone: 630-553-8545 �9 LI n y Fax: 630-553-3436 <LE \V� Date: August 12, 2008 To: Brendan McLaughlin, City A inistrato� From: Joe Wywrot, City Engineer CC: Lisa Pickering,Deputy City Cle Subject: Raging Waves—Streetlighting Letter of Credit Reduction#1 Comerica Bank LOC #635815-04 Attached find a request from Raging Waves, LLC to reduce the existing streetlighting letter of credit for the Raging Waves development. I have reviewed the request and concur with the amount of work constructed to date. The developer, however, used the LOC amount instead of the engineer's estimate of cost amount in their reduction calculations. Please refer to the attachment for the corrected calculations. I recommend that the City Council approve a reduction to Comerica Bank LOC#634815- 04 in the amount of$66,025.00. The remaining amount of the LOC would be$10,425.00. Please place this item on the August 19,2008 Public Works Committee agenda for consideration. 12-Aug-08 Letter of Credit/Bond Reduction Subdivision: Raging Waves Reduction No. 1 Bond/LOC No. Comerica Bank LOC #635815-04 Remarks: LOC for Rosenwinkel streetlighting LOC/Bond Approved Theoretical amount Actual amount Amount complete prior Amount of Amount to remain Item Eno. Est. for LOC/Bond for LOC/Bond to Reduction No. 1 Reduction No. 1 after Red. No. 1 Streetlighting $69.500.00 $76.450.00 $76.450.00 $69.500.00 $66.025.00 $10.425.00 Totals $69,500.00 $762450.00 $76,450.00 $69,500.00 $66,025.00 $10,425.00 Notes: a) LOC/Bond amt. to be 15% of substantially completed items plus 110% of uncompleted items prior to final acceptance. b) LOC/Bond reduced to 10% at final acceptance. Raging Waves, LLC 4000 N.Bridge Street 4LI ; i✓� 1 -`- Yorkville, Illinois 60560 `,. J T 630 882 6575 F 630 553 8397 August 6, 2008 Mr. Joe Wywrot City Engineer United City Of Yorkville 800 Game Farm Road Yorkville, Illinois 60560 Re: Street lighting Letter of Credit Reduction Request#1 Raging Waves, LLC—Series "A" Mr. Wywrot: We respectfully submit herewith our first Letter of Credit reduction request for Comerica (#635815-04) in the amount of $72,627.50 representing 100% of the Rosenwinkel Drive street lighting installation completed to date. Attached is the City LOC reduction spreadsheet demonstrating the reduction. Thank you for your consideration in this reduction. If there is anything else you might need, please do not hesitate to contact us. Respectfully, Raging Waves, LLC Nathan Peterson Owner Representative cc: Scott Malloy—Raging Waves,LLC,Owner Randy Witt—Raging Waves,LLC,Owner Kate McCracken—Hoscheit,McGuirk,McCracken 8 Cuscaden,P.C. H:\VORKMLLMRudget AccounfingWsftale e\LOC Retlucfionn\Stree11i0M1fing LOC ReM000908O LOC red.SreelLM1 Joe PAGE 1 Of 1 `��D CJT` Reviewed By: Agenda Item Number J� 1 T Legal ❑ Finance ❑ EST. , IT 1836 Engineer Tracking Number y City Administrator F1 Consultant ❑ PH aa)g , ,Ug <LE ❑ Agenda Item Summary Memo Title: Bristol Bay Phases 2 & 3 (Units 9 - 13)—Earthwork Bond Reduction#I Meeting and Date: August 19, 2008 Public Works Committee Synopsis: This reduction in the amount of$429,736.80 is based on work completed to date. The remaining bond amount would be $88,007.63. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Majority Council Action Requested: Approval Submitted by: Joe Wywrot Engineering Name Department Agenda Item Notes: ,(E® C/Ty O Memorandum EST. 9°_ 1836 To: Brendan McLaughlin, City A ' Nakto --- y From: Joe Wywrot, City Engineer (� CC: Lisa Pickering,Deputy City <LE �� Date: August 12,2008 Subject: Bristol Bay-Phases 2 & 3 (Units 9 - 13) Earthwork Bond Reduction#1 Attached find a letter from Centex Homes to reduce the bond amount for earthwork in Units 9-13 of Bristol Bay, and also to create individual earthwork bonds for each unit. Creating the individual bonds makes it easier to track as we work through the acceptance process for each unit. I have reviewed the request and calculations and concur with the work completed to date. I recommend that Safeco Insurance Company Bond#6433457 be reduced by the amount of $429,736.80. The remaining amount of the bond would be$88,007.63. If approved, this bond would be replaced with individual earthwork bonds for Units 9 - 13 totaling$88,007.63. Please refer to the attached spreadsheet for details. Please place this item on the August 19, 2008 Public Works Committee agenda for consideration. CENTEX HOMES 2206 Point Blvd., Ste. 200 Elgin, Illinois 60123 Phone: (847) 783-6300 Fax: (847) 783-6781 July 28, 2008 Joe Wywrot United City of Yorkville 800 Game Farm Road Yorkville, IL 60560 Dear Mr. Wywrot, Centex Homes currently has Bond # 6433457 in the amount of $ 517,744.42, in place for Bristol Bay Mass Grading Phase 2 . This bond reflects 100% of the initial bond for mass grading in phase 2 and Centex has substantially completed this work. Therefore Centex Homes is requesting at this time to reduce this bond to reflect the remaining work for Phase 2 . Also Centex Homes would like to separate this bond to reflect the Mass Grading in each Unit of Phase 2, to assist both the City of Yorkville and Centex, when we begin working through the acceptance process. Smith Engineering has prepared a breakdown of the Engineers Opinion of Probable cost, for each unit, as well as the remaining work for each unit that Centex is requesting to reduce our bonds to, when we place the Unit Bonds. Please let me know if you have any questions regarding this. Sincerely, JoAnne M. Bowers Senior Land Coordinator Cc : Beth Dismang Joe Marx BRISTOL BAY SUBDIVISION - YORKVILLE, ILLINOIS PREPARED BY SMITH ENGINEERING CONSULTANTS, INC. JOB: CENTEX HOMES JOB NUMBER: CETX-060306 DATE: 05/06/08 PHASE 2 & 3- MASS GRADING LETTER OF CREDIT REDUCTION ' PHASE 2&3 TOTAL EROSION/SEDIMENT CONTROL EOPC = $49,731.75 PHASE 2&3 TOTAL EARTHWORK EOPC = $420,945.00 PHASE 2&3 TOTAL MASS GRADING EOPC = $470,676.75 APPROVED PHASE 2&3 TOTAL MASS GRADING BOND (110%) _ $517,744.43 PHASE 2&3 TOTAL AREA = 66.95 ACRES TOTAL TOTAL EROSION PHASE2 & 3 • UNITk AREA (SO.FT.) AREA (ACRES) 1% OF TOTAL AREA EARTHWORK I CONTROL COSTI % COMPLETE TOTAL REMAINING (M TOTAL RETAINED ($) 8 346,997.52 7.97 11 11.90% $50,087.42 5,9 7.4 $0.00 10,471 .85 70 633,014.87 14.53 21.71% $91,372:84 $10,795.05 400.00% $0.00 $18103.42 11 597,288.63 1171 1 20A8% $86,215.73 $10,185.79 100.00°/ $0.00 $18,025.26 12 - 260774.68 5.99 8.94% 37,641.57 $4,447.09 100.00°/a $0.00 $7,869.78 73 1,078,163.03 24.75 1 38.97% $155,627.64 $18,386.33 1 10400% 1 $0.00 $32.537.31 TOTAL 29916,238.73 1 66.95 1 100.00"k 1 $420,945X0 $49,731.75 $0.00 $88,007,63 110% OF TOTAL REMAINING $0.00 $0.00 15% RETAINED EARTHWORK & 50% RETAINED EROSION CONTROL $63,141.75 $24,665.88 TOTAL AMOUNT RETAINED NEW.BOND / L.O.C. AMOUNT $882007.63 " TOTAL BOND AMOUNT TO BE REDUCED $429,736.80 $0.00 NOTE: 1. 15% RETAINED FOR COMPLETED ITEMS, 110% OF UNCOMPLETED ITEMS `,QED C/t, Reviewed By: Agenda Item Number .0 Legal ❑ °� ?i � EST. I 1836 Finance F-1 1 Engineer ■ Tracking Number S y City Administrator ❑ Consultant ❑ Agenda Item Summary Memo Title: Mill Road Right-of-Way Dedication(Cross Evangelical Lutheran Church frontage) Meeting and Date: PWC/August 19, 2008 Synopsis: Request for Right-of-Way Dedication Acceptance Council Action Previously Taken: Date of Action: July 22,2008 Action Taken: Annexation Agreement Approval Item Number: Type of Vote Required: majority Council Action Requested: Approval of Mill Road Right-of-Way Dedication Acceptance Submitted by: Travis Miller Community Development Name Department Agenda Item Notes: Section 5(A) of the Cross Evangelical Lutheran Church Annexation Agreement approved July 22, 2008 requires the Owner to dedicate a 50 feet''/z right-of-way measured from the existing centerline of Mill Road upon annexation. The attached dedication fulfills this obligation. wpb-F e SI NDARD 00 ad se Ws' PMSYwHILkNpi RnntlMNpIOB ^9 as � 9 �SEC GROUP, MC, PLAT OF DEDICATION a1ilA EyghwNNp CMMNk.•BECNbretlm•SEC Plwtlnp N1 PsMPoIYDRA YakAS.LAbW MILL ROAD UNITED CITY OF YORKVILLE PART OF THE SOUTHWEST QUARTER OF SECTION 11, TOWNSHIP 37 NORTH, RANCE 7 EAST OF THE THIRD PRINCIPAL MERIDIAN, BRISTOL TOWNSHIP, KENDALL COUNTY, ILLINOIS fibs RO.G.. IEDICAMN PARGt1 5TER17 2 P.OB PARENT TRACT W935b0Y 777.25' PARENT TRACT LEGAL DESCRIPTION: LEGAL DESCRIPRON: MAT PART OF THE SWRI HALF OF SECTION 11, TOHNSHIP J7 NORTH, RANGE 7 EAST OF ME THIRD PRINCIPAL MERIDIAN DESCRIBED AS FOLLOHS BEGINNING AT WE SOUTHEAST CORNER OF 'STORYBOOK HIGHLANDS UNIT NO 2 BRISTOL TOWSHIP, KENDALL COUNTY, ILLINCES4 THENCE SOUM W DEGREES 07 MINUTES 45 SECONDS FAST 1469.90 FEET 70 NE CENTER LINE OF MILL ROAD: MERGE NORTH 80 DEGREES 31 MINUTES 51 SECONDS BEST ALONG SAID CENTER LINE 78&26 FEET, THENCE NORM DO DEGREES 07 MINUTES 45 SECONDS WEST 1332.31 FEET TO ME SOUTH LINE OF SAID UNIT 2 THENCE NORTH 89 DEGREES 25 MINUTES BO SECONDS EAST ALONG SAID SOUTH ONE 77725 FEET TO ME POINT OF BEGINNING, IN BRISTOL 014TWIS ca?DOCA.TE TOANSHIP, KENDALL COUNTY, ILLINOIS. STA W OF D ) xa COUNTY OF _J WE 15 W GCRRFY MAT - 15 DEDICATION PARCEL LEGAL DESCR/PTIQN% T2 PROPERTY DESCRIBED IN WE FOREGLING SURVEYOR'S CUDYWATFEE AND CAUSED 1r TK SAME TO BE PLATTED AS SNOW HEREON FOR TE USES ANO PURPOSES HEREIN SET LEGAL D£SCRIPTO,Y: FORM AS ALLOBEO AND PRONGED FOR BY STATUTE, AND OC£S HEREBY AMNOB(EOGE AND MAT PART OF M£ SOON HALF OF SPERM 11. TOBNSHIP 37 NORM, RANGE ADOPT ME SAME IMOER ME STYLE AND TTE MEREOR INOICA".. A'�,QAI I CLYMY CLf32K'S CEPTFk:dTE 7 EAST OF ME THIRD PRINCIPAL MERIDIAN DESCRIBED AS FOLLOAS ME UNDERSIGNED HEREBY DEDICATE FOR PUBLIC USE ME LANDS SHORN ON MIS PUT STATE OF ILLINOIS ) COMMENCING AT ME SOUTHEAST CORNER OF 'STMMOOK HIGHLANDS UNIT FOR MORWGHFARCS, STREETS ALUM AND PUBLIC SERVICES )BE NO 2, BRISRX TOBNSMP. KENDALL COUNTY, KUNOIS THENCE SOUTH W COUNTY W KENDALL ) DEGREES 07 WNUl£5 45 SECONDS EAST 1469.90 FEET TO ME CENTER LINE OARED AT MI5 DAY Or 20_ OF MILL ROAD FOR THE POINT OF BEGINNING; THENCE NORTH 80 DEGREES 31 L County bore w Randall County, MINUTES 51 SECONDS REST ALONG SAID CENTER LINE 788.26 FEET,' THENCE AT BY. hST Nlnole do hereby cerly, that them ore no demean( gonvol NORTH 00 DEGREES 07 MINUTES 45 SECONDS HEST 50.71: MERGE SCUM BO � taxes, no unpaid Cement gmval levee no unPaM /wlNhd DEGREES 31 MINUTES 51 SECONDS EAST PARALLEL WON SAID MILL ROAD ' Jesse, and no redeemable tax sues, annest any of the lard CENTER UNE 768.23 FEET TO A POINT ON A LINE MAT IS NORM 00 C mcwded In the annexed plot. DEGREES 07 MINUTES 45 SECONDS NEST FROV ME POINT OF BEG INNING: Y ADDRESS MENCE SOUTH 00 DEGREES 07 MINUTES 45 SECONDS EAST ALONG SAID L/NE, to Clren under m hand and sets of Me County f Yorkville, /llbois 50.71 FEET TO ME POINT OF BEGINNING IN THE UNTIED OITY OF YORKVILLE, u' tilt _ day of nt 1007 BRISTOL NNNSMIP, KENDALL COUNTY. IWNOIS E A07ARY CS'/F-CATE STATE OF ) v Cr COUNTY OF ) xx county door y ' A'BiDALL 1xXMY a=rvDlxro'S (�2TF�Y,`A TE A NOTARY PUBLIC IN AND FOR ME COUNTY AND STATE AFORESAID, 00 HEREBY (2£RRFY MAT STATE OF ILLINOIS ) )SS AND PERSONALLY KNORN TO ME TD BE 7W COUNTY OF KENDALL ) ANp OF AS RS, IN Y SIM MIS Instrument Nw was RIM Io' rccord Tn the APPEARED DELIVERED ME ID J OAR AND AND CAUSED MAT AS SUCH SEAL W$ THEY SIGNED AND DM AS M ME SAID N IMMENT AND CAUSED ME CORPORATE SEAL TO BE AFFIXED Recativl Office of Kentlall Canty, Awerv, m M. _ day of SAID CO AS MDR ARE AND USES AND ACT PURPOSES W ER FINE AM NTARY ACT K W] of 0' w _ M. and was recorded N SAID CDPPGRATgd FOR ME USES AND PURPOSES MERDN SET FORM Plot Envelope No GPEN UNDER MY HAND AND NOTARIAL SEAL MIS _ DAY OF 20_ County RBCVdM COPY COLT CIL L@TF'A.ATE NOTARY PUBLIC STATE OF ILLINOIS ) )55 COUNTY OF KENDALL) (yTY d-77;771' S C�TF'IGA1E APPROVED AND ACCEPTD BY ME MAYOR AND all COUNCIL OF ME VARIED Orr OF YORKNLLE ILIMpS MIS _DAY STAN£ M IWNgS) OG 20_ !��t COUNTY OF KENDALL) xs APPROVED AND ACCEPTED BY M£ MAYOR AND Cltt COUNCE Or ME UNDER City OF ttWKNLLE. KLMMS, BY PPMNANCE No MAYOR y AT A MEETING HEW MIS —DAY O`" 20_ rz �` er 7BO2J' m_ HEREBY DEDICATED NeoJ15T'A' >8825 _ ,a, g = AREA OF DEDICATION = 0.903 Ac. 39,4111 59. Ft. N07E, CENTER ONE OF ALL AREAS SHOWN FEREOId MILL ROAD AO& OEMCAVON PAPER. ARE MORE OR LESS CMTPICA ALL RIGHTS-OF-WAY DEDICATED HEREON ARE HEREBY DEDICATED TO THE UNITED CITY OF YORKVTLLE FOR STATE OF ILLINOIS )SS PUBLIC RIGHT-OF-WAY COUNTY OF KENDALL ) PLAT OF DEDICATION L CRAIG L GUY, XUNYS PROFESSIONAL LAND SURVEWM NUMBER JJ59. 00 MILL ROAD HEREBY CERTIFY MAT T2 PLAT OF OEDIC407M HEREON DRANK WAS PREPARED UNITED CITY OF YORICVILLE U9NC MAPS PLAIN AM OMER INSTRUMENTS OF RECORD FOR WE USES AND NOTES: PURPOSES HERON SET FORM Or ME HEREM DESCRIBED PROPERTY. PART OF ME SOUMHEST WARNER OF SECIAM 11 TORNSMP 37 We map wa s created for use as o Plot of Dedication. This map Is not NCWM RANGE 7 EAST OF WE MIRE PRINCIPAL MERIMAN KENDALL to be used for any construction or staking purposes without consent from Codes! at Yorkville, Kendal County, Illinois July 24, 2009 TONNSHIP, KENDALL COUNTY, WNOS o proper agent of SEC Group, Inc. ID's 15 NOT o not of Survey No assumptions or agreements as to ership, u or possession can be conveyed from this document HE1a5MIS DI BY: DATE: PROJECT NO. •wNo underground improvements hove been located unless shown and noted 1 L CCD 05 11 08 05ET N • NO distance should be assumed bembossed IllinLi¢ Professional prati Land e : 10 N 3359 p, • This map is void without original embossed or red colored seal and manes expvatien ante ::11/30%2008 J DESIGNED BY: HOR2 0771E SHEET N0. signolure affix". 4. CHECKED BY: VERT. SCALE: 5. MFF `CEO Cl)- Reviewed By: Agenda Item Number J= T Legal ❑ 1836 Finance ❑ 1 Engineer E] Tracking Number City Administrator ❑ Consultant E] c7ug - 110 F-1 <LE w Agenda Item Summary Memo Title: Fox Road Improvements—LAPP Engineering Agreement & MFT Appropriation Resolution Meeting and Date• August 15, 2008 Public Works Committee Synopsis: This engineering agreement and MFT appropriation resolution is for modifying the Fox Road plans as necessary to receive 75% federal funding. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Majority Council Action Requested: Approval Submitted by: Joe Wywrot Engineering Name Department Agenda Item Notes: CIT!- J2 o� Memorandum Esr. , 1836 To: Brendan McLaughlin, City Administrator From: Joe Wywrot, City Engineer ®� ® I p CC: Sue Mika, Finance Director LE , `�� Lisa Pickering, Deputy City Clerk Date: August 15, 2008 Subject: Fox Road Improvements — LAPP Engineering Agreement & MFT Appropriation Resolution Attached find a proposal from Engineering Enterprises, Inc. to modify the Fox Road (Rt.47 — Poplar) plans as necessary to obtain IDOT approval, which in turn will allow us to obtain 75% federal funding for this project. The proposal is in the amount of $11 ,000. Fox Road was initially proposed several years ago to be a completely city-funded project. When the SW Developer Group approached us, they agreed to fund the project due to the impact their developments would have on the roadway. Consequently, the city hired EEI to prepare the plans and specifications for rehabilitating Fox Road. That design work is essentially complete, with construction estimated to cost about $570,000. The SW developments have since stalled, and therefore the regional infrastructure improvements needed for those developments (watermain, sanitary sewer, and roadway) have not proceeded to construction. Fox Road, however, continues to deteriorate. Recently the Kane/Kendall Council of Mayors issued a call for Local Agency Pavement Preservation (LAPP) projects, and we submitted the Fox Road project as a candidate. The Council's Transportation sub-committee reviewed all 39 projects submitted by its member municipalities, and Fox Road made the list of twelve projects that the committee has recommended for approval. Formal approval by the Council would not occur until October 100 but it is almost a certainty that they will approve Fox Road for funding. We would like to construct the Fox Road project in 2009, as would most of the municipalities for the other eleven projects. It is unlikely, however, that all twelve projects could be funded in one fiscal year. The Transportation sub-committee recommended, therefore, that all project sponsors proceed with design work according to their own schedules, and that as individual project plans are approved by IDOT the Transportation sub-committee will determine the order that the projects are funded. I believe that we have a good chance to receive funding for the 2009 construction season, although that schedule could slip a year or even two if other higher-ranked projects get ready before we do. If we are to meet the interim deadlines necessary in order to receive construction bids next spring, we need to proceed immediately with the plan modifications and submittal to IDOT. Therefore I recommend that this engineering agreement and corresponding MFT appropriation resolution be approved. Please place these items on the August 19, 2008 Public Works Committee agenda for consideration. S2 Wheeler Road • Sugar Grove, IL 60554 TEL: 630 1466-9350 FAX: 630 1466-9380 www.eeiweb.com Engineering Enterpris©s, Inc. August 14, 2008 Mr, Joe Wywrot, P City Engineer United City of Yorkville 800 Genie Farm Road Yorkville, 1L 60560 Re: Additional Professional Engineering Services for Contract F.7 Fox Road Resurfacing United City of Yorkville, Kendall County, IL Dear Mr. Wywrot. Please find attached our supplemental contract for professional design engineering services to modify the Fox Road resurfacing plans into a federally funded Local Agency Pavernent Preservation (LAPP) prolept. We have attached four (4) copies of the supplemental contract for your review. We have also attached two (2) copies of the draft MFT Resolution for your review The detailed scope of services for the above referenced project is noted in the attached agreement for Professional Engineering Services, The total cost for the engineering services is $11,000. Thank you for this opportunity to submit this Agreement. We took forward to continuing our close working relationship with the City. If you have any questions, please do not hesitate to contact us Respectfully submitted. ENGINEERING ENTERPRISES, INC. 9 f�� Jeffrey W. Freeman, P E. Vice President Enclosure PC Mayor Valerie Burd Mr. Brendan McLaughlin City Administrator Mr. Eric Dhuse, Public Works Director Mr. Travis Miller, Community Development Director Ms. Kathleen Field Orr, City Attorney Mr. Bart Olson, Assistant City Administrator JKM, PGW DMT, WED.11llRGN. EEI Consulting E n g i�hs�`1�'�6Y�r p � BYPi'z 14filix Ji Wd&fvP't1'P �j��`irl�E;'e i 'r5 .�iE.d�g L°aVi9:lyzrSt41`VVI'y m y Municipality L flis"l m Engineering The United City of Yorkville O Department C Engineering Enterprises, Inc. C of Transportation D Somship A N Addro°ti Kendall L S Preliminary Engineering U 52 Wheeler Road County A Services Agreement L cit G For T y Kendall E Motor Fuel Tax Funds A Sucar Grove N N Section C T Stcfta 08-00037.00-RS y Illlnnis THIS AGREEMENT Is made and entered into this day of August 2008 between the above Local Agency(LA) and Consultant(ENGINEER) and covers certain professional engineering services in connection with the Improvement of the above SECTION. Motor Fuel Tax Funds, allotted to the LA by the Slate of Illinois under the general supervision of the State Department of Transportation, hereinafter called the"DEPARTMENT", will be used entirely or in part to finance ENGINEERING services as described under AGREEMENT PROVISIONS, Section Description Name Fox Road (Local Agency Pavement Preservation Project{LAPP)) Route? FAU 2516 Length 1.04 Mi. 5,500 FT (Structure No. Termini Poplar Drive to IL Route 47 Description: This project consists of pavement removal, culvert removal, storm sewer Installation, trench backfill, hot in-place asphalt surface recycling, Hot-Mix Asphalt (HMA) binder and surface courses,ditch grading, vegetative restoration, striping,Traffic control and Incidental and collateral work necessary to complete the project as shown on the plans and described herein. Agreement Provisions The Engineer Agrees, 1. To perform or be responsible for the performance of the following engineering services for the LA, In connection with the proposed Improvements herein before described, and checked below: a. 18 Make such detailed surveys as are necessary for the preparation of detailed roadway plans b. ❑ Make stream and flood plain hydraulic surveys and gather high water data,and flood histories for the preparation of detailed bridge plans. c. ❑ Make or cause to be made such soil surveys or subsurface investigations Including borings and soil profiles and analyses thereof as may be required to furnish sufficient data for the design of the proposed Improvement. Such investigations are to be made In accordance with the current requirements of the DEPARTMENT, d. ❑ Make or cause to be made such traffic studies and counts and special intersection studies as may be required to furnish sufficient data for the design of the proposed improvement. e. ❑ Prepare Army Corps of Engineers Permit, Department of Natural Resources-Office of Water Resources Permit, Bridge waterway sketch.and/or Channel Change sketch, Utility plan and locations,and Railroad Crossing work agreements. t- ❑ Prepare Preliminary Bridge design and Hydraulic Report, (including economic analysis of bridge or culvert types) and high water effects on roadway overflows and bridge approaches. g. 0 Make complete general and detailed plans,special provisions, proposals and esiirmales of cost and furnish the LA with five(5)copies of the plans, special provisions, proposals and estimales Additional copies of any or all documents, it required,shall be furnished to the LA by the ENGINEER at his actual coSt for reproduction. h. U Furnish the LA with survey and drafts in quadruplicate of all necessary right-ol-way dr dications, construction easement and borrow pit and channel change agreements Including prints of the corresponding plats and staking as required, Note: Four copies to be submitted to the Regional Engineer printed Rr.I N8 I'ago 1 of d NLR 055101Rev. I!i0fil i. ❑ Assist the LA in the tabulation and interpretation of the contractors'proposals j. ❑ Prepare the necessary environmental documents in accordance with the procedures adopted by the DEPARTMENT's Bureau of Local Roads& Streets. k. ❑ Prepare the Project Development Report when required by the DEPARTMENT. (2) That all reports, plans, plats and special provisions to be furnished by the ENGINEER pursuant to the AGREEMENT, will be In accordance with current standard specifications and policies of the DEPARTMENT. It is being understood that all such reports,plats, plans and drafts shall, before being finally accepted. be subject to approval by the LA and the DEPARTMENT. (3) To attend conferences at any reasonable time when requested to do so by representatives of the LA or the Department. (4) In the event plans or surveys are found to be in error during construction of the SECTION and revisions of the plans or survey corrections are necessary, the ENGINEER agrees that he will perform such work without expense to the LA,even though final payment has been received by him, He shall give immediate attention to these changes so there will be a minimum delay to the Contractor. (5) That basic survey notes and sketches, charts, computations and other data prepared or obtained by the Engineer pursuant to this AGREEMENT will be made available, upon request.to the LA or the DEPARTMENT without cost and without restriction or limitations as to their use. (6) That all plans and other documents furnished by the ENGINEER pursuant to this AGREEMENT will be endorsed by him and will show his professional seal where such is required by law. The I-A Agrees. 1, To pay the ENGINEER as compensation for all services performed as stipulated in paragraphs 1a.1c, td, 1g, 11, 2, 3, 5 and 6 in accordance with one of the following methods indicated by a chock mark: a. ❑ A sum of money equal to percent of the awarded contract cost of the proposed Improvement as approved by the DEPARTMENT. b. ❑ A sum of money equal to the percent of the awarded contract cost for the proposed improvement as approved by the DEPARTMENT based on the following schedule; Schedule for Percentages Based art Awardod Contract Cost Awarded Cost Percentage Fees Under $50,000 (see note) a, in °o oio _ Dfo o� Note: Not necessarily a percentage. Could use per diern, cast-plus or lurnp sure. 0. 0 A lump sum of money in the amount of$11,000.00 2. To pay for services stipulated in paragraphs 1b, 1 e. 1 f, Ih. if a 1k of the ENGINEER AGREES at actual cost of performing such work plus 135.17 percent to cover profit, overhead and readiness to serve -"actual cost" being as material cost plus payrolls, insurance, social security and retirement deductions. Traveling and other out-of-pocket expenses will be reimbursed to the ENGINEER at his actual cost. Subject to the approval of the LA, the ENGINEER may sublet all or part of the services provided under the paragraph 1b, 1c.1d, 1e. 11. 1 h, it& 1 k. If the ENGINEER sublets ail or part of this work,the LA will pay the cost to the ENGINEER plus a five(5) percent service charge. "Cost to Engineer" to be verified by furnishing the LA and the DEPARTMENT copies of invoices frorn the party doing the work. The classifications of the employees used In the work should be Consistent with the employee classifications for the services performed. If the personnel of the firm. Including the Principal Engineer,perform roulinc services that shoutd normally be performed by lesser-salaried personnel, the wade rate billed for such services shall be comrlleneurato with the work performed. f4lnted W1•P.201M Page 2 of HI H 05610(Hay. t UQB 3. That payments due the ENGINEER for services rendered in accordance with this AGREEMENT will be made as soon as practicable after the services have been performed in accordance with the following schedule: a, Upon completion of detailed plans, special provisions, proposals and estimate of cost • being the work required by paragraphs 1 a through 19 under THE ENGINEER AGREES-to the satisfaction of the LA and their approval by the DEPARTMENT. 90 percent of the total fee due under this AGREEMENT based on the approved estimate of cost. b. Upon award of the contract for the improvement by the LA and its approval by the DEPARTMENT, 100 percent of the total fee due under the AGREEMENT based on the awarded contract cost. less any amounts paid under"a" above. By Mutual agreement, partial payments, not to exceed 90 percent of the amount earned, may be made from time to time as the work progresses. 4. That, should the Improvement be abandoned at any time after the ENGINEER has performed any part of the services provided for in paragraphs 1 a, through 1 h and prior to the completion of such services, the LA shall reimburse the ENGINEER for his actual costs plus 1,1,;_17 percent incurred up to the time he Is notified in writing of such abandonment-"actual cost" being defined as in paragraph 2 of THE LA AGREES. a. Thal, should the LA require changes in any of the detailed plans,specifications or estimates except for those required pursuant to paragraph 4 of THE ENGINEER AGREEs, after they have been approved by the DEPARTMENT, the LA will pay the ENGINEER for such changes on the basis of actual cost plus _135 i7 percent to Cover profit,overhead and readiness to serve-"actual cost"being defined as in paragraph 2 of THE LA AGREES. It is understood that"changes" as used in this paragraph shall in no way relieve the ENGINEER of his responsibility to prepare a complete and adequate set of plans and specifications. It is Mutually Agreed, 1, That any difference between the ENGINEER and the LA concerning their interpretation of the provisions of this Agreement shall be referred to a committee of disinterested parties consisting of one member appointed by the ENGINEER.one member appointed by the LA and a third member appointed by the I-No other members for disposition and that the committee's decision shall be final. 2. 1'tiis AGREEMENT may be terminated by the LA upon giving notice in writing to the ENGINEER at his Iasi known post office address. Upon such termination,the ENGINEER shall cause to be delivered to ilia LA all surveys, permits, agreements, preliminary bridge design & hydraulic report, drawings, specifications,partial and completed estimates and data, it any from traffic studies and soil survey and subsurface investigations with the understanding that all such material becornes the property of the LA. The ENGINEER shall be paid for any services completed and any services partially completed in accordance with Section 4 of THE LA AGREES. 3. That If the contract for construction has not been awarded one year after the acceptance of the plans by the LA and their approval by the DEPARTMENT, ilia LA will pay the ENGINEER the balance of the engineering fee due to make 100 percent of the total fees due under this AGREEMENT, based on the estimate of cost as prepared by the ENGINEER and approved by the LA and the DEPARTMENT. 4. Thai the ENGINEER warrants that he/she has not employed or retained any company or person. other than a bona fide employee working solely for the ENGINEER, to solicit or secure this contract, and that he.!she has not paid or agreed to pay any company or person, other than a bona fide employee working solely for the ENGINEER, any fee, commission, percentage, brokerage fee, gifts or any other consideration, contingent upon or resulting from the award or making of this contract. For Breach or violation of this warranty the LA shall have the right to annul this contract without liability. Printed 911*20W Paye3 nl: BLR USb 10(Rev. !1,061 IN WITNESS WHEREOF,the parties have caused the AGREEMENT to be executed in quadruplicate counterparts,each of which shall be considered as an original by their duly authorized officers, ExecUted by the LA: The United City of Yorkville of the (Municipatl ty,rTOwnshi WCounty) ATTEST: State of Illinois, acting by and through its By City Council City Clerk By (Seal) Title Mayor Executed by the ENGINEER: En Ig neerinc� Enterprises, Inc, 52 Wheeler Road ATTEST^ Sugar Grove, IL 60/554 By B y Title i` Secretary Title Vice President Fnnsed fllt4r70ng Paye 4 of 4 nln 05510(Rev. 711061 Illinois Department Resolution for Improvement by !t, (� Municipality Under the Illinois of Transportation Highway Code RE IT RESOLVED, by the Council of the Council u,President and Board of rrusteas United City of Yorkville of Kendall County Illinois City, Town or Village that the following described street(s) be improved under the Illinois Highway Code: Name of Thorouc hfare Route Fram To Fox Road FAU 2516 Poplar Drive — }.. IL Route 47 BE IT FURTHER RESOLVED, 1. That the proposed improvement shall consist of pavement removal, culvert removal, storm sewer installation, trench backfill, hot in-place asphalt surface recycling, Hot-Mix Asphalt(HMA)binder and surface courses, ditch grading, vegetative restoration, striping, traffic control and Incidental and collalar,31 work necessary to complete the project as shown on the plans and described herein. and shall be constructed (Various width) wide and be designated as Section 08-00037-00-HS 2. That there is hereby appropriated the (additional ❑ ves Kiwi) sum of Eleven thousand Dollars ( $11,000 for the improvement of said section from the municipality's allotment of Motor Fuel Tax funds. 3. That work shall be done by Contract _ ; and, Specify contract or Day Labor BE IT FURTHER RESOLVED, that the Clerk is hereby directed to transmit two certified copies of this resolution to the district office of the Department of Transportation. Approved I, Jackie Milschewski Clerk in and for the City of Yorkville Gtty Town or 7111age County of Kendall hereby certify the foregoing to be a true, perfect and complete copy of a resolution adopted by the Council Ccunoll ur vrusidu,N and Board of Trustaes Department of Transportation at a meeting on August 26,2008 0810 IN TESTIMONY WHEREOF, I have hereunto set my hand and seal this day of HHgortal Fngineer (SEAL) City.Town.or V,hdge Glaik p Pentad 8 td1'LODd 13010,91111 {Hev 1110131 `efpD C/py Reviewed By: Agenda Item Number J� R Legal ❑ N �'j U Finance ❑ EST. 1 ` 1836 Engineer El_ Tracking Number -4 City Administrator ❑ 09 Consultant ❑ <LE ��'� ❑ Agenda Item Summary Memo Title: Material storage shed replacement Meeting and Date: PW committee August 19, 2008 Synopsis: Proposed replacement of material storage shed and repairs on the roof of the PW shop Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: positive Council Action Requested: Approval Submitted by: Eric Dbuse Public Works Name Department Agenda Item Notes: �fpD C/;P% Memorandum J To: Joe Besco, Chairman esr , , �l : 1836 From: Eric Dhuse, Director of Public Works CC : Brendan McLaughlin, Administrator Date: August 11, 2008 k Subject: PW Material Storage Shed Replacement LE Joe, As I have reported before, our material storage shed needs to be replaced as soon as possible, and we need the roof repaired on the shop at public works. I would like permission to move forward with these projects to try to have them completed by winter. I currently have $ 128,600 budgeted for facility expansion in the public works capital portion of the budget to pay for the repairs/replacement. I would ask that this be placed on the August 19, 2008 Public Works agenda for discussion. If you have any questions or comments, please let me know. Reviewed By: Agenda Item Number J� 0.0 Legal ❑ $ CQ EST. , ®1836 Finance r-1 Engineer El Tracking Number 4 n City Administrator ❑ 9 l. O Consultant ❑ f <LE ❑ Agenda Item Summary Memo Title: Water ordinance amendment Meeting and Date: Public Works August 19, 2008 Synopsis: Proposed change to water ordinance which would prohibit any type of private well. Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Positive Council Action Requested: Approval of amended ordinance Submitted by: Eric Dhuse Public Works Name Department Agenda Item Notes: �fpD CITY Memorandum To: Joe Besco, Chairman EST. 1 .:: 1836 From: Eric Dhuse, Director of Public Works 04 CC: Brendan McLaughlin, Administrator p Date: August 13, 2008 Subject: Private well ordinance Joe, After the discussion at the City Council meeting on August 12th, I would like to propose a change to the section of the water ordinance that pertains to private wells. The current ordinance reads: 1 . Prohibited: The use or attempt to use as a otp able water supply ground water from within the corporate limits of the United City of Yorkville by the installation or drilling of wells or by any other method is hereby prohibited within the properties described in ordinances passed by the City Council. I would like to remove the word potable so it makes it illegal to use the groundwater supply for any purpose within City limits. I will work with our city attorney to make sure the wording is correct. I would ask that this be placed on the August 19, 2008 Public Works committee meeting for discussion. If you have any questions or comments, please let me know. 7-5-9 7-5-9 C. Use Of Ground Water Prohibited: 1 . Prohibited : The use or attempt to use as a potable water supply ground water from within the corporate limits of the united city of Yorkville by the installation or drilling of wells or by any other method is hereby prohibited within the properties described in ordinances passed by city council . 2. Penalties : Any person violating the provisions of this subsection C shall be subject to penalties as provided in section 1 -4- 1 of this code. 3 . Definitions : PERSON : Any individual , partnership, copartnership , firm , company, limited liability company, corporation, association , joint stock company, trust, estate, political subdivision , or any other legal entity, or their legal representative, agents, or assigns . POTABLE Any water used for human or domestic con- WATER: sumption , including, but not limited to, water used for drinking, bathing, swimming, washing dishes, or preparing foods. 4. Memorandum Of Understanding : The mayor of the united city of Yorkville is hereby authorized and directed to enter into a memorandum of understanding with the Illinois environmental protection agency ("Illinois EPA") in which the united city of Yorkville assumes responsibility for tracking the remediation sites, notifying the Illinois EPA of changes to the ordinances, and taking certain precautions when siting public potable water supply wells. (Ord. 2005-50, 6- 14-2005) September 2005 City of Yorkville Reviewed By: Agenda Item Number T Legal ❑ Finance ❑ ESL , 1636 Engineer El Tracking Number Elm City Administrator F-1 9 `�O Consultant ❑ PW & eon - ) is F-1 Agenda Item Summary Memo Title: City wide property maintenance issues Meeting and Date: PW committee August 19, 2008 Synopsis: FYI to committee of mowing being performed by PW this year Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: none Council Action Requested: none Submitted by: Eric Dhuse Public Works Name Department Agenda Item Notes: Memorandum To: Joe Besco, Chairman EST ^� ` x. 1838 From: Eric Dhuse, Director of Public Works N CC: Brendan McLaughlin, Administrator Date: August 15, 2008 Subject: City wide property maintenance LE Joe, This year, the Public Works Department has been asked to mow lots and residences throughout the city that have not been maintained by the owner for one reason or another. So far we have mowed approximately 40 properties with the majority of them being vacant lots. Here is an overview of our procedures: 1 . Complaint is registered with Gary Williams of the Building Safety Department 2. Building Department investigates and if warranted, notifies owner of record of violation 3 . If owner is unresponsive, a letter is sent notifying the owner that they have 5 days to mow 4. If the property is not mowed, then it is passed to PW to mow 5 . P W tries to schedule mowing within 5 days of notification from Building Department We are also working with our City Attorney to verify that we have the proper language printed on the invoice that will allow us to lien the property if the bill is not paid. I would ask that this item be placed on the August 19th Public Works Committee agenda for discussion. If you have any questions or concerns, please let me know. CIP Reviewed By: Agenda Item Number Zo T Legal ❑ ` Finance ❑ N l� EST. 1836 �t Engineer ❑ � ! 0 y City Administrator ❑ Tracking Number 9 ^x =O Police ❑ cmICOU^y j e t�v� Human Resources E] �� " l��I Public Works ❑ City Council Agenda Item Summary Memo Title: City Council Goal Action Plan - Biodiesel, E85 and hybrid vehicles City Council/Committee Agenda Date: Public Works Committee - August 19, 2008 Synopsis: Seeking the committee's review and recommendation on this action plan to accomplish the City Council goal of`Biodiesel, E85 and hybrid vehicles" Council Action Previously Taken: Date of Action: N/A Action Taken: Item Number: Type of Vote Required: Majority Council Action Requested: Discussion and recommendation for City Council approval Submitted by: Bart Olson Administration Name Department Agenda Item Notes: A% cl;p" Memorandum To: Public Works Committee M. 1836 From: Wally Werderich, Ward I Alderman; Robyn Sutcliff, Ward III Alderman; Eric Dhuse, Director of Public Works; Bart Olson, 24 11 O �j Assistant City Administrator CC: Brendan McLaughlin, City Administrator ALE Date: August 15, 2008 Subject: Biodiesel, E85 and hybrid vehicles Action Plan overview The United City of Yorkville City Council supports the use of alternate fuels and hybrid vehicles in its municipal fleet. All steps in this action plan are designed to decrease the effects our municipal fleet on the environment, while still being fiscally conservative with taxpayer funds. Action plan for biodiesel usage All municipalities with their own refueling stations are required by the state government to use a biodiesel mixture higher than B2 (2% biofuel, 98% diesel). Even though Yorkville does not have a refueling station, the Public Works Department has been purchasing B2 for the past 2 years during the summer months through a fuel vendor. Several municipalities in the region have opted to purchase higher concentrations of biodiesel (B5, B 10, B20), and others have chosen to refine their own biodiesel. The process to create biodiesel is relatively easy and safe. Biodiesel production systems can be purchased for a few thousand dollars, depending on the size of the system, and the cost of those systems can be recouped by the City within a reasonable timeframe. It is recommended the following action items receive consideration and approval from the City Council: 1 ) Continue to request B2 or higher concentrations of biodiesel from vendors during the summer months 2) Identify $5,000 in funding in mid-year budget or FY 09/10 budget for procurement of a biodiesel production system a. During discussion of this item, City staff will work with local businesses to secure used vegetable oil, to be used in the biodiesel production process. Action plan for E85 E85 fuel offers a more environmentally friendly alternative to gasoline, and use and availability of E85 is becoming more widespread. Many new vehicles made by automakers (i.e. Chevy) in model year 2008 are equipped to handle E85, at no additional cost to the buyer. Older vehicles can be retrofitted to accept E85 fuel, at little cost. It is recommended that the City Council consider a policy or policy statement on the merits of introducing E85 vehicles into the City fleet, and/or retrofitting existing vehicles to accept E85 fuel. * http://www.ilga.gov/legis lation/publicacts/fulltext.asp?Name=094-0346 1 ) Conduct discussion at a Public Works committee meeting on the environmental benefits vs. the financial aspects of E85 (i.e. E85 fuel is cheaper, but produces less energy output), and make a recommendation on introducing E85 vehicles and/or retrofitting existing vehicles into the City fleet. 2) Take the recommendation from the Public Works Committee meeting to the City Council for consideration. Action plan for hybrids The cost of hybrid vehicles has decreased in the past few years, and their popularity among consumers is rising. Hybrid vehicles are on the State of Illinois' procurement contracts, meaning the City can get them for the state bid price. It is recommended that the City Council consider a policy or policy statement on the merits of introducing hybrid vehicles into the City fleet: 3) Conduct discussion at a Public Works committee meeting on the environmental benefits vs. the financial aspects of hybrids (i.e. they save more gas, but cost more than conventional vehicles upfront), and make a recommendation on introducing hybrids into the City fleet. 4) Take the recommendation from the Public Works Committee meeting to the City Council for consideration. C/p` Reviewed By: Agenda Item Number J 0e Legal ❑ O �j EsB 1836 Finance F]r. Engineer E] Tracking Number City Administrator ❑ Consultant ❑ PW 2008-93 <LE Agenda Item Summary Memo Title: Draft Water Conservation Plan Meeting and Date: Public Works—Aug. 19, 2008 Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Eric Dhuse Public Works Name Department Agenda Item Notes: See attached memo regarding the Water Conservation Plan drafted by the Yorkville Green Committee (also attached). J�`��D C1T yT Memorandum e To: Stephanie Boettcher, Senior Planner EST. = 1836 From: Eric Dhuse, Director of Public Works CC: Date: July 17, 2008 Subject: Green committee water conservation draft CE Stephanie, I have reviewed the green committee's draft water conservation plan and have the following comments. 1 . Public outreach efforts In my opinion, the public outreach section should not be included in any ordinance, but should be included in the budget process to procure any supplies and/or necessary equipment to further educate the public. The city currently involved in water conservation seminars, elementary school presentations and public notices on the water bills. It is my intention to continue these services and even to expand the elementary school presentations. In addition to those functions, the city also posts large signs at the entrances to subdivisions with the watering rules all through the spring and summer. All of the other suggestions are good suggestions, but the two that stand out to me are the HOA contacts and the water conservation brochures. I think these two ideas would be the most beneficial to the city in both number of residents reached and long term water conservation. 2. Contests and incentives Although contests sound like great ideas at first, they can turn out to be administrative nightmares. I would, however, like to use the poster idea if I can talk to the teachers at the school to see if it fits with the curriculum. I probably wouldn't be a "contest", just another educational tool. The American Water Works Association has a drop of water logo that is very well recognized, I would recommend that we use that logo because it is recognizable, and they already have literature and promotional items that are tried and true. I would not recommend a water conservation contest. There are far too many variables that we would have to make rules for. 3 . City Operations We have incorporated all of these ideas into our daily routine. Conservation Implementation 1 . Seasonal water surcharge rates This is something that can be looked at for future changes. I would not recommend that we not include business, office or industrial zoning at this time. 2. Low flow plumbing fixtures I do not think that we should require above the current building code. I believe that we should instead show through our education the benefits and payback over time and let the residents decide on their own. I would also like our building department to weigh in on the issue. 3 . Sod Requirements I would agree that we should not let developers mandate the use of sod from this point forward. If we were to set up the HOA connection, we may have some luck in repealing the current sod rules of many subdivisions. We would also have to discuss how we would work with commercial developments regarding this issue. 4. Native Plants Native plants and plantings in general could be an entire education seminar. I think that is where it would fit in the best. I would defer any ordinance changes to the community development department. 5. Other This should be discussed at a staff level and specific ideas should be explored for future implementation. If you have any questions, or need anything further, please let me know. .June 8 Revision Draft Water Conservation Plan The Yorkville Green Committee proposes that the City Council implement a more comprehensive Water Conservation strategy by amending the existing Water Conservation and Landscape Ordinances and provide a supplemental educational component through a Water Conservation Plan. Studies show that education creates the largest savings in water usage' . The Yorkville Green Committee would like the Algonquin Water Conservation Plane to serve as a model for Yorkville's updated Water Conservation Plan and related ordinances, The Algonquin Water Conservation Plan utilizes education to encourage conservation, as residents are the biggest consumers of water in a community. This program targets both adults and school children. Using this plan as a guide, the Yorkville Green Committee would like to incorporate these educational components into the Yorkville Water Conservation Plan. 1 , Public Outreach Efforts — Specific methods to increase property owner awareness about the need to conserve water. a. Door hangers — Develop educational door hangers to be placed on properties where "over watering" appears to occur. City staff would develop the hangers. Distribution would be by all staff out in the field (police, public works, inspectors, etc.) �b ' Water Conservation Seminars — host or sponsor an annual Spring seminar )(Le, like the recent April 28 seminar) to publicize water conservation issues and solutions. c. 51ementary school presentations — Develop brief presentations and "informational flyers and present the information to children at the elementary school levels. Include contests per below. C:d.)Public Notices — Water conservation and restriction notices should be placed on water bills, website and all newsletters, e. City Voice mail messages — City voice mail mailboxes should include brief reminders about water conservation, Messages could be changes weekly/monthly and include brief tips on water conservation measures. City staff would develop possible message scripts as guidelines. f. Water Conservation logo on City vehicles — develop stickers and bumper stickers that could be used on all city vehicles, or handed out to the public at special events.. g. . ,Homeowners Association — Notify all Homeowners Associations about water conservation and ask them to spread the word via their own newsletters, websites and annual meetings. Offer City staff to make presentations and explain regulations. ' Everett, Washington: 2007 Comprehensive Water Plan, Chapter 5 — Conservation Program <1=://www.ci.everettwa.us/Get PDF aspx?adflD=910> March 25, 2008 Algonquin, Illinois: Water Conservation Plan h. ,- Business Education — Work with businesses that have irrigation systems to \ �_j limit or eliminate watering. Work with businesses to promote water recycling or other conservation measures. City staff would develop informational materials explaining benefits, rate incentives and regulations. i. Press contact — The Water Conservation Plan and all of the other outreach efforts, contests, enforcement issues, etc. will be shared with the local press. All beat reporters will be encouraged to draft articles and help promote the Plan and contests. /U Water Conservation Brochure — Develop a Water Conservation brochure that that includes the regulations, restrictions and helpful tips for conserving water. This would be distributed to residents and handed out at special events. 2. Contests and Incentives — Simple programs for property owners, families, business owners and students to participate in certain water conservation activities, a Water Conservation Logo contest — Develop a logo and have a naming contest for children. A contest could also be used to develop the logo itself. b. Water Usage contest — Have a competition for residents to see who can use the least amount of water compared to last year. City staff to create the guidelines and advertise on the water bills. c. Poster contest — Hold a competition for school children to design a poster with a conservation theme. The posters can be used for future outreach efforts, displayed at City Hall, etc. 3. City Operations — Specific ways to enhance water conservation by modifying existing City operations. Although these may be considered implementation activities, they also serve as educational with the City leading by example. a. Limit Watering of City lawn areas— The City should continue to refrain from watering lawn areas in the peak summer months. Use moisture sensors for sprinkler systems in other months. b. The City should landscape with drought resistant scrubs & trees. c. The City has installed and should continue to maintain a rain garden and promote their development. d. The City should work with the local water district and develop a effluent watering system (tanker trucks and/or piping) for City property and a free system for business customers. Effective implementation will require revisions to Yorkville's existing Water Conservation, Landscape and Building Ordinances. Second to education in water conservation effectiveness are implementation measures. GSeasonal water surcharge rates — The City should consider the use of higher water rates (surcharges) when water consumption reaches a certain level. Homeowners would be billed at normal water billing rates for usage up to the City-wide monthly average for a single family home ( i.e. Algonquin assumed 18,000 gal) For usage above the monthly average, the additional usage would be billed at three times the normal rate. The surcharge rates would either not apply to multi- family developments or commercial developments, or different formulas could be applied. 2. Low flow Plumbing fixtures - There may already be a requirement for low volume toilets in our building codes. However, the City should establish an incentive and/or requirement above the current building code for the use of high efficiency toilets (HET) and/or dual flush toilets. (i.e. Everett, Washington 3 focused on I gallon per flush (gpf) HET toilets rather than standard 1 .6 gpf toilets to go beyond current code requirements. Dual flush toilets have also been recommended). In addition, existing households purchasing a dual flush or high efficiency toilet could be given an incentive of $ 100.00 to encourage remodeling contractors to use these products. Low flow faucets and shower heads should also be encouraged. The use of LEED certification requirements in the Building Code will encourage the use of water conservation designs in new or renovation construction. 3. Sod requirements — The City should discourage the requirement for homeowners to use sod to landscape their lawn areas. The establishment of a sod yard is associated with heavy water usage, as sod is made up of gasses which do not sink roots deep into the soil. Grass species found in sod are not tolerant of high temperatures, and many sod suppliers sell immature sod with less than optimum developed root systems. As an alterative, homeowners could plant grass with seeded rolls at it is less costly for homeowners and provides a heartier grass sooner. The Sod requirement is typically written into the OCR's of new and existing residential developments. The City should work with the Homeowners associations of existing developments to remove/waive this requirement, and use the Annexation process to keep this requirement out of the CCR's of new developments. 4. Native Plants - The City should encourage planting native plants which will help recharge the aquifer and reduce water usage. In addition, encourage all new home constructions to install at least one deciduous shade tree of at least 2.3 inch diameter. This would apply to any lots of over a minimum acreage in size (i.e. to be determined) unless the lot is already saving and replacing existing trees under the existing Landscape ordinance. Studies have shown that large trees intercept hundreds of gallons of rainfall in their crowns, reducing polluted runoff and flooding. The City should also revise the Landscape Ordinance to require the 3 Everett, Washington: 2007 Comprehensive Water Plan, Chapter 5 — Conservation Program <htto:/hvunv.ci.everett.wa.us/Get PDF.aspx?pdflD=9 1 0> March 25, 2008 planting of conservation landscaping around all new residential development retention ponds to slow runoff, filter fertilizers, and prevent pond problems of algae overgrowth. Less grass translates into less lawn maintenance costs, less spent on pond maintenance and less water usage. (An educational component would also be necessary for these recommendations to educate homeowners and homeowners associations not to cut native plants surrounding retention ponds and to add landscape trees).. 5. Other aquifer recharge features — In addition to the native plantings, the City should actively encourage other aquifer recharge features in new and renovation construction such as bioswales and permeable pavements, These features may be restricted by the CCR's of new and existing residential developments. The City should work with the Homeowners associations of existing developments to remove/waive these restrictions and use the Annexation process to keep this requirement out of the CCR's of new developments. The use of LEED certification requirements in the Building Code will encourage the use of aquifer recharge designs in new or renovation construction. 6. Editorial notes — a ° The existing Water Conservation Regulations refer to sections 8-3-2 & 8- �-3 which appear to be incorrect references. These items need to be clarified. b. The City website indicates that the City Codes are based on ICC 2000 edition. This is several editions out of date (2003 and 2006 have been issued). The City should review/adopt the latest edition, which should be reviewed against the above Water Conservation Plan for consistency. Memorandum To: Public Works Committee Esr. 1836 From: Bart Olson, Assistant City Administrator CC: 9 p Date: June 13, 2008 Subject: Municipalities with water conservation rates <CE lV I sent direct emails and association emails to several dozen municipalities about this issue and the following municipalities responded: Algonquin Surcharge rates are in effect for June, July and August. Billing rates will be tripled for water consumption above 18,000 gallons per month. Bensenville Bensenville with the assistance of Baxter and Woodman completed a water rate study earlier this year, we were interested in curbing excessive use as well. These rates are year round. Below are the new rates for the Village. 1) First 10,000 Gallons per month $3.73 per 1 ,000 gallons 2) Above 10,000 Gallons per month $4.29 per 1,000 gallons St. Charles Water Charge. The following water rates apply to all customers: Base Water Rate - One dollar and fifty-five cents ($1 .55) per 1000 gallons *Excess Seasonal Water Rate - Two dollars and sixty-three ($2.63) per 1000 gallons *Excess Seasonal Water Rate applies to customer's first monthly billing period with an ending meter reading date on or after May 15th and the next four succeeding monthly billing periods. The excess seasonal water rate applies to water used during the above period which is greater than 130 percent of the monthly average of water used during the winter quarter and which is greater than 6,500 gallons per month usage. All other water is billed at the base rate. New customers who have no history of water consumption during the winter quarter will be billed on the basis of actual consumption at the base rate until a winter average is determined.