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Public Works Minutes 2013 07-16-13 APPROVED 8/20/13 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, July 16, 2013, 6:00pm Yorkville City Hall, Conference Room 800 Game Farm Road In Attendance: Committee Members Chairman Diane Teeling Alderman Jackie Milschewski Alderman Larry Kot Alderman Ken Koch Other City Officials City Administrator Bart Olson Community Development Director Krysti Barksdale-Noble Public Works Director Eric Dhuse Engineer Brad Sanderson Alderman Joel Frieders Administrative Intern Jeff Weckbach Other Guests: Kelly Knierim, S & K Development The meeting was called to order at 6pm by Chairman Diane Teeling. Citizen Comments: None Previous Meeting Minutes June 18, 2013 The minutes were approved as read. New Business 1. PW 2013-32 River Road Bridge Authorization of Contract Changes Nos. 1A, 6B, 8 & 9 Mr. Sanderson presented these change orders for consideration. He said Kendall County was the lead designer while the City took the lead on construction. Construction began November 2012 and the final paving is scheduled for this week. Construction is 80% federally funded and 20% local money. He detailed the change orders as follows: Change #1a was for removal of a large chunk of concrete on the abutment. This amount is $3,065.74. Change #6b is for additional labor costs due to the abutment construction. It was planned to use the west abutment as a cofferdam, however, due to the heavy rains this Spring, this structure failed. These costs were $19,588.77. Change #8 was for relocating material stockpiles. There was a joint project with IDNR and some materials had to be re-located on-site. This cost was $7,500. Page 1 of 4 Change #9 was for a splice/additional length for H-piles since the bedrock was shorter than thought. This resulted in approximately $2,870 in extra costs. The total additional cost for these changes is $83,852.92—a 6% increase from the original estimate. The total cost to date is $1,547,000+. Overall, the costs are still within the City budget. Chairman Teeling asked why it was planned to use the cofferdam when it was defective. Mr. Sanderson said there may have been a structural reason and Mr. Olson added that the cofferdam was only going to be used temporarily. Ms. Milschewski asked how the soil borings would have missed a large piece of concrete. Two borings were taken, but the location of boring could affect the findings according to Brad. Alderman Kot inquired if there would be further change orders. There will be more orders according to Mr. Sanderson since this was a very old bridge and due to the coordination of the IDNR projects. He said there will also be change orders deleted. Mr. Kot said these orders seem to be justified, but if the firms doing the work are consistently underbidding, the City needs to take notice. Mr. Dhuse added that there will be change orders for the additional pavement due to the curve in the road and to stop erosion on King Street. The Fall Roadway Program will include a bid for completion of the street to Rt. 47. Mr. Olson cautioned that the Rt. 47 project will generate multiple change orders. He said the State has their own unique standards that are strict. The paving and utility relocations will also need to be monitored. There will also be a change to the retaining wall, paving and some restoration. Credits can also be expected. This item moves to consent agenda. 2. PW 2013-33 Cannonball Trail LAFO Engineering Agreement and Budget Amendment Mr. Olson said this item is an engineering agreement with EEI to manage and design the roadway project. The budget amendment is to accelerate the project which is budgeted for FY '16/17. The road is in poor condition and Alderman Frieders asked if the project could be moved up. The City met with Kane/Kendall Council of Mayors and the Council said they could fund it earlier than thought. The City will save some money by not “band-aiding” the repairs according to Mr. Olson. He said it is a small project budget-wise with $135,000 being the City's share and a total cost of $435,000. He recommended moving forward on this project. Shoulders will be added to the road. Alderman Kot asked if another project would be delayed by moving this one forward. He said he is OK with this project, however, at another recent meeting, the committee was seeking funding for a Sunflower project. Mr. Olson said the Cannonball project had been approved in a 5-year plan and was based on federal funding. Mr. Kot asked if there is additional money for Sunflower and Bart replied that the 2013 budget is looking positive. Ms. Milschewski was in favor of the Cannonball project while Alderman Koch echoed Mr. Kot's comments. This will move forward to the regular Council agenda for further discussion. 3. PW 2013-34 FY 15 Roadway Program Mr. Sanderson updated the committee on the roadway program. The first project is the Bristol Avenue water main that will be constructed in advance of the Rt. 47 work. Page 2 of 4 He also stated that there are 2 different sources of money: from MFT which has specific guidelines and from city-wide capital. There are 2 separate contract awards that will come before the City. He presented IDOT paperwork including a resolution that must be sent to the Council to authorize use of MFT funds. Bids will be let in early August with work starting in September and ending in October. Next year's program will include water lines and sanitary sewer to be constructed prior to the Rt. 47 work. Storm sewers and drainage improvements on State Street will begin this Fall. Alderman Milschewski asked if any work is being done on McHugh. Mr. Dhuse said it was paved 5 years ago and the future work will join up with McHugh. Alderman Kot commented that he is pleased the work is moving forward so that residents can see results from the road fee. Chairman Teeling added that it will also show residents that the City could not move forward without the tax. Alderman Milschewski stated that she is hearing negative comments that the tax is called a “vehicle” tax. Mr. Olson gave a breakdown of the costs as to where the funding originates for the roadway project: MFT: $250,000 City-wide capital: $600,000 Sewer: $340,000 Water: $845,000 There is still an unfunded liability of $1,035,000. He commented that the General Fund and Water Fund are both improved and he hopes some of the $1,035,000 will be funded as a result of improvements from the previous year. He also suggested looking at water rates charged by other cities to determine if Yorkville should have a pay-by-use and thereafter based on additional cubic feet. He wants to consider this prior to starting the budget process. In conclusion, the resolution will move forward to the next Council meeting on the Mayor's report. PW 2013-35 Bristol Avenue Water Main Contract Award 4. Bids were taken July 9th for the Bristol Avenue water main project with 4 bids received and one below the city estimate. Brandt Builders submitted the bid of $127,563 and Mr. Sanderson recommended approval. Alderman Kot asked if there would be many change orders and Brad replied it is a straight- forward project. The committee approved this recommendation. Old Business 1. PW 2013-26 Prairie Gardens Unit 4 Letter of Credit Ms. Barksdale-Noble said the letter of credit was slated to be called, but the developer could not be found. The developer later reached out to the City and will work with Brad and Krysti to resolve the outstanding items. They will also execute a PIC agreement and a new punchlist will be generated. The LOC will likely be reduced and staff is asking if the call for the LOC should be rescinded. Ms. Kelly Knierim was present on behalf of S & K Development and said there are 2 buildings left to build, but other improvements are finished. Some paving remains and she said they are committed to finishing the project. Page 3 of 4 This will move to the Council consent agenda. Additional Business: Ms. Milschewski asked about the completion date for Heustis St. and Mr. Dhuse said it would be next week. She also noted that the street is marked (J.U.L.I.E.) for water line. Mr. Dhuse was not aware of any further work there and suggested that a resident may have called J.U.L.I.E. th Alderman Koch said Sunflower flooded again on June 29 and came close to residents' basements. Mr. Dhuse said he made contact with the farmer about renting a small part of (discussed at a previous meeting) his land for a grass buffer against flooding and the farmer has to consult his landlord. Mr. Sanderson noted that EEI will be working on a design and will have information for the next committee meeting. Alderman Kot asked that Sunflower and State Street be placed on the August agenda to discuss in relationship to the next budget. Kot said this is an important issue and it cannot be ignored. The estimated cost for a remedy for Sunflower is $130,000 and $50,000 for State Street. There was no further business and the meeting was adjourned at 6:41pm. Minutes respectfully submitted by Marlys Young Page 4 of 4