Public Works Minutes 2013 09-17-13
APPROVED 10/15/13
UNITED CITY OF YORKVILLE
PUBLIC WORKS COMMITTEE
Tuesday, September 17, 2013, 6:00pm
Yorkville City Hall, Conference Room
800 Game Farm Road
In Attendance:
Committee Members
Vice-Chairman Larry Kot
Alderman Jackie Milschewski
Alderman Ken Koch
Absent: Alderman Diane Teeling
Other City Officials
Mayor Gary Golinski
(arr. 6:05pm)
City Administrator Bart Olson
Public Works Director Eric Dhuse
Alderman Chris Funkhouser
(arr. 6:15pm)
Engineer Brad Sanderson
Administrative Intern Jeff Weckbach
Other Guests:
Jorie Johnnic Kevin Johnnic
Sue Bauder Eric Hostert
Heather Sudnik Mike Ahng
Rhonda McKeever Eric McKeever
(all from Sunflower Estates)
The meeting was called to order at 6:00pm by Vice-Chairman Larry Kot and a quorum was established.
Citizen Comments:
A Sunflower Estates resident inquired about the Shell Gas letter dated September 10, 2012 regarding
contamination. She requested info about the ground water as related to the Sunflower flooding issues.
She also said the City should fund the repair to the sewer which was installed per code at the time, but
is not to code now. Aldermen Kot and Koch said it had been discussed and agreed the City should pay
for it.
The resident asked about the time frame of the repair. Mr. Olson said the street flooding is on the
agenda tonight and the farmer in the flood area has been contacted for a meeting. Brad Sanderson said
a possible swale would be built to direct the water to the basin. Currently, the water does not drain
directly to the basin. She asked if the City had measured the amount of water flowing through the
culvert underneath Rte. 71. This has been measured and Mr. Sanderson said the City wants to re-direct
the off-site flow coming from south of Rt. 71.
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The resident asked for more information about the gas station contaminants. Mr. Olson said the City
passed an ordinance a year ago stating the City would not allow a drinking water well within the area
of the Shell parking lot. The resident asked if testing would need to be done in 5 years to insure the
contaminants had not spread. The IEPA has been monitoring the issue.
Another resident asked how the floodwater would be stopped from draining down the street. A larger
pipe under Walsh Dr. might possibly be needed along with the swale.
Previous Meeting Minutes
: August 20, 2013
The minutes were approved as presented.
New Business
1. PW 2013-39 Water Department Reports for May, June & July 2013
Mr. Dhuse noted that the water usage for June 2013 was 25 million gallons less than 2012 due to the
2012 drought. Mayor Golinski asked about the aquifer level and Mr. Dhuse replied that the reduced
usage allowed the aquifer to recharge. No further action.
2. PW 2013-40 Safe Routes to School Authorization of Contract Changes
Mr. Sanderson said this is the contract “balancing” authorization to close out the project. He said the
project was $10,000 to $12,000 below the $280,000 estimate. This will move forward to the Council
consent agenda.
3. PW 2013-41 River Road Bridge Authorization of Contract Changes
These are the final 2 contract changes. Change #10 is an authorization for deck drain additions which
were shown on the plan, however, omitted as line items. The cost is $4,500.
The second change (#11) is the balancing authorization in the amount of $39,712.61. Most of this cost
was for additional paving. Mr. Sanderson recalled that some of the H-piles had to be extended,
additional boulders were found near the site and the cofferdam failed, etc., but the project was within
budget allowed by the State.
The total cost of the 2 changes is approximately $132,565 with a total cost of the contract at $1.6
million which is 9% over the bid. The city's share is 20% of the cost which is $450,000 to $500,000.
4. PW 2013-42 RFP for Tree Removal
Mr. Dhuse said he is seeking approval for an RFP for ash tree removal since the City does not have
equipment for such large trees or those near power lines/houses. The average cost of removal is
approximately $1,000 per tree. Alderman Milschewski asked about trees on private property. Mr.
Dhuse said the problem is so widespread, it would be difficult to force residents to remove all these
trees.
Director Dhuse said he is requesting 43 trees out of 1600 to be cut down by another agency and City
staff will remove the remainder of the trees. He hopes to complete this project before winter. The total
cost of the project is about $44,000 and there is $16,500 to $17,000 in the budget for tree removal.
Alderman Kot noted the project would deplete this line item. Mr. Olson said contingency funds could
be used, but would require Council approval. Alderman Kot said he is OK with this project as long as
funding is available. The committee recommended approval for an RFP and this will move to the
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Council consent agenda.
5. PW 2013-43 Caledonia Letter of Credit Call
There are 4 letters of credit that have been in place since 2005/2006 and worth over $1.2 million. A
punchlist was done last fall and is roughly equal to the value of the letters. A meeting was held with the
developers who indicated they would do the improvements, however, there has been no communication
from them since. Staff has recommended calling the letters of credit and completing the work.
Alderman Kot asked about the next step. Bid packages would be completed and the work done in
2014. The letters are held at Old Second Bank. Alderman Koch asked if the banks are given a heads
up. The City sends a letter and the money is expected almost immediately according to Mr. Sanderson.
Alderman Kot noted that the money is in the bank for this purpose.
The committee recommended sending this to the full Council on the regular agenda for approval.
6. PW 2013-44 Road to Better Roads Update
Engineer Sanderson provided an update on this program for 2013. The work is almost done on the
Bristol Avenue watermain and roadway work there should be completed by end of October.
Planning for 2014 will also be starting and preliminary engineering costs will be calculated. There is
much underground work to be done prior to the roadwork, most of which is south of the river. Mr.
Sanderson referred to 3 exhibits which were put together: 1) identified watermain improvements, 2)
sanitary work (some replacement recommended), 3) improvements based on Rt. 47 project—adding
pipes/additional capacity in storm sewers in Washington/State/Adrian area. Alderman Kot expressed
concern about possible delays if State St. is done separately ahead of time, however, Mr. Sanderson
said it could actually accelerate that project. Extra money was budgeted for 2015 to handle these
improvements.
The Road to Betters Roads will be brought back to committee to review the costs and to either
eliminate work or find new revenue streams, according to Mr. Olson. If budgeted, this work would
occur after May 1, 2014.
This matter will be brought back to committee for additional discussion.
7. PW 2013-45 Game Farm Road Project Update
Bids will be let in November 2014 with construction starting in 2015. Plans will need to be completed
by July 2014 and are 90% done at this time, but updates are needed due to changes in regulations.
Water and sanitary permits are needed and land acquisition is being pursued. Ten parcels have been
acquired in the last 2 weeks and the City has 19 of the 33 needed. Utilities need to be contacted for
relocation. Another update will be given in 2 months.
Mr. Olson added there has not been any problems with the acquisitions approved in 2011, some of
which are temporary and some permanent. These purchase costs are shown on the bill list. The
funding will come from a bond sale either now or in 2015. Attorney Orr, Mr. Olson and the bond
underwriter are studying all factors to determine the time frame. Mayor Golinski asked if the City's
bond rating could be improved by waiting. Mr. Olson answered yes and said the underwriter's
recommendation is to wait.
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Alderman Koch asked for an update on the high school's progress with their addition as it relates to the
Game Farm project. Some coordination is needed with them and a meeting will be held.
Old Business:
1. PW2013-22 Sunflower Estates Drainage
Mr. Sanderson said he sent correspondence to the property owner regarding the flooding issues in
Sunflower. He received a return call and a meeting will be set soon. No further action at this time.
Additional Business:
Alderman Kot asked about the temporary crosswalk sign by Town Square Park. He asked why the sign
“comes and goes”. Mr. Dhuse said he had removed it since the signs get hit or stolen.
There was no further business and the meeting was adjourned at 6:40pm.
Minutes respectfully transcribed by
Marlys Young
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