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Public Works Minutes 2013 11-19-13Page 1 of 3 APPROVED 12/17/13 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, November 19, 2013, 6:00pm Yorkville City Hall, Conference Room 800 Game Farm Road In Attendance: Committee Members Chairman Diane Teeling Alderman Ken Koch Alderman Jackie Milschewski Alderman Larry Kot Other City Officials Mayor Gary Golinski City Administrator Bart Olson Engineer Brad Sanderson Administrative Intern Jeff Weckbach Other Guests: none The meeting was called to order at 6:03pm by Chairman Diane Teeling. Citizen Comments: None Previous Meeting Minutes: October 15, 2013 The minutes were approved as presented. New Business 1. PW 2013-51 Autumn Creek Units 1A and 1C – Subdivision Acceptance and Bond Release Mr. Sanderson said portions of this subdivision were approved by the Council in January and he recommended release of the two 1-year warranty bonds. Mr. Kot asked about the percentage of buildout. There are very few remaining lots south of Kennedy Road and paving has been started for lots north of Kennedy Rd. It was noted that many B.U.I.L.D. permits have been issued in this development. This will move to the Council consent agenda. 2. PW 2013-52 Briarwood Subdivision – Bond Release The Council accepted this project in December 2012 and the 1-year warranty period is nearly up. Grading and erosion control issues surfaced with the builder, however, they have been resolved. Mr. Sanderson recommended release of this bond as well and the item will move to the Council consent agenda. Page 2 of 3 3. PW 2013-53 Raintree Village Units 4, 5, and 6 – Completion of Improvements This is an engineering agreement for approval that will employ EEI as the project manager and provides for infrastructure to be completed. The project will begin next year and the agreement is covered by SSA funds. Bids will be let in March with the work being completed hopefully by September. Alderman Koch asked if the SSA payments will raise, however, they will not. It was noted that the most expensive item is the asphalt. This item moves to the Council consent agenda as agreed by the committee. 4. PW 2013-54 Route 47 ITEP – Street Lighting Project a. IDOT agreement b. Engineering Services Agreement This item sets forth 2 agreements: a grant agreement with IDOT and an EEI engineering agreement. This will provide for street lights which will be accelerated from 2017/2018 to take advantage of the construction crews already in the area. TIF money will be used for the local match even though this could result in a deficit in the TIF fund. Bids would be let about a year from now and installation from Somonauk St. to Rt. 126 would be complete by approximately 2015. Alderman Kot asked how the possible TIF deficit would impact other downtown projects. Mr. Olson said that only the amount of money that has been generated from each TIF project would be paid out in thoseTIF funds. He added that Imperial Investments was aware that another project could move ahead of the anticipated undergrounding of electric. He also addressed how the city auditors may view this move and said they would be OK with it since it is a long term strategic plan. Alderman Milschewski questioned the placement of the lights since the area is narrow. They will be placed in the sidewalk in some cases. Decorative and some non-decorative lights will be installed at a cost of $330,000 and must meet IDOT photometrics. Mayor Golinski asked about the amount of the yearly TIF increment which is about $60,000 and should rise each year. This item will move to the regular Public Works agenda by committee agreement. 5. PW 2013-55 Uncontrolled Intersections Eric Dhuse had asked EEI to review 13 intersections for which complaints were received or based on his own observations. Traffic studies were done and some may require yield signs due to sight distance problems. Ms. Teeling added that increased construction causes additional traffic as well. Alderman Kot asked if any public notification is needed when new signs are erected. While no notice is given, warning signs may be erected. This item will move to the Council consent agenda. 6. PW 2013-56 Capital Improvement Program Administrator Olson said there is $43 million needed for upcoming projects that are comprised of ones that are committed to, should be committed to, or need to be done. Discussions need to be held to determine how to fund the desired projects. He said that no cuts can be made to the water or sewer budget and that an increase or bond sale would be needed. If there is no rate increase, the City must decide how long the project can be delayed. He did a 7-point summary of the major projects in front of the City. Alderman Kot noted that many of the projects are in the older part of town, with some infrastructure 80 years old. Page 3 of 3 Another project before the City is “WM20” which is a $1million watermain replacement resulting from the Rt. 71 expansion scheduled for 2015-2017. He hopes IDOT will allow a no-interest payback. Rt. 71 will be widened to 5 lanes and the watermain would be under the curb or in the ditch. Alderman Koch asked if IDOT considers the cost to municipalities when they undertake large projects? Other road improvement projects include Mill Road and Kennedy Road that are developer-funded. East and West Kendall will also be improved with a need for new watermain. Game Farm Road is scheduled for 2015-2016 and will be funded with a bond. Mr. Olson said a significant policy decision must be made regarding funding these road improvements. Water and sewer rates were discussed and it was noted that sewer rates have not increased since 1991, but water charges have increased. Mr. Olson said that if all road projects were done in the next 3 years, a 12% yearly water charge increase for 5 years could fund the improvements. Alderman Kot said the City should be cautious about raising costs in view of the negativity about the road fees. Mayor Golinski said there are only 2 options: to incur long term debt or disregard the improvements needed. Alderman Teeling suggested any building fees or unexpected funds need to go into the road budget. Alderman Milschewski questioned the costs for well #6. Mr. Sanderson said there is no well at this location in Bristol Bay at this time, but the City must plan for the future as the population grows. Another source of water and the related maintenance will be needed eventually. The Kennedy Road trail was briefly discussed and Mr. Olson said the design must be finished before the City can apply for a second grant and that the grants are only offered every 2 years. Old Business: 1. PW2013-43 Caledonia Letter of Credit Call and Subdivision Completion Update Mr. Sanderson said this matter was before the committee 2 months ago and the committee recommended calling the letter of credit. The developer met with EEI and agreed to work on the punchlist. Some progress has been made and roadwork will be addressed in the Spring. This item will be brought back in December to monitor the progress. Additional Business: Alderman Kot asked if the Fall leaf pickup is complete, since some residents are still raking. The collection is done according to Mr. Olson, so leaves must be bagged at this point for pickup. Alderman Teeling asked if there is a City Code that prohibits raking leaves in the street. This is a violation according to Mr. Olson and should be reported to the City. Alderman Koch asked about the safe route to school and Mr. Olson said there are no recommendations being made for the remainder of the year regarding the grant. Mr. Kot asked if the grant could be used to replace sidewalks. This will be brought back to committee next month for further discussion. Mr. Koch discussed a possible parking violation of a semi tractor parked on the street overnight. He mentioned a possible parking issue with some landscapers also. Clarification on the ordinance was requested and Mr. Olson will research for him. There was no further business and the meeting was adjourned at 7:11pm. Minutes respectfully transcribed by Marlys Young