Public Works Packet 2014 02-18-14
AGENDA
PUBLIC WORKS COMMITTEE MEETING
Tuesday, February 18, 2014
6:00 p.m.
City Hall Conference Room
Citizen Comments:
Minutes for Correction/Approval: January 21, 2014
New Business:
1. PW 2014-07 Water Department Reports for November and December 2013
2. PW 2014-08 River Road Bridge Authorization of Contract Changes
3. PW 2014-09 Blackberry Hill Congregation of Jehovah’s Witnesses – Stormwater Easement
4. PW 2014-10 MFT General Maintenance Appropriation Resolution for FY 15
5. PW 2014-11 Fox Hill / Sunflower Estates RFP
6. PW 2014-12 KKCOM – FAU Route System Additions
7. PW 2014-13 Parking Restrictions – Whispering Meadows
Old Business:
1. PW 2014-06 Road to Better Roads 5-Year Plan Update
Additional Business:
2013/2014 City Council Goals – Public Works Committee
Goal Priority Staff
“Road improvement maintenance program” 2 Eric Dhuse
“Capital Improvement Planning (River Road Bridge in 2013)” 6 Rob Fredrickson, Eric Dhuse, Bart Olson
“Sidewalk improvement maintenance program” 8.5 Eric Dhuse
United City of Yorkville
800 Game Farm Road
Yorkville, Illinois 60560
Telephone: 630-553-4350
Fax: 630-553-7575
UNITED CITY OF YORKVILLE
WORKSHEET
PUBLIC WORKS COMMITTEE
Tuesday, February 18, 2014
6:00 PM
CITY HALL CONFERENCE ROOM
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CITIZEN COMMENTS:
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MINUTES FOR APPROVAL:
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1. January 21, 2014 □ Approved __________ □ As presented □ With corrections
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NEW BUSINESS:
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1. PW 2014-07 Water Department Reports for November and December 2013 □ Moved forward to CC __________ consent agenda? Y N
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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2. PW 2014-08 River Road Bridge Authorization of Contract Changes □ Moved forward to CC __________ consent agenda? Y N
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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3. PW 2014-09 Blackberry Hill Congregation of Jehovah’s Witnesses-Stormwater Easement □ Moved forward to CC __________ consent agenda? Y N
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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4. PW 2014-10 MFT General Maintenance Appropriation Resolution for FY15 □ Moved forward to CC __________ consent agenda? Y N
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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5. PW 2014-11 Fox Hill/Sunflower Estates RFP □ Moved forward to CC __________ consent agenda? Y N
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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6. PW 2014-12 KKCOM- FAU Route System Addition □ Moved forward to CC __________ consent agenda? Y N
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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7. PW 2014-13 Parking Restrictions – Whispering Meadows □ Moved forward to CC __________ consent agenda? Y N
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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OLD BUSINESS:
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1. PW 2014-06 Road to Better Roads 5-Year Plan Update □ Moved forward to CC __________ consent agenda? Y N
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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ADDITIONAL BUSINESS:
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Have a question or comment about this agenda item?
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Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
Minutes
Tracking Number
Minutes of the Public Works Committee – January 21, 2014
Public Works – February 18, 2014
Majority
Committee Approval
Minute Taker
Name Department
Page 1 of 3
DRAFT
UNITED CITY OF YORKVILLE
PUBLIC WORKS COMMITTEE
Tuesday, January 21, 2014, 6:00pm
Yorkville City Hall, Conference Room
800 Game Farm Road
IN ATTENDANCE:
Committee Members
Chairman Diane Teeling
Alderman Ken Koch
Alderman Jackie Milschewski
Absent: Alderman Larry Kot
Other City Officials
City Administrator Bart Olson
Public Works Director Eric Dhuse
Engineer Brad Sanderson, EEI
Administrative Intern Jeff Weckbach
Other Guests: None
The meeting was called to order at 6:00pm by Chairman Diane Teeling.
Citizen Comments: None
Previous Meeting Minutes: December 17, 2013
The minutes were approved as presented.
New Business
1. PW 2014-01 Route 71 Sanitary Sewer and Water Main Replacement – Engineering Agreement
This agreement with EEI is for preliminary engineering for the Rte. 71 expansion expected to take 2.5
years. Mr. Olson said it will cost $1 million to move one mile of water main, however, it will not
impact the City's budget until 2016 or 2017. Chairman Teeling asked why 2 engineers (IDOT and the
City) are needed. Mr. Sanderson said the City takes care of the water lines and sewer while IDOT
handles the roadwork. A separate contract is needed since it is not included in the overall contract.
The south end of Rt. 47 at Rte. 71 should be completed by the time Rte. 71 is begun. It was noted there
will also be an improvement project on Rte. 47 coming from Morris starting this year.
Page 2 of 3
2. PW 2014-02 Windett Ridge – Plat of Easement
Engineer Sanderson said Ryland Homes approached the City to modify some drainage easements on
the final plat. Ryland purchased the property from the original developers and it was determined that
some additional width was needed on the drainage swales. Mr. Sanderson recommended approval and
the committee agreed. This item moves to the Council consent agenda.
3. PW 2014-03 Autumn Creek Units 1A Resubdivision, Unit 1B, Unit 2B, and Unit 2 Acceptance
Acceptance of these units was requested by Autumn Creek since all punchlists and inspections have
been completed. Mr. Sanderson said the agenda packet memo discusses the bond reduction and he
recommended approval. Ms. Teeling asked if the policy had been changed to account for inflation,
however, Autumn Creek was approved prior to the policy change.
4. PW 2014-04 NPDES Annual Report
This annual report is required by IEPA according to Brad. Ms. Teeling asked how the Green
Committee affected this report. Mr. Olson said one component of this permit/report is to change to
“best management practices”. The permit received was created in 2003 and the Green Committee
public education/outreach was part of this. They also maintained minutes and monitored stormwater.
When the committee was disbanded, City staff took over these duties. Brad said certain goals/targets
are identified in the permit, however, not all were met due to economic reasons. Ms. Teeling noted that
Ms. Milschewski served as a key part of the committee and asked if the committee might be formed
again. This agenda item is for information.
5. PW 2014-05 2013 Road to Better Roads Program
a. MFT Funds – Change Order No. 1
b. Non-MFT Funds – Change Order No. 1
Mr. Sanderson said most of the work on the MFT portion is completed and there was a decrease of
$38,986.24 to the contract. This change order is for balancing purposes. For the non-MFT change
order, there is an increase of $13,276.35. This was due to very soft ground on McHugh Rd. which
required extra work/undercutting. Overall this was only a 3% increase to the original project total.
The committee approved these changes.
6. PW 2014-06 Road to Better Roads 5-Year Plan Update
Administrator Olson said there are 2 discussions needed. The first is the FY 2015 plan. In 2015 there
is $2.7 million budgeted for roadwork, sewer and water work. In a previous discussion, it was decided
to proceed, but to not increase water rates 40%. As a result, some road projects had to be omitted,
however, the streets still scheduled to be repaired are Adrian, Heustis and State. (Morgan St. will be
moved to 2016). This resulted in a revised figure of $1.153 million with a water rate increase needed.
Mr. Olson recommended proceeding with engineering for these plans and to determine the costs in the
next 3-4 months. He suggested deciding how much of the project could be finished with the available
funds, rather than incurring a deficit and weakening the bond rating.
Mr. Olson said the the second discussion is to plan for the next 5 years. Funding water and sewer
repairs or issuing bonds must be determined. Mr. Dhuse said one alternative is to “line” the pipes
with a PVC product that can last 50 years. The lining also creates a continuous pipe impervious to
roots. Mr. Sanderson added that many of the pipes are clay and have now outlived their usefulness.
Page 3 of 3
The committee members discussed the unpopularity of raising City fees for the needed work. Mr.
Olson said the costs can be avoided this year, however, increases will be needed in the future.
Alderman Koch suggested a referendum so that the increase can be written off in taxes. Ms. Teeling
said she feels the citizens will reject a referendum. Mr. Olson pointed out that even though there would
be a tax write-off, there is interest that needs to be paid for borrowing the money. Mr. Koch said he
would like this matter to go before the Council for more opinions. He also inquired if there would be
any grant possibilities and he will check into that further.
Alderman Teeling also said she would like to see the numerous East and West Kendall Rd. water breaks
fixed and road repairs made. Mr. Sanderson suggested a map/graph showing the various watermain
breaks in the City. This map will be compiled and Mr. Dhuse added that 67 breaks were observed in
Countryside. The committee also discussed the area in Alderman Kot's ward that needs major repairs.
Mr. Olson said if the recommendation is adopted and the water rates are raised, there will still be a
deficit in the water fund in addition to the debt service payments already in place.
Chairman Teeling asked if any water infrastructure needs to be built. Mr. Dhuse said there is a well and
treatment facility scheduled for Bristol Bay in 6-7 years. He added that many larger water mains have
already been installed and $15 million was already spent for mandatory radium remediation.
Ms. Milschewski inquired if the costs quoted for street improvements include sidewalk costs. New
sidewalks are included in the figures.
In summary, the committee recommended reducing the number of roads to be repaired in 2015 and
there will be further discussion regarding the 2016 plans.
Old Business:
1. PW2013-62 Subdivision Securities – Reduction Policy
Administrator Olson said the ordinance in the package would codify the direction given by the
committee. It would allow the staff to determine the reduction amount and a report would be submitted
to the Council. This will move forward to the Council for approval.
Additional Business:
Chairman Teeling was contacted by a resident in Blackberry North who requested an “overnight
parking ban” policy. Ms. Milschewski noted a previous attempt for this policy that was met with
resistance. The resident also said a City truck had plowed a residential driveway. Mr. Dhuse said the
plowing was most likely for the lift station at this location. It was noted that Oswego has the overnight
parking ban and it is viewed negatively. In addition, such a ban must be policed. The committee said
they were not in favor of the ban and Ms. Teeling will report back to the citizen.
The treacherous/icy conditions on Heustis were noted by Alderman Milschewski and she asked about
using sand on the street. Mr. Dhuse said it does give some traction, however, it is difficult to remove.
The Main St. hill was also discussed. Ms. Milschewski said Lockport deals well with many hilly
streets and suggested talking with them. However, Mr. Dhuse replied that they use corrosive
chemicals.
There was no further business and the meeting was adjourned at 7:07pm.
Minutes respectfully transcribed by Marlys Young
Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
NB #1
Tracking Number
PW 2014-07
Water Department Reports for November and December 2013
Public Works Committee – February 18, 2014
Majority
Approval
Monthly water reports that are submitted to the IEPA.
Eric Dhuse Public Works
Name Department
R o b R
Fox River
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Heustis St
Liberty St
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E Main St
W Main St
W Center St
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tu34
United City of Yorkville
Water Main Break Analysis
4
February 2014
1,20001,2002,400600
Feet
H:\GIS\Public\Yorkville\2014\YO1403
Water Main breaks shown
from 1996 to current.
Legend
Existing Water Main
Existing Water Main To Be Replaced
Existing Water Main To Be Abandoned
Existing Water Main Breaks
Unknown Year
2014
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Agenda Item Number
NB #2
Tracking Number
PW 2014-08
River Road Bridge
PW Committee – February 18, 2014
Consideration of Approval
Authorization Approval Consideration
Brad Sanderson Engineering
Name Department
The purpose of this memo is to present Authorizations 12 and 13 for the above referenced
project.
An authorization, as defined by IDOT, is the written approval of a contract change and the
written directive to the contractor to perform said work. By this definition, it alters the contract
work from that awarded under the competitive bidding process. An Authorization of Contract
Changes signed by the Regional Engineer signifies completed review of and support for the
change proposed.
Background:
Kendall County served as the lead agency during the design of the project and the City is taking
the lead during construction.
The State of Illinois and “D” Construction, Inc. entered into an agreement for a contract value of
$1,463,662.55 for the above referenced project. Construction began on November 20, 2012 and
is currently completed.
The construction costs are being funded by 80 percent Federal participation and 20 percent local
funds. The maximum federal participation amount is $1,742,000.00, inclusive of all change
orders (authorizations) associated with this contract.
Questions Presented:
Should the City approve Authorizations 12 in the amount of $3,770.11 and 13 in the amount of
$1,559.47?
Discussion:
Authorization 12 is for additional labor and equipment required to mill/grind concrete inlet
locations through the new curb, in order for storm water to more efficiently enter the new paved
ditch at the Sanitary District. Curb and gutter was originally constructed to plan requirements
and specified details of ditch inlets. However, during a heavy rainfall event last fall, it was
observed that flows down the new curb and gutter were heavy and fast enough to bypass curb
inlets and enter the Sanitary District’s property at their driveway entrance. Curb inlet locations
Memorandum
To: Bart Olson, City Administrator
From: Brad Sanderson, EEI
CC: Eric Dhuse, Director of Public Works
Krysti Barksdale-Noble, Community Dev. Dir.
Lisa Pickering, Deputy City Clerk
Date: February 7, 2014
Subject: River Road Bridge –Authorizations 12 and 13
were carefully ground down to provide steeper gradients, forcing water to enter the paved ditch
rather than bypass on to the entrance. Authorization 12 has a value of $3,770.11.
Grinding at curb inlet locations increased the efficiency of accepting water flow.
Authorization 13 is a balancing authorization that addresses the project line items as agreement
to final quantities with the Contractor. This is the second balancing authorization for this
project. Adjustments in the contract have been made through review of various IDOT
departments, as well as with continuous pay item specific review with the contractor since the
time of the last balancing authorization.
On this authorization, bar splicers have been adjusted to final quantities. Additionally, culvert
pipe and rip rap have been adjusted per IDOT project review. Line items beginning with “FRC”
address corrections to previous authorizations 1, 6, and 8. Values in Authorization 13 correct
these items from previously submitted authorizations to match approved invoicing values by the
Contractor. Finally, Porous Granular Embankment, Special has been adjusted to include
additional material placed due to flooding of the west abutment. Flood waters swept out and
destabilized existing material that was replaced with Porous Granular Embankment, Special.
Authorization 13 has a value of $1,559.47.
The net change to date for the authorizations (inclusive of 12 and 13) is $133,395.11 which is a
9.11% increase to the original contract value, which reflects a new revised contract value to date
of $1,597,057.66. As such, the City’s responsibility for the contract additions is the 20% share,
or $26,679.02.
We have attached IDOT form BC-22 for Authorizations 12 and 13 for your information. All
authorizations have a pre-approval from the IDOT District 3 Local Agency Bureau of
Construction Engineer.
We are recommending approval of the Authorizations.
Action Required:
Consideration of approval from the City Council for Authorizations 12 and 13.
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Agenda Item Number
NB #3
Tracking Number
PW 2014-09
Jehovah’s Witness Facility
PW Committee – February 18, 2014
Consideration of Approval
Easement Acceptance
Brad Sanderson Engineering
Name Department
Attached find one copy of a proposed grant of easement for storm water management purposes
for the Jehovah’s Witness project. The grant of easement is required by the City’s Storm Water
Management Ordinance. At this time, we recommend accepting the proposed easement.
In addition to the grant of easement, the Storm Water Ordinance now requires the creation of a
back-up funding source for maintenance of the storm water basin. In most cases, this will be in
the form what is called a back-up special services area (SSA). This particular item will be
addressed at the City Council level.
Please place this item on an upcoming Public Works Committee agenda for consideration.
Memorandum
To: Bart Olson, City Administrator
From: Brad Sanderson, EEI
CC: Eric Dhuse, Director of Public Works
Krysti Barksdale-Noble, Community Dev. Dir.
Lisa Pickering, Deputy City Clerk
Date: February 7, 2014
Subject: Jehovah’s Witness Facility
Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
NB #4
Tracking Number
PW 2014-10
FY 15 MFT General Maintenance Appropriation
Public Works Committee February 18, 2014
positive
approval
Year appropriation of funds for maintenance supplies through MFT
Eric Dhuse Public Works
Name Department
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Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
NB #5
Tracking Number
PW 2014-11
Fox Hill and Sunflower SSA areas mowing and maintenance RFP
Public Works Committee February 18, 2014
positive
Approval to request proposals
Yearly RFP for mowing and maintenance of the Fox Hill and Sunflower
SSA areas.
Eric Dhuse Public Works
Name Department
Have a question or comment about this agenda item?
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Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Agenda Item Number
NB #6
Tracking Number
PW 2014-12
KKCOM – FAU Route System Additions
PW Committee – February 18, 2014
Authorization to Issue Letter of Support
Consideration to Add FAU Routes
Brad Sanderson Engineering
Name Department
As noted in the attached memo from the KKCOM, Baseline Road and Ashe Road are being
considered to be added to the FAU Route System. Once a route is added to the FAU Route
System, it is then eligible to receive Federal funding through the KKCOM, provided it meets
certain project criteria.
KKCOM staff will be making their recommendations to IDOT for final approval in the near
future. At this time, they are seeking a letter of support from the City for roads noted above. We
are recommending that the City provide such letter.
Memorandum
To: Bart Olson, City Administrator
From: Brad Sanderson, EEI
CC: Eric Dhuse, Director of Public Works
Krysti Barksdale-Noble, Community Dev. Dir.
Lisa Pickering, Deputy City Clerk
Date: February 12, 2014
Subject: KKCOM –FAU Route Addition
KANE/KENDALL COUNCIL OF MAYORS
41W011 Burlington Road ▪ St. Charles, Illinois 60175
(630) 584-1170
MAYOR JEFFERY SCHIELKE, Council Chairman
PRESIDENT ED RITTER, Council Vice-Chairman
THOMAS B. RICKERT, Executive Director
MIKE SULLIVAN, Council Director
JENNIFER BECKER, Regional Planning Liaison
PATRICK KNAPP, Regional Planning Liaison
January 27th, 2014
Mr. Brad Sanderson
City of Yorkville
800 Game Farm Road
Yorkville, Illinois 60560
Dear Brad,
The Kane/Kendall Council of Mayors staff began the process of reviewing all roadway functional
classes last year in Kane and Kendall counties with the goal of developing a comprehensive list to
process through the Council of Mayors and ultimately to IDOT and FHWA for review and
approval. KKCOM reached out to municipalities last fall with staff recommendations and
received feedback from a number of municipalities. Staff and municipal recommendations were
then presented at the January 16th Transportation Policy Committee Meeting where our
recommendations were unanimously approved by the committee. Below you will find the
recommended road segments in the City of Yorkville:
Road Name From To Current
Classification
Proposed
Classification
Base Line Road Ashe Road IL Route 47 Local Road Minor Arterial
Ashe Road Galena Road Jericho Road Local Road Minor Arterial
Next steps: KKCOM staff will now be presenting the full list to the KKCOM Full Council Meeting
on February 18th for approval. Once the Full Council approves the recommended routes,
KKCOM staff will submit the full recommendation packet to IDOT and ultimately the FHWA for
approval.
What we need from you: In the meantime, we will need your municipality to submit a letter of
support for the road segments listed above. The support letter is required and will become part
of the packet KKCOM staff will present to IDOT. We would like to receive all letters by February
21st so we can start working on the FAU submittal to IDOT. Please submit all letters of support
to Regional Planning Liaisons Jennifer Becker and Patrick Knapp.
Included with this letter is a map of your community with the existing and recommended
functional classifications, as well as a letter of support template you can choose to use.
Please do not hesitate contact us if you have any questions about the process.
Sincerely,
Jennifer Becker Patrick Knapp
Jennifer Becker Patrick Knapp
Regional Planning Liaisons
Kane/Kendall Council of Mayors
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Created: 1/3/2014Data Source: IDOT - www.g ettingarou ndillinois.com
YorkvilleRecommended FAU Classification
IDOT Hwy Classification
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Recommended
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D D D D D Remove Designation
¯
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Agenda Item Number
NB #7
Tracking Number
PW 2014-13
Parking Restrictions – Whispering Meadows
PW Committee – February 18, 2014
See attached memo.
Jeff Weckbach Administration
Name Department
Summary:
A discussion related to off-street parking in the Whispering Meadows subdivision on
Alan Dale Ln from Faxon Rd to Alice Ave.
Background:
This item was initiated by a resident who has concerns regarding parking on Alan Dale
Lane and the potential safety issues surrounding this road. The resident is concerned that
emergency vehicles may not be able to effectively maneuver the curvature of the road if vehicles
are parked on the street.
There is currently a parking restriction on the eastern portion of Alan Dale Lane from
McMurtrie Way to Faxon road from 5 P.M. to 9 P.M. Monday through Friday during the months
of April, May, June, and July. The proposal would be to extend the eastern side restriction to
Alice Ave.
Recommendation:
Past City Council process for approving new parking restrictions has involved the
committee first endorsing the parking restrictions, then directing staff to send letters to
surrounding property owners inviting them to a future meeting to ask questions about the
proposed restrictions, and then the City Council considering the full ordinance. Staff
recommends the Committee to endorse the parking restrictions and direct staff to send out letters
inviting adjacent property owners to a future Public Safety Committee meeting.
Memorandum
To: City Council
From: Jeff Weckbach, Administrative Intern
Bart Olson, City Administrator
Date: February 12, 2014
Subject: Parking in the Whispering Meadows Subdivision
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Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
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Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
OB #1
Tracking Number
PW 2014-06
Road to Better Roads 5-year plan update
February 18, 2014
None
Informational/Discussion
See attached memo.
Bart Olson Administration
Name Department
Summary
Discussion and direction on the FY 15 Road to Better Roads program and discussion on the FY
16 through FY 19 Road to Better Roads plan.
Background
This item was last discussed at the January 21 Public Works Committee meeting. At that
meeting, the City Council recommended that we proceed with the scaled back FY 15 Road to Better
Roads program as discussed in the attached memo. They expressed some concern over the long-term
cost of the program and its impact on water and sewer rates, and suggested that the entire City Council
review both the FY 15 recommendations and the long-term plan options.
For the ongoing plan funding, the conversation ended with a debate over whether the needed
water and sewer infrastructure improvements would be funded by rates on a pay-as-you-basis vs. issuing
debt. There are pros and cons for each option, which can be fully discussed as part of the FY 15 budget
proposal. In general:
1) Pay-as-you-go
a. Pros
i. Allows us to quit the program and its payments at anytime. If there’s a year
where the City Council decides the City or the residents can’t afford to pay for
improvements, we stop.
ii. No money spent on interest. Theoretically, we maintain enough water, sewer, and
pavement infrastructure that we should be replacing significant portions of each
type of infrastructure each year. For example, we have 82 miles of City-
maintained pavement in the City, all of various ages. The average lifespan of a
roadway is 20 years which means on average we should be replacing or
rehabilitating 4 miles of roadway each year. As you can see in the Public Works
materials, most of our roads are in good condition because they have been built in
the past 10 years. So, there might be slightly fewer lane miles to work on now
than in 10 years from now. This constant demand for replacement and
rehabilitation might lead us into a position of not wanting to borrow to pay for
any of these projects, because the interest costs on borrowing are needed each
year for other projects.
b. Cons
i. Might be totally impractical if the needed roadway improvements in any given
year are very expensive. If we had 20 miles of roads that need to be repaved in
2015, the City taxes and fees needed to pay for this project would be shockingly
high.
Memorandum
To: City Council
From: Bart Olson, City Administrator
CC:
Date: January 23, 2014
Subject: Road to Better Roads
ii. Equity for taxpayers. When the City bonds for a roadway, residents will pay for it
during its lifespan. So, if someone moves to Yorkville next year when a road
project is bonded and lives here for 20 years, they are paying each year to drive
on the specific roadway. Funding a project via pay-as-you-go means each
resident pays for the entire project in the first year while the project is completed.
If someone moves here next year, they pay for the entire lifespan of the project,
even if they move out next year.
2) Bonding
a. Pros
i. Planned expenses. When the City issues a bond, we get a debt service schedule
which gives us long term fixed payments that can be structured to our liking. In
past bond issuances, City Councils have issued bonds that have low immediate
payments, which allowed the City to push off larger payments into the future
when (theoretically) the City will better be able to afford the payments.
ii. Large amounts of projects can be completed immediately and the fiscal impact is
spread out. This is a con for pay-as-you-go. There might be years where the City
has a multi-million dollar project that is impractical to pay for all at once.
iii. Equity for taxpayers. If a resident lives here during the lifespan of the project,
they will pay for the project.
b. Cons
i. Interest payments. The City Council relied heavily on bonds in the past, and we
are now paying large amounts of interest throughout all departments that could be
better spent on operations or capital projects. In FY 14 alone, we will be
spending $1.5m on interest payments between the debt service fund, vehicle and
equipment fund, water fund, sewer fund, and library debt fund. The majority of
the interest payments are in the sewer fund ($658,000) and the water fund
($457,000). In the past decade, the City has spent $7,500,000 on interest
payments. The majority of the interest payments are in the sewer fund
($2,361,952) and the water fund ($3,346,078).
ii. Commitment. Once the bond has been issued, the debt service payments must be
made. As we’ve seen in the Rob Roy sewer debt, this can be a difficult to pay for
depending on the structure of the debt schedule.
Recommendation
Staff recommends direction be given on the FY 15 plan as recommended by the Public Works
Committee, and seeks discussion on the FY 16 through FY 19 plan.
Summary
Review of two different proposals for the Road to Better Roads 5-year plan.
Background
This item was last reviewed at the September Public Works Committee meeting. At that
meeting, the Public Works Committee reviewed the attached map of roadway and utility improvements.
For Summer 2014 (FY 15), the City had tentatively endorsed a plan to complete:
1) Morgan Street from W Fox Rd to Dolph Ct, with water, sanitary sewer, and storm sewer
improvements
2) Adrian Street from Blaine St to W Washington St with water, sanitary sewer, and storm sewer
improvements
3) W Ridge St from its western terminus to S Main St with water and sanitary sewer improvements
4) Heustis Street from E Orange St to E Fox Rd with water and sanitary sewer improvements
5) W Van Emmon between State St and S Main St
6) W Hydraulic from its western terminus to Morgan St
7) Various other storm sewer improvements adjacent to the areas above
At the September Public Works Committee meeting, the one variable on the above list was that we knew
the cost was far beyond our original budget amounts for the Road to Better Roads program. When the
program was created, we had expected to spend about $1,000,000 per year in total infrastructure
improvements. The items above have a total FY 15 estimated value of around $2,100,000 1
. At the time
of FY 14 budget approval, we inserted these costs into the FY 15 budget without a way to pay for them.
The intent was for the City to evaluate its ability to pay for these projects during the FY 15 budget
proposal, since the FY 13 audit would be completed and the FY 14 numbers would be more concrete.
In order to do $2,100,000 worth of Road to Better Roads projects, the City’s general fund would
have to take a major hit, water rates would have to go up more than 40%, and sewer rates would have to
go up more than 15% from FY 14 to FY 15. That would bring the water rates to $18 bi-monthly plus
$3.68 per 100 cubic feet and the sewer fees to $20.74 bi-monthly. Purely as an illustration, we have
attached a survey of surrounding municipalities and where these fees would rank us (labeled as $2.1m
RTBR option). Since the increase would be very steep and would put us at the top of the survey, we are
1 $900,000 in pavement and storm sewer costs, spread between MFT and City-wide Capital; $845,000 in the Water
Department; $343,000 in the Sewer Department
Memorandum
To: City Council
From: Bart Olson, City Administrator
CC:
Date: January 15, 2014
Subject: Road to Better Roads, 5-year plan update
proposing to scale back the FY 15 Road to Better Roads budget to $1.153m 2
. This results in a more
manageable increase in the water and sewer fees.
Within the pared back budget proposal, we would suggest dropping Morgan Street
improvements entirely, State Street pavement rehab, Heustis St sanitary sewer improvements and Adrian
Street sanitary sewer improvements. The resulting program would be:
1) W Hydraulic from its western terminus to Morgan St
2) Adrian Street from Blaine St to W Washington St with water and storm sewer improvements
3) Heustis Street from E Orange St to E Fox Rd with water improvements
4) State Street sanitary sewer improvements
5) Miscellaneous sanitary sewer improvements
In order to fund these improvements, the City’s annual water sales would have to increase 15% and the
sewer maintenance fees would have to increase 3% in FY 15. This would put increase the water rates
from $13.11 bi-monthly minimum plus $2.38 per 100 cubic feet to $14.00 bi-monthly minimum plus
$2.97 per 100 cubic feet. The sewer rates would have to be increased from $18 bi-monthly to $18.54 bi-
monthly. As mentioned above, we have attached a survey of surrounding municipalities. The FY 15
budget proposal is labeled as such.
FY 16 and FY 17 Road to Better Roads program
While not necessary to finalize in the FY 15 budget, we do need to make some decisions on the
FY 16 and FY 17 program in the near future. Specifically, the conversation revolves around the two
choices put forth by Public Works and Engineering – one that completes the five-year Road to Better
Roads program on its current schedule, or the second that basically inserts East Kendall, West Kendall
and Center Parkway as the only road improvements in FY 16 and FY 17. The road rating and the
amount of water main breaks on East and West Kendall warrant them to be the next roads completed,
however the cost of the improvements are so great we would only be able to do those two roadways for
two fiscal years (which means the entire City road system continues to deteriorate). East Kendall’s
pavement costs are only $311,000 but the water improvements are $787,000. Center Parkway’s
pavement costs are only $260,000 but the water improvements are $718,000. West Kendall’s pavement
costs are $700,000 and the water improvements are $1,450,000. Further, while we show these projects
as split between two fiscal years, they should be completed simultaneously to achieve the best possible
economies of scale.
As we’ve stated above in our brief analysis of water and sewer rates, funding these projects with
a water rate increase would cause the City’s water rate to increase dramatically. The City could wrap
these costs into a bond and pay for them incrementally over a 20-year period, but we have not
recommended that given the large amount of capital projects that still must be completed within that 20-
year period. To reiterate – no decision is necessary at this time on the plan for FY 16 or FY 17.
Recommendation
Staff recommends formal direction be given on the FY 15 Road to Better Roads program and
discussion on the FY 16 and FY 17 program.
2 $600,000 in pavement and storm sewer costs, spread between MFT and City-wide Capital; $353,000 in the Water
Department; $200,000 in the Sewer Department
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ROAD TO BETTER ROADS AND UNDERGROUND IMPROVEMENT PROJECTS
DRAFT PROGRAM - PROJECT COSTS
UNITED CITY OF YORKVILLE
KENDALL COUNTY, IL
FY2015
No.STREETNON-MFTSTORM SEWERMFTWATER MAINSANITARY SEWERTOTAL
1HYDRAULIC AVENUE-$ -$ 73,000.00$ -$ -$ 73,000.00$
2ADRIAN STREET-$ 8,000.00$ 139,000.00$ 116,000.00$ -$ 263,000.00$
3HEUSTIS STREET305,000.00$ 75,000.00$ -$ 237,000.00$ 617,000.00$
4STATE STREET-$ -$ -$ -$ 175,000.00$ 175,000.00$
5MISC. LOCATIONS-$ -$ -$ -$ 25,000.00$ 25,000.00$
SUB-TOTAL 305,000.00$ 83,000.00$ 212,000.00$ 353,000.00$ 200,000.00$ 1,153,000.00$
ROADWAY TOTAL600,000.00$
FY2016
No.STREETNON-MFTSTORM SEWERMFTWATER MAINSANITARY SEWERTOTAL
1VAN EMMON STREET24,000.00$ -$ -$ -$ -$ 24,000.00$
2RIDGE STREET149,000.00$ 60,000.00$ 368,600.00$ 577,600.00$
3WASHINGTON STREET116,000.00$ -$ -$ -$ -$ 116,000.00$
4MORGAN STREET-$ -$ 84,000.00$ -$ -$ 84,000.00$
5STATE STREET-$ -$ 224,000.00$ -$ -$ 224,000.00$
6MISC. LOCATIONS-$ -$ -$ -$ 200,000.00$ 200,000.00$
SUB-TOTAL 289,000.00$ 60,000.00$ 308,000.00$ 368,600.00$ 200,000.00$ 1,225,600.00$
ROADWAY TOTAL657,000.00$
FY2017
No.STREETNON-MFTSTORM SEWERMFTWATER MAINSANITARY SEWERTOTAL
1KING STREET115,000.00$ 30,000.00$ -$ -$ -$ 145,000.00$
2CHURCH STREET153,000.00$ 30,000.00$ -$ -$ -$ 183,000.00$
3SANDERS COURT-$ -$ 77,000.00$ -$ -$ 77,000.00$
4APPLETREE COURT-$ -$ 54,000.00$ 164,000.00$ -$ 218,000.00$
5DIEHL FARM ROAD-$ -$ 130,000.00$ -$ -$ 130,000.00$
6MISC. LOCATIONS-$ -$ -$ -$ 200,000.00$ 200,000.00$
SUB-TOTAL 268,000.00$ 60,000.00$ 261,000.00$ 164,000.00$ 200,000.00$ 953,000.00$
ROADWAY TOTAL589,000.00$
FY2018
No.STREETNON-MFTSTORM SEWERMFTWATER MAINSANITARY SEWERTOTAL
1W. WASHINGTON STREET184,000.00$ -$ -$ -$ -$ 184,000.00$
2E. WASHINGTON STREET-$ -$ 83,000.00$ -$ -$ 83,000.00$
3W. FOX STREET81,000.00$ -$ -$ -$ -$ 81,000.00$
4E. ORANGE STREET-$ -$ 72,000.00$ -$ -$ 72,000.00$
5MISC. LOCATIONS-$ -$ -$ -$ 200,000.00$ 200,000.00$
SUB-TOTAL 265,000.00$ -$ 155,000.00$ -$ 200,000.00$ 620,000.00$
ROADWAY TOTAL420,000.00$
FY2019
No.STREETNON-MFTSTORM SEWERMFTWATER MAINSANITARY SEWERTOTAL
1E. SPRING STREET287,000.00$ -$ 104,000.00$ -$ -$ 391,000.00$
2MISC. LOCATIONS-$ -$ -$ -$ 200,000.00$ 200,000.00$
SUB-TOTAL 287,000.00$ -$ 104,000.00$ -$ 200,000.00$ 591,000.00$
ROADWAY TOTAL391,000.00$ Olson\My Documents\3 Public Works Committee agenda items\1 Jan 2014\[RTBR Summary FY15-19.xlsx]SUMMARY-CITY VERSION
NOTE: VALUES INCLUDE CONTINGENCY AND ENGINEERING
NOT INCLUDED
CENTER PARKWAY260,000.00$ -$ -$ 718,400.00$ -$ 978,400.00$
CONOVER COURT78,000.00$ -$ -$ 295,000.00$ -$ 373,000.00$
POWERS COURT48,000.00$ -$ -$ 167,000.00$ -$ 215,000.00$
ROADWAY
ROADWAY
ROADWAY
ROADWAY
ROADWAY
ROAD TO BETTER ROADS AND UNDERGROUND IMPROVEMENT PROJECTS
DRAFT PROGRAM - PROJECT COSTS
UNITED CITY OF YORKVILLE
KENDALL COUNTY, IL
FY2015
No.STREETNON-MFTSTORM SEWERMFTWATER MAINSANITARY SEWERTOTAL
1HYDRAULIC AVENUE-$ -$ 73,000.00$ -$ -$ 73,000.00$
2ADRIAN STREET-$ 8,000.00$ 139,000.00$ 116,000.00$ -$ 263,000.00$
3HEUSTIS STREET305,000.00$ 75,000.00$ -$ 237,000.00$ 617,000.00$
4STATE STREET-$ -$ -$ -$ 175,000.00$ 175,000.00$
5MISC. LOCATIONS-$ -$ -$ -$ 25,000.00$ 25,000.00$
SUB-TOTAL 305,000.00$ 83,000.00$ 212,000.00$ 353,000.00$ 200,000.00$ 1,153,000.00$
ROADWAY TOTAL600,000.00$
FY2016
No.STREETNON-MFTSTORM SEWERMFTWATER MAINSANITARY SEWERTOTAL
1E. KENDALL311,000.00$ -$ -$ 787,200.00$ -$ 1,098,200.00$
2CENTER PARKWAY260,000.00$ -$ -$ 718,400.00$ -$ 978,400.00$
3MISC. LOCATIONS-$ -$ -$ -$ 200,000.00$ 200,000.00$
SUB-TOTAL 571,000.00$ -$ -$ 1,505,600.00$ 200,000.00$ 2,276,600.00$
ROADWAY TOTAL571,000.00$
FY2017
No.STREETNON-MFTSTORM SEWERMFTWATER MAINSANITARY SEWERTOTAL
1W. KENDALL694,000.00$ -$ -$ 1,452,900.00$ -$ 2,146,900.00$
2MISC. LOCATIONS-$ -$ -$ -$ 200,000.00$ 200,000.00$
SUB-TOTAL 694,000.00$ -$ -$ 1,452,900.00$ 200,000.00$ 2,346,900.00$
ROADWAY TOTAL694,000.00$
FY2018
No.STREETNON-MFTSTORM SEWERMFTWATER MAINSANITARY SEWERTOTAL
1CONOVER COURT78,000.00$ -$ -$ 295,000.00$ -$ 373,000.00$
2POWERS COURT48,000.00$ -$ -$ 167,000.00$ -$ 215,000.00$
3VAN EMMON STREET-$ -$ 24,000.00$ -$ -$ 24,000.00$
4WASHINGTON STREET-$ -$ 116,000.00$ -$ -$ 116,000.00$
5MORGAN STREET-$ -$ 84,000.00$ -$ -$ 84,000.00$
6MISC. LOCATIONS-$ -$ -$ -$ 200,000.00$ 200,000.00$
SUB-TOTAL 126,000.00$ -$ 224,000.00$ 462,000.00$ 200,000.00$ 1,012,000.00$
ROADWAY TOTAL350,000.00$
FY2019
No.STREETNON-MFTSTORM SEWERMFTWATER MAINSANITARY SEWERTOTAL
1RIDGE STREET149,000.00$ 60,000.00$ 368,600.00$ 577,600.00$
2STATE STREET224,000.00$ -$ -$ -$ -$ 224,000.00$
3MISC. LOCATIONS-$ -$ -$ -$ 200,000.00$ 200,000.00$
SUB-TOTAL 373,000.00$ 60,000.00$ -$ 368,600.00$ 200,000.00$ 1,001,600.00$
ROADWAY TOTAL433,000.00$
FY2020
No.STREETNON-MFTSTORM SEWERMFTWATER MAINSANITARY SEWERTOTAL
1KING STREET115,000.00$ 30,000.00$ -$ -$ -$ 145,000.00$
2CHURCH STREET153,000.00$ 30,000.00$ -$ -$ -$ 183,000.00$
3SANDERS COURT77,000.00$ -$ -$ -$ -$ 77,000.00$
4MISC. LOCATIONS-$ -$ -$ -$ 200,000.00$ 200,000.00$
SUB-TOTAL 345,000.00$ 60,000.00$ -$ -$ 200,000.00$ 605,000.00$
ROADWAY TOTAL405,000.00$
FY2021
No.STREETNON-MFTSTORM SEWERMFTWATER MAINSANITARY SEWERTOTAL
1W. WASHINGTON STREET184,000.00$ -$ -$ -$ -$ 184,000.00$
2E. WASHINGTON STREET83,000.00$ -$ -$ -$ -$ 83,000.00$
3W. FOX STREET81,000.00$ -$ -$ -$ -$ 81,000.00$
4E. ORANGE STREET72,000.00$ -$ -$ -$ -$ 72,000.00$
5MISC. LOCATIONS-$ -$ -$ -$ 200,000.00$ 200,000.00$
SUB-TOTAL 420,000.00$ -$ -$ -$ 200,000.00$ 620,000.00$
ROADWAY TOTAL420,000.00$
FY2022
No.STREETNON-MFTSTORM SEWERMFTWATER MAINSANITARY SEWERTOTAL
1E. SPRING STREET391,000.00$ -$ -$ -$ -$ 391,000.00$
2MISC. LOCATIONS-$ -$ -$ -$ 200,000.00$ 200,000.00$
SUB-TOTAL 391,000.00$ -$ -$ -$ 200,000.00$ 591,000.00$
ROADWAY TOTAL391,000.00$
FY2023
No.STREETNON-MFTSTORM SEWERMFTWATER MAINSANITARY SEWERTOTAL
1DIEHL FARM ROAD130,000.00$ -$ -$ -$ -$ 130,000.00$
2APPLETREE COURT54,000.00$ -$ -$ 164,000.00$ -$ 218,000.00$
3MISC. LOCATIONS-$ -$ -$ -$ 200,000.00$ 200,000.00$
SUB-TOTAL 184,000.00$ -$ -$ 164,000.00$ 200,000.00$ 548,000.00$
ROADWAY TOTAL184,000.00$ \BOlson\My Documents\3 Public Works Committee agenda items\1 Jan 2014\[RTBR Summary FY15-19.xlsx]SUMMARY-CITY VERSION
NOTE: VALUES INCLUDE CONTINGENCY AND ENGINEERING
ROADWAY
ROADWAY
ROADWAY
ROADWAY
ROADWAY
ROADWAY
ROADWAY
ROADWAY
ROADWAY
Items to note – Capital Projects, Road to Better Roads
The City Council’s main focus for capital projects has been pavement rehabilitation via
the Road to Better Roads program. In summer 2013, the first year of the Road to Better Roads
program resulted in a $1.035 million total investment in roadway projects ($835,000 in pavement
improvements and $200,000 in watermain improvements). The annual funding goal last set by
the City Council in the FY 14 budget process was $1 million, even though we had benchmarked
an annual investment of $2 million in pavement improvements to keep our road system from
deteriorating over the next five years. During our FY 14 budget discussions, we finished our
analysis on the cost of underground improvements for the roadways selected as part of our
pavement-only analysis. As you may recall, in most years the cost of the underground
improvements exceeded the annual cost of the pavement improvements. Late in the budget
process, the decision was made to include the cost of the underground improvements and to
reevaluate our ability to pay for those underground improvements in the FY 15 budget proposal.
A discussion on the FY 15 Road to Better Roads program is attached to this memo; these
materials were included in the January 2014 Public Works Committee meeting packet. At that
meeting, the Public Works Committee had directed the FY 15 Road to Better Roads program
discussion to the January 28, 2014 City Council meeting. Thus, certain references to the FY 15
Road to Better Roads program within this budget proposal may be outdated by the time the FY
15 budget is approved by the City Council in March or April 2014.
In order to properly consider the FY 15 and beyond Road to Better Roads program, it is
important to revisit the basic information provided by the City’s pavement management program
report, as completed by EEI in February 2013:
1) The City has 107 center line miles of roadway in the City. Out of 107 miles, 25 miles
are in subdivisions that the City has not yet accepted or that were not included in the
study.
2) The City’s combined roadway score in February 2013 was 82. Score descriptions
are:
a. 100 – 90 Excellent.
i. No rehabilitation is required at this time.
ii. Roadways typically age from 100 to 90 within the first year after their
completion.
b. 89 – 80 Very Good.
i. Typically, these roadways function efficiently however, minor
preventative maintenance, such as patching or crack sealing ($1/lf),
may be required.
ii. Roadways typically age from 89 to 80 from year 1 to year 3.
c. 79 – 70 Good.
i. To help prevent major structural damage, preventative maintenance
methods such as crack sealing ($1/lf) and patching ($5/sf) should be
provided to extend the pavement life.
ii. Roadways typically age from 79 to 70 from year 3 to year 6.
d. 69 – 60 Fair.
i. Typically, pavements in this category can be affordably resurfaced ($3
to $5/sf) to raise the Rank to acceptable levels. Note: resurfacing a
roadway does not always mean the Rank will be raised to 100 since
only one category will have the Rank improved. In order to achieve a
Ranking of 100 a complete reconstruct of the roadway would be
required.
ii. Roadways typically age from 69 to 60 from year 6 to year 13.
e. 59 – 40 Poor.
i. These roadways are also in more need of resurfacing ($4 to $8/sf), and
typically cost more to repair than roadways ranked "Fair".
ii. Roadways typically age from 59 to 40 from year 13 to year 18.
f. 40 – 10 Very Poor.
i. These pavements range in Rank from 10 to 40. These roadways exhibit
high distress levels, and standard overlays may not correct the
problems. $8 to $15/sf.
ii. Roadways typically age from 40 to 10 from year 18 to year 23.
3) The breakdown of each ranking category for all 82 miles of accepted roadways are as
follows:
4) In order to keep the City’s roadway score at 82 between 2013 and 2018, the City was
to spend $2.1m on pavement improvements each year. When the City decided it
could only allocate $1m annually for pavement improvements, we expected the
roadway score to drop to 79 by 2018. With the current proposal to further reduce the
pavement improvement budget, we expect the City’s roadway score to drop to around
76 or 77 by 2018. However, that score would not include the newly improved
Cannonball Trail, Game Farm Road, Somonauk Road, and Kennedy Road adjacent to
Autumn Creek. The following scenarios were presented as part of the Pavement
Management Study discussion in February 2013.
5) Finally, the conversation on how to fund the Road to Better Roads program at various
funding levels was also discussed in FY 14. Given the breakdown of lane miles per
ranking category discussed in #3 above, that the City has 107 miles of roadway on
full buildout, and the average lifespan of a roadway is 20 years, we concluded that the
City will need to address miles of roadway maintenance each year. Skipping a year
on maintenance only pushes those costs to a future year, and into a potentially much
higher cost bracket. While the tendency may be to issue a bond for rehabilitation
projects, the reality is that the interest spent in the first few years of debt service
payments rivals the principal amounts and the interest spent in the years after the
project completed could be allocated to more maintenance projects. The point was
raised at the January Public Works Committee that a bond could be authorized by
referendum, which would result in payment via property taxes which may be tax
deductible. This benefit should be weighed against the additional incremental interest
costs.
How do things look?
Budget Surplus (Deficit)
How do things look?
Fund Balances
Water Fund Surplus/(Deficit)
Sewer Fund Surplus/(Deficit)
How did things look?
Consolidated Budget Surplus (Deficit)
How did things look?
Fund Balances
FY 14 Projections
Water Fund
Last year’s budget – ($218,000)
This year’s budget – ($295,000)
Water sales are much lower than FY 13
43% projected fund balance equivalency
Sewer Fund
Last year’s budget – ($214,000)
This year’s budget – ($202,000)
108% projected fund balance equivalency
Year-by-year summary
Water Fund
FY 14
Projected FY 15 FY 16 FY 17 FY 18 FY 19
Total revenues,
as proposed 2,503,908$ 2,839,226$ 3,153,520$ 3,399,709$ 3,398,658$ 3,402,630$
Total expenses,
as proposed 2,799,270$ 3,092,081$ 3,252,932$ 3,505,343$ 3,344,345$ 3,200,866$
Surplus Deficit (295,362)$ (252,855)$ (99,412)$ (105,634)$ 54,313$ 201,764$
Fund Balance Amt 1,231,317$ 978,462$ 879,050$ 773,416$ 827,729$ 1,029,493$
Fund Balance %43%32%27%22%24%32%
Water Fund – What if?
FY 14
Projected FY 15 FY 16 FY 17 FY 18 FY 19 Total
Total revenues, with no
water rate increase 2,503,908$ 2,554,829$ 2,549,998$ 2,551,524$ 2,550,473$ 2,554,445$ 15,265,177$
Total expenses with no
RTBR and no Route 71 2,799,270$ 2,739,081$ 2,752,932$ 2,805,343$ 2,844,345$ 3,100,866$ 17,041,837$
Surplus Deficit (295,362)$ (184,252)$ (202,934)$ (253,819)$ (293,872)$ (546,421)$ (1,776,660)$
Fund Balance Amt 1,231,317$ 1,047,065$ 844,131$ 590,312$ 296,440$ (249,981)$
Fund Balance %44%38%30%21%10%-8%
Water Fund – What if?
FY 14
Projected FY 15 FY 16 FY 17 FY 18 FY 19 Total
Total revenues, with no
water rate increase 2,503,908$ 2,554,829$ 2,549,998$ 2,551,524$ 2,550,473$ 2,554,445$ 15,265,177$
Total expenses,
with no RTBR 2,799,270$ 2,739,081$ 2,952,932$ 3,205,343$ 3,244,345$ 3,100,866$ 18,041,837$
Surplus Deficit (295,362)$ (184,252)$ (402,934)$ (653,819)$ (693,872)$ (546,421)$ (2,776,660)$
Fund Balance Amt 1,231,317$ 1,047,065$ 644,131$ (9,688)$ (703,560)$ (1,249,981)$
Fund Balance %44%38%22%-30%-21%-40%
Water Fund – What if?
Other options:
Debt
Not advantageous to refinance, and balloon
payments in FY 2020.
Salary and benefits
Total compensation below regional average
Number of employees below regional
average
Operational and contractual costs
Majority is fixed and/or competitively bid
Water Fund – What if?
Other options:
Move Road to Better Roads projects
around
Less economical use of funds
Inefficient road management program
Run out of pavement only roads in 2015
Move fees around
Structural imbalance in both water and
sewer funds
Water Fund – What if?
Other options:
Transfer money into water fund
Violates budgeting principles
Consolidated budget deficits every year
Eliminate Road to Better Roads project
Still have structural deficit and Route 71
watermain relocation to fund
Water Fund
Rate Recommendation
Total water sales is important figure
Three variables
price x usage x customers
Items impacting usage
Price?
Drought
Conservation efforts
Water Fund
Rate Recommendation
If water usage is equal to FY 14 projections each year through FY 19
Rates must go up 15% per year in FY 15, FY 16, and FY 17
Rates would be 0% per year in FY 18 and FY 19
FY 14 was a drought year, resulting in lower usage than normal
More likely scenario is usage will increase moderately, resulting in modest annual total revenue increases
Water Fund
Rate Recommendation
Current rate:
$13.11 bi-monthly up to 350 cubic feet
$2.38 per 100 cubic feet thereafter
FY 15 recommendation:
$14 bi-monthly up to 350 cubic feet
$2.97 per 100 cubic feet thereafter
For average user, results in $10 increase per bi-
monthly billing cycle per month ($60 annual)
For minimum user, results in $1.78 per bi-
monthly billing cycle per month ($11 annual)
Water Fund
Rate Recommendation
Last water rate schedule passed 5
years ago, and included inflationary
increases for 5 years
Specific recommendation is to adopt
a FY 15 rate
Year-by-year summary
Sewer Fund
FY 14
Projected FY 15 FY 16 FY 17 FY 18 FY 19 Total
Total revenues
as proposed 2,367,582$ 2,385,472$ 2,303,329$ 2,342,011$ 2,386,898$ 2,427,376$ 14,212,668$
Total expenses
as proposed 2,569,620$ 3,222,301$ 2,713,026$ 2,735,552$ 2,767,558$ 2,797,871$ 16,805,928$
Surplus Deficit (202,038)$ (836,829)$ (409,697)$ (393,541)$ (380,660)$ (370,495)$ (2,593,260)$
Fund Balance Amt 2,791,294$ 1,954,465$ 1,544,768$ 1,151,227$ 770,567$ 400,072$
Fund Balance %108%61%57%42%28%14%
No capital projects?
Year-by-year summary
Sewer Fund
FY 14
Projected FY 15 FY 16 FY 17 FY 18 FY 19 Total
Total revenues
with no sewer rate increase 2,367,582$ 2,264,287$ 2,263,969$ 2,262,867$ 2,265,981$ 2,262,597$ 13,687,283$
Total expenses
with no RTBR, no vactor truck 2,569,620$ 2,688,304$ 2,513,026$ 2,535,552$ 2,567,558$ 2,597,871$ 15,471,931$
Surplus Deficit (202,038)$ (424,017)$ (249,057)$ (272,685)$ (301,577)$ (335,274)$ (1,784,648)$
Fund Balance Amt 2,791,294$ 2,367,277$ 2,118,220$ 1,845,535$ 1,543,958$ 1,208,684$
Fund Balance %108%88%84%73%60%47%
Vactor truck is 10 years old
Maintenance costs increasing each year
Total breakdown result in
disadvantageous outsourced costs
Road to Better Roads projects
State Street sewer backups
Inflow and infiltration must be addressed
before YBSD hits plant capacity (25,000
residents)
Year-by-year summary
Sewer Fund
Capital projects, but no rate increase?
Year-by-year summary
Sewer Fund
FY 14
Projected FY 15 FY 16 FY 17 FY 18 FY 19 Total
Total revenues
with no sewer rate increase 2,367,582$ 2,264,287$ 2,263,969$ 2,262,867$ 2,265,981$ 2,262,597$ 13,687,283$
Total expenses
with RTBR and vactor truck 2,569,620$ 3,222,301$ 2,713,026$ 2,735,552$ 2,767,558$ 2,797,871$ 16,805,928$
Surplus Deficit (202,038)$ (958,014)$ (449,057)$ (472,685)$ (501,577)$ (535,274)$ (3,118,645)$
Fund Balance Amt 2,791,294$ 1,833,280$ 1,384,223$ 911,538$ 409,961$ (125,313)$
Fund Balance %108%57%51%33%15%-4%
Year-by-year summary
Sewer Fund
Sewer Fund
Rate Recommendation
Total sewer maintenance fees is
important figure
Only two variables – price x customers
No usage variable
Results in relatively predictable revenue
stream
Sewer Fund
Rate Recommendation
Current rate - $18.00 bi-monthly
Proposed rate - $18.54 bi-monthly
3% increase
$3.24 annual increase
Current rate has not been increased since 1998
FY 16 through FY 19
Recommended 3% annual-inflationary increase
Budget has conservative customer growth estimates