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Public Works Minutes 2014 08-19-14Page 1 of 4 APPROVED 9/16/14 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, August 19, 2014, 6:00pm Yorkville City Hall, Conference Room 800 Game Farm Road IN ATTENDANCE: Committee Members Chairman Diane Teeling Alderman Larry Kot Alderman Jackie Milschewski Alderman Ken Koch Other City Officials City Administrator Bart Olson Engineer Brad Sanderson, EEI Other Guests: David & Stephanie Lopez, Greenbriar Suzanne & Chuck Schultz, Greenbriar Kristopher Lackey, Whispering Meadows Dana Windsor The meeting was called to order at 6:00pm by Chairman Diane Teeling Citizen Comments: Resident David Lopez spoke about the naturalized basin at Greenbriar and referred to the letter he received from the City. The letter said the basin would reduce the mosquito population and control the geese. Mr. Lopez said there are very few mosquitoes at this time. He thinks the mosquitoes would increase since there would be low maintenance. He said property values would decrease and the rat population could grow. Mr. Lopez said the pond was fine last year when the area received six inches of rain and he does not know why the City wants to spend $30,000 for the negative results he noted. Mr. Olson replied that Mr. Dhuse and Mr. Sanderson had done some research showing that mosquitoes will actually decrease since the pond is bio-diverse and will attract animals that eat the larvae. He said he has no research on property values. Mr. Olson said the pond has not been maintained and is not healthy without the naturalization. The lack of action could promote algae blooms or a non-healthy eco-system. If there is enough silt, it would diminish the stormwater basin volume or obstruct an outlet. Mr. Lopez asked if there is any other solution without naturalizing. There are other solutions, however, Page 2 of 4 they are more expensive. Alderman Koch pointed out that the Sunflower pond has already failed and it flows into the Greenbriar pond, as well as Prairie Gardens flowing into Greenbriar. Mr. Olson also said geese do not like tall grass that would occur with naturalization. Mr. Lopez suggested erecting a “fake coyote” to control the geese, which has been done successfully. In another matter, Mr. Kristopher Lackey of Whispering Meadows spoke about the parking situation and restrictions on Alan Dale Lane. He said he understood the City was going to put parking restrictions in place near the park since it is a safety issue. Mr. Lackey presented two photos of cars parked on both sides of the street near the park and also a letter written by residents William and Jennifer Bradford who live near the park. They are also in favor of the restrictions. The Bradfords stated that emergency vehicles and cars cannot get through when cars are parked on both sides. The photos and their letter will become a permanent part of the minutes. Previous Meeting Minutes: July 15, 2014 The minutes were approved as presented. New Business: 1. PW 2014-58 Water Department Reports for May and June 2014 There were no comments. 2. PW 2014-59 Baseline Road Improvements Engineering Agreement with EEI Mr. Olson said this engineering agreement will include everything from spec design to a road deck survey and construction for the bridge located just west of Rt. 47 at Rt. 30. Mr. Olson said there is $50,000 in the budget for the entire project and the deck work is expected to be about $30,000 to $50,000. The agreement is $28,000 and the sub-consultant cost is $17,000. When the deck survey is completed, the City will have a more accurate cost. The budgeted amount is less than the estimated cost of the work and a budget estimate may be needed at that time, said Mr. Olson. Alderman Kot asked when this project would start. A start date will be determined after the bridge study and estimation of costs, but is hoped to be in this FY. Mr. Sanderson said the rating of this structure has dropped significantly and the poor condition of the deck is one of the major issues. He said chunks of concrete are missing on the deck and rebar is visible. If not repaired quickly, the City could be forced to close it. The committee recommended moving forward with this and it moves to the consent agenda. 3. PW 2014-60 2014 MFT Bid Award Bids were taken for projects on the Road to Better Roads with some overlays on a few streets. Some crack sealing is needed to extend the road life and striping is needed for safety. Bids came in 17% higher than anticipated due to contractors being busy and the cost of asphalt is also much higher. The options are: 1) award full contract price, 2) award full price and do change orders down to the budgeted amounts or 3) discard the bids. It was agreed to move forward with the full price due to the poor condition of the streets involved. Mr. Sanderson also recommended earlier bids next year. Mr. Olson said there is money in the capital budget even with the higher bids. If the City chose not to go forward with the project, winter damage could occur, resulting in an amount similar to the extra cost upfront. Water gets in cracks, then freezes and does more damage. Mr. Koch added the City is already collecting fees and this action shows repairs are being done. It will move to the consent agenda. 4. PW 2014-61 Walsh Drive Drainage Improvements – Bid Award Page 3 of 4 Mr. Sanderson said bids were recently taken for the storm sewer only. Public Works will perform some grading, tree removal and shaping of the swale. Remedies will include an open cut involving a larger culvert and increasing the size of the inlet/outlet pipe. Mr. Sanderson said the water will flow underneath Walsh Drive and be re-channeled to the pond. Low bidder at $105,989 was Len Cox of Crest Hill. The work will be done this construction season if the project is approved. Alderman Kot asked the City to notify residents by letter that the problem is being fixed. Committee members recommended bid acceptance and this matter will move to the consent agenda. 5. PW 2014-62 Sunflower/Greenbriar Pond Naturalization – Bid Award Bids were structured to allow for the Sunflower project only or for a combination. Encap of DeKalb was the low bidder and has done similar work for the City. The bid for Sunflower only, was $66,060 and a combo price was $96,843.50. The Sunflower costs will be recaptured from their SSA. The work would start this fall if approved with some work being done in the spring. There is a 3-year maintenance program to establish the plantings. Once the plantings are fully grown, there should be no major maintenance. Ms. Teeling asked who had determined the pond had failed. The City had hired a consultant and determined there were water quality issues that caused the failure. Alderman Koch asked what the price would be for dredging. It would be about $110,000. Mr. Sanderson said sediment has filled the basin and that dredging is not necessary for the stormwater management, but water quality may deteriorate. There will also be a gradual drop-off for safety. Mr. Olson said the recommendation is to do both projects. Sunflower requires no City Council vote, but Greenbriar would require a vote and then a budget amendment since it's not in the budget. The committee gave the entire project a favorable recommendation to move forward, noting that the Council had already indicated that both projects needed to be done. This moves to consent agenda. 6. PW 2014-63 Raintree Village Units 4, 5 and 6 – Completion of Improvements – Encap Proposal This is for a portion of the infrastructure since the City has taken over part of the SSA bonds for basin corrections. It's a no-bid award to Encap and these improvement costs will come from bond money. The ponds are naturalized, but have not been maintained for several years. This moves to consent agenda. 7. PW 2014-64 Route 34 – Western Section Trail Locations Mr. Olson said this is a long-range planning discussion for Rt. 34 improvements and trail locations that need to be determined. Currently, the trail is on the north side of the road except for the portion between Cannonball Trail and Center Parkway. He said the City recommends this portion be moved to the north side. Alderman Milschewski said having it on the south side would place it nearer to the high school, but she added that if it's on the north side, it would require kids to cross Rt. 34 to get to school. This item moves to the consent agenda. 8. PW 2014-65 Caledonia Subdivision - Update The committee had previously discussed pulling the letter of credit, however, the developer has completed some underground work and a contractor has been hired for concrete and asphalt. All work should be completed this construction season. No further action. Old Business: 1. PW2014-56 Blackberry Woods Subdivision Improvement Status - Update The contractor has removed some damaged curb and underground work is being planned. Page 4 of 4 2. PW 2014-37 Parking Restrictions in Windett Ridge Subdivision Letters were sent to residents adjacent to the area of the parking restrictions and no negative responses were received. Mr. Olson recommended approval of the permanent restrictions on the NE side of Windett Ridge Drive. He noted that the previously suggested city-wide restrictions have not been reviewed yet. This item will move to the consent agenda. 3. CC 2014-59 Parking Restrictions in Whispering Meadows Mr. Olson noted that no previous comments had been received regarding these restrictions, other than the comments presented by Mr. Lackey at this meeting. Alderman Kot noted that the overriding factor is emergency vehicle access. The committee gave this item a positive recommendation and it moves to the Council consent agenda. 4. CC 2014-60 Parking Restrictions near Cannonball Ridge Park These restrictions involve three roadways near the park and Mr. Olson said one resident voiced opposition saying he felt pedestrians crossing the street would be worse than insuring the fire hydrants were clear. However, the City felt having the hydrants clear of parking took precedence. Alderman Koch asked that more parking be available in newer parks, however, he is aware the park cost would be higher. He also asked about the land south of Blackberry Shores, but that is slated for townhomes. This item moves to the consent agenda. Additional Business: Since school starts soon, Alderman Kot asked about the Rt. 47 construction areas with concern for students crossing Rt. 47. Crossing guards will be in place and several intersections will be involved with Somonauk being of great concern. Alderman Koch also noted that with the additional lanes, extra caution is needed when pulling out. The south side was discussed and all concrete and sidewalk work is expected to be completed this season as well as cleanup. Alderman Milschewski asked about the trail that is to be along Rt. 47 and this should be completed soon as well. Ms. Teeling asked for a report at City Council from Mr. Sanderson regarding the overall progress. The information will also be placed on Facebook. Mr. Kot inquired about the State Street sewer project and asked if notices would be sent to residents. A meeting will be held soon regarding State St. and other streets and schedules will be provided. Fliers will then be handed out and a press release will be written. Ms. Milschewski said the street name is still in the tiles on Heustis/Orange and she asked if they would be preserved. Mr. Sanderson will remind Mr. Dhuse to retrieve them. A significant dip is still noticeable in the road on State between Washington and Orange. Mr. Kot asked to have it fixed and Mr. Dhuse will be notified. Lightning detectors were discussed and it was noted the downtown detector is not working. Repairs have been attempted by the contractor. There was no further business and the meeting was adjourned at 7:00pm. Minutes respectfully transcribed by Marlys Young