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Public Works Minutes 2003 12-23-02 REVISED 2-25-03 Page 1 of 4 UNITED CITY OF YORKVILLE O O D O PUBLIC WORKS COMMITTEE MEETING MONDAY,DECEMBER 23,2003L 6:30 P.M. In Attendance: Alderman Larry Kot Alderman Joe Besco City Engineer Joe Wywrot Public Works Director Eric Dhuse Guests: Residents Ken and Roxane Greismann APPROVAL/CORRECTION OF MINUTES JUNE 24,2002 AND AUGUST 26, 2002 These minutes were approved. NEW BUSINESS: CANNONBALL HILL—LETTER OF CREDIT REDUCTION#3 City Engineer Joe Wywrot stated that this subdivision is completely built out and that there are no vacant lots. He said that Alan Norton had requested the letter of credit be reduced. There was a change in policy to reduce the letter of credit prior to acceptance to 15%. That would reduce it to $82,000. He said that they were unable to accept the punch list because Mr. Norton had not completed it,but felt that the reduction was appropriate. This item will go to COW on January 7, 2003. FOX HILL SUBDIVISION ACCEPTANCE Mr. Wywrot stated that he had received several letters from Paul Dresden in early December requesting acceptance of Units 1,2, 3, 4, 6, and the Rt. 34 Improvements. Mr. Wywrot said that he had gone and checked on the punch lists for these units and found that they were not completed. He recommended not accepting anything until these punch lists are completed. Mr. Wywrot said there was a verbal agreement between Mr. Dresden and JT about Mr. Dresden helping to supply the labor for the B-boxes in Unit 3. Mr. Dresden is now stating in his letter that he feels that it is not their responsibility at all. It has never been the responsibility of the City. It would only be the City's responsibility after we would accept maintenance. Alderman Besco stated that until the punch list is complete, the City should never replace a B-box unless it is something of the City's doing. Mr. Wywrot said that there are no letters of credit for Units 1 and 3, and that they had expired years ago. There are letters of credit of the other units. Page 2 of 4 REVISED 2-25-03 Mayor Prochaska suggested checking what legal options would the City have to this problem. Mr.Wywrot suggested that if the City Council feels the developer is responsible for B- boxes, we could hire out a contractor to fix the B-boxes and pay him,but send the bill to Mr. Dresden. Alderman Besco suggested getting an opinion from Attorney Dan Kramer. This item will go to COW on January 7, 2003. HEARTLAND PROFESSIONAL BUILDING PLAT OF EASEMENT Mr. Wywrot stated that there are easements needed for a water main, ingress and egress, and also for a sidewalk easement along McHugh Rd. Mr. Wywrot said that he has reviewed this revised plan and suggests approval. This item will go to COW on January 7, 2003. METER COSTS Public Works Director Eric Dhuse stated that it is time to update the costs to update the meters. See attached. With the new developments coming in, it will help pay for 1 for every 5 meters. This will be included on the building permit. He said that right now we are losing money on some of the outdated meters. Mayor Prochaska suggested getting an opinion from Attorney Kramer to verify things would be fine legally. Mr. Dhuse will write a memo to Attorney Kramer for his opinion. This item will go to COW on January 7, 2003. ENGINEERING AGREEMENT—COUNTRYSIDE INTERCEPTOR This item pertains to the memo submitted by Mr. Wywrot about the engineering agreement with Walter E. Deuchler Associates Inc. See attached. Mr. Wywrot stated that the costs are 2 times as much and salaries are 10%more than with the agreement at Blackberry Creek, with costs running to $390,000. He said that engineering costs are reimbursable from YBSD. Mayor Prochaska suggesting talking with the YBSD to see if this would also cover the costs for the design. Mr. Wywrot will speak to Ralph Fister of YBSD to verify this agreement. This item will go to COW on January 7, 2003. Page 3 of 4 REVISED 2-25-03 YORKVILLE—BRISTOL SANITARY DISTRICT AGREEMENT—RADIUM COMPLIANCE Mayor Prochaska stated that Attorney Roy Harsch has put together an agreement to help make the YBSD more comfortable with a less expensive design. See attached. Mayor Prochaska pointed out that the radium increases in sludge costs would go to the City. There was also an issue with Class A sludge,which is considered a high quality sludge with low radium, and if it could be sold as fertilizer. It was pointed out that Fox Metro accepts these kinds of wastes, and that they lease it out to farms for land supply. Any costs of disposing the sludge would go to the City. This item will go to COW on January 7, 2003. OLD BUSINESS: PROPOSED HEARTLAND REGIONAL PUMP STATION—DEUCHLER PROPOSAL FOR PRELIMINARY ENGINEERING SERVICES City Engineer Joe Wywrot stated that there is language in the annexation agreement with Heartland, that if the City proceeds with the construction of the regional interceptor that Heartland will pay their fair amount of the bill. Mr. Wywrot felt it would be a very good move to proceed with this project. In order to build the lift station there, two easements would be needed from Dale Woodworth and Mr. and Mrs. Greismann. Mr. Wywrot said that they have met with an attorney to discuss the proceedings of the easements. Mr. and Mrs. Greismann responded with a letter stating their concerns and what they would like to see happen with the conditions and the terms of the easement agreement. Mr. Greismann expressed his concerns about how it might effect the creek bed and trees in the area. Mr. Wywrot said that he would call Mr. Greismann and would make plans to walk the area of where the easement will take place and go over the details of it's order. Mr. Greismann asked if the City builds the sewer, are the residents still responsible for the maintenance of the road. Mr. Wywrot said yes,the residents of Quincy Lane would take over the responsibility for it because it is a private road. Mr. Wywrot recommended getting the easement. Quinsey Lane would be widened for a distance of about 1,000 feet. The price would cost about$15,000 to widen the lane. The committee agreed. This item will go to COW on January 7, 2003. HEARTLAND LIFT STATION EASEMENTS This item pertains to a proposal from Deuchler Engineering to do preliminary engineering and alignment along both the Griesmann and Woodsworth properties. The proposal listed a budgeted amount. Mr. Wywrot said that if the plans to do the easements Page 4 of 4 REVISED 2-25-03 Y go through, then it would make sense to get the preliminary engineering and cost estimates. Once the estimates are in then they could make the decision whether to proceed or not. Mr. Dhuse commented that it would help Public Works out by eliminating outdated lift stations and upgrading some and eventually put in one central lift station location. Mayor Prochaska asked how much money would they receive from Heartland to proceed with this project. Mr. Wywrot said that in the Development Agreement with Richard Marker is they would pay their proportionate share based on PE loading. The agreement is with Heartland Circle not Heartland in Yorkville. This item will go to COW on January 7,2003. ADDITIONAL BUSINESS: TRAFFIC SIGNAL MAST ARMS (ROUTE 34 1GAME FARM ROAD) Alderman Joe Besco asked about the progress of the mast arms. Mr. Wywrot said that he had spoken with the company in Joliet and that they had been shipped out but would call him when they should be in. DEVELOPERS ADVERTISEMENT SIGNS Mayor Prochaska pointed out that the developer signs along the right of way side of the roads looks cluttered. He suggested checking with the building code. Alderman Besco said he would like to see something done about that. Mr. Dhuse said that he would talk to Bill Dettmer about the problem. Meeting adjourned at 7:50. Minutes by Theresa Brady. Revisions by Jackie Milschewski, City Clerk UNITED CITY OF YORKVII.LLE PUBLIC WORKS COMMITTEE MEETING MONDAY,DECEMBER 23,2003 6:30 P.M. In Attendance: Alderman Larry Kot Alderman Joe Besco City Engineer Joe Wywrot Public Works Director Eric Dhuse Guests: Residents Ken and Roxane Greismann APPROVAL/CORRECTION OF MINUTES JUNE 24.2002 AND AUGUST 26.2002 These minutes were approved. NEW BUSINESS: CANNON HILL—LETTER OF CREDIT REDUCTION#3 City Engineer Joe Wywrot stated that this subdivision is completely built out and that there are no vacant lots.He said that Alan Norton had requested the letter of credit.There was a change in policy to reduce the letter of credit prior to acceptance to 15%.That would reduce it to$82,000.He said that they were unable to accept the punch list because Mr.Norton had not completed it,but felt that the reduction was appropriate. This item will go to COW on January 7,2003. FOX HILL SUBDIVISION ACCEPTANCE Mr. Wywrot stated that he had received several letters from Paul Dresden in early December requesting acceptance of Units 1,2,3,4,6,and the Rt. 34 Improvements.Mr.Wywrot said that he had gone and checked on the punch lists for these units and found that they were not completed.He recommended not accepting anything until these punch lists are completed.Mr. Wywrot said there was a verbal agreement between Mr.Dresden and JT about Mr.Dresden supplying the labor,materials,and landscaping for the B- boxes in Unit 3.Mr.Dresden is now stating in his letter that he feels that it is not their responsibility at all. It has never been the responsibility of the City. It would only be the City's responsibility after we would accept maintenance. Alderman Besco stated that until the punch list is complete,the City should never replace a B-box unless it is something of the City's doing. Mr. Wywrot said that there are no letters of credit for Units 1 and 2,and that they had expired years ago. There are letters of credit of the other units. Mayor Prochaska suggested checking what legal options would the City have to this problem. Mr.Wywrot suggested hiring out a contractor to fix the B-boxes and pay him,but send the bill to Mr. Dresden. If he doesn't pay the bill,then we do not have to sign the final plat. Alderman Besco suggested getting an opinion from Attorney Dan Kramer. This item will go to COW on January 7,2003. HEARTLAND PROFESSIONAL BUILDING PLAT OF EASEMENT Mr. Wywrot stated that there are easements needed for a water main,ingress and egress,and also for a sidewalk easement along McHugh Rd. Mr.Wywrot said that he has reviewed this revised plan and suggests approval. This item will go to COW on January 7,2003. METER COSTS Public Works Director Eric Dhuse stated that it is time to update the costs to update the meters. See attached. With the new developments coming in,it will help pay for 1 for every 5 meters.This will be included on the building permit. He said that right now we are losing money on some of the outdated meters. Mayor Prochaska suggested getting an opinion from Attorney Kramer to verify things would be fine legally. Mr.Dhuse will write a memo to Attorney Kramer for his opinion. This item will go to COW on January 7,2003. ENGINEERING AGREEMENT—COUNTRYSIDE INTERCEPTOR This item pertains to the memo submitted by Mr. Wywrot about the engineering agreement with Walter E. Deuchler Associates Inc. See attached. Mr. Wywrot stated that the costs are 12 times as much and salaries are 101/6 more than with the agreement at Blackberry Creek,with costs running to$390,000.He said that engineering costs are reimbursable from YBSD. Mayor Prochaska suggesting talking with the YBSD to see if this would also cover the costs for the design. Mr.Wywrot will speak to Ralph Fister of YBSD to verify this agreement. This item will go to COW on January 7,2003. YORKVILLE—BRISTOL SANITARY DISTRICT AGREEMENT—RADIUM COMPLIANCE Mayor Prochaska stated that Attorney Roy Harsch has put together an agreement to help make the YBSD more comfortable with a less expensive design. See attached. Mayor Prochaska pointed out that the radium increases in sludge costs would go to the City.There was also an issue with Class A sludge,which is considered a high quality sludge with low radium,and if it could be sold as fertilizer.It was pointed out that Fox Metro accepts these kinds of wastes,and that they lease it out to farms for land supply. Any costs of disposing the sludge would go to the City. This item will go to COW on January 7,2003. OLD BUSINESS: PROPOSED HEARTLAND REGIONAL PUMP STATION—DEUCHLER PROPOSAL FOR PRELIMINARY ENGINEERING SERVICES City Engineer Joe Wywrot stated that there is language in the annexation agreement with Heartland,that if the City proceeds with the construction of the regional interceptor that Heartland will pay their fair amount of the bill. Mr.Wywrot felt it would be a very good move to proceed with this project. In order to build the lift station there,two easements would be needed from Dale Woodsworth and Mr.and Mrs. Greismann.Mr. Wywrot said that they have met with an attorney to discuss the proceedings of the easements.Mr.and Mrs.Greismann responded with a letter stating their concerns and what they would like to see happen with the conditions and the terms of the easement agreement. See attached. Mr. Greismann expressed his concerns about how it might effect the creek bed and trees in the area. Mr. Wywrot said that he would call Mr. Greismann and would make plans to walk the area of where the easement will take place and go over the details of it's order. Mr. Greismann asked if the City builds the easement,are the residents still responsible for the maintenance of the road.Mr. Wywrot said yes,the residents of Quincy Lane would take over the responsibility for it because it is a private road. Mr. Wywrot recommended getting the easement. The easement would be widened to 1,000 feet. The price would cost$15,000 to widen the easement.The committee agreed. This item will go to COW on January 7,2003. HEARTLAND LIFT STATION EASEMENTS This item pertains to a proposal from Deuchler Engineering to do preliminary engineering and alignment along both the Griesmann and Woodsworth properties. The proposal listed a budgeted amount.Mr. Wywrot said that if the plans to do the easements go through,then it would make sense to get the Preliminary engineering and cost estimates. Once the estimates are in then they could make the decision whether to proceed or not. Mr.Dhuse commented that it would help Public Works out by eliminating outdated lift stations and upgrading some and eventually put in one central lift station location. Mayor Prochaska asked how much money would they receive from Heartland to proceed with this project. Mr. Wywrot said that in the Development Agreement with Richard Marker is they would pay their proportionate share based on PE loading. The agreement is with Heartland Circle not Heartland. This item will go to COW on January 7,2003. ADDITIONAL BUSINESS: RAILROAD MAST ARMS Alderman Joe Besco asked about the progress of the mast arms. Mr. Wywrot said that he had spoken with the company in Joliet and that they had been shipped out but would call him when they should be in. DEVELOPERS PROPAGANDA SIGNS Mayor Prochaska pointed out that the developer signs along the right of way side of the roads looks cluttered.He suggested checking with the building code. Alderman Besco said he would like to see something done about that. Mr.Dhuse said that he would talk to Bill Deitmer about the problem. Mr. Wywrot felt it was a violation of code and suggesting ceasing them until the developers come to retrieve them. Meeting adjourned at 7:50. Minutes by Theresa Brady.