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Public Works Minutes 2002 11-25-02 ti e UNITED CITY OF YORKVILLE �� _-wa PUBLIC WORKS COMMITTEE MEETING n PPR(0)VE V °rY MONDAY,NOVEMBER 25, 2002 �'_`� 6:35 PM In Attendance: Alderman Larry Kot City Engineer Joe Wywrot Alderman Joe Besco Public Works Director Eric Dhuse Mayor Prochaska(arrived 7:20 p.m.) Guests: Roxane Griesmann Margie Booth Ken Griesmann Steve Booth Doris Dick Mice Morley APPROVAL AND/OR CORRECTIONS OF MINUTES DATED MONDAY, SEPTEMBER 23, 2002: 1 Eric Dhuse noted that in the last paragraph on page one, "Gonley' pump station, should be Gawne Lane pump station; and, "unknown" expenses should be `unexpected" expenses. It was also noted that Alderwoman Rose Spears did not attend the meeting and her name should be removed from "in attendance". Either Alderman Sticka or Alderman Munns should be listed "in attendance" on the meeting notes. Chairman Kot stated he would clarify the appropriate alderman that was in attendance and bring the correction to the next meeting. The meeting notes were tabled until the December meeting. PRESENTATIONS: None NEW BUSINESS: IEPA PHASE 2 STORM WATER REQUIREMENTS Joe Wywrot stated the EPA has been talking about doing this type of thing for ten years or more. He stated they reached a point where they can do as much as they can with point sources of pollution like sewage treatment plants and industry. It is to the point now where the significant portion of the pollution is still going into the rivers and creeks from non-point sources which would be storm sewers and overland flow. The EPA is going to phase in storm water quality requirements that cities would basically treat the storm water before it goes into the creeks. You don't do that to the level obviously as they do at a sanitary plant; but still you have to do some things. It would be through the incorporation of what is knows as "best management practices". Just detention basins by themselves provide some treatment. Wet basins provide fairly effective treatment of 1 IEPA PHASE 2 STORM WATER REOUIREMENTS (continued) storm water by letting the settles settle out. They have to go somewhere or they go to the bottom of the pond and then they could go on to the rivers. We do not have to comply with these requirements for the time being; but, sooner or later we are going to have to. Either we are going to grow to a high enough in population, or the EPA is just going to lower that population limit until one of those lines crosses the other and then we are in. Joe stated he thinks we should use some of the things regardless. He suggested coming up with a storm sewer map which we don't have right now. It is our infrastructure—we need to know where it all is. We have sub-division and old maps, we need to put them all together into one may. It is a lot more difficult than you might anticipate to do that. It will take a lot of time to do that. It is something that we need to do. Secondly, the Erosion & Sedimentation Ordinance which is on the agenda later on tonight; and, probably adopting some standards in our Subdivision Ordinance to require new developments to incorporate some of these best management practices. We are already encouraging developers to do that. It probably would be a good idea to incorporate them into the ordinance to say not only do we want you to do it; but, say you are going to need to do it. Right now it is only for informational purposes. Joe Besco asked what is the population requirement they have? Joe responded he did not know. He stated he called and they responded we are low enough and we are not in there yet. Joe also stated 10 years ago in was communities in excess of 100,000 in population, then they lowered it to 50,000. Joe indicated that someday we are going to be there and they will send us a letter. Chairman Kot stated that regarding the storm water map we need to have one regardless. Joe Wywrot agreed and stated that for GASB 34 we need it. Also for the Public Works Department — the guys need to know where our stuff is at. We don't have a central data base. Chairman Kot asked Joe Wywrot if he would be putting this in the CAD system. Joe Wywrot agreed. Chairman Kot asked Mr. Wywrot if at the direction of the committee, would he, as time permits start working on that. Mr. Wywrot stated he started working on it about a year ago and it just got away from him. Mr. Wywrot informed the committee they are waiting to receive proposals from consultants to do this. Not only storm sewers but other things that necessary for GASB 34. Mr. Wywrot stated he already has a head start on it and he thinks he knows how he would like the format of the data base to be. He noted we have to review next year's budget to see if we have enough money to get a consultant to start to the work. It is not an inexpensive thing; it is very time consuming. It was agreed this was for information purposes only and does not need to be taken any further at this time. WASTE MANAGEMENT -UPDATE SOUTH ROUTE DATE CHANGE Mike Morley passed out a brief synopsis of what Waste Management is proposing to do as the City of Yorkville continues to grow. They need to access their routes so they could have a balance in terms of number of homes Yorkville has as well as anticipate the 2 WASTE MANAGEMENT -UPDATE SOUTH ROUTE DATE CHANGE (continued) number of homes that will be added. While reviewing the.map, Mr. Morley indicated that the north side of river is generally serviced on Friday and the south side and the downtown area is serviced on Monday and the area south of 126 (Country Hills Subdivision, Wildwood, Fox, Highlands, etc.) is serviced on Tuesday. Waste Management is proposing moving the homes south of the river and east of Route 47 to Tuesday. They are not adding a service day, they are just going to come from this area and go up to the river. If this is okay, they would like to make this change sometime this winter. Perhaps in February or March, before the yard waste season starts. He stated when they change routes, they like to do it in the winter time because they are only switching two routes, not three with the yard waste. This is basically Phase I — about 200 homes or just over 200 homes. It is less than 10% of total Yorkville population. As time progresses, maybe we can think about this next year, and this is a real big maybe — we would like to further divide the City. They would have Monday, Tuesday, Wednesday (the unincorporated area) if the City would annex that it would be folded into that particular service day. Wednesday would be the outlying areas and then Thursday and Friday. There is a possibility that, in the future, they will be adding a service day to Yorkville. This would be down the road and not immediately. Waste Management is asking the City Council consider this change for a February start date. This is so that they can balance our routes and can anticipate some of the growth. They really don't want to be driving around Yorkville at 7:00 p.m. during the summer months. Waste Management spoke with the City staff regarding what the City has on the table ... the City has added quite a few homes and is going to add even more as time progresses and in a effort to make sure Waste Management is operating efficiently and keeping the costs down they would like to balance it so they are out of town by approximately 3:00 p.m. Chairman Kot did not have a problem with the proposal since Waste Management is already collecting on that day. Chairman Kot just requested the residents have enough notice. He stated that February is a possibility if the City Council approves and if the residents have enough notice. If the City is unable to do enough press releases,'March may be the date. Mr. Morley stated that Waste Management would handle all of the communication. He stated they could send a mailer to each one of the residents if they get the addresses. Typically when they do change service days, they will hit the area twice; once on the old day, once on the new day. Anyone that would have garbage out on the old day, Waste Management will tag their cart in this case and remind them that their new day is Tuesday. That is typically how Waste Management handles the route changes. Normally they can get away with servicing an area twice in one week during the winter months. They really cannot do that during the summer (volume) months. The communication to residents would not be a problem for Waste Management. Also, since everyone utilizes the carts in Yorkville, they could even put a door hanger on the handle of the cart. Alderman Besco said that he did not see a problem with this change since it would just help the residents' service since the drivers know their routes better than everybody. 3 WASTE MANAGEMENT -UPDATE SOUTH ROUTE DATE CHANGE (continued) Waste Management wants to make sure that during the course of the week they are not running 16 routes one day, 8 routes another day and 20 routes another a day since this becomes very inefficient to do that. It is not so much the garbage, it is the recycling and how late does the City want them out on the streets. Mr. Morley asked how the recycling cards are working out. He stated more people in Yorkville are utilizing the recycling carts. He stated the program is a success and was at the front end of the recycling carts 6 or 7 years ago. At this time, more communities are interested in this program Plano asked about it several months ago. The leaf pick-up was briefly discussed. Eric Dhuse noted that there were some ideas for the next season. The Committee briefly discussed the future Phase II proposal It was agreed that detailed discussion would be discussed at a later date. This proposed schedule will be discussed at C.O.W. on December 3, 2002. PROPOSED HEARTLAND REGIONAL PUMP STATION—DEUCHLER PROPOSAL FOR PRELIMINARY ENGINEERING SERVICES AND HEARTLAND REGIONAL LIFT STATION-EASEMENT Mr. Wywrot indicated that Agenda Items 3 and 4 "go together" and should be discussed together. Mr. Wywrot reviewed maps with the Committee. He described the current lift stations. When the Heartland lift station was built it was with the thought process that it would be a temporary lift station. The map does call for a larger, permanent lift station to be constructed to serve a larger area. There are some maintenance issues with the Woodworth and Gawne Lane stations. The Heartland lift station is newer and there is not a problem as far as maintenance. Mr. Wywrot indicated that when Heartland was coming in they talked with Richard Marker about the possibility of constructing a lift station at that time. At the time, the property was not for sale and it did not go beyond that point. Mr. Wywrot stated that the City asked Mr. Marker to stub out a sewer to that south property line in anticipation of the day that we might want to talk about it again. That day came a lot sooner that any thought. The proposal from Duechler and Associates to do preliminary engineering on this to come up with a more refined alignment for the sewer that would go from basically the Heartland area and has to be brought down through and cross private properties and then to the lift station sight that probably would be at the base of Bruell Street. Mr. Wywrot talked to Dale Woodworth and Ken Griesmann to see if they were open to the possibility of running the sewers and granting easements across their properties. Mr. Wywrot stated Mr. Woodworth is open to it; 4 PROPOSED HEARTLAND REGIONAL PUMP STATION—DEUCHLER PROPOSAL FOR PRELIMINARY ENGINEERING SERVICES AND HEARTLAND REGIONAL LIFT STATION—EASEMENT (continued) however, nothing is writing has been received. Mr. Wywrot met with Mr. Griesmann twice and his attorney sent a letter with some conditions and concerns that he wanted to have addressed before he would grant an easement. Whether or not Heartland Circle goes ahead now or not, Mr. Wywrot still recommends going with preliminary engineering and easement, because if we don't need it now, we are going to need it later. Mr. Wywrot indicated that if Heartland Circle does not go through now; if we proceed to have some preliminary engineering done and the easements in place and we could say "okay, Mr. developer, we got your out, we know how you are going to be served ...this is what you have to do." Alderman Besco questioned if it all feeds to the King Street sewer. Mr. Wywrot agreed. Alderman Besco questioned if there was going to be a problem and what the capacity was. Mr. Wywrot stated there were issues with capacity on Center Street, on King Street and one further north. Mr. Wywrot indicated Duecher identified that and did some flow monitoring studies when they were looking at the apartment complex proposed by the Jewel. There is capacity for that development, but they are going to have to look at it again because there is another development that is going to fill out that Landmark area that are 3 or 4 unit buildings. The age of the sewers were discussed. It was noted that all of the sewers north of the river dated to the 50's or earlier. Basically they are in pretty good shape. The problem area is the sewers south of the river. Alderman Besco questioned if there was going to be problems with that section with the new lift station as far as capacity. Mr. Wywrot replied "no". Mr. Muse stated that it all goes there now and they would by pass it. He stated that they are collecting it in one central lift station instead of three. It all flows to that line now we would just be collecting it at a central location. Mr. Wyrot stated that when the Heartland Circle was being offered, the City had Deuchler go out and the developer paid for the work to be done. They did full monitoring to actually identify the restriction. It is not a bad restriction, for the design condition — you analyze it for the design condition, and today you would have no problem. The design condition is peak flow during a storm event. The sanitary sewer is not suppose to have storm water in them, but they do get storm water in them. The south side is a problem area. Even on the north side, the flows spike and for that design condition it did indicate an issue there. Deuchler's proposed recommendation is to by-pass that, putting a pump station anyway instead of discharging to a gravity station in one area they recommend taking the force past the problem area with your force feed and it would eliminate the problem for what was currently the restriction. It would not be a restriction anymore because the flow is not going through it anymore it is going to a point further down stream. The proposal from Deucher is to start the engineering work on it. Mr. Wywrot recommends that if the City proceeds with this project that it would be a City-funded project that the City should control. The City should design the station, determine where it goes, and to what standards it is built. 5 PROPOSED HEARTLAND REGIONAL PUMP STATION—DEUCHLER PROPOSAL FOR PRELIMINARY ENGINEERING SERVICES AND HEARTLAND REGIONAL LIFT STATION—EASEMENT (continued) Heartland Circle, if it is built would need to pay it's portion of the share. There is a substantial amount of money that the City would have to come up with to fill the gap. Chairman Kot discussed if the $20,000 cost for the preliminary engineering was in the budget. Mr. Wywrot does not estimate it would be that much but that is the estimate Deuchler gave the City. Mr. Wywrot stated he would have to discuss with City Administrator Graff if there were enough funds in the budget for this. He also stated if there were enough funds that he would recommend we do it. The easement and the letter from Mr. Stephen Krentz' attorney was discussed. Mr. Wywrot indicated some requests were easy to accommodate; and other items (replacement of the fence on the west property line; and the widening and seal coating of a portion of Qunicy Lane) the City Council would have to be aware of and discuss. These items could be city expenditure or a developer expenditure. If Heartland Circle proceeds in it's current form, the terms of the annexation agreement have been placed in shape and Mr. Wyrot does not know if it would be appropriate to add another item in at this late time. Mr. Griesmann stated if Heartland Circle does go it, something has to be done with Qunicy Lane. It cannot be treated just as a driveway. There are 20 houses that live on that driveway and each has two cars. Yes it is a driveway, but it is-more of a street. As narrow as it is, the only portion we want widened is Spring Street south where it makes a 900 bend with the dumpsters in that comer. Mr. Griesmann does not want a 30 ft. road there because there is a row of trees they want to save. Tree removal was discussed. Mr. Wyrot stated that there would probably be more than a few trees that would have to be removed because they cannot go to the west side, they have to go to the east and north sides. Mr. Griesmann agrees. Re-grading or filling in of the ditch was discussed. Alderman Besco questioned if the City would be responsible for that portion of the road. Mr. Wywrot anticipated it would continue to be a private road privately maintained after the improvement to it is made. Mr. Griesmann questioned the fence. He requested some type of separation between the Woodworth property and his property because the neighborhood kids keep on coming over. Mr. Griesmann posted no trespassing signs and they keep ripping them down. Mr. Wywrot stated there was no description of the fence and asked Mr. Griesmann if he was looking at a 4-foot fence or a 6-foot fence. Mr. Griesmann indicated he was only looking for wooden posts with wire mesh, an old farm fence not a 6 ft. high fence. Chairman Kot recommended these items return to the December 2002 Public Works Committee Meeting after the Heartland Circle vote on November 26, and to see if funds are available in the budget. 6 EASTERN FOX RIVER CROSSING FEASIBILITY STUDY This item was tabled until the Mayor arrives. SEPTEMBER AND OCTOBER 2002 WATER REPORTS, METER INSTALLS, BILLING UPDATE FOR 10/31/02 WATER BILL , Mr. Dhuse passed out a revised September water report. The reports were discussed. Alderman Besco questioned the large amount of new meters purchased due to the meters getting old. A lot of meters get rebuild rather than replaced with new meters because it is a lot cheaper. The amount of meters to be rebuild/replaced in the future were discussed. The meter reports will be issued monthly for update purposes. The water reports will be discussed at C.O.W. on December 3, 2002. CANNONBALL TRAIL PAVEMENT STRIPING Discussion regarding invoice number 01416021300 (Asphalt Pavement Rehabilitation) Mr. Wyrot stated that at Cannonball Estates on Faxon Road called for two left turn lanes to go in northbound on Cannonball and it turned out terrible. The design should not have been approved. The best corrective option was to basically re-stripe the road. The work has been done. The bidding, cost (approx. $3,100), funding and public safety was discussed. The Committee recommended the invoice go directly to the invoice bill list. DOWNTOWN SNOW REMOVAL Eric Dhuse explained his November 7, 2002 memorandum regarding removing snow from the front of downtown businesses located on Route 47. He prepared the memorandum at Mayor Prochaska's request since the Mayor received several complaints from the business owners. The Committee discussed if it was fair to remove snow from only the Route 47 businesses. The City and State plowing procedures and equipment utilized were discussed. The Committee agreed that they would continue to clean the ridge the same way they did last year, if further complaints arise, it will return to the Committee for further discussion. 7 SNOW PLAN UPDATE The Committee discussed the current snow plan route listed on the updated map Mr. Dhuse prepared. Snow fences in open areas were discussed. It was determined that snow fences were not required. The plan will continue to be updated as new streets are developed. This plan will be discussed during C.O.W. on December 3, 2002 as an update EASTERN FOX RIVER CROSSING FEASIBILITY STUDY Mayor Prochaska explained that Smith Engineering would conduct a feasibility study to determine if there is a centerline for the river crossing. There may be grant dollars available for the actual engineering; however, before applying for the grant dollars a feasibility study for getting across the river has to be made. This crossing would assist our traffic problems and commercial development. There is approximately $20,000 left from the transportation study that could be applied to this study. The possible locations of where it crosses the river were discussed. The feasibility of the crossing was discussed as well as the public safety concern having another crossing available. Mayor Prochaska stated he will ask City Administrator Tony Graff and Finance Director Traci Pleckham to look at the availability of funds for this study. This study will be discussed during C.O.W. on December 3, 2002. SAFETY POLICIES Mr. Dhuse stated that the Public Works Department already does practice the policies; however, according to the Illinois Department of Labor the procedures must be put into policy form. Chairman Kot asked if there were any items that we needed to correct or update. Mr. Dhuse indicated we may have to update some of our equipment and we must keep current on our equipment (outdated respirator filters, etc.). Training is updated during the winter during the slower season. All licenses are current. Insurance agent informed Mr. Dhuse we need to have it on record for insurance purposes. This item will be discussed during C.O.W. on December 3, 2002. 8 AGREEMENT BETWEEN YORKVILLE-BRISTOL SANITARY DISTRICT & UNITED CITY OF YORKVILLE Mayor Prochaska explained that this agreement is dealing with the Blackberry Creek interceptor. This agreement is what the YBSD is proposing. During the November 18`h meeting, Deuchler met with the Design Conservation Forum group and reviewed the draft of their summary. Based on that Deuchler's recommendation now to the YBSD is to adopt Option 6. Based on the report, Deuchler's is of the opinion they would not receive approval from IPEA to run the interceptor up Blackberry Creek. YBSD has requested Deuchler to get preliminary information (topographical maps, utility easements, etc.) for looking at that engineering. The YBSD stated that if they are going to adopt Option 6 they want this agreement with the City. They are requesting that they would have the responsibility for the construction and maintenance of all interceptors 18". or larger. The City will own the lift stations. It was noted the lift stations is the only thing that ever needs maintenance and it connects two of the YBSD's lines. Current and future fees collected by YBSD were discussed. It was noted that the City would be reimbursed as the YBSD collects the infrastructure fees. New developments that would be included in that line were discussed. Mr. Dhuse questioned why the City would want to own anything that would connect into their lines. It was his opinion YBSD own the lines as well as the lift station. The maintenance cost was discussed in detail. Committee discussed infrastructure fees, reimbursement and recommended having Attorney Kramer review the Committee's concerns and advise. The Committee discussed the depth of the line for the new Option. Mr. Wywrot explained there will be some disruption in the Countryside Parkway area due to the trench being lower to accommodate the pipe size. The new location near the retirement center was also discussed. This agreement will be discussed during C.O.W. on December 3, 2002, if Attorney Kramer's response is received. CANNONBALL ESTATES PHASE I—LETTER OF CREDIT REDUCTION AND CANNONBALL ESTATES PHASE H—LETTER OF CREDIT REDUCTION Mr. Wywrot discussed the specific items and costs outlined in his memorandums regarding letters or credit reduction for Cannonball Estates. Committee recommended the letters be approved. These letters will be discussed during C.O.W. on December 3, 2002. 9 OLD BUSINESS: PROPOSED SOIL EROSION & SEDIMENTATION NOTE: The recording tape ran out. Some of the initial discussion was not taped. The proposed Erosion and Sedimentation Control Ordinance was discussed. It will add cost to do this. It is something that is not enforced, however, it is required in the NIPC ordinance. This would allow us to enforce it. Mr. Wywrot stated it is necessary to have an Erosion and Sedimentation Control plan. This will get protection of sensitive areas, and getting storm water basins put in and stabilized. Mr. Dhuse discussed cleaning up of the roads and streets during construction. Other municipality ordinances were discussed. Mr. Wywrot recommended adopting an ordinance similar to the Village of Montgomery's ordinance. Committee recommended this document be prepared in a rough draft form for the United City of Yorkville. This ordinance will be discussed during C.O.W. on December 3, 2002, based on Attorney Kramer's review. SNOW BIRD POLICY UPDATE Tabled until next meeting scheduled for December 2002. SANITARY SYSTEM OVERVIEW Tabled until next meeting scheduled for December 2002. ADDITIONAL BUSINESS: IPEA—INSPECTION OF OUR WATER SUPPLY Mayor Prochaska received an inspection report from IPEA that listed items the City has to respond to within 45 days. Mr. Dhuse stated they were correcting the items listed. SKIDSTEER PURCHASE Mr. Dhuse discussed his memorandum regarding purchasing a new skidsteer, the proposals received as well as the budgeted line item that contains the funds for this equipment. The specific areas this equipment will be used, the order date and delivery 10 SKIDSTEER PURCHASE (continued) date, based on City Council approval was discussed. Committee recommended this item go to C.O.W. This skidsteer purchase will be discussed during C.O.W. on December 3, 2002. TRAFFIC LIGHT AT ROUTE 47 AND COUNTRYSIDE PARKWAY Chairman Kot had a concern regarding the traffic light at Route 47 and Countryside Parkway. He stated cars would sit at the light and there would not be any traffic waiting in the turning lane but there would still be a green arrow. Mr. Wywrot explained that it is a temporary signal that is a timed program that does not consider if anyone is sitting at the traffic light or not, it will give a left-hand turn signal. This signal does not depend on movement on the pavement. The only thing that could be done is strike a good median between rush hours and times of day when it is not busy. Two of the four mast arms are going to stay and two are not. Committee also discussed Center Parkway and Route 34 as another stalled area. GAME FARM ROAD TRAFFIC LIGHT Chairman Kot asked about the status of the Game Farm traffic light: Mr. Wywrot indicated everything is ordered and should be in within the next four weeks. This should be operation by late January or early February. CHRISTMAS LIGHTS Chairman complimented the staff on the Christmas lights and decorations around town and especially around the gazebo in the park. The snowman previously located on the water tower will no longer be placed there. SANTA TURNS THE LIGHTS ON THE CHRISTMAS TREE Mayor Prochaska informed the committee that Santa will assist in turning on the lights on the City Christmas Tree on December 6, 2002. RESCHEDULED PUBLIC WORKS MEETING Chairman Kot announced that the next meeting is scheduled for December 23, 2002. Meeting adjourned at 8:35 p.m. Minutes respectively submitted by: Cherese Spears 11