Public Works Minutes 2002 08-26-02 Page 1 ofd,
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PUBLIC WORKS MEETING
MONDAY,AUGUST 26,2002 ARM
6:30 F.M. t O -N%•O a
In Attendance:
Alderman Larry Kot Alderman Richard Sticka
Alderman Marty Munns b%Pw�to{` ov p�bl►�,v-ao�l�s r.c_D1��sQ.
APPROVAL OF MINUTES
There were no minutes handed out at this meeting.
NEW BUSINESS:
Woodworth Estates Phase 3—Acceptance of Public Improvements
These plans will move ahead contingent upon getting street rights worked out. Public Works
Director Eric Dhuse said that the street name signs have been ordered and will be put up just as
soon as they come in.They also need to be paid for. Alderman Larry Kot asked how long it
would be until the Com Ed gets the streetlights working properly.Mr. Dhuse said it would be
about 6 weeks.
The committee agreed to approve of this project.
This item will be sent to COW on September 3,2002.
Prairie Gardens—Letter of Credit Reduction#3
This committee found no reason to dispute the numbers on this item,it will be sent to COW on
September 3,2002.
Cannonball Trail Estates Phase 1—Letter of Credit Reduction#3
The committee found no reason to dispute this item,it will be seat to COW on September 3,
2002.
Cannonball Estates Phase 2—Letter of Credit Reduction#2
There were no objections with this item,it will be sent to COW on September 3,2002.
Fox Hill Unit 3 Pond
Mr. Dhuse stated that the pond wall is stable but is not a great design and is not easy to maintain.
It is located near Diel Farm Rd. City Engineer Joe Wywrot will be making some repairs on it and
the Home Owners Association have agreed to will do landscaping. The developers would not take
responsibility for it, so the Home-Owners Association are willing to step in and take care of it.
They have only asked if the City would take off the flared end section and extend it with some
pipe.It would only take one day to do it.
The committee approved to go ahead with this project.
Public Works Mid—Year Budget Adjustment List
Alderman Marty Munns asked if it was agreed that the new Parks Director would get a car.
Alderman Kot said that there was a discussion that a car would be available for her but he doesn't
know which vehicle it would be.Alderman Munns pointed out that the Park already has a van for
that and doesn't see any reason to purchase another one. Alderman Sticka said that it wasn't a
Public Works issue.
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Public Works Director Eric Dhuse stated that he is putting together a list to bring to a meeting
next month with Alderwoman Rose Spears.He said that they would need some personnel for
support staff and he will also need someone directly under him to allow him to be able to get his
job done. This person will be part—time. The title would be called Assistant Public Works
Director.This person's job would be to go out in the field and over see jobs and to make sure
things are being taken care of.This would allow Mr.Dhuse to get more office work done.
Alderman Kot asked if there was enough money to cover those items in the budget.Mr.Dhuse
said that it is yet to be determined but he should now by October when all the numbers are in. The
committee felt that provided with it fitting in with the budget,that it could be approved. Mr.
Dhuse will make out a job description and take it to Administrator Tony Graff and Attomey Dan
Kramer to look over. From there it will be sent to the Labor Attorney. Alderman Kot said that he
agreed with Alderman Munns with this idea. It is good planning for the coming City growth. It
would also be good to have a person there to fill in for Mr.Dhuse when he goes on vacation.
Alderman Kot asked Mr. Dhuse what he would like to see come first on the Mid-Year Budget.
Mr. Dhuse said he would like to see the secretary position filled first and then assistant position
second. Mr. Dhuse said that they are in the process of getting a job description for the part-time
secretary position. This person will be answering phones, filing, organizing and some typing.
The committee decided to push the part-time secretary position up to priority. If there is enough
money in the budget then they will bring in the Assistant position in the next Fiscal Year. Mr.
Dhuse mentioned that Joe Wywrot has plans to add the Locator/Inspector position to the budget
also. He said that the Budget Grounds issue is not a priority now but will be in the future. With all
of the remodeling to come with the Library and Beecher Center,there would need to be someone
there to keep on top of that. A janitorial position is also mentioned in the list. Alderman Kot said
that if plans are made with job descriptions and salary ranges for these positions,they could
possibly throw these items on the table for the next budget. Alderman Sticka asked to what would
these positions be listed under. Mr.Dhuse said they could be listed under the wing of Public
Works or Administration. Mr.Dhuse said that he would begin taking a look into the job
descriptions and then go over it with Administrator Tony Graff. Alderman Kot asked why they
would need the use of a truck as opposed to a car. Mr. Dhuse said that they would be serving two
jobs at once with the trucks,one to do the reads on the meters and then to do pick up work. With
a car they can not haul garbage,haul a trailer and mower,or throw weed eaters in the back of it
He said that they did price them out at Terry's Lincoln Mercury and they priced out to$14,500
for a full size 2003 Ford V-6 automatic. All of it would be a State purchase. Alderman Kot said
he would like to see the Public Works Department get one now. Mr. Dhuse said that Finance
Director Traci Pleckam is looking into last year's audit to see where it was left off at. Alderman
Kot felt that the secretary position and one pick up truck should be top priorities and Mould be
brought to Administration. Mr. Dhuse also mentioned the last paragraph in his memo. He said
that the current facility has been added onto several times and with the possibility of big growth
coming they could run into some problems. Alderman Kot asked if there another facility were to
be built,if the current facility would be needed. Mr. Dhuse said it would be used for full storage.
As the town grows we will need all the storage we can get.This would be storage for specialty
equipment that is not used very often and other types of equipment. Alderma Sticka said there are
some preparations that will need to take place for planning of future growth.He suggested asking
the developers for help with this new Public Works facility. Alderman Kot agreed with the idea
and added that it will be needed with the coming of growth just as the schools and parks. These
are issues that will need to come up in future Staff and Planning Council meetings.
This item will go to the next Administration meeting on September 16,2002.
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_ OLD BUSINESS:
White Oak Unit 4—Letter of Credit
The memo for this item was not in the packet.This item will go to COW on September 3,2002.
Preliminary Engineering for 2002 Road Program with Revised Smith Proposal
Alderman Kot said that this cover's the old streets that they wanted it to.He said he would be
very pleased,if they could get the financing,to see some of the streets done.Mr.Dhuse said that
they will get the Engineering done now but the actual construction won't begin until spring of
2003.They will be doing soil borings and will be giving their recommendations based on all the
criteria.
This item will be sent to COW on September 3,2002.
2002 Crack Filling Program—Update
Alderman Kot stated that in this memo there were plans to do some crack filling in White Oak
when they originally hadn't plan to do it there. It is also over the budgeted amount. He asked if it
could be held off until next year. Mr. Dhuse felt that holding off one more year wouldn't hurt.
Alderman Kot pointed out that though the memo shows they are$11,000 in the good,would they
still have plans to borrow some money. Mr. Dhuse said that they are looking reallocate$14,000
from other sources primarily the$20,000 from the Road Study.This has not gone through to
COW yet and there might still be some items they will want to throw in there also.The decision
would have to be based on where the money is most needed and if the roads can be held off until
next year. Mr. Dhuse suggested taking a look at Unit 1 in White Oaks and then discussing it with
Mr.Wywrot at the next COW meeting.
This item will be sent to COW on September 3,2002.
ADDITIONAL BUSINESS
Bike Trails at Fog Hill
Alderman Munns stated that Dresdan has not cut the grass at the bike trails in Fox Hill and it has
been over a month. He said he would also like to see them plant seed in the fall.
Ordinance to Ban Over-Night Parking
Alderman Kot stated that this item was discussed at the last Public Safety committee and they felt
that this should be pushed forward to COW for consideration. It doesn't prohibit parking at all
times,but it is a step in the right direction.The key to it will be the reinforcement and getting the
cars out of the way so the plows can get through.Alderman Kot wanted this committee to have
the opportunity to look this item over and bring any comments to COW on September 3,2002.
Meeting adjourned at 7:35 p.m.
Minutes by Theresa Brady