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Public Works Minutes 2002 07-22-02 1 UNITED CITY OF YORKVILLE F PUBLIC WORKS COMMITTEE MEETING b a --- I- MONDAY,JULY 22,20021 °I• d3' a 6:30 P.M. In Attendance: Alderman Larry Kot Alderman Joe Besco Alderwoman Rose Spears Public Works Director Eric Dhuse City Engineer Joe Wywrot Guests: None PRESENTATIONS• None APPR VAUCORRECTIONS OF MINUTES: None NEW BUSINESS: May and June Water Reports Alderman Kot asked Public Works Director Eric Dhuse about the water main leak on Fox and if the City would get reimbursed. The total amount of water lost was 130,000 gallons.Mr.Dhuse said that they will be billing Boreing Company for the whole repair on it.The cost of the water lost was$1,300.Alderman Kot wanted to see the City get reimbursed for that.Mr.Dhuse said that he would let the company know but also said that Boreing knew they were at fault for it,and were willing to pay for it. This item will go to COW on August 6,2002. White Oak Unit 4 Letter of Credit City Engineer Joe Wywrot stated that this is just an FYI in that they did get a notification of the White Oak Unit 4. There is a letter of credit in place and the bank has bank has notified us that it is due to expire in November.They did put another punch list together for them and they are actively doing.They have just put the service course down.He said he has spoken with them and they are both looking to have this finaled out and accepted.He suggested that at the COW meeting they should ask Attorney Dan Kramer to have the clerk send money to the bank in case they should not have the punch list complete by November. This item will go to COW on August 6,2002. Sidewalk Replacement—135 E.Van Emmon Mr.Wywrot stated that Linzie Coffey had approached them last year and he was asking to have his side of sidewalk replaced on Heustis St.It wasn't in the budget last year to that,but Mr.Coffey replaced it himself. He is now asking if the City could reimburse him for that.Mr.Wywrot said that since Mr.Coffey acted out as general contractor that it was less expensive than it would have been with a City-wide contractor. Alderman Kot asked when the job was actually completed.Mr.Wywrot said that the concrete was delivered on November 6,2001 of last fiscal year.Alderman Kot asked if this is this something we can take care of financially. Mr.Wywrot said that he did factor this cost into what is being spent on sidewalk expenses and recommends reimbursing Mr.Coffey. The committee decided to process payment to Mr. Coffey. Fox Street Sidewalk Update Alderman Kot stated that one street they identified to be replaced for safety concerns was Fox Street.There are plans to extend it from Main to McKeaver's parking lot.He said that they did get a call from resident Michael Cope who lives right next to there.His concern was that if a sidewalk is put in there that he would loose part of his driveway and be forced to park outside the sidewalk and therefore would be violating the City Parking Ordinance prohibiting that.Alderman Kot asked if there would be enough room to place the 2 sidewalk in between where two cars might go.Mr. Wywrot said that there are limitations of how far you can go with that. The driveway is two cars wide but he has two cars and a company truck and his son visits and also would need to park his car.Alderman Sticka pointed out that if there are as many cars parked there that they could be blocking off pedestrian access making pedestrians walk in the street to get around that. Mr.Wywrot said that probably happens at certain times. If we replace one problem we may be creating another problem. Alderman Kot asked where they would lay the sidewalk.Mr. Wywrot said it wouldn't be a straight section,they were planning to meander around some trees,bushes and a catch basin. Then they cannot get passed the retaining wall at McKeavor's parking lot so they will need to meander around that and somewhat into the street.With people tending to want to walk more over towards McKeavor's it is a more logical to place it on that side of the street.Alderman Sticka commented that it was the place to put a pedestrian walkway because it is a busy street at a busy intersection with people that go to those businesses. Alderman Kot suggested trying to lay the sidewalk between the two parked cars at the Cope residents. Mr. Wywrot said they would try to do that.The most important thing is to get people off from the street. Other Sidewalk Issues Mr.Wywrot reported that sidewalk was torn out of the southwest corner of State Street and Washington. He said that they had plans to do the sidewalks at the key-way at northwest corner of State Street and Washington.He said across the street on the south west corner there was a section of walk that was almost not there it was mostly grass,then there was a portion of sidewalk there that was in need of being replaced. He said that the contractor ripped out the entire frontage on State Street because there were big X marks that said remove. The City did not put those markings there. They asked both the contractor and the resident if they had marked the area,and they said they did not. Also among the markings someone wrote gas which could mean it might have been Nicor who made the markings.The residents are refurbishing the house so Nicor could be putting in gas for that.The curb and sidewalk are all gone and the residents will be getting a new sidewalk for free. The contractor has a spread-sheet that says the southwest corner of State and Washington for a repair.He only assumed that because the area was marked all the way down,that it all went.The contractors spread—sheet also said it was for coverage of 50 square feet. The area they took out was almost 250 square feet.Mr.Wywrot suggested that because the contractor acted in good faith that they should go ahead and replace the sidewalk and pay the contractor.Alderman Kot thought that they should speak again to the contractor and ask if he could compensate for part of the costs. ComEd Utility Pole Replacement Mr.Dhuse stated that in the east alley of Bridge Street behind Smith Engineering there is a utility pole that they would like to relocate. The pole has been hit many times because of its location in the parking lot. He has the easement assessment documents to do that but there is a cost issue that is unknown for now.ComEd will not re-hook because of power lines that feed to the area buildings.He said that the City would have to cover the costs for the project. ComEd would however take care of another pole.Mr.Wywrot said that they would have to enter into a customer work agreement to do that.W.Muse thought that costs could run up to$1,000 maybe more.He felt this issue would be coming back a couple of times between getting the final easements and costs. This item will go to COW on August 6,2002. Purchase of Sand Separator for Well#3 Mr.Muse reported that down at Well 3 near the Pump House there is a sand separator that sets on the well. It separates the sand from the water.It is beginning to get a pit hole,which is allowing some of the sand to go through.They have had to weld it once already,but they don't want to have to shut it down because it keeps sand out of the mains.He has another one picked out.They would need to do the plumbing,take it out and put the new one it.Alderman Sticka asked how old the old separator was.Mr.Dhuse said it was 12 years old. The company that will be making the new separator is doing us a favor by making it in the same design as the old one. This item will go to COW on August 6,2002. 3 Amending Ordinance Regarding Compensatory Storage Mr.Wywrot stated that this is an ordinance that is requiring compensatory storage that a developer would need to divide.In other words if a developer wanted to fill in any natural flood planes,he would have to compensate by building another one in the area.Mr.Wywrot said that EEI has looked at the draft for it and they are fine with it. This item will go to COW on August 6,2002. Fox Road Safety Study Alderman Kot stated that this item was discussed at Public Safety.He said that based on Smith Engineering's Survey they would like to see this project moving ahead. This would include putting up signs,reflective markers and increasing shoulder widths.Mr. Kot said that increasing shoulder widths would be costly and though it may be short term,it might not happen right away.It is not in the budget for this year. Mr.Dhuse thought they would be able to do the reflective pavement markings,the signage,and the chevrons.There will also be some tree trimming associated with that. Alderman Kot suggested asking resident Tom Lindblom to work with them on the tree trimming as he has a tree that needs trimming. Alderman Sticka felt that by trimming back trees and opening the areas up that it might encourage people to speed. Alderman Kot thought that it would be in the City's best interest to go ahead with the project for possible safety and liability issues. Since the City hired someone to do the Fox Road Safety Study then they are obligated to it.Alderman Sticka felt that the company that did the study is probably not experts at traffic counting and that if it were up to him that he would hire someone that is an expert at traffic counting. Mr.Dhuse said that they will start with the signage but will wait to hear from Tom to see how much the reflective markers will cost.He also pointed out that the chevron signs are expensive and that kids might try to steal them.It is something that the City should be aware of and watchful.Alderman Kot asked if anything would be done on Kennedy Road.W.Wywrot said that the Safety Committee felt they should do nothing on Kennedy Road because it's not within the City limits. Chief Martin sent a memo to Jim Heinz with a report on that but hasn't received a reply.Alderman Kot said he would bring the issue up again at the Public Safety meeting on July 25,2002. This item will go to COW on August 6,2002. Street Naming Ordinance Alderman Kot stated that the Human Resource Commission has been working on this issue for some time now and recently came up with a draft. See attached.Alderman Kot said that he has reviewed it and commented that his original thought was to go with more of historical theme.He said that the Human Resource Commission took it in a broader sense. They came up with more of a street naming ordinancetresolution.He suggested that they read over the draft and for the committee to give their input on it.He said though it is fine in its current format he felt it should probably be focused more on the historical aspect. One item he didn't like was under section 1-D.He felt that a 20%of historical names should be used.He said that the commission would probably come up with the appropriate list but will also be looking for community input on this.If a person brings a name to the list and it meets the criteria then that might be added to the list.Mr.Wywrot asked if they had discussed having names other than prominent people such as landmarks or India Tribes. Alderman Kot read from the draft that it could be names of individuals,families, or companies. Alderman Besco thought that should add other things of significance. Alderman Kot stated that any name could be added as long as it meets to the criteria of contributing to the historical heritage of this area.He thought they should add a waiver to allow with the consent of the City Council.Mr.Wywrot asked they had intended for this to be an ordinance or a resolution.He felt that most developers would gladly name a street that the City Council would ask. Alderman Sticka said that they have spoken with some developers and they are marketing people to come up with themes such as nautical or other. Some of the names on the list might not fall into their themes. Alderman Besco suggested adding to the draft that the City Council strongly requires developers to pick 201/6 of the names from the list unless otherwise determined by the City Council.Mr. Wywrot stated with regards to 2-B on the first page of the draft that it was an issue that he had proposed something like this at the last update to the Subdivision Ordinance.He said that Mayor Prochaska was particularly opposed to it and felt that he didn't want to limit a developer's creativity by formalizing the suffix treatment.Alderman Sticka agreed to remove the policy 4 of the suffixes.Mr. Wywrot suggested also adding that the names shall be reserved when requested of and locked in at time of Preliminary Plan of Approval. The Preliminary Plan of Approval is good for one year. Alderman Sticka suggested taking out the part where emphasizes avoiding using hyphenated names. The committee agreed.Alderman Kot said that once this ordinance goes he would like to see ceremonies and commemorations from family members whom are related to the historical figure. This item will go to COW on August 6,2002. Proposed Trail from Existing Heartland Subdivision to Jewel Store Mr.Wywrot stated that Clayton Marker had called him about two months ago and said he would like to build a sidewalk or trail along Market Place Dr.extended between Landmark and McHugh Rd.He said that Heartland is already obligated to build the sidewalk along the East Side of McHugh Rd.and John Tucker from Jewel has built one along the north side of Market Place Rd.That would connect them together.Mr. Wywrot said that he thought that was fine but that the new apartment complex coming in should actually pay for it.He suggested that he wait to do that.Alderman Sticka said that only thing right now is that it is a pedestrian way. Alderman Besco said that if a sidewalk were built there right now it would get destroyed during the construction. Mr. Wywrot said the developers for the apartment complex would do the full right way improvement with curbs,gutters,street-lights,sidewalks,trees,and the whole works.He suggested to Mr.Marker to wait on building any sidewalks now for that reason.He could suggest that they put in asphalt right now knowing that there will be no recapture and it will be torn out when its time to build the actual sidewalks.Alderman Kot suggested getting back with Mr.Marker and suggest that to him.Mr.Wywrot said he would do that. The committee will wait to send this to COW until they hear an affirmative response. OLD BUSINESS: Preliminary Engineering for 2002 Road Program Alderman Kot said that he had put together a list of streets that he thought should go on the street list to be considered.Mr. Wywrot went out and did the same thing from an engineering stand-point and came up with his own list. The results are listed. See attached.Mr.Wywrot said he looked at the project with middle-criteria of 3 ideals. It was road width of 20 ft.with some sort of a drainage system in place and the pavement in some sort of fair shape.He felt that they could take Mill Street off the list because that road is to be funded with the FAU project which is 75%Federal dollars. Somonauk Rd. is involved with the same funding. It might not happen next year but it will be within the near future.He said that Hydraulic could be taken off because that will built new when the interceptor is put in. Alderman Besco said that Kendall Rd. is probably in need of reclamite.Mr.Wywrot said that a micro-paved street could not be reclamited.He said he didn't put it on the list because it met with his criteria.He mentioned that a section of VanEmmon and State Street are in terrible disrepair and need attention. Alderman Kot said that one of the streets not mentioned in Mr.Wywrot's list was Orange Street.He felt it was a street that gets a lot of traffic and use during the school year and thought it should be one to add to the list.Mr.Wywrot said that he felt that it met his criteria of streets.Alderman Kot said he would like to see if the engineering company they choose to go with would be able to come up with a cost estimate for the streets that need to be fixed to be able to move along with the project.Mr.Wywrot said that the committee would need to tell them which streets they want them to look at. Some of the streets mentioned by the committee:VanEmmon to Morgan and State Street;Madison through Jefferson;Heustis Street to Fox and Hydraulic;Colton because of the drainage problems;the dead ends of Fox and Washington;Liberty,Center and Mill Street.W. Wywrot suggested that the committee compose a lists of streets that they want Smith Engineering to look at get their recommendation and what the cost would be.W.Dhuse said that he would put State Street and Morgan on the top of the list because it has been held off for 3 years now and the road is in bad shape. Also in lower Morgan there are drainage issues and they do not know where the drainage tile is located.Mr. Wywrot mentioned that Adams Street is another street to look into. Alderman Sticka pointed out that they would need to keep in mind streets that might need water main work done.Mr.Wywrot said that that would be part of the Preliminary Engineering done by Smith. The committee will put together a list for Smith Engineering of the streets they would like to see work done on. 5 ADDITIONAL BUSINESS: Street Markings Update Alderman Sticka stated that he rceived a call from resident Elden Madden and he noticed that the wide stripe at the end of Main Street is gone.Mr.Madden claimed that he nearly had an accident there.Mr. Sticka felt that stop bars needed to be put in there.Alderman Kot asked if there is any policy in regards to where the City put in the stop bars.Mr.Dhuse said it is like the crosswalks,they try to do them when they need it but are sometimes forgotten about when they become faded.Mr.Dhuse does remember a stop bar being there at one time. It is something that can be taken care of now. Somonauk Street Crosswalk Update Mr.Dhuse stated that this project usually gets done 2 weeks before school starts.Alderman Kot asked if they had plans to widen it. The problem was that motorists weren't stopping for the kids there because they said that the kids were not inside the crosswalk. Alderman Kot thought they ought to take a look into adding a couple of feet of asphalt to the crosswalk on both sides of the road,and striping it.He would like to see this done before school starts.Mr.Dhuse said he would look into it. Parking Restrictions Update Alderman Kot said that this item would need to be brought back to Public Safety before it should be discussed with this committee.He said he would need to speak with Alderman Mike Anderson and get some information regarding the police report. This item will be brought back at the next Public Works meeting on August 26,2002. Water Ban Update Mr.Dhuse stated that the Water Ban is working out well and people seem to be complying with it.In one day they saved about 275,000 gallons of water. EEI/Compensatory Storage Mr.Wywrot stated from the ordinance handed out that the storm owner storage shall be independent of the major watercourses.It will allow the design of storage water into segue watercourse.He said that in regards to the Rob Roy interceptor flood plain that it is an ideal situations where there is a flood plain at one elevation and the property drain to a basin that is higher up and then discharges into the creek above the 100 year flood level.That is something they should strive toward.The other scenarios would be put the detention in the flood fringe area partially or totally underneath the 100-year flood level. It could create problems because without the detention the creek could flow back into the pond.He wanted to make the committee aware that this is what the standard is. Street Updates and Fox Industrial Park Mr.Wywrot said that it has been a slow time lately with the Fox Industrial Park.They are waiting for the curbs to cure out but had to have 2 special frames and grates that had to be cast in Alabama.They should have them in a couple of days. That will allow them to finish the curb work out then they could start putting in pavement sometime next week. They are continuing to work on streetlights and topsoil and also are starting to clean things up. They will not be done with it until this fall because they have plans to plant grass and trees.As far as pavement, swiping and signage,they should be done sometime in August.He said that Walnut Street was paved today. The next step is to do ditch draining and some landscaping. ]DOT Bid Mr.Wywrot said that this is in regards to the IDOT bid for the new water tower.He said that a water main would need to be built to get to it. At least for the resolution he would like to send this to COW. This item will be sent to COW on August 6,2002. White Oak Unite 4 Update 6 Mr. Wywrot stated that they did get the get the service course down in Unit 4 in White Oak.He said that they have plans to do a cracking project and a reclamite project this year. They will be doing White Oak Units 1,2,and 3.He would like to expand that to do crack filling and reclamite for it as well. Alderman Kot asked if there was enough in the budget to cover that.Mr.Wywrot said he thinks there might be. Once they get tickets in from Walnut Street they might be able to make that determination.If the money is there,he will speak with Administrator Tony Graff.The work could start the week of August 5,2002.The projects could be done before the next Public Works meeting on August 26,2002.Alderman Kot asked if this would be a modified expenditure.Mr.Wywrot said it would be.He suggested taking a look at the punch list to White Oak Letter of Credit.It basically covered a short list of landscaping to be done in the eyebrows of the streets.Alderman Kot felt that since they would be making changes to the list that would be a good idea to make sure things are done legally.He suggested calling Attorney Kramer to make sure things are done procedurally. Meeting adjourned at 8:30 Minutes by Theresa Brady