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Public Works Minutes 2002 05-20-02 1 UNITED CITY OF YORKVILLE O PUBLIC WORKS COMMITTEE MEETING d 0 D D ''MONDAY,MAY 20,2002 6:30 P.M. —�j`�v� �•ay.d1 In Attendance: Alderman Larry Kot Alderwoman Rich Sticka Alderman Joe Besco Mayor Art Prochaska Public Works Director Eric Dhuse Guests: City Engineer Joe Wywrot Resident WM Nukulski Resident Steve Walters WM Nakulsld,3420 Cannonball Trail-Parkway Tree Damage Mr.Nakulski had made the complaint to the committee that within the past 3 years salt that had been poured onto Cannonball Trail in the winter was the cause for half a dozen of his Evergreen trees dying. Alderman Rich Sticka asked Mr.Nakulski if the trees were newly planted. Mr. Nakulski said that 18 were planted about 5 years ago and that the rest have probably been there for around 20 years. Public Works Director Eric Dhuse commented that he did not see any dying grass in that area. Mayor Prochaska said that by looking at the pictures of the dead trees and where they are located that it did appear to be something coming from the road. Mr. Dhuse said that salt could be pushed up in the area from the road. Alderman Joe Besco commented that the salt and calcium chloride kills grass and the grass around the trees is obviously not dead. Mr.Nakulski said that he did have a degree of dead grass there too. Alderman Sticka asked if there were any other places in that area that might have had trees die as a result from the salt.Mr. Dhuse said no. Alderman Besco asked Mr. Nakulski if the trees have showed any re-growth. Mr. Nakulski said no. Alderman Kot said that he would like to hear what Morton Arboretum would have to say about the matter. Mayor Prochaska asked Mr. Dhuse to look into what was used in the salt mix so they could see if it was different from what might have been used in the past.Mr.Nakulski commented that it could have been that too much was used.Mayor Prochaska said that just because there was a surplus this year does not mean that it is wasted,but is saved for the following year.Alderman Sticks asked Mr.Nakulski if it would be all right if the City came to take a sample of the dead trees to be observed by Morton Arboretum.They will be able to tell what killed the trees. Mr. Wywrot suggested taking the entire tree to be examined. Mr. Nakulski said they were welcomed to do so. Alderman.Kot said that after they hear of the results from Morton then they get in contact with Mr.NakulskL MENARD'S LEXINGTON CIRCLE STORM SEWER Mr.Walters said that he came to the meeting to get an update about the storm sewer line going down Lexington Cr. City Engineer Joe Wywrot said that the issue there is that the initial design would drain into the north pond at Blackberry Creek and then to take through Lexington Cr. He said that because of an existing gas line,they would be taking it on the outside of the curve instead of the inside. Mr. Walters asked if it was possible to tie into the sewer pipes from his residence. Mr. Dhuse said because Mr. Walters is not actually a resident that it could be a policy issue. Alderman Kot asked Mr. Walters if he was planning to do the work of tying into the drain himself. Mr. Walters said that he would and explained how he would do it. Alderman Besco asked if any other residents want to tie into the line.Mr. Walters said no;he was the only one. Alderman Kot asked how has the City dealt with these situations in the past. Mayor Prochaska said that they have had people sign an Annexation Agreement. He suggested that they do the same for this. Alderman Kot asked Mr. Walters if he was fine with signing an Annexation Agreement. Mr. 2 Walters said that he would be. He also said that he wasn't implying that he wanted to be treated special,but only wanted to know if he could tap into the line if he needed to. Alderman Besco asked if there would be any legal costs to that. Mayor Prochaska said that they would need to talk to Attorney Kramer about that He also suggested having the attorney write out an agreement that says if a person should want to tie into the line,that they would have specific guidelines and also would need to sign an Annexation Agreement. Mr. Walters said that he has some landscaping in that area and should he take a picture of it as reference. Alderman Sticka told him yes to do that. Mr. Walters also asked if the Sanitary Interceptor that runs east and west of Lexington Circle were to be put in,would the City be bringing water with that. Mayor Prochaska said that the Sanitary Interceptor would actually be a Sanitary Project, and doubts it. If the city would run a water main it would probably run along Kennedy Rd. This item will go to Attorney Kramer who will write up the Annexation Agreement for Mr. Walters. This item will also go to the Committee of the Whole to be reviewed on June 4th. APPROVAL/CORRECTION OF MINUTES:MARCH 25,2002&APRIL 22,2002 There was only one correction to be made on the March 25th minutes. Alderman Tony Graff should be changed to Administrator Tony Graff. Other than the one correction the minutes were approved. FOX INDUSTRIAL PARK-CHANGE ORDER#1 City Engineer Joe Wywrot reported that this is a zero dollar Change Order that only changes the stone gradation from sand to open graded crushed limestone. He said that it was the preference and request of the contractor. Approval was given by the committee to go through with this request. This item will go to COW on June 4th. Rt.34/GAME FARM ROAD BID SCHEDULE Mr. Wywrot reported that they are close to getting approval from IDOT of the plans. He said they would like to set a bid schedule so they could build this as quickly as possible. He also said that it didn't seem likely that it would be operational before school starts. Alderman Kot asked Mr. Wywrot if this is like the same problem with Countryside and Rt.47 where it took a very long time to get the traffic lights installed.Mr. Wywrot said that the mast arms are custom made and it takes a while for that. Mayor Prochaska asked what was taking so long to get this project going. Mr.Wywrot explained that the plans were submitted to IDOT,they came back asking them to interconnect with Center parkway and Rt. 34,which they are paying 93%for that. He said that Smith had to go back and re-design the change and then they had to re-submit and now IDOT is reviewing it and they are waiting to hear back from them. Mayor Prochaska said he would like to get approval to at least order the equipment. He went on to say that they were told by IDOT ahead of time that they were going to approve this project and felt there is no reason that they couldn't get the long lead item. Mr. Wywrot said that the contractor who gets the bid is the one who is supposed to order the materials. He said that just as soon as they award the contract they could tell the contractor to go ahead and order that material. Even at that it is typically around 60 days before they can get the mast arms. Alderman Larry Kot asked if they could some how accelerate the schedule after we receive the bids. Mr.Wywrot said that our own ordinance requires a 15-day bidding period. Alderman Kot said that it was fine that they go with the bid periods and they open bids on May 1st. Mr. Wywrot suggested taking it to the City Council on May 25th. Alderman Kot agreed and commented that it would cut off some time. Mr. Wywrot said that it would be saving about 2 weeks. Mr. Wywrot commented that the project still wouldn't be done before school starts 3 but it would be closer. The committee agreed to this idea. Mayor Prochaska added that we would definitely want the prep work done by the time school starts. Mr. Wywrot said that it would.They have already talked to Com Ed about where the power will be coming from. Mayor Prochaska asked why couldn't they just order the mast arms themselves. Mr. Wywrot explained that the way the contract is written is to supply and install a certain item. If you separate them it could pose certain risks. It has always been that the contractor supplies and installs the material. He also said that they could ask IDOT to expedite the plans,however they still need to get shop drawings from the contractor and IDOT would have to give their approval on those. After that then the material could be ordered. Mr. Wywrot said that he would make the necessary calls in the morning to push the project along. After this project is approved then it will go to COW. RT.34 PLAN APPROVAL Mayor Prochaska asked Mr. Wywrot how the other Rt. 34 plans were going. Mr. Wywrot said that IDOT is asking us to improve the plan for widening Rt.34 from 800 ft. East to Rt.47 to Tumor Rd.That is a project they are going to be building this summer.He said they need the committee to officially approve the plans. Alderman Sticka asked how many lanes would they widen it. Mr. Wywrot said that it be widened by 3 lanes. It would run from Rt.47 to and past Tuma Rd.then tie into a 34ane cross section that Menard's is going to build.This project also includes a traffic signal at McHugh.The only other thing that might be noticed is near the American.Legion where they will be cutting down the asphalt driveway apron.Brick will be placed in the area to distinguish the parking area from the non-parking area. KENNEDY ROAD/FOX ROAD STUDY Alderman Kot brought to attention the Kennedy Rd./Fox Rd. study. He said that he wanted to make sure that the study had initiated out of Public Safety,but wanted the committee to look at it. He thought that it should go back to Public Safety for further review.This item will be on this Thursday's Public Safety meeting's agenda. MONTLY WATER REPORTS-MARCH&APRIL 2002 Eric Dhuse reported that there was nothing out of the ordinary. He said that the numbers looked a little big from a lot of water pumping by the hydra-pumps. Alderman Kot asked about the situation they had at Rt.47 and Fox Rd.Mr.Dhuse said though it was a private company that caused the damage,the City had to take responsibility for it because they had given the okay to go ahead with the process.They never expected there to be water at 7ft. into the ground in which they had dug.The incident took place in front of Speedway on Rt.47. Alderman Kot asked if it was the City's responsibility to repair the asphalt that was damaged. Mr. Dhuse said that they have a blacktop company in line to repair the asphalt as soon as the ground has settled. This item will be sent to COW. PROPOSED STORM WATER DETENTION ORDINANCE Mr. Wywrot asked for this item to be tabled until he could go over it with more detail. RIVER'S EDGE PHASE U-LETTER OF CREDIT REDUCTION The contractor wants to talk with the developer and record their final plan with the final phase at River's Edge. They did establish their line of credit for the full amount and they are asking for a reduction.He said that he had looked at the numbers and they all look good, so he is 4 recommending a reduction. He said that he was satisfied with the work and that they have been very cooperative and he would like to have a good working relationship with them. This item will be sent to COW. PARKWAY TREES-REMOVAL/REPLACEMENT Alderman Kot asked by what means would this project be done. It was said that the idea was to remove and replace the dead trees with one of the trees from the list that was provided by the City. Mr. Dhuse asked if the committee liked the idea then would they want to inform and present it to COW.He said it would be like a cost-share policy. Alderman Kot felt that it wouldn't make sense to plant a tree where the new watermain might go through. He asked if it was a new process and if people generally plant a tree and not look for reimbursement. Mr. Dhuse said yes and most of them just want the tree out and do not want to plant a new one. Mr.Dhuse said that it is not in the budget to do it,and that they are already using up all the money available to remove the dead trees.He felt they did not have the resources to plant new trees.but it is something they could look into for next year. Alderman Besco said he had no problem putting this item on the back burner. Alderman Sticka said that it seemed silly for the City to be paying for something that the City really doesn't want to.He also said that the City isn't fighting anyone who wants to put in their own trees,but that the list is there for them to use. Alderman Kot agreed with Alderman Besco about putting it aside for now and maybe taking a look at it again in about 6 months. MENARD'S BOND REDUCTION#1 Mr. Wywrot said that there was nothing in the packet on this subject because Menard's did not get the information we needed to us or to put a recommendation together.He said the issue is that the developer is supposed to provide a bond or letter of credit. We are to sign off on the plat and allow it to be recorded. The bond for Menard's is going to be$9,500,000.00. Menard's was uncomfortable with bonding for that high amount. They wanted to know if they could bond for a lesser amount. Mr. Wywrot said that the City has done that in the past with other developers. Menard's just needs to substantiate the work that they've done,then we would need to take a look at the plan and make sure that's okay before they could proceed What they have agreed to establish a bond within 45 days and that it would be for a reduced amount,then with the reduction that the committee would have approved and then sent to COW and City Council in June. He said they called and called Menard's with regards to the bond but they could not be reached. He suggested still sending this on to COW and hope they could get the information by then. Alderman Sticks asked if there was any leverage. Mr. Wywrot said that the plat was their leverage and since it has already been recorded that it is gone.Alderman Kot asked how did the plat get recorded without a bond. Mr. Wywrot said that they asked us based on the strength of their letter and that their corporate attorney signed that they would do this. It is something that we have done before but it is not the best policy. It's a good faith gesture. Alderman Kot also suggested for this to go to COW and to keep the pressure on Menard's to come forward with the bond. Mr. Wywrot was concerned that Menard's might drag their feet on this until some type of bond will be recorded for a lesser amount. A reduced bond would be fine as long as it is within the 45 days. This item will go to the June 4th COW meeting. YORKVILLE MARKETPLACE-REQUEST FOR ACCEPTANCE Mr. Wywrot reported that they are waiting for a Final Acceptance. Their general contractor is working hard to get everything done. One issue that needs to be resolved is a letter from Ace Hardware. They are complaining about some draining issues that is a perception on their part.It is 5 on the list for John Donohue to address and to resolve those issues with Ace. The issues involve Tucker's manhole and that it is a few inches too high. Alderman Kot felt that it should be between Tucker and Ace, and Mr. Wywrot agreed and said that they should write them a letter telling them so. Alderman Kot said that if we recommend approval contingent upon the punch list being completed,it will still need to be review by our staff to our satisfaction. Mr. Wywrot recommended that once the punch list is finished then it could go on to the Committee of the Whole to a date to be determined. The committee agreed to this idea. BID OPENING OF 6-WHEELER Eric Dhuse reported that they did have a bid. He said it was over their minimum and it was $3,307. Alderman Kot asked if it was paid off to move it quickly. Mr. Muse said yes,that if maybe they would have advertised a little more that they could have probably made a little more but that they did get a good bid.For the future though they will take on different advertisement. This item will be on the May 21st COW meeting. PUBLIC SIDEWALK- 1024 INDEPENDENCE BLVD. Mr. Wywrot reported that the walk needed to be extended to a depressed curb that needs to be out in. He said that there are 3 other locations,which also need depressed curbs and sidewalks. Resident Mrs.Tumwalt agreed to put in a sidewalk. Alderman Sticka asked if everything had been done properly would the City have caught that the depressions needed to be put in. Mr. Wywrot said yes. He said it would be a good idea to clean the area up and prep it for the future.Alderman Kot asked if this would be a total of$800. Mr. Wywrot said that it would and it is part of the annual Sidewalk Replacement.The cutting of the curbs would also be coming out of the same money. Alderman Besco asked how the Sidewalk program was going this year. Mr. Wywrot reported that there haven't been too many inquiries and that most of the money would go to some longer lengths of side walks off of Fox Rd. He said that once they know what the residential costs will be they would get a press release out and let people know of the contract and what their costs would be. Alderman Besco mentioned that if there was any money left over that he would like to see some of the sidewalks fixed like at Dixon Court. Mr. Wywrot said that it is a possibility if there is any money left over. He said that they did spend all of their sidewalk money last year. He said that he is looking for a decision in at least regarding the curb cut The committee agreed to the curb cuts but Alderman Kot did say he felt that in the future steps need to be made that would insure things are done correctly. Alderman Kot said that he would sign off on the project and that it doesn't need to go to COW because the costs are less than$1,000. Mr. Wywrot said that they still needed to get a proposal in from National Curb Cuts and Litgen.Mr.Wywrot said that he would get quotes from both of them and then have Alderman Kot sign the low quote. ADDITIONAL BUSINESS Curbs/Cuts near Countryside Alderman Besco brought to attention that the curbs and roll over curbs in the Countryside area and if anything was going to be done with that. Mr. Wywrot said that as of yet nothing has been done but that they could seal and cut the curbs and then slowly try to cover the whole town.Alderman Besco asked how much it would cost to get this done and explained why it needed it. Mr. Wywrot mentioned that he did talk about budgeting a program for a project to do that but it never got out of committee. Sod Repair Update Alderman Kot said that Alderman Spears wanted to ask Eric Dhuse about the situation with the sod repair on Naden Court from last year. Mr. Dhuse said that the person has never called back on that.It has been repaired at least 2-3 times last year.Alderman Kot asked how the policy worked 6 this year. Mr. Dhuse reported that they haven't had a complaint yet and they've actually had good response. Call Received from Landlord Mr. Wywrot reported that he got a call last week from a landlord on Colonial Pkwy about his concrete apron breaking up. Mr. Wywrot contacted Ralph Ubert and he said he remembers that there were people that were driving on the aprons before they should have. He felt the garbage trucks driving in on the fresh concrete is what caused the problem. So Aurora Blacktop feels that it is not from their doing. The landlord of the apartment complex needs to be reached and told that it was because of his tenants and the garbage trucks that were on it that caused the cracking. Alderman Besco asked if the contractor roped it off. Mr. Wywrot said that it was for a few days and that people had taken them down. He said that one apron is fine but several had cracks in it. Alderman Sticka asked if there was proof that the tenants and garbage trucks had caused the problem. Mr. Wywrot said there was no way to prove or disprove anything.They know the concrete is good because they took samples of it and had them studied and they came back just fine. There might have been 2 other possibilities. One is that the driveways were driven on before they should have been and the other reason could be that the subgrade was not compacted properly but he does not believe that that is the case.Alderman Sticka asked why he thought that. Mr. Wywrot said that the subgrade was compacted for years since this was an existing driveway. Alderman Kot asked how should we prevent people from driving on the fresh concrete in the future. Mr. Wywrot said that when they plan to do the Fox Industrial project that they will tell the business owners that they cannot drive on it for at least 10 days and maybe even 14.Alderman Sticka asked if that was how many days they are supposed to stay off from it. Mr. Wywrot said that for residential traffic they ask them to stay off for at least 3 days and 7 is preferable. Alderman Sticka said that he felt we cannot continue handing out taxpayer's money for this kind of problem and Alderman Kot agreed. Mr. Wywrot said that he would give the landlord a call back and explain to him that they do not know why the cracking happened but that it still is a usable driveway. Update on Sanitary Degreaser Bid Eric Dhuse reported that they had the bids in for the yearly purchase of the Sanitary Degreaser. They came back and they were$3,700. He said that it was a good price and that it was under $5,000 and needed to be signed. He said the product is made of 100%citrus. Alderman Kot told Mr.Dhuse that he could sign for it since it was under$5,000. Update on Street Replacement Program Alderman Kot reported that they received the$50,000 needed for the Street Replacement Program that was added in the budget. Mr. Wywrot said that he would check on that to be sure the program was still in the budget. Alderman Kot said that he thought that they had added it at the end.That being the case,Alderman Kot said that the committee needed to put some thought into moving the program ahead. He said to be sure to get that clarified and that he will be sure to have it on the next Public Works agenda_ The list of streets have already been reviewed,so now numbers need to be put to the project. Mr. Wywrot commented that if the money is there,then Smith Engineering has been mentioned to being our roadway consultant. They have done work for us in the past and the city has an established working relationship with them. He said he could get a proposal from them to do this work and talk about the list of roads needed to be done.The roads are mainly in the old part of town. Alderman Kot asked if it is the city or Smith Engineering that does the measurements of the roads. Mr. Wywrot said that it would depend on what you would want to do and to what extent would be done to the drainage. That bears a lot on what the costs are going to be,not only to build it but also to engineer it. He said that it would depend on what the city wants to do with it. He said for instance at State and Morgan you would widen and overlay it to be a 22ft. cross-section, and then put in roadside ditches. It has been done in a few places and that is the minimum they are looking at. With that in mind,Mr. Wywrot said he could go to Smith and explain that this is what they want them to do and than Smith could submit a proposal. It would also be based on what the city can afford or what is in the budget. Alderman Kot said that he would like to see Smith Engineering come back with 2 sets of numbers. One for if there is an unlimited amount of money to be used, and the other for streets that could just be overlaid and could last for about 10 years. It could be the difference between a million-dollar project and a 5 million-dollar project.He said that he thought they do need to establish some kind of minimum standard of what our streets are going to be. Alderman Besco said that it could cost more money to have them come up with 2 sets of numbers, so it would probably be better to let them know exactly what the city wants for the streets,in particular with curbs and gutters. Alderman Kot voiced some concern over drainage and whether it would be installed to last. Mr. Wywrot said that he believes that Smith Engineering would not put their stamp on it unless they felt it had adequate drainage. Alderman Kot mentioned that they should probably have a meeting prior to the construction to let the residents be aware of what and where things will be done. Alderman.Besco mentioned that he would like to make sure the money available for this project will be spent on the project and not on expensive engineering. Alderman Kot said to make a copy of the project and what will be presented to Smith Engineering and bring it back to committee. Meeting adjourned at 8:10 p.m.