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Public Works Minutes 2002 04-22-02 { 1 UNITED CITY OF YORKVILLE ID RD- OVED PUBLIC WORKS COMMITTEE MEETING MONDAY,APRIL 22,2002 Cl) 6:30 P.M. In Attendance: Alderman Larry Kot Alderman Richard Sticka Alderman Marty Munns City Engineer Joe Wywrot Alderman Joe Besco Guests: None APPROVAL OF MINUTES There were no minutes to approve,nothing else was discussed on the subject. SUBDIVISION ORDINANCE REVISION Alderman Kot asked City Engineer Joe Wywrot if he could possibly go through the ordinance and in a separate memo list the options that the committee could go ahead with.He also asked if the others could be clarified in an acceptable language regarding to the intent of the ordinance. He suggested for W.Wywrot to go back through January's minutes and see what the committee had permitted then and to go with that. He felt that once the clarifications are made that it should be sent to the full council,unless it appears to be too vague in which case they could leave it off. Mr. Wywrot said that he would come up with a definite list and send it to COW. Alderman Kot thought that would be a good idea since it will need to be reviewed before the full council and to bring it to COW when there is a reasonable time frame. CHLORINE ROOM POLICY This item has been tabled for the time being. OUTSOURCING ENGINEERING REVIEW Update/Review Survey Mr.Wywrot reported that he had Jennifer Woodrick go through and add up the costs that were documented for the updatetreview.He said that with Heartland for instance,they were able to document the hourly rate used,then Jennifer would calculate it and put it into the file.A calculated fee of$400 for each of the first 500 acres,then$50 for every one thereafter came to $6600.The fee that was documented was$6200.He said there are some things not factored in and that there could be some inaccuracies.Alderman Besco commented that the calculations seemed somewhat low.Mr.Wywrot said that they are low in comparison to what it would cost us to hire this work out,but felt we didn't have much choice in the matter.Alderman Munns suggested adding on a 20%mark up on the hourly rate to cover other costs.Alderman Sticks commented that it was arbitrary and in that case more should be charged per hour.He then asked Mr. Wywrot what the engineer's estimate included. Mr. Wywrot said that it included the costs of the road, sewer,water main, sidewalks,parks,and other various things.He said that the engineer's estimate is based on the final approved plans. The final fee isn't exactly known until all the work is done. Mr.Wywrot said that they are discussing an agreeable contract with Engineering Enterprises,Inc.(EEI)to do this and they suggested to bill on an hourly rate since it seems the fairest way for both the engineer and the builder. He said that there sometimes seems to be problems associated with an hourly rate and also with flat fee costs. Alderman Sticka suggested using a fixed fee with a certain number of reviews,and then after that maybe paying by the hour.Basically the engineer's fee and the calculated fee's should come out the same,but currently they do not.Mr.Wywrot stated that EEI suggested using the hourly rate because it seemed like the best option. Alderman Kot commented that obviously we could not enter an agreement with Engineering Enterprises until we figure out what the policy is for using them. Alderman Kot asked Mr.Wywrot to write up a list for billing options to be used,before this item is sent to council. Mr. Wywrot said that he would do that and then this item will be sent to COW. WALNUT STREET BID PROJECT Results of Bid Opening The committee looked over the bid tab sheet and found it to be satisfactory. t 2 This item will go to COW on Tuesday May 7's. SETTING BID SCHEDULES for: Crack Filling Project Alderman Larry Rot reported that he and Joe Wywrot had discussed other areas where sidewalks could be put in if there is any money left in the budget to do so.He felt that anything that is related to public safety or near the schools should be a priority. The second item on the list is the Fox Rd. from State to Morgan.Alderman Kot mentioned that Mr.Diar was planning to show up at tonight's meeting to discuss having the city put in sidewalks near his home to the length of about 4 homes on Morgan St.Alderman Kot didn't think that it should be done this year. Alderman Sticka stated that the city only requires sidewalks where there is new construction. Alderman Besco voiced a concern for an area where he felt is a safety issue.The area is near Kendall St. and Dixon Ct.He felt it should be considered for a sidewalk as well. Alderman Sticka stated that wherever the most important place is to put in a sidewalk and within our limited resources,that is where it should be placed. Mr. Wywrot said that a decision has to be made soon so that they can get this project going. The other streets up for discussion for sidewalks are;the east-side of Cannonball Trail from John Street to the proposed Cannonball Run Plaza and the south side of Countryside Parkway from Route 47 to Bridge Street Interiors. Alderman Kot thought it would benefit the residential area near the Countryside Plaza if a sidewalk were to be put in the North side of Kendall Road.All agreed that it would benefit the residents to have a sidewalk put on the north side as opposed to the south side.The committee decided that this subject would be held off for suggestion until next year. The committee agreed that repairs should be top priority for Fox Road,State and Morgan Street. Mr.Wywrot stated that the process for the bid repair is to get them out by mid May and receive all bids by the end of the month.It will then go to COW at the first of June.Alderman Besco asked if the bid included the amount that the residents are participating in. Mr.Wywrot said no,that previously they have gone to bid with just a few people,but once the word gets out about the project more people usually get involved. Surface Treatment Project This item was not discussed at this time. SALE of USED EQUIPMENT The committee looked over the memo posted by Public Works Director Eric Dhuse. In the memo he made a request to sell three of the used vehicles. The committee felt this was acceptable,and he might proceed with it. ADDITIONAL BUSINESS Discussion to Sell Well No.5 Mr.Wywrot stated that City of Plano approached Administrator Tony Graff with a request to sell Well No. 5. The well is located on the Plano side of Eldemain Road. Mr.Wywrot stated that EEI said it was a good well but if the city were to try to incorporate the well to the new treatment plant it would be very expensive. The well is currently capped and we do not receive any water from it right now. A land developer had approached Plano to make an offer of purchase but they discovered that the well belongs to Yorkville.In other words the developer would actually be purchasing it from the City of Yorkville. Alderman Sticka asked if EEI's treatment plant currently incorporates the Well No.5.He also said that if it doesn't then he saw no problem with selling it. It would seem sensible to sell it to someone that could use it. Alderman Besco asked Mr.Wywrot what price the city is asking for the well. Mr.Wywrot said that the 3 documented price is$110,000.He said that the well is only 4 years old.Alderman Sticka suggested asking Attorney Kramer to look into the matter and determine the value of the well. This item will be sent to Attorney Kramer and will be brought to COW. Signal Controls at Van Emmon&Route 47 Alderman Kot asked Mr.Wywrot about the status of the signal control at Van Emmon and Route 47. Mr. Wywrot stated that a contractor was hired to udate the railroad traction and that construction started on April 1 Is'.The controller cabinet was replaced but they weren't able to complete it all on that day. The contractors said they would be back out on the 25th to complete it.He called IDOT about the delay on the streetlights,and they said there is nothing that they can change with the railroad being under currant construction.The lights should function normally again after the project is completed on the 25's. Meeting adjourned at 7:50 P.M. Minutes by Theresa Brady