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Public Works Minutes 2002 03-25-02 1 UNITED CITY OF YORKVILLE APPROVED PUBLIC WORKS MEETING THURSDAY,MARCH 25,2002 6:30 PAL In attendance: Alderman Larry Kot Alderman Richard Sticka Alderman Joe Besco Mayor Art Prochaska(until 8:35 P.M.) AldeFma Tony Graff(until 8:35) Ai1n��N�z�-cuR Guests. Eric Eric Dhuse Jeff Freeman of EEI(until 8:00 P.M.) EEI STATUS UPDATE Radium Violation Notice Jeff Freeman of EEI reported that they had received the Radium Violation Notice from IEPA,which was issued on February 28,2002.He said that 3 people had received the letter.He stated that though everyone knew that they had exceeded the combined radium level,and that they are progressing as quickly as possible to become in compliance. The letter was a reply to the people of key dates and issues,and how EEI will take care of the problem. They had worked with staff to develop the letter and reissued it on March 14,2002. The reissued letter implied that it has a Compliance Commitment Agreement—CCA. Once the IPA received it then they have 30 days to reply whether or not they will accept it.One of the key issues is that the schedule is on record now for what they want to meet to the Compliance Commitment Agreement. It is imperative that they progress and meet that over-all dead line. Project Plan The Project Plan needed to be put on hold for a while. They changed to lime softening as far as the treatment scheme,from the cad ion exchange. The project was put on hold because they had not yet finalized on where the lime softening plant was going to go or all the locations of the water main as part of the lime softening system,and also they were doing an environmental review. To do an environmental review and be appropriate it has to be known where the location of facilities will be placed. It would have been counter-productive to do it,then have to redo it.They are extremely close with the citing of the facility,and presume that they can initiate that and revise the Project Plan to move forward in the process. Once they revise it and submit it to the IEPA,which they are proposing by next month,they will then need to get the environmental sign offs again from IDNR,the Army Corp,and other appropriate agencies for that.When IDNR and all of the agencies get the environmental sign off's,then they submit their reply to the IEPA.The IEPA will review the Project Plan along with the environmental sign offs. If they are satisfied with them then they will issue what is called a PEID,(Preliminary Environmental Impact Determination).Essentially it is a Public Notice to everyone stating that the Public of Yorkville has completed their Project Plan and have done their environmental review,cost effectiveness analysis,and to explain the proposed plan.They will submit that out to a number of agencies in the area,then the city will need to conduct a public hearing on the Project Plan to let the people know what the selective alternative is and getting input from the citizens on it. Shortly there after they will get an approved Project Plan from the IEPA.Due of the number of steps,they had it tentatively set up for September,if everything falls into place. One thing that becomes relative to the Project Plan schedule is they cannot get loans until the Project Plan is accepted.The Project Plan acts as the document that determines the eligibility within the program. Contract A.1—2 Mr.Freeman stated that the Contract A is related to their storage facilities. It includes constructing an elevated tank to the North of the city,Galena and Rt.47,then connecting the water main to the elevated tank. And providing the appropriate booster pump and pressure reducing balance station.At this time they do have the construction permits for both of the Contract-A projects and will be ready to go to construction as soon as appropriate. Contract B.1—Lime Softening Treatment Facility(LSTF) 1. As they had reported,they are close for siting the Lime Softening Treatment Facility(LSTF).Now that they are very close to construction,they are detailing the engineering drawing and finalizing the specifications and will move forward on that. 2 Contract B.2—Well No.6 2. The Well No. 6 design can be initiated in June. It will be constructed at the LSTF to reduce the water main costs that may be needed to bring that over to the plant. Contract B.3—Well No.3&4 Raw Water Main 3. The alignment for Wells No.3&4 needed to be modified because the original LSTF was going to be East of town just North of the Fox River.The LSTF is now farther to the Northeast of the community. It was realigned on their exhibits,and the cost estimates were also re-done.The design for the well water main can be initiated soon. Contract B.4—Central City Finished Water Main-North 4. In account of the location of the LSTF and getting the water back into the system to be able to spread it to the existing citizens as well as build a strong network for the expansion of this system, a moderate amount of a larger diameter finish water main that pumps from the LSTF and connects in through all the towers must be done. This will enable it to provide the fire-flow and other water for water demand. The proposed improvement will improve existing areas within the city and build a strong network for the expansion of the system. The design can also be initiated soon. Contract B.5—Central City Finished Water Main-South 5. The alignment and capacity of the mains modified based on the change in the LSTF location will improve water flow to the existing areas to the South side and build a strong network for the expansion of the system. The design on this can be initiated soon as well. Key Scheduling Issues The Project Plan will be submitted in April and is planned to have acceptance some time in September. There are permits for the Elevated Water Storage Tanks.We could go to bidding as soon as possible.It is tentatively set up in May,as long as the city is ready and the funding is established. Construction will start in September. September is the dead line in order to have the facility on line in the summer of 2003. The reason for this is that the end of the season is when they need to paint the tower.It has to be completed in a period that is appropriate for the paint to adhere to the surface.If the project is put off into October or November,we will run into a winter cycle and the painters will have to wait all the way into spring of 2004 to complete the tower.Based on our existing storage deficiency and the ability to improve pressure flow to the northern zone and have the pressure flow capacity for the rest of the system it seemed appropriate to get that power online as soon as possible.The Water Main is a smaller construction,but is expected to follow the same time line with construction in September. There may need to be some restoration in January for the spring.Mr.Freeman mentioned that they are trying to keep on schedule with the Lime Softening,and that they are proposed to submitting in July. After permitting then they can go to bid.All of the B improvements are aligned to go to bidding at the same time.The reason for that is to lump them all together for the petition to the IUPA,to form it to the low interest loan.The Well,which has less of a timeline,can be started in June.The Lime Softening Plant is set up for some time in April. In April with the construction of the facility,is set up as an eighteen-month construction cycle. It is very likely that they will not need the full eighteen months. The quicker we get the LSTF ready,the easier it will be for them to get funding and they will be able to meet the schedule that they have established with the IUPA. So based on an eighteen month construction cycle,which is a year and a half,they would have construction completion in September. Mr.Freeman also went to explain that through this Compliance Commitment and if they are showing the IUPA their schedule that the"A will review it and hopefully notice that they are making good progress. While the IUPA could have potential of an enforcement issue beyond September 2003,it seems fairly unlikely that they would do that.He also felt that they would not restrict any permitting because of other communities that are in the same situation. He said the community is doing better than a lot of other communities regarding the Radium Compliance Issue. If the IUPA were to come down on us,then that would mean that they would have to do the same to other communities.He stated that it was their opinion that they will be far into construction and making very good progress and therefore the IUPA would not 3 have an issue with the December 3003 date. Alderman Larry Kot asked Mr.Freeman what would be the penalties if we exceed the dead line.Mr.Freeman replied that enforcements could mean fines.He felt that if they were to be hit with fines that they would be very small.Mr.Freeman said that though he could not guarantee that there would not be any fines that it seemed unlikely particularly if the city is trying its best to comply.He said that realistically it is the best that they can do over-all with the construction of this facility. Mr.Freeman mentioned that they had updated the cost estimate.The other thing relative to the LSTF is when projecting out water flows,the plan was set up for 4.3 mgd.That was considering past permits and some of the growth that has occurred more recently.When they took a second look at the LSTF and the 4.3, they felt that it would not be appropriate.After working with the staff and putting into consideration the permits and growth,they felt that 6.3 mgd would be the appropriate size of the LSTF. Therefore it had modified the cost estimates to make those improvements. Administrator Graff asked giving the size of the plant,how much of the population would it serve?Mr. Freeman said that essentially the average day is on the order of 3 mgd, so the population equivalent would be on the order of 30,000. Mayor Prochaska stated that if we exceed a population growth of 30,000,that the Water Improvement and Expansion Fund,when built up enough,would be a revenue source to fund an expansion of the Tower and the Main.Administrator Graff mentioned that that is why they recommended a Debt Certificate Bond for Project A,because they had the revenue already there.Mayor Prochaska added that the population growth would help to form a revenue stream as well. Administrator Graff mentioned that hook up fees were raised to accommodate the revenue stream.He stated that$400 goes to paying the O&M(water meter men),and$400 goes to water expansion. The Water Improvement Fee of$25 has been added to the water bill,which is$150 a year.With that and with growth coming in,that should help support the EPA loan. Growth for 2004—2005 should be around 500 permits. Though a growth of about 10%is expected,we still may need an Alternated Revenue Bond.The Alternate Revenue Bond will need an alternate revenue source to support it such as sales tax,utility tax,or general obligation tax.He said that if we do not get the EPA loan then we could go for the Alternated Revenue Bond.There would be a change in rates from 2.5 to some where in the 4's. Administrator Graff stated that they are doing a water rate study right now.He said that Tracy Pleckham was able to get DECCA to do a free Water Rate Study in some communities.He said that the study should be done some where around the middle of May. He went on to say that Kevin McCanna feels that be probably would not be asking for a water rate increase giving a look at our audits and rates.He did say that he would rather ask for a debt service fee. One thing that we have to be aware of is the operation and maintenance of the LTSF.Once it is on line there will need to be operators to run the plant. Alderman Kot asked Mr.Freeman about the scheduled date of funding.Mr.Freeman said that they would be shooting for bids some time around January. Alderman Kot also asked if it would be a good idea to coordinate the road construction at the same time as the construction for the Water Mains.Mayor Prochaska answered by saying that they plan to work on a couple of road projects into the 2004. Administrator Graff stated that they definitely have taken a look at what roads that they are proposing to put the water mains in. Mayor Prochaska felt that a financial commitment to the project would be necessary and if that wasn't possible,could it be designed so that the water main could be built in a couple of stages if needed to be.In other words will it be a permanent first time installation,or could it planned to be staged is Mr.Graff stated that we could possibly see a commitment in two forms. One where we could possibly negotiate something in writing,and second is the SSA because they've just about finished all the work with Blair& Associates.He said that we could see in the later part of June.Mayor Prochaska felt he would like something in writing about the financial agreement.He said that it would reinsure that in the event when we get to the end of this engineering period and for some reason they would not continue with the project, that they would reimburse the city for any dollars we would need to re-design the project. All agreed. Administrator Graff suggested putting some money into ESCRO of what that would cost us to re-design the plant.He also said that he would bring it up with the appropriate people on Wednesday.He then proceeded to ask Mr.Freeman if they could put together what it would cost to re-design the LSTF.He would then ask SSA to put the money in an ESCRO account and have Attorney Dan Kramer and their attorneys write up something so that the money is put aside. 4 Mr.Freeman stated that there were other improvements related to the city.He said there needs to be rehabilitation of the existing water main within the city to alleviate some of the issues that are there.The purpose of some of the other water main improvement projects is to improve the pressure,and flow to existing portions of the system. Also to improve water quality to the existing portions.This is to take care of some long term or on going maintenance issues with the system. In the packet there is a list of all the different projects.Alderman Besco,Eric Dhuse,and Administrator Graff had put a list together of different streets and water main locations for the maintenance projects.He suggested using a phased approach to take on each task.He also suggested to set up a dollar value of which to shoot for each year in regard to the funding of these projects. Alderman Kot asked Mr.Freeman what kinds of problems might we run into if these older mains aren't fixed right away,and if the new water pressure would affect that.Mr.Freeman said that the pressure should not change that much with the new system because the elevation is still the same and they will try to match the distribution of water throughout during normal circumstances.There is concern that in case of a fire in that area and for that extra water pressure might be needed,then it could pose a problem. He also stated that a water main that is 90 years old is beyond its useful life.When they begin to break they will just continue to do so and the only real means of taking care of it is to replace it. Administrator Graff stated that we have one more step to do when we look at street rehabilitation. A Storm Water analysis needs to be done before we can get the estimate.They thought that the current system would work but it didn't.They found that they would have to spend about$50,000 for that project.He also said in correction what he had previously said in regard to water looping in the old section but they are not.The increased cost of the water looping did not include those dead end streets. Mr.Freeman mentioned the revised contract.They revised their numbers based on change in cost and change in scope. Previously with the improvements the design,construction and engineering was approximately 13%.For the new cost it has been dropped down to 12 to share in the economy scale with the city. Administrator Graff lastly mentioned that they spoke with EEI about out sources for some of the projects. He said that Alderman Besco recommended that EEI be the company to the out source plan review. Mr. Besco used EEI as the qualifier because they have spent a lot of time in the water industry and we have them on contract already. Outsourcing Engineering Review Fees Administrator Graff reported that a 1%fee is being considered for the Engineering Review. It will be brought to Attorney Kramer to be sure that the 1%will be adequate.Mayor Prochaska voiced a concern about the time formula and money spent on this project and will the question be raised if it is being double taxed. Mr.Graff said that Alderman Besco thought he could write his time up,and maybe look into some kind of credit if he did not spend all the money which could go towards the outsource. Mr.Graff stated that he,Mayor Prochaska,Mr.Besco and Attorney Kramer will get together to work out the details of this matter.This subject will be brought up again at the second meeting in April. Acceptance of Greenbrier Pond Administrator Graff stated that due to bad debt,that the Greenbrier Pond project was not previously accepted.Now that the bad debt is all current the project is to be reconsidered.He stated that Attorney Kramer said that we could use land cash for improvements,but that it can only be used on property the city owns.The project needs to be accepted now if we want to use land cash money.Everyone agreed to accept the Greenbrier Pond Project. Wetland Consultation Administrator Graff reported that he and Alderman Besco interviewed firms for these projects.Mr.Besco is recommending Conservation and Design Form as the wetland consultant and environmental planners. Mr.Besco is also recommending for this to be sent to COW to authorize using them as our consulting firms for wetlands,storm water issues,and Blackberry Creek environmental study.Mr.Graff said that another thing that needs to be done is soil borings. The conservation firm will need to know where the bedrock, ground-water,and soil conditions in order to do a complete study.This will be sent to COW. 5 Update on Garbage Contract Alderman Kot said that his personal feeling was to initially go with a shorter contract if city were to go with Waste Management.He stated that unfortunately to do that raises the prices.A memo with a three- year and/or five-year contract was listed. Alderman Kot mentioned that the current recycling carts are insufficient. They do not hold as much materials nor do they have a lid. On the contract there is a 35- gallon cart on wheels with a cover that would be picked up once a week. Alderman Kot felt that with the fixed pricing on the cart that it would be acceptable to go with that.Traci Pleckham had sent a memo regarding the garbage surcharge. It included a price list of garbage service with the 8%increase.Also put into factor were the estimated 200 new homes.Which at an 8%increase for 8 months(11.78 *8=12.72), brings the total to 343,386. Mayor Prochaska mentioned that he had asked Mrs.Pleckham what if any increase would we see if we stayed the same.He said that her response was that we would not see any increase. He also said that if the rate was kept the same that senior citizens would see an$2 decrease. Everyone felt that the larger cart and lid would be more beneficial.Mayor Prochaska felt that there still needed to be discussion with the 3%plus increase,and that he would like to see some revenue put aside for security. Alderman Kot suggested proposing a 3%increase with the 5 year contract. Mr.Graff suggested that they reserve any increase at this point until they get a six-month review and cover for now with our general funds.He also said that it is a concern more for the following year,and not right now.He felt that if we did go with Waste Management at least for the first year that it would get citizens the new cart while decreasing the senior citizens rate by at least a dollar.Alderman Kot suggested calling Waste Management and asking them to throw the idea of dropping the remainder 4 years down to 3%a year and see what their response is. Mayor Prochaska said that he would make that phone call and report that back to the City Council. January and February Water Reports Mr.Dhuse stated that on the report on page 5 a correction was needed in that the proper water reports were sent to the SPAS.He also said that the January Report was missing a number. Alderman Kot suggested that he check it out before the send it to COW. Bob Flecker's Sewer Problem Mr.Dhuse reported that Bob Flecker(Yorkville resident)has had on going sewage problems for a couple of years now.He stated that it has had to be cleaned and rodded.Mr. Flecker complained that the past times it had been cleaned and rotted that some of the items on the rodder that should not have been or could not have come from their home.He submitted a bill to the City in the amount of$745.Mr.Dhuse stated that the bill will be paid and that the problem has been fixed. Subdivision Ordinance Revision Mr.Dhuse stated that corrections had not been made on the report and that he had not talked with Joe Wywrot in the matter.This subject will be brought up at a later time. Review of Aldermen's Street Repair Alderman Kot stated that since they have not received their engineering funding that this item might be tabled for now.He said he would like to have Joe Wywrot look at the present list and pull together some numbers together to get this matter moving. This item will be saved for the next meeting. Chlorine Room Policy Mr.Dhuse said that he need to get with Attorney Kramer to workout the legalities of the policy.The policy is then to be placed on the door of the Chlorine room.He said that once he has gone over the policy with Attorney Kramer that he would get the information for the next meeting. Sale of 6-Wheeler Mr.Dhuse said that they would begin advertisement for the sale of the 6-wheeler after April 15th.He stated that they were asking $3200 for a minimum bid.He also said that they would have someone from Prairie Internationals to come down and estimate its value.This item will be sent to COW. 6 Walnut Street Imorovements—Bid Schedule Alderman Kot asked when the potholes would be fixed.Mr.Dhuse said that they had intended to do some today but that they got snowed out. Alderman Kot asked how long the roads would be closed for repair. Mr.Dhuse said that it usually dries at the end of the day and will be opened then.This item will go to COW. Co_mEd Tree Trimming Agreement Mr.Dhuse mentioned that it would be the resident's responsibility to get rid of branches on their property if the branches are less than 6 inches in diameter.Alderman Kot suggested sending this to Attorney Kramer to look over the agreement,and bring the subject back next meeting. Additional Business Water Project Meeting Mayor Prochaska stated that there is to be a Town Meeting in which the citizens can attend with regards to the Water Project. The meeting is scheduled for April 30'". Topics to be discussed are the$25 increase on the water bill and what the Water Project is about and where and how it will affect them. The meeting will also allow residents to ask questions and make comments.Mr.Dhuse suggested telling the community that this is a federally mandated project. Meter Readers Alderman Besco asked Mr.Dhuse if they had hired any new meter readers.Mr.Dhuse said they had hired two new ones.They start on Wednesday and Thursday for training and then will be working for the full two weeks. Landscaping of the Beacher Center Mr.Dhuse stated that since the weather has not cooperated,they would not be able to begin the project. Baseball season starts on April 5a',and will make that difficult. The freshman team may have to play on the Varsity field or just play away games.Either way the project will be ready to go as soon as it stops snowing. Alarms Alderman Kot asked when would the alarms be in.Mr.Dhuse said they were to be here on Wednesday to start installing. Nothing more was discussed on this subject. Meeting adjourned at 9:05 P.M. Minutes by Theresa Brady