Public Works Minutes 2002 01-28-02 1
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UNITED CITY OF YORKVILLE Revised 3-26-02
PUBLIC WORKS COMMITTEE MEETING
MONDAY,JANUARY 28,200#
Meeting called to order at 6:30 P.M. O
In Attendance: 3 •Q�s-Da
Alderman Larry Kot-Committee Chairman Alderman Rich Sticka
Alderman Joe Besco City Engineer Joe Wywrot
Director of Public Works Eric Dhuse Mayor Art Prochaska
Guests:
Mike Morley-Waste Management Jim Hoving-Smith Engineering
WASTE MANAGEMENT-REFUSE& RECYCLING CONTRACT
Mike Morley from Waste Management(WM)addressed the committee regarding the renewal of
the refuse and recycling contract as outlined in WM's December 12, 2001 letter to Administrator
Graff.
The committee discussed the three proposals listed. Proposal#3,the current service w a 35-
gallon recycling cart and bi-monthly recycling pickup, offered the lowest cost to the residents.
Mr. Morley indicated that with this service recyclables would be picked up on the I'and 3'd
Monday of the month. He suggested that the City host a pilot program in one of the wards to see
how this option would work for the residents. Alderman Sticka expressed his concern that if a
resident forgot to place recyclables out on the proper day, a month's worth will pile up by the
next pick up. Chairman Kot felt this would be difficult to keep track of. While everyone agreed
that the larger recycling cart was needed,the every other week pickup was viewed unfavorable.
Mayor Prochaska stated that he like Proposal#2,current service with 35-gallon recycling cart,
but felt the larger cart should be made available,at a nominal cost,for those interested. Chairman
Kot agreed with this.
Chairman Kot discussed the present service from WM,which he stated is viewed as favorable by
the community. He stated that people feel the spring and fall clean is too limited He questioned
the pick up of hazardous materials and remodeling materials. Mr.Morley stated that incidental
building material could be placed in the cart and small amounts of building materials that are
stacked and bound can be picked up but if individuals haphazardly pile refuse up,it becomes a
safety issue for WM drivers,i.e. broken glass,nails. Mr. Morley stated residents have 52 weeks
per year in which to dispose of one large item such as mattresses or televisions. The spring/fall
cleanups allow residents to add an additional bulk item along with white goods and tires. In
regards to hazardous materials such as pool chemicals,pesticides and motor oil,WM has no
means to do this type of disposal service. He indicated that some cities, such as Naperville,have
a city site for this type of disposal but the cost is huge.
Chairman Kot discussed a possible 4h proposal which would provide a smaller refuse bin at a
reduce cost for the senior citizens of Yorkville. Mr. Morley stated that the seniors could be
offered a discount of Sllmonth. Mayor Prochaska indicated that there weren't any savings
involved with the smaller bin.
Mr. Morley pointed out that contract rates have not increased since July 1999. WM could have
applied a 3%increase in July 2001 but choose not to take the increase. Also,Yorkville residents
have been getting unlimited pickup of yard waste at no additional cost. According to the proposal
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for a five-year contract,the rate for the service Yorkville is currently receiving will increase
approximately 8%the first year and then 4%annually.
Both mayor Prochaska and Alderman Sticka expressed their dislike of the annual 4%increase.
Mayor Prochaska stated that a rate increase was understandable but the yearly 4%was higher
that►a cost-of-living increase. He indicated that he would like to see a rate locked in.
Chairman Kot commented that Yorkville has used WM since 1995 and maybe it might be time to
open the process up to bid. He stated that the Council owed it to the residents to get the best deal-
Mr.Morley explained that their annual cost(labor,disposal,etc)increases as the cost-of-living
goes up. He also explained that things such as the Wheatland Prairie dump closing add to the
increase in cost;now refuse from Yorkville has to be exported to a further dump. He also
explained the recycling process has changed,drivers do not have to sort at the street instead the
recycling station does this and it costs more. Mr. Morley stated that he appreciated the comment
to go to bid,that is why he included a summary of current service in other communities. He
indicated that not all the towns listed in his summary use WM and some of the towns were closer
to dumps or had transfer stations which help to lower their cost. He stated that there were no
dumps in Kendall County or transfer stations. He stated that WM was open to discuss locating a
transfer station in the area
The Committee asked Mr. Morley to take their input back to WM and re-look at the proposal.
Alderman Sticka suggested a change to Proposal#2 of$13.00/month and a 3%increase over
three years would be more acceptable. Mayor Prochaska asked Mr.Morley to adjust the proposal
as best he could and the committee would take another look at it. They would then decide to
either stay with WM or go out to bid. Mayor Prochaska pointed out to the Committee that the
city did receive extras from WM in the way of services provided for festivals and special events.
If refiise pickup went out to bid,would we still get these services?
Mr. Morley stated that he would be at the Yorkville Town Meeting on January 31,2002 but
wouldn't have the new proposal by then. He stated that he would bring an example of the new
recycling cart to show residents.
It was decided to send this item to the February 19,2002 Committee of the Whole(COW)
meeting.
TRANSPORTATION STUDY-SMITH ENGINEERING
Jim Hoving from Smith Engineering discussed the Proposal/Agreement for the Citywide
Transportation Study. He stated that study would identify arterial and collector roadways for
planning purposes. The scope of the work would include items such as:
• Obtaining traffic counts(City Engineer Joe Wywrot indicated IDOT would be doing counts
in spring.)
• Updating the comprehensive plan-review current development concept plans and identify
corridors.
• Developing cross sections-showing traffic lanes,ditches,storm sewers.
Mr.Hoving stated that he would tabulate and report on his findings at a Public Works Committee
meeting or City Council meeting.
Chairman Kot asked if this study was something that should be done before the comprehensive
plan is done. Mr. Wywrot stated that the study needed to be completed first because the product
of Mr. Hoving's work would go into the comprehensive plan. Chairman Kot asked if the
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comprehensive plan should be delayed until this study is finished. Alderman Sticka commented
that the comprehensive plan was ongoing. Mr. Hoving stated that he could generate information
in approximately two months but the review process could slow it. He felt he would have the
final results by July.
Alderman Sticka asked how the need for this was recognized. Mr. Wywrot stated that in the past,
the Council decided where to put roads. Smith Engineering knows more about roads and traffic.
He stated that Reuttiger and Tonelli had it in their proposal to do this study but Administrator
Graff couldn't get them to respond to this part of the comprehensive plan. It was decided to go to
someone who would get the study done.
The funding of the study was discussed and the item was sent to the next COW meeting with Mr.
Wywrot looking into the funding before that time.
FOX AND KENNEDY ROADS-SAFETY STUDY
Mr. Hoving discussed the Yorkville Safety Study of Fox and Kennedy Roads. He stated that Mr.
Wywrot provided some information but more was needed to perform the study. In order to get
this information the area had to be resurveyed for the location of trees,road pitch, centerline, etc.
The extra amount incurred was$1,090.00.
Mr. Hoving stated that he had a draft of the report and recommendations. He stated that there are
three guidelines in the IDOT manual and these roads cannot be put into those and be preserved.
He is giving a"soft"recommendation. He suggested that Kennedy Road could be realigned to
take the curve out and be introduced into the future subdivision with a"T"at the curve. This
would eliminate the safely issue. Fox Road was more difficult to solve because of the residences
built up along the road.
Chairman Kot sent the item to the next COW meeting.
PINEWOOD APARTMENT DRAINAGE
Mr. Wywrot and Mr. Dhuse discussed the drainage problems at the Pinewood apartments on
Route 126. They stated that they spoke with Mr. Roberts and Attorney Ingemusson who
indicated that they would like the drainage pipe increased to 12". Mr. Wywrot feels that the pipe
may not be the problem. He suggested that the area be regraded so that storm water could drain
to the existing pipe. If this works the problem should be solved but if it doesn't the city would
consider replacing the pipe. He stated that the regrading would be at the Roberts' cost. Mr.
Dhuse stated that Mrs.Roberts agreed with this.
Chairman Kot asked Mr.Wywrot to try this and then try other remedies if needed.
ROB ROY CREEK FLOODPLAIN STUDY
Mr. Wywrot reported that there was no data on the creek. He stated that the city has an ordinance
that addresses that anyone developing in the area should do this study, submit it to the State and
then proceed with building. He stated that this study should have been done before anything was
built in Fox Hill but wasn't. Now the retention ponds are in the flood plain and useless.
Different developers would probably use different engineers to do this study and discrepancies
could arise from this. He felt that the city should have one engineering firm conduct the study to
be used by all developing in the area to keep things consistent. He had a proposal from
Engineering Enterprises, Inc. (EEI)to conduct the floodplain study for$95,000.00. He stated that
the cost could be recaptured from developers though it would take time to do this,maybe up to
five years. Developer Ocean Atlantic has indicated they would contribute about$30,000.00 of
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the cost. He said he had discussed this with Mr. Graff and Finance Director Traci Pleckham and
had provided a spreadsheet for them.He stated that Ocean.Atlantic is anxious to proceed.
The Committee discussed the study and how Fox Hill did not do this before building homes.
Currently,Fox Hill is the only subdivision effected by the creek. Chairman Kot suggested
approaching developers to see who would be willing to contribute to the cost of the study. He
suggested that if the city doesn't get the funding from the developers,building should not be
allowed to continue.
The matter was sent to the February 5,2002 COW meeting.
ROUTE 47 WIDENING-TEMPORARY EASEMENT
Mr.Wywrot discussed his January 16,2002 memo to Mr.Graff regarding IDOT's request for a
temporary construction easement at Town Square Park. He stated the easement would be about
10 feet wide and grass and one tree will be disturbed. IDOT will be relocating the sidewalk.
The Committee sent this item to the February 5,2002 COW meeting.
REVIEW STREET REPAIR LIST
Chairman Kot discussed the street repair"wish list". He spoke with Mr. Graff and the problem is
funding. Chairman Kot suggested earmarking new revenue for street repairs.
The discussion also included the need for water main repair. Alderman Sticka expressed his
concern that the water mains were more important than the roads and Chairman Kot suggested
tying the two projects together. Mr. Wywrot agreed and discussed the areas where the water
mains need to be looped. He indicated it would cost approximately$30,000.00 to$50,000.00 to
loop and replace the water main on Fox Street alone but this would help all the residents along the
main. Chairman Kot asked if a memo could be put together identifying the water main problem
areas. Mr. Dhuse stated that he would get a list of bad spots to Mr. Wywrot so he could work up
an estimate for repairs.
The Committee asked to be provided with a watermain"wish list"by the next Public Works
meeting.
BOB FLECIONNGER SEWER
This item was tabled.
PROPOSAL FOR GREENBRIAR POND
Mr. Dhuse recommended Mike Schoppe for the Greenbriar Pond grass proposal. He indicated
that Mr. Schoppe was less expensive, familiar with the area and with what the city wants done.
The maintenance of the grass area was discussed and Mr. Dhuse indicated that the area would be
planted with plants that do best in the wetland and prairie areas. Maintenance is annual or
biannual with the burning of the prairie grass in the spring. Chairman Kot asked about the water
condition and Mr. Dhuse stated that the plantings would slow the moss situation down. Mr.
Wywrot indicated that the grass would absorb fertilizers and discourage geese from the area,
which effect moss.
Mr. Dhuse stated that the cost of the study would be$1,700.00 and then there would be an
additional expenditure for seeding,mowing, etc. He estimated that it would take 4 hours or less
per week for mowing. Mr. Dhuse stated it would take time for the area to become established.
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He also stated that funds from Land Cash might be able to be used for the study and planting. He
was going to clarify this with Attorney Kramer.
Chairman Kot said this item should be kept pending until it is determined where the funding was
coming from.
2001 MONTHLY WATER DEPARTMENT REPORTS
Mr. Dhuse reported that six months of proper reports were sent to the EPA. He indicated that
there was a jump in pumpage in September and thought it might be a possible miscalculation. He
indicated that the water ban was voluntary during this period-
The Committee did not have any problems with the reports.
ALARM SYSTEMS FOR PUBLIC WORKS'BU LDINGS
This item was tabled.
RIVER'S EDGE-LETTER OF CREDIT REDUCTION#1
Mr. Wywrot discussed his January 23,2002 memo to Mr. Graff regarding a request from the
developer for a reduction in the letter of credit for work completed. Mr.Wywrot stated he
recommended this.
The item was sent to the February 5,2002 COW meeting.
NEW SIX WHEELER TRUCK PROPOSAL
Mr. Dhuse presented a quote for a new Public Works truck. He explained that he would like to
get this done to beat the rush for trucks. He stated that it would take 90-120 days for the chassis
to be built and approximately five months before the truck would be ready. Mr.Muse stated that
this vehicle would be replacing a 1995 International 6 Wheeler with 44,000 miles. He indicated
that the plan was to sell the 1995 truck. He stated that this type of vehicle without the snowplow
and spreader are priced at about$37,000.00. The remainder of the approximate$85,000.00
would come out of next year's budget. The payment for the truck was due 30 days after delivery,
which would fall into the next fiscal year. The funds from the sale of the 1995 trick could be
used for a down payment and he suggested putting it up for sale after the threat of snow has
passed. He felt it would be sold before the new truck arrived.
Chairman Kot asked if the order was a commitment to purchase and Mr. Dhuse answered yes.
This item was sent to the February 5,2002 COW meeting.
LIGHT BY JAYCEE POND
Installing a light at Jaycee Pond was discussed. The parking lot for the park is on
Yorkville/Bristol Sanitary District's(YBSD)property but the hill belongs to the city. Installing a
gate was also discussed but even with a gate,people could still access the park.
It was decided that the matter should be sent to the Public Safety Committee for discussion since
complaints have been received about the pond.
COUNTRYSIDE PARKWAY PLAN APPROVAL
Mr. Wywrot provided a copy of the Countryside Parkway Plan. He stated that MFT fiords would
be used for the project and the plan needed IDOT approval.
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He discussed the sanitary service provided to 412 Center Parkway. The home was supposed to
have a gravity service however the existing service runs dead flat and a lift station was installed
to prevent the sewer from backing up. The lift station services only this home. Due to
maintenance and other problems with the station,it is best to eliminate it. This has been
discussed with the homeowners. The husband is in favor of replacing it while the wife is not. It
was discussed to dig a test hole,elevate the sewer and see if this will work. If it doesn't,the
sewer line will be left as is. Mr.Wyrot felt it is certain the lift station can be eliminated.
Chairman Kot stated that the cost not covered by MFT funds should be put in the budget. He
stated that the city would be money ahead by replacing the lift station in terms of maintenance
and repairs.
Mr. Wyrot discussed traffic control during the two stages of construction. Traffic would be
shifted to one lane at a time and intersecting roads temporarily closed. He stated that the
intersection area was a problem due to traffic. He stated that Mayor Prochaska suggested closing
the entire intersection at one time. Mr. Wywrot stated he spoke with the Police Department and
businesses regarding the rerouting of traffic. Chairman Kot suggested he get input from residents
of the area. Alderman Besco suggested that this be on the agenda for the Town Meeting on
January 31, 2002 and that the maps be available for residents to view. He also stated that he and
Alderwoman Spears were having a meeting with their ward and they could discuss this with the
residents. Mr. Wywrot explained that if the additional funds were found,this project would be
done the summer of 2002. He said that IDOT still needed to approve the plans.
This item was sent to the February 5,2002 COW meeting.
REVIEW BLACKBERRY CREEK PLAN
The Committee discussed the public viewing of the Blackberry Creek Interceptor plan scheduled
for January 29, 2002. Mr. Wywrot stated that he did not have a copy of the plan available but
that the line would follow Blackberry Creek north of Countryside.He stated that this was the
logical place for the sewer. Alternative routes would be more expensive. The resident's concern
for the trees along the creek and access of maintenance vehicles to the interceptors was discussed.
ADDITIONAL BUSINESS
Minutes
The Committee stated that they would look over the minutes and put their approval on their next
agenda.
Truck Repair
Alderman Besco asked about the Public Works truck still sitting at the repair shop on Route 71.
Mr. Dhuse explained the needed repairs and it was discussed if the vehicle was worth fixing and
if so,what would the cost be. Alderman Besco suggested that maybe some other repair shop
should look at the truck.
Street Lights
Alderman Besco reported to Mr. Dhuse that streetlights were out on West Kendall Drive along
with Mulhem Court and East Kendall Drive. A resident's request for a streetlight on Somonauk
west of Game Farm Road was discussed.
Meeting adjourned at 9.25 P.M.
Minutes presented by Jackie Milschewski