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Public Works Minutes 2001 01-15-01 UNITED CITY OF YORKVILLE PUBLIC WORKS CONnIITTEE XlEETING MONDAY, JANUARY 15, 2001 6:45 P.M. In Attendance: Art Prochaska Joe N y_wrot Tom Sowinski Richard Sticka Guests: Peter Wallers Jeff Freeman PLAUPLAN CHECKLIST Mr. NVvtivrot discussed the checklist, stating that Mayor Prochaska suggested this due to the difficulties we have had. This is a tool to provide help, and is a way for us to have documentation. Mayor Prochaska added that this gives a 'comfort factor'. Things are often overlooked, and the developers) often call with difficulties. Mr. NN'y Trot stated that the final plan and plat will go together, and stated that this is more of a `help' issue, or a policy. Mayor Prochaska agreed. Chairman Sowinski asked if this should be taken to COW, then. Mr. Wywrot stated yes. Mayor Prochaska added that this would be a good tool to expedite the process. Alderman Sticka asked if this has only been a recent handout. Mr. A`«vrot explained yes, that it is voluntary. 2001 STREET PROJECTS—BIDDING SCHEDULE Mr. A%ywrot inquired about the memo to establish the bid dates for the Colonial Parkway project, stating that it was ready to bid. Alderman Sticka asked if the old asphalt would be taken up. Mr. XVy vrot explained that it would be cored out, and the curbs would be patched. There would be new asphalt put in. We will proceed with things in a timely manner. 1 Chairman Sowinski asked if the Fox Industrial Park improvement plan is a TIFT. Mr. A`3,,wrot stated yes, that we are going for an IDOT grant. We can't open the bids prior to July 1, though. Mayor Prochaska stated we will get the MFT, but we are not sure when. Mr. Wywrot stated that IDOT would not approve it unless we have the money appropriated. Mayor Prochaska asked what the MFT was for the next year. Mr. NN73,wrot stated that he wasn't sure. Alderman Sticka asked about seal coating. Mr. IA73, vrot stated that this works well in some spots, but it does not in others. On the low volume streets it works well. CANNONBALL ESTATES/L?NIT I—LETTER OF CREDIT REDUCTION#1 Mr. IN73, vrot passed out a memo regarding the reduction, and stated that he recommends that we proceed with this. Chairman Sowinski asked if this should go to COW. Mr. NN'ywrot stated yes. FOX INDUSTRIAL PARK STREET PROJECT—SOIL REPORT Mr. A`ycvrot stated that in regards to the Fox Industrial Park memo, this would be an 1V1FT project. We have a soil report from 1985, which is unacceptable for several reasons. We updated the report, on 1/11. It was $=1200 to put it in the format for IDOT. Alderman Sticka asked if any money would be corning for the snow removal relief Mayor Prochaska stated that we have all of the costs together, but we are not sure when we will get this. PRASE 1 WATERWORKS Il11PROVEMENT—DESIGN ENGINEERING Pete Walters and Jeff Freeman handed out packets of information, representatives of Engineering Enterprises. Mr. ANTywrot stated that the next step on the project is to review the project plan. Mr. Freeman stated that there are some minor items here, and that the interest rate is a little lower(2.9 for the fiscal year). The wastewater people have no comment , as well as Dave Cook from Water Supply. He Fvill be asking for a sign-off, and will be asking us to contact the Sanitai- , District. Mr. IvVywrot stated that Mr. Nanninga is going to the meeting this evening, to discuss this. The City has had disagreements with Oswego on the boundary agreements, and we are possibly talking about a joint treatment plan. We are not sure where it is going. Alderman Sticka stated that Oswego did not have an interest in this last year. Mr. AN73, rot explained that they are starting to look into this now. Chairman Sowinski asked if this then would revise the plan. A.1r. Walters stated yes, that this would slow us down, and it won't be cost effective. There are many issues here, and it also comes down to the capacity. The economy scale will not improve enough for the lime-softening plan to be cost effective. NIr. Wvwrot stated that The Fox River is a supply, but it needs to be diluted 50%at the minimum for temperature consideration. Alderman Sticka stated that there were good reasons not to use the Fox River. Mr. Walters stated that the capital costs were 40-50%higher. The numbers don't work. If you look at the distance between the cone nunities, you've got a long transport of water. Chairman Sowinski asked if we could proceed independently with this, and could you get a memo stating why we should not jointly do this. A.ir. Walters and A•h•. Freeman stated yes, and also stated that there is a time element(3 years to date when it becomes effective) to be compliant. The standard is the same- 226-228 of SPiCu/L. Alderman Sticka asked if this standard would make it easier. AAMr. Walters stated yes. Tx1r. NN'ytivTot stated that there should be no joint venture, then. The cost for the plans are expensive, and we hope that the Hastert Grant (a matching grant)will do o.k. $800,000 3 would be available for Phase 1. The proposal is a lump sum amount, which is reasonable, and we could possibly go into a cost-plus basis instead. Mr. Wallers stated that the EPA sets the maximum of 10.1%cost, in which ours is 6.1%. If we go to the cost-plus, there will be more accounting. This might increase the cost of this. Alderman Sticka asked why we would consider the cost-plus. Mr. NX'ywrot explained that the Council might be uncomfortable with the lump sum, which is large numbers. Alderman Sticka stated that it would be budgeted. Mayor Prochaska stated that Oswego was looking into the same issues as us. Mr. W allers stated that each community is different. Yorkville is in a good position, and we have three years to come into compliance. Mayor Prochaska stated that our study is complete, and now we need to look at the sanitary sewer. Mr. Pfister's amain concern is with the radium levels. We've spoken with the district on an all-inclusive agreement. We need to put this agreement together to clarifi,the issues. Alderman Sticka asked what the percentage of radium is. Mayor Prochaska stated that he was unsure. The EPA has recommendations for this. Mr. Freeman then passed out a handout that discussed the radium content within the wastewater and sludge, stating that it wouldn't change much than the current levels or concentrations. The long-term average will not be a huge difference. He then stated that in regards to the class B sludge, this is in many communities. The District is looking into expansion, and we want to work this into class A. There is no specific language in the regulations on the radium content for the class A sludge. Mayor Prochaska stated that if there were no level set, then there would be. Mr. Freeman stated that the District will need to land apply or land fill the sludge following expansion. Our opinion is that the improvements will not change the sludge management. We met on 12119 in the City Hall, and we discussed the issues and the letters written. Mr. Pfister stated that he wants a financial agreement in the end. The City needs a letter of acceptance for the project plan. Mr. Pfsiter stated that we should write a letter regarding this. Mr. IV)mTot agreed. 4 Mr. Freeman then stated that they have reconsidered on some issues, being the radium level greater than 50 PiCu.gram. If it is less than 50, then there can still be land application. They are at 30 PiCu/gram now for sludge sampling now. Alderman Sticka asked that when our plants are running, is there a constant affluent. Mr. Freeman stated that the design in a search tank is to hold on, and then discharge. This will help create a similar concentration. Alderman Sticka asked if we would be below the limit. Mr. Freeman stated yes. Mr. Wallers stated that all of the radium goes out into the system, and some will be applied into the lawns as watering season approaches. Mayor Prochaska stated that the Sanitaiy District wants an agreement before the letter goes to the IEPA. I stated that the City wants to move on this. This is a financial agreement. Mayor Prochaska then added that Mr. Nanninga and N1r. Wywrot need to discuss this, and we need to look into the class A. Mr. Freeman stated that the radium in existing water would not get them into the class A. There has been details overlooked with this. Alderman Sticka asked if there would be a separate fee for each consumer. Mr. NA73-vv of stated that there would be a meeting set up with x,11. Pfister to discuss this. Mr. Wallers then showed a bar graph, and stated that September was the key point. On the water storage facility, to have it on line by 2002, there would need to be construction started by 9/01. This puts us into this month for building contracting and design. He stated that the elevated tank could go quickly, and a recommendation of starting the design a.s.a.p. to meet the September dates. This would all apply to Phase 1, and then we would move into Phase 2. Mr. NKykvTot stated that he recommended to proceed with the Design Engineering contract for the waterworks improvements, and then take it to COW. Chairman Sowinski asked in regards to the 'lump sum'. N.1r. Freeman stated that we are in a carryover situation for September, and there are still not many people catching on. Mr. Wallers stated that a `fixed fee' simplifies accounting, in where you would be billed based on the percentage of work completed each month. 5 Mr. Wywrot asked if a demonstration of hours be helpful. Mayor Prochaska stated that we are going to receive questions about the `lump sum' agreement. =Ir. Wallers stated that we could do a cost breakdown, and we would move it up a bit for flexibility. We will work with the City. Mr. Freeman stated that IEPA suggests limits be based on the amount for capital costs (1 M°,i), in which ours is 6%. Mayor Prochaska stated that the money would be spent on the engineering instead of the accounting costs. I would rather spend it on the engineering. Mr. Walters then gave a spreadsheet out on this issue. Chairman Sowinski asked how this would be payable. Mr. Walters stated that it would be in monthly invoices based on the amount of work done. There will also be meetings to oversee this. We would submit the invoices and then Mr. yVvwrot can oversee this. Alderman Sticka asked what the timeframe would be for this. Mayor Prochaska stated that it would be three months. Mr. �V',wrot asked if this includes the bidding. Mr. Freeman and Mr. Walters stated yes. Mr. AVywrot stated that pending receipt, this would go to COW. Mr. Walters stated that he would like to set up contracts to get the best bids. Mayor Prochaska asked if there would be something by Thursday on the `lump sum'. Mr. Walters stated yes, and stated that we could change the wording of`lump sum' to 'fixed fee', to make it more appealing. Mayor Prochaska agreed. COLONIAL PARK�V AY RIFT RESOLUTION Mr. A'y-.,vrot stated that IDOT requires it to be approved by bid opening. This will -go to COW on Thursday. 6 ADDITIONAL BUSINESS Mr. W3, rot opened by stating that there was a. $550 for the upgrade in to the AutoCAD 2000, and Mr. Dhuse and I feel that this is not working out. It is not well suited for our pin-poses. We have a few weeks to decide this, and we do want to send the software back. There are many options with the software, but it slows us down, and is counterproductive. Mayor Prochaska stated o.k. Mr. XNywrot stated that it would be sent back then, and when the nest release is out then we will get it. Chairman Sowinski agreed. Mayor Prochaska asked about the light at Elm St. and McQue. Mr. � ywrot stated that he would speak to Mr. Johnson on this. Mayor Prochaska then asked about the driveway at the Hatcher building. Mr. A73 wrot stated that there was a meeting with'NIr. Nanninga, Mr. Graff, and Mr-. Dhuse on this, in which we received a proposal from Intec that showed the drive a little further to the east. We would like IDOT to put the driveway in. When we do the GFR project, then we will look into this. Mayor Prochaska stated that Mr. Graff is looking into this already-. Chairman Sowinski brought up the issue of a flashing caution signals on Rte. 34. Mr. N'a'y-,vvrot stated that the cars are fast through there. Mayor Prochaska stated that the traffic is coming in at around 45 mph. They do not want this to change, and my fear is of the accident issue. There F-Vill be added busses from Montgomery next year, also. Chief Graff is looking for a draft letter on this, so we can write a similar letter. Chairman Sowinski asked about the forced gravity system with Richard Marker. Mr. Wywrot stated that he spoke with Mr. Nanninga this morning on this issue, and that the inclination is that everyone agreed with the sanitary sewer. Meeting Adjourned 8:28 p.m. Minutes by Lisa Sleezer 7