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Public Works Minutes 2001 04-16-01 UNITED CITY OF YORKN71LLE PUBLIC WORKS COMMITTEE MEETING MONDAY, APRIL 16, 2001 7:00 PAL In Attendance: Marty Munns Larry Kot Art Prochaska Tom Sowinski` Joe NVywrot Guests: Fred Dickson PUBLIC WORKS PROPERTY EXPANSION NZr. Wywrot stated that the expansion consists of a new addition. Mr. Johnson requested a salt dome, and a water treatment facility, which would be 40' x 80'. We are currently, running out of room, and we have considered the old practice field area. This is school property now, and we might be working out an agreement. This would allow us placeato store the equipment. Alderman Kot asked if the school would agree on this. Mr. -A-y'wrot stated that he was not sure. Alderman Ik4unns stated that it was good to make an offer. Mr. 'vb'yivTot stated yes, and added that the practice area remains unused. Chairman Sowinski discussed the map layout, asking if the north end was to scale. Alderman Kot asked if the area to the south(near the tower)would work, and the other areas be for parks. Mr. '%`ywrot stated that there are very deep sewers and two water mains in the south area. There could not be a structure put there, and could only be an access route. Alderman Kot asked if there were any other options. Xt% AVyivTot stated that the water treatment facility has to go near well#4. Alderman Munns stated that this would be a good spot. Mr. Wywrot stated that the dome would be similar to the domes built by the highway departments. 1 Alderman Kot asked in regards to the water restrictions areas, and the water protection areas. Mr. NVywrot explained that this is a small bin for the salt, which empties out too quickly. The salt would be protected better also. When the water treatment facility is put in, it will not be changed. Mayor Prochaska stated that for the long range planning, could we look at finding another site for the public work areas. Mr. Nt'ywrot stated that it could be a possibility. Mayor Prochaska stated that some of the residents have complained about the traffic on tower lane. This is more like a driveway, and may need to be improved. Alderman Kot asked if the school is going to put in a new football field. Alderman Munns added that it was difficult to find inexpensive land. Chairman Sowinski stated that the school should be contacted about this, to ask their thoughts on the matter. Ivlayor Prochaska stated that there is a difference in the land there. hTr. XVywrot stated that there should be a discussion on this, and added that eventually, we might run out of room in 20 years or so. Alderman Nlunns stated that the land would open up at the football field, if there were a new one built. Mr. NVywrot stated that he would get a discussion going. Chairman Sowinski and Mayor Prochaska agreed. JOB DESCREPTIONS FOR PUBLIC NVORKS AND PARKS Mr. NVywvrot stated that these have not been put together as of vet. Mayor Prochaska stated that all employees have the draft copy of the organizational chart. Chairman Sowinski agreed. 2 Mayor Prochaska stated that the labor attorney has reviewed this, and with Mr. Nanninga and Mr. Johnson retiring, the first thing is to get the department heads in place. I'd like to see the public works director go to COQ'. Alderman Kot stated that this has to be in place. Alderman Munns stated that there should be something about lifting capabilities, considering this is a physical job. Mayor Prochaska stated yes, and we have listed the ability to perform physical labor in them. Alderman Munns stated that this was important. Mayor Prochaska stated that we need to talk about this. If we list this in the chart, then how detailed do we need it. Mr. 'Wywrot asked if the director be capable of performing all requirements. Mayor Prochaska stated that we do not ask that of the director, but there is information on this. Alderman Kot stated that he would not expect that but a good manager is expected to know how all jobs are performed. Mayor Prochaska asked if they would need all of the specific licenses. Mr. NV'ytiYrot stated that it is considered the `knowledge of all duties'. Alderman Munns asked if employees are required to take physicals. 1\/Ir. tit ywrot stated that he was unsure for the public works department. Mayor Prochaska stated that there must be knowledge of these things. Mr. tUti-vvrot stated that this person might be an older individual, and then should there be a.requirement for the director for weightlifting. Alderman Munns asked if there is a nominal OCEA standard for this. Mayor Prochaska stated that this needs to be looked at. Alderman Kot suggested putting in a minimum amount. Mayor Prochaska stated that there needs to b wording on this within the next two days. 3 Alderman Kot asked in regards to employees during emergency situations. 1VIkvor Prochaska stated that the manual describes this, and we can also talk with the labor attorney. Alderman Xlunns agreed. Alderman Kot asked in regards to overtime, and asked that if we reach a point of raised salary, why should we be locked into it. 141r. IVV), rot stated that this would only be in emergency situations. Mayor Prochaska added that this should be discussed also with the labor attorney. Alderman 11.1unns agreed. Chairman Sowinski stated that this should be a management salaried position, and then asked if Mr. Johnson's salary has been looked into with regards to overtime. This will give you a level. Mayor Prochaska stated yes, and added that this needs to agree with the employee manual. 'Mr. N ywrot stated that there would be a discussion with Mr. Nanninga on these issues, and then this will go to CO . Mayor Prochaska agreed, and stated that the labor attorney would be phoned on these issues tomorrow. MIFT WUNTEXANCE RESOLUTION FOR 5 101 101 TO 4130/02 1\4r. A`ywrot stated that there was a draft on this, and this would go to COt�'. Chairman Sowinski agreed. STREET NAMING LTPDATE Alderman Kot stated that Human Resources would develop a list, and also do a policy for our approval. They are excited to do this, and it would come back to the council. When new developers come to town, we will give them the list. There should be names of men and women who were in the service near the top of the list. Mayor Prochaska stated that he agreed and a certain percentage of streets will use names from the lists. 4 Mr. -Wyivrot passed out a letter from Holly regarding this, and stated that Chief Graff was also pursuing this. Alderman Kot stated that we need to make sure that we are honoring the correct people. 1Vlayor Prochaska agreed, and stated that many streets are named from established Yorkville families. Mr. Wyvvrot suggested that we limit the use of the list for major streets. MOUNTABLE CURB DISCUSSION Mr. Wtywrot stated that there are two street projects this year, which are Blackberry lane, and Colonial Park-way. These are in bad shape, and the situation is that some of the residents have removed of some of the curbing at the driveways. There is no good solution on this. For as to replace all curbs at the driveways would be cost prohibited. Mayor Prochaska stated that we could look at this as a program for the city in the future. Alderman Kot asked what has been done in the past on this. Mr. "WyivTot was unsure, and added that the street work needs to be done right. Calls are anticipated on this. Mayor Prochaska stated that there is really nothing to be done, and added that we need a program put together for this. Mr. Wywrot weed, stating that in the future program, the city would pay for the curb cut, and the owner does everything else. Mayor Prochaska stated that we would look at the details on this, and then go out and bid. Mr. � yivrot agreed, and stated that we will plan driveway_ apron programs similar to the sidewalks. Chairman Sowinski agreed. BRIDGE OVER BLACKBERRY CREEK Mayor Prochaska stated that the idea is to build an access road to Game Farm Road. With the new development north of the county adds the additional traffic and buses. This is something that we need to look at. North of this area is Conover property, and west is the PNA camp. The PNA camp goes up to where Cannonball ends. This is something that we will need to discuss in the future. Alderman Kot asked how the residents in the area would feel about this. Mayor Prochaska stated that we would have to look at this. There most likely will be an accident at route 34 and Game Farm, and we need to have discussion on this. Chairman Sowinski asked what this project would entail. Mr. IA'y-vvYot stated that Route 34 would be raised, and The Kritzeburg's house would then become inaccessible. Alderman Kot stated that we have discussed this with the state, and there is no interest. Mayor Prochaska stated that IDOT would be noted of this as a public safety issue. The access road will not be built within the city limits. If the school would annex, that would help. We need to plan this. Chairman Sowinsski asked if police were there, as a temporary solution. Alderman Kot stated no, and he would discuss this with the public safety committee again. i11ayor Prochaska stated that we have not had any accidents there yet, but as the traffic volume grows, there is an increased possibility for this. The traffic moves fast, which creates a dangerous situation. Alderman Munns agreed. Mayor Prochaska stated that game farm road has become a cut-off to Rte. 47, and this would be the most logical next step for us. Alderman Kot asked if we know what school has planned for the back property. Nir. Wywrot stated that he was unsure. We will approach this with the schools. Mayor Prochaska stated that we could go to the Bristol Township and ask if they,will help fund this project. Alderman Kot stated that lie would bring the light issue up to the public safety committee. Mayor Prochaska stated that we have received a letter on this, and the city can put together the costs for this. 6 Chairman Sowinski added about installation of flashing caution lights. Alderman Kot agreed. Mayor Prochaska stated that this comes back to a `false sense of security' issue. Chairman Sowinski asked if signs could be put out a peak times. Mayor Prochaska stated that this item needs to go on a board for discussion. Chairman Sowinski agreed. Mr. Wvwrot stated that the next step then would be to approach the school district. Mayor Prochaska stated that this would take time. The first thing is to approach the school for the right-of-way, and then we would need to get a letter for the PNA camp. The school board would make the ultimate decision. He then added that this would be a two-year project at best. Mr. Wnvrot agreed. Chairman Sowinski stated that this should be readdressed at public safety. Alderman Kot agreed Mayor Prochaska stated that we know this is dangerous. Alderman Kot stated that we need to look at this from all aspects. Mayor Prochaska stated that something must be down on paper. Alderman Munns, Chairman Sowinski, and Mr. Wywrot agreed. RESULTS OF BID OPENING—ASPHALT SURFACE TREATMENT Mr. V`ywrot opened stating that this is a reclamite project. There was one bidder, which was the only outfit. The estimate was below ours to do Center Parkwav, Naden Court, and all of Greenbriar. I recommend that it go to CO tt-. Mayor Prochaska stated that all of the residents need to be notified on this. Mr. W),wrot agreed. Chairman Sowinski asked if this would track on to the driveways of residents. Mr. Wywrot stated that it could if it is driven over before the set time. We will notify residents of this also. SPRING STREET SEWER Mr. Wywrot stated that this needs to be discussed in two different ways. Mr. Marker preferred the open-cut method, which would lower the costs. The other option is pipe bursting. Mayor Prochaska added that this would be up in the resident's yards. Mr. Wywrot stated that there was a cost estimate for this also. The restoration is $12,500 for the landscape. Mayor Prochaska stated that the residents need to be notified on this. Mr. Wywrot stated that we would take preconstruction photos. We would like to begin the work on this. The driveway removal is a separate item. Mayor Prochaska asked about the reconstruction of the road. Mr. Wywrot stated that the roadwork should be $2,000. We need to discuss this with Mr. Marker. He would like to proceed. Chairman Sowinski stated that there would need to be a cost for all work. Mayor Prochaska stated that it should be done correctly. Mr. Wywrot stated that it should not exceed$65,000 to $70,000. Alderman Kot asked what safeguards we have for this. Mr. NVywrot stated that there is a letter of credit. Chairman Sowinski stated that the restoration must be complete. He asked what the timeframe for this would be. Mr. Wywrot stated that the pipe work would take about two weeks, and the restoration would take about four weeks. Mayor Prochaska asked how deep the sewers were there. Mr. Wywrot stated that they were between 10' and 12'. Mayor Prochaska stated that we need to look at the sidewalk also. 8 Chairman Sowinski asked what would happen if there were problems in the digging. Mayor Prochaska stated that the top end runs in at $120,000. Mr. Wywrot stated that he would send a response letter to Mr. Marker stating a maximum city cost of$120,000. Mayor Prochaska stated that residents should be given two weeks notice. Mr. Wywrot agreed. DISCUSS ASSITNUNG ONVNERSRW OF FIELD TILES Mr. Wywrot stated that there have been meetings with the drainage district regarding the field tiles at the Yorkville Business Center, what needs to be done, and who will be taking care of them. He passed out a plat sheet, showing that there are two 24" field tiles through the Yorkville Business Center. One is clay, and one is concrete. Inland needs to bypass these, and they are wiling to construct a 30" pipe all the way through to Rob Roy Creek. It will be free and clear. The City would own and maintain the field file downstream of the connection points. Mr. Fred(Shorty)Dickson stated that it would be a plastic pipe put in, and there would be no maintenance involved. Looking at the stipulations on construction, this is not surface water--only filtered. Mr. Wnvrot stated that if it remains agricultural, then it would be o.k. If it were a residential, then it would not be. Mayor Prochaska stated that it is in a defined easement area. Alderman Kot asked how deep it was. Mr. Wy wrot stated that it was anywhere from 2' to 6'. He asked if the city was ready to assume this, and what type of system would it be. Mr. Dickson stated that feeder tiles might go into this. All this ground would be in the Yorkville city limits. There are less landowners who want the crop income. Most are outside investors, and we cannot control what happens with the tile. Mr. A ywrot stated that the developer would be constructing a separate storm system, which would ultimately discharge to the creek. Mr. Dickson stated the city would be contacted for problems. 9 Mayor Prochaska stated that we would require storm sewers, and the file would be used less and less as time goes on. The concern is with Montgomery. We would have to have an agreement with them on this issue. Mr. Wyvrot asked if the city would be willing to assume ownership on this. Alderman Kot asked who would construct this. Mr. Wy�vvrrot stated that Inland would. We have assumed that the city takes the maintenance downstream of the connection point. Currently Raymond Drainage District has ownership on this. We are not sure what condition these pipes are in. Mr. Dickson stated that Inland would put in a 30"just for the tiles. Mayor Prochaska stated that we do not know how the property adjacent to the creek will develop. Mr. Wywrot stated that we should bypass the tile and get the detention area set. He also stated that Inland needs an easement to get to the creek. Mayor Prochaska stated that this puts the city in the middle. Inland needs to privately get an easement. The only,problem is that we need to plan for the future. Mr. Wywrot stated that he was unsure of future development. Alderman Kot stated that he would only feel comfortable with assuming responsibility for the file if it were new. Mr. Dickson agreed, and stated that the point is to do it right. X'ir. Wywrot stated that the drainage district needs to look at this. There is no easement document for those lines. Chairman Sowinski asked what the recommendation was. Air. Wywrot stated that if it were new, then the city would take it. Mayor Prochaska stated that if we take it, then there needs to be an agreement with the drainage district. If anyone connects into this, then it could be dangerous. Asir. Dickson agreed. Mr. N'ywrot stated that we need to ask Mr. Kramer for an intergovernmental agreement, We will relax our storm sewer standards for the file construction. Mayor Prochaska agreed. Eventually it will be nonfunctional. 10 Chairman Sowinski asked what the cost was. Mr. Dickson stated it would be $60-65,000. If property comes in, then there will be storm sewers. The filtration water will be minimal. Mr. W«vrot stated that we would discuss this with Mr. Kramer. Chairman Sowinski asked why it would han,,e to be rerouted. Mayor Prochaska stated that if you build over it then you must reroute it. Alderman Munns stated that it was just the maintenance of it then, and there would be no money up front. Mr. Wywrot stated yes. ADDITIONAL BUSINESS Mr. Wywrot stated that the temporary streetlight at Route 34 and Sycamore is inadequate. «'hen the permanent traffic signal goes in, the transformer will be used to power it. Mayor Prochaska stated that he wanted to know the status on pothole filling. Liberty street west of Main is in bad shape. He asked about the status of the striping in the parking lot. Mr. Wywrot stated that the west side of the lot was done with paint. We have our own striping machine now. Mayor Prochaska added that the handicap signs need to be replaced. Mr. Wyivrot agreed. Alderman Kot asked about purchasing red fluorescent tape for stop signs. He wondered what the cost was for this. Mr. Wywrot asked if he had seen it on the posts. Alderman Kot stated yes, and that it was either paint or a decal. Tinley Park had these. Mr. Wywrot stated that we could phone vendors on this. Alderman Kot stated that this seemed effective. He added that Adams Street was in terrible shape, and wanted to know the numbers on this for repair. 11 Mayor Prochaska agreed. Alderman Kot stated that there could possibly be a lower cul-de-sac on the second half of the street. There is another bad spot on Morgan St. Mayor Prochaska stated yes, that these were little projects that need to be done. Alderman Kot stated that residents know about this, and we need to give this more attention. Mayor Prochaska agreed. Alderman Kot stated that there is also a pothole on West Center St. We would like the preliminary numbers together on these projects. Mr. Vt'ywrot stated that a thick overlay might work. I will get a cost estimate on this. Alderman Kot added that Adams and Hydraulic are major concerns. Mr. Wywrot agreed. Mayor Prochaska stated that we did street surveys, but they need to be redone. Mr. Wywrot stated that Walnut St. would be done next year. Alderman Kot stated that when the church is finished, then Walnut Street would be a problem. Chairman Sowinski added that there would be more traffic. Mayor Prochaska discussed the overlays, and stated that if we can do these on the lower traffic streets, that this could be an option. Mr. Wywrot stated that he would get the cost estimates. Chairman Sowinski asked if you need to drain the freon from the white goods pick-up. Mayor Prochaska stated that he did not believe so. Meeting Adjourned 9:30 p.m. Minutes by Lisa Sleezer 12