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Public Works Minutes 2001 07-16-01 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE MEETING MONDAY, JULY 16, 2001 6:30 P.M. In Attendance: Larry Kot Eric Dhuse Rich Sticka Tony Graff Joe Besco Mayor Prochaska JOB DESCRIPTION FOR ENGINEERING TECHISENIOR ENGINEERING TECH Mr. Dhuse explained that the format has changed for these, and Mr. Alywrot needs to look at these. They are to be reviewed. Chairman Kot asked if these should go to COW. Mr. Dhuse stated yes. PROGRAM TO REPLACE CURB & DRIVES (SHARED COST WITH RESIDENT) Chairman Kot stated that Afar. Wy-vrot and Mr. Dhuse would discuss this, and come up with a program. Alderman Besco stated that the wording is a little confusing. Chairman Kot agreed, and stated that there needs to be a decision on how to split the cost. He would like to see the numbers on these. Afar. Dhuse stated that it would cost approximately $200-250 to finish it, and $500-$1,000 total, depending on the type. Chairman Kot stated that this must be a line item. Mr. Dhuse agreed. Chairman Kot stated that this item would be tabled until the next meeting. JOB POSTINGS Mr. Dhuse stated that this is the operation for Public W,orks, and it has been posted internally for one week. 1 Alderman Sticka asked if this is operating under the existing handbook. Chairman Kot stated yes. Alderman Besco stated that we need to speak with Dan Kramer on this issue. Chairman Kot agreed, and stated that we also need to speak with the Chief of Police. Alderman Sticka stated that this needs to be checked into, and discussed also in the Administration Committee meeting. Mr. Graff stated that in approximately six weeks there would be a draft done for Administration. Alderman Besco suggested a separate employee manual for different departments. Mayor Prochaska stated that there are already sections that are similar to this. Mr. Dhuse stated that there has been a posting internally for 7 days for the public works operator, and the maintenance position is on hold right now. He added that the operator for public works should go to COQ'. Chairman Kot agreed, and stated that within 7 days, this will be open to the general public. CAT. #=alb-B BACk'HGE R•LANTENANCE Mr. Dhuse opened by passing out a proposal received for a check-up for the backhoe. He added that this has never been done before, and wanted the machine to remain in good shape. There is a list of items for testing, and the cost will be $487 for diagnosis purposes only. Everything else is an extra charge. He added that there is a line item for this, and wanted the committee to be aware of the cost involved. Alderman Sticka agreed that it should be checked and properly maintained. Mr. Dhuse added that it would then be checked on the appropriate schedule. Alderman Besco stated that this is extremely reasonable. AMERITECH PARKING LOT 2 r Mr. Dhuse passed out a map regarding this, and stated that the gravel lot is installed. This will be at the unit price, and we need to core it out next week. We will get the bids at that time. Alderman Besco asked in regards to the length. Mr. Dhuse stated that it would be approximately 140-150'. To coordinate this, we need to put the sanitary:sewer down at the riverfront. We would like this done by the Riverfront Festival. BEECBER NVATERhIAIN PROJECT Mr. Dhuse stated that Mr. Graff would like this done in August. This regards the Tucker development, which will interconnect the two mains. This in return will provide more water. There will be an interruption of the soccer and baseball season with this project, being that it is 900 feet of a 12"watermain. We are doing this in-house, and the grass wouldn't be up in time for next spring. This will be a large trench, being that most of it is sandy. Chairman Kot stated that the residents need to remain informed on this matter. Mr. Dhuse stated that it would be approximately 5 working days if all goes well. There will be 1-2 weeks of labor, with the landscaping involved. Chairman Kot stated that this needs to be coordinated with Sue. Mr. Dhuse agreed, and added that the weather also needs to cooperate with this project. Chairman Kot agreed. POLICY FOR DAMAGE DONE WHILE SNOW PLOWING Chairman Kot stated that residents have voiced complaints on this matter. The response from Mr. Johnson was that we needed a policy on this issue. Mr. Dhuse stated that this item remains judgmental regarding on who inspects these. Chairman Kot stated that the areas should be put back into their original state, and added that the policy must have some flexibility regarding communication. We need documentation on this. Mr. Dhuse stated that the situation is getting worse. Alderman Besco stated that the north side has some damage. 3 Mr. Dhuse stated that there must be some give and take on the matter. Chairman Kot asked if there is a written policy in effect now for this matter. Mr. Dhuse stated no, and added that he could write one. Asir. Besco agreed, and added that Mr. Dhuse knows the schedule of these events. Chairman Kot asked if this would go into effect only for the complaints. Mr. Muse stated that it would be for both. Chairman Kot and Alderman Sticks agreed to have a draft put together for this matter. Mr. Dhuse agreed. COMPUTERIOFFICE EQUIPMENT Mr. Dhuse stated that there needs to be a new printer, and discussed an external CDROK explaining that there is no backup system. The printer would approximately run$1,000, in which we have line items for. Alderman Sticka agreed. GREENBRIAR POND Chairman Kot stated that this item remains unresolved. The citizens came back last month with different ideas, and we tried to give them options. The issue is the landscaping, and we need to decide on the plan. There is no formal plan as of yet. Mr. Dhuse stated that Mr. Johnson met with the DNR., and stated that the fish and aquatic life will keep the cattails out. The geese will also not roost there, and we can also prevent erosion by planting low plants. This will possibly be expensive. Alderman Sticka stated that the maintenance costs would be minimal, and stated that the residents were receptive to the natural prairie. Chairman Kot added that the residents did not want the soccer fields, but wanted the pond for fishing. He asked if there could be a sketch put together for this. Mr. Muse stated that he would try based on the information that he had. 4 Chairman Kot stated that we have time on this, but we need the plan for the residents. This was discussed at the last months meeting, and the residents decided against the homeowners association. There needs to be a solution. This also needs to be approved by a legal staff. Mr. Dhuse stated that the initial cost is $2,000 per year for the aquatic control of the algae. Alderman Besco stated that the area might be good in the future for a `regional park'. Mr. Muse stated that this needs to be advertised as a `fishing and recreational spot'. Chairman Kot stated that this is not a private pond, and it is open to the public. We will come up with a rough draft, and then we will get the input from the homeowners. RADIUM TREATMENT Mr. Graff stated that there was a letter written on June 11 regarding this. There was an official vote to approve this, and this letter was authorized. We can send it to the IEPA. If we go to the lime-softening system, we add an additional $3-4 million to the project. The district has elected not to receive it. This will go to a public hearing in November, to meet the deadline in January of 2004. We are exploring all financial avenues for this. We can receive 25%of the money by the IEPA, but cannot start the project under the rules without the funds. There should be state and federal funding on low interest loans. Mr. Graff continued by stating that it is difficult to do research because of the IEPA wastewater loan project. This is highly competitive. Mayor Prochaska stated that with regards to the radium, there would now be an increased amount of the concentrate. Mr. Graff agreed, stating that there will be between a 20 and 30 PiCu/L increase. He then added that this project is an ongoing cost, and Mr. Dhuse will be getting the numbers together for the lime-softening system, as well as the ion exchange monitoring devices. With the ML conference coming, we can find out information regarding the systems and costs. Alderman Sticka agreed. Chairman Kot stated that there were approximately 100 other communities affected. Mr. Graff agreed stating that there were approximately 100 other communities within the state. Many communities have already started this project. We have asked EEI to explain to us how these systems work. This problem hasn't gone on enough to produce the hard data needed. Mr. Deutschler recommended 12 months of sampling. 5 Mr. Graff added that the lime-softening system would run approximately $4.2 million, and the other $7 million is for the water supply improvements, storage improvements, and finishing the water main. lair. tV yrwrot has reviewed the design, and the question is if we will bid or stay with the current consultants. Mayor Prochaska stated that we need a decision for this. The EPA requests us to find a lower cost solution. Chairman Kot stated that we should wait for feedback from the IEPA. Mr. Graff agreed, and stated that we will also have a public hearing to give information on this issue. Chairman Kot stated that we could get this done. Mr. Graff stated that we are 45 days behind, and this is a board decision. IEPA recommends board action on this. This should go to CC�Z', and then back to the Public Works Committee for specifics. We want to bring EEI's proposal here. The second phase of this is a site. The recommendation is a 10-acre site. Mr. Dhuse added that this would be centrally located, and near or with access to the river. Mr. Graff stated that we need to look at all of the alternatives. Mr. Kramer needs to be notified regarding the site. This should go into the Executive Session on the first meeting in August. Chairman Kot asked if the site was required regardless of the method chosen. Mr. Graff stated that we would need to enter into agreement regarding the location. Mr. Dhuse added that we need to consider the future growth of Yorkville. Mayor Prochaska stated that we need to have a decision for the Sanitary District. Chairman Kot stated that the key is to go with the least expensive method to keep the cost down. Mr. Graff agreed, and stated that the EEI is also looking at the reduction of costs. Mr. Freeman has done a U of I study on this, and has knowledge of hydraulics. Mayor Prochaska stated that they have begun looking into other alternatives that would lower the cost. 6 Mr. Graff agreed. The process is as follows: 1)Information on radium, and updates at COW 2)Direction for the design implementation 3)Value of engineering and check and balance system with regards to review of EEI's recommendation. Chairman Kot asked when this is needed. Mr. Graff stated that it would be needed as of the 10. Then we can move forward. I recommend a review by this committee. Mayor Prochaska and Alderman Sticka agreed. Chairman Kot stated that he would like them here at the Public Hearing. Mr. Graff agreed, stating that once we get the proposal/review, the assessment will go to IEPA. They will respond with communication on this. Chairman Kot agreed. Mr. Graff stated that this would be sent out within 5 days. Alderman Besco added that there is a lot of information. Ma- yor Prochaska stated that he is confident that we will find something that will work. Mr. Graff stated that we need to work within parameters, and we will be in a meeting with Tom Cross Representative Hastert, etc. on this issue. Mayor Prochaska stated that we need to keep working towards this. Alderman Sticka added that everyone is willing to go forward with this. Chairman Kot asked if this should go to CO on Thursday. Mayor Prochaska and Mr. Graff agreed. SUNFLOWER IRRIGATION SYSTEM Mr. Dhuse stated that Inland is maintaining these now, and we would like them to take it out when they leave. Chairman Kot stated that this would need to be in writing. Mr. Dhuse stated that we also need to speak with Scott Steezer on this. He had some concerns regarding the trees in the park-;ay. 7 Chairman Kot stated that we should get with Scott, and then it will come back to this committee. Alderman Sticka asked if it could be just disconnected. Mr. Dhuse stated yes, and added that would work. IV,a can leave the heads in the ground. Chairman Kot agreed, stating that we need to confer with Scott, and then get a letter from Inland regarding these. Mr. Dhuse agreed. ADDITIONAL BUSINESS Mr. Dhuse passed out a memo regarding a new 3-inch trash pump. He explained that this is a pump that can take rocks, sand, and gravel along with the water. Northern was the least expensive, looking at All Season's Rental in Bristol. Chairman Kot asked if there was money budgeted for this, and added that we need to be precise on the budget for items like these. Mr. Dhuse agreed. Chairman Kot stated that we might add these as line items in the future. Alderman Sticka and Mr. Dhuse agreed. Alderman Besco stated that along with the growth of the City, things like these would increase. Mr. Dhuse agreed, and stated that the truck is here today. It will go to Monroe Truck Body, and we also need new City logos for the trucks. Chairman Kot agreed. Alderman Sticka wanted to know if the area by Westside Gy7os was resolved. 11.-Tr. Dhuse stated that this has been finished. Alderman Besco added that there is a depression in the sewer connection on Kendall Drive. There needs to be gravel hauled in. Mr. Dhuse stated yes, and he will check on this. 8 Chairman Kot stated that the light is out on State and Washington streets. He then asked if we could be notified where the crews are working by some type of chart. It would be helpful to know what is going on. Mr. Dhuse agreed, and stated that he had discussed this with the employees. Alderman Besco stated that some type of general plan would be helpful. Chairman Kot agreed, and stated that for the bigger jobs, this would be particularly helpful. If we had some type of a voice mail system, then we could be informed. Mr. Dhuse agreed. Chairman Kot added that he would like to get another tour of the Public Works. Mayor Prochaska stated that we could have a meeting there one night. Mr. Dhuse stated that September would work well. He then added that the Alderman may ride along during the snowplowing season. Chairman Kot stated that with regards to the signals—whom should we notify. Mr. Dhuse stated that you should call John Sleezer. Mayor Prochaska wanted to have the logo signs at the city limits redone, because they are looking rough. Mr. Dhuse stated that he would have Mr. Seng look at these. Mayor Prochaska stated that we need to get a new sign at Routes 34 and 47, stating the club logos. He added that he would like to order the governor award signs for the 2001 year. Mr. Dhuse stated that he would check into this. He wanted to know if this would be incorporated with the Governor's Hometown Award. Mayor Prochaska stated yes, but we don't want it to be too cluttered. Holly and Mr. Graff can be contacted on this. Mr. Dhuse agreed. Meeting adjourned 8:25 p.m. Minutes by Lisa Sleezer 9 s CITY OF YORKVILLE GUEST SIGN-IN SHEET DATE: -711(e 9/ MEETING: Put/ ic/W Q Yif S TIME: LOM Z PHONE NUMBER i. � QrrD �eem/G� �a�SY�t, 2. 3. 4. S. 6. 7. 8. 9. 10.