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Public Works Minutes 2001 08-20-01 I UNITED CITY OF YORK'ttILLE PUBLIC WORKS COX1 IITTEE MEETING MONDAY,AUGUST 201*H1 2001 6:30 PAL In Attendance: Richard Sticka Larry Kot Eric Dhuse Art Prochaska Joe Wywrot Joe Besco Marty Munns Rose Spears Guests: Ken Cook Amy Insco HEARTLAND–LETER OF CREDIT REDUCTION#1 CANNONBALL HILL-AETER OF CREDIT REDUCTION#2 CANNONBALL ESTATES—LETTER OF CREDIT REDUCTION#2 Mr. Wwyrot stated that these developments are all at different stages of construction, and recommended a reduction of credit to 25%. All three should go to the City Council. Chairman Kot asked if the three developers were aware of this. Mr. Wywrot stated yes, that the developers have this information. The numbers are correct. Chairman Kot then stated that these would go to COW on 9l6. GREENBRIAR POND UPDATE Mr. Dhuse stated there were options for the handling of the pond. With one option, the cost would be $1500-$2000 for the treatment of the algae. The other cost is the linear footage for the plantings. The grading and chemicals are not included in the cost. We can plant and do the dirt work. The $5000 is for the plants. Mayor Prochaska asked what the residents feel about ibis. Chairman Kot stated that they were undecided. The residents have agreed to do the maintenance, but we need this in writing. We haven't heard back yet. Mayer Prochaska stated that Mr, Cook informed him that the residents wanted to know about the homeowner's association. Chairman Kot asked if the SSA should be enforced, and the maintenance kept low. 1 Mayor Prochaska stated that we need to check the state statute, To enact the SSA, only 2/3 of the residents need to be a part of it. Chairman Kot stated that the SSA would be the last resort in his opinion. Mr. Dhuse discussed the different plantings, stating that different types would keep the geese away. Chairman Kot asked in regards to rocks being an option. Mr, Dhuse stated that we would need to put fabric down, because the weeds would come UP- Chairman Kot stated that the residents voiced concerns with the fields that may be used for soccer, etc. Mayor Prochaska stated that there needs to be a neighborhood meeting, stating that if the City maintains it, it will be considered public property. Mr. Dhuse stated that if the state maintains this, then it would be published Chairman Kot stated that option#1 seems to be the best way. Alderman Sticks stated that the residents seemed to be in favor of the natural prairie grass. The benefits are at a minimal cost. Chairman Kot asked if there would be fish put in, and asked if the was included in the cost. Mr. Dhuse stated that the DNR can stock it, and it takes a few years to grow. Alderman Sticka stated that there could be paths for fishing areas. Mayor Prochaska stated that there needs to be a sight distance for the police. Chairman Kot recommended proceeding with option#1, and recommended that the Park Board be notified of this. Mayor Prochaska stated that we need to get together with the Aldermen and residents on this. Ms. Insco, a homeowner from Greenbnar subdivision, stated that she would like the pond to be done. 2 Chairman Kot stated that if the residents were to take care of it, then we would need legal documentation. Alderman Sticka added that it should be in its natural state. Chairman Kot stated that there was confusion on what the residents want. Ms. Insco stated that no one wants the soccer filed because of the traffic, garbage, etc. Mayor Prochaska stated that if the City maintains the pond, then the city could use it. The issue is if it is public or private. We will work with the residents on this. Chairman Kot stated that we could give a copy of the minutes to the residents at the meeting. Ms. Insco agreed. Mayor Prochaska stated that the council is wiling to work with the residents on this. Mr. Cook asked who owns the property. Mayor Prochaska stated that the deed has never been recorded or accepted by the City. The main issue is to get a consensus from the residents on this. Ms. Insco agreed. Chairman Kot then stated that we should move ahead with option#l. Mr.Dhuse stated that he would get the numbers on this. Mayor Prochaska stated that the residents should be informed on the intent of the City Council. Mr. Wywrot stated that the residents would be informed of the COW meeting. Chairman Kot agreed. 405 &407 WEST CENTER—SIDEWALK REPLACEMENT Mr. Wywrot discussed a memo on this, stating that there were two residents who had the sidewalk replaced. They acted on it, and the recommendation is to follow through with the reimbursement of 60%. Chairman Kot asked if there was money available for this. 3 Mr. Wywrot stated yes. Chairman Kot stated to put it on the bill list. Mayor Prochaska suggested that when we list these out, they should be notified by the end of the fiscal year. We need them to verify that they will be doing it. Chairman Kot agreed. BONDING AMOUNTS FOR RESIDENTS PERFORMING WQRK ON CITY PROPERTY CURB AND DRIVE REPLACEMENT PROD RAWSHARED COST WITH RESIDENTS Mr. Wywrot discussed a memo about curb cutting in Blackberry North Subdivision. There will be a $10,000 bond posted for this, which is extreme. We need to lower these numbers. Alderman.Munns asked in regards to a permit for this. Mr. Wywrot suggested a $2000 bond for this. He added that a resident had called regarding this. Chanman Kot asked if there is a fee involved in the permit. Mr. Wywrot stated that he was not sure. The ordinance specifies a bond. Mayor Prochaska asked if the City could talk with someone to get a City rate. Mr. Wywrot stated that he was not sure. He added that we need to know what the fee on the bond would be, and if we want to go ahead with the City paying to slice the curb, with the resident paying for everything else. Mayor Prochaska stated that if the City does the contracting, then there is no need for the bond.. Mr. Wywrot stated that if we put it in the sidewalk project, then we could call in for the curb to be cut. This could be more complicated though, depending on the type of driveway. Chairman Kot stated that we need to address the bonding amount. Mr. Dhuse asked in regards to Heartland Subdivision. 4 Mayor Prochaska stated that it would only be for the established area. We would collect the money first, and then do the work. Alderman Sticka stated that he was not sure if it qualifies—the driveway is private property. The sidewalk is public property. Chairman Kot stated that if we get enough people for this, it could be a benefit. Mr. Wywrot stated that with regards to the bond, it could be from the local bank. Mayor Prochaska stated that there needs to be a set amount. Mr. Wywrot suggested $2000. Chairman Kot agreed. Mayor Prochaska stated that there should be a set schedule for the bonds(measuring square footage)for sidewalks, types of drives, etc. to show the residents. Mr. Wywrot agreed. Mayor Prochaska added that once the work is done, the City releases the bond as proof that it is accomplished. Chairman Kot stated that this should go to COW. SWIlMUNG POOL FILLING POLICY Mr. Dhuse passed out a memo regarding this, stating that it is cheaper to use a hose for filling. Chairman Kot asked the amount of pools that were filled this year. Mr. Dhuse stated that there was approximately 6-7. For a 24' diameter pool, there would be approximately 15,000-19,000 gallons of water. Alderman Sticka asked if the City was charging a fair rate for filling. Mr. Dhuse stated yes. Chairman Kot stated that this would be brought to COW on 9/20. SPECIAL BRUSH PICK-UP 5 Mr. Dhuse opened by stating that there was a situation on River Road regarding a homeowner's tree that had fallen. Mr. Johnson agreed to pick up the brush. We need clarification on the brush pick-up rules. Chairman Kot agreed, and stated that there should be no more exceptions to this rule. This needs to be more cost-effective. Alderman Sticka stated that some of the residents abuse this. The rules need to be enforced. Mr. Dhuse agreed, and stated that the employees spend more time on this, which increases the amount of money that the City is paying. Chairman Kot asked if there has ever been an incidence where the City has refused to pick up because of the rules being abused. Mr. Dhuse stated yes, and there are complaints then on this. He added that the brush pick-up information should be published in the Record. Mayor Prochaska agreed, and stated that this will educate the public on this. It should always be in there. Chairman Kot stated that we need to set guidelines that act with the City's growth. Alderman Besco stated that this is also putting a burden on the Public Works. This should be looked into. Alderman Sticka agreed, and added that our role is to give Public Works a policy for this. Mayor Prochaska stated that he supports this. Alderman Besco agreed. Mr. Wywrot asked if there should be a policy on the amount of brush as well. Mr. Dhuse stated yes. He suggested leaving a note for the residents about this. He then added that this would gp to COW as an F'B'I. SEWER AND WATER COST FOR NE Vt'RIMRFRONT BUILDING Mr. Dhuse stated that there was a spreadsheet on this. There are two options, and they are both expensive. We have voted on the supposed cost, but not the true cost. The cost of time pump was$4000. This does not include the manhole line, plumbing, fixtures, etc. $5500 has been approved for the pump. This will be the cost. 6 Alderman Sticka asked in rWds to going the least expensive route. Mr. Dhuse stated that it is cheaper for the pre-fab system. Mayor Prochaska asked why it is cheaper in labor costs. Mr.Dhuse stated that it takes approximately two weeks for the manholes. The plumbing will take longer. I have spoken with Metropolitan to get it functional, and this is the cost. Mr. Wywrot asked if it could be out of land cash. Mayor Prochaska stated that he was not sure. Chairman Kot stated that he supports the lower price. Mr. Dhuse stated that none of the employees have experience in insulation. Chairman Kot stated that the budding is limited, and if we can locate money for this, then it should be done. Mr. Dhuse agreed, and stated that the health department permit costs approximately $254. Mr. Wywrot asked if we need to have this budding done yet. Mr. Dhuse stated that he was not sure, and added that the tin is not finished yet for the roof. Mayor Prochaska stated that it should be discussed with W. Graff. Alderman Sticka stated that this should be on the budget for next year. Chairman Kot asked if this would be a small item for the Illinois First Project. Mayor Prochaska stated that he would speak to Tom Cross on this. Mr. Dhuse added that this would be discussed with Tony. SOD DAMAGE FROM SNOWPLOWING Mr. Dhuse explained that these are options for the committee to discuss. Alderwoman Spears discussed Naden Court, stating that Mr. Johnson spoke with the residents here, telling them that it would be repanvd. The residents are upset with the plows going beyond the sidewalk area. There should be a firm policy regarding these types of issues. Mayor Prochaska stated that we would fix these area if we were notified. Chairman Kot stated that there needs to be a letter of explanation to the residents. Mayor Prochaska agreed, stating that there could be a letter regarding the straightening and seeding of areas. Residents must maintain these areas after they have been fixed. Chairman Kot stated that this must be in writing. Mayor Prochaska stated that this should be done in April or May. It should also state when the damage has occuned, and when the City has been notified. .Alderman Sticka asked in regards to the damaged mailboxes. Mr. Dhuse stated that if the mailboxes are placed improperly, we are not responsible for them. They should be placed flush or behind the curb area. If knocked down, the employee will check it. We have a policy on this coming up at a meeting. There have been approximately 20-25 mailboxes knocked down each winter. Alderman Besco stated that there needs to be a set limit on mailbox cost. Mayor Prochaska stated that information will be in the newsletter this spring. Chairman Kot stated that option#3 would be favorable. We need to make it a dated policy of notification/finishing of the project also. Mr. Dhuse agreed. He added that watering the seeded areas and fixed areas of sod must be watered every day by the resident. Alderman Sticks stated that there should be a policy for all sorts of repairs, and this should be a set policy. Mr. Dhuse stated that everyone gets a fair share of snowplow damage. Chairman Kot stated that if the City needs to fix it, then it should be done. UMBER FIELD WATERMAIN This item has been tabled. 2002 CAPITAL PHUJECTS 8 Mr. Wywrot stated dint the water and sanitary system is set, Streets need to be focused on for the 2002/2003 years. All the streets but Dixon are in the program. Walnut Street is not a core out project, but a patch and overlay. We need to do this. Appletree Court also is bad. Chairman Kot asked if this is realistic for the funding involved. Mr. Wywrot stated yes. The cost is approximately $160,000 to $165,000. There is cracksealing added to this. Chairman Kot stated that die smaller streets are neglected in town He asked if an additional wish at could be created. Mr. A"ywrot stated that those need to be listed and bid out. Chairman Kot stated that this needs to be done. Mayor Prochaska stated that doing overlays would help, and this could be done on the lower traffic streets. Chairman Kot stated that the overlays would last on the low volume streets. These need to be added to the list, if there is money available. Mayor Prochaska stated that the numbers need to be looked at for these. Mr. Wywrot agreed. Alderman Sticka stated that to take on engineering would be time-consuming for these projects. Mr. Wywrot agreed. Mayor Prochaska suggested adding these on for next year's projects. As we we commercial increase, we will hopefully see increased revenues. We need to get these on the list. Chairman Kot stated that these should be on standby. Mayor Prochaska stated that the list should be kept current, for the streets change from year to year. Mr. Wywrot stated that the negative side is that we have a huge list. There needs to be subjectivity for the list. 9 Chairman Kot agreed, and added that we need the residents to know that we realize there's a problem. Mayor Prochaska asked if streets get updated every year. Mr. Wywrot stated that they do by the list. Chairman Kot stated that this should be a priority. We need to prepare ourselves for this is the near future. Citizens should be equalized. Alderman Sticka stated that we must budget for this. Mayor Prochaska stated that if we have money left, then this should be looked into. We need to give our staff direction for this also. Chairman Kot asked if we are doing all that is possible for grant money. Mayor Prochaska stated that we are too affluent for the area. We could not get 75% response. We have applied for a TARP grant. Mr. Wywrot stated that we compete against municipalities, and they base their criteria on the traffic volumes. Mr. Dhuse stated that Adams Street must be widened and overlaid, which will be a large cost. Chairman Kot stated that Adams Street has been declined for different reasons, and it doesn't seem fair. Mayor Prochaska suggested that every alderman make a list from his or her ward. If there is a list, and dollars are available, then it will be noted. Chairman Kot stated that common sense should prevail on these. He added that the alderman should poll their ward for streets to be repaired if there is extra money available. Alderman Sticka asked who would make the determination for these. Chairman Kot said that these would be decided at the COW on 9/20. MENARD'S OFF-SITE STORM SEWER Mr. Wywrot passed out a memo regarding the detention basin with the outlet at Blackberry Creek. He stated that Smith Engineering looks at all possible outlets. It will 10 be from East Lexington Circle through to Blackberry Creek. Mr. Heinz wants us to take over the storm sewer. Mayor Prochaska agreed, but suggested checking with Mr. Kramer on this. Chairman Kot stated that it should gQ to COW. Mayor Prochaska agreed. ADDITIONAL BUSWESS Chairman Kot stated that the next meeting will be held in the Public Works garage. The agenda should be kept short for the tour. He then asked in regards to the weeds in Countryside. Mr. Dhuse stated that they are done, and there are four employees who will be going to class in January. Chairman Kot stated that Alderwoman Burd asked in regards to the area by the train tracks. He suggested asking the Railroad for help with the landscape. Alderman Bosco stated that the Railroad seems to be non-receptive towards these things. Mayor Prochaska stated that the problem is the maintenance of this area. Chairman Kot asked if there was any way to improve these areas. Mayor Prochaska stated that the streets are unusual there also. We do not have a green easement there. We could inquire about this. Meeting Adjourned 8:58 p.m Minutes by Lisa Sleezer 11