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Public Works Minutes 2001 11-19-01 REVISED: 2/26/02 UNITED CITY OF YORKVILLE ARM PUBLIC WORKS COMMITTEE MEETING �a�•oa --� , MONDAY, NOVEMBER 19, 2001 6:30 P.M. In Attendance: Eric Dhuse Richard Sticka Art Prochaska Joe Besco Marty Munns Joe Wywrot Larry Kot Guests: Jeff Freeman Peter Wallers Mr. Dyer LETTER OF CREDIT REDUCTION Mr. )Kvwrot opened stating that these are for Prairie Gardens, and for Foy.Highlands. The recommendation for Fox Highlands is a reduction of the bond to 25%of the estimate for the work to be completed. There will be a retainer of 110%of the items that are not completed For the second bond, there is no recommendation. For Prairie Gardens, the amount reduction recommended is $264,282.51. Mayor Prochaska stated that these should go to COW on 1216. Mr. )Kvwrot agreed. TRUCK BID RESULTS FORD PICKUP Mr. Dhuse stated that there were no bids for the 1984 pick-up. There is someone interested for $100. He asked the committee what the suggestion was for this. Mayor Prochaska stated that there are liability costs also for this. Alderman Sticka agreed, and stated that this should move to a vote. Mayor Prochaska stated that we should check with Mr. Kramer on this issue. Mr. Dhuse agreed, and stated that this would go to City Council after the discussion with Mr. Kramer. Chairman Kot agreed. EEI—WATERWORKS SYSTEM. PLANNING AND IMPROVEMENTS UPDATE BOOSTER STATION DESIGN 1 Mr. Walters and Mr. Freeman from Engineering Enterprises gave an update on the planning and improvements. They discussed a generalized plan and schedule. Mr. Wallers stated that we are on schedule, and there have been meetings with the staff. There is good progress being made, and there are final revisions being done on the project plan. We need to have the site selected. This needs to be submitted to the EPA for review, and then the final public hearing. Mr. Wywrot stated that we have one more question to do, and then we can do the environmental portion of this. Then it will be completed for the grant approval. Chairman Kot asked if there was any sense if money was available for this. Mr. Freeman stated that we know that there is money on the water side. It should be released soon, and they have the option to bond more money for this. There is money available through the IEPA. The City of Yorkville is ahead of the others with this. Chairman Kot agreed. Mr. Wallers discussed Contract A. stating that our first task is to consider where to break the pressure zones. The purpose is to put the City on a location for adequate pressure. He stated that there is one significant item with Route 34 commercial property. This could raise the pressure zone boundary. He added that currently the P.E. tank would be at the Northeast side of Galena road. There will be a 16" water main to connect into it. The alignment has changed, and resulted in more pipe. The booster station at the Cooper property currently acts as a well to distribute water from one zone to another. We have had a station here since 1985. There are.aboveground boosters, and underground boosters. The above ground is similar to the one on Route 47. This is easier to maintain. We would recommend this. Alderman Sticka asked if this would cost less. Mr. Freeman stated that it would cost the same, but the access would be easier. Mr. Wallers stated that it would be a utility type building, with no windows. He added that with the Contract B (lime softening), we are doing the equipment review. We are looking at the capital costs for this, and Mr. Freeman will set up tours at the em.sting plants. Mayor Prochaska asked about the site selection. Mr. Dhuse stated that we are working towards this. Mayor Prochaska stated that he has had discussions with the residents on this. We would like to give information on this, and education to the people. 2 Mr. Dhuse agreed. Chairman Kot asked about the timeframe for this site. Mr. Freeman stated that we would need to know as soon as possible. Hopefully within the next 30 days. Alderman Sticka asked if there were any recommendations on the two tanks. Mr. Freeman stated that the staff recommendation was the spheroid. The initial costs were close. Mr. Wywrot asked about the difference in capacity. Mr. Wallers, stated that they are each 1 million gallons. Chairman Kot asked what the next step was. Mr. Wallers stated that we would discuss the designs: the site, detailed plans, easement documentation, etc. We would get back with the staff for direction. Mr. Wywrot stated that the Cooper place was the most logical for this. Mr. Freeman added that this was annexed. Mayor Prochaska agreed. Alderman Besco asked if the lime softening is capable of the MPI development and others. Mr. Wallers stated that there would be on-site treatment plants for this. The problem would be moving the treated water back to the MPI. That is why we will do a feasibility study. Alderman Sticka wondered about hiring another water employee. Mr. Freeman stated that this could possibly happen. There would be at least one more, but this would have to be evaluated. Mayor Prochaska stated that we would need to include this in the budget. Alderman Sticka and Chairman Kot agreed. CITY ENTRYWAY SIGNS 3 Mayor Prochaska stated that we looked at this for the advertising. The current ones have been repainted, and we now have three. We are looking into the cost of having these made. Alderman Sticka discussed the placement of these on main highways. Mayor Prochaska agreed, and stated that it is a clean look. Mr. Graff has a letter from the MIL on this also. Mr. Dhuse stated that he would phone Mr. McGuiness on this. Chairman Kot stated that it would come back here then with the information. PARKWAY TREES Mr. Dhuse stated that there is a problem with the development. The homeowners are not aware about this also. Chairman Kot asked if there was a problem with the new homes going in. 1VIr. Dhuse stated that it is a mixture of the old and new homes. Mr. Wywrot stated that this is just for the common areas. Chairman Kot asked if we have a policy on this issue. Mayor Prochaska stated that we do, and that we have a tree list that goes out in the newsletter. We address the developers, but not the homeowners. Mr. Dhuse suggested advertising this. Mr. Wywrot stated that we could add this to the information that the building inspector gives out. Mr. Dhuse stated that right now we are checking for new construction mainly. Mayor Prochaska stated that we could add that you must phone for parkway plantings. Mr. Dhuse agreed, and stated that he needs input on this. Mayor Prochaska stated that we need to set a policy on this. Chairman Kot stated that we would bring this to Cow. Mr. Dhuse stated that he would be working on this. 4 DRIVEWAY RAMPS Mr. Dhuse stated that this is an issue because of the roll curb bump. We have a list of these, and there are problems with plowing and drainage of water. Alderman Munns stated that this needs to be enforced. Mayor Prochaska stated that we are looking into a driveway-cutting program. There is more to it than just cutting out a curb. Mr. Wywrot agreed, and stated that the big cost is the apron. This is a specialty item. Mr. Dhuse stated that National Curb Cuts in Lincoln would do this. It is approximately $225 just for the cut. Chairman Kot stated that we have discussed setting up a fund to do this. Mayor Prochaska agreed but stated that initially people need to know about the dangers of this. Alderman Munns stated that the whole City would pay for what a few people did. Mayor Prochaska stated that a letter needs to be sent out about removal before a.certain date. Alderman Besco agreed. Mr. Dhuse stated that he would check the ordinance on this. Mr. Wywrot agreed. BULK WATER/FLUSH AND FILL RATES Mr. Dhuse stated that we charge $50 for 5,000 gallons. This will cover the costs. We need to set this up. Alderman Sticka stated that this is a good idea. Chairman Kot agreed, and stated that this would go to COW. Flavor Prochaska stated that we should check with Mr. Kramer about the flat rate. Mr. Dhuse agreed. He added that with looking at the flush/fill and chlorination, there was much water being used. 5 Alderman Munns agreed. Alderman Sticka asked about giving a charge for this. Mr. Dhuse..stated that this was calculated at 3 cents per gallon. Mayor Prochaska stated that we would bring this to the Council to change the price per gallon. Mr. Dhuse stated that we have devised a list for things like this. Chairman Kot stated that we would put this on the Subdivision Control Ordinance list. Everyone agreed. FOX STREET AND MORGAN STREETS SANITARY SEWER Chairman Kot stated that there was a memo dated on 11/16 for this. Mr. Dyerthe resident affected with this matter, was here to discuss this. We have discussed this at the City Council, and we are getting the estimates of having it hooked on. Mr. � ywrot agreed. Alderman Sticka asked how much it would cost if the septic was hooked up to the sanitary. Mr. IZ'ywrot stated $3,000. Alderman Besco asked about the lifespan to the septic. Mr. Wywrot stated that this depends on the residents. The ordinance states that they must connect to the public sewer if close enough. Chairman Kot asked about the construction costs. Mayor Prochaska stated that we are looking at the costs to run it to Morgan. This would be around$5,000. This would be half of the cost. Mr. Dye istated,that he could elevate it to the ditch area. Mr. Wywrot stated that this couldn't be done. The cover there is less than two feet. 6 Chairman Kot asked if the numbers are consistent. Mr. Dire stated yes, and that$11,000 was right. Alderman Sticka stated that his inclination was to not put the taxpayer money into this. Mayor Prochaska discussed the tap on fee, stating that this is part of the expansion and improvement. Alderman Sticka stated that Mr. Eyex`sargument is that something was done wrong in the past. Mayor Prochaska agreed, and stated that we are not sure about the ordinance back then, and when his lot was split, then there were problems. The manhole is not available for the sewer. We have no way of knowing this. Alderman Sticka agreed. Chairman Kot stated that there is no support but recapture. Mayor Prochaska suggested $5,000. Alderman Besco agreed. Chairman Kot added that Mr. Dyer's cost is his own--$3,000 for the neighbor, and $2,000 for the tap. Mayor Prochaska stated that$17,500 was the estimate. To run to Fox rd. would cost $11,000. To make it a public sewer, it would be $17,500 for the total. Alderman Sticka suggested constructing a public sewer. Chairman Kot asked if we did an estimate where the line runs south of Fox St. Mr. Dhuse stated that it went to Lindblans. Mr. Wywrot stated that this is a six-inch line. .Alderman Sticka stated that this is an expensive situation. Mr. 4 e r stated that he would save money by putting the septic field in. Alderman Besco stated that we are setting a policy with this, and I feel for Mr. aer.He wondered what the recommendation would be for the recapture. 7 Mayor Prochaska stated that he would not support waiving the entire fee. If you ask him to extend the public sewer, then that is another issue. Chairman Kot asked if we are liable for something that is not feasible. Alderman Besco stated that there would be two parcels that would benefit from this. Mr. Wywrot stated that the only option is to put in an 8-inch pipe. The question is if it is public or private. Mr. Dye rstated that he would discuss this with a lawyer. Mayor Prochaska stated that the original proposal was the recapture and half of the cost of the main. Alderman Sticka agreed. Mayor Prochaska then suggested voting on half of the cost of the public portion of the extension. The only recapture is for half of the cost of the public portion. It is for two lots. This would have to be a public main. Mr. Dyer stated that this city bears no burden then. Mayor Prochaska stated that technically, the City has no obligation to run it. Chairman Kot stated that his concern would be creating an easement for the septic. This could create a legal problem. Chairman Kot then added that this would go to COW on 1216. There would be a $6,000 difference, plus the connection. Mr. Wywrot stated that he would check into the private sanitary sewer issue with Mr. Kramer. Mr. Dyer agreed. AUTO CAD UPGRADE Mr. Wywrot discussed a memo that regarded the status of this. The proposal is to upgrade and expand. We are being forced to upgrade to AutoCAD Map 5 and the recommendation is to go with this now. We need to purchase AutoCAD LT for Bill and a Map 5 seat for Eric. This is in the accounting of the revised budget. It is a$4500 cost. Mayor Prochaska also suggested doing this. 8 Mr. Wywrot stated that this price is 30%lower than the list price. Mayor Prochaska agreed, and added that we will have three full seats when we are done. Chairman Kot stated that he would sign off on this. FOX HILL PUNCH LIST Chairman Kot stated that there are many issues here, and we need to really look at this before discussion. Mayor Prochaska stated that there were things approved and passed by the previous engineer, and Mr. Framer will work out the legalistics with the attorney. According to the Subdivision Control Ordinance, we have had these problems before. We went through three different .city engineers since this subdivision began. I would suggest that Mr. Kramer would look at this. Alderman Munns stated that this needs to be cleaned up. Chairman Kot agreed, and asked if we need to go through this_yet. He added that he would liketheattorneys to work these things out first. Everyone agreed. Chairman Kot stated that these would be back in December. ADDITIONAL BUSINESS Mr. 117ywrot discussed the revised IDOT agreement for, the Rt. 34 project. This has to go to City Council. IDOT has made changes in Exhibit A. He recommended that this go to COW on 12/6. Alderman Sticka asked about the future traffic volume warrants in page 1 Exhibit A. Mr. Wywrot stated that you could quantify this. Mayor Prochaska added that the question is when it is needed. Chairman Kot agreed, and stated that it would go to COW then. Alderman Besco asked if there had been an estimate on the 1 40n truck yet. Mi. Dhuse stated not as of yet, that it should be done soon. 9 Alderman Besco asked about the streetlights on Kendall, in the Dickson and Mulhern areas. Mr. Dhuse stated that he had been told that these were fixed. He would check on these. Mayor Prochaska stated that we need to start looking at the streets project. We need ideas and the costs for resurfacing. I would like to get .streets improved to a minimum standard. Chairman Kot agreed, and stated that he needed a list from everyone. Alderman Sticka stated that we need to put attention on these and on water mains also. Mayor Prochaska stated that this all needs to be looked into. Alderman Munns stated that this must be done one at a time. Chairman Kot agreed. Alderman Sticka stated that there have been problems with the water mains, at Walter and Olson. Chairman Kot agreed, but stated that the water was safe. Mr. Dhuse agreed, but added that it was not pleasant. Chairman Kot stated that Mr. Schoenfeld, a South Main resident, was voicing concerns over a fire hydrant in the driveway. Mr. Muse stated that he knew about this, and that there are bo]lards there. He is worried about this. Chairman Kot agreed, and stated that Mr. Shoenfeld would like it to be moved. Mr. Dhuse stated that it would take 6-7 valves to shut down for this. IJe showed the Committee where these would be on the map. Mr. Wy wrot stated that there would be no chance of getting a good shut down. Mr. Dhuse stated that the pipes are I-om the 1930's. Chairman Kot asked about putting an elbow there. Mr. Dhuse explained that this could not be done at that spot. I suggested a breakaway fence. Chairman Kot asked about showing the resident this map. 10 Mir. Dhuse stated that he could. He added that a new hydrant would cost $1350 plus the construction. It could be as much as $12,000. Alderman. Sticka asked Mr. Dhuse to talk to the resident about these costs. Mir. Dhuse agreed. Mayor Prochaska stated that we need to look into the water project. Moir. Wywrot stated yes, and added that we have looked at this some. Mayor Prochaska stated that the purpose was to put together a water main project. Mr. Wywrot agreed. Chairman Kot stated that we could move the hydrant in the future when we do the water project. Mayor Prochaska stated that in the event that the water main was replaced, the fire hydrant could be moved. Chairman Kot agreed, and added that this is an ongoing process. We need to keep these running lists, and we will try to work with the residents. The realistic answer is that the moving of the hydrant will be incorporated when the work is being done on the line. Mir. Dhuse agreed. Chairman Kot asked about the vacating in Independence and John St. Mayor Prochaska stated that Jim Ratos said he would not connect to this. Mr. Dhuse stated that there must be easements over this area. Chairman Kot stated that this matter should go to COW. Chairman Kot asked about leaf pickup, and stated that it should be done by Wednesday. Mfr. Dhuse stated yes, and added that it took us 2 V-, days in Countryside. Mir. Wywrot stated that we do a good service. Mayor Prochaska added that we agree getting more trees, and this is an ongoing thing. Mr. Dhuse agreed. I1 Chairman Kot stated that we could consider changing the advertising to a two-week process. Mayor Prochaska stated that he met with Mr. Morley on Friday about our garbage contract. We are looking at the cost for the service that is current, and wording on the missed pickup. It has happened, and I will bring this back to this committee. Meeting adjourned 9:40 p.m. Minutes by Lisa Sleezer Revised: 2/26/02 Liz D'Anna 12