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Public Works Minutes 2001 12-17-01 • 1 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE MEETING O MONDAY,DECEMBER 17,2001 Revised 2/25/02 Meeting called to order at 6:30 P.M. In Attendance: Alderman Larry Kot-Committee Chairman Alderman Rich Sticka City Engineer Joe Wywrot Director of Public Works Eric Dhuse Mayor Art Prochaska Guests: None YORKVILLE BUSINESS CENTER UNIT 3-LETTER OF CREDIT REDUCTION NO. 1 Mr. Wywrot explained that all underground utilities are in and the road is in up to binder. This is a basic reduction that acknowledges this. He recommended this item be presented to Council of the Whole(COW)on December 20,2001. CANNONBALL ESTATES UNIT 2-LETTER OF CREDIT REDUCTION NO. 1 Mr. Wywrot explained that most of the underground utilities are in although not all of it. Some of the roads are in up to binder. The reduction is acknowledging this. Alderman Sticka questioned if water had stopped being a problem in the area such as in basements and Mr. Wywrot said he had not heard about the problem. Alderman Sticks asked if the Building Department looked for things like this and Mr. Wywrot said they should. Mr.Wywrot recommended presenting this to COW on December 20,2001. 2001 PUBLIC SIDEWALK REPAIRS-CHANGE ORDER NO.1 Mr.Wywrot stated that this is to close out the project. Chairman Kot stated that when the City replaces a sidewalk it is a public sidewalk. He cited an instance on State Street and Washington Street where a sidewalk was replaced but did not lead to the street anywhere. He felt this was counterproductive if the sidewalks are being replaced for safety purposes. Mr. Wywrot stated he was not aware of this Mr. Wywrot stated that the city could go back in the spring and finish the sidewalk to the street. Mayor Prochaska stated that this has happened in the past where the City has gone back and added to the sidewalk. The City paid for the sidewalk. Mr. Wywrot stated that he is starting a list for next year's sidewalk repairs and will add it to the list. He asked if Chairman Kot wanted the change order to go to COW because it was under $3,000.00. Chairman Kot stated that he would like it to go to COW so that the Council can be made aware of what is going on with the program. Chairman Kot recommended presenting this to COW on December 20,2001. RIVER'S EDGE SUBDIVISION RAILROAD CROSSING AGREEMENT 2 Mr. Wywrot stated that City Attorney Dan Kramer has looked at this agreement and given his approval of it. Mr.Wywrot reviewed it and this agreement will get the process rolling in regards to getting the signal constructed. The developer is footing the bill for the signal. Chairman Kot asked if this crossing would be similar to the crossing at White Oaks with a light and Mr. Wywrot stated that this crossing would have gates. Mr. Wywrot pointed out that the agreement stated that automatic protection devices are not required per Interstate Commerce Commission(ICQ criteria but four gates will be provided. Alders an Sticka clarified that the developer is putting gates up without actually being required to do it. Mr. Wywrot recommended that this be presented to COW on December 20,2001. FOX INDUSTRIAL PARK ROADWAY IMPROVEMENTS-BID SCHEDULE AND FINANCING Mr.Wywrot discussed the bid schedule for Fox Industrial Park Roadway Improvements. He noted an error in his December 3,2001 memo. He incorrectly stated that February 18,2002 was the scheduled bid opening date. The correct date is February 11, 2002. Mr. Wywrot noted that the bid opening date of February 11,2002 is set up in such a way that there are three City Council meetings in which to award the contract. The City has to act within a forty-five day period to award the contract. He asked if it was okay with everyone on the Public Works Committee to skip bringing this item back to the February meeting and go straight to COW. Chairman Kot stated that he did not have a problem with this. Mr.Wywrot stated that the City needed to go through the financing on the project. He stated that Traci Pleckhani,the new Finance Director,needed to be in on the financing. The Illinois Department of Transportation(IDOT)will not let the City award the contract until the bond has been finalized. This is why he wanted to have three opportunities for the Council to award the contract. Alderman Sticka wanted to know why Mr.Wywrot thought there might be a problem. Mr. Wywrot stated that this process takes time to do the necessary paperwork. He isn't anticipating any problems but would like a big window in which to work in. Chairman Kot recommended that this be put on the COW agenda to keep the Council aware of the process. COLONIAL PARKWAY ROADWAY IMPROVEMENTS-CHANGE ORDER NO. 1 Mr. Wywrot stated that this is a final balancing change order. The City has agreed on final quantities with Aurora Blacktop and now the final paperwork needs to be submitted to MOT to close out the project. He stated that the City would be seeing a credit back to unobligated MFT funds,which can be applied to future projects. Alderman Sticka asked if everything was physically done on the project and Mr.Wywrot said yes. Chairman Kot asked if there had been any complaints regarding parking. Mr. Wywrot stated no and that it was a great idea to move the mailboxes to the north side of the street because it created parking on the south side. 3 Mr. Wywrot commented that he underestimated the landscaping quantity by a factor of three. The City had to do more at the comer of Route 126 than he planned. The project still came in under the appropriated amount. Mr. Wywrot recommended that this be presented to COW on December 20,2001. BULK WATER RATES Mr. Dhuse stated he ran the new bulk water rates by Attorney Kramer who said everything was in order. The reason for the water rate is because the Public Works Department was spending a lot of time keeping track of the loads,the gallons used and bringing the bills to City Hall where Sandy Marker had to type up the bills and send them out. The bills were for$5.00 to$6.00 of water. Mr. Dhuse stated that the fifty-dollar fee was the fee for a 5,000-gallon tanker. Even if someone comes in with a smaller tanker, the fee will still be the same. Mr. Dhuse stated that Chairman Kot asked him to put the policy in a polished form,which he did. Chairman Kot stated that he like the format. Mr. Dhuse recommended that this be presented to COW on Thursday, December 20,2001. MIKE SCHOPPE PROPOSAL FOR GREENBRIAR POND Mr. Dhuse stated that this is for review and can be brought back to the Public Works Committee when the rest of the Committee is present. Mr. Dhuse said that this is a March or April project. Mr. Schoppe's bid is for$1,700.00. The City received a bid from a conservation design firm, which was for$2,500.00. The proposal is for the design and seed mix. The City will do the labor. Chairman Kot recommended bringing this back to the Public Works Committee in January 2002. ENGINEERING ENTERPRISES,INC.PROPOSAL-SOUTHERN WATER SERVICE AREA Mr. Wywrot stated that City Administrator Graff had spoke with Engineering Enterprises,Inc. (M)regarding a study how far out the City's water service area would like to extend southward This would look at the pressure zones and see if the City needs to create a fourth pressure zone. It would also cover tower location,pipe sizes,etc. Mr.Wywrot stated that perhaps this could be funded through a Special Service Area(SSA)but he wasn't sure. Alderman Sticka asked if the City could ask the developer to fund the study. Mr.Wywrot stated that the City has done this before with a larger developer. The developer of Wyndham Deerpoint is smaller so they might not be as willing to fund this. Mr. Wywrot stated that the developer has not been approached about this. Mr. Wywrot clarified that that the City would be asking the developer to fund the study and then they could get their money back through recapture or SSA. Mayor Prochaska stated that there might be additional parties to discuss the study with and an opportunity to get more parties involved in funding the study. Chairman Kot suggested that the developers be approached before the Council can make a decision. Mr. Wywrot recommended presenting this at the first COW in January 2002. REVIEW OF ALDERMAN'S SIDE STREET REPAIR LIST Chairman Kot asked all the Aldermen to create a list of streets that they feel need repairs. He had a rough draft of streets. 4 Mr. Wywrot presented a 1998 map,which indicated streets that needed repair. Since the map was done,many of the streets indicated on it have been repaired. Alderman Kot wanted to present the list to the Council and City Staff for review and bring the matter back to the January Public Works Committee meeting. Chairman Kot indicated that the criteria he used in selecting street projects are uneven pavement or not wide enough. Alderman Sticka questioned if it was feasible to widen some of the existing streets like Mill Street. Mr.Wywrot stated that the City was planning to widen Mill Street as a federally funded project. He stated that Mill Street was a perfect candidate for a widening project but acquiring federal funds is several years off. Alderman Sticka stated that in Ward I he would rather see extra funds used to upgrade the watermains rather than street repairs. He didn't think Ward I had any streets that were in poor shape. Mayor Prochaska stated that's because several streets have already been repaired in the ward. Meeting adjourned at 7:05 P.M. Minutes presented by Jackie Milschewski