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Public Works Minutes 2000 11-25-00 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE MEETING WEDNESDAY, NOVEMBER 25,2000 6:45 P.M. In Attendance: Art Prochaska Tom Sowinski Larry Kot Dave Dockstader J.T. Johnson Joe Wywrot PARK TRAIL SYSTEM STANDARDS This item will be reviewed at the next meeting. SUNFLO`W'ER ESTATES, UNIT 1 BOND REDUCTION#2 Mr. W«vrot stated that items are still remaining in the reduction, and there would be a new ordinance adoption, reducing it to 25 %. He then stated that he would recommend the reduction at the figure of$67,537.71, and that it toes to COW on December 7. PLAN AND PLAT REVIEW CHECKLIST Mr. W3,wTot passed out information regarding this, which was not yet a final version. 'He then stated that Sugar Grove has adopted this checklist. He then added that there would be more than one checklist, and that the engineer would submit this with the document or the plat. He then stated that it might fall into an `unused' category. Mayor Prochaska stated that this checklist would serve as a guide, and hopefully it would be submitted. Xlr. A`ywrot stated that it would be a guideline for subdivisions. Mr. Johnson stated that we have had more than one developer come in with information on subdivision plans from other towns. Mayor Prochaska stated that this would be a tool to help Mr. WywTot, and stated that issues like these come up often. We have to have the information on these to record the plat. He then asked if it should be mandatory, and stated that it would be to their best advantage. Chairman Sowinski asked if Mr. N&'ywiot would revise this checklist. Mr. Wyivrot stated yes, and that he would encourage the developer to do this. Mayor Prochaska stated that it is time to have a group meeting on this subject. 1 Mr. Wywrot stated that it is worthy for this reason, and stated that it would be revised. SNOW PLAN Mr. Johnson passed out a booklet comprised of an updated version of snow removal. This includes all of the new streets and roadways in York-Nirille. He stated that a map would be added as soon as Mr. Dhuse can update it. He also stated that he would like all of the aldermen to read it, and added that it would be an aide for when residents call with concerns or problems. He then added that the Public Works employees are reviewing the booklet. Chairman Sowinski discussed the snow piles in the culdesacs, and asked if it would be a liability. Mr. Johnson stated that in some areas, we have no choice in the matter. We need to get residents to understand the facets of plowing. There is some confusion on this. Mayor Prochaska stated that we should look at the culdesacs in the future for snow storage. Chairman Sowinski then asked if the drivers carry a chart to help them with their routes. Mr. Johnson stated no, that most if not all of the drivers have been driving their routes for approximately 3-4 _years. He then stated that in regards to the sidewalks in City Hall, he would be working on finding someone to come in and help remove the snow. !Alderman Kot made a suggestion, stating that the sidewalk that goes across the bridge be a priority for removal, so that the students can cross it to and from school. Mr. Johnson stated that the State is continually plowing over the sidewalks on the bridge, and the salt that they put down turns everything into slush, which then freezes in very cold weather. He then stated that he would discuss a sidewalk policy with John Sleezer. Mayor Prochaska asked, in regards to the sidewalk snow removal, if an `as needed' list could be established. Mr. Johnson stated that he has asked the employees to give a `snowbird list'. Alderman Dockstader asked if we have a limit or law on the amount of hours an employee could work continually for snow removal. Mr. Johnson stated that there is no law, but he limits his employees to 16 hours. He stated that after that, the chances for accidents could increase. 2 Mr. Johnson stated that he would discuss all of these issues with the Public Works employees tomorrow. Alderman Dockstader added that something could be put in the newsletter about helping with the snow removal on some of the sidewalks around town. Mayor Prochaska agreed, stating that this was a good idea, and added that we could talk to Bob Williams aboutt this, and maybe some of the youths could get involved. Alderman Dockstader stated that we could pay them or make a donation, in return for their work. Manor Prochaska stated that he would consider this. Chairman Sowinski asked if it should go to CO VV after review of the booklet, and after any provisions have been made. Mr. Johnson stated yes, and stated that this should be a policy that is reviewed every year. Mayor Prochaska motioned to accept the policy. Mr. Johnson then stated that the City spends on average of$1000 in mailboxes per year, with regards to the snow removal. Alderman Dockstader asked if we could look at these in the summertime. Mr. Johnson stated yes, and added that many were.are hanging over the curb. Chairman Sowinski added that this should also be in the newsletter. BRUSH PICK-L?P POLICY Mr. Johnson stated that this item was not available yet. Chairman Sowinski asked if it would be easier to have residents who live in culdesacs dump leaves in the center of them. Mr. Johnson stated that it might be a good idea, and added that we would have to consider the youths that might be playing in the leaves. Alderman Kot asked if this would be a liability issue. Mr. Johnson stated that he was not sure, and Dan Kramer should be notified about this. SANITARY SENVER INVESTIGATION 3 Mr. Wnvrot stated that Mr. Pfister did flow monitoring and found out that everything north of the river did well, but there were some areas south of the river that didn't do as well. We need to go back and look at areas like Fox Street, Route 126, Main Street, Mill Street, and so on. This is the proposal. What was televised was done prior to the 1996 flood, and we are not sure what is there now, or how bad it is. Chairman Sowinski asked if they would have found the bad spots. Mr. ANTyvv7ot stated if it was prior to the 1996 flood, then yes, and the repairs were made. We don't know what has happened after the flood. If the work is done, it will delay future expansion. Mayor Prochaska stated that there were problems with the sewer system back in 1993. If we get a big storm, we could see this happening again. Mr. Johnson stated that the last 2-3 rains, we've reported it coming out of the sewer manholes. Mavor Prochaska stated that Mr. Pfister has noticed the inflow. Alderman Kot asked if this would be alleviated from the recent work that has been done. Mr. Wy�vrot stated that we have to rely on the design analysis, and it also depends on the amount of rainfall. Mayor Prochaska asked how we find major places of inflow. Mr. Johnson stated that we have to remove it then, and added that we may find areas where there are footing tiles. He stated that the older homes are still connected to the sewers, which are called "combination sewers". Mr. NN),,vrot asked if this should be taken to COW,.and stated that $28,000 was the estimated amount coming from the improvement and expansion fund for the sanitary sewers. Mr. Johnson stated that he is looking for an article that is dealing with this, and brought up the issue of the `sanitary sewer maintenance fee'. He then added that this should get passed, and when it does, we won't get the federal money:anymore. We will have to show the money for the actual construction costs. Mr. NA'vtivrot added that we should do the flow monitoring, and then televise the smaller areas. Alderman Kot stated that we would always be facing this from time to time. 4 Mr. Johnson stated that there are three major areas to deal with: bad areas, intermediate areas, and new street areas. Alderman Kot explained that we need to get this on a five-year plan, and this will help assure the residents. Mr. Johnson stated that the residents should become involved and contact the City when they ha\,,e sewer backup problems. Mayor Prochaska stated that this is the next step. We need to find out the other areas that are affected. Alderman Kot added that we also need to let the residents know about these situations. Mr. NN73,wrot explained that this would go to COW on December 7th SPRING STREET SANITARY SEWERS IVIr. Wywrot stated that Heartland Development engineers did an analysis, and they had written plans on two different options. We had a meeting with Steve Roke, and Richard Marker, and they want us to reconsider. Their suggestion is that we do flow monitoring on that line. They would reimburse us for this. Regarding the agreement on Unit 1, we have received the proposal, but wouldn't start until the spring. Chairman Sowinski asked if Mr. Wyvvrot is recommending that we fix this. Mr. A`y wrot stated is the work isn't necessary, then we shouldn't do it, because of the cost to the City, which would be approximately $50,000. Mayor Prochaska stated that the subdivision will be the last to hook into the line, and then it is done. Mr. tVywrot added that the entire subdivision would be on the lift station. Mr. Johnson stated that it would be a cost-effective way to do it. 11--ir. tt'y wrot stated that it would be a reasonable approach to wait until the springtime, and Richard Marker asked that if the results prove not necessary, then we would reimburse through the tax revenue ($6000), and Mr. Nanninga and I agreed on this. We will proceed with this in February, and I will also speak to Mr. Marker on this. ADDITIONAL BUSINESS Alderman Dockstader stated that on Game Farm Road there are narrow birms on the side, and the potholes are getting rough. There is lots of traffic, and we would like to get them fixed. Mayor Prochaska stated there are also some areas near the Beecher Center. Mr. Johnson agreed, and stated that there is no storm sewer there, and water continues to pool on the pavement. I will address this to the employees, and we will agree on what to do. In some areas, there needs to be a ditch cut into the lawns, which makes lawn maintenance more difficult for the homeowners. Mayor Prochaska stated that some residents are complaining about this. Alderman Dockstader also addressed the ballfields, and stated that there is dirt being hauled in. Mr. Johnson stated that there was a meeting held on this recently, and the Public Works Department will bring in machinery to level the dirt out at the ball diamonds. He stated that the best method is to take the surface area off, and then have a positive drainout. He stated that the funding has been provided through the baseball association, and the schools. He then added that as soon as everything is ready, we would begin the process. Alderman Dockstader raised the question of Ms. Swithin writing out the job descriptions. Mayor Prochaska stated that Mr. Nanninga and Asir. Johnson are working on these also, and that everyone will be conversing with Air. Nanninga regarding this issue this week. We are looking at `steps' for the Public Works Departments, and we will be creating more `steps' in some areas. The responsibilities will be changed somewhat, and we will also be looking at operators in specific areas. Alderman Dockstader stated that he wasn't sure about the positions. Mayor Prochaska stated that these descriptions aren't for anyone in particular, and that these are written for clarity. Mr. Johnson agreed, and stated that the description of the IPRA calls the headman the CEO; and then breaks it down accordingly. Mayor Prochaska agreed, and stated that we will be looking into these by January of 2001. Mayor Prochaska stated that in regards to the sanitary sewer, it could be expanded in phases. We are looking at the first phase, and we will be going to get the economic development, which can either go by the bond or the loan. Would the City be willing to cover the cost of the difference of the interest, if they can get the construction going on this project, which will be below$30,000Iyear. 6 Mayor Prochaska added that we have one developer looking into this, and it will be going to the planning council next week. It should be worth it for the City. Alderman Kot asked if they still could be going after this with the low-interest loan. Mayor Prochaska stated that phase one has to follow the plan, and they cannot get the low interest loan to pay it off, and in return, it would be $30,000 in pay out over a long period of time. Mr. Johnson agreed that it is worth it to fund them. Mayor Prochaska stated that economic development would help us with the extra things that we need to do here. Mr. Johnson stated that he had been looking at the budget, and there will be problems by next year. y'e'll have to do these things. Alderman Kot agreed, and stated that we need to show people that we're serious. Mayor Prochaska added that this will need to be an intergovernmental agreement, and Mr.Nanninga has been informed on this. Chairman Sowinski asked that if we do finance this, when would the construction begin. Mayor Prochaska stated that Mr. Pfister is looking at the design-build process, as opposed to the conventional. He added that Tom Cross has been in contact with IPEA regarding this matter, and that we will be hearing from him. Chairman Sowinski asked if the sanitary increase would be before the loan. Mayor Prochaska stated yes, that Mr. Pfister stated that there are also other upgrades, and added that the second phase will begin next year. Mr. Wywrot stated that the work at Route 47 and Cannonball Trail is being done to install traffic lights, in which the temporary signals will be operational by January. The permanent ones will be in by next spring. Mr. Hastert's office might have recommended this. In regards to the Fox Industrial Project, we are submitting the application for the TARP program($20,000-25,000 worth), for the roadway program. He then added that Mr. Henne stated that there was standing water by his businesses, and we have the copy of the report by K&K, which blames Mr. Henne's property for this. We will wait for IDOT to get the system in. Alderman Kot stated that the new voice mail system is a good tool, and asked if information could be provided on goings on in the City. Mr. Johnson stated that yes, we could do this. Mayor Prochaska added that X1r. Graff stated that there is a number to call for all of the aldermen. Mr. Johnson stated that he would get all of the employees involved. Alderman Kot asked if more landscaping had been done on State Street. Mr. IVytivrot stated that the homeowner is doing this. Mr. Johnson stated that the homeowner wanted black dirt, and changed the slope of the land. We gave him the black dirt. Alderman Kot stated that on Colonial Parkway, there were residents asking about the ordinance for parking. trill we be devising a layout for parking on the south side, and then asked if we need signs for this. Mr. N ywrot stated that we are done striping this, and there are no parking signs. Mr. Johnson stated that we need to put the signs up, because it is now an ordinance. Mr. Wywrot stated that in regards to the painting of the spaces, the mailboxes are right on the driveways, and therefore need to be moved. Mr. Johnson asked about the snow routes there. Mr. Wywrot stated that he did not think that this situation would affect it. Alderman Kot stated that there are lots of little streets that are deteriorating, and asked if they could be worked into the five-year plan. Mayor Prochaska stated that it was brought up at the Public Works meeting, and we expect to see this done. The repaving of these should last forever. They aren't heave traffic areas, and we don't have to go into the detailing on these. We need to identify the streets, and then incorporate them somehow into the plan. Mr. NKywrot stated that we need to have approximately$20,000 to do this. Alderman Kot stated that there might be a grant available for something like this, being that some of the streets are in the historical district. Mayor Prochaska agreed. Mr. Johnson stated that he would work on this with Mr. V4'ywrot and Mr. Dhuse. R Chairman Sowinski stated that with the heating situation in the foyer, has anything been taken care o£ Mr. A`ywrot stated that nothing has been done_yet, and it is being evaluated. We have a few options, but nothing will be done this year. There is some animosity- over this, and the perimeters were set for the design. We should solve this on our own personal level, and the space heaters that are now installed are working as a test. Meeting Adjourned 9:10 P.M. Minutes by Lisa Sleezer 9