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Public Works Minutes 2000 02-23-00 v - i United City of Yorkville Committee Minutes—Public Works Date of Meeting:February 23, 00 Time Convened: 6:40 P.M. Location: 800 Game harm Road Time Adjourned: 9.3 P.M. Attendees: Valerie Burd Joe Wywrot Richard Sticka Sue Swithin Mayor Art Prochaska Dave Dockstader Tom Sowinski J.T. Johnson Bert Callmer Discussion: 1.) Water Well Setback Ordinance - We need to get the set back for Municipal Well sites_ When we paved the Public Works rear lot We need to have sqbacks for that Wywrot has not received any information back yet. Once we get information we will need to get the information to Plano for the well on Eldamain Road. Table discussion_ 2.) 2000-01 Budget - $15,000 has been budgeted for overtime. The current revised budget dropped down to S10,000. Some of the sewer and water hours Imay have been spend on snow plowing, which will probably be transferred back. If we have a bad snow year we can get into trouble. $4,500 for part-time help has been udgeted. J.T. noticed that some of our part-time employees worked on black toppi but no money has been taken out J.T. needs to talk with Kim. Proposing for 00/01 $5,000. S 14,000 was spent for a traffic signal_ $2, 000 of that is fora light that a lady hit We need have her pay that amount. To date we have only spent �02 on rental equipment We usually only rent equipment out of waxer because a rarely need anything that large in streets. We do have more sidewalks to pay fort it is less then $400. Last year an additional leaf plow was added J.T. will check with Nanninga on the garbage issue and the prices. There was carry over in the reserve of about $90,000. No money is being budgeting for the Gawne Lane lift station. Feltes has been notified that we can not help at this time_ We have been unsuccessful with Mr. St. Denis to get the easements to do the project We can condemn his septic and force him to hook onto City sewer, but that will take some time. The lift station still needs to be replaced. It is dangerous. It will cost approximately$40,000 to upgrade the lift station_ We have the equipment to vent and to test for gases but you still do not want to send someone down there. A new conventional lift statio-h,should be put in. Burd suggests that we starting the condemning process because it could take a few years. By the time we are able to condelnh then we inky have the money irl t6 budget. The easeibent will be for the lift station and sebWer line to it. A ntw lift st 'on i5 needed. i Wywrot will get the ball rolling. Take to COW firs We will need t start allocation p money to this roJ'ect If there is major problems how do we fix it? J_T. figures he could piece meal it back together for under $1,000_ $40,000 is going to be used for over sizing. and Backhoe Approval — J.T. would like to get both truck and 3.) Go to Bid for Truck backhoe as soon as possible. The sooner we get them the better we can utilize them. Looking at a lease purchase plan through a local back The lease would be for one third of the payments to be made one year apart for three years. J.T. needs to get the check with out actual numbers. Right now it looks like a00 We still m y need t go Caterpillar to see if we can purchase directly from them through a dealer. Caterpillar offers discount X35 0001 from�waxer and$30,000 .from taken from three places, $35,000 from sewers. J.T. will set it up so we are not billed before July 15. IT reegmmends taking it to COW. We need to make sure all the numbers fit into the budget) Two new one ton trucks and a backhoe. J.T. is expecting one of the trucks to be cheaper then the other. The John Deere needs about$5,000 worth of repairs. J.T_ doesl not know what is a fair price if we decide to sell it He is looking for some direction_ liens from Bristol has shown some interest_ J.T. will make sure it all fits into the budget before COW. No payments will be made until after July 15_ 4.) Guardrail at Blackberry Creek Bridge—J.T. had.a firm come out that does this type work to quote us on the repair. The quote was $4,001_ This would be to repair and bring the guardrail up to today's regulations. el ithat it safe. J.T. feels that if aocar J.T. can not find the $4,001. YBSD does not f hit the guardrail it would more then likely bounce off. The City did not put in this guardrail. We need to find out if the bridge is really ours. It is a freestanding guardrail, by today's standards it need to be attached to the brid J.T. has not checked with Dan_ YBSD is the motivator_ J.T. will let YBSD kno that we do not have the money to fix this right now and he will talk DNanninga so because we donog the money next year. Dockstader suggests talking know whom the guardrail belongs to. Someone hit it around Christmas time_ It was a hit and run accident Callmer is wondering if we can take this out the contingency safety fund? It does not meet Idot safety standards. Take to COW. anninga needs to respond on this_ S_) Public Works Building Rehabilitation — J.T. does not have the money to finish the office. J.T. had plans on putting in a ceiling. J_T. was out sick for a few days and more got done then anticipated The office where Wywrot and Dhui,se worked has been gutted. The break room would be closed off from the office. All the carpeting has been tore up. J.T. said the drywall would cost about 53,000, the floor the about $1,000 and about $100 for each light fixture_ Nanninga can find the(money for the drywall. J.T. estimates the entire project to cost less then$15,000. J.T. wanted to put in a new heating and air conditioning unit for the offices. There is no lime item for the project J.T. anticipates to be done within two weeks if everything goes well_ There will be a computer workstation for each lead person._ Nanninga has been working on the budget,and he may have found the moveyy,' to cover. Can we use contingency money from the new City'Mall? We have budjeted money fdi' landscaping_ Mdybe we should put thAt on lidid and jt19t plant grass 6d lltiidscape later_ If cah find the -I- money then the committee recommends continuing on with the proi J.T. wants to talk with Mayor Prochaska. 7 6.) MFT Resolution— Countryside Parkway— Plans are complete. Loolang at re-doing Countryside Parkway from Route 47 to E_ Kendall_ Estimated cost is 578,000. The resolution is for$80,000_ Plans and letter needs to go to COW,then o City Council. Bid opening will be April 12, to be awarded the end of April. The money will be spent this fiscal year. 7_) City Hall Change Orders — Storm sewer was moved slightly because of the utilities that were in the way. Cost is $1,000 to $1,500. $11,000 for undercutting in both parking lots. We had to go deeper and put in more stone. We are requesting documentation. Bring back. Wywrot will check on the front door to building. 8.) Blackberry Creek Interceptor— Update concerning the future sanitary sewer. YBSD is the lead agency. We pay the bills. Deuchler will be the engineers for the program. We need to get an aerial topography this spring before the trees leaf out. We also need an intergovernmental agreement with YBDS_ The cost just tol fly the area is approximately $5,000. It cost much more to compile and map the information The $5,000 will come out of the money to build the interceptor. This is something we need to do so that we can do the project. We would be the lead agency on the aerial Take to COW. 9.) Traffic Pre-Emption Project — Graf had applied for funding through the Kane County Council of Mayor for a pre-emption traffic signal program. The cost was approximately $80,000, at the time we applied for funding we assumed that our employees would be able to do a lot of the work_ We did not know we would need to hire a consultant to prepare plans and go through the IDOT bidding process. The City would need to contribute approximately $20,000, plus the cost of hiring a consultant and the IDOT guidelines. IDOT and the Kane County Council of Mayors wants to know it they should remove it from their program list We currently have not budgeted any money for this project. Sowinski feels we should drop the program for now. 10.) Additional Business — Subdivision Ordinance & Standards— The ordinance has not changed except for traffic counting/calming measures. We are also deleting some items. Take to COW with recommendation to approve. Water Testing for Clarity—We wasted two million gallons of water. J T. needs to get information together. Bring back to next Public Works meeting. Widening Route 47—The widening is just to Countryside. Can we r quest IDOT to widen all the way to Kennedy Road with possible signals at t intersection? Wywrot has a meeting scheduled with IDOT on Friday- Rush/Copley Medical Center—They would like to have an exit/entranc c on Route 34. Their request has been sent to IDOT. We do not want this used as a out through. Their exit would be across from Game Farm Road What about a turn bay and traffic light there? IDOT will have to allow a highway petthit. -3- Fox Hill Punch List—Fox Hill has several things on their punch list,I why would we want to reduce their letter of credit? Wywrot said it is basically just policy. They are asking us to accept without a letter of credit without the punch list being complete. Wywrot is comfortable with the reduction. They know the items 4hat need to be done. Nextel Quote — Currently we average $750 per month for pager and cellular phones. This includes the police,public works, and engineering departments_ a need seven for the police department and six more for the public works/engineer Cost is a one time charge of $856.39 for the equipment and then $1,500 per month. We would have a total of 20 Nextel phones. Sometimes the current radios wik not reach the south end of town. The cost per radio is $3,000 to $3,500 and there is no contract We can purchase the Nextel phones with or without the radios. We need to make sure the information on our current monthly charges is correct. Acoustics Quote—The acoustics in the council chambers and interrogation rooms are not very good. in the chamber there is echoing. You can hear everything through the walls of the interrogation room. Wywrot got a quote to help improve the acoustics. Total to so both rooms with soft fabric,the cost is $1,800,to go with something more durable the cost is $2,300_ We need to relay this information to Swithin at the Beecher Center. She has been looking to do something there also. Sowinski and Sticka would rather wait on the council chambers and use that money toward the public works building_ Wywrot will get a quote just to do the interroge�tion room. YBSD Review — Y3SD is going to request that we have them re ew all plans. Deuchler will be reviewing. Mayor Prochaska does not want the developers thinking we are double dipping. YBSD has the legal right to review and to have the developer pay for it. They charge$.50 per foot. The billing will not go through us. We need to have a letter of understanding that they will be willing to work with us on things. They are getting close to capacity. 1n the next two to three years some ping will have to be done. They are hoping to have EPA approval so they can start by the fall_ YBSD has also discussed increasing tap on fees_ Fox Metro is really not engineering anything past Dixon Road and the Mosher property on Route 34. They figure they can operate this with gravity. Currently Fox Metro has not shown any interest in Putting in a lift station. Menards will be connecting into the existing sewer line. Drug&Alcohol Testing—J.T. said check and paperwork was sent. He will call and to find out where things are. Chair Rail—Mayor Prochaska would like to see a chair rail around the meeting room and the back wall of the council chambers to help keep the walls from getting so beat up. Parks & Recreation Department Van — Swithin has sent out specifi -ons for bids. Bids ate to be sent in by Match 20, 2000 and laid opening will also be March 20. Looking for a passenget type van h stead of i, cArgo van_ A catgo vin will not have -4- windows_ Park Board recommended going out for bids. This committee is in agreement Vehicle needs to be delivered with in 60 days_ Needs a thirds vote. Minutes submitted by: Mollie Dunn -5-