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Public Works Minutes 1998 06-15-98 UNITED CITY OF YORKVILLE Committee Minutes - Public Works Date of Meeting: June 15, 1998 Time Convened: 6:25 P.M. Location: 111 W_ Fox Time Adjourned: 9:25 P.M. Attendees: Mayor Bob Johnson J.T. Johnson Tom Sowinski Harold Feltz Dave Schillinger Eric Schoeny Phillipe Moreau Jeff Spang Kathy Jones Jim Nanninga M. Scott Miller Larry Kot Art Prochaska Discussion 1. ) Greenbriar - Unit 3, Letter of Credit Reduction #2 - We received a memo requesting a reduction in the letter of credit for the street lighting. Wywrot recommends reducing the amount to $21,843.75. The street lighting is in. 2. ) Greenbriar - Unit 3, Letter of Credit Reduction #3 - Received letter from Morris Engineering. The City is suppose to hold 10 percent of the estimated cost of completed items and 100 percent of uncompleted items. Wywrot does not recommend this reduction. The City can hold 20 percent once it is accepted, 110 percent before acceptance. There is a meeting with Nanninga, Wherli, and Kramer. They are requesting a $200,000 reduction. The City is suppose to keep 20 percent of the completed items. Morris is requesting the City to reduce that amount to 10 percent. The legalities are ok with Dan. Take to COW. 3. ) Sanitary Sewer Rehabilitation - Construction Engineering Agreement - Wywrot recommends this agreement with Deuchler. We did get two quotes. One was a little high, one a little low. Nanninga does not feel that we can do this project in house with everything else that needs to be done. These fees are in the budget for part of the loan. The City can not hire additional employees and use part of the loan to pay them. Nanninga thinks that we may be able to bid the project in the fall. Moreau feel that is very optimistic. The agreement includes engineering and we need to get the engineering completed to be part of the total package. This theeof a has project takes a lot of manpower. Any will try plans to to be justified and approved by the IEPA. They keep our cost low. If they can use some of our employees to help out, then that will help reduce our cost. This is a Federal project. It is a not to exceed amount- Deuchler is XVd SZ:TZ 96/6Z/90 zoo[PI Public Works Page 2 very good at keeping the cost below the not to exceed amount. Most estimates are high. Eric Schoeny will be the project manager to oversee this project. We need to get everything off to IEPA. All environmental issues have to be addressed. Nanninga anticipates not using any of our employees very much. Let Deuchler do their job and let our people do their jobs. Loan basically has been approved. Sowinski suggest moving this to the next step. Recommend to COW. Have Dan review the agreement. 4. ) Capital Improvement Program - All the five year plans will be going into a binder to be left in the office. Everyone is happy with it. 5. ) Traffic Light Bid - Rt 47 & Countryside Parkway - Bids are in. The City needs to come up with about $9,000. Reductions can happen as the construction is being done. Some of the stuff here will change. Nanninga does not think we have a choice. Take to COW. 6. ) Street Patching Program - Eric printed out some color coded maps. The area in purple is for patching. He did miss an area at Leisure and Sunset. Rot asked where the logic is in doing curb work on State when it will be torn up next year. Is it a maintenance issue or is only going to cost a few $100? J.T. thinks it will cost more than that. He is back doing of these landscape. Please give J.T. any sugg repairs are limited by MFT funds. MFT fund buys our supplies. State Street needs to be fixed. J.T would at least like to get it back to two lanes. There is sewer work associated with State. 7. ) Sidewalk Program Update - J.T. is having a problem right now trying to find someone to bid concrete work. We will be doing the sidewalk program in September. We will have an extra $10,000. Horton is getting about $1,700 of the $3,400 already budgeted for sidewalks. J.T. has a letter that he would like to enclose with the newsletter. Residents will need to contact us before September. It should be more cost effective to do a lot of sidewalks then to do one or two. We will only replace sidewalk that is in need of replacing. The resident/homeowner needs to contact us first, we will go out and inspect it. We will need to collect our half of the payment before the sidewalk is started. J.T. needs to clarify in his letter that this in on a first come first serve basis. It will be a 40/60 split. The City will pay 60 percent of the replacement. Prochaska is wondering if we plan on implementing a program to install new sidewalks_ We would need to decide where a contiguous sidewalk is needed. If it is a safety issue. This would also need to be on a first come first serve basis. Maybe make a list of the people that would be interested. We need to fair about it. Sowinski does plan on working on this. 8. ) Mulcher/Chipper - ComEd maintains 11 sites with wood chips SZ:TZ 96/6Z/90 c00 @1 P age 3 Public works where chip are dumped when tree trimming is done_ Spang asked Mayor Johnson if we would want to offer a spot to ComEd so they could come in and dump some chips. The city would still need to do some chipping. There are three possible sites_ one at * the south water tower, the. cemetery - this not really appropriate because you would have to cross county property and the ne the new high school and proposed City offices are right there. The area that has the most potential is adjacent to the ComEd ' site by the river. Prochaska suggested an area by the woods and F.E. Wheaton. There are several advantages for this at the location. It is centrally located. We could 1°eed onekquarter F.E. Wheaton property. We would probably only of an acre- It would also need to be contained somewhat. We can budget a contractor to come in and chip for us_ He would be chipping our brush. Diseased trees are usually regional. As long as you keep mulch in your area it would probably be . fine. You wouldn't want to go 30 or 40 miles and bring mulch in. J.T. has raanaadhip�fornus quotes Area may someone totbecome here gated with a Chippe Bring back. g. ) New Public Works Employee Hires - Mike JeTand'Nanningaays was Friday. He went to Bristol Township, T* an that they a both interviewed six people. There two applicants lins A - is on the happy with and would like to hire. Applicant a s o fire department, is a resident of Yorkville, licenses. J.T talked to a few people about him and was told he is a very energetic person. Applicant B - has abeen aresid for a long time sd$24,040. Gorahead anddhire both applicants employer- Starting salary on a probationary period. 10_ ) Water System - IEPA Report - Moore has been working on a report. There is a need for additional storage and can not find where that is stated. if there are any questions bring back to next meeting. 11. ) YBSD Facility Planning - Fox Metro has started talking to Yorkville about the area that we would like to s atenant and YBSD what YBSD would consider giving up. that they. want to keep. All the interceptors are owned by the City and would help. to keep control of that area. Even if -Fox Metro develops an area it could still be part of Yorkville. Prochaska feels that wellefunded. They ov#neeverythingoabove1 to ga. Fox Metro is 14 become inches. We can plan on Oswego annexing once they contiguous. Bristol Ridge is the dividing line. Working on to the getting some cost together.ve o quickernforousMet YBSD hasthe ay east could get at developed ed in this_ Fox Metro has hired -Deuchler to develop property to Orchard Road. YBSD did not seem to have a lot of problems giving up something. Wywrot needs to look at this more. He- ' will review it and make some recommendations. SZ:TZ 96/6Z/90 t00[j Page 4 public works 12: ) Reclamite - They are offering to .do some sample areas for free but they want newer areas close to Rr. Haveewwywrot picklyandlike to see one older street and one news is soon or explain them. We need to do th e will loose the her free sample. Would like to do McCue anywre from Jackson south on one side. 13. ) Lindley Report - We to f Lindley lstreport. He did residents informing them any change in the ground water levels and does not feel that the pipe that the City installed .had any effect on -the water tables. We need to send a letter to the Cannonball Trail Association also. 14. ) Harkings & Miller Update - Miller does not feel that he should have to annex. He paid $40,000 for a lot -an was told by the realtor that there was City water the permit from the County and then found out that he would lined have to annex into the City. He already had everything up and ready to start building. really notdWant should He had have said he would annex if he really d.' built the house and lived ved thro Mille re did lnot eknow he was he got a pre-annexation going to have to sign a pre-annexation agreement. if Aister would not have had not have bu=atanaexati n ag eement.stNolone oII his street had to sign a P or on the street behind eimuntg know that he had l�after hethad his 1permit from the County. Sowinski does not feel that Miller should have made a verbal agreement if he was not going to follow it through. or Johnson feels we have two options here. Either we can discuss this at City Council luncilJ Judge and decide of to an'sx him or we can go to ligation Miller said that if the taxes will go up about $400 per y ear. City would have been efficient he would have signed an agreement two and one half years ago.then and donce agree became the papers should have been drawn up contiguous it would have just happened• Now very wellabyctheged his mind. He does feel that he was treated very City and he is concerned about his neighbors. hisdfee,not want will "he them to be force into annexing. only drop a small amount and now there isgaireally crappy what building next door to his property. the City could to make the rbeen feels at the communication could have what he� had to do. S°WJones suggestlmaybe rebating al certain annexation agreement. amount or that the agreement becomes effecMillernis not date. miller would like a street light. convinced that he should be forced to annex with the sub- He .a ood friend ivnn division as old as it had City waterand sewer. itlwasonot a Georgianna and he case that the realtor had to tell him water and sewer was there, he already knew it. He doesn't know if he even asked. goon %V3 sz:Tz 96/6Z/90 Page 5 public Works Spang would like to find a viable solution for everyone. Miller would be happy with some relaxation on the fees. ' Rvt does not feel that we should have policies in thed oaoks if We pang feels he do not plan to follow them. S1 Miller has already been living there for two one a date of-half ars without paying those taxes. Jones suggest 1/1/99, that will push the first payment back until 1/1/2001. Miller will be happy with that and the street light but this still does not make everything right. This needs to go to COW, Dan will need to review it, and to Plan Commission and to a Public Hearing. Miller will sign by"June 25. . Harkins Update - J.T. spoke with her today. We will not do the landscaping until the agreement is signed and she will not sign until the landscaping is done. Sowinski would like our crew and the agreement there at the same time. She has until June 25 before the water J.Ttu oecallfandJ will need to set upa time to got the agreement for 15. ) Roller Quotes - J.T. SESeford$21�4 8otrailer�includedcon�both $29,584 and one from has_ quotes. SES -quoted the same roller that the County with it. $8,000 This is a lease purchase, Employees are happy for three years•can''haveaBri _stolwdoksomewworkJforHus,1Zhe wants As long as to get a skidster. Take to COW. 16. ) Additional Business - Walter OlsoedStreets9ures are they going to be started_' E e WYto still do not come out doable. Curb dips and weaves. ire July y replace smaller amounts. beeedidn of plan and sent loutbforrbiduly 1, but it still needs $50,000 has ayor Johnsoondwould figures it see will take - $80,000. Mayor plans as soon as possible. When Wywrot gets back from vacation, we will work on it. Bring to COW July 2. Park Board - Last week blacktop and concrete was in dumped east of the Riverfront Park. This was temporary. out of there. J.T. anticipates that it will hauled out no later then Hometown Days. Library Employee Parking - They need to have a little blacktop where the employees park. It gets muddy when it rains. Five Year Water Plan - Everybody would like to continue with the water plan. We are not concerned with Van Emmon right now. We would rather wait a little while. if and when the ' m anticipates that there is going to radium issue comes up. Si be a surplus of approximately $170,000 in the water fund. ike not to have this surplus. He Mayor Johnson would l recommends dying the sewer crossing and financing two to three sider doing the years. We might want to conengineering e aan us to radium issues so we do have an agreement when nthey spend x number of dollars. We need authorization to go to bid. XV3 SZ:TZ 86/6Z/90 900 01 Public Works Page 6 Then we will need to re-evaluate the five year plan. The water line that runs in front of the stores on Rt. 47 need to be cut off at Van Emmon. It is right in the middle of Rt 47. we need to go through the five year plan since we are shuffling with water and streets. Minutes submitted by: Mollie Anderson L00[j %V3 SZ:TZ 96/6Z/90