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Public Works Minutes 1998 05-18-98 UNITED CITY OF YORKVILLE Committee Minutes - Public Works Date of Meeting: May 18, 1998 Time Convened: 6:30 P.M. Location: 111 W. Fox Time Adjourned: 9:40 P.M. Attendees: Joe Wywrot Jeff Spang Larry Kot Richard Sticka Tom Sowinski Discussion: 1. ) April Water Report - Take to COW 2. ) Sidewalk Replacement - Brett Horton - The City has received twc applications from Brett Horton for two different properties. One request if for a new sidewalk on Liberty Street. It is an older home that has never had a sidewalk. The second location is on Van Emmon on the south side of the street where the apartments are and Heustis Street along the side of his property. Horton has plans of replacing/repairing the retaining wall. When he fixes the wall he will have to replace the sidewalk. The sidewalk along Van Emmon is in bad shape but, the sidewalk along Heustis is not in real bad shape. Wywrot does not know if it warrants replacing or not. The cost to the City on this project is about $4,000. Our budget is only $3,400. We need to find out if we can increase the budget. Sticka suggest that we let Horton know that this is great but right now the City can not afford to do it and offer him $1.00 per square foot. There are two newer home on Liberty that Horton use to own the newer had sidewalks put in and the second homeowner may be responsible to pay for it out of their pockets. The City can not put a lean on someones property unless the City does the work. Sowinski suggest a 40/60 split with the City paying 40 percent. Wywrot suggest that instead of replacing sidewalk on Heustis, put in a sidewalk on Mill Street. Spang suggest the if the sidewalks do not warrant replacement then do not replace it. We need a consistent new sidewalk policy. The replacement policy does not cover new sidewalks. We need to let Horton know that, at this time we can not help him with Liberty. Discuss Van Emmon at COW. (See number nine below for additional notes. ) 3. ) Street Project: Walter & Olsen Streets - We budgeted $50,000 for both Walter and Olsen. Figures were based on Pavia-Marting from 1995. Walter will take approximately $41,000 and Olsen will take approximately $35,000. Wywrot thinks that maybe we should only do Walter this year. If we do both streets we will need to come up with about $20,000. The curbs are already there and in pretty good shape_ They are at least line up correctly. They will need to be patched. It is a roll curb without gutter. We will patching and overlaying which will probably last 15 years. It is a three inch patch with a two Z00[n %V3 TT:6T SOIL0190 Public Works Page 2: inch overlay. A total reconstruct would cost approximately $167,000. Walter is far worse then Olsen. We could consider taking the $15,000 from sewer maintenance and by the time the sewer money i s needed then it will have accrued money but we will still be $5,000 short. The Committee would like to do both streets because they are in such bad shape. Idot would not approve with our plans to use MFT funds because it is not a complete reconstruct. If we send out for bid, we need to send out a bid for both streets separately and a bid for both streets together. 4. ) Sanitary Sewer Rehabilitation Engineering Agreement - This project is going to be a lot of work. Mayor Johnson did not feel that we should try to do this project in house because it is so large. We have received an agreement from Deuchler not to exceed $195,000. This is for the actual engineering work. We had originally planned for Wywoot and Dhuse to do the work in house. It is a one year project and will need to be followed closely. If you were going to hire someone to do a project like this you would hire a consultant. Wywrot suggest maybe checking with other consulting firms. Since Deuchler did the study we asked them for an agreement. Spang suggest hiring an engineer for one year. Once the project has ended then the job ends. Or maybe hire two assistants for a couple of years . Wywrot does not expect it cost that much. We will have to borrow the money for the consulting fees but we would not be able to borrow the money if we hire someone. Rot and Sowinski would like to get more bids. Time is critical. Everything needs to be approved before the EPA will write the final loan approval. Wywrot feels that we have the expertise to do the project, but do we have the time with everything that needs to be done. Sticka feels that if we are going to hire someone then we need to start looking right away because it will not be easy to find someone that can come in and start working unassisted right away. The quote is not to exceed, that means it has been qualified_ Deuchler is allowing 190 hours at $100 per hour. 5. ) Farm Bureau Storm Sewer Update - J.T. spoke with the Masonic Club and the Farm Bureau_ The will agree to let the city use for parking but they will not sign over the deed. The will give us perpetual easement. Farm Bureau came up with the piping. Farm Bureau is right next to the creek. Once the State makes Rt. 47 four lanes they are responsible to replace the number of parking space that they remove. The Farm Bureau and Masonic Club will want a few parking spaces marked for them. Sowinski would like to have a cost. Sowinski feels that we have projects that need to be done more then this project. J.T. recommends that we proceed with this project and do it during the winter. At Van Emmon to the creek that will all need to be placed by hand. The upstairs meeting room of the Farm Bureau is a fire trap without this outside fire escape and that needs to be repaired. Most of the parking in the alley right now is private parking. With the perpetual easement that Xya TT:6T 96/LO/90 coo[A Public Works Page area will become Municipal parking. Kot thinks we should proceed with it. This easement is not a right of way. We will need to contact ComEd and ask them to move a pole. J.T. will get together some cost. 6. ) Beaver Street Construction - Plans are complete. Idot has approved. Mayor Johnson needs to sign them. This project is similar to Center Parkway. cost is $78,300. We will be using MFT funds for this project. Needs to go to COW. Wywrot would like to have plans sign and ready to go as soon as the funds are available. 7. ) Five Year Equipment Plan - Seven yard dump has already been ordered. Plan is subject to change. J.T. would like to go out. for bid for the roller. Spang would like to accept the plan and have it in place- Sowinski would like to leave it as it is and it is, subject to change. Everyone is for the plan but sometime thing happen. Committee supports the plan. Plans are suppose to be reviewed yearly. J.T. suggest putting all the five year plans in a binder of some sort. Sticka thinks that we should hang the plans on a wall so they are right there in front of us and we can see what has been done and what we need to do. The problem seems to be that the plans go by the way side. J.T. and Wywrot will put together binders including dates that the plans need to be reviewed. Plans should be looked at at levy and budget time and then again once the budget has been set. Bring back to next Public Works meeting. Roller will cost approximately $24,000. Looking at doing this in an three lease paying back $8,000 per year. scheffrahn feels that we can afford the roller just doing one payment of $24,000 this year. Sowinski suggest taking the $8,000 for the payment this year and putting the remainder in the sidewalk fund. When we send out for bid request a proposal for a cash payment and one for a lease. Take to COW. S. ) Street Patching Program - J.T. was not prepared. Kot would like to be able to list the areas in need of repair. J.T. encourages helping to let him know areas that need repair. J.T. has been marking areas with white paint. We have started to do some patching. There is also a lot of landscaping that needs to be done. J.T. is hoping to have the landscaping completed by May. J.T. will update and hopefully have by COW. 9. ) Sidewalk Program Update - The City of Madison has come up with three different ways of dealing with sidewalks rehabilitation. 1 . ) The resident may make arrangements to have the work done by, a private contractor that is licensed by the City by a certain date and the property owner pays the contractor directly. Resident owners of single family dwellings may repair their own sidewalks providing it is done according to City specifications. A permit for this purpose must be first obtained from the City Engineering Department for a fee. 3. ) If you choose not to use Alternate One or Two, the city will make the repairs for you and the cost will be assessed against XV3 M6T 86/LO/90 vo0 CP1 Public Works Page 4 your property. This is called a "Special Assessment" on the tax statement. Approximately six weeks after the work is completed you will receive a statement from the City. You would have the option to pay it in full before a set date without interest or you can us the city's five year installment plan. The first payment will come due at the time you receive your annual tax statement. Payments will be due thereafter each time the annual property taxes are due. The interest rate of six percent per year will be charged on the unpaid balance. Cost for repairs are based on unit prices bid by the contractor whom the project is awarded to plus 10 percent for engineering, inspection and administration. The total cost of the main sidewalk is then shared between the property owner and the city on a 50/50 split. We have $1000 left over from last year. J.T. said that the sidewalk money comes out of the general fund so there is not a $1000 rollover for the sidewalk fund_ Technically sidewalks are a City improvement. Maybe we need to consider amending fendinthate sidewalk policy to cover new sidewalks also. Spang with our current policy we need to replace deteriorating sidewalks along Van Emmon up to our budgeted amount. Kot thinks that we need to come up with a policy for putting in new- sidewalks. But we need to have a funding source. Spang suggest that we need to follow our policy, send the inspector there to look at it and if it needs to be replaced then we should replace up to the budgeted amount. Sowinski will talk with Mayor Johnson about getting additional funds for the sidewalk fund. One idea is that we have a budget, that amount is divided into the four wards. Then the alderman needs to go out into the wards and decide where to spend the money. This would be for new or replacement sidewalks. Sowinski will ask Mayor Johnson for $12,000 for the month of September. Replacement only at a 50/50 split. 10. ) IEPA Three Year Agreement - This agreement was done three years ago. IEPA does our sampling each year. Every three years the agreement comes due. The money has been budgeted. They check all the chemicals on all the well water we have. lab we decided. not to use IEPA we would have to go to a private the cost is much greater. Cost is $4,530 per year for three years. Take to COW. We need to have a signature. Have Dan review it. 11. ) IEPA Water Award - We received an award from the Department of Health for maintaining the fluoride at a constant level. 12 . ) Sewer Chemical Quotes - This is for the yearly degreaser chemicals. This is based on gallons that we used last year. Need Committee approval to order. 13. ) Fox Hill Subdivision - Dan talked with Paul Dresden' s attorney. Dresden does not want to go through the City for the Rt. 34 improvements. He only wants to deal with Idot. Idot says not he needs to deal with the City. They need to get us the %V3 TT=61 96/LO/90 200[n Page 5 Public Works improvement plans for Rt 34. There are not a lot of lots selling in Fox Hill. Once we get the plans then we can get going. There are a lot of issues with Fog Hill. Letters of credit need to be put back in place. Diehl Farm Roads temporary access permit has expired and Idot will not renew it. 14. ) White Oak, Unit 3 Letter of Credit Reduction Request - White Oak Partnership has requested a letter of credit reduction. We agreed but we added sidewalks, trees in the parkway and the nature trail. The letter of credit expires soon. Now they are requesting the we decrease. They are going to put in the sidewalks. The nature trail issue has been settled. They are asking us to waive the trees in the parkway. This would reduce letter of credit to $127,000. Roads and undergrounds are in. Letter of credits are put in place to protect the City improvements. Parkway trees are not required in unit one and two. And we have been asked not to include them in unit four because he did not have to put them in before. Spang will not support the reduction if the trees are not put in because it is a public improvement. The subdivision control ordinance requires trees in the parkway. Need to decide where it falls if subdivision was started before 1994. Sowinski would consider waiving in unit three but he would like them included in unit four. Take to COW for ruling. 15. ) Additional Business Green Briar Lots - Spang sent a memo to Nanninga_ There are two lots in Green Briar that have standing water on them. ifts, have not been started for building. Spang is house is built, the basement will be full of water. Wywrot has put it on the punch list. The property needs to be Innovative Builders - The City has received a complaint from a resident_ Innovative Builders have been putting up signs on poles. This is against the sign ordinance. Someone needs to notify them and ask them to remove the signs. J.T. said that Detmer has contacted them. said Works, department could pull esi� down. Kot does not elthat we should have to remove their signs. Mulcher/Wood Chipper - Mayor Johnson came up with the idea of a mulcher/wood chipper. ComEd has 11 sites where people can go and get wood chips. However, the sites are not real convenient. Spang suggest that we could possible come up with a site and offer it to ComEd to set up a mulching site. They chip when the trim and then they would bring it here and dump it. ComEd has designate some of their own sites. The idea of the chipper was to get rid of some of the brush that we accumulate. J.T. feels the problem is an area. J.T. knows where we can rent a tree grinder for $185 per hour and the man does the grinding himself. Spang will run the idea by Mayor Johnson. %V3 TT:6T 96/LO/90 900[j Public Works Page E. Water Improvement Plan - Wywrot is holding off because of the radium issue. originally Van Emmon was the project for this year. Plans are on the shelf ready to go. The river crossing was discussed. EPA says as of today we need a new tower and well. We are not on warning yet. But EPA says this is what we need. If we don't do it we will end up putting ourselves on the critical list. We are using 700,000 gallons a day, tank holds 600,000. We do not have a back up. We need to come with. a project to do this year. Bring back to next public works meeting. Water Main Break - There was a water main break on Beecher. There was a very long cut. Leak detection cost was $1000 to find the leak. Aurora Black top fixed the cut. New Public Works Employee - Eight people have applied. Position has been advertised. Person would be at the bottom of the pay scale_ Looking to hire by the end of June. Reclamite - Looking to do part of McCue but we don't know when we will have the funds. 302 Center Parkway - Sewer grate was left opened. Kids may have opened it. In between two homes. Minutes by: Mollie Anderson %Y3 TT:6T 86/LO/90 LOO IM