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Public Works Minutes 1998 03-16-98 UNITED CITY OF YORKVILLE Committee Minutes - Public Works Date of Meeting: March 16, 1998 Time Convened: 6:35 P.M. Location: 111 W. Fox Time Adjourned: 9:40 P.M. Attendees: Richard Sticka Tom Sowinski Jeff Spang Art Prochaska Larry Kot Jae Wywrot Mayor Bob Johnson J.T. Johnson Jiro Nanninga Discussion: 1.) Fox Sill Subdivision - Wywort passed out the Punchlist from Pavia-Marting. Some items have been completed. Pavia only looked at water and sewer. You need to wait at least one season before putting down final pavement. The City did not put in a number of homes to trigger acceptance of improvements. We usually require that 75 percent of the homes to be built. Prochaska did not think we wanted final pavement until the majority of homes were built. We do not want construction truck tearing up the final layer of blacktop. Unit three has a lot of B-Boxes that need work. Mayor Johnson would like Wywrot and Nanninga to meet with Paul Dresden before the next meeting. Table discussion until then. 2. ) Blackberry Creek Watershed Report - Wywrot has summarized the report and made some recommendations. The dam is a barrier to fish migration. The report-does not say that the dam should come out but it does imply it. Spang thinks that if the dam is removed it will greatly affect the profile of the creek. The wetlands above the creek will dry up. Will it affect the ground water and the residents on Cannonball Trail? J.C. Pond will go down as well. It is not the City that would be doing this. Wywrot' has made three recommendations. 1. ) Any recommendations should be supported by -the future hydrologic/hydraulic study if they become regulations. 2. ) Using the July. 1996 or 500 year flood elevations to regulate activity in the floodplain until the study is performed may be to restrictive. We need to determine which additional areas would be impacted before adopting such a policy. 3. ) If we are to adopt more stringent detention standards, we should ask the committee to develop several release structure designs that we could use for different situations. Prochaska would like to justify when people need detention. Some residents do not even have sump pumps. Ask the committee to consider to help balance out. They will finalize the report once they get comments back. Wywrot will send our comments to the Watershed Committee. Public Works Page 2 t 3. ) Blackberry Creek North Final Acceptance - Most of the punchlist is complete. Can not do much with the sewer and water until Idot gets done. Wywrot request that the Committee recommend acceptance of the public improvements, contingent upon confirmation that the punchlist is complete. Take to COW. 4. ) Sewer Rate Study - The count is complete. Still have some figuring and checking to do. J.T. should have everything completed by the end of the week. YBSD's numbers are based on our numbers. YBSD does not bill us, we send them the money we think we owe them based on the number of bills. We still pay YBSD even if we do not collect. Nicholson is still not paying. His B-box has been shut off. He has no access to water or sewer and we are still billing. YBSD is still billing. This case is tied up in -court. J.T talked with Ralph and he still wants us to pay for it. Wywrot changed some of the figures to include one third of J.T. 's salary and to add some money into the equipment fund. Now the billing would go up to $23.60 per billing cycle. Batavia is doing a 15 percent increase. this year with a 30 percent increase next year. Approximately one third of our user base is below 900 cubic feet of usage per billing period. We need to come up with a reasonable inorease. Kot thinks that we should consider a step increase. Spang thinks we charge an exuberant amount for treatment but YBSD still never has any money to fund anything. This is almost a 100 percent increase_ There is not a Charge for 900 cubic feet or below. If you use 1100 cubic feet you would only get charge for the extra 200 cubic feet. Sowinski thinks that we need to decide what plan we want to go with and what we are going to do. if we go with just a flat rate increase then the increase will be nearly 100 percent. J.T. 's salary is taken from three places in thirds. We need to come up with a comfort level increase. This fund needs to be self sufficient. J.T thinks that water could use two full time people. We need to decide on the amount that we need to achieve -and then figure out how to get there. An enterprise fund is a self sufficient fund. J.T. recommends a step increase to be done in three steps to be completed within one and one half years. Planning $77,000 for the next 10 .years. Spang suggest that we identify the problems, go to the public and explain that we have a decrepit sewer system and this is why and what we need to fix. Do not add in anything else like equipment or J.T. 's salary. This would still be a 50 percent increase. The budget will need to be amended because we will need to locate a source for one third of J.T. 's salary. Sowinski suggest doing a 60 percent increase. Take one third for J.T. 's salary..from the general fund and the general fund will still need to subsidized this account. This should bring the billing to about .$19.50 per billing cycle. if we continue to get new growth at 75 permits per year then that will still generate more income. Go with $18.00 per billing cycle. Take to COW on April 2. 5. ) Authorize Purchase of Manhole - The cost is approximately $1,682. It is a very deep drop manhole. It will tie in the Public Works Page 3 new Public Works building along with the two front lots on Rt. 47. The $1,682 will need to come from the sewer fund. Once J.T. finds a funding source, the Chairman will need- to sign off. J.T said he has the has the money under sewer chemicals. He can have Rim transfer it over and that will cover the manhole. 6. ) 104 Park Avenue Drainage Problem - J.T. spoke with Ed Neison. Neison would like J.T. to fish tape the sewer line to find out where the line runs through his yard. Neison is not real happy about this but he did say he would think about it. Bring back once J.T. hears from Neison. 7. ) Public Works Computers - Money is in the budget for the computers in the Water fund. J.T. has received one quote and had the sale flyers from the newspaper. J.T. 'would prefer to go to retail store and set it up ourselves. J.T. would like to keep it under $2,000. Looking at purchasing a computer and a monitor. Mayor Johnson suggest Best Buy or Circuit City. J.T. will get Chairmen to sign off once he gets everything lined up. Spang suggest upgrading Wywrot's machine and passing his machine down. 8. ) White Oak Sidewalks - Everyone should have gotten a copy of the letter from the Association. They would like to remove sidewalks from the River Birch covenant. Graff is working on getting some recommendations on the railroad tracks and a sidewalk crossing them or running next to them. There are some concerns with not requiring a sidewalk there. If we do not require a sidewalk on River Birch is it going to cause the City a problem with every developer developing in Yorkville? If the sidewalks can not cross, the tracks then do not put one in because it will never connect to anything. Wait until Graff comes back with recommendations. 9. ) Southeast Interceptor Sewer Recapture - We have received a draft resolution to establish recapture for the Southeast interceptor. This includes the Edmeier line. We should get this in place so we can start collection fees. 10. ) Acceptance of Greenbriar Road - Received a request from Wherli to accept Greenbriar Road. There are two items outstanding. One is the dedication of the Right of Way. Wywrot has requested copies of the documentation from Dan. There is a piece of road that does not go all the way to the end of the property. If someone adds on they will need to complete that piece and pay a recapture fee. Once we receive documentation from Dan take to COW. 11. ) Minneci Recapture Ordinance - Committee did recommend a text change at the last meeting that it was on the agenda. We received a letter from Minnecis attorney. Even with a text change it still needs to be passed at City Counizil. We need to get the changes from Dan. , Public Works Page 4 12. ) Public works Building - J.T. found the money. Nanninga. got some feed back from the Committee and if the money could be found then we could start on the new Public Works building. Still need to check with Robert E. Lee and make sure the quote is still valid. A portion of the funds for the building was going to come from development fees. Nanninga suggest borrowing $30,000 from the Municipal Building Fund. Then start repaying that fund once development fees start coming in. $15,000 has already been collected. Prochaska would like , Nanninga to verify that there will still be enough money to cover a new roof on the Beecher building. The building floor will be gravel for now. To put in a floor it will cost an extra $41,000. this includes piping in the floor to heat it. The building is a basic shell with one over head heater. If the price is still the same then go with. Spang wants to think- about it. Kot, Prochaska, and Sticks support -it. Spang would rather have the money first. This building is considered part of the equipment replacement program. We need the building now to house what we have. Bring to COW. Spang suggest using the $30,000 from streets and $30,000 from water for equipment and use the money from the Municipal Building Fund when we build the new City Hall . There will be $82,000 left over even after we spend $105,000 on furniture and the first year payment. Take to COW. 13. ) Additional Business - Five Year Equipment Plan - J.T. has been working on the plan, but does not have it all worked out. He needs to work with Nanninga. Spang would like to see a five or seven year plan. Prochaska would like to consider using something other then growth when we are looking for ways to fund plans because at any given time growth can stop. Debts will be paid off. Sales tax revenue should increase. Badger to Rt. 47 - Cost estimate is $90,000. ' Intergovernmental Agreement with Sugar Grove - This. needs to go back to Sugar Grove. No one seems to have any concerns with it. School District/Detention - The proposal from the School District was an additional $28,000. Mayor Johnson agreed to finish the road and a few other things. Dr. Engler came up with a new proposal of $19,000. Mayor Johnson remembers $7,000 from the Board. Mayor Johnson suggested spending $7,000 on landscaping around the detention pond. The City will need to pay to increase the size of the detention. ..The School District does not have money for landscaping. The City can do everything we need to do without the School District. Minutes by: Mollie Anderson