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Public Works Minutes 1997 01-20-97 C ' t UNITED CITY OF YORKVILLE Committee Minutes - Public Works Date of Meeting: January 20, 1997 Location: 111 W. Fox Time Convened: 6:45 P.M. Time Adjourned: 8:45 P.M. Attendees: J.T. Johnson Jerry Lynch Art Prochaska Jim Stafford Joe Wywrot Discussion: 1 .) Job Descriptions - Job Descriptions are done. J.T. put them on his computer and cleaned them up. You can now have two Water Operators. A lot of things criss-cross. J.T. will change the wording on Feld Water Operator and Technical Water Operator. Street Department Employyee should cover any Public Works employee. Prochaska thinks tF ere should be a list of requirements that you must have/do to moved up to MW2. The employees need to know what they need to do. J.T. feels that the biggest difference in a MW1 em loyee and a MW2 employee is initiative. Prochaska would like J7 to work on a list. Sanitary/Storm Sewer description was added. J.T. feels that Sanitary and Sewer intertwine. Same type of work. You need two people to work on manholes. J.T. will do some more work with Nannin a for a list of requirements to become a MW2. Technical Water Operator and Field Water Operator will go to COW. J.T. will add scheduling Sanitary and Street description will go back for additional work. 2.) Road Repairs - J.T. said that right now they can only fix chuck holes because of the weather. Prochaska asked about shoulder work. J.T. said he would like to know about it but will not be able to do anything until it gets warmer. Prochaska said Liberty, Spring, Colton shoulders looks like they are crumbling. Road repairs are ongoing. This will be on the agenda for each Public Works Committee meeting. 3.) Street Lights - This is also ongoing. Street Lights will be on the agenda for each Public Works Committee meeting. Stafford would like to get the Street Lights in Countryside finished. The Street Light in front of the model in Fox Hill is still out. There is a light out in Green Briar. The light at F.E. Wheaton has been fixed, There is a light by Kiddie Campus on Cannonball Trail out that needs to be repair. Prochaska suggest putting in a new line. 4.) IDCCA Rate Study - This is also ongoing. IDCCA Rate Study will be ,f - Page 2 - on the agenda for each Public Works Committee. Wywrot suggest increasing the rates and then rebating the money back. Prochaska has meet with Mayor, Treasurer, and Attorney to suggest usin g money from the Utility Tax Fund. Prochaska would like to be able to identify the Utility Tax. Some of the tax money is new. Prochaska suggest spend new money on Capital things. The Sewer fund is under funded. Wywrot does not feel the City will get the low interest EPA loan without increasing the rates. Wywrot also thinks a rate change should be encouraged. 5.? Seven Year Capital Improvement Plan for Water - Wywrot would like to add a sixth and seven year to the plan. If he was prioritizing he would do it in this order, 1, 2, 3, 4, and 7. Wywrot would like to get started on the engineering. Boomer is on private property. Prochaska asked if the City might be able to get a Commercial Grant and put in water? Wywrot would like to confirm this years plan to send out for bid. Wywrot would like to take the Van Emmon project to COW for confirmation. Prochaska said it doesn't really need to go to COW. The budget for this project has already been approved. Game Farm/Library might be a good project to do in house. It would also be very cost effective. There is only about 100 feet to go. Wywrot has an idea for the Green Briar loop that would be more cost effective than Wherli's plan. Wywrot would like to talk with Wherli more. He could tie into Elizabeth, Green Briar will have approximately 500 people. J.T. said he will be asking for an addition to be put on the building on Tower Lane. They don't think it will do any good to have a new truck if there is no place to park it. J.T. thinks the trucks they currently have are in pretty good shape. Stafford would like to get some quotes on additions. They will not need additional office space. Need to find out where the money is going to come from. Money is in the Water fund. Prochaska thinks we should consider what this building will house and should take a portion of the money from the departments using it. 6.) Safety Format - Safety has been brought up by the Insurance Company. J.T. said right now every Friday Morning they have a tailgate Safety meeting. Received a letter from Illinois Risk Management. They would like the City to adopt this policy and back it up. But if the City does this we will need to have a Safety Director. The Safety Director and someone from every department will need to attend meetings. Police, Administration, Public Works, etc. At the meetings, they will need to discuss ways to prevent accidents. J.T. thinks this would be a good policy to have in place. J.T. would like to talk with Graff about it. Prochaska would like to take out every in the second paragraph of the Safety Policy Statement. Prochaska would also like this to go through Public Safety. 7.) Vehicle Ledgers - J.T. did not have a lot of information today. He is working on them. Reports are all filled out by hand. J.T. is stocking items to get a quantity discount when purchasing. J.T. would like to check on the type of software that IDOT uses. TO -d 9LSL-658-0E9 ':1k*AW/SaL12S dA ` auo4s 4oLb VTZ :80 L6- 1T -q0d r . I - Page 3 - 8.) Acting Director of Public Works - J.T. would like to get this approved. Nanninga has voiced some concerns. This position is for extend period of time when J.T. is absent. Not just one sick day. Prochaska thinks this should be approved by Mayor Johnson. This could add up to be a lot of money. J.T. said he did not think it would be more than $5000 per year even if he was gone for a whole year. Prochaska would like to get recommendation from Mayor Johnson. Prochaska feels this is an Administrative decision. Stafford said maybe we should add a Not to Exceed. 9.) McNelis/Heiman/Clayton Sewer Issue - McNelis had a backed up sewer. They rotted up past the Main. Roots were in the Main. When the City has more that two people in a line than its a Main. However, there are no Right-of-Ways. Need to decide if this is a homeowners or the Cities responsibility. If it is the Cities responsibility then we should redo the sewer and put in manholes. EPA would require it to be a Public Main. If the City takes responsibility then the homeowners will need to be responsible for their own landscaping. he City would fill in the hole evenly, once the pipe is installed. -The City could do this project in house and we could do it now. Wywrot suggesting getting easement signed off on and getting a signed agreement on the landscaping. J.T will move forward. He thinks it should cost approximately $1000 to $1500. 10.) Water Ordinance (No Private Wells Within 200 Feet of City Water) - The City has had some complaints about the Water rates and threatening to put in a private wells. J.T. does not think there are any laws to keep them from doing it. J.T. would like some direction. He would like something in place to keep someone living within the City limits with City water from putting in a private well. Prochaska suggest J.T. to have Dan do a draft. 11 .) Additional Business Chatman - Wywrot has sent offer. Hasn't heard back from him. Stone Bridge - There is a broken tile. Wywrot will have on punch card. Lind ley/Con non ball Trail - Letters were sent on 1/96 offering City water. The City did hear from four people in 1994. Supposedly there was a letter sent. Prochaska has not been able to find where letters were sent. In 7/94 the City did receive a letter from Liggett, Bizion, Mulvey, and Henning. Dan is looking over everything. According to the minutes, Henning has three tiles filling his pond. J.T. said that one tile has stopped. One tile has slowed. And one the is still putting out as much water as it always has. Prochaska is looking at the Case Laws because they show the interpretation of the law. Wywrot spoke with Lindley today: Lindley is doing a letter on where he wants test pumps. Basically giving a scope of work. £O'd 9L9L-6913-O£9 '4>"W/S0LPS dA ` au0'4S yZ362i d£Z =SO L6-OI -gazJ ti 1 ` - Page 4 - Eldamain Road - The City has a 400 foot set back. J.T. does not know how long the City will be able to keep the set back. City could put a shaft in the ground, but the testing still needs to be done. Testing will cost approximately $30,00(f to $60,000. Minutes by: Mollie Anderson b0 ' d 9L9L-6S8-O£9 '4>1-AW/SaLIUS d/1 `auo-4S q�L2i d£Z = SO L6-01-qad