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Public Works Minutes 1996 09-09-96 w P s,_" UNITED CITY OF YORKVILLE Committee Minutes - Public Works Date of Meeting: September 9, 1996 Location: 111 W. Fox Called to order: 6:55PM Adjourned: 8:20PM Attendees: Jim Stafford Jerry Lynch J.T. Johnson Joe Wywrot Jeff Spang Art Prochaska Bill Dettmer Discussion: 1. NEW WATER METER POLICY The suggestion for a new policy has been raised due to the fact that a lot of water is being used on new construction sites before a water meter has been installed. If a meter were installed at the contractors expense and done by a licensed plumber they would be responsible for any problems, and would warranty them for a year,then it could be read upon final inspection and a bill issued to the contractor for any water used from rough to final. Naperville and Cortland are currently doing this. This also saves a lot of time on the part of city workers who install them now, but we would have to install a reader. The demand is increasing greatly. This would be the same meter used for the new resident. Water would be billed at the current rate. There is a lot of water usage going on, especially on speculation houses where the contractor is watering the grass everyday. They would not be billed for sewer usage at this point. The plumbing Inspector would inspect the installation, and if no meter has been installed,there would be no final inspection certification. There could be a penalty for violation, and/or water could just be shut off at the street. Lynch asks for objections. The memo from Jim sounds like it covers everything. Add this to the packet given at the time the permit is issued. A policy does not require it be added to the code. Prochaska suggests this go to City Council. This should go to next C.O.W for any possible objection, next in October. New water meter installation policy memo to be put in everyone's mailbox. 2. SEWER CONNECTION FEES This is the same Ordinance as the one at C.O.W. with 1 alteration in the definition of the word toilet. The City is concerned about the effect this increase will have on the work that the contractors and developers have underway, and want to give them a fair warning of this increase, by not making it effective until 1/1/97 This is a substantial increase amount, and contractors could be affected if it is effective sooner than 1/1/97. However, there could be 6 or 8 houses going up in that time slot if we have mild weather. Mayor suggested this be 1/1/97. Fee would be collected at the time of permit issue. It was determined there would be no substantial side effect on small commercial (non-residential), since those that would have a lot of drain outlets would not be concerned about this. If there were it could be negotiated with other incentive items. The tap on fee is $2000.00,the formula is 1, plus 1/2 for each additional drain unit. All agree to add this to agenda for City Council Agenda for 9/12/96, and Joe states he will ask Jim to prepare a motion. 3. FOX HILL ENTRANCE Joe spoke to Mike Capp, and they haven't submitted anything new to IDOT in the past 2 months, he is the hold up as he is busy with other things. They also owe the city $15,000. They are working on approval of a new unit in Fox Hill and that is being ignored by the City in an effort to send a message. The street conditions need to be addressed, and street lights are not functioning, and on Rte. 34 there is a big dip as you pull out. Wywrot states that the law is on their side as we set a precedent by allowing them to build before all was in order. IDOT has a safe limit before they require a turn light,we need to know what that limit is. We have stated that we will back up IDOT whenever they ran into a problem, perhaps by putting a stop on issuing building permits. City needs to check on the legality of that, as he is not the one building, he has sold off his lots. If we refuse to talk to him, he'll pay his$15,000. fee. We could make the improvements and add it to his bill. There is no approved plan for the entrance. We have to first have an approved plan before we can do anything. We threatened to finish that entrance and take it out of his letter-of-credit. The city would have to hire someone to do a plan. We have been told to back off of them. Jim has given them a 9/18/96 deadline by certified letter. Wywrot states he is in favor of a more aggressive approach and volunteered to speak to Dan Kramer regarding what we can do. A letter-of-credit is based on an approved plan. When they started this development the City had nothing going on so we allowed start-up before everything was in order. Now its different. If we have no response by the deadline of 9/18/96 we should research what recourse we have legally. We should collect on the letter-of-credit, and we will go to court on that issue, and the bank needs to know we mean business on this issue. All agreed to be more aggressive on this issue. 4. STREET REHABILITATION First is Blaine Street. Aurora Blacktop will set off whatever is necessary into next years budget and not ask for any of it if they get this bid. They would do the entire job and they would not bill us until our next fiscal year. They would get paid up to our line item of $80,000., and the balance will be paid next year. Striping was held over by them in another project. This is on the same bid we had originally,which doesn't expire until the 27th. Spang states this will put a burden on next years street repairs because we're going to take all the money we have budgeted for the project this year , then we're going to take another$45,000. out of next years street budget just to pay on this one, which will reduce the amount we have for streets for next year. Wywrot: It shouldn't matter as were spending the same dollars,just spending early. Prochaska: Once you do that,you have incurred the debt this year. Spang: Can we do a phase 1 this year and Phase 2 next year? Prochaska: It is still a deficit this year. Wywrot: There are other debts done this way. Stafford: Write it up as Part 1 and Part 2. Johnson: We can save$40,000. by doing this right now. Prochaska: We can't continue to cant'debts over into the next year. We can look at borrowing it from another fund. It would be nice to wait and see how it works out with this years hold over debt from last year. Spang: There are funds available in the Public Building Fund. They won't be using that money this year, so we could borrow from that fund. Wywrot: It is a bad habit in carrying a debt. Aurora Blacktop would submit an invoice for 112 of$80,000. for payout#1 this year, and they wouldn't submit payout#2 until after May 1 st. We would still be in debt for$40,000., so that the auditors would pick this up. Prochaska: It will still show as inter-fund borrowing. We should see how that works on the audit. Spang: If someone wants to lend you $40,000. interest free, we will save even more. The debt needs to be attached somewhere. We just have to show where those fund could potentially come from,the debt is not going to be paid this year, but we would have to budget the$40,000. to make up for it next year. We know that next year we have to do Countryside Parkway which is going to be$40,000. Plus IDOT projects, and some that are shared costs. We have Bristol, but that doesn't require any City funds. Scheduled for April or May bid opening. IDOT may have it cul de sac on Bristol South of Walnut, and whatever needs to be done to Walnut they will also do. The are looking at combining driveways with Brenart& Fox Valley Shopping News. Johnson: We have one temporary traffic signal, but can't use it, but we do have a lot of the materials. Spang: There are some safety concerns, and we want to be pro-active, and solve the problem before someone gets hurt. IDOT will give us financing free for 8-10 months, offered today on the phone. Wywrot: This bid is good until the 27th. We'll put out for landscaping and dry gutters&we'll do that. Prochaska: We need to find out from Scheffrahn how do we acknowledge that debt. Wywrot will ask Kim King to talk the auditors and find out how we can do it in a way that is proper, and we will need to get a letter in writing from Aurora Blacktop showing what their offer is, so we can accept before Tuesday. We should accept the bid pending financing, and mayoral approval.. Prochaska: Caution is needed on what we are doing, because we still owe the sewer fund, and have to watch adding to that debt. Take to City Council this Thursday. Plan B is to carry it over to next year. We need a five year street plan. The Pavia Marting study listed Blaine Street at$78,000. and we have a bid now that reflects a 40% increase $125,000. Our Street Plan couldn't miss them all by 40%, but it could be 20%. We have a lot of money needed out there and have to find a source for the funds. We do need to address the Street Capital Improvement Program. Put on Agenda for early October PW. Johnson: I can re-visit streets over the Winter. Prochaska: In regard to streets, West Main has a problem where the curbing on one side and the street slopes down and into the people's yard and that needs to be addressed Wywrot: Low bid on water main for Game Farm Road was received today. Have checked 3 references and recommend going with Scorpio of Oswego with the low bid of $108,095.00. They check out, and do good work. We need to get this going this Fall so it is there for the new High School. We have to make decisions on incurring the extra cost for this main and we need to know what is coming. The School Board wants about the same amount waived for$21,000. for water hook-up. Waiving this would make it $42,000. We need to do it now and then they have to do the restoration landscaping. This has to go to City Council as we can't wait until C.O.W. in October if we want to get this into operation this fall. We need to get a letter granting us easement on their property for this. They have indicated no problem. This will go on the private side as we won't have to deal with trees, and there is plenty of room. Pass this subject on to City Council subject to the granting of easement. Place on agenda for the City Council for 9/12. All bill questions should be on the agenda for each committee meeting, and be resolved before it goes to City Council. Regarding the bills for Crescent,they were the low bidder on lights as PW called and got 3 prices. Spang questions the sewer at 308 Illini, as it is plugged every 2 months for the last 2 years. Roto Rooter says it is on the other side of the street. Johnson: Has questioned their ability to locate it. We don't have the equipment to TV it. Last time$1000. -$200. per hour for this type TV, (small mini cam). Larry Foster is trying to sell us a TV outfit and would be willing to demo it. If they hire this on their own and find out it is ours the city will pay the tab. Anything in the street right-of-way that is proven to be structural damage the City will pay the bill. Johnson will check on this and get an answer. Lynch: I have a resident complaining that the earth washes under the sidewalk every time it rains. Prochaska states he had the same problem, he needs to get his landscaping done. The city told me I would have to pay to clean the sewer. My builder had to fix it. Johnson: We will fix the dump truck ourselves, and one of the old State trucks is getting a new bench seat and new seat belts will be installed at the same time. The pot holes on East Main, Cottonwood Trail, and Walnut will be fixed soon. We will be doing large patch work later on, continuing through the end of November. Minutes by: San Marker