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Public Works Minutes 2015 05-19-15Page 1 of 4 APPROVED 6/16/2015 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, May 19, 2015, 6:00pm Yorkville City Hall, Conference Room 800 Game Farm Road IN ATTENDANCE: Committee Members Chairman Chris Funkhouser Alderman Ken Koch Alderman Larry Kot Absent: Alderman Jackie Milschewski Other City Officials City Administrator Bart Olson Public Works Director Eric Dhuse Engineer Brad Sanderson, EEI Other Guests: Tony Scott, Kendall County Record Paul Kraber, Citizen/Property Owner The meeting was called to order at 6:00pm by Chairman Chris Funkhouser. Citizen Comments: Mr. Paul Kraber was present regarding a lien filed against his rental property due to non-payment of a water bill by a renter. A payment schedule was set up, however, the renter has moved out of state and payments stopped. He also said a $200 deposit should be required of the tenant and also suggested raising water rates because people would be more conservative with water use. He said the wrong message is being sent that renters do not have to pay their bills. He said the process went through 2 billing cycles and he asked why the water was not shut off. When the water bill is in arrears, the notice goes to both the landlord and tenant. Mr. Olson noted that the ordinance ultimately holds the landlord responsible for the bills and other municipalities use the same criteria. He suggested charging more in rent and he also said the landlord has the authority to ask the tenant to put the water bill in their name. Mr. Kraber noted that once the lien was issued, the tenant stopped payments. He asked that the matter be placed on a Council agenda for further discussion. Previous Meeting Minutes: April 21, 2015 The minutes were approved as presented. Page 2 of 4 New Business: 1. PW 2015-17 Mill Street LAFO – Design Engineering Agreement Mr. Sanderson said this project is on the Mayor's running list of projects that can be moved into the 5- year program if funds are available. This project has been moved to the 2016 list. A design engineering contract and a letter from Mr. Olson will be required. In this program, there is 75% coverage of the construction costs. The total amount for this project would be about $270,000 with $187,000 funded through the Council of Mayors. There would be a March letting and a construction start during the summer extending into 2017. A budget amendment might be necessary according to Mr. Olson. Alderman Kot asked about the status of the State funding and how the City could take bids with the funding uncertainty. Chairman Funkhouser said the City could pay up to the point of services rendered. The committee approved of this agreement and it moves forward to the Council consent agenda. 2. PW 2015-18 2015 Road to Better Roads – Bid Award Three bids were received for this year's program. All bids were below engineer's estimates with D Construction being the low bidder at $544,478.75 and that bid was recommended. This bid was $153,000 below the estimate and includes additional projects. The lower bids were attributed to early bidding and when asphalt prices are lower. Eric and Brad will also look at add-ons of Beecher, Orange and Dolph. The committee approved this bid award and it moves forward to the Council on the consent agenda. 3. PW 2015-19 2015 Sanitary Sewer Lining – Bid Award Bids were taken last week and were below estimate. The low bid of $162,524.65 was received from Visu-Sewer and Mr. Sanderson recommended acceptance. This project is a result of a 2009 YBSD study. The City will have discussions with YBSD about some possible reimbursements/splitting of costs. This moves to the Council consent agenda. 4. PW 2015-20 Countryside Street & Water Main Improvements – Design Engineering Agreement This agreement will begin the first steps of the Countryside improvement work and there will be a Public Hearing for the bond process. This agreement is for design engineering services only and Mr. Olson recommended moving forth with this agreement. Several strikethroughs were noted in the document which was for the construction monitoring etc. Mr. Sanderson said he wanted to work through the design work first and then move to the construction. Construction should begin in March 2016. He said 15,000 feet of water main will be needed, but minimal sewer work will be required. This item moves to the consent agenda. 5. PW 2015-21 Kane-Kendall Council of Mayors (KKCOM) – Call for Projects Mill Rd and Kennedy Rd. are being recommended for rebuilding through this project. Mr. Olson said Mill Road is one of the worst rated roads in the City. Both are part of the Grande Reserve annexation agreement and the project would be funded by the City and developer. Possible grants under LAFO might allow for work on the Countryside project as well. Applications for the project are due the end of June. The City share for the entire project is about $2 million of the $8 million cost and bonds may be sold to help finance the project. A budget amendment will also be needed. This item returns to Public Works on June 16 when detailed costs and a resolution will be presented. It moves to City Council regular agenda on June 23rd for a motion of concurrence. 6. EDC 2015-22 Selection of Vice-Chairman Alderman Jackie Milschewski was selected Vice-Chairman of this committee. Page 3 of 4 7. PW 2015-23 Selection of Committee Liaisons Alderman Ken Koch will be the Park Board Liaision and the YBSD liaison will be determined Old Business: 1. PW 2014-74 Railroad Quiet Zone Initiative The railroad initiative was originally suggested by residents. Alderman Kot recapped the past discussions, saying that staff originally thought this project would be cost-prohibitive, however, it was not as expensive as thought. It was decided to keep it on the agenda for discussion. Engineering analysis studies and scope of costs would be needed and full funding might be possible if certain conditions are met. There are two quiet zones, north and downtown with downtown drawing the most concern and potential expense. Mr. Sanderson said the cost would be about $20,000 to $30,000 for each crossing. Mr. Funkhouser said he has only received one complaint, however, the City has received about 24 complaints in the last 5-6 years, many from the Grande Reserve area. Alderman Koch also noted that the length of the train horn also varies from one engineer to another. Following complaints to the railroad, improvement has been noticed. Mr. Olson said there is a potential of millions of dollars from federal funds for this project and the quiet zones would have a positive impact on the quality of life. It was decided to request a proposal from EEI and this will return to Public Works next month for further discussion. 2. PW 2015-15 Game Farm Road – Somonauk Street Project - Update Mr. Sanderson gave an update of the Game Farm Road project. Asphalt will be done on the first section before June 15th and phase 2 will be started when school is out. This item will be brought back next month for a further review. Additional Business: Alderman Koch said he had received emails regarding the big rock pile on the south side of town. It is being crushed outside of the city limits on private property and will be removed within a week. He also asked about the meter attached to a fire hydrant. This measures the water used to control construction dust and is billed to the construction company. They also get and pay for bulk water. ---------- Aldermen Koch and Colosimo attended a Windett HOA meeting and a resident shared a concern about the tree program. She requested a refund after she received two trees from the City and both died . Mr. Dhuse said a waiver is signed upon receipt of trees, however, he will research. In another matter at the HOA meeting, Mr. Koch said a muskrat issue was raised. The HOA is willing to rectify the issue, but Ryland has told them not to since Ryland has an agreement with another agency to care for the ponds. Mr. Olson said the matter should be handled between the developer and the HOA. Eric said willow removal is needed around the pond. ---------- Mr. Koch also asked who maintains the ponds at Raintree. Mr. Olson said it should be the HOA for #1, 2 and 3 and the City is responsible for the rest. Mr. Koch reported a muskrat issue in these ponds as well. Mr. Funkhouser said the best course of action is to alleviate the food source. Mr. Sanderson will check with Encap (the pond maintenance company) to determine who is responsible. It was noted that naturalized ponds have fewer muskrat problems. ---------- Page 4 of 4 Alderman Kot said a resident on Van Emmon reported a water problem on their property allegedly caused by the railroad at their easement. The water backs up from the easement onto the resident's property and has been a problem for several years. Mr. Koch said he had walked in the resident's back yard and it was like a swamp and never dries. Eric Dhuse has met with representatives of the railroad and he said the tracks will be raised for better drainage and will alleviate most of the problem. ---------- In another matter, Mr. Kot asked if temporary signs will be placed soon for the crosswalks. Mr. Dhuse will continue to ask. ---------- Mr. Kot asked if the City recycling program will be discussed further and Mr. Olson said staff is working on options and solutions. ---------- A park maintenance discussion was brought forward by Alderman Funkhouser. He said there is a regular mowing schedule, however, less weed control is used on parks vs. the ballfields. He said the ballfields are cut twice weekly vs. once weekly for the parks. The ballparks are pristine, however, he said the parks are not entirely weed-free and it is unacceptable. He wants to look at the entire process and maintenance policy. Mr. Olson asked to have the Park Board comment on the procedures and then discuss at this meeting again. It was also noted that two Parks employees have been lost recently. There was no further business and the meeting was adjourned at 7:27pm. Minutes respectfully transcribed by Marlys Young, Minute Taker