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Public Works Minutes 2015 06-16-15Page 1 of 5 APPROVED 7/21/2015 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, June 16, 2015, 6:00pm Yorkville City Hall, Conference Room 800 Game Farm Road IN ATTENDANCE: Committee Members Chairman Chris Funkhouser Alderman Ken Koch Alderman Jackie Milschewski Alderman Larry Kot Other City Officials City Administrator Bart Olson Public Works Director Eric Dhuse Engineer Brad Sanderson, EEI Other Guests: None The meeting was called to order at 6:00pm by Chairman Chris Funkhouser. Citizen Comments: None Previous Meeting Minutes: May 19, 2015 The minutes were approved as presented. New Business: 1. PW 2015-24 Water Department Reports for January – April 2015 These are the reports turned into EPA and reflect no unusual occurrences, according to Mr. Dhuse. He added that one watermain break caused a loss of 300,000 gallons of water. This moves forward to the Council consent agenda. 2. PW 2015-25 Church Street and W. Main Street – Stop Sign Mr. Sanderson reported there was a request to study this intersection to determine if additional signage was warranted. A 4-way stop was recommended due to sight distance concerns and increase of traffic due to Rt. 47 construction. Alderman Funkhouser asked if there would be a benefit to removing 2 parking stalls and Mr. Sanderson replied that he does not want to lose parking spots. This area is also on the Road to Better Roads for next year. Page 2 of 5 Alderman Kot said he thinks the 4-way stop will help, but not alleviate the problem and suggested traffic calming devices. He asked about reducing the speed limit around the park, but it was thought a speed study might be needed. This moves to the Council consent agenda. Alderman Milschewski asked about the removal of the left turn lane from Rt. 47 and River Rd. Several traffic issues and safety concerns caused this decision. The speed in this area was discussed and Mr. Funkhouser asked if a portable speed sign would be appropriate. It will be discussed at Public Safety and a later Public Works meeting. He said a portable sign could be moved around to trouble spots. One of the City-owned signs is obsolete and no longer working and Mr. Dhuse suggested Public Works and Public Safety could partner to share the cost. 3. PW 2015-26 2015 Road to Better Roads Program – Additional Work This was discussed last month and additional work has now been approved and a contract awarded to D Construction for $545,000. Since recent work has been below budget, quotes for additional work were requested. Mr. Sanderson estimated approximately $115,000 was still available in this year's budget. He noted that since MFT funds were used on the original project, a new contract had to be drafted and the bid prices were held. Additional streets to be improved are Beecher, Dolph, Madison and remainder of a sidewalk on Ridge St. A nearby alley was pulled from consideration due to other issues. The City will work with property owners in regards to the alley between Main and State and property markers will need to be set. Currently 3 property owners have access off this alley. In order to vacate the alley, easements would be needed. It is expected to be paved in a couple years for easier plowing and aesthetics. This moves to the Council consent agenda. 4. PW 2015-27 2015 Sanitary Sewer Lining – Change Order No. 1 This item was postponed until later in the meeting. 5. PW 2015-28 Heustis Street Improvements - Change Order No. 1 This is a balancing change order to close out the project which was decreased $66,781.05. Ms. Milschewski noted that curbs were not installed in this project. This Change Order was approved by the committee and will move to the Council consent agenda. 6. PW 2015-29 Corneils and Beecher Roadway Improvements – Change Order No. 1 This project was awarded to Hardin Paving and will repair damage done by ComEd over the last few years. The bids were very low and it was decided to spend all the money that was being provided by Com Ed, so additional striping and shoulders were added and landscaping will also be purchased. Mr. Dhuse said he will ask the Police Department to monitor the trucks using Corneils in the “no truck zone”. This moves to the Council consent agenda. 7. PW 2015-30 AT&T License Agreement Renewal for Parking Lot Mr. Dhuse said this is a renewal coming due on a parking agreement with AT&T for a lot on Hydraulic and will extend the contract for an additional 5 years. This moves to the Council consent agenda. 8. PW 2015-31 Intergovernmental Agreement with Kendall Township Mr. Dhuse asked the committee to consider sharing maintenance with surrounding townships. He said sharing has been in place, but this agreement would put it in writing to “hold each other harmless”. An Page 3 of 5 example he gave is Pavilion Road that is City-owned on each end, but not the middle. When plowing, the township just leaves the plow down. Legal rights will still be maintained. This moves forward to the Council consent agenda. 9. PW 2015-32 Kendall Marketplace Improvements – Route 34 ROW – Property Conveyance to IDOT This is a “clean-up” item according to Mr. Sanderson and concerns the Kendall Marketplace. The property in question had been purchased by the City in 2013 and was to be dedicated to IDOT. It was overlooked until recently and this conveyance will allow the IDOT permit to be closed. It will move to the consent agenda. (out of sequence) 4. PW 2015-27 2015 Sanitary Sewer Lining – Change Order No. 1 Mr. Olson requested this item be tabled until next month. The City has not yet asked YBSD about reimbursement. 10. PW 2015-33 Subordination of Surface Rights – Route 47 This resolution was requested by IDOT and will clarify land acquisitions on various parcels according to Mr. Sanderson. He said this normally would have been done pre-construction. Alderman Koch asked if this resolution would include “the hill” on Rt. 47. A City-State agreement covers the hill, said Mr. Sanderson. It moves to the Council consent agenda. 11. PW 2015-34 Water Works System Master Plan – Engineering Agreement Mr. Olson said this is the main agreement discussed in the budget. The agreement will insure a long- term water source and save residents money in the long run by planning expenditures and providing a roadmap to Public Works. This would come primarily from the FY 2016 budget and some in FY 2017. Alderman Funkhouser asked how the large expense should be justified to citizens. He agrees with the action and said there are benefits to the project. He hopes that costs can be offset by savings and incentives for citizens such as credits for low volume fixtures. He would like this moved to the full Council for discussion. Alderman Kot also agrees with the plan and said he is glad the City is being proactive. This item moves to the Council regular agenda for discussion. 12. PW 2015-35 Request to Dispose of Property Mr. Dhuse said some items are no longer needed or used and also includes 2 dump trucks that will be traded in on new ones. The items will be sold “garage sale” style. Skate park equipment given to the City will be sold as scrap and proceeds added to the Public Works Capital Fund. Street name signs will be listed on-line. This item will move to the consent agenda. 13. PW 2015-36 Parks Maintenance Update Some Parks Dept. employees were lost and part-time workers were hired to help with mowing. Alderman Funkhouser asked if weed control and fertilization should be expanded to improve the parks. Alderman Koch said parks in his area seem to be well-maintained. He noted that a few years back, cuts had to be made in some of the maintenance. If additional weed maintenance is needed, he said the parks need to be notified now to plan for next year. Mr. Funkhouser said some of the weeds have taken hold and he suggested that Parks could do spot checks as to the parks' appearance. Alderman Kot said he thinks that overall, the parks look really good. No further action. Page 4 of 5 Old Business: 1. PW 2014-74 Railroad Quiet Zone Initiative -Engineering Agreements Mr. Olson said the engineering agreements were structured in phases with a separate package for each Illinois Railway and the BNSF. He said the costs would be $24,800 for the north side and $45,600 for the south lines, neither of which is budgeted. The first phase is studying the area, talking with the various entities and the scope of costs. It would initially cost $14,000 to study the feasibility of the project. Alderman Funkhouser discussed the crossing at Hoover and said that it is on private property. He encouraged the City to possibly share costs with Hoover. Mr. Olson replied that the Forest Preserve has received a grant to improve the crossing off their entrance. To receive those funds, the Hoover entrance has to be a public street, not a Forest Preserve street, which would require a jurisdictional transfer in exchange for a 99-year use and maintenance agreement. Mr. Funkhouser said that for a small initial investment, the funding would be 80-90% if the quiet zone project goes forward. He said the entire Council should discuss this. Alderman Kot also supports the project and said it's a quality of life issue. He added that a Metra station may be built and this project would jumpstart the Metra proposal. Ms. Milschewski said she does not support spending money for the quiet zone project and Mr. Koch agreed. She said the money could be put to a better use, especially since only a few complaints had been received. The City will research how many other communities have quiet zones, per Mr. Funkhouser's request. This moves forward to the regular Council agenda. 2. PW 2015-21 Kane-Kendall Council of Mayors (KKCOM) – Call for Projects Mr. Sanderson said the Council had authorized an application to KKCOM seeking funding for improvements to Kennedy and Mill Roads. The estimated cost is $9.8 million. An application for a $677,000 LAFO project was also completed. This would be for Countryside Parkway and Center Parkway. Ms. Milschewski asked about watermain issues under Countryside Parkway. Brad said the watermain work will have been completed prior to or in conjunction with the road projects. A budget amendment will be needed for both projects and the City must be able to show how it will pay for the improvements. The applications are due next week and the Mayors will rank the various projects received. Kane and Kendall Counties are submitting projects as well and all projects will be scored. This moves to the Council consent agenda. 3. PW 2015-23 Selection of Committee Liaisons Alderman Milschewski volunteered to be the liaison to the YBSD. 4. PW 2015-15 Game Farm Road – Somonauk Street Project - Update Mr. Sanderson gave an update on the progress and said Phase 1 is almost done and Phase 2 will be started. Alderman Koch asked if signs could be placed prior to closures or other updates. Message boards will be used and fliers were distributed. Allowances will be made for bad weather as far as possible penalties. Page 5 of 5 Additional Business: Alderman Milschewski brought forward a concern from a Heustis St. resident regarding a sidewalk issue. Mr. Dhuse said the resident will need to speak with the contractor. ------ The empty lots and rights of way along the Rt. 47 construction are being seeded as part of the construction. The “hill” for sale on Rt. 47 was also discussed ----- Public Works trucks were observed on State St. and Alderman Kot inquired about this. They were televising for lines. He also asked about markings that were made on sidewalks west of Fox. Mr. Dhuse said he had no knowledge of this. Mr. Kot also asked about the temporary crosswalk signs. There are now permanent ones on Rt. 47 in southbound lanes, however, Mr. Kot said there were none north of the river. Mr. Dhuse will inquire about that area. ------ Alderman Funkhouser commented about stormwater maintenance facilities, some of them unmaintained. He asked if there are restrictions or control over those facilities on private property. Weeds are growing and drainage could become a problem. Mr. Olson said the City does have some control and asked him to provide a list to staff. Mr. Funkhouser also suggested that periodic inspections should be done. There was no further business and the meeting was adjourned at 7:14pm. Minutes respectfully transcribed by Marlys Young, Minute Taker