Public Works Minutes 2015 10-20-15Page 1 of 3
APPROVED 11/17/2015
UNITED CITY OF YORKVILLE
PUBLIC WORKS COMMITTEE
Tuesday, October 20, 2015, 6:00pm
Yorkville City Hall, Conference Room
800 Game Farm Road
IN ATTENDANCE:
Committee Members
Chairman Chris Funkhouser Alderman Jackie Milschewski
Alderman Larry Kot Alderman Ken Koch
Other City Officials
City Administrator Bart Olson
Public Works Director Eric Dhuse
Engineer Julie Morrison, EEI
Other Guests:
Rachel McNamee, Bristol Bay Tom Healy, Layne Christensen
Scott DeYoung, Municipal Well & Pump Mike McDonald, Layne Christensen
The meeting was called to order at 6:00pm by Chairman Chris Funkhouser.
Citizen Comments:
Rachel McNamee of Bristol Bay discussed the traffic situation at Galena & Rt. 47 and said it is difficult
to make a right turn onto Galena Road from Bristol Bay. Then when busses are making a left hand turn
onto Rt. 47, only 2 cars get through each cycle. For an immediate solution, she suggested the stoplights
be programmed in the same fashion as Rt. 30 and Rt. 47 since there is a smoother traffic flow. Mr.
Olson concurred, but said the State controls the lights and her comments will be forwarded to IDOT.
Previous Meeting Minutes: September 15, 2015
The minutes were approved as presented.
New Business:
1. PW 2015-58 Water Department Reports for May – August 2015
Mr. Dhuse said these are the standard reports and water use for the summer was reasonable for daily
use per capita. Mr. Funkhouser had a question on #8 for August, where “water above pump” dropped
significantly. Mr. Dhuse will research. This moves to consent agenda.
2. PW 2015-59 Public Works Committee Meeting Dates for 2016
The committee approved the dates and the time will remain at 6:00pm.
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3. PW 2015-60 2015 Bond/LOC Reduction Summary to Date
Mr. Olson said in the past quarter, there have been only 2 additional items. Alderman Kot said this
report was very helpful for tracking. For information.
4. PW 2015-61 Wrigley EDP Engineering Agreements – HR Green (Re-approval)
The engineering agreement had already been approved to do the intersection re-design, but IDOT asked
to have it in another format. This moves forward to the Council consent agenda.
5. PW 2015-62 Well No. 8 Rehabilitation – Bid Award
Ms. Morrison said there were 4 bidders and made a recommendation to award to Layne Christensen
with a bid of $86,929. She said the bid from Municipal Well & Pump was missing some information.
Scott DeYoung, CFO and owner of Municipal Well & Pump, presented some further insight. He said 3
of the mandatory items on the bid were not filled out since Layne Christensen would not provide prices
to him, a competitor, since Layne has exclusive rights to some of the equipment made by Byron
Jackson. Mr. DeYoung said EEI was notified of the reason. He said alternate pieces of equipment
were approved in the specifications and he asked why his bid was disqualified even though they
provided bids on the alternate approved equipment.
Secondly, Mr. DeYoung said that his company provided a total price on items where Layne provided
unit prices. He also quoted some other prices of replacement equipment which he said were lower
than Layne and said his company should be awarded the contract as the overall lowest bidder. He said
his company is more than qualified for the job and has done many projects with EEI. Ms. Morrison
acknowledged that overall, Municipal Well & Pump was the lowest bidder even though they did not fill
out some of the mandatory fields. Mr. Dhuse said that since not all pumps are pulled at the same time
for repair/replacement, it is feasible to have alternate brands of equipment.
Mr. Olson asked if this matter was time-sensitive to allow for time to address these questions and
comments and present the findings at the November 10th Council meeting. Mr. Funkhouser had
concern that a 3rd bidder did provide the mandatory numbers, however, Alderman Milschewski said it's
unknown how they got the figures.
Tom Healy of Layne Christensen said he handled projects for the city since 1980 and discussed some
of the alternate equipment prices. He said his company is a factory authorized repair center and rep for
Byron Jackson equipment since 1972. He said it's possible his company can repair rather than replace
some of the equipment.
In conclusion, further staff review will be done and this item will move forward to the November 10th
Council meeting for discussion under Public Works.
6. PW 2015-63 Subordination of Surface Rights – Route 34 Improvements
IDOT is getting ready to finalize design engineering so the City needs to show that the State rights will
take precedence over the City where the easement is concerned near Autumn Creek and Grande
Reserve. This moves to the consent agenda.
Old Business:
1. PW 2015-45 E-Waste Recycling
Mr. Olson said no return calls have been received from electronic recyclers. He stated that Waste
Management has a program for their customers and will do on-demand e-waste pickup at the curb for
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$1.00 per month per user. He said the City will go out to bid in 2016 for the year 2017 and could
consider them. Complete Sanitation (now called Groot) does pickups in Plano at this time. Alderman
Milschewski said at the last white goods pickup, a door was left on a freezer and she asked to have a
reminder included in utility bills.
The State has been doing a comprehensive study of e-waste in Illinois, according to Mr. Olson. The
haulers aren't getting paid by the State even though the State mandated the pickups. The State collects
money from the manufacturers eventually. This will be brought back next month for more discussion.
2. PW 2015-57 Traffic Calming Devices
Ms. Morrison said information requested at the September meeting will be presented in November.
Mr. Funkhouser said Ms. Terri Zub had made a presentation about the school traffic issues in Bristol
Bay and there was discussion about working with the City to obtain more crossing guards. The School
has sent an email to Mr. Olson and Mr. Funkhouser also talked with the school and school board
officials. Mr. Kot asked to have this matter on the next Public Works meeting for follow-up. The
City will ask the school officials to be present at the next Public Works meeting. Legal information
will also be forthcoming from City Attorney Orr regarding crossing guards and training. This will
come back in November.
In a related matter, Ms. Morrison said information regarding Rt. 47 and Main St. has not been received
yet from IDOT related to a pedestrian crossing process. She said a study will likely be needed and it
would be more beneficial in the warmer weather when there are more pedestrians and all the roadwork
is complete. This will be brought back in November for further update.
3. PW 2015-15 Game Farm Road – Somonauk Street Project - Update
Essentially all the work is done except some landscaping and the punchlist will be sent soon. The
completion date is November 13. Alderman Milschewski asked if trees that were cut down will be
replaced, however, there is no tree replacement clause. The final balancing order will not be received
until next spring after the punchlist is done. This will come back next spring for final discussion.
Additional Business:
Alderman Kot asked about the engine braking signs that have not been replaced. The City is working
with the State as there is no clause for replacement.
The pothole patching has been continuing in the last couple weeks and will continue through the
winter.
Alderman Koch asked about the hill on Rt. 47—a portion is City-owned and the other portions are
privately owned. Mr. Dhuse will inquire about getting property pins.
Mr. Funkhouser asked about equipment for maintaining the hill and Mr. Dhuse is researching. Ms.
Milschewski suggested alternative plantings not needing maintenance or to terrace it. This will be
discussed as part of the downtown planning. Another option discussed was to sell it, however, there is
limited access and Mr. Olson said the City cannot sell their portion since it is State right-of-way.
There was no further business and the meeting was adjourned at 6:51pm.
Minutes respectfully transcribed from audio by
Marlys Young, Minute Taker