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Public Works Minutes 2015 11-17-15Page 1 of 4 APPROVED W/ CORRECTIONS 12/15/2015 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, November 17, 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 (left 6:44pm.) Other City Officials City Administrator Bart Olson Public Works Director Eric Dhuse Engineer Brad Sanderson, EEI Other Guests: David Taylor, Principal BBES Terri Zub, Bristol Bay PTO President Stephanie Drew, Bristol Bay David Alphonse, Bristol Bay The meeting was called to order at 6:00pm by Chairman Chris Funkhouser. Items #2 and #3 under Old Business were moved forward on the agenda. Previous Meeting Minutes: October 20, 2015 The minutes were approved as read. Citizen Comments: None Old Business: 2. PW 2015-55 Route 47 Pedestrian Crossings (out of sequence) Mr. Sanderson said contact has been made with IDOT regarding flashing beacons and the cost is about $25,000-$30,000 to cover both sides of the road. It was suggested to wait until spring to assess pedestrian traffic. Alderman Kot expressed concern since it is now getting darker earlier and kids are walking home from school. He said people do not want to cross near the park due to the lack of lighting with only one 1ight on the SE corner. Page 2 of 4 Alderman Milschewski asked why there was a delay in installing the street lights. Installation was expected in December by IDOT, then the date was moved back to spring. The bases were installed by D Construction, however, new measurements had to be taken on the poles as part of a punchlist and it was discovered that modifications were needed. Alderman Koch asked about temporary lighting. Mr. Olson contacted IDOT on this date and this item will come back next month for discussion. 3. PW 2015-57 Traffic Calming Devices (out of sequence) a. Bristol Bay Elementary School Evaluation Traffic patterns were re-evaluated at the school and vehicles had slowed down. No other changes were recommended at this time. Mr. Sanderson recapped a memo of suggestions to enchance safety at this location. One suggestion was crossing guards. Alderman Koch asked about the cost of a twice daily crossing guard which he said are very effective. The cost would be $10-$15 hourly and Mr. Olson commented that the school would be asked for funding. Guest Dave Taylor said he appreciated the diligence and that the schools have made announcements to the public about the problems. He noted a parent group met with limited success and it could become a legal issue using volunteers. He would like to have a crossing guard at the school. Mr. Alphonse asked to have the study redone in spring when more people walk. Ms. Drew added that drivers cannot see the kids in the left turn lane. In summary, Chairman Funkhouser said the school board should be contacted, however, Mr. Olson said the school administrators have not committed any funding. b. Traffic Calming Toolbox Mr. Sanderson had been asked to assemble a package of traffic calming ideas and costs. Some of the ideas are for new construction and others are for retrofit. Chairman Funkhouser asked for a list of those ideas for retrofit. Alderman Kot said ideally the crossing guard is the best solution, but he also asked for enhanced pavement markings and rumble strips. Crossing guards are cheaper than installing a speed table. Mr. Sanderson said rumble trips presented plowing issues and motorists become accustomed to them quickly. It was also suggested to use the west school entrance for the bussses and have kids cross at the east entrance. The committee decided to pursue a crossing guard and striping, so a proposal will be brought forward next month. New Business 1. PW 2015-64 2015 Road to Better Roads (MFT) – Change Order No. 1 2. PW 2015-65 2015 Road to Better Roads Additional Work – Change Order No. 1 (The above 2 items discussed together) The bids were very favorable and the City entered into special agreements with D Construction since the original contracts used MFT and were through IDOT. These change orders are balancing--one being an increase and the other a reduction. These move to the consent agenda. 3. PW 2015-66 Game Farm Road / Somonauk Street Improvements – Authorization No. 4 Authorization No. 4 is for a sanitary sewer and entrance work at the cemetery for $13,488.06. There will also be a Change Order No. 5 for balancing for $20,000 over the contract. Mr. Sanderson recommended approval of both and they move to consent. Page 3 of 4 4. PW 2015-67 Ridge Street Water Main Improvements – Change Order No. 1 This project is nearly complete and this is a change order for a reduction of $332.89. The completion date will be changed to spring to allow the grass to grow. A sanitary sewer manhole and restoration of grass will be finished then. This moves to consent agenda. 5. PW 2015-68 Route 71 Sanitary Sewer and Water Main Replacement – Engineering Agreement Mr. Sanderson said IDOT asked the City to prepare documents and IDOT was to provide CAD drawings, but they were not received. They also requested the City to complete the design of water main and sewer replacement. There are 2 separate contracts: Rt. 47/71 intersection and the east part of the project. IDOT also requested final engineering plans from the City. The contract is about $60,000 for all engineering according to Mr. Olson. He said it is hoped that IDOT will undertake the Rt. 47 portion first since the Rt. 71 portion is more expensive due to the watermain project. This item moves to the consent agenda. 6. PW 2015- 69 Appletree Court and Church Street Water Main Replacement – Engineering Agreement This is the agreement for relocation of watermain at a cost of $60,000 as part of Road to Better Roads. Mr. Sanderson noted this was a high break watermain area. The roads will also be totally reconstructed after the underground work and the project should start in May. Patching will be done if there is a temporary delay between the 2 projects. This item moves to the consent agenda. 7. PW 2015-70 Autumn Creek 2A – Acceptance of Public Improvements Pulte has requested acceptance of several units and all punchlist work is done. There will be a corresponding bond reduction. This moves to the consent agenda. 8. PW 2015-71 Route 47 ITEP (Streetlights) – Authorization No. 1 This is the authorization for the change order. It was discovered that a couple items were missing in the lighting control. Approval is recommended for the additional costs of $2,112.64 which will be covered with 80% federal funds. This was due to the addition of bridge lights. This will move to the consent agenda. 9. PW 2015-72 Capital Project Update Mr. Sanderson updated the committee on capital improvement projects and will do so on a quarterly basis. He said Game Farm Road is mostly complete. The ITEP project is almost complete and Ms. Milschewski asked if the City chose to stop lighting near the theater as it is very dark there. The City hopes there will be a full stoplight near the theater and Aldi in the future. The remainder of the projects were: Ridge Street, landscaping done at Raintree, well #8 will be scheduled for a pre-construction meeting soon, Sunflower/Greenbriar pond plantings finished, planning underway for Mill Rd. and Kennedy Rd., Mill St. scheduled for March letting, Road to Better Roads field work done and Countryside project scheduled for February letting. Alderman Funkhouser asked that the City keep the Countryside residents well-informed. Public Works Director Dhuse reported that all sewer lines in Countryside were televised for potential problems, at a cost of $24,000 after obtaining 3 quotes and adding some extra work. Page 4 of 4 10. PW 2015-73 Route 34 – West Section Medians The Rt. 34 project is planned without landscaped medians. Chairman Funkhouser said he prefers not to have concrete medians where not needed, but to have landscaping instead. Ms. Milschewski expressed concern for safety while doing maintenance. According to Mr. Dhuse said there is new technology that uses remote control mowers. Another option is to hire an outside company. Other materials besides grass could also be used for less maintenance. When landscaping is used, it becomes a local responsibility. Mr. Funkhouser said he would like to ask IDOT for landscaping. Mr. Koch said he wants to see costs prior to a decision and Mr. Sanderson will contact the project manager. If a quick response is received from IDOT, this item will be placed on the Council agenda, otherwise it will come back to committee. 11. PW 2015-74 Mowing and Maintenance of Public Parkways Chairman Funkhouser asked how the City can reduce costs and maintenance obligations due to homeowners not mowing or for unimproved areas. Mr. Dhuse said ditches are mowed 3 times a years and mowers were purchased to take care of this. According to Mr. Olson some of those owners are responsible to maintain and the question is how to proceed. He will take this matter back to staff to examine the ordinance as owners can be fined. This item will be brought back to committee in December. Old Business 1. PW 2015-45 E-Waste Recycling Mr. Dhuse was contacted by a representative from a recycling firm and he informed the rep that the City would be interested in recycling events 3 times a year. He also requested costs. Mr. Olson added that he will be participating in a conference call with IEPA on December 2 to discuss problems related to recycling, hauling, businesses, municipalities etc. This will be brought back next month. Additional Business: Alderman Milschewski noted that the downtown railings and light pole by Old Second building were hit. Costs of repair or replacement will be determined and may be charged to the responsible party or possibly turned into the insurance company. A bollard will be installed near the light pole mast arm. Ms. Milschewski said the sidewalk near her neighbor is still not repaired, however, Mr. Dhuse said the neighbor is responsible for that. She also thanked him for the sidewalk repair for another resident. Chairman Funkhouser discussed the tree stumps in the Somonauk St./Rt. 47 area and asked whose responsibility it was to remove. Mr. Dhuse will research. There was no further business and the meeting was adjourned at 7:33pm. Minutes respectfully transcribed by Marlys Young, Minute Taker