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Public Works Minutes 2016 01-19-16Page 1 of 3 APPROVED W/ CORRECTIONS 2/16/2016 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, January 19, 2016, 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 Community Development Director Krysti Barksdale-Noble 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: Previous Meeting Minutes: December 15, 2015 The minutes were approved as presented. New Business: 1. PW 2016-01 Water Department Reports for September-December 2015 Mr. Dhuse said these were the standard reports with a few watermain breaks. He said the 10-year old outside readers are being replaced as some of the batteries are dying. This item moves to the consent agenda. 2. PW 2016-02 Bond/LOC Update This is the quarterly update and concludes with December. The report covers only those bonds just released or reduced. A running spreadsheet of all bonds/LOC's is maintained and Mr. Olson will email to all committee members. This item is information only. Page 2 of 3 3. PW 2016-03 Nicor Franchise Agreement Mr. Olson said the City has been part of a consortium to modernize the natural gas franchise agreement. There were 45 municipalities originally. Following some Nicor leadership changes, a new agreement was drafted. There are several components to the agreement, the most important being a more favorable compensation structure and signing bonus. It has been requested that the municipalities and Nicor approve the agreement by the end of the month and staff has reviewed it. A partial census might be considered for the most up-to-date population figures, thus allowing for additional money for the City. Mr. Olson will research this possiblity and present in 1-2 months. This moves to the next Council consent agenda 4. PW 2016-04 Countryside Subdivision Water Main and Roadway Improvements Mr. Sanderson gave a general overview and then more specific details. He said an IEPA permit has been applied for, a February public meeting is planned, bid-letting will occur on March 3rd for an April start date and construction is expected to be completed by end of June 2017. Engineer Sanderson said a roundabout is being considered for Countryside Park and Center since so much curb needs to be replaced. He said there are benefits including the safety of the intersection. Additional right of way would not be needed and would allow for a lane reduction, thus also saving money. However, he noted that about half of the LAFO funds (if approved) would be lost if a roundabout is built. Additionally, there are other decreases and increases resulting in a final savings over a 20-year period. Mr. Sanderson said he is seeking direction from the committee. The following comments were made. Alderman Kot said he is concerned with the increased cost, however, there is money remaining from the Game Farm project. Alderman Funkhouser said he likes the roundabout concept though he would like to keep the islands and that a larger radius would make it more functional. Alderman Koch noted that if the LAFO funds are not received and the roundabout is built, the cost of the project is increased. Ms. Milschewski asked if the 4 lanes would be necessary as things get built out, but liked the idea of the roundabout. A berm in the center of the roundabout was recommended to prevent drivers from driving over the intersection and to limit the visibility over the berm. Mr. Dhuse said plowing would not be a problem. Mr. Sanderson said the construction budget is estimated to be $5.4 million. Overall he said the curbs are in bad shape as well as very poor pavement thickness of only two inches, with four inches recommended. Mr. Dhuse noted that the water main bids have not been finalized yet and this work will be balanced with the road construction. The courts and cul-de-sacs were also discussed and some may be improved at a later time depending on bids. The road aprons were also discussed. Asphalt wedges on the roll curb will be removed since they are not good for drainage. When the roll curb is replaced, it is difficult to not damage the apron, so a recommended 5 foot section will be replaced when necessary. A 3 inch roll curb will be installed along with the apron. Alderman Koch asked about the possibility of residents needing to replace more of the apron. Estimates will be based on the bids and additional work must be paid by the homeowners. Undamaged aprons can be replaced at owner's cost as well. Letters will be sent to residents in advance of a public meeting to be held in February. Alderman Kot suggested a flier be delivered to households as well. Social media and the website will also be used. Page 3 of 3 This item will come back to committee for further discussion. 5. PW 2016-05 Mill Street LAFO Mr. Sanderson said the joint agreement has been received from IDOT. There will be a bid-letting on March 4 and work will be done June through August. The contract amount is $32,500 for the engineering agreement. This item moves to the Council consent agenda. 6. PW 2016-06 Caledonia Subdivision – Proposed Dormant SSA Ms. Noble said there was a re-clarification of the PUD agreement and a backup SSA will be activated. A Public Hearing will be held on February 23rd. This moves to the Council consent agenda. Old Business: 1. PW 2015-56 Maintenance of Stormwater Management Facilities Mr. Dhuse reported on plans for detention basin inspections. He said about 20% of the 130-150 basins could be inspected each year, based on staff time. A part-time person was suggested if needed, and Alderman Koch asked if an intern could assist. Alderman Milschewski suggested summer help. Chairman Funkhouser said that when a complete list of basins is made, the owners should be sent a letter to indicate the maintenance needed. It was noted that a safety ledge is built into the basins. This item will come back for discussion next month. 2. PW 2015-78 Shared Services Intergovernmental Agreement Template Mr. Olson noted that a meeting was held with Oswego and Montgomery regarding the sharing of staff and both were in favor of the concept. More information will be brought back to this committee in February. 3. PW 2015-45 E-Waste Recycling Discussions are ongoing regarding e-waste and the costs. An inside storage area is being considered also. It is hoped to fold this program into the next waste-hauler contract. This will come back to committee for more discussion when more information is available. Additional Business: Alderman Kot inquired again about the engine braking signs which Mr. Dhuse will check again. Mr. Kot also mentioned a letter to the editor written by a resident asking about a guard rail on the Rt. 47 curve at Apple Tree Ct. This was a result of a school bus landing his yard. Mr. Olson said this matter will be addressed. There was no further business and the meeting was adjourned at 7:13pm. Minutes respectfully transcribed by Marlys Young, Minute Taker