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Public Works Minutes 2016 02-16-16Page 1 of 4 APPROVED 3/15/2016 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, February 16, 2016, 6:00pm Yorkville City Hall, Conference Room 800 Game Farm Road IN ATTENDANCE: Committee Members Chairman Chris Funkhouser Alderman Larry Kot Alderman Jackie Milschewski Alderman Ken Koch Other City Officials City Administrator Bart Olson Public Works Director Eric Dhuse Engineer Brad Sanderson, EEI Administrative Intern Nicole Kathman Other Guests: None The meeting was called to order at 6:00pm by Chairman Chris Funkhouser. Citizen Comments: Previous Meeting Minutes: January 19, 2016 Chairman Funkhouser asked that a clarification be made on page 2, item #4, 2nd paragraph from the bottom, as follows: ...Courts/cul-de-sacs... The minutes were approved as amended. New Business: 1. PW 2016-07 Countryside Subdivision Phase III Engineering Agreement Mr. Olson said this project is budgeted at an estimated cost of $548,000, but is billed hourly. He recommended going forward with EEI. A $10,000 mileage cost was questioned by Alderman Funkhouser. It is a placeholder at this time with a daily cost of $45 for 2 full time staff. Mr. Sanderson said they estimated higher due to the size of the project. This item moves to the consent agenda. 2. PW 2016-08 Fountainview Subdivision – Lots 1 and 2 – IDOT Highway Permit & Resolution A development is moving forward in this subdivision and a right in/right out is being proposed which IDOT has approved. The permit issuance steps are being completed at this time and a resolution is required by the State. Mr. Sanderson recommended approval and this moves to the consent agenda. Page 2 of 4 3. PW 2016-09 Raintree Village Units 4, 5 and 6 – Acceptance of Improvements Mr. Sanderson said the City took on the public improvements several years ago and the contracted work has been completed. Attorney Orr has recommended acceptance of these improvements. There are no street lights yet since there are no houses. Some street signs are needed, however, streets will not be opened at this time. Alderman Koch asked if the City was also accepting maintenance on the basins. The City will assume maintenance of these basins and the Homeowner's Association will maintain the other basins in Raintree. There is also a backup SSA. Even though the streets are closed, the public will be able to reach the basins. This moves to the consent agenda. 4. PW 2016-10 Well No. 8 Rehabilitation - Change Order No. 1 The bid was awarded last fall and the pump and motor were installed in the last two days. At the time of the award, there were mandatory alternates including an inspection. The Change Order is a result of the inspection with 3 items being replaced/upgraded. The amount is $10,510 with one other request coming. Ceramic lining was also done while the pump was being repaired. This moves to consent. 5. PW 2016-11 2016 Sanitary Sewer Lining – Bid Award Bids were taken last week from several vendors and the recommendation is for the lowest bidder— Visu-Sewer at $180,914.90. They have done work for the City in the past. Alderman Funkhouser inquired about the “4 sanitary manholes by others”. Mr. Sanderson said those manholes will be installed by an underground contractor as part of the watermain project. This item moves to the consent agenda. 6. PW 2016-12 Salt Usage Update Mr. Dhuse said there will be savings on salt usage this year and there are 300 tons left. The savings will go back into MFT. The brine has been working well and uses about 30% less salt. Mr. Dhuse will submit next year's bid next week and will come to committee for approval in March. The City has a couple year's payments left on the shared salt storage with the County, then only an annual fee of $250 is required. There is a 99-year lease with the County. No further action, information only. Old Business: 1. PW 2015-56 Maintenance of Stormwater Management Facilities At the previous meeting, Mr. Dhuse had been asked to prepare a letter which specifies the time frame for owners to repair problems of deficient stormwater basins. This is pursuant to a proposed new city code ordinance. The actual owner, either the developer or homeowner, would receive the citation. Letters could go out by the end of the year. The ordinance will move forward to the consent agenda. 2. PW 2015-74 Mowing and Maintenance of Public Parkways The committee had asked for information on areas being mowed and recommendations for the future. Mr. Dhuse provided a memo and map with this information. Mr. Olson said the hope is to turn over some of the areas being mowed to developers, farmers or allow natural growth if not impeding sight lines. Mr. Funkhouser commented that some of the rural areas could remain unmowed and other areas be turned over to developers. He said it made no sense to mow undeveloped areas. Alderman Kot asked about the vacant lots along Rt. 47, purchased during the construction and if they will be mowed regularly since they are in a highly visible area. Mr. Olson said the City is not obligated by any State inter-governmental agreement to mow these areas. Mr. Kot asked for clarification on the frequency of mowing these lots. He also asked about the old courthouse hill--the City will maintain only the southern half since the northern half is privately owned. Page 3 of 4 Alderman Koch commented that the maintenance of the ballfields is being turned over to the groups who use them. It was decided to mow areas shown in red on the map, just one time per year and other areas will be addressed on an individual basis. This plan will be re-evaluated in a few months. 3. PW 2015-45 E-Waste Recycling Mr. Dhuse said there are no updates and a spring recycling event is still being planned. 4. PW 2016-04 Countryside Subdivision Water Main and Roadway Improvements Mr. Sanderson presented a handout showing previously discussed roundabout options. He said three plans are being considered: 1. Reducing the 4 lanes to 2 lanes at Center and Countryside in preparation for the roundabout. Cost is about $1.1 million. 2. Keep an 8-foot grassy median between the traffic lanes. Cost is $1.1 million plus $100,000 for additional curb. 3. Keep remaining configuration and move forward as a LAFO project, cost of about $785,000. He said the city would lose about half the LAFO funds if a roundabout is chosen. Construction funding would also be lost. However, long term savings would be realized with a roundabout since there is less pavement. Mr. Sanderson said he needs direction from the City prior to awarding the construction project. Mr. Sanderson said 80% of the 4 curb islands by Rt. 34 and 47 will be replaced and the cost added on to the existing contract since removal is limited under LAFO funds. Regarding parkway maintenance, Mr. Funkhouser said the maintenance is being shifted to residents and business owners. He said the landowners should be notified upfront and the City should maintain any area that a resident/business owner is reluctant to maintain. Comments were made about the roundabout. Mr. Kot said he liked it, but was not sure about the cost- effectiveness. He was concerned with some of the streets not being repaved during the main project and asked if some of the savings could be used for those streets not on the schedule. With some of the savings from option #3, the funds could be transferred to those roads, said Mr. Olson. He added that some of the smaller streets had been re-done recently. Mr. Funkhouser said he likes the roundabout to remedy traffic issues, and reduce pavement and maintenance. He favors the island that separates residential from commercial and recommended moving forward with the roundabout as a sign that the City is investing in this area. Ms. Milschewski said she likes the roundabout idea and that it would be beneficial as the area becomes fully built. It was noted the roundabout meets Fire Department standards. A decision is needed very soon and if there is no decision now, this aspect of the bid will be pulled out of the package at this time. Mr. Sanderson said the main project will include completion of all the watermain and repair of the streets this year with the proposed roundabout being done in 2017. He suggested citizen input would be requested as well for the roundabout. A public meeting is already scheduled for February 23, however, he said it would be best to keep the roundabout as a separate issue until direction is given by the City. Mr. Kot said information needs to be publicized that the city is considering a roundabout. Next month more information will be provided on other parts of the project. Page 4 of 4 Additional Business: Alderman Koch said residents in Windett Ridge informed him that only some of them receive their mail at home and some must retrieve their mail from the Post Office. Newer areas will receive mail in cluster mailboxes which are required by the Postal Service. He said there is inconsistency in other developments. He was told both sides of the mailbox clusters must be maintained/kept clear of snow. Administrator Olson said regional office personnel made the decision as to location of the receipt of mail and developers should ask the Postal Service for further clarification. There was no further business and the meeting was adjourned 7:02pm. Minutes respectfully transcribed by Marlys Young, Minute Taker