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Public Works Minutes 2016 08-16-16Page 1 of 4 APPROVED 9/20/2016 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, August 16, 2016, 6:00pm Yorkville City Hall, Conference Room 800 Game Farm Road IN ATTENDANCE: Committee Members Chairman Chris Funkhouser Alderman Jackie Milschewski Alderman Ken Koch Alderman Larry Kot Other City Officials City Administrator Bart Olson Public Works Director Eric Dhuse EEI Engineer Julie Morrison Administrative Intern Nicole Kathman Other Guests: None The meeting was called to order at 6:00pm by Chairman Chris Funkhouser. Citizen Comments: None Previous Meeting Minutes: July 19, 2016 The minutes were approved as presented. New Business: 1. PW 2016-53 Stagecoach Crossing – Completion of Improvements Bid Award Ms. Morrison said this is primarily for completion of underground repairs. She recommended awarding the contract to the low bidder, Jensen Excavating, for $48,650 The work is scheduled to be completed at the end of October. Mr. Olson added that the City was ready to call the bond on this developer and they consented to the use of the funds being held by the bank to finish the job. This moves to the Council consent agenda for August 23. 2. PW 2016-54 Wrigley EDP – Grant of Easement This grant of easement is for the traffic signal at the Wrigley plant on the west side of the road. The signal will be synchronized with Cannonball, Boombah and other roads south to Rt. 34. This moves to the August 23rd Council consent agenda. Page 2 of 4 3. PW 2016-55 Wrigley Site Expansion – HR Green Engineering Amendment and EDP Amendment Engineer Morrison said HR Green is requesting an additional $16,550 for design and signal improvements at Wrigley and Rt. 47. A letter was submitted by HR Green with the many reasons for the request. Part of that discussion is the EDP amendment at $707,138 which remained the same due to a decrease in construction costs. The overall total was not impacted and the project cost is covered by State funds. The lighting was added back into the project since the costs were below budget. This moves to the Council consent agenda for August 23. 4. PW 2016-56 Parkway Maintenance Ordinance Mr. Dhuse said this is a cleanup of the ordinance since portions were inadvertently dropped. One section requires residents to keep their parkways in good repair and another was a “notice to obey”. This item moves to the August 23rd Council consent agenda. 5. PW 2016-57 Budget Amendment – Fox Hill SSA This amendment is to pay for removal of dying ash trees at the entrance to Fox Hill. Mr. Dhuse said the City will be able to levy for the funds from the residents in the mowing and maintenance SSA area in December. The removal amount will be $6,500 or $30 per household which could also be collected over a 10-year period. Mr. Olson said the fund is in deficit by $10-$12,000 in this FY and the tree removal debt could be added to the deficit. Residents will be notified about this project with letters, social outreach and press releases. Alderman Kot said communication with the residents is the key. Alderman Funkhouser said the trees should be replaced so the residents can see what was done. Replacement trees are not included in the removal price. Alderman Koch asked if the City oversees the contractors as he had complaints in the Sunflower development regarding weeds, etc. Mr. Dhuse said he has meetings with the contractors and discusses deficiencies. This item moves to the August 23rd Council consent agenda. 6. PW 2016-58 Well No. 3 Well #3 is making grinding noises and it was advised by Layne Christensen to cease operation. The well, which is located behind the downtown restaurants, has been down three weeks. Ms. Morrison said the City must decide between repairs or shutting the well down. The estimated cost to pull the pump and motor and then televise is $25,000-$30,000. This has to be done to make a decision. If the well is abandoned, the pump must be pulled anyway and the well capped. Mr. Dhuse said well #4 is also down at this time and is being repaired. He also pointed out that none of these expenses are budgeted. It was recommended to perform the well assessment and move this item to the Council consent agenda. 7. PW 2016-59 NPDES MS4 Stormwater Permit Ms. Morrison said a revised MS4 stormwater permit was issued by the IEPA in February 2016. A memo was prepared that showed the proposed changes. Alderman Kot asked if these mandates are federal or IEPA. Ms. Morrison said they are IEPA-mandated and the compliance date is September 1. It was noted the costs for this are covered under the general consulting services with EEI. EEI also prepares the annual reports for the City concerning this matter. This moves to the August 23rd Council consent agenda. 8. PW 2016-60 City Hall Rear Parking Lot Mr. Olson said the school district wants to pave the parking lot, however, the City could not commit to their timeline. He said the City paver could be used to spot patch in the interim, but the school has Page 3 of 4 not responded. He also said the school district would like to have the land to the north of the parking lot and the soccer fields to the east, however, the City is not willing to turn this land over without careful consideration. Mr. Olson said the parking lot paving should be discussed first and if it's within the shared services it could be done, but other streets in the City need paving first. Mr. Olson said the school did repave large sections in the northern parking lot a year ago. A full repaving would not be entertained during the school year. Alderman Milschewski questioned if the parking lot needed to be completely removed and replaced, but it was thought 4 inches would be removed. Mr. Olson said that the inter-governmental agreement is still unresolved. Alderman Koch cautioned against giving land away to prevent any problems with holding various festivals on the land near Beecher Center. There was a brief discussion as to whether or not the football field would ever be moved to the high school location. It was thought it would be cost-prohibitive. Staff will work with the schools on any patching and this matter will be discussed further in the goal- setting budget meeting. 9. PW 2016-61 RFP for Solid Waste The solid waste contract is up next year and Mr. Olson recommended doing an RFP. He suggested a curbside and on-demand electronic recycling aspect and an option for yard waste and compost. The contract would need to be approved in January for the new contract in April. Alderman Funkhouser asked that all components be included in the price quote. The RFP will be discussed at the September Public Works meeting. 10. PW 2016-62 Street Sign Sale Update Ms. Kathman reported on the sale of street signs. Interested buyers will fill out a form on-line or a paper copy at City Hall. The sale is on a first come, first served basis and buyers will be notified within a day if the signs are available. Signs will be held for one week for pick-up. The cost is $10 each and there is no limit on the numbers of signs purchased. For information. Old Business None Additional Business: Alderman Koch reported a street light on Hawthorne Ct. that is malfunctioning. Mr. Dhuse will have it repaired. Mr. Kot also reported a light on the bridge that flickers. The cost to repair the bridge light is $200 per light and Mr. Dhuse said he is waiting for the new lights to arrive. Regarding the ongoing crossing signal discussion, Mr. Kot asked if language would be on the sign that states “state law requires motorist must stop for the crosswalk”. It is thought that is part of the standard sign. A press release will be issued when the sign is installed. Mr. Dhuse said he is currently waiting on the bases which are being powder coated. All other components of the crossing signal are assembled. The push buttons to cross are solar-powered. In another matter, Alderman Kot asked about the possibility of paving the alley between State and Main. Mr. Dhuse said the residents in the area do not wish to have it paved, partly due to drainage issues. Mr. Dhuse will review it again when considering the Road to Better Roads. For the record, Alderman Kot said if the residents do not desire this, he will not pursue it further. Page 4 of 4 Water tower maintenance was discussed by Alderman Funkhouser. He said the water tower on Tower Lane does not look good and Mr. Dhuse said the tower will be washed before November. The cost is $4,000 to $5,000. He said the City washes one per year on a rotating basis. Alderman Funkhouser asked when the Fox Hill monument will be removed. Mr. Dhuse said that when the IDOT project starts, he will remove the sign. A Leopardo Energy update was requested by Alderman Funkhouser. All materials requested by Leopardo were sent 2-3 weeks ago and Mr. Olson said he will follow up with them. There was no further business and the meeting was adjourned at 6:54pm. Minutes respectfully transcribed by Marlys Young, Minute Taker