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.
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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
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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.
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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