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Public Works Minutes 2016 12-20-16Page 1 of 4 APPROVED 1/17/2017 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, December 20, 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 Mayor Gary Golinski Public Works Director Eric Dhuse City Administrator Bart Olson EEI Engineer Brad Sanderson Interim Assistant City Administrator Erin Willrett Other Guests: Phil Schneider, Fleet Solutions Mike Albert, Fleet Solutions Alex Meierdiericks, Fleet Solutions Rob Vollrath, Leopardo Co. Bob Pfister, Advanced Disposal John Albrecht, Leopardo Co. Drake Wahlers, Leopardo Co. Joe Plocher, Yorkville resident Don & Carol Hirsch, White Oak Subdv. Joe Flynn, Director of Operations The meeting was called to order at 6:00pm by Chairman Chris Funkhouser. Citizen Comments: Mr. Hirsch said he is very interested in a study for a railroad quiet zone. He said some train engineers sound the horn very loudly, while others are considerate. He said the loudness is affecting children. Previous Meeting Minutes: November 15, 2016 The minutes were approved as presented. New Business: 1. PW 2016-78 Snow Operations Report Mr. Dhuse said he will be reporting on snow operations throughout the winter outlining what was done and fleet actions. Informational at this time. Page 2 of 4 2. PW 2016-79 Water Department Reports for January - September 2016 Alderman Funkhouser asked to have the reports done quarterly. He said water main breaks have resulted in 1.5 million gallons of water lost, but the breaks are being repaired through the in-town road program. These reports will move to the Council consent agenda for January 10, 2017. 3. PW 2016-80 Route 47 ITEP (Streetlights) – Authorization No. 2, 3, and 4 Mr. Sanderson said IDOT did most of the Rt. 47 work and this contract is for installation of the lights. There were some issues that were identified and the City is responsible for $1,400 of the $7,000. Approval is being recommended. Chairman Funkhouser questioned the cost of the nuts and bolts in #3 and asked if the City was paying twice for these items. He asked for clarification before approval of payment and Mr. Sanderson will research this question with IDOT. These authorizations will be moved to the January 10th Council consent agenda. 4. PW 2016-81 2017 Sanitary Sewer Lining Engineering Agreement This agreement covers the cost of all planned linings in the Road to Better Roads program and is budgeted. These rates will be held for 2017. It moves to the January 10th Council consent agenda. 5. PW 2016-82 West Washington Street Water Main Replacement Engineering Agreement Mr. Olson said this is the only water main replacement scheduled in the 2017 Road to Better Roads program. The cost of $19,600 is budgeted and approval is recommended. Alderman Kot asked if any water mains would be replaced on State Street. They will be done in the next road cycle (in 7-9 years). This moves to the Council consent for January 10. 6. PW 2016-83 Hamman – USPS Water Main Acceptance There were some outstanding punchlist items for work near the post office and in November a contractor was hired to complete the work. Acceptance of the water main and a full release of the letter of credit is recommended. This moves to the January 10th Council consent agenda. 7. PW 2016-84 Well No. 3 Update and Recommendations In August, televising of the well was authorized and it was found the casing pipe had significant holes. It is being recommended to abandon the well due to the expense of repairing the well due to several deficiencies. It is thought the City will be OK without it for another 8-10 years. The building would also be removed at a separate cost. Mr. Dhuse recommended having Layne Christensen do the abandonment work. Alderman Koch asked about a new well when the City reaches a certain population. Mr. Olson said a new well could be installed when the population reaches 25,000 depending on usage. The committee was OK with abandonment and staff will be authorized to move forward. A contract will be reviewed at the next Public Works meeting. 8. PW 2016-85 Solid Waste Collection Services RFP Mr. Olson handed out a waste matrix which mapped out 5-year price proposals from various vendors. He said Groot and Advanced Disposal are very similar in their proposals and he detailed some of the costs. Staff recommended remaining with Advanced Disposal and he noted that Groot's proposal arrived after the bids closed. Mr. Bob Pfister from Advanced Disposal explained how their compost service works and said it is a new program in the Midwest. He also said a new brochure explaining their programs will be provided to citizens. The committee recommended moving this forward to the Council consent agenda on January 10. Page 3 of 4 9. PW 2016-86 Street Sign Sale Close-out Over 500 signs were sold and the remaining signs will be sold for scrap. Profits will go toward purchase of new Public Works equipment. Chairman Funkhouser questioned if the profits should be decided upon by the Council. Mr. Olson said since it's a small amount it could be placed anywhere. Information only, no further action. 10. PW 2016-87 Detention Basin - Update Mr. Dhuse said letters will be sent to owners of basins for the areas mentioned in his memo. He said Grande Reserve has many basins. Chairman Funkhouser asked to include a link regarding the ordinance and the ordinance number will be included in the letter. Information only at this time. Old Business 1. CC 2016-47 Intergovernmental Agreement for the Sharing of Services Mr. Olson said Montgomery wishes to join in sharing services with Yorkville and Oswego. Attorney Orr has reviewed the agreement and the City will be signing it. Some sharing has already occurred. This item moves to the January 10th consent agenda. 2. PW 2014-74 Railroad Quiet Zone This idea was studied in 2014-2015 and went to Council in 2015 where it was decided not to pursue at that time. After complaints from citizens, the Mayor recently initiated contracts for the study, but the item was requested to be brought forward for discussion first. Mr. Olson is gathering data regarding the rising number of complaints and will forward this information to the Aldermen. He said the study expense has been prohibitive in the past, however, there are some state and federal grants which would offset the overall cost of less than $20,000. There are 16 crossings in the City. Mr. Olson also noted that a railroad contact who lives in Yorkville would come to a future meeting and has also forwarded citizens' concerns to the engineers. Alderman Kot said he was in favor of doing the study and said it's a quality of life and economic issue. Alderman Milschewski said she is not in favor of the study due to the cost in comparison to the complaints. She would like to see other improvements in the City first. Ms. Milschewski noted many other things affect the quality of life including noise from the Rt. 47 traffic. She said many Facebook posts have been pro-horn and she likes the horn for safety reasons. She also questioned the liability of a quiet zone if there was an accident. Mrs. Hirsch said the number of trains and the speed has increased and the train patterns have changed since the Council held their original discussions. Aldermen Funkhouser said those issues were discussed following the derailment a couple years ago. Mayor Golinski said he has received more complaints and he is very concerned about re-development downtown and what effect the noise might have. A developer said the noise could be a deal-breaker and developers may not receive grants. Mr. Olson said he felt the feasibility study should be done. More citizen input was also requested. He is compiling a survey and the costs of quiet zones in other towns and will forward it to all Aldermen. This matter will be discussed again next month. Page 4 of 4 3. PW 2016-21 Leopardo Energy Update The Leopardo Energy group was in attendance to give a cost-savings presentation. Rob Vollrath of Leopardo Co. reviewed the background of this project and said discussions began in April to save on operating costs through energy-conscious projects. The City approved a feasibility study at that time. Leopardo studied six city buildings, street lights, water meters, alternative energy and the city fleet. He said LED lights result in a 2/3 cost savings and newer water meter technology could also save money. Beecher Center was also identified for significant savings due to outdated heating and cooling. Leopardo would also like to do a well station survey in the future. The 63-vehicle fleet was reviewed for two potential savings areas: fuel upgrade to propane or bi-fuel system and a lease vs. buy program. A summary was given for possible savings in all categories and Leopardo also provides a yearly report of savings. If Leopardo's savings guarantees do not materialize, they will write a check to the City for the difference. It was noted that Kendall County is also considering the program. Mr. Olson said there are several other companies who also conduct this program and the City would go to RFQ and then select a company. He said LED lighting and water meter studies have the greatest savings potential. Alderman Kot said the Leopardo ideas are good, however, he would like endorsement from department heads and referrals from other towns. This item will be brought back to committee in January after Mr. Olson has consulted with the City Attorney and has had a chance to compile a report. Additional Business: Alderman Milschewski asked about a contingency plan for leaf pickup when leaves drop later in the season. Mr. Dhuse said it would be difficult since the facilities that accept leaves are closed after a certain point. It was noted that Oswego makes multiple passes for leaves and that Yorkville might have to consider this as well. This will be discussed more in the future. Alderman Koch asked for higher intensity light bulbs for the Windett Ridge entrance. This will be done. Chairman Funkhouser asked about the water study status. A formal report should be done by mid- January. Land acquisition will also be a big part of the project. He also thanked Alderman Kot for his service on the Council. There was no further business and the meeting was adjourned at 8:30pm. Minutes respectfully transcribed by Marlys Young, Minute Taker