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Public Works Minutes 2017 02-21-17Page 1 of 3 APPROVED 4/18/2017 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, February 21, 2017, 6:00pm Yorkville City Hall, Conference Room 800 Game Farm Road IN ATTENDANCE: Committee Members Chairman Chris Funkhouser Alderman Jackie Milschewski Alderman Ken Koch Other City Officials City Administrator Bart Olson Interim Assistant City Administrator Erin Willrett 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: None Previous Meeting Minutes: January 17, 2017 The minutes were approved as presented. New Business: 1. PW 2017-10 Snow Operations Report Mr. Dhuse said crews only went out a few times for small amounts of ice. The City has 300 tons of the original 1,200 tons of salt remaining and he is working on finding a storage place. If it is not stored properly it becomes crusty and hard if it gets wet. For information only. 2. PW 2017-11 Caledonia Phases 1 and 2 – Acceptance of Improvements All punchlist items are finished according to Mr. Sanderson and acceptance is requested. A reduction in two letters of credit is also requested and a 10% maintenance agreement will be needed for one year. The committee approved and this item moves to the February 28 consent agenda. 3. PW 2017-12 Blackberry Woods Phase A – Acceptance of Improvements Mr. Sanderson said some developer funds were used to complete the punchlist items. Underground work, streetlights and sidewalk are now being recommended for acceptance. Stormwater, detention basins, ponds, parks and tree removal still need to be completed. The recommendations were approved and this moves to the February 28 consent agenda. Page 2 of 3 4. PW 2017-13 Hot Mix and Cold Patch – RFP Results Since the amount spent is over $20,000, Mr. Dhuse said a yearly bid must be done to meet IDOT criteria. Geneva Construction was the low bidder for the normal yearly usage of each product. He said Geneva Construction will remove and dispose of the old material. This item also moves to the February 28th consent agenda with committee approval. 5. PW 2017-14 Fox Hill and Sunflower Estates SSA Mowing and Maintenance RFP This is yearly item and Mr. Dhuse recommended that in addition to the mowing, the City go to RFP for a management company for the daily activities. He said it currently takes two weeks of staff time. Alderman Koch said residents had raised concerns about lack of mulch and excess weeds in Sunflower. He asked for stronger language in the contract to meet those concerns. The contract also states the “lowest responsible bid” will be taken and the contractor must be willing to respond to complaints and weekly reporting will be required. The second RFP will be done next month. This moves forward to the February 28th consent agenda with committee approval. 6. PW 2017-15 Budget Amendment for Pedestrian Signage Ms. Willrett said three signs were requested by the schools with a verbal commitment for cost-sharing between the schools and the City. The locations will be at Bristol Bay, high school and Hydraulic/Rt. 47. This action requires a budget amendment revision from $11,000 to $38,000. The amendment will go to the February 28th consent agenda as approved by the committee. 7. PW 2017-16 Kennedy Road Shared Use Path – BNSF Agreement Mr. Sanderson said the BNSF agreement is the last step before bid-letting. A draft was provided and outlines the City's cost of $300,000 - $400,000. An engineering agreement has already been completed. The BNSF agreement will move to the City Council regular agenda and has an approval deadline of March 10th to be able to reach the bid-letting in April. A July or August project start is expected and it is hoped to finish a large portion by the end of the year. This moves to the regular Council agenda. 8. PW 2017-17 Intergovernmental Agreement for Kennedy Road Resurfacing The County approached the City to use Kennedy Road as a detour when the Galena Road bridge is reconstructed. Ms. Willrett said that in exchange for an easement for the bridge, the County will gift the City with $160,000 for overlay for Kennedy Rd. The City would like to do thicker overlay which would give a 10-year life expectancy and would extend from Autumn Creek to Galena Rd. The road improvements must be completed by May 2018. Bids are expected to go out in May and the project should be completed mid-September. Coordination will also be necessary for the shared use path. The committee approved and is moving this forward to the regular agenda. 9. PW 2017-18 Kennedy Road Engineering Agreement This agreement is for the design and construction engineering for the Kennedy Road improvements. Mr. Olson said this is in the budget and the committee agreed to move it to the February 28 consent agenda. 10. PW 2017-19 Route 34 Improvements (Center Parkway to Eldamain) Mr. Sanderson said IDOT hopes to meet an April bid-letting date and major work is not expected to occur until April 2018. The City is being asked to consider a City-State agreement and the costs are outlined in a memo. Mr. Olson added that the money is in the budget. Alderman Funkhouser had concerns about the material selected and additional landscaping for the sound barrier walls. He asked for more aesthetics or vines on the wall. Page 3 of 3 Also discussed was the Fox Hill entry signage. The type of signage will be dependent on the location of the construction walls and the west entrance will also no longer have signage. Alderman Funkhouser expressed concern over loss of identity for Fox Hill since the only entrance sign will be at Sycamore. Height of the barrier wall was also questioned. Alderman Milschewski questioned how the position is determined for the sound barrier walls. An analysis is done and homeowners are contacted. Alderman Koch also noted that residents along Rt. 71 had asked for barriers and were turned down due to criteria not being met. Mr. Dhuse asked to have staff speak with IDOT in regards to their contract statement that the City would do the mowing and maintenance of the area near the walls. As part of this project, the Rob Roy Creek bridge and Galena Rd. bridge will also be replaced. This item moves forward to the February 28th regular agenda. 11. PW 2017-20 NPDES MS4 Stormwater Permit Documents were brought to committee last August in regards to changes that are needed for the stormwater plan. Since then, the document was revised. Another requirement is for the City to hold a public meeting for comment. Mr. Sanderson suggested that meeting be held at the next Council meeting and that the new document be part of the agenda. This item will be placed on the Public Works agenda at the next Council meeting to allow for public comment. Old Business: 1. PW 2014-74 Railroad Quiet Zones Ms. Willrett presented follow-up information after the last meeting, to include train counts and siren information. She was unable to reach railroad personnel and said some information might not be provided. Mr. Dhuse said BNSF owns the tracks and Illinois Railnet trains must wait until BNSF gives the OK to move. A webcam was suggested to determine the number of trains per day. A railroad complaint portal will be added to the City website. No further action. Additional Business: Alderman Koch said he has talked to City staff about the poor condition of Walsh Street and wishes to keep it in the forefront. Another road survey was brought up, however, it will not be done for 7-10 years and is not budgeted. Many aging roads have actually been replaced already and priorites may be adjusted based on need. Alderman Milschewski asked if the lights on Rt. 47 have sensors. The lights operate on “loops” rather than cameras. The gas bollards in Bristol were discussed and it was noted 100 were installed incorrectly. They were to be corrected two weeks ago and Mr. Dhuse has made contact with the installers. Chairman Funkhouser inquired about the piles of materials at Bridge Park and Bristol Bay Drive. They are grindings for the parking lot and will be used shortly. There was no further business and the meeting was adjourned at 7:01pm. Minutes respectfully transcribed by Marlys Young, Minute Taker