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Public Works Minutes 2017 04-18-17Page 1 of 4 APPROVED 5/16/17 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, April 18, 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 Alderman Joe Plocher 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: February 21, 2017 The minutes were approved as presented. New Business: 1. PW 2017-21 Snow Operations Report Mr. Dhuse commented that money was saved due to a mild winter. 2. PW 2017-22 Capital Improvement Project Update In this quarterly update, Mr. Sanderson highlighted the projects underway. Work in Countryside should be completed by end of June, three contracts were awarded and projects are being scheduled, other road projects are on agenda and Kennedy shared use path project bid-letting is May 28th. For info. 3. PW 2017-23 Bond/LOC Reduction Summary This is the quarterly update with the summary in the agenda packet. No comments. 4. PW 2017-24 Water Department Reports for January, February and March 2017 Mr. Dhuse said these are the quarterly reports sent to the EPA and he noted that well #3 is officially capped. These reports will move forward to the April 25th consent agenda. Page 2 of 4 5. PW 2017-25 ITEP (Streetlights) – Authorization No. 5 This is a balancing change order for (-$3,525.28) and final closeout is being worked on with IDOT. ComEd will remove the old poles. This moves to the consent agenda. 6. PW 2017-26 Wrigley EDP Project-Change Order Nos. 2, 3 and 4 Mr. Sanderson said the City received a grant for this project and three change orders are reflected in this item. The net change is $8,320.19 which is below the construction budget. Approval is recommended for all and this moves to the April 25th consent agenda. 7. PW 2017-27 Center/Countryside Resurfacing – Contract Award D Construction was the low bidder at $239,317 and they are being recommended. Mr. Sanderson commented the paving bids have been the lowest in 10-12 years. This project should be done by the end of July. It moves to the April 25th consent agenda. 8. PW 2017-28 Center/Countryside Resurfacing – Phase III Engineering Agreement Mr. Olson said this is the construction contract with EEI for the engineering work, in the amount of $34,648. This is budgeted and approval is recommended. It moves forward to the April 25th consent agenda. 9. PW 2017-29 Kennedy Road Resurfacing – Contract Award The project will cover resurfacing on Kennedy Road from Galena to Autumn Creek Subdivision. Low bidder was Geneva Construction at $388,437.24 and they are recommended for the work. This item moves to the April 25th consent agenda. 10. PW 2017-30 Subordination of Surface Rights – Route 34 (Eldamain to Center Parkway) This is part of the Route. 34 expansion project and in this agreement, the State asks to make the City easement subordinate to the State. The Attorney has reviewed and this action is recommended. The committee moved this forward to the April 25th consent agenda. 11. PW 2017-31 Stormwater Management Program Plan Update Mr. Sanderson said this update is a result of the new NPDES permit and the final plan is included in the packet. It needs City Council approval and formal adoption. An August 10th memo details the changes and modifications for several new requirements. This will move forward to the Council April 25th consent agenda. 12. PW 2017-32 Traffic Control b. Yorkville Intermediate School (out of sequence) There was discussion regarding traffic backups on Rt. 126 near the schools. A resident brought the matter to the City's attention after a minor accident with a bus and car. Also, some parents are dropping off/picking up on Rte. 126 and it has become a safety issue. The school asked if additional signage could be added. Alderman Koch said the line of sight is impaired at the entrance/exit to the school. He suggested police presence during the high traffic time and coordination with parents to not stop on Rte. 126. Alderman Milschewski expressed concern that there would still be parents parking along the roadway. This matter will return to committee next month. a. Van Emmon and Heustis There was a short discussion about a utility pole near Nicholson's sawmill that obstructs vision on Heustis. Crosswalks were discussed as well as a 4-way stop. However, it is difficult to stop when traveling on Heustis. Page 3 of 4 13. PW 2017-33 Code Amendment Regarding Restricting of Semi Trucks in the Caledonia Subdivision Mr. Olson said residents are opposed to trucks traveling through Caledonia to get to Corneils Rd. The City agreed based partly on weight restrictions and amended the code to restrict traffic on Corneils and Baseline Rd. This moves forward to the April 25th Council consent agenda. 14. PW 2017-34 Fox Hill and Sunflower Estates SSA Management RFP Ms. Willrett said this matter had been discussed at the February Public Works meeting and it was decided to move forward with an RFP. The new Purchasing Agent and Mr. Dhuse prepared the RFP which will reduce time spent by staff to manage the SSA's. Alderman Funkhouser suggested residents should be notified of the new process and management company to be able to voice complaints. Mr. Dhuse will be monitoring the locations weekly and the management company will also report weekly. If there is a dispute between the management company and contractor, Mr. Dhuse will have the final say. This moves to the April 25th Council consent agenda. 15. PW 2017-35 Water Study Update Mr. Sanderson said the final report has been submitted. Mr. Olson noted that the Council will need to accept the report on a motion and the next step is land acquisition. This will move forward to the Council consent agenda for April 25th. Old Business: 1. PW 2016-21 Performance Contracting Mr. Olson presented the update and said Lake Zurich was identified as a muncipality who did the performance contract, but did not get help from contractors. They made improvements to water meters and street lights, etc. Mr. Olson said LED lights, water meters and some building improvements were projects which the City might undertake. He said the RFP will be brought to committee for review next month. 2. CC 2014-59 Whispering Meadows Parking Restriction Mr. Olson said the actual proposal from 2014 was never adopted and the parking situation is deteriorating. The proposal for approval is for a full-time restriction from McMurtrie to Alyce on the east side of Alan Dale Rd. It was decided to send notification letters to nearby residents. With the restrictions, drivers will actually park farther into the subdivision. Mr. Koch suggested a parking lot in the nearby open path, however, Mr. Olson said the path area is still owned by the original developer. Other options and restrictions were also discussed. It was decided to move this forward to a future Council meeting. Additional Business: Alderman Koch discussed a sidewalk issue in Greenbriar on Hawthorne Ct. Mr. Dhuse will look at the sidewalk. He also talked about Mill St. and said it appears that some of the new pavement from last July is deteriorating. Mr. Sanderson said it was an IDOT project and they do not have guarantees. Staff will investigate. The status of Walsh Drive and the recent bids was also discussed. There will be a recommendation at the next Public Works meeting. Since the work will not be done until summer, Mr. Koch asked if the affected areas could be hot-patched in the meantime. It is hoped the repairs can be done within the next two weeks. Alderman Milschewski asked if the air-braking signs were up again. They have been placed, however, it is still occurring. Page 4 of 4 There has been an issue with drainage on private property on Greenfield Turn (on weekly Administrator's report) and Mr. Funkhouser asked if the situation has been resolved. Mr. Olson said no new complaints have been received, but he gave a brief background of the area and EEI was asked to look at this. They suggested a drainage easement would help, but the City was not responsible for any further action. Chairman Funkhouser asked about the crosswalk signals completion timeline and Mr. Dhuse replied approximately two weeks. There has not been IDOT approval for switching two of them as of yet. Mr. Funkhouser also questioned the radio antennas on poles on Rtes. 34/47/126. It is thought IDOT is doing radio checks for communication purposes. There was no further business and the meeting was adjourned at 7:12pm. Minutes respectfully transcribed by Marlys Young, Minute Taker