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Public Works Minutes 2018 03-20-18Page 1 of 3 APPROVED 4/17/18 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, March 20, 2018, 6:00pm Yorkville City Hall, Conference Room 800 Game Farm Road IN ATTENDANCE: Committee Members Chairman Joel Frieders Alderman Seaver Tarulis 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 Joel Frieders. Citizen Comments: None Previous Meeting Minutes: February 20, 2018 The minutes were approved as presented. New Business: 1. PW 2018-21 Snow Operations Report Mr. Dhuse reported the trucks plowed twice and he hopes the year end report can be given in April. No further action. 2. PW 2018-22 Request to Dispose of Vehicles There are 3 vehicles in various states of disrepair which will be sold at auction. This moves to the consent agenda. 3. PW 2018-23 IDOT Resolution for Casey's Highway Permit IDOT requires a resolution for the permit to connect Casey's to the state highway and there will be a right in/right out at this location. This moves to the consent agenda. 4. PW 2018-24 Fox Highlands Water Main Improvements – Engineering Agreement This is the engineering agreement with EEI for design and construction for the start of the watermain project off Rt. 71 into Fox Highlands. The cost is estimated to be about $32,000 for construction engineering and $29,600 for design engineering. The project has not gone out for bid yet, but will very soon. This moves to consent. 5. PW 2018-25 Grande Reserve Unit 2 – Acceptance of Improvements Page 2 of 3 The developer has now completed the punchlist items and Mr. Sanderson recommended acceptance. The committee agreed and this moves to the consent agenda. 6. PW2018-26 Grande Reserve Unit 5 – Acceptance of Improvements All punchlist items have now been completed and acceptance is recommended. The committee agreed and this also moves to the consent agenda. 7. PW 2018- 27 Anthony Place – Acceptance of Improvements Mr. Sanderson said there are some public improvements to be accepted with all related punchlist items for the public improvements being done. There will also be a letter of credit reduction. A grand opening will be held next month. This moves to the consent agenda. 8. PW 2018-28 2018 Sanitary Sewer Lining Program – Contract Awards Bids went out on March 8th with the lowest bid below the engineering estimate. It was recommended to award the contract to Innovative Underground from Yorkville. The committee approved and this moves to the consent agenda. 9. PW 2018-29 2018 Road to Better Roads Program – Contract Award Mr. Sanderson said bids went out March 12 and 3 bids were received. “D” Construction was the low bidder and well below the estimated cost. It is recommended the contract be awarded to them in the amount of $385,182.36. Mr. Olson noted the difference between the bid and the EOPC was $75,000. This moves to the consent agenda. 10. PW 2018-30 Whispering Meadows – Completion of Improvements – RFP Geneva Construction was the low bidder and Mr. Sanderson said the asphalt prices are very good at this time. All paving and underground punchlist items were included in the bid as well as the off-site storm sewer. The base bid was $1.49 million. EEI evaluated the results and came up with 4 options. Chairman Frieders said he would prefer doing all the streets except Faxon rather than the other options. Mr. Olson recommended option #3 to redo all streets and intersection up to Faxon, evaluate how much has been spent and do a change order if more work can be done. If there are no funds for additional work this year, the work can be bid out as part of next year's projects, however, Mr. Sanderson said the asphalt prices would likely increase. Taking this option would result in a shortfall of about $120,000 to $125,000. After discussion, Chairman Frieders said he would like to do the following improvements: unit 2, unit 4, no work on Faxon, no off-site storm sewer and Unit 1 if possible. Mr. Olson said the city attorney will be consulted about authorizing the Unit #1 work if there are enough funds. Public Works will paint the fire hydrants. This moves forward to the regular agenda and Mr. Olson will provide a verbal outline of the funding at the Council meeting. 11. PW 2018-31 Traffic Control Requests – Sutton Street and Windett Ridge Road Mr. Sanderson said staff identified sight distance concerns and it was recommended to install stop signs at the Sutton St. approach. Alderman Koch shared some instances of cars not stopping and landing in yards and near a porch in one case. He added this location is one of the 2 bus stops in the subdivision and this action will improve safety. This moves to the consent agenda. 12. PW 2018-32 CMAP Local Technical Assistance Program Grant for Planning and Technical Page 3 of 3 Assistance Services for the Study of Shared Water Supply Service Governance Options Mr. Dhuse said this is the next step in the ongoing water project for Oswego, Montgomery and Yorkville. This is a grant from IEPA through CMAP and the program will be finished by May or June this year. The grant requires Council approval and will move to the consent agenda. 13. PW 2018-33 Baseline Road Status Due to the poor condition of Baseline Road, there was a discussion regarding closure or some other remedy. Mr. Olson said it would only be closed if the inspector recommended this action. Alderman Frieders also received some emails regarding the road with one resident suggesting to make the road off limits to trucks or to repaint the white strip near the sensor to improve traffic flow. Mr. Frieders asked if these 2 suggestions could be examined. Mr. Dhuse said the strip could be repainted when the weather improves. Mr. Koch asked how much of the road belongs to the city. The City owns 2/3 of the way west to Ashe Road. Old Business: None Additional Business: None There was no further business and the meeting was adjourned at 6:44pm. Minutes respectfully transcribed by Marlys Young, Minute Taker