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Public Works Committee Minutes 2020 07-21-20Page 1 of 3 APPROVED 9/15/20 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, July 21, 2020, 6:00pm Yorkville City Hall, Conference Room 800 Game Farm Road This meeting was held in accordance with Public Act 101-0640 and Gubernatorial Disaster Proclamation issued by Governor Pritzker pursuant to the powers vested in the Governor under the Illinois Emergency Management Agency Act. Due to the current Covid-19 pandemic, the City of Yorkville is encouraging social distancing by allowing remote attendance at this meeting. IN ATTENDANCE: Committee Members Vice-Chairman Ken Koch/remote attendance Alderman Chris Funkhouser/remote attendance Alderman Seaver Tarulis/remote attendance Absent: Alderman Joe Plocher Other City Officials City Administrator Bart Olson/in-person attendance Public Works Director Eric Dhuse/remote attendance Engineer Brad Sanderson, EEI/remote attendance Other Guests: None The meeting was called to order at 6:00pm by Vice-Chairman Ken Koch. Citizen Comments: None Previous Meeting Minutes: June 16, 2020 The minutes were approved as presented on a voice vote. New Business: 1. PW 2020-40 Capital Improvement Summary Mr. Sanderson said this is the quarterly update. He reviewed the water treatment plant work, Roads to Better Road program which will be completed by the end of August and the Mill Road project which is waiting for one final agreement from the railroad. The striping program will be discussed later on the agenda. Page 2 of 3 2. PW 2020-41 Quarterly Bond and Letter of Credit Reduction Summary There was no activity this quarter according to Mr. Sanderson, though he expects that to increase by the end of the year. He said there are approximately 20-25 letters of credit pending. 3. PW 2020-42 Kendall Marketplace – Plat of Abrogation The developers of Kendall Marketplace commercial area wish to abandon the public utility easements. They have received approvals from the utilities and the city supports the removal according to Mr. Sanderson and he recommended moving ahead with this plat. Committee members approved and it moves forward to City Council. 4. PW 2020-43 MFT Resolution for 2020 Striping Program Mr. Sanderson said there is a reduced budget from $65,000 to $25,000, for the striping and the program uses MFT funds. The targeted area is around Menards. The striping is done with urethane paint since it is more durable and the work will be contracted out since the city does not have the equipment for this process, said Mr. Dhuse. He said thermoplastic is not used since it is scraped up by snowplows and does not last. The committee recommended approval. 5. PW 2020-44 Beaver Street Booster Pump Station a. Engineering Agreement b. Recommendation for Improvements Mr. Olson gave an overview of this project. The project was originally planned to be a standby electric generator for the Raintree water treatment plant. City Council approved a design contract, however, the process was stopped and an alternative solution has been chosen that will be within budget. A design contract with EEI must be approved so the job can go out for bid. The action item is the engineering contract for $47,762 and Mr. Olson said the city recommends approval of the agreement with EEI. Mr. Olson turned the discussion over to Mr. Sanderson and Mr. Dhuse. Mr. Dhuse detailed the history of this project and said it had been cost-prohibitive in the past. He said to move water from north to south, Beaver Street was the only problem area in the event of a power outage. By putting in a generator there, it would allow water to still be moved if there was a large disaster. The cost of this solution would be about $500,000. It is expected the job would be bid out in November or December and completed by end of FY. Alderman Koch asked if the city has a truck with a portable generating system. Mr. Dhuse said the city does not have a truck, but has a contract with CAT. They also discussed scenarios if multiple wells malfunctioned. This item moves forward to the City Council. 6. PW 2020-45 Wyland National Mayor's Challenge for Water Conservation Mr. Olson said the city has participated the past two years and the Challenge is now more of a public information campaign. Residents can participate via a website, by committing to water conservation efforts. At the end of the Challenge, Yorkville will be compared to other towns nationwide and has ranked highly in the past few years. There are no individual prizes this year. Recognition of individuals was suggested, however, Mr. Olson said individual data is not provided. The committee recommended participation in this Challenge. Page 3 of 3 7. PW 2020-46 Rebuild Illinois Grants Program Applications The City Council has previously approved going forward with infrastructure for the Eldamain extension and east alley infrastructure replacement projects. Staff reviewed these applications and determined they might not make the cut for the Rebuild Illinois program, but staff time and engineer time already expended would warrant moving these projects forward. A Public Hearing will be held on it July 28th for the east alley project. The cost estimate is just under $1 million, making it eligible for an application for a 100% rebuild grant under the Rebuild Illinois program, with no local match needed. Alderman Koch asked if Rowdys would then be allowed a permanent deck off the back of their business. The goal is to allow a deck at some location in the back. Mr. Olson then discussed the Eldamain project. The cost to run utilities to Eldamain is $5 million. The maximum grant award is $2 million and the city would have to fund $3 million to complete this project. There is a point penalty for no local match for this project. As part of the grant application, it requires a City Council vote and statement on how the city will pay for the deficit. He asked the committee their opinion about a verbal commitment now and later in writing and a commitment to fund $3 million, knowing the city could back out at later time. Alderman Funkhouser said he would like to see the city move forward with this and said this area will not develop without utilities. Mr. Olson noted that Eldamain Rd. was looked at last year as a possible location for a data center which recently was awarded to DeKalb. Alderman Tarulis said he would like more information before making a decision. Mr. Koch asked if the city could do recapture and pay off a bond sooner. This matter will move to City Council for discussion and a Public Hearing will also be held on this project. 8. PW 2020-47 Sewer Ordinance Update This update revised the ordinance language, rather than procedural changes, said Mr. Olson. The committee was OK with moving this forward to the full Council. Old Business: None Additional Business: There was no further business and the meeting was adjourned at 6:37pm. Minutes respectfully transcribed by Marlys Young, Minute Taker/remote attendance