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Public Works Committee Minutes 2021 04-20-21Page 1 of 3 APPROVED 5/18/21 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, April 20, 2021, 6:00pm Yorkville City Hall, Council Chambers 800 Game Farm Road 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, the United City of Yorkville is encouraging social distancing during the pandemic by allowing remote attendance for this meeting. IN ATTENDANCE: Committee Members Chairman Joe Plocher , in-person Alderman Seaver Tarulis, in-person Alderman Ken Koch, in-person Alderman Chris Funkhouser, remote Other City Officials City Administrator Bart Olson, in-person Assistant City Administrator Erin Willrett, remote Engineer Brad Sanderson, EEI, in-person Public Works Director Eric Dhuse, in-person Other Guests: None The meeting was called to order at 6:02pm by Chairman Joe Plocher. Citizen Comments: None Previous Meeting Minutes: March 16, 2021 The minutes were approved as presented. New Business: 1. PW 2021-23 Snow Operations Report Mr. Dhuse reported 1,800 tons of salt were ordered and used and 1,000 tons remain in the county facility. Some of the trucks broke down, two were rehabbed and and one new one was ordered. 2. PW 2021-24 Capital Improvement Projects Update Mr. Sanderson said there would be a Road to Better Roads pre-construction meeting April 21 and D Construction has indicated they will begin work in May with completion in early July. Mr. Sanderson Page 2 of 3 will provide updates to Ms. Willrett for posting. A $275,000 bid was received for the Beaver St. generator, well under the estimate of $410,000. Further information will be presented at the May meeting. 3. PW 2021-25 Quarterly Bond and Letter of Credit Reduction Summary This is the quarterly report of 2021 activity thus far. There was no further discussion. 4. PW 2021-26 Timber Glenn Subdivision – Lot 5 and 6 – Bond Release Sanitary sewer work was accepted by the city in March and there is a 1-year guarantee. A couple other items were re-inspected and Mr. Sanderson now recommends the security be released. 5. PW 2021-27 Mill Road Reconstruction – Contract Award The bid from D Construction is being recommended for acceptance and is contingent upon the Grande Reserve development agreement being approved. Grande Reserve will also have to agree to Parks and Rec land cash components. It was hoped to have construction underway by now and it must begin by the end of May in order to have the project completed this year. The committee approved. 6. PW 2021-28 Mill Road Reconstruction – Construction Engineering Agreement Mr. Olson said this is the engineering contract for this large project with at least 100 days of construction The bid was $239,000 and it is also contingent on the approval of the Grande Reserve incentive agreement. Approval was recommended and the committee was OK with this. 7. PW 2021-29 Bristol Ridge Road Resurfacing – Preliminary and Design Engineering Agreement Mr. Olson said this is the design engineering contract with EEI and is grant-eligible. It is on a wait list and to get off the list and begin work it must be shovel-ready so design needs to be completed. The project will cover resurfacing, restriping and some patching/milling. The value is $64,966 and is in the FY 22 budget proposal. 8. PW 2021-30 Wing Road – Construction Alternatives This small project will be completed after the Rt. 71 project. It is one of the worst rated roads and has less than 100 cars per day. This has been proposed to be added to the Road to Better Roads project. Mr. Olson said the road will either be fixed for $45,000 or fixed for the same amount and then close the Rt. 126 entrance, forcing cars to enter off Rt. 71. If the authorized work is added to the Rt. 71 agreement, the payments would be spread out as the Rt. 71 project progresses. To close this section will cut down on the traffic as there are only 3 houses on that section. Mr. Olson recommended making a decision about the closure later and the committee agreed. Mr. Funkhouser asked about vacating Wing Rd. and giving it to the residents who would then have to maintain it. Mr. Dhuse said the cross-access agreements could affect this decision. Mr. Olson said this will be researched and brought back later for discussion. 9. PW 2021-31 Road to Better Roads Program II – Additional Paving Mr. Olson said there is a list of recommended roads in priority order, some of which are failed roads and others are just accelerated. The gross cost is $600,000 and the Fox Hill project is an additional $100,000-$200,000. An adjusted budget proposal for FY22 will be brought forward to increase the RTBR budget. Sales tax and other cost savings will help meet the recommendation, said Mr. Olson. Mr. Dhuse added that the street ranking was based on necessity especially Corneils and E. Barberry. Mr. Koch asked about Garden Rd. which will be hot-patched for a temporary fix. Though Alderman Funkhouser said he preferred to defer the priority 2 roads, the committee was OK with these actions and they will be added to the budget. Page 3 of 3 10. PW 2021-32 Alternative Water Supply Update – Engineering Agreement Mr. Olson said there is a $49,951 draft engineering agreement with EEI which will update 2016 water study data to compare all water sources. Joliet, Oswego and Yorkville are all studying their options. He recommends this agreement and he said a general update will be available in May. He expects refined data from Joliet in August. This agreement will finalize a couple variables that will allow further discussion. 11. PW 2021-33 Sidewalk Locations Mr. Olson said $298,000 is planned for sidewalks. Sidewalk by Beecher was recommended for repair by the insurance company. Mayor Purcell has placed a high priority on constructing a sidewalk on Prairie Grass Lane that leads to Autumn Creek School. Kids there have to walk in the street for a short distance. Alderman Tarulis said about 25% of the lots in Prairie Meadows are grass and mud and he felt it would be a unwise use of money at this time and any future homes there should pay for the sidewalk. There are 3 lots that do not have sidewalks though the city did put down gravel in this area at one time. Chairman Plocher asked if there is any way to get the cash for the lots, however, there is no developer there yet and Menards (the owner) will not pay for sidewalk. Alderman Funkhouser says it seems useless to build sidewalks for 3 lots and he would like to scale back on the budget as a whole. The committee also discussed some of the upcoming water main projects and that the costs of sidewalk there will come from the water funds. This matter will move to the full Council in June or July. Old Business: 1. PW 2021-06 MFT Resolution for ReBuild Illinois (Fox Hill Improvements) Mr. Sanderson said the Council approved the resolution in February. Since that time IDOT has made some changes requiring a new resolution be passed with the amount of funds received to-date and another must be passed when all the funds are received. The funds will be paid out over 2 years. The committee was OK with this. Additional Business: There was no further business and the meeting adjourned at 6:37pm. Minutes respectfully transcribed by Marlys Young, Minute Taker, in-person