Public Works Packet 2021 11-16-21
AGENDA
PUBLIC WORKS COMMITTEE MEETING
Tuesday, November 16, 2021
6:00 p.m.
City Hall Conference Room
800 Game Farm Road, Yorkville, IL
Citizen Comments:
Minutes for Correction/Approval: October 19, 2021
New Business:
1. PW 2021-65 IDOT Traffic Signal Master Agreement
2. PW 2021-66 Special Service Area – Fox Hill & Sunflower Estates – Maintenance Services
3. PW 2021-67 MFT Supplemental Resoltuoin for Bulk Rock Salt Purchase
4. PW 2021-68 Grande Reserve – Tuscany Trail – Acceptance
Old Business:
Additional Business:
2019/2020 City Council Goals – Public Works Committee
Goal Priority Staff
“Municipal Building Needs & Planning” 2 Bart Olson, Rob Fredrickson, Eric Dhuse,
James Jensen, Tim Evans & Erin Willrett
“Road to Better Roads Funding” 3 Bart Olson, Rob Fredrickson & Eric Dhuse
“Water Planning” 6 Eric Dhuse & Brad Sanderson
“School Safety (Exterior & Traffic)” 8 (tie) Eric Dhuse & James Jensen
“Quiet Zones” 14 (tie) Eric Dhuse, Erin Willrett & Brad Sanderson
“Route 47 Crossings” 19 Eric Dhuse & Brad Sanderson
United City of Yorkville
800 Game Farm Road
Yorkville, Illinois 60560
Telephone: 630-553-4350
www.yorkville.il.us
UNITED CITY OF YORKVILLE
WORKSHEET
PUBLIC WORKS COMMITTEE
Tuesday, November 16, 2021
6:00 PM
CITY HALL CONFERENCE ROOM
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CITIZEN COMMENTS:
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MINUTES FOR CORRECTION/APPROVAL:
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1. October 19, 2021
□ Approved __________
□ As presented
□ With corrections
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NEW BUSINESS:
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1. PW 2021-65 IDOT Traffic Signal Master Agreement
□ Moved forward to CC __________
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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2. PW 2021-66 Special Service Area – Fox Hill & Sunflower Estates – Maintenance Services
□ Moved forward to CC __________
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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3. PW 2021-67 MFT Supplemental Resolution for Bulk Rock Salt Purchase
□ Moved forward to CC __________
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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4. PW 2021-68 Grande Reserve – Tuscany Trail – Acceptance
□ Moved forward to CC __________
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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ADDITIONAL BUSINESS:
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Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Community Development
Purchasing
Police
Public Works
Parks and Recreation
Agenda Item Number
Minutes
Tracking Number
Minutes of the Public Works Committee – October 19, 2021
Public Works Committee – November 16, 2021
Majority
Committee Approval
Minute Taker
Name Department
Page 1 of 3
DRAFT
UNITED CITY OF YORKVILLE
PUBLIC WORKS COMMITTEE MEETING
Tuesday, October 19, 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 Matt Marek/in-person Alderman Joe Plocher/electronic attendance
Alderman Ken Koch/in-person Alderman Jason Peterson/electronic attendance
Other City Officials
City Administrator Bart Olson/in-person Assistant City Administrator Erin Willrett/in-person
Engineer Brad Sanderson, EEI/in-person Public Works Director Eric Dhuse/in-person
Purchasing Manager Shanel Gayle/electronic attendance
Other Guests:
Mark Foster, Kendall County Record/in-person
Nadia Schweisthal, EEI/in-person
The meeting was called to order at 6:00pm by Chairman Matt Marek. He read the Governor's
Proclamation regarding the current pandemic and allowance for electronic meeting attendance.
Citizen Comments: None
Previous Meeting Minutes: September 21, 2021
The minutes were approved as presented.
New Business:
1. PW 2021-57 Water Department Reports for February – September 2021
Mr. Dhuse summarized the reports saying there was nothing outstanding in the reports and that there
had been a couple watermain breaks. Summer usage was higher on into August and the fall usage was
normal. These reports move to City Council for approval on the consent agenda.
Page 2 of 3
2. PW 2021-58 Capital Improvements Summary
Mr. Sanderson introduced Nadia Schweisthal of EEI and said she has direct responsibility for many of
the projects for the city and wanted to attend a city meeting. He said some road projects are still
underway which should be wrapped up in about 30 days. The Beaver St. project work should begin
soon. Alderman Koch asked about the design and engineering for the wells. There will be pump rehab
work on well #4 and it should go out to bid soon. The committee was OK with this.
3. PW 2021-59 Quarterly Bond and Letter of Credit Reduction Summary
This is the quarterly report and there were no reductions in the last quarter. The committee was OK
with the report.
4. PW 2021-60 2022 Roads to Better Roads – Design Engineering Agreement
Mr. Olson said this is the design engineering agreement with EEI for next year's road program. It was
discussed at a City Council meeting in September and this will allow the city to go out for bids. It is
budgeted and in the amount of $68,068. A super majority vote is needed and staff recommends moving
this forward. A construction agreement will come at a later time. The committee was OK with this
recommendation.
5. PW 2021-61 Wheel Loader Purchase
This purchase was discussed in March and Mr. Dhuse said there was a price increase of $15,000 since
that time. He would like to purchase the extra warranty at $5,600 since the diesel motor is very
complicated with electronic sensors, etc. Along with a huge discount, the company offered $22,500 for
the city's 2006 wheel loader and Mr. Dhuse said the tires alone are worth $12,000-$16,000. The
committee was OK with this purchase.
6. PW 2021-62 Cannonball Trail Improvements – Update
Mr. Sanderson reviewed the background of this project saying a safety memo had been prepared in
2018 describing the crashes and curve issues, while outlining some solutions. He said Cannonball was
originally an old farm road and not designed for today's traffic. The matter was discussed with the
county and the curve area is controlled with both the city and Bristol Township. The county has
developed plans for reconstruction of the curve. The estimate for the improvements is $500,000 which
does not include the land acquisition. The county is working on acquisition. County Highway
Engineer Mr. Fran Klaas is working with the township and will present an Inter-Governmental
Agreement regarding costs and future maintenance responsibilities. That process will likely take 3-4
months and the construction timeline is not known at this time. Mr. Sanderson said the lanes will be
widened from 11 feet to 12 feet with the addition of shoulders and the curve will be softened. It was
noted no grants are not available and Mr. Olson said funding will need to be determined. The
committee was OK with this.
7. PW 2021-63 Gas N Wash Yorkville- Security Release
The city accepted the infrastructure one year ago and all punchlist items are complete. Mr. Sanderson
recommended release of the security bond in the amount of $4,728. The committee approved and this
moves forward to the consent agenda.
8. PW 2021-64 Meeting Schedule for 2022
Committee members were OK with the proposed schedule.
Old Business: None
Page 3 of 3
Additional Business:
Mr. Olson discussed two items related to the water forum just held regarding the future water supplies
for the city. The first is the cost chart which has been updated and will result in a decrease of about
$2.00 per household. This will be included in the City Council packet for their upcoming meeting and
an EEI rep will review the updates. Secondly, Alderman Funkhouser had requested an updated
decision matrix to allow for a quantitative scoring system to rate some of the factors such as cost,
sustainability, risk, water quality, governance, etc. Staff will send a spreadsheet to the Aldermen to
allow for rating of those items.
There was no further business and the meeting adjourned at 6:24pm.
Minutes respectfully transcribed by
Marlys Young, Minute Taker
Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
New Business #1
Tracking Number
PW 2021-65
Traffic Signal Maintenance Agreement
Public Works Committee – November 16, 2021
Majority
Approval
Proposed IGA with IDOT for traffic signal maintenance
Eric Dhuse Public Works
Name Department
Summary
IDOT is asking us to sign the traffic signal maintenance agreement for all traffic signals
within the city limits.
Background
IDOT has sent us an updated traffic signal maintenance agreement for us to sign.
Although we have signed updated agreements in the past, the last one being 2011, I have always
been apprehensive due to some of the language in the agreement and questioned IDOT regarding
my concerns.
Concerns
1. The State can withhold, terminate, or suspend the agreement without paying us back for
work performed. This can be found on page 4, letter C of the attached agreement.
2. IDOT is asking the City to maintain intersections where all roads leading to the traffic
signal are state owned, we have four (4) of these intersections in town, they are:
Rt. 47 and Rt. 34
Rt. 47 and Rt. 126
Rt. 47 and Rt. 71
Rt. 71 and Rt 126
These intersections are specified, designed, and constructed by IDOT, yet we are fully
liable for all maintenance of said traffic signals and must indemnify IDOT as well. I do
not find this acceptable and asked why we would need to do this when we do not control
anything in the intersection, including the roadways. This section can be found on page
7, letter K of the attached agreement.
3. The response times listed for repairs are not realistic. Response times of 1 hr. are not
always attainable. If we are dealing with the approved contractor, they are almost
impossible. Getting parts and making complete repairs withing their timeframes is not
likely since we have to get IDOT approval for any replacement parts. IDOT’s response
time is notoriously slow will take up most of the allotted repair time. The table for the
response times can be found on Page 2 of Exhibit B, attached to the agreement.
Memorandum
To: Public Works Committee
From: Eric Dhuse, Director of Public Works
CC: Bart Olson, Administrator
Date: October 26, 2021
Subject: Traffic Signal Maintenance Agreement
When asked about these concerns, IDOT took over 8 weeks to answer my questions, and
the answers they gave were not really answers, they skirted the real issues. Instead, they
cited state statute that gives the statutory authority to enter into these agreements, and stated
that “As the 2011 IGA has expired, the Department cannot continue to reimburse the Village
per the cost shares in that 2011 IGA, it will revert to the rates of any installation project
agreement with the Village that are in effect currently.” We do not have installation
agreements, so we would not get reimbursed for any work that has already been completed
this year.
(605 ILCS 5/4-201.4) (from Ch. 121, par. 4-201.4)
Sec. 4-201.4. To enter into contracts covering all matters and things
incident to the location, relocation, construction, repair and maintenance
of State highways; including, subject to approval by the Illinois Commerce
Commission, agreements with a railroad or railway company or other public
utility concerning a relocation of its line, tracks, wires, poles, pipes
or other facilities, where the same are not then located in a public
street or highway, and such relocation is necessary as an incident to the
construction of a new State highway or to the relocation, reconstruction,
extension, widening, straightening, alteration, repair, maintenance or
improvement of an existing State highway (including extensions of a new or
existing State highway through or into a municipality upon a new or
existing street). Nothing contained in this Section shall be construed as
requiring the Department to furnish site or right-of-way for railroad or
railway lines or tracks or other public utility facilities required to be
removed from a public street or highway.
(Source: Laws 1959, p. 196.)
Recommendation
I recommend that we sign the proposed IGA with IDOT for traffic signal maintenance.
Actual Cost
Masood Ahmad MMasood Ahmad, P.E.
Region Two Engineer
_______________Yangsu KimStephen Travia P.E.
Director of Highways, Project Implementation
•
•
•
•
Page 1 of 1
EXHIBIT A
Following is the list of signalized intersections and locations with traffic control devices along State highways located
within or near the City of Yorkville, in Kendall County that are subject to the provisions of the attached Master Agreement
to which this list is an exhibit.
Date: 7/01/2021
% OF MAINTENANCE
RESPONSIBILITY
% OF ENERGY
CHARGES
RESPONSIBILITY
AGENCY
PERFORMING MAINT.
LOCATION** TS # STATE LOCAL OTHER STATE LOCAL OTHER
US 34 & CENTER PARKWAY 1 50 50 50 50 CORP
IL 47 (BRIDGE ST.) & VAN EMMON ST.
(RAILROAD PREEMPT. BNSF)
2 50 50 50 50 CORP
US 34 & IL 47 3 100 0 100 0 CORP
IL 47 & IL 71 4 100 0 100 0 CORP
IL 47 & IL 126 5 100 0 100 0 CORP
US 34 & CANNONBALL TRAIL 6 50 50 50 50 CORP
IL 47 & SOMONAUK ST. 7 50 50 50 50 CORP
IL 47 & FOX ST. 8 50 50 50 50 CORP
IL 47 & COUNTRY SIDE PARKWAY 9 50 50 50 50 CORP
IL 47 & CANNONBALL TRAIL (TRAIL INCLUDES
NB YELLOW FLASHER)
10 50 50 50 50 CORP
US 34 & COUNTRY SIDE PARKWAY 11 67 33 67 33 CORP
IL 47 & KENNEDY 12 67 33 67 33 CORP
US 34 & MARKET PLACE 13 67 33 67 33 CORP
IL 47 & LANDMARK AVE. 14 50 50 50 50 CORP
US 34 & MCHUGH RD. 15 50 50 50 50 CORP
US 34 & GAME FARM RD. 16 67 33 67 33 CORP
IL 71 & IL 126 17 100 0 100 0 CORP
US 34 & BRISTOL RIDGE RD. (GRAND
RESERVE)
18 67 33 67 33 CORP
IL 47 & WHEATON AVE. 19 67 33 67 33 CORP
IL 47 & SARAVANAS 20 0 100 0 100 CORP
IL 47 & FOUNTAIN VILLAGE 21 50 50 50 50 CORP
US 34 & SYCAMORE RD. 22 0 100 0 100 CORP
US 34 & BEECHER RD. 23 50 50 50 50 CORP
US 34 & AUTUMN CREEK 24 67 33 67 33 CORP
IL 47 & ROSENWINKEL (WATERPARK WAY) 25 67 33 67 33 CORP
US 34 & ISABELL ST. 26 0 100 0 100 CORP
IL 47 & WRIGLEY ST. 27 0 100 0 100 CORP
*ADT = Avg Daily Traffic (>35,000)
**Traffic Signals Maintaned by the Municipality
1
EXHIBIT B
LONG FORM
TRAFFIC SIGNAL MAINTENANCE PROVISIONS
A. GENERAL PROVISIONS
1. DOCUMENTATION
The GOVERNMEMNTAL BODY shall provide the supporting documents for the items being
billed. The approval of an invoice is contingent upon the supporting documentation. If the
GOVERNMENTAL BODY’S invoices are deemed by the DEPARTMENT or auditors to not be
sufficiently documented for work completed, the DEPARTMENT may require further records and
supporting documents to verify the amounts, recipients and uses of all funds invoiced pursuant
to this Agreement. Furthermore, if any of the deliverables in Part 5 are not satisfactorily
completed, GOVERNMENTAL BODY will refund payments made under this agreement to the
extent that such payments were made for any such incomplete or unsatisfactory deliverable.
2. REFERENCES
All governing specification texts and manuals (ex: the Standard Specifications for Road and
Bridge Construction, the Manual on Uniform Traffic Control Devices ((MUTCD))) cited and
referred to herein shall be latest editions of those specification texts and manuals.
3. CABINET PACK
Wiring diagrams, phase diagrams, and manuals are required to be in each traffic signal
controller cabinet at the time of construction completion shall remain in the cabinet. Written
documentation of all traffic signal timing changes, repairs and maintenance activities shall be
provided in the cabinet. All entries shall be written in a clear and concise manner. The agent of
the maintaining agency making any entries shall provide his/her signature and date of entry.
These shall be kept in the cabinet to assist the DEPARTMENT on emergency call outs.
4. HARDWARE SPECIFICATIONS
All equipment and material used shall comply with the requirement of the DEPARTMENT’s latest
edition of Standard Specifications for Road and Bridge Construction and the district special
provisions. Maintain logs of equipment installation dates for warranty and for end of service life
determination purposes. Catalog cuts shall be submitted to the DEPARTMENT for compliance
with the district special provisions.
5. ROADWAY LIGHTING
Maintenance of roadway lighting on combination pole assemblies, including but not limited to
lighting mast arm(s), luminaire(s), cable, fusing, and control shall be the responsibility of the
GOVERNMENTAL BODY. Agreements regarding other roadway lighting equipment shall
remain unchanged by this IGA.
The highway lighting system components of each combination mast arm assembly and pole
shall be tested for proper operation and physical condition during the intersection cabinet
inspection. All cost of inspecting and maintaining the combination pole lighting system
equipment is the responsibility of the GOVERNMENTAL BODY. In addition to regular inspection
and maintenance, replacing damaged or missing combination pole lighting system equipment is
the responsibility of the GOVERNMENTAL BODY.
2
6. EMERGENCY VEHICLE PREEMPTION SYSTEM
Test Emergency Vehicle Preemption System (EVPS) equipment for proper operation and
physical condition during the intersection cabinet inspection. All program settings and each
sequence of operation must be verified to be correct during each inspection. All cost of
inspection and maintaining the EVPS equipment, including the light detectors, light detector
amplifiers, radio transmitters and receivers, antennas, confirmation lights, and cables and
related components, is the responsibility of the GOVERNMENTAL BODY. In addition to
regular inspection and maintenance, all cost of repairing or replacing damaged or missing
EVPS equipment is the responsibility of the GOVERNMENTAL BODY.
7. TRAFFIC SIGNALS INTERCONNECTED TO RAILROAD WARNING DEVICES
At all locations with railroad/traffic signal interconnects, respond to any failure or damage and all
emergency and all red flash alarms within one (1) hour and notify the DEPARTMENT and the
Illinois Commerce Commission of any malfunction with railroad preemption equipment.
Traffic signal railroad preempt parameters including but not limited to the phase timings, phase
sequences and pedestrian and vehicular clearance intervals shall not be modified without prior
approval from the DEPARTMENT and the Illinois Commerce Commission.
Maintain unique spare controller data modules or sets of data chips containing the final railroad
preemption parameters for each location.
Cooperate in any inspection as deemed necessary by the DEPARTMENT or the Illinois
Commerce Commission. The interconnect controller cabinet shall display the location, the
minimum preemption time and the railroad and the Department twenty-four-seven contact phone
numbers. The display stickers one for the signal cabinet and another for the railroad bungalow
will be furnished by the DEPARTMENT.
8. DAMAGE REPAIRS
Repair or replace any or all equipment damaged by any cause whatsoever within the time
shown in the Response Table. Replaced equipment shall be new.
Response Table
ITEM
RESPONSE
TIME
SERVICE
RESTORATION
PERMANENT
REPAIR
(calendar days)
Cabinet 1 hour 24 hours 21 days
Controllers and Peripheral Equipment 1 hour 4 hours 21 days
System Detector Loop 1 hour NA 7 days
All Other Detectors 1 hour NA 21 days
Signal Head and Lenses 1 hour 4 hours 7 days
Aviation Red Beacon 1 hour 4 hours 7 days
Mast Arm Assembly and Pole 1 hour 4 hours 7 days
Traffic Signal Post 1 hour 4 hours 7 days
Cable and Conduit 1 hour 4 hours 7 days
Interconnect and Telemetry 1 hour 4 hours 7 days
Graffiti Removal NA NA 7 days
Misalignment of Signal Heads 1 hour 4 hours 4 hours
Closed Loop Monitoring System 1 hour 24 hours 14 days
Post and Poles Plumb Vertically NA NA 21 days
Controller, Post & Pole Foundations NA NA 21 days
Complaints, Calls, Controller or System Alarms,
Timing, Phasing, Programming
1 hour 4 hours NA
Patrol Truck Deficiencies NA 24 hours 24 hours
Signal Heads Visibility 1 day 2 days 14 days
3
9. ACCIDENT DAMAGE
Be responsible to make recovery for damage to any part of the installation or system from the
party causing the damage. Document damage to facilities and notify the Department of the
damage to determine the required repair or replacement.
Whenever third-party claims cannot be recovered, the GOVERNMENTAL BODY shall share in
the loss in accordance with the percentages shown in Exhibit A.
10. TEMPORARY TRAFFIC CONTROL.
Provide temporary traffic control during a period of equipment failure or for when the controller
must be disconnected. This may be accomplished through the installation of a spare controller,
placing the intersection on flash, manually operating the controller, or manually directing traffic
through the use of proper authorities.
When work is within the traveled way, provide protection for workers and for traveling public by
providing adequate traffic control. The traffic control shall conform to the latest edition of Manual
on Uniform Traffic Control Devices.
11. EMERGENCY PERSONNEL
Provide skilled maintenance personnel who will be available to respond within one (1) hour to
emergency calls. This may be provided by agency forces, contract, or mainten ance agreement.
Controller failure, lights out, knockdowns, or two (2) red lights out at intersection are considered
emergencies.
B. AS REPORTED OR OBSERVED
1. SIGNAL ALIGNMENT
Keep signal heads properly adjusted, including plumb, and tightly mounted. All controller
cabinets, signal posts and controller pedestals should be tight on their foundations and in
alignment.
2. CONTROLLER PROBLEMS
Check the controllers, relays, and detectors after receiving complaints or calls to ascertain that
they are functioning properly and make all necessary repairs and replacement.
3. LED SIGNAL HEAD AND LED MODULE REPLACEMENT
An LED module shall be considered failed and shall be replaced if at least one -fourth of the
signal indication is dark or if the module fails to meet ITE specification on minimum maintained
luminous intensity.
Replace failed modules for all red signal indications within twenty -four (24) hours of notification
of failure or on the next business day following the notification. However, if two or more red
indications for an approach are failed, these modules must be replaced as soon as possible, and
under no circumstances longer than twenty-four (24) hours after notification. Replace all other
failed modules within forty-eight (48) hours or next business day of notification of failure.
Provide replacement LED modules and LED signal heads that fully comply to the latest
applicable Institute of Transportation Engineers (I.T.E.) specifications.
4. PAINTING
Painted signal components shall be repainted as necessary per the paint system’s
manufacturer’s requirements.
4
C. WEEKLY
1. MASTER CONTROLLER SYSTEMS
At locations that are a part of a closed loop signal system maintained by the GOVERNMENTAL
BODY, repair any and all malfunctions in a timely manner so that the signals remain under
thecontrol of the master at all times.
As needed assist in the implementation of the signal system timing plans.
Maintain the central and closed loop signal system management software (Aries, Tactics,
Centracs, etc.) on a PC or a server so that the signal system is monitored weekly. Check
weekly by phone or location visit for any malfunction. Verify software accuracy to central office
software.
Ensure that communications to master controllers and central signal systems (telephone lines,
radio broadband connections, etc.) are functioning and report issues to service providers fo r
repair. Where applicable the GOVERNMENTAL BODY shall utilize JULIE for locate services.
D. BI-MONTHLY (Every 2 months)
1. CABINET INSPECTION
Check the controllers, relays, and detectors to ascertain that they are functioning properly and
make all necessary repairs and replacement.
Keep interior of controller cabinet in a clean and neat condition at all times. Replace filters per
manufacturer’s recommendations.
2. OBSERVE SIGNALS
Observe the signals at the time of the bi-monthly cabinet inspection. This involves stopping and
watching for correct detection and timing operation.
3. DETECTION TESTING
Test and inspect vehicle detection inductance loops, loop detectors, and pedestrian detection
during cabinet visit bi-monthly.
4. VIDEO DETECTION TESTING
Inspect, maintain, and clean all video detection and surveillance systems bi-monthly or as
needed, to achieve clean lenses, and adjust for proper alignment and proper focus. This shall
include system camera, lenses, camera housings and hood/shield, pan tilt, and zoom
mechanisms and motors, mounting brackets and hardware, poles, microprocessors, controller,
cables and communication equipment, and other related components. Maintenance shall
include modifications to programmable detection zones.
5. CONTROLLER CHECK
When controllers malfunction, they shall be removed, repaired, and bench checked. The
controllers shall not be removed for annual maintenance inspections.
This bi-monthly check should verify software with central office software and reprint cabinet pack
timings sheet. Controller check shall occur during the bi-monthly cabinet inspection.
6. FUSE AND BREAKER CHECKS
Fuse and breaker checks should occur during the bi-monthly cabinet inspection. Replace
burned out fuses or deteriorated breakers as needed.
5
E. ANNUALLY
1. SIGNAL HEADS VISIBILITY
Remove any obstruction blocking the line of sight of the traffic signal face to the motorist,
including snow and ice. The maintaining agency shall trim trees, bushes or any other form of
vegetation blocking said lines of sight. The maintaining agency shall remove, or order the
removal of, any man-made obstructions such as signs or banner blocking said line of sight.
Visibility for line of sight shall meet the standards established and contained in the Manual
on Uniform Traffic Control Devices (MUTCD). All trimmed vegetation shall be legally
disposed of by the maintaining agency off the right of way.
2. ANNUAL HARDWARE INSPECTION
Inspect all mast arm assemblies, mast arm poles, brackets (or other types of hardware)
supporting traffic heads or pedestrian signal heads on an annual basis. The inspection shall
focus on the structural elements of the mast arm assembly and must include a close-up arm’s
length investigation of the mast arm, pole, mast to pole connection, base plate, and anchor bolts.
The arm of the assembly shall be visually inspected at all signal head connections for any
defects, such as cracks or buckles. Inspect the mast arm to pole connection for significant loss
of section, cracks in welds or base metal, and deterioration of the connection plates. The bolts
of the arm to pole connection shall be inspected for tightness and condition. Check the pole for
external corrosion, impact damage, rust through perforation, deflection, distortion, or cracking.
Closely inspect pole for corrosion near the base plate, especially if mounted on a grout bed.
Check welds of the pole to base plate connection for cracks. Inspect base plate for section loss
or deformation. Inspect mast arm anchor bolts for any corrosion or bending, and for loose or
missing nuts.
Upon discover of any buckles or significant structural defects (loose or missing nuts, severe
corrosion or dents, cracks in welds, plate or structure, etc.), take corrective action in a timely
manner.
3. ANNUAL CONFLICT MONITOR AND MMU TEST
Test all conflict monitors and MMUs once every two years in accordance with manufacturer
recommendations. Failed conflict monitors or MMUs shall be replaced with new units.
The GOVERNMENTAL BODY, upon request, shall submit copies of the CMU/MMU test reports
to the DEPARTMENT. These reports shall be maintained pursuant to Part 2, Paragraph E.,
“Records Preservation” of the AGREEMENT.
4. PAVEMENT MARKINGS
Inspect pavement markings and replace as necessary to insure proper motorist, pedestrian,
and bicyclist guidance – including green pavement markings for bicyclists. Insure that stop
bars, symbols and crosswalks are in good condition.
In District 1, all work is the responsibility of the GOVERNMENTAL BODY. Whereas, in District
2 through District 9, the cost of pavement markings is shared between the DEPARTMENT and
the GOVERNMENTAL BODY according to Exhibit A.
S:\GEN\TRAFFIC\Traffic Systems Engineer\IGA for TS Maintenance\10022020YGExhibit1of final edits edit free .docx
Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Community Development
Purchasing
Police
Public Works
Parks and Recreation
Agenda Item Number
New Business #2
Tracking Number
PW 2021-66
Fox Hill and Sunflower Estates Maintenance Service
Public Works Committee – November 16, 2021
None
None
General info regarding Fox Hill and Sunflower SSA service areas for Levy.
Eric Dhuse Public Works
Name Department
Summary
A brief overview of the maintenance services for the Fox Hill and Sunflower SSA service areas.
Background
Fox Hill and Sunflower Estates both have SSA service areas for mowing and maintenance that
are administered by the City. Neither of these subdivisions formed HOA’s for various reasons,
which means that the back up SSA was activated and each homeowner pays a portion of their tax
bill to this special service area for the maintenance of the common areas. Each year, staff
prepares, and council approves a levy for each of these SSA areas to be able to collect funds for
the maintenance.
Below is a breakdown of each subdivisions work items that are contemplated each year
when creating the levy.
Fox Hill
Mowing – approximately 5 acres of turf grass, mainly adjacent to the trail system that
runs throughout the single family portion of this development. Mowing also includes
mechanical string trimming of all trees and the asphalt trail. We also provide fertilization
and weed control for all turf grass areas. Trimming along private fences is NOT included
in mowing, all fences are maintained privately. We will be entering the third, and final
year of the mowing contract with Cox Landscaping. Cox has been the contractor for the
past 5 years, we have an excellent working relationship with them.
Tree trimming – Fox Hill was constructed from the mid 90’s through the mid 00’s, so the
trees are mature and need trimming from time to time. We have increased our trimming
program as the trees have matured.
General maintenance – this is for areas that may have grass die back, erosion, graffiti, or
other items that are not specifically covered. We have our mowing contractor supply us
with hourly wages in the contract, so the costs are known.
Sign Maintenance – There was an entry sign to the subdivision at the corner of Diehl
Farm Rd. and Rt. 34 before the widening of Rt. 34 occurred. IDOT paid the city $23,000
for the right to remove the sign and widen the highway. This money is still in the
account to replace the sign. It has proven very difficult to find a suitable location for a
replacement sign of any size. Without purchasing land or obtaining an easement for the
sign, we will have to replace the sign with something much smaller. Even then, I am
Memorandum
To: Public Works Committee
From: Eric Dhuse, Director of Public Works
CC: Bart Olson, City Administrator
Date: November 10, 2021
Subject: Fox Hill and Sunflower SSA maintenance services
having a difficult time finding an area that will have high visibility from Rt. 34, not block
site lines at the intersection, and will fit in a narrow parkway.
Trail maintenance – Fox Hill had been constructed for quite some time before the city
took over administration and maintenance of the common areas. When we took over, the
trails needed work and have been patched and sealed twice under our supervision. It is
now time to seal them again, so this cost will be included in the levy.
Sunflower Estates
Mowing – approximately 5 acres of turf grass. The areas consist of the entrances and
around the three storm water basins. This also mechanical string trimming of all
landscape areas and sidewalk. Fertilization and weed control are also provided for all
turf grass areas.
Tree trimming – Sunflower has many mature trees at both entrances and along the
parkway of the north stormwater basin. These trees must be trimmed from time to time.
At this time, we need to trim the north entry way trees and remove some of the entryway
trees, they have become overgrown and are crowding the subdivision sign and each other.
General maintenance – this is for areas that may have grass die back, erosion, graffiti, or
other items that are not specifically covered. Landscape plantings are also contemplated
in this area. Sunflower has perennials near the entrance signs that need replacement from
time to time. We have our mowing contractor supply us with hourly wages in the
contract, so the costs are known.
Pond Maintenance – Sunflower has three stormwater basins. This has been the largest
expense for this SSA area. Some years ago, it was decided to naturalize these basins to
ensure proper function and to avoid dredging the pond bottoms due to silting. Instead of
raising the levy to a very high amount, the city paid for the naturalization and the SSA
area is repaying the city over time. This will increase the levy gradually instead of a
sudden increase to the residents.
Sign Maintenance – we contemplate any repairs, maintenance, or replacement of the
entryway signs to the subdivision.
Recommendation
This is an informational item.
Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Human Resources
Community Development
Police
Public Works
Parks and Recreation
Agenda Item Number
New Business #3
Tracking Number
PW 2021-67
MFT supplemental resolution for bulk rock salt purchase
Public Works Committee – November 16, 2021
Majority
Approval
Request for additional funds for purchase of bulk rock salt.
Eric Dhuse Public Works
Name Department
Summary
Proposed supplemental resolution to enable us to purchase the full quantity of bulk rock
salt that we requested this year.
Background
Each year, in March, I submit our request for bulk rock salt for the upcoming year. This
year was no different, I requested 1920 tons which was the maximum allowed when exercising
the second year option that is allowed by contract. The maximum allowed is a 20% increase
over last years request, this lets the customer take advantage of a low price but does not allow
them to request an unreasonable amount in one year.
In August I received an email that states the following:
If you are receiving this email, we regret that we have to inform you that the Department
of Central Management Services will not be executing any contract renewals this year.
That being said, please see the attached letter for further explanation.
The new bid solicitation for CY21-22 Rock Salt will be under bid # 21-416CMS-BOSS4-
P-23287.
The letter states that a tragic accident at a Cargill mine led to the permanent closure of the
facility, and that due to this closure, the contracts could not be fulfilled. I have attached the letter
for your review.
I immediately googled the incident at the mine and found out that there was a tragic
accident, but the mine was already slated for closure later in the year. When I asked the State
why they let Cargill out of the contract, I was told that CMS thought it was better to rebid than
try and force the contract. I then asked if Cargill would be making up any difference in price
between my guaranteed contract rate and the potentially higher new bid price. I was simply told
that they would not be paying any difference.
Memorandum
To: Public Works Committee
From: Eric Dhuse, Director of Public Works
CC: Bart Olson, City Administrator
Rob Fredrickson, Finance Director
Date: October 27, 2021
Subject: MFT supplemental resolution for bulk rock salt
Fast forward to September, which is the month that the bids usually get approved. On
September 23rd, I received the following email:
Good Morning –
CMS issued a solicitation on August 6th for the purchase of rock salt. Bids were opened
on August 27th; however, the solicitation did not result in an awardable bid. It is in the
best interest of all participants for CMS to publish a rebid for all locations (with a scope
substantially similar to the initial solicitation) for all locations. CMS published the
solicitation for rebid on September 8th with a bid opening date scheduled for Friday,
September 24.
Please rest assured that after bid opening, CMS will conduct bid evaluation and
responsiveness reviews as quickly as possible to ensure that contract execution occurs
well in advance of the winter season.
This put all of the local agencies in a bit of a panic, especially the ones that do not have a supply
of salt on hand.
Luckily, we received approved bids on Monday October 25th and will be able to purchase
our full allotment of salt for the year. The downside is that the salt ended up being $15.35 more
per ton than last year which results in this request to appropriate additional funds to cover the
additional cost of salt.
The new total cost for salt will be up to $116,716 if we take all 1920 tons. Our original
appropriation for salt was $105,000 leaving us with a shortfall of approximately $12,000. The
original amount also included an approximate $17,000 buffer in case we needed to buy more salt
than our contact allowed, or have some funds left over to be able to purchase salt at the end of
the season at a low price. With the ~$15/ton increase, and the option to be able to hold this new
price again next year, I do not feel that is necessary anymore.
This new appropriation of MFT funds through a supplemental resolution does not trigger
the need for a budget amendment. All necessary amendments can be done through IDOT and
within our MFT budget.
Recommendation
I recommend that the supplemental resolution be approved by committee and passed by
the City Council to allow us to purchase our full allotment of salt.
Resolution for Maintenanceco Department
of Transportation Under the Illinois Highway Code ro,
Resolution Number Resolution Type Section Number
Supplemental 21-00000-00-GM
BE IT RESOLVED,by the Council of the City of
Governing Body Type Local Public Agency Type
Yorkville Illinois that there is hereby appropriated the sum of$12,000
Name of Local Public Agency
Twelve Thousand Dollars (
of Motor Fuel Tax funds for the purpose of maintaining streets and highways under the applicable provisions of Illinois Highway Code from
05/01/21 to 04/30/22 .
Beginning Date Ending Date
BE IT FURTHER RESOLVED,that only those operations as listed and described on the approved Estimate of Maintenance Costs,
including supplemental or revised estimates approved in connection with this resolution,are eligible for maintenance with Motor Fuel Tax
funds during the period as specified above.
BE IT FURTHER RESOLVED,that City of Yorkville
Local Public Agency Type Name of Local Public Agency
shall submit within three months after the end of the maintenance period as stated above,to the Department of Transportation, on forms
available from the Department,a certified statement showing expenditures and the balances remaining in the funds authorized for
expenditure by the Department under this appropriation,and
BE IT FURTHER RESOLVED,that the Clerk is hereby directed to transmit four(4)ceritified originals of this resolution to the district office
of the Department of Transportation.
I Jori Behland City Clerk in and for said City
Name of Clerk Local Public Agency Type Local Public Agency Type
of Yorkville in the State of Illinois,and keeper of the records and files thereof, as
Name of Local Public Agency
provided by statute,do hereby certify the foregoing to be a true,perfect and complete copy of a resolution adopted by the
Council of Yorkville at a meeting held on
Governing Body Type Name of Local Public Agency Date
IN TESTIMONY WHEREOF, I have hereunto set my hand and seal this day of
may Month,Year
SEAL) Clerk Signature
APPROVED
Regional Engineer
Department of Transportation Date
Printed 11/09/21 BLR 14220(Rev.02/08/19)
Instructions for BLR 14220
This form shall be used when a Local Public Agency(LPA)wants to perform maintenance operations using Motor Fuel Tax(MFT)funds.
Refer to Chapter 14 of the Bureau of Local Roads and Streets Manual(BLRS Manual)for more detailed information.This form is to be
used by a Municipality or a County. Road Districts will use BLR 14221. For signature requirements refer to Chapter 2, Section 3.05(b)of
the BLRS Manual.
When filling out this form electronically, once a field is initially completed,fields requiring the same information will be auto-populated.
Resolution Number Insert the resolution number as assigned by the LPA, if applicable.
Resolution Type From the drop down box,choose the type of resolution:
Original would be used when passing a resolution for the first time for this project.
Supplemental would be used when passing a resolution increasing appropriation above
previously passed resolutions.
Amended would be used when a previously passed resolution is being amended.
Section Number Insert the section number of the improvement covered by the resolution.
Governing Body Type From the drop down box choose the type of administrative body. Choose Board for County; Council or
President and Board of Trustees for a City,Village or Town.
LPA Type From the drop down box choose the LPA body type;County, City,Town or Village.
Name of LPA Insert the name of the LPA.
Resolution Amount Insert the dollar value of the resolution for maintenance to be paid for with MFT funds in words,
followed by the same amount in numerical format in the().
Beginning Date Insert the beginning date of the maintenance period. Maintenance periods must be a 12 or 24 month
consecutive period.
Ending Date Insert the ending date of the maintenance period.
LPA Type From the drop down box choose the LPA body type; County, City,Town or Village.
Name of LPA Insert the name of the LPA.
Name of Clerk Insert the name of the LPA Clerk.
LPA Type From the drop down box choose the LPA body type; County, City,Town or Village.
LPA Type From the drop down box choose the LPA body type;County,City,Town or Village.
Name of LPA Insert the name of the LPA.
Governing Body Type From the drop down box choose the type of administrative body. Choose Board for County; Council or
President and Board of Trustees for a City,Village or Town.
Name of LPA Insert the name of the LPA.
Date Insert the date of the meeting.
Day Insert the day the Clerk signed the document.
Month,Year Insert the month and year of the clerk's signature.
Clerk Signature Clerk shall sign here.
Approved The Department of Transportation representative shall sign and date here upon approval.
Three(3)certified signed originals must be submitted to the Regional Engineer's District office.
Following IDOT's approval,distribution will be as follows:
Local Public Agency Clerk
Engineer(Municipal,Consultant or County)
District
Printed 11/09/21 BLR 14220(Rev.02/08/19)
00
Ilinois Department Local Public Agency General Maintenance co
of Transportation
Estimate of Maintenance Costs Submittal Type Supplemental
Maintenance Period
Local Public Agency County Section Number Beginning Ending
City of Yorkville Kendall 21-00000-00-GM 05/01/21 04/30/22
Maintenance Items
Material Categories/ Total
Maint Point of Delivery or Maintenance
Maintenance Eng Insp. Work Performed by Operation
Operation Category Req. an Outside Contractor Unit Quantity Unit Cost Cost Cost
Snow Removal IIA Bulk Rock Salt Ton 197.4 60.79 11,999.95 11,995.95
Total Operation Cost 11,995.95
Estimate of Maintenance Costs Summary
Maintenance MFT Funds RBI Funds Other Funds Estimated Costs
Local Public Agency Labor
Local Public Agency Equipment
Materials/Contracts(Non Bid Items) 11,995.95 11,995.95
Materials/Deliver&Install/Materials Quotations(Bid Items)
Formal Contract(Bid Items)
Maintenance Total 11,995.95 11,995.95
Estimated Maintenance Eng Costs Summary
Maintenance Engineering MFT Funds RBI Funds Other Funds Total Est Costs
Preliminary Engineering
Engineering Inspection
Material Testing
Advertising
Bridge Inspection Engineering
Maintenance Engineering Total
Total Estimated Maintenance 11,995.95 11,995.95
Remarks
SUBMITTED
Local Public Agency Official Date
Title
APPROVED
Regional Engineer
County Engineer/Superintendent of Highways Date Department of Transportation Date
Printed 11/09/21 Page 1 of 1 BLR 14222(Rev.10/01/20)
Instructions for BLR 14222-Page 1 of 4
NOTE: Form instructions should not be included when the form is submitted
This form is used by all Local Public Agencies(LPAs)to submit their maintenance program and also submit their maintenance expenditure
statements.A resolution(BLR 14220)must be submitted and approved by the Illinois Department of Transportation(IDOT)prior to
incurring any expenditures. For items required to be bid the estimate of cost must be submitted prior to submittal of required bidding
documents.Authorizations will be made based on the resolution and/or the approved contract/acceptance/material quotations documents.
The maintenance expenditure statement must be submitted within 3 months of the end of the maintenance period. Maintenance
resolutions and estimates submitted for future maintenance periods after that date will not be processed until the delinquent maintenance
expenditure statement has been submitted. Only one form needs to be completed per maintenance period,combine all operations on one
form.
For additional information refer to the Bureau of Local Roads Manual(BLRS), Chapter 14. For signature requirements refer to Chapter 2,
section 3.05(b)of the BLRS Manual.
For items being completed for the estimate all materials,equipment, labor and contract amounts are considered estimates. For estimates
where LPA equipment is completed,an Equipment Rental Schedule(BLR 12110)must also be submitted for approval.When completing
the form for the Maintenance Expenditure all items must be actual amounts spent.
Maintenance—From the drop down choose which type of document is being submitted. Choose Estimate of Cost if an estimate
is being submitted,choose Maintenance Expenditure Statement if a maintenance expenditure statement is being submitted
Submittal—Choose the type of submittal, if this is the first submittal choose original, if revising a previous submittal choose,
revised. If adding to a previous submittal choose supplemental.
Local Public Agency—Insert the name of the Local Public Agency.
County—Insert the County in which the Local Public Agency is located.
Maintenance Period
Beginning—Insert the beginning date of the maintenance period.
Ending—Insert the ending date of the maintenance period.
Section—Insert the section number assigned to this project.The letters at the end of the section number will always be
a"GM".
Maintenance Operations—List each maintenance operation separately
Maintenance Eng. Category—From the drop down choose the maintenance engineering category as it applies to the
operation listed to the left.The definitions of the categories can be found in the BLRS Manual Chapter 14, section
14-2.04
Maintenance Engineering Categories are:
Category I—Services purchased without a proposal such as electric energy or materials purchased from Central
Management Services'Joint Purchasing Program or another joint purchasing program that has been approved by the
District BLRS or CBLRS.
Category II-A—Maintenance items that are not included in Maintenance Engineering Category I or do not require
competitive sealed bids according to Section 12-1.02(a)or a local ordinance/resolution.
Category II-B—Routine maintenance items that require competitive sealed bids according to Sectionl2-1.02(a)or a
local ordinance/resolution. Routine maintenance includes all items in the following work categories:snow removal,street
sweeping, lighting and traffic signal maintenance,cleaning ditches or drainage structures,tree trimming or removal,
mowing,crack sealing,pavement marking,shoulder maintenance limited amounts of concrete curb and gutter repair,
scour mitigation, pavement patching, and minor drainage repairs.
Category III—Maintenance items that are not covered by Maintenance Engineering Category I or Category II-B and
require competitive bidding with a material proposal,a deliver and install proposal or material quotation.
Category IV—Maintenance items that are not covered by Maintenance Engineering Category I or Category II-B and
require competitive bidding with a formal contract proposal.
Printed 11/09/21 BLR 14222(Rev.10/01/20)
Instructions for BLR 14222-Page 2 of 4
The instructions listed below only apply to the maintenance estimate of cost. For LPA's using Local Public Agency Labor and/or Local
Public Agency Equipment Rental,the estimated amounts are only listed on those specific lines and are not to be included with each
operation on the estimate of cost.
lnsp Req—From the drop down choose No or Yes as it applies to the maintenance operation listed to the left. Items requiring no
engineering inspection should be no.
Material Categories/Point of Delivery or Work Performed by an Outside Contractor—List the items for each operation on a
separate line,grouping items for the same operation together,for the operation listed to the left. If work being done as a contract
list work by contractor.
Unit—Insert the unit of measure for the material listed to the left, if applicable.
Quantity—Insert the quantity for the material listed to the left, if applicable.
Unit Cost—Insert the unit cost of the material listed to the left, if applicable.
Cost—No entry necessary,this is a calculated field.This is the quantity times the unit cost.
Total Maintenance Operation Cost—Insert the total of the Maintenance Operation Cost,for items done by a contract insert the
estimated contract amount.
Maintenance
Estimate of Maintenance Costs Summary—Under each item listed below, list the amount of estimated MFT funds, Rebuild
Illinois(RBI)funds and local funds to be expended, if applicable.The total Estimated cost is a calculated field.
Local Public Agency Labor—Insert the estimated amount for LPA labor for all maintenance operations, if applicable.
Local Public Agency Equipment Rental—Insert the estimated amount for LPA equipment rental for all maintenance operations, if
applicable.
Materials/Contracts(Non Bid Items)—Insert the estimated amount for materials and/or contracts for items the LPA is not
required to bid, if applicable.
Materials/Deliver&Install, Material Quotations—For the operation listed to the left insert the estimate amount to be expended
using a bidding process for material/deliver&install proposal and/or material quotations, if applicable.
Formal Contracts—Insert the total amount estimated to be expended on formal contracts.This will be for items required to be
bid.
Total Estimated Cost—This is a calculated field and will be automatically filled in for each type.This is the sum of all funding for
the item.
Total Maintenance Operation Cost—This is a calculated field, no entry is necessary. This is the sum of all items estimated to be
expended on this operation.
Total Maintenance Cost—This is a calculated field, no entry is necessary.This is the sum of all maintenance operation costs.
Maintenance Engineering Cost Summary—For each item listed below, list under the funding type what the estimated amount to
be expended for each item.
Preliminary Engineering Fee—Insert the amount of funds estimated to be expended for Preliminary Engineering, if applicable.
Engineering Inspection Fee—Insert the amount of funds estimated to be expended for Engineering Inspection, if applicable.
Material Testing Costs—Insert the dollar amount of funds estimated to be expended on material testing costs, if applicable.
Printed 11/09/21 BLR 14222(Rev.10/01/20)
Instructions for BLR 14222-Page 3 of 4
Advertising Costs—Insert the amount of funds estimated to be expended on advertising costs, if applicable.
Bridge Inspection Costs—Insert the amount of funds estimated to be expended on bridge inspection costs, if applicable.
Total Maintenance Engineering—This is a calculated field, no entry is necessary.This is the sum of all maintenance engineering
costs listed above.
Totals—This is a calculated field. It is the total of the estimated maintenance cost plus the estimated
maintenance engineering cost.
These instructions apply to the Maintenance Expenditure Statement.
Maintenance Operation—Type in the name of the maintenance operation for which the amounts to the right will be completed.
For a form that was completed as an Estimate of Cost and is now being changed to a Maintenance Expenditure Statement, this
field will be completed from the estimate.
Maint Eng Category—From the drop down select the Maintenance Engineering Category that applies to the operation listed to
the left.
LPA Labor—For the operation listed to the left insert the amount expended for LPA labor, if applicable.
LPA Equipment Rental—For the operation listed to the left insert the amount expended on LPA equipment rental if applicable.
Materials/Contracts(Non-Bid)—For the operation listed to the left insert the amount expended for materials and/or contracts that
was not required to be bid,if applicable.
Materials/Deliver&Install/Material Quotations(Bid Items)—Insert the total amount expended on Materials Proposals, Deliver
and Install proposals, Materials Quotations(Bid Items).This will be for items that were required to be bid.
Formal Contract—For the operation listed to the left insert the amount expended for items bid using the formal contract process,
if applicable.
Total Operation Cost—This is a calculated field, it will sum the amounts expended for the operation listed to the left.
Operation Engineering Inspection Fee—For the operation listed to the left insert the amount of engineering inspection charged
for this operation, if applicable.
Total Maintenance—This is a calculated field, no entry necessary. It is the sum of all maintenance operations.
Maintenance Engineering Cost Summary Preliminary Engineering Fee—Insert the dollar amount of funds spent on preliminary
engineering for this maintenance section.
Engineering Inspection Fee—Insert the amount of funds expended for Engineering Inspection, if applicable.
Material Testing Costs—Insert the dollar amount of funds spent on material testing costs, if applicable.
Advertising Costs—Insert the dollar amount of funds spent on advertising costs, if applicable.
Bridge Inspection Costs—Insert the dollar amount of funds spent on bridge inspection costs, if applicable.
Total Maintenance Engineering—This is a calculated field, no entry is necessary. This is the sum of all maintenance engineering
costs listed above.
Total Maintenance Program Costs—Insert the total cost of the Maintenance and Maint. Engineering.The maintenance amount
will be the amount from the Total Cost from the Maintenance Items table.The Maint. Eng will be the Maintenance Engineering
Total from above.
Printed 11/09/21 BLR 14222(Rev.10/01/20)
Instructions for BLR 14222-Page 4 of 4
Contributions, Refunds, Paid with Other Funds—Enter the dollar amount of contributions, refunds or amounts paid with other
funds for this maintenance section, if applicable,for both maintenance and maintenance engineering.
Total Motor Fuel Tax/Rebuild Illinois Portion—These are calculated fields, no entry is necessary.This is the sum of the total cost
minus the amount paid with local funds.
Motor Fuel Tax Portion—Insert the amount of the total cost that was paid for with Motor Fuel Tax funds for Maintenance and
Maint. Engineering,as applicable.
Motor Fuel Tax Funds Authorized—Insert the net amount of Motor Fuel Tax Funds authorized for each type.
Motor Fuel Tax Surplus/Deficit—These are calculated fields, no entry is necessary.This is the sum of the Total Motor Fuel Tax
funds expended minus the amount of Motor Fuel Tax funds authorized.A positive number will result in a credit to the unobligated
fund of the Motor Fuel Tax fund.A negative number means more funds were spent than authorized. If the negative number has a
resolution to cover the overage,the item(s)that resulted in the overage have been approved by IDOT,and are covered in the
overrun policy,this amount will be authorized. If these conditions are not met you must contact your District office for guidance.
Rebuild Illinois Portion—Insert the amount of the total cost that was paid for with Rebuild Illinois funds for Maintenance and
Maint. Engineering,as applicable.
Rebuild Illinois Funds Authorized—Insert the net amount of Rebuild Illinois Funds authorized for each type.
Rebuild Illinois Surplus/Deficit—These are calculated fields, no entry is necessary.This is the sum of the Total Rebuild Illinois
funds expended minus the amount of Rebuild Illinois funds authorized.A positive number will result in a credit to the unobligated
fund of the Motor Fuel Tax fund.A negative number means more funds were spent than authorized. If the negative number has
a resolution to cover the overage,the item(s)that resulted in the overage have been approved by IDOT, and are covered in the
overrun policy,this amount will be authorized. If these conditions are not met you must contact your District office for guidance.
Difference—No entry necessary,this field is automatically calculated. It is the difference between Total Motor Fuel Tax/Rebuild
Illinois Portion for Maintenance and Maint. Engineering.The fields must equal zero; if not, review the amounts inserted under
Motor Fuel Tax and Rebuild Illinois need to be corrected.
Remarks—Enter remarks as applicable covering the items entered.
Certification—Upon submittal of this form as the maintenance expenditure statement the LPA official shall check this box as
certification.
End of instructions for Maintenance Expenditure Statement
Submitted
Local Public Agency Official—The proper official shall sign, insert their title and date here. For Estimates of Cost covering a
Township/Road District the road commissioner shall sign and date as Local Public Agency Official. For Municipalities the
municipal official shall sign and date here.
County Engineer/Superintendent of Highways—For County project and/or Township/Road District projects the county engineer/
superintendent of highways shall sign here.
Approved—Upon approval the Regional Engineer shall sign and date here.This approval is subject to change based upon a
documentation review by the Department.
A minimum of three(3)signed originals must be submitted to the Regional Engineer's District office.
Following the Regional Engineer's approval, distribution will be as follows:
Local Public Agency Clerk
Engineer(Consultant or County Engineer)
District File
Printed 11/09/21 BLR 14222(Rev.10/01/20)
Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Community Development
Purchasing
Police
Public Works
Parks and Recreation
Agenda Item Number
New Business #4
Tracking Number
PW 2021-68
Grande Reserve – Unit 23 (Tuscany Trail)
Public Works Committee – November 16, 2021
Majority
Consideration of Approval
Subdivision Acceptance Consideration
Brad Sanderson Engineering
Name Department
The developer has requested that the City accept the public improvements for ownership and
maintenance. All work related to the public improvements, including punch list work has been
completed.
We recommend that the public improvements of Tuscany Trail (paving, sidewalk, shared use
path, street lighting and parkway trees) as described in the attached Bill of Sale be accepted for
ownership and maintenance by the City.
As required by City Code, the developer will be responsible to provide a performance guarantee
to cover the one-year maintenance period. This period starts after the City formally accepts the
improvements.
Along with final acceptance, there is a bond reduction to 10% of the value of the public
improvements (Maintenance Guarantee).
The existing bond and new amounts are as follows:
Original Value $336,366.84
(Platte River Insurance Co. Bond No. PR2726980)
Required Value (10% of Original) $33,633.68
Net Allowable Reduction $302,733.16
Memorandum
To: Bart Olson, City Administrator
From: Brad Sanderson, EEI
CC: Eric Dhuse, Director of Public Works
Krysti Barksdale-Noble, Community Dev. Dir.
Jori Behland City Clerk
Date: November 16, 2021
Subject: Grande Reserve – Unit 23 (Tuscany Trail)
1
BILL OF SALE
Seller, _______________, in consideration of One and 00/100th Dollar ($1.00), receipt
hereby acknowledged, does hereby sell, assign, transfer and convey to the Buyer, the United City
of Yorkville, an Illinois municipal corporation, at 800 Game Farm Road, Yorkville, Illinois
60560, the following personal property to wit described in Exhibit A attached hereto for the
development know as Grande Reserve – Unit 23 (Tuscany Trail) and generally shown on Exhibit
B.
Seller hereby represents and warrants to Buyer that Seller is the absolute owner of said
property, that said property is free and clear of all liens, charges and encumbrances, and that
Seller has full right, power, and authority to sell said property and to make this Bill of Sale.
IN WITNESS WHEREOF, Seller has signed and sealed this Bill of Sale at
___________________________________, this _____ day of _______________, 20__.
_______________________
Signature of Seller
Name:
Title:
Subscribed and Sworn to
before me this _____ day
of _____________, 20__.
_______________________
Notary Public
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4364
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7200
Engineering Enterprises, Inc.52 Wheeler RoadSugar Grove, Illinois 60554(630) 466-6700
UNIT 23 (TUSCANY TRL)EXHIBIT BLOCATION MAPwww.eeiweb.com DATE
DATE:
PROJECT NO.:
FILE:
PATH:
BY:
NOVEMBER 2021
YO1730
YO1730_Grande Res Unit 23 Exhibit B Update.MXD
H:\GIS\PUBLIC\YORKVILLE\2017\
MJT
NO.REVISIONS ³United City of Yorkville800 Game Farm RoadYorkville, IL 60560630-553-4350www.yorkville.il.us
UNITED CITY OF YORKVILLEKENDALL COUNTY, ILLINOIS
Legend
Previously Accepted
Roadway A cceptance