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COW Minutes 2001 06-21-01 CITY OF YORKVILLE COMMITTEE OF THE WHOLE JUNE 21, 2001 -- 7:00 PM PRESENT: Art Prochaska, Paul James, Larry Kot, Valerie Burd, Rose Ann Spears, Mike Anderson, Robert Allen, Joe Besco, Tony Graff, Jim Nanninga, Dan Kramer, Joe Wywrot, Cindy Green. Guests: See Attached List. Spring Street Sewer Restoration - Resident Joe Pletka was in attendance to update the City and be updated on the Spring St. Sewer Restoration. Mr. Pletka still noted concern with his cement driveway. He was also concerned with the possibility of it heaving later. He did note that with regards to his lawn, he would like to see it re- seeded and not replaced with sod. He also noted the damage to his mailbox and to the curbing. Mr. Wywrot did send a memo to the developer with regards to the restoration of the landscaping. Mr. Wywrot will do a walk through of the entire site with the contractor to discuss the restoration process and expectations. PC 2001 -10 Woodworth Estates Phase III /Final Plat -Mr. Woodworth noted the history of the Subdivision and would like to see it incorporated in the Plat. It was noted that a sign would be needed stating that there is no outlet. Mr. Woodworth requested that the turn around area be gravel. Mayor Prochaska suggested asphalt. He felt that asphalt would be better for heavy equipment usage, such as garbage trucks and snow plows. The distance on the north lines of lots 5 and 1 need to be re- certified. A concern was raised on the placement of a sidewalk on the west side of Bruell. The City was willing to forego the sidewalk on the west side of Bruell, however, sidewalks will be placed on lots 1 through 5 and also when this walk is added it must extend through lot 19 to the north. This item is to be placed on the June 28 council agenda. I PC 200141 Fields of Farm Colony Unit III /Final Plat -It was noted that this Plat was not recommended by the Plan Commission and that the County standard requirements are in conflict with the City standards. It was also noted that the Final Plat does conform to the Preliminary Plat as passed by the County. It was suggested that a notation be made to the county asking to try to maintain City standards when needed. This item to be placed on the June 28 council agenda. Past Due Water Bills -It was suggested by the Administration Committee that any water bills older than 24 months be charged off as un- collectable. It was also suggested by Administration that if possible the landlord of rental property be sent any billing that is past due. In the past this process has been lacking. The committee would like to see every rental property owner be notified of this procedure and make them aware that this procedure would be enforced. A resolution is needed to present to the council for vote, that any bill older than 24 months would be charged off. This item to be placed on the June 28 council agenda. Full-time Water Billing Clerk -A resolution is needed to present to the council on June 28 for approval. Water Meter Reading Procedures -It was noted that 2 part-time persons could read the water meters at an approximate cost of $6,000. A job description is needed for the part time position. It was noted that the verbiage reflect liability. Basic policy rules need to be put in place. Finance Director /Budget Officer Job Description -The Administration Committee felt that the Job Description looks and is ready for council approval. This item will be placed on the June 28 council agenda. Police Commission -It was noted that until the City has an official Census count, the Police Commission can not be created. The City has some concerns with the Census count. A challenge to the Census can not be made until June 30. An affidavit needs to be created for the members of the Police Commission that would state their political affiliation. This item will be placed on the July 5 COW agenda. Engineering Proposal for Rob Roy Creek Interceptor - Engineering has been through Public Works. It is necessary to determine funding for this project. IDOT Traffic Signal Maintenance Agreement -This is a 10 year Boiler Plate agreement, for maintenance, with IDOT. A motion t0 ratify is needed. This item to be placed on the June 28 council agenda. Commercial Vehicle Enforcement Ordinance -This will adopt the Illinois Motor Vehicle Code to regulate heavy truck traffic on highways. The County will also adopt this same ordinance. The I ordinance will list road designation for truck deliveries to job sites. This item will return to the July 5 COW meeting. Route 34 /Game Farm Road IDS - Intersection Design Study (IDS). The State agrees that this intersection is in need of a traffic light. The cost to the City, is approximately $14,000, with additional engineering costs. The Chamber of Commerce is behind the City with the placement of this traffic signal. Approval or award of engineering contract to Smith Engineering is needed. This item to be placed on the June 28 council agenda. 2001 Public Sidewalk Repairs /Results of Bid Opening -The bid to repair sidewalk at St. Pats, Spring St. and Liberty Curb Work came in approx. $1,200 higher than expected. This item will be placed on the June 28 council agenda. i Quote from Metropolitan Pump for Pump Station -This item to be placed on the June 28 council agenda for approval. Fox Industrial Park/No Parking Ordinance and TARP Agreement -IDOT Grant needs to be approved in order to receive the grant monies. It is necessary to notify all business in the TIF district with regards to non - parking area. Notices will be hand delivered to all businesses. This item to be placed on the June 28 council agenda. US Census -More information is needed to certify the Census count. The clarification for the count is necessary for the placement of Ward boundaries. Each ward must not have more than a 100 person difference. This it to make sure that all wards are represented equally. Census challenge is to start no earlier than June 30. A resolution accepting the bid and awarding contract for Blackberry Lane and Court to Aurora Blacktop is to be placed on the June 28 council agenda. Additional Business - IML conference Sept. 13 through 16. Get your reservations to Holly as soon as possible. Mayor Prochaska is recommending Ken Cook, a Greenbriar resident, to the Park Board. This item will be placed on the June 28 council agenda. i Chief Graff announced that Yorkville has been victim of a Hate Crime. Mayor Prochaska stated that the City in no way condones something of this nature. Chief Graff stated that the State's Attorney office has presented charges. Treasurer Allen has requested input in the interviews for the Finance Director /Budget Officer. The process needs to be reviewed. A reminder for Music under the Stars. The second and fourth Friday evenings in the park. A motion to enter into executive session, for the purpose of selection of persons to fill appointed Public Offices of City Administrator and Director of Public Works and the Acquiring an Interest in Real Property, was made by Alderman James. The motion was seconded by Alderman Burd. Roll call was taken at 9:30 PM. Alderman Spears, aye Alderman Kot, aye Alderman James, aye Alderman Besco, aye Alderman Anderson, aye Alderman Burd, aye. Alderman Sticka and Alderman Munns, absent. A motion was made to exit Executive Session, by Alderman Kot. The (notion was seconded by Alderman Burd. Roll call was taken at 10:10 PM. Alderman Spears, aye Alderman Kot, aye Alderman James, aye Alderman Besco, aye Alderman Anderson, aye Alderman Burd, aye. I Alderman Sticka and Alderman Munns, absent. i An announcement was made by Mayor Prochaska proposing that Eric Dhuse be made the Director of Public Works. Mayor Prochaska also announced that he was proposing Chief Anton Graff to be City Administrator, subject to agreement of contract. Respectfully Submitted by Cindy Green i i Post - Construction Review. 6/20/01 Joe Pletka 409 E. Spring St. 553 -9253 1) Restoration a) Curb appeal i) Driveway. (1) Condition (a) Existing slabs chipped and broken (see attached drawing) (b) Existing slabs separated along vertical control crack (see attached drawing) (c) Existing slabs lifted (see attached drawing) (,�� 6 (2) Concerns (a) Two color (i) Concrete contractors cannot guarantee that the driveways will bleach to the same color' (b) Two conditions (i) Concrete contractors are certain that the condition of the driveways will never match" (c) Future heaving of concrete (i) Inadequate compaction of gravel base ii) Trees (1) Condition (a) Extensive damaged to major roots of both Maple and Locust trees (b) Compression damage within drip -line of both Maple and Locust trees (2) Concerns (a) Damage to major roots will result in death to the part of the tree serviced by the major roots (b) Damage to trees will not be observed until 2 -5 years after root damage has occurred 1° iii) Grass (1) Condition (a) Extensive gravel in trench area (b) Spot damage to existing lawn outside of trench area (2) Concerns (a) Two color (i) Locally grown sod is usually "heavy in blue grass" (ii) Seeded grass is typically a mix of 1/3 blue grass, 1/3 rye, and 1/3 fescus v iv) Paver bricks (1) Concerns (a) Installation (i) Bricks will heave if not properly installed °1 V) /�l6Dk continue ............. Page 1 of 2 I I •'• Restoration • • Restore the property to the "curb appeal" as existing prior to the construction • Compact gravel base to prevent heaving of concrete • Replace the entire driveway to match its current thickness, makeup, construction (including pinning to the foundation) or give homeowner funds to manage entire concrete replacement program • — $2.5 =$3 per square foot to replace driveway • —$1.5 per square foot to remove driveway • Replace the damaged Maple and Locust trees with same size and shape trees as existing trees (see Note #2 of attached city plan) • Remove all gravel in grass areas and cover with 12" ofpremium top soil • Replace the grass to the same color and condition as existing grass (see Note #2 of attached city plan) • Replace 2 Evergreens, 3 Spireas, 1 Weigela, and 12 Daylilies with same size and shape as existing plants (see Note #2 of attached city plan) '' • Replace the paver bricks using original contractor (see Note #2 of attached city plan) • Provide 5 year warranty on all work completed • Make the property WHOLE again so that after all the construction is gone, our property is as it "was found ". ' (Bob) 815- 246 -9328, Bone -Crete (Tim) 815- 695 -5054 Concrete (Bob) 815- 246 -9328, Bone -Crete (Tim) 815- 695 -5054 Master Gardener (Lisa) at Univ. of 111. Extension Office 630 -553 -5824, Morton Arboretum (Bob Nield) 630 - 719 -2424 Master Gardener (Lisa) at Univ. of Ill. Extension Office 630 -553 -5824, Morton Arboretum (Bob Nield) 630 - 719 -2424 " Kendall Grundy FS (Mike) 630 -553 -7470 " Kendall Grundy FS (Mike) 630 -553 -7470 "" Hines Landscaping (Paul) 815- 736 -6220 I I Page 2 of 2 GARAGE DRIVEWAY DAMAGE � 409 E. SPRING ST. 5 —zo SPLIT CONTROL CRACK DAMAGED; �I \\ C. & LIFTED w SIDEWALK APRON � CITY OF YORKVILLE 1 �' COMMITME OF THE WHOLE Date ! Guests Present: (Please print) a Re .+ k d© A)r 5 et?aw" fro ��GUc L oi-1-1,40 14zu (0,--) QA(mc(