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COW Minutes 2001 06-07-01 CITY OF YORKVILLE COMMITTEE OF THE WHOLE JUNE 7 1 2001 MEMBERS PRESENT: Art Prochaska, Paul James, Richard Sticka, Larry Kot, Marty Munns, Valerie Burd, Rose Ann Spears, Mike Anderson, Joe Besco, Robert Allen, Tony Graff, Dan Kramer, JT. Johnson, Joe Wywrot, Cindy Green. Guests: See Attached. The following items were tabled to a future date: Oswego Boundary Agreement Engineering Proposal for Rob Roy Creek Interceptor Police Commission Proposed Ordinance Draft - Commercial Vehicle Enforcement on Local Roads. Spring Street Sewer Restorations -Of the 350 feet of pipe in need of replacement, only 100 feet has been completed due to the inclement weather and sandy soil. Also with the addition of the sandy soil, the ditch is substantially wider. Resident Joe Pletka, 409 E. Spring, was in attendance of the meeting and spoke to the council. He wanted to first of all let the City know that he was happy that the project was being done. However he stressed his concern with the damage being done to the surrounding residents property and was concerned what would happen when they got to his property. He distributed a handout to all in attendance and reviewed each point with the alderman. He also stated that he realized that the sewer needed to be replaced because when it was initially put in, the pipe was laid incorrectly. He noted that with the sandy soil and additional ground water that the digging and repair would be more extensive and he wanted assurance from the City that the property affected would be restored to as good as before the digging started or better. He did express concern with the notification process that the City has prior to a project of this stature. He felt that a little more effort should have been done on the part of the City. Alderman Kot questioned the affect to the drive ways and undermining of the surrounding ground. City Engineer Wywrot stated that there could be some shifting of the area surrounding the ditch. A question was raised with the replacement of the blacktop drive way and of the cement drives. The City noted that their policy was to replace any damaged property. It was suggested to the Spring St. residents to return to the June 21 COW for an update of the project. Cable Consortium /AT&T Franchise Contract - George Glass was in attendance with an update to the discussion with AT &T Cable. Mr. Glass stated that the communication with AT &T has not been promising. AT &T can not guarantee any kind of continuing service. AT &T feels that prices will go up and that any rebuilds or replacement of equipment will not take place before 3 to 5 years. Mr. Glass suggested that if any resident have an interruption of service that lasts for longer than 24 hours to report it. The complaint must be recorded with AT &T and also with the Consortium. It was suggested that the City create a "hotline" to take the Cable calls. Mr. Glass suggested that the City extend the franchise contract only until July 2002. The expiration of this contract will then expire at the same time as the City of Aurora, and therefore hopefully add additional leverage for negotiation. This item to be placed on the June 14 council agenda. R -3 Inspections -Mr. Dettmer was requested to establish a program that would allow the City to do regular property inspections in each ward. It was suggested to start with R -3 properties. R -3 properties are Multi - Family properties. Currently the inspection program is only being processed on a complaint basis. It was suggested from Alderman Sticka that we not limit to only R -3. He also expressed concern on additional costs occurred. The City of Aurora has a program set up with all rental properties to notify the City, as tenants change, so that the property inspection can occur. A suggestion was made to divide the City of Yorkville into wards or districts and then create a lotto or drawing that would determine where to start with inspections, so that one area would not be focused on. Mr. Dettmer was asked to review the time and man -hours needed to complete a project such as this. Mr. Dettmer would also like to place some information in the July newsletter with regards to this project. Award of Bid and purchase of Administration Department Copier -Of the bids received Kopy Kat was chosen to purchase the copier from. Kopy Kat is a company that has been used prior and they were found to be a reliable company to work with. This item is to be placed on the June 14 council agenda. Agreement w /Kendall County for Route 47 & Cannonball Trail -The agreement will cover the maintenance of lighting in the intersection after the permanent traffic lights are installed. The City will maintain the lights, and the County will help fund the cost of installation. A concern was raised that the entire County Board be aware of the agreement. This item to be placed on the June 14 council agenda. Military Service Credit-Verbiage was added that City Staff be required 5 years employment to become eligible for this program. Eligible Staff would also need to notify the City Clerk so that she may notify IMRF. This item to be placed on the June 14 council agenda. Proposed Parking Ordinance on MiIINanEmmon to Fox Sts. -Mr. William Diehl was in attendance to question the coverage of this parking ordinance. He was concerned with his pull off graveled area that he has for parking. It was clarified to Mr. Diehl that the ordinance would affect those vehicles that are actually parked on the pavement. There have been many complaints of vehicles parked along and on the pavement and it is creating obstructions for School Bus traffic. Alderman Burd stated that as a parent, she was thankful to see this parking ordinance be put in place. This item to be placed on the June 14 council agenda. Mechanical Braking Device -It was noted that this ordinance is ready to go. It was also noted that State EPA issues do not preempt local ordinances. This item is to be placed on the June 14 council agenda. Fox Industrial Park Plan Approval /Engineering and Construction -Both the City Council and IDOT must approve these plans. This item is to be placed on the June 14 council agenda. IDOT Letter of Understanding for Route 34 Improvements -The issue would be asking the City of Yorkville to approve a Letter of Understanding for Route 34 Improvements. The Letter would give guidelines to the improvements at Route 34 and who would be responsible for the improvements. This item is to be placed on the June 14 council agenda. IDOT Traffic Signal Maintenance Agreement -This agreement has not been distributed to the Alderman and will return to the June 21 COW meeting. Public Works Truck Equipment -It was noted in the equipment bid that the equipment would include 3 plows and not 2. This item is to be placed on the June 14 council agenda. Proposed Ordinance /Commercial Vehicle Enforcement on local roads -This item was tabled to the June 21 COW, but will also be presented at the County Board meeting on Tuesday for their approval. Police Department Locker Room Project -On this project the Police Department would work as the General Contractor along with the help of Jay McCoy. Alderman Sticka raised the question with regards to finishing the Storage Room project that had been put on hold. He would like to see this project finished along with the Police Locker Room project. The storage room project will be reviewed to determine what needs to be done in order to complete this project also. This item to be placed on the June 14 council agenda. Police Clerk Office Construction -This construction would allow the records area to be in a more secure area. This item to be placed on the June 14 council agenda. Renewal of Intergovernmental Agreement for School Resource Officer -The amount of this agreement will be raised to $19,000. This would enlist the liaison officer for the High School. The Middle School will need a separate agreement. It was also noted that the Police Department is looking at COPS grant to fund this. This item to be placed on the June 14 council agenda. The April Police Report will be placed on the June 14 council agenda. Update on the City Website /Change of Internet Provider -The new IP will be with Ameritech. It should be 3 to 5 days before the website will be up and running. j Census Update -The Census count has been review and Chief Graff feels that it may be off from 150 to 300 people. The City does have the ability to present a challenge on the Census count. Chief Graff will continue working on this issue and keep the City informed. IDOT Updates /Route 47 Project and Route 34 and Game Farm Road -It's possible to have preliminary plans for viewing on the Route 47 project. The City has requested that 4 lanes go as far north as Kennedy Rd. At this time IDOT does not have dollars assigned to this project. It has been brought up to IDOT that there is a drainage problem on Route 34 at the curve east of Rt. 47. IDOT is discussing this issue with the DNR. The City has suggested a joint meeting with IDOT and the DNR. At Route 34 and Game Farm, a traffic light study has been done. IDOT has warranted that this intersection does need a light. IDOT currently has funding available. Mr. Wywrot has contacted an engineering firm also to look at this issue. - It was also noted that the outstanding issues with the Walgreens Developer have been resolved. Additional Business: Alderman James questioned if it was possible to set up the bleachers in the park for the 4th of July parade. Music under the stars starts tomorrow with Bluegrass music. The weather sirens had a successful test on Tuesday morning. It was suggested that Mr. Wywrot contact the Fox Hill developer to get a specific date on when some of the work is to begin. Mr. Wywrot did contact Aurora Blacktop and they will be patching by the end of June. Mayor Prochaska reminded the Alderman that a Mayor ProTem is needed for the June 14 council meeting. Mayor Prochaska noted that the City Clerk needed to be added as a signer to the safe deposit box. There will be a Downtown Car Show and Sidewalk Sale on Saturday, with a Road Rally. The motion was made by Alderman Sticka to enter into Executive Session for the purpose to select a person to fill an appointed Public Office. The motion was seconded by Alderman Munns. (9:45 PM) Roll Call was taken. Alderman Spears, aye Alderman Kot, aye Alderman Sticka, aye Alderman James, aye Alderman Munns, aye Alderman Besco, aye Alderman Anderson, aye Alderman Burd, aye. A motion to adjourn Executive Session was made by Alderman Spears. The motion seconded by Alderman Burd. (10:25 PM) Roll Call was taken. a Alderman Spears, aye Alderman Kot, aye Alderman Sticka, aye Alderman James, aye Alderman Munns, aye Alderman Besco, aye Alderman Anderson, aye Alderman Burd, aye. After Executive Session, Mayor Prochaska announced that the City had reached a tentative agreement, pending negotiations of a written contract, with approval by Council, fora Mayoral appointment to a Public Office. Respectfully Submitted by Cindy Green i CITY OF YORKVILLE COMMITTEE OF THE WHOLE Date 'I U Guests Present: (Please print) � 1! v �-� � � 1)ewT -- S���� �l MEMORANDUM DATE: June 7, 2001 TO: City Council U FROM: William A. Dettmer, Code Official SUBJECT: Multi- Family Inspection Program This program will be established by providing inspections in each ward. The aldermen will be notified when we will be performing the property maintenance inspections in their ward. 1). The program will be established to do outside ser for the multi - family dwellings and only when a problem is found will a letter be sent out for correction. Examples of inspections would be rubbish, garbage, street addresses, inoperable vehicles and sanitation of the exterior of the buildings. 2). We will notify the owners on this program through P.R., press and by meeting with the building owners, etc. It is hoped that this will be a positive program to assist the owners and tenants to keep up with the buildings in which they live. 3). This program will be evaluated on a regular basis and should be in effect for approximately one year from the date started. 4). Finally, when we looked at other communities, we found deterioration usually will start in the multi - family areas and spread. It is important that we take a stand to stop the deterioration in the future instead of waiting, like many of the communities around us, and doing after the fact. Many times this program is looked at with a negative effect. But we are hoping to look at this as a positive effect on the buildings. Deteriorating buildings can become a fire hazard to the residents and usually criminals will be housed in this type of building. We have a chance to provide our citizens with { good standards to live in and keeping a standard that we can expect from the community. Should any of you have any questions, I will be glad to go over this with you or take you on a tour of the community. We are presently performing these inspections on a complaint basis. This has been a reactive program. We are now looking at a more proactive program. Since we are already performing these inspections on a complaint basis at no charge to the City, we will not be charging you any additional fees for this program. Sewer Construction 6/6/01 J. Pletka 409 E. Spring St. 553 -9253 1) Notification process (past issue) a) Timing i) Notified on 511101 that construction would begin on 5/7/01 —only 6 days notice' b) Method i) Note from City of Yorkville was found stuck in the front door — no other formal or informal method was use. c) Information i) Sewer was laid too flat— 3/10' per 100 ft. instead of 4/10' per 100 ft' " ii) "sewer must be replaced to provide adequate capacity to serve the Heartland Subdivision" iii) Trench would be 10' wide at the top iv iv) Trench would stay in the easement v) 1 year warranty from the time the city council accepts the Heartland infrastructure °1 2) Work in progress (present issue) a) Trench i) Trench is currently 20 -30' wide at the top (observed) ii) Trench is more than 10' feet beyond easement (observed) b) Driveways i) Driveways is removed beyond easement line (observed) ii) Driveways is cracked beyond easement line (observed) c) Sewer service i) Sewer is left unhooked for 3 days draining sewage into bottom of trench (observed) d) Damage to trees i) Burn by backhoe exhaust (observed) ii) Branches broken by equipment (observed) iii) Exposed and broken main roots (observed) 3) Restoration (future issue) a) Curb appeal i) Driveways (1) Two color (a) Concrete contractors cannot guarantee that the driveways will bleach to the same color "" (2) Two conditions (a) Concrete contractors are certain that the condition of the driveways will never match °11 ii) Trees (1) Damage to major roots will result in death to the part of the tree serviced by the major roots ' (2) Damage to trees will not be observed until 2-5 years after root damage has occurred X iii) Grass (1) Two color (a) Locally grown sod is usually "heavy in blue grass" (b) Seeded grass is typically a mix of 1/3 blue grass, 1/3 rye, and 1/3 fescus iv) Paver bricks Page 1 of 2 (1) Installation (a) Bricks will heave if not properly installed Request 4- Notification process • • In future programs, notify homeowners in a sufficient time and in an official manner • In future programs, notify homeowners with accurate and well- researched information • In future programs, hire tree arborist to review construction and propose methods to minimize construction damage (i.e. root pruning) ❖ Work in progress • Keep the contractor within stated timelines • Keep the trench within the easement • Obtain permission from the homeowner before encroaching upon property • Give advance notice to homeowner before utilities are turned off • Do not leave sewer unhooked overnight ❖ Restoration • Restore the property to the "curb appeal" as existing prior to the construction • 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) • 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 ". • I 'Per letter from the City of Yorkville date 511/01 " Per Joe Wywrot and Mayor Prohaska on 5/3101 Per letter from the City of Yorkville date 511101 and Joe Wywrot and Mayor Prohaska on 5/3/01 Per Joe Wywrot and Mayor Prohaska on 5/3/01 Per Joe Wywrot and Mayor Prohaska on 5/3/01 " Per Joe Wywrot and Mayor Prohaska on 5/3/01 "" Concrete (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 Ill. 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 Page 2 of 2 SHALL-: 1"=30' i I s i CONSTRUCTION ALT. A REMOVE AND REPLACE EXISTING SEWER r CONSTRUCTION ALT. B i REPLACE EXISTING SEWER VIA PIPE BURST METHOD OUTLINED IN SPECIFICATIONS (SHEET 2 OF 3) G 'r NOTES: 1. ALL DISTURBED GRASS AREAS SHALL BE RESTORED WITH 6" PULVERIZED TOPSOIL, FERTILIZER, AND SOD WITHIN 30 DAYS OF COMPLETED SEWER CONSTRUCTION. WATERING OF SOD SHALL BE THE RESPONSIBILITY OF THE CONTRACTOR. 2. ANY DAMAGED TREES, SHRUBS, OR OTHER LANDSCAPE TREATMENTS SHALL BE REPLACED IN —KIND. 3. EXISTING MANHOLE BENCHES SHALL BE RECONSTRUCTED AS NECESSARY TO ACCOMODATE THE NEW SANITARY SEWER. 4. EXISTING UPSTREAM AND DOWNSTREAM MANHOLES SHALL BE VACUUM TESTED TO THE SATISFACTION OF THE CITY. .......... _ .................. _ .... . ............