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Public Works Committee Minutes 2021 12-21-21APPROVED 1/18/22 Page 1 of 3 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE MEETING Tuesday, December 21, 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. All attended in-person unless otherwise noted. IN ATTENDANCE: Committee Members Chairman Matt Marek Alderman Joe Plocher Alderman Ken Koch Alderman Jason Peterson (electronic attendance) Other City Officials City Administrator Bart Olson Assistant City Admin. Erin Willrett (electronic attendance) Engineer Brad Sanderson, EEI Public Works Director Eric Dhuse Alderman Craig Soling Purchasing Manager Shanel Gayle Other Guests: None The meeting was called to order at 6:00pm by Chairman Matt Marek who read the Governor's Proclamation. Citizen Comments: None Previous Meeting Minutes: November 16, 2021 The minutes were approved as presented. New Business: 1. PW 2021-69 Snow Operations Report Mr. Dhuse said there were difficulties getting ready for winter including getting salt, parts for the brine- making machine and lack of trucks. However, he has 3 extra employees this year and was able to buy 3 slide-in salt spreaders. Mr. Olson reminded the committee that mailboxes run over by plows are reimbursed up to $75, but there is no reimbursement if snow being pushed knocks them down. He said the city pays for about 4-5 mailboxes per year and he said the policy could be changed if the Council desires. Mr. Dhuse added that many of the boxes knocked down are more than 15 years old and that a second pass in the snowplowing process may knock them over. Alderman Peterson said the city did a fantastic job plowing last year, however, he received complaints about speeding and also one from Countryside where a cul-de-sac was missed during plowing There was a quick response to plow it and he asked that care be taken to insure it is plowed this year. Page 2 of 3 2. PW 2021-70 End-of-Year Leaf Operations Report Public Works Director Dhuse said the leaf operation was a challenge this year since the leaves dropped later than usual. The leaves are dumped at a farm and the lateness of dumping leaves did not allow the farmer to till the soil before winter. Mr. Dhuse said an additional leaf vacuum should be purchased in the future to provide the pickups. The current leaf vacuum has been in service since 2002. The cost was $30,000 then, but would be $110,000 now. Mr. Olson said some towns outsource their leaf pickup whereas Yorkville provides pickup as well as having the waste haulers pick up bagged leaves. Having a company do a December pickup would be very expensive, but this option will be explored when negotiating the garbage contract. Mr. Dhuse also said the city is hoping to move the parkway tree replacement to spring 2023. He said this is usually done in October each year. He is working with a resident and a conservation foundation to update the list of tree species. 3. PW 2021-71 Route 126 and Ashley Road Improvement Update Mr. Sanderson said improvements were agreed upon for the Rt. 126 and Ashley Road intersection which is substantially complete with the exception of ComEd and AT&T poles needing to be moved. It should be completely finished in the spring. The improvements included widening and turn lanes. 4. PW 2021-72 Solid Waste Recommendation Proposals were received from Groot and Waste Management and Mr. Olson requested direction as to which company the city should negotiate with on a final contract. The initial RFP asked for quotes with and without hazardous waste pickup. Groot does not offer that service and Waste Management provided a more expensive proposal for the service. Mr. Olson described hazardous waste as batteries, paint, cleaning products, etc. He said the city would be a leader if they instituted hazardous waste pickup. Alderman Koch noted there are places that such waste can be taken by citizens. The committee decided it would negotiate with Groot due to lower prices and a contract will be presented at the January 11 th Council meeting. They also briefly discussed how the cans would be switched. 5. PW 2021-73 Well No. 4 Rehabilitation – Bid Award Mr. Sanderson said this repair was not anticipated and it was hoped to do well #7 instead. Mr. Dhuse added well #4 was scheduled to be repaired next year, but he noticed the water levels declined. Layne Western was the only bidder and they have done other city well work. The bid result is within the budget and it was recommended to move forward with the $286,627 bid. Alderman Peterson asked if the city is locked into the bid or if it could decrease. It could decrease by 3.6% and staff will keep the committee informed. This will move forward to the City Council. 6. PW 2021-74 Lake Michigan Allocation- Engineering Agreement Mr. Olson said this agreement is for $88,000 and will provide technical assistance with planning and testimony to start the permitting process for the decision to bring Lake Michigan water to the city. The permit comes from the IDNR, however, they will be separate. A Public Hearing will be required and there will be testimony before state agencies. Mr. Dhuse said the hearings are very formal. Oswego and Montgomery are committed to these steps at the same time. There is no formal schedule yet and there is a need to lock up the agreement. Funds will come from the water fund surplus. Mr. Koch asked how this would be budgeted in the future. Mr. Olson said it is in the 5-year plan for all expenses. EEI will compile a list of all projects, draft a timeline and calculate cost projections. Mr. Olson said there will be internal costs and also expenses from the DuPage Water Commission. Alderman Koch Page 3 of 3 noted two things the city must consider: reduce the water loss from 12.5% to 10% and capacity. Mr. Sanderson said in order to reduce the loss, recommended steps are to upgrade water heaters, leak detection, capital improvements for the receiving stations, booster pumps, connection points, control valves and also watermain replacement. Old Business: None Additional Business: Alderman Koch asked about the lights on Tuma Road and Mr. Dhuse will contact ComEd again. Chairman Marek asked if the limestone path by Autumn Creek is setting up properly. It will pack down as time goes by. Mr. Peterson asked about the lights at Freedom Place and Kennedy Rd. near Grand Reserve. The city is waiting for ComEd to energize the lights which have been in place since summer. There was no further business and the meeting adjourned at 6:41pm. Minutes respectfully transcribed by Marlys Young, Minute Taker