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Public Works Committee Minutes 2023 03-21-23APPROVED 4/18/23 Page 1 of 3 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, March 21, 2023, 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 ongoing pandemic by allowing remote attendance for this meeting. IN ATTENDANCE: Committee Members Chairman Matt Marek Alderman Joe Plocher (via Zoom) Alderman Ken Koch Other City Officials City Administrator Bart Olson Public Works Director Eric Dhuse Assistant City Administrator Erin Willrett Engineer Brad Sanderson, EEI Other Guests: None The meeting was called to order at 6:00pm by Chairman Matt Marek. He recognized staff and acknowledged the remote attendance policy. Citizen Comments: None Previous Meeting Minutes: February 21, 2023 The minutes were approved as presented. New Business: 1. PW 2023-24 Snow Operations Report Mr. Dhuse said salt usage was down this year and about 450 tons remain in storage. He said there are about 1,000 tons at the county which can be stored there as long as necessary since the space was purchased. 2. PW 2023-25 Bristol Bay – Grant of Easement Mr. Sanderson said the developer has requested an easement for drainage and stormwater. He noted that a plat of dedication referenced in the memo actually went to the county. He is seeking approval of the request which the Committee approved and it will move forward to the Council consent agenda. 3. PW 2023-26 Well No. 10 and Raw Water Main Agreement – Design Engineering This is one of the first Lake Michigan water source expenses, said Mr. Olson. Well No. 10 will be located near the high school and will need to be designed. This well is needed to meet capacity before the hookup to Lake Michigan water and will also serve as the backup water source. He recommended approval for the amount of $282,000 which is already budgeted for design work. Alderman Koch asked how the high school location was chosen. Mr. Dhuse replied it is far enough away from the present Tower Lane well to not affect operations of the first well, but close enough to keep costs down. It Page 2 of 3 will be a well-head only with no building and will look like the well at Kennedy and Bristol Ridge Rd. Mr. Sanderson and Mr. Dhuse will meet with the school to discuss the location and this moves forward to the regular Public Works agenda. 4. PW 2023-27 Lake Michigan WIFIA Letter of Interest – Engineering Agreement This is the first phase of the WIFIA loan process, said Mr. Olson. A formal application will come later after an invitation from the EPA and a letter of interest from the city. He is hopeful for an 80% loan. He met with the head underwriter in December and the city was encouraged to immediately apply. The WIFIA process requires many different steps and reports. The cost of this agreement is $30,000 which is budgeted and will cover work with EEI as well as a national firm Stantec who has done work with Joliet on their project. Chairman Marek asked if the city has worked with Stantec before. The city has worked with them on other projects and they have done several WIFIA projects. Stantec will eventually be taking the lead on the application with EEI supporting. Alderman Koch asked if the $140 million will be the final number. It could be tweaked depending on inflation or other factors. This item will move forward to the consent agenda. 5. PW 2023-28 Seal Coat Machine Purchase Director Dhuse said this machine should be very useful with the many trails and parking lots to maintain, all of which could be done on a 5-year rotation. He said the machine was budgeted last year, but was not available. If it is ordered now, sealcoating can be done this summer. This is a sole source bid with Sealmaster which is a nationwide company and there is a 8-week delivery time. Mr. Olson mentioned that Aldermen Funkhouser and Tarulis had some questions about this purchase and whether this maintenance should be done in-house or outsourced. Mr. Dhuse provided a financial analysis for a 5-year period showing in-house vs. outsourcing the work. Sealcoating operations would be determined by area, said Mr. Dhuse, and some of the newer areas may be done first to preserve them. This will move forward to the regular Public Works agenda. 6. PW 2023-29 Compact Wheel Loader Purchase This smaller loader should be very useful for brush pickup/snow removal and make operations more efficient than with the skidsteer, said Mr. Dhuse. He said the skidsteer is still worth money, so the budget impact is not as great. This item is budgeted for FY24, but delivery would not come for 6 months. It is a single source purchase with Bobcat and the skidsteer would be traded, but the attachments kept. He said the Bobcat is much less expensive than other manufacturers. This item moves to the consent agenda. 7. PW 2023-30 Resolution in Support of the “Wyland Mayor's Challenge for Water Conservation” Ms. Willrett said there is a resolution of support and this is the 6th year of participation. In 2018 the city placed 5th in their population category. Residents participate on line at no cost to them or the city and this challenge promotes conservation. There will be a press release on March 31along with social media notifications. This moves to the consent agenda. 8. PW 2023-31 Lake Michigan Capital Improvement Plan- Overview Mr. Olson said this is an overview of the project with explanations of the $142 million cost from Mr. Dhuse and Mr. Sanderson. This plan will show general timing, costs and components of the project. Mr. Sanderson said the IDNR allocation will occur this summer and the city is under contract for preliminary engineering work. This plan also contains the WIFIA application. He said there are certain commitments needed from the city such as annual water audit, annual leak detection, leak areas found last year will have watermain replacement work done this year, meter retrofits, corrosion control, subsequent study, transmission mains and buy-in costs for purchased line capacity at $300,000 per year for 20-30 years after the system is connected. Infrastructure items needed are delivery systems via large pipes and storage tanks by Grande Reserve and Raintree. Mr. Sanderson recommended moving forward with the storage tanks sooner than later to take Page 3 of 3 advantage of possible funding and because there are not many tank manufacturers. He said there is stiff competition for funding. The Joliet area alone is proposing 10-12 tanks. After these improvements are in place, the existing water treatment plant will be decommissioned, but the wells will be kept as backup. Mr. Sanderson also said metering of water is needed to monitor water losses. There will be an emergency backup connection on Galena Rd. to connect with Montgomery in case the pipelines malfunction. Alderman Koch asked that staff provide a chart 2 to 3 times per year, similar to that in the packet, to monitor the costs. He asked when it will be decided when to raise the water rates. Mr. Olson said a bond would likely be issued next year and there will be water rate discussions with a goal to keep the Fund Balance at 25%. If the Fund Balance falls below 25%, the bond rating could be hurt and interest rates could rise. Mr. Koch asked about the time period for the bonds. Mr. Olson said they will vary and he briefly discussed timelines. Mr. Koch also asked if there would be a water rate increase each fiscal year and how Aldermen will be educated on that decision for public relations purposes. Mr. Olson said there will be special meetings or meetings over the summer. There will be fewer estimated reads and residents will see an increase immediately. Mr. Olson said the hardest decision coming up will be the DuPage Water Commission IGA and Memorandum of Understanding to address buy-in costs. They will need a deposit and there will be a study with the three communities splitting the costs. He said Yorkville would likely pay more since the city is farther away. Chairman Marek asked how many storage tanks Montgomery and Oswego will have. There will be at least two for each town and there could be solar panels on the tanks, said Mr. Olson. Mr. Koch commented that the numbers in the chart are at the top end , however, Mr. Sanderson noted there is a large contingency and the numbers have inflation factors built in. 9. PW 2023-32 Water Department Transit Van Purchase Mr. Dhuse said he located a Ford transit van after searching for a year. The meter installer will drive this instead of the large truck which will be used for heavy-duty jobs. This will help with gas mileage as well. The van is a sole source purchase since they cannot find one elsewhere. It is $45,000 and two are actually budgeted. This moves to the consent agenda. Old Business: None Additional Business: None There was no further business and the meeting adjourned at 6:52pm. Minutes respectfully transcribed by Marlys Young, Minute Taker