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Public Works Committee Minutes 2023 05-16-23 APPROVED 6/20/23 Page 1 of 2 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, May 16, 2023, 6:00pm Yorkville City Hall, Conference Room #337 651 Prairie Pointe Drive, Yorkville, IL IN ATTENDANCE: Committee Members Chairman Ken Koch Alderman Rusty Corneils Alderman Craig Soling Alderman Matt Marek Other City Officials City Administrator Bart Olson Public Works Director Eric Dhuse Assistant City Administrator Erin Willrett Engineer Brad Sanderson, EEI Other Guests: Mike Krempski Dave Guss The meeting was called to order at 6:00pm by Chairman Ken Koch. Citizen Comments: None Minutes for Correction/Approval: April 18, 2023 The minutes were approved as presented. New Business: 1. PW 2023-41 Selection of Committee Liaisons Alderman Koch volunteered to be the Park Board Liaison and Alderman Soling volunteered to be Liaison for YBSD and BKFD. 2. PW 2023-42 Easement for Contract A Water Main – 1308 Game Farm Road Mr. Sanderson said an easement is needed for this water main project since the existing water main runs underneath the Hillside Rehab & Care Center building at this address. They have already signed off and executed the agreement and approval is recommended as it moves forth to City Council. The committee approved this for the consent agenda. 3. PW 2023-43 Heartland Meadows – Consideration of Acceptance All the necessary punchlist and infrastructure work has been completed. A few sidewalks are not complete while lots are being constructed, but they should be done at the end of the 1-year maintenance period. If the sidewalks are not complete at that time, a separate bond will be requested. Mr. Sanderson recommended accepting the work. Alderman Corneils asked about the consequences if a separate bond is not issued. The existing bond would not be released in that case. Mr. Sanderson explained the process and said when the city accepts the improvements, Public Works then takes over. Then the 1-year guarantee begins and the developer would be responsible for fixing any problems found during an inspection. Mr. Olson said the city does not accept improvements until at least 70% of homes are complete and then the HOA will also take over. This item moves to the regular agenda. 4. PW 2023-44 2023 Sanitary Sewer Lining – Design and Construction Engineering Agreement Mr. Olson reported there is much sanitary sewer line work to do for the budget of $400,000. This agreement Page 2 of 2 covers the design and bids. The design is $26,000 which includes sewer televising/cleaning and construction engineering is $17,000. Mr. Dhuse said this work is for the Beecher Park area and includes the old main collectors from the north side. This agreement is with EEI and approval is recommended. The committee was OK with this agreement and it moves to the regular agenda. 5. PW 2023-45 2024 Water Main Replacement – Design Engineering Agreements Mr. Olson said there are 2 agreements and over $5 million of water main to replace next year, a combination of regular replacement in addition to Lake Michigan work. Staff believes there will be more lucrative bids if this work is split into 2 contracts. If packaged together, it may exclude smaller contractors from bidding on the jobs. The proposal is Contract A for $172,070 and Contract B for $168,437. They are for design engineering only and it would go out to bid in spring and be constructed in 2024. This moves to the regular agenda. 6. PW 2023-46 Grande Reserve Unit 13 – Release of Guarantee 7. PW 2023-47 Grande Reserve Unit 14 – Release of Guarantee 8. PW 2023-48 Grande Reserve Unit 23 – Release of Guarantee (These 3 items were discussed simultaneously as they are all related). Mr. Sanderson said the units were accepted a year ago and all punchlist items are now complete. He recommended release of the final bond security. Some of the sidewalks are not complete and the developer put up a bond to cover all 3 units. EEI inspected the development and provided an estimate for the bond at $45,000 total. Mr. Sanderson recommended release of the guarantee and these items move to the consent agenda. 9. PW 2023-49 Supplemental MFT Resolution for Bulk Rock Salt Mr. Dhuse said the resolution will need to be signed to purchase the salt. He said 2,160 tons of salt are needed at a total cost of $205,200. The amount of salt is more than last year. About 350 tons of salt are left from last year, 100 ton of which will go to the county building and the rest will go to the shop. Alderman Corneils asked how much is used in a season—Mr. Dhuse replied it is about 1,600 to 2,500 tons. Liquid brine is also used in the winter. In March, Mr. Dhuse must provide the state with an estimate of the salt needed. Mr. Olson explained that the state actually bids on the salt and the city pays the state bid amount. Mr. Dhuse said the city is allowed to take 20% more salt than requested and if more is needed, then another resolution must be authorized. He said MFT funds are used for salt. This item moves to the regular agenda. 10. PW 2023-50 Purchase and Sale of Vehicles Public Works Director said it has been difficult finding needed vehicles. They have found a truck they wish to purchase for the water department, at a West Chicago dealer which will hold it 30 days. Money to purchase this would be from last year's budget. He also wishes to purchase an F550. The vendor believes it can be ready by winter. A 2007 truck will be disposed of at Oswego Auto Mart which has a history of getting a good price. This moves to the regular agenda. Old Business: Additional Business: There was no further business and the meeting adjourned at 6:30 pm. Minutes respectfully transcribed by Marlys Young, Minute Taker