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Public Works Committee Minutes 2024 03-19-24APPROVED 4/16/24 Page 1 of 3 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, March 19, 2024, 6:00pm Yorkville City Hall, East 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 Assistant City Administrator Erin Willrett Engineer Brad Sanderson, EEI Public Works Director Eric Dhuse Alderman Chris Funkhouser Other G uests: Richard Vinyard, Cannonball Estates The meeting was called to order at 6:00pm by Chairman Ken Koch. Citizen Comments: None Previous Meeting Minutes: February 20, 2024 The minutes were approved as presented. New Business: 1. PW 2024-22 2024 Road to Better Roads – Contract Award Mr. Sanderson reported 3 bids were received late February for the base road program. All bids were about the same and he recommended D Construction be awarded the work for $1,382,442.77. This moves to the regular agenda. 2. PW 2024-23 2024 Road to Better Roads – Construction Engineering Agreement This agreement pertains to the contract discussed above. It is with EEI in the amount of $112,791 and is included in the budget. This moves to the consent agenda. 3. PW 2024-24 2024 Asphalt Rejuvenation – Contract Award Engineer Sanderson said this year the rejuvenating program was separated out from the Road to Better Roads since it was found a higher amount is being paid by combining them. Mr. Marek noted that the price difference was 30-40%. Only 2 contractors in this area do rejuvenating work and CAM (Corrective Asphalt Materials) was the only bidder, in the amount of $82,748.25 and they are being recommended. The rejuvenation is being done to extend the life of the asphalt. This moves forward to the City Council regular agenda. 4. PW 2024-25 2024 Water Main Replacement Contract A – Contract Award Bids were taken on March 7th and Mr. Sanderson said they were substantially below the estimate. He recommended awarding the contract to Conley Excavating at $2,312,286.15 and work is expected to start mid- summer through fall. He said Conley has been very good to work with in the past. Alderman Funkhouser asked if penalties are added into contracts for delays not outside their control. Mr. Sanderson said there are clauses in every contract allowing the city to recoup costs. To avoid any problems, EEI will work with Ms. Willrett and Page 2 of 3 Mr. Dhuse to post information and weekly meetings can be conducted to stay on track. This moves to the regular agenda. 5. PW 2024-26 2024 Water Main Replacement Contract A – Construction Engineering Agreement Mr. Olson said this item goes hand in hand with the above contract. This contract is with EEI and is $191,659 which is budgeted this year and next year. This moves to the consent agenda. 6. PW 2024-27 Resolution Authorizing the Execution of Certain Contracts (Certificate of Authority for Rock Salt Purchases) Mr. Dhuse said this is a new procedure and in order to file for salt purchases, this contract must be approved by the City Council. Approval will give Mr. Dhuse and Mr. Olson authority to enter these contracts with the state and to bid on and purchase the salt. This moves forward to the consent agenda. 7. PW 2024-28 Road Resurfacing Intergovernmental Agreement with Bristol Township Mr. Dhuse said the city and Bristol Township will trade some paving that needs to be done. Bristol Township will do paving in the Conover Subdivision and the city will do paving near McHugh and Walnut. The specs are the same and no money will change hands. The agreement holds each party harmless and EEI will oversee the McHugh paving and the county engineer will monitor the Conover paving. Alderman Soling noted a water drainage problem on Sunset which will be corrected. This moves to the Council consent agenda. 8. PW 2024-29 2024 EEI Hourly Rates Mr. Olson said EEI has requested an hourly rate change. He said it impacts the city in 3 ways 1) base contracts, 2) hourly rates get incorporated into supplemental agreements and 3) developer work. The rate increase request is approximately 3.89%. Alderman Soling asked if this is in line with other rate increases. Mr. Olson gave a few examples and compared previous EEI requests which he said were inflationary. If approved, these rates will be effective for 2024. Alderman Funkhouser asked for some numbers for some of the EEI classifications. This moves forward to the regular agenda with committee approval. 9. PW 2024-30 Rob Roy Drainage District – Additional Work This work is being done as part of an agreement between the city and the Drainage District at the request of the area farmers. Mr. Dhuse said some work remains and there are many trees on the downslope side of the ditch. Alderman Funkhouser said if the stumps are cleared, 18-19 acres of land could be gained as tillable land. He said he had issue with spending money on this, however, he noted this had been agreed upon. He believes the farmers should be responsible. Alderman Corneils asked why the city is overseeing this since it seems like a county project. and Mr. Dhuse replied that the city is involved since the Drainage District lacks funds and personnel. Mr. Olson added that in a court hearing, it was determined the city would manage the contract and the work as long as the District got the funds from the county. All work must be done by December 31st this year or unspent money will be returned to Kendall County. Alderman Koch asked what would happen if the costs are more than the $500,000 allotted. The Drainage District can then levy a tax, but staff thought that was doubtful. This moves to the regular agenda. Old Business: 1. PW 2023-83 Kylyns Ridge Subdivision Traffic Sign Analysis Mr. Sanderson reported the traffic study was done last fall and presented to the committee then with several discussion points. Striping was requested to slow the traffic. He said the locations for striping are limited but one was found on High Ridge between Faxon and Blackberry Shore. It is expected this would slow the traffic by 1-7 mph, but is less effective on a low-speed road. He said the average speed on High Ridge Rd. is 28-29 mph in the posted 30-mph zone. Alderman Funkhouser also suggested clustered trees to help create a tunnel effect. He would like a solution for Northland also. He said there is a lot of cut-through traffic from Whispering Meadows. Thermoplastic striping plus signs would be installed. These type of stripes have not been done before. Mr. Dhuse commented that snowplows will basically destroy the stripes after a couple years and paint would be used Page 3 of 3 then. Alderman Marek asked how results would be measured--another analysis would be done afterward. Repaving will be done this year and the stripes would be applied afterward. Alderman Funkhouser said the PD could also monitor speeds as part of a program they are putting in place to monitor traffic. Signs mounted on trees are also collecting data. Mr. Richard Vinyard of Northland Lane provided input as well. He said Northland Lane and Blackberry Shore did not connect previously and speeding was not an issue until it opened to through traffic. He said residents in the area have been parking cars on both sides in an effort to narrow the street and slow traffic. The townhomes being built will also increase traffic and there is limited parking already. He suggested contacting Home Depot to install “No Trespassing” signs to eliminate using the area as a cut-through since it is private property. He said drivers cannot see kids there and cars have to yield to one another. Mr. Olson said any discussion with Home Depot must be reviewed by the attorney first and must be discussed with engineering Mr. Marek added that Home Depot gets upset with people driving through there. Mr. Vinyard noted that in his town of employment, the police have entered into agreements with retailers to be able to police their parking lots to reduce issues. The striping will go forward and Mr. Sanderson will include the work in the bid package. This moves to the consent agenda with committee approval. Additional Business: There was discussion about the proposed new Public Works facility. Committee members brought forth suggestions and ideas for the new building as well as the shape of the building and salt dome. Mr. Olson encouraged all ideas to be forwarded to city administrators. Input from Public Works and Parks employees is being provided and Mr. Olson will discuss with the architect. The committee also talked about the new facilities at South Elgin and Montgomery and some of the features they thought useful. In another matter, Alderman Soling asked to revisit the Adams St. and Van Emmon area where the residents have asked to have the stumps removed and a steep bank remediated. Mr. Dhuse has been working with the Conservation Association who advised the stumps should remain to keep the bank intact. Public Works will be doing work there. There was no further business and the meeting adjourned at 7:16pm. Minutes respectfully transcribed by Marlys Young, Minute Taker