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Public Works Committee Minutes 2024 07-16-24APPROVED 8/20/24 Page 1 of 3 UNITED CITY OF YORKVILLE PUBLIC WORKS COMMITTEE Tuesday, July 16, 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 Assistant City Administrator Erin Willrett Engineer Brad Sanderson, EEI Public Works Director Eric Dhuse Other Guests: None The meeting was called to order at 6:00pm by Chairman Ken Koch. Citizen Comments: None Previous Meeting Minutes: June 18 2024 The minutes were approved as presented on a unanimous voice vote. New Business: 1. PW 2024-53 Capital Improvement Projects Update This is the quarterly summary and Mr. Sanderson said the raw water main is completely done. Additionally, the Road to Better Roads was finished by D Construction and they will begin crack-sealing and miscellaneous. Mr. Dhuse added that there are 2 pages of capital projects. Alderman Marek asked if the Change Order on the agenda is related to the 2024 RTBR. The Change Order is related to the 2024 local road program that has not started yet. Alderman Soling asked about the Conover paving to be done by the township and Mr. Dhuse will check on this as the project was to have been done in May. 2. PW 2024-54 Quarterly Bond and Letter of Credit Reduction Summary Mr. Sanderson said there was nothing to report in the previous quarter, but there will be in the next one. 3. PW 2024-55 Heartland Meadows – One Year Maintenance Guarantee Release The City Council accepted the improvements in May of 2023 and all remaining punchlist items were mostly done. A separate cash performance guarantee is being provided for the remaining work and Mr. Sanderson recommended full release of the guarantee. This will move to the consent agenda. 4. PW 2024-56 Windett Ridge Unit 2 – Consideration of Acceptance Work is complete as well as the punchlist and Mr. Sanderson recommended acceptance. The one-year warranty period begins with the acceptance. This also moves to the consent agenda. Page 2 of 3 5. PW 2024- 57 Timber Ridge Estates Water Main Extension – Plat of Easement Mr. Sanderson said that water main will be run along Rt. 126 to connect to an area where higher water pressure is needed. An easement is necessary and documents have been approved by nearby property owners and city acceptance is needed as well. This will move to the consent agenda. 6. PW 2024-58 2024 Local Road Program – Change Order No. 1 (Faxon Road) This is part of the local road program and a pre-construction meeting is scheduled with Builders Asphalt for tomorrow with work to begin soon. This Change Order is to add in approved work related to Whispering Meadows and right across the street from the Faxon Road work. It is contingent upon receiving the necessary funds of $760,000. The value is $600,000 with remainder of $160,000 for storm sewer work. That amount will likely not be adequate, but the work will actually be done over the winter since an easement is also needed. This will move to the regular agenda. 7. PW 2024-59 2023 Water Main Replacement – Contract A – Change Order No. 2 (Final Balancing) The final quantities have been received and there is a slight reduction of $3,300. Almost all punchlist items are done and the final payment will be made when all items are done. There is a one-year warranty on materials. Mr. Sanderson recommended approval and this item moves to the consent agenda. 8. PW 2024-60 Water Audit Update Mr. Sanderson gave an overview. As required by the Lake Michigan water project, a water audit must be done each year. In an effort to bring these reports up to speed, audits were done for 2022 and 2023 and will then be done yearly. The goal is to have a water loss of below 10% before connection and the city has been taking steps to reduce that as a requirement of the water permit. Aggressive water main replacement and water meter audits have been done and a leak detection firm has been hired as well. Replacement of meters is also planned and budgeted. Mr. Sanderson reviewed the water losses for '22/'23 which had widely ranging numbers. The recommendation is to move forward on meter replacements. There is a price of $748,000 for 1,251 meters and the price of meters will decrease as more are ordered. The age of the meters was also discussed. Billing software for the new program will be purchased and the water meter proposal will be brought back to committee for further discussion. The committee discussed the audit and had several questions. Possible sources of the leaks were discussed and a billing audit may be done in the event it's a software error. If the city fails to meet the water loss guidelines, a water loss reduction plan would be required by the IDNR and a penalty may be incurred. It is thought individual resident meters may be contributing to the losses. Alderman Corneils suggested doing the water billing audit first since it is a lesser expense. Details and cost will be gathered and brought back to committee. It was noted that Oswego has done a full meter replacement and Montgomery has done water main replacement and found errors at the water treatment plant. This information will be shared with the Administration committee as well. 9. PW 2024-61 Route 126 Water Main Improvements – Design Engineering Agreement Mr. Dhuse said he discussed this last month, saying this water main in Timber Ridge connects to the south receiving station. This is part of the WIFIA program and has been moved up a year to 2025 due to land acquisition and time involved. The committee was OK with the agreement and it moves to the regular agenda. 10. PW 2024-62 Lake Michigan South Receiving Station Standpipe – Design Engineering Agreement This agreement is in conjunction with item # 9. It is the first standpipe that Yorkville has had and made for this site due to economics and elevation (using gravity). The cost is a fixed fee of $219,000 and $30,966 as a direct cost. It is also WIFIA. This moves to the regular agenda. 11. PW 2024-63 Northwest Elevated Water Storage Tank – Design Engineering Agreement As part of Lake Michigan allocation, the city is required to have 2 days worth of water storage. This agreement would begin the project to build a new water storage tank which would be located at the NW corner of the Bright Farm site at Eldamain and Corneils Rd. This project would involve SRF Page 3 of 3 Funds (State Revolving Funds). Bids must be let by January with a very aggressive design schedule. Alderman Soling asked if the city should build “bigger” to accommodate future growth. Mr. Sanderson replied that the water could become stagnant and the proposed size should be adequate. Also, Bristol Bay has a 1.52 million gallon tank.The current towers are also being used and the wells have to be turned on every 30 days to be IEPA compliant. Alderman Corneils asked why Eldamain Rd. was chosen for the tank site. It is based on having screening for the tanks and it will help buffer demands of growth in the area. Fire flow also is a factor. Mr. Dhuse also noted that the north side is the highest pressure area and water can flow to the river. This project will also use SRF funding. This item will move forward to the regular agenda. 12. PW 2024-64 YBSD Water Main Extension – Contract Award. YBSD needs water main extended across Blackberry Creek for their expansion project and the city asked for the water main to be upsized. YBSD is responsible for the majority of the cost. Bids were taken in June and the low bidder was Stokes, however, in a previous job, performance standards were not met and overall the city was not happy with their work. As a result, it was recommended to award the bid to Winninger Excavating who was below the engineering estimate. Attorney Orr reviewed the contract due to the circumstances and she was OK with the recommendation. This will require a super majority vote. Mr. Sanderson noted that additional permits are needed due to the stream designation of “biologically significant stream”. A meeting will be held with the Army Corps tomorrow. 13. PW 2024-65 YBSD Water Main Extension – Construction Engineering Agreement This is a standard agreement with an hourly rate and overall estimate of $49,928 for EEI to monitor the project in item #12. Fish monitoring, testing and wetland monitor etc., will be required. YBSD will pay for 87% of the project. This moves to the regular agenda. Old Business: None Additional Business: Mr. Dhuse said very few trees came down in the recent storms with a few in Grande Reserve. There was no further business and the meeting adjourned at 6:52pm. Minutes respectfully transcribed by Marlys Young, Minute Taker