Public Works Minutes 2011 02-15-11
APPROVED W/ CORRECTIONS
3/15/11
UNITED CITY OF YORKVILLE
800 Game Farm Road
Yorkville, IL 60560
PUBLIC WORKS COMMITTEE MEETING
City Hall, Conference Room
Tuesday, February 15, 2011 – 6:30 P.M.
COMMITTEE MEMBERS PRESENT
:
Alderman Plocher
Alderman Gilson
Alderman Teeling
OTHERS CITY OFFICIALS PRESENT
Joe Wywrot - City Engineer
Eric Dhuse – Public Works Director
Rob Frederickson – Finance Director
Members of the Public Present:
Nick Orf, Strand & Associates
Mike Waldron, Strand & Associates
Barton Jones, Strand & Associates
This meeting was called to order at 6:30pm. The minutes for the January 18, 2011,
meetings were unanimously approved.
Citizen Comments:
There were no citizen comments.
Presentation:
“Creating a Storm Water Utility” by Strand & Associates
Three members of Strand & Associates were present to introduce their firm and explain
the services they provide. In addition to working with municipalities on engineering,
they also work to create Storm Water Utilities. Historically, storm water management
has been funded out of the general tax fund competing against fire, police, and other
municipal services. Water Quality Base requirements are being changed in the near
future at the behest of the federal government, creating an potential financial burden on
municipalities. Storm Water Utility is a methodology to finance storm water
management needs by charging service fees to fund the storm water management
requirements of the federal government. The utility provides a dedicated funding source,
relieving the burden on the general fund. Currently, there are only a few utilities in the
State of Illinois, though more communities are considering them. Because this is a
service fee, the municipality has the ability to change the fee based upon the needs of the
community. The rate will be revenue sufficient, technically and legally defensible,
equitably distributable and publicly acceptable. Implementation of the program will be
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dependent on degree of prior storm water programs, organizational structure, staff
knowledge of storm water requirements and the type of data regarding storm water needs.
Following the presentation, Strand & Associates offered to come before the Council with
an even more detailed presentation at any time in the future.
New Business:
1. PW 2011 – 08 Raging Waves – Letter of Credit Expiration
Coamerica Bank has provided noticed that Letter of Credit #628335-04, for the
amount of $428,925.01, will expire May 1, 2011. The LOC guarantees the
completion of site work with the exception of landscaping and street lighting.
Staff staff is recommending the letter be called prior to April 15, 2011.
Engineer Wyrot requested that this item be removed from the agenda as staff had
received the renewal from the developer prior to tonight’s meeting.
2. PW 2011 – 09 Stagecoach Crossing (Saravanos Development) – Letter of
Credit Expiration
Notice from First Midwest Bank, dated January 31, 2011, states that the site work
letter of credit for the Saravanos development will expire June 13, 2011. This
letter of credit, in the amount of $193,573.88, guarantees satisfactory completion
of all land improvements for this development with the exception of earthwork
and Route 47 improvements. Staff recommends that the City Council authorize
the City Clerk call the letter of credit if it not renewed prior to May 20, 2011. The
committee recommended the item be placed on the Consent agenda.
3. PW 2011 – 10 Route 47 & Cannonball Trail Intersection – Engineering
Agreements
Staff is recommending approval of two proposed engineering agreements with HR
Green, Inc. for the Route 47/Cannonball Trail intersection improvement. The
intersection improvement is required by IDOT Highway Permit #3-10399-07,
which was issued to the City but is related to the Kendall Marketplace
development. The original developer has lost the property, and it is now the City’s
obligation to complete the work covered by the highway permit.
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The first agreement finalizes the engineering plans and prepares contract
documents that will allow us to seek bids from contractors. Work performed
under this agreement is to be paid on a time and material basis, not to exceed,
$16,060.45.
The second agreement is to provide construction inspection services. This work
includes constructing, staking, observation, material testing, preparing payouts and
change orders, and preparation of record drawings. Work performed under this
agreement is to be paid on a time and material basis, not to exceed $80,894.00.
Funds have been set aside to complete the work covered by the IDOT permit in
the amount of $2,000,000. The current cost estimates to perform the various tasks
are:
Finalize Plans: $ 16,060.45
Construction Observations: $ 80,894.00
Construction: $ 917,809.22
ROW Acquisition: unknown
Utility Relocation: $ 119,909.32
TOTAL $1,134,672.99+
The committee recommended this item be forwarded for the Consent Agenda.
4.
PW 2011 – 11 North McDonald’s – Temporary Easement
Staff is recommending approval of a proposed temporary easement for the
McDonald’s restaurant at 3 West Route 34. The easement is needed for water
main construction to be performed as part of IDOT’s Route 47 widening project.
The new water main would be constructed along the south side of Route 34, and
the existing water main on the north side would be abandoned. The existing cast-
iron water main will be abandoned after the IDOT project is completed requiring a
new 1.5” diameter water service that will connect to an existing water main along
McDonald’s east property line. Though there already 10-foot wide utility
easements along the east and south side of the McDonald’s property, construction
of the new water service requires temporary easement. The cost of constructing
the new water service would be borne by the city. The committee recommended
this item be forwarded for Consent agenda.
5. PW 2011 – 12 802 South Bridge Street – Proposed Highway Authority
Agreement
Staff is recommending approval of an agreement granting highway authority for
the former Yorkville Marathon gas station at the southeast corner of Route 47 and
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Orange Street. This property was the location of a leaking underground petroleum
storage tank several years ago. All underground tanks and much of the
contaminated soil have since been removed, but some contaminated soil remains
within the Orange street right-of-way. The contaminated area is estimated to be
around 500 square feet, located beneath the property’s driveway entrance to
Orange Street and underneath the street.
Although considerable effort has been made to clean up the site, one constituent
(benzene) measured at one location exceeded the Illinois EPA’s minimum clean-
up objectives. A common way to address this situation is to establish an
institutional control to protect the general public from the remaining
contamination. The institutional control is this proposed highway authority
agreement, which is a restriction on the use of the subject area. Once an
institutional control is established, the Illinois EPA can issue a No Further
Remediation letter to the property owner, which essentially states that the site is
free of contamination. In this agreement, the City agrees to prohibit the use of any
groundwater originating within the subject area from being used as drinking water.
The agreement allows for roadway work to be performed within the subject area,
but the City agrees to allow construction access by permit only, and require that
the permittee “take all measures necessary to protect human health (including
worker safety) and the environment”. While the area of contaminated soil is
estimated to be located in the south half of the Orange Street right-of-way, the area
subject to the highway authority agreement extends over a larger area to the north
edge of the Orange Street pavement.
If this agreement is approved the City would need to issue a permit to IDOT to
allow them to work within the subject area. IDOT’s Route 47 plans identify
several locations where contaminated soil exists, including Orange Street. IDOT’s
proposed protection measure at this location consists of limiting the depth of
excavation to no more than 6 feet. Discussions with Chase Environmental,
however, indicate that there are no contaminated soils in the IDOT right-of-way at
this location. The information provided indicates soil contamination at a depth of
4 feet in the Orange Street right-of-way, which is still below normal roadway
excavation depths. The extent of contamination, however, is below the threshold
where special precautions would be needed during construction. If contaminated
soil is encountered during construction, it would need to be treated as special
waste and disposed of accordingly.
Alderman Gilson expressed concerned about the No Further Remediation Letter
that will be issued to the property owner. Engineer Wyrot stated that the letter will
state that no further remediation will be required, it is clean enough for the
property to be developed without concern about environmental issues. Alderman
Gilson wondered what would happen if the City does not enter into the agreement.
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The state would not issue the letter, and thereby, the property would not be
developed. The property owner would then have to clean it up, at considerable
cost, or ignore it, without redeveloping it. Over time, the pollutants in the right-of-
way will go away, thereby solving the problem. Chair Plocher requested
clarification of ownership of the property. Staff responded that it is owned by an
estate and the beneficiaries are wanting to sell the property. If the property is
remediated, and sold, it could be redeveloped, thereby improving the overall look
and value of the property. For the record, Alderman Gilson is against the
agreement. Alderman Teeling wanted to know if the contaminates would spread
and was assured that it would be extremely unlikely.
Chair Plocher requested that this item be tabled until next month so that the
Committee members can further review the item.
6. PW 2011 – 13 Rush-Copley Freestanding Emergency Center – IDOT
Highway Permit
Staff is recommending authorization and approval of the proposed IDOT highway
permit application and corresponding resolution for construction of a new entrance
to Route 34 approximately 1000 feet west of Beecher Road. The entrance is for
Rush-Copley’s proposed Freestanding Emergency Center (FEC). Construction of
the entrance requires the widening of Route 34 to provide a westbound left-turn
lane into the FEC. The entrance would not be signalized nor would it allow
vehicles leaving the FEC to make a left turn onto Route 34. Persons leaving the
FEC that want to go west on Route 34 would be able to do so via Beecher Road.
IDOT requires the municipality to be the applicant for all work in their right-of-
way. They also require a resolution from the City to guarantee that the work will
be performed properly. We in turn will require Rush-Copley to provide insurance
and a bond guaranteeing that they will perform the work and satisfy IDOT’s
requirements.
The committee agreed to forward this item to the Consent Agenda.
7. PW 2011 – 14 CMAQ Grant Application – Review of Potential Projects
Staff is seeking recommendations for FY 2012-2016 grant application project candidates.
Upon review of potential City project, staff has identified two potential projects that
could be funded. One project is along Route 71, and the other is across from Kendall
Marketplace. In the past, CMAQ called for projects every year, however, it is anticipated
this year will be the last year for another 5 years. Chair Plocher wondered if this was a
fully funded grant. Staff responded that the CMAQ funds 80%. Alderman Gilson stated
that he felt there were other things within the City that matching money could be used for
instead one of these projects. Alderman Teeling clarified that if we do receive the grant
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we wouldn’t necessarily have to complete the project. Alderman Gilson stated that is
true but it reflects negatively on the City and their future grant prospects. Alderman
Teeling feels that the item should be forwarded to the Council for further discussion.
Old Business
Additional Business
There be no further business, the Committee adjourned at 7:27pm.
Minutes Respectfully Submitted by:
Kristia RM Leyendecker
Minute Taker
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