Public Works Minutes 2011 06-21-11
APPROVED W/ CORRECTIONS
7/19/11
UNITED CITY OF YORKVILLE
800 Game Farm Road
Yorkville, IL 60560
PUBLIC WORKS COMMITTEE MEETING
City Hall, Conference Room
Tuesday, June 21, 2011 – 6:00 P.M.
COMMITTEE MEMBERS PRESENT
:
Alderman Diane Teeling
Alderman Jackie Milschewski
Alderman Larry Kot
OTHERS CITY OFFICIALS PRESENT
Bart Olson – City Administrator
Brad Sanderson (EEI)
Members of the Public Present:
Harry Childress (Progressive Energy Group)
Bill McMahen (Progressive Energy Group)
Citizen Comments:
There were no citizen comments.
This meeting was called to order at 6:00pm. The minutes for the May 17, 2011, meetings
were unanimously approved.
New Business:
At this time the Committee moved item #6 to the top of the agenda.
1. PW 2011 – 44 Progressive Energy Natural Gas Proposal and Meter
Consolidation
Progressive Energy Group has provided a cost reduction proposal for natural gas
for the City of Yorkville. They estimate that by switching natural gas suppliers
from NICOR to Santanna, and by consolidating some meters, the City could save
approximately $5,715 annually in natural gas costs. Progressive recommends that
10 accounts be moved from NICOR to Santanna, for a term of 12 months that
could be cancelled at any time with 30 days notice. Over the last several years the
Santanna rate has averaged $0.0348 less than NICOR’s monthly variable rate,
which would yield to the City approximately $2,363 in annual savings. By
choosing to go with a customer select supplier like Santanna, the City would be
eligible to reduce the State Revenue Tax on supplied therms by 40.02 per therm,
resulting in anticipated savings of $1,359. In addition, meter consolidation could
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potentially save the City an additional $1,992 annually, although there are costs
associated with meter consolidation.
A brief history of the organization was provided to the Committee as well as a
client list including Rush Copley Hospital, Kendall County, City of Sandwich,
City of Plano, Village of Plainfield, and the Oswego Fire District.
Representatives from Progressive Energy Group were present to review their
audit results and proposal.
Administrator Olson clarified that the Committee would need to make a
recommendation as to whether to switch over to Santanna as the natural gas
supplier. Alderman Kot requested clarification on the benefits of decreasing the
size of a meter versus the amount of gas being pumped. A larger meter allows for
a greater consumption of gas but at a greater cost. If the facility does not actually
use the potential amount of gas allowed by the larger meter, then you are paying
for a larger meter that isn’t needed or required. Alderman Kot stated the proposal
seemed positive but would like clarification regarding total cost to the City.
The Committee agreed to move the proposed contract to the City Council.
At this time, the Committee returned to the regular order of the agenda.
2. PW 2011 – 39 Residential Solid Waste Franchise Agreement
The City has a franchise agreement with Veolia for residential solid waste
collection that is set to expire in April 2012. Within the agreement is an option to
extend the contract for two 2-year terms as long as those terms are negotiated 120
days prior to the end of the term. Thus, the City has until December 31, 2011, to
decide whether it wants to extend the current contract (and negotiate with Veolia
individually), or submit a new RFP for the service. Staff is seeking direction on
the current waste collection services, and if there is an initial preference for
changing the plan. When that direction is given, staff will entertain an offer from
Veolia and present that to the Committee, at which time the Committee can direct
staff to further negotiate or prepare an RFP.
Alderman Teeling stated that a lot of problems would be resolved by changing to
a sticker program where the amount paid would be based upon amount of garbage
produced. Administrator Olson noted that a sticker program can be more
equitable, however, it is it he least efficient. Alderman Kot questioned where the
proposal for considering a Senior Discount. Administrator Olson stated that the
Admin Committee tabled this item. Currently, seniors pay $.50 per month.
If the city went with a sticker system, the carts would go away. The City could
mandate what people used anywhere from garbage sacks, open containers, etc.
Alderman Kot stated his hesitation to eliminate the use of the carts. Additionally,
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Alderman Milschewski questioned if there would be greater cost because without
the carts, the bags and/or cans would have to be physically thrown into the trucks.
Administrator Olson stated that Veolia would make an offer based upon requested
Village services. Alderman Milschewski stated she prefers the current system
because it is cleaner. Alderman Kot expressed interest in a proposal from Veolia
because considering the economy, there should be some competition. Another
issue raised by Alderman Kot was the appropriate removal of hazardous waste.
Administrator Olson noted that hazardous waste removal events could be written
into the contract; however, he would like to work with the County to coordinate.
Alderman Milschewski questioned if there had been very many service
complaints versus the complaints received with Waste Management.
Administrator Olson responded that a comparison had not been performed but the
service seems to be very good. Alderman Teeling stated her complaint with
Veolia is their unpredictable timing for garbage pick up. Alderman Kot stated
staff may suggest consolidating the number of days that garbage is being picked
up as a means of cost savings. Administrator Olson noted that he would bring
back additional information regarding comparisons between a sticker program
and carts as well as research on what other communities are doing.
3. PW 2011 – 40 Route 71 (Route 47 – Orchard Road) – IDOT Letter of
Understanding
The City has received from IDOT a letter regarding their proposed Route 71
project the purpose of which documents the intent of both IDOT and Yorkville
regarding certain design elements to be incorporated into the project and the
corresponding cost-sharing obligations. Though the letter is not a binding
agreement, those items the City has no intent of funding should not be included.
The five items listed in the IDOT letter include: a) the sidewalk located along the
north side of Route 71 (Walsh Drive to Walgreens), on the west side of Route 47
(Route 71 to the south end of McDonald’s restaurant), and on the west of Village
View Drive (Route 71 to Muirfield Drive); b) the four general sections of the
shared-use path; c) combined lighting; d) pre-emption equipment; and e)
Engineering.
Administrator Olson reviewed the proposal and its potential costs. He noted this
would probably be the best opportunity for these items to be completed. Though
none of this is currently budgeted for, it could be five to ten years before this
project moves forward.
Alderman Teeling expressed her agreement with the proposal. Alderman Kot
stated that the proposal seems to be logical, however, it is difficult to project if
future funds will be available. Alderman Milschewski expressed concern about
the timing. Administrator Olson stated he could find out from IDOT a more
definitive timeline. The Committee agreed to forward the item to the City
Council.
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4. PW 2011 – 41 100 Bridge Street Plaza – Permanent Fire Hydrant Easement
The proposed permanent easement for the property at the northwest corner of
Route 47 and Hydraulic Avenue is needed for a fire hydrant proposed to construct
as part of IDOT’s Route 47 widening project. This area currently has no readily
available fire protection; the closest existing hydrant is on the northeast corner of
the intersection. Access requires crossing five lanes of a busy state highway. The
cost of construction the new fire hydrant would be borne by the City. Currently
the area for the proposed hydrant is vacant, but the property owner has indicated
that he may want to re-develop it at a later date. The City as agreed upon
language in the easement agreement that would require the City to vacate the
easement if required by the redevelopment plant. However, the City could require
the property to provide other fire protection for the area. Staff is recommending
approval and recording of the signed easement.
Alderman Kot wondered why this is just now being addressed and had not been
brought up earlier. Administrator Olson stated this came up as a result of the
Route 47 project. The Committee agreed to forward this to the Councils consent
agenda.
5. PW 2011 – 42 Safe Routes to School – Sidewalk Easements
The proposed easements would allow the City to replace existing deteriorated
sidewalks on Heustis Street. Alderman Milschewski asked if this was
comprehensive or if there are others to be negotiated. Administrator Olson stated
that this was just the first step and that there would be others. Alderman Kot
questioned the timeline and wondered if it would be changed. Additionally, this
is an area that is older where many people have landscaped in the ROW. He
would like to see a public hearing to inform the residents of the plan.
Administrator Olson reminded the Committee that although the City would be
responsible for the maintenance of these sidewalks, the grant as fee and enabled
the City to address many residents concerns about the safety of children walking
along certain narrow streets.
6. PW 2011 – 42 Emerald Ash Borer Update
During the week of June 6-10, staff inspected ash trees in Windett Ridge, Raintree
Village, Sunflower, Fox highlands, and Kylyn’s Ridge and found infestations in
all subdivisions ranging from moderate to very heavy. It is staffs opinion that all
of the ash trees in these subdivision need to be taken out as soon as residents can
be notified and surrounding landscape removed. Though there are some trees that
do not currently show infestation, it is probable that it will appear within the next
year or two. According to GIS, the total number of trees to be removed is
approximately 300.
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Staff is seeking guidance regarding the following questions. First, should we
“follow” the borer and only cut down trees in infected subdivision or should we
tag all ash trees and remove them as we can starting with the most affected areas.
Second, though contractor assistance will be required for many of the larger trees
and stumps, it may be beneficial to purchase a stump grinder to allow staff to take
care of the smaller stumps. The cost of a grinder would be between $5,000 and
$10,000. This is not budgeted. Third, currently $10,000 is budgeted for tree and
stump removal. Unfortunately, this is significantly less that what will be required
to remove the large trees. Finally, staff is proposing the removal of trees from the
newest subdivision, which are most heavily infected, and working towards the
older parts of town. This would allow for spending the least amount of money
while removing the greater number of trees.
Alderman Kot clarified that these trees are located on public property.
Administrator Olson confirmed the trees were located in the parkways and public
parks. Alderman Milschewski clarified the number of large trees versus saplings
that this would be affected.
The Committee agreed to table this item agenda so that a representative of the
Public Works department could be present to answer additional questions.
Old Business
1. PW 2011 – 25 Downtown Parking Lot States Update & Alternative Analysis
Staff has provided two concept drawings and cost estimates for parking lots
on parcels at 47 and Hydraulic, and Hydraulic and South Main. For either
parcel, staff feels that the cost of acquisition and construction of either lot
could be completed for less than the amount of the current remaining budget
for the old Jail parking lot. However, we have heard that there are a number
of interested parties in the lot at 47 and Hydraulic, so that lot may be off the
open market. Staff is seeking direction on the further pursuit of either location
as the location for the downtown parking. IDOT has been open to the idea of
discussing the location change of the lot, but is seeking a definitive location
and cost estimate for the acquisition of the land and construction of the lot
before they consider the idea further.
Alderman Teeling requested clarification regarding IDOT’s current financial
contributions and the City’s requirement to reimburse IDOT for incurred
costs. Administrator Olson has been in discussion with IDOT about possible
alternatives that may not require a pay back component. Alderman Kot asked
about a possible alternative behind the phone company building.
Administrator Olson stated that he would look into it and get back.
The Committee agreed to forward the matter to the City Council in order to
ensure that the project could be concluded by the end of the year.
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2. PW 2011 – 34 Water Ordinance – Turning on Water Service Prior to Full
Bill Payment
The current City ordinances require waters service to shut off after 45 days of
non-payment of a water bill. Once the water has been turned off, complete
payment of the delinquent bill is required. Further, landlords are responsible
for a delinquent utility bill. Renters are allowed to sign up for a utility
account, and if they move out without reconciling their bill, the landlord is
required to pay the bill before service is reinstated. Landlords have protection
from this situation through our policies; they can receive a copy of every
utility bill we send to the renter, or they can opt to pay the bill themselves and
roll the amount into the tenant’s rent. Most landlords have decided to pay the
bill themselves and roll the amount into the tenant’s rent. There is no
discretion for staff to waive the requirement that the bill be paid in full prior to
reinstatement of water service. This is done to prevent potential misuse of the
water turn-on process.
Alderman Teeling introduced this item due to a resident complaint; however,
the resident has not shown up at either last months or this months meeting.
Additionally, Alderman Teeling expressed her desire to see the Ordinance
remain as it currently is written. The Committee agreed. Alderman Kot
wondered about provisions where certain utilities cannot be shut-off for safety
reasons. However, this policy is not in place for water utilities. Administrator
Olson confirmed that water utilities are not subject to the State Law Typically,
if someone falls on hard times, they are referred to Kendall County social
services.
3. PW 2010 – 82 Illinois Prevailing Wages Discussion
Administrator Olson stated that he was unable to follow up on this matter.
Additional Business
The issue of contaminate removal at 802 South Bridge was introduced because at
the previous Council meeting, Alderman Gilson had questions regarding the
remediation letter. The contamination exists in the driveway; however, there is
not complete confirmation that it is not in the street. If it were, it would be five
feet below ground. During the Route 47 construction, the sanitary sewer, located
in the right-of-way, is going to be abandoned. The question becomes what is the
liability to the City of Yorkville. If the City were to have to excavate in the
Orange Street ROW, which is unlikely in the next six to nine months, IDOT states
that the dirt can be replaced and does not have to be hauled away. This item has
been tabled three times for additional information.
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Alderman Kot noted that the terms contamination area versus actual
contamination are confusing. It was explained that the boring sample identifies
the actual contamination; however, they extrapolate the meaning to include the
surrounding area. The only place for certain there is contamination is where the
boring sample was taken. It was also suggested that a request be made to the
Mayor to place this item back on the City Council agenda.
Alderman Milschewski brought to the attention of the Committee a picture she
received from a resident of a large hole at the River Front. She stated she would
forward the email and the pictures to Administrator Olson.
Alderman Kot asked about the deter signs for River Road. Administrator Olson
stated they were supposed to be up on Friday and Alderman Milschewski
confirmed. However, they are not very big. Administrator Olson stated he would
look into the signs. Additionally, Alderman Kot informed the Committee that he
had spoken with staff about an area under the Route 47 bridge, in the river, where
there is exposed rebar. He would like to see warning signs for this area. Finally,
Alderman Kot asked if there is a survey of City streets identifying road
deterioration and which streets need work the most. Administrator Olson stated
that it had not been done yet but will be. Alderman Kot would like to see this first
step completed so that we can move forward if money became available.
There be no further business, the Committee adjourned at 7:42.
Minutes Respectfully Submitted by:
Kristia RM Leyendecker
Minute Taker
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