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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 1 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, 2 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. 3 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. 4 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. 5 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. 6 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 7