Public Works Minutes 2011 07-19-11
APPROVED W/ CORRECTIONS
8/16/11
UNITED CITY OF YORKVILLE
800 Game Farm Road
Yorkville, IL 60560
PUBLIC WORKS COMMITTEE MEETING
City Hall, Conference Room
Tuesday, July 19, 2011 – 6:00 P.M.
COMMITTEE MEMBERS PRESENT
:
Alderman George Gilson
Alderman Jackie Milschewski
Alderman Larry Kot
OTHERS CITY OFFICIALS PRESENT
Bart Olson – City Administrator
Eric Dhuse – Public Works Director
Members of the Public Present:
Citizen Comments:
There were no citizen comments.
This meeting was called to order at 6:04pm. The minutes for the June 21, 2011, meetings
were unanimously approved as amended.
New Business:
1. PW 2011 – 45 Discussion on Future Budgeting for Algaeside in Ponds
throughout Yorkville
In the City of Yorkville, there are about 160 wet and dry bottom storm
water management basins, 17 of which are owned and maintained by the
City. Of those 17, three are maintained using funds from an SSA
(Sunflower Estates). Storm water management basins have to remain in the
condition they were designed unless the change would be to improve the
basin to include best management practices, such as naturalization. The
Standard Specifications for Improvements include using Best Management
Practices for storm water basin design. Ordinance #2009-78, Providing for
the regulation of Post-Construction Implementation of Best Management
Practices, established standards for design, construction and maintenance of
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storm water best management practices. Our Storm water Management
Protection Plan also speaks to this requirement. The following examples
illustrate the treatments and costs for different types of basins.
Each basin is unique and designed to meet a certain storm water capacity
and flow, and is typically naturalized or has a mowed turf grass perimeter.
1)Sunflower SSA – to maintain three basins, $800 per application @ 3-4
applications per year ($2,400 - $3,200 annually; or $800 - $1,600 per
basin annually);
2)The City stopped applying chemical treatments to our basins due to the
budgetary constraints. An estimate for the Grennbrier pond would
minimally cost $1,280 per year to treat with chemicals.
3)A naturalized basin, if not routinely maintained, can increase in cost to
bring it back to an acceptable standard. Windett Ridge’s basin was
estimated at $15,530 of maintenance work in 2010. This would not
continue to be an annual cost.
4)Raintree Village is a great example of a subdivision HOW managing
their own naturalized basins. They received estimates and selected a
contractor to maintain 3 basins every 3 years (they have 9 total). The
HOW is spending $1,900 to maintain a single basin every 3 years, or
4633 annually per basin.
The Committee discussed how the types of plantings and whether or not the
ponds are wet are dry determines the need for treatment as well as the
severity of the algae. It was noted that even though one pond is treated
regularly it still has an algae problem. Additionally, is discussing Windett
Ridge, it was noted that the developer was responsible for maintaining this
basin, but went bankrupt, and then re-purchased the property under a
different company name. Further, Alderman Gilson requested updated
information on the cost to bring this basin up to standard, as the quote
provided was a year old. It was noted that there is no money budgeted for
treating or maintaining these basins.
City Administrator Olson suggested that a potential solution would be a
comprehensive citizen survey in order to determine if this is a priority of
the community. Alderman Gilson stated that a survey was a great idea and
suggested tabling this matter to Old Business.
2. PW 2011 – 46 Discussion and Update on the Drainage Ditch near
Adrian and Blaine Streets
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Staff has provided cost estimates to install a concrete spillway between the
two pipes at the intersection of Blaine and Adrian Street. The total
proposed estimate for the project is $1,165.60, $550 of which is for
materials (gravel base, concrete and landscaping), the remaining for
employee labor.
City Administrator Olson noted there were available funds from the
Stormwater Account for the materials for the project. However, he also
noted that the proposal does not coincide with Engineering Principals but it
would not hurt to be completed. The Committee agreed to have staff
complete the project.
3. PW 2011 – 47 Discussion and Update on the Flooding Issues in
Sunflower Estates
Staff provided a review of the project to date, including a summary of work
completed, a summary of general storm water management design
standards, summary of off-site and on-site drainage review, and the
proposed next steps for the project.
The Committee agreed to have staff continue to gather information and
move forward.
At this time, the Committee agreed to discuss Item #8 next.
8. PW 2011 – 52 Windeltt Ridge Recapture Payment and Mowing Proposal
The Committee discussed the fact that the developer was trying to negotiate
with the City to provide mowing services as a means of decreasing the
amount the recapture payment owed to the developer. The total amount of
the recapture is $114,000. This item has not been forecasted for future
budgets as the City will be negotiating which parcels to which this
agreement applies. Another issue has to do with original owner and
successor owners(s).
City Administrator Olson noted that the successor developer is responsible
for the maintenance of these lots and has been notified that they are not
compliant. The issue is that the developer has no money, they are unable to
pay to have the lots mowed, and they are trying to get the City to do it, by
reducing the amount of the recapture. Unfortunately, there is a process that
needs to play out and it could be sometime before the City would have the
authority to mow the properties. Additionally, the City would then have the
financial burden, even though the developer would have been fined.
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Present at the meeting, were members of the Windett Ridge Homeowner’s
Association as well as other residents of the neighborhood. They expressed
disappointment that the properties could not be mowed right away,
however, also agreed that the process needed to move forward and the City
ticket the property owners.
At this time, the Committee returned to the original agenda.
4. PW 2011 – 48 Discussion and Update on Road Maintenance on Tommy
Hughes Way and Saravanos Drive
In October 2010, the Building Department sent violation notices to Sam
Saravanos of Saravanos Propoerties, LLS (Stagecoach Crossing) and Mike
Hughes regarding the potholes and deterioration of the pavement on
Saravanos Drive and TommyHughes Way. In early November 2010, the
Engineering Department was informed, and visually confirmed, that
patching work had been done.
Since that time, Building Department staff has been in contact with the
property owners as recently as May 2011 and learned that the Stagecoach
Crossing development has been turned over to First Midwest Bank. We
also were informed by Mr. Hughes, that he has an agreement with the
Circle K Shell station management which allows Circle K to use the paved
area behind their facility (Tommy Hughes Way) as long as they maintain
and make need repairs to the road. Staff has identified single as well as
multiple potholes on the property and additionally, has provided to the
current property owners with a violation notice regarding the condition of
the roads. Specifically, Section 302.3 Sidewalk and Driveways, which
states that “all sidewalks, walkways, stairs, driveways, parking spaces and
similar areas shall be kept in a proper state of repair and maintained free
from hazardous conditions”. However, due to the general nature of the
term “hazardous condition” this code provision may be difficult or
problematic to prove if challenged.
City Administrator Olson noted it was the City’s understanding that the
Saravanos property is in receivership and any improvements to the property
would have to be approved by the court. It could be 30 to 45 days before
any paving could be completed because nothing can be done until the bank
takes the property over. Staff did note that the Line of Credit has been
extended but there are still open items on the punchlist. Concerning the
Hughes property, it is still owned by Hughes and they have been sent a
letter telling them have 30 days to comply. As this is a private road, the
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City is not responsible for the potholes or any damage they may cause to
vehicles.
5. PW 2011 – 49 Yield Signs at the Intersection of Dolph and State Streets
Staff has investigated the possible installation of yield signs at the
intersection of Dolph and State and found:
1.there currently is no signage control at the intersection;
2.the intersections to the north at Orange/State and Washington/State
do currently have yield signs; these intersections do have sight
distance issues due to trees nearby the intersections;
3.The intersection at Dolph and State is much more “open” than the
two intersections to the north;
4.The governing entity on traffic control signage is the Manual on
Uniform Traffic Control Devices (MUTCD).
Staff review of this document determined that this intersection would
appear to be border line for the need of yield signs.
Alderman Gilson stated he asked for this item to be brought in front of the
Public Works Committee due to resident complaints. The Committee
agreed that though the road does not directly connect to Route 47, as the
other intersections due, it would be consistent to install yield signs. This
matter will be forwarded to the consent agenda.
6. PW 2011 – 50 Bid Results for 2011 MFT Miscellaneous Bituminous
Patching
Bids were received, opened and tabulated for miscellaneous bituminous
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patching at 10am July 7. Representatives of IDOT, the contractors
bidding the project and our firm were in attendance. Two qualified
contractors submitted acceptable proposals for completing the work. A
tabulation of the two bids and the engineer’s estimate is provided to the
Committee. Staff recommends the acceptance of the bid and approval of
award be made to the low bidder, Aurora Blacktop Inc., in the amount of
$44, 273.90, which is approximately 11.2% under the Engineer’s Estimate
of $49,870.00.
The Committee suggested staff look at other areas that could be patched in
order utilize the available funding. It was noted that a change order would
enable additional patching. The Committee recommended moving forward
to the Consent agenda.
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7. PW 2011 – 51 Water Department Reports for May and June 2011
The Committee accepted the reports and agreed to have them forwarded to
the Consent Agenda.
Old Business
1. PW 2011 – 32 Saravanos LOC Call Update
This item will be removed from Old Business.
2. PW 2011 – 31 Kendall Marketplace Development/Infrastructure
Update
As requested, staff has investigated the status of the infrastructure on the
commercial portion of the development. It is our understanding that the
City is interested in knowing what it would take to “stabilize” the site.
From the initial review of past correspondence, it would appear that the
commercial punchlist is generally consistent with our findings. Upon
review of the unfinished areas, we observed the undermining of some of
the curb, areas of pavement stresses near future entrances and curb in
disrepair.
In addition to the site itself, it is staffs understanding that progress is
being made on the proposed intersection improvements at Cannonball
and Route 47. The improvement plans have been submitted to IDOT
for final approval and the City is working on the land acquisition
portion of the project. It is the City’s understanding that this work is
intended to be completed this fall.
Staff stated they would provide a timeline at the next meeting.
3. PW 2011 – 43 Emerald Ash Borer Update
Staff met with representatives of Arbor Jet, which is a company that
makes a chemical to treat ash trees to make them resistant to the
Emerald Ash Borer. Even if the borer is present in the tree, this product
will not only drive them out, but will keep them out for 2 years with
over a 90% effective rate. Utilizing data provided last month of the
possible removal of 123 ash trees, if those same trees were treated at a
cost of $75.00 per tree it would cost approximately $9,225 per year for
chemical treatment. This does not include the cost of $1,200.00 for the
injection kit nor does in include our time. This cost is substantially less
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than the estimated cost of removal with the added bonus of keeping the
trees.
Additionally, to treat and save these trees for 5-10 years, which would
be 2-5 treatments at a cost of approximately $18,450 - $46,125.00, the
borer will more than likely have moved out of this area due to a lack ash
trees to consume.
The Committee discussed the fact that no money has been budgeted for
this project however, there is $10,000 for tree removal, of which, $2,000
will be used to clean up from the last storm. The Committee agreed that
this need to be done; however, recommendations for finding the money
were needed. Alderman Kot stated the importance of letting the
community know what was going on and why the City was removing
these trees. Director Dhuse agreed and noted the importance of citizens
treating or removing their own trees.
4. PW 2010 – 82 Illinois Prevailing Wages Discussion
This item was tabled to the next meeting.
Additional Business
Alderman Kot informed Director Dhuse of the destruction of a 47/34 sign in front of the
Shell that had been hit. Director Dhuse stated that IDOT had been notified as had the
sign shop. Alderman Kot then asked who should be notified after hours of debris in the
road. Director Dhuse stated if the State did respond to debris in a state road, then he
should be contacted directly.
There be no further business, the Committee adjourned at 8:02.
Minutes Respectfully Submitted by:
Kristia RM Leyendecker
Minute Taker
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