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Public Works Minutes 2011 09-20-11 APPROVED W/ CORRECTIONS 10/18/11 UNITED CITY OF YORKVILLE 800 Game Farm Road Yorkville, IL 60560 PUBLIC WORKS COMMITTEE MEETING City Hall, Conference Room Tuesday, September 20, 2011 at 6:00 p.m. COMMITTEE MEMBERS PRESENT: Alderman George Gilson Alderman Diane Teeling Alderman Jackie Milschewski Alderman Larry Kot OTHER CITY OFFICALS PRESENT Eric Dhuse – Public Works Director Brad Sanderson – EEI Members of the Public: Todd Vandermyde The meeting was called to order at 6:00 p.m. Citizen Comments: Mr. Todd Vandermyde spoke to the Committee about the problems he has had trying to put in a pool and put up a shed. He stated that the applications for permits do not explain well what is needed. He stated that on the permit for the shed it does not explain to your how many feet things need to be place etc. Mr. Vandermyde stated that he has a space constraint problem and after two years of going back and forth, finally, he was told if it is drywall inside then the setback is not an issue. Mr. Vandermyde stated it would make sense that these things would be on the application. Mr. Vandermyde said that most of this information is not included in the kit or permits. Chair Gilson stated that the city has hired someone who is very knowledgeable in codes. Mr. Vandermyde stated that the new person is great. Again, Mr. Vandermyde stated that this information is not in the permits. Mr. Vandermyde stated that a lot of time is wasted by having to get these questions answered along the way. The Committee was in agreement on this topic. The Committee agreed that these things need to be 1 looked at and revisited. Minutes for Correction/Approval: The minutes for the August 16, 2011 meeting were unanimously approved. New Business: 1. PW 2011-57 Weed Violations, Minimum Fees and Prepay – Director Dhuse stated that grouping the weed violations together and going through one committee instead of having them in several places will work better. The Administration will handle the minimum fines and it will stay all together. Chair Gilson asked if this was talked about. Director Dhuse said it was talked about at a staff level coming from certain dollars a day for base mowing charge. Alderman Kot asked what the issue was with going through different committees. Director Dhuse stated that mowing would have to come to us, then curfew could have been somewhere else because it is more than just property maintenance. Alderman Teeling asked if there is a minimum fee on weeds. Director Dhuse stated there is not a minimum fee. It was decided all violations will be through Administration. 2. 2011-58 Traffic Control Signs on Van Emmon and Heustis and Mill Street – Director Dhuse stated that he did get an e-mail from a concerned resident who lives at Van Emmon and Mill and stated that she and her son have almost been hit there and there was an accident there on Sunday. Brad Sanderson from EEI stated that there is a history at that intersection and some recent history. Mr. Sanderson stated that they used Manual Uniform Traffic Control Devices (MUTCD) and evaluated those two intersections and there are a number of issues with both intersections. Mr. Sanderson stated that there are YIELD signs now at Mill Street and he stated that it would make sense to put a STOP sign there. Mr. Sanderson stated there is a fairly significant sight distance issue when you head north bound and a wall and you need to creep out pretty far to see traffic. Mr. Sanderson stated that Heustis has a history of bus traffic and Van Emmon is the more heavily traveled street. Mr. Sanderson stated that there is probably some general confusion because there is a YIELD on one street and a through street on another. Mr. Sanderson stated that for example, if you take the STOP signs off of Van Emmon that would not work unless you take away the sight distance issues. Chair Gilson asked if the volume is more than 2,000 cars per day. Mr. Sanderson said they did not have time to evaluate that. Director Dhuse stated that with the accident history it does not need to be done. Director Dhuse said that there were six accidents on Heustis in the last five years and 11 on Mill Street in the last five years. Mr. Sanderson stated a total of 30 accidents since 1991. Alderman Teeling stated that this is a dangerous intersection all together and because of the hill, people have a hard time stopping in the winter time. Alderman Milschewski stated that she lives on Heustis and she pulled the minutes from 2009 when this was discussed and several of the residents came and voiced their concerns. Alderman Milschewski stated that she talked to Septran and they stated to leave it the way it is or they would support a four way. Chair Gilson asked if it would be better with a four way so if they slide, the traffic is stopped. Alderman Milschewski stated that she does support a STOP sign and not a YIELD sign because it doesn't work given the fact you cannot see because it is overgrown. Director Dhuse stated that this change will be for those that are not as familiar with this intersection. Mr. Sanderson stated that a four way STOP is the 2 recommendation. Chair Gilson asked if there is support from Committee of putting a four way STOP and see how it goes. Alderman Milschewski stated that the properties need to be cleaned up. Chair Gilson stated that is in process and should be taken care of soon. Chair Gilson stated the inspector has been down there. Alderman Kot stated that these two intersections have had the most discussion in this town. Alderman Kot stated that he believes that we should leave Heustis alone. Alderman Kot asked about speed bumps or other options. Director Dhuse stated that would not work in this particular situation. Alderman Kot stated that he is for a STOP sign at Mill Street. Alderman Milschewski agreed. Director Dhuse stated that this is based on the accident history from reports from the people who live there. Alderman Teeling stated that this is the second time since she has been on council this issue has come up and she asked if we don't do anything, is the city liable. Director Dhuse stated the city is not liable. The Committee agreed to a STOP sign at the intersection of Mill Street and Van Emmon and to leave the Heustis and Van Emmon intersection alone. Chair Gilson stated that this will go to council for approval. 3. PW 2011-59 Windett Ridge Outfall Restrictor Plate Size Study – Brad Sanderson, EEI stated that they were asked to take another look at the detention basin and down stream property issue. There were previous e-mails on this topic and they were asked to take a look at it again. Mr. Cooper had some ongoing issues with his property and some blowouts with field tile. Mr. Sanderson stated that at the time there was a recommendation to adjust the restrictor plate and take advantage of some additional storage in the detention facility in the south part of Windett Ridge. Mr. Sanderson stated that it is possible to take advantage of that and have water in the retention base for a longer period of time. Mr. Sanderson stated that is you add the restrictor plate, you will still have the nuisance flows because it is being released at a slower rate. Mr. Sanderson stated there were comments about tying some of the discharge into a field tile, which is done. Mr. Sanderson stated there are concerns with that because typically field tiles can't handle the amount of storm water. You have to reduce that, so that there is not an over burden on the existing tile. Mr. Sanderson stated that there would need to be modifications. He stated that the condition of the tiles needs to be checked so that it is not problematic. Mr. Sanderson stated that there is always future maintenance and the issue will be who will pay for modifications and things like that. Mr. Sanderson stated that we need to meet with the property owner and discuss how it is to be paid for etc. Chair Gilson stated that he put this on the items because this is a hot topic among the residents there. Chair Gilson stated that the HOA has taken over from the developer. Chair Gilson stated that they have never received a solid answer as to who is responsible for this restrictor plate. Chair Gilson stated that from what Joe said, it is the opposite opinion of what you are saying now, which is that is should be left alone. It was stated that there was not a change in flow. Mr. Sanderson stated that he was asked to review Joe's memo and we just pointed out concerns that you may have. Director Dhuse stated that there is a big determination if the tile is in good shape or not. Chair Gilson stated that he doesn't feel we should get involved in that. Mr. Sanderson said that there is no doubt that the peak flows have been cut in half. Mr. Sanderson agreed the typical problem with detention basins is there is more volume so more water is created and they are released at a longer time period and you have nuisance flows on neighboring properties. Mr. Sanderson stated the plans, at the time they were 3 approved, were installed appropriately. Chair Gilson stated that is a wet area and this is getting us involved in property that we shouldn't be involved with. Chair Gilson stated that his opinion, despite Mr. Cooper's concern, is that we should not do anything with this. Mr. Sanderson stated that it is functioning properly. Mr. Sanderson stated that if the plate is adjusted, there will be more maintenance issues. The Committee decided to leave this issue alone. Old Business: 1. PW 2011-52 Yield Signs – Sunnydell Lane and Greenfield Turn – Brad Sanderson, EEI, stated that at the last committee meeting there was a lot of discussion on this topic and it was decided to go and take a look at the sight distance and the MUTCD standards. Mr. Sanderson stated that the traffic volume is much less than 2,000 cars per day. Mr. Sanderson stated there is not an accident history at this intersection. Mr. Sanderson stated that typically YIELD signs are not used to signify pedestrians. Mr. Sanderson stated that for pedestrian crossings there is usually a painted crosswalk and then there is a maintenance issue. He stated there is missing sidewalk on one side too. The Committee stated that other places within that subdivision they have playground ahead signs. Director Dhuse stated that is because this road does not directly connect to the park. Mr. Sanderson said the sight distance issue is because this road does not directly connect to the park. Mr. Sanderson said the sight distance issue is the main potential issue on Greenfield north bound and south bound. North bound the stopping sight distance is 140 feet and it is clear visibility. Mr. Sanderson agreed that is not an issue and it is the same heading north bound. He stated that the stopping sight distance seems more than adequate. Mr. Sanderson stated that he didn't see anything that would inhibit seeing that would be an issue. Chair Gilson stated that the residents think this is a problem and he feels that something needs to be done. Chair Gilson said if the residents are concerned, he feels they are a better judge of this situation. Director Dhuse stated at the same time, we just turned one request down that had six accidents in the last five years. Director Dhuse stated that he thinks this is a feel good issue and it will open Pandora's Box because everyone that hears about this will want something at their street. Director Dhuse stated this is a very lightly traveled road. Director Dhuse stated that if we put signs everywhere, it becomes sign pollution. Chair Gilson stated that he believes this is our duty to look at how they feel and do whatever we can do as their representatives. Alderman Milschewski stated there are not even sidewalks on all sides of the intersection. Mr. Sanderson stated that YIELD signs are not appropriate here. He stated that a crosswalk sign is more appropriate. Mr. Sanderson stated that signage is not necessary at all. Chair Gilson stated that he doesn't see the harm in putting a sign here and said that we can take each case as they come. Alderman Teeling stated that we have turned down other requests. Alderman Kot stated that he sees where Chair Gilson is coming from. Director Dhuse stated that we cannot afford to put signs everywhere at a $100.00 per sign and every 12 years replacing them. Mr. Sanderson stated there would be two signs one northbound and one southbound on Greenfield Turn. Alderman Kot stated that residents voiced their opinion and think this is a problem. Alderman Kot stated that we have to look at each situation on an individual basis. Director Dhuse stated that the W15-1 sign would be the best option. Chair Gilson said that he believes this is warranted because there are many residents that have concerns. Alderman Milschewski stated that she doesn't see a need for signs there, but she understands where Chair Gilson is coming from. Alderman Kot stated that he is in favor of the signs. Chair Gilson stated that we will address other 4 concerns as they come in the future. Alderman Kot asked if we have talked to the Police Department about enforcement in the area. Alderman Teeling asked if we every put a speed trailer out there. Director Dhuse stated they did talk to the Police Department. Alderman Teeling stated that she thinks a detail would be a good thing to do. The Committee agreed to put up the W15-1 sign up without painting a crosswalk. 2. PW 2011-56 Pavement Management Study – Brad Sanderson, EEI, stated at the last committee meeting they presented on overall power point and were asked to put a proposal together. He stated that they teamed up with IMS that drives the roads in a van and by laser technology take readings of the roads in the city. Mr. Sanderson said then they would take that information and create a five year program for the city and make presentations to the committee and city council. Alderman Milschewski stated the cost at $103,000. Mr. Sanderson stated that is the cost of both companies services IMS costs are around $78,000. Director Dhuse stated that the traffic sign data gathering is in there to see if you want to add this to the bid or not, it is part of the $103,000. Director Dhuse stated that is something he asked for because we do not have the technology to do it and it has to be done. Alderman Teeling asked the cost for that and it was stated as $24,000. Alderman Teeling stated that she believes that is the only one we should do. Alderman Milschewski asked where the funds are coming from. Chair Gilson stated that we don't have the funds and we have talked about coordinating this with sewer repair and we are jumping the gun here. Alderman Kot stated that everyone wants their roads fixed. Chair Gilson stated that he feels that we are moving in the right direction and he stated that we know what roads are in the most need. The Committee discussed the sewers and the need to repair those. Director Dhuse stated that is a very small area that need repaired and it will be expensive, but not the whole town. Alderman Teeling stated that the YBSD survey was a lot of money. Chair Gilson stated that we have been putting off the sewers too. Chair Gilson asked why pay $103,000 now for something that we don't have the money to act upon. Alderman Kot stated that it is a great idea and it is something that we keep in mind if there is extra money in budget at the end of the year.. Alderman Kot stated that he feels that it is very important to fix the streets. Chair Gilson agreed. Alderman Milschewski stated that she feels that it is important to have something to build off of to keep this going. Alderman Milschewski stated that when she campaigned that is what the biggest complaint was the condition of the roads. Alderman Kot asked if we are to do this, how much work is it to keep it updated until we get the funding. Mr. Sanderson stated it is usually about every three to four years to update it, it is not ideal, but to be conservative with funds, there are multiple options. Chair Gilson asked if there are any additional costs on top of the $103,000. Mr. Sanderson said all fees are included in that figure. Alderman Milschewski stated that she would like Administrator Olson to let them know if there will be any available funding. Chair Gilson stated that it is a matter of priority. Alderman Milschewski stated that something has to be done and it cannot be forgotten the roads are falling apart. Director Dhuse stated that the committee all like this idea, but for budgetary reasons don't feel the timing is right. Alderman Teeling stated that if we do come up with money right now, we should use the money to fix roads instead of paying for the planning survey. Alderman Milschewski stated that if this was proposed to the residents they would be for it. Chair Gilson said true, until we tell them there is no funding. Alderman Kot stated that we have never had a good maintenance program in place, which is needed. Alderman Kot stated that we have to plan for this and it needs to happen. There was discussion about the roads needing to be fixed, but do we spend $103,000. Director Dhuse stated that prioritizing which roads to fix first would be taken care 5 of by this study and take the human element out of it. Mr. Sanderson stated that this is a management program, which is managing your assets and it is not just about what streets need repair. Mr. Sanderson stated that it will extend the life of pavements beyond the 15 years typically by crack sealing to get 20- 25 years out of it. Mr. Sanderson stated that it is more than just identifying bad roads, it is trying to extend the life on the streets to avoid reconstructing the roads. Alderman Teeling stated that she understands, but how much does that cost. Mr. Sanderson said the crack sealing is relatively cheap. Alderman Teeling stated then why don't we inspect some of the roads and use the money to do that kind of maintenance. Director Dhuse stated that so many roads are past crack sealing and he stated that is where this management program comes in. Chair Gilson stated that no one disagrees there is value to this program. Chair Gilson suggested that we bring this back next month with Bart Olson in attendance. The Committee was in agreement. 3. PW 2011-47 Flooding Issues in Sunflower Estates – Update – Alderman Teeling asked if this was the topic that needed a storm sewer and if this was the cost of doing it ourselves. Director Dhuse stated that he wanted to show that goes into the cost per foot and it is a cost most people don't see. Director Dhuse said to keep in mind that we have to add this into that. It will be close to the $100,000 cost. Director Dhuse stated that doesn't include the tree or concrete removal. Director Dhuse stated that when he gets the costs for the pipe he can bring it back to the committee. Director Dhuse said that his crew is capable to install this, but it will take the crew a couple weeks and the other projects will not be done during that time. Chair Gilson stated that people are getting flooded and residents are upset and we need to justify if we don't have the funds. Committee agreed to bring this back again in October. 4. PW 2011-48 Road Maintenance on Tommy Hughes Way Saravanos Dr. - Update - Director Dhuse stated that the road work is complete. Alderman Kot stated that it looked really good. Chair Gilson stated that we asked staff to talk to Shell and Tommy Hughes since it is a private agreement, when they are going to repair that road, if they let trucks park there, and when that will be done. Chair Gilson would like to have an answer on that question. 5. PW 2011-31 Kendall Marketplace Development/Infrastructure – Update – Mr. Sanderson, EEI, stated that they received bids. Mr. Sanderson stated that they recommend awarding the bid to Wilkinson for the amount of $87,041.50. Alderman Kot asked why they are so much less than other bids. Mr. Sanderson stated that he is not sure, but he has never had any issue in the past with Wilkinson they have a good history to work with. The Committee agreed to give bid to Wilkinson. 6. PW 2011-52 Windett Ridge Mowing Update – Chair Gilson stated that he asked for this item to be added. The HOA wants to know when we are going to act on this. Chair Gilson stated that Bart Olson stated in an e-mail that October 3, 2011 is the compliance date it will be 30 days from that, but Chair Gilson wants to make sure that this is the right information. Additional Business: Alderman Teeling asked about a road in the Colonies in East Millbrook Circle. She stated that she believed that we decided against the entire thing. Director Dhuse stated the signs were put up there. Alderman Teeling stated that was a mistake from a miscommunication. Chair Gilson stated that he believes that she is correct. Director Dhuse stated he will check into it. Alderman Kot said that Comed has had some outages. Alderman Kot stated that he brought this to Bart 6 Olson's attention and he contacted Comed. Alderman Kot sent an e-mail to Comed to find out the issue. Director Dhuse stated that we have been talking to Comed for three years and had a claim with them at the Rec Center. Alderman Milschewski stated that Bart Olson was working on it and he stated that Comed stated their system doesn't have a digital capability to tell us where the problem is. Comed stated that it can be a tedious problem to figure out and stated that is why a smart grid would be a good thing. Alderman Milschewski stated that whenever there are power outages, people need to call them every time and report it as an outage and then it is easier to pinpoint the problem. Alderman Kot asked about the Route 47 crosswalk. Director Dhuse updated that Matt talked to IDOT and gave them the proposal of the signs, walk arrows and drawings. IDOT is talking about what they want to do. Alderman Kot asked if he has any idea when he will receive an answer. Director Dhuse said no. Alderman Kot said we went from having signs up every day to nothing up at all. Alderman Kot stated that even the stripes can't be seen in a lot of places and kids stand and wait trying to cross coming home from school. Alderman Kot asked about at least re-striping the road. Chair Gilson asked about doing something temporarily. Director Dhuse stated that can't be done because we have to get permission from the state. Alderman Kot stated that even if we went with what the new proposal there would be one at Hydraulic and one at Main it would be a good thing. Alderman Kot stated that he believes that this needs to be a priority. Alderman Milschewski asked about the roads in the old Countryside. Director Dhuse stated that is private so we cannot do anything. Chair Gilson stated that if there is anything the Committee wants to add to the agenda for the meetings, please call and let him know and he will add it. There being no further business, the Committee adjourned at 8:07 p.m. Minutes Respectfully Submitted by: Lisa Godwin Minute Taker 7