Public Works Minutes 2010 02-16-10
APPROVED 4/20/10
UNITED CITY OF YORKVILLE
800 Game Farm Road
Yorkville, IL 60560
PUBLIC WORKS COMMITTEE MEETING
City Hall, Conference Room
Tuesday, February 16, 2010 – 6:00 P.M.
PRESENT:
Chairman Joe Plocher Valerie Burd - Mayor
Joe Wywrot (City Engineer) Bart Olson – City of Yorkville
Marty Munns – Alderman Diane Teeling - Alderman
Dan Kramer – Inland Atty. Matt Fiascone - Inland
PRESENTATIONS: NONE
The meeting was called to order @ 6:00 p.m. by Chairman Joe Plocher
MINUTES FOR CORRECTION/APPROVAL:
The minutes for January 19, 2010 were
approved after a few minor corrections submitted by Alderman Gilson.
Items Recommended for Consent Agenda:
1.PW 2010-11 Kendall Marketplace – Earthwork Letter of Credit Expiration
Mayor Burd asked if will affect our negotiations with them. Bart Olson said it will
not. This is standard procedure.
2.PW 2010-12 Saravanos Development – Sitework Letter of Credit Expiration
All items will move forward to Consent Agenda.
NEW BUSINESS:
1.PW 2010-13 2010 Parkway Tree Program - Informational
Joe Wywrot gave an update on the Parkway Tree Program that is being planned for
2010. There is no out of pocket funds that will be used for this program. The resident
buys the tree and the city share is the labor of installing it and watering it.
2.PW 2010-14 Windett Ridge – Com Ed Easements
Joe Wywrot said we finally have it worked out where the legal description is correct
and he is recommending approval. Chairperson Plocher asked for any objections.
There were no objections. This item will move to consent.
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3.PW 2010-15 Game Farm Rd. / Somonauk St. (Appraiser Services) Supplemental
MFT Appropriations Resolution
Joe Wywrot said the previous resolution we only appropriated 50% of the money. We
will get this money back. We have to pay the vendor in order to get this money back.
This is why we need the second appropriation. This Item will move forward to
consent agenda.
4.PW 2010-16 MFT Appropriation for General Maintenance for FY 2010-2011
Joe Wywrot said this is Eric Dhuse’s item. Eric uses these funds for Salt, Signage,
etc. etc. This item will move to consent agenda.
5.PW 2010-17 Ordinance Adopting Stormwater Management Program Plan
Joe Wyrot presented the Stormwater Management Plan. It is required that we have
this plan. We actually have a 3 page plan that EI put together for us about 7 years ago.
EPA said that plan was inadequate. Joe extracted most of this from a template plan
that the Lake County Stormwater Commission prepared. It is approximately 27 pages.
EPA has reviewed it and asked that we define specific measureable goals. Joe came
up with several measureable goals. Joe is recommending this plan be adopted.
Mayor Burd mentioned we may want to take off quarterly in front of city news letter.
Joe will remove it.
Chairperson Plocher asked if Joe can come up with a brief presentation of this packet.
Bart said that is fine and make it about 10 minutes.
Mayor Burd asked if the county is doing something like this too. Do we have any
kind of plan to interact with the county stormwater management? Joe said they are
coming up with the ordinance addressing flooding type issues. They will also have to
come up with their own stormwater management plan. Mayor Burd wouldn’t it be
nice to put it in the plan. Just mention that we are working with them. Joe said we can
put it in the plan, just not as a goal. Joe said there is an adopting ordinance that goes
st
with this. He sent it on to Kathy Orr. This will go on for 1 reading as well as a short
presentation.
OLD BUSINESS:
1.PW 2010-08 Game Farm Rd / Somonauk St. Project – Status & Funding
Discussion
Bart Olson said this is our discussion on how we are going to fund this project.
Alderman Munns said we need to get this done. This road has been messed up for
years. Bart Olson said if we are going to do it, we will need to do it next year 2011 or
wait until 2014. The plan for Rt. 47 is 2012 & 2013 tentatively. He mentioned that
you probably don’t want to be doing both constructions at the same time.
Alderman Teeling said we wouldn’t have a road left. Bart said we would have to do
interim improvements and that could be $50K. Bart presented a debt service schedule
with different dollar amounts. All along we thought Rt. 47 is a mandatory project. If
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we combine the two, we’re looking at $525K per year that we would have to identify.
If we are going to do that, we are looking at first year’s payment in next year’s
budget. If you’re telling me that Game Farm is high enough priority that we think we
should that, and then the conversation immediately occurs in March on when it
should get done.
Alderman Munns says one of the main functions of the city is to have functioning
roads for people to drive on over a lot of other stuff.
Bart said there are other capital projects that you may want to weigh against; public
buildings, other roads or acquisition of land. We do have $2.5 Million from the
Federal & State Government. This money will still be there in a few years.
Alderman Teeling what is the Debt Service Schedule. Bart said it is your loan
repayment schedule.
Alderman Munns said he is in favor of doing this in 2011. Alderman Teeling asked
about what the road would look like in 2014. Joe said we would have to do some
patching. Joe said there is one scenario about the delay. If IDOT builds Rt. 47 first,
they could incur the costs of the new traffic signal at Rt. 47 and Somonauk Rd. After
more discussion, this will come back next month for further discussion.
2.PW 2010-09 Sunflower Estates – Remaining Punchlist Work
Joe Wywrot said the city went out and re-checked the major storm overflow path;
item # 15 on the punchlist. One of the two locations has been re-graded the other has
not, but upon reconsideration it is ok to take this off the list, because there is a
secondary overflow path that would kick in. The water in the street won’t pond any
deeper. Joe did not get in touch with the residents because he felt that this was a good
alternative. The other items on the punchlist he recommends they remain.
Matt Fiascone of Inland talked about the remaining items. Item #15 which is
recommended for removal. He stated the rest fall into 3 categories. The largest group
of items; Inland has no issues with. The other 2 categories comprise 5 of the 14
remaining items. Item #10 broken sidewalk & # 12 Driveway Apron; which he
believes are builder responsibility. The other 3 items we think that are new and
should’ve been the owner’s or the City’s responsibility. These items are # 9 & # 11
which are Backfill of Public Sidewalks and # 14 Dead Parkway Tree, which has been
replaced at least once. Matt said he is looking for the committee and ultimately the
council to allow us to NOT do these 5 items. Matt would also like to discuss the
ultimate requirement for a maintenance bond given the time that has elapsed since
these improvements were all done.
Joe Wywrot in respect to the 6 items that Matt discussed, some of them are more
recent, but they exist. Regarding item # 12; the driveway apron was damaged during
curb repairs prior to surface course paving. Joe said this is not a builder item and he
doesn’t know if it’s relevant that whether it’s a builder item or not a builder item.
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Alderman Teeling asked what Backfill Public Sidewalk means. Joe explained that the
sidewalk is not flushed.
Chairperson Plocher asked why wasn’t these items completed back in 1998. Matt said
some of these items were completed once, but have deteriorated over time and
apparently need to be completed again. Other reasons were personnel changes, lack of
follow-up of record drawings among other things.
Alderman Teeling stated that Joe said we wouldn’t release anything until all of the
items were done. Joe Wywrot said that is standard procedure. Matt responded that
standard procedure also means you can go by the Phase. Joe agreed that the City has
accepted developments on a Phase by Phase basis.
Chairperson Plocher and Alderman Teeling agree that Inland should fix the curb and
the only items that they would agree to remove are the backfill and the tree
replacement.
Joe would ask the developer to remove the parkway tree, but what do we do when the
residents call for a replacement. Bart Olson mentioned the parkway tree program and
we can possibly replace when the developer removes the tree. Matt will coordinate
with Bart.
In regards of the damaged Driveway Apron, if the home owner is willing to say don’t
worry about it, he thinks that would be OK. You would want a written response from
the home owner.
Dan Kramer since it sat there so long we would just rather not do another
maintenance bond so we’re back here next year It’s just time. Joe said so you are
saying, we are not going to have a warranty period. Dan & Matt said that is what we
are requesting. Chairperson Plocher asked Joe what is your feeling on the matter. Joe
said we should have a warranty period. Alderman Munns said it’s a warranty for what
they did and not the whole subdivision. Joe said for the entire subdivision. Bart Olson
said our policy is to have a one year warranty period in place. Alderman Teeling
asked if we can designate what the one year warranty period is for. Joe replied I
imagine you could, but the ordinance says it’s for public improvements; land
improvements is the correct terminology. Chairperson Plocher is in favor of the one
year warranty period.
In summation, Joe said we are looking for the warranty, but we are looking to drop
items # 9 & 11 the two backfill sidewalks. Also have the developer remove the
parkway tree (item # 14) but will coordinate with the city. The driveway apron will be
decided on by the property owner with a letter of consent. This will come back at
some future date.
3.PW 2009-110 Yorkville Business Center Units 2 & 3 –Final Acceptance - Update
Joe said the only item remaining is the payment of past due fees. Dan Kramer
presented payment. With this payment, the developer will have to satisfy all of the
conditions of the motion that was passed by City Council 3 years ago. Joe said the
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warranty period would have expired in 2008 so he is recommending that warranty
period be knocked off. We will just send out final acceptance letter. Chairperson
Plocher is fine with it. This will release 3 of the 4 bonds.
Matt said there is still one bond remaining that is securing the water main. There was
extensive talk about the location of the water main. Joe is going to check distance and
get back to Matt.
ADDITIONAL BUSINESS:
None
ADJOURNMENT OF THE PUBLIC WORKS COMMITTEE MEETING:
With no further business to discuss, the meeting adjourned at 6:52p.m.
Minutes respectfully submitted by Tim Dlugopolski
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