Public Works Minutes 2010 04-20-10
APPROVED 5/18/10
UNITED CITY OF YORKVILLE
800 Game Farm Road
Yorkville, IL 60560
PUBLIC WORKS COMMITTEE MEETING
City Hall, Conference Room
Tuesday, April 20, 2010 – 6:00 P.M.
PRESENT:
Chairman Joe Plocher Valerie Burd - Mayor
Joe Wywrot (City Engineer) Bart Olson – City of Yorkville
George Gilson – Alderman Diane Teeling - Alderman
Eric Dhuse – City of Yorkville Sam Saravanos – Saravanos Properties,
LLC
PRESENTATIONS: NONE
The meeting was called to order @ 6:05 p.m. by Chairman Joe Plocher
MINUTES FOR CORRECTION/APPROVAL:
The minutes for February 16, 2010 were
approved.
Items Recommended for Consent Agenda:
None
NEW BUSINESS:
1.PW 2010-18 Water Department Report for January 2010
Move to consent
2.PW 2010-18 Water Department Report for February 2010
Move to Consent
3.PW 2010-26 Encouraging Permeable Pavers – Discussion
Chairperson Plocher said we have looked at this in the past and we said that the snow
plows are going to wreck them and they cost a lot more. He also said it’s a great idea,
but it would be better looked at when we have a little more finances and not when we
are scraping just to fill potholes. Joe said those are common perceptions that the snow
plows wreck them, but Eric confirmed that they do costs more. Joe referenced the
Morton Arboretum parking lot, but he stated it is fairly new. Alderman Gilson agrees
with Chairperson Plocher due to the cost difference right now is not a goodtime to
implement this and certainly maintenance issue with plows. Alderman Teeling said
she isn’t familiar with what this is. Eric Dhuse and Chairperson Plocher describe what
the structure.
Joe said the intent here was to encourage the developers to use them for a private
parking lot and by doing that you could reduce the size of the stormwater basin and
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things of that nature. Alderman Gilson asked how we would propose encouraging
that. Joe said it would have to be a policy. Chairperson Plocher and Alderman Gilson
disagree with implementing a policy.
4.PW 2010-27 Bid Results for Fox Hill Unit 7 Stormwater Basin Landscaping
Joe said Laura Schraw actually handled the bulk of this. This was open bids for re-
landscaping of the basin out in Fox Hill Unit 7. This basin is overgrown. Nature has
taken it over. The weeds are head high. We have been asking the developer again and
again to re-landscape it, but never got a response. We ended up calling the letter of
credit. We received a check from the bank for about $41,000. Laura prepared the
landscape plans and bid it out and we received 4 bids. Low bidder was EnCap, inc.
for $30,700. The recommendation is to award it to them.
Joe stated that there will be a change order that will increase the dollar amount by
approximately a few hundred dollars for this project. The reason being is because
there was a clause in the bidding document said the project was tax exempt and it is
not. Any money left over will go to planting parkway trees in Fox hill.
This item will move to consent.
5.PW 2010-28 Saravanos Property Punchlist – Discussion
Joe Wywrot presented an updated punchlist for Saravanos Properties, LLC for
Stagecoach Crossing Plaza. Joe said this punchlist was just put together over the last
few days. Joe said Mr. Saravanos hasn’t had the opportunity to review this, but he is
aware of the general issues. There are some items up there that have never been built.
There some pavement deterioration and missing signs and finish up the IDOT work.
Joe also stated that we usually don’t issue a punchlist until the property is 50% built
out and said that this property is not. That is the reason that this punchlist didn’t
exists.
Alderman Gilson asked that this item be added to the agenda. Alderman Gilson had a
couple of questions about the property. He wanted to know what bonds we have in
place for all of the work to be completed. Joe replied that we have a site development
bond which is earthwork and a site work bond, but Joe didn’t have the dollar amount
in hand. Alderman Gilson would like to know the dollar amounts and when did we
take out these bonds. Joe said they were initially established in ’05 / ’06 timeframe.
Joe then stated that he believes the site development bond is for approximately
$26,000. Mr. Saravanos believes the sitework bond was for $190,000 +, but the
paperwork he referenced stated two different figures; $213,000 and $194,000. Joe
later confirmed the sitework bond is for $193,600 and that reduction occurred in
March of 2008. Alderman Gilson asked if that was due in June and Mr. Saravanos
said June 1st. Alderman Gilson was puzzled that we didn’t have a punchlist and we
took a reduction. Joe said they evaluated the property and use water mains and curbs
and such to calculate a reduction. Alderman Gilson asked if it was standard procedure
to reduce bonds without some sort of punchlist present. Eric Dhuse said no ,but they
were not asking for acceptance.
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Alderman Gilson said the reason he brought this to the attention of the committee is
because of the presence of potholes and some of them are pretty deep. Mr. Saravanos
replied that they were patched a couple of times over the winter and he had a proposal
for filling the potholes this week. Alderman Gilson also asked Mr. Saravanos if he
had any idea when some of the other items are going to be addressed or if there are
any plans for addressing these punchlist items. Mr. Saravanos said he really hasn’t
had a chance to look at it yet, which he just started looking at it today and this is his
first time dealing with a punchlist. His father was the developer. He did contact his
builder today, but to give a realistic timeline, he really doesn’t know.
Alderman Gilson asked Joe if he was looking for an official response to the letters.
Joe said the punchlists are developer driven. He can attack this right of way or he can
get to it some other time. Mr.Saravanos said he will be addressing the potholes this
week.
6.PW 2010-29 Game Farm/Somonauk Street – ROW Funding Agreement
Joe thought we were in IDOT’s good graces with respect of receiving 50% Federal
Funding for the Right of Way Acquisitions, but Joe found out that is not the case. We
will have to back track a little bit to get the 50% of the federal funding. We will need
to rescind the existing offer letters. There were 33 letters. We would have to modify
22 of them anyway. Joe is recommending for approval. Alderman Gilson asked what
the total amount that we would be forfeiting for the 50% reimbursement. Joe said we
are not forfeiting anything. We will be recouping this money when we go to
construction. The difference is that we will be spending more upfront and getting the
reimbursement at the end.
Alderman Teeling inquired about the offer letters and Joe stated that he wants to
create one letter rescinding the offer, but informing the property owners of our
intention of sending them a new offer as soon as a joint agreement is executed with
the State.
Alderman Gilson asked about survey and appraisal work associated with Right Of
Way. Joe said we are not getting federal funding for the survey and appraisal work.
Alderman Gilson asked how much was that? Joe replied about $90,000. Alderman
Gilson said we were suppose to get that, correct? Joe said, yes, but we will get
$90,000 more for construction. Bart Olsen gave further explanation.
Alderman Gilson asked if we figured the reimbursement amount in the 2010/2011
Budget. Joe doesn’t think if it’s in the budget. Bart looked up the information and
there is no revenue line item. We were not anticipating any reimbursement from
IDOT for the next 2 fiscal years.
Alderman Gilson asked if anybody accepted the offers. Joe replied nothing in writing.
Joe also said there are some offers that they will not go after until 2013.
Alderman Gilson wanted to follow-up on the question asked at an earlier meeting He
asked again if we come up with a payment plan. Bart said No, which is why we
delayed it. Mr. Gilson asked do we plan on building any of this in 2010. Bart again
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said No. The construction date is targeted for 2014. Mr. Gilson asked when we plan
on acquiring these properties. Joe said after the City / State agreement is approved
which will be this year. Bart said as we people are ready to agree to it, we will do it
and lock it in whether it’s permanent or temporary.
After more discussion and Alderman Gilson concerns, Eric explained that these
properties are accounted for through MFT.
This item will move to consent.
OLD BUSINESS:
None
ADDITIONAL BUSINESS:
None
ADJOURNMENT OF THE PUBLIC WORKS COMMITTEE MEETING:
With no further business to discuss, the meeting adjourned at 6:40p.m.
Minutes respectfully submitted by Tim Dlugopolski
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