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Public Works Minutes 2010 06-15-10 APPROVED 12/21/10 PUBLIC WORKS COMMITTEE MEETING Tuesday, June 15, 2010 6:00 pm City Hall Conference Room Committee Members: Chairman Joe Plocher Alderman Marty Munns Alderman George Gilson Alderman Diane Teeling City Staff Eric Dhuse - Director of Public Works Joe Wywrot – City Engineer Bart Olson – City Administrator Others Present Frank Guilbo, City Administrative Intern Bob Pfister, Veolia Shawn McDowell, Complete Sanitation Pat McDowell, Complete Sanitation Peggy Macenas, Natinal Solid Wastes Mng, Assoc. Tim Lintner, Allied Waste/Republic Services Armando Saleh, NSWMA Marta Keane, Green Committee Chair The meeting was called to order by Chairman Plocher at 6:00pm. Minutes for Correction/Approval May 18, 2010 The minutes were approved as read. Items Recommended for Consent Agenda New Business 1. PW 2010-40 Commercial Solid Waste Franchise Agreement Frank Guilbo, City Administrative Intern, reported on this item. He said a proposal was prepared by the Green Committee for a solid waste program highlighting increased recycling for businesses. Marta Keane of the Green Committee said this item was brought forth as a recommendation. It was suggested to have only one waste hauler which she said would save money for the businesses. Bart Olson said the City would issue RFP’s and one vendor would be chosen. He said any contract approved cannot go into effect for 15 months according to State law and that 1 fees would apply. In addition, surveys of the businesses would need to be taken to determine needs. Peggy Macenas said the businesses should have the right to determine their own providers. She said businesses produce different quantities of recyclable waste and it is very different from household waste. She also addressed the issue of wear and tear to the streets. Alderman Gilson asked about the $6,000 “administration costs” for the agreement. This would be for the yearly management. Contracts with the recyclers were also discussed and it was noted that the contracts were between the recyclers and the businesses. Alderman Teeling questioned the cost structure to the businesses. Mr. Olson said the costs would be based on a matrix and also on the size of container needed. A guest also added that the matrix could be based on the type and weight of the waste produced. It was decided that this matter will be sent to the Green Committee for further discussion. 2. PW 2010-41 Ordinance Regarding Trails and Sidewalks According to Joe Wywrot, this is a proposed ordinance to create partial funding of a city- wide trail system. The funding would come from property owners obligated to construct sidewalks. The funds could be used for the trails or sidewalks or another option is to bank the money until a later date. Alderman Gilson asked about the parameters for this ordinance and it was noted that the property owner will have some input. Requirements in an annexation agreement will not be waived according to Bart Olson. Gilson raised several other questions in this discussion including possible increased costs if the project is not done right away. nd This matter will move forward to the June 22 City Council meeting. 3. PW 2010-42 Sunflower Estates Phase 3 – Final Acceptance and Bond Reduction #3 Wywrot said a driveway had been completed on Walsh Circle and he recommended to appr4ove Phase 3 along with a bond reduction and a 1-year warranty period. 4. PW 2010-43 Downtown Parking Lot – Design Engineering Agreement This is a proposed agreement with Engineering Enterprises for design work for this proposed parking lot. It is 100% funded by IDOT. For the record, Gilson stated he was opposed to this project. 5. PW 2010-44 Route 47 Project – Resolution Regarding Overnight Construction IDOT is asking for adoption of this resolution allowing them to perform night-time work to expedite the project. The hours would be 8pm to 6am. This item will be placed on the consent agenda. 2 6. PW 2010-45 Tree Bank Proposal Bart Olson explained this is a result of developers not replacing trees, residents offering to pay for trees and the City planting them. He said the City does not want to absolve the developers from paying for the trees. The developer could also opt to donate cash to a “tree bank”. This will move to the consent agenda and then back to committee to draft the proposal. 7. PW 2010-46 Inter-governmental Agreement with Kendall County for Bulk Rock Salt Storage Kendall County has asked the City if they wished to join in a consortium to store rock salt according to Eric Dhuse. Olson said this should be considered if extra funds are found in the MFT or Public Works Capital budget. After discussion, it was decided to reconsider this next year. 8. PW 2010-47 Proposed Revisions to the Nuisance Ordinance (Weeds and Grass) Eric Dhuse said he is seeking a long-term solution for nuisance weeds. Gilson and Plocher said they thought weeds are a nuisance at 8” rather than the 12” suggested in the ordinance. Gilson also suggested that 3 times a year is not enough frequency for mowing. Alderman Teeling also cited a safety issue in some instances. After much discussion, it was decided to bring this mattre back to the next meeting. 9. PW 2010-48 Proposed Water Ordinance Revision Bart Olson suggested that this be brought back next month pending input from the Mayor and Attorney Orr. Old Business 1. PS 2010-38 Punch List Processes Joe Wywrot said this item was brought back from last month. In a memo to City Administrator Olson, Wywrot recommended that punch lists be updated once a year and that they not be created until 50% of a development has built out. Gilson agreed, but added that developers need to be reminded yearly of the City expectations and it may speed completion of the build out. Olson cautioned that generating a punch list before 50% build out, the list is likely to be incomplete. Also noted was that a more frequent punch list requires more City staff time and more tracking. Wywrot said that on average, yearly inspections are being done at this time. Gilson asked that this be discussed further nd at Council so it will move forward to the June 22 meeting. Additional Business Alderman Munns discussed a letter from an energy group whereby an audit is done of gas and electric usage. Olson said the City had done this twice in the last 5 years and it would not save the City money at this time. There was no further business and the meeting was adjourned at 7:38pm. Minutes transcribed by Marlys Young 3