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
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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.
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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.
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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
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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
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