Loading...
Public Works Minutes 2010 11-16-10 APPROVED W/ CORRECTIONS 1/18/11 UNITED CITY OF YORKVILLE 800 Game Farm Road Yorkville, IL 60560 PUBLIC WORKS COMMITTEE MEETING City Hall, Conference Room Tuesday, November 16, 2010 – 6:30 P.M. COMMITTEE MEMBERS PRESENT : Alderman Plocher Alderman Gilson Alderman Munns Alderman Teeling OTHERS CITY OFFICIALS PRESENT Bart Olson – City Administrator Joe Wywrot - City Engineer Eric Dhuse – Public Works Director This meeting was called to order at 6:30pm. The minutes for the August 17, 2010, September 21, 2010, and October 19, 2010, were unanimously approved. Items Recommended for Consent Agenda: PW 2010-70 Water Department Report for July 2010 1. 2. PW 2010-71 Water Department Report for August 2010 It was requested that item #2 under Old Business be moved to the top of the agenda for discussion. PW 2010-84 Raintree Village Units 2 & 3 – Warranty Bond Release The Committee agreed with the City Engineers recommendation to allow the warranty bond to expire and release it one week. The Committee recommended for the Consent Agenda. Item #2 under Old Business was discussed next. PW 2010-47 Proposed Revisions to the Nuisance Ordinance (Weeds and Grass) Although City Park Designer Schraw had requested that this item be tabled, Alderman Teeling asked that the Committee discuss the issue as members of the community, Mr. & Mrs. Tomse, were present to discuss their concerns with a property in their neighborhood. 1 The current policy issue is whether or not to allow specific prairie grass plant mixes to grow beyond 8”. A change would enable slow growing prairie grasses to reach a height of 3 feet. Currently, a variance would be required. The Tomse’s support this recommendation, as the property right next to theirs, has not been developed and currently is unsightly. Allowing prairie grass to grow would be an aesthetic improvement. Alderman Gilson agreed that in the case of the Tomse’s, this policy change would be beneficial, but expressed concerned about allowing this on smaller tracts of land. Alderman Plocher suggested altering the policy so that is would only be allowed for properties one acre or larger. After further discussion, the Committee tabled the issues until the December 21, 2010 meeting. At this time, the Committee requested to discuss Item #5, under New Business. PW 2010-74 Cornerstone – Potential Bond Reduction #3 Mr. Pete Huinke, Cornerstone Development Group, is requesting a reduction of the current $450,000 bond. Mr. Huinke stated they desire to complete the subdivision as proposed, but based upon existing economic conditions, the project cannot be completed at present. Mr. Dill, owner, reviewed the manner in which the proposed development has proceeded and the effect of the current economy on the completion of this project. The last credit reduction was in October 2004. Last year, the developer attempted to work with the City to get rid of the letter of credit. The developer claims they were told to complete the Sewer and Water punch list and then the credit issue would be resolved. It’s been a year, the current bonds, which represent only 1/3 of the total cost of the project, still exist, but all that is left is the final lift. Mr. Dill expressed a willingness to promise to do the final pave in the Spring, but he is requesting a release of the bonds. Currently, he is unable to pay the existing bonds. City Engineer Wywrot tried to summarize current situation and his recommendation. He noted in the past the City had eliminated letters of credit for when only parkway trees and sidewalks remained. However, the City no longer does this as they consider trees and sidewalks as land improvements. Though typically builders are responsible for these items, it is administratively prohibitive to hold individual builders responsible. City Engineer Wywrot stated that in order to protect the City’s interest, the $400,000 plus bond is not excessive. Alderman Plocher stated his agreement with Engineer Wywrot. The bonds exist for a reason. Alderman Gilson stated that he is very interested in seeing the subdivision completed; however, the City must keep the protections in place. Mr. Dill feels he was mislead by the City when he asked what he needed to do to get 2 off the letter of credit. He feels he completed the items he was he was told to; but the City is not unwilling to release the bonds. The Public Works Committee determined that they would not release the bonds as requested by the developer. At this time, the Committee returned to the normal agenda. New Business 1. PW 2010-67 Updated 6-Year Capital Improvement Program City Engineer Wywrot explained that the document is divided into Water, Sanitary, Roads and Misc. improvements. There is a lot of work; however, it is recognized that this is a long term projection. It is a work in progress and enables the City to plan for the future whenever monies are available. Projects were prioritized as to what projects are coming up as well as engineering work that needs to be done in order to position the City for federal monies. City Engineer Wywrot noted that the City’s salt dome project was deleted but instead but a project to buy into the County’s salt dome project as added. This would be a great future cost savings for the City, allowing for salt storage without the cost of building our own facility. Public Works Director Dhuse noted this would enable us to be able to buy salt after season at a greater cost savings because we would have a place to store the salt. 2. PW 2010-69 River Road Bridge Replacement – Intergovernmental Agreement The proposed intergovernmental agreement with Kendall County would is designed so that the County covers 80% of the cost of Phase 1 & 2 Engineering and the City 20%. The county has agreed to front fund the our share until next fiscal year at which time we would repay them from MFT next year. The estimated total of the city obligation would be around $600,000. City Manager Olson explained that there is approximately $400,000 in the MFT that could be pledged with an additional $350,000 from the State Illinois Jobs Now Program. This project addresses the urgent need for the bridge repair. Alderman Gilson clarified that the proposed city contribution, of approximately $600,000 includes everything. Engineer Wywrot reiterated that this money covers all three phases of the project. Alderman Gilson expressed his concerns that the existing MFT funds could be used for other projects such as patching, salt, etc. He is not sure that this project should be a priority. 3 Manager Olson pointed out that using the MFT funds as well as funding from the Illinois Jobs Now program should provide enough funding for this project. He assured the Committee that the City should be able to sustain current and existing obligations. The Committee agreed to move the item forward for discussion. 3. PW 2010-72 Game Farm/Somonauk Project – Eng. Supplement #2, Federal Participation Agreement & MFT Appropriate Resolution The supplemental request is in the amount of $16,810 for items performed beyond the original scope in the agreement. The initial request was for approximately $21,000, but after further discussion, the amount was decreased to the current request. The work that was done was justified, and in some cases, performed at our request. Because this work was done now, there will cost savings in the future. Funding for the additional cost can come from the MFT. The Committee agreed to move the item forward to the Consent Agenda. 4. PW 2010-73 Cozy Corner Subdivision – Final Acceptance and Bond/LOC Reduction This item would recommend final approval and acceptance of the Cozy Corner subdivision, and reductions to the corresponding bond and letter of credit. The Committee agreed and recommended it be moved to the Consent Agenda. 6. PW 2010-75 Proposed Revisions/Clarifications to Letter of Credit Policy Engineer Wywrot stated that part of his recommendation included a provision that would not require a warranty period for privately-owned land improvements (such as private parking lots, storm sewer, some landscaping, etc) and that are not regional in nature. Alderman Gilson requested clarification regarding the term regional in nature. Engineer Wywrot stated that regional improvement impact more than just the existing property (i.e. landscape buffer). Regional items are public items, such as storm water basins or public improvements associated with the development. However, parking lot lighting, parking light landscaping, are private and the city is not obligated for these items. In addition, other than landscaping, the potential for those types of items to fail in the first year is negligible. Alderman Gilson wanted to understand why this was being proposed. Engineer Wywrot stated that a few developers have requested. The change would create a way to help out developers without cost to the City. Alderman Plocher doesn’t see any harm in this change. Engineer Wywrot stated this could be modified to not exempt landscaping. The Committee stated this item could be forwarded to the Council. 4 Engineer Wywrot also noted there are additional issues in the document for which he is seeking guidance. Item #1 in this memo would require letters of credit for properties that do not subdivide. The Committee all agreed to this change. Item #3 would change the threshold for the reductions made administratively. The recommendation would allow staff to release the bond at the end of the warranty period if the warranty bond is less than $1 million. Essentially, staff is looking for clarification. This item will be forwarded for discussion. 7. PW 2010-77 Parkway Tree Program Clarification is desired regarding the eligibility of residents that live in unaccepted subdivisions to participate in the parkway tree replacement program. Manager Olson stated that the resident would be paying for the cost of tree and the Village for the man hours, but essentially, the developer would be let off the hook. However, there have been many people who have requested this option. There is a maximum of 36 trees provided for this program, so the cost be negligible. It was recommended that staff draft language that would create a tree bank policy by the developer in addition to allowing these residents to participate in the Parkway Tree program. 8. PW 2010-78 Temporary Easement – 102 East Washington Street This easement would allow for the relocation of the water and sanitary services for 102 East Washington. The Committee recommended approval and forward to the Consent Agenda. 9. PW 2010-79 802 South Bridge Street – Bond Expiration Alderman Gilson wanted to ensure this would be enough money. Engineer Wywrot stated that lot could be accomplished with the money including restoration. 10. PW 2010-80 Prairie Meadows – Warranty Bond Release The one-year warranty period officially expires on December 22, 2010. The warranty punch list has been completed and staff is recommending to let the warranty just expire and take no additional action. The Committee agreed to move this to the City Council. 11. PW 2010-81 Route 47 Project – Proposed Detour Route The Committee approved this item for the Consent Agenda. 12. PW 2010-82 Illinois Prevailing Wages Discussion Alderman Gilson presented an article regarding prevailing wages and asked if some of the exemptions presented in the article need to be added to our existing policy or if we 5 need to have our Attorneys review it. Administrator Olson stated that like many communities, the language we use is all encompassing, placing the responsibility on Contractors. Alderman Gilson requested that this item be brought back with staff and attorney comment. 13. PW 2010-83 Public Works Committee Meeting Dates for 2011 The Committee approved the proposed meeting dates but agreed to review after the election and the assignment of new committees. Old Business 1. PW 2010-65 Fountain Village – Punch List Review and Sitework Letter of Credit Reduction No. 1 This item was brought back and now includes the punch list. Alderman Gilson stated that he would like to have punch lists included with any reduction requests. Public Works Director Dhuse stated that in the future, a punch list or a detailed description of what has been completed will be provided. The Committee requested that this item be forwarded to the Consent Agenda. Additional Business Alderman Plocher had one item regarding the expiration of letters of credit. He wondered if there was a way these could just be called without having to bring them before the Committee. Manager Olson stated it would require a Resolution and the Committee requested that a Resolution be presented to the Committee at their next meeting. Alderman Gilson noted that State HR-5320, which increases funding for drinking water. might apply to the City. In addition, this may provide funding for future revolving loans. He forwarded the information to staff for their review and comment. There be no further business, the Committee adjourned at 8:40pm. Minutes Respectfully Submitted by: Kristia RM Leyendecker Minute Taker 6