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
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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.
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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
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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.
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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.
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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
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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
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