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Public Works Minutes 2009 10-20-09 APPROVED 12/15/09 UNITED CITY OF YORKVILLE 800 Game Farm Road Yorkville, IL 60560 PUBLIC WORKS COMMITTEE MEETING City Hall, Conference Room Tuesday, October 20, 2009 – 6:30 P.M. PRESENT: Chairman Joe Plocher Valerie Burd - Mayor Eric Dhuse (Public Works Director) Diane Teeling - Alderman Joe Wywrot (City Engineer) Rose Spears - Alderman Marty Munns - Alderman Glenn Richmond - Lennar Rob Zoronski - Lennar PRESENTATIONS: NONE The meeting was called to order @ 6:40 p.m. by Chairman Joe Plocher MINUTES FOR CORRECTION/APPROVAL: The minutes for March 17, 2009 were approved after a minor correction of a resident’s name, Bob Mays. Items Recommended for Consent Agenda: 1.PW 2009-96 Water Department Report for July 2009 2.PW 2009-97 Water Department Report for August 2009 3.PW 2009-98 In-Town Road Program Phase 2 – Roadway Change Order # 5 4.PW 2009-99 Merlin’s 200,000 Mile Shop – Sidewalk Agreement 5.PW 2009-100 Newlyweds Foods – Utility & Drainage Easement 6.PW 2009-101 Kalant Office – IDOT Highway Permit All items will move forward to Consent Agenda. NEW BUSINESS: 1.PW 2009-102 Parkway Tree Replacement Program Synopsis – Informational Item Eric Dhuse gave an update of the Parkway Tree Replacement Program. We replaced 26 trees in 2 ½ days. We would like to make some changes. We want the residents to check one more box if it’s a replacement tree or an additional tree. 2.PW 2009-103 Capital Improvement Program – Revision Request Rose Spears has requested some streets be bumped up; W. Kendall Dr. Anderson Ct. Strawberry Ln & Conover Ct. to 2011-2012. Joe questions whether or not we’ll be able to fund it at that time. He will revise the schedule. This does not need to be sent to consent. 1 3.PW 2009-104 Proposed Stormwater BMP Maintenance Ordinance Joe Wywrot said the city has an NPDES permit from the Illinois EPA. That permit allows us to discharge stormwater to Fox River and Blackberry Creek and Roadside Ditches or wherever. The consequence to having that permit is we need to have a stormwater management plan. We do have one, but it needs to be updated. There are six objectives to the plan. The purpose of this ordinance is to give the city some enforcement authority. This ordinance still needs some work. This item will come back in November. 4.PW 2009-105 Caledonia – Informational Item Joe Wywrot has a few recommendations to add yield signs at 4 intersections in the Caledonia subdivision. Need to get a price quote together and get in touch with the developer. 5.PW 2009-106 Route 47 Project – City/State Joint Agreement & MFT Appropriation Resolution This is to acquire the property NW corner of Rt. 47 & Somonauck. The homeowner has been notified and they are in discussion with IDOT. IDOT will be purchasing the property 100%. The city will be paying 50% of the demolition which is estimated cost of $40,000.This item will move to Consent Agenda. 6.PW 2009-107 Raintree Village – Property Conveyance Joe Wywrot mentioned that there are 4 properties that Lennar is conveying to the city. Two of them park sites and two are related to the water tower and the well and the treatment plant that is out there. Joe reviewed the documents with Kathy Orr and they both are Ok with them. Lennar to get signatures on the originals. This item will move to consent. 7.PW 2009-108 Raintree Village Units 2 & 3 – Final Acceptance Joe Wywrot said the developer has been doing a lot of work there recently to dwindle down on their punch list. They are currently out there paving the final phase of asphalt. It should be done this week. Joe is recommending we accept it with a small amount of punch list items remaining as we did with Phase One. That would not include the Also in this same packet there is a parks agreement where the developer will make a cash payment to the city in the amount of about $158,000 dollars. That is for the city to finish up grading & landscaping work that the developer would normally be responsible for. The reason we are taking on this responsibility is because these parks are not developed yet and we don’t know when they will be developed. This will go to the park board. Joe is recommending City Council to approve that. Another issue is the bonding requirement. The standard ordinance would have the bond be 10% percent of the cost of the work; however there is language in the SSA bond ordinance that states otherwise. Therefore the recommendation is not to increase the bond as Joe’s memo says, but to maintain the bonds at the current level. Joe to modify the warranty bond amount and move this item to Consent Agenda. 8.PW 2009-109 Grande Reserve – Earthwork Letter of Credit Reduction Policy There was a meeting with Bank of America regarding Grande Reserve. Joe Wywrot said that there are about 30 Letters of Credit in place for Grande Reserve. A lot of 2 them are for Earthwork. B.O.A. asked the city to reduce or release these letters of credit to the extent possible. Joe said the city already reduced them to the extent our policy would allow us. Joe mentioned there 2 scenarios where he can envision stnd releasing the letters of credit. The 1 one would be for agriculture. The 2 one could be is to clean up vacant lot and spread black dirt and seed it and put the earthwork requirement on the homebuilder. There is one letter of credit in place for the central area from Bristol Ridge Road up to the railroad tracks. We would be agreeing to release or greatly reduce it if they do this work. The bank is looking for a commitment from the city before cleaning up the vacant lots. The City will need to approve the clean up before releasing or reducing the L.O.C. This item will move forward for discussion. 9.PW 2009-110 Yorkville Business Center Units 2 & 3 – Final Acceptance The item will come back next month. The committee would like further explanation from Kathy Orr. 10.PW 2009-111 Public Works Committee Meeting Dates for 2010 No Issues 11.PW 2009-112 Committee Liaison Review No Issues OLD BUSINESS: 1.PW 2009-43 Van Emmon Area Drainage – Discussion Joe Wywrot gave an update - 4 test holes are complete in the vicinity of Van Emmon and the railroad tracks. We are monitoring the ground water. They are hoping for a big rain to see how or if the ground water fluctuates with the rainfall to see if there is any correlation with some of the drainage concerns, but it hasn’t happened. We’ll come back in November with the data that we have with the recommendation. EEI will be preparing the report. 2.PW 2009-94 Bank of America Proposal to Complete Windett Ridge Improvements - Discussion This was voted on by City Council last week. Joe met with the property manager for that development and the contractor was there as well. This is moving forward. Joe Wywrot doesn’t have the exact dates when the work will begin, but they are lining everything up. Chairperson Plocher asked Joe Wywrot when he gets the dates that he forwards it to the Alderman so everyone is informed. ADDITIONAL BUSINESS: 1.Well No. 9 – Informational Item Eric Dhuse said last week we discovered that Well No. 9 was not functioning. We have to pull the 800 foot well. We have to pull it all the way to the top to check it out to see what is wrong. 2.Joe Wywrot said in addition to Raintree and hopefully Windett Ridge, surface course will be going down this fall in 2 developments; Heartland Circle and Bristol Bay. They went back and forth with the developer of Bristol Bay on the bonding amount so the developer said forget it, he will just pay it. 3 3.Eric Dhuse said we saved a lot of money on salt this year. ADJOURNMENT OF THE PUBLIC WORKS COMMITTEE MEETING: With no further business to discuss, the meeting adjourned at 7:20p.m. Minutes respectfully submitted by Tim Dlugopolski 4