Public Works Minutes 2009 06-16-09
APPROVED 8/18/09
UNITED CITY OF YORKVILLE
800 Game Farm Road
Yorkville, IL 60560
PUBLIC WORKS COMMITTEE MEETING
City Hall, Conference Room
Tuesday, June 16, 2009 – 6:30 P.M.
PRESENT:
Chairman Plocher and Vice Chairman Gilson
ABSENT:
Committeemen Ald. Munns & Ald. Teeling
ALSO PRESENT:
City Engineer - Joe Wywrot; City Admin. – Brendan McLaughlin;
Public Works Dir. – Eric Dhuse; Jeff Freeman
Chairperson Plocher called the meeting to order at 6:37 pm although no official meeting can
be conducted without a quorum.
Items Recommended for Consent Agenda:
1.PW 2009-53 Water Department Report for March 2009
Bring back for July’s meeting.
2.PW 2009-54 Water Department Report for April 2009
Bring back for July’s meeting.
3.PW 2009-55 Kendall Market Place – Earthwork LOC Expiration
Joe Wywrot gave a brief summary of the agenda item. This is the second time
around for the exact same issue. Once again, the City got a notice of expiration
letter from the bank. There is 90 day notification requirement. We are requesting
the City Council authorize the clerk to call the letter of credit in case it’s not
renewed.
Alderman Gilson stated concerns that the letter of credit is less than what our
policy states. He would like to the LOC supplemented to $650K and play it safe,
because you never know of any unforeseen things.
Joe Wywrot said the Earthwork is substantially complete. Although this is less
than what we normally require, the consensus was to renew the letter of credit for
the current amount of $250K. Mr. Wywrot discussed with Brendan McLaughlin
and stated the amount should be adequate to complete the task.
If needed, a request can be sent for an additional LOC to meet our policy.
1
4.PW 2009-56 IDOT Highway Permit and the Resolution – Countryside
Redevelopment
No questions. The item was moved forward to City Council June 23 consent
agenda.
5.PW 2009-57 Aldi’s Redevelopment – Revised Traffic Signal Easement
No Questions. The item was moved forward to City Council June 23 consent
agenda.
NEW BUSINESS:
1.PW 2009-58 Game Farm/Somonauk Street Project – Prof. Services for ROW
and Easement Acquisition
Joe Wywrot mentioned that this is the next big step on this project. There are
approximately 33 parcels of property we need for various reasons; additional
Right of Way, strips of land or corner of intersection, etc.
There are Federal Dollars associated with this project as long as we follow IDOT
guidelines. We need to hire a consultant to prepare the appraisals and depending
on the value, the appraisals may go on to another appraiser for review or they go
straight to a waiver situation for immediate negotiations with the property owner.
They think half of the properties will go to waiver situations and the other half
will need to go to another appraiser for review.
This work is funded 50/50; federal dollars to city dollars. There is an MFT
appropriation resolution attached that would appropriate our share of this work.
The recommendation is to approve the proposal from Jay Heap & Associates and
also pass the appropriation resolution.
Alderman Gilson asked if this was all budgeted. Brendan McLaughlin said yes
other than when we pull the trigger to do the full construction. There are only so
much MFT dollars available.
Mr. Wywrot stated there’s a cap of federal dollars of $2.5M. He also mentioned
that there may be a need to borrow a large sum of money to complete this project,
but this project is at least 1 to 2 years out. Mr. Wywrot said, first and foremost we
have to address the right of way. The item was moved forward to City Council
June 23 consent agenda.
2.PW 2009-59 Kendallwood Estates – Benjamin St. Paving and Landscaping
Joe Wywrot said the City Council wanted to get the last section of the road paved.
He notified the developer on May 15 and said that we want it complete by the end
of June. But just in case the developer didn’t come through, he got 3 proposals for
both paving and landscaping; Aurora Blacktop was low bidder for paving and
Green Scene was low bidder for landscaping.
2
Mr. Wywrot is recommending that both proposals be approved if the developer
th
doesn’t complete the work by June 30. He also recommends authorizing the
clerk to call the letter of credit in the amount of $30K which is more than the
$10K for the 2 proposals. It would give us some cushion just in case we run over
on quantity or any other added expense and return any unused amount to the
bank.
The developer has indicated that he would be willing to make a cash deposit with
the city rather than have this funded through a LOC. Mr. Wywrot forward the
information that the City would want a $30K deposit, but he hasn’t responded.
The item was moved forward to City Council June 23 consent agenda.
3.PW 2009-60 Fox Hill Unit 7 – Stormwater Basins
Joe Wywrot said Marty Munns asked this be put on the agenda. The developer
landscaped these basins, but nature has overwhelmed what’s there now. We’ve
been after the developer ever since it was approved by City Council. There is a
LOC in place of approximately $40K. At the last City Council meeting Alderman
Munns mentioned discussing calling the LOC if we do not get quick action from
the developer.
Alderman Gilson asked if the LOC would be sufficient to hire our own mitigation
consultant. Mr. Wywrot referred to Laura Haake to better answer that question.
He is to get input from Ms. Haake on the LOC.
Bring this back to the committee in July.
4.PW 2009-61 Stop Sign Warrant Analysis – Informational Item
Joe Wywrot mentioned they have been doing Stop Sign Warrant Analysis’ at a
few intersections in town. They are trying to get Church and Main done this week.
The purpose is to see if they meet volume warrants. There are also accident
warrants and pedestrian volume warrants.
He will have a report available for July’s meeting. Bring this item back to the
committee in July.
5.PW 2009-62 Capital Improvement Program – Informational Item
Joe Wywrot said the Mayor had asked this item be put on all committee agendas
so that all incoming alderman can start familiarizing themselves with a project
spreadsheet that assumes a lot of outside funding which we may or may not get,
but it’s what we have planned for future fiscal years and it shows what we’ve
been able to do in the past fiscal year.
6.PW 2009-63 Dumping Trash in Vacant Areas of Subdivisions - Discussion
Institute a Neighborhood Watch Program. Officer Groesch is going to put this in
his neighborhood watch program.
3
OLD BUSINESS:
1.PW 2009-48 Windett Ridge - Update
Jeff Freeman mentioned they have finalized their report and recommend
forwarding it to the developer and telling them the improvement needs to take
place.
Alderman Gilson asked if there were any discussions with the bank since the City
Council meeting. Brendan McLaughlin said he has an appointment set with the
Bank on June 30to discuss all of the items to be completed.
2.PW 2009-94 Quiet Zone Engineering Service Agreement
Not Addressed
ADDITIONAL BUSINESS:
1.Water & Maintain 50 Acres in Bristol Bay
Eric Dhuse mentioned the need to work with the Parks Department to figure out a
way to water and maintain 50 acres in Bristol Bay. Central Sod is going to rent
out equipment that they are not using.
2.Proposed Change Order for Fox Road LAPP Project – Joe Wywrot
Additional Patching -
$80k additional cost – 75% of the additional cost will
be paid by the federal government.
Increasing the thickness of the overlay –
2 passes of asphalt. Even with this
added thickness, we would still be below contract. He confirmed with
Mayors; no need to go back to them to ask for additional funding.He is
recommending to be approved. Brendan agreed to put on the agenda for
Tuesday night.
MINUTES FOR CORRECTION/APPROVAL: None
.
ADJOURNMENT OF THE PUBLIC WORKS COMMITTEE MEETING:
With no further business to discuss, the meeting adjourned at 7:10 p.m.
Minutes respectfully submitted by Tim Dlugopolski
4