City of Yorkville Public Works Committee met Jan. 17.
Here are the minutes provided by the committee:
In accordance with Public Act 101-0640 and Gubernatorial Disaster Proclamation issued by Governor Pritzker pursuant to the powers vested in the Governor under the Illinois Emergency Management Agency Act, the United City of Yorkville is encouraging social distancing during the ongoing pandemic by allowing remote attendance for this meeting.
IN ATTENDANCE:
Committee Members
Chairman Matt Marek
Alderman Joe Plocher (via Zoom)
Alderman Ken Koch
Other City Officials
City Administrator Bart Olson
Public Works Director Eric Dhuse
Assistant City Administrator Erin Willrett
Engineer Brad Sanderson, EEI
Alderman Chris Funkhouser (via Zoom at 6pm, in-person at 6:32pm)
Other Guests:
Mike Krempski
David Guss
The meeting was called to order at 6:02pm by Chairman Matt Marek. He recognized staff and guests and noted the remote attendance policy.
Citizen Comments: None
Previous Meeting Minutes: December 20, 2022
The minutes were approved as presented.
New Business:
1. PW 2023-01 Snow Operations Report
Director Dhuse said there were only 2 snow events so far this year and only a few complaints. He noted salt usage and also said that one truck broke down, but will be back in service in a week.
2. PW 2023-02 Quarterly Bond and Letter of Credit Reduction Summary
Mr. Sanderson reported an active year with reductions. The committee was OK with this report.
3. PW 2023-03 Capital Project Update
Mr. Sanderson highlighted some of the project items. A construction meeting was held recently regarding the Corneils Rd. interceptor project. The start date should be very soon and it is hoped to get the sewer built out to Bright Farms this winter. There are also several contracts ready for letting including RTBR projects, watermain projects and Baseline Rd. Alderman Koch asked if the watermain was for the reduction of water usage required for the Lake Michigan project, however, these watermains are for other scheduled work.
4. PW 2023-04 Public Works Facility Discussion
Mr. Olson said Kluber is the design engineer who has done the space needs study and a new contract will be needed for the remainder of the project. A construction manager will likely be hired to act on the city's behalf. The design work will be based on the available building funds, so the architects will design a large project and also one that can that can have additions made to it. City Finance Director Fredrickson has been asked to prepare a budget proposal for the project.
Discussion points included:
1. Parks vehicles will not be stored at this facility.
2. Alderman Koch asked how the projects would be funded for a new building, new well and new water source. Mr. Olson explained that budget talks will be held including grants/loans, sale of assets, bonds, water rate increase possible tax increase, though no increases at this time.
3. Aldermen liked idea of construction manager.
4. Positive approval for a pull-through type building with seasonal equipment stored at ends of building and vertical structure where possible to save money. Possible carport storage?
5. Mr. Dhuse said there will be 4 bays for repairs with a full-time mechanic who will also do service/oil changes for all other departments. New building will also have refueling station for all departments.
6. Alderman Funkhouser asked if conference/training room at city hall can be used rather than having separate conference room at new facility. Mr. Dhuse said he meets with his employees every day and it would be much easier to not travel to another location for meetings.
7. Salt will continue to be stored at Kendall County.
8. With potential growth, more parks are coming and more trail maintenance will be needed
9. Committee suggested a smaller footprint, more linear, with ability to be added onto.
10. Discussion of parking lot for soccer, near new facility.
The next step is the design contract, but more discussion and a budget proposal is needed first.
5. PW 2023-05 Well No. 7 Rehabilitation – Contract Award
Mr. Sanderson said it has been 15 years since the last rehab and the recommendation is for every 10 years. A single-source quote of $360,000 was received from Layne Christensen, the only licensed company to service these motors. The well is deeper and requires more piping and approval of the quote is recommended. Extra money was budgeted for any unforeseen items needed such as $200,000 for a new motor. Chairman Marek asked if inspection schedules would change once Lake Michigan water is utilized. Mr. Sanderson replied that inspections would not be needed as frequently. This moves to the regular City Council agenda.
6. PW 2023-06 RTBR Final Pay Estimate and Change Order
Engineer Sanderson said this project is complete and came in $38,000 below bid. Approval of both documents is recommended and this moves to the City Council consent agenda.
7. PW 2023-07 2023 RTBR Project Amendment
This item ties in with item #9, said Mr. Sanderson. The jobs under RTBR will be pulled from the road contract and added to the watermain project. By doing this, the water funds will pay for the work and other road projects can be added to the RTBR. The proposed streets to be added are Corneils east of Rt. 47 and Beecher south of Rt. 34. This approval would be general consent and an actual contract will be voted on later. This moves to the regular agenda.
8. PW 2023-08 Public Works Vehicle and Equipment 5-Year Capital Plan
A document provided in the agenda packet lists all Public Works vehicles and equipment. Mr. Dhuse said he tries to keep a 5-year rolling plan, but the last 2 years have had carryovers and there is a heavy budget this FY. New purchases this year will be smaller and he hopes to trade in some trucks that still have good value. A new leaf vacuum will be purchased in 2024 and a current one will be rehabbed. A street sweeper will also be replaced.
9. PW 2023-09 2023 Water Main Replacement – Contract B Design Engineering Agreement A design contract for the extra roads discussed in item #7 is in place for the amount of $139,496. This contract will allow for starting the design for the replacement watermain and road projects. This moves forward to the regular City Council agenda.
10. PW 2023-10 Plat of Dedication and Grant of Easements for the Bright Farms Development Mr. Sanderson said Bright Farms is being required to dedicate right-of-way along Corneils as part of the development. There are also required easements related to the sewer project and for utilities. He recommends approval and this moves forward to the City Council consent agenda.
11. PW 2023-11 Bristol Bay – Route 47 Connection
Alderman Funkhouser asked for this topic to be included on the agenda for discussion. Mr. Olson referred to 2 documents, one of which is Mr. Sanderson's estimate of $2.2 million to extend Bristol Bay Drive to Rt. 47 without funding from the state. The other is the Memorandum of Understanding from IDOT for Rt. 47 expansion north including a cost share for the city. Mr. Olson emailed his IDOT contact and asked when the state would do the Rt. 47 improvements and if IDOT would reimburse the city if they accelerated the project. Mr. Olson expects a reply in a few days and will forward the response to the committee members. Mr. Funkhouser said some acquisition is already being done. He said more homes are being built in Bristol Bay and there are plans for condos. This would result in greater impact and only 1 access road and he said it was part of the development agreement for the city to build a second access. He added that if IDOT can give a specific date, the construction could wait, but if the project is not planned until a few years from now, the city must move forward. He said there are also safety concerns for the school and emergency services.
Old Business: None
Additional Business:
Alderman Koch commented that he wished the city had more commercial development like the towns east of Yorkville, which would help to make the financial decisions easier.
There was no further business and the meeting adjourned at 7:12pm.
https://www.yorkville.il.us/ArchiveCenter/ViewFile/Item/5013
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