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HomeMy WebLinkAboutMinutes - 12/11/2018 - Public Works CommitteePublic Works Committee Meeting Minutes December 11, 2018 Call to Order/Roll Call Alderman Santi called the meeting to order at 6:17 p.m. Roll call: Members present: Alderman Mihevc, Alderman Curry and Alderman Santi. Others present: Public Works Director Schmitt, Project Engineer Strange and Street Division Superintendent Schweda. Public Comment None. Motion to approve the October 9, 2018 Public Works Committee Meeting Minutes Alderman Curry questioned if the public comment portion referenced in the minutes regarding resident Mr. Kleinhans' concerns with a sharp curve located on Riverside Drive which was adjacent to his property had been addressed. Director Schmitt replied yes. He reported Public Works had trimmed trees and removed brush to improve the line of site and installed Chevron signage warning motorist of an upcoming sharp curve. Mr. Kleinhans was satisfied with the improvements. There being no further discussion on the minutes under consideration. A Motion was made by Alderman Mihevc and seconded by Alderman Curry to approve the minutes as presented. Roll call: Vote: 3-ayes: Alderman Mihevc, Alderman Curry and Alderman Santi. 0-nays, 0-abstained. Motion carried. Review and possible recommendation to present to the full City Council for approval of the Intergovernmental Agreements for Snowplowing between the City of McHenry and McHenry Township/City of McHenry and Nunda Township. Director Schmitt commented on the fact that both IGA agreements had been discussed during the October Public Works Committee meeting. The Committee Members had noted some contradictions in the agreements and directed Staff to have Attorney McArdle review the agreements prior to them recommending approval. Director Schmitt reported that Attorney McArdle had reviewed and amended the agreements. In addition, Attorney McArdle had removed a portion of the language addressing the striping of roadways. In his opinion the agreements should be limited to snowplowing and other maintenance agreements be addressed separately. In addition, he noted that Staff will be obtaining quotes to possible outsource these types of service as it might be more cost effective. The Committee Members were comfortable with the amended agreements. A Motion was made by Alderman Curry and seconded by Alderman Mihevc to recommend the Intergovernmental Agreements for snowplowing be brought before the full City Council for consideration and approval. Roll call: Vote: 3-ayes: Alderman Curry, Alderman Mihevc and Alderman Santi.0-nays, 0-abstained. Motion carried. Discussion regarding Public Works 5-Year Capital Improvement Program including equipment and vehicle viewing. Director Schmitt discussed the draft 5-year Capital Improvement Program as prioritized by their economic and operational necessity in relation to the anticipated community -wide benefits. Director Schmitt continued on to commented on the proposed projects that carry the highest priority. The first project he discussed was Curran Road's S-Curve Safety Improvements. He reported that this project was awarded $450,000 by the Illinois Department of Transportation through their Highway Safety Improvement Program (HSIP). He reported that Staff is targeting a June 2019 State Letting date and construction is currently anticipated to be completed in the fall of 2019. Director Schmitt continued on to discuss the Pearl Street ITEP Improvements which is also ranked as a high priority. This request is for local matching funds for construction and Phase III Engineering Services. He reported that in May of this year the Illinois Department of Transportation had notified the City that they were awarded ITEP funding in the amount of $616,300 for light and streetscape improvements along Pearl Street. He reported that the ITEP improvements are funded through Federal participation at 80% and the remainder of construction and Phase III engineering cost will be paid by the City utilizing General Fund Revenues. Director Schmitt and Engineer Strange both commented on the Barreville Road culvert wingwall repair and structural rehiblitation project which is also ranked as a high priority. Engineer Strange reported that it has been determined that all four corner wingwalls are failing. However, in the short term Staff has solicited quotes from qualified structural contractors for interim shoring of the failed corner of the structure. Director Schmitt discussed the proposed Street Program which is also ranked as a high priority. Based on the most recent rankings, verified in 2018, funding was requested in the FY19/20 budget in the amount of $6,518,314 for the streets with a ranking of #3. Superintendent Schweda discussed the Pavement Maintenance Program which included crack sealing and reclamite applications. He noted that the cracksealing program is MFT funded. However, reclamite has not yet been approved for the use of MFT funds. Engineer Strange commented on the integrity of the Dartmoor Road Bridge. He discussed best engineering practices to preserve the service life of the bridge. Engineer Strange recommended replacing the membrane and wearing surface which will prevent deterioration of the precast beams and extend the life of the overall structure. However, this project does not qualify for MFT funding. Engineer Strange discussed the Oakwood Drive Culvert Rehabilitation Replacement Project. He reported that in September of 2018 Staff had submitted a request for Surface Transportation Program (STP) Bridge funding which would fund 80% of the project. The application is currently under review and should the City received Federal funding for this project engineering services will begin in 2019 with construction targeted for 2021. Director Schmitt discussed the proposed Bull Valley Road Multi Use Path Extension & Construction project. He reported that this project has been identified by regional planning agencies as a high priority project and may be eligible for federal grant funding. In addition, the City and the McHenry County Division of Transportation have entered into an intergovernmental agreement to share engineering and construction costs, pursue grant funding, coordinate land acquisition, and negotiate with the Union Pacific Railroad to install a pedestrian crossing. Director Schmitt discussed the proposed downtown parking improvements. The Committee and Staff noted that some of the improvements might be addressed as redevelopment occurs. Director Schmitt discussed the proposed Tree Replacement Program. He reported that the City had to remove a large number of trees due to the Emerald Ash Borer disease. He continued on to report that the program would be managed in house and allow for annual planting of trees to enhance the character of the City streets. Director Schmitt commented on the proposed Sidewalk Program. He noted that currently sidewalks are removed and replaced by Public Works Staff on an as -needed basis. Sidewalks with major cracks and significant spalling are replaced. In addition, sidewalk crossings that require ramp retrofits to meet the requirements of the Americans with Disabilities Act are constructed. Director Schmitt discussed the Illinois Rt. 31/Veterans Parkway Traffic -Signal Project. He noted that this project will be funded by the developer of Prairie Pointe Subdivision and the City has retained a Letter of Credit to cover the signal and lighting cost once traffic warrants are met. Director Schmitt went on to discuss the Street Division Motor Pool and Equipment Replacement Program. He discussed both the immediate needs and future needs. Director Schmitt discussed Public Facility Projects. He reported that currently the City get all its vehicles and equipment's' fuel from Petro Choice located in the City limits. However, Petro Choice has had some issues in the past with their tanks and pumps forcing the City to use a temporary fueling system at the Public Works' Facility. The Council Members may want to consider constructing a City fueling system which could be located at the Public Works Facility. Director Schmitt discussed Stormwater/Drainage Projects which included Ramble Road and Lakeland Park improvements. Director Schmitt discussed the Water Division's draft projects and proposed budget fund requests. He reported that Well #8 raw water line has experienced several leaks and needs to be repaired. Director Schmitt noted that there is new technology to rehabilitate the watermain pipe lining the estimate cost for the pipe lining is $130,000. Director Schmitt discussed the need for SCADA updates. He reported that current SCADA software was first created in 2004 and is outdated and experiences glitches due to its age. Director Schmitt Reported that Well #4 was built in 2006 and in 2013 the well's exterior was "touched up". Staff in now recommending in FY20/21 requesting proposals for services to paint Well #4. Director Schmitt commented on the going Water Meter Replacement Program. He reported that Staff is requesting a budget amount of $50,000 for meters that fail, testing parameters, unknown damages and new construction installation. Alderman Curry questioned if this was truly a capital improvement. Director Schmitt discussed the need to update the Water Treatment Plant #4's controlled panel. Staff recommends a partial upgrade which would be the most cost efficient method and would allow for the newest Programmable Logic Controller (PLC) to be included while utilizing the majority of the other components within the panel. Director Schmitt discussed the Well Inspection/Maintenance & Repair Program. He noted that Well # 7 should be rehabbed and performance testing done on all wells should continue. Director Schmitt commented on the Water Division -Motor Replacement Program. He noted over the next five years the department is requesting the approval for the purchase of four vehicles which is one vehicle per year excluding FY23/24. Director Schmitt discussed the proposed Update to the Master Utility Plan which would combined the Water/Sewer Model Report and the Future Development Planning Area into one Master Utility Plan which would assist Staff in prioritizing future projects and objectives in current and future time tables. Director Schmitt briefly discussed the Water Department's 6-10-Years Capital Improvement Projects. Director Schmitt commented on the Wastewater Division's 5-Year Capital Improvement Projects. He discussed the proposed Millstream lift station rehabilitation and Sewer Main Relocation Program which is ranked a priority. He reported that the purpose of this project is to eliminate one lift station and relocate a sewer main. This will be accomplished by relocating and increasing the size of the Millstream Ave. Lift Station. Once this task is completed the Freund Ave Lift stations' flow will be diverted to the new lift station. This will eliminate one lift station, two pumps and all of the controls necessary to operate the equipment. Another component of this project is to relocate the existing sewer main, which runs under 3705 W. Elm Street and then along Boone Creek. The existing main is in poor condition and will need to be replaced/relocated prior to development occurring along Boone Creek. He also noted that the 90% of the engineering had been completed in 2008. Director Schmitt discussed the proposed Sewer Division's Motor Pool Replacement request. The request includes replacing two pick-up trucks at a total cost of $105,000. Director Schmitt discussed the funding request regarding the automation of the lift station generators. He reported that fifteen of the City's nineteen lift stations have emergency power generators. The regional pump station (RPS) and South Wastewater Treatment Plant (SWWTP) also have emergency power generators. Automation of the lift station control panels would save approximately twenty hours a month in staff time. Director Schmitt discussed the funding request to pay for the demolition of the Central Wastewater Treatment Plant. He reported that on August 9, 2018 the City received a letter from the IEPA stating the NPDEs permit for the CWWTP had been terminated and the City is free to demolish the treatment plant. Alderman Curry questioned if the City is mandated to demolish the CWWTP. Director Schmitt replied no. Director Schmitt briefly discussed the Utility Division's Funding request. He reported that the Front Street Box Culvert, Sewer & Casing Replacement Program funding request is for replacing the sanitary sewer and sewer casting. In fall of 2018 Public Works received notification from IDOT that IDOT's box culvert is scheduled to be replaced in the summer of 2019. Director Schmitt went on to report that the City was allowed to place the box culvert in the State's right-of-way. However, in the case that such facilities are in conflict with proposed State Highway improvements the public utilities in conflict are required to be relocated at the expense of the owner agency. Director Schmitt reported that the City received grant funding in the amount of $120,000 to extend watermain to the north along Ringwood Road from Shore Drive to West Shore Beach Drive adjacent to The Home of the Sparrow. This project will service the Home of The Sparrow with municipal potable water. Director Schmitt commented on the fund request to purchase a new Aries Pathfinder TR3310 which will provide Staff with the ability to televise up to 24" of sanitary sewer main. In addition, this new tractor and camera will televise the large pipes in the collection system without having the cost of changing the entire system. Aries is the sole provider due to the system software. Director Schmitt discussed a funding request to support a Sanitary Sewer Main and Manhole Rehab Program. He reported that over half of the water flow entering the treatment plants approximately 1,000,000 gallons per day, is groundwater and does not need to be treated. This groundwater enters the sanitary sewer system through cracks, breaks and loose joints in the sewer mains. By eliminating as much of this infiltration as possible the City can greatly increase the capacity and effectiveness of the treatment plants. Director Schmitt discussed the Utility Division Motor Pool Replacement Program. This funding request proposes to replace six vehicles over the course of five years. Director Schmitt discussed the Watermain Replacement Program along with the Waterman Extension Program. He reported that the recent revision of the Capital Improvement Program created a budget line item for watermain replacement. Staff has been developing a watermain replacement program for aging infrastructure, proactive replacement for future needs, and to address water quality issues. Director Schmitt briefly commented on the future watermain extensions along Barreville Road and the North Leg. He reported at this time funding is not required and the watermain extension doesn't not need to be addressed until FY23/24. The Committee Members along with Staff went to the Public Works garage to view the current motor fleet. Staff Reports Engineer Strange provided the Committee Members with an update on various projects. He reported that the Pearl Street and Lincoln Road projects has been substantially completed. Landscaping and punch list work are still remaining as well as a small number of driveway restorations. Engineer Strange reported that the Green Street Bridge has also been substantially completed along with the concrete bridge deck work and the asphalt approach. Other Business The Committee Members nor Staff had any other business to discuss. Adjournment There being no other business to discuss, a Motion was made by Alderman Mihevc and seconded by Alderman Curry to adjourn from the public meeting a 8.18 pm Roll call: Vote: 3- ayes: Alderman Curry, Alderman Mihevc and Alderman Santi. 0-nays, 0-abstained. Motion carried. Respectfully submitted, Debra Meadows Approved: Alderman Santi