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HomeMy WebLinkAboutPacket - 05/19/2003 - City Council A G E N D A REGULAR CITY COUNCIL MEETING Monday, May 19, 2003 7:30 P.M. 1. Call to Order 2. Roll Call 3. Pledge of Allegiance 4. Public Input Session – 10 Minute Limitation 5. Consent Agenda: a. Request to Connect to Police Alarm Panel from Harris Bank McHenry, 1712 Richmond Road; b. Parks & Recreation Department Request to Approve Picnic Permits; c. Mosquito Management Contracts with McHenry Township and Clarke Environmental Mosquito Management, Inc.; d. Public Works Department: Request to Advertise for Bids for the Installation of Backup Engine Generators at the Water Treatment Plant No. 4 and the Donovan Street Pumping Station; e. Public Works Department: Request to Advertise for Bids for the Construction of the Edgebrook Drainage Way Phase II Project; and f. List of Bills. 6. Request for Temporary Use Permit to allow a Flea Market at Just for Fun Roller Rink, 914 N. Front Street 7. Request for Water Service at 4405 Ponca Street and 4406 Ponca Street 8. Request from Concord Homes to Approve the Preliminary Plat for Morgan Hill Subdivision 9. Recommendation to Approve an Ordinance Establishing a Backup Special Service Area for the Morgan Hill Subdivision located on the east side of Route 31, south of Tonyan Industrial Park 10. Annexation Agreement, Zoning Map Amendment and Approval of Preliminary Plat for the McHenry Commerce Center 11. Kennedy Homes Developer Agreement for Riverside Hollow Subdivision 12. Award Contract to Smith Engineering Consultants, Inc. for Construction Staking, Material Testing, and Observation Services relating to the Crystal Lake Road/Winding Creek Drive Road Improvements and Traffic Signal Installation Project not to exceed $40,750 13. Shamrock Farms – Neighborhood No. 1, First Right of Refusal 14. Mayor – Statement and Reports 15. Committee Reports 16. Department Head Reports 17. New Business 18. Adjournment Posted and Mailed: May 14, 2003 C O N S E N T A G E N D A The Consent Agenda for the May 19, 2003 City Council meeting consists of the following items: a) Request to Connect to Police Alarm Panel from Harris Bank McHenry, 1712 Richmond Road; b) Parks & Recreation Department Request to Approve Picnic Permits; c) Mosquito Management Contracts with McHenry Township and Clarke Environmental Mosquito Management, Inc.; d) Public Works Department: Request to Advertise for Bids for the Installation of Backup Engine Generators at the Water Treatment Plant No. 4 and the Donovan Street Pumping Station; e) Public Works Department: Request to Advertise for Bids for the Construction of the Edgebrook Drainage Way Phase II Project; and f) List of Bills. Attachments C O N S E N T A G E N D A TO: Mayor and City Council FROM: Douglas K. Maxeiner, City Administrator FOR: Regular City Council Meeting RE: CONSENT AGENDA TO: Mayor and City Council FROM: Daniel J. Marcinko, Director of Public Works FOR: May 19, 2003 Regular City Council Meeting RE: Water Treatment Plant No. 4 and the Donovan Street Pumping Station ATTACHMENTS: Location Map RECOMMENDATION: Approve the request to advertise for bids for 1) the installation of a backup engine generator at the Water Treatment Plant No. 4 and 2) the installation of a backup engine generator at the Donovan Street Pumping Station. Background Water Treatment Plant No. 4. In October 2002, the City Council approved an Engineering Service Agreement with Baxter & Woodman, Inc. for the design of a backup engine generator for the Water Treatment Plant No. 4 located on Pine Street. This project was initiated as a result of the Illinois Environmental Protection Agency’s inspection report indicating a deficient backup power source at the plant. Donovan Street Pumping Station. Pursuant to the Intergovernmental Agreement for Wastewater Treatment between the City of McHenry and the Village of McCollum Lake, the standby engine generator at the Donovan Street Pumping Station must be upgraded to allow for the expected additional wastewater flow. Analysis Baxter & Woodman completed the engineering and final design of the engine generators at these two locations. To possibly obtain a cost saving during the bidding procedure, staff is combining the two purchases and is requesting authorization to advertise for bids for the installation of the two generators. This project is included in the 2003/2004 budget. Recommendation Staff is recommending that the City Council authorize the request to advertise for bids for 1) the installation of a backup engine generator at the Water Treatment Plant No. 4 and 2) the installation of a backup engine generator at the Donovan Street Pumping Station. CONSENT AGENDA TO: Mayor and City Council FROM: Daniel J. Marcinko, Director of Public Works FOR: May 19, 2003 Regular City Council Meeting RE: Edgebrook Drainage Way – Phase II ATTACHMENTS: Location Map and Pictures of the Site RECOMMENDATION: Approve the request to advertise for bids for the construction of the City of McHenry’s Edgebrook Drainage Way Phase II Improvements Project. Background In September of 2001 the City of McHenry secured $179,622 in Community Development Block Grant (CDBG) funding for the Edgebrook Drainage Way – Phase II project and in February of 2002 Council approved staff’s request to have Baxter & Woodman complete the design in an amount not to exceed $36,000. Analysis Baxter & Woodman has completed the engineering for this project, which consists of improvements to the drainage system commonly referred to as Edgebrook Drainage Way between Front Street and the Grove Avenue Lift Station. A location map is included for your reference. As part of Edgebrook Phase I, improvements were made to the seawall and downstream channel between Edgebrook Elementary Grade School and McHenry Junior high School to increase the capacity and amount of stormwater entering the pipe. The proposed improvements of Phase II will stabilize the eroding stream bank and improve the conveyance capability of the creek to properly utilize the improvements made in Phase I of the project. At the time of this writing, 16 of the 20 easements necessary to move forward with this project have been acquired. Baxter & Woodman’s cost estimate for Phase II is approximately $534,000 of which $179,622 will be paid with Community Development Block Grant (CDBG) funding with the remaining $354,378 to be funded by the City. This project is included in the 2003/2004 fiscal year budget. Recommendation Staff is recommending that the City Council authorize the request to advertise for bids for the construction of the Edgebrook Drainage Way Phase II Improvements Project. AGENDA SUPPLEMENT TO: Mayor and City Council FROM: Daniel J. Marcinko, Public Works Director FOR: May 19, 2003 Regular City Council Meeting RE: Crystal Lake Road/Winding Creek Drive Traffic Signal RECOMMENDATION: A pprove the Engineering Services Proposal/Agreement from Smith Engineering Consultants, Inc. for Construction Staking, Material Testing, and Observation Services for the Crystal Lake Road/Winding Creek Drive Road Improvements and Traffic Signal Installation Project not to exceed $40,750. Background: On May 5, 2003, the City Council awarded a construction contract to D.L. Franzen Construction for roadway improvements and traffic installation at the intersection of Crystal Lake Road and Winding Creek Drive in an amount not to exceed $323,378.70. Smith Engineering Consultants Inc. has submitted an Engineering Services Proposal/Agreement for the construction staking, material testing and observation services for this project in an amount not to exceed $40,750. The City included $500,000 in the recently approved budget for this project. The approved construction contract with D.L. Franzen for this improvement is for $323,378.70. If Council approves the agreement with Smith Engineering, Inc. for the construction staking, material testing and observation services for $40,750 the total construction and engineering for this project will be $ $364,129, which is $135,871 under the budgeted amount. Recommendation Staff is recommending that the City Council approve the Engineering Service Proposal/Agreement from Smith Engineering Consultants, Inc. for Construction Staking, Material Testing, and Observation Services for the Crystal Lake Road/Winding Creek Drive Road Improvements and Traffic Signal Installation project not to exceed $40,750. AGENDA SUPPLEMENT TO: Mayor and City Council FROM: Joseph P. Napolitano, Director, Community Development FOR: May 19, 2003, Regular City Council Meeting RE: Request for Temporary Use Permit to Allow a Flea Market at Just For Fun Roller Rink, 914 N. Front Street Celeste Wheat and Lisa Dusek, Applicants ATTACHMENTS: 1. Letter from Celeste Wheat and Lisa Dusek, dated 4/15/03 2. Site Map STAFF RECOMMENDATION: To approve the requested temporary use. Background A letter was received from Celeste Wheat and Lisa Dusek, operators of the Just for Fun Roller Rink at 914 N. Front Street. They are requesting approval of a temporary use permit to hold a flea market in a portion of the roller rink parking lot. Proposed Temporary Use The flea market would be held on Saturday, July 19, from 9:00 a.m. to 5:00 p.m. (no rain date). Vendors would be allowed to set up beginning at 6:00 a.m. Thirty (30) 10’ x 18’ booths would be made available for vendors, and these spaces would be marked off. Vendors will be allowed to sell items such as clothing, household items, outdoor items, collectables and crafts. Parking will be available on a portion of the roller rink site. The applicants have received the consent of adjoining property owners (McHenry Fitness and Alexander Lumber- former McHenry County Supply). There will be no outdoor concessions or food sales. The rink concession area and restrooms will be open inside the building. Just For Fun staff will have walkers in place to walk the site and direct traffic. Analysis In discussions with the applicants, they are attempting to change the image of the roller rink and increase their customer base. Because summer is a slower season, they are looking at activities to keep people coming to the rink and also to showcase the rink in hopes of attracting new customers. Staff concerns regarding parking, setup, etc. are addressed in the attached letter. The only consideration not addressed in the letter relates to the vendors. The applicants have indicated that space is available for 30 vendors. However, they have not indicated a plan for control. It is staff’s recommendation that a condition be placed on approval of this request that vendor spaces be reserved in advance so that additional vendors do not appear the day of the event. Staff Recommendation To consider the requested temporary use with the condition that vendor spaces be reserved in advance. CONSENT AGENDA TO: Mayor and City Council FROM: Douglas K. Maxeiner, City Administrator FOR: May 19, 2003 Regular City Council Meeting RE: Year 2003 and 2004 Mosquito Management Program Recommendation: 1. Authorize the Mayor to execute an Agreement with McHenry Township for Mosquito Management for a not to exceed amount of $9,250.00 2. Authorize the Mayor to execute an Agreement with Clarke Environmental Mosquito Management, Inc. for a not to exceed amount of $5,922.78 3. Authorize the Mayor to request up to two additional treatments as needed for a not to exceed cost of $5,724.00 per treatment. Traditionally, the City of McHenry works with Nunda and McHenry Townships to provide a mosquito abatement program. McHenry and four other municipalities join with McHenry Township to benefit from a large-scale mosquito abatement program. This year, McHenry Township accepted a two-year proposal from Clarke Environmental Mosquito Management, Inc. to contain costs. As depicted on the attached breakdown, McHenry’s proportionate share of the contract shall not exceed $9,250.00 for each contract year. To provide the same service for City of McHenry residents in Nunda Township, the city enters into an agreement with the contractor selected by McHenry Township to treat the Nunda portion of the City. The base price to treat the remaining area of the city for each contract year is $5,922.78, which includes Phase I, II, and III of the program as detailed in the attached management program outline. Phase IV of the management program provides for additional treatments the city can elect to apply for an additional cost of $5,724.00 for each treatment. Typically, additional treatments have been requested throughout the summer for special events such as Fiesta Days and City Band Concerts. In addition, park areas receive a treatment once or twice throughout the summer and a community-wide treatment is performed at least once. Last season, three additional treatments were requested. This was due in part to the onset of the West Nile Virus and the fact that the city hosted the Twin Cities Aids Ride. Based on this information, it is recommended that the City Council: 1) Authorize the Mayor to execute an Agreement with McHenry Township for Mosquito Management not to exceed $9,250.00; 2) Authorize the Mayor to execute an Agreement with Clarke Environmental Mosquito Management, Inc. for an amount not to exceed $5,922.78 for mosquito management in the Nunda Township portion of the City; and, 3) authorize the Mayor to request up to two additional treatments as needed for a not to exceed cost of $5,724.00 as outlined in Phase IV of the program. Total authorization sought from the City Council is $26,620.78 if the two additional “as needed” applications are used.