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HomeMy WebLinkAboutMinutes - 11/27/2017 - Public Works CommitteePUBLIC WORKS COMMITTEE MEETING REPORT Monday, November 27, 2017 Municipal Center Council Chambers, 4*30 PM Committee Members in Attendance at Roll Call: Chairperson Alderman Santi, Alderman 31ab and Alderman Mihevc. Also in Attendance: Director of Public Works Schmitt, Street Division Superintendent Schweda, Project Engineer Strange, Director of Parks and Recreation Hobson, and Executive Assist/Deputy Clerk Geraghty, 1. Call to Order: The meeting was called to order at 4:30 pm. 2. Public Comment: None. 3. Motion to approve September 11, 2017 Public Works Committee Meeting Minutes. Chairperson Santi called for a motion to approve the minutes from September 11, 2017. Alderman Glab made a motion to approve the minutes as presented, seconded by Alderman Mihevc. Chairperson Santi asked the Clerk to call the roll. Aye: Glab, Mihevc, Santi. Motion carried. 4. Review of proposed Municipal Mowing Contract and direction to place a request to advertise for bids on a future City Council meeting agenda. Chairperson Santi asked Director Schmitt to present the item to the Committee. Director Schmitt reported the city current mows approximately 300 acres of land of which about 140 acres is contracted. Staff recommends adding an additional 100 acres to the list of contracted mowing and retain approximately 50 acres of ballfields that require special attention to continue to be mowed by parks maintenance staff. The current contract was for a three-year term with a two-year option for extension however, staff recommends going out to bid at this time to obtain quotes for the additional acreage. In addition to the mowing, staff recommends adding a cost for wee&killing applications between the curb line and pavement as needed on a per linear foot application unit cost. This may or may not be used by the city. Language that would be used for the weed - killing application bid was obtained from other municipalities that utilize this service. Chairperson Santi stated Director Hobson was at the meeting for the discussion on the ballfield options in the proposal and asked if staff would obtain a cost per application. Director Schmitt answered it would be a unit cost price per linear foot, per application. Staff would measure an area that needed to be sprayed before calling the contractor. The rate would be the same for all areas for each application. Chairperson Santi said we could spray in May and the weeds may come back requiring three or four additional applications. Superintendent Schweda said other municipalities typically apply a May Public Works Committee Meeting Page 2 November 27, 2017 and August spray. Chairperson Sami asked if the city sprays athletic fields. Director Hobson informed the Committee that Parks Maintenance applies fertilizer and he is not certain if a weed killer is applied. Alderman Glab asked if the Committee is being asked to consider spraying just the areas that are being mowed. Director Schmitt said ballfields will not be included in the price quote — this is strictly for a weed killer between the curb -line and asphalt. Chairperson Santi asked if the Committee had any concerns about advertising for bids as proposed. Alderman Glab noted the location for area #48 on the proposed Mowing Contract list was not correct. Alderman Glab also asked if the city was going to bill the property owner for mowing Waters Edge &Dartmoor ROW, #65 on the list. Director Schmitt noted this area is no longer mowed by the city and will be removed from the list. Alderman Glab mentioned weeds growing in the islands along the curb line should also be mowed. Project Engineer Strange stated this could be addressed in the bid. Alderman Mihevc asked what was considered when deciding which properties were to be maintained by the city or the contractor. Director Hobson said at this time Parks staff is proposing to maintain only the athletic fields. However, a park currently in the proposed contract that is still being deliberated by staff is Veterans Memorial Park. Chairperson Santi asked Director Hobson if he would consider placing the athletic fields in the proposal just to see what the cost would be. Director Hobson said Parks Maintenance has the equipment and expertise to maintain the city's ballfield. The proposed mowing list will be a big help to the Parks Maintenance staff as it will allow them more time to maintain the ballfields, which he would prefer continue to be under the care of trained Parks Maintenance personnel. Answering Chairperson Santi's question, Director Schmitt stated the total volume in the proposal is approximately 240 acres compared to 140 last year. Approximately 50 acres will continue to be maintained by city staff. Approximately 100 acres was added to the list, which includes Petersen Park (less ballfields), McBark Park, Shamrock Park, West Dartmoor Limit, Knox Park (less ballfields) and Veterans Memorial Park. The areas retained for maintenance by city staff include Petersen Park Ballfields, Knox Park Ballfields, and Fox Ridge West. The current mowing contract was for a three-year term with a two-year option. Alderman Glab inquired where Millstream Beach was located. Director Hobson answered at the end of Millstream Drive, behind the gas station, on the south shore of the creek. Alderman Glab asked why we mow this property and what use is it to the city. Director Schmitt answered eventually two lift stations will be consolidated and located on this site. Years ago, this was the site of a boat launch and it is now designated for use by Public Works. Alderman Glab asked if residents were permitted to access the property for fishing, etc. Director Hobson stated it is technically not a park but it is public property. Public Works Corn nittee Meeting Page 3 November 27, 2017 As there was no further discussion, Chairperson Santi called for a motion. Alderman Glab made a motion, seconded by Alderman Mihevc to place a request to advertise for bids for the Municipal Mowing Contract on the next available City Council meeting agenda. Chairperson Santi asked the Clerk to call the roll. Aye: Glab, Mihevc, Santi. Motion carried. 5. Review and acceptance of the recommended streets for inclusion in the 2018 Road Resurfacinprogram in cluding the Parks and Downtown Maintenance Facflity parking lot. Chairperson Santi asked Director Schmitt to present the item to the Committee. Director Schmitt informed the Committee that Project Engineer Strange and Superintendent Schweda developed a five-year outlook for the city's street program based on an average cost of $1.5M per year. Road grouping was done where possible to maintain costs. Staff is seeking the Committee's endorsement of at least the first year of the program adding this is a living document as the rankings can change from year to year. Director Schmitt stated in anticipation of the Council's adoption of the FY 2018/19 budget, staff is providing a recommended list of streets be included in the 2018 Road Resurfacing program. A Master Street and Parking Lot Ranking Lists and 5-Year Recommended Plan for Street and Parking Lot Resurfacing were provided to the Committee. Director Schmitt added downtown parking would be addressed as a separate item in the CIP. Superintendent Schweda referred to a map highlighting all roads resurfaced since 2010. With the new five-year outlook, staff attempts to group neighborhoods to reduce mobilization that is estimated to result in a 3-5% savings. In 2018, staff proposes to resurface the neighborhoods of Pebble Creek, and Green Valley, Larkin Lane - Green Street to the Cul-de-Sac, Young Street - Dale Avenue and Green Street, Third Street - Elm Street to James Street, and Fourth Street - Elm Street to James Street. This plan is expected to cost approximately $1.2M. In addition, the Pearl/Lincoln Road Improvements project will be completed at the city's match of $700,000 and the Parks and Downtown Maintenance Facility parking lot for $100,000. In total, approximately $2M in resurfacing is proposed in 2018. The following years, the neighborhoods will be grouped in a similar manner. Project Engineer Troy stated grouping areas together not only control costs but makes traffic control and site inspection much more manageable, also reducing project costs. A five-year program will give the Council, staff, and city residents with direction on future resurfacing. Again, changes in rankings are to be expected from year to year. Chairperson Santi called for questions from the Committee. Public Works Committee Meeting Page 4 November 27, 2017 Alderman Glab said he is not in favor of a five-year program. The one-year program has worked fine for over 20 years. He believes a five-year program will limit the Council and is not as aggressive as he feels it should be. Alderman Glab wants to spend more than $2M. The plan calls for some streets not to be resurfaced for at least 30 years that have not been worked on for the past 10 years adding this plan will never enable the city to catch-up. Alderman Glab noted every street in Pebble Creek is ranked #3. The Public Works Department needs to be more careful when new subdivision streets are constructed. Too many newer subdivisions are falling apart. He further stated no one is to blame and he is aware the city did not have staff with the required knowledge when these subdivisions were built. Superintendent Schweda agreed with Alderman Glab and stated Pebble Creek was built in the 1990's, and most municipal streets constructed in the 1990's are deteriorating. Project Engineer Strange said that many older streets are 2 1/2-inches or 2 3/ -inches and our city standard is 44nches. The city's current standard for residential is not bad, which is a 4-inch total section on top of a 12-inch aggregate base. To the point about the annual cost, the $1.5M proposed when supplemented with an annual Federal Aid job, puts the city on a 30-year life cycle for roads. Page eight of the spreadsheet shows the cost to reconstruct completely all city roads. If you assume that we have a 20-year life cycle for our roads, this would put us at approximately $2.5M per year for resurfacing costs; 25- years approximately $2M; and 30-years approximately $1.6M. If we supplement that with a Federal Aid job, the $1.5M puts us at the 30-year interval. Public Works is also aggressive with patching streets, crack sealing, and reclamite. It really depends on what life cycle the city can realistically get out of our roads in terms of annual maintenance/resurfacing targeted costs. Alderman Glab said two years ago the city spent $1.9M and it will get more difficult to get a good cost for the project in the future. Project Engineer Strange stated the city paid a good cost for the number of the streets resurfaced in 2017; tollway work is nearly completed and contractors are in need of work. Alderman Glab added the city should be aggressive now when we can get more for our dollars. He added the problem with a 30- year cycle is some streets will be 50 years old by the time the city resurfaces them. Superintendent Schweda expressed to the Committee that the purpose of the five-year plan is to provide direction to the city. Director Schmitt added that should more funding become available, the city will have a list of streets prepared. In addition, just to get all streets ranked #3 completed, would cost the city approximately $8.5M. Alderman Glab asked if the five-year plan was going to be presented to the full Council. Director Schmitt said if the Committee endorsed the first year of the plan, it would be brought to the City Council after the budget was approved. Superintendent Schweda said $2M would be needed for the first year of the five-year street resurfacing program including the Pearl/Lincoln Road Improvements project. Alderman Glab said staff should request at least $2M in each year of the plan. He would rather the Council cutback spending rather than not ask for enough. Publie Works Committee Meeting Page 5 November 27, 2017 Chairperson Santi asked if the Committee should add a statement stating they would prefer to spend at least $2M per year on roads. Director Schmitt totaled what the city has already leveraged for federal funding in 2018. The total is $1.37M and includes Engineering for Bull Valley Bike Path, Curran Road Phase II Engineering, Pearl/Lincoln Road Improvements (approx. $800,000 from the General Fund), Ringwood Road (partnership with Village of Ringwood, Johnsburg, and McHenry Township, city's portion $53,000), and pavement maintenance performed in-house ($50,000). This does not include the sidewalk program, street program, parking lot maintenance Green Street Bridge, and Downtown Improvements. Alderman Glab asked how many township roads affect McHenry residents expressing that only two or three major township roads have shared jurisdiction with the city. Most township roads are located within subdivisions outside the city limits. Alderman Mihevc thanked staff for the time and effort they took to develop the five-year pIan. Having a rational basis for categorizing every road and phasing them in is a big task and well done, adding he also would prefer to see more money in the program each year if it can be found. Residents want better roads. He is glad to see some of these things being done and it makes sense how it is being done. Alderman Miheve further stated he is questioned often about Lincoln Road and asked staff to explain how the road will be completed and the city's responsibility to the project. Director Schmitt answered the city received $1.5M in STP funding, which was originally scheduled to be receive in 2020. Each year, staff has lobbied for advanced funding for the project to get it completed. Last year, the city was denied advanced funding. Recently, the Feds changed the STP funding and now McHenry County will receive more dollars. The Feds want all projects off the books and as a result, we were granted advanced funding in time for the 2018 construction season and hoping to make a June letting with construction in 2018. The project limits are Pearl Street from Route 31 (N. Richmond Rd.) to Chapel Hill Road. McHenry Township is responsible for a portion of this project however, the city is responsible for a majority of the project. Alderman Santi asked if McHenry County is contributing funds and Director Schmitt answered no, the entire project is located within the city and township jurisdiction. Director Schmitt further stated through the sewer/water fund, we are extending sewer stubs to the property lines to prevent cutting into the roadway when a household ties in to the sewer. Homeowners not annexed to the city who want to connect to the sewer will have to. sign an agreement to reimburse the city for the cost to install the stub. The recapture agreements will be tracked by the Community Development Department. Alderman Glab suggested charging interest for the service to make up for inflation. Chairperson Santi agreed. Alderman Glab asked what the city is paying to install the stubs. Project Engineer Strange estimated the cost to be $500-600,000, which would be charged to the Water/Sewer fund. Chairperson Santi stated the Committee should express its desire to be aggressive and fund at least $2M for the 2018 road program including the Pearl/Lincoln Road project Public Works Committee Meeting Page 6 November 27, 2017 and, if more funding becomes available, additional streets should be added to the program. A discussion ensued on projects that qualify for STP funding. Project Engineer Strange explained STP funding can only be used for improvement of FAU routes and often the funding is tied to some sort of geometry improvement such as the bike path on Pearl/Lincoln and raising it to federal standards, making the projects more complex and expensive. Director Schmitt recommended the Committee use the upcoming CIP discussions to voice their opinion on the need to fund aggressively the city road projects. To resurface only the streets ranked #3, would cost $8M. The number currently in the CIP for roads is $8.5M. FY 2019/20 that figure jumps to $11.7M; FY 2020/21 is over $14M. According to the CIP and street rankings, in the next five years we will need approximately $45M. Director Hobson left the meeting at 5:30 PM. Chairperson Santi called for a motion. Alderman Glab made a motion that after discussing the roadway resurfacing needs of the city, and formulating a plan for 2018, in light of the Pearl Street/Lincoln Road project, the Committee is in consensus that at least $2M be allocated to the 2018 Street Program and an additional $100,000 for improving the Parks Maintenance Facility parking lot. The following discussion ensued on the motion: Director Schmitt noted the Parks Maintenance Facility lot must be bid under a separate contract as MFT funds may not be used to improve parking lots. When the city goes out to bid for the Recreation Center parking lot expansion, and if the city moves forward with downtown parking lot improvements, the Parks Maintenance lot will be included in this bid for cost savings. Alderman Mihevc asked for clarification on the city's costs for the Pearl/Lincoln improvements. Director Schmitt responded $795,000 from the General Fund and an additional $425,000 from the Water/Sewer Fund. Alderman Mihevc said if we recommend $2M total, we would be able to include all streets depicted in orange including Pearl/Lincoln. Alderman Glab asked to include a few alternate streets in the project when it is presented to the full Council. Director Schmitt agreed as that worked out well in 2017. Chairperson Santi called for a second on the motion made by Alderman Glab. Alderman Mihevc seconded the motion. roll: Ayes: Glab, Mihevc, Santi. Nays: None. Chairperson Santi asked the Clerk to call the Pubhe Works Committee Meeting Page 7 November 27, 2017 Motion carried. Chairperson Santi expressed his opinion about the poor condition of Blake Blvd. Alderman Glab suggested Blake Blvd be included as an alternate in the project. 6. Future Agenda Items None. Chairperson Santi told the Committee he and Director Schmitt has previously discussed the city's snowplowing procedures and asked Public Works staff to explain it to the Committee. Superintendent Schweda stated there are currently 37 available drivers qualified to snowplow; five non -union employees are available if union employees are not; three of those five have CDL licenses and can drive the trucks. In summary, 40 available with CDL licenses. There are 11 routes. Over 24nches of snowfall requires plowing cul-de-sacs using an additional five drivers in pickup trucks. Alderman Santi asked how many divisions are involved in plowing and Superintendent Schweda answered Parks Maintenance, Wastewater, Utilities, Water, Police and Community Development if needed, and retired Street Superintendent Rich Stull. Pursuant to the contract, union employees must be utilized on each shift before anyone else can be called in to plow. Two shifts at 16 hours per shift run 7 AM — 11 PM and 11 PM — 7 AM with 11 drivers each shift. The schedule is rotated monthly. Chairperson. Santi commented on the incredible amount of manpower and organization that is put into this and he thanked staff. Alderman Mihevc stated the new crosswalk signage on Green Street has made a big difference. Chairperson Santi said the speed limit sign on Green Street is also making a difference. Alderman Mihevc agreed. Director Schmitt announced the next Public Works Committee meeting is scheduled for Monday, January 8 at 6:30 PM. 7. Motion to Adiourn. There being no further comments from the Committee, Chairperson Santi called for a motion to adjourn the meeting. Alderman Glab made a motion, seconded by Alderman Mihevc to adjourn the meeting. Chairperson Santi asked the Clerk to call the roll: Aye: Glab, Mihevc, Santi Motion carried. The meeting adjourned at 6:45 PM. Public Works Committee Meeting Page 8 November 27, 2017 Respectfully submitted, Marci Geraghty, Executive Assist/Deputy Clerk Reviewed and approved this i�day of Alderman Victor Santi, Chairperson 20180