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HomeMy WebLinkAboutMinutes - 3/11/1999 - Public Works Committee � PUBLIC WORKS COMMITTEE MEETING MINUTES March 11, 1999 Members Present : Chairman Alderman Bolger, Alderman Baird, Alderman Glab Others Present : City Clerk Althoff, City Administrator Lobaito, Director Of Public Works Batt, City Inspector Marckinko, David Butler/Vice President of IMS [Infrastructure Maintenance Systems] Public Works Chairman Alderman Bolger called the meeting to Order at 7 : 00 p.m. He stated the purpose of this evening' s Committee meeting was to review and establish the City of McHenry' s 1999 Streets Program. 1999 STREETS PROGRAM Public Works Director Batt introduced IMS Vice President, David Butler, to the Committee . Mr. Butler stated he was in attendance to answer any questions the committee may have � with regard to the IMS pavement analysis report . Chairman Alderman Bolger noted significant curb erosion along sections of Green Street . He also recommended the inclusion of Shephard Hill Lane, Riverstream Drive, Judy Lane ard Virginia Avenue within the proposed 1999 Street Program. Director Batt stated the purpose of the pavement analysis report and pavement management program is to provide Council with a strategy for cost effective street repair and/or replacement . He noted streets that are repaired when they are in a fair condition cost less over their lifetime than streets that are allowed to deteriorate to a bad condition. The program should be considered a guide which council can modify, amend or revise . Some discussion followed regarding specific streets, which might be considered for inclusion in the 1999 streets program because of their surface condition. These streets include, from bad to worse, Shephard Hill Lane, Wiltshire Court, Oak Street, Broad Street, Central Avenue, and Commercial . Directc�r Batt also noted the IMS pavement analysis included a recommf�ndation to reconstruct Prairie Avenue and Meadow Street . Both these :�treets were reconstructed as part of the City' s 1997 Streets � Public �lorks Committee Meeting Minutes March 1:_, 1999 `,, Page Two Program. Staff has removed these streets from the proposed program as well as McCullom Lake and Crystal Lake Roads . Prairie Avenue and Meadow Street will not be considered until resurfacing is needed. The subbase of both Prairie and Meadow cannot be corrected for a reasonable sum of money. McCullom Lake Road was removed as council is yet considering Route 31 and McCullom Lake Road intersection improvements . Wiltshire Court has also been repositioned to be addressed in conjunction with Wiltshire Street . Directoi� Batt highlighted the pavement analysis report conclusions includirig: . st:reets with a 69-60 pavement condition level and included in Phase I, will require complete reconstruction if the recommended rehabilitation is not completed this year. .proposed year four of the program is expensive, however the cost could be spread out over several years if council approved a financing mechanism. It is staff ' s recommendation to bid an aggressive 1999 Streets Program. Director Batt noted if phase one program quotes are cost prohibitive designated streets could be � subsequently eliminated from the program. Chairman Alderman Bolger noted the alleyway between the theatre and sports store on Green Street is in terrible conditian. He also suggested Virginia Street be considered for Phase One of the Streets Program. He also noted the intersection of Green Street and Waukegan Avenue appeared to be in poor condition. Some discussion followed regarding Green Street . Director Batt suggested Green Street improvements be extended to Boone Creek. He also noted drainage problems should be corrected if Center and John Streets were included in the program. Noting every school would be affected by Phase One of the proposed program Director Batt stressed the importance of completing the program within the summer months . In response to Alderman Baird' s inquiry regarding deterioration criteria, Mr. Butler explained the program analyzes not only surface conditions, but pavement and subbase structure as well . He also noted although the comparative criteria remains constant, variable factors including weather, usage, etc . can affect the final pavement condition rating. Directox� Batt citing the seemingly high number of newly constructed city streets within the program suggested the � cities street construction standards be reviewed. Public �Vorks Committee Meeting Minutes March l:l, 1999 �, Page Th;�ee Citing }:nown traffic patterns, Director Batt informed the CommittE�e as Kane and Center Streets are included in Phase One of t:he program it is the recommendation of staff to include intersecting Grove Avenue as well . Director Batt also not:ed consideration should be given to water main replacer�ent when determining street inclusion. Further discussion followed. Director Batt noted under current conditions, the following streets would not be included in the proposed five year streets program; Washingt:on, Crystal Lake Avenue, McCullom Lake Road, Prairie Avenue �ind Willow Street . Oakwood is scheduled for reconstr�uction. Streets requiring reconstruction will not be repaired immediately as no cost benefit is derived. Streets that are repaired when they are in a fair condition cost le�s over their lifetime than streets that are allowed to detex-iorate to a bad condition. Reconstruction will occur on a � back-log� contingency. In response to Chairman Alderman Bolger' s inquiry, Director Batt opined bid quotations for phase one of the streets program will be competitive if sought within the next week or two. He suggested the committee recommend to full council entering into a contract with city � engineering firm, Baxter and woodman, to develop bid specifications for the proposed 1999 Streets Program, Phase One, and manage the project . Director Batt noted the proposed program was too large for staff management . Some discussion followed. Director Batt concurred with the committee ' s direction and agreed to provide a modified streets list for formal action at the next regularly scheduled meeting on March 11, 1999 . Director Batt informed the committee the 1998-99 Budget presently includes $900, 000 in Motor Fuel Tax dollars for the proposed program. As the estimated cost of the proposed Phase One is $1, 500, 000, council must designate an additional $600, 000 to the program. Director Batt stated council could yet reduce the scope of the proposed program, if bid quotations were too costly. Some discussion followed regarding the inclusion of apron and curb replacement within the bid specifications . It was the recommendation of staff to include replacement of all aprons . Director Batt stated it would cost approximately 8% more to include apron replacement if all the replacements were similar to those on Oakwood. Director Batt opined most replacements are not as intense . Chairmar Alderman Bolger directed staff to include Shephard Hill Lane within the 1999 Streets Program. Additional discussion occurred regardir_g the inclusion of Virginia Street . It was the consensus of the committee to include both Virginia Street and Shephard Hill Lane � within the 1999 Street Program. Public Works Committee Meeting Minutes March 11, 1999 � Page Four The committee also recommended the Streets Division of the Public Works Department be used to slurry coat Riverstream Drive and Judy Lane . Motion by Baird, seconded by Glab, to recommend to full council the approva:l of a service contract with City Engineering Firm, Baxter and Woodman, to develop bid specifications, conduct bid analysis, and provide project management for the proposed 1999 Streets Program as modifiec� including Shephard Hill Lane and Virginia Street . Vo{=ing Aye : Baird, Bolger, Glab Vo:ing Nay: None Ab;�ent : None Motion carried. NEW BUSINESS Alderman Baird noting the council ' s previous approval of the initiation of a semi-annual review, by the Public Works Committee, of unexpected large public works projects, informed the committee of one potential project . He noted a water problem in the area of Loch Glen and Turnberry. Underground spring water from the nature fen is causing significant drainage and accumulation problems for area � residents . Staff has investigated the problem and estimates a repair cost of approximately $1700 . Alderman Baird also noted his intent to request a cost-sharing program with the affected homeowners . Neighboring property owner, John Smith, has offered to provide the necessary 20 ' x 20 ' land parcel for engineering. Some discussion followed regarding future residential development in this area and it ' s affect on the water problem. City Adr:linistrator Lobaito was directed to determine and provide council with the 1999-2000 budget amount for these projects . Motion k�y Baird, seconded by Glab to adjourn the meeting at 8 : 15 p.m. Vot:ing Aye : Baird, Bolger, Glab Vot:ing Nay: None Absent : None Motion carried. Submitted, .�%��-�� William Bol er, Cha ' man �