City of Byron Community Services Committee met March 6.
Here is the minutes provided by the committee:
MEMBERS PRESENT: Chairman Alderman Mittzi Fulrath, Alderman Emily Gerdes, Alderman Mike Gyorkos.
MEMBERS ABSENT: Alderman Andy Gramer
OTHERS PRESENT: City Clerk Caryn Huber, Engineer Jason Stoll
Alderman Mittzi Fulrath called the meeting to order at 5:30pm.
1. PUBLIC COMMENT – None
2. APPROVAL OF MINUTES February 6, 2019: Alderman Gerdes motioned to approve the Community Services Committee meeting minutes of February 6, 2019, seconded by Alderman Gyorkos. Motion passed by voice vote.
3. ANNEXING ADJACENT PROPERTIES: The TAS Committee continues to discuss. Engineer Stoll said he has a list and a map showing the properties. If we decide to move forward, we will develop a pre-annexation template, and determine if, for instance, the sale of a house would trigger the pre- annexation rather than forcible annexation.
4. COMMERCIAL PROPERTIES BUILDING STANDARDS: Alderman Fulrath will discuss at the next TAS committee and suggest we develop at least the start of written standards for commercial buildings. Engineer Stoll added that there are many neighboring communities that have documents similar to this that we should look at. City Clerk Huber added that the Administrative Committee is also discussing, and is looking at the BCR Design Standards that were drawn up in 2001.
5. 2019 STREETS BUDGET PLANNING: Engineer Stoll reported that the consensus at TAS is to recommend Street Projects Option 1, which includes Walnut Street, from 5th to 7th Streets, reshaping and paving similar to the work on 3rd Street. Estimated cost is $250,000 as long as they have enough base to work with. Work would also continue on the Edge of Town Subdivision with some spot repairs of the existing curb, gutter and sidewalk, and slurry and fabric on four streets.
The total for these projects (Option 1) would be approximately $625,000, which also includes $140,000 due to William Charles after the 2018 3rd Street project is complete. Work on 3rd Street will resume in April.
Alderman Gyorkos motioned to make a recommendation to Council that we proceed with Street Projects Option 1. Seconded by Alderman Gerdes. Motion passed by voice vote.
Alderman Fulrath pointed out that this option also leaves us approximately $200,000 for any emergency repairs that may arise.
Engineer Stoll reminded the committee that the downtown parking lot is not included in because we are planning on using TIF funds to complete that project. Bids are currently out.
Alderman Gyorkos asked about re-striping downtown parking stalls. Engineer Stoll explained this is more of a maintenance issue for Public Works, but did agree that stalls could be angled more for safety. Alderman Fulrath will discuss at the next TAS meeting.
6. MROZEK DRAINAGE WORK – Alderman Fulrath asked if the committee is interested in discussing this subject further. Alderman Gyorkos is concerned that we are being asked after the fact, and we have had no input into what or how the work was done. Alderman Fulrath agreed. The committee agreed to take off the agenda.
7. BYRON REC PATH – Engineer Stoll reported that extending the Bike Path from Kingsway to Shadow Wood is in ongoing discussions with the School District and the Park District. There are some grant opportunities available, and Principal Barton was optimistic that we could cost-share the project. Alderman Fulrath added that we would like to stay ahead of the grant cycle so we are prepared when grant deadlines are due.
8. DOWNTOWN PARKING LOT – Discussed under agenda item #5.
9. SEAN ADAMS PRE-ANNEXATION AGREEMENT – Sean hopes to begin infrastructure work on this project soon, and hopes for council action this spring. The agreement would have a 20 year time limit, and the property would have to be contiguous within this time frame. His list of concessions include no curb and gutter, well and septic, chip seal instead of asphalt, and no street lighting. Alderman Gyorkos motioned to make a recommendation to council to approve the Sean Adams Pre-Annexation Agreement. Seconded by Alderman Gerdes. Motion passed by voice vote.
10. PUBLIC WORKS UPDATE – Written report submitted by Director Vincer, who is attending the Work Truck Show in Indianapolis today. His goal is to learn as much as possible about what is available and affordable with regard to a potential plow truck purchase in the next budget year.
● Engineer Stoll has presented several options for 2019 streets projects. Director Vincer states he would like to be on record as supporting option number 1. This leaves some money left over for unforeseen road problems which are probable this year based on the extreme shifts in weather.
● Public Works is currently $2000 over on the salt budget. This number will grow as more had to be ordered last week. The good news is salt is still available. We currently have a good supply and seem to be looking at warmer temperatures next week. If we don't use what we have on site, it will be stored for use next season. ● Fuel and maintenance costs will be elevated due to the amount of plowing this winter. ● We have had our first week since Christmas that the plow trucks didn't go out. Public Works has been spending its time catching up on maintenance service of equipment. The street sweeper should live to sweep another season, but should be considered for capital replacement. ● Public Works, with the help of Test, have been working on reducing our water loss percentage. Our feeling is that we are not getting accurate data from the well sites. Director Vincer has a meeting Friday with a contractor who can calibrate our wellsite master meters. We will be replacing two very old large diameter meters at Quality Metal. They are our biggest user and have the highest potential for water loss / unbilled use. The newer meter will account for both high and low flows accurately. ● Director Vincer has presented our Intergovernmental Agreement to Ron Gibson at the Byron Township. They will take time to review and make any changes or suggestions. ● Director Vincer has spoken with Moring Disposal regarding a city cleanup day. They are happy to help. We forecast using four 20-yard dumpsters at a cost of $370 ea. Cleanup would be limited to general refuse and metal/appliances. We have the option of offering to take tires, but the cost would be significantly higher. His recommendation is start with garbage and metal and reevaluate after the cleanup. Ogle County Solid Waste will pay for 50% of the costs associated up to $2000. He will be submitting an application Friday. We are considering Saturday, May 11, and would welcome any discussion or feedback on that date. ● Director Vincer has met with both the Fire Chief and the school Art Director regarding painting fire hydrants. We hope to have a small- scale program ready to go this spring. Hydrants not painted by the art club and in high traffic areas will be scheduled for painting this summer. ● In years past, we have hired summer staff. Director Vincer would look to hire both a retired mow operator and a summer general laborer this year.
11. EXECUTIVE SESSION (Section )(c)(21)-Review and Approval of Closed Meeting Minutes. No Executive Session.
12. Alderman Fulrath adjourned the meeting at 6:06 pm. Next regular meeting is April 3, 2019, at 5:30 pm.
https://www.cityofbyron.com/vertical/sites/%7B67304C08-5FC3-4329-8F07-4786D33EE040%7D/uploads/3-06-19_CSC_Minutes.pdf
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