City of Byron Committee of the Whole met June 3.
Here is the minutes provided by the committee:
MEMBERS PRESENT: Alderman Todd Isaacs, Alderman Emily Gerdes, Alderman Mittzi Fulrath, Alderman Zeke Hobbie, Alderman Mike Gyorkos, Alderman Christy Hanlin, Alderman Dan Reilly
MEMBERS ABSENT: None
OTHERS PRESENT: City Attorney Kim Krahenbuhl, Mayor John Rickard, Clerk Caryn Huber, Development Director Larry Hewitt, Public Works Director Aaron Vincer, Engineer Jason Stoll, Citizens Bill Pirnat and Pam Kultgen, Sharon Uslan (Engie)
Mayor Rickard called the meeting to order at 5:16 pm. He added several items to the agenda. After item #2, he added Covid-19 impact study (Admin) and Community Room usage (Admin) and after item #7, he added Hamer Ct. curb and gutter (CSC).
1. PUBLIC COMMENT – None
2. MUNICODE CHAPTER 16 CHANGES (ADMIN) – Clerk Huber reported that we are in the process of updating our code book chapter by chapter. Chapter 16 has a significant number of changes. These changes mostly reflect committee name changes and eliminating references to the plan commission and bike path committees, which no longer exist. Directors Hewitt and Vincer reviewed the chapter, and Engineer Stoll added input in some areas. There is an Ordinance in Dropbox that lists all of the changes. They are redlined so both old wording and new proposals can be viewed. The ordinance is on the council agenda for first read tonight. Because of the length of the ordinance, Clerk Huber encouraged council to review prior to the next council meeting, and call her with any questions.
(ADDED ITEM) COVID-19 IMPACT STUDY (ADMIN) – Director Vincer reported that he has listened to proposals from Meristem and WIPFLI. Both are offering programs that look at the economic impact of COVID-19. WIPFLI’s program also has opportunities to look at long term planning. They have three tiers available. The first tier ($3,500) looks at the balance projections in the general fund, the second tier ($5,000) examines additional funds (water/sewer, MFT), and the third tier ($7,500) looks at all funds and includes budget planning and forecasting. Alderman Isaacs asked what the benefit would be. Alderman Hanlin asked if this is required in order to possibly recoup federal or state funds lost due to COVID-19. Mayor Rickard said that he had put together figures (which he presented to council recently) based on IML projections of losses of 9-17%, but felt professionals may have access to information which would allow for a more accurate forecast. Alderman Hanlin asked if this would come out of the water/sewer budget, but Mayor Rickard said most would come out of general fund, at least for the first tier. Attorney Krahenbuhl has concerns about a conflict of interest, since WIPFLI does our audit. Alderman Isaacs does not see the benefit to a study, and feels we can do similar work ourselves. Director Vincer stated that he thinks it will be beneficial when determining what money can be spent in the coming months. Alderman Isaacs asked him to prioritize projects and see how our figures come in. It is early in the budget year, and we need to be cautious when spending money. Director Vincer would like assistance when planning future projects. The council agreed to hear proposals from these companies at the next meeting. Alderman Hanlin asked if there will be a standard type of firm to use when applying to recoup state or federal funds, but Alderman Isaacs said there has been no approval on any programs yet. Director Hewitt added that professionals will know information and trends prior to us receiving it. Alderman Hanlin asked them to present to committee at the next meeting.
(ADDED ITEM) COMMUNITY ROOM USAGE (Admin) – Mayor Rickard reported that the TAS committee discussed the reopening of the community room as we move into Phase 4. The questions arose about the number of people using the community room that are from out of town, and asked if different rates should be applied to residents and non-residents. The charge is listed as a cleaning fee, as we are unable to charge rent.
3. CREST VIEW TRAIL WATER ISSUE (CSC) – Director Vincer reported that Engineer Stoll did some evaluation at the property. The resident’s garage sits below the roadway. The pipe size is adequate, but the water is not able to get into the pipe fast enough. An additional storm drain/inlet would help with this. If the homeowner wishes to build some berms, this may help as well. Some water is blocked due to an addition to the home put on many years ago. As part of this summer’s construction project, we may be able to ask the contractor for help on this project. Engineer Stoll added that this will be an adequate solution for most storms, but there is no guarantee this will solve the problem when we have major rainfall in a short amount of time. The new inlet will allow the pipe to be fully utilized without over-topping the curb. O’Brien will provide a quote, but initial estimations are approximately $5,000.
4. TSC MILL RD. TEST RESULTS (CSC) – Engineer Stoll reported he and Director Hewitt have been contacting the original contractor to ask them to look at Mill Road, but they have not yet done that. Engineer Stoll will compose a letter to the contractor with the results of the test borings in order to start the conversation with them. Director Hewitt will provide original plans and specs.
5. SHADDOWWOOD DETENTION CLEAN UP AND REHAB (CSC) - Director Vincer reported that there have been longstanding drainage problems in this subdivision. At the end of the street there is a detention pond that has an inlet and outlet pipe. There is a 1% fall from one to the other. Storm water is allowed to fill in and then discharge slowly to the adjacent property. An open top paver system is in place, however, over time the waterway gets silted in and they have to clean it out. The pavers are starting to fail and the drainage is not as efficient as it should be. One solution is to pour an 8’ x 50’ concrete pad, 6” thick. An initial estimate is $5,700, but he will get other quotes as well. He will reach out to the homeowners on either side. The project will need to be done in August or September, during a drier season.
6. IN-HOUSE STREET WORK/ROLLER PURCHASE (Admin) – Director Vincer would like to discuss this at the next meeting. He has spoken with Ron Gibson and Dennis Herbig regarding doing some road work and would like to investigate this more.
7. BRIDGE LIGHTING (CSC) – Director Hewitt said that there is not much new to report, but the item will remain on the agenda. We are looking into high end solar lights, and they are $2,000-$2,500 for a 6,000 watt light. There are many options to explore. IDOT wants the lights to be positioned on the front edge of the walkway, however, this proved to be a problem with past lights as they kept getting hit by farm equipment and machinery. He explained they are looking at solar since there is no electrical left on the bridge.
(ADDED ITEM) HAMER CT. – Director Vincer reported that the paving of Hamer Ct. is part of our summer street projects. The proposal came in significantly under the engineer estimate. There is no curb there now, but curb could be added for $35,000. The addition of curb would give the street extended life and is “best practice”. The project will begin soon, so a decision would need to be made by the next meeting. Engineer Stoll will initiate a change order prior to the next meeting for council to act on.
8. ENGIE PROPOSAL – Director Vincer has been working with Engie on some possible upgrades to the sewer plant in order to become more efficient and regain some costs using those savings. Sharon Uslan introduced their procurement process to increase reliability and life cycle. They use all local providers to create jobs in the local economy. They assist the city in prioritizing projects and preparing for the future. Price and savings are guaranteed and city staff can be as involved in the project as they wish. The program allows us to be proactive instead of reactive. The next step is doing a request for proposal. There would be no financial commitment until October or November. Sharon will return at a future meeting to continue her presentation.
9. ADJOURN – Meeting was adjourned by Mayor Rickard at 6:32 p.m.
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