City of Byron Community Services Committee Met May 5.
Here is the minutes provided by the committee:
Alderman Fulrath called the meeting to order at 5:30 pm.
1. ROLL CALL:
MEMBERS PRESENT: Alderman Emily Gerdes, Alderman Mike Gyorkos, Alderman Zeke Hobbie, Chairman Alderman Mittzi Fulrath
MEMBERS ABSENT: None
OTHERS PRESENT: Mayor John Rickard, Engineer Jason Stoll, Director Aaron Vincer, Arrived at 5:42 pm from Administrative Committee meeting: City Clerk Caryn Huber, Attorney Aaron Szeto, Alderman Todd Isaacs, Alderman Jessica Nehring, Director Larry Hewitt.
2. APPROVAL OF AGENDA – MAY 5, 2021 – Alderman Gerdes motioned to approve, as presented, the May 5, 2021, Community Services Committee meeting agenda. Seconded by Alderman Gyorkos. Roll call vote: Gyorkos, AYE; Hobbie, AYE; Fulrath, AYE; Gerdes, AYE. Motion passed: AYE, 4; NAY, 0; ABS, 0.
3. PUBLIC COMMENT – None
4. APPROVAL OF MINUTES – APRIL 7, 2021 –Alderman Hobbie motioned to approve, as presented, the April 7, 2021, Community Services Committee meeting minutes. Seconded by Alderman Gerdes. Roll call vote: Hobbie, AYE; Fulrath, AYE; Gerdes, AYE; Gyorkos, AYE. Motion passed: AYE, 4; NAY, 0; ABS, 0.
5. 7TH STREET WATERMAIN EXTENSION – Fire Chief DeMik and a Fire Department crew have identified 7th Street as an area that is not well covered with fire hydrants should a fire develop along that corridor. There is no watermain, and therefore no fire hydrants. They have discussed doing a watermain looping between Walnut St. and Colfax. The project is costly, and the city is exploring grant opportunities, however, the only one that is available requires a community to be in the lower income range. In order to qualify as a low income community, we need to conduct an income study. Alderman Fulrath asked if NextSite covers that area. The study, if Fehr-Graham does it, costs $1,500. Engineer Stoll anticipates the total project will cost approximately $260,000, and is doubtful we will qualify for the grant, especially with the street housing commercial properties, and the fact that there will be no future development there. Director Vincer is in support of the project, but cannot justify the expenditure out of the city budget. He suggested putting a hydrant in front of the Byron Township building on Colfax St. Mayor Rickard suggested the possibility of a special assessment for the businesses to pay for the project, since it would benefit only these businesses, and not the residents of Byron as a whole. Alderman Gerdes feels this conversation should continue, and suggested doing the project in winter to cut costs. We will continue to work with the Fire Department for possible solutions.
6. RIVER ROAD WATERMAIN – Director Vincer explained that there is a watermain on River Road that ends just before the Exelon discharge site. There are four or five sites along this 3,000 ft. of watermain that are being developed. Currently, there is only one home located there, and the resident has applied for a water connection. Martin & Co. installed the watermain as part of developing the area. The watermain is a dead end, and does not loop, therefore, it will need to be flushed regularly in order to maintain chlorine residual readings. He anticipates flushing approximately 1,600 gallons per day. Director Vincer spoke to EPA Representative Joy Bliton, and she will speak to several groundwater experts. She suggested drilling a test well, in the hopes the homeowner will drill a well and we would then shut off that extension of the watermain. No action is required at this time.
7. 2021-2022 STREETS PROGRAM-UNION/SUMNER ST. BIDS– Engineer Stoll presented the bids for the 2021-2022 street projects on Union and Sumner St. A summary is included in Dropbox. Martin & Company is the lowest bid, with a base bid of $241,785.04 for the work on Union St. and Sumner St. Since the time of requesting bids, the TAS committee has discussed other projects that also need consideration. One of these projects is doing slurry seal in Fawn Ridge. This would add $55,000 to the cost. Sumner Street, from Crest View Trail to River Drive, is the alternate bid, with the low bid from Martin & Company at $49,714.92. This portion from Crest View Trail to the river is in better shape than the section from Crest View Trail to Route 2 (which is included in the base bid). The budgeted amount for street projects this year is $436,839.86. By adding the Fawn Ridge slurry seal and Sumner St., the total is $508,575.28. If funds are not available, Engineer Stoll recommends prioritizing the Fawn Ridge project over the Sumner St. project. By excluding the alternate bid on Sumner and adding Fawn Ridge, the cost will be $458,860.36 ($22,000 over budget). If both the Fawn Ridge slurry seal and Sumner St. alternate bid are excluded, the cost is $403,660.36. His recommendation is to except the bids for Union and Sumner and reject alternate bid #1, adding the slurry seal in Fawn Ridge instead (which would be a change order with Struck & Irwin, who are already doing the slurry seal in Brighton Ridge). Alderman Gerdes motioned to recommend to council to award the base bid to Martin & Company at $241,785.04, and reject alternate bid #1. Motion seconded by Alderman Gyorkos. Roll call vote: Fulrath, AYE; Gerdes, AYE; Gyorkos, AYE; Hobbie, AYE. Motion passed: AYE, 4; NAY, 0; ABS, 0. Alderman Fulrath asked about the status of Union and Sumner St. Director Hewitt replied there are structural concerns about the Spanky’s building. We are discussing several options, including a waiver of liability or an appraisal to possibly purchase the building. Alderman Fulrath asked who is responsible if there is damage to the building, and Engineer Stoll explained that the builder is responsible. The city and Fehr-Graham are both listed as additional insured on the contractor’s insurance. Director Hewitt reminded the committee that ByronFest is July 9-11, and construction on Union St. should begin after that.• Director Vincer added that he and Engineer Stoll are putting together a plan to maintain the secondary roads.
8. NEXTSITE AGREEMENT– Director Hewitt said the money is in the budget for NextSite to perform an economic development study for the city. They are waiting to schedule a site visit.
9. WWTP FACILITY PLAN – Engineer Stoll stated that work has begun on the plan. Discussion is being held about dropping the WWTP rating from Class 2 to Class 3. This has to do with flow, and would allow flexibility in treatment options. The next step is determining scope, and this will be covered more at the second coordination meeting next week. Several options will be discussed, whether it’s a full rebuild of the plant, or a phasing and how that will be prioritized. By June, he hopes to have more information to present to council.
10. PUBLIC WORKS UPDATE – Director Vincer explained more about the Streets Planning document, which prioritizes maintenance of the streets in town. Rebuilds are costly on our limited budget, but skip patch and chip seal are more cost effective and would help in maintaining our streets in town. The plan would also include a schedule for slurry seal. This maintenance would be in addition to any rebuilds that are scheduled as part of the streets program. The plan cost is $14,000, and could come out of roads. This would lessen the money available, however, for their “drop and drag” program. The plan would begin next spring, so there is plenty of time to discuss this more, and perhaps find an alternate source of funding for the plan.
11. ADJOURN - Alderman Gerdes motioned to adjourn the Community Services Committee meeting. Seconded by Alderman Hobbie. Roll call vote: Gerdes, AYE; Hobbie, AYE; Fulrath, AYE. Alderman Gyorkos stepped out of the room. Motion passed: AYE, 3; NAY, 0; ABS, 0. Alderman Fulrath adjourned the meeting at 6:30 pm. The next regular Community Services meeting is June 2, 2021.
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