City of Byron Community Services Committee met March 1.
Here are the minutes provided by the committee:
Alderman Fulrath called the meeting to order at 5:35 pm.
1. ROLL CALL:
MEMBERS PRESENT: Alderman Zeke Hobbie, Chairman Alderman Mittzi Fulrath, Alderman Emily Gerdes, Alderman Mike Gyorkos
MEMBERS ABSENT: None
OTHERS PRESENT: Mayor John Rickard, Engineer Jason Stoll, Director Aaron Vincer, City Administrator Brian Brooks
2. APPROVAL OF AGENDA – MARCH 1, 2023 – Alderman Gerdes motioned to approve, as presented, the March 1, 2023, Community Services Committee meeting agenda. Seconded by Alderman Hobbie. Roll call vote: Fulrath, AYE; Gerdes, AYE; Gyorkos, AYE; Hobbie, AYE. Motion passed: AYE, 4; NAY, 0; ABS, 0.
3. PUBLIC COMMENT – None
4. APPROVAL OF MINUTES – FEBRUARY 1, 2023 REGULAR MEETING –Alderman Hobbie motioned to approve, as presented, the February 1, 2023, Community Services Committee meeting minutes. Seconded by Alderman Gyorkos. Roll call vote: Gerdes, AYE; Gyorkos, AYE; Hobbie, AYE; Fulrath, AYE. Motion passed: AYE, 4; NAY, 0; ABS, 0.
5. SAM’S DRIVE IN LIQUOR LICENSE/VIDEO GAMING – Alderman Hobbie asked to discuss this topic with the full council. The committee members agreed.
6. TARP GRANT-INGOVERNMENTAL AGREEMENT – Engineer Stoll reported that contracts have been executed with Martin & Co. Construction will begin after school is out for the summer. He suggested removing the topic from the agenda as there will be nothing to report on until the project begins.
7. ENGINEERING SERVICES AGREEMENTS
a. RAISE Grant Preparation – Fees are $25,000 to submit the application for the RAISE Grant. Alderman Hobbie asked what the city’s chances are of receiving the grant. Engineer Stoll said it is highly competitive. Typically, this grant has been awarded for high dollar projects in highly urbanized areas. Last year however, Dixon and Rockford received grants, as did other rural communities. The high cost of engineering includes a benefit cost analysis that includes environmental, recreational and safety improvements.
b. Annual Engineering Services – Covers meeting attendance and general engineering activities. Cost has increased by $50/month. Total contract value is $26,400, paid monthly at $2,200/month. Alderman Gerdes motioned to recommend council approval of the agreement for annual engineering services totaling $26,400. Motion seconded by Alderman Hobbie. Roll call vote: Gyorkos, AYE; Hobbie, AYE; Fulrath, AYE; Gerdes, AYE. Motion passed: AYE, 4; NAY, 0; ABS, 0. Engineer Stoll added that this contract begins May 1, 2023.
c. Streets Program 2023 – Based on the scope of work outlined, the contract for the 2023 streets program has a not to exceed cost of $65,000. This is approximately half of what was originally estimated. Alderman Hobbie motioned to recommend council approval of the engineering agreement of $65,000 for the 2023 streets program. Motion seconded by Alderman Gerdes. Roll call vote: Hobbie, AYE; Fulrath, AYE; Gerdes, AYE; Gyorkos, AYE. Motion passed: AYE, 4; NAY, 0; ABS, 0.
d. Public Works Building – These fees were originally accounted for as part of the Larson & Darby contract. They have been removed from that agreement and are being considered separately by the city. Total fee is $35,400 which includes site engineering, geotechnical engineering, storm water reporting, soil borings and all permitting for the site work around the public works building. Alderman Hobbie asked if Fehr Graham will be involved in the construction of the building. Engineer Stoll replied that he would be involved on the city’s behalf. Alderman Gyorkos motioned to recommend council approval of the Fehr Graham agreement for $35,400 for the site work for the public works building. Motion seconded by Alderman Hobbie. Roll call vote: Fulrath, AYE; Gerdes, AYE; Gyorkos, AYE; Hobbie, AYE. Motion passed: AYE, 4; NAY, 0; ABS, 0.
8. BRAD COX-COX’S ROOST – Brad Cox and Rick Roberson addressed the committee regarding the amount of time it is taking for plan review. Administrator Brooks said that the plans were submitted to the plan review company on the 17th, they responded by the 21st stating that the review would be complete by the 28th and they actually completed the review earlier than anticipated. Mr. Roberson stated that there are some questions regarding the mechanicals, and asked if the structural permitting can begin while the mechanical issues are being worked out. Administrator Brooks said that the city is willing to set up a meeting with him, Mr. Roberson, Mr. Cox and Casper Manheim. Mr. Cox added that handicapped accessibility through the front door needs to be discussed as well, since the sidewalk is city property. A ramp would need to go towards Sunrise Restaurant. He is also concerned about needing a 4” water line from the main into the building. Director Vincer stated that the city does not normally do that work. When a new service line is put in, the contract work is done by the building owner. A shut off will be installed where it can be accessed. The city would provide a meter. The old line would need to be abandoned. Mr. Cox has additional questions regarding signage and awning parameters.
9. BAAD GRANT ACCEPTANCE – The total project cost for boat dock improvements is $235,000. We have been awarded $200,000 through the BAAD grant. $35,000 will be spent on boat docks prior to receiving the grant funds. There will be some engineering costs for landscaping, a footing design for concrete for the shelter, etc. There is a grant agreement that needs to be signed in order to proceed. A grant fee of $2,000 is required. Alderman Gerdes motioned to recommend council approval to authorize the mayor to sign the grant agreement. Motion seconded by Alderman Hobbie. Roll call vote: Gerdes, AYE; Gyorkos, AYE; Hobbie, AYE; Fulrath, AYE. Motion passed: AYE, 4; NAY, 0; ABS, 0.
10. WATER/SEWER RATE REVIEW – Administrator Brooks has been working with Alderman Isaacs on the review. They hope to have information to present to committee at the April meeting.
11. PUBLIC WORKS BUILDING UPDATE – Director Vincer reported that a meeting is scheduled with CORD and Larson & Darby.
12. FOREST PRESERVE AGREEMENT – Administrator Brooks attended the Forest Preserve Board meeting where they approved the agreement with the city. We are able to move forward with surveys and soil borings. Alderman Gerdes motioned to recommend council approval of the Forest Preserve Agreement for the Public Works building. Motion seconded by Alderman Hobbie. Roll call vote: Gyorkos, AYE; Hobbie, AYE; Fulrath, AYE; Gerdes, AYE. Motion passed: AYE, 4; NAY, 0; ABS, 0.
13. WASTEWATER TREATMENT PLANT – Director Vincer reported that he will be visiting several more plants, and then will meet with Matt Johnson to narrow the focus on the design of the plant. Engineer Stoll hopes for a Spring of 2024 ground breaking on the project. Director Vincer hopes to have the new public works building complete prior to that.
14. COMPREHENSIVE PLAN – Attorney Szeto stated that the RFP for the Comprehensive Plan is complete. Proposals will be due 60 days after publication of the RFP. The committee agrees that Attorney Szeto should proceed with the publication.
15. PUBLIC WORKS UPDATE – Director Vincer stated that Whitaker Road is a dead end road off of German Church Rd. It is in Marion Township, but we maintain it. When the Forest Preserve was annexed into the city, the road was annexed as well. There have been several complaints about the condition of the road. We have added gravel/stone several times, most recently just prior to winter. Ogle County has a chip seal bid program. We can add on to that, and the estimate for chip seal on this road is $33,000 (we would reimburse the county). This does not include shaping or adding stone. The maintenance for this gravel road is estimated at $3,000-$5,000/year. Chip seal will last approximately 8 years. He recommends that we consider chip seal for next year as part of our 2024 streets program. Alderman Gerdes recommends that we begin the shaping of the road in preparation for work next year.
16. ADJOURN – Alderman Gerdes motioned to adjourn the Community Services Committee meeting. Seconded by Alderman Gyorkos. Roll call vote: Hobbie, AYE; Fulrath, AYE; Gerdes, AYE; Gyorkos, AYE. Motion passed: AYE, 4; NAY, 0; ABS, 0. Alderman Fulrath adjourned the meeting at 6:29 pm. The next regular Community Services meeting is April 5, 2023, at 5:30pm.
https://www.cityofbyron.com/sites/default/files/fileattachments/community_services_committee/meeting/4104/03-01-23_csc_minutes-approved.pdf
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