City of Byron Community Services Committee met May 3.
Here are the minutes provided by the committee:
Alderman Fulrath called the meeting to order at 5:39 pm.
1. ROLL CALL:
MEMBERS PRESENT: 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
The following arrived after the conclusion of the Administrative Committee meeting: City Attorney Aaron Szeto, City Clerk Caryn Huber, Alderman Todd Isaacs, Alderman Jessica Nehring
2. APPROVAL OF AGENDA – MAY 3, 2023 – Alderman Gerdes asked why Cox’s Roost is on the agenda. Administrator Brooks replied that Mr. Cox had asked to be on the agenda at the last meeting. Administrator Brooks added that, since he has been here, the plans have been reviewed in a timely manner. Since Mr. Cox was not in attendance, Alderman Gerdes asked that this item be removed from the agenda. Alderman Gerdes motioned to approve, as amended, the May 3, 2023, Community Services Committee meeting agenda. Seconded by Alderman Gyorkos. Roll call vote: Gerdes, AYE; Gyorkos, AYE; Fulrath, AYE. Motion passed: AYE, 3; NAY, 0; ABS, 0.
3. PUBLIC COMMENT – None
4. APPROVAL OF MINUTES – APRIL 5, 2023 REGULAR MEETING –Alderman Gerdes motioned to approve, as presented, the April 5, 2023, Community Services Committee meeting minutes. Seconded by Alderman Gyorkos. Roll call vote: Gyorkos, AYE; Fulrath, AYE; Gerdes, AYE. Motion passed: AYE, 3; NAY, 0; ABS, 0.
5. FEHR GRAHAM PROPOSAL FOR MUSSEL SURVEY – Engineer Stoll stated that this is a new IEPA requirement for the City’s discharge permit. He presented a quote from Lewis Environmental for $12,452. The study would be done in July or August, with the results being available to submit to IEPA by September. Alderman Isaacs asked if there were any other quotes received. Engineer Stoll replied that there were not. Because there is still time before the study would be done, Alderman Gyorkos asked Engineer Stoll to obtain another bid.
6. 2023 STREETS PROGRAM – BID AWARD – Engineer Stoll stated that bids were received on Monday for resurfacing and skip patching for the 2023 Streets Program. The proposal includes Mineral St., with an alternate bid #1 that includes Fox Run Lane. Alternate bid #2 includes resurfacing the City Hall parking lot on the west side of the building. Alternate bid #3 includes four sanitary manhole reconstruction and replacements on Merchant St. Three bids were received. The bid was structured so the contractor with the lowest base bid would be awarded the contract. Rock Road Companies base bid was $161,260.05, with alternate bid #1 at $65,436.00, therefore, it is Engineer Stoll’s recommendation to award the bid to Rock Road Companies. Staff is not recommending that alternate bids #2 and #3 be accepted. Alderman Fulrath stated that the committee did not approve the bid to be split between base and alternate bids, rather, they approved the entire Package Option 1 as presented in February. Engineer Stoll reviewed the Package Option One details: Colfax/Tower Road (TARP Grant) was bid and awarded to Martin & Co. in January. W. Merchant St. (from S. Colfax St. to S. Union St.) was a project that was bid and approved last year but was not completed by Martin & Co. due to bad weather. It will be completed early this season at the same price as bid last year. The next two items were N. Mineral from E. 2nd St. to Old State Road (this was the base bid) and N. Fox Run Lane from 2nd St. to the end (this was alternate bid #1). The next four items were slurry seal projects: Glacier Dr., Short Lane, Perene St., S. Maple. All of these were bid last month. Luther Dr. and Allison Circle were bid as alternates. Alderman Gerdes asked why Fox Run Lane was split from the base bid. Engineer Stoll explained that when he originally compiled the summary, he listed the Mineral St. work at $15,000 instead of $150,000. Because of this mistake, he wanted to allow the committee to be able to reach the $856,000 street budget they originally approved by eliminating portions of the package and presenting several options. Administrator Brooks stated that the option one package amount, with a 5% contingency and engineering, totals $1,026,000. As of now, funds designated to streets totals $2.25 million. This includes the bond proceeds from this year. We anticipate $450,000 to come in this year from the 1% sales tax, as well as funds from the TARP grant. With these additions, the street funds in reserve will total $2.9 million. Even though the street budget is high this year, there are still sufficient funds in reserve. For committee review, Administrator Brooks also allotted $500,000 towards the down payment on the Public Works Building. He continued to review projections for the street accounts for the next several years. Director Vincer stated that this year’s street program is more than we typically complete in a season, but he feels that the work is necessary. A good portion of this year’s street budget is earmarked for Colfax St., which is being done because of TARP funds received. Engineer Stoll added that if the council eliminates the alternates, the total for this year would be $855,683. Director Vincer briefly reviewed the six year plan for streets. Alderman Gerdes motioned to award the base and alternate slurry seal project to Struck & Irwin Paving for $117,298, and the base and alternate bid #1 for HMA resurfacing to Rock Road Companies for $226,696. Motion seconded by Alderman Gyorkos. Roll call vote: Fulrath, AYE; Gerdes, AYE; Gyorkos, AYE. Motion passed: AYE, 3; NAY, 0; ABS, 0. Not included in this year’s projects are the City Hall west parking lot and the Merchant St. manhole reconstruction.
7. 221 N. WALNUT ST. SIDEWALK REPLACEMENT – Administrator Brooks said that the sidewalk will be closed off until it can be repaired.
8. BRAD COX – COX’S ROOST – Item removed from agenda.
9. PUBLIC WORKS STAFFING – Director Vincer stated that he would like to hire a new full time public works employee. The candidate is currently a part time snow-plow driver. The budget allows for an additional full-time employee. Alderman Gerdes motioned to allow Director Vincer to hire an additional full-time public works employee at $16.44/hour. Motion seconded by Alderman Gyorkos. Roll call vote: Gerdes, AYE; Gyorkos, AYE; Fulrath, AYE. Motion passed: AYE, 3; NAY, 0; ABS, 0.
10. WATER/SEWER RATE STUDY - No updates.
11. PUBLIC WORKS UPDATE – Director Vincer will report at the City Council meeting.
a. Public Works Building Update
b. Wastewater Treatment Plant
c. Other
12. CITY ADMINISTRATOR UPDATE – Administrator Brooks will report at the City Council meeting.
a. Comprehensive Plan
b. Other
13. ADJOURN – Alderman Gerdes motioned to adjourn the Community Services Committee meeting. Seconded by Alderman Gyorkos. Roll call vote: Gyorkos, AYE; Fulrath, AYE; Gerdes, AYE. Motion passed: AYE, 3; NAY, 0; ABS, 0. Alderman Fulrath adjourned the meeting at 6:30pm. The next regular Community Services meeting is June 7, 2023, at 5:30pm.
https://www.cityofbyron.com/sites/default/files/fileattachments/community_services_committee/meeting/4115/05-03-23_csc_minutes-approved.pdf
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