===== PDF PAGE 2 ===== [Extraction: embedded PDF text] ~!ItrY '°' WES'T CHICAGO WHERE HISTORY & PROGRESS MEET Draft MINUTES INFRASTRUCTURE COMMITTEE April 4, 2024 7:00 P.M. 1. Call to Order, Roll Call, and Establishment of a Quorum. Chairman Morano called the meeting to order at 7:00 P.M. Roll call found Aldermen Dan Beebe, Heather Brown, Joe Morano, Jeanne Short, and John C. Smith, Jr., present. Aldermen Sandra Dimas and Alton Hallett were absent. Staff present included Director of Public Works Mehul Patel, Police Chief Colin Fleury, and Administrative Assistant Ashley Heidorn. 2. Approval of Minutes A. Infrastructure Committee Minutes of March 7, 2024. Alderman Brown made a motion, seconded by Alderman Beebe to approve the Meeting Minutes of March 7, 2024. Roll call found the vote unanimous for approval. Voting Yea: Aldermen Beebe, Brown, Morano, Short, and Smith. Voting Nay: 0. 3. Public Participation / Presentations. None. 4. Items for Consent. Alderman Brown requested discussion on Consent Items B and J. Alderman Morano made a motion, seconded by Alderman Brown to approve: A. Ordinance No. 24-0-0011 - Authorizing the Disposal of Surplus Equipment, Stock Inventory, and/or Personal Property Owned by the City of West Chicago C. Procurement of Unleaded and Diesel Fuel from Al Warren Oil Through the DuPage County Joint Purchasing Program D. Resolution No. 24-R-0030 - Contract Award - Consulting Engineering, Inc., for Services Related to the 2024 Water Distribution System Leak Survey for an Amount Not to Exceed $26,349.75 E. Resolution No. 24-R-0031 - Contract Award - Corrective Asphalt Materials, LLC for the 2024 Pavement Preventative Maintenance Program in an Amount Not to Exceed $49,999.20 F. Resolution No. 24-R-0032 - A Supplemental Resolution Appropriating the Use of Additional Motor Fuel Tax Funds for the City's General Maintenance and Approving City's Supplemental Estimate of Maintenance Cost for the 2024 Roadway Rehabilitation Project in an Amount Not to Exceed $11,468.23 G. Resolution No. 24-R-0033 - Contract Award - Plate Construction, Inc. for the 2024 Harvester Road Reconstruction Project in an Amount Not to Exceed $3,819,800.57 475 Main Street T (630) 293-2200 Infrastructure Committee Meeting West Chicago, lllinois F (630) 293-3028April 4, 2024 Ruben Pineda Michael L. Guttman Page 1 of 3 60185 westchi c.190.orrJ MAYOR CITY ADMINISTRATOR ===== PDF PAGE 3 ===== [Extraction: embedded PDF text] H. Resolution No. 24-R-0035 - Contract Award - Strada Construction Co. for the 2024 Sidewalk and Curb Maintenance Program in an Amount Not to Exceed $110,000.00 I. Resolution No. 24-R-0037 - Contract Award - St. Aubin Nursery & Landscaping, Inc. - 2024 Parkway Tree Planting Program in an Amount Not to Exceed $42,500.00 Roll call found the vote unanimous for approval. Voting Yea: Aldermen Beebe, Brown, Morano, Short, and Smith. Voting Nay: 0. 5. Items for Discussion. 4.8. Ordinance No. 24-0-0012 -Amending the Municipal Code, Chapter 15, Article VII - General Standards for Parkway Tree Regulation. Alderman Brown inquired if "I. Areas with trees have lower crime rates" was accurate. Mr. Patel explained that this is one of the benefits associated with parkway trees, which has been proven by studies, and is used for justification as to why the City should have more trees. Alderman Brown also asked if residents would be fined for trimming trees with fallen or broken branches after a storm because of Sec 15-80 (A) (3). Mr. Patel noted Sec 15-86: Exceptions, which gives the Director of Public Works the discretion to waive portions of the ordinance in the event of an extreme event or catastrophic storm. Alderman Brown made a motion, seconded by Alderman Smith to approve. Roll call found the vote unanimous for approval. Voting Yea: Aldermen Beebe, Brown, Morano, Short, and Smith. Voting Nay: 0. 4.J. Resolution No. 24-R-0038 - Change Order No. 2 - Construction, Inc. for the First and Lower Level Renovation Project at 200 Main St. in an Amount Not to Exceed $21,600.00 for a Revised Contract Value of $1,361,600.00. Alderman Brown wanted some clarification on this change order since it is not the first change order requested for this project. Initial Change Order No. 1 identified 20 necessary items that were missed, discovered, or expected to improve the project. With the $150,000.00 amount approved at that time, an additional 9 items were able to be taken care of as well. Additional items have been found that require Change Order No. 2 since it goes beyond the $150,000.00 previously approved. Staff is also requesting a $20,000.00 contingency in case any other unforeseen circumstances arise while the project is wrapping up. Alderman Morano also noted that the cost is still well below the original estimate even with the two Change Orders. Alderman Brown made a motion, seconded by Alderman Smith to approve Roll call found the vote unanimous for approval. Voting Yea: Aldermen Beebe, Brown, Morano, Short, and Smith. Voting Nay: 0. 6. Unfinished Business. None. 7. New Business. A. Cross Connection Program. Mr. Patel explained that backflow prevention devices go on a water system to prevent contamination backflowing into the water service and is required by the Illinois Environmental Protection Agency (IEPA) and City Code. The City is trying to get the Cross Connection Program up and running to record and track the annual testing of Infrastructure Committee Meeting April 4, 2024 Page 2 of 3 ===== PDF PAGE 4 ===== [Extraction: embedded PDF text] backflow devices throughout the community. Every three years a survey would also be distributed to get updated information on how many cross-connection devices are throughout the town. A database would be created from this information, and those with backflow prevention devices would be notified of the annual testing requirement. Staff advertised a Request for Qualifications (RFQ) and determined Backflow Solutions, Inc. (BSI) to be the most qualified firm to handle this program and create the database. The only cost for the City is on a three-year basis for the mailed survey postcards. Some discussion followed. The Committee approved the Cross Connection Program and authorized staff to proceed with the next steps. B. Alderman Brown asked if staff can mail notifications to residents if they have a lead water service. Mr. Patel noted that the City's Lead Service Inventory was just put up on the City's website today, so people can search for their address to determine if they have a lead service. Staff is working on the loan application to assist with these lead service line replacements and once that is closer to approval then staff will notify and coordinate with residents regarding their lead service and plan for replacement. 8. Reports from Staff. Mr. Patel noted that it will be a busy construction season for the City, and everyone's cooperation during the projects is much appreciated. 9. Adjournment. At 7:32 P.M., Alderman Brown made a motion to adjourn, seconded by Alderman Short. Motion was unanimously approved by voice vote. Respectfully submitted, Ashley Heidorn Administrative Assistant of Public Works Infrastructure Committee Meeting April 4, 2024 Page 3 of 3