Wood Dale Public Works Committee approves contract for GPS service for public work vehicles
Wood Dale Public Works Committee met Thursday, Jan. 12.
Here are the minutes as provided by Wood Dale:
Committee Date: January 12, 2017
Present: Ald. Catalano, Jakab, Messina, Sorrentino, Susmarski, E. Wesley, R. Wesley & Woods
Also Present: Mayor Pulice, Treasurer Porch, City Manager Mermuys, Chief Vesta, B. Wilson, M. York, E. Cage, K. Chrisse, S. Udoni
Meeting Convened at: 7:41 p.m.
APPROVAL OF THE MINUTES:
The minutes of the December 8, 2016 meeting were approved as presented with one change requested by Ald. Jakab: Ald. Messina’s name will be added to reflect his absence.
REPORT AND RECOMMENDATION:
REPORT SEEKING DIRECTION ON IMPROVEMENTS TO THE NE CORNER OF WOOD DALE & IRVING PARK RD
Mr. York explained the location is the small triangular area between Wood Dale Road and the tracks on the east side of the tracks. Part of the construction crew removed the retaining wall placed around that area that had some trees, a flagpole and lights. When it was taken out nothing was put in the plans to rebuild the retaining wall. Staff decided to present a few options of what to do in that area: 1) Reestablish the wall (pieces were removed and stored) in its current state, 2) Create a wall feature to mimic the clock tower across the street with some limestone (it would be limestone block), or 3) Just grate it and make it as a grassy knoll and put flagpoles back. They could also relocate some of the wind sculptures and add lights, trees, a bench and wayfinding sign. The costs range between $10,000 to $15,000 at the low end or up to $75,000 or $80,000 at the high end.
Ald. Woods asked why this wasn’t included in the intersection when it was known they would be removing it. Mr. Mermuys stated that when originally done it was on a cheaper scale and Streetscape envisioned redoing it later. He does not know how it was overlooked in the original design, but it came up through the landscape design for the clock tower area. Ald. Woods asked why the trees were removed. Mr. York explained there were some trees that needed to be removed as part of the visualclearance for the trains as part of the impending Quiet Zone.
Ald. E. Wesley asked if there is any money left from the intersection to pay for this project. Mr. Mermuys said there is still work being done on the intersection and they are still running calculations. He has heard it may come in under what was allocated, but they will be running numbers into next fiscal year so he wouldn’t count on that money. Ald. E. Wesley asked if the money put up front could be refunded. Mr. Mermuys explained that this is separate; it’s just landscaping and has nothing to do with the intersection. Ald. E. Wesley commented that construction crew damaged it by putting construction equipment there. Mr. Mermuys recalled it was falling apart prior to construction happening and there was a conversation about holding off on doing anything to fix it until construction was complete. He stated that one potential solution would be to lump it in with the other side of the street to bid together, and do some low vegetation. Ald. E. Wesley would be in favor of moving the wind sculptures rather than tossing them. Mr. Mermuys noted that they need to reach out to Metra to ensure they don’t have an issue with visibility.
Ald. R. Wesley asked about the cost to do grating in-house. Mr. Mermuys explained that the cost involves having rail signalers, insurance and closures since it is near the tracks, which raises the price considerably.
Ald. Jakab asked how long the original wall was at the site. Mr. Mermuys recalled that portions of it were replaced two or three times over the past 12 years. Ald. Woods commented that it may have been three or four years ago that the entire wall was replaced. Ald. Jakab asked if there is any way to do limestone in-house. Mr. York said that couldn’t be done since they would tie it in with the clock tower project while they are doing the limestone wall at the tower. Ald. Jakab agreed with Ald. E. Wesley that it should match the clock tower as well. Ald. Catalano asked about flagpoles going there, and was advised by Mr. York that they are there now but the lighting and electrical was damaged and will need to be redone. Ald. Catalano would like to see a small Veteran’s Memorial if Metra allows it. Ald. Messina wanted to wait until a rendering is received from HR Green and when the Quiet Zone is approved; he doesn’t’ want to jeopardize anything. Ald. Woods agreed on a waiting period to determine what can be put there. He suggested readdressing the parameters of what can be built to ensure it matches up with the clock tower. Mr. Mermuys stated that since HR Green is finalizing the other corner they wanted to know if the City wanted to sync it all together. Ald. R. Wesley asked what HR Green’s fee is for this; Mr. Mermuys stated that they would just sneak it in with the current bid line since it’s a small area. Ald. Jakab commented that the City engineers should know the rules of the Quiet Zone since they work so close with IDOT and Metra. Mr. Mermuys explained that HR Green designed the project with the Quiet Zone in mind. He understands that Committee prefers to sync up and match with the other corner and take time to work with HR Green to see what can be done there, which eliminates bidding it together. Since it is not a huge area, they could still match it. Mr. Mermuys stated that staff will return with more detailed options later.
No vote required
REPORT & RECOMMENDATION:
APPROVAL OF AGREEMENT WITH WORKWAVE GPS TO PROVIDE AVL EQUIPMENT AND SERVICES FOR PUBLIC WORKS VEHICLES FOR REMAINDER OF FY2017
Ald. Catalano asked if the cost includes snow trucks. Mr. York explained there are two types of AVL equipment, hardwire and six portable to go in one ton pick-up trucks and plowing trucks. Those six can be moved around to be used on other vehicles throughout the season. Public Works has a total of 43 vehicles. Ald. Catalano stated he is not too pleased since the contract will hit the City with 5% on equipment the City owns. Mr. York explained it is an annual renewal of 5% which is $124.00 a month. Ald. Catalano had concerns about them doing this since the contract says they can raise at any time without the City’s knowledge. Mr. York said he can discuss with Adam at Workwave and noted the City is on a month to month contract with them. If it goes up too high, he can also just end the contract with them. Mr. York said he did not go to all the GPS companies for quotes, but just ones he’s dealt with before and he has worked with Adam in the past. Ald. Catalano asked who gets to see the data and was advised it is the Public Works Director and City Manager. Any council member wishing to view it would have to go through the City Manager. Ald. Messina stated he could not understand how this purchase didn’t’ pass before. He feels a three-month pilot will help the city run more efficiently and that Council members are not elected to run staff since that is the City Manager’s job. To use the data against an employee would be up to Mr. York and the City Manager. His intent is to use the data to respond to resident’s inquiries about plowing. If it does not work as hoped, they can end it. Ald. Jakab said he supports it since they get calls about street sweeping, and the outside vendor could provide tracking information.
Ald. Susmarski asked if the employees have city work phones. Mr. York listed those who do have them. Ald. Susmarski then asked how many miles of road the City maintains and was advised it is 160 plus miles that the City workers plow versus the county. Ald. R. Wesley noted that this system will also help when there are snow events to know what time the trucks passed through. Ald. Messina clarified that it is actually 170 lay miles and believes it is also preventative maintenance and a coaching opportunity. Mr. York stated that getting the data of the routes is one part of it; the other part is knowing a project assignment, work orders, etc. Being able to tie the two together makes it a plausible argument as right now they are segmented. He doesn’t have the functionality of the software with this. With the data being so segmented right now it is difficult to post date analysis to work on those efficiencies. He explained that Public Works operates differently than UPS or other companies since so many things are being juggled at once. Ald. Susmarski asked how many trucks go out for a normal snow event and was told by Mr. York that there are six to eight large and two small ones. A salting run could take 1.5 to 2 hours and a plow run is three or four hours.
Mayor Pulice commented that he doesn’t want it used as a tool to play “gotcha” with the employees. He also doesn’t want drivers speeding to finish a job since they now have a GPS on the truck. He doesn’t feel they will accomplish everything they intend to. Ald. Woods wants to know what the City will get out of it and how it will be used. He’d like to see a system developed rather than just put it on four trucks. He would like to capture that data and use it effectively.
Ald. Jakab asked Matt York how he will use the GPS to do his job. Mr. York stated that he isn’t against getting the data as it will help him lessen his concerns about when a truck leaves, returns and is idle. He will know where a truck is any time it leaves the site any time after 4:00pm until 6:00am. It will also help him during the regular work day when calls are received. To do the high level of GPS, he brought a request to Council before at a cost of $21,000 which provides a great deal of information, but was told it was too expensive at the time. This data will only tell him if a truck was at a location and for how long. He noted that every storm and weather situation is different and that heavy and wet snow will take longer.
Ald. Sorrentino suggested meeting with employees to ensure they are doing the right thing. He stated that having an open mind and common sense goes far in dealing with the human beings doing the work. He proposed doing empowerment meetings with employees to ensure that are doing what they should be prior to using this type of technology. Ald. E. Wesley asked if Mr. York’s previous employer had this and was told they did not. Ald. E. Wesley commented that staff only wants three months of a trial basis at $3,000 and that the City Manager doesn’t even to bring it up to Council for that amount.
Ald. Messina asked Chief Vesta what would be more effective, money for a leadership/decision making opportunity or having a body camera. Chief Vesta stated that hiring the right people and having the right supervisors in place is important, although it is not bad to have back-up if needed. He stated that both have merits. He feels it is important to empower your people, yet some might not always do the right thing and additional tools may be needed.
Ald. Woods asked Mr. York what staff would like. Mr. Mermuys stated that staff has been an advocate of this since it was in the budget as an expanded level item and it was passed at budget. However, once the fiscal year started and a contract was brought forward with what Mr. York wanted, the approval was stalled. He could have approved it since it’s under $10,000 but he didn’t since Council shot it down twice in the past.
Mr. York would like to go through with the purchase of the 12 pieces of equipment and use for the remainder of this fiscal year. Money has been temporarily put in the budget for next year, and he would like to utilize it for a full winter season. He would like to try if from now to April 30th of 2018. The cost would be about $6,000 to cover the whole fiscal year, and it would be a 15-month trial. Ald. Catalano would like to see the terms of the contract changed too. Mr. York will try to get this together by the next meeting.
Mr. Mermuys stated that staff can return with this at budget as an expanded level item again.
Ald. Messina made a motion, seconded by Ald. Jakab, to approve an Agreement with WorkWave GPS to Provide AVL Equipment and Services for Public Works Vehicles for the Remainder of FY 2017 for a 15-month trial basis in a not-to-exceed amount of $6,000.00 with the option to opt out. A roll call vote was taken, with the following results:
Ayes: Ald. Jakab, Messina, E. Wesley and R. Wesley
Nays: Ald. Susmarski, Woods, Sorrentino and Catalano
REPORT & RECOMMENDATION:
APPROVAL OF DESIGN OF STREET NAMES SIGNS AND REGULATORY/NONREGULATORY POLES WITHIN THE CITY OF WOOD DALE
Mr. York reported there is no sample available at this time, but he will try to get one before ordering. Ald. Messina asked what the material is and was advised it will be high visibility and an upgrade to the current signs. The price for everything is $215,000 for poles and signage for all the intersections. It does not include all the regulatory and non-regulatory signs such as speed limit and parking. Mr. York explained they did not include installation at this price, but there will be some discount depending on amount of items purchased. He will need to bring on some additional temporary staff to allow staff to install or hire a company to do it. Ald. Woods stated that the City Council told staff to determine what was needed and whether it needs to be divided up over a period of years or do main streets first. Mayor Pulice asked if all new black poles will be needed. Mr. York explained this is a round black pole so the square silver poles the City currently has will be nonexistent at the stop signs and for street name signs. They may be able to paint some of them for some non-regulatory signs, but a goal of Streetscape Committee was to eventually get them all round. Mayor Pulice then asked about salt ruining the base. Mr. York confirmed there will be additional maintenance required.
Ald. Jakab stated he is fine with the poles and base, but feels more color should be added instead of a black and white sign. Mr. York agreed to provide a sample, but noted there are limited choices. Mixing and matching is not an option, and Council needs to pick a color scheme and stick with it. The City Code says they need to be black and white. Ald. Woods noted that adding a leaf to each sign would increase the cost with an additional color process. Ald. Jakab would like to see the sign and find out what the cost would be with a colored leaf. Ms. Chrisse reminded everyone that with the branding process being done throughout the City, they want to be very consistent. If they are considering incorporating another color, that needs to be taken into account since consistency is key for recognition. Ald. E. Wesley asked if this went out for bid yet and was told it did not, as Mr. York is still figuring out what everyone wants. Ald. E. Wesley is in favor of changing the signs, but also suggested doing it over a period of years.
Ald. Messina left at 8:50 and returned at 8:51.
Ald. E. Wesley made a motion, seconded by Ald. Woods, to move forward and get samples and a design. A voice vote was taken with the following results;
Ayes: Ald. Catalano, Jakab, Messina, Sorrentino, Susmarski, E. Wesley, R.
Wesley & Woods
ITEMS TO BE CONSIDERED AT FUTURE MEETINGS:
- Potter Street Contract Award (February 2017) Tree Preservation Text Amendments (UDO)
- Lighting at Georgetown Shopping Center – Ald. Sorrentino addressed concerns about the lighting; Ald. Woods asked Mr. Cage to follow-up.
The meeting adjourned at 9:11 p.m.
Minutes taken by Eileen Schultz