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PUBLIC WORKS COMMITTEE 2018/09/24 Minutes1 PUBLIC WORKS COMMITTEE MEETING MONDAY, SEPTEMBER 24, 2018 – 6:30 P.M. LAKE FOREST FIRE STATION #2 MINUTES I. ROLL CALL/CALL TO ORDER Chairman Raymond Buschmann called the meeting to order at 6:50 P.M. Aldermen Melanie Rummel and Michelle Moreno were in attendance. Staff in attendance included Michael Thomas, Director of Public Works; Chuck Myers, Superintendent of Parks, Forestry & Special Facilities; Robert Kiely, City Manager and Jim Lockefeer, Management Analyst. Sally Swarthout, Director of Parks and Recreation attended a portion of the meeting via conference call. Also in attendance was Bill Weaver, Senior Principal Engineer & Vice President of AECOM. II. APPROVAL OF THE AUGUST 28, 2018 PUBLIC WORKS COMMITTEE MEETING MINUTES Chairman Buschmann moved to approve the August 28, 2018 Public Works Committee meeting minutes. Alderman Moreno seconded the motion, which carried unanimously. III. REVIEW & RECOMMEND APPROVAL TO CITY COUNCIL FOR CODE MODIFICATIONS REGARDING THE USE OF YARD MAINTENANCE EQUIPMENT – CHUCK MYERS Superintendent Myers explained that this has been an ongoing discussion topic that has been reviewed by the Committee. He explained that the meeting minutes from the last time the topic was reviewed by the Committee were included in tonight’s packet. He explained that since the last time the topic was reviewed by the Committee and at the request of the Committee, City staff issued a survey to City certified landscaping firms. A total of 73 responses were returned which was about a 24% response rate. Superintendent Myers reviewed a presentation slide that highlighted the current lawn equipment hours of operation and proposed changes to the current hours based on the Committees comments made the last time the topic was reviewed meeting. He explained that the Committee’s consensus the last time the topic was reviewed was to leave the weekday hours of operation as is and move up the ending time on weekends and holidays. He presented the Committee with two proposed options that reflect those prior Committee comments: 1. Saturday: 8:00am-5:00 pm Sunday/Holiday: 10:00am-4:00 pm 2. Saturday: 8:00am-5:30 pm Sunday/Holidays: 10:00am-5:00 pm Superintendent Myers reviewed the following results of the landscaping firm survey: Q1 – Opposed to changing weekday end time to 7:00 p.m.? 20% Y, 80% N 2 Q2 – Opposed to changing Saturday, Sunday, Holiday end time to 5:30 p.m.? 20% Y, 80% N Q3 – Opposed to changing Saturday, Sunday, Holiday end time to 5:00 p.m.? 20% Y, 80% N Q4 – Opposed to changing Saturday, Sunday, Holiday end time to 4:00 p.m.? 60% Y, 40% N Q5 – Opposed to changing weekday start time to 8:00 a.m.? 80% Y, 20% N Q6 – Opposed to changing Saturday start time to 8:30 a.m.? 70% Y, 30% N Q7 – Opposed to changing Saturday start time to 9:00 a.m.? 80% Y, 20% N Q8 – Opposed to changing Saturday start time to 10:00 a.m.? 90% Y, 10% N Q9 – Opposed to a complete ban on use of gas powered blowers on Sundays and Holidays? 30% Y, 70% N Q10 – Does your firm operate any battery or electric powered blowers? 30% Y, 70% N He explained that overall, the majority of the landscaping firms surveyed do not have an issue in a slightly earlier weekend end time for operating lawn maintenance equipment. Superintendent Myers explained that if the Committees moves forward in recommending a change to the weekend and holiday hours, the existing ordinance would have to be revised and brought back to City Council for Council approval. He explained that the current hours are currently for all lawn maintenance equipment and this would remain as is for any updates made. Chairman Buschmann inquired about merging the general noise ordinance with the lawn maintenance equipment hours of operation ordinance to have one standard set of hours of operation. He explained that at this time he believed the two ordinances should be kept separate, however, the idea could possibly be reviewed at a later time. Chairman Buschmann explained that he preferred moving forward with what was Alderman Rummel’s original suggestion of a Saturday end time of 5:30 P.M. and a Sunday and Holiday end time of 5:00 P.M. All the other start and end times would remain as is. He explained that this recommendation meets what the Committee had previously discussed in keeping any changes to the current hours of operation simple. He explained that if these changes were approved by City Council, City staff could then complete an education campaign for the next landscaping season over the 2018/2019 winter months for both landscaping firms and residents. This campaign would outline the changes to the hours of operation and would encourage respect and common courtesy. 3 Alderman Moreno requested that the Loobys receive notice of this topic when it goes before City Council. Chairman Buschmann explained that there was consensus amongst the Committee to move forward in bringing the recommended changes to City Council. IV. REVIEW & RECOMMEND APPROVAL TO CITY COUNCIL REGARDING THE DESIGN OPTION, TIMING, AND PROCESS FOR FOREST PARK’S BLUFF REPAIR – BOB KIELY & MICHAEL THOMAS Director of Parks and Recreation Sally Swarthout joined the meeting via conference call. Director Thomas reviewed the two repair construction options that City Council discussed at the September 17, 2018 City Council Workshop meeting. He reviewed and explained both options 1a and 3a. He explained that the “a” in both options represents the extended risk area south beyond the bluff failure zone. He explained that Staff believed this was City Council’s preference based on the comments made at the September 17 meeting. He explained that option 1a involves the regrading of the bluff from the top of the bluff failure. Option 1a results in approximately a 30’ loss of tableland at the top of the bluff. Within that 30’ of tableland, 17 trees would also be lost. Option 1a also includes the loss of 70 trees on the bluff and 31 tree transplants. The estimated cost for option 1a is $970,000. He explained that option 3a involves the reconstruction of the North Beach Access Road (NBAR). He explained that the NBAR would move to the east away from the bluff. The bluff would also be regraded but not from the top of the bluff as in option 1a. The regrading would occur on the NBAR below. He explained that the 70 trees on the bluff would need to be removed as in option 1a. Due to construction occurring on the road below, no tableland or trees would be lost or transplanted. He explained that option 3a is estimated at $1,985,000. Director Thomas reviewed diagrams of both project options. City Manager Kiely inquired about option’s 1a effect on the Forest Park Ring Road. Bill Weaver explained that the corner of the Road would need to be slightly relocated to the west. Chairman Buschmann inquired if that was factored into the estimate for 1a. Director Thomas explained that it was. Alderman Rummel inquired about rerouting stormwater away from the bluff’s sand seam. Mr. Weaver explained that there would be a bench formed and constructed in the area of the sand seam. He explained that on the bench a special drainage system would be installed to capture the water from the sand seam and carry it down the bluff through a storm sewer where the water would 4 discharge into existing City storm sewer infrastructure that ultimately discharges into Lake Michigan. Director Thomas explained that if Option 1a is selected the staging of semi-trucks would have to occur on Lake Road. These trucks would need to haul out material from the regrading work. He explained that City staff believes that Lake Road from the NBAR entrance to Deerpath would need to be closed during this work. Alderman Rummel inquired if there was any damage to the NBAR that occurred because of the bluff failure or the subsequent debris clean up. Director Thomas explained that there was no damage to the NBAR. Alderman Moreno inquired about the geology of the deep bluff areas below the sand seam. Mr. Weaver explained that there is stiff clay below. Alderman Moreno explained that her concern was another slope failure occurring in the same area after a repair is made. Mr. Weaver explained that AECOM’s geotechnical engineers complete a lot of soil testing as part of their investigation. He explained that they review computer models and that a stable slope for the repair area is 2:1and that is what will be designed. City Manager Kiely inquired about the geotechnical engineering findings. Mr. Weaver explained that the engineers originally requested a slope of 2.2:1. Mr. Weaver explained that he suggested to the engineers a slope of 2:1 with a bench. The engineers approved this concept as long as the bench was to be included in the design. City Manager Kiely inquired about the South Beach Access Road (SBAR) slope. Mr. Weaver explained that slope was 2:1 and even flatter in some places. Alderman Moreno inquired about the health of the forest on the tableland. Chairman Buschmann explained that he reviewed the trees and forest on the tableland with Cliff Miller. He explained that he understood that the Oak trees were mature. Chairman Buschmann explained that you could not see the trees from the streetscape. Alderman Moreno inquired about the risk of losing trees a few years after the project is completed that were originally supposed to be saved. Director Thomas explained that Superintendent Myers and the City’s Forestry Section would work with the contractor completing the work to ensure that the proper tree care and protection is in place. Alderman Moreno explained that she had concerns about tree root structure that is below ground and isn’t seen. Director Thomas explained that tree root pruning is an important task that will be completed before construction begins. He explained that a contractor will bring in wood mats in the construction area to disburse the weight of equipment falling all on a particular area. Alderman Moreno inquired about City staff monitoring the project. Director Thomas and Director Swarthout explained that Superintendent Myers, the City’s Forestry Section, and the City’s Engineering section would 5 monitor the project. Director Thomas explained that tree care and protection will be highlighted in any eventual construction pre-bid meeting going forward. City Manager Kiely inquired about where the 17 trees lost on the tableland were in option 1a and where the 70 trees on the bluff would be lost in both 1a and 3a. Director Thomas explained in order to complete the work on the bluff in either option, the 70 trees would need to be removed. He explained that the tree clearing on the bluff has already begun in house by the City’s Forestry Section in an effort to save money and construction time. He explained that in speaking to Superintendent Myers about the tree species quality on the bluff he learned that they are of a lower quality trees than the Oaks on the tableland. A majority of the 70 trees on the bluff are Sugar Maple trees. City Manager Kiely explained that these non-native trees are not necessarily good for the bluff due to their large canopies. Chairman Buschmann inquired about the 31 transplant trees in option 1a. Director Thomas explained that the 31 transplant trees are trees that are located within that 30’ of lost tableland. The 31 trees would be transplanted elsewhere in Forest Park. Director Swarthout explained that if City Council moves forward with option 1a, Superintendent Myers, Cliff Miller, and Steve Bartram would need to work on a plan for where the transplant trees would be relocated within Forest Park. City Manager Kiely inquired about the 17 trees that would be lost on the tableland under option 1a. Director Thomas explained the general location utilizing the option 1a diagram. City Manager Kiely requested that the 17 trees are better outlined on a map. Chairman Buschmann explained that in his review with Cliff Miller they did not identify all the 17 trees as mature Oaks. Director Thomas explained that he will ask Superintendent Myers to create a map and provide a summary breakdown of the species and quality of the 17 trees. Alderman Rummel inquired about the underground root system of the trees and what root pruning accomplishes. Director Thomas explained that root pruning prevents construction equipment from pulling and tearing tree roots. He explained that root pruning involves a sharp, quick cut to the roots. A tree is more likely to regenerate roots through root pruning than if the roots were pulled and teared during construction. Chairman Buschmann explained that there are two types of roots; feeder and structural. He explained that feeder roots can be pruned and regenerated by a tree. The structural roots are more important to a tree. Alderman Rummel inquired about beach loss under option 3a due to the road being reconstructed further east. Director Swarthout explained that some of the adult beach would be lost. She explained that most people who utilize the adult beach do not sit in the area that is being impacted. 6 City Manager Kiely inquired about the loss of trees under option 3a between the reconstructed road and the adult beach. Director Swarthout explained that the area would be re-landscaped. Director Thomas explained that there are currently no trees of value located in that area. Chairman Buschmann explained that input was sought from fellow Aldermen on the two options for tonight’s meeting. He asked City Manager Kiely to share that input. City Manager Kiely explained that Alderman Preschlack sent the first response and most Aldermen who shared following responses had similar thoughts. City Manager Kiely explained that if money wasn’t an object, City Council would prefer 3a. He explained that from a bluff stability standpoint options 1a and 3a were similar in what is achieved. He explained that in regards to the comments made about the current NBAR posing a safety issue, there has not been a significant number of accidents recorded. He explained that the two accidents he was aware of occurred a number of years ago and had more to do with driver recklessness and not any issue with the road itself. City Manager Kiely explained that he later spoke to Alderman Preschlack about his comments and Alderman Preschlack explained that he separates the issue based on wants versus needs. He explained that stabilization is a need and the saving of the trees and reconstructing the road so that it is safer are wants. City Manager Kiely explained that Alderman Biedler and Alderman Morris are preparing a letter in an effort to raise private donations in order to move forward with option 3a. City Manager Kiely explained that he believed if $500,000 was raised privately City Council would take that very seriously. He explained that if only $25,000 is raised and the difference between the two options remains at $900,000 it would not be as compelling. He explained that he felt the City Council wants to move forward with 3a, however, the delta between the costs of the options is hindering the selection of 3a. Alderman Rummel inquired about phasing the project over a few years. She inquired if 3a could be completed between two fiscal years. City Manager Kiely and Director Thomas explained that phasing the project over two years would be difficult. Mr. Weaver explained that extending the project over two phases would drive the project cost up due to additional mobilization costs. City Manager Kiely explained that if the project is phased over two years or one year, the funds will need to come from reserves. Director Thomas reviewed the following timing chart with the Committee: 7 He explained that the advantage of the design / build hybrid approach is that construction can begin and proceed without the completion of a full project design. This approach takes less time than a traditional design / bid/ build approach. A traditional design / bid/ build approach requires a full design to be complete in order to place the project out to bid for construction. The full design takes approximately three months to complete. Chairman Buschmann recommended that the design / build hybrid approach includes the term bid to read design / bid / build hybrid. Director Thomas explained that the hybrid approach does include a bid process and that he would make that name change for the October 1, 2018 City Council meeting. Director Thomas explained that if City Council approves of an option and approves of the hybrid process at the October 1, 2018 City Council meeting, there will be a mandatory onsite contractor pre-bid meeting the following day. Chairman Buschmann inquired about construction extending into the beach season or delaying construction until after the beach season. He explained that he was disappointed learning about the negative comments he heard occurred from residents. Director Swarthout explained that you could move forward with delaying construction, however, residents would be very unhappy. She explained that she continues to receive emails and calls from residents inquiring about when the NBAR will be open and that the City is not moving fast enough to complete the repair. Director Swarthout explained that a lot of beach staff really struggled with some of the comments they received following the closure of the NBAR in late June. She explained the beach operating staff did a great job in changing operations in order to accommodate beach goers as best as possible. She explained from a beach operating standpoint having the NBAR open by Memorial Day would be best. She explained that the NBAR closure had a large impact on the boaters who utilize the SBAR and south beach parking lot. The boaters were very forgiving this season, however, they may not be as forgiving if they need to go through the NBAR being closed for another season. She explained that beach goers are becoming frustrated with constant road 8 and lane closures stemming back to the SBAR project. Director Swarthout explained that over the last summer beach season there were approximately 54,000 resident beach visits. She explained that the average beach visits over a traditional beach season when there is no construction is closer to 70,000. She explained that having to ask the beach operating staff, many who are between the ages of 16 to 20 years old, to go through another season with the NBAR closed, would be a lot to ask. City Manager Kiely inquired what the City could do, under either option, to open the NBAR as soon as possible. Mr. Weaver explained that there is no way to build a structure now to provide bluff failure protection. He explained that is a question of risk. He explained that it is more of a legal question at this point. The failure area has been identified as being very unstable. Chairman Buschmann inquired if there was a way to engineer some sort of monitoring / warning system that would signal an imminent failure. Mr. Weaver explained that there is no such technology that would be able to accomplish that. Chairman Buschmann inquired about the current monitoring system that is being utilized near the boardwalk. Mr. Weaver explained that those are inclinometer devices. Those devices are used for computer modeling to show potential deep failure areas. He explained that they do not register imminent shallow slope failures. Alderman Rummel inquired about the roads along mountain sides that have rods to catch debris. Mr. Weaver explained that those are used to catch rock debris. A bluff failure at the beach would contain very large amount of clay. Unfortunately, that type of system would not be effective along the NBAR. Alderman Moreno explained that she supports moving forward in selecting a process with the fastest path and the option with the most acceptable cost. She inquired that if we move forward with 1a, subject to privately raising $500,000, how easy is it to move away from 1a to 3a. Mr. Weaver explained that it would be very difficult. Alderman Rummel explained that it would be very difficult to raise private funds if the City Council selects option 3a outright. Alderman Moreno explained that she supports the 1a or 3a design build hybrid approach. City Manager Kiely explained that at the October 1, 2018 City Council meeting the Public Works Committee should request three decisions be made; the selection of the repair option, the selection of the timing process, and approving a contract with AECOM to provide design services for the selected option. Chairman Buschmann inquired about the confidence level of the completion date occurring before Memorial Day 2019. Director Thomas explained that staff is 9 confident that the deadline could be met if the repair option is selected and the hybrid approach is approved by City Council at the October 1, 2018 City Council meeting. At that point the project will be out to bid. The bid opening would occur before the October 15, 2018 City Council meeting. A contractor bid would then be awarded at the October 15, 2018 City Council meeting and then the construction process would begin the following day. Chairman Buschmann explained that it very important that the bid process is competitive. Director Thomas explained that the invitation to bid has been written up so that it is very clear what the expectations of the contractor are in regards to submitting a maximum guaranteed price and meeting the project schedule. Chairman Buschmann explained that he would prefer that we give the contractors a little bit of flexibility with the project completion date. He explained that he would be interested in still receiving a contractor bid if they propose going over the project completion date by a few days. City Manager Kiely inquired how snow effects the construction of 1a and 3a. Mr. Weaver explained that snow will cause construction to slow down under both options. Alderman Rummel explained that she supports and prefers option 3a. She inquired if there was any sort of engineer’s guarantee that would insure the City against another bluff failure in the same area. Mr. Weaver explained that there is not any guarantee which is why it is important that the project is designed correctly and it is constructed by an experienced contracting firm. Alderman Moreno explained that she was not yet in support of 3a because of the high cost. She explained that the additional $1 million delta could be spent on other capital projects. Alderman Rummel explained that if the City Council proceeds with 1a, the park is forever altered and there is no going back. Chairman Buschmann explained that the tableland that would be lost under option 1a is a small part of a much larger tableland area. He explained that Mother Nature designed that area as being vulnerable. He explained that he would wonder how every Lake Forest resident would respond if they were surveyed about saving 30’ of tableland at the cost of $1 million and if it is a worthwhile use of taxpayer funds. He explained that if you go with option 1a and the tableland area is opened up, people might be appreciative of the new view of the lakefront. City Manager Kiely explained that in taking a step back and looking at all of the time City staff, Aldermen, and residents have spent on this project has been 10 remarkable. He explained a lot of communities would have just simple moved forward with the cheapest option without anywhere near the level of discussion the City of Lake Forest has had. He explained that there is no right or wrong repair option. He explained that if there is split City Council vote that would be ok. He explained that he received a comment from a first ward resident that was similar to the point that Chairman Buschmann had discussed about preferring 1a and opening up the view of the lakefront from tableland. Alderman Rummel inquired about City Manager Kiely’s preference on the two repair options. He explained that he has very mixed emotions. He explained that he liked the 3a option, however, the additional $1 million cost and the fact that there have been not been many accidents on the existing NBAR makes it hard to justify the 3a option. He explained that when he reviews the list of all the capital project needs the City has that was presented at the September 17, 2018 City Council workshop meeting, it makes option 1a justifiable. He explained that he appreciates and recognizes the passion and commitments of the Forest Park Preservation Board, however, the additional $1 million cost with option 3a is a very significant amount. He explained that he did not know if the average Lake Forest resident feels as passionate about the lost tableland area and the 17 lost trees as the members of the Forest Park Preservation Board. Alderman Rummel asked Director Thomas his opinion on which repair option he prefers. Director Thomas explained that he agrees with the comments made by City Manager Kiely. He explained that he understands and feels those emotions behind potentially losing the trees and tableland under option 1a. He explained that when he reviews the other City stormwater and ravine projects that need to be completed he leans towards the less expensive 1a option. Chairman Buschmann explained that he would like to summarize the Committees thoughts expressed tonight. He explained that in recommending a repair option of 1a or 3a, the Committee will not be moving forward with a recommendation tonight. He explained that this discussion and decision should be made at the City Council level. He explained that in terms of recommending a construction timing process, the Committee supports the effort of the design / bid / build hybrid process in an effort to complete either option 1a or 3a by Memorial Day 2019. Chairman Buschmann inquired if the possibility of obtaining a grant for either option has been reviewed. City Manager Kiely explained that staff has researched and investigated grants for both project options. He explained that one issue is many of the local grants have smaller dollar amounts similar to the $25,000 awarded from Lake County SMC for the SBAR project. He explained that the City may be able to attempt to seek a larger federal grant, however, the federal grant process can take multiple years with no guarantee of successfully receiving the grant award. Chairman Buschmann explained that he appreciates staff’s review of the topic and that seeking a grant for either option unfortunately does not appear to be viable. 11 Alderman Rummel inquired about Director Swarthout’s opinion on option 1a and 3a. Director Swarthout explained that she loved option 3a, however, the existing NBAR has remained as it currently exists for a long time. She explained that she only recalls two accidents that have occurred on the NBAR and those were due to young teen drivers not paying attention. She explained that she felt the more fiscally responsible choice was option 1a. Alderman Rummel inquired if Director Swarthout felt opposed to the effects to the tableland under option 1a. Director Swarthout explained that the tableland is beautiful in that area. Mother Nature created that bluff and also created it in a way that also caused the bluff to be vulnerable. She explained that because the failure occurred naturally she would be ok with option 1a. Alderman Rummel explained that she walked the Open Lands Fort Sheridan Park and the bluffs in that area showed signs of movement too. Director Swarthout explained that bluffs along the entire North Shore are experiencing the same issues. Chairman Buschmann explained that there is still the issue of other bluff areas of the Forest Park bluff that have been identified as a risk area. City Manager Kiely explained that the City Council still also needs to discuss the issue of the existing boardwalk that is currently in one of the risk areas. He explained that the boardwalk has remained closed. V. REVIEW & RECOMMEND APPROVAL TO CITY COUNCIL APPROVAL OF A DESIGN AGREEMENT WITH AECOM FOR THE DESIGN OF FOREST PARK BLUFF’S FAILURE – MICHAEL THOMAS Director Thomas explained that City staff is requesting the Committee’s recommendation in moving forward with obtaining a design service agreement with AECOM for one of the project options. He explained the dollar amounts of the design agreements differ depending on the option selected. He explained that the cost for 1a is $136,300 and for 3a it is $208,000. He explained that in addition to those agreements, staff is seeking Mr. Weaver’s and Mr. Weaver’s staff’s assistance over the next two weeks in placing the repair option out to bid and in responding to contractor questions. Director Thomas explained that Mr. Weaver estimated this cost to be between $15,000 and $18,000. Chairman Buschmann explained that he reviewed the contracts and had a few requests. He explained that under the 1a contract he would like to see language about the noteworthy trees that appear at the fringe of the project area, that have been identified by the City, will be considered in the engineering project design in terms of putting the best effort forward to save any trees through the construction process. He explained that this request is not needed for the 3a approach. He explained that there is also a small typo in the 3a contract that refers to the option as 1a. He also inquired about the reference to a retaining wall system. Director Thomas and Mr. Weaver explained that was also a typo error. 12 Alderman Rummel motioned to recommend to City Council approval to City Council of a Design Agreement with AECOM for the Design of Forest Park Bluff’s Failure subject to Chairman Buschmann’s recommended changes. Alderman Moreno seconded the motion, which carried unanimously. VI. PUBLIC COMMENT There was no public comment. VII. NEXT MEETING – OCTOBER 15, 2018 – 5:30 P.M. Director Thomas explained that the next meeting would occur right before the October 15, 2018 City Council meeting. At this meeting staff will be seeking the Committees approval of a contractor bid for which ever option City Council approves at the October 1, 2018 City Council meeting. VIII. ADJOURNMENT Alderman Rummel moved to adjourn the meeting of the Public Works Committee at 9:01 P.M. Alderman Moreno seconded the motion, which carried unanimously. Respectfully submitted, Jim Lockefeer Jr. Management Analyst