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PUBLIC WORKS COMMITTEE 2019/01/08 Packet PUBLIC WORKS COMMITTEE MEETING TUESDAY, JANUARY 8, 2019 – 6:30 P.M. MUNICIPAL SERVICES TRAINING ROOM AGENDA I. ROLL CALL/CALL TO ORDER Raymond Buschmann, Chairman Michelle Moreno Melanie Rummel II. APPROVAL OF THE DECEMBER 11, 2018 PUBLIC WORKS COMMITTEE MEETING MINUTES III. PRESENTATION / DISCUSSION OF THE OLD ELM & TIMBER STORM SEWER, FOREST HILL WATERMAIN, AND SMOKE TESTING PROJECT FOR SUMMER, 2019 – MICHAEL THOMAS & BOB ELLS IV. REVIEW & RECOMMEND APPROVAL TO CITY COUNCIL MODIFICATIONS TO THE CITY’S STORM SEWER POLICY REGARDING RAVINES – JIM LOCKEFEER V. VERBAL UPDATE ON RECYCLING HAULING & PROCESSING AGREEMENT WITH RESOURCE MANAGEMENT – MICHAEL THOMAS VI. REVIEW & RECOMMEND APPROVAL OF BIDS TO CITY COUNCIL FOR VARIOUS F.Y. ’20 CAPITAL EQUIPMENT ITEMS – MICHAEL THOMAS VII. VIDEO UPDATE OF THE NORTH BEACH RAVINE REPAIR PROJECT – MICHAEL THOMAS VIII. PUBLIC COMMENT IX. NEXT MEETING – FEBRUARY 5 OR 12, 2019 – 6:30 P.M. X. ADJOURNMENT 1 PUBLIC WORKS COMMITTEE MEETING TUESDAY, DECEMBER 11, 2018 – 6:30 P.M. MUNICIPAL SERVICES TRAINING ROOM MINUTES I. ROLL CALL/CALL TO ORDER Chairman Raymond Buschmann called the meeting to order at 6:30 P.M. Aldermen Michelle Moreno and Melanie Rummel were in attendance. Staff in attendance included Michael Thomas, Director of Public Works; Dan Martin, Superintendent of Public Works; Bob Ells, Superintendent of Engineering; Matt Brugioni, Streets Supervisor; Ron Gramer, Fleet Supervisor; Brian Pogachnik, Sanitation Supervisor; Corey Wierema, Forestry Supervisor; Tim Gehring Police Commander; Greg Maxwell, Senior Vice President for Resource Management and Jim Lockefeer, Management Analyst. II. APPROVAL OF THE OCTOBER 30, 2018 PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Rummel moved to approve the October 30, 2018 Public Works Committee meeting minutes subject to the minor typos she explained to Management Analyst Jim Lockefeer prior to the meeting. Alderman Moreno seconded the motion, which carried unanimously. III. PRESENTATION / DISCUSSION OF RECYCLING MARKET & CURRENT TRANSPORTATION AND PROCESSING AGREEMENT – MICHAEL THOMAS & GREG MAXWELL, SENIOR VICE PRESIDENT FOR RESOURCE MANAGEMENT Director Thomas provided the Committee with background information on the topic and introduced Greg Maxwell, Senior Vice President for Resource Management. He explained that Mr. Maxwell prepared a detailed presentation on the recycling market. He explained that after Mr. Maxwell’s presentation he would be reviewing another staff presentation on the topic with the Committee. Mr. Maxwell provided the Committee with a review of how China and their recent decisions on recycling has negatively impacted the market. Mr. Maxwell reviewed individual recyclable material categories and the past revenues and / or expenditures associated with processing and selling the material. The materials reviewed included mixed paper, aluminum cans, steel cans, PET containers, HDPE natural & color containers, glass containers. He explained that the China decisions have most negatively impacted the value of mixed paper. The Committee and Mr. Maxwell had discussions on the recycling market and its future. Mr. Maxwell reviewed the issue of recycling contamination. He explained the major issue in the increased recycling contamination was and is the recycle cart. In the past, residential recycle bins were much easier to monitor for contaminates. The recycle cart may contain contaminants at the bottom of the cart that go unseen. Mr. Maxwell reviewed items that contaminate recycling and cause stoppages at the Resource Management recycling facility. Mr. Maxwell reviewed a chart that showed a history of recycling contamination 2 levels in Chicago suburbs and how they have continually gone up on an annual basis. Mr. Maxwell reviewed a chart that illustrated recycling material value versus contamination processing costs. The Committee, Mr. Maxwell, and City staff had a discussion on Lake Forest contaminated recycling levels. Communities who have lower contamination levels and what they are doing was also discussed. Mr. Maxwell concluded his presentation by reviewing the support needed from communities in order to decrease the contamination level in recycling. He explained that the main objectives Resource Management promotes are education, tagging contaminated recycling as a warning to the homeowner, and, if the behavior continues, leaving the contaminated recycling behind. The Committee and City staff had discussions on Lake Forest recycling education initiatives and the process if an employee comes across contaminated recycling. The Committee had discussions about a future educational campaign. Director Thomas explained that he would meet with Communications Manager Susan Banks about sending homeowners and residents updated recycling information. The Committee and City staff had discussions about changing the City’s current list of materials allowed to be recycled in an effort to combat contamination. City staff explained that this would be a significant challenge. The Committee and Mr. Maxwell had discussions about reducing the City’s contamination and if the City would receive a better cost from Resource Management if this was accomplished. Mr. Maxwell explained that if the City was able to reduce the contamination level in the materials being sent to Resource Management that the cost would be reflected by Resource Management. Director Thomas reviewed his presentation with the Committee. He explained that the reason this topic is before the Committee tonight is because the agreement with Resource Management needs to be renewed or the City needs to begin the process in selecting another processing firm. Director Thomas provided the Committee with a review of City recycling history. He reviewed the Compost Center transfer ramp and when the City introduced the residential recycle carts. Director Thomas reviewed a detailed history of refuse disposal and recycling processing costs. He provided the Committee a review of the past 20-month recycling costs. Director Thomas reviewed the current recycling challenge the City faces with the China decisions and increased costs. 3 Director Thomas reviewed single stream recycling processors in the area that could process the City’s recyclable materials for the City. He reviewed a detailed chart of different processing options with the only two single stream recycling processors in the area, Resource Management and Waste Management. He reviewed the costs associated with each option. Director Thomas reviewed the benefits in keeping and moving forward with Resource Management as the City’s recycling processor. He explained the following benefits: • Arrangement and agreement have worked well for 10 years (responsive, accommodating, honest) • If / when market changes, higher revenue received from Resource Management; with Waste Management, SWALCO is given % of revenue • Increased fuel and maintenance to Sanitation equipment • Loss of dumping flexibility compared to Compost Center • Loss of on-street collection time (dumping at Compost Center vs. round trip to Grayslake) • Additional hauls of weekend Compost Center recycling • Maintain two Recycler’s snow response time • Resource Management has confirmed markets to sell material Director Thomas reviewed the recycling initiatives identified in the City’s Sustainability Plan and Strategic Plan. Director Thomas concluded his presentation by reviewing the following potential options in moving forward: • Continue to transfer and process material with Resource Management • Further Investigate transferring and processing material to Waste Management • Modify the list of material collected • Discontinue recycling & direct haul material to landfill The Committee had discussions on the Sanitation fee and potentially increasing the fee. The Committee discussed how the fee could potentially be structured. Chairman Buschmann recommended that any Sanitation fee discussion is discussed with the entire City Council. The Committee and City staff had a discussion on potentially bidding out the recycling processing agreement and how the refuse tipping fee agreement was not placed out to bid but negotiated. Chairman Buschmann recommended proceeding in continuing the current Resource Management arrangement. He requested that language is included in the agreement that explains that there is an economic incentive to the City that would reduce costs paid to Resource Management if the City brings less contaminated materials to Resource Management. There was Committee consensus to move forward with the recommendation. 4 IV. DISCUSSION REGARDING USE OF BEET JUICE FOR THE CITY’S SNOW REMOVAL PROGRAM – DAN MARTIN Superintendent Martin reviewed a PowerPoint presentation on calcium chloride versus Beet Heet in snow and ice operations. Superintendent Martin reviewed the City’s current salting policy and the City’s current deicing practices and procedures. He explained the costs associated with those practices and procedures. Superintendent Martin reviewed the Beet Heet product and how it is a deicing alternative to calcium chloride. He reviewed the composition of Beet Heet and how Beet Heet is less corrosive and more environmentally friendly then calcium chloride. He reviewed local municipalities who utilize the Beet Heet product and how the municipalities utilize the Beet Heet product as part of their regular deicing program. Superintendent Martin reviewed how the City’s regular deicing program would change and the costs associated with a full implementation of Beet Heet. He explained that like the other municipalities who utilize Beet Heet, the City would not have to purchase and use the calcium chloride concentrate. Superintendent Martin reviewed the following chart that highlights the City’s existing program and how the Beet Heet product would change the program: Superintendent Martin concluded his presentation by reviewing a trial snow plow route that the Beet Heet product is going to be tested in the 2018 – 2019 snow season. He explained that snow command is going to be monitoring the trial route very closely. If the trial is successful, Beet Heet would be fully implemented during the 2019 – 2020 snow season. The Committee and City staff had discussions on how the Beet Heet concentrate is mixed in order to get the proper Beet Heet / salt brine ratio. Alderman Rummel and the Committee thanked staff for looking into Beet Heet as a potential, more environmentally friendly, option. 5 V. REVIEW & RECOMMEND APPROVAL TO CITY COUNCIL THE F.Y. ’20 PROPOSED CAPITAL EQUIPMENT – MICHAEL THOMAS Director Thomas provided a review of all the materials related to the F.Y. ’20 proposed capital equipment that were included in the meeting packet. Director Thomas reviewed the ten year capital equipment schedule for all the City departments and sections. Director Thomas reviewed the entire City-wide inventory of capital equipment. Director Thomas reviewed line graphs that illustrated the annual amount budgeted for capital equipment in the General, Parks & Recreation, Water, Cemetery, and Golf Funds going back to F.Y. 1998. Director Thomas reviewed the proposed F.Y. 2020 Capital Equipment List. He reviewed each piece of equipment being replaced by funding source. Equipment being proposed for replacement was further outlined by department, equipment details, and budget costs. Director Thomas reviewed detailed replacement forms for each piece of equipment that included: • Police Department, General Fund, Four Marked Police Cars • Public Works Department, Streets Section, General Fund, Five-Yard Plow Truck • Public Works Department, Sanitation Section, General Fund, Four Garbage Scooters • Parks & Recreation Department, Forestry Section, Parks & Recreation Fund, Log Loader • Public Works Department, Water & Sewer Section, Water Fund, Five-Yard Plow Truck. The Committee and City staff had discussions about each of the proposed equipment and the regular duties the equipment is needed for. Director Thomas discussed the timing associated with bringing the topic to City Council and ordering the equipment if the Committee recommends approval to City Council. He reviewed the joint bid organizations and processes the equipment is bid through in order to competitively purchase the equipment. Director Thomas explained that City staff believes the trade-in values associated with the plows and log loader are low. He explained that if the City sells the equipment outright the City may receive a higher return. He explained the challenge in doing so is that the trade in value for the log loader is $15,000. The cost of the replacement is $265,000. The budget for the loader is $250,000. The loader replacement will not be available to the City until the Fall of 2019. The Forestry Section will need to utilize their current loader until that time. Therefore, the current loader will not be sold until the replacement is ready. City Council will need to approve the over budget amount, understanding that the loader will technically be over budget until the equipment can be sold. At the time the equipment is sold the item will be under budget. 6 The Committee discussed and explained that they were ok with the process as long as the log loader explanation is included in the City Council write-up. Alderman Rummel motioned to recommend approval to City Council the F.Y. ’20 proposed capital equipment. Alderman Moreno seconded the motion, which carried unanimously. VI. PUBLIC COMMENT There was no public comment. VII. NEXT MEETING – TBD Chairman Buschmann discussed projects that require the waiving of the bid process and the comments shared by Alderman Reisenberg at the December 3, 2018. The Committee had discussions about the process to waive the bid process and when waiving the bid process is justified. Dr. Thomas explained that the majority of projects go through the competitive process. He explained that only in a few cases will staff request to waive the bid process. If that request is made to waive the bid process there is justification to support that request. The Committee discussed how agenda items that require the waiving of the bid process should be discussed, reviewed, and wrote up at City Council meetings and in the agenda. The Committee recommended that if the bid process is being requested to be waived that the justification for waiving the process should be detailed in the City Council write-up so that it is very transparent to the public. The Committee and staff had discussions about the date and time for the next meeting. It was decided that next meeting date would occur on January 8, 2019. Alderman Moreno explained that she would not be able to attend the meeting due to being out of the country. She explained that she will try to call in. The Committee and staff had a discussion about inviting the Forest Hill area neighbors to the next meeting to review the Old Elm & Timber Storm Sewer and Forest Hill Watermain Project in an effort to manage expectations. VIII. ADJOURNMENT Alderman Rummel moved to adjourn the meeting of the Public Works Committee at 9:51 P.M. Alderman Moreno seconded the motion, which carried unanimously. Respectfully submitted, Jim Lockefeer Jr. Management Analyst PRESENTATION / DISCUSSION OF THE OLD ELM & TIMBER STORM SEWER, FOREST HILL WATERMAIN, AND SMOKE TESTING PROJECT FOR SUMMER, 2019 (PowerPoint to be Presented at Meeting) REVIEW & RECOMMEND APPROVAL TO CITY COUNCIL MODIFICATIONS TO THE CITY’S STORM SEWER POLICY REGARDING RAVINES 1 The City of Lake Forest Stormwater Management Policy Approved by City Council on March 7, 2016 I.Purpose The purpose of this policy is to address home and property drainage issues relating to stormwater within The City of Lake Forest. This policy provides procedures for conducting inspections and maintenance relating to stormwater concerns raised by property owners. The City of Lake Forest provides assistance to property owners during a rainfall event by investigating the source of the flooding. In all cases, the private property owner is responsible for not obstructing the natural flow of stormwater, repairing and maintaining any improved and unimproved private drainage systems located on their property including, but not limited to, ravines and bluffs, and solving any subsequent localized drainage problems. This policy defines the responsibilities of both private property owners and the City has in managing stormwater. The Stormwater Management Policy (SMP hereafter) guides the City’s attempt to control the transportation or movement of stormwater in order to reduce damage to property and protect public health, safety, and general welfare. The policy also assists in identifying projects, programs, and initiatives that will reduce flooding conditions within the City by the most cost effective means and at the appropriate level of protection. II.Introduction Stormwater drainage improvements frequently involves flood control measures, such as clearing, maintaining and repairing natural channels, storm sewer pipes, and storm drainage structures. Response to potential flooding issues are initiated by property owners and completed by the procedure described in this policy. The procedure includes the following steps: •Submission of a letter documenting the flooding issue •Evaluation of both the sanitary and stormwater sewers and any natural drainage channels byCity staff The City of Lake Forest is responsible for the analysis and evaluation of flooding issues on public property. If flooding is a result of insufficient or failing City infrastructure, improvements and repairs shall be funded by the City. If flooding on private property is determined by City staff not to be a result of insufficient or failing City infrastructure, private property owners are responsible for funding their own improvements and repairs. Private stormwater issues that negatively affect and impact City infrastructure, for example the failure of a ravine slope on private property threatening the integrity of a public road, may be subject to enforcement action by the City including, but not limited to, the imposition of fines and penalties, abatement, and the recovery of costs. 2 Per the City’s Rainfall Emergency Plan, prioritized City response to stormwater issues are as follows: 1.Keep basements clear of sanitary sewage due to a back-up / plug in the City-owned sanitary sewer system. 2.Keep streets open during heavy rainfall events for the safe passage of vehicles. 3.Encourage residents to maintain established overland drainage routes through their property. III.Applicability This policy applies to stormwater issues, abutting or affecting all residential, commercial, open space, and public property within the City. IV.Objectives A.Enforcement of City-wide uniform minimum stormwater regulations as set forth by the Lake County Watershed Development Ordinance http://www.lakecountyil.gov/DocumentCenter/View/3445 B.Outline City and landowner stormwater expectations C.Be in compliance with all applicable Local, State and Federal Laws D.Promote responsible land use practices within floodways, wetlands, and floodplains E.Control erosion and sedimentation in and from drainage, developments, and constructions sites F.Encourage new development to meet the natural topography of the site G.Preserve the natural profile of ravines and prevent soil erosion H.Promote awareness and understanding of stormwater management issues to residents through public information and educational programs V.Policies A.Stormwater Drainage Capital Projects List The Department of Public Works shall maintain a prioritized Capital Improvement Plan (CIP) of proposed public stormwater drainage projects. Proposed projects may be added to the list by the procedure described in this policy. B.Procedures for Having Stormwater Issues Evaluated 1.Residents who have stormwater concerns in their yards or basements shall call or submit a letter to City staff describing the problem in detail. 2.A site visit will be performed by City staff in order to give a diagnosis of the stormwater issue and recommendation of next steps. City staff will determine if the flooding is caused by an issue with the City’s infrastructure (storm and / or sanitary sewers) or a private property owner’s infrastructure or failure within any natural channels. If the cause of flooding is determined to be a City infrastructure problem, the City is 3 responsible for any short term repairs in a timely manner. If the cause of flooding is determined to be a property owner problem, such as a failed sump pump, or altered landscaping, failure to clear, maintain, and repair storm/sanitary infrastructure or natural channels, the property owner is responsible for the repairs. City staff typically investigates basement flooding within 24 hours after being notified by the property owner and private yard flooding events within three days. 3.If it is determined that the property owner is responsible for correcting the flooding problem, the property owner is encouraged to work with City staff from the City’s Engineering, Water & Sewer, and / or Building Departments. Staff from these Departments can provide ideas and possible solutions to correct or minimize the flooding issue. Private property owners are also welcome to solicit input from local engineering and / or plumbing firms. C.Placement of a Stormwater Drainage Project on the City’s Five-Year Capital Improvement Plan Upon recommendation by the Director of Public Works and / or the City Engineer and subsequent approval by the Public Works Committee, a stormwater project may be placed in the City’s five –year capital improvement plan subject to final approval by City Council. D.Public Project Approval and Funding The Director of Public Works may recommend and the City Manager may approve public stormwater projects under $20,000. Such projects may be constructed by City staff or contracted to local underground contractors. All other projects over $20,000 must be approved by the City Council before implementation. For projects requiring City Council approval, staff will provide a recommendation regarding project approval, funding, and scheduling. Projects may be approved by appropriating funds during the annual budget process or by the City Council at other times throughout the year. The City Council will be provided with and will review the current project list on an annual basis at their November capital budget meeting. The City Council will ultimately decide which capital projects (stormwater and non-stormwater) are considered priority for the upcoming fiscal year. VI.Illinois Drainage Law Guidelines for Residents The basic principle of the Illinois drainage law is that landowners must accept the advantages or inconveniences of drainage nature places upon their land. One of the most important principles of the Illinois drainage law is that owners cannot alter drainage and that owners of lower ground must receive surface water that naturally flows onto it from higher ground. Where the natural flow is from one tract across another tract, the higher land is the dominant tenement, and the lower land is the servient tenement. Owners of dominant tenements have legal rights to have water drain off their lands. Owners of servient tenements have the duty of not obstructing the natural flow. 4 A landowner has no right to obstruct the flow of surface water. Under Illinois law, the owner of lower land has no right to build a dam, levee, or other artificial structure that will interfere with the drainage of higher land. In fact, the willful and intentional interference by an owner of lower land is considered a petty offense and is punishable by a fine. This is in addition to private lawsuits that the owners of affected properties may file. Under the Illinois drainage law, private landowners have certain rights to improve the drainage on their land. They may: •Widen, deepen, and clean natural depressions that carry surface water •Straighten out channels on their own property and accelerate the movement of surface water so long as they do not change the natural point of entry or unreasonably increase the flow of water onto lower land •Drain standing or ponding water in the direction of overflow •Tile their property to expedite the flow of water so long as they do not unreasonably increase the flow, change the point of entry on lower land, bring water from another watershed, or connect their drainage tiles to the tile of other owners without their consent •Expedite the flow of surface waters through natural lines of drainage into a watercourse or stream All of the above possible improvements noted above require plan review and approval by The City of Lake Forest’s Engineering Section. Because of the effect on surrounding lands, landowners must not: •Dam or obstruct a natural drainage channel so that the escape of surface water from higher land is retarded or the channel is shifted •Divert water to lands that do not naturally receive this drainage •Change the point of entry of surface water on lower land •Bring in water from another watershed that would not have flowed across lower land naturally •Pollute any waters that pass from their land through the property of others - whether surface or underground water, streams, or diffused waters •Connect their own tile with another owner's tile lines or with roadway tile lines without consent •Accelerate the flow of water unreasonably, or with malicious intent, to the material damage of lower land owned by others, even though the flow is accelerated through natural channels The City of Lake Forest and other public agencies have constructed stormwater facilities that are designed to expedite the drainage of stormwater, but not to eliminate all flooding. Other ways, per the Illinois Drainage Law, to eliminate or minimize flooding on a lot may be found in this link: Illinois Drainage Law: http://ilga.gov/legislation/ilcs/ilcs5.asp?ActID=869&ChapterID=15 There are instances where yards are designed to carry stormwater runoff overland towards a nearby structure, stream, or creek. Also, if a piece of property is within a floodplain, it is at risk for flooding 5 if the stream overflows during prolonged rainfall or rapid snowmelt. A high water table may also contribute to wet basements. To deal with wet basements, the City recommends checking the building’s gutters and downspouts. Downspout water should be directed away from the building; preferably towards the front and rear of the lot or towards the nearest storm sewer structure if one is available. City staff also recommends consulting a professional drainage consultant about re-grading around the foundation of any building so as to direct water away. The property owner’s consultant may also propose constructing swales along the property lines to convey water to the desired location. The property owner may also consider installing a catch basin or yard drain at the low point on the lot and conveying stormwater out towards the right-of-way, drainage easement, or storm sewer. The property owner’s consultant must submit an engineered proposal to the Engineering Section for approval before this work can be done. The proposal should include sufficient grading information to clearly and accurately show drainage on the lot before and after the proposed work is done. If any drains or conveyance pipes are to be installed, the consultant should include the sizes and materials of such items as well as rim and invert elevations for any and all structures to be installed. Finally, property owners are reminded that re-grading and/or landscaping within a drainage easement is not allowed. Any exceptions to this must be approved by the City’s Engineering Section. Permanent structures (i.e. sheds) are also not allowed within drainage easements, or any structure (i.e. wall, fence) that will disrupt or otherwise block the natural or designed flow of water through the easement. VII.Stormwater Management Program A.Public Education 1.Provide stormwater information on the City’s website 2.Utilize the City’s quarterly “Dialogue” publication 3.Provide a copy of this policy to local realtors for distribution during a property sale 4.Encourage environmental best practices such as rain gardens and rain barrels 4.5. Educate private property owners regarding their responsibility for the repair andmaintenance of improved and unimproved conveyances for stormwater on their property including, but not limited to, ravines and bluffs. B.Annual Public Property Maintenance Performed by the City 1.Sanitary Sewer lateral cleaning 2.Sewer lining and rehabilitation C.Capital Improvements 1.Storm Sewer system studies 2.Stormwater projects as recommended by the Public Works Committee and approved by the City Council D.Require Best Management Practices through Lake County Watershed Development Ordinance Periodic review of the City’s: 6 1.Zoning ordinance 2.City Code 4.Continued compliance with the City’s National Pollution Discharge Elimination System (NPDES) program as required by the Illinois Environmental Protection Agency (IEPA) 3.Maintain status as a Lake County Certified Community under the Lake County Watershed Development Ordinance 1 The City of Lake Forest Stormwater Management Policy Approved by City Council on March 7, 2016 I.Purpose The purpose of this policy is to address home and property drainage issues relating to stormwater within The City of Lake Forest. This policy provides procedures for conducting inspections and maintenance relating to stormwater concerns raised by property owners. The City of Lake Forest provides assistance to property owners during a rainfall event by investigating the source of the flooding. In all cases, the private property owner is responsible for not obstructing the natural flow of stormwater, repairing and maintaining any improved and unimproved drainage systems located on their property including, but not limited to, ravines and bluffs, and solving any subsequent localized drainage problems. This policy defines the responsibilities of both private property owners and the City has in managing stormwater. The Stormwater Management Policy (SMP hereafter) guides the transportation or movement of stormwater in order to reduce damage to property and protect public health, safety, and general welfare. The policy also assists in identifying projects, programs, and initiatives that will reduce flooding conditions within the City by the most cost effective means and at the appropriate level of protection. II.Introduction Stormwater drainage frequently involves flood control measures, such as clearing, maintaining and repairing natural channels, storm sewer pipes, and storm drainage structures. Response to potential flooding issues are initiated by property owners and completed by the procedure described in this policy. The procedure includes the following steps: •Submission of a letter documenting the flooding issue •Evaluation of both the sanitary and stormwater sewers and any natural drainage channels byCity staff The City of Lake Forest is responsible for the analysis and evaluation of flooding issues on public property. If flooding is a result of insufficient or failing City infrastructure, improvements and repairs shall be funded by the City. If flooding on private property is determined by City staff not to be a result of insufficient or failing City infrastructure, private property owners are responsible for funding their own improvements and repairs. Private stormwater issues that negatively affect and impact City infrastructure, for example the failure of a ravine slope on private property threatening the integrity of a public road, may be subject to enforcement action by the City including, but not limited to, the imposition of fines and penalties, abatement, and the recovery of costs. 2 Per the City’s Rainfall Emergency Plan, prioritized City response to stormwater issues are as follows: 1.Keep basements clear of sanitary sewage due to a back-up / plug in the City-owned sanitary sewer system. 2.Keep streets open during heavy rainfall events for the safe passage of vehicles. 3.Encourage residents to maintain established overland drainage routes through their property. III.Applicability This policy applies to stormwater issues, abutting or affecting all residential, commercial, open space, and public property within the City. IV.Objectives A.Enforcement of City-wide uniform minimum stormwater regulations as set forth by the Lake County Watershed Development Ordinance http://www.lakecountyil.gov/DocumentCenter/View/3445 B.Outline City and landowner stormwater expectations C.Be in compliance with all applicable Local, State and Federal Laws D.Promote responsible land use practices within floodways, wetlands, and floodplains E.Control erosion and sedimentation in and from drainage, developments, and constructions sites F.Encourage new development to meet the natural topography of the site G.Preserve the natural profile of ravines and prevent soil erosion H.Promote awareness and understanding of stormwater management issues to residents through public information and educational programs V.Policies A.Stormwater Drainage Capital Projects List The Department of Public Works shall maintain a prioritized Capital Improvement Plan (CIP) of proposed public stormwater drainage projects. Proposed projects may be added to the list by the procedure described in this policy. B.Procedures for Having Stormwater Issues Evaluated 1.Residents who have stormwater concerns in their yards or basements shall call or submit a letter to City staff describing the problem in detail. 2.A site visit will be performed by City staff in order to give a diagnosis of the stormwater issue and recommendation of next steps. City staff will determine if the flooding is caused by an issue with the City’s infrastructure (storm and / or sanitary sewers) or a private property owner’s infrastructure or failure within any natural channels. If the cause of flooding is determined to be a City infrastructure problem, the City is 3 responsible for any short term repairs in a timely manner. If the cause of flooding is determined to be a property owner problem, such as a failed sump pump, altered landscaping, failure to clear, maintain, and repair storm/sanitary infrastructure or natural channels, the property owner is responsible for the repairs. City staff typically investigates basement flooding within 24 hours after being notified by the property owner and private yard flooding events within three days. 3.If it is determined that the property owner is responsible for correcting the flooding problem, the property owner is encouraged to work with City staff from the City’s Engineering, Water & Sewer, and / or Building Departments. Staff from these Departments can provide ideas and possible solutions to correct or minimize the flooding issue. Private property owners are also welcome to solicit input from local engineering and / or plumbing firms. C.Placement of a Stormwater Drainage Project on the City’s Five-Year Capital Improvement Plan Upon recommendation by the Director of Public Works and / or the City Engineer and subsequent approval by the Public Works Committee, a stormwater project may be placed in the City’s five –year capital improvement plan subject to final approval by City Council. D. Public Project Approval and Funding The Director of Public Works may recommend and the City Manager may approve public stormwater projects under $20,000. Such projects may be constructed by City staff or contracted to local underground contractors. All other projects over $20,000 must be approved by the City Council before implementation. For projects requiring City Council approval, staff will provide a recommendation regarding project approval, funding, and scheduling. Projects may be approved by appropriating funds during the annual budget process or by the City Council at other times throughout the year. The City Council will be provided with and will review the current project list on an annual basis at their November capital budget meeting. The City Council will ultimately decide which capital projects (stormwater and non-stormwater) are considered priority for the upcoming fiscal year. VI.Illinois Drainage Law Guidelines for Residents The basic principle of the Illinois drainage law is that landowners must accept the advantages or inconveniences of drainage nature places upon their land. One of the most important principles of the Illinois drainage law is that owners cannot alter drainage and that owners of lower ground must receive surface water that naturally flows onto it from higher ground. Where the natural flow is from one tract across another tract, the higher land is the dominant tenement, and the lower land is the servient tenement. Owners of dominant tenements have legal rights to have water drain off their lands. Owners of servient tenements have the duty of not obstructing the natural flow. 4 A landowner has no right to obstruct the flow of surface water. Under Illinois law, the owner of lower land has no right to build a dam, levee, or other artificial structure that will interfere with the drainage of higher land. In fact, the willful and intentional interference by an owner of lower land is considered a petty offense and is punishable by a fine. This is in addition to private lawsuits that the owners of affected properties may file. Under the Illinois drainage law, private landowners have certain rights to improve the drainage on their land. They may: •Widen, deepen, and clean natural depressions that carry surface water •Straighten out channels on their own property and accelerate the movement of surface water so long as they do not change the natural point of entry or unreasonably increase the flow of water onto lower land •Drain standing or ponding water in the direction of overflow •Tile their property to expedite the flow of water so long as they do not unreasonably increase the flow, change the point of entry on lower land, bring water from another watershed, or connect their drainage tiles to the tile of other owners without their consent •Expedite the flow of surface waters through natural lines of drainage into a watercourse or stream All of the above possible improvements noted above require plan review and approval by The City of Lake Forest’s Engineering Section. Because of the effect on surrounding lands, landowners must not: •Dam or obstruct a natural drainage channel so that the escape of surface water from higher land is retarded or the channel is shifted •Divert water to lands that do not naturally receive this drainage •Change the point of entry of surface water on lower land •Bring in water from another watershed that would not have flowed across lower land naturally •Pollute any waters that pass from their land through the property of others - whether surface or underground water, streams, or diffused waters •Connect their own tile with another owner's tile lines or with roadway tile lines without consent •Accelerate the flow of water unreasonably, or with malicious intent, to the material damage of lower land owned by others, even though the flow is accelerated through natural channels The City of Lake Forest and other public agencies have constructed stormwater facilities that are designed to expedite the drainage of stormwater, but not to eliminate all flooding. Other ways, per the Illinois Drainage Law, to eliminate or minimize flooding on a lot may be found in this link: Illinois Drainage Law: http://ilga.gov/legislation/ilcs/ilcs5.asp?ActID=869&ChapterID=15 There are instances where yards are designed to carry stormwater runoff overland towards a nearby structure, stream, or creek. Also, if a piece of property is within a floodplain, it is at risk for flooding 5 if the stream overflows during prolonged rainfall or rapid snowmelt. A high water table may also contribute to wet basements. To deal with wet basements, the City recommends checking the building’s gutters and downspouts. Downspout water should be directed away from the building; preferably towards the front and rear of the lot or towards the nearest storm sewer structure if one is available. City staff also recommends consulting a professional drainage consultant about re-grading around the foundation of any building so as to direct water away. The property owner’s consultant may also propose constructing swales along the property lines to convey water to the desired location. The property owner may also consider installing a catch basin or yard drain at the low point on the lot and conveying stormwater out towards the right-of-way, drainage easement, or storm sewer. The property owner’s consultant must submit an engineered proposal to the Engineering Section for approval before this work can be done. The proposal should include sufficient grading information to clearly and accurately show drainage on the lot before and after the proposed work is done. If any drains or conveyance pipes are to be installed, the consultant should include the sizes and materials of such items as well as rim and invert elevations for any and all structures to be installed. Finally, property owners are reminded that re-grading and/or landscaping within a drainage easement is not allowed. Any exceptions to this must be approved by the City’s Engineering Section. Permanent structures (i.e. sheds) are also not allowed within drainage easements, or any structure (i.e. wall, fence) that will disrupt or otherwise block the natural or designed flow of water through the easement. VII.Stormwater Management Program A.Public Education 1.Provide stormwater information on the City’s website 2.Utilize the City’s quarterly “Dialogue” publication 3.Provide a copy of this policy to local realtors for distribution during a property sale 4.Encourage environmental best practices such as rain gardens and rain barrels 5.Educate private property owners regarding their responsibility for the repair andmaintenance of improved and unimproved conveyances for stormwater on theirproperty including, but not limited to, ravines and bluffs. B.Annual Public Property Maintenance Performed by the City 1.Sanitary Sewer lateral cleaning 2.Sewer lining and rehabilitation C.Capital Improvements 1.Storm Sewer system studies 2.Stormwater projects as recommended by the Public Works Committee and approved by the City Council D.Require Best Management Practices through Lake County Watershed Development Ordinance Periodic review of the City’s: 6 1.Zoning ordinance 2.City Code 4.Continued compliance with the City’s National Pollution Discharge Elimination System (NPDES) program as required by the Illinois Environmental Protection Agency (IEPA) 3.Maintain status as a Lake County Certified Community under the Lake County Watershed Development Ordinance VERBAL UPDATE ON RECYCLING HAULING & PROCESSING AGREEMENT WITH RESOURCE MANAGEMENT REVIEW & RECOMMEND APPROVAL OF BIDS TO CITY COUNCIL FOR VARIOUS F.Y. ’20 CAPITAL EQUIPMENT ITEMS F.Y. ’20 Capital Equipment Purchases Staff is requesting the Public Works Committee review and recommend City Council approval of three capital equipment items proposed in the F.Y. ’20 capital equipment budget. The items and their amounts were included in the November 26, 2018 Finance Committee Meeting capital plan. They were also each specifically reviewed and approved by the Committee at the December 11, 2018 Public Works Committee meeting. Similar to the National IPA, staff is requesting approval to purchase the two replacement 5-yard dump trucks and the log loader through the National Joint Powers Alliance’s vendors. NJPA is a public agency that was statutorily created to provide purchasing assistance to only governmental, education, and non-profit agencies. NJPA purchases are included in the City’s purchasing directive under section 9.0-F, government joint purchases. All items offered through NJPA are competitively bid nationally and are sold through specific local vendors. The following bid amounts were provided by NJPA: 1.Capital Fund – Streets Truck # 432 (dump truck) Vendor Type NJPA Bid Trade # 432 Net JX Peterbilt Chassis $101,078 $5,500 $95,578 Lindco Eqpt. Body Supplier $153,629 --------- $153,629 Total $254,707 $5,500 $249,207 Below is a summary of the dump truck’s budget: FY2020 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Capital Fund $250,000 $249,207 Y COUNCIL ACTION: Award of bid for the replacement of a Streets 5-yard dump truck to JX Peterbilt in the net amount of $95,578 and Lindco Equipment in the amount of $153,629. 2.Water Fund – Water & Sewer’s Truck # 980 (dump truck) Vendor Type NJPA Bid Trade # 980 Net JX Peterbilt Chassis $101,078 $5,500 $95,578 Lindco Eqpt. Body Supplier $153,629 --------- $153,629 Total $254,707 $5,500 $249,207 Below is a summary of the dump truck’s budget: FY2020 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Water Fund $250,000 $249,207 Y COUNCIL ACTION: Award of bid for the replacement of a Water & Sewer 5-yard dump truck to JX Peterbilt in the net amount of $95,578 and Lindco Equipment in the amount of $153,629. 3.Park & Recreation Fund – Forestry Truck # 669 (log loader) Vendor Type NJPA Bid Trade # 669 Net Standard Eqpt. Chassis $170,287 ---------- $170,287 Runnion Eqpt. Body Supplier $ 99,658 $15,000 $ 84,658 Total $269,945 $15,000 $254,945 Below is a summary of the log loader’s budget: FY2020 Funding Source Amount Budgeted Amount Requested Budgeted? Y/N Park & Recreation Fund $255,000 $254,945 Y COUNCIL ACTION: Award of bid for the replacement of Forestry’s log loader to Standard Equipment in the amount of $170,287 and Runnion Equipment in the net amount of $84,658. VIDEO UPDATE OF THE NORTH BEACH RAVINE REPAIR PROJECT