PUBLIC WORKS COMMITTEE 2018/01/24 PacketPUBLIC WORKS COMMITTEE MEETING
WEDNESDAY, JANUARY 24, 2018 – 6:30 P.M.
MUNICIPAL SERVICES BUILDING – TRAINING ROOM
AGENDA
I.ROLL CALL/CALL TO ORDER
Stanford Tack, Chairman
Michelle Moreno
Melanie Rummel
II.APPROVAL OF THE DECEMBER 13, 2017 PUBLIC WORKS COMMITTEE MEETING
MINUTES
III.REVIEW AND APPROVAL TO WAIVE THE BID PROCESS FOR CLEANING OF THE TWO
WATER PLANT INTAKE PIPES – DAN MARTIN
IV. DISCUSSION OF RECOMMENDED USES FOR THE GENERAL FUND RESERVES,
DRAINAGE / RAVINE IMPROVEMENTS – MICHAEL THOMAS
V.REVIEW OF PROPOSED CONDITIONS TO ADDRESS INOPERABLE / INACCESSIBLE
WATER SHUT-OFF VALVES (B-BOXES) – JIMMY LOCKEFEER
VI. DISCUSSION OF GAS LIGHT CONVERSION PROJECT – DAN MARTIN
VII. SNOW UPDATE – MICHAEL THOMAS
VIII. OTHER
IX. PUBLIC COMMENT
X.NEXT MEETING – TBD
XI. ADJOURNMENT
PUBLIC WORKS COMMITTEE MEETING
DECEMBER 13, 2017, 6:30 P.M.
MUNICIPAL SERVICES BUILDING – TRAINING ROOM
I. ROLL CALL/CALL TO ORDER
Stanford Tack 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; Robert Kiely, City Manager; Mike Strong,
Assistant to the City Manager; Dave Demarco, Fleet Maintenance Supervisor and
Jim Lockefeer, Management Analyst.
Also in attendance was Jim Dudek, ComEd External Affairs Manager; Bill Weaver,
Vice President & Senior Principal Engineer of AECOM and Resident of 945 Beverly
Place, Sam Phelps.
II.APPROVAL OF THE NOVEMBER 21, 2017 PUBLIC WORKS COMMITTEE MEETING
MINUTES
Chairman Tack asked if any committee members had any changes to the
meeting minutes. Alderman Rummel explained that she had some minor
corrections that she would like to be made to the minutes that were mostly typos.
Alderman Tack motioned to approve the November 21, 2017 meeting minutes,
including Alderman Rummel’s corrections. Alderman Rummel seconded the
motion, which carried unanimously.
III.APPROVAL OF A LETTER AND RESOLUTION REGARDING CUSTOMER-OWNED
ELECTRICAL FACILITIES ON BEVERLY
Assistant to the City Manager Mike Strong reviewed the City’s effort in working
with ComEd on the Beverly customer-owned utility issue. He explained that since
the November 21, 2017 Public Works Committee Meeting, City staff has had
conversations with contractors who perform private customer-owned electrical
facilities work. Assistant to the City Manager Mike Strong explained these
conversations led City staff to believe that there may be cost savings if residents
were to take on the work of burying these lines individually versus the previously
discussed idea of neighborhood coming together and paying for the work to be
completed through ComEd. He explained that City staff has also developed two
documents that would help to document the known issue as it currently exists
and also share information on the issue with affected homeowners. He explained
that the first document is a letter that would be sent to affected homeowners
that outlines the issue. Additionally, a list of contractors who are experienced with
working on customer-owned electric facilities would also be enclosed with the
letter. He explained that if the Committee was in support of the letter it would be
finalized. He explained that a resolution would also be developed for the
January 16, 2018 City Council Meeting. The resolution would essentially
document the known situation as it currently exists at the affected properties in
Lake Forest, it would outline the City’s limitations in affecting the situation, and it
would support the neighbors in their efforts seeking relief for their situation. Mike
Strong explained that External Affairs Manager, Jim Dudek is in attendance
tonight on the behalf of ComEd. He explained that he has been informed by Mr.
Dudek that ComEd may be working internally to provide benefits and a potential
solution to residents who own customer-owned electrical facilities. He explained
that with this news, ComEd has requested that the Committee table their
discussion on the proposed resolution.
Chairman Tack pointed out a typo in the letter and explained that the letter
outlines the issue as it currently exists now. Chairman Tack explained that he
would not have any concerns in sending the letter out to residents. Alderman
Rummel requested that Jim Dudek provide his own comments prior to the
Committee continuing its discussion.
Jim Dudek explained that ComEd is actively having internal discussions on the
issue of customer-owned facilities. He explained that this type of service
arrangement has been around for about 100 years. He explained that ComEd is
regulated by the Illinois Commerce Commission (ICC). As part of their regulation,
any ComEd proposals for change needs to be approved by the ICC. The issue at
hand is the 150 foot rule. ComEd provides homeowners with the first 150 feet of
overhead cable that is necessary to service a home. After that, the standard
ends and it is considered non-standard. This non-standard situation exists at some
properties in Lake Forest. If a policy change on this standard was to take place
for ComEd the change would have to first be agreed upon internally by ComEd
leadership. Then that change would have to be proposed to and vetted by the
ICC. He explained that a challenge in proposing a change to a standard that
only affects a small amount of ComEd customers is that typically the changes
can be costly. These cost are then distributed and absorbed through all of the
ComEd rate base. He explained that in Lake Forest, most of ComEd’s work with
City staff has been concentrated on Beverly Lane. He explained that plans have
now been expanded to include other affected areas beyond Lake Forest. Jim
Dudek explained that with these developments ComEd is requesting that the
City table the resolution and allow ComEd 60 days to develop a formal response
to the City.
Chairman Tack inquired if the request to table the resolution was due to the
possibility that if the City proceeded with the resolution it would provide notice to
the ICC. Jim Dudek explained that in the past, it has always been more effective
for ComEd to bring their own developed plans on an issue to the ICC rather than
the ICC receiving notice from a municipality. Chairman Tack inquired if this issue
was going to be addressed at a more regional approach versus just the known
issue on Beverly in Lake Forest. Jim Dudek explained that as a utility, ComEd’s
approach is that is what is done for one customer should be done for all.
Alderman Rummel inquired about the ComEd territory. Jim Dudek explained that
ComEd services four million customers and extends to the west border of Illinois,
the northern Illinois Wisconsin State line, east to Lake Michigan and south to the
Kankakee and Sterling Illinois. Alderman Rummel suggested that ComEd should
consider limiting the applicability of their 150 foot rule to commercial properties
instead of homeowners. Jim Dudek explained that he would take those
comments back to ComEd.
Sam Phelps, resident of 945 Beverly Place, explained that the Beverly neighbors
look at the situation as a public safety issue. He explained that there is no way for
a resident to maintain a high voltage line. He explained that if a customer-
owned high voltage line goes down, residents do not know how to handle the
issue. He explained that he did believe it was a City issue and that the City should
respond to the issue in support of the neighbors as a public safety issue.
Alderman Rummel explained that she agreed that it was a public safety issue.
Mr. Phelps explained that this issue has existed for 60 years and that the facilities
have been unmaintained for that time period. He explained that he worries of
branches and vegetation interfering with the lines. Alderman Rummel explained
that if Mr. Dudek believed the most effective way to resolve the issue is to allow
more time for ComEd to develop a proposal to the ICC, she would respect Mr.
Dudek’s proposal. Mr. Phelps explained that he also did not believe his property
should be classified as customer-owned. He explained that he did not personally
purchase or wouldn’t be able to sell those facilities that are deemed customer-
owned. He explained that this was an issue that homeowners inherited. He
explained that there is also nothing to stop residents from petitioning the ICC.
Alderman Rummel explained that she believed resident Paul Hamann has
already petitioned the ICC and thought his hearing was today. Jim Dudek
explained that Mr. Hamann did speak at the ICC’s opening meeting today.
Alderman Rummel inquired if ComEd has had individual meetings with Beverly
residents. Jim Dudek explained that ComEd did analyze resident Mr. Pridmore’s
property.
Alderman Rummel explained that she would like to discuss the letter and the list
of contractors that would be enclosed in the letter. Assistant to the City Manager
Mike Strong proposed that the letter be edited to include closing remarks that
explains ComEd is examining the issue internally and will be reporting back to the
Public Works Committee in 60 days. Jim Dudek explained that ComEd’s
preference would be to wait to send out any ComEd updates until facts have
been developed and solidified. Alderman Rummel explained that at this point
she would like to get notice sent to the affected residents that includes the list of
contractors. She explained the letter should be edited to say the Committee is
encouraged that there may be a global solution to the issue and that the City
will continue to work with ComEd on the issue. Alderman Moreno explained that
at this point she would like to leave any ComEd update out of the letter until they
return with official updates to the Committee.
Jim Dudek explained that ComEd does still maintain the switching point for the
incoming power at the affected properties. If there is an issue with the power
residents should contact ComEd. They will analyze the issue to see where on the
facilities the issue is occurring. If there is an issue with the customer-owned
portion, ComEd staff can turn off the power so that any issues with customer-
owned facilities are de-energized until the issue is resolved.
Chairman Tack explained that comment on the resolution should also be
removed from the letter. He explained that it should be established in the letter
the ComEd and homeowner responsibilities as they currently exist and as
regulated by the ICC. He explained that it is important to be clear that the City
does not own any of these facilities. The City is not responsible or does not
maintain any of the facilities. Alderman Rummel inquired when this topic would
come back to the Committee. Director Thomas explained it would be brought
back to the Committee in February. Alderman Rummel thanked Mr. Dudek for his
time and his efforts on working to resolve the public safety issue.
Chairman Tack motioned to direct City staff to rewrite the letter to include the
edits that were discussed by the Committee and that the drafted letter be
shared with the Committee prior to being sent out. Alderman Moreno seconded
the motion, which carried unanimously.
IV. ITEMS RELATED TO THE EAST SIDE TRAIN STATION RENOVATION PROJECT
AUTHORIZATION OF ADDITIONAL EXPENSES RELATED TO THE EAST SIDE TRAIN
STATION I.T.E.P. GRANT PROJECT
A. AUTHORIZATION OF ADDITIONAL EXPENSES RELATED TO THE EAST SIDE TRAIN
STATION I.T.E.P. GRANT PROJECT
Assistant to the City Manager Mike Strong explained that the renovations to the
restrooms have been completed. He explained that during the course of the
project there were many unforeseen circumstances. The subfloor had to be
demolished and replaced, floor height adjustments had to be completed, and
while the project was being designed, an original floor tile was discovered which
resulted in a change in design to factor in replica original floor tile. As a result of
these circumstances, IDOT had to authorize an additional 37 project days. As an
ITEP project, the project funds were administered by IDOT. As a result of the 37
additional days the City was required to hire an engineer who was IDOT certified
in completing IDOT paperwork. The City sought the services of the engineering
firm, GeWalt Hamilton to complete the IDOT paperwork.
Assistant to the City Manager Strong then reviewed the total cost of the project
and explained the ITEP grant contribution, Metra’s contribution and the City’s
contribution. He explained that the project was over the project estimate by
$4,600 due to the requirement for IDOT certified paperwork. He explained that
there is approximately $38,000 available in the CIP budget for this project that
would be utilized in covering the $4,600. Alderman Moreno explained that the
$4,600 shortfall was a very small percentage of the project total. She explained
that the project was a huge success despite all the unforeseen circumstances
that arose. Alderman Rummel inquired about GeWalt Hamilton’s role in the
project. Assistant to the City Manager Strong explained that they are the project
construction engineering firm that is IDOT certified.
Chairman Tack motioned to approve the expenditure of the additional expenses
related to the east side train station project. Alderman Rummel seconded the
motion, which carried unanimously.
B. AUTHORIZATION OF A DEMONSTRATION PROJECT AGREEMENT BETWEEN THE
CITY OF LAKE FOREST AND THE LAKE FOREST FOUNDATION FOR HISTORIC
PRESERVATION
Assistant to the City Manager Mike Strong explained that the Lake Forest
Foundation for Historic Preservation was engaged last year to help the City fund
interior work for the train station. He explained that the Preservation Foundation
has since raised $100,000 to support the interior work at the station. The scope of
the interior work includes demolishing and opening up the area where the
current existing restrooms are located, new tile flooring, refinishing of the original
wainscoting, refinishing the lobby benches, and replacing light fixtures. He
explained that this evening, City staff is looking to formalize the private public
partnership between the City and the Historic Preservation Foundation. He
explained that an agreement and a resolution has been drafted. He explained
that if the agreement and resolution was approved this evening it would be on
the December 18, 2017 City Council meeting agenda. He explained that timing
for this agreement and resolution to be approved is important because the
foundation has also received grant funding. This grant funding has a deadline
when the work needs to be completed by. He explained that the agreement
outlines City and Foundation responsibilities. It also outlines the process for which
construction bids received by the foundation will be reviewed. The City will have
an obligation to review the bids and the construction work.
Alderman Moreno inquired about who would be responsible if a situation arose
between a contractor not producing quality work. Assistant to the City Manager
Mike Strong explained that per the agreement there is language that will protect
the City from this sort of instance. The agreement that is made between the City
and the construction contractor will have language that will ensure the
contractor is responsible for producing work that is up to City standards and
code. He noted that section nine of the agreement outlines the completion and
acceptance of work. Alderman Moreno inquired about when the project is
expected to be completed. Assistant to the City Manager Mike Strong explained
that work is estimated to be completed in March or April. Alderman Moreno
requested that the grand reopening of the train station is noted after work has
been completed. She explained that she would like to commemorate the
Foundation as part of this process.
Chairman Tack motioned to authorize a demonstration project agreement
between The City of Lake Forest and the Lake Forest Foundation for Historic
Preservation. Alderman Rummel seconded the motion, which carried
unanimously.
V. NORTH BEACH ACCESS ROAD DESIGN UPDATE
Bill Weaver provided the Committee with an introduction to himself and his
engineering firm AECOM. He explained that he has worked with The City of Lake
Forest off and on stemming back to the mid-1980s. He explained that he most
recently worked on the design for the South Beach Access Road project. He
explained that he began working on the North Beach Access Road design prior
to the July 12, 2017 flooding. That flooding caused severe erosion to the point it
was recommended that a portion of the road be closed. He explained that one
of the challenges in designing this project is to ensure that the project will be
permitted in timely manner. He explained that the key permitting agency is the
Army Corps of Engineers and the Illinois EPA (IEPA hereafter). IEPA involvement
will extend the permitting process by a number of months. He explained that a
concept needs to be developed that the permitting agencies will view as a
relatively minor situation. He explained that the ravine is somewhat urbanized
and has been for a number of years. The permitting agencies that review the
project design are not engineers; they are botanists. The permitting review is
environmentally focused. He explained that he met with the Army Corps on
numerous occasions, educating them on the fact that this is not a completely
natural setting and that ravine slope stability is a very major concern. He
explained that he believed that the Army Corp is in the position to classify this as
a regional permit. This permit is a much simpler permit that takes less time for the
Army Corps to review and approve. He explained that the Army Corp does
realize that this is an emergency situation and that there is a public component
as access to the beach is threatened. He explained that the official project
application to the Army Corps of Engineers, IDNR and IEPA will be submitted next
week.
Bill Weaver then reviewed project design maps and diagrams with the
Committee. He explained that the ravine slopes are very steep and unstable. He
explained that there is an issue with an old headwall within the ravine. The
headwall needs to be reconstructed. He explained that a junction chamber and
a utility manhole have become exposed. He explained that there is also a steel
wall that failed in the ravine. Gabion baskets have also fell into the ravine. He
also explained that a private landslide occurred on the north ravine slope. He
explained that the ravine also has some dead trees and non-native vegetation
that should also be removed. The ravine would then be replanted with native
long rooted native plant material with input from Cliff Miller.
Alderman Rummel inquired about the northern ravine neighbor. Director Thomas
explained that Bleck Engineering has been working with that neighbor. He
explained that Bill Weaver and Bleck Engineering will be working together to
ensure the neighbor is properly conveying their stormwater to the ravine.
Alderman Moreno explained that communicating the reasons why this ravine is
being designed the way it is will be very important. City Manager Kiely explained
that the design being proposed by Mr. Weaver and AECOM is not wrong and it is
a design that others need to consider in their efforts to stabilize their ravine
slopes. Bill Weaver explained that finding the balance between the natural
aspect of the ravine and the necessary engineering of the ravine is a challenge.
He explained that for this project specifically the ravine needs to be engineered
in a way that will channel very fast moving stormwater so that it will not cause
erosion to the ravine slope. This will be accomplished by channeling water
through an underground pipe. Alderman Moreno explained that the “whys” of
the project needed to be communicated in a way to manage resident
expectations. Alderman Rummel explained that many residents have the
expectation that ravines are restored to their natural state. She explained that
this ravine is going to be designed in a different way and that will need to be
effectively communicated to residents to manage expectations. Bill Weaver
explained that the design does include environmental features. He explained
where these features can be implemented, they will be implemented. Director
Thomas explained that the ravine pipe will be deep and covered. He explained
that it will still look very much like a ravine and it will feature long rooted native
plants recommended by Cliff Miller. Bill Weaver explained that there currently is
an exposed pipe in the ravine and that pipe has been that way for a long time.
That pipe is going to be reconstructed and buried so that it is no longer visible.
Bill Weaver then reviewed a profile looking at the bottom of the stream from Lake
Road to its bottom at Lake Michigan. He explained that the stream will be
enhanced and further stabilized with rock and cobble. Alderman Rummel
inquired about the stone that will be used and if more naturally looking stone
would be utilized. Bill Weaver explained that there are many different types of
stone that can be purchased and utilized for the project. He explained that he
would examine different stone options and provide what those costs would be.
Alderman Moreno inquired if the private north ravine slope was at risk and if it
could potentially slide. Bill Weaver explained that there will always be that risk
however, that slope has been that steep for a long time and its clay is very stiff.
Alderman Moreno explained that even though it is not the City’s responsibility it
impacts the City owned portion of the ravine. Bill Weaver explained that he will
be working with that property owner’s engineering consultant. Alderman Moreno
explained that coordination with that property owner is very important.
Alderman Rummel inquired if the Lake County Stormwater Management
Commission had any involvement with the project design. Bill Weaver explained
that at this point the agency with the largest involvement is the Army Corps of
Engineers. Bill Weaver explained that the hope is the project will be classified
under a regional permit. He explained that if it does not fall under the regional
permit the permitting process will take significantly longer than four months. He
explained that he is continuing to push for the regional permit based on the
emergency road situation. He has explained to the Army Corp that if another
major storm hits, the road could potentially be lost. He explained that the Army
Corp of Engineer’s review team understands this and has been out to the project
site.
Alderman Rummel explained that she really would like the project to be
attractive. She explained that the ravine is a key aspect to the community and is
very visible to people who drive the North Beach Access Road. She explained
that she wants to ensure that what is being designed and constructed is
attractive. Chairman Tack explained that the ravine has been unattractive for a
long time and that this project will make the ravine look more attractive than its
current state. Bill Weaver explained that he will look into incorporating more
natural looking stones and develop what those costs would be. Alderman
Moreno inquired about the idea of bringing in sunlight to allow the vegetation to
grow. She explained that she believes people like how currently, in the summer
months, the fully grown vegetation creates a darker atmosphere. She explained
that changing the visual experience of driving down to the beach should be
considered. Bill Weaver explained that the current general sentiment agree that
it is good to get rid of the non-native, invasive vegetation on ravine slopes. He
explained that it is important to make sure the ravine is replanted in a thoughtful
way using native long rooted plant material. Alderman Rummel inquired about
involving the Forest Park Board and the Garden Clubs in the replanting process.
Director Thomas explained that Bill Weaver will be working with Cliff Miller as he
did on the South Beach Access Road. Cliff Miller also served on the Forest Park
Project Board. Chairman Tack explained that the critical aspect of the entire
project is sound structural engineering. He explained the replanting is also very
important but the most important piece of this project is ensuring the project is
engineered to stabilize the road and the ravine slopes. He explained that he
would not like other groups to question the engineering who do not have an
engineering background. Chairman Tack explained that there is also a time
element to this project. He explained that if the project doesn’t keep moving at
a solid pace, the North Beach Access Road might not be able to be utilized this
summer and the constant threat of completely losing the road remains. Director
Thomas explained that the approach right now is to have the project completed
as soon as possible to have the road open during the summer. He explained that
after heavy rainstorms Bill Weaver will be checking the ravine slope and the road
for stabilization. If the road is not stable, the road will have to be closed. City staff
would really like to have the project completed by Memorial Day Weekend.
Chairman Tack explained that who would be fine with having additional groups
weigh in on the replanting after the design is finalized. Alderman Rummel
explained that she was not very concerned about the project being completed
by Memorial Day Weekend. She explained that she believed residents would
understand the situation. The Committee thanked Bill Weaver for his presentation.
VI. REVIEW AND APPROVAL OF UPDATES TO THE SIDEWALK & BIKE PATH INSPECTION
AND REPAIR ADMINISTRATIVE DIRECTIVE 1-4
Superintendent of Public Works Dan Marin explained that this item was a follow
up to a past Committee discussion and recommendation on including sidewalk
extensions in the City’s sidewalk repair program. He presented the Committee
with a red lined addition to the existing City policy that updates the policy to
include sidewalk extensions as part of the repair directive. Alderman Rummel
asked when the directive change would go into effective. Superintendent Martin
explained that engineering staff is already aware of the directive and have
implemented it. He explained that the directive would not be officially finalized
and updated until the end of the fiscal year, May 1, 2018. Alderman Moreno
requested that the word “insure” be changed to “ensure”.
Chairman Tack motioned to approve the updates to the sidewalk and bike path
inspection and repair administrative directive 1-4. Alderman Rummel seconded
the motion, which carried unanimously.
VII. REVIEW AND APPROVAL TO AUTHORIZE THE PUBLIC WORKS AND FINANCE
COMMITTEE CHAIRMEN TO APPROVE EXPENSES OF $20,000 OR GREATER AS THEY
RELATE TO THE LOBBY AND RECORDS AREA IMPROVEMENTS OF THE PUBLIC SAFETY
BUILDING
Superintendent Dan Martin explained that if approved tonight this item would
then move to the December 18, 2017 City Council meeting agenda for City
Council approval. He explained that since Public Safety dispatching services
were relocated to Glenview in 2015, City staff has been planning the
rehabilitation of the first floor lobby and records areas of the Public Safety
Building. He explained that this includes correcting ADA issues in the publically
accessible first floor bathroom, front lobby counter, and front entrance doors,
adding ballistic protection to the walls separating records and the lobby and
reclaiming the former dispatch area as usable office space by combining it with
the records workspace. He explained that the ADA improvements are required
to be made as a result of a complaint received from the office of the Attorney
General.
Alderman Rummel explained that if a person is in an emergency situation they
can use the Police Station vestibule as a safe place to contact dispatch.
Superintendent Martin explained that if a person is under duress they can use the
Public Safety Building to contact Police dispatch. Dispatch then has the
capability to unlock the lobby door to allow that person to stay there safely,
locking the door behind them. Alderman Rummel asked if ballistic protection
would be constructed in this area. Superintendent Martin explained that it would
not be constructed in this area but in the area where City Police staff is
separated from the Lobby.
Superintendent Martin proceeded to review a presentation slide that featured a
diagram of the existing station and compared it to a diagram of the planned
station improvements. He explained that City Council did award a contract to
FGM architects in April of 2017 to provide City staff with consulting services for this
project and FGM created the diagrams.
Alderman Rummel inquired about extending the ballistic class to the vestibule
area. Superintendent Martin explained that he would obtain what that pricing
would be. He explained that he believed the cost would be very expensive.
Alderman Rummel suggested just pricing out the door glass instead of the entire
room and walls.
Superintendent Martin explained that FGM has provided the City with building
plans, drawings, and estimates. He explained that the total city project budget is
$253,000. The total project estimate, if contracted out, is $439,000. He explained
that from the start of the project process, City staff new that the funds available
would not meet the total project cost. He explained that at that time, City staff
considered phasing the project similarly to the projects that occurred at the Golf
Course. It was determined that trying to phase in the improvements at the Public
Safety Building would not be an effective way to complete everything. This is due
to the small, busy area that most of the improvements are occurring in. He
explained that it was then determined that this project could be completed with
in-house staff supplemented with subcontractor work. He explained that none of
the proposed work is structural and that City Building Maintenance staff is very
capable of completing most of the work. He explained that by working with FGM
to incorporate in-house staff, City staff is very confident that all the improvements
can be made for the $253,000 budget.
Superintendent Martin explained that the reason this is before the Committee
tonight is to request that the Finance Committee and Public Works Committee
Chairs to be authorized to approve purchases over $20,000 directly. He
explained that this authority will help to streamline the construction process.
Director Thomas explained that if approved, the two Committee Chairs would be
brought multiple quotes for any construction related items or work that are over
$20,000. Included with the multiple quotes would be staff’s recommendation as
to which quote is recommended to proceed with. Chairman Tack and Chairman
Morris would then have to approve the quote prior to City staff making the
purchase. Superintendent Martin explained that he estimates that there will be
approximately six of these requests. Alderman Moreno explained that she was ok
with this process provided that the project budgeted amount is not exceeded.
Superintendent Martin explained that an agreement to enter into a professional
services contract with FGM would also be included on the next City Council
meeting agenda for $32,000. He also explained that a 10% project contingency
is also requested.
Chairman Tack motioned to approve the recommendation to authorize the
Public Works and Finance Committee Chairmen to approve expenses of $20,000
or greater as they relate to the lobby and records area improvements of the
Public Safety Building. Alderman Rummel seconded the motion, which carried
unanimously.
Chairman Tack motioned to approve the recommendation to approve a 10%
project contingency. Alderman Moreno seconded the motion, which carried
unanimously.
Chairman Tack motioned to approve the recommendation the engagement of
FGM architects for project engineering consultant for $32,000. Alderman Rummel
seconded the motion, which carried unanimously.
VIII. REVIEW AND APPROVAL OF THE DRAFT FY ’19 CAPITAL EQUIPMENT REPLACEMENT
PROGRAM
Director Thomas explained at the November 13, 2017 budget meeting the
capital improvement plan was presented to the Finance Committee. This
included proposed F.Y. ’19 capital equipment as well. He explained that the
budget for Capital Fund for FY19 is $450,000; $150,000 for Parks & Recreation,
$35,000 for Water Fund, and $50,000 for Golf Fund. He explained that the Water
and Golf Fund amounts do change on a yearly basis; Capital and Parks &
Recreation Funds do not. He said that City staff very consciously purchases
quality equipment that is built to last a long time. The City’s Fleet Maintenance
Section is tasked with maintaining City capital equipment. Director Thomas
explained and reviewed the list of proposed capital equipment for FY19. He
explained that if the Committee approves the items this evening, he will begin to
bring the equipment purchases to City Council for City Council approval
throughout the months of January, February and March simply to get the
equipment ordered. He explained that ordering capital equipment typically
takes many months. He explained that also included in tonight’s packet are all of
the equipment replacement forms that are analyzed by himself and the Fleet
Maintenance Supervisor. He explained that the ten year replacement schedule
is also included. The schedule is an estimate on future City capital equipment
expenses. Alderman Rummel stated that the capital equipment analysis was
very thorough.
Chairman Tack motioned to approve the draft FY19 capital equipment
replacement program. Alderman Moreno seconded the motion, which carried
unanimously.
IX. NEXT MEETING – TBD
The Committee decided the next meeting would occur 6:30pm on January 10,
2018. Director Thomas explained that he would notify the Committee of the
meeting location.
X. ADJOURNMENT
Chairman Tack moved to adjourn the meeting of the Public Works Committee at
9:34 P.M. Alderman Moreno seconded the motion, which carried unanimously.
Respectfully submitted,
Jim Lockefeer Jr.
Management Analyst
REVIEW AND APPROVAL TO
WAIVE THE BID PROCESS FOR
CLEANING OF THE TWO
WATER PLANT INTAKE PIPES
Water Plant Intake Cleaning Project
January 24, 2018
Background
•Intake cleaning consists of removing the settled sand and debris from
inside the 24” and 42” diameter intake pipelines that extend out
several thousand feet in Lake Michigan
•Intake cleaning improves plant operations, increases capacity, and
saves operating costs by reducing backwash cycles and using less
chemicals
•Water Plant intake cleaning last occurred in May of 2014
•On April 7, 2014, City Council awarded the bid to Northern Divers U.S.A.
Proposed Intake Cleaning Process
•Northern Divers uses a patented cleaning technology (same process used in 2014)
•The invented process creates a high pressure vortex using mixed air and water to loosen and remove the accumulated sediment from the piping system and expels the sediment back into Lake Michigan
•Allows the WTP to stay in operation with minimal shut down times, can be done without removing the chemical feed system, and no permit is required from the Illinois Department of Natural Resources (IDNR)
•The previous process, prior to 2014, used to clean the intake lines required the plant to be shutdown, was labor intensive, required pulling all the debris into the plant’s intake well and would require zebra mussel treatment lines to be removed and replaced
2014 Intake Cleaning Footage
2014 Cleaning Process Improvements
2
0
1
4
F
u
t
u
r
e
Staff Recommendations
•Engage Northern Divers as the Sole Source Provider to complete the
FY18 Water Plant Intake Cleaning Project for $185,000 as budgeted in
the FY18 CIP
•In Spring of 2014 intake cleaning project invitation to bid was posted in the
local newspaper and bid packets were sent to five experienced diving
companies. At the March 20, 2014 bid opening, staff received only one bid
from Northern Divers U.S.A.
•Two of the companies solicited that declined to submit a bid (noted that they use
Northern Divers as a sub-contractor on a regular basis to do cleaning)
•The other bidder mentioned that if Northern Divers U.S.A. was bidding the project, they
would not pursue bidding
Proceedings of the March 17, 2014
Regular City Council Meeting
1. Approval of the March 17, 2014 City Council minutes.
2. Check Register
3. Award of Bid for the Replacement of a ¾-Ton Extended Cab Pick-Up Truck for
the Parks Section Included in the FY2015 Capital Equipment Budget
4. Award of Bid for the Replacement of a ¾-Ton Regular Cab Pick-Up Truck for the
Parks Section Included in the FY2015 Capital Equipment Budget
5. Award of Bid for the Replacement of a Dump Body, Hydraulic System, and Snow
Plow for a Forestry Truck Included in the F.Y. 2015 Capital Equipment Budget
6. Award of Bid for the Replacement of Two Existing Building Maintenance
Vehicles Included in the FY2015 Capital Equipment Budget
7. Award of Bid for the Replacement of a ½-Ton Extended Cab Pick-Up Truck for
the Streets & Sanitation Section Included in the FY2015 Capital Equipment
Budget
8. Award of Contract for Fitness Center Treadmills
9. Approval of FY ‘15 Contract for Emerald Ash Borer Tree and Stump Removals
10. Approval of Contract for Annual Tree Planting for FY ‘15 Budget
11. Approval of Contract for Annual Grounds Maintenance Services in Parks FY ‘15
Budget
12. Approval of Contract for Northcroft and Deerpath Park Tennis Court Resurfacing
& Fence Replacement
13. Award of contract for Lake Forest share of the 2014 Joint Annual Pavement
Patching Contractual Program
14. Award of the Lake Forest share of the joint 2014 Annual Street Resurfacing (ASR)
Program contract
15. Award of bid for the 2014 Lake Forest Water Plant Intake Cleaning Project.
16. Award of Bid for the 2014 Lake Forest Gorton Community Center HVAC
Replacement Project
Alderman Pandaleon asked for clarification on item # 8 as to why the City only received a single
bidder. Fitness Manager, Jason Busdeker explained that the bid was very specific and included
unique features.
DISCUSSION OF
RECOMMENDED USES FOR THE
GENERAL FUND RESERVES,
DRAINAGE / RAVINE
IMPROVEMENTS
Staff Notes Regarding the Remaining $162K C.I.P. Dollars
Staff Priorities for the Remaining $162K:
Priority # 1: North Beach Access Road Sanitary Sewer and Storm System adjacent / under Lake Road
If in poor condition, possibly line existing sanitary sewer
Replace or line 15” storm sewer west of headwall near NBAR entrance and under Lake Road
Priority # 2a: Sanitary Sewer Smoke Testing of Specific Areas
Edgewood from Spruce to Rose Terrace
Burr Oak
Washington Circle & Illinois to Washington Road & Illinois to include Frost Place, Cherry Avenue,
Woodlawn Avenue, Wildwood Road, and Ryan Place
Priority # 2b: Research Ravine Property Ownership (private vs. public) via summer internship
Priority # 3: Work with Lake County Storm Water Management to provide storm water prevention
inspections
C.I.P. Ditch & Ravine for F.Y. ’19 - $130K:
Priority # 1: Repair Ringwood Ravine* Adjacent to Roadway – estimated to cost $60K
Priority # 2: Repair Rosemary Ravine* Headwall Adjacent to Roadway – estimated to cost $20K
Priority # 3: Repair McCormick Ravine Immediately East of Sheridan Road – estimated cost?
Priority # 4: Begin Debris Removal from the 30+ Ravine Blockages – estimated cost?
Priority # 5: Create a cost / share program for ravine repairs (City & homeowner)
*Need to confirm both ravines are public property
South Beach Access Road & Ferry Hall Bridge Estimated Remaining Dollars (as of 1/16/’18)
SBAR
Dollars not Locked via a P.O. from Acct. # $29,628
Project Contingency Remaining $81,067
Estimated Funds Remaining $110,695
Ferry Hall Bridge
Dollars not Locked via a P.O. from Acct. # $39,597
Project Contingency Remaining $37,936
Estimated Funds Remaining $77,533
Totals
SBAR $110,695
Ferry Hall Bridge $ 77,533
ESTIMATED TOTAL: $188,228
Option # 1: Add it to the dollars needed for NBAR sanitary sewer and / or storm sewer system
Option # 2: Plants / trees for SBAR and NBAR
Option # 3: Extend the SBAR guardrail 100’ north of existing guardrail – estimated cost - $10,100
REVIEW OF PROPOSED
CONDITIONS TO ADDRESS
INOPERABLE / INACCESSIBLE
WATER SHUT-OFF VALVES
(B-BOXES)
Buffalo Box Review
January 24, 2018
Background
•Buffalo Box (b-box) is the publicly
accessible property water shut-off
valve
•As a condition of the water
service, each customer must have
a functioning water shutoff valve,
commonly known as a “Buffalo
Box” or “b-box ,” which provides a
means of turning off entirely
water service to the customer’s
premises
B-Box
Timeline
•Summer of 2014 –B-Box inspection and inventory
program began. The goal was to locate every B-Box in
Lake Forest.
6,914 B-Boxes Located
107 B-Boxes Not Found
21 B-Boxes Inoperable
•August of 2015 –A program update was given to the
City Council. City Council also reviewed a Finance
Committee recommended proposed ordinance that
would allow the City to delay the issuance of permits
or real estate transfer tax stamps in the event a
water shutoff valve cannot be located on a property
or is inaccessible. City Council decided to table the
ordinance.
Current Ordinance
City Access.Each customer must maintain the water shutoff valve for any premises in an area to which the city has access. Any customer receiving water service from the city has, by acceptance of water service, granted the city an easement and license to access the water shutoff valve when required, as may be determined by the city.
(1)Should the water shutoff valve be located in an area to which the city’s access is impaired by any landscaping or other improvements installed by or on behalf of a customer, the city may still access the water shutoff valve, but the city shall have no responsibility to restore the premises other than to fill any excavation and return it to the surrounding grade.
(2)No person may interfere with the city’s access to a water shutoff valve, including, but not limited to, camouflaging or otherwise concealing the location of a water shutoff valve.
(3)To the extent that the customer has directly or indirectly concealed or permitted the concealment, or otherwise interfered with access to a water shutoff valve in a manner that causes the city to incur additional costs when accessing a water shutoff valve, the city has the discretion to charge the customer for such additional costs as a cost of water service.
(4)In the event that a customer fails to maintain a water shutoff valve in a functional manner and the city has a need to utilize such shutoff valve, the city shall have the right to undertake the repair or removal and replacement of the shutoff valve, and all costs relating to such repair, removal, and replacement of a shutoff valve shall be deemed additional costs of water service payable with the customer’s next water bill. Failure to pay such costs will be treated in the same manner as a failure to pay any other water service charges relating to the city’s water system.
(5)In the event any customer interferes with the city’s access to a water shutoff valve, such interference shall be a violation of this section and shall:
(a)Subject the customer to fines in an amount not less than $250, but not more than $750, per occurrence, and each day a violation occurs or continues shall be deemed a separate occurrence; and
(b)Be grounds for terminating such customer’s water service.
Proposed Conditions
1.The b-box must be located, repaired or replaced in conjunction with the issuance of a permit authorizing the construction of a replacement house on the site of a previously demolished residence.
2.Prior to the issuance of a permit authorizing an addition to a home that totals 25 percent of the square footage of the pre-existing residence, or more, based on the Building Scale methodology as established in the City Code, the b-box must be located and determined to be operational to the satisfaction of the Director of Public Works or the Director’s designee.
3.Prior to the issuance of a permit authorizing any construction project with an estimated cost of construction of $100,000 or more on properties identified by the City as having undiscovered or inoperable b-box, said b-box must be located and determined to be operational to the satisfaction of the Director of Public Works or the Director’s designee.
4.Fees directly related to the repair or replacement of a box determined to be inoperable may be waived at the discretion of the City.
Next Steps
•If directed by the PW Committee, staff will meet with the City Attorney
to determine if an ordinance amendment would be necessary to initiate
the proposed conditions
•The amended ordinance (if necessary) and drafted letters notifying
affected property owners will be brought to the PW Committee for
approval
▫Two letters, undiscovered b-boxes and inoperable
•Amended ordinance will be brought to City Council for Council approval
(if necessary)
•Letters will be mailed to the affected property owners
DISCUSSION OF GAS LIGHT
CONVERSION PROJECT
PUBLIC WORKS COMMITTEE
JANUARY 24, 2018
Gas Light LED Conversion Update
FY19 Project Funding
Presented to the Finance
Committee November 13th as a
priority 1nf (not funded)
$700,000 total project cost
Finance Committee originally
reviewed a request to allocate
$35,000 in FY19. An additional
$35,000 was then allocated
using the additional CIP dollars
released from reserves by the
Finance Committee for a total
FY19 allocation of $70,000.
LED Conversion Implementation
Implementation Plan is developed into
five major zones
Each zone contains one –three phases
Twelve total phases
Phases will be completed over a ten year period
Map is currently being developed to
outline the zones and the phases
Conversion Costs & Payback Period
Total Conversion Cost is estimated at $695,725
$635,725 for lights
$60,000 for directional boring equipment
$70,000 budgeted on an annual basis to complete
the full conversion in 10 years
The majority of year one funds will be allocated to the
purchase of equipment
Additional dollars for materials will be allocated via remaining
FY18 PW projects and programs
General pay back period is estimated at 13 years
$695,725 / $53,281 (8-year City natural gas usage average) = 13 years
SNOW UPDATE