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PUBLIC WORKS COMMITTEE 2015/04/06 MinutesPUBLIC WORKS COMMITTEE MEETING MONDAY, APRIL 6, 2015 – 5:00 P.M. CITY HALL – 220 E. DEERPATH MEETING MINUTES I. ROLL CALL/CALL TO ORDER: Chairman Cathy Waldeck called the meeting of the Public Works Committee to order at 5:05 p.m. Alderman Moreno was present. Staff in attendance included Michael Thomas, Director of Public Works; Robert Kiely, City Manager; Cathy Czerniak, Director of Community Development; Robert Ells, Superintendent of Engineering; Dan Martin, Superintendent of Public Works; Brian Joyce, Engineering Supervisor; and Donna Dunn, Assistant to the Director of Public Works. II. APPROVAL OF THE MARCH 4, 2015 PUBLIC WORKS COMMITTEE MEETING MINUTES: Alderman Moreno moved to approve the minutes of the March 4, 2015 Public Works Committee meeting. Chairman Waldeck seconded the motion, which carried unanimously. III. WATER WELL CODE AMENDMENT: Director of Public Works Michael Thomas reviewed the highlights of the code amendment. He stated that 18 of the 56 eligible properties have an existing irrigation system and the estimated revenue loss for those properties is approximately $28,000. Director Thomas asked if the Committee was in agreement with the proposed code amendment before the City Council saw the draft for the first time at the meeting following Public Works Committee. The Committee supported the first reading of an Ordinance amending the Water Well Section of the City Code to permit private wells under certain conditions. IV. LED STREET LIGHTS: Superintendent of Public Works Dan Martin reviewed last year’s purchase of LED retrofit lamps for the street light conversion program. Superintendent Martin commented that the testing of these bulbs has gone well and that staff would like to continue to purchase the same bulb for standardization and consistency. Instead of going through a third party, staff would like to purchase the bulbs directly from the factory at a discounted price. Alderman Moreno moved to approve the recommendation to waive the competitive bid process and to award the purchase of LED retrofit lamps to Neptun Light, Inc. in the amount of $59,892.00. Chairman Waldeck seconded the motion, which carried unanimously. Public Works Committee Meeting – April 6, 2015 Page 2 of 4 V. SEPTIC CONCERNS – 1566 N. WAUKEGAN ROAD: At the March Public Works Committee meeting, the Committee approved the design phase for the extension of the sanitary sewer under Waukegan Road. Superintendent of Engineering Robert Ells explained that the design for Regency Road will be completed in April and the design for Winwood Drive in May. He added that staff contacted independent septic companies to evaluate the system on behalf of the City to determine if something else can be done to repair or improve the quality of life for the residents at 1566 N. Waukegan Road. Engineering Supervisor Brian Joyce will meet with a septic company on Tuesday, April 7. The resident at this location is anxious to receive confirmation indicating whether the City will approve the replacement of their septic system. If they do not receive the waiver, the resident plans to attend the April 20 City Council meeting to appeal the decision. Alderman Moreno asked how quickly the resident plans to move forward with the replacement of the septic system, if approved. Superintendent Ells stated that design is complete and the resident has a contractor ready to complete the work. The Lake County Health Department has the permit and is only waiting for a letter of support from the City. Therefore, it can happen relatively quickly, if approved by the City. Alderman Moreno expressed concern about potential litigation if the City denies the request or tries to delay the replacement until the sanitary sewer design is complete and the sewer can be extended under the road. Director Thomas added that staff is also concerned because they want the residents at 1566 N. Waukegan Road to support future attempts for a SSA or recapture in this area. If the City allows the resident to replace the septic system, it could negatively impact their support of the sanitary sewer extension in the future. Staff will discuss this further with City Attorney Vic Filippini. Superintendent Ells noted that he recently learned that the Lake County Health Department will only allow septic system repairs to a certain extent before they will require that the system be replaced. City Manager Robert Kiely asked if staff has reached out to the County to ask for feedback or advice given that they have more experience with these issues. Superintendent Ells replied that he has not yet spoken to anyone at the Health Department. Furthermore, Superintendent Ells received additional correspondence from the resident that the tank has been emptied three times since March 13 and that as of the resident’s email today, sewage was again backing up into their basement, indicating that there continues to be a substantial issue. City Manager Kiely suggested that staff meet with City Attorney Vic Filippini on April 8 to discuss the possibility of conditioning the permit with an irrevocable letter of consent for a SSA that could be filed with the deed. The Committee agreed with this recommendation. Public Works Committee Meeting – April 6, 2015 Page 3 of 4 VI. QUESTIONS ON APRIL 6, 2015 CITY COUNCIL ITEMS: • Superintendent Ells reviewed the history of the IGA item with the Forest Preserve District that is on the Council agenda later in the evening. The City is going to donate $100,000 for a portion of the project work and any remaining funds will be a donation to the Forest Preserve District. If the grant is approved, it will be an 80/20 grant; the Forest Preserve will pay 20% of the cost. The City portion is currently estimated at $125,000. The original IGA was going to be paid as the bills came in. The project won’t start until FY2017. With this plan, the City will give the Forest Preserve District the money out of the current budget. City Manager Kiely confirmed that the City will not have to pay any money up front and that it will be written into the agreement that way. Alderman Moreno suggested stretching out payments to the Forest Preserve District over time, once the grant was approved and expenditures have been realized. Chairman Waldeck questioned what mechanisms will be put in place to make the crossing across Route 60 as safe as possible for pedestrians. Superintendent Ells explained that the traffic signal will be upgraded with pedestrian crossing signals and a crosswalk will be placed across Route 60. The crosswalk will be on the west side of the intersection so that there is a greater distance to the crosswalk from the hill on Route 60 that Chairman Waldeck referenced. Alderman Moreno suggested signage on the bridge to draw attention to pedestrians crossing. City Manager Kiely added that there will be a sidewalk that the long term plan would provide a sidewalk that would allow pedestrians to cross at Field Court as well. • Superintendent Ells also noted that due to favorable bids for concrete streets, they are requesting the full budgeted amount of $75,000 in order to complete additional work. With the bid amount under the total budget, staff will be able to include additional areas for replacement. VII. OTHER ITEMS: • City Manager Kiely noted that the purchase of the fire truck(s) will be reviewed by the Public Works Committee at future meetings. He would like the Committee to evaluate the purchase, similar to the process the Committee underwent with the Water Plant membranes. VIII. OPPORTUNITY FOR PUBLIC COMMENT: None. IX. NEXT MEETING: The next meeting of the Public Works Committee will tentatively be held on Monday, May 4 at 5:00 p.m. before the City Council meeting. This meeting will review the Water Plant supply issue and responses from Highland Public Works Committee Meeting – April 6, 2015 Page 4 of 4 Park and JAWA, and the Deerpath & Route 41 IDOT infrastructure maintenance and capital costs. X. ADJOURNMENT: Alderman Moreno moved to adjourn the meeting of the Public Works Committee at 5:55 p.m. Chairman Waldeck seconded the motion, which carried unanimously. Respectfully submitted, Donna Dunn Assistant to the Director of Public Works