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PUBLIC WORKS COMMITTEE 2015/05/18 MinutesPUBLIC WORKS COMMITTEE MEETING MONDAY, MAY, 18 2015 – 4:30 P.M. CITY HALL – COUNCIL CHAMBERS CONFERENCE ROOM MINUTES I. ROLL CALL/CALL TO ORDER The meeting was called to order at 4:35 p.m. by Chairman Cathy Waldeck. Aldermen Stanford Tack and Michelle Moreno were present. Staff in attendance included Michael Thomas, Director of Public Works; Dan Martin, Superintendent of Public Works; John Gulledge, Supervisor of Water & Sewer Utilities; Robert Ells, Superintendent of Engineering; Brian Joyce, Engineering Supervisor; Donna Dunn, Assistant to the Director of Public Works; Sally Swarthout, Director of Parks & Recreation; Elizabeth Holleb, Director of Finance; Robert Kiely, City Manager; and Chuck Myers, Superintendent of Parks and Forestry. Also in attendance were Brian Hackmann, Strand Associates, and Charlie Kohlmeyer, member of the public. II. APPROVAL OF THE APRIL 6, 2015 PUBLIC WORKS COMMITTEE MEETING MINUTES: Chairman Waldeck moved to approve the minutes of the April 6, 2015 Public Works Committee Meeting as written. Alderman Moreno seconded the motion, which carried unanimously. III. REVIEW OF WATER PLANT PROVIDER RESPONSES: Per the request of City Council, Mr. Brian Hackmann of Strand Associates reviewed four (4) additional alternatives. Alternative No. 1 is the option of replacing the membrane system that has been reviewed at previous Public Works Committee meetings. New alternatives include: No. 2 – use 100% of a neighboring community’s water system supply; No. 3 – peak shaving with a neighboring community’s water supply; No. 4 – continue operating the Plant with the existing membranes indefinitely; and No. 5 – privatize the Water Plant. Alternative No. 2: The responses from Highland Park and CLCJAWA in regards to supplying the City with water 100% of the time were discussed by the Committee. Chairman Waldeck and Alderman Moreno asked for additional information pertaining to the 28 days for peak shaving and redundancy. Based on the responses from neighboring supply communities noting they were not interested supplying the City with water 100% of the time, Alternative No. 2 was eliminated. Alternative No. 3 and No. 5: For an average year (summer months), there are 28 days in which the City cannot meet the demand. Mr. Hackmann reviewed the Public Works Committee Meeting – May 18, 2015 Page 2 of 5 probable cost difference between Option 3-B and 3-C to increase the mgd of the Plant. There are probable costs related to interconnect and distribution system improvements from either Highland Park or JAWA, as well as the cost per 1,000 gallons of the peak shaving water supply itself. The Public Works Committee was asked to provide guidance as to what level of study detail should occur to be discussed at a possible August workshop. Alderman Moreno asked about supplying water to communities west of Route 60. Director of Public Works Michael Thomas noted that it is a possibility for the future but more investigation needs to occur to determine if those communities already have a long term agreement with a different water supply. She also suggested that Alternative No. 5 not be referred to as “privatization” but instead a public/private partnership. Both Alternatives No. 3 and No. 5 will continue to be discussed and evaluated. Alternative No. 4: The option to continue to operate the existing membranes indefinitely was also eliminated. The Committee reviewed the previous privatization study completed in February, 2011 and agreed that the information should also be provided to the City Council. Mr. Hackmann reviewed the recommended decision timeline for FY2016 – FY2017. If the Public Works Committee accepts the recommendations as presented, the timeline identifies City Council approving the procurement design effort on June 1, 2015. In addition, the Committee agreed to further evaluate the peak shaving and public/private partnership ideas at a possible August workshop that would include the entire City Council. Alderman Moreno noted that the design should continue as previously discussed, but the other options can be discussed as the design is underway. Alderman Tack and Chairman Waldeck agreed with this approach. IV. REVIEW OF ESTIMATED FUTURE MAINTENANCE COSTS FOR DEERPATH & RT. 41 INFRASTRUCTURE IMPROVEMENTS: Supervisor of Water & Sewer Utilities John Gulledge reviewed the summary report provided to the Public Works Committee in the Agenda Packet. IDOT wants to move forward with a plan to replace the pump station located at Deerpath & Route 41. The reason the City performed the life cycle cost estimate is because part of the agreement includes the City taking over ownership of the pump station and all other improvements associated with this project upon its completion. Staff utilized historical costs from the existing City pump stations to estimate the potential costs over time for the proposed new pump station on Deerpath. The estimate includes an annual 2.5% compounding increase for inflation, maintenance supplies/equipment, in-house salaries, contractual services, utilities, and capital expenditures. Based on the analysis, the estimate for the City over 50 years to maintain this pump station would be approximately$1.327 million. Public Works Committee Meeting – May 18, 2015 Page 3 of 5 City Manager Robert Kiely added that in taking ownership of this pump station and the other associated improvements, the Committee and City Council needs to recognize that it will have to be built into the operating and capital budgets. Superintendent of Engineering Robert Ells noted that IDOT will replace the pump station regardless of whether the City takes it over or not. However, part of this proposed plan includes IDOT upgrading the storm sewer system in this area, which too would become the City’s responsibility. IDOT is proposing to pay for the entire cost up front; the City’s expense would be spread out over 50 years. If IDOT only replaces the pump station, the flooding at Deerpath and Route 41 will remain a problem as it will have no impact whatsoever on the storm sewers. Mr. Ells views this as a “win-win” for both agencies. There will be a formal agreement that needs to be signed and approved by City Council. The Public Works Committee supports an initial letter of intent from the City to IDOT agreeing with the basic idea of the project. V. PROJECT UPDATES/STATUS • Review of 2014/2015 Snow Season: Director of Public Works Michael Thomas reviewed the winter operations summary for the 2014 – 2015 Winter. Staff will be evaluating the use of Seasonal employees for the upcoming winter. During the past winter, there was a shortage in the number of Seasonal employees that the City was able to retain and therefore hand shoveling areas at City buildings were contracted out, which was considerably more expensive than utilizing in-house staff. Additionally, snow will be hauled to the Compost Center beginning next snow season due to the development of the former MS Site. Staff will also continue to evaluate the sidewalk program. Finally, the salting policy will be modified for the upcoming winter per the staff recommendation and City Council approval at the March 16, 2015 City Council meeting. The Aldermen agreed that the salting policy seemed to work well and that they did not receive many complaints from residents when the policy changed. • West Side Train Underpass Project: At the end of last year, staff received a revised cost estimate for the option selected by the City. The cost estimate was considerably more than anticipated, and therefore, the design was stopped. Superintendent of Engineering Robert Ells noted that the options for this project moving forward are to finish the design until the project can be funded, continue with the same consultant and attempt to reduce the project cost, or end the relationship with current consultant and distribute an RFP to select a new consultant in an attempt to reduce the project cost. • East Side Train Station Parking Lot/McClory Bike Path Projects: Superintendent Ells noted that the Bike Path is under construction and is scheduled to be completed on June 22. In the parking lot, the first layer Public Works Committee Meeting – May 18, 2015 Page 4 of 5 of asphalt was installed today, and the finish surface is scheduled for tomorrow. On Wednesday, the lot will be striped and signs will be installed on Thursday. The goal is to have the parking lot completed by Friday. Committee members asked if landscaping will be restored when the Bike Path is complete. Superintendent Ells responded that there is a comprehensive landscape plan that goes with Bike Path project, so it will be restored and enhanced. • Regency Sanitary Sewer: Superintendent Ells stated that on May 11, there was a meeting regarding the sanitary sewer extension in which approximately half of the residents attended. The residents were concerned about the costs and how it would be funded. The City’s Engineer is expected to have cost estimates available this week. Once staff receives the estimated costs, there will be another meeting with the residents. Superintendent Ells added that during the meeting, the residents asked about the storm sewer in their area. Although the storm sewer in this location is private, the City Engineer will look at it and provide cost estimates for that as well. The residents would be responsible for the storm sewer costs in addition to the sanitary sewer. • Forest Park Project: Chuck Myers, Superintendent of Parks and Forestry, reported that the Forest Park Project is almost complete. The path work and amenities, water fountains, and brickwork are complete. There is more landscaping to be completed. Next week the final lift of pavement will be installed. Lake Road and Spring Lane will be completed at the same time. The park will be open on Memorial Day weekend. The Ring Road will not be open, but the South Parking Lot will be opened, although not striped. • The Beginning of “Sprinkler-Free Mondays”: Superintendent of Public Works Dan Martin noted that “Sprinkler-Free Mondays” began on May 15. The City published an article in the “Dialogue” in February and postcards were mailed to all residents and sprinkler companies in late March/early April. Bilingual information was provided to landscapers as part of the landscaper licensing packet. • Algae Screen Project: Superintendent Martin noted that the contractor for the algae screen project is onsite and the project is scheduled to be completed by mid-June. • Water Plant Module Replacement: Superintendent Martin reported that the additional 24 modules approved by the Public Works Committee and by City Council were received last fall and have now been installed. VI. OTHER ITEMS: • Superintendent Ells discussed the MGP and Ayres contracts that are on the Agenda for City Council later in the evening. Alderman Moreno Public Works Committee Meeting – May 18, 2015 Page 5 of 5 asked why the aerials need to be re-done every three years. Superintendent Ells explained that there are substantial changes that can be seen in the photos each time they are done (buildings, earthwork, etc.). • Alderman Tack asked if the trees on the median strip of Route 60 are alive. Superintendent Myers noted that they are alive and finally starting to leaf out. • Alderman Tack followed up on a resident request for a driveway apron. Superintendent Ells stated that it would be addressed in this year’s program. • Chairman Waldeck commented on the sidewalk plowing program. After a meeting she had with the College, the College again requested that Deerpath Park be plowed for the College students because it is the main passageway for them. Superintendent Martin explained that this location has been raised in terms of priority and will be cleaned with other main sidewalks this upcoming winter via a mechanical broom. Superintendent Martin stated that it is staff’s intent that the use of such a piece of equipment should increase the quality of snow removal on the main concrete sidewalks throughout the City. VII. OPPORTUNITY FOR PUBLIC COMMENT: None. VIII. NEXT MEETING: The next meeting of the Public Works Committee will be held on June 15, 2015 at 5:00 p.m. At this time, the Committee agreed that meetings before City Council are working best for the group. IX. ADJOURNMENT: Alderman Moreno moved to adjourn the meeting of the Public Works Committee at 5:56 p.m. Alderman Tack seconded the motion, which carried unanimously. Respectfully submitted, Donna Dunn Assistant to the Director of Public Works