PUBLIC WORKS COMMITTEE 2015/07/20 MinutesPUBLIC WORKS COMMITTEE MEETING
MONDAY, JULY 20, 2015 – 5:00 P.M.
CITY HALL – COUNCIL CHAMBERS CONFERENCE ROOM
MINUTES
I. ROLL CALL/CALL TO ORDER
Chairman Cathy Waldeck called the meeting to order at 5:00 p.m. Aldermen
Stanford Tack, Michelle Moreno, and Timothy Newman were present.
Staff in attendance included Dan Martin, Superintendent of Public Works;
Elizabeth Holleb, Director of Finance; Matt Havlik, OCM Intern; Jim Lockefeer,
OCM Intern; Mike Strong, Assistant to the City Manager; Michael Thomas,
Director of Public Works; Bob Ells, City Engineer; Brian Joyce, Engineering
Assistant; Cathy Czerniak, Director of Community Development; Bob Kiely, City
Manager; Dave DeMarco, Fleet Supervisor; and Becky Pocasangre,
Administrative Assistant.
Also in attendance were Daniel Strahan, Gewalt Hamilton; David Quinn and
Janet Marsden-Johnson of 1566 N. Waukegan Road; and Antonio representing
John Gates.
II. APPROVAL OF THE JUNE 15, 2015 PUBLIC WORKS COMMITTEE MEETING MINUTES
Chairman Waldeck moved to approve the minutes of the June 15, 2015 Public
Works Committee meeting as written. Alderman Newman seconded the
motion, which carried unanimously.
III. REGENCY ROAD SANITARY SEWER UPDATE
• Update on Neighbor Interest Regarding a SSA
• Approval of Phase I, Phase II, & Phase III Engineering Fees
Michael Thomas, Director of Public Works stated that Bob Ells, Mike Strong, Matt
Havlik, and he have been working on the Regency Road Sanitary Sewer project
over the past two months. Director Thomas asked Janet Marsden- Johnson of
1566 N. Waukegan Road to update the Committee on neighbor interest
regarding the SSA. Ms. Marsden introduced Antonio who is representing Mr.
Gates. Mr. Gates purchased a piece of property on Regency Road in 2004 and
has wanted a sanitary connection ever since. Antonio asked the Committee to
address engineering concerns pertaining to how accurate the numbers are and
how much engineering has been completed. Mr. Gates wanted to get a better
understanding of the cost of the project before voicing his support for such.
Director Thomas stated that Gewalt Hamilton has completed Phase 1: Basic
Estimates and is now working on Phase 2: Design. If approved by City Council on
August 3rd the goal is to wrap up design by early September, have the project
out to bid in September, and start work in the early October with the goal of
completing the project by or around December 1, 2015. The total cost of the
project is estimated to be $750,000 to install sanitary sewer throughout the
subdivision. Homeowners will be responsible for installing their own private lateral
to the stub that will be provided as part of this project. Director Thomas added
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that there could possibly be plumbing work needed in the homes in order to get
the flow moving the correct direction to the new sewer. As has always been the
rule, if a homeowner’s septic system were to fail, the homeowner is required to
receive approval from the Lake County Health Department to replace an
existing system. In addition the homeowner is also required to obtain an
approval letter from the City. Director Thomas noted that with the existing septic
systems in the Regency area, could be 5-15 years before any of them fail.
However, once they do fail, the homeowner would be required to connect to
the new sanitary sewer system.
City Manager Kiely commented that this was what Mr. Gates had asked the
Committee to approve three years ago. Alderman Morsch came to the
Committee at that time and said that the cost was going to be too expensive for
Mr. Gates, so he proposed that the City front the cost of the whole system and
then have the money returned as individual homeowners connect. Council was
not in a position at that time to approve the proposed project. Mr. Kiley noted
that there are only two areas in Lake Forest that are still on septic, the rest are on
sanitary sewer, so either through an SSA or a recapture process, the City would
like to get both of these areas on sanitary sewer system. The City is evaluating
the option to either finance the project or issue debt. One of the benefits to
homeowners if the City finances the project, is that they would be able to
receive a very competitive rate of interest for project as compared to if they
were to, on their own, obtain rates from a third party institution.
Ms. Johnson stated that the majority of the residents are in favor of the project.
There are only two residents that she had not heard back from and one of those
families is moving. To date she believes there are, out of the 15 lots, ten in
support of the project, 4 unknown, and 1 not in favor. She brought signatures
from the residents in support. Six of the fifteen lots are owned by two residents:
three are owned by Richard Thurber and the other three by John Gates. The
four residents that didn’t sign are waiting for more information.
City Manager Kiely stated if the SSA is approved by the Committee, the
Ordinance would be presented to Council on August 3rd. Once approved by
City Council, there is a 60 day period for homeowners to protest the SSA, but
based on what was discussed this evening, there seems to be enough support
for the project. The next step would be to direct Engineering to complete Phase
II Engineering, so staff is able to meet the timeline proposed.
Alderman Moreno asked for clarification on the difference between a recapture
verses an SSA. City Manager Kiely stated that the SSA is financed through the
City and then divided between the fifteen lots. The residents can either have the
annual 20 year cost per lot added to their property tax or write a check up front
to avoid interest. This puts the infrastructure in place and it will be up to the
individual homeowner to decide when to connect. The recapture puts a lien on
the property, so if the septic system fails the homeowner would go to the County
to request approval for replacement, at which time they would be denied and
they would have pay the City the entire amount at that time. Alderman Moreno
asked if the homeowners cost would be tax deductible. City Manager Kiely
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replied that residents will have to ask their tax attorney. If 51% of the votes say no
than the SSA by October 16, 2015, the SSA won’t go through and the City will
have to decide whether to do a recapture or nothing at all.
Alderman Moreno asked for clarification on the Phase III Estimated Costs. Daniel
Strahan from Gewalt Hamilton replied that the estimated cost is a percentage of
construction cost in the budget which includes, daily inspection reports,
confirmation of quantities, etc.
With regards to the storm sewer concern and drainage along Regency, Mr.
Strahan received information from IDOT that any new storm sewer pipe would
have to go to a box culvert and that would increase the preexisting 24 inch pipe
to a 30 inch pipe. The storm water repair cost is not included in the estimate.
The estimate is only for the sanitary sewer. The 15 inch storm water line is private,
so the property owners in the same area would need to determine if they would
like to have a separate SSA in the future to install a new storm sewer system.
Chairman Waldeck moved to forward the SSA or recapture process to City
Council on August 3, 2015 and approval of Phase I, Phase II, & Phase III
Engineering Fees for the Regency Road Sanitary Sewer. Alderman Moreno
seconded the motion, which carried unanimously.
IV. REVIEW / APPROVAL OF UPDATED DRAFT STORMWATER MANAGEMENT POLICY
Michael Thomas stated that upon approval by the PW Committee, the
Stormwater Management Policy would be submitted to City Council to be
adopted as an official policy. Matt Havlik, OCM Intern provided the Committee
with an updated Stormwater Management Policy. Matt stated that there were
minor changes to the wording of the policy in order to make the policy more
clear and understandable for residents, including a link to the Illinois Drainage
Law. Director Thomas informed the Committee that the purpose of the policy is
to give residents a better understanding of how the City manages its stormwater
and the responsibility residents have in doing the same.
Alderman Newman asked if the City could request realtors to provide the policy
to residents. City Manager Kiely stated that the City meets with realtors quarterly
and that under Illinois Law, realtors are required to disclose this information to
future buyers and seller.
Director Thomas stated that if City Council adapts the policy, the next step
would be for himself and Bob Ells to create an Appendix A and put together an
RFP, soliciting quotes from both Plumbing and Engineering firms. Alderman
Moreno suggested that staff reach out to Open Lands because this policy would
be useful to Open Lands or other environmental organizations.
Chairman Waldeck moved to approve the recommendation of the Stormwater
Management Policy. Alderman Moreno seconded the motion, which carried
unanimously.
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V. REVIEW OF CITY COUNCIL ITEM: RATIFICATION OF CITY MANAGER’S
AUTHORIZATION TO WAIVE THE BIDDING PROCESS AND PURCHASE A
REPLACEMENT ENGINE FOR REFUSE TRUCK # 188
Michael Thomas, Director of Public Works stated that truck #188 was purchased
in 2003. He noted that the City’s rear load refuse trucks are expected to last 20
years, however the engine on this specific truck, # 188, needs to be replaced.
The City’s Fleet Maintenance Section received a quote to replace the engine
from Cummins and Director Thomas received approval from City Manager Kiely
to move forward with the emergency purchase but receiving City Council
approval at a subsequent meeting. It will take 35 days to get engine and
another 10 days to having the engine installed.
Alderman Moreno asked if the trucks we have in fleet usually last 20 years.
Director Thomas replied that with repairs being done in-house, the rear load
refuse trucks typically will make it 20 years. Director Thomas noted that this was
the first time Fleet Maintenance has ever had to replace an engine. Alderman
Moreno asked what part of the trucks typically have been replaced or repaired
first. Director Thomas responded that the body usually needs attention first,
primarily the floors.
Director Thomas stated that this truck currently has 20,000 hours on it so it is
halfway through life span. Chairman Waldeck asked if staff could install the
engine in-house. Fleet Supervisor DeMarco stated that staff could install the new
engine, but they don’t have the manpower, due to other repairs being done in-
house.
Supervisor DeMarco stated that the engine Fleet Maintenance typically has for
these garbage trucks was not available. This is the only truck in the fleet that has
this particular model engine. Chairman Waldeck asked if we expect this issue to
occur in any of the other trucks or was this unique issue due to the model of the
engine. Director Thomas noted that staff does not believe this should not occur
in other of the refuse trucks.
Alderman Newman asked if the engines in the trucks are interchangeable.
Supervisor DeMarco stated that the engines are not interchangeable. Each
truck needs its specific engine, the engine that was specified when it was
assembled, so they are not able to look at purchasing a different model.
Chairman Waldeck moved to approve the Ratification of City Manager’s
authorization to waive the bidding process to purchase and install a
replacement diesel engine for refuse truck # 188 in the amount of $27,103.20.
Alderman Moreno seconded the motion, which carried unanimously.
VI. OTHER ITEMS
• Alderman Tack brought up the possibility of privatizing the Water Plant.
Director Thomas stated that in 2010 there was a meeting with JAWA
regarding the possibility of privatizing the Water Plant and having JAWA
operate it with its personnel. At that time staff was informed that JAWA
had “too much on their plate” and would not be interested in taking over
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the Water Plant and operating it. Superintendent Martin and himself are
working with Brian Hackmann of Strand Associates to put together a
PowerPoint presentation that is included in the packet for the
Wednesday, July 27, 2015 Special City Council Workshop. The
presentation will include privatization issue, demand shedding issue, and
the plant capacity (8-11-14 mgd).
Alderman Tack suggested JAWA take over staffing so there is a bigger
pool of employees versus privatizing the Water Plant. Alderman Moreno
added that this would provide flexibility with staff. She suggested that the
City could sell its water through JAWA. Alderman Tack added that he
believed the City’s water fund should not be dependent on bad weather
for revenue.
Chairman Waldeck recommended that we move forward with the design
while continuing to evaluate more options. Director Thomas stated that
at the Special Council Workshop, staff will be asking for direction for Brian
Hackman as to specifically what capacity should Strand Associates
design the Plant capacity for.
Director Thomas said that Highland Park and JAWA have asked that we
do not close the water plant because they are in need of back-up
support from time to time. Director Thomas noted that JAWA uses Reserve
Osmosis for its filtration whereas the City has the Membrane Plant.
Therefore, if the two were to merge, staffing with JAWA would require
cross training to occur for the operators to be able to operate both types
of Plants.
Alderman Newman asked if we have replacement reserves for the Water
Plant. Finance Director Holleb stated that we do not have a replacement
reserve for the Water Plant. She noted that the City tries to stay ahead of
costs by using Capital Funds. Director Thomas added that the Sprinkle
Free Mondays have been helping to maintain water supplies.
• Alderman Tack reported that he is getting emails concerning the tree, the
fence, and the lawn maintenance at the old Municipal Services. Director
Thomas stated that the Parks Section was asked to mow the lawn. He will
talk to Cathy Czerniak about reconfigure the fence at the construction
site.
VII. OPPORTUNITY FOR PUBLIC COMMENT
None.
VIII. NEXT MEETING – SEPTEMBER 21 2015, 5:00 P.M.
The next meeting of the Public Works Committee will be held on September 21,
2015 at 5:00 p.m. at City Hall.
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IX. ADJOURNMENT
Chairman Waldeck moved to adjourn the meeting of the Public Works
Committee at 6:02 p.m. Alderman Moreno seconded the motion, which carried
unanimously.
Respectfully submitted,
Becky Pocasangre
Administrative Assistant