PUBLIC WORKS COMMITTEE 2015/09/21 MinutesPUBLIC WORKS COMMITTEE MEETING
MONDAY, SEPTEMBER 21, 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. Alderman
Timothy Newman was present.
Aldermen Stanford Tack and Michelle Moreno were not present. A quorum
requiring three of the four Public Works Committee members was not
established.
Staff in attendance included Michael Thomas, Director of Public Works; Dan
Martin, Superintendent of Public Works; Bob Ells, City Engineer; Bob Kiely, City
Manager; Elizabeth Holleb, Director of Finance; Mike Strong, Assistant to the City
Manager; and Becky Pocasangre, Administrative Assistant.
Also in attendance was Mark Lawton, Reporter with the Pioneer Press.
II. APPROVAL OF THE JULY 20, 2015 PUBLIC WORKS COMMITTEE MEETING MINUTES
Since a Committee quorum was not present, meeting minutes from the July 20,
2015 Public Works Committee Meeting were not approved.
III. BUFFALO BOX DISCUSSION: NEXT STEPS FOR NON-LOCATED B-BOXES
Director Thomas provided information to the Committee outlining the status of
the B-Box Location Project. As of September 11, 2015 there were 540 b-boxes
that still need to be located by the Water & Sewer intern. He also noted that
there are 606 b-boxes that the intern could not locate and that Water & Sewer
personnel will begin trying to find. Currently City-wide, there are 118 b-boxes that
are not able to be located by the neither intern nor Water & Sewer
personnel. That number could go up depending on the remaining b-boxes that
still need to be located.
For b-boxes unable to be located, Director Thomas proposed that the
homeowners whose b-boxes are not able to be located would be contacted via
a certified letter. The letter would notify them of the issue and request that they
work with their plumber and the City to help locate the b-box. The letter would
be placed in the City’s property file for that specific address and homeowners
would be given one year to locate their b-box. Director Thomas asked for
feedback on what the next step would be if a b-box is still not able to be located
and a new b-box needs to be installed.
Chairman Waldeck clarified that the City is trying to establish a requirement for
homeowners assuming that after a year a plumber still can’t find the b-box and it
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has not been tampered with. She asked if City staff would be assisting
homeowners through the process. Superintendent Martin stated that Water &
Sewer personnel would come out to assist homeowners through process.
City Manager Kiely suggested a different option for homeowners. He said that
the homeowner did not install a new b-box right away and when they sell their
home prior, they would have the option of working out an arrangement with the
buyer.
Alderman Newman stated that homeowner should be required to disclose such
a requirement to buyers when selling their home. He suggested that the
homeowner could submit a document to the City stating if they can’t afford to
install the new b-box that such an expense is taken out of the sale proceeds.
Director Thomas spoke to John Pasquesi (Pasquesi Plumbing) to get an idea of
what the cost would be for a homeowner to install a new b-box. He said the
cost would roughly be $3,000 - $4,000 for a new b-box. He said that after the
water service line was located, the plumber would need to freeze the line to
install a new b-box. Alderman Newman stated that The City should look into get
a price break for residents. Superintendent Martin clarified that there is a
variation in costs due to obstacles, such as having a b-box located under the
driveway.
Alderman Newman asked if staff had ever looked into using ground penetrating
radar to help locate the remaining b-boxes. Director Thomas stated that staff
has not, however that is something they could investigate further.
Alderman Newman asked if Finance would be affected by residents that do not
have a located b-box. Director Holleb replied that this only becomes an issue
with Finance when there is non-payment of a water bill and the water has to be
shut off. Director Thomas added that if residents pay their bill and their inside
valves adjacent to the water meter are operable; there should not be a need for
the b-box to be located nor utilized.
Chairman Waldeck stated that staff should bring this topic to the Council. She
said there needs to be finality on the topic and that the City should be able to
offer options and assistance to homeowners. It should not be treated any
different then how the City handles residents that are required to take down
diseased trees. Homeowners should be required to rectify the issue.
IV. REGENCY ROAD SANITARY SEWER UPDATE
Mike Strong distributed an update on the status of the Regency Road Sanitary
Sewer (SSA). In early August the proposed ordinance was established. Staff has
met with residents to locate a general area for their new lateral stub and has
proceeded with phase II design. The bidding process has begun and bids are
due by September 29th. Staff will be reviewing the bids and finalizing easements
to review with the Committee at their October 5, 2015 meeting.
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Mr. Strong stated that staff is aware of two homeowners that are not in support
of the project, however there have been no formal written objections submitted
to the City. He said that staff will be working on obtaining the signed easement
documents from the five remaining homeowners.
By October 16, 2015, if the City has not received objections from 51% of the
fifteen property owners, the project will proceed as scheduled.
Alderman Newman asked Mr. Strong what homeowner’s concerns were. He
replied that the two homeowners simply disagree with the need and expense of
the project. All other questions and concerns were addressed over the past two
weeks when staff met one-on-one with each property owner. Director Thomas
added that there are two homeowners that are very anxious to proceed with
this project.
Staff will review the bids and final easement acquisition at the October 5, 2015
Public Works Committee meeting.
V. EAST SIDE TRAIN STATION INTERIOR / EXTERIOR PROJECT UPDATE
Mr. Strong updated the Committee on the interior work at the East Side Train
Station. He said the City received proposal from ten different firms for
architectural / engineering services. Out of the ten firms that responded, five of
them were invited for interviews with the City staff panel. He said the panel has
narrowed the search down to two finalists who are in the process of developing
their costs proposals and schedules. He said that the panel should have their
recommendation by the end of the week. He noted that both firms have
experience with IDOT. Once a decision is made, a recommendation would be
brought to both the Public Works Committee and City Council for their approval.
Director Thomas stated that it is important that the design work be completed in
a timely manner, so commuters aren’t standing outside in the cold while work is
being done. Chairman Waldeck asked if the interior and exterior work can
occur at the same time. Director Thomas replied that the work could coincide
with each other. Alderman Newman asked what the delay was for getting the
work started. Director Thomas stated that because grant funds are being
administered through IDOT, the City will need to wait for approvals at various
stages of the design, bidding, and construction process as agreements need to
be signed by IDOT personnel in both Schaumburg and Springfield.
Mr. Strong said staff will bring updates to the Public Works Committee on a
regular basis.
Superintendent Martin updated the Committee on the exterior work at the East
Side Train Station. He said the project was put out to bid with a due date of
September 24th. After a pre-bid meeting with IDOT in July, IDOT required the unit
of measure to be different than what painters and tuck-pointers are used to, so
staff has decided to extend the bid opening until October 8th.
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Director Thomas stated that this is a historical building so staff is working with
Gewalt Hamilton and Gunny Harboe Architects for the exterior renovation.
Once the contract is approved, staff will ask that the contractor(s) and Harboe
Architects work over the winter to make sure that everything is ready to go by
March, 2016. Material will be purchased and ready to be installed in the spring.
VI. WEST SIDE TRAIN STATION UNDERPASS FUNDING UPDATE
City Engineer Bob Ells stated that staff has been meeting with the Lake County
Council of Mayors to find funding for the West Side Train Station Underpass. The
Lake County Council of Mayors (COM) Surface Transportation Program – Local
(STP-L) has a surplus of money but the standards of funding is very specific to
road and bridge projects. At the COM’s March, 2015 meeting, several
communities advocated for opening the project eligibility criteria to include
other types of transit projects such as train station projects, bike paths, pedestrian
access projects, and local roadway projects that intersects with State roads. On
September 14, 2015, the Committee met again and tentatively agreed to
expand the criteria for funding. Grant money can now be applied to Phase II
Design and such work would be covered by 80% of COM funding versus the 70%
in the past. The City’s expense for Phase II and Phase III would only be 20% of the
total cost. Currently the City has two projects with Phase I completed. The Lake
County Council of Mayors (COM) Surface Transportation Program – Local (STP-L)
will be meeting again in three weeks to finalize project eligibility criteria.
Chairman Waldeck asked how many grants are available and who has access
to the grant funds. Mr. Ells stated that we are competing with all other Lake
County municipalities and governmental agencies. Since Phase I is still funded
locally, many of these agencies have not had the funding available to even
fund Phase I. That is why there is a surplus of funds that are available.
Director Thomas stated the City has two projects ready to go, that have Phase I
completed. The City would still need to find funding for 20% of the remaining
costs for each project. Alderman Newman asked how much Phase I of projects
usually cost. Director Thomas replied that Phase 1 is ususally10% of the estimated
project cost.
Director Holleb stated that with large scale projects the City would have to take
out a bond. The 20% not funded for the train station underpass is approximately
$1.8 million that the City would be responsible for obtaining. Director Thomas
added that the City can ask for financial assistance from Metra or IDOT.
Chairman Waldeck asked if the City could utilize private and/or public funding
for the remainder of the funds that are needed to complete the Underpass
Project. Director Thomas replied that is possible.
Alderman Newman asked if the City could set up a train staging area alongside
the Compost Center. Director Thomas replied that there is room within the right-
of-way so that is something that could be open for discussion.
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Mr. Ells stated that if the new guidelines were to be approved, the City would
have four projects that are available for funding. These projects include the
Telegraph Road Metra Station Pedestrian Underpass, the Everett/Waukegan
Road intersection Improvement Project, the Westleigh/Waukegan Road
Intersection Improvement Project, and the Rt. 60 Bike Path. The City would need
to prioritize these projects and set aside the 20% Local Agency match in the 5-
year CIP.
VII. OTHER ITEMS
None
VIII. OPPORTUNITY FOR PUBLIC COMMENT
None.
IX. NEXT MEETING – SEPTEMBER 21 2015, 5:00 P.M.
The next meeting of the Public Works Committee will be held on October 5, 2015
at 5:00 p.m. at City Hall.
X. ADJOURNMENT
Chairman Waldeck moved to adjourn the meeting of the Public Works
Committee at 5:52 p.m. Alderman Newman seconded the motion, which
carried unanimously.
Respectfully submitted,
Becky Pocasangre
Administrative Assistant