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PUBLIC WORKS COMMITTEE 2014/02/10 MinutesPUBLIC WORKS COMMITTEE MONDAY, FEBRUARY 10, 2014 – 6:30 P.M. CITY HALL – 220 E. DEERPATH COUNCIL CHAMBERS CONFERENCE ROOM MEETING MINUTES I. CALL TO ORDER/ROLL CALL: Chairman Kent Novit called the meeting to order at 6:42 p.m. Aldermen Tack and Waldeck were present. City staff in attendance included Robert Kiely, City Manager; Michael Thomas, Director of Public Works; Dan Martin, Superintendent of Public Works; Robert Ells, Superintendent of Engineering; Mary Van Arsdale, Director of Parks & Recreation, and Donna Dunn, Assistant to the Director of Public Works. II. APPROVAL OF THE JANUARY 13, 2014 PUBLIC WORKS COMMITTEE MEETING MINUTES: Alderman Tack moved to approve the minutes of the January 13, 2014 meeting as written. Alderman Waldeck seconded the motion, which carried unanimously. III. ADA TRANSITION PLAN: Director of Parks & Recreation Mary Van Arsdale discussed the status of the ADA Transition Plan. PHN performed an audit as a result of the ADA mandate. The results of the audit were then reduced to the critical items to be completed. Staff reduced the compliance amount to approximately $420,000 over the next six years. Director Van Arsdale noted that Holland & Knight provided a memo discussing the requirements of the City to meet the mandate. Also included in the packet were a five-year fund forecast and a summary of NSSRA for Aldermen not as familiar with the City’s membership with them. Director Van Arsdale explained that the City does not have to complete all of the items listed as a compliance issue right away. However, items will need to be addressed if improvements are made. For example, noncompliance in parking lots will be corrected at the time that the parking lot improvements for that location are performed. Public Works Committee Meeting Minutes from February 10, 2014 Page 2 of 5 Director Van Arsdale further explained that the Special Rec Levy is for compliance of mandated items for those with special needs. The City can use these funds because of its membership with NSSRA. If the City was not a member of NSSRA, we would have to find a different way to comply with the mandate and to provide special rec programming. There is approximately $70,000 for this year. Director Van Arsdale explained that the City isn’t locked into this plan, but it is a guiding document for how staff could spend the money to address items on the audit. She added that if there are any individual items or projects over $20,000, City Council approval would be required. For anything under $20,000, Council members would see it on the general ledger that they are provided in Council packets. The Committee asked Director Van Arsdale if there is any advantage to opting out of NSSRA. She replied that there is not. In fact, opting out could move the City backwards in terms of how recreation services are provided to residents. Opting out would require the City to have its own special recreation staff and transportation. The presented plan breaks the audit into sensible pieces and prioritizes the items based on the benefit to residents. Many of the improvements or modifications can be made by in-house staff in Building Maintenance and Parks. Director Van Arsdale added that the Library is working on their own plan because they are not covered by the Special Rec Levy. Superintendent Dan Martin informed the Committee that the lift project at the Public Safety Building was bid in two pieces. The bid opening for the equipment has already taken place and the bid opening for the construction will occur on February 13th. Much of the demo will be done in-house, so the equipment and construction were bid separately. Cost- wise, it was beneficial to break it apart. They will both be presented to City Council at the same time for approval. Director Van Arsdale added that the Forest Park Project will include ADA compliant items. Waste baskets, water fountains, sidewalk panels, parking spaces in the south lot, picnic table locations, benches, etc. will all be ADA compliant. Alderman Tack moved to adopt the ADA Transition Plan. Alderman Waldeck seconded the motion, which carried unanimously. Alderman Novit will provide an update at an upcoming City Council meeting that the Public Works Committee adopted this plan and will review it annually. Public Works Committee Meeting Minutes from February 10, 2014 Page 3 of 5 IV. OTHER ITEMS: • Salt: Director of Public Works Michael Thomas reported that the City received 3 of the 20 loads of salt from Texas to date. The rest will arrive later this week. Additionally, 4 of the 10 loads were received from the State bid. • Potholes: After the Public Works Department finishes snow cleanup operations, they’ll begin to address the potholes throughout town. • Water Main Breaks: Director Thomas reported that there have been several water main breaks. Additionally, there are three water services that are currently frozen. He noted that it is important to keep water moving through the pipes when temperatures are bitter cold. Staff is working with the homeowners and their neighbors to ensure that they have water. Director Thomas added that the water service line is the responsibility of the homeowner, but the City is doing what they can to help the residents with frozen service lines. There is a way to thaw the line, but you have to dig up the main to expose it and use electrodes to warm the line. • Sidewalk Plowing: Alderman Tack provided staff with a picture of the sidewalk in front of his house after the sidewalk equipment plowed the stretch of sidewalk. He noted that it made the condition of the sidewalk worse. Additionally, the sidewalk plows create large boulders that are immoveable. Alderman Tack questioned how much time and money is spent on sidewalk plowing. He believes that the time and money should be spent in the CBD and that residents should take care of their own sidewalks. Alderman Novit questioned if residents clearing their own sidewalks would change the current condition and open themselves up for liability. Director Thomas commented that the City has spent $21,000 on sidewalk clearing to date. The goal of the sidewalk plowing program is to have people avoid walking or running in the street. Alderman Waldeck commented that once the path along Deerpath is plowed, there is a reduction in college students in the road and the same holds true with the high school students. Alderman Tack questioned why the City does the entire town. He suggested that perhaps staff is not using the right equipment or the process needs to be changed, but if it is going to be done, it should be Public Works Committee Meeting Minutes from February 10, 2014 Page 4 of 5 done properly. Director Thomas explained that because of the height of the snow right now, snow is falling behind the v-plow into driveways because it can’t be pushed up and over the existing snow on each side. Additionally, there is always approximately 1” of snow left on the sidewalk because of the rubber plow blade and the sidewalk panels that are off-kilter. The rubber blades allow the flexibility to plow sidewalk panels that are offset, but they don’t scrape the sidewalk as well. Alderman Tack asked if there is any equipment that can address this. Director Thomas replied that blowers can, but ithat it wil take longer and the sidewalks would need to be done more frequently. The Public Works Committee would like to survey the community about the sidewalk plowing program. The survey will be 4 – 5 questions about levels of service and residents clearing their own sidewalks. • A 25-foot pole with a cobra hanging fixture to light the entire crosswalk on Sheridan Road by Rosemary has been approved and will be installed. This will be in addition to the flashing lights already at this crosswalk. • The Committee commented that north on Western Avenue, the lights seem darker and it’s becoming harder to see. Superintendent of Engineering Robert Ells explained that the style of lights on Western Avenue are for ambiance and glow, and will gradually darken as time passes. At a certain point, these will be re-lamped by the Streets Section. The lights on Waukegan Road are the fixtures that hang over the street and provide substantial light, but this was not an option for Western Avenue. • The Committee discussed a sprinkler control system similar that allows residents to check settings from the Internet. There are now technologies that allow people to use sprinkler systems more effectively. The schedule for watering needs to be revisited because many of the systems cannot adapt to odd/even days. Alderman Tack suggested fixed days for watering each week and promoting sprinkling systems that conserve water. Director Thomas mentioned that they will be challenged this summer until the lake warms up. On March 3, these items will be discussed during the Committee of the Whole Meeting. Staff will meet with the sprinkler companies again to learn best practices for watering grass and plants. V. OPPORTUNITY FOR PUBLIC COMMENT: None. Public Works Committee Meeting Minutes from February 10, 2014 Page 5 of 5 VI. NEXT MEETING: The next meeting of the Public Works Committee will occur in April 2014 unless there is a need in March. A meeting date is forthcoming. VII. ADJOURNMENT: Alderman Tack moved to adjourn the meeting of the Public Works Committee at 7:45 p.m. Alderman Waldeck seconded the motion, which carried unanimously. Respectfully submitted, Donna Dunn Assistant to the Director of Public Works