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.
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Meeting Minutes from February 10, 2014
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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.
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Meeting Minutes from February 10, 2014
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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
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Meeting Minutes from February 10, 2014
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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.
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Meeting Minutes from February 10, 2014
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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