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PUBLIC WORKS COMMITTEE 2014/04/14 MinutesPUBLIC WORKS COMMITTEE MONDAY, APRIL 14, 2014 – 6:35 P.M. CITY HALL – 220 E. DEERPATH CITY MANAGER’S CONFERENCE ROOM MEETING MINUTES I. CALL TO ORDER/ROLL CALL: Chairman Kent Novit called the meeting to order at 6:42 p.m. Aldermen Waldeck and Tack 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; Diane Hall, Assistant Finance Director; and Donna Dunn, Assistant to the Director of Public Works. A Lake Forest College student also attended the meeting. II. APPROVAL OF THE FEBRUARY 10, 2014 PUBLIC WORKS COMMITTEE MEETING MINUTES: Alderman Tack moved to approve the minutes of the February 10, 2014 meeting as written. Alderman Waldeck seconded the motion, which carried unanimously. III. WATER SYSTEM REPORT: a. Discounted Water Rate Program: Diane Hall, Assistant Finance Director, discussed the discounted water rate structure. At the April 21, 2014 meeting, staff will seek approval for a discount water rate structure for low income residents. Mrs. Hall explained that there is a program in place for low income residents to receive a discount on vehicle stickers, and staff recommends that the same program be used for discounting water rates. Residents receive certification through the State and then provide the City with that documentation to show they qualify for reduced rates. An advocate at the Senior Center is available to help residents apply for this status. If approved, qualified residents would see a discount on their water bill due to their low income status. Alderman Waldeck moved to recommend the Ordinance to City Council on April 21, 2014. Alderman Tack seconded the motion, which carried unanimously. Public Works Committee Meeting Minutes from April 14, 2014 Page 2 of 7 b. Review of Draft Irrigation Resolution for FY2015: Director of Public Works Michael Thomas presented the proposed Irrigation Resolution. Alderman Tack expressed his concerns with the odd/even restrictions and commented that controllers do not have the capability to be programmed to odd/even days. Director Thomas noted that staff met with two local irrigation companies that stated controllers could be set for odd/even days. There is, however, no way to control the months that end in an odd number, which allows those residents to water two days in a row. Alderman Tack recommended instead that residents be assigned days of the week based on their odd/even address to water. Under this program, there would be no watering on Mondays. Odd numbered addresses would water Tuesday, Thursday, and Saturday. Even numbered addresses would be allowed to water on Wednesday, Friday, and Sunday. Director Thomas added that staff could meet with the same irrigation companies again to determine if there is any reason this proposed system would not work. Alderman Waldeck asked about incentives for residents to upgrade their controllers. Director Thomas explained that staff is exploring options to include in the sale/purchase of a home when it has an irrigation system. Additional programs and options will be presented to the Committee at a future meeting. Chairman Novit suggested that the third item in the Resolution be revised to state that that there are contributing factors such as algae blooms instead of algae blooms being the only cause of the capacity issues. Alderman Waldeck moved to approve the proposed Resolution with the recommended changes to Item 3 and to the modified schedule as discussed. Alderman Tack seconded the motion, which carried unanimously. IV. NSSD – UNDERGROUND TANK EASEMENT UNDER SOUTH BEACH PARKING LOT AND OUTSTANDING LEASE PAYMENT: Public Works Director Thomas explained that in the early 1990s, power outages and heavy rainfalls that allowed storm water to enter the sanitary sewer system caused sanitary overflows at NSSD’s Clavey Road pumping station. As a result, NSSD Public Works Committee Meeting Minutes from April 14, 2014 Page 3 of 7 installed a generator at their pumping station and a two million gallon tank under the Lake Forest Beach’s South Parking Lot. There have been no surcharges since the installation of the tank. At the time of the tank installation, the City and NSSD agreed that no monthly fee would be assessed. The written Agreement provided in the Public Works Committee packet formalizes this arrangement. If so approved, the Agreement will be presented to City Council on April 21. NSSD will have a meeting to approve it on May 14. Both the City Attorney and NSSD’s attorney have agreed to the terms within the Agreement. The Committee asked if the odor control building at the lakefront can be made bigger because there are still odor issues at the Beach. Director Thomas explained that it can be requested, but he is uncertain if that is in the NSSD’s capital plan. Alderman Tack moved to recommend approval of the draft Easement Agreement to City Council on April 21. Alderman Waldeck seconded the motion, which carried unanimously. V. SIDEWALK SNOW PLOWING SURVEY RESULTS: The Committee reviewed the results of the sidewalk plowing survey. One of the main themes of the responses was that a better job needs to be done plowing sidewalks. Director Thomas explained that the Village of Lake Bluff has two pieces of equipment that are used to clear the sidewalks when there is three inches of snow or more. Lake Bluff uses a “v” plow on these machines when there is 3”-5” of snow. Above 5”, the machines are used with snow blowers. These blowers do a better job at clearing the sidewalks, but take more time to complete. He added that staff would need to explore the manpower required to clear sidewalks with snow blowers. Next season, staff will consider utilizing the Snow Bird Program to snow blow the sidewalks. Alderman Tack asked that the focus for snow blowers be around the schools and main streets (e.g. Western, McKinley, Green Bay, Sheridan, Everett, Telegraph, etc.). Any proposed changes to the program will be presented to Public Works Committee prior to the next snow season. VI. IDOT/DEERPATH GOLF COURSE PROJECT UPDATE: Robert Ells, Superintendent of Engineering, reviewed the project history for the Golf Course well. In an attempt to alleviate some of the pressure on the Water Plant, an engineering/consulting firm was hired to provide a plan and cost Public Works Committee Meeting Minutes from April 14, 2014 Page 4 of 7 estimate for the installation of a well, which was denied by City Council. At the same time, staff was working with IDOT on improvements for the Route 41/Deerpath underpass. Part of the proposed Deerpath/Route 41 project included the addition of two detention ponds on the golf course to assist with drainage. Superintendent Ells explained that improving the drainage and reworking the geometry/widening the area for traffic would be done by IDOT with IDOT funding. After reviewing IDOT plans for this Route 41/Deerpath project, staff questioned if the well could be installed at the front of the course and incorporated in this project, which would lower the overall project cost considerably. Staff requested and received proposals for the design of the ponds and the water well. The proposal from Lohmann Golf Design was selected for the design of the ponds at the course. McMahon submitted two separate proposals. The first proposal in the amount of $12,000 was for engineering services to include siting of the well, pump station, and pond size so that the project is viable in the future. These details would be provided to IDOT and incorporated into their current project. The second proposal in the amount of $40,000 was for complete design drawings and specifications that would make the water well project ready to go out to bid. The two firms will work together on the design of the ponds and the well. Staff recommended approval of the first option from McMahon in the amount of $12,000, unless City Council felt strongly about moving forward with the golf course well now. The proposed option allows staff to properly plan for the future installation of a well at the golf course. Superintendent Ells added that if IDOT wants to improve the Route 41/Deerpath intersection, City staff needs to make sure it continues to move forward without interruption. Alderman Tack moved approval of the contract with Lohmann Golf Design in the amount of $8,850 and the contract with McMahon Engineers in the amount of $12,000 for the design of the golf course ponds and water well. The motion was seconded by Alderman Waldeck, which carried unanimously. VII. OPPORTUNITY FOR PUBLIC COMMENT: None. VIII. OTHER ITEMS: Public Works Committee Meeting Minutes from April 14, 2014 Page 5 of 7 • Superintendent of Public Works Dan Martin discussed the conversion of street lights to LED technology. Currently, the City has approximately 1,600 metal halide street lights, which are on a 5-year replacement schedule (approximately 300 lights each year). The City has been running pilot programs throughout Lake Forest that test the durability and stability of LED bulbs in an attempt to select a bulb that can be used in place of metal halide. Based on the findings of these pilot programs, staff selected a specific LED bulb by Neptune with a 5-year warranty and ballast that automatically determines the voltage, therefore not requiring any special wiring or parts. LED bulbs will maintain their brightness longer than the metal halide bulbs. The Committee asked Superintendent Martin if all of the fixtures in town are the same. He replied that they are not. Parking lots have a certain style and specific neighborhoods have a different style, but these bulbs will work in all of the different styles of lights. The Committee also questioned if brighter bulbs should be used in parking lots than those on residential streets. Superintendent Martin explained that the City originally installed brighter bulbs on Western Avenue and received complaints, so now all of the fixtures have the same level of brightness. Additionally, these bulbs have been used by several other organizations. The City can receive lower rates/product costs for these bulbs by participating in a co-op called the National Joint Power Purchasing Alliance through Grainger. Staff will request that City Council waive the competitive bid process and purchase bulbs through this co-op. The budgeted $60,000 per year over the next several years will allow staff to replace approximately 612 lights per year instead of the scheduled 300 bulbs. Staff will also be working with ComEd to determine the utility cost savings, as LED bulbs are 60% more efficient. According to Superintendent Martin, the payback is generally 2 – 3 years. The Committee discussed fixtures that are owned by ComEd and are used to light pedestrian crossing areas. In those situations, ComEd owns the pole and the light, most of which still have the antiquated bulbs. The Committee also discussed gas lights and how they are maintained. Superintendent Martin explained that gas lights continue to be maintained as needed, but the program has suffered due to reduced manpower. Committee members commented that gas lights Public Works Committee Meeting Minutes from April 14, 2014 Page 6 of 7 are extremely dim and dirty. The gas light program will be discussed again at a future Public Works Committee meeting. • Superintendent Ells reviewed the upcoming annual Engineering projects, to include the Oak Knoll water main replacement project, concrete sidewalk and curb replacement program, sewer lining program, and concrete street patching program. Superintendent Ells explained that this is the first year that a contract extension is being asked for as part of the sewer lining program. Contract extensions save staff time and money. The contractor is asking for the allowed 1.7% increase. The Committee asked if there is data that reflects the effectiveness of the lining program. Superintendent Ells explained that the number of basement backups during heavy rainfalls has decreased. Additionally, NSSD has flow meters that determine the volume during dry flows and rain events, which also shows improvements. Lining can also be performed on private residential lines. Staff will also request a contract renewal for concrete street patching, as the contractor is asking for a 0% increase from last year’s pricing. • Superintendent Ells reviewed a specific area within the 4th Ward in which Baxter & Woodman, as part of their storm water study, recommended that drainage improvements be made. The size of the pipes in this area need to be upgraded to improve capacity within the storm sewer system. Additionally, a section of Bowling Green within this area is due for repaving. This was postponed due to possible storm sewer work, which would extend into the road. Staff has received phone calls regarding the poor condition of the road in this area, but staff noted to the residents that they were uncertain as to when storm sewer upgrades in this area will be funded. Superintendent Ells added that it is possible the City will receive a petition from the neighbors in this area requesting storm sewer upgrades to address flooding on their properties. The portion of the project currently scheduled for FY2016 has to be completed before the work scheduled in FY2017. The road would be repaved as part of the project, but the funding for these projects must be determined by the City Council during the annual budget process. Superintendent Ells noted that this project is not being recommended to address concerns specific concerns of those living along people on Bowling Green. Baxter & Woodman identified this area based on the data at the time of the study. That being said, the Public Works Committee Meeting Minutes from April 14, 2014 Page 7 of 7 proposed improvements will improve the situation on Bowling Green, but it will not completely resolve it. The Committee discussed a bond issue for projects related to the storm sewer study, which will be discussed by City Council during 2014. Twelve other projects were also identified as part of the storm water study. IX. NEXT MEETING: Once determined, the next meeting date and time will be emailed to Committee members. X. ADJOURNMENT: Alderman Tack moved to adjourn the meeting of the Public Works Committee at 8:18 p.m. Alderman Waldeck seconded the motion, which carried unanimously. Respectfully submitted, Donna Dunn Assistant to the Director of Public Works