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.
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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
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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
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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:
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• 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
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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
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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