Loading...
PUBLIC WORKS COMMITTEE 2014/07/08 MinutesPUBLIC WORKS COMMITTEE TUESDAY, JULY 8, 2014 – 4:30 P.M. MUNICIPAL SERVICES – 800 N. FIELD DRIVE TRAINING ROOM MEETING MINUTES I. CALL TO ORDER/ROLL CALL: Chairman Waldeck called the meeting to order at 4:35 p.m. Aldermen Tack and Moreno were present. City staff in attendance included Michael Thomas, Director of Public Works; Robert Ells, Superintendent of Engineering; Dan Martin, Superintendent of Public Works; Donna Dunn, Assistant to the Director of Public Works; Robert Kiely, City Manager; John Gulledge, Chief Water Plant Operator; and Cathy Czerniak, Director of Community Development. Other attendees included presenter Brian Hackman from Strand Associates and member of the public John Looby. II. APPROVAL OF THE APRIL 14, 2014 PUBLIC WORKS COMMITTEE MEETING MINUTES: Alderman Moreno moved to approve the minutes of the April 14, 2014 meeting as written. Alderman Tack seconded the motion, which carried unanimously. III. UPDATE ON WATER PLANT STUDY: a. Review of Water Plant Project History Director of Public Works Michael Thomas reviewed the Water Plant rehabilitation project timeline, which began in 1995 and included a thorough study and review of the Water Plant, installation of a transmission main and revetment, and the water plant project itself. The timeline included all of the milestones for the review process, approvals, and construction. b. Review of Refined Scope of Services Director Thomas introduced Brian Hackman of Strand Associates who reviewed the refined Scope of Services with the Public Works Committee. Mr. Hackman addressed the concerns of the Aldermen at the last Council meeting via the revised Scope of Services. The revised Scope included a review of the existing conditions and water system demands, recommended short-term and long-term improvements to the membrane system, an analysis of the preliminary needs of the existing systems, the development of the Water Treatment Plant Master Plan, and supplier communication and meetings. Public Works Committee Meeting Minutes from July 8, 2014 Page 2 of 9 Alderman Moreno asked about the interchangeability of parts and equipment from different manufacturers. Mr. Hackman explained that the parts can be interchangeable, but that is something they plan to review as part of the proposed study. Alderman Moreno explained that understanding the critical path and interchangeability is incredibly important in terms of this study. She is concerned about utilizing a sole source for critical components, while using a sole source for smaller components or less critical components is not as much of a concern. In her opinion, the modules are a critical component and now that the modules are no longer being manufactured, the need to retrofit the Plant has created a substantial expense in order to reestablish the critical path. Finding a way to prevent this from happening again in the future is a priority. As Mr. Hackman reviewed the Scope of Services, Alderman Moreno asked for clarification on items 3.b. and 3.h. Mr. Hackman explained the clearwell storage and the intent of item 3.b. He then explained that “demolition and abandonment of existing facilities” in item 3.h. was in regards to old facilities still housed within the Plant after the rehabilitation project. It was not referring to demolition or abandonment of any of the current Plant facilities. The Committee recommended that specific item be clarified in the Scope of Services to make that clear. Mr. Hackman agreed to revise item 3.h. to reflect this. Chairman Waldeck asked if there is a prioritized list of what is important to Council as it relates to this study. Alderman Moreno noted that these priorities should include flexibility, reasonable cost, safety, quality, and availability. City Manager Robert Kiely explained that Mr. Hackman has clear direction, based on the last Council discussion, to provide a comprehensive list of variables that should be used to determine the best membrane supplier for The City of Lake Forest. Once the City has the preliminary data and findings, it will be appropriate for City Council to have another discussion at that time. No motion was required for this item. c. Review of Study Progress Mr. Hackman reviewed the schedule of tasks to be completed as part of the study. To date, they have established projections based off of City- provided data and discussed future demands based on population projections. None of the projections to date show the need for the Plant to be any larger than 14 MGD until 2020 – 2023. Until then, the 14 MGD Plant would be sufficient to meet the current demand, unless City Council believes the plant should be increased in size to address future irrigation demands. Public Works Committee Meeting Minutes from July 8, 2014 Page 3 of 9 Mr. Hackman then reviewed a summary of membrane system items with the Committee. Alderman Tack asked if narrowing the vendor list to those that meet the current quality standards reduce the list. Mr. Hackman replied that the current quality standards could be a good disqualifier. After reviewing a statement in the letter the City received from AquaSource, the Committee agreed that clarification is necessary to determine if the company will bear any of the burden of the cost to change out these modules. Chairman Waldeck and Alderman Moreno also recommended staff review the contract to determine if AquaSource has any contractual responsibility to resolve this issue. Mr. John Looby commented that the Plant should be updated to something that won’t continually be a problem for the City. d. Approval of Purchase for 24 Additional Modules At the end of May, Director Thomas requested that AquaSource produce an additional 24 modules to provide the City with more time to make necessary changes to the Plant. Staff received confirmation this morning that AquaSource will make 24 modules at the same price as the most recent order received in May 2014. These additional modules will be stored at the Plant until they are placed into service in May 2015. With this purchase, the Plant will not have to replace modules for five years. Staff is requesting the approval to purchase the additional modules. Director Thomas explained that this purchase is not budgeted for FY2015 and would therefore reduce available dollars for FY2016’s Water Fund Capital projects. Therefore, staff recommends approval to advance the purchase by one fiscal year. Alderman Tack moved to approve the purchase of the additional 24 modules in the amount of $201,770. Alderman Moreno seconded the purchase, which carried unanimously. e. Approval of Design for Algae Pre-Screen System Director Thomas reviewed the two major issues that limit pumpage at the Plant, which are cold water and algae. Staff is requesting approval of a contract to design an algae pre-screen system; the design would be completed by December 2014. Once the design is complete, staff will place the project out for bid and bring it to City Council for approval. This will allow for construction to occur during the winter and spring months and be completed before the heavy water demands next summer. Director Thomas estimates the construction of the pre-screen system will cost approximately $600,000. The design for the project is budgeted in FY2015, but similar to the purchase of additional modules, the cost of the Public Works Committee Meeting Minutes from July 8, 2014 Page 4 of 9 construction will reduce available dollars from the Water Fund Capital amount in FY2016. The Committee confirmed that the pre-screen system will work with any type of module and that the algae issue is something that needs to be remedied regardless of the module. The Committee asked if the pre- screen system will change the flavor of the water. Director Thomas explained that this system should remove any “musty” type odor from the water that some users may have experienced when algae was an issue in the past. Alderman Tack moved to approve the contract to design the algae pre- screen system. Alderman Moreno seconded the motion, which carried unanimously. IV. STORM WATER MEETING FOR 4TH WARD: City Manager Kiely noted that the proposed storm water meeting is not just for residents in the 4th Ward. He explained that staff is developing a storm water policy so there is consistency in how residents requests are handled by staff and City Council members. The current system in Lake Forest is designed for 10-year storms which is simply a rate of the rainfall, not that a severe storm occurs once every 10 years. Storm water will continue to be an issue in the community and the City needs to have an official policy in place that is approved by City Council. Once there is a policy, staff can have better conversations with homeowners. Management of storm water is not a City problem alone. In the upcoming months, staff will have a proposed program to present to the Committee. Staff will need clear direction from the City Council in order to move forward. Committee members commented that keeping water out of homes is the priority, and second to that is flooding in the roadway that closes the street. Staff asked if not having water in yards is an expectation that Council shares; the Committee agreed that storm water in private yards, although somewhat of a concern, does not trump water in basements or roadways. The Committee discussed to what extent City Council should be using public funds to correct a private problem. The Committee also discussed that storm water is part of an integrated system. Storm drains are one piece of it and if the water is excessive and the drains can’t handle it, it becomes a larger problem. Committee members agreed that there needs to be more information and education about storm water and drainage. Staff and residents needs to work together to solve it collectively. Mr. John Looby commented that overland flooding causes his home to flood. In one of the most recent storms, there was 6” of water against his house, which because he has no basement, spilled into his first floor. At the time of the rain, Public Works Committee Meeting Minutes from July 8, 2014 Page 5 of 9 there was 14” of water or more in his yard. He has never had this much water before. Mr. Looby doesn’t understand what is different today than over the last 30 years, but he firmly believes that something has to be done to resolve this issue. City Manager Kiely responded that staff needs to analyze what is really causing the problem. This would be part of the proposed program so that the issue can be addressed accordingly. Superintendent of Engineering Bob Ells added that storm sewer upgrades only help when the water gets to the streets. It will not resolve all of the overland/yard flooding issues. Additionally, there has been a substantial amount of rain which has caused the ground to be saturated. Large, heavy rains on saturated soils can cause significant yard flooding as has been the case many times this past spring and summer. Alderman Moreno commented that in terms of development, more attention needs to be paid to make sure that water is being diverted to one of the appropriate water detention areas. Staff will set up meetings with the two neighborhood groups that have been most affected by storm water during recent storms and will work on a program that will be presented to the Public Works Committee in upcoming months. V. FY2015 ENGINEERING CIP UPDATE: a. Annual Resurfacing Project Superintendent Ells reported that this project is 80% complete. The final lift of asphalt for Atteridge Road, McKinley Road, and Conway Farms Drive will occur next week. Landscape restoration and striping will follow, with a majority of the work to be complete by mid-August. b. Patching & Pothole Program The original contract for large patches in the amount of $453,000 has been completed. The contract was amended to include $50,000 in small patch/pothole repairs, which is scheduled to begin in late July. Any remaining areas in need of patching/repair will be repaired by the City’s Streets Section. c. Concrete Street Project This project is scheduled to start this week and will be completed in approximately 45 days. d. Concrete Curb & Sidewalk Replacement Project The concrete curb and sidewalk replacement will begin this week and take approximately 45 days to complete. There are areas scattered all over Lake Forest that are scheduled for replacement as part of this project. Public Works Committee Meeting Minutes from July 8, 2014 Page 6 of 9 e. Oak Knoll Water Main Project The Oak Knoll Water Main Project is underway. The new 8” water main has been installed and crews are now working on the tie-ins across the road, valves, and fire hydrants. Work is scheduled to be complete by mid- September, but it will most likely be finished before then. Chairman Waldeck asked if there is a program in place to address shoulders that have washed out in areas with no curbs. The intensity of recent storms has created substantial drop-offs from the stone/gravel being washed out. Superintendent of Public Works Dan Martin replied that the Streets Section will build these washed out areas back up. Alderman Moreno asked if boulders are encouraged for areas without curb and gutter. Director Thomas explained that there is a permitting and review process for residents that wish to install boulders. The Committee discussed the enforcement of illegally placed boulders and the priority of this enforcement among other responsibilities. Chairman Waldeck stated that she has received a number of complaints over the years and asked if a form letter could be sent out to people in violation. Being that there is an Ordinance, staff has a mechanism available to issue tickets or citations. City Manager Kiely explained that staff has done this in the past, but received substantial pushback from the community and it was tabled. If this is something Council feels is a priority to address, they have to be prepared for the public outcry. Director of Community Development Cathy Czerniak added that if there are specific complaints, the Code Enforcement Officer can investigate and follow up on those complaints. The Committee agreed to handle complaints in this manner until the issue of boulders is discussed at a later time. VI. DISTRICT #67 AND #115 REFUSE & RECYCLING COLLECTION: Director Thomas reported that effective July 1, 2014, the City is providing refuse and recycling services to all District 67 schools and West Campus. The City is unable to provide service to East Campus because they use a compactor, which would have been a substantial capital cost to the City. The City entered into an Intergovernmental Agreement with both districts for a term of three years. VII. WATER WELL STUDY UPDATE FOR 5+ ACRE PARCELS: As part of the water rate study last fiscal year, staff was instructed to investigate the possibility of allowing residents or property owners with parcels greater than five acres to install a well for irrigation. Assistant to the Director of Public Works Donna Dunn reviewed a map of the eligible 5+ acre properties in Lake Forest. She explained that there are 12 institutional parcels, 33 commercial parcels, and 70 residential parcels including homeowner’s associations and common areas that are eligible based on the proposed minimum lot size of five acres. City properties (except for the Public Works Committee Meeting Minutes from July 8, 2014 Page 7 of 9 Deerpath Golf Course), Lake Forest Open Lands, Forest Preserve District, Metra, ComEd, and Fort Sheridan properties were removed from the list. The next step will be to research the impact on water revenue and Plant demand should these properties install a well for irrigation purposes in the future. Chairman Waldeck suggested, based on a comment from Alderman Moore, that other factors also be considered when determining if a property is eligible for a well. There may be properties under five acres that would benefit from the installation of an irrigation well that under the current proposal would not be considered. VIII. EAST SIDE TRAIN STATION PROJECT UPDATE: a. Painting & Tuck Pointing Superintendent Ells reported that the plans and specifications for the painting and tuckpointing at the East Side Train Station have been approved by IDOT District 1. Harboe Architects will be working with Gewalt Hamilton on the Phase III submission for IDOT. The Committee discussed the schedule for painting and tuckpointing given that the Bike Path Project may be postponed until 2015. Staff was making a push to have the painting and tuckpointing completed in 2014, but the IDOT bid process will most likely be completed until mid-September. Once the project is bid, decisions will need to be made as to how the project is to proceed. IDOT has to review and approve bids from the bid opening before they can go to City Council for approval. Staff believes that the tuckpointing and bike path construction can occur at the same time. Because of the dirt these two projects will create, staff recommends that the painting part of this project occur AFTER the bike path and tuck pointing are complete. This would therefore have the painting of the station buildings to begin in mid-summer next year. b. McClory Bike Path from Woodland Road to Illinois Road Superintendent Ells reported earlier that the Bike Path Project may be postponed until 2015 depending on decision regarding the ComEd proposal to bury the electrical lines on McKinley from Deerpath to Westminster. c. ComEd Line Bury – July 21, 2014 City Council The City received a letter from ComEd indicating that they would need time to engineer and design the placement of ducts to pull cable and wire through in order to bury the lines on McKinley at a cost of $617,000. Staff contacted the company that performed work at Forest Park to verify what ComEd submitted, which must be reviewed before the design for the Bike Path can be done. A representative from ComEd will present at Public Works Committee Meeting Minutes from July 8, 2014 Page 8 of 9 the July 21, 2014 City Council meeting. Superintendent Ells noted that the City has to be cautious of the schedule because ComEd is ready to proceed with the pole relocation and if the City decides to wait too long, ComEd won’t be able to perform the relocation this summer or early fall. The Committee asked if the City can hire a contractor to bury the ComEd lines. Superintendent Ells explained that the City cannot. The conduit is in place, and the cost provided by ComEd may include new conduit so there is a chance the amount could change. IX. UPDATE ON SPRINKLING BAN: a. Number of Complaints Superintendent Martin reported that staff has received one complaint for a property in violation of the sprinkling restrictions. b. Warning Notice: Violation of Irrigation Restrictions Superintendent Martin reviewed the notice that was sent to the one property in violation. Staff will maintain a database of compliance issues, and will work with the Code Enforcement Officer in Community Development if citations or administrative hearings are required. The Committee asked if sprinkler companies were notified of the change. Superintendent Martin stated that they were also notified with the same postcard sent to residents. X. WATER METER CHANGE OUT DISCUSSION: Director Czerniak explained that there was a recent request to downsize a resident’s water meter due to the recent rate changes. Before this change would be allowed, the resident would be required to complete a calculation sheet of the number of fixtures, if an irrigation system is present, etc. for a planner to review and determine a sufficiently sized meter. For this specific request, the calculation sheet showed that a 1 ½” meter is sufficient for the property. In the past, residents have typically wanted to upgrade, not downsize. The process for this has been to take the smaller meter back and the resident pays for the cost of a new, larger meter. This is staff’s first request to downsize a meter, which would result in a credit. Staff is asking for direction in case this becomes more common. The Committee asked who installs the meter. Director Czerniak stated that Water & Sewer Utilities employees remove the old meter and install the new meter. The Committee agreed that no credits will be issued for downsizing a meter and that the same process will apply regardless of whether meters are being upgraded or downsized. Should the request become more common, the Committee will readdress it. XI. OPPORTUNITY FOR PUBLIC COMMENT: None. Public Works Committee Meeting Minutes from July 8, 2014 Page 9 of 9 XII. NEXT MEETING: Director Thomas will confirm a date and time for the Committee’s next meeting in September. XIII. ADJOURNMENT: Alderman Tack moved to adjourn the meeting of the Public Works Committee at 6:30 p.m. Chairman Waldeck seconded the motion, which carried unanimously. Respectfully submitted, Donna Dunn Assistant to the Director of Public Works