PUBLIC WORKS COMMITTEE 2013/09/25 Minutes
PUBLIC WORKS COMMITTEE
WEDNESDAY, SEPTEMBER 25, 2013 – 6:45 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 6:45 P.M. Aldermen Tack, Waldeck, and Adelman were present.
City staff in attendance included 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 JULY 15, 2013 PUBLIC WORKS COMMITTEE MEETING
MINUTES: Alderman Tack moved to approve the minutes of the
July 15, 2013 meeting as written. Alderman Waldeck seconded the
motion, which carried unanimously.
III. STATUS OF DEERPATH GOLF COURSE WATER WELL: Director of Parks &
Recreation Mary Van Arsdale discussed the status of the Deerpath Golf
Course water well. She explained that staff researched the cost and
location of the well, and that Kemper Sports Management performed a
further study to verify the findings of staff, which was provided to the City
at the end of August. Director Van Arsdale shared the report with the Golf
Advisory Committee and the Park & Recreation Board. Both groups felt
the project had merit for discussion with City Council.
Director of Public Works Michael Thomas added that staff needed to pull
together additional information before the discussion with City Council. In
order to get the well done this fiscal year, staff is recommending that the
City hire McMahon & Associates, an engineering firm that has worked for
the City in the past, to develop a design-build concept and determine a
guaranteed maximum price (GMP) to present to Council. It will take
McMahon & Associates approximately 60 days to develop the plans and
GMP. Staff plans to present the GMP to City Council at their December 2,
2013 meeting. Pending approval, staff will prepare contracts and bonds
during the remainder of the month so that drilling can begin in early
January. The drilling equipment is expected to operate 24 hours per day,
7 days per week for approximately 5 – 7 weeks. Staff felt the January
timing for this project was ideal as it would be less disruptive to surrounding
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Meeting Minutes from September 25, 2013
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residents and cause less damage to the course. The planned completion
of the project would occur in April.
The Committee discussed funding options for this project, currently
estimated to cost $1.2 million. Director Thomas explained that the Water
Fund and / or the General Fund may lend money to the Golf Course Fund
to pay for the project, but more detailed information on project funding
will be presented by Finance Director Elizabeth Holleb at the upcoming
September 30, 2013 Finance Committee meeting.
Director Thomas further explained that the design-build approach is the
only way to complete this project during the current fiscal year. Through
the design-build process, McMahon & Associates will solicit prices from
multiple contractors for specific parts of the project. Therefore, although
the project will not be competitively bid, McMahon & Associates will
receive quotes for each component of the project and will provide such
pricing to the City.
The Committee discussed how the installation of a well at the Golf Course
will impact the capacity at the Water Plant. Director Thomas explained
that the Golf Course uses 1% of what is pumped at the Water Plant
annually. Staff believes this void will be quickly filled by other users, and
that the City won’t see a savings in water pumped. Staff added that the
well will benefit the Course in that they will not have to refrain from
watering if summer water supplies continue to be an issue. Director
Thomas added that the Golf Course will stay connected to City water in
case there is an issue with the well.
Committee members asked if money was invested into the Water Plant
instead, could production be improved. Staff replied that it could; there
are new smaller membrane modules available that require less square
footage inside the plant. Staff is currently working with an engineering firm
to investigate a possible expansion of the plant but at this time does not
have an estimated expense with an accompanying increased volume of
water produced. Such estimates should be available in mid-fiscal year.
No action was required.
IV. WATER PLANT UPDATE: Superintendent of Public Works Dan Martin
reviewed the enclosed water usage chart with the Committee. He
explained that for 52 days, the inter-connects were open to Lake Bluff and
that during that time, Lake Forest received 52 million gallons. Over the
next several months, the water plant will return the 52 million gallons back
to Lake Bluff. Alderman Waldeck questioned how Lake Bluff had enough
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Meeting Minutes from September 25, 2013
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to supply water to its own residents and to Lake Forest. Director Thomas
explained that Lake Bluff receives its water from JAWA (Joint Action Water
Agency in Lake Bluff) and that JAWA has a larger capacity to store water.
In addition, JAWA has a different filtering process which allows them to
produce at a faster rate..
The Committee discussed the watering restrictions and options for
residents that do not follow them. The Committee recommended that
staff explore other options for restrictions, as the odd/even days can be
confusing and difficult to follow. Superintendent Martin noted that staff
met with representatives from local sprinkler companies to solicit
feedback also.
The Committee also discussed potential rate changes, which will be
discussed in more detail an upcoming Finance Committee meeting.
Superintendent of Engineering Robert Ells explained that staff researched
water rates in communities across the United States, which will be
included in the upcoming Finance Committee presentation.
Superintendent Martin added that Strand & Associates is conducting a
pre-filter study and will provide a report to staff in late
October/November. The report will include options and pricing for
adding another pre-filter, installing larger screens, and inserting a cutter
for algae issues.
Finally, a preliminary capacity improvement study should be completed
by the end of November. This report will include options, costs, and
possible schedules.
No action was required.
V. WEST SIDE TRAIN STATION UNDERPASS UPDATE: Superintendent of
Engineering Robert Ells provided an update on Phase 1 Design for the
West Side Train Station Underpass. Superintendent Ells also discussed
Phase 2, which is being funded by a grant. The City will have no cost for
the Phase 2 Design. Although grant money is available for design, there is
still a funding issue for construction. Grants may be an option once the
design is complete because grants are more readily available for “shovel-
ready” projects. Superintendent Ells added that staff submitted an
application for a TAP grant and will find out in a few months if the City was
awarded it. If funding is available, the project would occur in FY2016.
No action was required.
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Meeting Minutes from September 25, 2013
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VI. EAST SIDE TRAIN STATION UPDATE: Superintendent Ells reported on the East
Side Train Station and noted that grant money will be used to finish the
exterior upgrade. Staff is in the process of combining the grant with
another grant for the interior. By combining the two grants, staff can
choose how much to spend on the exterior and then use the remaining
funds for the interior. Staff is currently waiting for final approval from IDOT.
Interior and exterior work will occur in the spring, 2014 because the project
cannot be put out to bid until final approval from IDOT is received.
Superintendent Ells also discussed the grant submission to move the
bike/pedestrian path out of the parking lot from Illinois Road to Woodland
Road. He presented a preliminary path design and Dunkin Donuts drive-
thru. The Committee discussed the proposed bike shelter, which will also
be funded by a grant. The Committee did not support the proposed style
of the bike shelter. Superintendent Ells explained that should the City
choose not to purchase the bike shelter, the grant will be lost and
returned to the State.
No action was required.
VII. OPPORTUNITY FOR PUBLIC COMMENT: None
VIII. OCTOBER MEETING – DATE & TIME: The Committee agreed that the third or
fourth Thursday of the month at 6:35 p.m. would be an acceptable
meeting time. Director Thomas will send out a confirmation for the
meeting date/time in October.
IX. ADJOURNMENT: Alderman Waldeck moved to adjourn the meeting of the
Public Works Committee at 8:00 p.m. Alderman Tack seconded the
motion, which carried unanimously.
Respectfully submitted,
Donna Dunn
Assistant to the Director of Public Works