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PUBLIC WORKS COMMITTEE 2013/10/22 Minutes PUBLIC WORKS COMMITTEE WEDNESDAY, OCTOBER 22, 2013 – 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 6:40 P.M. Aldermen Tack and Waldeck were present. City staff in attendance included Michael Thomas, Director of Public Works; Dan Martin, Superintendent of Public Works; Robert Ells, Superintendent of Engineering; Robert Kiely, City Manager; and Donna Dunn, Assistant to the Director of Public Works. II. APPROVAL OF THE SEPTEMBER 25, 2013 PUBLIC WORKS COMMITTEE MEETING MINUTES: Alderman Waldeck moved to approve the minutes of the September 25, 2013 meeting as written. Alderman Tack seconded the motion, which carried unanimously. III. STAFF REVIEW OF IMS PAVEMENT MANAGEMENT STUDY: Superintendent of Engineering Robert Ells reported that staff has received the data from IMS from the study they performed on the streets and parking lots throughout Lake Forest earlier in the year. The condition rating on the streets has improved from three years ago. The current rating (80) is satisfactory/above average, and exceeds the Council approved rating of 77. Staff will use the data from the study to assist in determining the list of streets to be included in the paving program for the next three years. Staff will compare the IMS rating to the actual condition of the street, while also taking into consideration other infrastructure projects in the area. Mr. Ells added that because of the three-point lead in scoring, he would like to address roads with a poor base score. This means there will be less resurfacing because more money will be spent on the streets in need of base repairs. This, in turn, extends the life of the road. The Committee asked about the responsibility of paving Bike Paths. Mr. Ells explained that the City is responsible for resurfacing the Bike Paths within the City limits. There is money budgeted in the current fiscal year for some resurfacing. The Committee asked if an IMS Study could be completed for the Bike Paths so that a standard could be established and followed for the resurfacing of this area also. Director of Public Works Michael Thomas explained that Public Works does not manage the Bike Public Works Committee Meeting Minutes from October 22, 2013 Page 2 of 5 Path systems, and that it actually falls under the Parks & Recreation Department. Engineering will, however, assist the Department when they are ready to complete these projects on the Bike Paths. The Committee discussed the feasibility of concrete streets versus asphalt streets. Mr. Ells explained that concrete streets are more expensive to maintain and repair. However, removing concrete streets and converting them to asphalt is even more costly than maintaining the current concrete streets. Mr. Ells added that asphalt cannot be placed over the existing concrete. Funding for the resurfacing program will be determined as part of the capital plan. No action was required. IV. STAFF REVIEW OF STORM WATER STUDY: Superintendent of Engineering Robert Ells reported that staff received a preliminary report from Baxter & Woodman. The list of preliminary cost estimates for problem areas were provided in the Committee packet. Mr. Ells explained that for the study, Baxter & Woodman looked at the entire City and then reviewed the list of problem areas provided by staff. The list supplied by Baxter & Woodman is not in order by priority, but will be on the final report. Additionally, the benefit per parcel will be included on the final report. Staff will compare this prioritized list to the other capital projects in those areas such as resurfacing, water main installation, and storm sewer installation. Projects will then be determined by available funding. Mr. Ells added that some communities implement a storm sewer tax to cover these project types. The Committee asked if other factors, aside from benefit per parcel, will be considered. Mr. Ells replied that other factors will be considered. For example, areas in which street flooding occurs will be considered because it impacts public safety and the condition of the road. At the November 18 Budget Meeting, a consultant from Baxter & Woodman will present the study to City Council. They will also speak to storm water improvements as they relate to both drainage ditches and ravines in specific areas at this meeting. No action was required. Public Works Committee Meeting Minutes from October 22, 2013 Page 3 of 5 V. FINAL RECOMMENDATIONS FOR SANITATION: Director of Public Works Michael Thomas summarized the discussions that have occurred during various meetings regarding Sanitation Section operations. Staff is requesting that the Public Works Committee support the four recommendations in the memorandum provided in the Committee packet, which will be presented to City Council on November 4, 2013. The Committee discussed the options and the potential savings for reducing collection to once per week. The Committee felt that the City should continue the twice per week collection and implement a fee. By implementing a minimal fee to be included on the water bill, each resident is charged a flat rate for the same service. This may cause residents to consider if a second collection day is necessary, sometime in the future, when / if the topic is readdressed. The Committee agreed that the fee is related to collection as a whole, and not solely for the second day of collection. The Committee also discussed the feasibility of implementing a usage fee for the Compost Center. The Committee discussed providing garbage and recycling collection services to the local schools. Mr. Thomas explained that collections at the schools can occur without any additional labor or equipment, and it will provide additional revenue to the City. The grade schools will be the easiest to add to the regular program and will have minimal impact. The high school will be more challenging, but could be analyzed in the future. The Committee asked staff to provide an estimate of potential revenue from providing collections services to the schools. In regards to the composting of yard waste at the Compost Center, Mr. Thomas stated that staff needs to investigate the feasibility and costs for operating this part of the operation internally, as opposed to contracting it out. Currently, the contractor guarantees the proper disposal of the composted material, so there is low risk to the City. However, the City spends $115,000 each year to the contractor for this work. A grinder could be paid for within four years or less if the City were to take over managing its yard waste. The Committee discussed concerns regarding the number of fees being proposed at the Council level and noted that the way the proposed Sanitation fee is communicated is important. Public Works Committee Meeting Minutes from October 22, 2013 Page 4 of 5 The Committee approved the recommendations in the memorandum unanimously. The Committee recommends that a $8 per month fee be added to the water bill for Sanitation services. VI. EARLY FY2015 EQUIPMENT PURCHASE REQUEST: Director of Public Works Michael Thomas reviewed the Capital Equipment Program with the Committee. In the upcoming year, two (2) Police Department squad cars are due for replacement with two (2) Chevrolet Tahoes. The City received notice that General Motors (GM) is redesigning the Tahoe and will not be selling them to Fleet customers for another 12+ months. Therefore, staff is requesting to purchase the two (2) Chevrolet Tahoes now, but not place them into service until the existing squad cars hit the required replacement mileage. Mr. Thomas added that the price per mile for the Tahoe is better than that of the Impala because Tahoes can be kept in service until they hit 150,000 miles as opposed to the Impala’s 100,000 miles. The MPG rating is also better for the Tahoe. The Committee discussed if Tahoes were necessary for the Police Department. Mr. Thomas noted that many suburbs are transitioning their Police fleet to SUVs. The Committee questioned how many of the total fleet the Police Department plan to leave as Impalas. Mr. Thomas replied that the Chief of Police would like six (6) Tahoes and the remaining five would remain squad cars. The Committee also discussed the other model options. Mr. Thomas explained that the Ford Explorer and Taurus have not been in service long enough to compare against the use of the Tahoe and Impala. The Committee noted that staff needs to consider the message that is being sent to the residents and determine what vehicles meet the needs of Lake Forest community-based police work in the future. The Committee unanimously approved the purchase of two (2) Chevrolet Tahoes, but placed a moratorium on future SUV purchases until this issue has been reviewed. Another piece of equipment due for replacement is a 1996 asphalt trailer. The inner walls of this unit are rusted and it’s in need of replacement. The unit is used in late winter and throughout the spring for pothole patching/repairs. After contacting the manufacturer, staff was notified that production is approximately four (4) months out. Therefore, staff is requesting an early purchase so that the new unit can be received by late February, which is just in time for pothole patching/repair. Public Works Committee Meeting Minutes from October 22, 2013 Page 5 of 5 The Committee unanimously approved the early purchase of the asphalt machine. VII. OPPORTUNITY FOR PUBLIC COMMENT: None VIII. NEXT MEETING – NOVEMBER 18, 2013, CITY HALL: The next meeting of the Public Works Committee will take place on November 18, 2013 and will be combined with Finance Committee. IX. ADJOURNMENT: Alderman Tack moved to adjourn the meeting of the Public Works Committee at 8:20 p.m. Alderman Waldeck seconded the motion, which carried unanimously. Respectfully submitted, Donna Dunn Assistant to the Director of Public Works