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PUBLIC WORKS COMMITTEE 2016/03/07 Minutes PUBLIC WORKS COMMITTEE MEETING MONDAY, MARCH 7, 2016 – 5:00 P.M. CITY HALL – COUNCIL CHAMBER’S CONFERENCE ROOM MINUTES I. ROLL CALL/CALL TO ORDER Chairman Cathy Waldeck called the meeting to order at 5:00 p.m. Aldermen Stanford Tack, Michelle Moreno, and Timothy Newman were present. Staff in attendance included Michael Thomas, Director of Public Works; Bob Kiely, City Manager; Dan Martin, Superintendent of Public Works; Bob Ells, Superintendent of Engineering; Brian Joyce, Engineering Supervisor; Bernard Pondexter, Engineering Assistant; Mike Strong, Assistant to the City Manager; Jim Lockefeer, City Hall Intern; Eileen Specht, Public Works Management Analyst; and Becky Pocasangre, Public Works Administrative Assistant. II. APPROVAL OF THE FEBRUARY 16, 2016 PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Newman moved to approve the February 16, 2016 Public Works Committee meeting minutes. Alderman Moreno seconded the motion, which carried unanimously. III. WINWOOD SANITARY SEWER PROJECT: REVIEW AND APPROVE SSA OR RECAPTURE FUNDING APPROACH Director Thomas stated that the Winwood area is the last subdivision in Lake Forest that is still on a septic system. Staff is looking for guidance on if the funding mechanism to install sanitary sewers should be via a Special Service Area (SSA hereafter) or via a Recapture funding process. Chairman Waldeck asked if either process is similar to Regency. Director Thomas replied that Regency used an SSA. Additionally he noted that SSA’s has traditionally been the funding mechanism used for similar projects. Director Thomas noted that Mr. Strong put together a proposed timeline for this project. GeWalt Hamilton has already completed some preliminary design work. In order for GeWalt Hamilton to proceed with completing the design drawings, $45,000 will need to be approved by both the PW Committee and City Council. Director Thomas noted that residents have not been notified; staff would like the design completed with an estimated project cost to be able to provide the residents at staff’s first meeting with them (anticipated to occur in July, 2016). Chairman Waldeck asked about septic installation dates. Director Thomas explained Jim Lockefeer, OCM Intern was not able to determine all septic installation dates. Chairman Waldeck asked if residents in this area are less enthusiastic about the work. Director Thomas explained that Bob Ells has Public Works Committee Meeting – March 7, 2016 Page 2 of 6 received some feedback from residents. Unlike Regency, there is not a resident taking the lead on this project yet. Some residents in the Winwood area have indicated that they are not interested in the project. Chairman Waldeck asked if the City will need to acquire some easements. Director Thomas confirmed that the City will need to acquire some easements. Chairman Waldeck asked if the homeowners that are resisting this work have the easements that need to be acquired. Director Thomas said that design needs to be completed before that information is available. Bob Kiely reiterated that staff is looking for the Committee’s direction on which funding mechanism to pursue. Mr. Kiely added that in order for the project to proceed, there would need to be at least 51% in favor of the project. Alderman Newman asked for clarification regarding the SSA calculations. Director Thomas stated that the SSA can be assessed in various ways. Typically, the total cost is divided by the number of properties; that number is then divided over a twenty year period with an interest rate applied by the City. Alderman Moreno explained that she prefers the SSA approach for consistency. Chairman Waldeck agreed with Alderman Moreno. Alderman Tack commented that he feels that necessary support from the property owners should be achieved. Alderman Newman asked how many resident meetings were held for the Regency project. Director Thomas explained that several meetings were held. Chairman Waldeck explained that having several meetings with residents would be best, as their support is critical. Chairman Waldeck made a motion to move forward with the SSA funding approach. Alderman Moreno seconded the motion, which carried unanimously. IV. REVIEW AND APPROVE CITY HALL PARKING LOT ENTRANCE/EXIT OPTIONS Superintendent Ells explained that the City Hall parking lot is included in this fiscal year’s capital projects. Engineering was asked to look at the southern entrance of the parking lot to see if modifications could be made. The site lines are poor in this entrance/exit; Mr. Ells stated that there were three options to consider:  Option 1 includes removing some landscaping and widening the turning radiuses. The cost for Option 1 is approximately $10,000.  Option 2 would completely re-construct the southern entrance. One parking spot would be eliminated and the radiuses would be widened. Also, to balance the entrances, the northern entrance would be widened as well. The cost for Option 2 is approximately $33,600.  Option 3 eliminates the north and south entrance and puts one entrance is the center. It is not the most preferred option by staff. The cost for Option 3 is approximately $36,000. Mr. Ells stated that City staff is in favor of Option 2. Alderman Tack asked if staff could explore Option 1 ½ where the northern entrance mirrors the southern entrance, increasing both turning radius. Mr. Ells stated that the cost for Public Works Committee Meeting – March 7, 2016 Page 3 of 6 Alderman Tack’s suggested alternative should be under $20,000. Chairman Waldeck asked if striping could still be completed if staff pursued Alderman Tack’s suggestion. Director Thomas replied that staff can look into striping both entrances. Director Thomas noted that the project will be placed out to bid in late spring with City Council approval to occur in June. The project would begin the Monday after Lake Forest Day and would be completed on the Friday before Labor Day. Also, similar to the Chicago Northwestern lot, this lot will be closed while work is being completed. Alderman Moreno noted that the art show takes place Labor Day weekend. Director Thomas stated that staff can make sure that there is language in the contract stating that work needs to be completed before Labor Day weekend. Alderman Moreno asked if striping was not able to be completed by Labor Day, could it be completed after. Director Thomas replied that it could be postponed until after the art show so the lot could be open. Alderman Newman asked if there will be alternate parking available while the parking lot is closed. City Manager Kiely stated that the lot to the west will be the overflow parking. Alderman Newman asked that if surrounding public parking lots fill up during the day. City Manager Kiely confirmed that the lots in question generally do not fill up. Superintendent Ells stated that he will calculate the cost for Option 1 with the suggested additions by Alderman Tack and report back to the Committee. V. OTHER ITEMS  Review Com-Ed’s Street Light L.E.D. Conversion Project Superintendent Martin explained that recently staff met with Com-Ed regarding the street light L.E.D. Conversion Project. Com-Ed has begun a Smart-Ready LED Street Lighting Program to replace all of the bulbs in the approximately 88 ComEd owned street lights throughout town. Superintendent Martin added that Com-Ed will not replace the arm; just the light fixture and bulb itself will be replaced. Superintendent Martin noted that Com-Ed is looking to complete this project within a couple of weeks. Superintendent Martin noted that this program falls into line with LED replacement project the Streets Section is performing on City-owned street lights. Superintendent Martin added that Com-Ed brought this program to the City’s attention and it will be provided to the City at no cost. Alderman Newman asked about the brightness and the light pollution that may be caused by the LED lights. Superintendent Martin explained that this was brought up to Com-Ed and discussed extensively. The City will be able to take light measurements of the existing lights and match the illumination exactly with the new lights. Superintendent Martin also explained that these lights are more efficient. Com-Ed noted to staff that once the smart meters Public Works Committee Meeting – March 7, 2016 Page 4 of 6 are installed in the City, ComEd will also be able to adjust the lights to a ‘Smart Mode’, where they brighten and dim at different periods of time throughout the day. Alderman Tack explained that there is not a logical distribution to the lighting. He asked if we could audit the existing light locations with Com-Ed. Superintendent Martin said that this audit could be completed. Alderman Tack added that in some neighborhoods the light locations are not cosmetic or functional. Alderman Newman asked if lights were removed, would there be a cost to the City. Superintendent Martin explained that he will need to follow-up with Com-Ed to inquire about removal costs.  Update on the Lead Water Service Issue Superintendent Martin stated that City staff has been paying close attention to “lead in water” issue since the Flint, Michigan crisis. On February 2, 2016 there was a Press Release sent to the local newspapers ensuring the safety of the City’s drinking water. Contact information was also provided to residents for additional information and a phone number to test a property’s water if a property owner was concerned. Superintendent Martin noted that the City contracted with Strand Associated to compare City practices with the rules and protocols of the IEPA and AWWA (American Water Works Association). He noted that Strand will identify any potential improvements staff could make to its standard operating procedures; such findings will be included in a final report provided to the City. Mr. Martin noted that the City will be reviewing what other cities are doing and look into cost sharing programs for replacement of lead water service lines. Currently staff is collecting data and completing research. When all of this data is compiled, staff will submit the findings to City Council. Alderman Tack asked about the existing number of lead service lines in the City. Superintendent Martin explained that fewer than 5% of service lines are lead. He added that staff is working with Community Development to identify all properties that have lead service lines. Alderman Tack asked if staff will be contacting residents that have lead service lines. Superintendent Martin explained that after reviewing all of its records the City will work on contacting residents. Alderman Tack asked if the City can offer a program to test the water at those homes and let them know what the City is doing to reduce lead levels in town. Superintendent Martin stated that staff will work with and provide any assistance it can to residents on this issue. Director Thomas asked Superintendent Ells to explain the process involved in replacing water mains. Superintendent Ells stated that a new copper service line is installed to the existing b-box. Director Thomas added that part of installing a new water main includes installing a new service line but the line from the b-box to the actual home is the homeowner’s Public Works Committee Meeting – March 7, 2016 Page 5 of 6 responsibility. Alderman Newman asked if there are any potential savings if the homeowner replaces their service line at the time the City is replacing service lines. Superintendent Martin replied that residents have the option to work with the City’s contractors to have their service line replaced at the same time. If a property is found to have a lead water service line, it is strongly suggested by staff that these replacements should be considered. Alderman Moreno asked if a homeowner has a lead service, is there a greater chance for lead contamination. Superintendent Martin replied that phosphate is added to the water as it leaves the water plant. This phosphate coats the inside of the pipes which, if kept undisturbed, eliminates or greatly reduces lead from a lead service line from getting not the water. As a side note, Superintendent Martin added that when hydrants are flushed by City staff each spring, the IEPA requires that they be flushed for 2-3 minutes; the City flushes each hydrant for approximately 10 minutes. Alderman Moreno asked if staff could present a draft communication for residents, for the Committee to approve. Director Thomas replied that the Strand report and draft letter will be brought back to the Committee once they are both completed. Alderman Moreno asked if the City should put this information on the website. Director Thomas explained that staff is still researching the information it has and after the PW Committee has reviewed such data, staff will place the information on the City’s website. Director Thomas noted that with such a small fraction of residents having lead service lines, staff does not want to cause a property owner concern over the issue until data has been obtained and vetted. Alderman Newman asked if the residents with lead service lines are in a concentrated area in the City. Superintendent Martin explained that the areas are predominately on the east side of Lake Forest. Superintendent Martin added that all schools and public buildings were checked for lead service lines. The only lead service line identified was the Lake Forest / Lake Bluff Historical Society, which is currently planned to be relocated soon. Superintendent Martin asked if Alderman Tack would be the liaison to the Public Works Committee on this project; Alderman Tack agreed to be the liaison.  Regency Road Sanitary Sewer Update Assistant to the City Manager Strong updated the Committee on the Regency Road Sanitary Sewer (SSA#40). He noted that the infrastructure has been completely installed and tested. Staff is currently waiting on NSSD permit approvals for each individual property. City staff is working closely with a resident whose septic system has failed and will need to have a sanitary lateral installed soon. Mr. Strong added that some additional landscaping and asphalt patching still needs to be completed, but as of right now, staff is expecting this work to be completed between April and July, 2016 depending on weather. Mr. Strong stated that there were some unanticipated site conditions early on that postponed this project. Staff was Public Works Committee Meeting – March 7, 2016 Page 6 of 6 not able to resurface or do landscaping yet, but such work should commence in April. In August, final costs will be shared with all of the residents. The tax levy for this fiscal year is consistent with what was approved initially and the project is currently under budget. Alderman Moreno asked that costs comparisons be provided, comparing the Regency Road project to the aforementioned Winwood Sanitary Sewer Project.  Tentative 2016 Public Works Committee Meeting Dates Director Thomas distributed a tentative schedule for upcoming Public Works Committee meetings. He asked if any of the Committee members would like to change the dates or times of the meetings, to please contact him. VI. OPPORTUNITY FOR PUBLIC COMMENT: None VII. NEXT MEETING: The next meeting will be held on Monday, May 16, 2016 at 5:00 p.m. at City Hall. VIII. ADJOURNMENT Alderman Tack moved to adjourn the meeting of the Public Works Committee at 5:55 p.m. Chairman Waldeck seconded the motion, which carried unanimously. Respectfully submitted, Becky Pocasangre Administrative Assistant