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
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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
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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
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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
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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
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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