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PUBLIC WORKS COMMITTEE 2016/05/16 MinutesPUBLIC WORKS COMMITTEE MEETING MONDAY, MAY 16, 2016 – 5:00 P.M. CITY HALL – COUNCIL CHAMBERS CONFERENCE ROOM MINUTES I. ROLL CALL/CALL TO ORDER Chairman Cathy Waldeck called the meeting to order at 5:00 p.m. Aldermen Michelle Moreno, Timothy Newman, and Standford Tack were present. Staff in attendance included Michael Thomas, Director of Public Works; Bob Kiely, City Manager; Bob Ells, Superintendent of Engineering; Dan Martin, Superintendent of Public Works; Cathy Czerniak, Director of Community Development; Jim Lockefeer, Management Intern; and Eileen Timken, Management Analyst. Also in attendance was James Dudek, ComEd, and Patrick Graves, ComEd. II. APPROVAL OF THE MARCH 7, 2016 PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Moreno moved to approve the March 7, 2016 Public Works Committee meeting minutes. Alderman Newman seconded the motion, which carried unanimously. III. UPDATE ON COM-ED’S STREET LIGHT L.E.D. CONVERSION PROJECT Superintendent Martin stated that ComEd recently begun a Smart-Ready LED Street Lighting Program with the initial objective of replacing all of the bulbs in the 88 ComEd owned street lights throughout the City. However, there were concerns previously noted by the Committee regarding the brightness of the LED lights. Therefore, it was determined that further research needed to be completed before implementing the LED replacement project. Mr. Martin continued explaining that Lake Bluff and Barrington have implemented the Smart-Read LED Street Lighting Program. Staff went to Barrington to survey the recently installed LED lights. The survey concluded that the LED lights currently available through the LED replacement project are brighter than the street lights installed in Lake Forest. The lowest dimming setting on the LED lights currently available is 50 watts, which is the equivalent of a 100 watt halo light. James Dudek commented that the parallel described by Mr. Martin was accurate. He also stated that the LED light grid and the Smart Meters need to be installed before dimming options are available to municipalities. Alderman Newman asked for clarification regarding the technology available for dimming. Patrick Graves responded explaining that dimming technology exists; however, it is necessary that further research is completed regarding the dissemination of the dimming technology for municipalities. Alderman Newman then asked if the City pays for street light electricity. City Manager Kiely responded that the City does pay for the street light electricity. Alderman Moreno then inquired about feedback received regarding the LED lights. Patrick Public Works Committee Meeting – May 16, 2016 Page 2 of 8 Graves responded referencing the LED replacement project implemented in Lake Bluff, where 200 LED lights were installed and 6 complaints were received regarding intensity levels. He noted that some LED lights appear to be brighter than others, such as in the case of Lake Bluff, if the light pole is slanted. Shields are available for LED lights if the intensity of the brightness is a concern. Mr. Martin explained that ComEd will continue to develop best practices for the Smart-Read LED Street Lighting Program. When the dimming options become available, staff will be in communication with ComEd. Alderman Moreno asked for clarification regarding the expected timeline for the LED replacement project implementation. Patrick Graves responded that it is expected that the LED replacement project will be implemented in Lake Forest in the fall. Specific dates will be provided by ComEd in the late summer. He continued stating that there is a strong interest in municipalities having increased control of the LED light brightness. IV. APPROVAL OF A RESOLUTION APPROVING AN EXCEPTION FOR PROPERTY LOCATED AT 1590 N. WAUKEGAN ROAD WITH RESPECT TO THE WATER METER CUSTOMER CLASSIFICATION Director Thomas reviewed the approval of a Resolution granting an exception from the standard water meter customer classification for the property located at 1590 N. Waukegan Road with City Council on March 7, 2016. City Council responded by requesting alternative solutions to modifying the City Code. Director Czerniak responded to this request by developing a Resolution proposing that the water meter billing system classification for 1590 N. Waukegan Road is changed from the “Large Customer Class” to the “Medium Customer Class”. Therefore, a 2” water meter base rate will be charged, rather than a 6” water meter base rate. Director Czerniak explained that this change could result in a significant savings per quarter for the homeowners of 1590 N. Waukegan Road. Alderman Newman asked if this Resolution would set a precedent for other residences with similar circumstances. Director Thomas responded that staff have been researching this concern. Properties with similar circumstances have not been identified, though. Director Czerniak explained that the Resolution presents some very specific findings regarding the exceptional exclusivity of this situation, so as to not set a precedent. Alderman Moreno asked if risk can be limited by explicitly defining the limiting parameters of this specific situation. Director Czerniak responded that the Resolution makes an effort to do that. Specific conditions related to 1590 N. Waukegan Road and addressed by the Resolution would be very difficult for other properties to meet. City Manager Kiely noted the complexity of this issue and explained that the Public Works Committee and staff would request the approval of the Resolution at the City Council meeting on June 6, 2016. Public Works Committee Meeting – May 16, 2016 Page 3 of 8 Chairman Moreno moved to approve the Resolution and recommend its approval to the City Council. Alderman Newman seconded the motion. The motion passed unanimously. V. PONDS SUBDIVISION POND REPAIR PROPOSAL Superintendent Ells explained that there are retention basins with hydraulic drainage systems in the Ponds Subdivision, which was built in the mid-1980s. These hydraulic drainage systems have a very unique design. After 30 years, the functionality of the hydraulic drainage systems became impaired due to the erosion around or near the structures. The Ponds Subdivision Homeowners’ Association requested assistance from the City with financing the repairs or replacement of the hydraulic drainage systems in 2009. The City responded with an offer to assist with financing, under the condition that the Homeowners’ Association maintained the systems in perpetuity. The Homeowners’ Association did not accept the City’s offer at that time. Recently, the Homeowners’ Association approached the City indicating interest in the offer made in 2009. Mr. Ells continued explaining that cost estimates for a permanent solution for the systems were obtained by the City from several sources. The average cost estimate totaled approximately $70,000. Staff is proposing that the City agree to share this cost under the condition that the Homeowners’ Association commits to an agreement claiming ownership and maintenance of the retention basins. The Homeowners’ Association President will be meeting with homeowners in several weeks to discuss this proposal. City Manager Kiely confirmed that this proposal will be a permanent solution for the City, as the Homeowners’ Association will be accepting full ownership and all maintenance of the retention basins. Mr. Ells commented that maintenance of water retention basins in subdivisions installed in the 1990s or after are not the responsibility of the City. Alderman Moreno noted that there are retention basins in her subdivision and asked if language could be added to the proposed agreement reiterating that the maintenance of retention basins installed in the 1990s or after are not the responsibility of the City. Mr. Ells responded that it may be difficult to make a generalizing reiteration like that. Director Thomas explained that a proposal for the design of a replacement hydraulic drainage system was received by the City from Gewalt Hamilton Associates, Inc. The proposal is being presented to the Public Works Committee for their review and recommended approval to City Council. Mr. Ells noted that it would be necessary to obtain a wetlands permit from the U.S. Army Corps of Engineers. City Manager Kiely explained that it would also be necessary for various legal documents to be drafted outlining the specific responsibilities of the City and the Homeowners’ Association. Alderman Moreno asked if the proposed hydraulic drainage system would have a standard design under this proposal, rather than the very unique design of the current system. Mr. Ells confirmed that a standard design is being recommended under this proposal. Alderman Moreno then asked if the continuing Public Works Committee Meeting – May 16, 2016 Page 4 of 8 maintenance of the system would be subsequently easier and less costly. Mr. Ells confirmed that continuing maintenance would be subsequently easier and less costly. He also noted that the City would provide the Homeowners’ Association with a sample maintenance plan. Alderman Moreno noted that the sample maintenance plan could result in maintenance best practices guidelines. Chairman Newman moved to approve the proposal and recommend its approval to the City Council. Alderman Moreno seconded the motion. The motion passed unanimously. VI. UPDATE ON THE DESIGN OF THE WEST FORK / HACKBERRY / WILSON STORM SEWER PROJECT Mr. Ells explained that Baxter & Woodman has been completing the design of the West Fork / Hackberry / Wilson Storm Sewer Project. Specifically, Baxter & Woodman has been testing the hydraulic models developed for the Storm Sewer Project. Moreover, additional survey data was recently obtained by Baxter & Woodman. From the survey data, it has been determined that the estimated costs and scope of the Storm Sewer Project are directly in-line with initial projections. Chairman Waldeck asked if the Storm Sewer Project is on schedule. Mr. Ells confirmed that the Storm Sewer Project is on schedule. He also explained that homeowners present at the most recent Fourth Ward meeting asked if the Storm Sewer Project would impact Ranch Road. The City therefore contacted Baxter & Woodman regarding this inquiry. Baxter & Woodman confirmed that the Storm Sewer Project would reduce street flooding on Ranch Road but by no means eliminate overland drainage paths. Mr. Ells then highlighted several typography features of the area. Specifically, he referenced a low area around a fire hydrant at the end of Ranch Road’s cul-de- sac. He explained that an inlet could be constructed to mitigate ponding occurring in the right-of-way. Mr. Ells also explained that there are depression areas on some privately owned properties. Director Thomas stated that through directional boring, a pipe would be installed to collect this water and move it via an existing storm pipe into the storm sewer on Wilson. Chairman Waldeck asked if the purpose of the pipe would be to mitigate flooding. Mr. Ells confirmed that the installation of the pipe would be to reduce the ponding at the end of Ranch Road. City Manager Kiely suggested that a letter be drafted to the homeowners of the West Fork / Hackberry / Wilson area specifically setting accurate expectations regarding the impact of the Storm Sewer Project on flooding and the remaining potential for flooding on private property. Mr. Ells responded that staff would certainly draft the suggested letter. He also explained that a meeting with homeowners will be scheduled when the Storm Sewer Project design is completed. Alderman Moreno stated that she fully supported the suggested letter and the meeting with homeowners. City Manager Kiely noted that it is critical for homeowners to understand that yard flooding and overland drainage will not be entirely resolved when the Storm Sewer Project is completed. Public Works Committee Meeting – May 16, 2016 Page 5 of 8 VII. UPDATE ON WINWOOD SANITARY SEWER PROJECT Director Thomas stated that Gewalt Hamilton Associates, Inc. is proceeding with the design of the Winwood Sanitary Sewer Project. On June 20, 2016, cost estimates will be presented to the Public Works Committee as well as estimates of the specific number of households that will be affected by the Sanitary Sewer Project. Director Thomas and Mr. Ells recently learned that the Sanitary Sewer Project may be more complex than initially anticipated, as there are multiple sanitary and storm sewer cross-connections installed. Director Thomas explained that the septic tanks of several properties have overflow pipes, which are connected directly to the City’s storm sewer on Winwood. Historically, cross- connections were conventional installations. However, rules and ordinances have changed and cross-connections into storm sewers are no longer acceptable. Chairman Waldeck asked if there is a potential for sanitary waste to enter storm sewers through cross-connections. Director Thomas responded that the potential for sanitary waste to enter storm sewers does exist. He also explained that City Manager Kiely requested that staff sample the storm sewer water. The samples taken had positive fecal chloroform results. Though it is common for storm sewer water to contain fecal chloroform, it is still necessary for the cross-connections to be disconnected. He noted that this will be rather costly, especially with the other improvements being made through the Sanitary Sewer Project. Director Thomas explained that video camera line inspections of the storm sewers were recently completed. He also noted that a certain portion of the storm sewer has been lined. Staff will identify other areas in the City where cross- connections are present. These results will be shared with the Public Works Committee. Chairman Waldeck explained that the City should have a formal policy in place regarding this. Director Thomas and Mr. Martin responded that the City does have a formal policy in place regarding cross-connections. Mr. Martin continued explaining that staff will assemble a database of ‘Tier 1’ and ‘Tier 2’ areas. ‘Tier 1’ areas would be defined as meeting the cross-connection criteria. ‘Tier 2’ areas would be defined as being affected by cross-connections. City Manager Kiely stated that the Winwood Sanitary Sewer Project may be more complex than the Regency Sanitary Sewer Project, as many more homeowners will be affected. It will be necessary that innovative financing mechanisms are considered due to the need for the cross-connections to be disconnected. Alderman Tack stated that it will be critical to clearly communicate the impact of the cross-connections on storm sewer water to the property owners on Winwood. Director Thomas stated that staff has received some feedback. While some homeowners are in support of the Sanitary Sewer Project, others are not. Alderman Moreno asked if there intensities of fecal chloroform concentration levels. Mr. Martin responded that there is a range of fecal chloroform concentration levels. Staff summarized the update by noting Public Works Committee Meeting – May 16, 2016 Page 6 of 8 that a project cost estimate would be presented to the Committee meeting in June, 2016. VIII. OTHER ITEMS  Proposed Estate Lane Planned Preservation Subdivision and Potential Private Storm Sewer Discussion Director Czerniak explained that the Plan Commission would be recommending that City Council support the tentative and final plat and the associated Special Use Permit for the Estate Lane Planned Preservation Subdivision at the City Council meeting on May 16, 2016 (this evening). The Plan Commission heard an initial proposal regarding this matter in June, 2015. Neighboring homeowners responded to the proposal by raising concerns related to increased drainage as a result of the subdivision development. City staff then responded by making minor revisions to the final lot configurations and recommending enhancements to the proposed drainage improvements over and above the applicable requirements. Director Czerniak stated that after extensive review of the concerns raised by the neighboring property owners, it was determined that increased drainage would not result from the subdivision development. Rather, the proposed draining improvements may benefit neighboring homeowners by facilitating drainage. Director Czerniak suggested that staff educate homeowners on the importance of private storm sewer maintenance. She also suggested that staff research the option of cleaning and lining private storm sewers in exchange for City easement ownership. Director Czerniak then requested that the Public Works Committee address the drainage concerns of the homeowners neighboring the proposed Estate Lane Planned Preservation Subdivision. She stated that their concerns were especially pertinent to the Public Works Committee, as the Stormwater Management Policy was recently approved by the Public Works Committee on March 7, 2016. Chairman Waldeck responded stating that the Public Works Committee would accept this request from Director Czerniak. She also stated that there are private storm sewers that could be better maintained. Alderman Moreno stated that it is critical for the typography of the area to be understood. Director Czerniak responded stating that staff would provide the Public Works Committee with typographic information. Alderman Newman stated that investing time in comprehensively understanding the drainage issues being experienced by the homeowners neighboring the proposed Estate Lane Planned Preservation Subdivision is advisable. Alderman Moreno asked if the drainage resulting from the subdivision development could be transferred to a retention basin on Oak Knoll Drive. Mr. Ells responded stating that Bleck Engineering, the contracted engineer of the developer Marlin Ventures LLC, modeled the drainage patterns resulting from the subdivision development. According to the Public Works Committee Meeting – May 16, 2016 Page 7 of 8 models developed, the retention basin on Oak Knoll Drive would not have the capacity to hold the additional drainage. Chairman Waldeck asked Alderman Newman, Alderman Moreno, and Alderman Tack if the request should be accepted. Alderman Moreno stated that the Public Works Committee has a duty to accept the request. Chairman Waldeck agreed with Alderman Moreno. Alderman Tack then asked if the Conway Farms subdivision was experiencing drainage challenges related to their private storm sewers. City Manager Kiely responded explaining that there are private storm sewers throughout the City. He noted that the request for City Council support of the proposed Estate Lane Planned Preservation Subdivision was being confounded by strong sentiments related to stormwater management. Chairman Waldek requested that an informative letter and meeting invitation be sent by staff to the homeowners neighboring the proposed Estate Lane Planned Preservation Subdivision regarding drainage concerns. Alderman Newman asked if legal counsel should be sought. City Manager Kiely responded that the City should continue to provide homeowners with data when drainage concerns are raised. He also stated that expectations related to drainage concerns should be clearly articulated to homeowners. Director Czerniak stated that the Plan Commission has suggested that homeowners review the plans for the proposed Estate Lane Planned Preservation Subdivision and have independent studies completed. Alderman Newman stated that he appreciated the information that was provided to the Public Works Committee. Chairman Waldeck confirmed that the Public Works Committee would accept the request from Director Czerniak.  Distribution of Updated FY ’17 Public Works Committee Meeting Dates The Public Works Committee reviewed the meeting dates. Chairman Waldeck asked if the dates and times worked for the schedules of the other Alderman. Alderman Newman, Alderman Moreno, and Alderman Tack confirmed that the dates and times work for their respective schedules. Chairman Waldek suggested changing a specific meeting date if schedules were particularly heavy at that particular time.  Alderman Tack asked for the number of decaying trees on the Route 60 median strip. City Manager Kiely responded that staff would obtain this data for the Public Works Committee meeting scheduled for June 20, 2016. IX. OPPORTUNITY FOR PUBLIC COMMENT X. NEXT MEETING: The next meeting will be held on Monday, June 20, 2016 at 5:00 p.m. at City Hall. Public Works Committee Meeting – May 16, 2016 Page 8 of 8 XI. ADJOURNMENT Chairman Waldeck moved to adjourn the meeting of the Public Works Committee at 6:00 p.m. Alderman Moreno seconded the motion, which carried unanimously. Respectfully submitted, Eileen Timken Management Analyst