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
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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.
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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
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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.
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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
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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
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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.
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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