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PUBLIC WORKS COMMITTEE 2016/06/20 MinutesPUBLIC WORKS COMMITTEE MEETING MONDAY, JUNE 20, 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 4:55 p.m. Aldermen Michelle Moreno and Timothy Newman were present. Not in Attendance: Alderman Stanford Tack 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; Mike Strong, Assistant to the City Manager; Jim Lockefeer, Management Intern; Anne Whipple; and Eileen Timken, Management Analyst. Also in attendance was Dan Strahan, City Engineer - Gewalt Hamilton; Jacqueline Blatchford of 1411 S. Estate Lane; Richard Freeman and Madeline Freeman of 1421 S. Estate Lane; David Kennedy of 150 King Muir Road; and Art Miller, Lake Forest Preservation Foundation. II. APPROVAL OF THE MAY 16, 2016 PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Moreno moved to approve the May 16, 2016 Public Works Committee meeting minutes. Chairman Waldeck seconded the motion, which carried unanimously. III. ESTATE LANE PRIVATE STORM SEWER DISCUSSION Director Czerniak explained that several property owners with properties on Estate Lane located immediately south of Estate Lane East were invited to discuss their concerns related to drainage and the maintenance of their private storm sewer with the Public Works Committee. She then introduced property owners Jacqueline Blatchford of 1411 S. Estate Lane and Richard Freeman and Madeline Freeman of 1421 S. Estate Lane. The other property owner invited was unable to attend the meeting but did speak with Director Czerniak prior to the meeting. Director Czerniak stated that the existing drain tile affecting these properties is not functioning at its highest capability, which has resulted in excess water flowing overland. The storm sewer providing drainage functions for these properties is privately owned by the property owners; therefore, the City does not have rights or responsibilities to maintain the storm sewer. She continued explaining that it is not standard practice for the City to take on the maintenance rights or responsibilities of private storm sewers. Public Works Committee Meeting – June 20, 2016 Page 2 of 9 Director Czerniak noted that private storm sewers in this area of Estate Lane will connect to the City storm sewer when the development of the Estate Lane Planned Preservation Subdivision is completed. Connections to the City storm sewer will result in improved drainage in the area. She explained that property owners are welcome to request direction from the City regarding private storm sewer maintenance, such as storm sewer lining. Mr. Ells stated that the concerns of these property owners related to drainage and the maintenance of their private storm sewer were raised during the discussion of the development of the Estate Lane Planned Preservation Subdivision. Following the City Council approval of 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, City Council requested that staff meet with these property owners to discuss their concerns. Mr. Ells explained that staff completed a camera inspection of the private storm sewer. The camera inspection indicated that the private storm sewer was in fair condition. Staff also found that the private storm sewer was a strong candidate for storm sewer lining, given that it is constructed of clay and has bell and spigot jointing systems. Storm sewer lining would significantly improve the condition of the storm sewer. Property owner Richard Freeman asked Mr. Ells for an estimate of the total cost of the private storm sewer lining. Mr. Ells explained that costs for lining, as well as, necessary root removal and cleaning totaled an estimated $57,000. Director Czerniak and Mr. Ells affirmed that the City is not requiring the private storm sewer lining. Richard Freeman responded asking if property owners would be responsible for the maintenance of the storm sewer if ownership of its respective easements were given to the City by the property owners. Director Thomas confirmed that the property owners would be responsible for the maintenance of the private storm sewer. Richard Freeman asked if subdividing properties was possible. Director Czerniak stated that regulations regarding subdividing properties are dependent on the zoning of the properties. In this specific case, rezoning would be necessary. She explained that there is an opportunity for property owners to request rezoning. Alderman Newman asked if rezoning was common. Director Czerniak stated that rezoning is not common. Richard Freeman asked if property owners were required by the City to clean their private storm sewer. Mr. Ells responded that property owners are not required by the City to clean their private storm sewer. Chairman Waldeck stated that the City has not cleaned the storm sewer because it is privately owned. Jacqueline Blatchford asked if the private storm sewer was connected to the sanitary sewer. Mr. Ells confirmed that the private storm sewer was not connected to the sanitary sewer. Chairman Waldeck asked if there were any additional questions. Alderman Moreno asked if a storm sewer flow regulator was present. Mr. Ells responded that there is not a storm sewer flow regulator present. Alderman Newman asked Public Works Committee Meeting – June 20, 2016 Page 3 of 9 if there would be significant benefits to property owners if the private storm sewer was lined. Mr. Ells responded that it was unclear whether the benefits would be significant; however, lining the storm sewer would restore it to its original condition. Alderman Newman asked the property owners if they had observed excess water overflowing from the storm sewer when there was heavy rain. Richard Freeman responded that they had observed excess water overflowing from the storm sewer in the past but not recently. Alderman Moreno asked if there were changes in drainage in the area west of Estate Lane. Richard Freeman stated that he had observed severe flooding in that area. Jacqueline Blatchford stated that she has observed severe flooding in that area, as well. She also stated that flooding in that area had recently improved. Chairman Waldeck explained that property owners should contact Director Czerniak if they are interested in moving forward with any of the options discussed, such as requesting rezoning. Chairman Waldeck also thanked the property owners for sharing their concerns and questions with the Public Works Committee. IV. WATER SERVICE DISCUSSION Mr. Martin stated that in an effort to proactively inventory private lead water services in the City, staff identified properties with private lead water services by referencing water service cards. Staff then drafted a letter to property owners notifying them that they have been identified as potentially having a private lead water service. He also explained that property owner David Kennedy of 150 King Muir Road had been invited to discuss his concerns related to his private lead water service with the Public Works Committee. The draft letter was provided to the Public Works Committee with a “Frequently Asked Questions” document, which is intended to supplement the letter. Mr. Martin stated that staff was requesting the approval of the Public Works Committee to send the letter and “Frequently Asked Questions” document to property owners identified as having private lead water services. Mr. Martin explained that staff designed an electronic database of water service cards for all properties in the City. A preliminary inventory of properties with private lead water services was then assembled by referencing all water service cards, which indicated that lead was present. Mr. Martin stated that approximately 300 properties have private lead water services, according to the preliminary inventory. The letters being sent to these respective property owners request that the property owner schedule a verification appointment with City staff to confirm that a private lead water service is either present or absent. Mr. Martin stated that verification appointments will allow the City to refine its preliminary inventory. Staff will provide results to the Public Works Committee as verification appointments are completed. It is expected that the Environmental Protection Agency (EPA) will likely require municipalities to maintain an inventory Public Works Committee Meeting – June 20, 2016 Page 4 of 9 of properties with private lead water services. By verifying private lead water services at this time, the City will be prepared for these potential mandates from the EPA. Chairman Waldeck asked if the “Frequently Asked Questions” document would be attached to the letter and if the respective property owners of the approximately 300 properties would receive the letter and the supplemental “Frequently Asked Questions” document. He confirmed that both the letter and the “Frequently Asked Questions” document would be sent to the respective property owners of the approximately 300 properties. Chairman Waldeck asked Alderman Moreno and Alderman Newman if they had any additional questions. Alderman Newman stated that the letter was straightforward and he therefore did not have any additional questions at this time. Chariman Waldeck then invited property owner David Kennedy to share his concerns. David Kennedy explained that he was in attendance to learn about the City’s approach to identifying and managing private lead water services. He noted that he wanted to ensure the safety of his water, understand if the City was developing a program for property owners with private lead water services, and understand if the City was subsidizing the cost of private lead water service replacement. David Kennedy suggested that the City consider collaborating with private contractors by bidding out the private lead water service replacements, which would yield a cost savings to property owners due to economies of scale. He also explained that he knew that his property has a private lead water service. Since purchasing the property in the 1990s, he had not been notified of lead testing for private properties by the City. He suggested that the City offer lead testing to property owners. Chairman Waldeck responded to David Kennedy explaining that the City is developing a program for property owners with private lead water services that begins with notifying property owners that they may have private lead water services. She asked staff to respond to the question regarding subsidization of private lead water service replacement. Mr. Martin responded that according to City Code, water services from the water main to the residence are entirely owned by the property owner. Chairman Waldeck asked if the City could facilitate with costs in any way. Mr. Martin suggested that the City waive permit fees to assist with cost reduction. Alderman Newman asked if there were properties with private lead water services that also had inoperable water shut off valves (B-Boxes). Director Thomas and Mr. Martin confirmed that some properties had both private lead water services and inoperable B-Boxes. Mr. Thomas stated that further research is necessary to understand what options the City can provide to property owners. He continued stating that staff will be working on drafting a list of frequently contracted plumbers that can be provided to property owners. Alderman Newman asked if there is a liability concern if the City were to provide property owners with this list. City Manager Kiely explained that the list will include a disclosure statement, which explicitly states that the City does not Public Works Committee Meeting – June 20, 2016 Page 5 of 9 represent the plumbers. Chairman Waldeck commented that the City is not compelling individuals to replace their private lead water services. She also stated that the aforementioned letter is a necessary first step to inform and educate property owners. David Kennedy stated that a concerted effort to obtain the lowest bid for Citywide private lead water service replacements could occur. Alderman Moreno stated that it would be critical for this to be an organized process. She explained that the City may be able to facilitate with this process in some way. City Manager Kiely explained that staff will contact frequently contracted plumbers. Staff will inquire about the potential of plumbers providing a per unit cost for replacement. He explained that plumbers will likely not be able to provide a universal per unit cost for replacement, as there are too many variables that can significantly affect cost. David Kennedy stated that the City should research the private lead water service replacement programs of other municipalities. City Manager Kiely asked David Kennedy to provide staff with feedback on the letter drafted for property owners. He noted that the City is always seeking input. City Manager Kiely asked when the letters would be sent. Mr. Martin explained that the letter would be sent this week. Chairman Waldeck stated that the letter was very well done. She also thanked Mr. Kennedy for sharing his concerns and questions with the Public Works Committee. Mr. Martin explained that staff also identified B-Box locations for all properties. It was determined that some B-Boxes could not be located. It was also determined that some located B-Boxes were not operable. Staff will be drafting a letter to residents explaining the significance of a functioning B-Box and next steps for obtaining a functioning B-Box. Chairman Waldeck stated that the Public Works has discussed this matter previously. Alderman Newman stated that transfer taxes were discussed as a potential funding option in the past, to encourage property owners to invest in functioning B-Boxes. He asked if property liens were discussed as another potential option. Mr. Martin stated that transfer taxes were previously discussed but he was unsure about property liens. Alderman Newman asked if property owners would be forced to repair their B- Box if the City put a lien on their property. Director Czerniak responded explaining that the title to the property could be clouded. Mr. Martin explained that clouding a property title would not inhibit a property sale; however, it would appear in a title search for the property. Alderman Newman asked if City Code would prohibit clouding a title. Director Thomas confirmed that City Code prohibiting title clouding does not exist. Alderman Newman stated that private lead water services need to be included in property titles. Director Thomas responded stating that this may already be included in property titles. Director Czerniak explained that staff will look into this further. Mr. Martin explained that some residents may promptly respond to the title clouding, while others may wait to respond. Alderman Moreno asked if the City Public Works Committee Meeting – June 20, 2016 Page 6 of 9 should use a more firm tone in the letter. Alderman Newman stated that malfunctioning B-Boxes are a public issue shared by the entire community, the safety of the community’s water system can be threatened. Mr. Martin explained that a letter addressed to residents would be drafted for City Council to review. Chairman Waldeck stated that some residents may chose not to fix their B Boxes after receiving the letter. She also asked property owners would be asked to respond within a specific amount of time. Mr. Martin responded that residents would be asked to respond within a specific amount of time, such as in the letter mailed to residents regarding service line leaks. Alderman Moreno stated that she agreed with this approach. Director Thomas stated that average B-Box replacement cost totals approximately $5,000. Alderman Moreno stated that a more definite timeline could be established after responses from residents are received. Alderman Moreno suggested that this effort is completed in phases. Mr. Martin explained that the initial estimates of necessary B-Box replacements totaled approximately 300. This estimate is now less than 125 necessary B-Box replacements. He noted that voluntary compliance from residents would be ideal. Alderman Newman asked when the letter would be sent. Director Thomas responded that letters would be sent certified mail immediately after Public Works Committee approval was received. V. WINWOOD SANITARY SEWER DISCUSSION Director Thomas explained that the preliminary project cost estimate and timeline have been submitted to the City by Gewalt Hamilton. Preliminary engineering cost estimates total $1.2 million, which includes preliminary engineering, design engineering, and contingency costs. Alderman Newman asked for an estimate of the cost per property. Chairman Waldeck explained that the cost per property will depend on several variables. She continued stating that a funding mechanism, such as a Special Service Area (SSA), would be offered to property owners. Director Thomas explained that sanitary sewer and storm sewer cross connections have been identified on Winwood Drive. According to City Code, sanitary sewer and storm sewer cross connections are not permitted. Property owners will have the option to finance the sanitary sewer improvement for their property. Alderman Newman moved to approve GeWalt Hamilton’s design proposal and recommend its approval to the City Council. Chairman Waldeck seconded the motion. The motion passed unanimously. VI. FERRY HALL BRIDGE CONDITION REPORT (MAYFLOWER ROAD) Mr. Ells explained that the City recently received the Bridge Condition Report for the Ferry Hall Bridge on Mayflower Road. According to the Bridge Condition Report, deteriorating concrete under the bridge has been identified. The Public Works Committee Meeting – June 20, 2016 Page 7 of 9 northbound lane of the bridge is most affected by the deteriorating concrete. Following the Bridge Condition Report, Gewalt Hamilton and a consultant specializing in bridge engineering were contracted to further study the deteriorating concrete of the Ferry Hall Bridge. According to their analysis, the Ferry Hall Bridge is not susceptible to collapsing at this time. The first approach to the bridge is the only section of the bridge where concrete is deteriorating. Mr. Ells continued explaining that the Ferry Hall Bridge was initially constructed in the 1930s. Then, the Ferry Hall Bridge was reconstructed in the 1970s. A section of the bridge deck was later replaced in 1995; however, this replacement did not include the south deck approach, which is the area currently experiencing structural complications. Chairman Waldeck explained that the results of the Bridge Condition Report were particularly concerning to her, especially because the report stated that some vehicles should not use the Ferry Hall Bridge. She asked staff to explain the steps which the City should take immediately to alert motorists and pedestrians of bridge’s compromised structural integrity. Mr. Ells responded explaining that vehicles up to 15 tons in weight are currently permitted on the bridge. He continued explaining that this weight limit should be lowered to 5 tons, until the bridge repair is completed. Passenger cars, pick-up trucks, and small delivery trucks will not be affected by the proposed weight rating reduction. Garbage trucks, ambulances, and large trucks will exceed the 5 ton weight limit; therefore, these vehicles will not be permitted to use the bridge. Mr. Ells explained that while a weight rating reduction for the bridge is an option, another option is to entirely close the bridge. Equipment necessary for completely closing the bridge can be rather expensive, though. Furthermore, enforcement of the bridge closure could be challenging. Another option is to only close the southbound lane of the bridge. He noted that these options will inconvenience some. Alderman Newman asked for clarification regarding the exact location of the Ferry Hall Bridge. Chairman Waldeck responded that the bridge is located on Mayflower Road between Spring Lane and Rosemary Road. Mr. Ells stated that another next step could be a feasibility study of the bridge. He noted that it is important that the entire bridge is studied. Chairman Newman stated that it would be least intrusive to close one lane of the bridge, while the feasibility study is being completed. Art Miller asked if it would be problematic if multiple vehicles were on the bridge concurrently. Mr. Ells explained that the issue is having a vehicle of certain tonnage drive on a specific part of the bridge. Art Miller stated that a lane closure may increase traffic on Sheridan Road near Lake Forest College. Mr. Ells responded that staff will be setting up traffic counting equipment. This equipment will be able to determine the size and length of vehicles. Alderman Waldeck stated that a lane closure may cause many inconveniences. Alderman Newman asked when the Chicago & Northwestern Railway overpass near the entrance and exit ramps from Skokie Highway to Deerpath was last repaired. Director Thomas responded that a repair to that overpass was last completed in 2014. He also stated that it is the responsibility of the Union Pacific Public Works Committee Meeting – June 20, 2016 Page 8 of 9 Railroad to complete any repairs. Alderman Newman requested a timeline for the bridge repair. Mr. Ells responded explaining that repairs would not be completed for a minimum of a year, as a feasibility study would take 4 to 5 months and design engineering would take an additional 4 to 5 months. He noted that the State of Illinois oversees the Bridge Inspection Program. Art Miller asked if it would be possible to install a maximum height bar. Alderman Newman responded stating that some vehicles that would exceed the weight restriction may be below the maximum height bar. Art Miller stated that property owners would not appreciate unsightly structures being installed as part of the bridge or lane closure. Alderman Moreno stated that she was concerned that the deteriorating concrete was indicative of a more serious issue. Alderman Newman asked if installing signage regarding a weight rating reduction would be sufficient. Director Thomas stated that staff does not have confidence in leaving the bridge open. Staff recommends that traffic is modified to one-way only. Alderman Newman stated that resident input should be obtained. Chairman Waldeck stated that resident input is critical. Art Miller stated that communication with residents is critical, as well. He also stated that the Lake Forest Preservation Foundation will assist the City in any way, if needed. VII. OTHER ITEMS • South Beach Access Road Bluff Movement Update Mr. Ells explained that a geophysical engineering consultant was hired by the City to study the South Beach Access Road bluff movement. The entire bluff is not collapsing; rather, it is experiencing a shallow slide. Slides to the north are being studied, as well. The City has requested a proposal from the consultant for a feasibility study. Staff installed tarps to mitigate the impact of stormwater on the bluff movement. The bluff movement was partially caused by the exceptionally wet spring. Furthermore, the South Beach Access Road is located on a major ridge line. The bluff slopes are very steep, as well. Mr. Ells explained that a solution is needed that will lessen the severity of the slope. In the short term, barricades and cones have been placed on the South Beach Access Road. Art Miller stated said that speed reduction signage should be added, as well. • Review of City Hall Parking Lot Striping Plan Using Double Lines Chairman Waldeck explained that it was requested that the Public Works Committee review the potential of using double lines when striping the City Hall parking lot. It was found that 17 parking spaces would be lost if double lines were used when striping. Alderman Newman stated that it is not advisable to pursue double striping given the number of parking spaces that would be lost. • East Side Train Station Update Mike Strong explained that there has been significant progress made in regards to the brick cleaning at the East Side Train Station. It is expected that the brick cleaning will be completed in several weeks. Staff has learned Public Works Committee Meeting – June 20, 2016 Page 9 of 9 about the structural limitations of the station. Specifically, there are several issues with the interior structure, which may require more investment than initially anticipated. It may not be possible to complete all of the design work initially proposed, as design work can be rather costly. A final discussion regarding interior estimates will be necessary. More accurate cost estimates will be ready for the Public Works Committee shortly. Alderman Moreno asked if the Lake Forest Garden Club could assist with the renovations. Director Thomas responded stating that their assistance would be appreciated and assistance from the Lake Forest Preservation Foundation would also be especially helpful. VIII. OPPORTUNITY FOR PUBLIC COMMENT IX. NEXT MEETING – SPECIAL PUBLIC WORKS COMMITTEE MEETING – WEDNESDAY, JULY 20, 2016 – 6:00 P.M. AT MUNICIPAL SERVICES X. ADJOURNMENT Chairman Waldeck moved to adjourn the meeting of the Public Works Committee at 6:10 p.m. Alderman Moreno seconded the motion, which carried unanimously. Respectfully submitted, Eileen Timken Management Analyst