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PUBLIC WORKS COMMITTEE 2016/09/19 MinutesPUBLIC WORKS COMMITTEE MEETING MONDAY, SEPTEMBER 19, 2016 – 5:00 P.M. DICKSON HALL – CONFERENCE ROOM MINUTES I. ROLL CALL/CALL TO ORDER Chairman Cathy Waldeck called the meeting to order at 5:05 p.m. Aldermen Michelle Moreno, Timothy Newman, and Stanford 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; Elizabeth Holleb, Director of Finance; Mike Strong, Assistant to the City Manager; Jim Lockefeer, Management Intern; and Eileen Timken, Management Analyst. Also in attendance was Dan Strahan, City Engineer - GeWalt Hamilton. II. APPROVAL OF THE JUNE 20, 2016 PUBLIC WORKS COMMITTEE MEETING MINUTES Chairman Waldeck moved to approve the June 20, 2016 Public Works Committee meeting minutes. Alderman Newman seconded the motion, which carried unanimously. III. UPDATE ON LEAD SERVICE LINE VERIFICATION PROCESS Mr. Martin explained that following the Public Works Committee approval of a notification letter addressed to residents identified as having lead service lines, staff mailed approximately 310 notification letters. Notification letters requested that residents contact staff to schedule Private Lead Service Line Verification Appointments. Approximately 35% of residents that received notification letters responded to the request between late June and mid-September. Of the 110 completed Private Lead Service Line Verification Appointments, approximately 25% of properties did not have lead service lines. Mr. Martin continued explaining that staff will mail a second notification letter to the remaining residents that did not respond to the initial notification letter. The second notification letter will explain that residents can respond within 30 days and schedule a Private Lead Service Line Verification Appointment, or their properties will remain in the City’s lead service lines database. It is expected that the second notification letters will be mailed in the next week or two. An update will be provided at the next Public Works Committee meeting. Mr. Martin then explained that the Northwest Municipal Conference disseminated a survey to its members at the request of the City regarding lead service lines. Of the 45 member communities, 21 responded. Survey data indicates that the City of Lake Forest is directly in align with the majority of the member communities, in its efforts to identify and manage private lead service lines. Public Works Committee Meeting – June 20, 2016 Page 2 of 6 Mr. Martin then described the City’s proactive effort to test the water of all consumable fixtures at City owned buildings and facilities constructed prior to the 1990s. He explained that consumable fixtures include water fountains and other fixtures. Water from all consumable fixtures at approximately 25 City owned buildings and facilities was tested. Mr. Martin continued explaining that the Environmental Protection Agency banned lead solder in the 1980s; therefore, 1990 was the threshold that staff used when determining which City buildings and facilities were eligible for water testing. Therefore, the water from the consumable fixtures at the Municipal Services Building was not tested. Alderman Newman inquired about the cost for each test. Mr. Martin responded explaining that each test costs $45. Alderman Newman then inquired about the source of funding for the tests. Mr. Martin stated that an operating capital account would be charged for the tests. He then explained that the water testing results will be posted on the City’s website. Contact information for Superintendent Martin and the Supervisor of Water & Sewer Utilities John Gulledge would be provided for residents with questions and concerns. Alderman Newman asked if there was legal obligation for residents to disclose that their property has a lead service line when selling their property. Mr. Martin confirmed that lead service lines must be included in a Seller Disclosure Statement. City Manager Kiely confirmed that this was the case. Mr. Martin explained that Crain’s Chicago Business recently published an article discussing lead services line disclosures by sellers. Alderman Moreno asked if staff would be replacing consumable fixtures at City owned buildings and facilities. Mr. Martin responded explaining that if the tested water of a consumable fixture exceeds the Illinois Environmental Protection Agency’s (IEPA) lead threshold, the consumable fixture would be taken out of service until tested water met IEPA standards. IV. REPLACEMENT OF LEAD SERVICE LINES Mr. Martin explained that the City’s current policy regarding leaking private service lines begins with staff notifying property owners of identified service leaks. Private service lines include the portion of the service line from the point of connection at the water main to the Buffalo Box (B-Box) and the portion of the service line from the B-Box to the water meter, or the foundation of a structure when a meter pit is present. Currently, City Code only requires a property owner to replace the portion of their service line where a service leak is identified; rather than both portions of their service line. Mr. Martin continued explaining that in several recent cases where property owners have leaking lead service lines, property owners have only replaced the portion of their service line where the leak is located. These property owners have chosen not to replace the entire lead service line. He continued stating that other property owners have voluntarily replaced their entire lead service lines. It is critical that lead service lines are eradicated; therefore, requiring that both portions of private lead service lines are replaced when there are service leaks could reduce the volume of partial lead service lines. Public Works Committee Meeting – June 20, 2016 Page 3 of 6 Alderman Newman inquired about verification of lead service lines for properties in which property owners do not respond to notification letters regarding their potential lead service lines. Mr. Martin explained that it is the responsibility of residents to respond to the notification letters. Mr. Kiely stated that the City’s file for the property will include a copy of the mailed notification letter, which explains that it will be assumed that the property’s service line is lead if the property owner chooses not to respond to notification letters. Mr. Thomas also explained that staff will, at any point in the future, complete Private Lead Service Line Verification Appointments at the request of property owners. He then asked the Committee if there was interest in proceeding with proposing a provision to the City’s Code (§ 51.075 REPAIRS; LEAKS) to City Council, which requires both portions of lead service lines to be replaced with copper service lines when there is a service leak. Mrs. Czerniak then added that the Community Development Department has only received one permit request for lead service line replacement, since the City notified residents that their properties may have lead service lines this past June. Chairman Waldeck inquired about permitting costs for residents pursuing lead service line replacement. Mrs. Czerniak responded that permit costs can range from $600 to $1,400. She continued explaining that a Resolution has been drafted for the review of the Public Works Committee regarding the replacement of lead service lines. According to the proposed Resolution, upgrading service line sizes and meter sizes are not required, as long as the service line size meets the State of Illinois Plumbing Code. Furthermore, the Resolution would provide staff with the authority to waive permit fees. Alderman Moreno responded explaining that she feels that the City does not have the right to require residents to replace lead service lines. Moreover, the City does not have the right to require residents to replace both portions of a lead service line, when a service leak is identified. Chairman Waldeck stated that she agreed with Alderman Moreno. She continued explaining that it is important that the City waive permit fees. She also stated that it is critical for sellers to disclose that their property has lead service lines to potential buyers. Alderman Newman agreed with Chairman Waldeck. Mr. Kiely requested that the Public Works Committee confirm that permit fees should be waived. Chairman Waldeck responded that permit fees should only be waived when both portions of service lines are replaced; the fee will be waived for a period of two years. Permit fees for partial service line replacement should not be waived. The Public Works Committee unanimously agreed with these statements. V. UPDATE ON WINWOOD SANITARY SEWER PROJECT Mr. Thomas explained that in early July, Alderman Tack and staff met with residents of the Winwood Subdivision regarding the Sanitary Sewer Project. Meeting invitations were sent to all 28 property owners in the Winwood Subdivision. A range of information were provided by the property owners that attended the meeting. Mr. Thomas also explained that it was initially understood that most of the septic systems in the Winwood Subdivision had overflows that were connected to the storm sewer. Following the July meeting with residents, Public Works Committee Meeting – June 20, 2016 Page 4 of 6 follow-up letters were mailed requesting that residents meet individually with staff of the Water & Sewer Utilities Section to determine which drainage structures were connected to the storm sewer. Of the 28 properties in the Winwood Subdivision, 27 were inspected for storm sewer connections. Data regarding storm sewer connections was shared with City Engineer to refine the sanitary sewer design being completed. Mr. Thomas stated that property owners of the Winwood Subdivision will be provided with the required 60-day public notice regarding the Sanitary Sewer Project. He also explained that it has been determined that property owners will not be required to connect to the sanitary sewer immediately following its installation. Rather, a stub will be installed in the sanitary sewer for each property, which will allow property owners to connect to the sanitary sewer when they are ready, or when their septic system fails. Mr. Thomas also explained that Winwood Drive will be resurfaced when the sanitary sewer installation is complete. The cost of the resurfacing will be included in the Special Service Area (SSA). Staff are currently planning a second meeting with the property owners of the Winwood Subdivision. Mr. Thomas stated that GeWalt Hamilton has calculated that the Sanitary Sewer Project totals an estimated $1.5 million. This estimate is not final and does require further review, though. It is expected that the annual cost per resident for the Winwood Subdivision property owners will be similiar to the annual cost per resident for the Regency Subdivision property owners. The City Engineer explained that storm sewer connection data collected was balanced with the locations of mature trees to refine the design of the sanitary sewer. He noted that it will be necessary to acquire an easement from a property located on Jensen Drive, which is south of Winwood Drive. Mr. Kiely asked for additional details regarding the location of the easement. City Engineer Strahan explained that the easement is located on the north side of Jensen Drive. Mr. Kiely then asked for a cost estimate of the resurfacing of Winwood Drive. City Engineer Strahan stated that the cost will be approximately $140,000. Mr. Kiely suggested that residents be provided with the option of including the street resurfacing in the SSA. Mr. Thomas stated that the annual cost for each resident for the street resurfacing will be nominal (approximately $250/year). City Engineer Strahan noted that there is a private extension of Winwood Drive and the existing condition of the street extension is weak; therefore, it may not be possible to patch sections of the street that become significantly impaired. Mr. Thomas added that the extension was not constructed as durably as other residential streets. Mike Strong explained that 6 properties connect to the extension. Alderman Moreno stated that patching can be functional but not ascetically appealing. Mr. Ells explained that the already compromised condition of the extension will make the street more prone to accelerated deterioration, when the Sanitary Sewer Project is completed. Mr. Thomas explained that when GeWalt Hamilton completes the design, staff will coordinate a meeting with residents. When this Sanitary Sewer Project is Public Works Committee Meeting – June 20, 2016 Page 5 of 6 completed, all of the subdivisions in Lake Forest will have access to a sanitary sewer. He also stated that the Sanitary Sewer Project will go out to bid in January or February, 2017. VI. REVIEW COST ESTIMATE FOR FY ’18 FOURTH WARD STORM SEWER PROJECT Superintendent Ells explained that the pre-final design and cost estimate for the Fourth Ward Storm Sewer Project, also termed the West Fork Drive Hackberry Lane Improvement Project, were just received by the City. Two cost estimates were provided. The cost estimate of $1.7 million includes the West Fork Drive Hackberry Lane Improvement Project, with enhancements to Ranch Road. The cost estimate of $1.5 million just includes the West Fork Drive Hackberry Lane Improvement Project, and excludes enhancements to Ranch Road. Superintendent Ells continued to explain that available funding for this project currently totals $1.4 million; therefore, there is a $100,000 - $300,000 funding deficit. Director Thomas stated that it is expected that this project will go out to bid in January or February, 2017. Bids received will be presented to the Public Works Committee in the spring. Superintendent Ells added that there is 12% estimated for contingency fee. Alderman Tack asked for additional clarification regarding addressing the funding deficit. City Manager Kiely staed that City Council will be discussing this project and other projects competing for limited funding in November. He also stated that while this project will mitigate flooding, it will not completely eliminate it. City Manager Kiely explained that initial projections estimated that there would be $3.7 million for capital projects; however, staff were required to reduce estimates to $3.4 million. He continued explaining that there may be other ways to reduce costs for the project; however, cost reductions will not be significant. Alderman Moreno stated if enhancements to Ranch Road are not included in the Fourth Ward Storm Sewer Project, the residents of Ranch Road will be disappointed. She also stated that $200,000 is a significant amount of money for a very limited number of households that will only experience some relief from flooding. She also stated that it may be more efficient to complete enhancements to Ranch Road while the Fourth Ward Storm Sewer Project is being completed. Chairman Waldeck agreed with these statements. Director Thomas stated that when the Fourth Ward Storm Sewer Project goes out to bid, the total project cost may change. Alderman Tack stated that funds for enhancements to Ranch Road may not be available. He also stated that the proposed enhancements would provide a marginal benefit to residents, at best. City Manager Kiely stated that the City will meet with residents before going out to bid. He also stated that the City will not be able to determine if Ranch Road will be included until bids have been received. Chairman Waldeck asked if flooding would be mitigated on Ranch Road without the proposed enhancements. Director Thomas stated that the improvements made to the surrounding areas would result in some flooding mitigation for Ranch Road. Public Works Committee Meeting – June 20, 2016 Page 6 of 6 VII. OTHER ITEMS  Speed Limit Reduction Near West Campus Alderman Moreno explained that she recently received an email from a resident regarding reducing the speed limit near West Campus on Waukegan Road. Superintendent Ells explained that Waukegan Road is under the jurisdiction of the State of Illinois. City Manager Kiely explained that the City would need to petition the State of Illinois for a speed limit reduction on Waukegan Road. Superintendent Ells explained that the City has applied for grants to finance enhancements that could significantly improve safety at the intersection of Waukegan Road and Westleigh Road. The cost of these enhancements is estimated to total approximately $2 million. Director Czerniak explained that there are also concerns regarding speeding on Waukegan Road near Northwestern Medicine Lake Forest Hospital.  Resident Concerns Regarding Coyotes Chairman Waldeck asked if public education is available to residents regarding coyotes. City Manager Kiely responded explaining that Rob Carmichael, Curator of the Wildlife Discovery Center, has responded directly to residents with concerns about coyotes. Public education regarding coyotes is critical. He also stated that it is important to recognize the coyotes are migratory. Staff will post information on the City’s website regarding coyotes. VIII. OPPORTUNITY FOR PUBLIC COMMENT IX. NEXT MEETING – PUBLIC WORKS COMMITTEE MEETING – MONDAY, OCTOBER 10, 2016 – 6:30 P.M. AT CITY HALL X. 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