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PUBLIC WORKS COMMITTEE 2016/12/05 MinutesPUBLIC WORKS COMMITTEE MEETING MONDAY, DECEMBER 5, 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 Michelle Moreno and Timothy Newman were present. Alderman Stanford Tack arrived at 5:30 p.m. 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; Dave DeMarco, Supervisor of Fleet Maintenance; Elizabeth Holleb, Director of Finance; Mike Strong, Assistant to the City Manager; and Jim Lockefeer, Management Analyst. Also in attendance was Prue Beidler – First Ward Alderman; Bill Weaver – AECOM; and resident Paul Hamann of 511 Beverly Place. II. APPROVAL OF THE NOVEMBER 7, 2016 PUBLIC WORKS COMMITTEE MEETING MINUTES Chairman Waldeck moved to approve the November 7, 2016 Public Works Committee meeting minutes. Alderman Newman seconded the motion, which carried unanimously. III. DISCUSSION OF HARDSHIP WAIVER PROCESS FOR THE SANITARY SEWER ORDINANCE Assistant to the City Manager Strong explained the Public Works Committee discussed this topic in 2015. Approximately 115 properties within The City of Lake Forest are currently utilizing septic systems. After the Regency SSA project was completed and upon completion of the Winwood SSA, approximately 60 properties on septic throughout Lake Forest, will be within 500 ft. of sanitary sewer. Under current ordinance when their septic system fails they are required to connect to sanitary sewer. There are also approximately seven properties on septic that are outside the 500 ft. and they would not be required to connect under the current ordinance. Assistant to the City Manager Strong explained the purpose of this agenda item is to discuss if there is potential to consider a hardship waiver process for the sanitary sewer ordinance. A letter from a resident in Winwood was included in the Committee’s packet requesting waiver from the Winwood SSA project due to their hardship. Currently the existing sanitary sewer ordinance does not include a hardship waiver process. If the Committee felt it were appropriate to create a more formal hardship waiver process, the code could be modified to establish standards to examine and determine hardships. Alderman Newman explained that the City Attorney, Vic Fillippini, still needed to explain what would happen if a homeowner within an SSA was granted a hardship waiver. Alderman Newman asked if they would they still be included in the SSA project area. Chairman Waldeck explained that having a waiver process was a good thing. She believed that the process should not be too precise and that instead each waiver applied for should be taken on a case by case basis. Assistant to the City Manager Mike Strong stated that if homeowners within the SSA project were required to connect they would need to be included in the SSA project area. He explained that if a hearing process was to be a part of the hardship waiver process, the Committee could also make the determination to include that property in the SSA area or not. Public Works Director Michael Thomas explained that after the 60 day objection period it will have to be known how many properties will be included in the Winwood SSA project. Therefore, staff envisions hearing the appeal in January at a Public Works Committee meeting. Assistant to the City Manager Strong explained that if a hardship waiver process is approved and if the homeowners appeal is granted, then there is still time to amend the SSA project area. He then stated if the Committee would like to proceed staff would work with the City Attorney to modify the ordinance to include a hardship waiver process. That would then be brought back to the Committee for their review at their next meeting. If approved that resolution would then be brought to the January 17, 2017 City Council Meeting. City Manager Robert Kiely explained that if a resident was granted a waiver due to a hardship, they would not be required to connect to sanitary sewer. He stated that it was important for the Committee to also consider a recapture process for properties within an SSA that were granted waiver if they wanted to connect to sanitary sewer at some point in time. Alderman Moreno explained she had concerns with granting a hardship waiver if the property could be subdivided in the future. She stated that language needed to be included in the ordinance that required connection and recapture if this were to occur. Chairman Waldeck stated the Committee previously discussed having a special meeting devoted to the Winwood SSA neighbors. She explained that having this meeting would be a good idea to devote more time to answering the residents’ questions. Alderman Newman inquired about the sale of properties granted the hardship waiver. City Manager Kiely explained that the waiver would be filed with Lake County and that potential buyers would be aware of that. Director Thomas explained that the revised ordinance would be brought back to the Committee with the addition of the hardship waiver process and that the Committee would need to meet with the resident who has already claimed hardship. He also stated that a special meeting would be coordinated for the homeowners within the Winwood SSA. Director Thomas explained all of this would be coordinated for some time in January. IV. REVIEW AND RECOMMEDNATION TO THE CITY COUNCIL OF AN AGREEMENT TO PROVIDE AN UPDATE TO THE FOREST PARK BLUFF STABILITY EVALUATION Superintendent of Engineering Bob Ells introduced Bill Weaver, Senior Engineer with AECOM. AECOM completed the 2009 study for the Forest Park Bluff Project and consulting for the South Beach Access Road in 2011. Most recently AECOM completed the slope stability analysis for the southern portion of the South Beach Ac cess Road that is experiencing the failure today. Superintendent Ells explained that on the committee’s agenda is a request to expand the study of the South Beach Access Road. During the discussion about the design to repair the bluff adjacent to the South Beach Access Road at the Finance Committee Capital Budget Workshop on November 14, 2016, it was recommended by the Committee to examine the rest of the Forest Park Bluff to see if there any other areas that need work so that all possible work could be combined into one construction project. In the past the Forest Park from north to south has been examined and fixed in sections rather than examining the area in its entirety. Mr. Ells explained that staff provided two proposals for the committee’s review; one from AECOM and the other from the Ciorba Firm. Alderman Biedler inquired about when Forest Park Drive was closed. Superintendent Ells explained that it was closed for the 1999 improvements. Alderman Biedler inquired if the circumstances to that project were similar to the proposed project today. Superintendent Ells responded that the project would be very similar. Director Thomas added that the North Shore Sanitary District installed a large basin in the South Beach Parking Lot. This brought a lot of semi and truck traffic that road typically never experiences. He also explained there have been three water main breaks on the South Beach Access Road. Chairman Waldeck inquired about the North Shore Sanitary District’s involvement and interest with the current project. Director Thomas explained that Tom Swarthout of the North Shore Sanitary District will be a part of the Bluff Stability Workgroup. Alderman Moreno inquired about AECOM’s past experiences working with bluffs. Superintendent Ells explained that AECOM has completed three similar studies within The City of Lake Forest. Bill Weaver explained that AECOM has done a very large amount of bluff and costal engineering around Lake Michigan. Alderman Beidler inquired about Ciorba and their experience. Superintendent Ells explained that The City of Lake Forest has never worked with the firm before. Director Thomas explained staff is recommending AECOM because of the past work they have completed in Lake Forest and that the base line data they have already collected in past studies will assist them in this analysis. Alderman Newman also noted that AECOM provided a lower bid. Director Thomas explained that AECOM, after completing the study, would meet with the Bluff Stability Work Group. AECOM would present the findings and prioritize those sections of the bluff that need work. Chairman Waldeck inquired about staff’s recommendation to use a different firm then AECOM for design of the project. Alderman Newman explained that it made sense that after the results of AECOM’s study were presented, that there would be a bidding process for the final design. Both Chairman Waldeck and Alderman Newman explained that they would not want to exclude AECOM from being considered for completing the final design. Alderman Newman inquired about dividing the project into three separate categories: evaluation, design, and construction (all separate contracts). Director Thomas confirmed this approach. Director Thomas noted that design of the project is going to take at least two to three months. Upon completion of the design, if the City was to use Motor Fuel Tax Funds to pay for a portion of the repair, the City would need to secure approval from IDOT to use such funds on this project. Alderman Moreno inquired about snow removal in the area. Director Thomas explained that the area on South Beach Access Road AECOM has already identified as a high priority has been tarped to keep as much water as possible off of it. The “Ring Road” in Forest Park is closed to the public during snow storms so that it can be properly broomed / swept after the storm. Alderman Moreno inquired about taking any additional safety measures. Bill Weaver explained that channeling people onto the other side of the road that is not having problems would be a good thing. Director Thomas explained that there have been barricades and cones in that area doing so. Resident Paul Hamann of 511 Beverly Place inquired about the trees removed on the bluff. He stated that a lot of trees have been removed from the bluff. He requested that when AECOM conducts the study that root structure is considered. Director Thomas asked Bill Weaver to explain if trees help or hurt the current situation. Bill Weaver explained that trees do help by keeping some rain water off the slope and also absorb some of the water. However, the root structure of the trees can also be an issue. Often smaller vegetation has deeper root structures. Trees can block sunlight that is necessary for that smaller vegetation to get established. Bill Weaver stated that it depends on slope steepness. Bill Weaver concluded that trees are not a primary reason for a bluff failure but are a factor. Chairman Waldeck moved to direct City staff to bid the design phase of the project out. Alderman Moreno seconded the motion which carried unanimously. City Manager Kiely asked the Committee if they would like Bill Weaver to stay for the City Council meeting or if he could be dismissed. The Committee stated that Bill Weaver could be dismissed. V. REVIEW AND APPROVAL OF THE DRAFT F.Y.’18 CAPITAL EQUIPMENT PLAN Chairman Waldeck noted that the Committee could examine each piece of equipment one by one or if anyone had any specific question about a specific piece in particular. Chairman Waldeck noted that a list is included in the packet noting each piece of equipment utilized by a specific Department. The pieces are listed by year, make, and model and provide an estimate fiscal year and amount of replacement. The Committee requested that Director Thomas go over and summarize the program. Director Thomas began by noting that there were no police cars being recommended for replacement in FY ’18. He noted that a 20-year old street sweeper and sewer vacuum machine are in need of replacement. Director Thomas explained that staff, per the guidelines noted in the purchasing directive, is seeking pricing from either NJPA (National Joint Purchasing Alliance), National IPA, State Bid, or the Northwest Municipal Conference for a majority of the FY ’18 equipment. If pricing is available, the City uses these purchasing avenues that are each bid out individually and follow all public sector bidding requirements. Director Thomas explained the City is able to realize even larger cost savings because these agencies and organizations submit their bids based upon selling higher quantities of equipment. Director Thomas explained that the state bid process typically offers the best pricing however this year, like many recent years, the state has no money to purchase capital equipment. If the Committee approves the draft list of FY ’18 equipment, City Council will begin to see the equipment for approval in January, February, and March. This simply allows staff to order the equipment; no equipment will physically be received until May 1st of after. Director Thomas then introduced the City’s Supervisor of Fleet, Dave DeMarco who was present to help answer any questions the Committee has. Alderman Moreno inquired about any surprises in regards to equipment. Supervisor of Fleet, Dave DeMarco, explained that in general there were not. Director Thomas explained that he and the Fleet Supervisor spend quite of bit of time researching, reviewing and developing specifications to ensure high quality items are purchased and that they will last for a long time. Chairman Waldeck explained that she liked the change of the parking enforcement scooter to electric. Director Thomas explained that the City’s Sustainability Plan encouraged staff to look at green alternatives. Alderman Moreno inquired about specialty equipment and if something was being purchased above and beyond a standard piece of equipment. Director Thomas explained that there was not any specialty equipment included in the FY ’18 list. Alderman Moreno inquired about equipment rust. Director Thomas explained this occurs because of salt. He explained that the City does purchase stainless steel equipment when possible and also coats the underbodies of new equipment to help prevent rust. Alderman Newman made a motion to approve the F.Y.’18 Capital Equipment List. Chairman Waldeck seconded the motion which carried unanimously. VI. REVIEW OF 2016/2017 SNOW & ICE CONTROL PLAN Chairman Waldeck explained that the Public Works Committee receives and reviews the plan every year. She inquired if anything in this year’s plan has been changed from the previous year. Director Thomas explained that nothing has been changed since last year. Director Thomas explained the importance of the overnight crews and multiple shifts in allowing the Public Works Department to stay on top of snow events. Superintendent of Public Works, Dan Martin, added that the overnight crew, working on straight time, primarily assists with hauling snow out of the CBD and parking lots, and addresses “hots spots” (ice, piles on corners) around town. Chairman Waldeck inquired about sidewalk plowing and explained that she believed the City could be doing a better job. She explained that she receives numerous complaints every year. She stated that in her neighborhood ice forms under the snow in sidewalks. She inquired about getting to the sidewalks sooner. Director Thomas explained is that it is very challenging to do so. Once the sidewalks freeze it is very challenging to get them clear and scraped. In order to stay on top of the sidewalks the Public Works Committee would need modify the snow plan’s priorities and elevate sidewalk plowing / brooming to the same level as streets. Director Thomas added the current sidewalk equipment is not in good condition. The equipment works but it is slow and breaks down frequently. He said that the equipment replacement plan calls for replacement of some of the sidewalk equipment to occur in FY ’19. Alderman Moreno explained that drainage is also a factor. Sidewalks do not have the same type of drainage streets have which is why they freeze. Alderman Moreno explained that because of this she felt it was better to not plow the sidewalks at all. Chairman Waldeck explained it would be nice if homeowners took responsibility and shoveled the sidewalks in front of their homes. Director Thomas explained that in March of 2014 a survey was issued asking residents if the City should adopt an ordinance requiring homeowners to shovel sidewalks. The results strongly opposed that idea. Alderman Moreno explained that she felt as long as the CBD’s were shoveled and the other areas (where there is high foot traffic) were being cleared that was good enough. Alderman Newman raised the question if sidewalks should be plowed at all and at what point does the Committee reconsider that level of service. Director Thomas concluded that the City has a 110 miles of sidewalks. About half of them are being broomed down to bare concrete and the other half is being plowed; plowing leaves less than an inch of snow on the sidewalks VII. NEXT MEETING – January 4, 2016 – City Hall Chairman Waldeck explained that in addition to the regular Public works Committee meeting scheduled in January, a separate Winwood Meeting will also need to be scheduled. Director Thomas explained that it would be preferable to schedule the regular meeting during the first week of January. Chairman Waldeck explained that the Winwood meeting should be the following week. The Winwood meeting would be January 11 at the Municipal Services Building. VIII. ADJOURNMENT Chairman Waldeck moved to adjourn the meeting of the Public Works Committee at 6:02 p.m. Alderman Newman seconded the motion, which carried unanimously. Respectfully submitted, Jim Lockefeer Jr. Management Analyst