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PUBLIC WORKS COMMITTEE 2017/01/17 MinutesPUBLIC WORKS COMMITTEE MEETING MONDAY, JANUARY 17, 2017 – 5:00 P.M. CITY HALL – UPSTAIRS CONFERENCE ROOM 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 Stanford Tack were in attendance. Staff in attendance included Michael Thomas, Director of Public Works; Bob Kiely, City Manager; Dan Martin, Superintendent of Public Works; Bob Ells, Superintendent of Engineering; Mike Strong, Assistant to the City Manager; and Jim Lockefeer, Management Analyst. Also in attendance was Ray Buschman, Fourth Ward Alderman; Prue Beidler, First Ward Alderman; and Dan Strahan, City Engineer. II. APPROVAL OF THE JANUARY 4, 2017 PUBLIC WORKS COMMITTEE MEETING MINUTES Chairman Waldeck moved to approve the January 4, 2017 Public Works Committee meeting minutes. Alderman Newman seconded the motion, which carried unanimously. III. REVIEW AND RECOMMENDATION TO CITY COUNCIL OF AN ORDINANCE AMENDING THE CITY OF LAKE FOREST CODE, SECTION 150.384, “SEWAGE AND SEWAGE DISPOSAL” – MIKE STRONG & MICHAEL THOMAS Chairman Waldeck explained that the Committee is going to ask that this item be removed from both the Public Works Committee agenda and tonight’s City Council agenda. She explained this recommendation was being made because the Public Works Committee was going to recommend a resolution that extends the Winwood sanitary sewer Special Service Area (SSA) objection period. Chairman Waldeck explained that it will be the Public Works Committee’s suggestion to the City Council to hold a special City Council workshop that would be open to all members of the public. She added that the meeting would be focused on City septic system policies. Chairman Waldeck explained that she felt this topic was now at a point where it would be best addressed by City Council as a whole. Alderman Newman asked if the Winwood SSA neighbors were made aware of this special City Council workshop. City Manager Bob Kiely explained that those residents were not yet made aware of the workshop meeting. Chairman Waldeck explained that moving this topic off tonight’s Public Works Committee and City Council Meeting agendas, and having the conversation during the special City Council workshop, would be more appropriate. She explained that the resolution on the City Council agenda tonight essentially “hits the pause button”. Chairman Waldeck explained that extending the objection period for the Winwood SSA would give those residents more time to understand the newer information that has been provided to them. She also explained that many Aldermen have questions that have not been answered. She added that many of those questions came to her in the last 24 to 48 hours. City Manager Bob Kiely expl ained that during tonight’s City Council meeting, after Alderman Waldeck makes her comments, the Mayor will explain that a City Council special workshop meeting is going to be held and that if anyone has any specific comments, to please consider holding them until that special workshop meeting. Alderman Newman asked if residents at the special workshop meeting would be limited to three minutes to make their comments. Chairman Waldeck stated that they would not be limited to three minutes. Chairman Waldeck explained that this is a tough decision that Council needs to discuss as a whole. She explained that it should also not be discussed under time constraints at a regular City Council meeting that has many other agenda items. She explained that at the January 4, 2017 Public Works Committee meeting, the Committee spent three hours discussing the Winwood sanitary sewer SSA. Chairman Waldeck stated that the special City Council workshop may also take a few hours. City Manager Bob Kiely explained that Assistant to the City Manager Mike Strong had actually spent a few hours over the weekend speaking to Winwood SSA residents about tonight’s proposed City Council resolution agenda item. Public Works Director Mike Thomas explained that the Winwood residents were made aware via an email from Assistant to the City Manager Mike Strong, that the proposed resolution extending the objection period would be on tonight’s City Council meeting agenda. He explained that at this point they do not know about any special City Council workshop. Alderman Newman explained that he was in favor of pulling the code amendment item off of the City Council agenda and scheduling a special City Council workshop. Alderman Moreno asked that if the workshop is held , that a statement or representative from both Lake County and the EPA be present. She explained that it is important the residents know what the regulations are for septic systems if the City were to repeal the current septic system policy. Alderman Buschman explained he came to the Public Works Meeting tonight to learn as much as he can about the project with the hope that the Committee would recommend pulling the code amendment item from tonight’s City Council agenda. He explained that he was in support of what the Public Works Committee has discussed tonight. Alderman Buschman inquired about inviting all the other properties on septic systems to the special City Council workshop. He asked if the meeting would be focused on the policy or on the Winwood SSA project specifically. Chairman Waldeck explained that she thought the meeting’s focus should be on the policy. She explained that she felt the focus has become too narrow and felt the focus should have had a more historical perspective. She explained that when the ordinance was first cre ated many years ago, members of the City Council created this ordinance for a specific reason. She explained the ordinance was approved because the City Council at the time saw it as something that was good for the community. She explained that in 1998 the City updated its comprehensive plan. A lot of Lake Forest residents participated in the process. Chairman Waldeck explained that there is a specific section that speaks to sanitary sewer. That section affirms that a goal of the City is to get people off of septic systems and onto sanitary sewer. She stated that the policy decision the City Council faces is extremely important because it not only affects Winwood SSA residents, but also other residents on septic systems and future residents of the community. Alderman Buschman explained that the issue of the Winwood residents choosing to finance the project through a SSA or not should still also be discussed at the special City Council workshop. Chairman Waldeck agreed and stated that she has had conversations with Alderman Moreno about potentially extending the SSA’s payback period and giving the homeowners more time to prepare for those payback periods. Alderman Newman explained that timing is a concern, as one of the Winwood properties has a failed septic system. He explained that overall the Winwood SSA project is about the money. He stated that when it comes down to it, most of those homeowners do not want to pay the cost of the project. Chairman Waldeck explained that the residents still needed to be presented options. City Manager Bob Kiely explained that residents typically reach out to the City about connecting to sanitary sewer for two main reasons; if they are trying to sell their house or if their septic system fails. He explained that Winwood SSA hom eowner’s life expectancy of septic systems are in different stages. If a resident’s septic system is older they are more likely to be in favor of the SSA than a resident who may have just replaced their septic system. City Manager Kiely explained that the City’s current policy is in line with Lake County and the State’s policy as well as the majority of surrounding communities. He explained, to Chairman Waldeck’s earlier point, that the payback period for the SSA can be extended . However, that would carry a higher interest rate. He added that the City could potentially loan the money out of the City’s water fund and then the City Council could determine the interest rate. Chairman Waldeck explained that the reason she wants to focus on the historical perspective of the policy is to show the Winwood residents that the City isn’t picking on their subdivision. She explained that the ordinance has not been neglected but implemented very slowly. Chairman Waldeck confirmed the Public Works Committee recommendation in removing the review and recommendation of the amendment to the ordinance item off tonight’s City Council meeting agenda and then suggesting to hold a special City Council workshop. IV. REVIEW AND RECOMMENDATION TO CITY COUNCIL OF A SUPPLEMENTAL REQUEST FOR PHASE III CONSTRUCTION ENGINEERING FOR THE EAST SIDE TRAIN STATION EXTERIOR WORK – MIKE STRONG Assistant to the City Manager Mike Strong explained the exterior restoration work at the East Side Train Station is approaching completion. He explained that all of the construction work has been completed and is in the process of being accepted by IDOT. Assistant to the City Manager Strong explained that back in November some severe structural issues with the building were found and corrected. The work came in on budget even with the unforeseen additional structural expenses. However, as a result of that work, the project engineer has needed to additionally coordinate these project details with IDOT. This coordination is delaying the official close-out of the project. He explained that before the Public Works Committee tonight is a draft contract in the amount of $18,000 that is for work related to the project close-out. He added that the Lake Forest Preservation Foundation has agreed to make some contributions to some of the interior renovations. Chairman Waldeck explained that she was very pleased with the Foundation ’s contribution and partnership in this project. Alderman Beidler also explained that the partnership with the Foundation was a very big d eal and that they deserve credit for working with the City on this project. Assistant to the City Manager Strong explained that communication will be worked on to show appreciation for the Foundation’s assistance and donation to this project. Chairman Waldeck moved in support of a supplemental request for phase III construction engineering for the East Side Train Station exterior work. Alderman Moreno seconded the motion, which carried unanimously. V. ANNOUNCEMENT OF THE AMERICAN PUBLIC WORKS ASSOCIATION’S CHICAGO METRO CHAPTER PROJECT OF THE YEAR AWARD FOR FOREST PARK – BOB ELLS Chairman Waldeck inquired about the award being presented to the City Council. Director Thomas explained that the award would be presented to City Council at a later meeting date when the majority of the Forest Park Project Board was back in town. Superintendent of Engineering Bob Ells explained that the award was presented to the Forest Park Project Board and the City today. He explained that at the end of last year City staff submitted the project to American Public Works Association Lake County Branch under the category “historic preservation projects less than five million dollars”. The project won that category for the Lake County Branch. Superintendent Ells then presented the award to the Public Works Committee. He explained that the project will now be moving on to the Chicago Metro Chapter for their review. VI. NEXT MEETING – MARCH 15, 2017 6:00 P.M. @ CITY HALL VII. ADJOURNMENT Chairman Waldeck moved to adjourn the meeting of the Public Works Committee at 5:48 P.M. Alderman Moreno seconded the motion, which carried unanimously. Respectfully submitted, Jim Lockefeer Jr. Management Analyst