PUBLIC WORKS COMMITTEE 2017/07/19 MinutesPUBLIC WORKS COMMITTEE MEETING WEDNESDAY, JULY 19, 2017 – 6:00 P.M.
CITY HALL – UPSTAIRS CONFERENCE ROOM
I. ROLL CALL/CALL TO ORDER
Chairman Stanford Tack called the meeting to order at 6:00 P.M. Aldermen
Michelle Moreno and Melanie Rummel were in attendance.
Staff in attendance included Michael Thomas, Director of Public Works; Dan
Martin, Superintendent of Public Works; Bob Ells, Superintendent of Engineering
and Jim Lockefeer, Management Analyst.
II. APPROVAL OF THE JUNE 15, 2017 PUBLIC WORKS COMMITTEE MEETING MINUTES
Chairman Tack moved to approve the June 15, 2017 Public Works Committee
meeting minutes. Alderman Moreno seconded the motion, which carried
unanimously.
III. REVIEW AND RECOMMENDATION TO CITY COUNCIL OF AN AWARD OF BID AND
PROFESSIONAL SERVICES AGREEMENTS FOR THE SOUTH BEACH ACCESS ROAD
PROJECT – MICHAEL THOMAS & BOB ELLS
Director of Public Works, Michael Thomas, explained that the bid opening for
South Beach Access road occurred yesterday, July 18. Director Thomas
explained that City staff was very pleased with the received bids for the project.
He explained that all the bids received were from reputable contractors who
have all completed work locally. All the contractors who submitted a bid
attended the mandatory onsite pre-bid meeting at the South Beach Access
Road to better understand the project. The low bid received for this project was
from Lake County Grading. He explained that City staff does not have any
reason to not select Lake County Grading for this project. They have completed
many local excavating projects and have a lot of experience with large scale
excavation work. He explained that staff recommends the bid is awarded to
Lake County Grading for the South Beach Access Road Project. Director Thomas
explained that City staff is also recommending executing an agreement with
AECOM Engineering for professional inspection services. He explained that a City
Engineering Assistant will oversee the project, however there will be times during
the project when the new retaining wall will need to be inspected and tested by
a qualified firm. Director Thomas explained that after Lake County Grading
completes the project work, the bluff area will be appropriately seeded and
blanketed. City staff has discussed internally how to replant the area. It was
discussed that utilizing Cliff Miller, who designed and implemented the Forest Park
Landscape Plan, would be the best option to replant the South Beach Access
Road appropriately. Director Thomas explained that the service agreement to
use Mariani Landscape is essentially for Cliff Miller services. Cliff Miller had sold his
business to Mariani Landscape six months ago. He explained that Cliff Miller and
Mariani just completed landscape design work for a ravine in Lake Bluff. Mr. Miller
believes that using a design similar to the design utilized in Lake Bluff would
benefit the South Beach Access Road area. The request to include Mariani brings
the total budget total to $1,106,000. This amount is $117,000 under the estimated
budget. Director Thomas explained that the full budgeted amount will still be
requested. Those funds may be potentially utilized to go out to bid for the bluff to
be replanted after the project work is completed and Cliff completes the
landscape design. Director Thomas explained that these funds may also be
utilized for some potential ComEd work that would need to be completed prior
to the beginning of the project. He explained that ComEd has a large trunk line
that goes under the South Beach Access Road. That line will need to be
disconnected prior to any project work beginning. Director Thomas explained
that ComEd still needs to locate the line and will most likely look to complete a
design prior to making the disconnection. This potentially will take some time.
Staff will continue to work with ComEd in order to get this completed by the
project start date, September 5. Although ComEd will relocate this line, they will
charge the City in order to do so. Therefore, some of the $117,000 may be
needed to pay ComEd to move their line. Director Thomas explained that the
City Attorney is also looking into the City’s franchise agreement with ComEd to
see if there is a requirement to have to pay ComEd for this type of work.
Alderman Moreno inquired about the choice to plant grass on the bluff. Director
Thomas explained that it was necessary to plant a cover crop after the project
work is completed to assist in the overall stabilization of the bluff. Knowing that
the grass would not be sufficient, the decision was made to seek Cliff Miller and
Mariani for a landscape design. They will be planting long rooted materials that
fit their landscape design.
Chairman Tack made a motion to recommend awarding the construction bid to
Lake County Grading and the professional service agreements to AECOM and
Mariani Landscape, for the South Beach Access Road Project. Alderman Moreno
seconded the motion, which carried unanimously.
IV. DISCUSSION OF FOOD SCRAP RECYCLING – DAN MARTIN
Superintendent of Public Works, Dan Martin, explained that back in May, Lake
Bluff and Highwood made some changes that gave their residents an
opportunity to food scrap. Chairman Tack inquired about the reasoning behind
implementing a food scrap program. Superintendent Martin explained that these
programs are implemented with the goal to divert more solid waste from the
landfill. Director Thomas explained that City staff is interested in obtaining real
numbers from both Highwood and Lake Bluff to see if these communities are truly
diverting more waste from their regular refuse and what the cost and / or savings
are. Superintendent Martin explained that the City currently offers a way to at
home compost. The City offers residents the opportunity to purchase home
composting Earth Machines. There is very little, if any, City cost to implement
these Earth Machines if a resident is interested in purchasing one. The Sanitation
Section keeps the machines in stock and will deliver a machine to a resident’s
home. He explained that the cost to purchase the Earth Machine through the
City is $55. Home Depot is currently selling the machines for $100. To date, 148
Earth Machines have been purchased through the City. He explained that the
Earth Machines are advertised on the City’s website and also through the City’s
quarterly dialogue. These at home compost machines gives residents who are
truly interested in food scraping, an opportunity to food scrap and compost at
home. Superintendent Martin explained that according to City Sanitation
employees and City administrative staff, there has not been much demand from
residents for a more robust food scraping program.
Superintendent Martin then explained Highwood and Lake Bluff’s food scraping
program. He explained that Highwood has a designated food scrap cart for
residents in addition to the regular refuse and recycle carts. This food scrap cart
was purchased for each of Highwood home. He explained that this program was
implemented as a pilot program back in May. As part of their food scrap
program implementation, Highwood’s collection service fees increased 25%. He
explained that different collection trucks are needed to collect the refuse,
recycling, and the food scraps in order to keep everything separated.
Superintendent Martin explained that Lake Bluff’s program is referred to as a ride
along program. Lake Bluff’s program allows for their residents to put food scraps
directly into yard waste bags. These food scraps need to mixed into a yard waste
bag that contains yard waste materials. This allows for the food scraps to be
collected with the yard waste. Lake Bluff collects the yard waste and food scraps
once a week. He explained that one potential challenge with this program exists
for homeowners who are under contract with a landscaping firm. These
homeowners are not necessarily producing any yard waste bags and therefore
would not be able to food scrap via the ride along program. He explained that
this is also a pilot program and City staff is interested in reviewing Lake Bluff’s
program data to see if their diversion rate has truly gone down. Director Thomas
explained that if the City was to look to implement a ride along program, the
City would first need to notify the IEPA. The City would also would have to work
with the Compost Center contractor who currently is contracted to grind yard
waste bags and the yard waste materials that the bags contain. The existing
contractor may not want food scrap materials processed and grinded in his
machine. Superintendent Martin explained that another potential issue, if the
City were to implement a ride along program, would be dealing with potential
rodents and other animals who may look to tear open the bags that are placed
at the curb for collection and / or reside near the Compost Center and use it as
a food source. Director Thomas explained that wet yard waste bags are another
potential issue. If a bag becomes wet, a Sanitation employee looks to pick up
the bag from the bottom to try to keep that bag intact. However, bags still do
break. It’s not much of an issue when leaves, grass clippings, and sticks spill out
on to road or driveway, but it may be a larger issue if those bags contain food
scraps.
Alde rman Moreno explained that yard waste bags containing food scraps, if not
managed correctly by a resident, can become unsightly and also pose a health
risk. Alderman Rummel inquired about food scrap material and if those materials
are biodegrading at a refuse landfill already. Director Thomas explained that
many of these materials will breakdown at a landfill. The reason these
communities most likely implemented these programs is to bring down their
refuse diversion rates. SWALCO has identified a reduction in community diversion
rates as a goal for 2020. Director Thomas explained that staff is recommending to
continue to monitor existing community food scrap programs. He explained that
it is important to monitor and learn what challenges and benefits are received by
implementing a food scrap collection program. He explained that the City will
continue to advertise and offer the at home composting Earth Machines to
residents at a reduced rate, and will continue to encourage recycling. Chairman
Tack inquired if the Water Reclamation District has any issue in residents utilizing
garbage disposals to dispose of some food scraps. Director Thomas explained
that they have not in the past. The microorganisms that those materials attract
help in managing the sludge. Alderman Moreno explained that she has actually
purchased an Earth Machine and that her garbage that is produced at her
home has gone down by 50%. Superintendent Martin explained that the City will
continue to advertise the Earth Machines and hopefully residents interested in
composting will look to purchase one.
V. NEXT MEETING – WEDNESDAY, SEPTEMBER 20 OR 27, 2017 – 6 P.M. @ MS
Director Thomas explained that he had a few other updates to bring to the
Committee’s attention. Director Thomas explained that staff would like to bring
the topic of Fire capital equipment to the next Public Works Committee meeting.
Chairman Tack explained that there is a lot of information that needs to be
reviewed by the Committee in order to have an effective conversation on Fire
capital equipment. The Committee will have to examine the calls the
Department is currently handling and take into consideration the future of the
City’s Fire Department in order to determine a necessary capital equipment
purchase. Alderman Rummel explained that there is organizational push at the
County level to consolidate fire service. She explained that the Committee will
need to have a very high level view of all the Fire Department conversations and
issues when discussing the purchase of capital equipment.
Director Thomas then provided the Committee with an update on the City’s
Water Fund Revenue. Director Thomas explained that the City’s Finance Director,
Elizabeth Holleb, put together a brief report for the Committee to review. He
explained that water sales are down but revenue has increased a little due to
the change in the water rate structure. Alderman Moreno inquired if staff had
received any comments from residents in regards to the newly implemented
pension fee that appears on a homeowner’s water bill. Director Thomas and
Superintendent Martin explained that thy have not received any comments from
residents. Alderman Rummel inquired about terminating a resident’s water
service if a resident fails to pay the pension fee. Director Thomas explained that
he would follow up with the City Attorney to find out the answer to Alderman
Rummel’s question.
Director Thomas then provided the Committee an update on stormwater fees.
He explained the City Manager Kiely had a meeting with many other Lake
County City Managers on this topic. City Manager Kiely learned that many other
Lake County municipalities have implemented a stormwater fee. Chairman Tack
asked staff to further explain stormwater fees. Superintendent of Engineering, Bob
Ells, explained that it is similar to a resident’s water bill, in how revenue collected
from that bill helps to maintain water infrastructure. He explained that stormwater
utility fees generate revenues for municipalities to help maintain stormwater
infrastructure. He explained that the City’s stormwater system does not have a
dedicated funding source. Communities look to implement a stormwater fee in
order to obtain a revenue stream to fund stormwater related projects. He
explained that every year more and more communities in Lake and Cook
County are beginning to implement this kind of utility fee. Superintendent Ells
explained that implementing this type of fee does pose a challenge in
determining the fee structure. He explained some communities utilize special
formulas to account for property lot sizes and impervious surfaces. He explained
that other communities utilize a flat fee. Chairman Tack explained that he felt as
though the Committee would have to be very careful in discussing the creation
of a new fee after City Council just approved the new pension fee. Alderman
Moreno agreed and explained that she felt as though it would be a good idea
to revisit this topic in the future. Alderman Rummel agreed with Chairman Tack’s
and Alderman Moreno’s comments.
Alderman Rummel then requested an update on the Beverly ComEd issue.
Director Thomas explained that an onsite meeting with ComEd engineers was
scheduled for this upcoming Friday.
Alderman Rummel also requested that the previous meeting minutes be
corrected in regards to the name of the resident who attended the last meeting.
She explained that his first name should read J. instead of Joseph.
VI. ADJOURNMENT
Chairman Tack moved to adjourn the meeting of the Public Works Committee at
7:24 P.M. Alderman Moreno seconded the motion, which carried unanimously.
Respectfully submitted,
Jim Lockefeer Jr.
Management Analyst