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PUBLIC WORKS COMMITTEE 2017/09/25 MinutesPUBLIC WORKS COMMITTEE MEETING MONDAY, SEPTEMBER 25, 2017 – 6:30 P.M. MUNICIPAL SERVICE BUILDING SAVANNAH CONFERENCE ROOM I. ROLL CALL/CALL TO ORDER Chairman Stanford Tack called the meeting to order at 6:30 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; Robert Kiely, City Manager; City Engineer, Dan Strahan; Scott Griffith, Lake County Stormwater Commission Regulatory Engineer Supervisor and Jim Lockefeer, Management Analyst. II. APPROVAL OF THE JULY 19, 2017 PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Rummel requested that the resident on Beverly J. Pridmore be corrected to “Jay” Pridmore. Chairman Tack moved to approve the July 19, 2017 Public Works Committee meeting minutes as corrected. Alderman Rummel seconded the motion, which carried unanimously. III. STORMWATER MANAGEMENT • REVIEW OF STORMWATER MANAGEMENT POLICY Director Michael Thomas explained that on March 7, 2016 City Council approved the Stormwater Management Policy. The policy was reviewed and discussed by the Public Works Committee prior to its approval. The policy allows residents to raise issues or concerns about stormwater through an established process. The policy also highlights how the City prioritizes stormwater concerns. The highest priority is basement sanitary back-ups. Street flooding and yard flooding then follow. Director Thomas explained that City staff will meet with residents if they bring up a stormwater concern. If the stormwater issue is found to be a City related issue, the issue will looked to be addressed with funds from the operating budget or by planning for the project through the Capital Improvement Project process. If City staff believes that the issue is a private homeowner issue then staff will recommend that the resident pursues the services of a civil engineer, landscaper, and/or a plumber to address their flooding concern. Director Thomas explained that residents are also presented with the opportunity to bring the issue to the Public Works Committee. The Public Works Committee can then make their recommendation to staff how they would like to proceed with the flooding issue. Director Thomas explained it was very important to have a set process in place for when flooding issues arise. Alderman Moreno inquired about the section on Illinois Drainage Law and who has the final say if someone is not in compliance with the law. Director Thomas explained the City Engineering Section will notify residents via a US postal mailing if they believe a homeowner is not in compliance with the law. He explained that City staff is currently working with a resident on S. Green Bay Road whose neighbor constructed a berm in their backyard. The neighbor believes that this berm is impeding the flow of water and causing more water to spill into their backyard and subsequently their basement. City Engineer Dan Strahan explained the court system is what ultimately decides and determines if an issue is or is not in compliance with the law. Lake County SMC Engineer Scott Griffith explained that adequate downstream capacity is a key factor in determining if there is adequate downstream capacity. He explained that local enforcement officers play an important role in helping to make this determination. City Engineer Dan Strahan explained that City Engineering Supervisor, Brian Joyce, is the Lake Forest Enforcement Officer. Alderman Moreno inquired if the policy could be modified to include language that would explain this further. City Manager Kiely explained that the language can be updated and a draft could be sent to the Committee. Alderman Moreno inquired about sending water to a stream that is already at capacity. City Engineer Dan Strahan explained that design standards for storm sewer in Lake Forest and our surrounding area typically are designed for a 10- year storm. He explained that this meant there is a 10% chance of this type of event occurring on a given day. He explained that what Lake Forest experienced back on July 12, 2017 was a 100-year storm. A 10-year storm sewer is not designed to handle the amount and intensity of rain that falls for a 100-year storm event. When this type of event occurs there will be overland flooding. Chairman Tack explained that is important to hold to the policy process as residents and neighborhoods share their flooding concerns and expectations with City staff and the Public Works Committee. • REVIEW OF NOVEMBER, 2014 STORMWATER DRAINAGE STUDY – MICHAEL THOMAS & BOB ELLS Director Thomas explained that the City engaged Baxter and Woodman back in 1991 to conduct a City Stormwater Study. Baxter &Woodman were engaged again in 2001 and then again in 2013. The purpose of these studies is to obtain an objective analysis of City stormwater issues. They focus on areas in the City that can be improved via storm sewer improvement projects. Baxter & Woodman met with the City’s Water and Sewer and Engineering staffs in the fall of 2013. Baxter & Woodman analyzed and ran various models with the City’s existing storm sewer infrastructure. They came back and produced a report that contained a list of prioritized storm sewer improvement projects. The report and priority list was presented to the Finance Committee in fall of 2014. The Finance Committee, recognizing that these types of projects are very expensive, agreed that a project would be completed every third year. The reason for this frequency was because every third year the street resurfacing program is paid for via Motor Fuel Tax Funds. Those funds make available approximately $1 million dollars that would be typically spent for the street resurfacing program. This was City Council’s way of deciding how these types of projects would be funded. Director Thomas explained that the current Fourth Ward storm sewer project was just completed over the summer and the next project to be completed will be the Forest Hill, Timber, and South Green Bay Project. Director Thomas explained that in addition to the ravines reviewed in the 2014 study, City staff this past summer, conducted a full inventory and evaluation of the ravines. Approximately 30 areas were found that had some sort of ravine bed jam. Access to these areas is very challenging. This is another area where potential funding sources need to be further researched. Superintendent of Engineering Ells explained that these drainage studies occur approximately every ten years. He explained that a good amount of input is received from City Water and Sewer Section staff, who in many ways see first-hand the areas that experience heavier flooding. He explained that there are currently 11 projects identified. If the City continues to complete these projects every third year, the project completion pace will take 33 years to complete. He explained that these are all major projects. There are examples of other smaller projects that City staff has completed through point repairs and other maintenance. Chairman Tack inquired about the average dollar amount that becomes available every three years to complete these projects. Superintendent Ells explained that it does vary however it is usually around $1 million dollars. Chairman Tack asked how much the Baxter & Woodman studies cost. Director Thomas explained that the 2014 study cost approximately $110,000. Alderman Rummel inquired about South Green Bay Road, Old Elm and Timber and if during the July 12 event the area flooded. Director Thomas explained that it did. He explained that the Baxter & Woodman solution for this area is upgrading the existing 27” storm sewer on Old Elm and increasing it to 54” capacity. This will alleviate some of the overland flooding that area experiences. Director Thomas explained that once the creek fills up and is surcharged no water can enter into it until it goes down. City Manager Kiely requested that Director Thomas explain other potential funding sources for stormwater projects. Director Thomas explained that many municipalities in the area have adopted stormwater impact fees. These fees are sometimes based upon a property’s impervious surface. Some are structured as simply a flat fee. The money from the fee is specifically used for stormwater improvement projects. Director Thomas explained that some research has shown utilizing the impervious surface fee method can involve quite a bit of staff time in calculating a property’s fee. Superintendent Ells explained that Buffalo Grove just successfully adopted a fee that will bring in approximately $600,000 a year for storm sewer projects. The fee is not a very large amount per property. Alderman Rummel inquired about what the total fee amount per year looks like for a property owner in areas that adopted a flat fee. Superintendent Ells explained that he would estimate that to be around $200 to $300. Scott Griffith explained that Buffalo Grove is also using the fee funds for other stormwater related maintenance including stream bed maintenance. Alderman Rummel explained that she understands the benefit of the flat fee but explained that the idea of an impervious surface fee should also still be considered. She explained that less impervious surface should be encouraged. Chairman Tack explained that he could argue a small home on a small lot that has a great deal of impervious surface and could potentially be faced with much higher fees than a larger Lake Forest lot that has proportionally less impervious surface. Chairman Tack explained that he did not feel residents should be taxed for rainfall. He explained that City Council will most likely review this idea at a later date. Alderman Moreno explained that she would be open to looking at bond options to complete storm sewer projects along with a fee. This way residents can see that their fee is going to pay for the bond for the storm sewer projects. City Manager Kiely explained that back in the mid-2000s the City issued bonds for storm sewer projects. • DISCUSSION OF LEXINGTON / DEERPATH / CONCORD FLOODING ISSUE Management Analyst Jim Lockefeer provided the committee with background on the flooding issue. He explained that during the July 12th flooding event the residents in the Lexington area experienced significant yard and street flooding. He explained that he and City Engineer Dan Strahan met onsite with three Lexington neighbors following the flooding event. The neighbors felt strongly that there was a solution that staff should be able to discover and implement in order to solve the flooding issue. He explained that following the meeting with the residents, Dan Strahan produced an engineering report for the area. This report was mailed to neighbors in the Lexington Drive area. City Engineer Dan Strahan explained that neighbor observations indicated that there was an initial flash of flooding that occurred when the storm sewer could not keep up with the amount of rainfall that the area was receiving. That water had receded prior to then coming back up and flooding the streets and yards. He explained that at this point the creek had begun to fill up. He explained that the road is hydraulically linked to the creek through the storm sewer so water will back up through the storm sewer and find the same elevation via the roadway. Dan Strahan explained that this area is also located not only in floodplain but also in a floodway. He explained that for the area that is in floodway, it is very difficult to mitigate flooding. There were no obstructions observed downstream that caused additional flooding. He explained that it is difficult to recommend upsizing the storm sewer. A larger storm sewer would help to convey that initial flash of flooding however it would not help alleviate the flooding experienced after that initial flash. The water from the creek is going to find a way to get the same elevation that it is at in the creek via the lower roadway. He explained that if this neighborhood was developed today, none of these houses built in the floodway would be permitted to be built where they are now. Alderman Rummel inquired about if there was something on each homeowner’s title indicating if they were in the floodplain. Dan Strahan explained that there is. Superintendent Ells explained that if they have a mortgage they are also are required to be paying for flood insurance. Alderman Moreno inquired about what can be done to help these residents. Dan Strahan explained that homeowner efforts should be focused on floodproofing their homes. Superintendent Ells explained that another neighbor request was to pump the flood waters further downstream or into Open Lands’ property. Dan Strahan explained that the water will rise in the intersection as quickly as it is trying to be pumped out. Scott Griffith explained that the water will just be cycled. Chairman Tack inquired about elevating the road to a higher elevation. Dan Strahan explained that the water would still be filled within the floodplain and floodway. Elevating the road would result in more significant flooding in the areas between the road and the creek. Superintendent Ells explained that the homes between the creek and the road would experience much more significant interior flooding. Director Thomas explained that the neighbors were also upset with the response by City staff. He explained that during the July 12 event there were numerous calls coming into the City. When staff arrived to the Lexington area, street flooding was identified due to the surcharged creek. Staff observed the street flooding but did not go and knock on every resident’s door. They continued to respond to the many calls that were coming in from residents who were reporting significant basement flooding. Chairman Tack requested that staff put together information that responds to each of the neighbor proposals on how they believed the City should mitigate the flooding. He explained that it needs to be explained that these homes are in the floodway and during major storms they can and should expect significant street and yard flooding. He explained that unfortunately the flooding experienced cannot be mitigated through any sound engineered solutions. City Manager Kiely explained that another solution staff explored was the FEMA home buyout program. FEMA will buyout homes that experience repeated significant interior flood damages. However, this criteria does not necessarily apply to the homes in the Lexington area. Scott Griffith explained that it is repetitive loss program. FEMA will pay 75% of the buyout costs and a local agency will pay the remaining 25%. Superintendent Ells explained that in many cases FEMA is looking for 1st floor flooding damages. Director Thomas explained that from what staff had heard from the residents who reported basement flooding on Lexington and Concord, that they would probably not be considered for a buyout. • REVIEW AND APPROVAL OF LAKE COUNTY’S ALL NATURAL HAZARDS MITIGATION PLAN (ANHMP) Superintendent Ells explained that the County will be submitting this plan to FEMA. The County is required to do so every five years. He explained that the County is seeking a resolution from the City to support and adopt the plan. He explained that adopting the plan will not cost the City any money or require the City to complete any major projects. If the City does not adopt the plan the City would no longer be eligible for many FEMA programs like the buyout program previously discussed. Chairman Tack inquired if this is something that the Public Works Committee approves and then sends on to the City Council. City Manager Kiely explained that it would be beneficial if the Committee were to endorse the plan prior to going to City Council. Alderman Rummel moved that the Public Works Committee endorse the plan and recommend the plan for City Council approval. Alderman Moreno seconded the motion. The motion carried unanimously. • DISCUSSION OF 605 TIMBER LANE STORM SEWER ISSUE Superintendent Dan Martin explained that the resident at 605 Timber experienced basement flooding during the July 12th flooding event. A site inspection occurred with City staff and it was determined that water entered into the basement due to their private 6” storm line being surcharged during the event. It was also found that the grading of the yard is pitched towards the home. Staff recommended some regrading of the yard so that the water would go around the home and into the street instead of heading into the window well where the water entered into the basement. Superintendent Martin explained that this meeting was like many of the other flooding consultations City staff has conducted. The flooding experienced was not due to any failing City storm sewer system. The resident needs to take additional private floodproofing measures. Chairman Tack inquired if doing anything to the Old Elm sewer would have an effect on the flooding the resident experienced. Superintendent Martin explained that it would not. Chairman Tack asked if the storm sewer on N. Timber were enlarged would it have an effect on this circumstance. Superintendent Ells explained that the overland flood water is coming from behind the resident’s house. It needs to move past her house in order to get to the road. Enlarging the sewer would not have stopped the resident from flooding. Scott Griffith explained that on October 19th Lake County SMC will be holding a floodproofing workshop and expo at the Libertyville Sports Complex. IV. DISCUSSION OF WHISPERING OAK’S SIDEWALK EXTENSIONS Superintendent Ells explained that the request for this topic came from a resident in the Whispering Oaks area. He passed around a map that showed the current Whispering Oaks sidewalks. He explained that some of the sidewalks on both sides of the street were not connected to the street for reasons unknown to staff. He explained that the developer for the area was not required to build any sidewalks at the time the area was being developed. He explained that for whatever reason the developer constructed sidewalks on both sides of the street, were in other locations no sidewalks at all were built. He explained a cost estimate was put together by staff to extend the existing sidewalk to the street. Total estimated cost is approximately $143,000. Alderman Rummel explained that in driving around town she has seen some areas that may have had recent sidewalk to road connections completed. Superintendent Ells explained that there is some new sidewalk that can be found across the City however, that sidewalk is part of the City’s annual sidewalk replacement program. Alderman Rummel inquired if the project could be phased in over a five year period. Chairman Tack explained that it may make sense to make sidewalk extensions a part of the annual sidewalk replacement program. Director Thomas explained that one potential issue with including the sidewalk extensions in the program is setting a precedent. He explained that in the past a project like this would be viewed internally by City staff as a special service area. City Manager Kiely inquired about realigning the engineering sidewalk replacement policy to Chairman Tack’s point. Alderman Rummel explained that these unconnected sidewalks also pose a safety issue. Chairman Tack inquired if there was a City Policy in place that would require any new developments to install sidewalks that connect all the way to City streets. Superintendent Ells explained that sidewalks in any new development would be required to be connected. Director Thomas explained that the current policy will be reviewed and updated to capture tonight’s discussion. V. UPDATES • ARBOR RIDGE HOA POND DREDGING Director Thomas explained that the Arbor Ridge HOA has a handful of ponds that they maintain. Last year the HOA came to the City to request the use of the property just north of Fire Station II to store their dredging bags. The City attorney put together an agreement that the HOA has agreed to which included listing the City as additionally insured. The HOA has been very cooperative and will be placing a chain linked fence around the bags. The process should take approximately three weeks. The bags will drain to the adjacent storm sewer over time. The bags will remain in that location over the winter months and should be removed sometime in the late spring. • BEVERLY COMED ISSUE Superintendent Martin explained that at the last Public Works Committee meeting Assistant to the City Manager Mike Strong had reviewed the issue. As a follow up from that last meeting, City staff met with ComEd engineers onsite. As a result of that meeting, options and costs associated with those options, have been prepared to be presented to the residents at a special meeting tomorrow (September 26, 2017). He explained that the residents will have an opportunity to ask questions and comment at the meeting. Representatives from ComEd and City staff will be in attendance at the meeting. • 4TH WARD STORM SEWER PROJECT Superintendent Ells explained that the entire sewer installation and landscape restoration is complete. He explained that for the most part, driveway restorations have been completed with the exception of a few driveways with brick pavers. Those driveways will be restored soon. The next step will be the milling of the street in preparation for an asphalt overlay of the streets that were affected by the project work. Five replacement trees will also be replaced. In another week the project should be completed. Director Thomas explained that the residents were very understanding and great to work with on the project. • WAUKEGAN & EVERETT INTERSECTION Superintendent Ells explained that the project has been around for many years due to the lack of funding. He explained that preliminary engineering for the project was completed a few years ago and that those plans were approved by IDOT and Metra. Different grant opportunities have been explored and applied for, for Phase II engineering and construction. The total for both is approximately $2.2 million. He explained that the project is on the Lake County list for their Surface Transportation Program (STP funding). The STP list last week was revamped. He explained that money for the project is available today through Lake County. He explained that the next step is to begin the RFP process to select a consultant to complete the Phase II design. The selected consultant will complete the agreement that is required to go to the State. Once the agreement makes its way through the State, that money will be released for the project’s Phase II design and construction. He explained that it will take approximately six to eight months to complete the Phase II design and approximately four months for the agreement process. Chairman Tack inquired about when the City would need to commit the funding for the project’s Phase II design and how much that design will cost. Superintendent Ells explained that the design will be slightly over $200,000. He explained that the cost has been in the City’s Capital Improvement Program and labeled as grant dependent. City Manager Kiely explained that the project would be upgraded to a priority one now that grant funding has been secured. Chairman Tack inquired about how this project could potentially affect the proposed Waterway project. Superintendent Ells explained that a very small amount of right of way would be needed from the owner of that property. Waterway has been told that if they progress to the next level that the City would require this right of way. It will have no other effects including any effects on traffic. • SOUTH BEACH ACCESS ROAD Director Thomas explained that the project is going very well. He explained that the contractor has been doing a fantastic job. He explained that the road has been graded to a point that now the watermain will start to be installed. The contractor is currently on schedule to complete the project by Thanksgiving. • FERRY HALL BRIDGE Superintendent Ells explained that the Ferry Hall Bridge project is also going very well due in large part to great work being completed by the contractor. The project is on schedule and set to be completed on November 22. VI. NEXT MEETING Director Thomas explained that the Lexington area neighbors are interested in attending the next meeting to review the engineering report with the Committee. The Committee agreed that they would meet next on October 24 at 6:30 pm. Alderman Rummel requested that notice be sent to the Lexington area neighbors. VII. ADJOURNMENT Chairman Tack moved to adjourn the meeting of the Public Works Committee at 8:41P.M. Alderman Rummel seconded the motion, which carried unanimously. Respectfully submitted, Jim Lockefeer Jr. Management Analyst