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PUBLIC WORKS COMMITTEE 2017/11/21 MinutesPUBLIC WORKS COMMITTEE MEETING NOVEMBER 21, 2017, 7:00 P.M. – 9:00 P.M. GORTON COMMUNITY CENTER – AUDITORIUM I. OVERVIEW OF THE CITY’S STORM SEWER SYSTEM & 2017 FLOODING – MICHAEL THOMAS * The meeting began at 7:00 P.M. Alderman Rummel and Alderman Moreno were present. Chairman Tack arrived at 7:15 P.M. 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; Dan Strahan, City Engineer; John Varner, Water and Sewer Supervisor; Cathy Czerniak, Director of Community Development and Jim Lockefeer, Public Works Management Analyst. There were approximately 30 residents present. The meeting was not officially called to order until after this topic concluded at 8:33 P.M. City Manager Bob Kiely began the meeting with a few opening remarks on the topic. He explained that Lake Forest experienced two very significant flooding events in July and October of 2017. He explained that while he wished there was an all-encompassing solution to solve the flooding many residents experienced, he stated that there was not. He explained that the purpose of this evening’s storm water and flooding topic is to begin a joint learning process between residents and the City. He noted that the purpose of tonight’s meeting is not to address individual issues. He explained that residents can meet with staff on an individual basis, at their properties and homes, to discuss those individual issues. He explained that the Director of Public Works, Michael Thomas, will review a presentation on the City’s storm sewer system and the flooding the occurred in July and October. The Committee will then make any comments or ask any questions that they have. After that, the Committee will allow an opportunity for public comment and questions. The Committee will then make any closing remarks. The Committee will then conclude the discussion topic and allow an opportunity for meeting attendees to leave if they wish, prior to continuing on with the regular Public Works Committee meeting. He explained that if anyone is interested in signing up for a flooding consultation, staff will be available in the Stuart Room with request forms for interested residents to fill out. Director Thomas began by providing an agenda of his presentation. Director Thomas explained that City staff is aware that there are certain neighborhoods that are interested in meeting with staff to review their area specifically at a later date and time. Director Thomas reviewed a few potential dates that staff was available to meet. He explained that staff will continue to work on coordinating these neighborhood meetings. Director Thomas then reviewed a short video of significant yard flooding. He explained that this video was of his backyard during a storm that occurred back in 2016. He explained that he experiences this during every very heavy rain event including during the July 2017 & October 2017 flooding events. He explained that he has taken some of his own floodproofing steps to ensure the water moves around his home to avoid basement flooding. Director Thomas then reviewed rainfall data. He reviewed a line graph that showed the past monthly 10-year rainfall average and the recorded 2017 monthly rainfall. He explained that in June, July and October of this year, the City received double the average 10-year rainfall. Director Thomas then reviewed a chart on how rain events are classified. He explained that the July event was classified as a 100-year event. He explained that this meant that there was a 1 in 100 chance of a storm of this intensity occurring. He explained that these events are classified based on rates. The rate is the amount of rain over the time period that the rain fell. He explained that the City’s entire storm sewer system is designed to handle 10-year events. This design standard is very typical and is found in many of Lake Forest’s surrounding communities and throughout many other communities located in the Midwest. Director Thomas explained and reviewed various scenarios of different rainfall totals falling at different intensities. He then explained in a given scenario whether or not the City’s storm sewer system could handle the event or not. He explained that when a storm exceeds a 10-year event, there will be overland flooding. Director Thomas then reviewed a chart that featured different rain events over the past seven years. The chart featured the event date, rainfall amount, duration, and the number of reported flooding incidents. The July 12, 2017 and October 14, 2017 events were featured on this chart. Director Thomas explained that the July 12, 2017 storm was considered an event over a 100-year storm. The October 14, 2017 event was considered a 50-year event. Director Thomas then reviewed the City storm sewer system. He explained that there is 219 miles of City storm sewers. The City’s Water and Sewer Section, supervised by John Varner, has eight fulltime employees that are tasked with maintaining the City’s water, storm, and sanitary sewer systems. He explained that each of these systems are completely separate from one another. Director Thomas explained that since 1990 the City has worked with the independent engineering firm, Baxter & Woodman, to produce three drainage studies. The studies are road maps for City staff to identify potential storm sewer projects in town. The latest study was completed in November of 2014. The 2014 study along with staff input, was then brought to City Council for their review in 2014. City Council decided to complete a major storm sewer project once every three years. He explained that City Council is tasked to approve the City’s Capital Improvement Projects. Each year the Capital Improvement Project fund has approximately $3 to $3.3 million dollars per year for roads, bridges, storm sewers, City buildings and City equipment. The City just completed a storm sewer project in the 4th ward that cost $1.2 million. He explained one storm sewer project takes a very large chunk out of the Capital Improvement Project Fund. Director Thomas explained that City staff often hears from residents that larger storm sewer pipes need to be constructed. He reviewed a City staff obtained estimate from Baxter & Woodman that estimated a 50-year and 100-year storm sewer system at $559 million and $640 million respectively. The cost per household to complete this type of construction would be $80,000 to $95,000. Director Thomas explained that such a scenario is cost-prohibitive. He explained that even if the City were to complete this work it would not solve all the flooding issues. Director Thomas then reviewed a map of the watersheds that are located within Lake Forest. He noted that the east side of town drains via the ravines to the lake. The next area to the west drains to the East Skokie Drainage Creek. The next area, northwest Lake Forest, all drains to the West Skokie Drainage Creek. The final area, the southwest area located in the 4th ward, flows under the toll road to another separate creek. Director Thomas then reviewed a more regional map of the watersheds that showed Lake Forest and many other surrounding communities. He explained that the challenge is many of the City’s surrounding communities drain to the exact same creeks. Director Thomas then showed and explained a picture of an East Skokie Drainage Creek storm sewer discharge outlet. He explained that when the creek is surcharged and above the level of the storm sewer pipe’s discharge outlet, storm water is unable to enter into the creek until the creek level falls below the level of the storm sewer discharge outlet. So when the creeks are full, that is when the City will experience overland flooding. Director Thomas then reviewed the City’s stormwater management policy that was adopted by the City Council in March of 2016. He explained that the Public Works Committee worked on the policy for over a year and recommended the policy for City Council approval. The policy outlines flooding priorities noting the following priorities in order by importance: basement sanitary flooding, basement stormwater flooding, street flooding, and yard flooding. He explained that while basement storm water flooding is a major concern, it is a private property issue. The policy also outlines a process for residents to bring storm water concerns to the Public Works Committee to request further investigation. Director Thomas explained that the City does offer free flooding consultations. A resident can call Jim Lockefeer to coordinate a meeting. A representative from the City’s Water and Sewer and/or Engineering Section will come out to a resident’s property to offer floodproofing suggestions. He then reviewed City staff findings from 92 flooding consultations that had already been completed. Staff found numerous private property issues of storm water entering through window wells, foundation seepage, floor drains, and sump pump failures. Director Thomas then reviewed a heat density map that showed where in Lake Forest the most flooding calls were received during the July 12, 2017 and October 14, 2017 events. He reviewed a total of seven high density call areas by reviewing a slide for each area. Director Thomas reviewed the first area of Farm, Hackberry, Wilson, and West Fork. He explained that a major storm sewer project was completed last month. He explained a map that showed how the stormwater in this neighborhood was flowing to one pipe under the toll road west to the creek. Once that creek is full, City pipes will back up as well. Director Thomas explained that City Water and Sewer staff was able to visually see the pipe under the toll road and it was completely open. He then explained the next area of S. Green Bay, Forest Hill, and Timber. He explained that this was the next storm sewer project area that is scheduled for the summer of 2021. This area will see some storm sewer capacity increases. The next area, Washington and Frost Place had multiple reports of sanitary basement flooding. He explained that the sanitary system in this area was surcharged. City staff believes that there is stormwater infiltration, through resident systems, in the sanitary sewer system which is causing the system to surcharge during large rainfall events. He explained that the City has a yearly sanitary sewer lining program that is intended to protect the City’s sanitary sewer from stormwater infiltration. If a sanitary sewer is lined it can still be infiltrated with stormwater via homeowner sanitary laterals. There may also be homes in this area that have their sump pumps or down spouts tied into their own sanitary laterals. This results in in the sanitary sewer being surcharged with stormwater when there should not be stormwater in the sanitary sewer system. Director Thomas then reviewed the next area of Burr Oak and N. Western. He explained that the stormwater in this area flows into one pipe that makes its way under the railroad tracks past Lake Forest’s High School campus, where it then discharges into a ravine. That pipe became surcharged during the July and October events. He then reviewed the Lexington, Concord, and W Deerpath area. He explained that in July the residents in this area received very significant yard and street flooding. He reviewed a map of the floodway that is located in this area. Director Thomas explained that the residents have requested meeting with representatives of the East Skokie Drainage District and that staff will look to coordinate and schedule this meeting. Lane Lorraine, Regency, Gage, and Burton was then reviewed. Water and Sewer investigated the storm sewer located on Lane Lorraine and found very minor roots at the end of the system. The amount and size of the roots was not very significant and did not block the flow of storm water. He explained that the storm sewer system makes its way under Route 41 and under the Union Pacific Railroad tracks, east into the East Skokie Drainage Creek. He explained that residents in this area feel as though the hospital may have caused these flooding issues. He explained that the City Engineer is working on producing a final report. Staff will then coordinate a meeting with the residents of Lane Lorraine and the hospital to view the report. He explained that it is staffs current belief that the hospital is not causing any additional flooding. Director Thomas then reviewed pictures of Route 41 and Union Pacific culverts that were obstructed. Water in these areas need to drain east. Since the culverts are obstructed water is moving south. That is why the hospital and these neighborhoods are flooding. The President of the hospital and the City Manager have written a letter to IDOT and Union Pacific about the obstructed culverts. This is an issue staff will continue to work on addressing. The next area Director Thomas reviewed was Mellody and Ridge. He explained that staff has already met with a number of residents in this area. Stormwater in this area flows under Route 41 to the East Skokie Drainage Creek. Director Thomas explained that there will be a State project occurring at Deerpath and 41that will hopefully help alleviate some flooding of the underpass. Director Thomas then discussed resident basement and yard floodproofing measures. He started by explaining basement floodproofing measures. He noted the importance of a battery backups for sump pumps. Many of the houses City staff has been to for flood consultations did not have a battery backup sump pump. He explained that if a sump pump is tied to the City storm sewer it was important to have an air gap. If the City’s storm sewer is surcharged this will allow the sump pump to discharge onto the ground outside via the air gap and not back up into a basement. He explained that it is important that the grading located under the air gap is pitched away from the foundation. He explained that it is also important to clean window well drains of debris and cover them if water is entering the basement through any window wells. Homeowner owned sanitary sewer lines should also be inspected and, if necessary, rodded on a regular basis. If a home continually experiences sanitary backups, a check valve should also be considered. A check valve stops sanitary sewage from coming back up through a sanitary lateral. Director Thomas then explained yard flooding and that it is very important that a homeowner grades their yard properly to ensure water is directed around their home. He explained that rain gardens, rain barrels, and permeable driveways and patios are other options that residents can explore. Director Thomas concluded his presentation by explaining that there are a number of handouts available in the back. He explained that tonight’s PowerPoint presentation and the handouts will be made available online at the City’s website. Chairman Tack explained the ground rules for public comment. He asked that property specific questions not be asked. He explained that those are questions City staff will deal with on a case by case basis and that many resident flooding issues are very different. He explained that people will also be limited to three minutes. This gives people a fair amount of time to comment or ask questions. He explained that Public Works Committee has a regular meeting that will follow this topic once it is completed. He requested that meeting attendees also please be mindful of repeat questions. Chris Griffith, resident of 690 Rockefeller Road, commented about flooding in his neighborhood. James Jimenez, resident of 470 Lexington Drive, commented about the flooding that occurred on his property and in the neighborhood. Katie Jimenez, resident of 470 Lexington, commented about the flooding that occurred on her property and in the neighborhood. Ann Russel, resident of 720 Green Briar Lane, commented about the flooding that occurred on her property and the sanitary sewer system. Dominic Caringello, resident of 265 Woodland Road, commented on the flooding that occurs on his property and near the bridge. Michelle Dilease, the president of 1301 N. Western HOA, commented of the property flooding that occurred at the building’s parking lot and City’s emergency alert system. Mike Baum, resident of 1301 N. Western commented on the flooding that occurred at 1301 N Western. Robert Rasmussen, resident of 1120 Grandview Lane, commented on the flooding that occurred at his property. A resident of Ahwahnee Lane, who did not state her name, commented on the flooding that occurred on her property. Joseph McLoughin, resident of 830 Lane Lorraine, commented on sanitary lateral line check valves. Following the conclusion of public comments, the Public Works Committee took a brief recess to give meeting attendees the opportunity to leave the meeting if they wished. II. ROLL CALL/CALL TO ORDER Stanford Tack called the meeting to order at 8:33 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; Robert Kiely, City Manager; Mike Strong, Assistant to the City Manager and Jim Lockefeer, Management Analyst. III. APPROVAL OF THE SEPTEMBER 25, 2017 PUBLIC WORKS COMMITTEE MEETING MINUTES Alderman Rummel requested that the Beverly sidewalk discussion be revised to include a more accurate statement that sidewalks will be extended as part of the annual sidewalk program if the sidewalk panel is due to be replaced. Alderman Rummel moved to approve the September 25, 2017 Public Works Committee meeting minutes as corrected. Alderman Moreno seconded the motion, which carried unanimously. Alderman Rummel then inquired about the conversation on the stormwater management fee and issuance of bonds that occurred at the September 25, 2017 Public Works Committee meeting. Chairman Tack explained that the decision to create a new fee or issue debt is a conversation that would have to occur at the City Council level. Alderman Rummel inquired if a recommendation could come from the Public Works Committee. Chairman Tack explained that the Public Works Committee could ask the City Council to consider these topics. He explained that the topics have never been officially put on a Public Works Committee or City Council agenda. He explained that topic would need to be placed on an agenda with plenty of background information and research. Chairman Tack explained that he was personally very uncomfortable with the idea of a stormwater tax. He explained that he believed City Council should decide if they would like the stormwater fee topic as an agenda item. He explained that he would not be comfortable recommending a stormwater fee at the Public Works Committee level. Alderman Rummel inquired about when Chairman Tack’s idea can be introduced to the City Council. Chairman Tack explained that during a City Council workshop meeting would be a good time. Alderman Moreno agreed with that approach. She explained that City Council should also examine and discuss releasing City reserves for capital improvement projects immediately. Chairman Tack explained that the City Council just decided to release $1 million for the North Beach Access Road. He explained that there will also be monies left over for additional projects. Alderman Rummel explained that rainfall is getting worse and that she believes the current storm sewer system cannot handle the more consistent heavier storms. Director Thomas explained that upgrading storm sewer capacity allows the pipes to hold more water. He explained that a major project was completed in the 4th ward to increase capacity however that area will still flood in the future. Once the drainage creek in that watershed (west side of the toll-road) is surcharged, the storm sewer system will be unable to drain to the creek until the creek is no longer surcharged. It is important to note that these storm sewer improvement projects will help to alleviate flooding for certain storms however, when drainage creeks are surcharged, there will be overland flooding. City Manager Kiely explained that it is very important that City staff bring the most cost effective projects to the Public Works Committee and City Council. He explained that spending $1 million to sometimes alleviate the flooding of one or two homes would not be an effective use of City funds. He explained that City staff will need to evaluate what projects are the most cost effective and have the most beneficial impact on residents. He explained that a big part of stormwater is public education. He explained that the City received numerous phone calls from residents who explained that they took water in their homes and that the City needs to fix that issue. He explained that these residents need to help themselves by floodproofing their homes like many other residents who have already done so. He explained that for the Lexington area neighbors, staff is willing to meet with them to discuss floodproofing measure however, they live within a floodway. Staff can’t change the floodway. He explained that FEMA will actually look to buy out homes within a floodway if certain criteria are met and then demolish those homes. He explained that staff currently is not in the position to identify where City Council could complete the most cost effective projects if another $1 million dollars was released. Staff could prepare this information within a year from now. Alderman Rummel explained she was a proponent of smoke testing. Director Thomas explained that staff can identify potential areas that would benefit the most from smoke testing. Superintendent Martin explained that a sanitary lateral lining program would also be very beneficial in preventing sanitary sewer stormwater infiltration. Alderman Moreno inquired about the project on N. Western Avenue and the public comment on removing two storm sewer drains. Superintendent Martin explained that storm sewer drains were not removed but relocated to fit the new islands and parking stalls that were being constructed. The storm sewer system’s capacity did not change. Alderman Moreno inquired about the 1301 N. Western Avenue parking lot issue and if those residents can park in the CBD Metra parking lot. Assistant to the City Manager Mike Strong explained those tenants can park in the lot if they have a CBD parking permit. Chairman Tack explained that we do not know when flooding is going to occur. It can happen extremely quickly and can occur at night or in the very early morning hours. This makes it hard for people to plan ahead for an event like this. IV. UPDATE OF THE BEVERLY / COM ED ISSUE – MIKE STRONG Assistant to the City Manager Mike Strong explained that educating the residents who are affected by this issue is very important. He explained in September, 2017 approximately 12 residents attended the meeting that focused solely on this topic. He explained that Alderman Rummel, representatives from ComEd, and himself attended the meeting. He explained that he felt that many of the residents that attended the meeting did not know much about this issue. Since the meeting, ComEd has been meeting with residents at their properties to identify the poles that are owned by the property owner. He explained ComEd has been taking steps to work with the residents in the area, however ComEd is still unwilling to release the exact address list of property poles that are affected by this issue to the City. He explained that City staff is also working on a list of contractors that would work on customer owned poles. He explained that this is very specialized work and there are only two or three contractors that would complete this type of work. Assistant to the City Manager Strong explained that he believes some residents may have already done some work with contractors to bury their customer-owned lines. He explained that the result of this is that continuity for a potential special service area has been lost. He explained that a letter is going to be drafted with information and resources on who can work on high voltage poles that will be sent to affected properties. He explained that Mr. Hamann has also decided to petition the Illinois Commerce Commission on this issue. He explained that he has not heard much from Mr. Hamann on his efforts, but does know he has had conversations with the ICC. He also explained that in an effort to address this issue going forward and in making sure residents are aware that this issue exists at their properties, drafting a resolution has also been discussed by staff. The aim of the resolution would be to document the issue as it exists and outline that the issue is a private matter. He explained that a drafted resolution was given to the Public Works Committee tonight and he would request the Committee’s review and approval of the resolution at the next Public Works Committee meeting. He explained that the resolution is also an opportunity to show support to the residents affected by the issue. He explained that the resolution would also then be documented for each property by attaching a copy with each affected address’s house file. Alderman Moreno inquired about educating the real estate agents on this issue. Assistant to the City Manager Strong explained that staff can certainly do so and did something similar for the recent septic sewer code amendments. He explained that next steps will be inviting the same group of residents who were invited to the September meeting to the next Public Works Committee meeting. Alderman Rummel explained that she was in favor of this approach and that this is a major safety concern for the residents that are affected. She explained that she was very much in favor of showing the residents support for this issue. She explained she has had conversations with Mike Strong about residents participating on the City contract for tree trimming to help them keep branches clear of their poles and lines. She explained that this issue arises when a tree or tree branch falls onto the line. ComEd’s response time in helping a resident restore power after this occurs is very slow since this is a resident owned line. Alderman Rummel explained that overall the issue is a horrible situation. V. GAS LIGHT UPDATE – DAN MARTIN NEXT MEETING Superintendent Martin explained that at the November 13, 2017 Finance Committee meeting there was a discussion to allocate $35,000 to the gas light to LED conversion program. He explained that the full conversion program was entered in as a “1nf” in the capital improvement plan. He explained that it was very important to staff that even if the full conversion program was not approved, that the program could at least begin next fiscal year. The first year is not a fully funded year that was presented in the Capital Improvement Plan. He explained that the City’s Streets Section will be able to use the $35,000 and begin converting gas lights that are near existing electric street lights or other already existing electric infrastructure. He explained that Triangle Park is a perfect example of an area that staff will look to convert first because of the existing electric street lights and infrastructure along Walnut. Alderman Rummel inquired about how many gas lights were owned by the City. Superintendent Martin explained that there were 431 gas street lights owned and maintained by the City. Chairman Tack inquired if staff has selected the areas that are closest to existing electrical infrastructure. Superintendent Martin explained that staff already knows where many of these areas are but would also further study the areas prior to beginning any of the conversions. Chairman Tack explained that this conversation project is a great initiative because it will eventually save the City money. He explained that visibility on the current gas lights can also be an issue in certain neighborhoods. He explained that having the option to increase the brightness of the lights in some of the darker neighborhoods will also be a very good outcome of the project. VI. NEXT MEETING Director Thomas provided the Committee with an update on the Ferry Hall Bridge project and the South Beach Access Road project. He explained that the Ferry Hall Bridge project will be completed soon and that project will be completed on target. The South Access Road will also be completed on target. All that remains to be completed prior to the opening of the south beach access road is seed and blanket of the bluff and a ComEd electric line connection. The road should open next week. Director Thomas then inquired about when the Public Works Committee would like to meet next. Alderman Moreno proposed the week of December 11, 2017. The Committee agreed that Wednesday, December 13 at 6:30 P.M. will be the date and time of the next Public Works Committee meeting. Director Thomas explained that ComEd / Beverly issue will be first on the agenda followed by an update on the North Beach Access Road by Bill Weaver. He explained that he will then look to review the proposed FY19 Capital Equipment. Director Thomas explained that he would work to coordinate the meeting location. Alderman Rummel inquired about beginning the discussion of potential funding sources to help fund the backlog of storm sewer projects. Director Thomas explained that the conversation can potentially begin at a City Council meeting. Alderman Moreno explained that in order to engage City Council staff will need to be very specific about proposed projects for the next year. Chairman Tack explained that he would like to see projects that will resolve an issue to a reasonable degree. He explained that projects really need to be examined for cost effectiveness. VII. ADJOURNMENT Chairman Tack moved to adjourn the meeting of the Public Works Committee at 9:23 P.M. Alderman Moreno seconded the motion, which carried unanimously. Respectfully submitted, Jim Lockefeer Jr. Management Analyst