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