Board of Trustees

March 29, 2017 NOTICE The undersigned, Harriet E. Rosenthal, Mayor of the Village of Deerfield, pursuant to the provisions of Section 2-24 of the Municipal Code of the Village of Deerfield and 5 ILCS 120/2.2, does hereby call and give notice that the Mayor and Board of Trustees will meet as a committee of the whole at 6:30 p.m. on Monday, April 3, 2017 in the Council Chambers of the Village Hall, 850 Waukegan Road. An agenda for the committee of the whole is attached to this notice. The village clerk is hereby directed to: (1) forthwith deliver a copy of this notice to all village trustees; (2) post a copy of this notice of said special meeting not less than 48 hours prior to said special meeting at the village hall; and (3) supply copies of this notice to any news media which has filed an annual request for such notices. HARRIET ROSENTHAL, Mayor  Committee of the Whole Meeting April 3, 2017 Franz Council Chambers 6:30 p.m. 1. Call to Order 2. Roll Call 3. Public Comment 4. Discussion of Sanitary and Storm Sewer Home Inspection Program 5. Discussion of Traffic Signal Operations: Lake Cook Road at Pine and at Embassy Way 6. Adjournment  Memorandum DATE: March 20, 2017 TO: Mayor and Board of Trustees CC: Kent Street, Village Manager FROM: Andrew Lichterman, Assistant Village Manager SUBJECT: Sanitary and Storm Sewer Home Inspection Program Introduction The Village has been diligently pursuing efforts to reduce the amount of Inflow and Infiltration (I/I) that enters the sanitary sewer system. I/I typically occurs during wet weather events when storm water intrudes into the sanitary sewer system through sump-pumps, downspouts, leaking sanitary services, cross connections and cracks/joints in the sanitary sewer mainline, amongst other methods. Over the past several years, the Village has collaborated with outside engineering firms to study, locate, identify and reduce sources of I/I in an effort to mitigate impacts on residential properties, reduce our environmental impact and meet IEPA regulations. This memo will summarize findings from recent I/I studies, detail past efforts to reduce I/I, and outline the advantages and challenges associated with implementing a sanitary and storm sewer home inspection program. Past Findings and Efforts Since 2007, the Village has completed $1.8 million of investigatory work and $2 million in physical improvements as part of the I/I reduction program. This has included a variety of mitigation efforts including system wide flow monitoring, smoke testing, disconnections of approximately 600 private sector source of I/I, repair of several hundred manholes, comprehensive sanitary sewer cleaning and televising, and annual sanitary sewer point repairs and lining. These past efforts have resulted in an estimated 3 million gallons (or 12%) of I/I being removed from the sanitary sewer system during wet weather events. A full chronology of past I/I reduction efforts is enclosed with this memo. Program Goals Goal 1: Staff suggests that the principal reason to pursue I/I reduction is to prevent the Village’s two satellite wastewater facilities (Warwick Road and Deerfield Road Pump Stations) from operating during wet weather events and within operational parameters of the Water Reclamation Facility (WRF). Why: The Village has received indications from the IEPA that in the near future these satellite wastewater facilities will be prohibited from operating unless they undergo large-scale retrofits, essentially turning them into smaller versions of the Village’s WRF, which is believed to be cost prohibitive. The Village is obligated under the rules, regulations and operating permits of the USEPA to identify and eliminate extraneous sources of drainage into the Village’s sanitary sewage treatment system. How: It is estimated that an additional 3 million gallons of I/I needs to be removed from the system (primarily the northeast and northwest quadrants) in order to prevent the Warwick Road and Deerfield Road Pump Stations from operating. Goal 2: The reduction of I/I will marginally reduce operating costs at the WRF. Why: During wet weather events storm water enters the sanitary sewer system causing the Village’s WRF to unnecessarily treat storm water that otherwise would not require the disinfecting process. How: Removing 3 million gallons of water would reduce operating costs by approximately $3,000 per storm event. Goal 3: The reduction of I/I will help minimize the number of properties that experience basement flooding. Why: The sanitary sewage and treatment system is not intended nor designed to accommodate and treat runoff and drainage from rain water, storm water, ground water and other clear water discharges; and, excessive I/I drainage into the sanitary sewage and treatment system can cause or contribute to sanitary sewer backups and damage to private property. In particular, this can cause rainwater to enter homes through basement floor drains or other plumbing fixtures connected to the sanitary sewer system. How: The two satellite pump stations are excess flow stations that help mitigate against basement flooding. The Warwick Road station can hold 178,000 gallons of water before it begins to operate. The Deerfield Road station can hold 565,000 gallons of water before it begins to operate. If 3 million gallons of I/I is removed from the system (northeast and northwest quadrants), these facilities can continue to effectively serve as storage tanks providing relief for the Village’s sewer system during rain events, reducing sanitary sewer backups, yet still not triggering the pump stations to discharge wastewater into streams. Storm Sewer Connection Sanitary Sewer Connection Program Implementation On previous occasions, the Village Board has discussed the concept of implementing a closing ordinance to resolve illegal plumbing connections at the time of a real estate transfer. It is estimated that illegally connected sump pumps account for approximately 7.5 million gallons (or 30%) of the remaining I/I in the system; well in excess of the 3 million gallons that needs to be removed to achieve the principal goals noted above. Specifically, it is proposed that a sanitary and storm sewer home inspection program be implemented that requires illegal residential sump pumps to be disconnected prior to permitting the transfer of residential real estate in the Village. A case study was conducted and staff received a proposal for $5,000 to repair an illegal combination sump pump. The proposals for this type of work can vary greatly depending on a number of factors including if the basement is finished and the ability to access the home’s plumbing system. Illegal combination sump pump setup; servicing sanitary and storm water. 2 Estimated repair: $5,000 Staff offers the following key program concepts to be included in the implementation and enforcement of the sanitary and storm sewer home inspection program: Key Program Concepts  For single or two-family dwellings, property owners must obtain an inspection of the premises to verify there are no violations related to sanitary sewer or storm water connections.  The property owner must obtain the sanitary and storm sewer inspection before a final water bill reading will be conducted.  In the event that any inspection reveals a violation relating to sanitary sewer or water service connections, the Village will issue a written “Notice of Violation” within 5 days of the inspection.  Upon correction of any such violation, the property owner shall request a re-inspection of the premises’ sanitary sewer or water service connection for the purposes of obtaining a Certificate of Compliance.  A Certificate of Compliance is issued to the seller to verify the absence of any unpermitted drainage connections, before a seller can cause title to the property to be transferred in a real estate transaction.  The final water bill must be paid prior to the issuance of a Certificate of Compliance.  The fee for such inspection and re-inspection shall be established by the Corporate Authorities from time-to-time.  The Village may waive the need for an inspection if the premises has received a Certificate of Compliance within three years prior to a request for a final water bill. In summary, the program will require that homeowners pay their final water bill and have their sanitary sewer and water service connections inspected and brought into compliance before single and two-family dwellings in the Village can be transferred to a new owner. Resources and Challenges While the program offers many advantages to help the Village achieve their I/I reduction goals, it also presents implementation challenges. Transaction History The Village regularly experiences 300 residential real estate transfers annually; however, these closings are not spread evenly throughout the calendar year. Typically, there are one to two dozen real estate transfers during each of the fall/winter months, and three to four dozen real estate transfers during each of the spring/summer months. Given the volume of real estate transfers and the condensed number of closing in the months of April – September, staff does not have sufficient personnel to meet the anticipated demand for inspection services. Contracting for Inspection Services Based on preliminary proposals, it is estimated that contracting for 300 sanitary and storm sewer inspections would cost in excess of $150,000 annually. Staff contacted a limited number of engineering firms and plumbers to assess the market rate for providing such a service. Surprisingly, staff had a difficult time finding engineering firms and plumbers that were willing to conduct such inspections. However, staff did receive a proposal from an engineering firm that quoted an inspection rate of $500 (visual only) per property and $600 per property when dye- 3 testing is required. The quote includes the engineering firm allocating three inspectors for this purpose and coordinating all inspection schedules. Additional proposals will be solicited if this option is pursued. Alternatively, the Village could further explore the feasibility of completing sanitary and storm sewer inspection services in-house but, at a minimum, one additional staff person would be required to meet the demands of the program. Recordings Staff is coordinating with the Lake County Recorder of Deeds to ensure they can accommodate the Village’s program and preclude title transfers from occurring in the Village if sellers fail to provide a copy of the Village’s Certificate of Compliance. The County Recorder’s Office customarily relies on local transfer stamps to verify that all local laws and regulations have been met prior to recording real estate transactions. The absence of the Village’s own real estate transfer tax requires a new mechanism for the County to integrate into their system when verifying local compliance prior to the transfer of real estate. Program logistics would require further investigation with both the County Recorder’s and County Clerk’s Offices. Engineering Concerns Additional engineering impacts should be considered as I/I drainage is diverted and more clear water is connected directly to the storm sewer system or discharged overland. Numerous new direct connections to the Village’s storm sewer system could cause capacity issues and other unknown negative externalities. Similar consideration should be given to overland flow discharges as these could increase likelihood of neighborhood drainage issues, extended sitting/pooling of water, and obstructions to sidewalks and other public or private property. Alternatives Inspection Areas In lieu of or in addition to the sanitary and storm sewer home inspection program, the Village could establish “Inspection Areas” whereby the Village proactively inspects and verifies compliance of sanitary and water service connections in these designated areas regardless of whether or not the property is being transferred. If no violations were found, the Village would issue a Certificate of Compliance with no expiration date. Based on data from past I/I studies, staff could reasonably identify areas that are most likely to have illegal sump pump connections. Cost Share Given that approximately 4-5% of the Village’s housing stock is turned over each year, it is estimated that the proposed sanitary and storm sewer home inspection program would take 20-25 years to complete. As a means of accelerating the program, the Village may wish to offer a 50/50 cost share during the first two years of the program. Some residents may be incentivized to take advantage of the program and volunteer to have their home’s sanitary and sewer connections inspected during the limited time that a cost share is offered. Public Improvements Only It is estimated that if the Village continues to pursue public improvements as previously outlined in I/I engineering reports and proposed capital improvement plans, it would cost approximately $4.5 million to remove 3.5 million gallons (or 14%) of I/I from the sanitary sewer system. This work includes repairing manholes, leaking mainline sewers and defective sewer cross connections. Thus, by pursuing the proposed public improvements only, over 3 million gallons of I/I would be removed and the goals 4 outlined above, notably the need to stop operating the Warwick Road and Deerfield Road Pump Stations, would be achieved. Recommendation Staff recommends that the Village continue to pursue the reduction of I/I so that the Village’s two satellite pump stations will no longer discharge into streams, residential basement flooding is mitigated and the WRF operates more efficiently. Staff believes that 3 million gallons of I/I needs to be removed (northeast and northwest quadrants) and has offered a sanitary and storm sewer home inspection program along with alternatives to achieve this goal. Should the Board choose to pursue the sanitary and storm sewer home inspection program, some level of resources will be requested to implement the program. Additionally, if the Board directs staff to pursue the program staff will reach out to the local area Realtors (North-Shore Barrington Association of Realtors) and notify them of the program’s consideration and solicit their feedback in advance of a First Reading of an ordinance. Lastly, if the program is pursued, staff will meet with Lake County to refine the logistics related to recording deeds in compliance with the program rules and regulations. Conclusion The Village is obligated under the rules, regulations and operating permits of the USEPA to identify and eliminate extraneous sources of drainage into the Village’s sanitary sewage treatment system. The Village has been diligently pursuing efforts to reduce the amount of Inflow and Infiltration (I/I) that enters the sanitary sewer system in order to comply with environmental regulations. A significant portion (30%) of I/I is attributed to illegal private sanitary and storm sewer connections. The cost-benefit associated with pursuing a private disconnection program are complex and vary based on the different alternatives selected by the Board. Assistant Manager Lichterman and Public Works and Engineering Director Little and Deputy Director Phillips will be available at the April 3 Committee of the Whole meeting to review the proposal and answer questions. 5  INFLOW AND INFILTRATION CHRONOLOGY Year Project Contract Value Project Description Flow Monitoring 21 meters Village‐wide 2007 DEERFIELD 2007 FLOW MONITORING $101,963 and Bannockburn 2008 DEERFIELD 2008 FLOW MONITORING $9,944 Oxford and Margate Area Analysis 2009 DEERFIELD‐INFLOW/INFIL.REDUCTION PROGRAM $187,582 Smoke testing/manholes Northeast quadrant, GIS map updates, Detailed sewer ordinance review and recommendations 2010 DEERFIELD‐ WILLIAMS/CHESTNUT STORM $7,030 Storm sewer modeling Northwest quadrant smoke testing and manholes 2011/12 DEERFIELD 2011 INFLOW/INFILTRATION $207,880 Northeast targeted building inspection, GIS map updates Flow Balance Southeast quadrant smoke testing DEERFIELD INFLOW/INFILTRATION REDUCTION $115,003 Northwest quadrant targeted building inspection 2013 East Side Interceptor modeling, Flow Balance SEWER TELEVISE REDZONE $114,000 Televise sewers (payment 1 of 5) 3 Basins SW Quadrant and Highland Park smoke testing 410 homes private sector disconnection program DEERFIELD INFLOW/INFILTRATION REDUCTION $130,365 Dye flood set‐ups, GIS map updates, Flow Balance 2014 Red Zone data analysis SEWER TELEVISE REDZONE $114,000 Deferred payment for sewer televising under RedZone (payment 2 of 5) Southwest quadrant smoke testing and manhole inspections. Assistance with private sector DEERFIELD INFLOW/INFILTRATION REDUCTION $216,795 2015 disconnection program, Dye flooding, GIS map updates, RedZone data Analysis. SEWER TELEVISE REDZONE $114,000 Deferred payment for sewer televising under RedZone (payment 3 of 5) DEERFIELD INFLOW/INFILTRATION REDUCTION $39,605 Private sector disconnect program. RedZone data analysis SEWER TELEVISE REDZONE $114,000 2016 Deferred payment for sewer televising under RedZone (payment 4 of 5) SEWER TELEVISE VISU‐SEWER $350,000 Cleaning and televising incomplete sewers for ICOM3 DEERFIELD INFLOW/INFILTRATION REDUCTION $750,000 Sanitary Sewer lining and manhole repairs 2017 SEWER TELEVISE REDZONE $114,000 Deferred payment for sewer televising under RedZone (payment 5 of 5)  Memorandum Public Works & Engineering Department To: Kent Street cc: Barbara Little, P.E. Village Manager From: Robert Phillips, P.E. Deputy Director of Public Works and Engineering Date: March 14, 2017 Subject: Traffic Signal Operations Lake Cook Road at Pine Street Lake Cook Road at Embassy Way(formerly Heuhl Road) and Birchwood Avenue Background: In September of 1986 the Village Board approved a recommendation to limit turning movements at the intersections of Lake Cook Road at Pine Street and Lake Cook Road at Birchwood Avenue/Embassy Way (formerly Heuhl Road)-See attached Ordinance. The ordinance was designed to prohibit traffic from making a through movement at either intersection in the northbound or southbound directions. Essentially, only allowing vehicles to make a right turn or left turn movement from the side streets onto Lake Cook Road. At the time the ordinance was enacted, the intersection of Lake Cook Road at Embassy Way was under stop sign control. It should be further noted that this intersection was a “two way stop”, whereas Lake Cook Road was not required to stop. Since there are few gaps in traffic it would be difficult to exit the side street and cross a five lane highway under stop sign control. Therefore, for safety purposes the through movement prohibition was likely warranted at the time. The traffic signal at Pine Street was either already installed or was pending installation when the ordinance went into effect. Therefore, it is assumed that the impetus for the through movement prohibition was related to the potential for increased neighborhood cut though traffic resulting from a new development on the south side of Lake Cook Road. At the time, access to the Illinois Tollway was limited, and neither the Pfingsten Road extension nor the Lake Cook Road RR grade separation were in place. Therefore, it is logical to believe that traffic would cut through the neighborhood to access the Illinois Tollway (Deerfield Road interchange), eastbound Deerfield Road, or to avoid traffic delays on Lake Cook Road. Intersection Characteristics: Pine Street: Prior to the reconstruction of Lake Cook Road, 2012, the intersection had regulatory signs and pavement markings to identify the through movement prohibition as required by the 1986 ordinance. The south leg also had a physical barrier (porkchop island) as an impediment to through traffic. Upon completion of the highway improvement the County would no longer support regulatory signs or the physical barrier within their ROW. Therefore, the “pork-chop” island, regulatory (through movement prohibition) signs, and pavement marking were removed by the CCHD. Later, the Village installed the proper striping, outside of the County ROW, that would indicate a “left turn only” and “through-right” as possible movements. Though the ordinance prohibiting the through movement remains in place, staff feels that clear pavement markings that indicate the available movements are necessary. Currently, the intersection can accommodate all eight traffic phases, meaning that the geometrics support left turning and through movements on all four legs. Though the centerlines of the north leg and south leg of the intersection do not line up directly (are slightly offset), making the northbound through movement somewhat awkward, it does not appear to be problematic. The traffic signal does not currently have exclusive left turn movements for north and south legs of the intersection but could likely be modified by the Village, under permit with Cook County, to accommodate the left turn phasing. The lack of left turn phasing for the north and south legs of the intersection appears to cause motorists to hesitate when entering Lake Cook Road. This is likely due to the uncertainty of the next move of opposing traffic, through or right turn. The uncertainty may be causing side street traffic movements to be less efficient. A review of accident data between 2014 and 2017 identified 41 vehicular accidents at this location, none of which can be attributable to the north-south through movement. Therefore, any improvements completed by the Village at this intersection are strictly for the purpose of improving capacity, rather than safety. Birchwood Avenue/Embassy Way (formerly Heuhl Road): The intersection of Lake Cook Road and Birchwood Avenue/Embassy Way was originally designed as a two way stop, stopping side street traffic. In 2008 the Illinois Tollway implemented a widening project . The project impacted the overpass bridge and the intersection of Lake Cook Road at Wilmot Road (reconstructed as part of the Tollway’s efforts). At that time the Cook County Department of Transportation and Highways installed a temporary traffic signal at the Birchwood Avenue/Embassy Way intersection to assist traffic exiting the business park during construction of the Illinois Tollway widening project. The temporary traffic signal remained in place until 2010. At that time the County implemented a project on Lake Cook Road that included construction of permanent traffic signals at this intersection. The geometrics at this intersection do not currently support exclusive left turn phasing for the north and south legs. To provide the left turn phasing the Village would need to acquire property for the construction of left turn lanes and reconstruct the traffic signal, a process that would need to be approved by the County. Conclusion and Recommendation: The intersection of Lake Cook Road at Pine Street will accommodate all eight traffic phases, through traffic and left turn movements on all four legs. The operation of the current traffic signal is somewhat confusing, leading to undesirable traffic delays. The traffic pattern no longer appears to warrant a prohibition of through traffic. Traffic data does not exhibit an accident problem stemming from north- south through traffic. Staff recommends that the ordinance prohibiting through traffic be rescinded. Staff further requests to be given the authority to pursue the addition of left turn phasing for the north and south legs of the intersection, through the Cook County permit process. The intersection of Lake Cook Road at Birchwood Avenue/Embassy Way appears to be operating fairly well. The geometrics of the intersection will not permit left turn phasing for the north and south legs without land acquisition and the complete reconstruction of the current traffic signal. Staff requests that the ordinance for the through traffic prohibition be rescinded and the traffic signal be allowed to remain as-is.