Capital Improvements Commission

Village of Glen Ellyn Meeting Minutes Village of Glen Ellyn Capital Improvements Commission March 12, 2025 7:00 PM Glen Ellyn Civic Center Room 301 Board or Commission: Capital Improvements Date: March 12, 2025 Meeting: Regular Called to Order: 7:00 p.m. Quorum: Yes Adjourned: 9:14 p.m. Member Attendance: Steve Szymanski Chair Present Joel Baldin Commissioner Present Tom Drapinski Commissioner Present Orion Galey Commissioner Absent Michael Lindquist Commissioner Present John MacDonald Commissioner Present Adil Saeed Commissioner Present Jill Ziegler Commissioner Absent Rocco Zucchero Commissioner Present Donna Jean Simon Trustee Liaison Present Richard Daubert Staff Liaison/Professional Engineer Present Also Present: Dave Buckley Public Works Director Elisa Pollina Recording Secretary A. CALL TO ORDER The March 12, 2025 meeting of the Capital Improvements Commission was called to order by Chairman Szymanski at 7:00 p.m. at the Glen Ellyn Civic Center. Engineer Daubert introduced the new commissioner, Tom Drapinski. Commissioner Drapinski shared that he is a Glen Ellyn resident with a background in architecture, home building, and commercial construction. The CIC members took a moment to introduce themselves and welcomed Drapinski to the Commission.  Capital Improvement March 12, 2025 Meeting Minutes | 2 B. PUBLIC COMMENT – None C. APPROVAL OF MINUTES APPROVAL OF JANUARY 8, 2025 CAPITAL IMPROVEMENTS COMMISSION MEETING MINUTES MOTION TO APPROVE THE JANUARY 8, 2025 CAPITAL IMPROVEMENTS COMMISSION MEETING MINUTES MOTION BY: Commissioner Saeed SECOND BY: Commissioner Lindquist AYES: Szymanski, Baldin, Lindquist, MacDonald, Saeed, Ziegler, Zucchero ABSTAIN: Drapinski (was not present at January 8, 2025 Meeting) RESULT: APPROVAL D. CURRENT BUSINESS 1. Traffic Signal Modernization – Recommendations Report and Design Contract Engineer Daubert gave a presentation outlining a study of Village-owned traffic signals including a recommended improvements report. Engineer Daubert noted staff is ultimately seeking a recommendation from the CIC to approve a design contract for the traffic signal modernization improvements. Daubert noted that there are 26 traffic signals in Glen Ellyn with the Village owning and operating 6 at the following locations: Main/Elm, Taylor Underpass, Park/Sheehan, Lambert/Fawell, Lambert/Tallgrass, and Lambert/College. The Village is also working towards owning and operating the Lambert pedestrian crossing signal by the College of DuPage. Daubert noted that the Village’s signals, equipment, and other intersection elements date back as far as 1990 with some of the equipment being obsolete, unreliable and not ADA compliant. He noted that specific recommended improvements are identified for each of the Village’s signalized locations. The recommended improvements not only include equipment upgrades but also hardscape upgrades to curbs, sidewalks, pavement markings. Daubert overviewed typical improvements including cabinet and/or controller replacement, wiring replacement, signal head improvements, roadway lighting, pedestrian safety, and signal optimization. He then showed slides overviewing the recommended improvements and costs by location. Daubert noted there are some items that will be further evaluated during design including cabinet replacement at Lambert and Fawell as well as the Intelligent Transportation Systems. The main Intelligent Transportation System of scrutiny would be a railroad communication device. This would serve to notify the public of roadway crossings at Prospect, Main and Park being closed at the UP-West Line but it comes at a high preliminary estimated cost. Commissioner MacDonald inquired about the Intelligent Transportation System for communicating roadway crossing closures at the UP-West Line and how communication would work. Engineer Daubert noted we don’t have a specific system identified but if implemented the  Capital Improvement March 12, 2025 Meeting Minutes | 3 goal would be to have it communicate closures through navigation platforms such as Google or Waze. MacDonald also asked whether cost escalators and contingencies had been factored into the estimated cost of the project. Daubert noted that cost escalation of 2.5% was included. Chairman Szymanski asked about the maintenance plan. Director Buckley noted that the Village has an agreement with Meade for maintenance of EVP (Emergency Vehicle Preemption) equipment but not for routine signal maintenance. Minor repairs are handled internally with the Village calling Meade for anything beyond. Engineer Daubert noted that staff will be budgeting for this for next year. Acting Village President Simon raised a question about whether the schedule prioritizes intersections near schools or high-traffic areas. Daubert agreed that this was an important consideration and noted that the schedule can be adjusted to prioritize critical intersections. Commissioner Zucchero agreed with prioritizing work by schools and noted challenges with crossing Taylor Avenue just south of the Prairie Path and whether or not a push-button or something similar could be incorporated. Daubert responded that we can certainly review that during the design of the project. Zucchero also inquired about potential cooperative purchasing opportunities with neighboring communities. Daubert noted he would explore this; there may be an opportunity to partner with the County. Director Buckley inquired Daubert about which location required the most work. Daubert noted that Lambert/ College is in greatest need of improvements. The signal has failed several times and parts are hard to get. Engineer Daubert mentioned that funding opportunities, particularly through grants, will be explored to support the project. He noted that priorities and the project schedule will be reviewed and brought back to the CIC for further discussion as part of the preparation of the 2026 Budget. Daubert then reviewed the design contract and associated cost ($203,726.59) from AECOM. He noted that the proposal is slightly over the $200,000 budget for the assignment. Commissioner Drapinski inquired if there was a way to talk AECOM down to the budgeted amount. Engineer Daubert noted that staff did already reduce the scope and fee from an initial amount of approximately $214,000. Daubert and the Commission discussed the matter, and there was support to recommend the contract at $203,726.59. Daubert read a recommended motion to the CIC. The CIC made and approved the motion. Daubert closed the item by noting that the item will go before the Village Board for approval at the April 14, 2025 Village Board Meeting.  Capital Improvement March 12, 2025 Meeting Minutes | 4 MOTION TO RECOMMEND TO THE GLEN ELLYN VILLAGE BOARD THE APPROVAL OF A CONTRACT WITH AECOM TECHNICAL SERVICES, INC. OF CHICAGO, ILLINOIS FOR TRAFFIC SIGNAL MODERNIZATION DESIGN AND DEPLOYMENT SUPPORT IN THE TOTAL NOT-TO-EXCEED AMOUNT OF $203,726.59 TO BE EXPENSED TO THE CAPITAL PROJECTS FUND. MOTION BY: Commissioner MacDonald SECOND BY: Commissioner Saeed AYES: Szymanski, Baldin, Drapinski, Lindquist, MacDonald, Saeed, Ziegler, Zucchero RESULT: APPROVAL 2. Crescent-Glenwood Parking Lot and Median Rehabilitation – 60 Percent Plan Review Engineer Daubert introduced this agenda item and noted that staff is looking to revisit a few design elements for the project to ensure staff is on the right track. Pedestrian Access Points – Engineer Daubert explained that the original plan included landscaped islands along the north side of the parking lot but these have been replaced with pedestrian access points per previous direction from the CIC. The access points do need to extend into the parking lot to make them fully ADA compliant. However, striping will be added in front of the access points to clearly indicate no parking is allowed in front of the access point. Daubert asked if there were any concerns. There was some discussion concerning whether the striping was enough to deter people from parking in front of the access points. Daubert noted, and Commissioners supported, that the pavement markings along with some supplemental signage should be suffice to deter people from parking. Daubert noted it would no be ideal, but we could add bollards if the pavement markings and signage are not suffice. Director Buckley added the Village’s Community Service Officer would also likely get involved and serve as another reinforcement on the matter. The CIC was comfortable with the proposed pedestrian access design. Southwest Corner of Parking Lot – Daubert noted that the plan is to extend the fencing along the south side of the Parking lot to Prospect Avenue and widen the planter along the west side of the parking lot. These improvements are being implemented to encourage pedestrians to use the sidewalk rather than cut through the parking lot. Southeast Corner – It was noted that the sidewalk/ramp setup in the southeast corner of the parking lot will be reconstructed to make it ADA complaint. Daubert also wanted to note that no landscaping is proposed here. Plantings – It was overviewed that the plan emphasizes low-maintenance plantings, primarily perennials to minimize sight obstructions at driveways/intersections. Commissioner Baldin noted he has comments on the use of ornamental trees in lieu of street trees. He noted that ornamental trees tend to grow outward into sidewalks whereas street trees grow upward and provide more shade. Engineer Daubert acknowledged the feedback and stated that this would be reviewed. Lighting – Combination poles were noted to be used with upper fixtures to be mounted at 25.5 feet. The poles will match the existing streetscape design and lighting levels and controls will be optimized for efficiency. Engineer Daubert notes that we are considering switching to a new manufacturer, Spring City, for the lighting units.  Capital Improvement March 12, 2025 Meeting Minutes | 5 Variations – Daubert overviewed that there are some variations that will be requested from the Plan Commission and Village Board due to a lack of some landscaped islands as well as for parking stall dimensions. Staging – Engineer Daubert noted that we are currently planning for 3 stages of construction. For Stage 1, the contractor will work along the north side of the parking lot with that area closed to parking. Parking would be available on the south side of the lot. Stage 2 would involve constructing entrances to the parking lot with access to be maintained to the parking spaces along the south side of the lot. For Stage 3, the entire parking lot would be closed for approximately one week to allow for milling, paving, and striping of the parking lot. He noted that construction would likely take around 6 weeks but some items could linger such as lighting and landscaping. We would like to begin construction after the July 4th Holiday. Budget – Daubert noted that we budgeted $2,000,000 for construction in 2025. The current estimate is approximately $1,686,000 which includes construction engineering and a 10% contingency. E. TRUSTEE’S REPORT – Acting Village President Simon provided updates on the following: 1. The board approved the design of the downtown event park. 2. The Village is working on an ADA Transition Plan and assessments are underway to identify and address accessibility barriers in the community. 3. The Full Circle Communities housing project has been approved by the Village Board. The project will move forward towards construction. 4. The Village annexed property on Acorn Avenue which will create additional opportunities for housing development in the area. 5. A Village Board Workshop was held last night to discuss e-bikes and electric mobility devices. An educational campaign is needed to inform the public about these devices. There is also consideration of conducting a survey to gather resident input and inform the Village in making any decisions on regulation of the devices. F. OTHER BUSINESS – None G. PUBLIC WORKS REPORT – Public Works Director Buckley provided several updates. Street sweeping began this week. The Village Board approved the purchase of Meridian Barriers which will be set up at events to protect the public. Public Works is assessing its building and developing a plan to determine whether remodeling or rebuilding the facility is the best option. An intergovernmental agreement has been established with the Park District to manage Panfish Park and Manor Woods. H. PROJECT REPORT – Engineer Daubert provided updates on the following projects: Central Business District Streetscape Project: Sewer televising and capping of abandoned laterals is underway this week. Progress is slower than anticipated and work will likely extend into next week. IDOT Butterfield Road Project: Utility relocation work continues. We are awaiting the schedule for the roadway work and will share it once received. Roosevelt Road Bridge Work: The State will be rehabilitating the Roosevelt Road Bridge or IL-53. Work is expected to begin around May 1 with sections of the bridge to be closed at times. During  Capital Improvement March 12, 2025 Meeting Minutes | 6 construction, eastbound traffic will be reduced from two lanes to one. Traffic will be shifted across the bridge during construction. The contract provides 55 working days to complete which would push construction into mid to late July; however, the contractor is not charged working days during inclement weather so the direction could be longer. Commissioner Zucchero noted that a survey regarding the East Brach DuPage River Trail is currently ongoing with 850 responses received so far. He encouraged continued promotion of the survey. I. ADJOURNMENT – Commissioner Baldin motioned and Commissioner Zucchero seconded to adjourn the meeting. The motion was unanimously approved and meeting adjourned at 9:14 p.m. Submitted by Elisa Pollina, Recording Secretary Reviewed by: Richard Daubert, Professional Engineer