Public Works Committee

Village of Lombard Village Hall 255 East Wilson Ave. Lombard, IL 60148 villageoflombard.org Minutes Tuesday, July 9, 2013 7:00 PM Lorraine G. Gerhardt Community Room Public Works Committee Trustee Bill Ware - Chairperson Trustee Dan Whittington - Alternate Chairperson Art Kuehl, John Kaforski, Ken Blakeslee, Mike Kuderna, Dan Mahal, David Arnold, Robert Bachner and Joe Glazier Staff Liaison: David Dratnol Public Works Committee Minutes July 9, 2013 1.0 Call to Order and Pledge of Allegiance Meeting called to order by Chairperson Ware at 7:03 PM. 2.0 Roll Call Present 9 - Trustee Bill Ware, Arthur Kuehl, John Kaforski, Ken Blakeslee, Mike Kuderna, Dan Mahal, David Arnold, Joe Glazier Jr., and Robert Bachner 3.0 Public Participation Penny and Hank Chanez 119 S. Chase Joanne and Willard Kmen 138 S. Highland Penny Chanez: 3rd time here. Thanked Carl for sending her the agenda yesterday. Regarding the Pumping Policy - did not have an issue with the 72 hour time - but with assistance from the PW Dept. with their private property pumping. due to their circumstances. Addressed Gatz Pond and the fact that it sits lower than their properties. Has the committee ever taken into consideration installing Direct Feed Gravity Flow pumping water into the Gatz Pond? Ware: we will try to address these issues tonight when we talk about the Stormwater Project Overview. Hank Chanez: their is a map in the pumping policy - would like to have sand moved to Westmore Woods instead of the Lewis location . Even when we do not get rain, we get snow and when it melts we need to pump it out to the street because their is flooding. On 2nd page - should be continued to hold water is not an acceptable statement. North Broadway/Gatz Pond - not in CIP until 2015, 16, 17. Found Project 15 (Meadow) with the same amount of expenditures which is basically just the repavement of streets. Flooding should be a priority over just paving of streets. Asked committee to take a look at moving these around. Will send a copy of his issues to Carl via e-mail. Joanne Kmen: backyard has the worst flooding in the neighborhood. What is the Village going to do about it? 4.0 Approval of Minutes A motion was made by Joe Glazier, Jr., seconded by Ken Blakeslee, that the minutes be approved . The motion passed by an unanimous vote. 5.0 Unfinished Business 130327 FY2014-FY2023 Capital Improvement Plan Stormwater Project Overview Village of Lombard Page 1 Public Works Committee Minutes July 9, 2013 Ware: any discussion from last time? Committee had none. Goldsmith: held off on Stormwater Projects/Issues until this evening. Both Dave Gorman and Dave Dratnol in attendance to assist with the Power Point presentation and any questions. Dratnol: reviewed the items in the packet/presentation. Gorman answered committee members questions and made comments regarding some of the stormwater issues. Kuehl: what are the PD surveillance cameras? Goldsmith: all cameras around the PD are in need of replacement. This is here on the complex. Arnold: Gatz Pond -stormwater is going to flow into the combined sewer at some point? Dratnol: yes it will. Arnold: when will this be straight piped into the river? Goldsmith: probably not in any here's lifetime. There is no funding source that could cover this. Approx. $220 million. Will have more info when we present the Burke study. Arnold: lots of discussion in the past years regarding flooding, storms - never discussed where we are with the sewer separation issues. Gorman: that is why this study is important. Complete separation is not necessary. Goldsmith: I believe the study will be ready for presentation is Sept. Bachner: is there any way that the level of the river can be controlled during these events? Gorman: on the west branch of the DuPage River there is some control, but the east branch has nothing. Discussion ensued regarding the tollway, runoff and backflow valves. Gorman: no matter what, we will always be at the mercy of the river. Ware: asked staff to clarify the priorities of a resurfacing project over a stormwater project. Goldsmith: not just resurfacing - involves replacement of water main. There have been more and more breaks in this area and when we see infrastructure start deteriorating we need to address the issue. Goldsmith: feasible to do a gravity feed from 100 block of S. Chase and 100 block of S. Highland. Chances are it will not be a solution. Ware: when could we see something on this? Goldsmith: hopefully at the next meeting. Kuehl: is this similar to the Backyard Flooding Grant program? Goldsmith: what I spoke of earlier was the Backyard Flooding Grant program. Kuehl: no one has come forward to participate? Goldsmith: no they have not. The program has been explained to them at length. Goldsmith: when we bring the full CIP document back to the committee to review we will be looking for some sort of recommendation from the committee. Kuderna: what is the status of underpass? Dratnol: They are looking Village of Lombard Page 2 Public Works Committee Minutes July 9, 2013 to go out for bids in the fall and start construction in the Spring. 6.0 New Business 130314 Recommendation Village Board Policy Amendment 7.B. and Section 50.027 of the Village Code Staff recommends amending Village Board Policy 7.B. regarding private property flooding to modify the conditions during which the policy is activated and the inclusion of a map. Staff does not recommend amending Section 50.027 (E) to reduce the required 72 hours prior to pumping stormwater from a depressional area. Goldsmith: reviewed Village Policy 7.B. We are now putting sand in bagsters and this eliminates the sand dumped on grass areas. Discussed flood watch versus flood warning. Goldsmith: regarding comments by residents in attendance about the Village pumping out private property flooding - the State does not allow the use of Public funds for private property use. We also do not have the resources and manpower to do this. Ware: we will review the sand drop offs after every activation and see if there is compelling interest in dropping sand at a certain location. Goldsmith: if so, we will definitely do that. Nothing prevents us from adding or deleting locations. The map can be updated at any time. Ware: could a location be added - Westmore Woods? Goldsmith: we will look at this issue before this goes to the Board. Arnold: No. 3 - discharge within 15 feet - shouldn't that be at the curb near the inlet? Goldsmith: there have been issues with slipping and falling. A motion was made by John Kaforski, seconded by Michael Kuderna, that this Request be recommended to the Board of Trustees for approval. The committee recommended modifying the conditions during which the policy is activated and the inclusion of a map. The motion passed by an unanimous vote. Section 50.027 Goldsmith: required by the IEPA - 72 hour rule is to minimize the effect on downstream properties. Not recommending any change to this policy. Village of Lombard Page 3 Public Works Committee Minutes July 9, 2013 A motion was made by David Arnold, seconded by Ken Blakeslee, that this request be recommended to the Board of Trustees for approval of staff recommendation.with no amendments to this Section. The motions passed by an unanimous vote. 130328 Overhead Sewer Grant Program Staff recommendation to revise Village Board Policy 4.C. Goldsmith: seeing more and more applications for check valves from the last few storm events. Have completely revised the Overhead Sewer Grant policy. Added graphic exhibits to explain what an overhead sewer is. Trying to utilize the funds allocated to this program to the best interest of the Village and the residents. Have amended the reimbursement schedule. Really trying to make the process more streamlined and understandable for the residents. Mahal: I like that Item F this has been included. Goldsmith: we want to make it clear that you must disconnect clear water connections before you will be approved for the Grants. Discussion ensued regarding pumping water to the sewer which flows to the river. Mahal: people that are going to go this route are the ones that really need to do this. Further discussion ensued regarding existing connections. Goldsmith: there are some gray areas. If this is tied to the OSG program we may run out of money quite quickly. Do not want to run out of money to facilitate the solutions to real issues. Mahal: possibly change the percentages - 75% for OSG, 50% for CWD? Make this effective on a certain date? Maybe 1/1/2014 or when adopted by the Board? Kaforski asked for a clean copy of this to be given to the committee before the Board meeting. Goldsmith: yes, will give you a copy of what is going to the Board. A motion was made by David Arnold, seconded by Ken Blakeslee, that this Request regarding Overhead Sewer Grants be recommended to the Board of Trustees for approval . The motion passed by an unanimous vote. 130329 Clear Water Disconnect Program Staff recommendation to revise Village Board Policy 4.E. Goldsmith: have made changes to the Clear Water Disconnect Grant program. Would like to see these funds used for these disconnections instead of always transferring these funds to the OSG fund. A motion was made by Ken Blakeslee, seconded by Arthur Kuehl, that this Request be recommended to the Board of Trustees for approval . The motion passed by an unanimous vote. 130325 FY2013 Sewer Cleaning & Televising, Change Order No. 1 Resolution reflecting an increase to the contract with Chicagoland Village of Lombard Page 4 Public Works Committee Minutes July 9, 2013 Trenchless Rehab, Inc. in the amount of $27,105.99. This change order reflects the amount necessary to bring the contract to the budget amount. (DISTRICTS - ALL) Dratnol: reviewed the change order. A motion was made by John Kaforski, seconded by Robert Bachner, that this Resolution be recommended to the Board of Trustees for approval . The motion passed by an unanimous vote. 130326 2013 Sanitary Sewer Lining Program, Change Order No. 1 Resolution reflecting an increase to the contract with Insituform Technologies USA, LLC in the amount of $15,986.60. This change order reflects the amount necessary to bring the contract to the budget amount. (DISTRICTS - ALL) Dratnol: reviewed the change order. A motion was made by Dan Mahal, seconded by John Kaforski, that this Resolution be recommended to the Board of Trustees for approval . The motion passed by an unanimous vote. 7.0 Other Business 8.0 Information Only Kuehl: regarding Finley Rd. - is there any way that the road can be closed to everyone but local traffic only? Dust is horrendous. Goldsmith: there is little or no enforcement to the local traffic only signs. Kaforski: tree removal of Ash trees? Goldsmith: we have lost in 4 years time what we thought we would lose in 6 years. The State has ruled that MFT funds can be used for the EAB tree removal. Kaforski: this is hitting some areas really hard. We have always supplied replacement trees. Goldsmith: there are a lot of restraints on planting replacement trees. Discussion ensued regarding trees to replace the trees removed from the EAB. Goldsmith: we have a list of 415 removal, and staff will be removing 150 trees also. Kuderna: update on the Roosevelt Road water main lining project? Goldsmith: contract issue has been addressed. When we submitted our permit we were told that this is not a maintenance issue. Have alerted the Board to the problems and will move the project to next year. First issue: Horizontal Separation that needs to be addressed. Second issue: maintenance does not require IEPA permit. IEPA does not see this project as a maintenance project. Discussed with Tom Bayer and trying to get the Administrative Code amended to not require a permit for lining. Ware: n/bound Highland - still under IDOT jurisdiction? Goldsmith: yes. If IDOT provides the funding we would make the repairs. The Village of Lombard Page 5 Public Works Committee Minutes July 9, 2013 money that was allocated for Highland was shifted over to Main St. The desire is to move on to Highland next. Committee requested that the corrected policies be dropped off to committee members once they are amended. 980528 Overhead Sewer Grant Program-List of Applicants 9.0 Adjournment A motion was made by Mike Kuderna, seconded by Joe Glazier, Jr., that this meeting be adjourned at 9:25 PM . The motion passed by an unanimous vote. Village of Lombard Page 6