Public Works & Environmental Concerns

Village of Lombard Village Hall 255 East Wilson Ave. Lombard, IL 60148 villageoflombard.org Minutes Wednesday, July 12, 2017 5:30 PM Lorraine G. Gerhardt Community Room Public Works & Environmental Concerns Trustee Bill Ware - Chairperson Trustee Dan Whittington - Alternate Chairperson Art Kuehl, John Kaforski, Mark Dvorak, Mike Kuderna, David Arnold, Robert Bachner and Joe Glazier Staff Liaison: Public Works & Environmental Minutes July 12, 2017 Concerns 1.0 Call to Order and Pledge of Allegiance The meeting was called to order by Chairperson Ware at 5:30 P.M. 2.0 Roll Call Present 9 - Bill Ware, Dan Whittington, Arthur Kuehl, John Kaforski, Mark Dvorak, Mike Kuderna, David Arnold, Joe Glazier Jr., and Robert Bachner Others Present: Scott Niehaus, Village Manager Carl Goldsmith, Director of Public Works 3.0 Public Participation 4.0 Approval of Minutes A motion was made by Robert Bachner, seconded by Mark Dvorak, that the Minutes of the May 9, 2017 meeting be approved. The motion carried unanimously. 5.0 Unfinished Business 6.0 New Business The agenda was rearranged to discuss item 170259 first. 170259 IL Route 53 Storm Water Pump Station, Change Order No. 3 Approving Change Order No. 3 to the contract with Rausch Infrastructure LLC in the amount of $273,341.29. (DISTRICT #1) Goldsmith reviewed the change order. The vast majority of the work is related to relocation of the sanitary sewer and watermain. Change order 3 negates change order 1. Initially the contractor was going to directional drill, however, they are unable to do so due to field conditions. Change order 3 includes the cost of open cutting Route 53. Change order 1 totaled $127k, so the net is less than the $273k on change order 3. Kuehl asked when they will open cut. Goldsmith answered that they have started exploratory digs and the open cut will be in the next couple weeks. It has been coordinated with IDOT and Village of Lombard Page 1 Public Works & Environmental Minutes July 12, 2017 Concerns the Police and Fire departments. A motion was made by John Kaforski, seconded by David Arnold, that this Resolution be recommended to the Board of Trustees for approval. The motion passed by an unanimous vote. 170287 FY2018-FY2027 Capital Improvement Program A review and discussion of the first draft. Goldsmith presented the CIP. Staff worked within the goals and parameters of the Board of Trustees policies. In the next 10 years there are $155,348m of projects proposed. Of that, $10-$11m is not local funding, the percentage of local funding is 93.5%. The proposed work for FY 2018 totals $15,383,640 with 3.1% non-local funding. The committee previously discussed the water/sewer rate study. That is currently on hold until we start installing the new residential water meters. Around October or November we should have a large enough sample of meters. Bids were opened this morning for the Water Meter Replacement Program and the apparent low came in at $3.4m, significantly under budget. The IEPA loan was approved for $4.5-$5.5m. The study includes trying to find a way to wean the water/sewer fund of capital dollars. The water/sewer fund is an enterprise fund and should be self-supporting. We are starting to see projects taper off, however, we're still anticipating about $2m subsidy from the capital fund in the future. Bikeway & Pedestrian Path Improvements Sustainable transportation is a continued effort. This includes striping bike lanes on Sunset, Wilson and Maple. The Westmore road diet proposed plan includes converting a portion of the road to a 3-way cross section with dedicated bike lanes, signal modifications, access improvements (crosswalk & sidewalk), general safety improvements and paving. The cost is about $2.4m which includes $1.5m in federal funds. Arnold asked if there would be some type of enforcement for the bikes. Adding that he has seen bicyclists riding eastbound on the north side of Madison, which is against oncoming traffic. Goldsmith replied that when we set for the master plan, one is limitations of improvement, the second is public education, what the lane markings mean. Third is enforcement, something that the Police Department certainly has discretion to enforce. We do recognize that it's a three pronged approach. Enforcement is something we should continue and not only on Westmore, but on the other bike lanes as well. Arnold added that he doesn't want to be putting together a tragedy for someone. Niehaus commented that yes, we want to make sure that as we're making brick and mortar improvements we understand the impact on the Police and Fire departments. He added that the new Village of Lombard Page 2 Public Works & Environmental Minutes July 12, 2017 Concerns quad gates at Elizabeth are intended to drop on all four lanes of traffic, but someone is always bound to go around the gates, just as we can't catch every bicyclists going the wrong way. Bachner asked if the CIP is approved, will the Westmore project go forward. Niehaus clarified that approval of the CIP does not approve the project. Goldsmith added that today we are just discussing the feasibility. The Board would still have to approve the design engineering. Commuter Parking Facilities There is $163k for striping, seal coating, etc. Staff has established a 10 year outlook for parking facilities which is funded by the Commuter Parking Fund. Niehaus added that one of the commuter lots is 101 S. Main Street, which the Village does not desire to have it remain a parking lot. There is currently a request for proposals out that is due September 5th. We would like to sell that property, but only for the purpose of a grocery store. We may have nobody interested, however, long term you won't see a lot of money budgeted in the CIP for it, only striping and basic repair. Niehaus added that the Village is no longer issuing parking permits for that lot. Dvorak asked why the Village only wants a grocery store. Niehuas answered that it was a policy decision by the Board. We did a market study and the report said the most viable use would be rental, however, not everybody on the Board wanted that. The Village has heard from many people that they would like to see a grocery store on the north side of town. If there are no proposals submitted then the Board will reconsider if they want to go to free market. Facility Maintenance and Improvements Security Card Access System - will upgrade all village owned facilities to a centralized system. Utilities Outdoor Storage Facility - This is for the stone pile that is uncovered. The material is unusable when frozen. We will build a lean-to against the building. It may be significantly less than $30k. Bachner asked if that's enough protection to keep it from freezing. Goldsmith answered that it should be as long as it's covered and not getting moisture on it. Pedestrian Bridge Rehabilitation - The bridge on the Village complex is deteriorating. This budgets $40k for repair of the bridge. There have been a number of people that have fallen because the boards are being offset. Underground Utilities Office Construction - Currently the Utilities Superintendent's office is in the Public Works Administration building, but all of the utility employees are in the utilities building. We would like to get him back out into that building for better control. That will also allow us to move the Asset Manager into a proper office. We have funds to construct a new office area for the Superintendent and Village of Lombard Page 3 Public Works & Environmental Minutes July 12, 2017 Concerns Supervisor above the kitchen/breakroom. Fire Station #1 Outdoor Storage Garage - They are requesting an expansion of the outside storage garage for the rescue boat and other equipment. However, we will be evaluating the continued use of the central reservoir. We may vacate and construct a reservoir at the North Avenue tank, then the Fire Department could use the existing building. General Facility Maintenance - This is a catch all for emergency repairs. Downtown Camera Maintenance - Maintenance contract with vendor to manage and monitor the 34 cameras downtown. It was previously funded by TIF, but it is generally not a TIF eligible expense. Parking Lot Improvements Village Complex - This includes crack sealing, seal coating, striping, patching and vacuuming of the brick pavers. Professional Services We have eliminated the Village Engineer position and now contract it out. We were previously funding the entire contract from the General Fund, however, when we looked at the work effort it was determined that it should be split; 40% of the funding from the Water & Sewer Fund, 40% from the Construction Fund and 20% from the General Fund. Fleet Maintenance Facility Master Plan - We have talked about the need for an expanded garage facility. Fleet employees currently work a lot outside in winter conditions. This funding would allow us to hire a consultant to guide us and look at other options. There are no additional dollars for construction. We didn't want to budget for it without knowing what they would be. We're still interested in a joint venture with another community and there has been interest from other directors to work collaboratively. Right of Way Maintenance and Beautification Electronic Board - This is the next step in eliminating banners and providing more effective communication to residents. $125k is to replace signs in front of both fire stations with electronic boards. Right-of-Way Beautification - Most of this is outside of the village complex, however, there is also money for the complex. Downtown TIF Streetscape - This includes bike racks, benches, cans, etc. that need to be replaced periodically, as well as brick paver repairs. Ash Tree Removal - Next year is the last year to complete that work and then we will back on a normal cycle. Niehaus asked if committee members have had many people ask about removals or Village of Lombard Page 4 Public Works & Environmental Minutes July 12, 2017 Concerns replacements. Kaforski replied that people are different now, they think it just happens. Niehaus added that a lot of people come home, shut the garage door and don't talk to their neighbors. He went on to say it's been three years and we have taken down about 2,900 trees. He added that Public Works staff have done a great job. Kaforski asked if, going forward, the Village might have to address the private ash trees that people can't afford to take down. Goldsmith replied that the village does have an ordinance that allows us to enforce it. We negotiated a price with our contactor that residents can tap into, but everyone location is different depending on access, etc. Kaforski reiterated that he's referring to people that may not have the money. Bachner added that he doesn't think that younger people realize the importance of trees. He also asked about the number of trees planted on Madison from Finley to Route 53. Goldsmith explained that it's unincorporated and the Township asked for additional plantings. Sewer System/Stormwater Improvements We have spent a significant amount of time, effort and resources on addressing some of these issues and we are seeing some benefits. On a stormy day like today we would have heard from people by Vista Pond. We are currently working on Gatz Pond Outfall and Route 53 Storm Station. Pump Station Component Maintenance & Replacement - We now have back-up generators at 19 stations. Backyard Sewer Lining Program - We are in the third year of a 3 year program for backyard sewer lining which has a 40-50 year life expectancy. We are also repairing/lining manholes in the backyards. We did an assessment two years ago of the 140 backyard manholes and then we started grouting and replacing sections. The benefit is reduced I & I. Detention Pond Maintenance - Includes Grace/Central, Echo and Morris Ponds as well as a controlled burn at Surges Center. Large Diameter Sewer Rehab (108") - This is the first year of a 10 year program. Work will be based on cleaning and televising and will have approximately $12m worth of projects including; lining, point repairs, etc. This sewer is the most direct and immediate outfall to the DuPage River. If it fails we would be in trouble. Rather than see failure we will start funding for projects. Highland Estates - This cost is based upon previous maintenance activities. Lift Station Flow Monitors - We go through a lot of monitors not functioning properly. These are key to the system, so we know where water is flowing and can activate pumps as needed. Edson/Wilson Manhole Aerator - There is an odor concern at this location. The forcemain drops into a manhole here and the filter system is not effective. We looked at a vortex system. Other towns will Village of Lombard Page 5 Public Works & Environmental Minutes July 12, 2017 Concerns put in stack and decorate it like a tree. We didn't think that was effective way to address the concern. Terrace View Pond Maintenance - We are obligated to do a certain level of maintenance that meets the thresholds of the permit. This is year three of a five year cycle. SCADA Hardware Upgrade - Allows us to be on top of issues by receiving alerts. It is also tied into other sytems for work tickets. Cambria Lift Station - This station is nearing the end of it's useful life. There is $250k in FY2019 for installation of new discharge piping, pump bases, Flygt pump and and epoxy coating of the wet well. This work will buy another 30 years. Maintenance Programs - We are working with DuPage County to do our lining. They're looking to get another crew and the equipment to do this. It would give us a greater level of responsiveness. Niehaus added that we're nearing the end of the big ticket items that will address flooding concerns at multiple residences. Goldsmith stated that when the Village looked at separation, the two largest projects that came out of it was Gatz Pond outfall and North Broadway. Long term there are not any other huge projects. Bachner asked if there was a combined sewer that runs along the Great Western Trail. Goldsmith replied that there is, but separating it is cost prohibitive and the benefit is minimal. The Gatz Pond outfall project separates 450 acres. Sidewalk Improvements ADA Compliance - New program to address bringing all crosswalks into compliance with proposed federal guidelines. Street Construction and Improvements There are no stand alone street projects scheduled for 2018. However, there are some in 2019 and beyond. Goldsmith reviewed the maintenance programs. A contract with Cartegraph is going to the next Board meeting to inspect all roads with specialized equipment to assess pavement conditions and rideability. The information will integrate into the asset management system and will enable us to make data based decisions. We will look at at least a seven year cycle. The assessment looks at multiple factors. Niehaus added that being prepared will avoid us getting too far behind the curve and having to put out a referendum for road repair. Traffic Signal and Street Lighting Improvements The pole replacement is focused on concrete poles. We're starting to see a lot of deterioration, particularly in the center of town. Traffic Signal Modernization - Upgrade of existing traffic signals with LED lights, battery back up and countdown pedestrian signals. Village of Lombard Page 6 Public Works & Environmental Minutes July 12, 2017 Concerns Downtown LED Street Lights - We spent a lot of time last summer installing new cabling and conduit. Now we would like to replace the fixtures with LEDs. We will work with ComEd and a vendor that makes retrofit kits for the lights and then install in-house. It's a six year return on investment. Arnold asked if the lights will be downlit or upward. Goldsmith answered that they would be upward because the photometrics require it. He went on to say that if we bumped up the wattage to 82 watts on the lights between Grace and Main we could remove every other pole. It would give us stock and save money. Pole/Arm/Lighthead Replacement - This is to address cobra heads. Next year we anticipate replacing the lightheads on Finley. Water System Improvements Elizabeth Watermain Replacement - The main runs under the Union Pacific railroad. We had a break and took it out of service in 2012. We've budgeted $70k for design and geotech and it's scheduled for replacement in 2019. High Service Pump Rehab - We've made a schedule to make sure the systems are operating at max efficiency. Lead Service Lines - This is a grant program to assist residents with replacing their lead service lines. We worked with Finance to find a funding mechanism. The Village would assist in replacement of the private service from the b-box to the home by reimbursing 50% of the cost up to $1,500k. We are not obligated by any laws to provide this, but it is probably in our best interest. As we progress through the process we will bring more information back to the committee. Our program is modeled after Platteville, WI. The Finance Department thinks there is a lot of value in doing this. We will bring it back to the committee in August or September. Right now it's a placeholder. Very few local communities are doing anything like this. Kaforski stated that he did not know about the roundabouts. We haven't discussed these items yet. Goldsmith replied that they are placeholders. Kuehl asked how many lead lines we have. Goldsmith answered that we do not know, but based on the age of homes in town there could be quite a few. Once the Village is aware of them we have to report them to the IEPA. We replace the public side as we come across them. We are also responsible to notify residents if we uncover them, but we are not obligated to do anything other than notify the homeowner. We are anticipating finding quite a few when we do the water meter replacement. Kaforski asked if they would be able to directional bore new services. Goldsmith replied that he would think that they could be. Kaforski asked what size service would be required. Goldsmith answered that they would be 1". Pipe Gallery & Concrete Rehab - Basically knocking off rust and recoating pipes. Oak Creek Reservoir - Last year the village decommissioned well 11 Village of Lombard Page 7 Public Works & Environmental Minutes July 12, 2017 Concerns off of Oak Creek. We are looking at the potential to establish a reservoir at that location. We're doing a feasibility evaluation. Civic Center Reservoir SCADA Upgrade - This is the last year of the program. Arnold stated that previously the committee and staff put together a program to install street lighting based upon reconstruction of streets, but it doesn't work. We're not getting the street lights in town. He went on to say that he knows when someone does want street lights in town, when staff does the survey responses come back negative because nobody wants to pay for it. He added that at the time he thinks people on the committee thought it would be completed in 20 years. Goldsmith replied that we have expanded the network over the last 10 years; Special Assessment 217, Lombard Meadows. There are very few pockets left where we don't have street lights. Through surveys of interested areas, 80% of property owners do not want to pay, or they don't want lighting. We haven't had a request from the Police Department based on safety concerns. We are addressing these areas, just not as quickly as the committee may want, but the policy is that expansion is based on reconstruction and neighborhood requests. Arnold said that maybe we should take a look at it. Niehaus interjected that this committee is the appropriate venue if you want to discuss and debate a more agressive policy. It is appropriate to bring it up at the CIP discussion and ask staff over the course of 3-4 months to design policies that can reach your goals. Kaforski added that the problem is a money issue. People don't want to pay for somebody elses improvement. Maybe it could be a grant program. Chairperson Ware asked staff to bring more information about the roundabouts to the next meeting. A motion was made by Joe Glazier, Jr., seconded by John Kaforski, that this matter be recommended to the Board of Trustees for approval with the removal of the roundabouts. The motion passed by an unanimous vote. 7.0 Other Business 8.0 Information Only 9.0 Adjournment A motion was made by Arthur Kuehl, seconded by John Kaforski, to adjourn the meeting at 6:55 P.M. The motion carried unanimously. Village of Lombard Page 8