Milwaukee Avenue Corridor Committee

“Where People Count” Community Development 1000 Civic Center Drive, Niles, Illinois 60714 Mayor Telephone (847) 588-8040 ● Fax (847) 588-8050 ● TDD (847) 588-8059 Robert M. Callero MILWAUKEE AVENUE STREETSCAPE COMMITTEE Trustees Chris Hanusiak James T. Hynes MEETING SUMMARY Joe LoVerde MONDAY, MARCH 25, 2013 Rosemary R. Palicki Louella B. Preston The following persons were present: Chair Chris Hanusiak, Chuck Ostman, Ross Andrew Przybylo Klicker, Bob Pilat and Mary Ann Starzynski (recording). Acting Village Manager Chris Hanusiak opened the meeting at 10:05 a.m. Steven C. Vinezeano I. APPROVE DRAFT MEETING SUMMARY Village Clerk Marlene J. Victorine Chris Hanusiak asked if there was a motion to approve the minutes of the February 20, ______________ 2103 meeting. Chuck Ostman motioned and Bob Pilat seconded. All were in favor. Community II. OLD BUSINESS Development a. Project Update Director Charles Ostman i. ITEP GRANT STATUS Chris Hanusiak asked Bob Pilat to give an update for ITEP Phases I, II and III. Bob Pilat stated that HR Green submits a revised or new engineering proposal. No formal agreement has been received to date. Village Board approves engineering proposal if over $20,000. If MFT funds are used to pay upfront engineering costs, a supplemental (revised) or new contract resolution is required and filed with IDOT. Agreement and resolution (if needed) are sent to IDOT for approval. IDOT then approves the items and HR Green draws up the plans of what is going to be done. Martam provides the price and Village Board approves change order with Martam. Village Board approves supplemental MFT resolution to pay Village new share of construction costs. Then a change order and resolution go to IDOT for approval and Martam completes the work. HR Green and Martam will then be paid. A request for reimbursement for HR Green upfront cost is submitted to IDOT and then close out paperwork is submitted to IDOT. There are a few steps to accomplish. The first thing is to get an agreement with HR Green. Chuck stated we are trying to identify areas to use the $150,000 and pass this on to Akram to which they will submit the cost of engineering services, and then come up with a proposal to get a price from Martam. Maybe next month go to the Village Board to get engineering approved. Chris Hanusiak stated that there are already some estimated costs available. Chris Hanusiak stated that engineering was estimating about $20,000. Chuck asked if the services of HR Green do not exceed $20,000 does it need to go to the Village Board for approval as this is a continuation of a job it is a change order. It was suggested to bring Joe Annunzio, Village Attorney, into the meeting to ask. Joe Annunzio entered the meeting at 10:12 a.m. Chris asked Bob Pilat to explain to Joe the situation. Bob Pilat stated that HR Green will be submitting ways to use money left over from previous grants and if this is a continuation of an existing engineering www.vniles.com agreement or a new engineering agreement would it need to go to the Village Board. It should be around $20,000 and may be under. Joe Annunzio responded that if it is an amendment to an existing agreement or a new agreement it has to go to the Board. If it is an agreement it has to go to the Board. Remember that the rule book states if there is an expenditure under $20,000 it does not have to go before the Board but it doesn't talk about agreements it just talks about expenditures. Any contract has to go back before the Board. Chuck responded so any agreement must go back before the Board. Joe responded yes. At 10:16 Joe Annunzio left the meeting. Chris Hanusiak asked for explanation of ITEP Phase IV from Bob Pilat. Bob responded the local agency agreement is approved by the Village Board. HR Green submits engineering proposal and the Village Board approves. If MFT funds are used to pay upfront engineering costs, a resolution is required and filed with IDOT. An agreement and resolution (if needed) are sent to IDOT for approval. IDOT will approve and HR Green will draw up plans. The project then goes out to bid on State letting. HR Green will submit construction engineering agreement and the Village Board will approve new construction engineering agreement. If MFT funds are used to pay upfront engineering costs, a resolution is required and filed with IDOT. An agreement and resolution (if needed) are sent to IDOT for approval and IDOT approves items. The Village concurs with IDOT selection of contractor. The Village Board approves MFT resolution to pay the Village's new share of construction costs. Work is completed and HR Green and contractor are paid. A request for reimbursement for HR Green upfront costs is submitted to IDOT. Grant close out paperwork is submitted. Chuck responded so this process needs to begin. Chris asked how does this begin. Chuck responded that the committee has to direct HR Green as to what the Village is looking for in the next phase North of Oakton and South of Monroe. Chris said we need to have a motion that HR Green has to submit proposals for completion of ITEP funds for Phase I, II and III along Milwaukee Avenue for which we received $150,000 and also to start Phase IV. Chuck Ostman made a motion and Bob Pilat seconded. All approved. Once the proposal is received it needs to go to the Board. ii. TRAFFIC SIGNAL STATUS Chuck Ostman responded there really is nothing new happening still working primarily on the intersection of Oakton and Milwaukee. They are putting in some kind of vault for electrical signals. About 150' in each direction they are putting in underground piping and possibly a vault. Bob Pilat stated that the other issue is they are having some disagreements with City of Chicago at the Howard and Harlem area. Not certain what the issues are with the City of Chicago, perhaps some kind of permitting. Chris Hanusiak asked Bob Pilat to follow up with the status for this. iii. PROJECT STATUS - CONTRACT 63632 Chuck responded that Martam is due to come back in spring and finish up the intersection. 2 iv. CHANGE ORDER STATUS Chris Hanusiak stated this is along Milwaukee Avenue, sidewalks, driveways. Chuck started with Lone Tree, 7730 Milwaukee Avenue. He stated improvements to the entrance to minimize the width and install new sidewalk closest to the property line without the loss of parking spaces. Parkway to include trees. Chuck then read a comment from Chris at HR Green "As we have discussed in previous meetings, this location is appropriate for the renovation you are seeking. The Village would be to establish the number of trees and the location of trees in this location (pending on conflicting utilities). With that said, I would have to ask the landscaping contractor if/when they would be able to acquire the trees. Keep in mind the tree types need to match the tree types listed in the current contract". Chuck stated said use the guidelines of every 45'. Chris Hanusiak agreed. Chuck discussed 7727-7755 N Milwaukee Avenue. He stated there has been some success with talking to property owners. Improvements to include new parkway with trees and the possibility of angled parking facing Milwaukee Avenue instead of an island of sidewalk along Milwaukee. Originally it was thought angled parking facing Milwaukee Avenue with a 5 or 6' green space and some trees. There have been a couple of hurdles; there is a light pole along this space. Another problem is a ground sign for Coachlight Realty. Chuck read Chris from HR Green comments "This would be a great area to improve due to its existing conditions. If there were to be angled parking along Milwaukee Avenue where would the sidewalk be located? This location has a lot of question marks, utilities in the way (fire hydrant), structures to adjust and possibly rebuild, matching exiting grades, etc. Those are just some things to consider and I would be willing to go deeper once a design concept is generated". Chuck stated there would be no sidewalk. There are two options here - to put in a 5' sidewalk all along Milwaukee Avenue which nobody would use or put in no sidewalk and basically utilize the sidewalk in front of the business. Chris Hanusiak felt this was the same proposal being used farther up Milwaukee Avenue in front of Oak Mill increasing the size of their sidewalk. With the business owners themselves agreeing this would not be a public sidewalk but people would use it. During winter the business would be responsible for cleaning it and people would be able to walk there. Chuck said this would mean making an ingress point at the South end and an egress point at the North end. It does present a problem where there would be just a verbal agreement with the property owners or get all the property owners to agree to an access easement so there are no problems down the road. Chris responded we want to do it the right way. Chuck stated that one business does not agree with any of this and wants nothing to do with it. Ross Klicker commented that the property owner has several concerns of which one is parking fearful of people backing up and smacking his building, where would snow be put when it is cleared and other businesses get frequent Fed Ex and UPS deliveries and felt they would not be able to negotiate into the strip and would encourage them to stop on Milwaukee Avenue which would be dangerous. Chris stated that angled parking would not require them to back up directly onto Milwaukee Avenue. Bob Pilat asked about right of way. Chuck responded that it is on 3 private property. In the past HR Green mentioned doing a temporary license easement, go in do the work and then the easement would be fulfilled. Akram has done this in the past. Chris stated if you put a sidewalk on the street side it would make it even more difficult. Ross stated that all the property owners have stated that a sidewalk on Milwaukee Avenue would be pointless. Chris responded that angle parking up to the building and no sidewalk but greenway with trees put on the street. Chuck stated 5' to 6' of grass with trees and no easement would be needed from the property owners. Chris stated inform the property owners of the decision. This area needs beautification in the worst way. Bob Pilat stated when they put the buildings in they should have gotten, whether or not they did, they should have gotten an access easement from IDOT. Chris responded that Akram should research that. 8166 N Milwaukee Avenue - Rosatti's Pizza. Chuck stated improvements to construction of new sidewalk on Milwaukee Ottawa include green parkway with trees. Chuck has communicated with the business directly and there was no problem. He stated that the Village will try to get them to enhance the parking lot by sealing and striping it. 7460-7430 N Milwaukee Avenue - by Kiddie Kingdom. Chuck stated the property line is at the sidewalk now. Initial talks with the property owner were for him since this is private property to put in angle parking and some bushes between the parking lot and public sidewalk. Ross commented when the Village first approached them it was the misunderstanding that the Village was going to pay for the entire project whether it was in the right of way or not. He was agreeable at that point but then when he learned he would be responsible and losing land he said no. Chris asked if the parking lot was in his private property. Chuck responded yes. Chuck said the Village wanted his cooperation to put in angle parking and there would be about 3' of area to put in trees and bushes to hide the parking to beautify the area. He stated this should be proposed to Akram. Bob Pilat stated with all the asphalt and concrete it would be difficult to put in landscaping here perhaps decorative fencing. Ross suggested decorative fencing would be beneficial with children in the area. It would be a safety feature for the businesses. All agreed and felt this would encourage them. Chuck then said that the United Transmission area should be cleaned up and new sidewalk put in. He stated that the owner is not communicating with the Village. Chris asked about eminent domain. What can the Village do legally? Ross responded the eminent domain would have to be for a public purpose. Bob Pilat stated that eminent domain can be for private development. Ross responded that the easiest way is to put a municipal parking lot here. Chuck stated the Village will wait until Milwaukee Avenue is evaluated and a TIF is established perhaps one year or longer. Chris responded the sidewalks should be done now but explore the TIF. Chuck will put together a current appraisal in the next month and reminded everyone that the land will need to be cleaned as it is contaminated and there will be an additional cost. Chris asked what the last appraisal was. Chuck responded $300,000 several years ago. An appraisal will be put together. 4  Chuck then asked if the opposite side of the street should have the sidewalk repaired. Chris stated yes if funds are available. Chuck stated this is a 5' sidewalk and has to stay that size. Ross suggested perhaps salt tolerant grass could be put in. There is no room for trees in this area. Chuck stated he will put together and send the info to Akram. Chris asked if brick pavers would be a better option. Bob Pilat stated grass looks nicer and brick is lower maintenance won’t die. Chuck responded grass looks nicer and again stated he will ask Akram their opinion. Bob Pilat responded that the business owner will have to maintain this grass. Chris stated the Village will have to inform the property owner of their responsibility. Next the Northwest corner of Birchwood and Milwaukee Avenue (7503 N Milwaukee) was discussed to improve this corner. Chuck read Chris from HR Greens comments "The idea is broad but it would be nice to improve this corner. The extent of the improvements would be at the discretion of the Village. Keep in mind, if there are any specialty items that the Village would like in this area, the contractor would need to be notified as soon as possible (most products need to be manufactured and shipped)". Chuck stated that all we are doing is providing some pavers or a grassy area. Chris stated he felt it would enhance the site. It was agreed that Akram should do what they can. Chuck stated he will get all this information to Akram. Chris responded that he would like answers so it can be on the next Board meeting. Chuck stated that Chris from HR Green has done a great job of communicating with Martam and avoiding the remobilization fee. III. NEW BUSINESS Chris asked if there was any new business. There was none. IV. OPEN DISCUSSION Chuck stated next time we will be talking about improvement North of Oakton and South of Monroe. Bob Pilat stated that the Northwest Council of Mayors meeting is coming up and they will be going over the ITEP grants that were awarded. The next round of ITEP applications will be coming shortly. Not sure what shortly means but it could be this year yet. Chris responded then discussion on what the Village would want done should transpire. Chuck responded he wished the Village would have done something vertical as everything has been horizontal. When driving down the street you have to look down nothing was vertical. Bob Pilat responded the cost is a factor. Basic rule is $1,000,000 per mile. Chuck stated do this as a grant before leaving the area. Street lights really make a difference and has seen the enhancements other communities have made by using streetlights. Chris stated how do we fund. Talk to other communities and see what the true cost is. Chuck stated he would talk to Akram and see what he feels. Chris responded contact these other communities’ suburbs and ask them directly how much it cost. Chuck agreed. V. NEXT MEETING - to be determined Chuck made a motion to adjourn. Bob Pilat seconded this. All agreed. Meeting adjourned at 10:55 a.m. 5