Public Works Committee

APPROVED MINUTES OF A MEETING OF THE PUBLIC WORKS COMMITTEE VILLAGE OF NORTHBROOK COOK COUNTY, ILLINOIS October 13, 2011 Chairman Heller called the meeting to order in the Board Room of the Village Hall at 6:00 PM. On roll call, present were: Trustees Buehler, Israel and Chairman Heller; also present: President Frum, Village Manager Nahrstadt, and Village Engineer Kendzior. Continuation of discussion of the New Master Stormwater Management Plan Chairman Heller stated the discussion at this meeting would cover Project 12 through Project 22; committee members and President Frum will then make preliminary comments after which members of the audience may submit comments. The Committee will then make a decision regarding its recommendation to the Board. Project 12 - Northbrook Manor (Spruce Street) 1. this project includes the construction of a 4 foot diameter relief sewer along Spruce Street between Illinois and Maple. 2. 60 properties should experience a reduction in flooding; 3. design of project expected to take 6 months; construction to take 6 months; 4. financing and funding if project is recommended by Public Works Committee will be integrated into the Village’s Capital Improvement Plan to be discussed by the Finance Committee. Project 13 - Ridge Road/Lee Road 1. project includes a larger storm sewer with inlet improvements to connect to the existing storm sewer on Lee Road that was constructed as part of the Jurisdictional Transfer project with Cook County; 2. three properties will benefit; none will experience a reduction in structure flooding; 3. design of project expected to take 6 months; construction anticipated to take 3 months; project to take place in F&2012/2013; 4. financing and funding, if Project is approved by the Committee, to be integrated into Village’s CIP to be discussed by the Finance Committee. Project 14 – Shermer Road Outlet 1. project includes removal of flap gate valve installed in the 1990’s that is causing back pressures and conveyance concerns; 2. the work will be completed by Public Works Department in FY2011-2012; PW crews have modified the inlet on the east side of Illinois, not part of the plan; 3. 42 properties will be impacted and experience reduction in flooding; 0 will experience a reduction in structure flooding; 4. no design is needed; construction of project is anticipated to take 3 months; 5. project is relatively inexpensive; financing and funding will be part of the Village’s CIP to be reviewed by the Finance Committee. Project 15 – Shermer Road Underpass 1. the project involves building a new 3 foot diameter storm sewer from the north side of the tracks to the Willow Road storm sewer system; project must be coordinated with IDOT who maintains the roadway and drainage system; during recent storms the underpass has flooded and become impassable; direct access to the commercial and industrial properties on Shermer and Holste are impacted; alternate access is from the south through Glenview; flooding conditions impede emergency vehicle access. 2. no properties will experience a reduction in structure flooding; 1 property will experience a reduction in flooding; the flooding conditions impact vehicles and motorists trying to access commercial and industrial properties; while the project does not have a high ranking number it does deserve some consideration when reviewing overall rankings; 3. it was noted that the flooding does not affect infrastructure or homes but it does make it difficult to get to downtown Northbrook; President Frum suggested that the Village should work with IDOT on the expense as it is the Department’s road and it should be responsible. Village Engineer Kendzior stated IDOT does not have the funds to do it. It was included in the allocation for drainage studies and road widening project only in connection with installing a sewer on Willow Road as part of IDOT’s road project. It was agreed IDOT should be encouraged to fund the project as part of its road projects. It was suggested the project be left in the Village plan however a question was raised as to whether it should be moved back a little. Trustee Israel suggested the project be left in the Village plan and efforts be made to get funding from IDOT. Members were not in favor of working with Glenview on the funding issue. Director Hamill stated Staff would go back to IDOT to determine if the Village could get some help from it; 4. design of the project expected to take 1 year; construction anticipated to take 6 months. Project 16 – Sunny Acres (Pamela Lane, Constance Lane) 1. this project involves construction of storm sewer improvements and a one acre-foot detention basin for mitigation to improve flooding conditions for residential properties on Pamela and Constance Lanes; the Village has acquired property on Sanders Road for the detention basin; an attempt will be made to obtain an easement from one or two properties in order to construct a storm sewer for the low flow discharge from the Rosewood Care site, which is currently flowing overland and causing a nuisance drainage problem; 2. 14 properties will experience a reduction in flooding, 3 of the 14 properties will experience a reduction in structure flooding; 3. design expected to take 6 months; construction expected to take 6 months; 4. funding and financing to be integrated into Village CIP and reviewed by the Finance Committee; project anticipated for FY2015/2016; Project 17 – Sunset Lane 1. this project includes construction of a 3-foot diameter storm sewer that will extend between Sunset Lane and existing detention basin on Commercial Avenue, to be expanded by 2.5 acre-feet to mitigate the increased flow from the new sewer; flooding conditions will be reduced on the roadway and front yards on Sunset Lane; 2  2. 13 properties will experience a reduction in flooding; 0 properties will experience a reduction in structure flooding; 3. there are no gutters in this area; relief is needed to direct drainage from the low spots, either at the east end or to the far west where there are more low areas; 4. design of project will take 6 months; construction of project will take 3 months; easements are needed from two or three properties in order for project to be completed; 5. funding and financing, if project is approved, will be part of the CIP subject to review by the Finance Committee; work on project anticipated to take place FY2015/2016. Project 18 – Techny Drain Expansion 1. this project involves expanding the existing Techny Drain basin located behind Glenbrook North High School to provide an additional 2.5 acre-feet of storage; it will provide additional storage for the Techny Drain watershed; 2. 60 properties will experience a reduction in flooding; 0 properties will experience a reduction in structure flooding; 3. design of project is expected to take 6 months; construction is anticipated to take 6 months; 4. easements and coordination with GBN are necessary for this project to be completed; 5. funding for project anticipated for FY2012/2014; 6. question raised as to whether this project to be worked on after completion of Phase 4 of the Techny Drain project; Director Hamill stated sequencing does not matter. Work can be done when school activities are taking place. 7. President Frum suggested that the project should have less priority because the Village will be spending so much money on the Techny Drain project; also need to include other areas to share the benefits. The benefit is primarily for the high school. She commented that she would not take out the project; however, she was not sure where it should fall. Trustee Buehler stated he would not support taking the project out; it is a multiple property project and the Park District is also involved. He added that any time the Board has the opportunity to cooperate with other taxing districts, the Board should look at the situation. Chairman Heller commented 60 properties were impacted; however, there was no anticipated reduction in structure flooding. He commented the number of properties was significant; however, he was in favor of moving the project ranking down. President Frum suggested this is a flexible project that could be put in when the high school is ready to do the project. Project 19 – Weller’s Subdivision (Weller, Hillcrest and Christina Lane) 1. this project will address street and yard flooding on Weller Lane that is caused by a poorly draining storm sewer outlet; proposal is to construct a new conveyance storm sewer with inlet improvements and an 1.8 acre-foot detention facility; 2. 7 properties will experience a reduction in flooding; 0 properties will experience a reduction in structure flooding; 3. design of the project will take 12 months; construction of the project is anticipated to take 6 months; 4. the Village must acquire one property for construction of the detention basin; 5. it was noted the streets in the subject area are not up to Village standards and the streets rely on ditch conveyance. 6. purchase of required property anticipated for FY2014/2015; financing and funding for project anticipated for FY2015/2016. 3 Project 20 – Western Avenue/Oak Avenue (Westcott Road to Shermer Road) 1. this project includes construction of segments of 4-foot diameter storm sewer pipe with inlet improvements along Oak between Royal Drive and Cedar Lane; the long segments of pipe provide additional storage of surface runoff during high intensity storms; 2. 106 properties will experience a reduction in yard and street flooding; there will be no reduction in structure flooding; 3. design of project expected to take 6 months; construction anticipated to take 12 months; 4. financing and funding will be integrated in the Village’s CIP following review by Finance Committee; engineering costs anticipated to occur in FY 2012/2013; construction financing anticipated to occur in FY2013/2014. 5. Project 21 – Williamsburg Drive/Old Post Road 1. project involves construction of a 2-foot and 3-foot diameter storm sewer line extending from Williamsburg Drive/Old Post Road intersection to the adjacent Revere Drive retention pond; retention pond to be extended by 1 acre-foot; the intersection experiences roadway and parkway flooding; also extension of Revere Drive detention basin which is privately owned; 2. 18 properties will experience reduction in flooding; of the impacted properties, 2 will experience a reduction in structure flooding; 3. design of the project expected to take 24 months because it includes a private easement and requires approval of the owner of the industrial detention area; that basin is for their use; have to be sure it will not affect industrial area and property; easement agreement will be included in design phase; indications are Village would not start final design until agreements are in place; 4. Village must acquire two easements and an additional easement or license agreement with the Revere Drive Business Association for construction of a storm sewer and expansion of a retention pond. Project 22 – Woodlawn Road 1. project involves improving the existing roadway drainage system by adding inlet structures, regarding the ditch system to re-establish positive drainage by replacing undersized and deteriorated driveway culverts on Woodlawn between Penfold and Shermer; 2. 15 properties will experience a reduction in flooding; of the 15 properties, none will experience a reduction in structure flooding; 3. design of project expected to take 6 months; construction is anticipated to take 6 months; construction of this project dependent on completion of Northbrook Manor, Shermer Road Outlet, Shermer Road Overflow and Westcott Park projects; 4. financing and funding of $217,000 anticipated cost to be considered by the Finance Committee; project may take place in FY 2018/2019. Other Areas Director Hamill referred to other areas that Staff is looking at and trying to come up with ideas regarding engineering and design and commented as follows: 4  1600 block of Blackthorn - there is segment of the road where water collects; there does not appear to be a way to mitigate the problem; currently, flooding caused by existing infrastructure; Staff has to look at area to determine satisfactory alternatives, flood routes, detention; not any solution available at this point in time. Brittany (Bordeaux to Dauphine) - water collects and causes extreme flooding; area needs to be studied to figure out how to improve drainage issues. Longvalley Road and cul-de-sac area - this road and the cul de sac collect flood water; it appears additional road improvements are necessary; there is need for additional study to determine what can be done Surrey Lane - cul de sac floods at the end because there is not sufficient conveyance to move out the water; will look at it again. Landwehr/Sunset Trail Intersection – County and Village problem – consider whether regrading will help solve the flooding problem. Brentwood/Dehne - water does not move; currently no detention proposed for that area; consider whether there will be a need for additional detention; a question was raised as to whether this area was reviewed by the Stormwater Management Commission; Trustee Israel commented he did not believe people brought up the area in discussions; many people were reluctant to complain about the flooding issues because they felt it would lower their property values; this was an area where residents had little or no complaints that Village was aware of. Director Hamill commented that, in general, the new Plan addressed the biggest flooding issues throughout the Village. He added that Staff will continue to look at flooding issues and, if necessary, seek the assistance of outside consultants to determine reasonable solutions. Public Works Committee Comments Chairman Heller expressed the opinion that the New Master Stormwater Management Plan, with some minor tweaking, was something the Committee should approve and move it along to the Finance Committee and the Board to discuss funding issues. He stated he believed anything the Committee changes or adjusts and any recommendations should include a notation that it is a working plan; projects can be added to it; or projects can be deleted by the Board or Commission. It was noted that Project 14 will be deleted because it has been completed. Chairman Heller thanked residents for attending the open houses, submitting their input and discussing their concerns, complaints and views. Trustee Buehler stated he appreciated the comments submitted by the public and the work done by Staff and the Commission. He commented stormwater management is a big venture and the Village is trying to address as many issues as possible. He stated he had no problem with the proposed Plan. He concurred that safety was one of the most important issues to address. He added it is also important for the Village to work with neighborhoods and encourage neighbors to work together to achieve their goals Trustee Buehler noted that the Village still needs to acquire land in certain areas to be sure that the projects will be completed. . He stated the Village will continue to look for ways to make the Plan a success. 5  Chairman Heller concurred with Trustee Buehler’s comments regarding safety issues. He commented that storm water management is about safety and noted that it is important for the Village to acquire certain properties in order to install and expand retention/detention facilities. He stated the anticipated cost of the project is $16M, however, additional funds will be needed to acquire detention properties which may increase the total cost to $17M. He stated the Board still has to figure out the funding and suggested there should be a contingency fund of $1M to purchase the land. Trustee Israel commented it was great to see that the Village is trying to come to grips with stormwater problems. He stated the New Master Stormwater Management Plan is important to the Village and its efforts to resolve serious flooding conditions. He stated he felt that the efforts of the Architectural Control Commission, the Planning/Zoning Committee and input from the Stormwater Management Commission will help to impose some restrictions on property development that should alleviate flooding situations.. He added it is important to reduce the size of residences that extend property line to property line. Trustee Israel commented that the new plan is better than the previous plan and he recommended that the Village go forward with the New Master Plan. In terms of funding, he suggested the Board should be looking at the funding as it currently appears in the Plan and as amended by deducting the cost of Project 14 and the prospect of funds from IDOT if it participates in the applicable project President Frum thanked the Stormwater Management Commission and the Public Works Committee for the work and their efforts in developing the new Master Stormwater Management Plan. She noted that some other projects may have to be added to the Plan. She felt that the Board was looking at detention in a different way and she agreed with Trustee Buehler that the Board must look at each facility before the property is purchased. She stated she would agree to purchase the property as long as it is in the right areas. She added the Village needs to purchase property strategically where flooding problems exist. She noted that the Village has given up two detention areas in the past. She stated she would like the Committee to look at the issue of impervious surfaces. Comments from the Audience Jo Hebl, 2045 Illinois, a member of the Stormwater Management Commission, stated she appreciated the Board’s serious approach to the flooding problems. She reiterated Trustee Israel’s comments regarding the flooding problems and expressed the opinion that people were not talking about the issues because they were concerned emphasis on the problem would impact property values. She stated her neighbors are talking about the issues and take them very seriously. She suggested neighbors need to work together in order to make real progress on correcting the problems. She stated there are a number of older homes in the area that may be subject to flooding. She stated she is an advocate for overhead sewers and hoped the homeowners would install them to avoid sewer backups in their basements. Chuck Henshall, 1119 Blackthorn, stated he has lived in Northbrook for over 50 years and in his present home for 21 years. During the last 8-10 years, he has experienced more flooding on Blackthorn than any other time. They do not have overhead sewers. He inquired what the code requirements are and what has been built in the last 10 years in Northbrook. He suggested developers should discuss with Public Works the number of drain tiles installed during the last 8-10 years that are plugged into existing storm sewers. He commented there is a lot of PBC going into the ground and it should be checked. Many conditions have changed during the last 10 years. There are 8 or 9 beautiful new homes on his block that he presumed were built to Code, however, it appeared the contractors did not meet all the regulations. He suggested 6 improved Code enforcement is needed; he commented he hoped a portion of the $16M storm water project was going to be used to address Blackthorn Lane problems. He suggested that other areas had been designated as higher priority yet residents on Blackthorn have been subjected to 6 inches of water in 6 hours, they have been knee deep in water yet their situation does not rank the right priority. It was noted that once the home has been inspected and approved following a final inspection the Village does not have the right to enter the property and conduct further inspections unless there is a complaint submitted by a third party. Adele Sturgis, Maple Avenue, stated she has been dealing with flooding issues in her area since 1982 and is familiar with all forms of flooding. She commented about various projects in the Plan. She commented that the Cherry Lane underpass project is important; the apartment building at the northwest corner of Cherry/Meadow has flooded; there has been a history of flooding in that area and she felt that the proposed project will benefit several properties in the area. She noted that the Village will be discussing downtown redevelopment within a short time. She pointed out one of the areas to be considered is the Meadow Road area and suggested the committee study how to put in additional storm sewer pipe when it is considering redevelopment of the downtown area and coordinate it with the proposed project. Northbrook Manor – Ms. Sturgis commented that the emphasis appears to be on flooding in rear yards; she pointed out the structures are impacted because flooding also occurs in basements and garages. She expressed the opinion that the water is backing up from the flap gates, the level rises and spills over into their backyards and basements. Historical Society Building – she stated it was her understanding that there was a in the Plan to protect the Society’s building yet it appears to have been removed. She suggested there are many other flooding problems that should be considered. She expressed the opinion that the residents need to be better educated and encouraged to protect themselves and their interests. Chairman Heller stated that when the Board learns of additional areas to be improved those areas will be considered and addressed at the appropriate time. President Frum commented that additional cases may come up and will be considered during the design stage of the projects. Marilyn Magers, 2590 Canterbury, stated she hoped that the Plan will help those residents who have had problems with substandard streets and substandard sewers. Chairman Heller thanked members of the audience for attending the meeting and submitting their comments. Chairman Heller made a motion that the Public Works Committee recommend: approval of the New Master Stormwater Management Plan as presented, to be modified by eliminating Project 14 and the ranking of Project 7 be changed as previously discussed and that no further ranking changes be made; that the Village look at potential Code changes that may be necessary to maintain the integrity of the proposed Master Stormwater Management Plan intended to address the Village’s flooding issues; that there be additional emphasis on Code enforcement regarding storm water; that other potential projects, previously discussed, be incorporated into the Plan, be subject to Board approval. Trustee Buehler seconded the motion. On roll call, voting aye: Trustees Buehler, Israel and Chairman Heller (3); voting nay: none (0); the motion was approved. 7  Chairman Heller suggested that any new projects should be reviewed by the Stormwater Management Commission and then Public Works Committee. He pointed out this Committee probably does not want to make any decision on potential projects because it does not have sufficient information about the problem, the solution/design, or the cost. Trustee Israel made a motion, seconded by Trustee Buehler, that the meeting be adjourned. On roll call, voting aye: Trustees Buehler, Israel and Chairman Heller (3); voting nay: none (0), the motion was approved. The meeting was adjourned at 8:10 PM. Respectfully submitted, /s/ Teresa J. Moll Recorder 8