Public Works Committee

APPROVED MINUTES OF A MEETING OF THE PUBLIC WORKS COMMITTEE VILLAGE OF NORTHBROOK COOK COUNTY, ILLINOIS December 18, 2012 Chairman Heller called the meeting to order in the Terrace Room of the Village Hall at 7:00 PM. On roll call, present were: Trustee Israel and Chairman Heller; also present: Trustee and President Frum, Village Manager R. Nahrstadt, Assistant Village Manager P. Kiraly, Director of Public Works K. Hamill, Supervisor P. Risinger, IT Manager R. Kramer, and Village Clerk D Ford. Call to Order Moment of Silence: Trustee Heller asked for a moment of silence for those that died in the Sandy Hook Elementary School tragedy. Hear from the Audience No Response Report: Snow and Ice Control Operations Overview Village Manager Nahrstadt stated in the last year there have been a number of changes related to snow removal. One example is the amount of salt used this last year is far less than what was used ten years ago, as the Village has become more environmentally conscious. Public Works General Operations Superintendent Paul Risinger gave an overview of the Public Works Department’s responsibilities in the Village regarding snow and ice control: 537 plow lane miles, nine municipal buildings, 10 commuter lots, etc. Program goals were reviewed. Plow and salt all roads within 4-6 hours after snowfall ends, clear all commuter lots before 5a.m, clear sidewalks concurrently as manpower permits, school crossings and other key intersections cleared next day and haul out excess snow from commuter lots and CBD as necessary. He reviewed procedures for typical snow/ice events. Routes consist of seven primary tandem sections plus Techny/Founders, 75 plow lane miles average per section, seven cul-de-sacs sections, commuter and municipal building parking lots, sidewalks; He provided a map showing the plow sections in the Village; including sidewalks. Personnel - Typical plowing event requires approximately 35 people, prolonged events require additional drivers; department follows16 hour maximum work shift with 8 hour rest period. Equipment – 31 pieces of equipment; supplemental equipment includes walk behind blower/spreaders and large diesel snow blower for the front end loader; Public Works is fortunate Public Works Committee Meeting December 18, 2012 to have high quality equipment. (a list of equipment was provided). He reviewed pictures of the snow equipment and provided a brief description of what they do. Materials – 4,000 tons of salt used annually on average; liquid calcium chloride used for lower temperatures; organics are used for better salt adhesion to roads and pre-storm liquid application; cost of salt has doubled in past 10 years; Recently trying to use less salt for economic and environmental reasons; He reviewed a chart showing snowfall and salt usage from 2007 to present; Challenges – every storm is different; manpower is always a challenge; scheduled absence - illness, injury and other emergencies; Common Inquires – driveway policy, condition of roads not in our jurisdiction; always a first and last to get plowed, private plow services create sight problems and deposit snow on public roads. Conclusion – snow and ice control is a life/property safety issue, most visible job Public Works does. It affects everyone. The Trustees questioned what criteria is used to determine when to plow versus when to salt? Superintendent Risinger stated when snowfall exceeds one inch, plowing is typically required to avoid over usage of chemicals; salt cannot melt a high volume of snow. Assistant to the Director of Public Works Matt Morrison explained they need to salt at the beginning of a storm then clear the snow to avoid bonding to the road. Then additional salt is applied upon completion. President Frum asked how much of the equipment Public Works has for snow only. Mr. Morrison stated only the plows and salt boxes; the rest can be used for other things. Trustee Heller questioned why the Village uses salt and Colorado uses sand? President Frum commented that it does not get as cold in Colorado and if we used sand in Northbrook it would go into our sewer system. Director of Public Works Kelly Hamill stated Paul Risinger’s responsibility is snow and ice, of which he rotates supervision with Mark Lovas and David VanRyn. Village Manager Nahrstadt stated this overview was provided to help the Board better understand the process. Trustee Scolaro entered at 7:31PM. Capital Improvement Plan (CIP) Project Scheduling Public Works Director Kelly Hamill stated staff outlined schedules for all CIP projects. He also explained how staff took a look at staffing that would be needed for each of these projects next year and out. He indicated all staff members have other responsibilities to manage as well Mr. Hamill explained there has been more scheduling details done this year than for years past. 2 Public Works Committee Meeting December 18, 2012 Matt Morrison stated staff took the CIP document and put it into implementation plan and schedule. He then reviewed the following: Programming Methodology was reviewed. Previous experience, quantities of materials, internal factors, and external factors. A plan was provided for review. Projects moved to Out Years Asphalt streets, Wildebrook and Summerhill areas Signal improvements – Cherry/Pfingsten Intersection. Director Hamill reviewed the information that was taken into consideration and why these projects should be moved to out years. He explained how staff broke down all of the components of the projects and is comfortable with the revised plan and schedule. Trustee Heller asked if pushing off some of the projects will change the budget. Director Hamill explained the Board will see a reduction in the Bond issuance. Trustee Heller questioned if a reduction was smart with the rates being so low. President Frum explained the bonds have to be spent in three years and we don’t have to spend it all now. The Committee discussed. Village Manager Nahrstadt noted the suggested changes to the schedule are based on staff’s concerns with having the physical manpower to do the projects. Trustee Scolaro confirmed he also was concerned about having enough manpower to complete the projects as originally presented. He stated he felt the Village was being too aggressive. Trustee Israel addressed one comment made by staff in regards to contracting out projects. He stated he did not believe it would cost much more to hire contractors for short periods. Village Manager Nahrstadt explained subcontractors would not do the same type of personal service the residents are accustomed to that staff does. Director Hamill informed the Trustees of how responsibilities are changing to accomplish the work. For example Paul Risinger is assisting Rich Daubert and his team with the projects this year. President Frum noted how much more comfortable she felt with this. Village Manager Nahrstadt confirmed he is sensing the Trustees are in general agreement. Matt Morrison then continued reviewing each month of the 2013 and the associated ongoing projects: complete projects, new projects and other ongoing projects. Director Hamill noted how hard he has pushed his staff in the reviewing and scheduling these projects and he is proud of their work. He noted how Public Works and Engineering have meshed together since the two departments have been combined to better handle the complete life cycle of our infrastructure. Director Hamill commented that Public Works has also tried to improve communication with residents with correspondence through the Village Website. 3 Public Works Committee Meeting December 18, 2012 Village Manager Nahrstadt stated all these projects will still require approval by the Board in the budget and when executing contracts. Village Membership in GIS Consortium Village Manager Nahrstadt informed the committee that for the past two years the General Government goals included review of Village membership in the GIS system consortium. Assistant Village Manager (AVM) Phil Kiraly explained staff has considered the GIS Consortium for a number of years. Twenty other communities are currently members of the Consortium which was formed in 1999 by Highland Park, Lincolnshire, Glencoe and Park Ridge. AVM Kiraly explained that a GIS or Geographic Information System makes information more useful, pulls data out of spreadsheets and puts into something that visualizes the data. He showed an example of 2011 foreclosure density and police incidents from Glenview, noting how the data can be pulled together to notice trends that may be occurring. Information Technology Manager Rich Kramer stated you can use the data many things. The more data you put in, the more clear the analysis becomes, the more powerful of a tool the data becomes. AVM Kiraly reviewed the history of GIS in Northbrook: 20 years of data with limited or no interconnectivity Data is located in numerous databases, spreadsheets, paper files and other storage means without a way to easily merge the data for analysis. He explained how data is now pulled together for various uses. GIS is used to a minimum of its potential Opportunities for expansion of current GIS is limited President Frum questioned how GIS data would be reviewed. Tom Thomey, owner and senior consultant of Municipal GIS Partners, Inc.(MGP), explained to the Committee how Oak Brook is presently contesting data DuPage County has related to their watershed map. He explained how accurate data, as in the Oak Brook example, will aid residents with obtaining flood insurance. AVM Kiraly explained the importance of data for a properly functioning GIS. Staff does not have access to much of our data, especially when data could be helpful for those in the field, such as inspectors or public safety employees. AVM Kiraly explained that in many cases, staff is relying on paper atlas maps or other static data that may or may not be accurate. AVM Kiraly stated that currently, there is also a limited customer service component to our GIS data, as it is not available on the Village’s website, except for static maps that are not searchable. Residents and contractors want to have access to data without needing to call the Village to get it. This disconnect causes more phone calls to staff, to pull information from files to give to the residents. 4 Public Works Committee Meeting December 18, 2012 Mr. Thomey informed the Committee that he has been in the GIS industry since 1985; worked for the City of Highland Park as the GIS manager from 1994-1997. He stated MGP formed in 1998 as a local government and GIS focus, a GIS consortium architect and then he gave an overview of his staff. Mr. Thomey stated he would demonstrate some of the GIS technology. His presentation focused on the following: He reviewed how GIS supports every department in local government. He explained how the GIS system is layered. o A map is a byproduct of GIS. o Excel data is a key component. He explained how they try to do their best for the organizations they work for: o By not overbuying software. o Match needs with technology, expedite tasks, reduce complexity, enhance decision making. He provided secure data from Highland Park. He explained how their purpose is to reduce staff duties to allow them to do other tasks. He showed how GIS mapping can be used in the commercial world. He addressed some of the challenges. He showed how GIS mapping allows you to view the street environment, to ultimately reduce staffs need to go out. o Visual analysis for flooding was provided; elevations. He noted the value GIS mapping provides to staff for measuring. Trustee Scolaro questioned if the GIS Consortium will make the Village’s data better or more efficient? Mr. Thomey stated he thinks it would both provide better data to the Village and make the Village more efficient. There is efficiency with obtaining information at your desk in comparison to having to get into a car and go out to the field in order to obtain the data. Amy Ahner, President of the GIS Consortium Board and Director of Administrative Services with the Village of Glenview, explained that Glenview had 11 data sources for addresses and their first task was to centralize and have one data source and how that positively impacted their operations. Trustee Heller questioned if there is an additional cost to staff to update the system. Director Hamill explained the cumbersome process for updating the current GIS system. Presently it goes through five sets of hands to get the data into our system. 5 Public Works Committee Meeting December 18, 2012 Trustee Heller questioned how long will it take to get a fully functioning GIS if the Village were to join the Consortium? IT Manager Kramer stated that the system would be functional within the first year, but that there are holes in our data now that will need to be filled in over time. Village Manager Nahrstadt questioned how Northbrook compared to other communities in regards to the data we presently collect. Mr. Thomey noted he has only briefly reviewed the data that the Village has and stated the Village has quality data but that is disjointed. Mr. Thomey discussed the time it will take to get up to speed and he benefits of not being paper based. Trustee Heller questioned who would be allowed to change data? It was explained only selected staff would be authorized to change data. He provided an example to the Board of how GIS data is beneficial on a number of levels. Village Manager Nahrstadt questioned the flood gauge monitoring at the bottom of the screen. Mr. Thomey explained how during flooding this is monitored on the map. Village Manager Nahrstadt noted how the Village could provide monitors in town in the problematic areas. AVM Kiraly noted the interaction of the proposed Enterprise Resource Program (ERP) with the GIS system. Mr. Thomey showed the Committee other examples of how the GIS system can provide information. Ms. Ahner pointed out the benefits GIS has provided to Glenview such as how business licenses are provided in their GIS system to the public. Mr. Thomey clarified, that each community in consortium has the ability to determine what they want to provide to the public. He stated different communities use the GIS system differently. AVM Kiraly noted the value of sharing information with other communities in the consortium. Other positive impacts of a GIS included a reduction in the number of calls to the Village as individuals look for such things as property index numbers; parcel area, address, etc.; zoning; day’s garbage is picked up, etc. Ms. Ahner noted the reduction Glenview experienced in real estate questions. AVM Kiraly noted how some communities provide instructional sessions to real estate professionals so they can find information on their own. Trustee Scolaro questioned the cost of the GIS Consortium and how they portion costs moving forward. In response, AVM Kiraly stated there is a five year cost schedule included in staff’s memo. Staff is recommending that the Village’s membership begin in the current fiscal year. The total cost for the remainder of FY 12/13 (approximately four months) would be $52,567 including a one-time entrance fee of $20,000. Costs for FY 13/14 (a full 12 months of service) would equal $185,476. Any further costs for other deliverables such as aerial photography would be discussed and planned as a component of each year’s budget discussion. AVM Kiraly noted the Village would have a full time GIS Specialist on site with a group of support staff including developers that they would be able to utilize to solve issues on site. That is the value of the Consortium that would not be replicated were the Village to simply hire additional GIS staff. 6 Public Works Committee Meeting December 18, 2012 He noted it was important to remember there is a full time GIS employee now on staff and that that position will remain. AVM Kiraly explained that this person’s role would be project manager and he explained why. He noted how the Village has used summer interns to update Village data and thus far that has not allowed us to move forward. AVM Kiraly explained the Village considered hiring two additional employees for GIS, but this would not compare to the value the consortium can provide. Village Manager Nahrstadt stated this is not a budgeted item in the current fiscal year. AVM Kiraly stated that consortium communities have very active staff user groups developed to look at and prioritize GIS projects. He added that there are a number of projects we would like to do. He noted the importance of first prioritizing the projects and then planning for them. AVM Kiraly explained the first year would consist of primarily populating the data and familiarizing staff with the GIS program. Trustee Scolaro stated if approved, Northbrook would be the 21st community in the Consortium, but he questioned how the staffing works. In response, Mr. Thomey explained. Trustee Scolaro questioned if cost changed based on the number of communities involved and Mr. Thomey explained how costs changed. He stated theoretically there could be a reduction in costs the larger the Consortium grew. Trustee Scolaro then asked what would happen if communities leave the Consortium. Mr. Thomey explained any property the municipalities purchase belongs to the municipalities if they leave. Mr. Thomey noted the benefit of sharing data programs for the involved communities in the Consortium, so each municipality does not have to individually purchase the programs. As new members come in, costs are reduced on these programs. AVM Kiraly explained how the GIS system allowed for tracking usage from the public, which has allowed some communities, like Glenview, to determine how many fewer telephone calls staff has had to answer for requests for information. He stated that savings are not always linked to fewer staff, but on how staff can focus their time differently. Trustee Scolaro stated we are just getting better information for a lot of money. AVM Kiraly debated that explaining how for example, the data could be used to reduce water outage times reducing the inconvenience to a residents. Trustee Heller noted there are definite positive attributes and that he believed it was a positive move for the Village; however it will cost almost $1,000,000 over five years. The question is, is it worth the costs to improve customer service? Village Manager Nahrstadt noted we are also talking about proficiency. He stated that staff utilization of better, more accessible data will help staff to better serve the community. Everything is becoming computerized. If the Village continues to fall behind, it will impact the Village’s ability to continue to provide high quality services and to adapt as service needs change. 7 Public Works Committee Meeting December 18, 2012 Trustee Israel gave the opinion he did not feel we can stay on the track we are currently on. He stated some of the data now is volatile and the employees currently maintaining it will go away as they retire and move on from the Village. President Frum explained how the computer systems in place don’t talk to each other and how that is dysfunctional for the organization. Trustee Israel commented we need to do something. Having data available to staff is best possible way to move forward with proven technology Trustee Scolaro stated many aspects of this are a no brainer and that membership would provide many benefits to the Village. However, simply spending money to become theoretically more efficient is not prudent. He stated that staff should present the projects and programs that would be accomplished through membership in the Consortium. Trustee Scolaro stated it should make the organization more efficient over time. Staff should make the value of membership tangible. AVM Kiraly thanked the Committee for their input and stated staff would provide additional information to the full board. Village Manager Nahrstadt stated that the concept of Village membership in the Consortium will be presented to the full Board in March. Trustee Israel moved, seconded by Trustee Heller, to adjourn the meeting at 9:18PM. On roll call, voting aye: Trustees Israel and Chairman Heller (2); voting nay: none (0), the motion was approved. Respectfully submitted, /s/ Debbie Ford Village Clerk 8