Loading...
08/22/2013COMMITTEE OF THE WHOLE – Minutes of Meeting August 22, 2013 The Village Board met as a Committee of the Whole in the Council Chambers of the Village Hall at 3:00 p.m. on Thursday, August 22, 2013. In attendance were: PRESENT: Village Board Staff Harriet Rosenthal, Mayor Kent Street, Village Manager Robert Benton, Trustee Eric Burk, Director of Finance Alan Farkas, Trustee Barbara Little, Director of Public Works and Eng. Thomas Jester, Trustee Robert Phillips, Asst. Director of PW and Eng. Robert Nadler, Trustee Eric Oscarson, Asst. to the Dir. of Public Works William Seiden, Trustee Clint Case, Code Enforcement Supervisor Barbara Struthers, Trustee Public Comment There was no one present for public comment. Discussion of Capital Projects Assistant Director of Public Works and Engineering Mr. Phillips led the discussion regarding capital projects proposed for calendar year budget 2014. The following projects warranted discussion: Transportation/Street Projects  Street Rehabilitation Project – This project is proposed at $2.0 million, $494,000 will be funded through Motor Fuel Tax revenue. Trustee Farkas asked if roadway patching and other best practices are being utilized to control costs. Mr. Phillips described that grinding and resurfacing is utilized in many locations to help reduce costs, however, many of the older streets were not built to adequate specifications and require a full reconstruction. Trustee Nadler questioned how much of our roadway we will be rehabilitating. Mr. Phillips noted that 10% of the roadways (7 lane miles) are completed every 3 years, as part of the street rehabilitation project, which does not include larger infrastructure projects such as is being proposed in Briarwood Vista. Trustee Benton asked if we measure the condition of the Village roadways. Mr. Phillips noted that we contract with Infrastructure Management Services to complete a roadway condition evaluation every 5 years.  National Pollutant Discharge Elimination System (NPDES) – Mr. Phillips reported this is an IEPA mandate to reconstruct storm sewers and obtain NPDES permits to ensure that discharged wastewater and storm water will achieve water quality standards. Trustee Jester suggested that since the NPDES outfall inspection program is a reoccurring annual expense, and less of a capital expenditure that it be included in the operating department budget rather than being funded through the Infrastructure Replacement Fund. Manager Street concurred and noted the $10,000 inspection/permit expense would be reallocated to the operating department but that the engineering design and construction cost of $40,000 would remain in the capital improvement program. C.O.W; August 22, 2013  Deerfield Road Reconstruction – Mr. Phillips noted that the project is eligible for Federal funding through the Surface Transportation Program and provides 70% of the funding for the part of the project considered “Participating Work,” which totals $13.5 million. Approximately 24% of the total work on Deerfield Road is within in the City of Highland Park and approximately 76% is within Deerfield’s Village limits. The scope of the roadway work in the Village will include resurfacing between the Metra underpass and Rosemary Terrace and total reconstruction between Rosemary Terrace and the east Village limit. The project also includes Deerfield’s “Non-Participating Work” consisting of water main replacement and sanitary sewer replacement at approximately $1.3 million. The Village needs to pay for these utility repairs no matter the case. Additionally, there is a “Local Share” of approximately $3.8 million that the City of Highland Park will reimburse to the Village at approximately 24%. However, if the Village pursues a jurisdictional transfer to Lake County then the County will pay the difference of the Non-Participating Work and the Local Share, totaling approximately $2.5 million. Mayor Rosenthal noted that the specifics of a possible jurisdictional transfer to the County would be discussed later in the meeting.  Infrastructure Management Services (IMS) – Mr. Phillips reported the cost in 2014 is $25,000. This roadway evaluation was last completed in 2009. He noted the roadways should be rated at least a 70 out of 100. Trustee Nadler asked if we could conduct the roadway evaluation every 7 years instead of every 5 years, especially since we know which roadways we are planning to rehabilitate in 2014. Director Little responded that the IMS allows staff to plan ahead, even if the construction isn’t completed right away. She also noted that towns such as Highland Park conduct an IMS evaluation every 3 years. Trustee Struthers noted that a lot of roadways have drastically changed over the 5 years.  Pfingsten-Kates Road Rehabilitation/Bridge Rehabilitation – Mr. Phillips noted that funds are budgeted for both the roadway rehabilitation and the bridge engineering design. Trustee Benton noted the roadway is in poor condition and has received increased demand due to the construction on Lake Cake Road. Trustee Nadler suggested that the roadway condition be completed at the same time as the bridge construction. Mr. Phillips noted that at a minimum, the bridge will be rehabilitated in 3 years as an engineering design needs to be created. Trustee Struthers asked if this schedule could be accelerated. Mr. Phillips noted that even if the bridge could be engineered and constructed in 2 years, the bridge is eligible for 80% Federal funding and if the schedule was accelerated this 80/20 split would be forfeited. Manager Street recommended postponing the roadway rehabilitation until the bridge work is conducted, based on the Board’s discussion.  NorthTrails Subdivision – Mr. Phillips noted $100,000 is proposed in 2014 for engineering design with expectations to construct in 2015. He noted that staff has already televised the sewers in this subdivision and concluded that root intrusion is not the cause for the drainage backups. Trustee Seiden noted this drainage issue was not known by the Board previously and is concerned there are other areas of the Village experiencing similar issues. Mr. Phillips noted that the subdivision was planned to be included in future year street rehabilitation programs but the extent of the drainage issues was not fully known. Mayor Rosenthal noted that the Village is working with neighboring municipalities to address flooding in the Middle Fork. Trustee Nadler asked if improvements to the subdivision could be completed prior to C.O.W; August 22, 2013 2015. Mr. Phillips responded that staff needs1 year to complete the engineering design to ensure that the appropriate construction is completed next year to remedy the drainage problems.  Briarwood Vista Infrastructure Rehabilitation – Mr. Phillips reported that the Board recently awarded the engineering design contract to Gewalt Hamilton and the contractor is scheduled to begin engineering work in September. The project will take 2 years to complete and includes water main and storm sewer lateral replacement, lighting system improvements and roadway rehabilitation.  Light System Improvements – Mr. Phillips reported that $150,000 is proposed to install new street lighting on Hazel Avenue. Mayor Rosenthal asked how many lighting systems are in the Village. Mr. Phillips noted there are 21 lighting systems and most often they are installed during roadway improvements. The Board suggested postponing this improvement.  Alley Rehabilitation – Mr. Phillips report that $200,000 is proposed for alley construction. This would allow for 2-3 alleys to be paved each year. There are 11 alleys total in the Village. Mayor Rosenthal recalled abandoning alleys in the past and asked if any more could be vacated. Trustee Jester expressed concern that paving alleys could contribute to flooding. Mr. Phillips stated the alleys would be constructed with a reverse crown and a drain would be installed. Manager Street reported that staff would re-evaluate alleys and determine if homes have alternative access points that would allow for more alleys to be vacated. This project will be removed from this year’s capital improvement plan.  Chestnut Street Parkway Improvement – Assistant to the Director of Public Works Mr. Oscarson reported that over the next few years 150 trees will be removed from the parkway on the east side of Chestnut Street from Hazel Avenue to the northern limits of the Village. Many of the trees have been affected by the Emerald Ash Borer. A landscape plan is being developed to replace the removed vegetation with a mixture of native low growing trees, shrubs and grasses. The project is proposed to be implemented in 2 phases. $100,000 is proposed for 2015 and $150,000 is proposed for 2016. Mayor Rosenthal requested that staff research possible funding sources (i.e. grants) for sustainable projects. Bikeway/Sidewalk Improvements  South Side Deerfield Road Sidewalk – Mayor Rosenthal noted the sidewalk construction on the south side of Deerfield has been delayed since 2007 and it is time to move forward with the project. Mr. Phillips reported that plats, legals, and appraisals are complete but property acquisition is still being negotiated. Satelite Wastewater Facilities  Deerfield Road and Warwick Road Pump Stations – Mr. Phillips reported that composite sampling equipment needs to be upgraded and that this will eventually be an EPA mandate. Mayor Rosenthal requested staff to prepare a list of pumping stations and a description of each facility’s function, purpose and date of construction. Village Center Redevelopment  Northeast Corner Park (Deerfield and Waukegan Roads) – Assistant Lichterman recalled that the Board authorized Rosborough Partners to prepare a design plan C.O.W; August 22, 2013 for the corner park that would include 3 sculptures. Rosborough has prepared two designs. The minimal change approach keeps the existing paving and most of the trees while adding low shrubs, flowers, and lighting to highlight the sculptures. The budget for this work is approximately $50,0000. The second design involves removing most what is currently at the corner park and includes all new plantings, pavement and benches at an approximate cost of $250,000. Mr. Lichterman described the sculptures would be on a rotating basis, similar to the model in place at the North Shore Sculpture Park in Skokie, and that a stipend would be paid to the artists every few years. Also, sponsorships would be incorporated into the corner park. Mayor Rosenthal suggested that staff pursue the sculpture park concept and design a plan to accommodate 3 sculptures not to exceed $10,000. Public Building Improvements  Public Works Facility – Director Little reported that $75,000 is proposed to construct a new roof at the Public Works Facility. The current roof is the original from 1989.  Fire Protection at Storage Yard – Mr. Phillips reported that the Fire Marshal has recommended that fire suppression is installed at the storage facility. The approximate cost is $120,000. Trustee Farkas asked if the building is covered by insurance. Mr. Oscarson reported the building is insured and houses approximately $1.5 million of equipment. Manager Street suggested that staff evaluate the adequacies of the insurance on the building and come back with more information. Sewer Projects  Sewers – Mr. Phillips reported that the proposed sewer projects consist of $125,000 for sewer lining, $125,000 for inflow and infiltration consulting services and $115,000 for the Red Zone sanitary sewer inspection program. Project Funding Manager Street requested that Finance Director Burk review the funding options. Director Burk noted that the 5 year proposed Capital Improvement Plan totals nearly $43 million. He emphasized that the Infrastructure Replacement Fund will not generate enough revenue to cover the approximately $28 million of the 5 year proposed costs or the approximately $8 million proposed in 2014. The General Fund ended fiscal year 2013 with an addition to the Fund Balance of approximately $500,000. Preliminary indications are that the General Fund could absorb a $2 million transfer to the IRF in calendar year 2014. Budgeted regular revenues in the IRF for calendar year 2014 total approximately $1.1 million. IRF revenue plus a General Fund transfer total approximately $3.1 million and this falls short of the proposed expenditures by approximately $5.1 million. Director Burk noted possible options to make up the roughly $5 million shortfall include, reducing the scope of work, issuing debt, increasing the property tax levy, or making a larger General Fund transfer. He also noted that the jurisdictional transfer to Lake County is worth approximately $2.5 million and that would also help reduce expenditures. C.O.W; August 22, 2013 Trustee Farkas stated that the Fund Balance policy approved by the Board requires the Village hold 30% in reserves. Mr. Burk noted that the Village currently holds about 50% in reserves and in order to reduce the balance to 30% would require a $7 million draw down that could affect the Village’s rating by investment agencies. Trustee Jester noted that the reality is that the Board has been slowly reducing the fund balance and the problem is that the IRF does not have a substantive on-going revenue stream so General Fund transfers are required every year. Mayor Rosenthal noted that our official fund balance policy is that at least 30% be held in reserves but she recalled that the Board informally committed to keeping 40% in reserves. Trustee Jester stated that it is reasonable to issue bonds for projects such as Deerfield Road that have a 50 year lifespan. Trustee Struthers noted that she would be comfortable not abating the treatment plant debt this year. Trustee Nadler inquired about the implication of the jurisdictional transfer to the County. Trustee Struthers reported she is concerned with losing control over a main arterial roadway in the Village. Village Attorney Coblentz noted that the Village has concurrence and has “veto power” on Deerfield Road becoming a 4 lane road. He stated that an Intergovernmental Agreement will be drafted and requires Board approval and the Memorandum of Understanding (MOU) is just a starting template. Mr. Phillips noted that the Village will maintain the roadway including patching, snow plowing and street sweeping. Trustee Farkas requested that Attorney Coblentz work with the County to strength the language so that the Board is more comfortable with the terms of the agreement. Mayor Rosenthal noted that if the language in the MOU could be made less ambiguous she would be comfortable with the jurisdictional transfer. Trustee Jester recommended that staff prioritize the projects now that they have a better sense of the Board’s level of financial comfort. Discussion of Inflow and Infiltration Assistant Oscarson reported that over the past few years the Village has put forth a significant effort to identify areas of the Village’s infrastructure that allow Inflow and Infiltration (I/I) into the sanitary sewer system. RJN group was contracted to help identify deficiencies in the system and staff is correcting public infrastructure defects. The next step is to begin eliminating I/I deficiencies on private property. Mr. Oscarson noted this requires a 2 phased approach. First, would be to eliminate sources of I/I on the outside of homes, which would have little repair costs to the homeowners. This would include downspout disconnections, replacing clean-out caps, covering window wells, and yard drain disconnections. Staff recommends contracting with RJN group to assist with this effort. The second step would be to eliminate I/I from interior sources such as sump pumps and foundation drains, which would be more costly to the homeowners. Trustee Farkas asked if staff could monetize the figures so the Board could determine the cost of this additional treatment. Mr. Phillips noted while costs are significant, it is less of a cost issue and more of a design capacity issue at the Water Reclamation Facility. Mr. Oscarson recommended adopting a revised sewer ordinance based on the IEPA model ordinance that would require a home inspection when homes are sold. He noted C.O.W; August 22, 2013 many municipalities in the area have a similar closing inspection to ensure compliance with the sewer ordinance. He also noted the due to the cost of the repair to the homeowners some municipalities offer a 50/50 cost share program to correct the deficiencies. Trustee Jester requested that staff research how the sewer ordinance and closing inspection are working for the other communities. Manager Street reported that staff will investigate the sewer ordinance further and discuss best practices with neighboring municipalities. Adjournment Trustee Benton made a motion to adjourn. The motion was seconded by Trustee Jester and approved on a unanimous voice vote. The meeting adjourned at 5:30 p.m. Respectfully submitted, Andrew Lichterman Assistant to the Village Manager