Committee of the Whole & Public Works Committee

Village of Lombard Village Hall 255 East Wilson Ave. Lombard, IL 60148 villageoflombard.org Minutes Tuesday, September 8, 2015 7:00 PM Lorraine G. Gerhardt Community Room Committee of the Whole & Public Works Committee President Keith Giagnorio, Village Clerk Sharon Kuderna Trustee Dan Whittington, Trustee Mike Fugiel, Trustee Reid Foltyniewicz, Trustee Bill Johnston, Trustee Robyn Pike, Trustee Bill Ware Public Works Committee: Bill Ware - Chairperson Art Kuehl, John Kaforski, Mark Dvorak, Mike Kuderna, David Arnold, Joe Glazier, Jr., Robert Bachner Committee of the Whole & Public Minutes September 8, 2015 Works Committee 1.0 Call to Order and Pledge of Allegiance The Special Meeting of the President and Board of Trustees of the Village of Lombard and the Public Works Committee held on Tuesday, September 8, 2015 in the Community Room of the Lombard Village Hall was called to order by Village President Keith Giagnorio at 7:00 p.m. Village clerk Sharon Kuderna led the Pledge of Allegiance. 2.0 Roll Call Trustee Fugiel arrived at 7:20 p.m. Present 12 - Keith Giagnorio, Sharon Kuderna, Mike Fugiel, Bill Johnston, Robyn Pike, Bill Ware, Arthur Kuehl, John Kaforski, Mark Dvorak, Mike Kuderna, Joe Glazier Jr., and Robert Bachner Absent 3 - Dan Whittington, Reid Foltyniewicz, and David Arnold Staff Present: Village Manager Scott Niehaus Director of Finance Tim Sexton Director of Community Development Bill Heniff Director of Public Works Carl Goldsmith Utilities Superintendent Brian Jack Executive Coordinator Carol Bauer 3.0 Public Participation 4.0 New Business 150313 Final Draft: FY 2016-FY 2025 Capital Improvement Program Trustee Bill Ware, Chairperson of the Public Works & Environmental Concerns Committee, noted that the Public Works Committee had reviewed the proposed draft of the FY 2016-FY 2025 Village of Lombard Capital Improvement Program. The proposed CIP is now being forwarded to the Village Board for review. Trustee Ware thanked the staff and the Public Works Committee for their efforts in preparing and reviewing the proposed CIP. Director of Public Works Carl Goldsmith also thanked the Public Works Committee and staff for their time diligence in preparing the proposed CIP. He noted that the CIP is reviewed each year and adjusted accordingly. He spoke of the revolving loan through the IEPA that the Village had applied for and received which will assist in some projects. He spoke of the removal of all of the infected ash Village of Lombard Page 1 Committee of the Whole & Public Minutes September 8, 2015 Works Committee trees by the end of the year; the replacement of trees scheduled for the next three years; parcels on Phillips Court to be used for stormwater management; the North Broadway project; all pump stations being set up identically; sewer lining; a controlled burn at Terrace View Pond; the purchase of a diesel powered trash pump that the Village could also rent to other neighboring communities; deteriorates sidewalk program; various street construction projects; the Hill Avenue project that is 80% funded with federal money; various maintenance projects; Highland Avenue which is owned by IDOT, but the Village is willing to take over jurisdiction once repairs are made to the roadway; spoke of litigation with IDOT relative to the jurisdiction and moving past that; spoke of traffic signal and pole replacement; spoke about the Rt. 53 and Madison improvements with the assistance of federal funding and funding from York Township; TIF lighting in its second and final year of the program; water system improvements including replacing 11,000 water meters with more efficient meters; largest commercial water lining project in Illinois; the SCADA system; the life expectancy of sewer lining to be 50-75 years; Village Manager Scott Niehaus spoke of spending money wisely. Director Goldsmith then reviewed the proposed FY 2016 - FY 2025 Capital Improvement Program as follows: The Third Draft of the proposed FY 2016-FY2025 Capital Improvement Program reflects changes that were made based upon discussions with the Public Works Committee at the July 14, 2015 and August 4, 2015 meetings. The Third Draft of the FY 2016 - FY 2025 Capital Improvement Program is proposed at $133,646,050. A total of $120,646,050, in local and $13,081,100 in non-local funds are projected to be spent for capital improvements during the FY 2016-FY 2025 Capital Improvement Program. For FY 2016, the CIP is funded at $22,476,050, with $15,673,950 in local funds (Construction Fund, Facility Fund, Hotel/Motel Fund, Parking Capital Reserve Fund, Tax Increment Financing Fund and Water/Sewer Capital Reserve Fund) and $6,802,100, in non-local funds. Included in the proposed expenditures for FY 2016 of $22,476,050 are the following expenditures: $194,000 for Commuter Parking Facilities; $505,000 for Facility Improvements and Maintenance; $69,600 for Parking Lot Improvements; $240,000 for Right-of-Way Maintenance and Beautification; $5,597,250 for Sewer System/Stormwater Control Improvements not performed in conjunction with a street project; $105,000 for Sidewalk Improvements; $5,361,000 for Street Construction and Maintenance (including related underground improvements); $3,910,700 for Traffic Signal and Street Lighting Improvements; and $6,493,500 for Water System Improvements not attributable to a street project. Village of Lombard Page 2 Committee of the Whole & Public Minutes September 8, 2015 Works Committee In addition to the non-home rule sales tax, other revenue sources used to finance capital improvements include a 5% utility/telecommunications tax, the public benefit property tax, motor fuel tax and commuter parking fund revenue. What follows is the FY 2016-FY 2025 Capital Improvement Program. Revisions and additions will be incorporated in the Final Draft of the Capital Improvement Program based upon the Village Board and Public Works Committee’s direction and further staff review. The projects contained in the Capital Improvement Program for FY 2016 are summarized below and are presented by project category. Commuter Parking Facilities This is a project category that was added to the Village of Lombard’s Capital Improvement Plan in 2014. The maintenance and improvement projects are funded through the Commuter Parking Fund, which is an Enterprise Fund established for the express purpose of operating and maintaining the commuter facilities. Each commuter facility has been evaluated and a maintenance and depreciation schedule has been established. A maintenance schedule has been developed for each commuter parking lot to address deficiencies and extend the useful life of each facility. The FY 2016 CIP contains $194,000 for work to be completed on the Village’s commuter facilities. The following work is scheduled: · Striping of the Hammerschmidt Parking Lot · Striping and Surface Treatment in the Park/Elizabeth Quarterly Lot · Striping of the Parkside East Lot (Charlotte) · The reconstruction of the Parkside East Lot (Martha) · Striping of the Premium Quarterly Lot · Striping and Surface Treatment of the St. Charles Road Quarterly Lot Facility Maintenance and Improvements Village Hall Generator - The project includes the replacement of the generator that serves as the primary back-up to the Village Hall; including the Village’s IT equipment. The project will seek to replace the generator in a location that is more conducive to maintenance and operations, as well as provide for receptacles (Humboldt plug) that will allow the Village to connect the Police Department and Village Hall to a portable generator in the event that the generator is inoperable. The cost of the project is estimated at $300,000. Police Department Door Replacement - This project includes the Village of Lombard Page 3 Committee of the Whole & Public Minutes September 8, 2015 Works Committee installation of new power actuated doors at the main entrance to the Police Department. The replacement doors will be more energy efficient and provide compliance with the Americans with Disability Act. The FY 2016 CIP contains $20,000 to complete the upgrades. Vehicle Storage Garage Upgrades - This project includes the conversion of underutilized storage space into a break room and locker rooms for the Street Department employees. The current facilities are unable to meet the needs of the Village and will be converted to meet the needs of the Department. There is $15,000 included in the FY 2016 CIP to complete the improvements in-house. Community Room Renovations - This project will include improvements to the room to ensure compliance with the ADA and improve the functionality of the room. Included in the improvements are also audio-visual upgrades and improved storage. There is $35,000 included in the FY 2016 CIP for this project. General Facility Maintenance - The funding of this project has been increased from $50,000 to $75,000 in 2016. These funds are used for the maintenance of the Village facilities, not attributable to a specific project. Asset Management - The Village has included $60,000 in the FY 2016 for the purchase and implementation of a software system that will optimize the Village ability to evaluate and program maintenance, repairs and replacement of its infrastructure. This is the first of three phases to implement a comprehensive system to track and manage assets. Parking Lot Improvements Parking Lot at 115 West St. Charles Road - The Village acquired the parking lot in 2013. The FY 2016 CIP contains $69,900 for the repair, grind and overlay and striping of the existing parking lot. A portion of the lot is under private ownership. The Village will attempt to coordinate the repairs with the property owner. Right of Way Maintenance and Beautification Right-of-Way Beautification Program - This annual program is designed to improve landscaped areas in the Village to enhance the aesthetic appeal of the Village. The program contains $65,000 in FY 2016. Downtown TIF Streetscape Improvements Program - This annual program is designed to improve the streetscape elements, brick pavers and other downtown features. The program contains $25,000 Village of Lombard Page 4 Committee of the Whole & Public Minutes September 8, 2015 Works Committee annually. Parkway Ash Tree Removal and Replacement Program - Based upon the wholesale removal of Ash trees that will be completed in 2015, the Village has adjusted the FY 2016 to contain $150,000 for the planting of replacement trees (where applicable). The Village anticipates that the replanting effort will take three (3) years to complete. Sewer System/Stormwater Improvements Clear Water Disconnect Grant Program - In 2012, the Village revised the grant program to incorporate “triggers” for compliance that is tied to Village issued building permits. FY 2016 contains $75,000 in funds for the grant program. IL Route 53 Stormwater Pump Station - The original improvements anticipated for the station included the replacement of the existing vertical turbine pumps with submersible pumps and inclusion of a grit chamber to prevent debris from entering that station and interrupting operations. However, as the consultant presented the Preliminary Design Report (PDR), it became clear that this was not the most suitable option. Instead, the Village will be looking to abandon the station, which is constructed in the 100 year floodplain and construct a new station upstream that will ensure proper operation of the station. The new station will increase the capacity to pump stormwater and alleviate flooding upstream. The cost of the project is estimated at $5,340,900. The FY 2016 CIP contains $2,024,400 for construction and construction material testing. The FY 2017 CIP contains $3,316,500 for the completion of construction. North Broadway Interim Pump Station & Force Main - This project is the first step in separating sewers that are located within the Gatz Pond watershed. Included in the project is the installation of a 350 HP pump to be installed within an existing wet well and approximately 1,700 linear feet of 36 inch diameter force main. The engineering for the project will be completed in 2015 and construction expected in 2016 at a cost of $2,103,350. Gatz Pond Outfall - This project would involve extending the large diameter storm sewer from North Broadway north on Chase Avenue to Maple Street and east on Maple Street to Westmore Meyers Road. This sewer would allow the discharge from Gatz Pond to be separated, which includes the Vista Pond watershed. This project would separate approximately 450 acres. The engineering for the project is contained in the FY 2016 CIP at a cost of $292,500. Construction is anticipated in 2017 at an estimated cost of $2,521,000. Village of Lombard Page 5 Committee of the Whole & Public Minutes September 8, 2015 Works Committee Municipal Complex Stormwater Quality Unit - The Village is required to improve the quality of the stormwater runoff and to protect against spills into the storm sewer system from the municipal complex per the NPDES 2 permit from the IEPA. This unit will treat and protect runoff from the entire complex. The FY 2016 CIP contains $27,000 for the project. Pump Station Component Replacement - The FY 2016 CIP contains $15,000 to establish and fund a regular maintenance cycle for the replacement of the electrical cabinet, level transducer and flow transducer at various pump stations throughout the Village. The program includes the installation of a new permanent back-up generator at Charles Lane pump station in FY 2019. Backyard Sewer Lining Program - This project continues to fund the lining of sewers in the rear yards throughout Lombard. Based upon GIS data and Village records, there are three (3) years of lining to complete. FY 2016 contains $125,000 and future year budgets are reduced based upon quantity of lining projected. Terrace View Pond and Garfield Pond Maintenance - An Intergovernmental Agreement between the Village of Lombard and the Lombard Park District makes the Village responsible for maintenance of Terrace View Pond. As part of the DuPage County Storm water Permit for the storm water project constructed in 2013, the Village must inspect and document the establishment of the wetland plantings along the shoreline of the pond for up to five years. The Village has a similar obligation with DuPage County concerning the Garfield site detention pond. The FY 2016 CIP contains $35,000 for this function. Manhole Inspection and Rehabilitation - The FY 2016 CIP contains $100,000 to begin a comprehensive manhole inspection and rehabilitation program that over time will encompass all the structures within the Village. The scope of this program is the inspection of manholes by a high definition camera and recording GPS information along with pertinent information about the manhole. Subsequently all structures that are found to be in substandard condition will be repaired. 6” Diesel Powered Trash Pump - The FY 2016 CIP contains $75,000 for the purchase of a diesel powered trash pump. The Village routinely rents large trash pumps to assist with storm response, as well as for dewatering pump/lift stations for maintenance. The purchase of the pump will reduce the time for emergency response. The Village will be exploring the opportunity to “rent” or loan the pump to other agencies to offset the cost of the unit. As a result of this Village of Lombard Page 6 Committee of the Whole & Public Minutes September 8, 2015 Works Committee purchase, the Public Works Department will see reductions in overtime and rental fees in future fiscal years. Maintenance Programs - The FY 2016 CIP contains $30,000 for the Sewer Televising and Cleaning Program, $75,000 for the Underground Structure Maintenance Program, $20,000 for the Backyard Flooding Prevention Program, $75,000 for the Pump Station Maintenance Program, $50,000 for Overhead Sewer Grant Program, $200,000 for Sewer Maintenance and Improvements Program, $75,000 for the Sanitary Sewer Lining Program, $75,000 for the Catch Basin Cleaning Program, $50,000 for the Sewer Stub Lining Program and $75,000 for the Large Sewer Flushing Program. Sidewalk Improvements Trip Hazard Replacement Program - This annual program is set up to repair and replace existing sidewalks determined to be a trip hazard pursuant to Village policies. The program is funded at $85,000 annually. Deteriorated Sidewalk Program - This program established under Village Board policy provides a 50% cost share to residents for the replacement of damaged/deteriorated sidewalks. The cost of the program is $20,000 annually. Street Construction and Improvements Pavement Marking Replacement Program - This maintenance program was first added to the CIP in 2014. The funding of the program will be used to maintain and refresh pavement markings in accordance with the Federal Manual for Uniform Traffic Control Devices (MUTCD). The restriping of Village commuter parking lots are also be included in this program and are funded by the Parking Capital Reserve Fund. The 2016 CIP contains $20,000 for the program. Hill Avenue Bridge - Included in the FY 2016 CIP is a project to remove and replacement of the existing deteriorated bridge carrying Hill Avenue over the East Branch of the DuPage River. The Village has secured commitments from the State of Illinois (through Federal Funds) for 80% of the cost of the cost of the bridge replacement with the remaining cost being split 50/50 with the Village of Glen Ellyn. The full cost of the bridge is set at $2,500,000 with the Village contributing $275,000 for the project. Maintenance Programs - The FY 2016 CIP contains $582,000 for the General Local Street Resurfacing Program, $336,000 for the Local Street Resurfacing with Village Crews and $50,000 for the Curb Replacement Program, $448,000 for the Full-Depth Asphalt Patching Village of Lombard Page 7 Committee of the Whole & Public Minutes September 8, 2015 Works Committee Program, $140,000 for Crack Sealing, $850,000 for General Concrete Street Rehabilitation Program, $100,000 for the Concrete Utility Patching, $70,000 for the Surface Treatment Program, $140,000 for Parkway Restoration and $125,000 for the Asphalt Utility Patching. The specific locations for these projects have not been identified, but will be based upon the Pavement Management Study. Traffic Signal and Street Lighting Improvements Street Light Pole Replacement - This project provides $50,000 for the maintenance and replacement of existing street light poles that are not included in a specific project. Traffic Signal & Intersection (Madison & Route 53) - This project consists of roadway improvements to the intersection, as well as the installation of a traffic signal. This project is a joint effort between the Village of Lombard, IDOT and York Township. Construction is anticipated in FY 2016 at a cost of $3,760,100. TIF Lighting Rehabilitation - This is a program designed to rehabilitate the existing lighting in the Downtown TIF District. This is the last year of the program, which uses in-house personnel for the removal and installation and a local vendor for the painting and rehabilitation. The cost of the project is $25,000. Traffic Signal Modernization Program Replacement - The Traffic Signal Pole Replacement from previous CIP documents has been reclassified to broaden the use of the funds. In FY 2016, the program will repair and upgrade 24 incandescent intersections to uninterrupted power supplies, LED signal heads, and ADA compliant push buttons and pedestrian timers. In addition, the program will save energy costs to the Village through energy efficient LED technologies, which promote the triple bottom line. The FY 2016 CIP contains $75,600 for the project(s). Water System Improvements Automated Meter Reading (AMR) - This project will upgrade the Village's water and sewer utility billing system. The upgrade to the AMR system will allow two way communications between the devices and allow improved user interface capabilities. The cost of the upgrade is $54,500. Watermain Maintenance & Improvements Program - The FY 2016 CIP contains $150,000 for the Watermain Maintenance and Improvement Programs not associated with a standalone project. Roosevelt Road Watermain Replacement Phase I - The Village has Village of Lombard Page 8 Committee of the Whole & Public Minutes September 8, 2015 Works Committee experienced significant break history along Roosevelt Road between Finley Road and Wisconsin Avenue. The Village has developed a project to perform cured in place lining of significant portions of the existing watermain network in the corridor. The project has been split into two phases. Phase I is the western limits of the Village to Fairfield. The FY 2016 CIP contains $2,355,000 for the construction of the watermain improvement. The Village has submitted an application for IEPA Revolving Loan Program funds. Reconstruction of Concrete Pit & Gallery (Highland Avenue) - The FY 2016 CIP contains $121,000 for improvements at the Highland Avenue Elevated Tank. The structure is deteriorating and is in danger of collapsing onto critical water distribution system infrastructure. The project will include the removal and replacement of the concrete roof, installation of new stairwell, and the possible addition of a shed structure over the gallery to eliminate a confined space. SCADA System Software & Computer Replacement - The Village utilizes a Supervisory Control and Data Acquisition (SCADA) system to monitor the utility systems. The current hardware and software are nearing their useful life. The project, which is estimated at $80,000 in FY 2016, will convert the Village’s existing iFix system to the modern WonderWare platform. The cost includes data conversion and server installation. Transmission Main (Civic Center to South Booster) - As part of the Water Network Analysis conducted in 2013, the Village abandoned the Eisenhower Lane Reservoir Project to increase storage in the system. The consultant concluded that the Village had the ability to effectively move water between the high and low pressure zones through the installation of a transmission main between the South Booster Station and the Civic Center Reservoir. The project includes the construction of a 16" ductile iron water transmission main between the Civic Center and the South Booster Station. The Village has submitted an application for an IEPA Revolving Loan. The cost of the project is $3,733,000. Trustee Ware commended the Public Works Committee and Public Works Department for their commitment to the capital planning process. The projects developed through the diligent effort of the Village Board, Public Works Committee and Village staff shows a commitment to maintaining the Village’s infrastructure at a high level. The continued focus on stormwater and drainage should prove to be a wise investment on the part of the Village, along with the approach of addressing underground utilities in conjunction with roadway reconstructs. Village of Lombard Page 9 Committee of the Whole & Public Minutes September 8, 2015 Works Committee Village Manager Scott Niehaus indicated that when you talk about spending $22,000.000 next year, that there will need to be a lot of hand holding. 5.0 Adjournment A motion was made by Trustee Mike Fugiel, seconded by Trustee Bill Ware, that the Special Meeting of the Village Board and the Public Works Committee held on Tuesday, September 8, 2015 in the Community Room of the Lombard Village Hall be adjourned at 8:06 p.m. The motion carried by the following vote: Aye: 10 - Mike Fugiel, Bill Johnston, Robyn Pike, Bill Ware, Arthur Kuehl, John Kaforski, Mark Dvorak, Mike Kuderna, Joe Glazier Jr., and Robert Bachner Absent: 3- Dan Whittington, Reid Foltyniewicz, and David Arnold Village of Lombard Page 10