Committee of the Whole & Public Works Committee

Village of Lombard Village Hall 255 East Wilson Ave. Lombard, IL 60148 villageoflombard.org Minutes Monday, August 15, 2016 7:30 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 August 15, 2016 Works Committee 1.0 Call to Order and Pledge of Allegiance The Special Meeting of the President and Board of Trustees and the Public Works and Transportation Committee held on Monday, August 15, 2016 in the Community Room of the Lombard Village Hall was called to order by Village President Keith Giagnorio at 7:30 pm. 2.0 Roll Call Present 14 - Keith Giagnorio, Sharon Kuderna, Mike Fugiel, Reid Foltyniewicz, Bill Johnston, Robyn Pike, Bill Ware, Arthur Kuehl, John Kaforski, Mark Dvorak, Mike Kuderna, David Arnold, Joe Glazier Jr., and Robert Bachner Absent 1 - Dan Whittington Staff Present: Village Manager Scott Niehaus Director of Finance TIm Sexton Assistant Director of Finance Jamie Cunningham Director of Public Works Carl Goldsmith Assistant Village Manager Nicole Aranas Executive Coordinator Carol Bauer 3.0 Public Participation 4.0 Agenda 160268 FY 2017 - FY 2026 Capital Improvement Program Discussion of the proposed FY 2017-2026 Village of Lombard Capital Improvement Program. Trustee Bill Ware, Chairperson of the Public Works & Environmental Concerns Committee stated that on behalf of the Public Works Committee and staff, he was proud to introduce the 2017 - 2026 Capital Improvement Plan. The Plan was developed in accordance with Village Board policies, Public Works Standard Operating Procedures and available Village resources. The Plan continues to heavily focus on three areas: Facility repairs/improvements, Stormwater Management and Maintaining the existing infrastructure. The Public Works Committee met on June 14th and reviewed the plan presented by Village staff. The proposed 2017-2026 CIP continues to meet the needs of the community and prioritizes maintenance activity. Through the development of this Plan, the Public Works Committee and staff have evaluated projects and prioritized projects that are Village of Lombard Page 1 Committee of the Whole & Public Minutes August 15, 2016 Works Committee critical and projects that can be deferred without significant impact to operations and future costs. The plan before you this evening represents the culmination of many man hours to perform condition ratings and assess the Villages infrastructure. The CIP for the 2017-2026 is estimated at $155,453,901. In 2017 the Village anticipates spending $21,435,601 with a significant amount of the funding ($7,980,001) being dedicated to water and sewer projects. I would like to thank the Village staff and the Committee for the time and effort that they have put into the planning process. At the June 14th meeting, the Committee unanimously supported the Plan as presented and requested that the Plan be submitted to the Village Board for consideration. Director of Public Works Carl Goldsmith thanked the members of the Public Works & Transportation Committee and staff for all of their time and guidance in preparing the proposed CIP. He proceeded with the following: The FY 2017 - FY 2026 Capital Improvement Program is proposed at $155,449,901. A total of $146,821,401 in local and $8,628,500 in non-local funds are projected to be spent for capital improvements during the FY 2017-FY 2026 Capital Improvement Program. For FY 2017, the CIP is funded at $21,431,601, with $20,449,101 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 $932,500, in non-local funds. The draft plan was presented to the Public Works and Environmental Concerns Committee at their June 14, 2016 meeting. After deliberation on the plan, the Committee voted to unanimously support the plan as presented by staff. Included in the proposed expenditures for FY 2017 of $21,431,601 are the following expenditures: $265,000 for Bikeway and Pedestrian Path Improvements; $166,000 for Commuter Parking Facilities; $452,100 for Facility Improvements and Maintenance; $20,000 for Parking Lot Improvements; $365,000 for Right-of-Way Maintenance and Beautification; $7,102,500 for Sewer System/Stormwater Control Improvements not performed in conjunction with a street project; $110,000 for Sidewalk Improvements; $3,836,000 for Street Construction and Maintenance (including related underground improvements); $1,135,000 for Traffic Signal and Street Lighting Improvements; and $7,980,001 for Water System Improvements not attributable to a street project. In addition to the non-home rule sales tax, other revenue sources used to finance capital improvements include sales tax, utility/telecommunications tax, the public benefit property tax, motor Village of Lombard Page 2 Committee of the Whole & Public Minutes August 15, 2016 Works Committee fuel tax, commuter parking fund revenue and water and sewer fund revenue. As part of the Long Range Budget Planning process, the Village will be establishing a Building Reserve Fund, for the future replacement or major renovation of Village owned buildings. The Village has also initiated a water and sewer rate study that will assess the current and future revenue demands for the operation & maintenance and capital needs of the water system, as well as evaluate the structure of the water rate to ensure system-wide equity. The goal of the study and any potential rate changes is to eliminate the Non-Home Rule Sales Tax subsidy of the Water and Sewer Fund. This will result in additional funding available for construction projects. The results of the study will be incorporated into future CIP documents. The tentative schedule for the review of the water and sewer rate is largely based upon the implementation of new water meters for residential customers and is as follows: · December 1, 2016 - Illinois Environmental Protection Agency approval of low interest loan to cover cost of meter installation · April 6, 2017 - Village Board award of contract for installation of water meters · May 1, 2017 - Installation of meters to begin. Two year period for installation of all residential meters · October 2017 - Public Works and Environmental Concerns Committee and Finance Committee review results of meter program and Water and Sewer Fund Rate Study · October 2017 - Village Board consideration of Water and Sewer Fund Rate Study · January 1, 2018 - Implementation of Water & Sewer Rate Study recommendations This timeframe is subject to change based upon feedback from the Committees. What follows is the FY 2017-FY 2026 Capital Improvement Program. Revisions and additions will be incorporated in the Second Draft of the Capital Improvement Program based upon the Committee’s direction and further Staff review. The projects contained in the Capital Improvement Program for FY 2017 are summarized below and are presented by project category. Bikeway & Pedestrian Path Improvements Sustainable Transportation Program - The 2017 CIP contains $50,000 to implement the lowest cost recommendations from the Village-wide Bicycle and Pedestrian Master Plan. The proposed work for 2017 includes the addition of bike boulevard designation of Elizabeth Street Village of Lombard Page 3 Committee of the Whole & Public Minutes August 15, 2016 Works Committee and the designation of Grace Street as a bike lane. Future improvements include bike lanes, bike boulevards, and wayfinding signage. Facility maintenance is included in the program, and crossing improvements may also be included as funding allows. This program provides a sustainable approach to transportation, meaning that the program provides transportation facilities that are advantageous to all society levels, the environment, and are cost efficient (triple bottom line approach). Westmore-Meyers Bicycle/Pedestrian Improvements - This project will transform Westmore-Meyers Road from St. Charles Road to Roosevelt Road into a welcoming bicycle and pedestrian corridor. The roadway will become a three lane cross section with buffered bike lanes on either side. Trail and intersection crossing improvements are included, and wayfinding signage will also be incorporated in conjunction with the project. The project will link two regional trails, three proposed Village bike facilities, businesses, and parks. Completing this project will also address a high priority project within the Village-wide Bicycle and Pedestrian Master Plan and utilize funds from the Traffic Signal Modernization Program. The 2017 CIP contains $215,000 for design engineering and geotechnical engineering. The project is anticipated to be constructed in 2018 at an estimated cost of $1,929,000. The Village is seeking STP funding, which will cover 70% of the cost of construction. John Kaforski asked if the second leg of this project was not completed, what would happen to the funds. Carl Goldsmith noted that the funding is for design only at this point. Commuter Parking Facilities The FY 2017 CIP contains $166,000 for work to be completed on the Village’s commuter facilities. The following work is scheduled: · Striping of the Hammerschmidt Parking Lot · Crack Seal 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 Parkside West Lot · Striping of the Premium Quarterly Lot · Crack Seal and Surface Treatment of the St. Charles Road Quarterly Lot Facility Maintenance and Improvements Fire Station #2 Outdoor Storage Facility - This project includes the construction of a new outdoor storage facility located on the west side of Station#2. The existing station cannot accommodate the storage of material and equipment and the construction of the facility will provide for more efficient use of the station. The FY 2017 CIP Village of Lombard Page 4 Committee of the Whole & Public Minutes August 15, 2016 Works Committee contains $30,000 to complete the upgrades. Village Hall Skylight Modification - This project includes the removal and replacement of the skylight panels in Village Hall vestibule. The CIP initially included the replacement of the panels, but the facilities group is recommending capping off the skylights and including improved lighting for the area. The initially budget for the project was $250,000, which has been reduced to $50,000 based upon the change in project scope. Village Hall Door Replacement - This project will include new entrance doors at the main entrance to the Village Hall. This project will ensure compliance with the ADA and improve the functionality of the door system. There is $50,000 included in the FY 2017 CIP for this project. Village Hall HVAC Improvements- Through this project, the Village will install rooftop AC units in the Community Room and Village Board Room. This improvement will allow independent controls for these facilities, which will increase energy efficiency and reduce expenses to cool the building. There is $200,000 included in the FY 2017 CIP for this project. Plymovent Upgrade - Fire Stations 1 & 2 - The Village has included funds to upgrade the Plymovent system that contains exhaust from the garage floors. The Village has included $40,000 in the FY 2017 CIP for this project. General Facility Maintenance - The funding of this project is $75,000 for 2017. These funds are used for the maintenance of the Village facilities, not attributable to a specific project. Downtown Camera Maintenance - The Village has included $7,100 in the FY 2017 for the maintenance of the security systems in the downtown corridors. This project had previously funded through TIF funds. Parking Lot Improvements Village Complex Pavement Maintenance - The Village has established a program to cover the cost and the schedule for improvements for the parking lots at Village facilities. The FY 2017 CIP contains $20,000 for the repair, grind and overlay and striping of the parking lots at the Public Works facility. Right of Way Maintenance and Beautification Public Information Notification - The Village has included $100,000 for an electronic message board for the southeast corner of Main Street and Wilson Avenue. The message board will replace the current banner system and allow for greater dissemination of Village information to the public. 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 5 Committee of the Whole & Public Minutes August 15, 2016 Works Committee annually. Parkway Ash Tree Removal and Replacement Program - Based upon the wholesale removal of Ash trees that was completed in 2015, the Village has adjusted the FY 2017 CIP 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. 2017 is the second year of program. 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 2017. 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 2017 contains $79,000 in funds for the grant program. Pump Station Component Replacement - The FY 2017 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 2017 (2nd year of program) contains $125,000 and future year budgets are reduced based upon quantity of lining projected. Detention Pond Maintenance and Improvements - The Village has developed a maintenance schedule for the Village owned detention facility. The program is designed to provide funding for the maintenance of native plantings and structures in Village-owned stormwater basins. The FY 2017 CIP contains $14,000 for the following projects: · Wetland Plantings at the Civic Center Pond - $1,500 · Wetland Plantings at the Grace and Central Pond - $3,800 · Wetland Plantings at the Echo Pond - $3,300 · Wetland Plantings at the Morris Pond - $5,200 Manhole Inspection and Rehabilitation - The FY 2017 CIP contains $105,000 to fund 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 Village of Lombard Page 6 Committee of the Whole & Public Minutes August 15, 2016 Works Committee repaired. 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. 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 2017 CIP contains $20,000 for this project. 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 construction for the project is contained in the FY 2017 CIP at a cost of $2,521,000. SCADA System Hardware Upgrades - Due to obsolete hardware and rising costs of existing components along with programming issues, the SCADA system has become difficult and complex to maintain. The new equipment will allow the Village to reboot and purge all of the old hardware, software, and programming. The cost for the upgrade to the SCADA system is $150,000 in 2017 and additional $135,000 in 2018. Maintenance Programs - The FY 2017 CIP contains $32,000 for the Sewer Televising and Cleaning Program; $79,000 for the Underground Structure Maintenance Program; $21,000 for the Backyard Flooding Prevention Program; $83,000 for the Pump Station Maintenance Program; $52,000 for Overhead Sewer Grant Program; $200,000 for Sewer Maintenance and Improvements Program; $79,000 for the Sanitary Sewer Lining Program; $79,000 for the Catch Basin Cleaning Program; $53,000 for the Sewer Stub Lining Program Village of Lombard Page 7 Committee of the Whole & Public Minutes August 15, 2016 Works Committee and $79,000 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 $89,000 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 $21,000 annually. Street Construction and Improvements Finley & Roosevelt Intersection Improvements - The 2017 CIP contains $960,000 in funding for resident engineering and construction of improvements to increase intersection capacity in conjunction with proposed redevelopment at this location. The project includes the installation of double lefts for northbound and southbound Finley Road. These improvements are needed to facility traffic through the intersection and reduce the wait times for turning movements during peak periods. It should be noted that Finley Road is a Village roadway and that these improvements would be needed today even without the redevelopment of the site. At present, the intersection is performing at failing rate based upon national traffic standards. The project includes an additional westbound lane on Roosevelt Road from the proposed traffic signal to just west of Finley Road. Maintenance Programs - The FY 2017 CIP contains $70,000 for the Surface Treatment Program; $140,000 for Parkway Restoration; $850,000 for General Concrete Street Rehabilitation Program; $105,000 for the Concrete Utility Patching; $125,000 for the Asphalt Utility Patching; $582,000 for the General Local Street Resurfacing Program; $336,000 for the Local Street Resurfacing with Village Crews; $50,000 for the Curb Replacement Program; $448,000 for the Full-Depth Asphalt Patching Program; $140,000 for Crack Sealing and $30,000 for Pavement Marking Replacement Program Traffic Signal and Street Lighting Improvements Street Light and Traffic Signal Pole Replacement - This project provides $50,000 for the maintenance and replacement of existing street light and traffic signal poles that are not included in a specific project. Railroad Crossing at Elizabeth Street - The project intent is to upgrade the crossing gates at Elizabeth and the railroad tracks to a quad gates system. The project is a collaborative effort between the Village of Lombard, the Illinois Commerce Commission (ICC) and the UP Railroad in efforts to improve public safety for at-grade railroad Village of Lombard Page 8 Committee of the Whole & Public Minutes August 15, 2016 Works Committee crossings. Expenditures reflect anticipated Village costs only. The 2017 CIP contains $107,000 for the project. Traffic Signal Modernization Program Replacement - The 2017 CIP anticipates the repair and upgrade of 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 2017 CIP contains $138,000 for the project(s). The intersection improvements will take place at the following locations: · Main Street and Maple Street · Main Street and Hickory Street · Main Street and Madison Street · Main Street and 16th Street · Main Street and 22nd Street Oak Creek Drive Traffic Signal Replacement - In conjunction with the development of the former Ken Loch Golf Course, the Village will be partnering with the developer to improve the traffic signal at Finley Road and Oak Creek Drive. The Village and developer will split the cost of the signal improvement. The total cost of the project is $300,000, with the Village contributing $150,000 in 2017. Roosevelt Road Traffic Signal Installation - In conjunction with the development of the former Kmart site, the Village will be funding the installation of a traffic signal at the east access for the site. The cost of the installation of the traffic signal is $340,000. TIF Lighting Street Lighting Reliability Program - This is a program designed to repair/replace underground electrical conduit and cable for the TIF streetlights. The system has had numerous ground faults and has become unreliable. Additional improvements to circuits and pole mounted receptacles will be included in the program. The 2017 CIP contains $200,000 for the project. Water System Improvements Watermain Maintenance & Improvements Program - The FY 2017 CIP contains $150,000 for the Watermain Maintenance and Improvement Programs not associated with a standalone project. High Service Pump Rehabilitation - The FY 2017 CIP contains $100,000 for the rehabilitation of potable water high service pumps at various locations. A schedule for the maintenance of the pumps has been developed to ensure proper operation of the equipment. Water Meter Replacement - The 2011 CIP included a project to install an automated reading system infrastructure and replaced the water meters for commercial and multi-family accounts. The residential meters were installed in 1988 and 1989. Testing performed on the meters for the 2011 project indicated the overall meter accuracy was still acceptable so that portion of the project was delayed until 2017. Village of Lombard Page 9 Committee of the Whole & Public Minutes August 15, 2016 Works Committee Meter testing data indicated this is when the meters will slow down enough to have a significant impact on revenues. The Village will be seeking IEPA State Revolving Loan Funding for the improvement. It is anticipated that the replacement of the residential meters will occur in 2017 and 2018 at a cost of $2,745,000 per year. Roosevelt Road Watermain Replacement Phase II - The Village has 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 2017 CIP contains $4,587,001 for the construction of the watermain improvement. The Village has received IEPA Revolving Loan Program funds to cover the cost of the project. Central Station Reservoir Improvement - The 2017 CIP contains $273,000 for the design engineering and material testing for the rehabilitation of the Central Station Reservoir. The station was originally constructed in the 1920s with minimal maintenance and upgrades. There are 2 concrete tanks with 300,000 gallon capacity in each tank. Additional work includes pumps station improvements, valve replacement, pump replacement and generator improvements. Village Manager Scott Niehaus spoke about the water system improvements and the IEPA loan. Trustee Foltyniewicz questioned the proposed changeable sign at Main and Wilson. Carl Goldsmith noted the sign was a two-sided sign on a single pedestal; the stone-work will be similar to that used at the Metra Station; it will be large enough so that it is easily legible by motorists. Trustee Fugiel commented on the changeable sign across the street ate Glenbard East High School and issues that the high school has had. President Giagnorio thanked the Public Works and Environmnetal Concerns Committee and staff for their hard work. 5.0 Adjournment A motion was made by Trustee Reid Foltyniewicz, seconded by Trustee Bill Johnston, that the Special Meeting of the President and Board of Trustees and the Public Works and Environmental Concerns Committee held on Monday, August 15, 2016 in the Community Room of the Lombard Village Hall be Village of Lombard Page 10 Committee of the Whole & Public Minutes August 15, 2016 Works Committee adjourned at 8:18 p.m. The motion carried by the following vote: Aye: 5- Mike Fugiel, Reid Foltyniewicz, Bill Johnston, Robyn Pike, and Bill Ware Absent: 1- Dan Whittington Village of Lombard Page 11