Stormwater Commission

STORMWATER COMMISSION MEETING SUMMARY Wednesday, May 8, 2013 The following persons were present: Chair Joe Lo Verde, Steven Vinezeano, John Stanislawski, Chuck Ostman, Richard Wlodarski, Robert Callero, Andrew Vitale, Fred Kudert, Tom Polcyn, Mousa Nazzal, Scott Jochim and Jeff Wickenkamp of Hey and Associates. The meeting was called to order at 8:30 a.m. I. Approve Meeting Summary of Thursday, December 6, 2012: The summary was approved to be posted on the Stormwater Commission web page. II. Old Business: i. Flood Control Assistance Program Update. Rich Wlodarski discussed that about half (30 applicants) of those who submitted for the program for last year funds and were approved are moving forward. However, since the June 18 flood, the department is being overwhelmed with requests. Should a timeline be added to this program for the last year applicants? New applicants are beginning to put a demand on those funds. The other 50% did not act on the applications. It was discussed that since the flood, another 68 applications have come in. There was a discussion that the $300k from last fiscal year was needed along with the $150k budgeted for this fiscal year. The Chair stated that those dragging their feet need to be informed that they should submit or be pushed to the following year. It was discussed that the funds budgeted for this year would have been adequate if there was not another flood. The funds from last year were not even going to be used up until then. Mayor Callero stated that the Finance Committee should be able to consider using a greater amount of the earmarked stormwater funds from the sales tax increase to cover the requests. Those who have not acted yet, were approved back in January. Another letter was sent out in March and April. A letter should be sent to those who have not moved on their projects giving them 30-days. 45-days to act or you will be moved to the next year and you will need to reapply. We are accepting all applications at this time. The Chair voiced a concerned about using funds over the budgeted funds for cost share. Vinezeano stated that up until the last flood, the cost share from last fiscal year was only ½ used. The $150k budgeted for this fiscal year would have been more than enough. Since there is an issue now, why not simply take all applications that come in and prioritize them as was planned for the previous year, but not required due to the limited applications. Rich stated that the problem with this is that they have about $558k worth of requests in now and there is only $450k in funds for both fiscal years. They are still coming in. There was a statement that about 10% will not qualify. The Chair said that we can’t have an open checkbook. It needs to be cutoff at the $450k. Ostman stated that the criteria are first come first serve and if they qualify, they should be helped or put in the next budget. The Mayor stated that we are about 150 applications over what we have funds for, so we need to monitor what comes in the next couple of months. The Mayor stated that he would like to help those and the Finance Committee should be asked to consider additional funds. He stated that we should be able to help those who will not be helped for the next three or four years on these large projects. We can try to help all, but it should be revisited when all the applications come in over the next few months. Jeff stated that there is a value of getting assistance to all those who request it. Even with projects in place, there is always a chance for flooding in a home without flood control. He stated that Vinezeano followed what other towns did through experience on the funding of this program and if we knew another declared flood was going to occur, we would have pumped up that amount to cover it. Also, many of the homes that are requesting the assistance may not be in areas benefiting from the larger projects. The Mayor again repeated that if there are requests for assistance, we should do everything we can to assist. Take a look at where we stand in three months and make the decision then. The Chair stated that we could allocate all of the funds for cost share and it will not fix the problems. People can put in flood control and still flood if there is too much water around their homes. Just because they have flood control, does not mean they will not still flood in some way. All of the other projects must move forward. The education process should let them know that they are not 100% protected from the projects or the flood control. Jeff stated that he did explain to all of those who he visited. A letter is to be sent out to those who already applied giving them 45-days to act. Rich asked if we keep processing when we know we are over the $450k? We need a report in 30-days. The Mayor pushed again for the Commission to use the sales tax funds now and help those who need it now. The Chair stated that maybe we go to the Board right now and ask for the appropriation of funds to cover what we know we need. This way, those who are running the program will know what they are working with. The Chair agreed that moving forward to help the residents is the right thing to do. Rich brought up an issue regarding 9333 Callero with the low driveway. Should it be part of the sidewalk program and cost share? He estimates there are eleven more properties in the area with the same issue. Raising the sidewalk at this location would help his flooding issue. Concrete work on his property would require cost share. He thinks it is a good project, but what about the other residents? Jeff stated that it may be around $12k and it is tied the small projects fund. There was discussion about Golf Mill Ford water that is running off the property. Jeff stated that a Niles sewer is going across the property. They have storage, but not enough. They are also flooding, so if this project was done (check valve in sewer), cars could then be lost due to flooding in the parking lot. Vinezeano stated that his property is the lowest, so it should be assisted. Jochim asked if the property owner could do the work and we “cut them a check?” He continued to say there may be a liability if one contractor does part of the work and another does the other part. He stated we should not do work for residents because it always back fires. The Chair asked what the cost share is for his project. Is it capped at $2,500? Vinezeano reminded him that cost share for overland is also $4,000. The Mayor asked if this was under small projects and the answer was yes. But, cost share for what is on his property. We did fix one in this area already successfully. One contractor should do this project. There was discussion about Globe. Rich asked if any of those with the sunken drives flooded in the past rain. He needs to check with Vitale’s map of flooded locations. Jeff thought two or three may be on the list. Move forward with this project. Rich asked about the grade work. Jeff stated that he did not engineer the project to design the sidewalk. The Chair asked if the parking lot flows into this subdivision. Jeff stated that the subdivision flows to the parking lot, but when it is full, it backflows to the subdivision. The fix was to add a backwater valve to prevent this, but then the cars in the parking lot would be flooded causing damage. Is there any deep sewer on Milwaukee Avenue that we can use? Jochim said no and we don’t let them tie into ours. Mayor stated to keep it small project, use Globe as one contractor, and then move forward. The rest are case by case. If the area on his property needs improvement, it is cost share. Jeff stated that originally the project with backflow preventers was at about $10k, but now it could be double with all the extra work and engineering. The Chair voiced concern about spending funds on the private property for sidewalks. We should stop at the raising of the sidewalk. Why design and pay for private home improvements like berms and swales. Rich explained the overland program process. It was discussed that the driveway could cost $10k. Joe asked if more individuals will ask for this help. Jeff stated again that it is still the lowest point and justified based on the engineering. Vinezeano reminded everyone about what was determined in the last meeting in December. The small projects were Greenwood, Callero and the ComEd transformers. The Mayor said let’s get it done with small project funds and cost share for the items on his private property. The Chair stated his concern again about funding concrete work for cost share. He just wants us to be careful on how the case is stated. Just do it because the majority of the Commission wants it. He repeated that the property owner must assume some responsibility. Jeff stated that he should not spend any more time on the project if the resident does not want to move forward. Globe should take sketch and give cost estimate. Nazzal said that this was done with another resident with the same issue. Globe, Rich and Jeff will take project to the next step. Nazzal mentioned homeowner must sign off on work, so they do not damage a vehicle with angles. An SUV would be problematic. Rich brought up a property that the Village owns by Oketo to Oriole. It is the creation of a swale that stops water from going into her  home. It is quoted at $1,200 for a small project. This started as a cost share, but it is completely on village right of way. In the spirit of “other projects” under small projects, this should be done. The Commission agreed. ii. Small Projects a. Greenwood. Jeff stated that he is about to get a permit from the county. Jeff shared the video of how the work done by county resulted in overflow. There were two sewers. Tom owes Jeff information on the third. There was discussion about ordering the material. iii. Tier 1 Capital Improvements. a. OLR. Last March meeting went well as we addressed some of their concerns with the concept drawings. We are now ready to meet with them again. Jeff distributed a drawing. He stated that the drive and parking will need to be reconfigured and the ball field (little league size) will need to be on the site. There are some amenity additions to help the look of the basin that has secondary functions. A cost estimate is being developed to ensure it is comparable to the budget from phase one. There was discussion about the fair and fund raiser. There was discussion about the flooding in the church. The project will help the flooding, but a better understanding is required to ensure this is the case. The Mayor asked about the period of time the water sat in the streets. At 10 a.m. it was down about six inches. The Mayor stated that the water went down fast. While sewers are surcharging, the water on surface resembles sewer levels. Once the water begins clearing, it will happen quickly. Western Avenue was a couple of feet deep with flooded cars. It is anticipated that this street should be helped by the basin. There are possibilities with Greenwood Park, but it depends on Our Lady of Ransom. Jeff has worked with Joe Annunzio on the legal issues and liability. b. Cleveland Sewer Project. Jeff distributed handout. The relief sewer has been reviewed by engineering staff and they are working on addressing the comments. Working on  working plan sets. Jeff discussed Illinois State bill with IDNR for projects and we submitted as per with one day turnaround. MWRD may also have a request for projects and this will be provided if necessary. c. Main/Lee Project. The survey for this has just wrapped up and will be modeled. d. Mary Hill. The information from the past storm and the information from Trustee Palicki were helpful with current design. The model did not have a restrictor and it was identified with the help of the cemetery. There was discussion about a welded sewer that was opened in 2008. Jeff believes that this may have something to do with why waster was being held on the cemetery. This internal problem of the cemetery must be taken into account in the model. Jeff requested help from Tom to further investigate. III. New Business: i. April 18, 2013 Flood. a. Jeff discussed the damage mapped from the last storm. There were a few locations with lots of basement backup with separated sewer that should not have had flooding. Smoke testing needs to be adjusted for these unusual locations to determine how the I/I are getting into the sanitary sewer. Drain tiles never taken out of sanitary sewer is a likely culprit. The age of the homes makes this a possibility. All the houses east of Greenwood were tied into the sanitary sewer and this never changed. Scott said he may have an old smoke test report on this. Funds were budgeted for smoke testing and the plan should be adjusted provided by Hey and Associates. Hey and Associates will provide RFP to bid the project and it will be turned over to Public Services. There was a discussion about the letter that goes to citizens on the smoke testing. Jeff also discussed Oconto between Mulford and Jonquil. The area flooded in the April event. One home was a foot up on garage and flood on the home. It floods fast and drains fast. Jeff explained how the system in the area works. The claim that the street was filled leaving one home in a hole is impossible. The street cannot be cut down four feet to make  this work. Many options looked at to try and help area drain. It can be changed to limit how long it floods, but it will still flood. This is a complicated issue. A new relief sewer from Howard is the only option and this would cost prohibitive for the number of homes impacted. One owner has discussed buy out, but those funds are not there at the moment. All the sewers in this area are at high grade. Storage near Milwaukee would also be cost prohibitive. Chuck agreed with Jeff that nothing can be done for the area without a great cost. There was a brief discussion about buyout funds and how they require a hazard mitigation plan. Cook County should have their plan by late 2014. Vinezeano stated that maybe we should begin looking into which homes are buyout options. It was stated that the funds available are to help the greater amount of homes that flood. Vinezeano outlined data from the past flood. The survey had just over 660 respondents. This is close to the last two disasters which were in the 700+ range. 120 stated they had sewer backup. A map was made of the homes that flooded and responded to the survey. He outlined the Village’s steps if FEMA stated it was a disaster. Rich wanted clarity on owner occupied rental units. It was discussed that rental units are a profit center and do not qualify. What if it is a family member? They could be charging for the family and it could be switched to non- family renters. The second item was a question of whether or not those who want to be reimbursed because they finished the work without the process. They must go through the process to qualify. Terrace Square area is private property and not the responsibility of the Village. Main Township requested information on flooding for the tax issue. The map can be sent with the data. There were questions about pools and pervious service. They do not count. A question was asked about permeable pavers. Bricks with holes do not count. Vinezeano sent this to project to engineering two years ago. Can Hey tackle this project to provide a regulation on this? Yes. Hey will provide a policy on this or standard detail. IV. Open Discussion: None. V. Next Scheduled Meetings: TBD