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HomeMy WebLinkAbout02/10/2015 COW Minutes COMMITTEE OF THE WHOLE MINUTES February 10, 2015 I. CALL TO ORDER – ROLL CALL The meeting was called to order at 7:00 p.m. in the Village Board Room of the Village Hall, 50 South Emerson Street, by Mayor Arlene Juracek. Trustees present included Paul Hoefert, John Korn, John Matuszak, Steven Polit, Richard Rogers and Michael Zadel. Staff present included Acting Village Manager David Strahl, Public Works Director Sean Dorsey, Village Engineer Jeffrey Wulbecker, Project Engineer Charles Lindelof and Administrative Analyst Alexander Bertolucci. II. APPROVAL OF COMMITTEE OF THE WHOLE MINUTES FOR JANUARY 27, 2015 Motion made by Trustee Polit seconded by Trustee Korn. Minutes were approved. III. CITIZENS TO BE HEARD None IV. COOK COUNTY MULTI-JURISDICTIONAL HAZARD MITIGATION PLAN Village Engineer Wulbecker provided the Village Board with an overview of the Cook County Multi-Jurisdictional Hazard Mitigation Plan (HMP) and grant opportunities associated with the adoption of the HMP. He stated the HMP was designed in response to the federal Disaster Mitigation Act of 2000 that established a pre-disaster hazard mitigation program and new requirements for the national post-disaster Hazard Mitigation Grant Program. He stated HMP’s purpose is to identify and assess risk from natural hazards that may impact Cook County communities and set a course for mitigation. He stated Cook County utilized a federal grant to fund the plan’s development. He stated the HMP has two volumes, Volume 1 includes common elements to all communities and Volume 2 is specific to participating communities. He stated only after a municipality adopts a HMP would the municipality be eligible for the Hazard Mitigation Grant Program; however, adoption would require staff time to prepare an annual progress report on mitigation actions items. He stated projects can be pursued at the Village’s prerogative and as funding is available. General comments from the Village Board members included the following items: 1) There was clarification regarding staff time and hard costs involved with the creation and adoption of the HMP. 2) There were questions regarding funding hazard mitigation action items and grants requirements of matching local funds. 3) It was noted the Village has already implemented many of the recommended action items. 4) There was general discussion regarding the HMP only assessing natural disasters and not evaluating other types of catastrophes such as train derailments, contamination of water supply or infrastructure damage. 02/10/15 Committee of the Whole Page 1 of 3 5) There was a question regarding the reasons for a community to create their own HMP and not partake in Cook County’s collaborative HMP. 6) There were questions regarding grant funding for communities that adopt the plan and if a community that opted out of the development or chooses not to adopt the HMP would impact available grant funds. 7) There were questions regarding the type of projects grant funding would support and if the Village’s Backyard Drainage Program would qualify. 8) It was noted that Cook County approved the Village’s mitigation projects and action items are included in the HMP. There was general consensus by the Village Board to adopt the HMP at a Regular Meeting of the Village Board. V. NEIGHBORHOOD DRAINAGE PROGRAM Village Engineer Wulbecker summarized the status of the Village Backyard Drainage Program to the Village Board. He stated the Backyard Drainage Program was authorized by the Village Board in 2008 to address recurring and significant backyard flooding in response to property owner requests for assistance. He said most communities consider backyard flooding the property owner’s responsibility; however, a few neighboring communities offer a drainage improvement program for residents. He stated program participating properties are evaluated by staff and are assigned a Flood Index Number which then corresponds with a Flood Risk Classification based on the severity of flooding. He stated the program was intended to be funded by a fee charged in lieu of constructing storm water improvements for properties that are too small to provide meaningful storm water management onsite. He stated since the first year of the program less than $10,000 has been collected over each of the subsequent years due to slow down in development. He stated the Village currently pays for installation of the Backyard Drainage Program’s private and public improvements. He presented four alternative funding options; property owners contribute up to a maximum of $5,000, 50 – 50 Cost Share, and Public – Private Cost Share. The fourth option maintains the programs current funding structure, but improvements will only focus on the highest risk level (Risk Level A) properties. He stated that staff requests direction on future funding design for the program. General comments from the Village Board members included the following items: 1) There was a discussion regarding the causes for backyard flooding and the program’s typical private property improvements may require modifications. 2) There was general discussion regarding when property owners add soil or change landscape grading and how these attempts to reduce flooding displace storm waters on neighboring properties. 3) There was a discussion regarding education and enforcement opportunities to abate unpermitted changes in property elevations to reduce perpetuating overland flooding. 4) There was general discussion regarding property owners’ participation in a cost share to assist with funding the installation of backyard drainage improvements. 5) There was a discussion regarding the Village’s experience with Basin 14 cost share overhead sewer project and resident participation. 6) There was general discussion regarding prioritizing highest risk level properties. 7) There was a discussion regarding the use of public funds for private property improvements. 8) There was a question regarding if the Backyard Drainage Program would be eligible for any grants. 02/10/15 Committee of the Whole Page 2 of 3 9) There were questions regarding the performance and maintenance of the backyard drainage improvements installed since 2008. 10) It was noted the Fee in Lieu is not a reliable funding source and raising fees may discourage property improvements. Village Engineer Wulbecker stated the Village allows re-grading, but not along drainage easements. He stated it is the Village’s practice to request residents to submit plans for adding or moving soil on a property in order to determine if a permit is required for their planned work. He stated the General Fund has become the primary funding source for the Backyard Drainage Program and funds collected through the Fee in Lieu are used to offset the cost of the program to the General Fund. He stated a 25% participation rate is projected if a cost sharing opportunity was offered based on evidence from past and similar cost sharing programs. General comments from the Village Board members included the following items: 1) There was a discussion regarding the $100,000 budgeted for the program, the average estimated $26,000 cost per backyard drainage project, and the length of time to complete Risk Level A properties at the current funding level. 2) There was a discussion regarding the cost difference between installing a rain garden versus a catch basin or other drainage solutions. There was general consensus by the Village Board to modify the Backyard Drainage Program to prioritize the 24 properties currently in the Risk Level A category and provide property owners the opportunity to contribute up to a maximum of $5,000 toward completion of the work. VI. MANAGER’S REPORT Acting Village Manager Strahl stated that Coffee with Council is scheduled for Saturday, February 14 from 9:00 a.m. to 11:00 a.m. at the Village Hall. VII. ANY OTHER BUSINESS Trustee Korn commented on the Celestial Celebration and thanked the Special Events Commissions for organizing the event. Trustee Hoefert noted the Shining Star Awards presented at the Celestial Celebration highlights some of the amazing people within our community. VIII. ADJOURNMENT The meeting adjourned at 9:08 p.m. ALEXANDER BERTOLUCCI Administrative Analyst 02/10/15 Committee of the Whole Page 3 of 3