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HomeMy WebLinkAbout2. COW Minutes 04/08/2014m,, d 'IYdMlx 0 wl COMMITTEE OF THE WHOLE MINUTES APRIL 8, 2014 CALL TO ORDER — ROLL CALL The meeting was called to order at 7:06 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 Village Manager Michael Janonis, Assistant Village Manager David Strahl, Public Works Director Sean Dorsey, Village Engineer Jeff Wulbecker, and Traffic Engineer Matt Lawrie. APPROVAL OF MINUTES OF THE COMMITTEE OF THE WHOLE FOR FEBRUARY 11, 2014 Motion made by Trustee Rogers second by Trustee Polit minutes were approved. APPROVAL OF MINUTES OF THE SPECIAL MEETING FOR FEBRUARY 24, 2014 Motion made by Trustee Polit second by Trustee Zadel minutes were approved. APPROVAL OF MINUTES OF THE SPECIAL MEETING FOR MARCH 11, 2014 Motion made by Trustee Hoefert second by Trustee Rogers minutes were approved. III. CITIZENS TO BE HEARD None IV. MWRDGC INFLOW / INFILTRATION RULE DISCUSSION Public Works Director Dorsey stated that new rules have been discussed for a lengthy period of time by the MWRD Trustees and these rules are anticipated to be approved in May of 2014. When the inflow regulations were originally put in place communities had the option to accept a sanitary flow rate of 150 gallons per capita per day or infiltration /inflow corrective action plan or (ICAP). Using the ICAP option, communities had undertaken a regular inspection of their sanitary sewer system and were to correct deficiencies and illegal connections was the most cost effective to the community. Cost - effective corrections that were defined as defects that were cheaper to fix than the cost of transporting clearwater that was added to the sanitary sewer system. This program also required flow monitoring both pre- repair and post- repair. The vast majority of communities chose the ICAP option. Based on the flow monitoring and the long -term maintenance operation agreements with MWRD, the village flow rate was below 673 gallons per person per day, which was the amount prior to the rehabilitation work. As part of this program tiles did not have to be disconnected from the system because it was not cost effective. Once all the corrections have been made the Village's current flow rate dropped 173 gallons per person per day. The village is in full compliance with all requirements. As part of the renewal process, the IEPA has imposed a special condition in the NPDES permits that requires system owners to implement measures in addition to the Sewer Settlement Agreement if excessive water flow causes or contributes to basement backup for sanitary sewer overflows. The rules that have been created to address the inflow and infiltration are summarized as: • Scope and goals: Comply with the NPDES permit, eliminate basement backups, eliminate waterway pollution through sanitary sewer overflows, and work with municipalities on cost - effective approach to inflow and infiltration reduction. • Short term plan: These items should be completed within the next five years - public - sector condition assessment and rehabilitation, development of private- sector program by each municipality and development of long -term operations and maintenance program by each municipality. • Public- sector condition assessment: Assessment of medium to high risk public sewer system condition through inspections, prioritization the areas with sanitary sewer overflows and basement backups and surcharge, plan for correcting identified defects including a schedule and funding approach, removal of all illegal downspout connections, and prior document inspections may be credited. • Private sector program: Program to be developed by each tributary municipality within five years with existing programs submitting for review within six months, program should address areas to inspect for inflow and infiltration source identification, inflow and infiltration sources that require immediate or long -term correction, and enactment of local ordinances and enforcement. • Long -term operations and maintenance program: Submitted no later than five years from the effective date of the Ordinance of May 2014, implementation of a private sector program, implementation of a public- sector program which would include continual sewer inspection, maintenance, cleaning and rehabilitation, proactive program addressing sewers on a prioritize basis, emergency program addressing basement backups and sanitary sewer overflows, GIS mapping and asset management, prioritize approving a CIP plan and funding a plan for operations and maintenance, rehabilitation and replacement. • Annual reporting: Report progress toward completing short term plan, report completed work on the long -term operations maintenance program, includes all inspection, cleaning, maintenance and rehabilitation were completed, summary of all public and private sector sanitary sewer overflows and basement backups. • System analysis: Identify and allocate MWRD capacity, develop storage standards and regulations with guidelines, develop municipal sewer system performance matrix to define success, develop percentage of system to be inspected, cleaned and rehabilitated annually. • Enforcement: Establish incentives and enforcement actions for compliance with the short -term plan, long -term plan for operations and maintenance program and submittal of an annual report, publications for funding assistance, access flow charge, noncompliant status can be forwarded to IEPA to show cause action and consent decree, enact and enforce ordinances to address noncompliance with the private sector program, create incentive programs to encourage compliance. 2 • Funding: MWRD may provide funding options to for their inflow and infiltration removal subject to legislative limitations, IEPA funding options for communities within the MWRD corporate limits, municipalities can fund their short -term plan and long -term operations maintenance program via local sewer service fees or other funding options. Public Works Director Dorsey felt that the Village impacts were as follows: It is the opinion of staff that the Village's existing sewer maintenance and operational program satisfy the new inflow and infiltration rule requirements to very large extent. However, there are a couple of areas of concern. The emphasis on maintenance programs will change from a post rehabilitation flow rate of 673 gallons per person per day to basement backups. Since experiences indicated that the Village sewer systems are reactive to severe wet weather, this change of focus can alter scheduling and prioritization of maintenance and capital improvement programs and the need to continue the commitment to existing funding levels for sewer system operation and maintenance. The long -term (5+ years) there will be a need for increased emphasis on addressing inflow and infiltration emanating from private sector sources. Specifically direct footing tile connections and poorly maintained sewer service laterals. Also the long -term period of five years or more there will be likely focus on the concept of lifecycle replacement for sewer systems. For example assuming a sewer pipe is a 50 year life a municipality may look to replace 2% of the sewer pipe each year. Such a plan would impact improvement funding levels. It is also noted that the historical roles of MWRD and IEPA are likely to change. Staff anticipates that both will assume a more authoritative stature. As a result of noncompliance or general failure of the inflow and infiltration rules, could result in enforcement action such as a consent decree. These rules apply to separate sanitary sewer systems. The village staff will address some projects through CIP submittals in the future and address replacement needs and maintain existing efforts. V. ISABELLA AREA SEWER IMPROVEMENTS Public Works Director Dorsey stated that the design work has not been completed to start construction as projected this spring due to the severe weather and inability to get on -site for survey work. He stated the engineering should be completed by November 2014 and instead of doing the project in two phases it will be combined into a single phase once the design is completed in 2014 and construction start in the spring of 2015. Consensus of the Village Board was to accept the staff recommendation. VI. SEE -GWUN AVENUE SPEED HUMPS Traffic Engineer Matt Lawrie provided a history of this project where speed humps were installed between Lincoln Street and Golf road. The street is a major north -south street and is considered a collector street. The Village Board responded to the petition in 2002 to address the high volumes and speeds along the street. Over the next few years a number of traffic studies took place throughout the Village including this area where improvements were made including removing sight obstructions at the intersections and adding a Stop sign at Council Trail, construction of the sidewalk along the 700 block to complete the public sidewalk on the west side of the street, and implemented an aggressive Police enforcement campaign geared at slowing vehicles. Some residents were still unsatisfied with the results and wanted more done to curb the speeding in 2005. 3 At the time the Village began experimenting with traffic calming devices, but did not have a formal program therefore an experiment was undertaken in which speed humps were put in place in 2006. In 2007 a neighborhood meeting was held to discuss results of the Post Traffic Study. It was noted that speeds were lower, but there were a number of negative outcomes including a shift in traffic to adjacent streets, slower response times by emergency vehicles, an increase in noise from braking and accelerating over the humps, and their overall appearance. The residents were generally evenly split over removal or retention of the humps. The Village Board agreed that the speed humps should be removed primarily based on their negative effect on emergency vehicle response. However, until a traffic calming plan could be developed and agreed upon the speed humps would remain. Once the traffic calming plan was developed in 2011 See Gwun would be a candidate for development of alternative traffic calming plan using the process outlined. Lawrie noted that there has been a shift of approximately 400 vehicles using the alternative routes due to the speed hump installation. The last residential survey in 2007 showed that 56% of those respondents favored keeping speed humps. Residents on We -Go and Na Wa Ta are displeased with the increased traffic on their streets. There are two types of traffic calming measures: vertical deflections and horizontal deflections. Speed humps are considered vertical deflections as they force vehicles to slow down by going over them. Horizontal deflections force vehicle to slowdown by going around items usually through narrowing of the roadway. Staff preferred a limited design that included a series of 30 foot long median islands, but residents were opposed because of the loss of some on- street parking and the high density of boat owners on the street that may have difficulty pulling in and backing out with their boat trailers. The total estimate cost the project was approximately $112,000 of which $70,000 was estimated to replace the curb along the 700 block. However, the plan was rejected by the Transportation Safety Commission based on input received from residents. Staff has come up with an alternative plan that involves replacing the speed humps with textured, colored concrete. Approximately 1 inch of asphalt would be replaced with a hot, colored material stamped with a pattern before cooling. Stamped concrete would span the width of the street and be 3 feet in width. Vehicles would be able to drive over and park on the stamped street concrete. This would add a decorative element to the street and provide a unique feature for vehicles to slowdown. The product is known to have a long life when incorporated with the surrounding asphalt and the feature will not fade over time. This alternative is supported by the Police Department, Fire Department and Public Works Department. Total estimate cost for this option is $230,000 of which $70,000 is estimated to replace the curb one 700 block. He stated that $180,000 has been allocated in the 2014 Village Budget for this project. Sidewalk replacement on the 700 block would replace a 4 foot tall roll curb with a barrier curb. The Engineering Division continues to support the draft plan presented to the Transportation Safety Commission in 2012 that included a combination of median islands, pavement markings, and roadway signs. However, to address the residents' concerns from the meeting, the Engineering Division recommends implementing the latest plan that includes a combination of street inprint and speed feedback signs. The project can be completed in 2014. Ll General discussion by the Village Board included the following comments. • It was noted that there is a need to remain consistent with the traffic calming program that has been established. • Village Board was supportive of the speed feedback signs provided they were not obtrusive. • Concerns were also made regarding the barrier curb installation and the cost. Consensus of the Village Board was to present these staff suggestions to the residents with a complete overall cost option for implementation. VII. MANAGER'S REPORT Village Manager Janonis stated the Village newsletter has recently been mailed out and included with the newsletter is a Spring Emergency Preparedness Guide which residents should retain for future reference. He also stated that vehicle stickers are on sale each Saturday in April except for April 19. He stated Irish Fest is April 12 from 2:00- 11:00 p.m. and that Coffee with Council is April 12 from 9:00 -11:00 a.m. VII. ANY OTHER BUSINESS Trustee Hoefert stated that he has received some complaints regarding the sound that is included with the Village Board meeting broadcasts at residents' homes. It was noted this is a Comcast issue that has been a reoccurring problem. IX. ADJOURNMENT Motion made by Trustee Hoefert second by Trustee Zadel to adjourn the meeting. Meeting was adjourned at 9:33 p.m. DAVID STRAHL Assistant Village Manager 5