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Home My WebLink About09/12/2017 COW MinutesCOMMITTEE OF THE WHOLE MINUTES September 12, 2017 1. CALL TO ORDER - ROLL CALL The meeting was called to order at 7:01 p.m. in the Village Board Room of the Village Hall, 50 South Emerson Street, by Mayor Arlene Juracek. Trustees present included William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli and Michael Zadel. Staff present included Village Manager Michael Cassady, Assistant to the Village Manager Nellie Beckner, Public Works Director Sean Dorsey, Fire Chief Brian Lambel, Finance Director David Erb, Community Development Director William Cooney, Human Services Director Julie Kane, Village Clerk Karen Agoranos, Video Communications Specialist Steve Martini and Administrative Analyst Alexander Bertolucci. 2. APPROVAL OF MINUTES Approval of Joint Village Board and Finance Commission Workshop Minutes for July 11, 2017. Motion made by Trustee Hoefert seconded by Trustee Rogers. Minutes were approved. 3. CITIZENS TO BE HEARD None. 4. DISCUSSION ITEMS 4.1: Residential Streetlight Study Public Works Director Sean Dorsey stated this report is intended to satisfy a 2017 Strategic Plan initiative to examine current residential street lighting practices and consider options for improving service levels. Also, the 2016 Community Survey Findings Report identified residential street lighting as a primary infrastructure improvement focus for Mount Prospect residents. Mr. Dorsey clarified that this report does not address street lighting installations or needs along major highways and arterial streets. He stated the report details existing residential streetlight inventories, examines applicable lighting standards, discusses design considerations, identifies costs, and explores various funding sources. Mr. Dorsey provided an overview of the inventory of streetlights owned by the Village and ComEd. Also, he reviewed existing luminaire options including light -emitting diode (LED) lamps. He stated the cost to retrofit existing Village -owned high-pressure sodium and mercury vapor luminaries with more energy efficient flat lens LED lamps at local intersections and mid -block locations is $213,400 (388 retrofits @ $550 each). Current Streetlight Policy: Public Works Director Sean Dorsey stated the Village Code requires installation of streetlights in conjunction with new subdivision and developments. The Village also had Committee of the Whole Page 1 of 3 9/12/17 a new streetlight construction program; however, due to budgetary constraints it was discontinued. Residents may request a new streetlight by contacting the Public Works department. Staff evaluates each request and surveys nearby property owners to assess neighborhood opinion. During the past five (5) years, two (2) new streetlight requests have been received and one (1) new streetlight was installed. Lighting Standards: Mr. Dorsey reviewed applicable standards related to residential street lighting including the Village Code, the Illuminating Engineering Society (IES) RP -8-14 Recommended Practice, and the International Dark Skies (IDA) modifications to RP -8-14. The IES RP - 8 -14 Recommended Practice is the American National Standards Institute standard for the roadway lighting industry. IDA supports IES RP -8-14 but recommends modifications to limit upwardly cast light in an effort to limit light pollution. He stated most communities design to a lesser standard than those promulgated by IES and IDA. He stated that new lights could be metered or bill at a flat rate and the Village can choose between luminaires on decorative or standard poles. Unit Costs: Mr. Dorsey provided an overview of costs for installation, energy use and maintenance cost to illuminate remaining residential intersections using standard Village -owned poles with LED luminaire (Installation: 103 poles x $8,000 pole = $824,000), mid -block road segments longer than 300 feet (Installation: 1,773 poles x $8,000 pole = $14,184,000). He stated the total capital cost to illuminate to satisfy current Village Code requirements is $15,008,000. If local roads were to be illuminated to IES standards it is estimated to cost between $20,752,000 and $44,712,000 due to variation in pole requirements that are dependent upon pole types and heights. Potential Funding: Mr. Dorsey stated access to grant funding for streetlight improvements is limited. Many programs previously utilized to retrofit existing lighting or construct new lighting systems have been suspended or eliminated. Existing grant opportunities through the State of Illinois or federal transportation programs have reduced emphasis on new streetlight construction unless they are associated with other substantive improvements. He stated ComEd intends to begin offering a program to rebate public sector agencies for energy efficiency improvements at an approximate rate of $1.47 per watt of electricity saved. Streetlight improvements can also be funded utilizing private financing. He also shared an example from Salt Lake City, Utah, of a Streetlight Enterprise Fund which is similar to a utility tax. Recommendation: Staff recommends the Village accept the Residential Lighting Evaluation Report and pursue development of pilot projects to assess the design criteria, layout, costs, and impacts of residential streetlight improvements. Staff further recommends that pilot projects include existing luminaire retrofits and new streetlight construction. The following responses from Village staff were provided to questions from the Village Board: • The proposed project area east of Prospect High School only has streetlights at intersections and there are no midblock lights. • The whole luminaire would need to be changed to retrofit to LED. Committee of the Whole Page 2 of 3 9/12/17 • Cost of installation includes bringing electric service to the light pole if needed. • Community Development Block Grant funds may be used to install light poles but it is limited to certain areas in town. • The intent is to match Village's LED retrofits light temperature with ComEd's LED retrofits for a consistent light color. • State and federal grant funding for streetlights are generally only available through multijurisdictional projects or substantial improvements to arterial transportation systems. • If ComEd changes their light pole proactively the Village does not pay, however, if the Village initiated the change then we pay for it. • The Village does not own any wooden street light poles. • Streetlight spacing is not to exceed 300ft per Code. • Mandatory changes to high energy efficient blubs is not required because how compact fluorescent light and LED blubs have been commercialized. Consensus of the Village Board was to proceed with staff's recommendation regarding residential street lighting improvements. 5. MANAGER'S REPORT None. 6. ANY OTHER BUSINESS Busse Road Engineering Study Open House — Thursday, September 14 from 4 to 7 P.M. at the Emergency Operations Center, 1720 W Central Road. Downtown Merchants Association's Summer Slide Pub Crawl — Saturday, September 16 from 2 to 7 P.M. The second weekend in October (Saturday, October 14th) has several community events including Centennial Time Capsule Burial, Fall Fest and Octoberfest. 7. ADJOURNMENT The meeting adjourned at 8:13 p.m. Alexander Bertolucci Administrative Analyst Committee of the Whole Page 3 of 3 9/12/17