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HomeMy WebLinkAboutMinutes - 09/25/2017 - Committee of the WholeSPECIAL MEETING OF THE COMMITTEE OF THE WHOLE SEPTEMBER 25, 2017 Mayor Wayne Jett called the September 25, 2017 special meeting of the Committee of the Whole to order at 7*00 pm. In attendance were the following Councilmembers: Condon, Devine, Mihevc, Curry, Schaefer, Glab and Santi. Also in attendance: City Administrator Derik Morefield, Deputy City Administrator Hobson, Director of Economic Development Martin, Director of Public Works Schmitt, Director of Community Development Polerecky, Troy Strange, Public Works Project Engineer and City Clerk Nevitt, Representing HR Green Inc. was Project Engineer Chad Pieper, PE, and Project Manager Logan Gilbertsen, PE, CFM. PUBLIC COMMENT: None. PRESENTATION BY HR GREEN. INC. FOLLOWED BY DISCUSSION ON THE LAKELAND PARK DRAINAGE STUDY REPORT DATED DECEMBER 2016. HR Green, Inc. Project Engineer Chad Pieper addressed the Council stating they were in attendance tonight to present the updated results of the Lakeland Park Drainage Study. Mr. Pieper stated he and Mr. Gilbertsen would answer questions after the Presentation. Project Manager Logan Gilbertsen provided the Council with a PowerPoint presentation on the history, scope, findings, and existing conditions, analysis and design considerations, and proposed improvements for Lakeland Park subdivision drainage. As part of the study, a stream assessment was completed with the goal to determine if sediment depositing downstream into the Boone Creek waterway was coming from the Lakeland Park drainage ditch. Based on a visual inspection it appears that the ditch is not a significant contributor of the sediment. No evidence of down cutting was witnessed and minimal bank erosion was identified. It was noted that maintenance performed by city staff in this area has greatly contributed to the stability of the ditch and should be continued. HR Green recommended the construction of a detention facility, culvert replacements, and storm sewer improvements. Construction of a detention facility was highly recommended to provide flood reduction, increased water quality, and reduced erosion. Mr. Gilbertsen explained the construction is eligible for grant funding. Recommended Culvert improvements were identified at the roadway and railroad crossings along the Lakeland Park drainage ditch. This could be phased over years as funds become available. Mr. Gilbertsen provided a summary of HR Green's recommendations. Regular City Council Meeting Page 2 September 25, 2017 Creation of a 50 Acre-ft. Detention Basin at an anticipated cost of $3.3M was proposed along Route 120 and Curran Road. This project alone will reduce the flow going into Boone Creek and will remove approximately 88 homes from the 10-year floodplain and a few from the 100-year floodplain. Additionally, portions of the gravel pit drain down into the area so coordination with the Gravel Pit may actually improve the effects of this project. This project will reduce sediment load in the downstream waterway and improve water quality in the area. The detention basin will become a naturalized area creating an amenity for local residents. This project is eligible for grant funding, is considered a high priority, and should be completed first. Storm Sewer Improvements at the intersection of Home and Ramble and Central Avenue at an anticipated cost of $464,000 for Home and Ramble and $262,000 for Central Avenue. This improvement would alleviate the nuisance flooding that occurs frequently. Comparatively speaking this is not as expensive but would have a big impact on the effects of an everyday storm and would immediately alleviate nuisance flooding. These improvements would benefit the area every time it rains. There are two open lots on Home and Ramble near Dunkin Donuts. Acquiring the lots would enable the city to improve the storm sewers in this area and would prevent structures from flooding during a 10-year event and, the impact of 100-year events would be much less severe than current conditions. The Central Avenue location is not too far from Home and Ramble. This is a low-lying area and susceptible to flooding except in this case there is no sewer in the area that drains it out. After a rain event, the water just sits in this area; it needs to be infiltrated to the ground. There is no drainage system at all to get the water out of the area. HR Green proposes to install a storm sewer system through the backyards and drain the water down into the Lakeland Park drainage ditch right into the stream. Another method of managing stormwater is to convey it. The Lakeland Park drainage ditch has approximately 11 culverts, 10 of which are undersized. They hold back the water and because the culverts are not large enough, the water backs up and eventually flows over the road. Through the process of backing up before it goes over the roadway, homes are flooded. Two different culvert options were researched. HR Green recommends replacing 10 culverts along the stream at an anticipated cost of $4.OM. Once the detention basin is in place, there will be time to replace the culverts. Although the Culverts will not be large enough for a 100-year storm, 180 homes from the 100-year floodplain, can be constructed in phases, and is eligible for low interest loans through the Illinois State Revolving Fund. Two maintenance items were also identified. Along the stream are areas where the banks are eroding; in some instances, the erosion is severe. HR Green recommends the city continue to remove the wooden plants in the stream such as evasive Buckthorn and Honeysuckle trees. Mr. Gilbertsen mentioned that while walking along the stream he noticed that many residents mow their lawns right up to the edge of the water. Although this may look nice for the residents, turf grass only has a root structure of 24 inches. Most native grasses have root Regular City Council Meeting Page 3 September 25, 2017 systems that are 34 feet. A deep root structure is what holds things together. HR Green recommends stabilizing the eroding banks as needed. This project is estimated to cost $494,000 and the basin off Curran Road is eligible for a Section 319 Grant, for which an application was already submitted as the deadline was August 1, 2017. This grant is a federal EPA grant and managed by the [EPA. The purpose of the grant is to address storm water pollution known as non -point pollution caused by fertilizers draining into public waterways. It is a 60% federal match that includes design and construction best management practices. This grant does not include flood control projects however; construction of a wetland would be eligible. Mr. Gilbertsen stressed the importance of informing residents why these conditions exist and what can be done to prevent flooding in their neighborhoods such as improved mowing techniques and plant removal along the stream. The IEPA has acknowledged receipt of the grant. We will hear preliminary findings in February 2018 and if the IEPA has approved the application, we can begin executing the grant documents, which will take until June or July 2018. From that point on, any design or construction work will be eligible for the 60/40 match. We were told that this year there is approximately $3.54.5M in the grant pool and six to 12 projects are awarded. This year, 28 applications were submitted for funding. Mr. Gilbertsen assured the city's application is very solid; it is a good project with a large amount of pollutants that will be removed because of the improvements. Projects must be completed within two years of the grant award, putting us into 2020. Land acquisition is not eligible for reimbursement through the grant. HR Green recommends starting with construction of the wetland detention area because this project is a good benefit for the 10-year storms. Statistically, the odds are higher for 10-year storms to occur. As stated previously, this will remove a substantial amount of houses from the flood area. Next, HR Green recommended construction of the storm sewers and detention basin at Home and Ramble and Central Avenue. Finally, ongoing culvert replacement. Mayor Jett thanked Mr. Gilbertsen for the presentation and asked him what he meant by the culverts are not being large enough. Mr. Gilbertsen answered most of the culverts in the area are dual pipe culverts with a limited amount of capacity. The watershed is draining into these culverts and producing more flow than the culverts can handle. Opening the culverts will allow more water to pass through them. Mr. Gilbertsen noted this project will not fix everything in the subdivision. Through the use of computer models, every house and roadways was removed from the subdivision and there were still locations that would be flooded, which means the stream itself is not large enough to carry rare storms that potentially could occur. By improving the culvert capacity, you reduce the risk of flooding along the streams and in areas that currently flood. Mayor Jett asked what percentage of storm water comes from the gravel pit. Mr. Gilbertsen said there is approximately 40 acres of drainage (top of the hill near the transportation department) that actually comes from the processing part of the pit. The area that is mined- Regular City Council Meeting Page 4 September 25, 2017 out produces no drainage. Mayor Jett opened the floor for Council discussion. Alderman Curry stated there are sewer and manhole covers in the area near the gravel pit where the trucks drive. He asked if they could just reverse that flow. The pit is a giant sink for water and perhaps they could run it the other way. Mr. Gilbertsen said this is something he looked at and referred to a map of the area from 1963 with our current roads and confirmed about 3540 acres could easily be drained back into the pit itself. Alderman Curry asked if a remap of FEMA would benefit the city when considering our grant application. Mr. Gilbertsen answered the process takes a long time and for the city to obtain FEMA funding, FEMA would have to perform a study prior to the remap, which may include more residents in the floodplain. In about 10 years, eventually there would be grants available. Alderman Curry said in the total drainage area shown, there is nothing to the north along Ringwood Road. The topography looks like all the water comes down Ringwood Road. He sees no area where it would cross to McCullom Lake. Mr. Gilbertsen said there is a stream just south of Cleveland Drive and is depicted in historical maps. It does drain down through Martin Woods and north of Ringwood Road there is a stream that goes into the lake. There is also another feeder into the lake to the north. The other connection is through Dutch Creek and heads north to the Fox River. Our stream flows along Route 120 near the gravel pit, crosses the agricultural field near Parkland School and into Lakeland Park. The front yards of the homes on McCullom Lake do no drain into the lake. Mayor Jett said he wanted to note the city has scheduled the Gravel Pit as a discussion only item for the November 6, Council meeting. Alderman Schaefer asked when the ditch along the creek was dredged and from what point. Mr. Gilbertsen answered 1972 and it was done by IDOT and estimates it was dredged from Route 120 to Oak Drive possibly near Donovan and Orleans. Director Schmitt stated he believes the creek was dredged a bit farther than Oak in the area of Donovan and Orleans. Alderman Schaefer noted there were 11 culverts in the study and asked if that included culverts outside of Lakeland Park such as Maple Avenue and Orleans Street. Mr. Gilbertsen answered that when they began the hydraulic model they included Maple, Orleans, railroad tracks, Oak, Meadow, Willow and other streets in the area. Mr. Pieper added that the study includes charts that show the various flows that go through these culverts and at which point it tops over the culverts. Alderman Schaefer referred to the July 12, 2017 rain event and asked if that was a 10 or 100- yearevent. Mr. Gilbertsen answered between a five and 10-year event. The Chain O' Lakes has had two 100-year events in the past two years. This designation can be very misleading. The definition of a 100-year event is that there is a 1% chance of it happening in any given year so it Regular City Council Meeting Page 5 September 25, 2017 could happen twice in one year. Mr. Pieper noted the storms are measured by the amount of rain over the time it occurs in a specific area. Alderman Schaefer referred to the costs of improvements, and asked for confirmation that land acquisition is not eligible in the grant and Mr. Gilbertsen said land acquisition is not eligible. Or. Pieper stated the estimates provided in the study include only hard costs and not land acquisition estimates. Alderman Schaefer asked about the chart showing the affected houses by the project. Mr. Gilbertsen stated the chart depicts the houses that would be removed from the 10 or 100-year storms. Detention is geared more towards smaller storms. Alderman Schaefer asked how nuisance flooding would be improved in these locations. Central Avenue and the Home and Ramble basin will eliminate nuisance flooding. The other areas are affected by the stream, not the storm sewers. The nuisance flooding is cause by rain that actually falls on the property. Alderman Devine thanked staff and HR Green for the presentation. He stated that he has been affected by the flooding in Lakeland Park and it seems to be getting worse. He thinks the plan is solid and with the 319 grant will have positive results. Alderman Glab asked if there was a great difference in the topography from the bottom of the drainage ditch versus Boone Lagoon. Mr. Gilbertsen answered as you go through Lakeland Park the stream is much higher than in town. From Maple to Orleans there is approximately three feet of difference. As you move farther up to Parklane there is almost a 10400t drop. Alderman Glab asked for the difference between where the creek meets Boone Lagoon, specifically the bottom. Mr. Gilbertsen said they tie together basically at the same elevation from Maple Avenue all the way down to the creek, which is basically flat. The reason it is flat is partly because of sedimentation as there are two streams that come together carrying sediment to a smaller channel. Where it opens to the lagoon, it slows down and cannot keep all the sand and mud mixed in the water and it begins to settle out. Overtime streams settle. Alderman Glab referred to talks that have occurred over time about dredging along the Riverwalk on the west side of Green St and asked if that were dredged, would it help to get water out of Lakeland Park. Mr. Gilbertsen stated he would have to review the profile of Boone Creek to determine the height of the Fox River at that point. The river has actually been high enough to cause the creek to be stagnant. Alderman Glab reported he has seen Boone Creek flow in the opposite direction through Whispering Oaks Park twice in the past 25 years. It is a concern of his to spend all that money on culverts and then a 100-year storm occurs in Wisconsin and all that water would flow down the Fox River and then later we get hit with the same storm. Mr. Piper said that is why they recommend doing the culverts first; detention needs to be in place first to prevent stormwater backup from the Fox severely impacting the area. We cannot design something that is feasible to handle all that water. Removing the risk from 10-year storm events, which occur more frequently, will help to get to the best possible Regular City Council Meeting Page 6 September 25, 2017 point we can. Alderman Glab expressed his concerns about the soil in the area and Mr. Pieper said this area is perfect for creating a wetland and has just enough of a topography to wipe out much of the fine silt that gets into the creek from flowing into the Boone Lagoon. The main point of a wetland is to clean the water. Mr. Gilbertsen added that they propose to create the wetland in the floodplain and this field is fairly soggy and through the center, you can see a channel washing soil into the creek. Alderman Glab stated it seems the water comes from the south on Route 120 and he feels that area is just as important as the other detention area. When it comes from the south, it keeps the levels higher longer. Behind Parkland School is a location where detention could be created. Mr. Gilbertsen said the terrain behind Parkland would be a challenge and it is school district property. Berms would have to be created for detention and there is always the risk of creating a dam in the process. Curran and Route 120 is a more feasible area in terms of the EPA grant. Mr. Pieper added as this area develops, this would be worth discussing. Alderman Glab asked if the water in this area and the drainage area behind Shore Drive be redirected to McCullom Lake. Mr. Gilbertsen said these are two separate watersheds and an issue that could potentially arise is that there are rules and regulations against diverting two watersheds. Mr. Pieper said a study would have to be performed to ensure that diverting the water would not flood another area. Alderman Glab asked if there was less flow into Boone Creek, would that help to lessen the amount of water that needs to get to Boone Lagoon. Mr. Gilbertsen said that Boone Creek's watershed is much larger than Lakeland Park's. It drains much of Bull Valley and comes up almost to the south side of Wonder Lake. Mr. Gilbertsen added that peak flows coming through Boone Lagoon cay actually help sedimentation. When a higher peak flow comes through, it will pick up all the sediment and push it out. The only way to stop sedimentation is to stop it from getting into the water in the first place. There is a watershed base plan for Boone and Dutch Creeks, which is the reason why the city is able to apply for the Section 319 Grant. Alderman Curry asked what happens with all the sediment that flows down the hill and stops at the wetland. Mr. Gilbertsen said that depending on the negotiations with the gravel pit, HR Green would propose some form of a four bay. To receive funding the city would be required to develop a 10-year restoration maintenance plan. Typically, with native plant-scapes we would recommend the contractor be responsible for the first three years of establishment. As far as the sediment, we would hope to collect it in a four bay as well as address the upstream watershed in an attempt to reduce the amount. Mr. Pieper noted that is why the gravel pit is important to the project. Much of the sediment is coming from the soybean field where we will be building the wetlands. Mr. Pieper added this would be designed to take the sediment out at a designed location area rather than dredging. Regular City Council Meeting Page 7 September 25, 2017 Alderman Glab noted there could be affects to the area after the gravel pit is completing mined and residential development begins in the area. Alderwoman Condon thanked HR Green for simplifying the information presented tonight Regarding the project at Home and Ramble, Alderwoman Condon wanted it noted in the record that the cost quoted also includes land acquisition and the language in the study should include the phrase "and land acquisition." To clarify, Mr. Pieper said that before they recommend improvements such as creating a basin, they first investigate the cost to improve the storm sewer system. In this case, that would be more costly than creating the basin. Alderwoman Condon asked how many homes would be impacted by the creation of the basin. Mr. Gilbertsen said that the effects of a two-year, 10-year, and 100-year storm events were researched. Alderwoman Condon asked approximately how many homes would be affected by the Home, Ramble and Central Avenue improvements. Mr. Gilbertsen answered at Home and Ramble approximately eight; the Central Avenue sewer will affect about a dozen homes. Alderwoman Condon said that while she is pleased the city applied for the grant she wonders how this plays into the budget as the city will have a budget in place before the final determination and anticipated start date. City Administrator Morefield said in terms of the actual project, we know the estimated cost will be a 60/40 split and we would include at least the city's 40% obligation for the project amount and a cost for property acquisition. A budget amendment could also be presented at the time the project is awarded or when property acquisition takes place. Project funding for the city's portion is budgeted in the General Fund. Staff would recommend using the fund balance to finance this project, which would be decided by the Council during the budget process. Alderman Santi thanked HR Green for the in-depth presentation and recommendations and said in his opinion, the regional detention basin should be the first step in this project. He asked when the grant would be awarded. Mr. Gilbertsen said the city would be notified in February 2018 and typically, the paperwork would be filed by June 2018, Alderman Santi asked if these grants are awarded annually and Mr. Gilbertsen answered yes, a call for applications goes out in July and the application is due in August. Once they support the grant, the city would have two years to complete construction. Alderman Santi asked for the total amount of grant money available, Mr. Gilbertsen answered approximately $3.5 M, and approximately $4.5 has been allotted to Illinois next year. Alderman Santi asked Mr. Gilbertsen to estimate the city's chances of grant approval and he said he is very confident that the city's project meets all the EPA project qualifications. The request amount from the EPA grant is $798,000. Alderman Glab asked if a pump station would be useful at Home and Ramble and Mr. Gilbertsen said there are many options and a pump station could work. Mayor Jett opened the floor for public comment. Regular City Council Meeting Page 8 September 25, 2017 Michael Lewis, 4419 Parkway Avenue thanked the city and stated his support for the project. He asked if the Boone Creek and Legend Lakes developments contributed to the drainage issues in Lakeland Park. Mr. Gilbertsen answered that much of those subdivisions drain into Boone Creek and detention for the developments was constructed pursuant to the Stormwater Ordinance. Mr. Lewis asked when Lakeland Park was annexed to the City and Director Schmitt answered in early 1972 and soon after the city installed the sanitary sewer. Mr. Lewis asked HR Green what is causing the flooding at the intersection of Knoll and Willow. Mr. Gilbertsen said there is culvert going into the stream at the south side of Willow and if the stream is already flooded, the water going into the culvert has nowhere to go; flooding could be caused by local drainage or backflow. Mr. Lewis stated there is no storm sewer on Central Avenue, an everyday rainfall causes flooding, and he is willing to grant an easement to the city to install a storm sewer or lift station the area. William Hobson, 1906 Knoll Avenue, stated he owns the lot on the corner of Knoll Avenue and Prairie. After the last rainfall, he witnessed people in Kayaks going down the road. The corner lot floods and the culvert is pitched too high. Mr. Gilbertsen said while taking photos in the area after the storm event in July, he noticed the area was flooded. Mr. Hobson stated his lot has flooded for the past 23 years. Valerie Hobson, 5112 W. Thornwood, thanked the city for the presentation and asked in the event that the grant is not awarded, does the city have an alternate plan. City Administrator Morefield said if the grant does not go through the Council will have to make the decision to move forward with the project at the full cost of $1.3M, or reapply for the grant the following year. Ms. Hobson thanked the city for its ongoing culvert replacement program in the area stating it is making a difference. Resident, Clearview Avenue, stated her support for the project. She told the Council she has had 1042 inches of standing water in her backyard and it is getting worse. The fence posts are coming out of the ground or rotting and her garage foundation is cracking. She believes that when dirt was brought in during construction of newer houses in her neighborhood, it affected the older homes. Alderman Glab stated the city should move forward with the project if the grant is not approved. Alderman Curry stated his support to move forward with the detention area if the grant is not approved and he thanked staff and HR Green for the presentation. Mayor Jett announced that the November 6 Council agenda includes a discussion with LaFarge on the gravel pit operations. Alderman Glab suggested bringing this matter to the Public Works Committee for further discussion and then to the Finance and Personnel Committee. Director Schmitt noted the Regular City Council Meeting Page 9 September 25, 2017 tentative agenda for the Public Works Committee on November 9 is a discussion on CIP items and includes the drainage project. Mayor Jett thanked the members of the public in attendance. He also thanked Alderman Devine, Director Schmitt, and Director Polerecky for assisting him with notifying the residents A Lakeland Park about tonight's meeting noting they went door-to-door. ADJOURNMENT As there was no further business to discuss, Mayor Jett called for a motion to adjourn the meeting. Alderwoman Condon made a motion, seconded by Alderman Curry to adjourn the meeting. Voting Aye: Condon, Curry, Santi, Mihevc, Schaefer, Glab, Devine Voting Nay: None Absent: Motion carried. The meeting was adjourned at 9:00 PM. Mayor ® � �eputy pity Clerk