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HomeMy WebLinkAboutMinutes - 01/11/2021 - Public Works CommitteePublic Works Committee Meeting Minutes January 11, 2021 Page 1 Public Works Committee Meeting Minutes January 11, 2021 Call to Order Alderman Santi called the meeting to order at 6:00 p.m. The meeting was held remotely via Zoom due to the COVID-19 pandemic. The meeting was in compliance with the Open Meetings Act per guidelines by the Illinois Attorney General’s Office. Roll Call Deputy Clerk Johnson called the roll. Roll call: Members present: Alderman Santi, Alderman Glab, Alderman Mihevc. Others present: Public Works Director Troy Strange, Staff Engineer Greg Gruen, Steve Wirch, Russell Ruzicka, Russell Adams, Mike Harper, Bill Hobson, Pat Gorniak, Mike Lange Public Comment There was no comment from the public in attendance Approve August 24, 2020 Public Works Committee Meeting Minutes A motion was made by Alderman Mihevc and seconded by Alderman Glab to approve the minutes of the September 28, 2020, Public Works Committee meeting. Roll call: Vote: 3-ayes: Alderman Mihevc, Alderman Glab, Alderman Santi. 0-nays, 0-abstained. Motion carried. Annual Summary of National Pollutants Discharge Elimination System (NPDES) Stormwater Discharge Permit Russell Ruzicka, Treatment Operations Manager, explained that the NPDES permit is administered by the Illinois EPA, and we must give an annual update of our activities at a meeting. There are some recent changes to the program, and we must monitor more closely for a couple of pollutants in the Fox River. One significant elicit discharge occurred on May 20, 2020. While removing motor oil at 3610 W Elm Street, a contractor accidentally punctured a 500 gallon storage tank. The Police Department, Fire Department, and Public Works Departments were contacted and arrived at the scene. Approximately 400 gallons of used motor oil discharged onto the street, and barriers were put up to help stop the oil from going into the system. Alderman Glab asked if there was a charge for the cleanup. Director Strange explained that an itemized summary of the costs was prepared and submitted for reimbursement. Public Works Committee Meeting Minutes January 11, 2021 Page 2 The Illinois Environmental Protection Agency conducted a virtual audit of the City Of McHenry’s MS4 Program. After reviewing the City of McHenry’s annual MS4 report and internet presence (City website), the City Of McHenry was found to be in compliance with all requirements of the MS4 permit. However, the IEPA did request two things from the City Of McHenry. Due to the retirement of the City’s former qualified stormwater inspector Ryan Schwalenberg, the IEPA requested the name of the City’s qualified stormwater inspector for construction projects. The City Of McHenry also needs to work toward improving its Green Infrastructure Initiative. One example would be a rain barrel program which would be cost shared between the residents and the City. Staff is exploring several options to improve McHenry’s Green Infrastructure Initiative Alderman Santi requested that a presentation of the Green Infrastructure Initiative be presented at the next Public Works Committee meeting. Wastewater Dryer Feed Pump Replacement Request for Committee Approval Director Strange explained that we are at an important decision point with the dryer feed pump. This was going to be turned in as a capital item for next year’s budget, but the pump is at a point where it needs replaced or needs major maintenance to get it through the end of this fiscal year. Russell Ruzicka explained that the sludge cake dryer at the Wastewater Treatment Plant was part of the 2016 expansion/consolidation project. The sludge cake dryer reduces the volume of sludge cake sent to the landfill therefore reducing the City’s disposal costs. The use of the dryer has allowed the Wastewater Division to reduce sludge cake disposal costs from $195,000 per year in FY 2018/2019 to approximately $60,000 per year in FY 2020/2021. There are two types of pumps which can be used for the dryer feed operation. One type of pump is a called a progressive cavity pump. This type of pump has a slightly higher initial cost but tends to perform longer without maintenance or rebuilding. The other type of feed pump is a rotary lobe pump. The rotary lobe pump has a lower initial cost but requires replacement of wear items more frequently. The current dryer feed pump design utilizes a rotary lobe pump to feed the sludge cake to the dryer. Wastewater Division staff routinely rebuild the dryer feed pump three to four times per year at a cost of $3,000 to $4,000 annually. The need to rebuild the feed pump this often reduces the available run time on the dryer and increases the disposal costs due to having to temporarily shut down the dryer for pump repair. During these times the City also incurs the increased cost of taking wet sludge cake to the landfill. In addition to the increased disposal cost, an inconsistent sludge cake feed to the dryer results in the dryer temperature becoming too cold or too hot and thus affecting the dried product. If the Public Works Committee Meeting Minutes January 11, 2021 Page 3 sludge cake is not dried sufficiently the City is not realizing all the savings and there is a chance of spontaneous combustion due to the organic material and the moisture content. Switching to a Moyno dryer feed pump will reduce the maintenance and operating cost of the dryer and allow for a more consistent operation of the dryer. It is recommended by the Public Works Department that this item be approved now so that it can be ordered and save money instead of paying to fix the old one. Alderman Glab asked what the life expectancy is on a pump. Mr. Ruzicka explained that the current pump could have an expectancy of 15 years, but items are being worn out and replaced on a regular basis. The new pump would have a 20 year lifetime and would be rebuilt a fraction of the time. The Committee agreed that it made sense to get a new one ordered now so that extra costs aren’t incurred on the old pump. There was discussion if the new pump was ordered now and not paid for until May if a budget amendment would actually need to be adopted. Director Strange thinks a new pump could arrive in early April. A motion was made by Alderman Mihevc and seconded by Alderman Glab to present to the full City Council for approval and to approve the necessary budget amendment from the Water and Sewer Capitol Development Fund to fund the purchase of a Moyno Progressive Cavity Cake Feed Pump. Roll call: Vote: 3-ayes: Alderman Mihevc, Alderman Santi, Alderman Glab. 0-nays, 0-abstained. Motion carried. Staff Presentation on 2021 Public Works Operation Reforms Director Strange explained that through staff attrition, the Public Works Department has been able to earmark that money for capital funds for bigger projects, including road resurfacing. He shared a Powerpoint presentation to help explain some of the reform goals for the department. Included in the presentation was an explanation of the current financial and infrastructure challenges, a lack of capital resources for infrastructure and equipment needs, escalating operating costs, a lack of focus on fundamental maintenance operations, solutions to the challenges, and current public works operations objectives. Alderman Mihevc asked for some examples of how services have been shifted from internal to contractual. Director Strange explained how tree trimming is a major operation that has been outsourced. This has enabled the tree trimming cycle to go from a 7 year to a 5 year cycle. Pavement marking is also something that has been beneficial to contract out. He hopes to get out of the business of specializing in one area and get employees who have a diverse set of skills. Alderman Santi stated that streamlining staff and putting more money in capital is an excellent way of running a department. He has seen this work in the corporate world for 20 to 30 years. Discussion of Potential 2021 Supplemental Road Resurfacing Program Public Works Committee Meeting Minutes January 11, 2021 Page 4 Director Strange explained that after initial budgeting discussions, the consolidated personnel savings could be placed into a specific project that could be run out of the Street Division operating budget. When recommending the 20/21 MFT budget for approval, there was a desire for more resurfacing around the downtown area. Staff has now recommended that the Veterans Park streets and parking stalls be resurfaced. There is an extra $500,000 in the budget that can be used for this project. Terry Locke was present online for the meeting and explained that he likes the strategic plan, but from his observation of the last 8 years he believes that road resurfacing on the west end of town is lacking. He understands fixing up the downtown areas, but wants more work done in other parts of the town. He also suggested that catch basins be cleared off during the snow plowing process. Alderman Glab stated that this project is not just a street project but also should be supported through funding from the parks. If there was not a park on this block, the street and curb work would be reduced dramatically. He believes the parking for the park and those stripings should come from the Park Developer funds. He also would like to see other roads repaved that are in bad shape. Kensington from Waters Edge to Crystal Lake serves the entire community. He can’t see moving forward with this project without the Park Department helping to pay for the parking areas. Alderman Santi explained that he looks at Pearl Street being completed a couple of years ago, that there are sidewalk concepts, vital adjustments have been made to staging areas and the washrooms, and this is a presentation product for our community. People recognize us because of parks like this, and completing this could complement the area and wrap up the project. Alderman Mihevc agreed that this is a great asset to the community, but also agrees that it might make sense for the Parks Department to share in some of the funding. Alderwoman Miller was present at the meeting as a member of the public and not as a board member. She explained she met with Director Strange and Engineer Gruen to discuss the funding and the money that could be allocated for extra projects. She also wanted to remind everybody that we now have $2 million to work with this year towards road projects, and it is fully funded. In the past we did just enough to get by. We are now able to look at a schedule that can be committed to. Alderman Santi recognized Parks Director Bill Hobson. Be stated that he looks at the parking spaces around the park as on street parking and parking for the downtown. He tries to protect the Park Developer funds because they are limited. This is often the only funding source for projects for the parks. He is hesitant to use that money for the streets and those parking spaces but would be willing to listen to the Council and have a discussion. He is not sure where the road project would begin and where the park project would start. Alderman Glab would like to find a balance with taking care of the parks and taking care of the residents. Director Hobson stressed Public Works Committee Meeting Minutes January 11, 2021 Page 5 that he is happy to work with other departments and he, Director Strange, and other departments always work well together. Alderman Glab questioned if we were to go out for bids for this project if we could have supplemental streets that could be considered. Director Strange recommended to keep this project separate and then look at other streets separately if extra funds were still available. A motion was made by Alderman Mihevc and seconded by Alderman Santi to recommend to present the proposed project to the full City Council for approval to include in the Fiscal Year 2021/2022 Street Division Operating Budget, and present for public bidding. Roll call: Vote: 2- ayes: Alderman Mihevc, Alderman Santi; 1-nay: Alderman Glab. Motion carried. Staff Reports Director Strange reported that there has been a lot of talk about different resurfacing locations, and he intends to run a selection meeting for the 2022 program. They are currently making preparations for that presentation. He would like to run that early in Fiscal Year 21/22. Staff Engineer Gruen thanked the Board for their positive feedback during the meeting. Mike Harper and Steve Wirch were also thanked for their work in giving the City the ability to operate lean to save money. Without their effort and abilities there would not have been toe opportunity to consider supplemental projects. Other Business Alderman Glab stated that he has been bugging a State Senator for two years now regarding our residents paying into the road funds for the township and the City not getting a fair share back. He feels that some changes need to happen in Springfield. He suggests that we work with Administrator Morefield to prepare a resolution for the Council that could be sent to State Senators and Representatives. It was also discussed amongst Board members that we could contact neighboring municipalities to get them on board with such a resolution. Director Strange will look into the issue and see what it will take to make such a resolution that could be brought before the Council. Adjournment A motion was made by Alderman Glab and seconded by Alderman Mihevc to adjourn the meeting at 7:54 p.m. Roll call: Vote: 3-ayes: Alderman Mihevc, Alderman Glab, Alderman Santi. 0-nays, 0-abstained. Motion carried. __________________________ ______________________________ Alderman Santi Deputy Clerk Monte Johnson