The URL can be used to link to this page

Home My Public Portal About03-26-2018 COW Agenda and Packet&RPPLWWHHRIWKH:KROH:RUNVKRSRIWKH3UHVLGHQWDQGWKH%RDUGRI 7UXVWHHV 0RQGD\0DUFK 30 :/RFNSRUW6WUHHW 3ODLQILHOG,/ ,QWKH%RDUGURRP $JHQGD $ &$//7225'(552//&$//3/('*( $6HHNLQJDPRWLRQWRDSSRLQW7UXVWHH/DPEDVWKLVHYHQLQJ¶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±SP $SULO 6WUDWHJLF3ODQQLQJ±SP $SULO 3ODQ&RPPLVVLRQ±SP 1 &RPPLWWHHRIWKH:KROH:RUNVKRSRIWKH3UHVLGHQWDQGWKH%RDUGRI7UXVWHHV 3DJH $SULO 1H[W&RPPLWWHHRIWKH:KROH:RUNVKRS±SP 2 Minutes of the Committee of the Whole Workshop of the President and the Board of Trustees Held on March 12, 2018 In the Boardroom Mayor Collins called the meeting to order at 7:00 p.m. Board Present, Trustee O’Rourke, Trustee Wojowski, Trustee Bonuchi, Trustee Lamb, Trustee Larson (7:02 p.m.), and Trustee Newton,. Others present: Brian Murphy, Administrator; Michelle Gibas, Village Clerk; Allen Persons, Public Works Director; Jon Proulx, Planning Director; Ken Goska, Building Official; and John Konopek, Chief of Police. There were approximately 3 persons in the audience. Trustee Lamb moved to approve the Minutes of the Committee of the Whole Workshop held on February 26, 2018. Second by Trustee Bonuchi. Voice Vote. All in favor, 0 opposed. Motion carried. PRESIDENTIAL COMMENTS No Comments. TRUSTEE COMMENTS Trustee Lamb: x Inquired about extending the downtown TIF. Administrator Murphy stated that staff is gathering information. x Commented on the Irish Parade. Trustee Bonuchi thanked everyone involved with the Irish Parade. PUBLIC COMMENTS No Comments. WORKSHOP 1) 2018-2019 DRAFT FISCAL YEAR BUDGET REVIEW Mrs. Traci Pleckham, Management Services Director, stated that the draft budget includes updates based on recent Board approvals, $4 million for road maintenance/improvements, as well as costs related to the initial sanitary sewer lining phase of the proposed Village Green Project. Mrs. Pleckham then reviewed the draft Revenue & Expenses for the General Fund, Water & Sewer Fund, Capital Improvement Fund, and Miscellaneous Funds including the Motor Fuel Tax Fund, Bond & Interest Fund, Tort Immunity Fund, Audit Fund, Police Pension Fund, DARE Fund, TIF Fund, and Alcohol Enforcement Fund. Mr. Persons pointed out that there will be more information regarding the Village Green Project at the next Committee of the Whole Workshop. Mayor Collins thanked everyone for the presentation read the reminders. Trustee Bonuchi moved to adjourn to Executive Session as permitted under the Open Meetings Act, under Section 2 (c)(6) sale or lease of public property, not to reconvene. Second by Trustee Lamb. 3 Village of Plainfield Meeting Minutes – March 12, 2018 Page 2 Vote by roll call. O’Rourke, yes; Wojowski, yes; Bonuchi, yes; Lamb, yes; Larson, yes; Newton, yes. 6 yes, 0 no. Motion carried. The meeting adjourned at 7:45 p.m. Michelle Gibas, Village Clerk 4 MEMORANDUM To:Brian Murphy – Village Administrator From:Allen Persons – Director of Public Works Date:March 20, 2018 Re: Village Green Neighborhood Update Background Findings As was presented at a previous Committee of the Whole Meeting, most of the water mains, sanitary sewer mains, storm sewers, and related services in the Village Green area are over 100 years old and are in need of attention. The following is a summary of our findings and recommendations: The Commercial Street sanitary sewer is considered to be an “interceptor” as it conveys all of the sewage from the older sections of town on both sides of Route 59. This large main is made of clay tile, it is 24” in diameter, and buried over 20’ in the ground. It serves a population of over 1,000 residents, two schools, and the Park District Facility. On a positive note, this sewer main is a good candidate for interior pipe lining and the estimated cost to line this pipe is four times less expensive than removal and replacement. Our concern, sections of this main are sagging and our recommendation is that the pipe lining option should be pursued as soon as possible in an effort to prevent a pipe failure. The lining of the other sewer mains and service (to each property line) should be completed at the same time. Bidding the sewer main lining separately should reduce the total cost of this project. The total estimated cost for this phase is $1.5M. Most of the water mains are only 4” in diameter and the hydrants that are connected to these mains will not support fire flow. The Fire Department is well aware of this and when needed, they will extend hoses to James, Lockport, or Division Streets if a fire occurs near the Village Green. This is not ideal and the Fire Department has advocated that we complete a water main replacement program for this area of our community. These mains should be upgraded to a size of 8”, 10”, or 12” in diameter. In addition to providing increased capacity, the new water mains will provide improved redundancy allowing the Village to isolate areas reducing service interruptions in the future. Interesting note, about half of the 97 water services are copper or iron pipe within this region. Accordingly, we will need to develop a policy for the how we address the lead service lines that must be replaced. The total water service replacement cost (including the Village’s sections) is about $250,000. The total estimated cost to replace all of the water main, water services, and storm sewers is about $2.5M. Due to the complexity of this phase we are recommending that this work be bid in late 2018. The reconstruction of the roadways, curbs, driveway aprons, sidewalks, and the installation of the street light conduits is planned to be the final phase of this project. Please keep in mind that under the asphalt roadway surface we have an 8” thick concrete layer that will require removal. It has been our experience that some sections are like sandstone and others are extremely hard and will require jackhammering for removal. This phase will be the most disruptive to the neighborhood and the downtown activities. The rough estimated cost for this phase is about $3M. Bidding and construction could start in the spring of 2019 but if the water system improvements linger, the roadway work may not be completed until 2020. Policy Considerations The item supports the Villages ongoing assessment, maintenance and improvement of the Villages infrastructure assets. 5 Financial Considerations Funding – The Village has sufficient funds within the Utility Expansion Account to cover the cost of the sanitary sewer work. While future water and sewer revenue will help cover the cost of the remaining work, we will most likely need to make an interfund loan or consider other funding alternatives. Recommendation Village Staff looks forward to Village Board input on the project, with particular focus on three salient issues: 1. Timing of the project in regards to financial constraints/alternatives and also festivals/special events. 2. Cost sharing options for the replacement of existing lead water service lines. 3. Additional parking around the Village Green. 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27