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HomeMy WebLinkAboutMinutes 1990"DRAFT, NOT APPROVED" MINUTES OF FLOOD AND POLLUTION CONTROI, COMMISSION JANUARY 17, 1990 Members Present: Alderman Margaret Wold, Chairman Alderman Roberta Warshaw Alderman Beth Davis Alderman Richard Lanyon Ned Lauterbach Members Absent: Dr. Michael Goodkind Staff Present; Dave Barber, Director of Public Works Richard J. Figurelli, Supt., Water & Sewers Regina Steuben, Asst. Supt./Administration Greg Ramon, Distribution & Sewer Division Chief Dave Stoneback, Asst. Supt./Operations The Flood and Pollution Control Commission met on January 17, 1990, in Room 2404 at the Civic Center. The Chair called the meeting to order at 7:47 P.M. The minutes of May 17, 1989 were unanimously approved as submitted. The next order of business was the Long Range Sewer Plan. Director of Public Works David Barber gave a progress report on the proposed storm sewer relief system. He explained that this was Harza's initial submittal to the S.W.I.M. team and was based on the approved concepts for Basin B03. The consultants took that concept and extended it Citywide. They found, due to the problems of getting the storm water from the various drainage basins to the channel or the T.A.R.P. tunnel, that shallow tunnels would be necessary. These tunnels would be in the range of 50 to 60 foot deep. Mr. Barber indicated that location of the proposed tunnels with the use of visual aids and indicated they would be under the streets. The S.W.I.M. team is in the process of reviewing the plans to coordinate other infrastructure and street projects. The preliminary estimated costs given to us by Harza is about $134 million of which $46 million is associated with dropshafts and the tunnels. Mr. Barber then explained the contract amendment signed with Harza to analyze soil borings and to prepare a Facilities Plan for the combined sewer system. The City would contract for the soil borings and prov-de specifications and field services, thus reducing the cost. These borings are necessary to develop unit rates of cost and determine constructability of the tunnels. The Facilities Plan is necessary to take advantage of low interest loans available from th6 Environmental Protection Agency (EPA) grant program. These contract amendments will not result in the contract exceeding the $200,000 cap approved by Council for -_ engineering services. The next order of business was to present the proposals received from three firms to perform soil borings at seven locations. Staff recommended approval from the Commission for the low bid proposal of Soil and Material Consultants in the amount of $6,810. Mr. Lauterbach moved the proposal be approved and placed on the January 22 Council agenda( for consideration. Seconded by Alderman Warshaw. Motion carried. Mr. Barber presented the Harza proposal to provide engineering services for the design of the flood relief systems in Basin 503 at a cost estimated at $197,000. Mr. Barber explained that we may be able to provide these services in-house in the future at less cost, but at this time it would be advantageous to find out how the system will work in this initial basin before adding staff. The scope of services has been divided into nine tasks and starts with the collection of required data through field surveys and terminates with recommendations of award of contract after review of bids received. Alderman Lanyon moved for approval of the proposal and that it be placed on the January 22 Council agenda for consideration. Seconded by Alderman Warshaw. Motion carried. Dave Stoneback reported on the current condition of the combined sewer system. The information was gathered from the TV inspections of approximately 55 percent of the existing sewer lines. The report identified spot repairs and whole line repairs needed. These categories were broken down further to those needing immediate work and areas which will eventually need to be addressed. The 55 percent of the system inspected was chosen based on the sewer size and indications of potential sewer problems, therefore the Staff feels that approximately 70 percent of the problems throughout the entire sewer system were identified during the inspection. The estimated costs to repair the existing sewer system were based on this premise with an additional 30 percent for the portion not yet inspected. Mr. Stoneback reported the Sewer Department had procured three types of inlet flow restrictors from vendors. The test model manhole was being constructed at the Water Plant and tests on the restrictors would be conducted the week of February 5. He extended an invitation to the Commission to view the tests being conducted. Mr. Barber then presented a 10 year projection of income and expenses for the Sewer Fund. The Sewer Fund has been divided into a Sewer Operating Fund and a Sewer Capital Fund, for improvements, which is reflected in the 1990-91 proposed budget. The Chair then moved to Other Business and asked for a motion to approve the proposed meeting dates for 1990. Alderman Warshaw moved for approval. Alderman Davis seconded. Motion carried. There being no other business the Chair adjourned the meeting at 9:25 P.M. Respectively submitted, �' "DRAFT, NOT APPROVED" ).i hard J. Figu elli A ra r "DRAFT, NOT APPROVED" MINUTES OF FLOOD AND POLLUTION CONTROL COMMISSION MARCH 21, 1990 Members Present: Alderman Margaret Wold, Chairman Alderman Roberta Warshaw Alderman Beth Davis Alderman Richard Lanyon Dr. Michael Goodkind Members Absent: Ned Lauterbach Staff Present: Dave Barber, Director of Public Works Richard J. Figurelli, Supt., Water & Sewers Regina Steuben, Asst. Supt./Administration Dave Stoneback, Asst. Supt./Operations The Flood and Pollution Control Commission met on March 21,1990, in Room 2404 at the Civic Center. The Chair called the meeting to order at 7:48 P.M. The minutes of January 17, 1990 were unanimously approved as submitted. The Chair then called upon Dave Barber who made a progress report on the Long Range Sewer Plan. He reported the modifications the City had looked at, regarding where tunnels could be eliminated, lowering the estimated cost from $134 million to $124.7 million. The consultants, Harza Engineering, are now finishing up the report and we are down to the last step which is Dhasing the improvements. The City looked at complaints of flooding and acres- served and had Harza do a cost benefit study to rank the drainage areas. The results showed that there really wasn't one basin or area that stood out and warranted being done first. Therefore this method was not considered advantageous to use for scheduling or ranking the phasing of improvements. Harza then split up the areas based on the tunnel system that would support it. This study indicated we could phase the work by putting in certain tunnels and then doing associated work on the surface and storm sewers in this area. Mr. Barber noted that although this was a good approach, it would not provide "city-wide" protection for the duration of the improvement which is proposed to be 20 years. The Commission then discussed several aspects of this plan for the phasing of improvements. Mr. Barber commented that Harza had also looked at putting in all of the tunnels first and temporarily connecting the combined sewers until the storm sewers FPCC MINUTES, MARCH 21, 1990 - Page 2 are installed. This would add $5 million back into the program and is not recommended by the S.W.I.M. team, as this may cause odor and methane gan problems. He also stated that he had looked at doing Harza's plan in a shorter span of time and the economic impact of doing it quick, in 8 or 10 years as opposed to 20 years, saves a lot of money. This would mean doing about $20 million of construction per year. We can then phase the projects in each basin to meet this spending schedule. The Commission then discussed the various aspects associated with financing and constructing the improvements in a shorter time span. The consensus of -the Commission was to pursue information and additional data related to accomplishing the Long Range Sewer Plan on a shorter time schedule than the original 20 years. Dr. Goodkind asked for a summation of what the proposed plan provided and whether it included street ponding. Staff responded that this plan provided a 100 year level of protection for basements using restrictors on the upstream ends and storm sewers on the downstream ends of each basin. It provides for 5 year level of protection to keep the storm water in the sewer and a 10 year level of protection when you start ponding in the street. Although some ponding will occur at the height of a significant storm, the streets will be used as a conveyance 'system to carry the storm water that the combined sewer cannot take to high volume inlets where it will enter the storm sewers and tunnels the plan proposes. Mr. Barber said that Staff would present a more definitive plan including schedules by the next meeting scheduled for may 16 at 7:45 P.m. The Chair then recognized Dave Stoneback who gave a report on the results of the tests conducted on three different inlet flow restrictors. These restrictors are critical to the plan because these devices would restrict the flow of storm water into the combined sewer system to prevent basement back-ups. Staff gave copies of a letter to Commission members which was received from a resident. Concerns pertaining to the development of the long range sewer plan contained in the letter had been addressed by Staff. There being no further business the Chair adjourned the meeting at 9 P.M. Respectfully submitted, Pchard J. 4Furell "DRAFT, NOT APPROVED" r • • ' "DRAFT, NOT APPROVED" MINUTES OF FLOOD AND POLLUTION CONTROL COMMISSION JULY 18, 1990 Members Present: Alderman Margaret Wold, Chairman Alderman Roberta Warshaw Alderman Beth Davis Alderman Richard Lanyon Dr. Michael Goodkind Ned Lauterbach Members Absent: None Staff Present: Dave Barber, Director of Public Works Richard J. Figurelli, Supt., Water 6 Sewer Regina Steuben, Asst. Supt./Administration Dave Stoneback,-Asst. Supt./Operations Greg Ramon, Distribution & Sewer Chief Others Present: John Velon, Harza Richard Persaud, Harza The Flood and Pollution Control Commission met on July 18, 1990, in Room 2404 at the Civic Center. The Chair called the meeting to order at 7:47 P.M. The minutes of March 21, 1990 were unanimously approved as submitted. The Chair called upon Dave Barber, Director of Public Works, to open the meeting on the presentation of the Long Range Sewer System Facilities Plan Report. Mr. Barber introduced John Velon of Harza Environmental Services, who would begin with general information related to the plan and Richard Persaud of Harza, who would get into more details of the plan. Mr. Velon began by giving an overview and history of how we got to this plan working with the SWIM team. Mr. Lauterbach asked for clarification of who made up the team. Mr. Barber explained it was comprised of technical and maintenance personnel from the Water and Sewer Department, the Engineering Department, and the Director of Public Works. Mr. Velon then continued by pointing out the problems with the Evanston sewer system and several possible solutions. These solutions were based on two main criteria, keep the basements dry and limit extensive street ponding. Looking at the solutions available led to the concept of this plan, overland flow with separate storm sewer relief. Where tolerable, storm water would be allowed to flow down a street for a block or two until it gets e + FPCC MINUTI.S JULY 18, 1990 PAGE 2 •to an inlet to a storm sewer. Existing combined sewers would carry maximum flow, up to surcharge conditions, controlled by inlet restrictors. This plan would take approximately $18 million far rehabilitation of the existing sewers. This would have to be spent anyway gust to maintain the structural integrity of the existing sewers. Therefore this partial sewer separation and overland flow plan would cost approximately $125 million in 1990 dollars not including the $18 million for combined sewer rehabilitation. In comparison, the last report showed needed expenditures estimated at $320 million for total separation and $290 million for separate sewer relief. Mr. Velon then introduced Richard Persaud of Harza who "walked" through the Facilities Plan Report. He noted that Harza had made certain recommendations. One of them being that the City must continue discussions with the Metropolitan Water Reclamation District (MWRD). This is because our sewers discharge to their system and anything we do must be approved and compatible to that system. Mr. Lauterbach asked how much empirical data we had that went into the formulation of this plan. Mr. Persaud responded that with the use of the four flow monitors purchased by the City we were able to compare theoretical data with actual measured values in many of the basins. The City also has three rainfall gauges in the City so we can accurately measure the amount of rain, the distribution of the rainfall, and the duration of the rainfall. Therefore, we were able to accurately measure the run- off and are confident in the model. We are continuing the monitoring in each rainfall event and will do so in basin S03 to compare results after that basin is completed. Mr. Persaud noted that there were some sewer flows from Chicago coming into Evanston through the MWRD's sewer. He explained this could have an impact of approximately $1 million on the plan and therefore it is very important that we discuss this with them. Dave Barber then spoke to the implementation of the plan. He introduced a proposed 8 year and 20 year project schedule based on the Facilities Plan Report. This schedule included proposed annual cost requirements and reflected all Mork proposed in the Plan except $1.8 million for work on Poplar Avenue. This Work is under contract and will be paid out of the 1990 Sewer Bond Issue. Mr. Barber pointed out that these schedules appear to be the outside limits for implementation and that the actual schedule will most likely be 10 to 12 years. Mr. Barber asked the Commission for their recommendation and approval to go to the Illinois EPA and the MIdRD with the Sewer System Facilities Plan Report. A motion was made and unanimously approved by the Commission directing Staff to present and discuss the Plan with the IEPA and MWRD. FPCC MINUTES JUi.Y 18, 1990 PACE 3 The Commission also decided to forward the Plan to the Council so that they may begin their review of the draft copy at the same time we schedule a Public Hearing. We would ask Council approval of the Plan after the Public Hearing which would be held in the Council Chambers and be televised. Further discussion regarding the project implementation schedule resulted in a decision to revise the benefit and cost auctions of the Facilities Plan and redraft the pages referring to the financial impact to residents. The Flood and Pollution Control Commission will review revisions prior to presenting the draft plan to Council and scheduling a public hearing. It was suggested a smaller version or summary of the Plan be available for the public. ' Mr. Barber reported on the current status of work in basin S03. He indicated the plans are near completion but have been slowed down to conform with the IEPA funding schedule. The Chair complimented Mr. 5toneback and the Sewer Department in relation to their work on Ashland Avenue. There being no further business the meeting was adjourned at 9:40 P.M. Respectfully submitted, c ' ard J. VF-i lli "DRAFT, NOT APPROVED" r "DRAFT, NOT APPROVED" MINUTES OF FLOOD AND POLLUTION CONTROL COMMISSION SEPTEMBER 25, 1990 Members Present: Alderman Margaret Wold, Chairman Alderman Roberta Warshaw Alderman Beth Davis Alderman Richard Lanyon Dr. Michael Goodkind Ned Lduterbach Members Absent: None Staff Present: Dave Barber, Director of Public Works Richard J. Figurelli, Supt., Water & Sewer Regina Steuben, Asst. Supt./Administration Dave Stoneback, Asst. Supt./Operations Greg Ramon, Distribution & Sewer Chief Others Present: Marshall Kolodenko Mary Daly Morris Pick The Flood and Pollution Control Commission met on September 25, 1990, in Room 2404 at the Civic Center. The Chair called the meeting to order at 7:50 P.M. The minutes of July 18, 1990 were unanimously approved as submitted. The Chair asked David Barber, Director of Public Works, to review the changes in Chapter V of the Sewer System Facilities Plan report. He noted that the project duration was now about a 12 year duration period with ten project phases because construction will take longer than one year in many cases. Using visual aids Mr. Barber explained the implementation of the various construction projects and the year in which they are proposed to take place. Alderman Warshaw asked if the IEPA loan could be paid back over a c thirty year rather than a twenty year schedule. Mr. Barber said he wod+ld check with the IEPA in Springfield. A discussion ensued concerning -he cost associated with basement backup damages, restoration, and loss of use. It was decided to expand upon this information from the original report written by Alvord, Burdick & Howson in 1977. FPCC MINUTES September 25, 1990 Page 2 Alderman Lanyon asked for a better explanation of the cost benefit at present worth, described in the last section of Chapter V, to allow for a better comparison to the cost of the improvements at their present value. Mr. Lauterbach also suggested that staff provide a ten phase schedule of construction which clearly delineates where the storm sewers will be installed. Mr. Barber stated that staff would incorporate the recommended changes and send the revisions to the Commission. Mr. Barber reported he and Harza engineers had gone to talk to Metropolitan Water Reclamation District to set up a process whereby they would review various documents from now until the end of the year for the next phase of construction. This is necessary so that they have sufficient time to review and approve drawings fairly quickly. Harza is already working with them on drawings and details for connection to the drop shafts. He said they also opened discussion on the two sewers from Chicago that flow into Evanston. Mr. Barber then reported he had been in contact with the IEPA pertaining to the loan application. They had sc,ne problem with the use of funds from the sale of water to the Northwest Water Commission being transferred to the Sewer Fund to pay for the long range capital improvements. He has sent :hem the Council minutes pertaining to the approval of that policy. We don't need a rate increase to cover the initial loan so that should not present a problem but we may have to make a change in the future in the way we generate revenue to repay the loan. Mr. Barber then discussed the suggestion previously presented by Alderman Lanyon pertaining to generating an alternate storm sewer service charge based on impervious surface of the property. The discussion also included other means of generating the revenue. Staff developed a 10 year implementation schedule indicating expenditures. Incorporating these expenditures and the related loan repayment, assuming a 4% interest over 20 years, indicates the amount of additional revenue needed to meet the loan repayment requirements. Staff then developed a sewer service charge rate increase plan. A discussion ensued pertaining to the average residential usage. Staff will provide a detailed analysis of average residential use based on billing records. Discussion then continued on pursuing information related to generating revenue related to impervious surface and storm water runoff. The Commission felt combining the two methods in the future may be a more equatable way to generate the revenues necessary to finance the plan. They asked Staff to generate information from other communities that may be using this method. Mr. Barber then gave the Commission a report from Harza on the progress and status of the design work on Basins S03, S06, and S13. FPCC MINUTES September 25, 1990 Page 3 The Chair recognized Mr. Morris Pick, a citizen, Who asked for some clarifications on the plan and when he might see some results. The Chair and Alderman Warshaw responded and told Mr. Pick if the plan is implemented, work Would be done in his area in three to four years as scheduled. There being no further business, the Chair adjourned the meeting at 9:55 P.M. Respectfully submitted, Richard J. i"j. "DRAFT, NOT APPROVED" 'DRAFT, NOT APPROVED" MINUTES OF FLOOD AND POLLUTION CONTROL COMMISSION NOVEMBER 8, 1990 Members Present: Alderman Margaret Wold, Chairman Alderman Roberta Warshaw Alderman Beth Davis Ned Lauterbach Members Absent: Alderman Richard Lanyon Dr. Michael Goodkind Staff Present: Dave Garber, Director of Public Works Richard J. FiQurelli, Supt., Water & Sewer Regina Steuben, Asst. Supt./Administration Dave Stoneback, Asst. Supt./Operations Others Present: Casey Common The Flood and Pollution Control Commission met on November 8, 1990, in the Council Chambers at the Civic Center. The Chair called the meeting to order at 7:04 P.M. The minutes of September 25, 1990 were unanimously approved as submitted. The Chair opened the discussion on the Executive Summary of the Facilities Plan and recognized Mr. Lauterbach. Mr. Lauterbach wade several sugeestions and recommended changes to the Executive Summary. These changes included references to tables, rewording to clarify meaning, and the spelling out of agency name abbreviations. The Commission unanimously approved the Executive Summary with the recommended changes. The Chair directed Staff to draft the changes and provide a clean copy to the Commission. The Chair moved to the next order of business on the agenda which was a proposal from Jones and Henry Engineers, Inc. The Commission received a summary of the proposal for the preparation and implementation of a storm Water drainage utility user fee. The full proposal including references and resumes was made available to the Commission. A discussion ensued regarding the timing of such a user fee and our present schedule. The Commission also felt that this was a large amount of money to expend without first evaluating the ramifications of assessing such a user fee. Alderman Davis asked if it would be Dossible for a representative of the Company to make a presentation. FPCC Minutes November 8, 1990 Page ? Mr. Barber felt they would be happy to have the opportunity to make a presentation. It was decided to make this part of a meeting dedicated to a discussion of the financing of the Long Range program. The Chair felt it would be appropriate to invite any interested aldermen to attend this meeting. The Chair then recognized Dave 5toneback, who responded to an earlier question and reported the Illinois Environmental Protection Agency (IEPA) loan was required to be paid back over a twenty year period and would not be extended over thirty years. Mr. Barber then reported on the problems Staff has had in trying to get the Facilities Plan through the red tape of the IEPA for approval so that an Environmental Impact Determination is issued and the City can hold a Public Meeting. The scheduled public meeting on November 27, 1990 may have to be rescheduled to the first or second week in December. He stated that staff will try to put the Facilities Plan together and send it to the City Council to begin their review so that we may be able to get Council approval at the December 10 meeting. This would be for approval of the concept of the plan and not the financing of the plan. The financing alternatives would be presented at a later date, as we have the funds available from existing revenues for the first phase of implementation. The Commission approved the proposed 1991 calendar of meetings to be included in the City Clerk's schedule. The next scheduled meeting is January 16, 1991. There being no further business, the Chair adjourned the meeting at 7:45 P.M. Respectfully submitted, y + �Ric;h"ardJ JFi2urUlli "DRAFT, NOT APPROVED"