City of Wood Dale Committee of the Whole met Jan. 14.
Here is the minutes provided by the Committee:
Present: Ald. Catalano, Jakab, Messina, Sorrentino, Susmarski (8:00 p.m.), E. Wesley and Woods
Absent: Ald. R. Wesley
Also Present: Mayor Pulice, Treasurer Porch, Clerk Curiale, City Manager Mermuys, Police Chief Vesta, B. Wilson, A. Lange, E. Cage, B. Garelli, N. Kace
Meeting Convened at: 7:30 p.m.
APPROVAL OF MINUTES:
Ald. Jakab made a motion, seconded by Ald. Sorrentino, to approve the minutes of the December 10, 2020 meeting as presented. A roll call vote was taken with the following results:
Ayes: Ald. Catalano, Jakab, Messina, Sorrentino, Susmarski, E. Wesley & Woods
Nays: None
Abstained: None
Motion: Carried
Report & Recommendation:
CIP 2022 -2026
Brad Wilson reviewed the CIP FY2022-2026 starting with the Letter of Transmission which is a summary of what is in the Plan. Based upon comments from tonight’s discussion, he will update the CIP accordingly and roll projects for 2022 into the Budget for discussion at February’s budget meetings.
Elizabeth Drive Bridge over Salt Creek
The bridge costs are estimated from HR Green’s review. They are looking into using MFT money for the City’s share which would free up over a half a million dollars by 2024. A conversation with Ron Krall from HR Green confirmed this would be an eligible expense since it’s an IDOT project. Ald. E. Wesley asked if the Forest Preserve was approached about a cost share for the bridge. Manager Mermuys stated they are in as a partner and are very excited about the project; however, their portion hasn’t been determined yet since all specs and engineering are not done on the City’s end yet.
Citywide Storm Water Master Plan
Robinson Engineer estimates $7.5 million for the next phase which is predominantly the school field. A study is also being done on other stormwater projects in the city. Ald. Catalano recalled a study already being done on the south side of Ward 3 when Robinson was reviewing projects. Director Wilson confirmed the study for that area was done, but they are still working through some of the design elements.
Street Resurfacing and Sidewalk Replacement
This used to include several items like pavement striping, asphalt surface removal and replacement, etc. They tried to streamline all of that to get a better picture of the broad program. Mayor Pulice asked where the streets rated 1, 2 and 3 from the Street Efficiency Study would fit in. Director Lange stated that when results of that study were discussed, it was explained that when a street falls into the 4 to 6 range is the time to resurface them, and some reconstructions would be put in each year. Elmwood from Sunnyside to Montrose was added in this year, and staff is hoping to move forward with George Street along with Itasca. The plan is to continue the trend in years forward to address the lower rated streets. Mayor Pulice suggested in the future highlighting the ones being reconstructed versus resurfaced.
Wood Dale and Irving Park Safety Improvements
The project was substantially completed in November of 2016. This is just the close out of the intersection which is in a holding pattern until more information is received from IDOT.
Non Transportation Expenses by Category
Information Technology
This is to replace all city-wide office computers as the last time these were replaced was in FY2013, so they got 9 years out of that equipment.
Streetlight Installation
These are city streetlights that come in via petitions and vary from year to year and only one was done this year. There has not been a lot of activity in the past year and a half, but they still plug in $30,000. Ald. Catalano inquired about the light on Irving and Prospect that is still off center. Director Lange has notified the contractor of this problem and will provide follow up. Mayor Pulice asked about lighting up other streets throughout the city that are very dark, and picking a street from each ward to light up every year. Ald. Jakab proposed including in the policy that lights can only be picked from a certain time frame, and once that date has passed each year, to allow the city to just select a location automatically.
Streetlight Installation along Irving Park
This project was programmed in this year, but was pushed off due to COVID. The numbers were increased from previous CIP’s since they needed updating. These are for the black ornamental poles at the intersection and to replace any old wooden poles. Mayor Pulice asked if this project
covers all streetlights from the east end of town to the west end. Director Lange stated this is to replace aluminum poles from Pine to the Georgetown Shopping Center and that 49 will be replaced with black decorative ones, along with those around Addison Road and Wood Dale Rd. being updated with new led models.
Police Department Improvements
This was also pushed back due to the Pandemic. Ald. Jakab inquired about $12,000 spent on design services. Chief Vesta explained that was for the original quote from an architect for consultation and design for any changes for the old Radio Room. That room is currently being used as an additional office space during COVID. Pre-COVID it was a lot of extra space not used at all. The department is completely full on female locker rooms and may need to move the roll call room to the former Dispatch Center, which is why someone is needed to assist with structural changes and what walls are load bearing.
Police Department HVAC Replacement
This project was also pushed back, so the system is now in worse shape than prior to being planned and needs to be done next year. Some preliminary cost estimates were already done.
Police Department Surveillance Cameras
These cameras were also in the CIP for this year and got pushed back to 2023 due to ERP and IT’s work load. Ald. Jakab expressed concerns about getting these done sooner than later based on what has been going on in the city. He feels that the more cameras placed at the bridge, train station and other locations, the better for public safety. Ald. Messina suggested incorporating plate readers into this too as this is critical. He stated that while the city is relying on personal Ring doorbells, the city also needs to make its own investment for surveillance and suggested moving it up to fiscal 2022. Mayor Pulice suggested placing these in the unfunded expanded level pages of the Budget for discussion if it is the consensus of the Committee members. Chief Vesta stated that staff was looking to add some surveillance cameras at key points in town to allow for monitoring and playback. To do this for all entrances to the city, the cost is over $100,000 for initial installation, but they could then keep adding on to the system. It was noted Elmhurst blanketed their entire town with these and spent about $500,000 to $600,000. Ald. Jakab stated that public safety is high on the Council’s list with all that is going on in the world.
Manager Mermuys has discussed this with Mr. Kace, but if it is moved into 2022, that could increase the workload for IT. The $40,000 is to do it internally; if it is moved up and outsourced it will cost more. Ald. Messina commented that if IT needs help, that request should be coming to budget for discussion during headcount requests. Manager Mermuys stated there have been many internal talks about this and agreed it is more of a budgetary item. Director Wilson stated that if some funding gets moved around, this could be advanced up as there is cash flow to do so. Mr. Kace explained he can’t run modeling like that in the software. Extra staff and headcount is not what the city needs; they need specialized consulting that would require more technical expertise such as someone who specializes in firewalls or security to take off some of that load. Ald. Messina asked about hiring a temp person. Mr. Kace said that typically someone is only needed for small amounts of time on smaller projects. He has a budget line item for professional Services that he would like to see increased at budget time. He noted the cost is also higher for someone more specialized.
Ald. Jakab made a motion, seconded by Ald. Messina to move $40,000 into 2022. (It will return to Committee once all information is obtained). A roll call vote was taken, with the following results:
Ayes: Ald. Catalano, Jakab, Messina, Sorrentino, Susmarski, E. Wesley & Woods
Nays: None
Abstained: None
Motion: Carried
Ald. E. Wesley made a motion, which was not seconded, to push back the Police Department projects to 2023. Motion failed.
Ald. E. Wesley made a motion, seconded by Ald. Woods, to have decorative streetlights on Irving Park moved back to 2023. A roll call vote was taken, with the following results:
Ayes: Ald. Catalano, Messina, E. Wesley & Woods
Nays: Ald. Jakab, Sorrentino, Susmarski
Abstained: None
Motion: Carried
Public Works Building
In the current CIP, this was programmed to all be done in one year which didn’t make a whole lot of sense, so it was split into four years. Once design is done it could possibly be three years. Williams Architects is working on the conceptual design and will bring to Council. At that point, a better breakdown of costs should be available.
Façade Improvement Program
Mayor Pulice wants to ensure that any business that comes in with another really good project will have that project come to Council to add additional funds instead of just being turned down. Director Cage stated that his staff tries to work with applicants to get their applications done correctly.
Completion of Citywide ERP System
Everything is slated to go live by April, and there will be some residual costs that will roll into the next fiscal year. Per Mr. Kace, recurring maintenance will be about $85,000 per year, depending on what is added. Total cost for this software project is about $1.2 million. He provided a breakdown of licensing costs, implementation services and consulting services, noting that he is looking at $85,000 for reoccurring licensing every year and support and maintenance. They negotiated for no more than a 3% increase for the first five years.
O’Hare Noise
This is monies the city contributes to SOC and any extra consultants added for the Fly Quiet program. Mayor commented that at the SOC meeting this week, it was agreed to continue with JDA with a smaller contract, but the city will still end up putting in another $5,000 at some point. Ald. Jakab inquired about the increase from $15,000 to the $25,000 amount for 2021. Director Wilson explained that not knowing what’s coming with the JDA contract, $10,000 to $15,000 is the rolling cost, and with unknown studies he would want to give a padding for any other consultants that might come up.
Treatment Plant/Veteran’s Memorial
This account was bumped up to account for some potential changes with the lighting and landscape.
Flood Property Buyouts
Funding for these buyouts would come from a combination of FEMA, IEMA and/or IDNR. The funding would be at 100%, which is significant for the City as historically the funding had been at 75%. Should funding not be available, the city would not move forward with the project.
Rear yard Drainage Program
The maximum is up to $3,000 at the 50/50 cost share. Each project would be evaluated on its own merits and must meet program guidelines. Director Wilson noted this program has been pretty popular lately and working as designed so far. Director Lange stated the typical range paid is between $1,500 and the full $3,000, but the majority of projects use the full 3,000 reimbursement.
Metra Parking Lot
This is for decorative poles, updated signage in lots and replacement of narrow strips of grass with concrete. Mayor Pulice inquired about any potential issues with impervious surfaces. Director Lange assured him they will follow all City and county guidelines for Stormwater Ordinances as they do on all other City projects. Ald. Woods asked about trees, and was advised there are some declining trees that may need replacing, but they’ll look to do that this year or with the parking lot resurfacing. Ald. Jakab suggested that since no one is using the station due to COVID restrictions, that the City consider switching the 400 and do the lot now with no one using it. This will be revisited at a Council meeting.
Senior Grass Cutting Program:
This amount was a result of a recent Committee meeting discussion.
Irving Park Rd. Land Acquisition
Itasca Bank allowed the City to defer the payment of the principal for a while but it is now time to pay that down. Monies used from any sold properties would be used for this, however, the City hasn’t sold any as of today. This is subject to change.
Water and Sewer
The first few years are general maintenance for both plants, but the South Treatment Plant needs a more comprehensive rehab. Director Lange and Assistant Director Garelli advised they can make it last a few more years with some minor care. Initially the City was doing a syncing fund to put money aside for this, but with the I & I work being done in Ward 4, all that money that was to be set aside for south plant would look at a similar methodology as the North Plant. Although North Plant is in pretty good shape, some money here is for any unforeseen costs that could arise. Mayor Pulice asked if sledge is now part of normal maintenance on this plant. Brett Garelli explained there are aeration plates and the grit builds up during dry periods; when there is a big storm it flushes out, and ebbs and flows and goes in and gets flushed out. It doesn’t cause any issues unless construction is going to be done. Before his time, there was a no bid item for it, but it’s a natural process for the grit to go in and out. Ald. Woods recalled an issue where the old design didn’t do this process. Director Lange explained the new tanks at North Plant use a more efficient model than the previous plant, so it’s not nearly as much of a concern as it was in the past. Mayor Pulice stated that when this issue was first discovered, the director at that time told him it was a funding issue. He recalled telling him if things need to be taken care of, he would be supportive
Lift Station Rehabilitation Program
The Royal Oaks station was just completed and they are taking a year off to start design on the Ash lift station and then Orchard and Pine. These estimates are based on cost of Royal Oaks.
Water Distribution Master Plan
Mr. Wilson explained the concept behind this is to do it like the Street Sufficiency study and analyze the entire system and look for opportunities for improvement. It would take into account what an impact a project next to City Hall could have and putting big boxes and other redevelopment in the TIF area. A lot of these amounts are just placeholders until the Water System analysis is done. That will drive and dictate future years.
Infrastructure Tap-on Program
This reimburses residents for a one-time for reimbursement to tap on for water/sewer. A few requests are received every year, but there are less and less properties who do this.
I & I Program
In previous years it was $350 to $400,000. Director Lange explained that when they got into the Ward 4 study it was in worse shape than anticipated. There are 7 areas in total and 4 completed to date. Staff is currently working on televising a residential area of Ward 4.
Unfunded Projects
Pine Lane Extension
This is on Pine between Arbor and Dunlay. There are lots on the west side of pine that could in theory be developed if there were a street there, but there is not currently. Discussion ensued about potential new development in this area and costs involved. Director Cage stated that if the city moves forward with the rod it will spur the development and lead to annexations.
Intersection of Oak Meadows and Edgewood
This is for some additional parking along Oak Meadows. Chief Vesta has been looking at this for quite some time and met with an engineer. They are trying to find a spot on Oak Meadows where some of those homes that are part of Wood Dale struggle to find parking. The engineer made a recommendation for no parking within certain number of feet of the intersection. Staff worked with Robinson to review an area a little further east to add 3 to 4 spots with an estimated cost up to $40,000. They do not want overnight parking, but spots for guests during the day. Much of the area to be paved would be city property, but they would need to coordinate with county since it’s adjacent to their roadway. Ald. Catalano asked about having the county do a cost share. Chief Vesta has not approached them yet, but if it is put into the budget he will reach out and ask for assistance. Director Lange stated that from a construction standpoint, he sees no issue with completing this in 2021, but getting the township or county to participate would be a longshot.
Ald. Jakab made a motion, seconded by Ald. E. Wesley, to put this $40,000 into 2022 and find out if the county is interested in assisting. A roll call vote was taken, with the following results:
Ayes: Ald. Catalano, Jakab, Messina, Sorrentino, Susmarski & Woods
Nays: Ald. E. Wesley
Abstained: None
Motion: Carried
Community Park at Town Center
This has been out there for a while; at this point staff needs to see what happens next to City Hall and needs the Public Works facility on Center to be vacated, so it’s out there but he does not foresee anything happening soon. He mainly just wants to keep it on the radar for when a few other things happen.
Bike Path Resurfacing
This is the path that connects to the bridge over Irving Park. Public Works did some patching for grade deterioration as needed. Staff is seeking out grants for this, but if any area is dangerous it is being taken care of by Public Works for now. Director Lange clarified the resurfacing would be any part of that path that winds through Wood Dale.
Decorative Street Lights
These would be similar to those on Wood Dale Rd. Staff has identified three different phases of that. A few were pushed back into unfunded. Ald. Woods feels the City will be in a better position next year to move them with greater certainty economically than could be done now. Director Wilson provided estimated costs.
Deerpath and Route 83 Sanitary Sewer Loop
This is just informational so there are some numbers to go with it.
FINAL VOTE:
Ald. Susmarski made a motion, seconded by Ald. E. Wesley, to approve the Capital Improvement Plan 2022-2026 as amended. A roll call vote was taken, with the following results:
Ayes: Ald. Catalano, Jakab, Messina, Sorrentino, Susmarski, E. Wesley & Woods
Nays: None
Abstained: None
Motion: Carried
ITEMS TO BE CONSIDERED AT FUTURE MEETINGS:
• Water Fund update from Finance (Mayor Pulice request)
ADJOURNMENT:
Ald. E. Wesley made a motion to adjourn, seconded by Ald. Catalano, which was approved unanimously on a roll call vote at 10:04 p.m.
https://www.wooddale.com/home/showpublisheddocument?id=8460
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