August 18, 2015: Village staff announced progress on several stormwater management projects:
The Ash Street Pump Station is now online and has been operational several times during recent rain events.
Tower Road is now entirely open, from Forest Way Drive to Hibbard Road. The remainder of the Northwest Winnetka work is on track for completion on October 31. Additionally, the Village has submitted for its first reimbursement from the Metropolitan Water Reclamation District, which is providing $2 million that will help fund a significant portion of Northwest Winnetka stormwater improvements.
The Village completed its sanitary sewer manhole rehabilitation work last month.
Other developments include:
The Village received 14 responses to its Request for Proposals to revisit the feasibility of non-tunnel options for drainage issues in west and southwest Winnetka. A contract for this work may be awarded as soon as next month.
V3 Companies’ cost review of the Willow Road Stormwater Tunnel and Area Drainage Improvements (STADI) continues. It expects to present its findings to the Council in early September.
The Council considered additional water quality sampling work. MWH proposed to continue its monitoring program from the fall of 2014, at a cost estimate of $100,000. The Council deferred authorization of this program until the STADI cost review is presented.
July 21, 2015: The Village Council reviewed progress on the Northwest Winnetka project, which is nearing completion. Utility work on Tower Road is complete. Crews will now address the remaining road section of Tower, between Heather Lane and Greenwood Avenue. Crews will then proceed with utility work on the surrounding residential streets. When complete the project will:
Provide 100-year flood risk reduction for structural flooding;
Reduce duration and severity of area and street flooding; and
Maximize use of existing detention facility to mitigate downstream impacts on the east diversion ditch.
The Village has begun work on the Forest Preserve Pond, south of Tower Road and west of Hibbard Road. The Village is restoring the pond’s east bank and implementing erosion control measures, including replacement of native vegetation over the next several weeks—helping to improve water quality.
Staff also reported that excavation work will begin shortly on the Ash Street Pump Station, which is anticipated to be operational by August 10. The Pump Station will replace a manual pump currently employed and raise the level of flood risk reduction for this problematic area.
V3 Companies is performing the independent cost review of the Willow Road Stormwater Tunnel and Area Drainage Improvements (STADI) Project; V3 will present its findings to Council in August.
Staff issued a Request for Proposals this month that will evaluate stormwater improvements and alternatives for the areas of western and southwestern Winnetka. Proposals are due August 7 and will be presented to the Council for authorization in September.
June 16, 2015: Highlights from the Village’s Stormwater Monthly Summary Report included good news about the underground work for the Northwest Winnetka stormwater improvements. The Village anticipates re-opening Tower Road between Greenwood and Hibbard to two-way traffic during the week of June 22. The restoration and erosion control work required at the pond, where the Village will construct a new larger outlet, is set to begin this summer. The overall project is still on schedule for completion at the end of October, 2015. The Council discussed the Northwest Winnetka Project costs, detailed in the project budget sheet of the Summary Report.
The Report review also emphasized recent developments on the Willow Road Stormwater Tunnel and Area Drainage Improvements (STADI) project, including:
Hiring V3 Companies to perform a detailed, independent review of the project cost estimate and subsequently, value engineering;
Authorizing MWH to proceed with submitting regulatory permits to determine the project’s ultimate feasibility; and
Scheduling Council updates on these activities, the first of which (cost estimate), is tentatively planned for the July 7 Council meeting.
Lastly, construction has started on the Ash Street Pump Station.
June 2, 2015: Public Works Director and Village Engineer Steve Saunders proposed a contract award to V3 Companies to perform cost evaluation and value engineering services related to the Willow Road Stormwater Tunnel and Area Drainage Improvements (STADI) project. Mr. Saunders explained that due to the significant increase in the estimated project cost, updated as part of MWH’s Review Point #2, the Council expressed a desire to obtain an independent, third-party engineering review. After reviewing proposals from two firms, Mr. Saunders said that V3 will employ a methodology that will give the Village more assurance about the reliability and accuracy of the project costs and also demonstrated superior expertise in value engineering. While it was not the lowest cost proposal, V3 showed how they had successfully led other value engineering work for complex infrastructure and dedicated more work hours to the Winnetka project. Mr. Saunders further explained that this is structured as a two-phase approach; the phase I cost evaluation would be presented to the Council in July, at which time the firm could be authorized to proceed with phase II value engineering. The consensus of the Council was to award the contract to V3 Companies for a not-to-exceed cost of $33,708 for the cost evaluation and $88,296 for value engineering.
Also on June 2, Mr. Saunders presented Change Order #2 for the Willow Road STADI Project Engineering. At the conclusion of Review Point #2, the Council desired to proceed to submit permit applications, but not to further advance the STADI project design. This track allows the Village to continue to have more detailed discussions with the permit agencies about the specific requirements for approval. Both President Greable and Mr. Saunders emphasized that this work is already included in the Phase II scope of MWH’s existing contract—so the change order does not increase the overall contract compensation and limits the work MWH will proceed to perform to the finalizing and submittal of the required permits. It is anticipated permits will be submitted to agencies by September 2015. The Council agreed with the approach as they felt a need to continue assessing the overall feasibility of the STADI project. Ultimately, they authorized the expenditure of $110,880 from Phase II of the MWH contract.
May 12, 2015: Public Works Director and Village Engineer Steve Saunders highlighted the findings from the Willow Road Stormwater Tunnel and Area Drainage Improvements (STADI) project Review Point #2, originally presented at an April 28 Special Meeting. He emphasized that the project is still in preliminary development (at two of three scheduled review points), and the bulk of the costs (90%) and time are incurred during construction.
Responding to the environmental concerns and misunderstanding about the regulatory approval process, Mr. Saunders reviewed the outfall system design that will treat 70-80% of storm runoff annually. If the Village cannot satisfy the Illinois Environmental Protection Agency’s (IEPA) water quality requirements, the STADI project will not be constructed. Mr. Saunders said the factors that produced the 70% increase in the cost estimate ($34.6 million to $58.5 million) are: 1) more detailed design information; 2) greater length of deep sewer tunnel; 3) rising construction costs; and 4) water quality management strategies.
Next, Mr. Saunders focused on the short-term options available to the Village: 1) engage an independent engineering firm to confirm cost estimating and perform value engineering and 2) authorize completion of draft permit applications for agency submittal. The cost review process would appraise the STADI project design, materials, plans, studies, and estimates to develop an independent Opinion of Probable Construction Costs (OPCC). This work, if authorized, would be ready for Council review in July.
The value engineering option would review all aspects of the STADI project to determine whether it meets the Village’s goals at the lowest cost. The value engineering work would not include evaluation of other solutions; however, several Trustees expressed a desire to learn more about a process to re-evaluate previous studies of options to “go West.” Mr. Saunders noted value engineering would only begin after the completion of the cost estimating, and should be completed by October.
There was consensus from the Council to proceed with the cost estimating and value engineering, and for Staff to bring back further detail about alternative evaluations and continuing water quality sampling programs. With Joe Johnson, the Village’s engineer from MWH, the Council discussed the permit process; MWH has developed draft permits. However, Council authorization is required for them to finalize the permits while not further advancing the project design, as originally envisioned in the contract. The Village Council reiterated their desire to advance the discussion of the project by gathering further data and finalizing the permits. Mr. Johnson confirmed that with authorization, permit applications can likely be ready for submittal by late summer.
April 28, 2015: The Village Council held a Special Meeting for the presentation of Review Point #2, related to the Willow Road Stormwater Tunnel and Area Drainage Improvements (STADI) project. Steve Saunders, Director of Public Works and Village Engineer, reviewed the design process undertaken over the last nine months and introduced Joe Johnson of MWH. Mr. Johnson recapped the findings of Review Point #1, which occurred in June, 2014, including: the STADI project is viable to reduce severe flooding; western discharge options are not feasible given the amount of storage required; water quality management objectives are a high priority and need to be addressed early in the process; and the preliminary design tasks serve as a reasonable basis to provide project detail required for permit submittal.
The preliminary design tasks (site-specific data collection, 30% design, preliminary opinion of probable construction cost, and draft permit applications) were each individually reviewed. MWH performed field investigations throughout the Village, gathering information about soil conditions and existing utility structures. Mr. Johnson described the detailed stormwater quality monitoring program, which included using four monitoring locations to gather wet weather, dry weather, and snowmelt samples. He also illustrated the numerous water quality parameters and stringent standards that MWH employed in their evaluation. Levels for 11 pollutants/bacteria exceeded current Lake Michigan standards; however, stormwater quality in Winnetka is generally consistent with runoff in other suburban areas and Mr. Johnson reviewed some of the potential pollutant sources the Village will be able to review and address.
Next, Mr. Johnson focused on the STADI project concept and the design elements: tunneled storm sewer, open cut storm sewer, inlet structures, and outfall/treatment structure. He detailed several design constraints which have impacted the development of plans, including conflicts with very deep interceptors that are part of the Metropolitan Water Reclamation District (MWRD) system, significant construction disruption along Willow Road and neighboring streets, as well as capacity and functionality of a Tunnel outfall treatment structure at Lake Michigan. MWH’s STADI water quality management strategy is equipped with four key components: source control, distributed treatment, flow management, and discharge management. Mr. Johnson described the various approaches within each area, and also showed in more depth the amount of runoff that would be treated by the proposed outfall structure. Finally, filtration and disinfection options that are elements of the Tunnel outfall were reviewed.
The Village’s original cost estimates for the STADI project originated in 2011/2012, based on conceptual design, broad field data, and typical unit supply costs. Mr. Johnson explained that MWH’s work has further detailed the Tunnel’s initial design and therefore allowed for an updated preliminary opinion of probable construction cost (OPCC). MWH used additional information about quantities of materials, site-specific considerations, as well as utility and field data to update the cost estimate. He showed that MWH’s current STADI design results in an OPCC of $58,500,000. In addition to the more detailed data at MWH’s disposal, he explained that cost increases were also driven by a greater length of deep sewer tunnel, increased underground construction costs, and outfall/water quality management requirements.
Due to the significant increase in estimated cost, Mr. Johnson presented the Council with potential cost reduction options, including 1) reduction in the design storm (currently 1% annual chance design); 2) increased storage for peak reduction; and 3) reduced project scope or phasing. He noted, however, none of these would reduce the OPCC to the previous estimate of $34.5 million. Finally, Mr. Johnson relayed the permits required for the Willow Road STADI project and the status of this work.
Mr. Saunders discussed next steps briefly with the Council, explaining that it is possible to authorize MWH to complete their permitting work for the required environmental permits and submit them. He described how Staff, if the Council desires, could perform further analysis on phased implementation of the STADI project, and he outlined the possibility of an independent engineering or “peer review” evaluation, to help validate costs and provide value engineer project components.
Following MWH’s presentation, there was a period of public questions and comments. Both Mr. Johnson and Mr. Saunders addressed audience questions directly, and afterwards, the Council considered and discussed the public comments and also reflected on the work performed to-date. The Council thanked the audience for the valuable feedback provided by those who spoke. Due to the complexity of the project and the increase in cost estimates, the Council will conduct a follow-up discussion at the May 12 Study Session. No formal action was taken on Review Point #2.
March 17, 2015: Public Works Director and Village Engineer Steven Saunders indicated that the contractor performing the Northwest Winnetka stormwater improvements is starting to mobilize at the west end of Tower Road, where work will officially commence by early next week. He explained there would be road closures throughout the project, impacting local and thru traffic. The Village will be providing regular updates about road closures and project progress through the Village website and E-Winnetka. Mr. Saunders also noted the Village recently opened bids for the pond restoration component of the Northwest Winnetka project; this item will be brought back before the Council on April 9. Finally, he said the Village’s consultant on Willow Road Stormwater Tunnel and Area Drainage Improvements (STADI) project, MWH, continues to prepare for Review Point #2, which is anticipated to occur in late April.
February 17, 2015: Public Works Directorand Village Engineer Steven Saunders summarized four ongoing projects. First, he announced the upcoming community meeting for the Northwest Winnetka stormwater improvements, which will be held at the Public Works Yards at 6:30 PM on Tuesday, February 24. Staff and consultants will share project plans, and information about traffic control, neighborhood access, and scheduling. He indicated the contractor is simply waiting for better weather to begin construction. Second, he said the Village is required to perform erosion control and restoration under its permit from the Cook County Forest Preserve District to discharge into the pond. It is anticipated bids for completing this work will appear before the Council in March.
Next, Mr. Saunders explained that the contractor is waiting for equipment for the Ash Street Pump Station project to arrive, in order to begin improvements that will provide a two-year level of protection to areas along Ash, Cherry, and Oak streets. Work is expected begin on the Pump Station when the weather improves. Finally, the Village’s engineer for the Willow Road Stormwater Tunnel and Area Drainage Improvements project, MWH, is continuing to develop materials as part of its contract Review Point #2. The Review Point presentation is now expected to occur in April.
January 20, 2015: Public Works Director and Village Engineer Steven Saunders presented the Council with the Stormwater Monthly Report and summarized the two major active projects: Northwest Winnetka Stormwater Improvements and the Willow Road Stormwater Tunnel and Area Drainage Improvements (STADI). Construction and engineering contracts have been awarded for the Northwest Winnetka Project, which will allow work to begin in late March or early April when the winter weather breaks. Staff is preparing communications that will be sent to residents in the area over the next month and there are plans to host an informational project open house in late February.
Mr. Saunders also reported that MWH Global, the Village’s engineer for the Willow Road STADI project, has been progressing on the items that make up their current Phase #2 scope, including: 30% engineering, updated project cost, revised project details, water quality testing results and program information, and draft permits for regulatory agencies. He expects MWH will be prepared to present Review Point #2 outcomes to the Council in the next six to eight weeks. The remainder of the Village’s Stormwater Management Program work is on hold for the winter, but the Monthly Report outlines a number of projects completed in 2014.
January 6, 2015: Public Works Director and Village Engineer Steven Saunders explained that outside professional engineering assistance is needed for the Northwest Winnetka Stormwater Improvements, due to the complexity and scope of work. Mr. Saunders noted that the manpower needed for field management of this particular project is greater than Village staff can provide. After speaking with three engineering firms, Staff found the most cost-effective solution to provide project management assistance would be to split the contract award between two qualified groups.
Mr. Saunders said he envisions that Christopher B. Burke Engineering, Ltd., given their role in design engineering, will be used for pre-construction review and material submittals to ensure project specifications are followed. They will also be able to assist in post-construction tasks for project closeout. In addition, the Village currently utilizes the assistance of the AT Group for program management services; their role would be day-to-day construction oversight. Mr. Saunders explained that a field contact person is required to make sure the contractor installs materials per specification and to be the primary liaison between the contractor, the Village, and residents. The AT Group will be focusing on Northwest Winnetka in 2015 and winding down other project management services currently provided to the Village.
By unanimous vote, the Council awarded two not-to-exceed contracts: one to Christopher B. Burke Engineering, Ltd. for $43,050 and a second to the AT Group for $73,000.
Also on January 6, the Council reviewed an application by the Winnetka Park District for a stormwater utility partnership credit, related to Lloyd Park at 799 Sheridan Road. Mr. Saunders reviewed the structure of the stormwater utility ordinance, which provides for limited types of credits, including the direct discharge credit and a partnership credit. The Park District granted the Village an easement on a portion of its Lloyd Park parking lot—allowing a new storm sewer to be constructed. Without this easement, the Village would have required a much more costly alternative to provide the same level of flood protection that was achieved with this improvement.
Mr. Saunders indicated that the Park District has made several other applications to the Village regarding the stormwater utility, including some appeals, two other direct discharge credits, as well as a future partnership credit related to the Skokie Playfields. The proposed partnership credit for this site is calculated at 21 Equivalent Runoff Units (ERUs), which at the current rate, would amount to an annual credit of $5,501.16. The Council discussed the intergovernmental cooperation and the structure provided by the existing stormwater utility ordinance, which was passed in April, 2014. Ultimately, the motion to award the credit to the Winnetka Park District failed.
December 16, 2014: Public Works Director and Village Engineer Steven Saunders reviewed the significant progress the Village has made in its Stormwater Management Program in 2014:
Three major construction projects were completed: the Lloyd Outlet and Tower Road Relief Sewer in Northeast Winnetka; and the Winnetka Avenue Pump Station upgrade.
In preparation for the 2015 construction season, the Village has awarded contracts for three projects that will start in the spring as soon as weather permits: Ash Street Pump Station improvements, sanitary sewer manhole rehabilitation, and Northwest Winnetka storm sewer project.
Significant work has been performed by MWH since the Village hired them in January, 2014 for engineering services related to the Willow Road Stormwater Tunnel and Area Drainage Improvements. The first phase of their project, verifying the feasibility of the Tunnel Project, was discussed at Review Point #1 in June. At that time, MWH was authorized to proceed to the next phase of the project: (i) 30% design drawings for tunnel, storm sewers and the outfall structure at Lake Michigan; (ii) additional water quality sampling, and a water quality report; and (iii) draft permits to submit to the regulating agencies. This work will be discussed by the Council in early 2015 at Review Point #2.
A number of stormwater management funding and study projects have been completed: (i) implementation of the Village’s stormwater utility; (ii) completion and adoption of the Stormwater Master Plan; (iii) $2 million in project funding for the Northwest Winnetka Project was awarded by the Metropolitan Water Reclamation District; and (iv) the Water Solutions Project – development of neighborhood-level stormwater solutions – was completed and adopted as an addendum to the Stormwater Master Plan.
November 6, 2014: Public Works Director and Village Engineer Steven Saunders noted that the Northwest Winnetka Project was conceived in October 2012, when the Council awarded a contract to Christopher B. Burke Engineering Ltd. (CBBEL) to complete detailed plans and specifications for drainage improvements covering the Greenwood Avenue and Forest Glen area. This 170-acre drainage area north of Tower Road is bounded approximately by Gordon Terrance on the east and the Skokie River Diversion Ditch on the west. During heavy rains, there is both structural and severe roadway flooding in the Forest Glen area, and along Tower Road, Greenwood Avenue, Edgewood Lane, Grove Street, and Asbury Avenue. The proposed work will reduce risks for the 100-year design event by installing an additional trunk sewer along Tower Road, multiple lateral sewers to drain Forest Glen, Vernon, Edgewood, Greenwood, and Grove areas, and a larger outlet pipe to the Forest Preserve Pond.
Mr. Saunders detailed the engineering work that has been performed to ensure there is sufficient storage volume in the Pond, including review and confirmation of CBBEL’s designs and discharge rates by Baxter & Woodman (B&W). B&W’s evaluation showed that as proposed, the project will not result in increased discharges to the East Diversion Ditch and will not increase the risk of flooding for properties adjacent to the Pond. In addition to this confirmation, the Village also received permission from the Cook County Forest Preserve District (CCFPD) to discharge to the Pond. As a condition of the permit, the CCFPD is requiring the Village to install erosion control measures which include restoring and re-grading the Pond’s east bank, as well as landscaping District property adjacent to private homes once the storm sewer improvements are completed.
Finally, Mr. Saunders explained the project bid structure, which consisted of a bid for the base project cost, plus three alternate bids with prices for: 1) replacement of a 24-inch parallel storm sewer between Vernon and Greenwood; 2) substitution of concrete rather than asphalt reconstruction of Tower Road; and 3) both the additional storm sewer and the concrete reconstruction. A. Lamp Concrete, Inc. submitted the low bid, which was above the engineer’s original project cost estimate. Mr. Saunders said some of the circumstances that resulted in the significant cost differences for the project were: reconstruction of Tower Road vs. patching, complete rather than partial curb replacement, evaluation of utility conflicts, and increases in underground construction costs. He noted, however, that even with the cost increases and the additional amount to include alternate #2, the Village will essentially spend an amount close to the original estimate thanks to the $2 million in Stormwater Management Phase II Program funding the Village will receive from the Metropolitan Water Reclamation District of Greater Chicago.
The Council voted unanimously to award a contract to A. Lamp Concrete, Inc. for construction of the Northwest Winnetka Stormwater Improvements (alternate #2) in an amount not-to-exceed $6,117,230.
October 21, 2014: Public Works Director and Village Engineer Steven Saunders said the list of completed Stormwater Management Program projects continues to grow. As part of the Stormwater Monthly Report, he said that the Village received multiple bids for the Northwest Winnetka stormwater improvement project, including several alternative proposals. Staff plans to bring a recommendation for a contract award to the November 6 Village Council meeting. Additionally, he noted that there is now consensus among the property owners adjacent to the Cook County Forest Preserve District pond on the Village’s project approach and the landscaping plan. He then reviewed work done to-date by MWH, the Village’s engineer for the Willow Road Stormwater Tunnel and Area Drainage Improvements. Following authorization to proceed to Review Point #2 in June, MWH has implemented a water quality sampling program, completed soil borings, and continues to perform detailed survey work. MWH is progressing on the engineering plan detail and will be submitting a revised cost estimate, along with draft permit applications, as part of Review Point #2 in early 2015.
Next, Mr. Saunders presented the 2013 Sanitary Sewer Evaluation Study Final Report, performed by Baxter & Woodman (B&W). This evaluation was a follow-up to a detailed flow monitoring study the Village completed in the summer of 2012, which identified eight sewer basins that were susceptible to stormwater inflow and infiltration (I/I). B&W performed further investigations of the identified sewer basins. The first task was to inspect 184 manholes, 177 which exhibited signs of I/I. Addressing the leakages from the sanitary sewers due to manhole deficiencies can be easily corrected with non-invasive fixes such as covers, new seals, replaced frames, and lining. Secondly, B&W performed smoke testing, which identified numerous private sewer system defects that Public Works is coordinating with property owners to resolve. The testing also showed leaks in the public portion of the sanitary system, especially at pipe joints, and a hole was revealed in one main line. In addition, leaks were located in 70 private service laterals, which are not owned or maintained by the Village. Mr. Saunders said the private laterals are the most difficult to address, as there is a wide range in the amount of effort and cost required to fix.
Mr. Saunders said B&W estimated the Village’s costs to address the defects in the public sanitary sewer system at approximately $960,000. The Public Works fiscal year 2015 budget and 2016 capital plan has already allocated $1 million in anticipation of making such repairs. In conclusion, Mr. Saunders presented the 2014 Sanitary Manhole Rehabilitation Contract Award for the Council to consider, which would address the 177 manhole defects by mid-spring of 2015. The Council voted unanimously to award a contract in the amount of $196,226 to National Power Rodding Corporation to complete the 2014 Sanitary Sewer Manhole Rehabilitation work.
September 16, 2014: In his Stormwater Monthly Summary Report, Public Works Director and Village Engineer Steven Saunders noted the completion of the Northeast Winnetka project. Also, the Council’s adoption of Resolution R-28-2014 completes the Water Solutions Project that will become an addendum to the Stormwater Master Plan.
Winnetka, in partnership with the Villages of Glenview and Niles, received a $200,000 planning grant from the Illinois Department of Commerce and Economic Opportunity under the IKE Disaster recovery program. The IKE Grant program is intended strictly for planning, not for implementation purposes. The output of the project is the development of a process that results in a scalable and repeatable plan template to engage with neighborhoods in developing smaller, neighborhood-scale flood reduction programs. Over the course of the project, four pilot studies were conducted in the three communities; the two in Winnetka included the Boal Parkway neighborhood and the West Elm Business District. In each case, the team conducted surveys, held an open house, studied improvements and alternatives, and then conducted a second open house. Public input is a critical component of the Water Solutions Project.
Mr. Saunders also reported that the Northwest Winnetka stormwater project improvements are out for bid; Staff anticipates bringing an award recommendation to the Council in late October. He explained that the approximately $1 million increase in the estimated project cost is attributable to three main factors: 1) plan modifications to completely replace pavement rather than patch and restore; 2) additional funding for minor utility conflicts; and 3) higher prices in the construction market due to the number of sewer projects. The Council discussed the current status of the sanitary sewer investigations. Mr. Saunders stated that smoke testing has been completed and necessary manhole repairs have been identified. He anticipates a full report on the field work will come to the Council in October.
August 19, 2014: Public Works Director and Village Engineer Steven Saunders highlighted several items for the Council from the Stormwater Monthly Report. First, with all the underground work now done, the Northeast Winnetka project is nearing completion. Weather permitting, the contractor will finish landscape work and final paving by the end of August. Second, the Winnetka Avenue Pump Station is essentially complete and fully operational. Third, Staff is close to advertising bids for the Northwest Winnetka Project (Greenwood/Forest Glen area), which will be coordinated with the Village’s grant funding partner, the Metropolitan Water Reclamation District (MWRD). Finally, Mr. Saunders reported that the Village’s engineer, MWH, is proceeding with the water quality sampling program the Village Council authorized as part of the Willow Road Tunnel Review Point #1.
Mr. Saunders also reported that the Village’s Northwest Winnetka project has been awarded $2 million in grant funding from the MWRD. In order to administer the grant funds, an intergovernmental agreement was required. The agreement was adopted by the MWRD at its August 7 board meeting, and unanimously approved at the August 19 Village Council meeting.
Also on August 19, the Village Council evaluated Ordinance MC-7-2014, which was introduced at the August 5 Council meeting. The Ordinance proposed a ban on coal tar-based pavement sealants, via a commercial application licensing requirement as well as defining the substance as a Public Nuisance under the Village Code. The Village Council heard comment from all sides, including coal tar industry representatives and manufacturers, environmental groups, the Environmental & Forestry Commission, and residents. Ultimately, the Council voted to adopt Ordinance MC-7-2014. It is anticipated public education will begin in 2014, while the licensing program will be formally implemented for the 2015 construction season.
July 15, 2014: Public Works Director and Village Engineer Steven Saunders reviewed the Stormwater Monthly Report—highlighting ongoing construction work. Construction is progressing on the Tower Road Relief Sewer (Northeast Winnetka). It is expected the underground portion of the work will be completed in mid-August and that paving and restoration will be completed in September. Two of the four new pumps at the Winnetka Avenue Pump Station have been installed and are undergoing testing. Based on Council’s July 1 authorization to proceed with bidding for Northwest Winnetka, Staff is working on the intergovernmental agreement with the Metropolitan Water Reclamation District to secure the project’s partial grant funding. Staff hopes to award project bids in September.
Also on July 15, Staff presented a construction management contract for the Ash Street Pump Station Replacement for Council consideration. The Pump, located at the southeast corner of Ash and Hibbard, has reached its design life and needs replacement. This Pump Station serves the area of Ash, Cherry, and Oak Streets between Hibbard Road and Glendale Avenue. The proposed improvement includes two pumps which will increase reliability and discharge capacity. The capacity of the Pump is limited, in order to prevent surcharging the storm sewer system downstream, but the new station will immediately benefit the area and will result in a 2-year flood protection standard. Mr. Saunders noted that the project is proposed to be completed under the design-build method so that the work can be done and the pump brought online this year. The Council unanimously authorized a construction management contract with Christopher B. Burke Engineering, Ltd. for the design and construction of the Ash Street Pump Station improvements, for an amount of $255,150.
July 8, 2014: Public Works Director and Village Engineer Steven Saunders explained that in April, 2014, the Village Council reviewed research by Staff on the nature and use of coal-tar based sealants and potential local environmental regulations. That discussion led the Council to ask the Environmental & Forestry Commission (EFC) to further study the matter and make recommendations.
Sealants are used on asphalt driveways and parking lots as a means of protecting the asphalt surface from weathering. Generally, sealcoats come in two basic varieties: coal tar-based and asphalt-based. While coal-tar based sealants are more resilient, they contain much higher levels of a class of chemical compounds known as polycyclic aromatic hydrocarbons (PAHs), which can harm fish, and with prolonged exposure, pose a risk of cancer in humans. Asphalt-based sealant products contain significantly less PAHs than coal tar-based sealants.
Mr. Saunders reviewed the EFC’s approach, including researching actions taken by other jurisdictions in prohibiting the use of coal tar-based sealants. The EFC concluded that the relatively high concentrations of carcinogenic and toxic PAHs in coal tar is detrimental to the environment, because as sealants wear and weather, flakes become dislodged from the surface and are not only carried away by stormwater runoff or wind, but are also tracked into homes. As part of its study, the Commission also reviewed the alternative to coal tar, asphalt-based sealers. While not as resistant to fuel spills and more sensitive to application temperatures, asphalt-based sealers are available and can be applied by local contractors.
Ultimately, Commission members agreed to recommend a coal tar ban that would be enforced through a combination of fines, a licensing process, material testing, and education. They suggested applicators be required to obtain a license from the Village; applicators working without a license would be given a citation. The EFC also stressed the need for a robust education program to accompany the ban, including website information, letters, and newsletter articles. The Council discussed and concurred with the EFC’s recommendation, and directed Staff to prepare ordinance materials for a ban that would include not only contractual applicators, but also homeowners. They also requested that Staff review and present the fee and fine structure that would apply to the ban.
July 1, 2014: Public Works Director and Village Engineer Steven Saunders summarized the history of the proposed drainage improvements in the Greenwood Avenue/Forest Glen Study area that make up Northwest Winnetka. The project area includes approximately 170 acres north of Tower Road, bounded by Gordon Terrace on the east and the Skokie River East Diversion Ditch on the west. Because this area experiences significant street and residential flooding in large storms, as well as overland flow through yards and between houses, the proposed improvements increase capacity to the storm sewer pipe network and call for a new box culvert discharge to utilize the available flood storage volume in the pond. Mr. Saunders stated that the Village’s engineers have modeled the improvements very conservatively to ensure there is capacity in the pond. This work included a review by a second, separate engineering firm. They concurred that overflow would not go east and impact any existing homes surrounding the pond.
Mr. Saunders said the Village received its required permit from the Cook County Forest Preserve District on June 17. In addition, the Metropolitan Water Reclamation District of Greater Chicago is committed to funding roughly 50% of the estimated $4 million project cost. Processing of the funding award has slightly delayed the original construction schedule, but the bid authorization from the Council would keep the project moving forward, pending approval of an intergovernmental agreement for the funds. Mr. Saunders anticipated bids would be solicited in late July, with a potential contract award in September, followed by the first phase of construction. Given the various types and extent of work to be performed, construction would be completed in 2015. After discussing the project timeline, overland flow patterns in Northwest Winnetka, and the inclusion of an alternate design for the capacity of a specific sewer pipe, the Council authorized staff to solicit the construction bids for the Northwest Winnetka Stormwater Improvements.
June 24, 2014: Public Works Director and Village Engineer Steven Saunders introduced Joe Johnson, the Village’s Project Manager from MWH Americas, who presented a report on the Willow Road Stormwater Tunnel Engineering Review Point #1. The contract with MWH to provide engineering services for the Tunnel Project was structured to include three decision points so the project could be advanced on a step-by-step basis. Mr. Johnson explained that MWH has completed the three interim deliverables from Review Point #1, which are: a Concept Review Memo, an Alternative Sizing Memo, and a Permitting Action Plan. Mr. Johnson’s presentation focused on four key points: 1) the project is viable and models have been verified; 2) other options were considered, but they do not provide 100-year flood protection; 3) protection of natural assets and water quality management; and 4) next steps required to further 30% engineering design and permit applications. Mr. Johnson confirmed that the Village’s flood protection criterion is 100-year level protection and he said modeling demonstrates that the Tunnel is a reasonable approach, and is also the only option available to meet this level of performance. An overview of alternatives was provided that addressed the constraints the Village faces in terms of storing, conveying, and discharging stormwater runoff. Mr. Johnson reviewed an analysis of “westward” options which revealed that none of these choices offers sufficient storage capacity, even with the use of aggressive green infrastructure.
A significant component of MWH’s Phase 1 was the exploration of green infrastructure and its role in the Willow Road Tunnel Project. Mr. Johnson emphasized that stewardship of the Village’s natural assets is as important as the goal of providing 100-year level flood protection. He described the multi-tiered process MWH believes will be necessary to manage water quality, including source control (local Best Management Practices and public education), low flow management (existing infrastructure and flow diversions), distributed treatment, and discharge management at the Lake Michigan outfall. While he stressed that there are challenges to meeting water quality management objectives, he noted MWH has confirmed the Tunnel will require a combination of green and grey infrastructure to manage both the flow and quality of water for the Village.
In conclusion, Mr. Johnson stated the Willow Road Stormwater Tunnel and Area Drainage Improvements can achieve the desired flood reduction risks, though the project will continue to be refined in terms of design and incorporation of stormwater Best Management Practices. Staff recommended that the Council authorize MWH to proceed with the preliminary engineering and permitting tasks in Phase 1 as outlined in the original scope of services. In addition, Staff asked for Council authorization for MWH to proceed with development and implementation of a supplemental water quality sampling and analysis. Mr. Saunders noted that Staff had anticipated additional water quality data would be needed, but could not quantify it in MWH’s original scope. MWH has worked with the Illinois Environmental Protection Agency to obtain guidance on the desired sampling needed for permitting.
After thorough discussion and audience comment, the Council authorized MWH to proceed as requested and to conduct the water quality sampling. It is anticipated that MWH will complete this next phase of work and be ready to report Review Point #2 in December, 2014.
June 3, 2014: Public Works Director and Village Engineer Steven Saunders highlighted several items from the Stormwater Monthly Report. First, he reported that the Lloyd Outlet project in Northeast Winnetka was completed under budget. During the May 13 rain event, Mr. Saunders said the project performed as designed and the surrounding areas were dry. Also in Northeast Winnetka, construction continues on the Tower Relief Sewer. Work is about a week behind schedule, but is going smoothly. Next, Mr. Saunders noted that the Winnetka Avenue Pump Station improvements are nearly complete and that also on May 13, the new trash rack system functioned properly to insulate the pumps from pond debris.
The Village’s permit application to the Cook County Forest Preserve District (CCFPD) for the Northwest Winnetka project was moved from the Board’s May 20 meeting to a committee for further consideration. CCFPD Commissioner Suffredin has indicated it will be brought back at the June 17 meeting. Mr. Saunders reported that the grant funding for this project is contingent on legislative approval, and while it has passed for the House and Senate, it is awaiting the Governor’s signature. When the grant funding is approved, he said the Village will be ready to bid the project, but that due to timing, construction will likely be phased over the fall of 2014 and spring of 2015. Finally, Mr. Saunders said MWH, who the Village has hired to perform the design and permitting of the Willow Road Tunnel project, is completing the concept review report. This item is anticipated to be presented at a rescheduled Village Council meeting on June 24.
April 17, 2014: Public Works Director and Village Engineer Steven Saunders reported that paving of the parking lot at Lloyd Park will take place next week—completing the Lloyd Outlet component of the Northeast Winnetka project. Work on the other component of Northeast Winnetka, the Tower Road Relief Sewer, will begin the week of April 21. A neighborhood meeting was held with affected residents of that area on April 16. The pump parts for the Winnetka Avenue Pump Station will ship in mid-May—keeping this project on track for completion in mind-June. Mr. Saunders also stated that the bid process for the Northwest Winnetka project is being delayed because the Village’s funding partner is awaiting legislative approval; bidding will proceed after the funding is approved and an intergovernmental agreement is executed by the parties. In the meantime, Mr. Saunders said the Village hopes to receive its final permit for this project from the Cook County Forest Preserve District in May.
Also on April 17, Mr. Saunders reviewed the flooding history that led to the Village engaging Baxter & Woodman Consulting Engineers (B&W) in June, 2012 to develop a Stormwater Master Plan. The purpose of the long-term plan goes beyond recommendations of capital improvements and aims to address not only the Village’s stormwater initiatives, but also serves as a planning guide for decision-making over the next five to ten years. Mr. Saunders described the three Study Session discussions at which the Council provided direction that led to revisions of the Master Plan document. After a final draft was presented in December, 2013, Council approved posting the document for a month-long public comment period, and Mr. Saunders reviewed the resident input received. The Stormwater Master Plan contains 37 action items for the Village to pursue through its comprehensive Stormwater Management Program. It was noted this is a “living document”—that will be updated and revised as necessary by future Councils. After much public comment and discussion, the Council unanimously adopted the Stormwater Master Plan by resolution.
March 20, 2014: Public Works Director and Village Engineer Steven Saunders presented the Council with the Stormwater Monthly Report. Copenhaver Construction is scheduled to begin work on the Northeast Winnetka Spruce Street Outlet project (weather permitting) the week of April 14. Work is also progressing at the Winnetka Avenue Pump Station, where new inlet and debris removal systems have already been installed. The project is on track for completion in June.
Mr. Saunders also reviewed the status of several items related to planned improvements in the Northwest Winnetka area. The Village is working with the Cook County Forest Preserve District (CCFPD) on submittal of a new erosion plan for the east side of the pond, which the CCFPD Board will consider for approval in May. And, while Winnetka has received notice of a grant funding partner for this project to provide substantive support, details must be finalized before the Village can proceed with bidding this spring. Ahead of construction of improvements in Northwest Winnetka, North Shore Gas will relocate a significant number of their utilities on Tower Road beginning in the next month. Mr. Saunders also reported that MWH, who has been hired for design and permitting of the Willow Road Tunnel Project, continues to progress on verifying the hydraulic and hydrologic modeling. They have begun scheduling pre-application meetings with several regulatory agencies that will be reviewing the Tunnel project. It is anticipated MWH will make its first report back to the Council in May.
Also on March 20, Staff recommended awarding a contract to Baxter & Woodman (B&W) Consulting Engineers to complete Flood Hazard Mitigation Planning for the Villages of Winnetka, Glenview, and Niles as part of the Illinois Department of Commerce and Economic Opportunity’s IKE Disaster Recovery Grant Program. Under a revised grant program award scope, the partnering Villages received $200,000 in funding. Ultimately, the work by B&W will result in flood hazard mitigation plan supplements that can be adopted by each municipality and will serve as process and solution templates for neighborhood implementations. The Council authorized the contract for B&W in the amount of $199,795.
March 4, 2014: Village Attorney Katherine Janega noted that Ordinance MC-2-2014, “Adding Chapter 13.16 and Establishing a Stormwater Utility,” appears in the same form as when the Council last reviewed it, along with requested amendments, at the February 18, 2014 Regular Meeting. The credit program that was discussed and agreed upon at that meeting has been incorporated. The Ordinance amends the Village Code to add a stormwater utility and provides the statutory basis for the utility fee. The Village Council voted unanimously to adopt Ordinance MC-2-2014. In addition, Attorney Janega presented Resolution R-4-2014, “Establishing Stormwater Utility Fees and Charges,” for the Council to consider for adoption. The Resolution furthers the implementation of the utility by creating a basis for the fee charges, which the Village has determined will be based on the amount of impervious surface on any given parcel, measured in Equivalent Runoff Units (ERUs). Resolution R-4-2014 was also adopted unanimously. Future stormwater rate resolutions will be approved by the Council during the annual budget process, along with the Village’s other utility rate resolutions.
February 18, 2014: Public Works Director/Village Engineer Steven Saunders highlighted two items from the Stormwater Monthly Report. First, after winter weather delays, construction is underway on the Winnetka Avenue Pump Station. The pumps will remain operational during construction, and it is hoped the project will be completed in June. Second, the Village’s design and engineering contractor for the Willow Road Tunnel/Area Drainage Improvements, MWH, is already collecting data, preparing for permit applications and reviewing the existing hydrologic and hydraulic modeling.
Also on the 18th, Village Attorney Katherine Janega reviewed the amendments to Ordinance MC-2-2014, which will add Chapter 13.16 to the Winnetka Village Code and establish a stormwater utility fee. She described the modifications to the “partnership credit” as well as the inclusion of credits that will be available to individual property owners. The Council voted to accept the amended changes as reflected in the agenda materials and will consider the Ordinance for adoption at the March 4 Regular Council meeting.
Attorney Janega also presented Resolution R-4-2014 “Establishing Rates and Fees for Stormwater Utility Service” for introduction—furthering the implementation of the stormwater utility fee, as outlined in Ordinance MC-2-2014. The stormwater fee will be based on the amount of impervious surface on any given parcel, measured in Equivalent Runoff Units (ERUs). Based on ERU calculations, outstanding debt, and revenue requirements, the fiscal year 2014 annualized charge per ERU will be $262 dollars—translating into a monthly charge of $21.83. The Council will also consider adoption of the Resolution on March 4.
February 4, 2014: Village Attorney Katherine Janega summarized Draft Ordinance MC-2-2014, which would add Chapter 13.16 to the Village Code for the purpose of establishing a stormwater utility. Following Municipal & Financial Services Group’s (MFSG) Stormwater Utility Feasibility Study, the Council concurred with the recommendation to establish a utility to cover the costs of the Stormwater Management Program and repay long-term debt. Policy direction on key issues related to implementation was provided by the Council on both May 14, 2013 and October 1, 2013. Attorney Janega explained the Code amendments that provide for a stormwater utility—spreading utility costs among property owners based on the amount of impervious surface (calculated based on an Equivalent Runoff Unit of 3,400 square feet). The stormwater fee will be a bi-monthly charge going into effect July 1, 2014 and will appear on users’ water bills.
The Council discussed the outstanding policy issue, revolving around whether to provide for any credits or incentives in the Village’s program. They also reviewed the inclusion of a section related to utility fee exemptions that would allow the Village to negotiate with entities which could offer significant stormwater management assistance. Attorney Janega explained the importance of resolving policy issues before adoption of the Ordinance and she noted that adoption would be followed by approval of a rate resolution—creating the framework for the fee and calculation of ERUs. This is the same structure used by the Village for its existing water, electric, and sewer utilities. The Council introduced Ordinance MC-2-2014, amended from the form presented by striking Section 13.16.130 (B) of the proposed text. A more in-depth discussion on specific options to structure a credit and/or incentive program is planned for the February 11 Council Study Session.
January 21, 2014: Village Engineer and Public Works Director Steven Saunders said pursuant to direction given at the last Council meeting, Staff has negotiated a contract with MWH Global for the Willow Road Tunnel Project Engineering Services. The proposed contract for Council consideration was structured based on the scope of work and fee estimate from MWH’s November 21, 2013 proposal, and contains intermediate decision and review points to provide for phased engineering of the Tunnel Project. The contract also reflects a total, not-to-exceed fee of $2,023,818.
Mr. Saunders explained the division of MWH’s Scope of Work that includes Phase 1 for Permitting and Phase 2 for Engineering. Phase 1 contains three of the requested intermediate decision and review points. At each of the review points, the Village Council will be able to discuss the preliminary engineering and determine whether to a) proceed; b) negotiate a revised scope, schedule, or budget; or 3) suspend project services. Review Point #1 is projected to occur in late April/early May, 2014. The fee for all Phase 1 Permitting activities is $798,818. The specific reviews for Phase 2 will be determined at a later date, since further design, permitting, and planning details are required. The Phase 2 Engineering fees are $1,225,000.
MWH Global Project Manager and Vice President Joe Johnson gave a presentation outlining the five key areas that drove their scope of work: tunneling, risk management, delivery method, permits, and public acceptance. Responding to questions from the Council and audience, Mr. Johnson discussed MWH’s review of existing Hydrologic/Hydraulic modeling to advance initial project work. He also described MWH’s approach to evaluating permeable and impermeable surfaces in the Village to lead to appropriate design of green infrastructure. The importance of public input and access to progress information was also noted.
January 14, 2014: Village Engineer and Public Works Director Steven Saunders reviewed the Willow Road Tunnel Project, which combines improvements for five drainage areas into one project at an estimated cost of $34.5 million. The project will benefit 2,500 parcels over 1,200 acres in the community. Preliminary engineering and a detailed feasibility study have been completed, and the Village now seeks to contract with an engineering firm to advance detailed engineering plans, permit applications, and construction bidding documents.
The search began with a Request for Qualifications (RFQ) published in July, 2013 and provided to 19 firms. Two qualified responses were received by the August deadline: one from MWH Global and one from a team led by Christopher B. Burke Engineering, Ltd. (CBBEL), and including Hatch Mott McDonald, W.F. Baird & Associates, Metropolitan Planning Council, and Material Service Testing. At its September 17 meeting, the Village Council directed Staff to issue a Request for Proposals (RFP) to both responding firms. CBBEL and MWH submitted proposals on November 22 and were interviewed individually by a Village team in early December, 2013.
Mr. Saunders summarized the detailed proposals received from CBBEL and MWH. Each firm submitted a fee proposal related to their scope of work—including designing and developing the Tunnel Project all the way through construction. Though fee proposals inclusive of all this work were submitted, Mr. Saunders noted the focus of the evaluation is on permitting and engineering phases, as estimates of construction engineering fees at this preliminary stage are only a rough approximation. CBBEL submitted an engineering fee proposal of $2,698,408, and MWH’s estimate for this stage of work was $2,023,818.
Based on the scope of work, interviews, fees, and positive references, Mr. Saunders said Staff recommends awarding a contract to MWH Global for design and permit engineering services related to the Willow Road Tunnel Project. Mr. Saunders stressed the clarity of planning and scope outlined by MWH, in addition to the firm’s environmental expertise and local knowledge and tunnel experience. A significant benefit is the presence of Baetis Environmental Services on the project team, as the firm brings substantial environmental engineering expertise to the project. The team also recommends structuring a contract that allows the Village to manage the project on a step-by-step basis—simultaneously advancing required work, while providing opportunities for Council review and approval at significant milestones. The contract for engineering services is a vehicle for gathering data and developing detailed plans that will establish whether the Village can meet all regulatory requirements and obtain necessary permits.
The Council discussed the fee savings and concurred that MWH presented the qualifications required to advance the Tunnel Project. Council directed Staff to prepare a contract with MWH Global for consideration at the January 21, 2014 Regular Meeting.
Northeast Winnetka Stormwater Project- Lloyd Outlet- Construction Complete
December 17, 2013: During early December, Lenny Hoffman Excavating completed construction on the first project in the Village’s Stormwater Management Program, the Lloyd Park Outlet project. All that remains is landscaping and final paving of the Lloyd Park parking area, which will be completed in the spring. This project consists of separating the large Spruce Street outlet area in northeast Winnetka into two drainage areas, reducing flooding along Sheridan Road in the downstream portion of the drainage area. The total estimated project cost was reduced from $398,786 to $288,631, due to a lower than projected bid award. Northeast Winnetka is a large drainage area east of the railroad grade separation bounded on the north by Tower Road, and on the south by approximately Spruce Street. This drainage area experiences significant flooding along Sheridan Road from Maple Street south, along Spruce Street east to the Lake, and along Tower Road east of Old Green Bay Road. The Council has also already awarded the contract for the work on Tower Road and Old Green Bay Road; work is scheduled to begin in spring, 2014. Also on December 17, Public Works Director and Village Engineer Steven Saunders presented the Council with the Stormwater Monthly Report. In addition to reviewing the Lloyd Outlet project, Mr. Saunders said that Staff is working to incorporate the Council’s comments on the Master Plan into the document before it is posted for public comment. The Council discussed adding the list of required permits for the Willow Road Tunnel Project to the Master Plan as well as the Monthly Report. The Village of Kenilworth’s current stormwater project work and use of permeable pavers was also noted by the Council. These are one form of green infrastructure the Village plans to evaluate as part of the engineering of the Tunnel.
December 10, 2013: The Village’s consultant from the engineering firm Baxter & Woodman (B&W), Mark Phipps, presented the Village Council with a pre-final draft of Winnetka’s Stormwater Master Plan. Public Works Director and Village Engineer Steve Saunders explained the document has recently been revised with July, 2013 feedback from the Council on plan elements and recommendations. He reiterated the goal of the Master Plan document is to incorporate multiple Village goals into a single, comprehensive plan for stormwater management. The Master Plan both incorporates past studies and Council decisions (capital improvements, sanitary sewer, and financing), but also outlines action items for moving forward in areas such as floodplain management, water quality, stormwater best management practices, and development policies/regulations. The Council reviewed the document and provided final guidance to B&W and staff so that the document can be published for public comment, with formal adoption anticipated in early 2014. The revised version of the Plan will be published for the public as soon as it is available.
December 4, 2013: The Village Council adopted amended Ordinance M-16-2013 authorizing the issuance of $7.5 million in bank qualified General Obligation bonds to finance some of the proposed improvements in Winnetka’s Stormwater Management Program. This ordinance was originally introduced at the October 15 Council meeting, and bids on the bonds were submitted on December 3. Kevin McCanna, the Village’s financial adviser from Speer Financial, made a presentation on the bids received. It had not been a good day in the market, and interest rates were higher than expected; therefore, he recommended reducing the size of the bond issuance from $9.5 million to $7.5 in order to secure a revised interest rate of 4.59% (vs. the original bid of 4.70%). With this action, the Village has financed half of the stormwater projects with a 4.35% average interest rate. To provide flexibility in the event of project delays, the bond issuance includes a provision for early redemption in 2017. The closing of Series 2014 bonds is currently scheduled for January 7, 2014.
November 19, 2013: Village Engineer and Public Works Director Steve Saunders reviewed the Stormwater Monthly Summary Report. Construction has begun on the Lloyd Park Outlet project, and storm sewer work is expected to be completed in approximately two weeks. The Winnetka Avenue Pump Station project is scheduled to begin in mid-December and continue until mid-spring 2014. A meeting with residents in Northwest Winnetka was held on November 6 to hear their concerns, and staff requested additional observations and information from the neighbors. A second meeting will be scheduled in December once the new information has been analyzed. Design engineering proposals for the Willow Road Tunnel project are expected to be presented to the Council at its December 10 Study Session, with an award recommendation planned for the December 17 Council meeting. An updated draft of the Stormwater Master Plan will also be presented at the December 10 Study Session. On Monday, November 18, President Greable, Trustee Corrigan, Manager Bahan, and Steve Saunders met with Cook County Forest Preserve District (CCFPD) Commissioner Larry Suffredin to clearly understand the CCFPD’s land use policy relating to stormwater detention. Commissioner Suffredin confirmed that stormwater detention projects on Forest Preserve land would be against the mission and land use policy of the CCFPD. The conversation with Commissioner Suffredin was strictly focused on the possibility of creating new facilities where none currently exist. The Village’s plans for Northwest Winnetka only enhance existing facilities and therefore are not against standing land use policies.
November 14, 2013: As part of the development of the Stormwater Master Plan, the Village sought recommendations from Baxter & Woodman (B&W) to update its stormwater management regulations. Public Works Director and Village Engineer Steve Saunders explained that the Village had been delayed in this review as the Metropolitan Water Reclamation District of Greater Chicago (MWRD), the Countywide stormwater authority, did not adopt its Watershed Management Ordinance (WMO) until October, 2013. As the WMO becomes effective in May, 2014, Mark Phipps of B&W presented recommendations based on their evaluation of the Village’s existing regulations and comparison to the requirements of the new WMO. Mr. Phipps reviewed the significant regulations, where requirements of the WMO may be more or less restrictive than those currently in place in Winnetka. The Council directed Staff that it is desirable for the Village to become an authorized municipality under the WMO to ease local administration and enforcement. Following B&W’s recommendations, the Council agreed that the Village should re-write its current stormwater management regulations to better fit with the new WMO. Finally, Staff was directed to further evaluate the Village’s Zoning Ordinance, for provisions that affect stormwater runoff and stormwater management activities. Recommended zoning changes in these areas will be returned to the Council for future review.
November 5, 2013: The Village Council adopted an amended Ordinance M-15-2013 that authorized the issuance of $9 million in bank qualified General Obligation bonds. This ordinance was originally introduced at the October 15 Council meeting, and bids on the bonds were submitted on November 5. The Village’s financial adviser, Kevin McCanna of Speer Financial, made a presentation on the bid process and recommended the bid received from BMO Capital Markets GKST Inc. of Chicago, Illinois; the award of which equaled a true interest rate of 4.1449%. The proceeds of the bonds, as well as an additional planned issuance of $9.5 million later this year, will be used to finance certain improvements related to the Village’s Stormwater Management Program and to pay the costs of issuing bonds.
October 15, 2013: First, Public Works Director and Village Engineer Steve Saunders presented the Stormwater Monthly Report. Of the Northeast Winnetka projects, Construction on the Spruce Outlet at Lloyd is expected to begin October 28, and the Winnetka Avenue Pump Station project will start in November. Bids for both Northeast Winnetka projects have come in under original budget projections. In response to resident concerns about the proposed Northwest Winnetka improvements, Mr. Saunders said the Village would schedule a meeting to talk with people in that area. Christopher B. Burke Engineering, Ltd. has also done further surveying and modeling to confirm the improvements designed for Northwest. The final RFP documents will be sent Friday, October 18th and it is anticipated that the Council will be able to review the contract award in December.
Also on October 15, the Village Council awarded a construction contract for the Northeast Winnetka improvements at Tower/Old Green Bay. Construction work is scheduled to begin this fall and be completed in spring, 2014. Finally, in order to lock in favorably low interest rates for long-term debt, the Village Council introduced two ordinances related to stormwater financing. Ordinance M-15-2013 would provide for the issuance of $9 million in General Obligation bonds to be sold in 2013. Ordinance M-16-2013 would provide for the issuance of $9.5 million in General Obligation bonds to be sold in late 2013 and early 2014. Both issuances are bank qualified tax exempt bonds. Ultimately, the Council will need to adopt both ordinances following the sale of the bonds so that the bids and final terms are approved.
October 1, 2013: David Hyder, from Municipal & Financial Services Group (MFSG), conducted a policy issue workshop with the Village Council. MFSG completed a Stormwater Utility Feasibility Study for Winnetka in May, 2013, and has now been engaged to provide Implementation Assistance as the Village adopts policies and procedures for the stormwater utility. Though a number of the major policy issues were addressed in the Feasibility Study, further direction was required to begin developing the stormwater database billing file and to draft the utility ordinance. Mr. Hyder reviewed 10 individual policy issues, providing background, options, and MFSG’s recommendations. Outstanding policy issues included items such as impervious and semi-imperious surface features, utility billing structures, and various parcel allocations. The detailed policy issues can be reviewed in MFSG’s report. The Council directed Mr. Hyder and Staff to continue with the development of the billing file using MFSG’s recommendations on the first 8 policy issues, while the recommendations on credits and incentives will be further studied.
September 19 and 25, 2013: The Winnetka Village Council and Staff hosted two Stormwater Town Hall meetings to provide residents an opportunity to learn, raise questions, and listen to neighbors and experts about the Village’s Stormwater Management Program. Both meetings were held at the Winnetka Community House and in total, were attended by almost 300 Winnetka residents. The Town Halls included a presentation that addressed: 1) the community-wide flooding problem; 2) the planned Stormwater Management Program; 3) financial strategy for stormwater improvements; and 4) frequently asked questions about stormwater. Council and Staff also listened to and responded to public questions and comments.
September 17, 2013: Village Engineer and Public Works Director Steven Saunders reviewed the Village’s Request for Qualifications (RFQ) process for the Willow Road Tunnel Engineering project. The Village’s July RFQ was sent to19 firms, 8 of which attended a pre-submittal meeting, and by the August deadline, two submittals were received by MWH Global and Christopher B. Burke Engineering, Ltd. (project team). Since the field was narrowed to two qualified, responding firms during the initial stage, Staff recommended proceeding with detailed scope and fee proposals, followed by interviews. The Village Council concurred with the recommendation, and it is anticipated that a firm could be selected for the design and engineering of the Willow Road Tunnel by the end of 2013.
Also on September 17, Mr. Saunders presented the planned capacity improvements designed for the Winnetka Avenue Pump Station. The proposed project improves flow in upstream storm sewers and also benefits southwestern Winnetka by increasing discharge capacity to the Forest Preserve ditch. Mr. Saunders described the areas that will benefit from the project under different types of rain events. The low bid was $1,038,300, which was slightly over the engineer’s original estimate. The project could be completed as soon as April, 2014. By unanimous vote, the Council awarded a contract to Boller Construction Company to perform the Winnetka Avenue Pump Station improvements.
August 20, 2013: Public Works Director and Village Engineer Steven Saunders presented the Stormwater Monthly Report, highlighting progress on three significant projects. First, previous to Mr. Saunders’ report, the Council awarded a contract for the construction of the Lloyd Park Storm Sewer Outlet (one of two Northeast Winnetka projects). Mr. Saunders noted that the low bid awarded was about $17,000 under the original engineer’s estimate and that construction is scheduled for this fall. Second, Mr. Saunders anticipated bid awards for both the Winnetka Avenue Pump Station and the Tower/Foxdale Northeast Winnetka project, would come before the Council in September. Finally, progress was reviewed on the Willow Road Tunnel Request for Qualifications process; 14 firms have already responded and all submittals are due August 29.
July 16, 2013: Public Works Director Steven Saunders presented the Winnetka Avenue Pump Station Improvements to the Village Council—seeking authorization to bid the project. He described the drainage the Pump Station provides for a large area of western Winnetka. The increased capacity proposed in the improvements would improve flow in upstream storm sewers and also to increase the discharge capacity of the Forest Preserve Ditch in southwestern Winnetka. Mr. Saunders explained the increase in the original cost estimates, which were attributable to design modifications and safety additions. Council authorized Staff to proceed with bidding the Winnetka Avenue Pump Station Improvements. It is expected a bid award recommendation will be brought back before the Council on September 17.
July 11, 2013: The Village Council held a Special Study Session, during which Finance Director Ed McKee, as well as the Village’s financial adviser, Kevin McCanna from Speer Financial, addressed the options for financing the proposed stormwater improvements through debt issuance. Mr. McKee explained that the Village is revisiting the bond issuance discussion that began during the stormwater utility feasibility study due to changes in the bond market, especially rising interest rates. The projections made in the stormwater utility feasibility study, and how those rates would change if bonds were issued earlier, were discussed. The utility study predicted the first debt issuance in fiscal year 2015. If the Village issued debt earlier, these debt costs would be reflected in the stormwater fee (per equivalent runoff unit, ERU) sooner. Mr. McCanna said that the Village’s plan to issue bonds with a 30-year maturity would be feasible in the market, and that once the Village has made the decision on what it wishes to borrow, its Aaa bond rating will attract investors. The consensus of the Council was to proceed with issuing $18.5 million in debt now, locking in long-term interest rates, and to look at another issuance for the rest of the program costs in approximately three years.
July 9, 2013: Mark Phipps, of engineering firm Baxter & Woodman, presented the Village Council with the Draft Stormwater Master Plan. The end goal of the process is a comprehensive plan for stormwater management that will offer a vision for the Village’s stormwater program, with actionable goals and objectives that focus on both water quantity and quality. This early draft seeks Council input on a number of policy questions, related to the seven main Plan goals, including: 1) Improving stormwater infrastructure; 2) Reducing inflow/infiltration; 3) Maintaining good floodplain management practices; 4) Enhancing water quality; 5) Encouraging stormwater best management practices; 6) Establishing state-of-the-art development regulations; and 7) Effectively maintaining storm and sanitary sewer systems. Based on Council input, Baxter & Woodman will continue to refine the Master Plan goals, objectives, and recommendations and hold a select number of public open houses.
Also on July 9, Public Works Director and Village Engineer Steve Saunders described the rationale for pursuing a Request for Qualifications (RFQ) process for Engineering Services related to the detailed design and permitting for the Willow Road Stormwater Tunnel. He stated that an RFQ will allow the Village to narrow the pool of engineering firms to those who are qualified and suited for the particular project. A detailed Request for Proposals, including fee estimates, would follow the RFQ process. On the timeline Mr. Saunders described, the RFQ would be published in late July, and an engineering firm could be hired for the Willow Road Tunnel work in late 2013. In addition, he presented the contracting methods available to the Village for construction services. Staff recommended a Construction Management process to perform the Tunnel work from the Lake Michigan outfall structure west to Provident Avenue. The Council concurred with Mr. Saunders’ outline and directed him to proceed with the Tunnel RFQ later this month.
July 2, 2013: Public Works Director and Village Engineer Steve Saunders presented an overview of the Northwest Winnetka project (Greenwood Avenue/Forest Glen Study Area), first noting that the agenda item was not to seek to go to bid or to start construction. Rather, the original contract for detailed plans and specifications with Christopher B. Burke Engineering, Ltd. (CBBEL), included a stopping-point to gather Council and resident input before proceeding to final design. Mr. Saunders said that the plans are 90% complete. The estimated total project cost remains about $4.3 million, and construction could begin in spring 2014. Mr. Saunders described the existing drainage system for the area, which all drains to the Skokie River Diversion Ditch and the pond on the south side of Tower Road. The proposed improvements were designed by modeling the significant 100-year level storm Winnetka experienced in July, 2011. Proposed improvements, related to storm sewer pipes and locations, as well as hydraulic modeling, were reviewed. CBBEL’s recommendation to address some flooding and difficult topography by placing drainage laterals on private property in three locations was also discussed. The Council confirmed their consensus with the project plans as presented and also agreed to publicly fund the cost of constructing the private property drainage laterals.
June 18, 2013: Public Works Director and Village Engineer Steve Saunders presented the June Stormwater Monthly Report to the Council, highlighting updates based on the Council’s formalization of the Stormwater Improvement Program and Stormwater Utility Fee in May, 2013. The Monthly Report now includes a table of the permits the Village is required to obtain for the various proposed improvements, as well as the current status of the permits. In addition, Mr. Saunders presented the Spruce Street Outlet Study area of Northeast Winnetka, including the Tower Road/Foxdale Area and Lloyd Park Outlet projects, for Council’s consideration. The engineering for both projects is complete and neither require the construction of other improvements. The Village Council authorized Staff to solicit construction bids for both the Lloyd Park Storm Sewer Outlet and the Tower Road/Old Green Bay Road Relief Sewer. Construction is tentatively scheduled for fall, 2013. Finally, with the Council’s decision to proceed with a stormwater utility fee, following the study by Municipal & Financial Services Group (MFSG), Staff is now preparing for the implementation phase. Assistance from MFSG will be required to scrub parcel data and to connect the stormwater database to the Village’s existing utility billing database. MFSG will also create an online stormwater fee calculator to help the community understand fee impact. The Council authorized the Village Manager to award a purchase order to MFSG to provide professional assistance in the implementation of the Stormwater Utility.
June 11, 2013: Village Manager Rob Bahan presented a Stormwater Community Engagement Plan to the Village Council at the Study Session meeting. After reaching consensus on the Stormwater Improvement Program and Stormwater Utility Fee, the Council desired a process to further educate the community and solicit widespread public input. Based on feedback from the Council, Staff will proceed with the development of a Special Edition of the Winnetka Report, as well as the organization of two “town hall” meetings with the community. The decision on the conduct of a community-wide survey was delayed to a later date, since two Village Trustees were not present. The Council also discussed how the Stormwater Improvement Program would continue to progress while engagement activities take place. Public Works Director and Village Engineer Steven Saunders gave a brief update on the ongoing project work and the items the Council can expect to consider through the remainder of 2013.
May 21, 2013: Public Works Director and Village Engineer Steve Saunders presented the Stormwater Monthly Report to the Village Council, briefly noting the updated information on the ongoing engineering for both the Northeast and Northwest Winnetka stormwater improvements. He also stated that given the direction from the Village Council on May 14, Staff was beginning to prepare a Request for Qualifications (RFQ) for the Willow Road Tunnel Project, the first step in a series that will allow the Village to initiate engineering on the Tunnel. Mr. Saunders also described two items that have been added to the Monthly Report, including the Sheridan Road Ravnies and the Ash Street Pump Station. Neither of these projects will be monetary impacts to the stormwater funding discussions, but will be reported to help communicate the total picture of Winnetka’s stormwater improvements.
The Council reviewed an additional evaluation of the Winnetka Avenue Underpass Study Area Improvements, which are part of the Willow Road Tunnel Project. Mr. Saunders presented a less costly alternative that would have eliminated the construction of an 84” storm sewer pipe proposed to reduce the flooding directly in the Underpass, while maintaining the benefit to the surrounding residential areas. The Council, however, directed Staff to continue planning for the Tunnel Project, with the inclusion of the total Underpass improvements, estimated to cost approximately $4.4 million. Finally, the Council considered the complete Stormwater Program and Financing—affirming the policy direction given following the presentation of the final stormwater utility feasibility study on May 14, 2013. The Council had consensus on the scope of the proposed stormwater program, described as “Option 1” in the Agenda Packet, estimated to cost $41.1 million for all proposed capital projects.
May 14, 2013: The Village Council heard the final report from Municipal & Financial Services Group (MFSG) on the stormwater utility feasibility study that began in late 2012. MFSG recommended a stormwater utility as the preferred method to fund the stormwater improvements being considered by the Village, as a utility fee provides improved equity, fiscal accountability, and a dependable revenue stream. Further, MFSG recommended the Village establish a uniform stormwater fee, based on impervious area for individual parcels (calculated on multiples of 3,400 square feet of impervious area). Finally, it was suggested that the Village fund a level of service including operations and maintenance as well as current capital projects, using 30-year debt to be repaid from the utility fund. The Village Council accepted these recommendations and decided to proceed with a utility fee to finance 100% of stormwater improvements. The Village Council next plans to review and determine the stormwater project elements and total program scope at its May 21, 2013 Regular Meeting.
Sanitary Sewer Back-Up Prevention Program – Discontinued March 5, 2013
As part of the Public Works Department Budget presentation on February 13, 2013, the Village Council reviewed the Sanitary Sewer Back-Up Prevention Program, which was originally implemented in 2006. The Prevention Program was offered by the Village to single-family homeowners, with homes constructed prior to 1970 (when the Village began to require installation of overhead sewers in new construction). Property owners meeting the eligibility requirements could apply for reimbursement of a portion of the costs to install either an anti-back-up device or overhead sewer. Since program inception, the Village had processed 39 participants through the Program—totaling $210,000 in funding. The Public Works budget proposed an increase in program funding to $50,000 for fiscal year 2013-14. However, at the March 5, 2013 Village meeting, the consensus of the Council was to process those residents who were eligible and had already applied for funding and then to discontinue the Program. The funding will be reallocated toward improving the overall sanitary sewer system. Therefore, the only funds that remain for reimbursement are those already allocated to Program participants.
April 18, 2013: Public Works Director and Village Engineer Steve Saunders provided the Village Council with the Stormwater Monthly Report. The Village has received verbal approval from the Forest Preserve District of Cook County for improvements to the Winnetka Avenue Pump Station. The project will be a modification of the Village’s existing permit, since Staff satisfied the District’s concerns about landscaping and visual impact. Mr. Saunders reported that the engineering is virtually complete for the two Northeast Winnetka projects (Spruce Outlet- Lloyd Park and Tower/Foxdale), and that he anticipates bringing these projects back for Council approval in the next several weeks. Staff is also close to scheduling neighborhood meetings with those potentially impacted by the Northwest Winnetka projects—possibly in late June. Saunders stated that the Sanitary Sewer Evaluation approved by the Council earlier in the month will begin with manhole inspections once the weather is drier.
March 12, 2013: Municipal & Financial Services Group (MFSG) presented Stormwater Utility Feasibility Study Workshop #3 at the Village Council Study Session. The final workshop outlined a revised fee analysis, developed from Council input throughout the process, and then turned attention toward Utility Implementation Considerations. Levels of service associated with a stormwater program (such as operations & maintenance and capital components), the source of program funding (property taxes, a utility fee, or a combination thereof), and the component elements of a stormwater fee, as discussed in Workshops #1 and #2, were the basis of MFSG’s fee analysis. The revised analysis showed detailed impact of the funding scenarios previously discussed on individual parcels within the Village—considering both 20- and 30-year bond repayments. MFSG also addressed a number of potential implementation issues for the Village to consider should it decide to use a stormwater utility, including evaluation of credits and incentives, billing methods, and appeals.
February 19, 2013: Public Works Director and Village Engineer Steve Saunders provided the Village Council with the Stormwater Monthly Report. He noted that the report is a brief update, as much of the current focus has been on the Stormwater Utility Feasibility Study. Details of the Feasibility Study process can be found in the February 12, 2013 Study Session materials. Saunders explained that both the Tower Road/Foxdale and Lloyd Park/Spruce Street improvement plans are proceeding and will be ready for review and bidding in the spring. It was also noted that engineering for Greenwood/Forest Glen in Northwest Winnetka is approximately 75% complete. Additionally, Staff continues to prepare required permit applications for the Illinois Environmental Protection Agency. The next Stormwater Monthly Report will be presented at the March 19, 2013 Regular Village Council Meeting.
February 12, 2013: At its regular Study Session meeting, the Village Council participated in the second workshop for the Stormwater Utility Feasibility Study. Consulting firm Municipal & Financial Services Group (MFSG) presented a preliminary rate and fee analysis. The Workshop centered on the evaluation of property tax and stormwater utility rate methodologies—including how they might be structured in Winnetka and best practices utilized in other Illinois communities. The financial model developed by MFSG illustrates revenues necessary to support the scope of projects currently contemplated by the Village, while conceptually identifying tax and fee implications for all property owners. Ultimately, this process assists in decisions related to equity and cost-efficiency, as well as benefit of proposed stormwater improvements. The Village anticipates MFSG will conduct Workshop #3 at the March 12, 2013 Village Council Study Session. While the Council will not be making a final decision on the funding mechanisms on that date, MFSG will be presenting considerations for implementation of a utility and discussing impacts on the Village’s General Fund.
January 15, 2013: Public Works Director and Village Engineer Steve Saunders provided the Village Council with the Stormwater Monthly Report. He noted the follow-up Staff is preparing related to the Stormwater Utility Feasibility Study. Comments and questions from the Council will be addressed at the beginning of Workshop #2 (at the February 12 Council Study Session). Additionally, he updated the Council on the three projects in north Winnetka that have been authorized—including Lloyd Outlet, Northwest Winnetka (Greenwood/Forest Glen), and Tower/Foxdale. The Village has applied for the necessary permits for the projects and engineering is proceeding. Saunders estimated it is feasible construction could begin in May or June of 2013. In a related matter, the Council also authorized staff to award work for the Tower Road Duct Bank Relocation. This work is required to resolve a utility conflict for future stormwater improvements and is expected to be complete by May, 2013. Further information on this project will be forthcoming, especially as it relates to Tower Road closures.
January 8, 2013: At the Village Council Study Session, consulting firm Municipal & Financial Services Group (MFSG) conducted the first of three planned workshops related to the ongoing Stormwater Utility Feasibility Study. MFSG has been tasked with helping the Council evaluate financing options and methods for the improvements currently under consideration—including the evaluation of the potential to fund improvements using a stormwater utility. The first workshop focused on Level of Service—addressing possible elements of a stormwater program and level of service scenarios illustrative of funding requirements. MFSG also presented initial financial modeling that identifies and reflects costs associated with each stormwater program element. The financial model is a key tool in beginning to compare and contrast the impact of funding improvements via stormwater fees or incremental property tax increases. The Village anticipates MFSG will conduct the second workshop, discussing Rate and Fee Analysis, at the February 12, 2013 Village Council Study Session.
December 11, 2012: The Village Council’s consultant engineers, Baxter & Woodman (B&W) gave a flood risk reduction presentation on six additional study areas. The study is another component of the ongoing Stormwater Master Plan process, by which the Village looks to create a framework for key components of an overall stormwater management program. Council and staff discussed the types of less severe flooding generally experienced in these six additional areas (referenced as Areas A, C, E, G, N and O) and reviewed improvements recommended by B&W. Going forward, Council will continue to consider the improvements and costs that would be associated with these areas and how to potentially incorporate them in long-range plans.
November 20, 2012: The Village Council reviewed the Stormwater Montly Report that offers current information on status, cost, and scheduled related to specific stormwater improvement projects. Since October, the report notes progress on Willow Road Tunnel evaluation as well as the Master Plan process, discusses the start of the Stormwater Utility Feasibility Study, and outlines plans for future public outreach. The Council also discussed communications and resident engagement, in addition the Village’s ability to develop and implement utility fees as a potential funding mechanism.
November 13, 2012: Village Engineer Steve Saunders and project consultant Thomas Burke of Christopher B. Burke Engineering Ltd. (CBBEL) presented the advantages and disadvantages of the optional routes related to the stormwater Tunnel Project to the Village Council, pursuant to their direction to explore an alternate route to the proposed Willow Road Tunnel (one block north on Ash Street) at the September 11 Council meeting. The Village Council agreed with Staff’s recommendation, that though there are some initial construction savings likely on Ash Street, the overall project estimates are slightly higher and that Ash poses significant safety, traffic, staging, and disruption concerns. Staff was directed to draft a Request for Proposals (RFP) for detailed design and engineering services for the Tunnel Project for the Council to consider in December.
Also November 13, 2012: The Village Council had the first of several discussions with Municipal and Financial Services Group (MFSG), which is working on a stormwater utility feasibility study (approved by the Council in September). The primary outcomes of the Feasibility Study are to: 1) Develop a long-term financial plan for stormwater management; 2) Plan for funding stormwater capital; 3) Meet stormwater utility implementation requirements; 4) Educate stakeholders. MFSG will assist the Council in the policy decisions on the options for funding stormwater improvements, such as property taxes, reserves, stormwater utility fee, or a combination of those mechanisms. Tentatively, there are additional study sessions scheduled with MFSG for January, February, and March 2013.
October 16, 2012: The Village Council: (i) reviewed the Village’ Engineer’s Stormwater Monthly Report (ii) approved $40,000 in additional funding for the Village’s Sanitary Sewer Anti-Backup Program and (iii) approved a change order for the Water & Electric Department to allow the purchase of extra electrical cable to be used in 2013, in conjunction with the proposed Northwest Winnetka stormwater improvements.
October 2, 2012: The Council approved an engineering fee proposal from Christopher B. Burke Engineering, Ltd. (CBBEL) to perform professional engineering services for the Forest Glen and Greenwood Ave. Study Areas (Northwest Winnetka) Stormwater Improvements. The findings of CBBEL’s evaluation were presented at the September 11, 2012 Village Council meeting, at which time Council directed staff to obtain this fee proposal. CBBEL will now proceed to perform detailed engineering services necessary to develop plans, specifications, and estimates. Staff hopes the outcome will allow the project to be bid for 2013 construction.
September 19 and 22, 2012: Approximately 40 people attended the Village’s first Stormwater Management Seminar on September 19 and approximately 30 residents attended the second seminar on September 22. .Staff covered a variety of topics intended to help residents protect their property in case of a storm event, with the following list guiding the presentation agenda: (i) a basic understanding of the Village’s storm and sanitary sewer systems; (ii) general information on the causes of various types of flooding; (iii) steps homeowners can take to help prevent future flooding; and (iv) what to do in the event of flood emergency.
September 18, 2012: The Village Council considered three stormwater related items. First, the Council authorized Village staff to proceed with an agreement with the Municipal Financial Services Group (MFSG) to perform a Stormwater Feasibility Study. MFSG will help the Village evaluate the mechanisms available to financing stormwater improvements. Second, Public Works Director and Village Engineer Steve Saunders presented a Monthly Summary Report that relayed information on status, cost, and schedule for each stormwater project. Lastly, the Council delayed consideration of an amended agreement with Strand Associates to proceed with additional engineering services as part of the Sanitary Sewer Evaluation Survey.
September 11, 2012: At its September Study Session, the Village Council held discussion on two stormwater projects: the Willow Road Stormwater Tunnel Project and the Forest Glen/Northwest Winnetka Engineering Study. Following a presentation focusing on feasibility, timeline, and cost estimates by Village Engineer Steve Saunders, the Village Council directed staff to obtain contractual pricing from Christopher B. Burke Engineering, Ltd. (CBBEL) and Kenny Construction (Kenny) in order to further define the Tunnel project costs. The refinement will look to developing conceptual plans and cost estimates for alternate project routing on Ash Sheet (rather than Willow Road) and using direct jacking process for infrastructure construction.
In addition, Saunders and CBBEL representative Thomas Burke made a presentation on the Northwest Winnetka Flood Reduction Improvements. After dialogue among the Council and comments from residents, the Village Council directed staff to add the Forest Glen Improvements that were discussed to the previously proposed Northwest Winnetka improvements—proceeding with engineering in 2012, with the intent for construction to begin in 2013.
September 6, 2012: The Council voted to approve a contract with CBBEL to complete drainage evaluation for the area south of Tower Road, between Hibbard Road and the Winnetka Golf Course. The Village Engineer also reviewed stormwater expenditures to date.
August 21, 2012: The Village Council directed staff to obtain pricing for the next level of sanitary sewer investigations and to bring back pricing for the purchase of three flow meters for the Village. The Council also directed staff to continue with engineering work on the proposed new Spruce Outlet and Tower/Foxdale drainage improvements—keeping these projects moving forward.
July 17, 2012: Public Works Director and Village Engineer Steve Saunders reported to the Council on stormwater mitigation progress one year after the July 2011 flood. Mr. Saunders also reviewed the progress of the sanitary sewer evaluation survey, which was undertaken to determine if inflow and infiltration (I/I) of the sanitary sewer system is contributing to basement backups. The Village’s consultant, Strand Associates, recommended ranking the Village’s sanitary basins in order to prioritize further detailed testing, which is necessary to pinpoint areas of I/I.
June 12, 2012: The Village Council approved a contract with Baxter & Woodman to provide professional engineering services for developing a Stormwater Master Plan, based on their proposal from March 30, 2012. The timeline for the project is 14 months, which allows for completion in August, 2013.
May 15, 2012: Mr. Saunders reported that Village officials met with the Illinois Department of Natural Resources (IDNR) and Environmental Protection Agency as well as U.S. Army Corps of Engineers (ACE) to review the stormwater tunnel project on May 10. Based on comments received from the agencies, Village staff and consultants believe that permitting for the project remains feasible. The Village Council also approved a contract for stormwater management services with the AT Group, Inc. to begin May 1, 2012.
April 17, 2012: Village Engineer Steve Saunders reported that: (i) the sanitary sewer survey is underway, with the aim of recording at least three significant rain events in order to garner the necessary data; (ii) engineering proposals have been received for the development of a stormwater master plan and Village staff hopes to bring recommendations to the Council in the near future; (iii) engineering is underway for the proposed Tower Road relief sewer and the new Lloyd Place outlet sewer, and once preliminary plans are complete, information will be provided to the community for its comment; (iv) the northwest portion of the Village is being studied further in order to refine the proposals for the area formerly known as the Greenwood study area; and (v) the Village’s coastal engineer has developed four proposals that will be reviewed by staff next week.
April 3, 2012: Mr. Saunders reported that: (i) Winnetka, with help from the Center for Neighborhood Technology, has applied for grant funding on behalf of the Villages of Glenview, Niles and three Chicago neighborhoods to support a multi-jurisdiction planning effort. The $750,000 grant, if awarded, will be used to reduce stormwater flooding in a variety of suburban and urban settings, using green infrastructure and best stormwater practices; (ii) In an effort to keep Sanitary Sewer Survey costs down, the Village will meet with the Metropolitan Water Reclamation District (MWRD) this week to obtain meters for the survey installed in their interceptors. The sewer metering is scheduled to last four weeks; in the event that there is not enough rainfall in that time to gather the necessary data, the metering will be extended for another month; and (iii) Four proposals have been returned in response to the RFP for a Stormwater Master Plan consultant, and recommendations will be forthcoming in a few weeks.
March 13, 2012: At the recommendation of Mr. Saunders, the Village Council authorized staff to submit an application for a voluntary program under the National Flood Insurance Program that could potentially reduce flood insurance premiums for residents in the flood plain areas.
March 8, 2012: Mr. Saunders reported that Village Staff has developed an RFP to assist in developing a Stormwater Master Plan to guide the Village in planning, financing, constructing and maintaining improvements to its storm and sanitary sewer systems. He said a recommendation for awarding the contract is expected to be presented at the April 17th Council meeting. The Council also awarded a contract to Christopher B. Burke Engineering, Ltd. to provide detailed engineering plans, specifications and construction estimates for improvements at the Spruce Street and Lloyd Park Outlet areas.
February 21, 2012: Mr. Saunders reviewed the proposals received in response to an RFP for coastal engineering in conjunction with the Lake Michigan outfall portion of the proposed Willow Road tunnel project. The Village Council voted to authorize staff to enter into an agreement with Baird & Associates to perform the coastal engineering work. Additionally, the Council voted to award a contract to Strand Associates, Inc. to complete flow monitoring, data analysis and provide recommendations to address inflow and infiltration in Winnetka’s sanitary sewer system.
February 7, 2012: Mr. Saunders reported that the Village is working in cooperation with the MWRD on a demonstration project with University of Illinois at Chicago students to identify methods to reduce stormwater runoff. He said staff would provide a recommendation on a consultant to conduct the sanitary sewer evaluation at the February 21st meeting. Also to be discussed at that meeting: the Lake Michigan outlet aspect of the proposed tunnel project, which will require the input of a coastal engineering consultant.
January 17, 2012: Mr. Saunders reviewed timelines detailing progress made to-date and future planned actions, and he reported that representatives from Christopher B. Burke Engineering, Ltd (CBBEL) met with the Executive Director of the MWRD to discuss permit requirements. He said the Director has determined that once the Village receives joint permit approval from the IEPA, IDNR and US ACE, the MWRD permit would be approved by staff, rather than needing approval of the agency’s board.
January 10, 2012: Mr. Saunders updated the Village Council about meetings with the MWRD and informed them that an RFP for a sanitary sewer study had been issued. He said the upcoming capital improvement plan will contain significant stormwater improvement elements.
December 20, 2011: Mr. Saunders reported that a recent meeting with the Illinois EPA went well, and said the permit process for the proposed tunnel project is a lengthy one – an estimated 18 months is needed for approval.
December 13, 2011: Mr. Saunders asked the Council to authorize staff to solicit proposals from qualified engineering firms for conducting a sanitary sewer evaluation survey for the Village.
December 6, 2011: Mr. Saunders reviewed progress made in preliminary meetings with the US ACE and revealed that the soil boring tests show only clay underneath the proposed tunnel’s path, not rock. The Council approved additional funding for the Sanitary Sewer Anti-Backup Program, due to increased interest in the program in the wake of the July flooding.
November 15, 2011: Mr. Saunders distributed a tunnel project summary and timeline for the stormwater and sanitary sewer improvements; updated the Council on meetings with elected officials, other government agencies and the Union Pacific Railroad about applying for the necessary permits to undertake the proposed tunnel project; and reported on preliminary meetings with public utilities with existing infrastructure along the route of the proposed project.
November 8, 2011: The Council heard a presentation from the Village’s Finance Director, Ed McKee, and financial consultant Kevin McCanna, of Speer Financial. Different scenarios for funding stormwater projects were discussed and staff was asked to further refine the project timeline and financing comparisons.
November 1, 2011: Mr. Saunders and Village Manager Robert Bahan reported on preliminary meetings with the Illinois DNR and the MWRD, saying that no significant concerns were expressed. Other agencies that need to be consulted in the project evaluation process include the Illinois EEPA and the US ACE.
October 18, 2011: The Council reviewed the Preliminary Survey Results of the Village-wide survey of basement flooding during the July storm and discussed the Guide to Flood Protection in Northeastern Illinois prepared by the Illinois Association for Floodplain and Stormwater Management.
October 11, 2011: The Council considered the CBBEL Flood Risk Reduction Assessment and expressed consensus to continue to explore the Lake Michigan Outlet tunnel option. CBBEL was asked to prepare a critical path schedule and staff was asked to begin firming up the engineering for the smaller study areas and to continue studying financing options.
October 4, 2011: The Council considered potential service enhancements, such as assisting with residential flood-proofing assessments to help evaluate drainage problems and potential solutions for property owners.
September 20, 2011: Mr. Saunders updated the Council on the status of conversations with the Winnetka Park District and reported about the responses to the local sanitary sewer survey. The Council adopted an ordinance increasing the amount of the assistance available to owners of homes built prior to 1970 who wish to install a backflow preventer or overhead sewer.
September 13, 2011: Village Trustees reiterated their intent to keep stormwater and sanitary sewer flooding issues as their first priority. President Tucker emphasized that as soon as items relating to these matters are ready for the Council’s consideration, they will be placed on the agenda and noted that there are other items of business to be dealt with in the meantime. Mr. Bahan suggested Winnetkans interested in the project schedule refer to the aggressive timetable put forth at the August 16, 2011 meeting.
September 6, 2011: President Tucker and Manager Bahan reported on conversations with the Winnetka Park District and New Trier Township regarding possible opportunities to pursue open space for future detention.
August 2, 2011: The Council passed a Resolution waiving permit and inspection fees associated with storm related repairs, to assist residents in recovering from the extensive damage caused by the storm and flood of July 22-23.