agenda minutes & personnel

Village of Round Lake BeachPublic Works Standing Committee

AGENDAAugust 6, 2018 - 6:30 p.m.

Village Hall | 1937 North Municipal WayRound Lake Beach, Illinois

Committee Members:

Trustee Husk, ChairTrustee ValadezTrustee WallaceMayor Richard H. Hill

I. Opening Protocol

a. Call to Orderb. Roll Callc. Others Presentd. Approve Agenda

II. Approval of Minutes for Public Works Standing Committee July 2, 2018

III. Scheduled Businessa. Public Works Monthly Reportb. Combination Sewer Cleaner Truck Purchasec. Redevelopment Agreement Extension

IV. Other Business

V. Public Participation

VI. Executive Session - Probable Litigation, Land Acquisition, Executive Session Minutes & Personnel

VII. Adjourn

Village of Round Lake Beach Public Works Standing Committee Minutes

July 2, 2018, 6:30 p.m.Village Hall

1937 North Municipal WayRound Lake Beach, Illinois 60073

Committee Members: Chairperson Trustee Husk, Mayor Hill, Trustee Valadez, Trustee Wallace

1. Call to Order: 7:09 p.m. by Trustee Husk

Members Present: Trustee Husk, Mayor Hill, Trustee Wallace

Members Absent: Trustee Valadez

Others in Attendance: Village Administrator Kilbane, Village Clerk Cleveland, Public Works Director Hilts, Trustee Butler, Trustee Nickles, Community Development Director Pugliese

Others in Attendance: A motion was made to approve the agenda. All ayes, motion carried.

2. Approval of Minutes A motion was made to approve minutes of the June 4, 2018Public Works Standing Committee Meeting. All ayes, motion carried.

3. Scheduled Business

A. Public Works Monthly ReportPublic Works Director Hilts reviewed June Monthly Report and also gave an updateon the JAWA project. Discussion took place.

B. Passavant Avenue ReconstructionPublic Works Director Hilts spoke to the Board about the IntergovernmentalAgreement with the Avon Township Road District. The Village’s Multi-year CapitalImprovement Plan.is part of the long term strategic planning process that wouldinclude paving a portion of Passavant Avenue through a Township constructioncontract. Funding for the project is included in the proposed FY2019 Budget in funds121-341-861.001 which included $50,000 for this work through the Townshipcontract. The Village’s construction cost is approximately $35,348, the finalconstruction will be determined through field measurements of the completed work.Staff is recommending that the Board authorize of an Intergovernmental Agreementwith the Avon Township Road District. All ayes motion carried.

C. Lift-Station RepairsPublic Works Director Hilts is asking the Board to authorize expenditures toMetropolitan Pump Company. Director Hilts explained to the Board that there areseveral proactive maintenance & repair items that are required to insure the reliabilityof the sewer lift-stations. Melrose Lift Station: Metropolitan Pump would beinstalling a duplex starter control panel complete with new breakers, contactors andoverloads. Turnbull Lift Station: will have new starters, limit switch and isolator.Staff request the Village Board to authorize expenditures for a not-to-exceed amountof $13,468 to Metropolitan Pump Company. All ayes motion carried.

D. Change order for Wood Street Sanitary LineThe additional cost for the storm sewer work was approved on site by GHAEngineers. Once the contractor began opening up the area to perform the sewer repairthey encountered a 12'' concrete storm sewer crossing above the area of the brokensewer pipe. The only way they would be able to perform the work was to remove thisout of the way. They removed 7' of storm pipe and replaced it with PCV once thesewer repair was completed. All ayes motion carried authorizing the payment of thechange order.

4. Other BusinessTrustee Husk questioned the removal of the dirt by the old gas station on RollinsRoad that was torn down. Per Community Development Director Pugliese they stillhave 10-15 days left on their permit. Discussion took place.

Trustee Husk asked about the tall grass across the street from the old car wash.Discussion took place.

Trustee Butler advised the Board that Dave at Goodwill located at 2051 Route 83 isno longer manager.

Village Clerk Cleveland asked when Ardmore was going to get repaired. Discussiontook place.

6. Public Participation None

7. Executive Session None

AdjournmentMotion made to end the meeting. It was seconded to adjourn the meeting at 6:54 p.m.All

Ayes, motion carried.

With No Corrections _________

With Corrections _________(See minutes of meeting for corrections)

Minutes Respectfully Prepared by Denise Schotanus

End

Village of Round Lake BeachPublic Works Department

Monthly Report

Prepared by:Scott Hilts, Director of Public Works

Ana Ramirez, Office Manager

July 2018

Summary of General Activity and Projects

Administrative and Water BillingThe smart grid technology that provides ComEd customers more control over energy consumption and costs and improved service is being introduced to water utility customers as a proof of concept project is underway.

July 16, 2018 the Public Works Department and ComEd’s Smart Grid & Technology team deployed 186 interpreter registers on Red Oak Circle. ComEd has discussed deployment of more meters over the next 4-6 months if Village and ComEd mutually agree.

Projects:

Watermain Replacement and Street Rehabilitation ProjectElanar Construction is continuing to install 8” watermain pipe along Meadowbrook and has completed work from Oakwood to Golfview Dr. the Contractor will complete Meadowbrook andstart on Woodland and Sunset by late August. In the next progress meeting, the engineers will coordinate with the school for any bus route issues.

Watermain Break History

There were several watermain breaks in August due to different factors. The repair on Renwood Golf Course was a 45-deg bend that failed on a 16-inch watermain. The contractor replaced the 45-deg fitting with an upgraded fitting and reinforced the support blocks. Late in July two smaller leaks developed that may have been due to the dry ground conditions (Dry ground and ground movement can cause older pipes to break).

Summary of General Activity of Public Works

Code Description HoursQty. CompletedWork Orders

1 Facilities/Civic Center 111 522 Grounds 427.75 803 Streets 340.25 784 Water 237.25 578 Utility Billing 70.75 2335 Public Works 486.25 70 Totals 1673.25 570

Facilities

FACILITIES TOTALS HOURS QTY

BLDG. WALK THROUGH INSPECTION 4.00 4

CARP/PLUMB/MASONRY, ETC 2.00 1

CC ELECTRICAL REPAIRS 4.00 1

CC GROUNDS CLEAN UP/INSPECTION 4.00 2

CC WLK THRU-INSP-BASIC MAINT. 6.50 4

CIVIC CENTER GENERAL MAINT. 9.00 6

CIVIC CENTER MEETING 1.00 1

CIVIC CENTER PAINTING 2.00 1

CONTRACTUAL SERVICES 3.00 2

ELECTRICAL REPAIRS 7.00 4

HVAC INSPECTIONS & MAINTENANCE 45.00 15

HVAC REPAIRS 4.00 1

PAINTING 5.00 1

PARTS / SUPPLIES / RESTOCK INV 11.50 7

RESTOCK PAPER PRODUCTS 3.00 2

FACILITIES TOTALS 111.00 52

Grounds

GROUNDS HOURS QTY

GROUNDS / ROW DEBRIS CLEAN UP 8.50 5

LAKE FRONT PARKS/ BEACH MAIN 30.00 6

LANDSCAPE RESTORATION 4.00 1

ROUTINE GROUNDS CLEAN UP 111.00 13

STORM EVENT BRUSH PICK UP 43.75 8

TREE INSPECTION / TAGGING 5.00 3

TREE REMOVAL 101.00 9

TREE TRIMMING 72.50 23

TREE TRUNK STUMPING 26.00 7

VILLAGE PROP MOWING/CLEAN UP 26.00 5

GROUNDS TOTALS 427.75 80

Streets

STREETS HOURS QTY

AGGREGATE SHOULDER MAINT/RPAIR 6.75 2

CULVERT/DITCH/SWALE MAINT. 69.50 8

DEAD ANIMAL PICK UP 2.50 4

FENCING REPAIRS 8.00 1

GRAFFITI REMOVAL 1.00 1

PAVEMENT COLD PATCHING 10.00 2

PAVEMENT RESTORATIONS 81.25 5

RESIDENTIAL CULVERT DELIVERIES 0.75 1

RET/DET POND MAINT. & REPAIRS 8.00 1

ROAD CULVERT INSPECTIONS/MAINT 55.00 2

SIGNAGE REPAIRS/REPLACEMENTS 11.50 11

STORM MAIN JETTING/FLUSHING 9.75 2

STORM MAIN REPAIRS & REPLACEMN 13.50 2

STORM STRUCTURE INSP./MAINT. 21.00 4

STREET LIGHT REPAIR/REPLACE 18.25 5

DEVELPMENT/PROJECT PLAN REVIEW 23.50 27

STREETS TOTALS 340.25 78

Water

WATER HOURS QTY

B-BOX REPAIR 1.50 1

CHLORINATOR MAINTENANCE 13.00 7

EPA WATER QUALITY SAMPLING 34.25 9

FIRE HYDRANT FLUSHING 28.50 3

FIRE HYDRANT PAINTING 10.50 1

MAIN BREAKS(ASSIST CONTRACTOR) 7.00 2

METER STRIPPING 4.50 3

MONITOR GREASE TRAPS 2.25 4

R.P.S FACILITY MAINT. & REPAIR 29.50 7

R.P.S. FACILITY DOC/ROUNDS 27.00 5

S.R.P. STATION MAINT.-REPAIRS 9.00 3

SAMPLES(BOIL ORDERS) 1.50 1

SANITARYJETTING/ BACK-UPS 7.00 1

SHUT-OFFS/TURN ONS(TAGS) 27.00 3

TAGS DELIVERED 16.00 2

VALVE EXERCISING 5.00 1

VALVE INSPECTIONS 12.50 2

WATER PRESSURE TESTING 0.75 1

WELL MAINTENANCE 0.50 1

WATER TOTALS 237.25 57

Utility Billing

UTILITY BILLING HOURS QTY

HEIGHTS/VILLAGE READS 3.00 1

MATCH INSIDE / OUTSIDE READS 4.50 5

METER REPAIR / INSPECTION 4.50 2

METER REPLACEMENT 42.25 189

RADIO READ / OSR 11.25 27

TURN OFF / OSR 1.50 2

TURN ON/ OSR 3.75 7

UTILITY BILLING TOTALS 70.75 233

Public Works

PUBLIC WORKS HOURS QTY

ADMIN/MAIL RUNS/GOALS/OTHER 22.75 18

ASSIST PD/VH/FD 9.00 3

BEACHFEST 222.25 8

DEBRIS REMOVAL/DISPOSAL 57.00 4

MEETINGS(PW) 3.50 1

PARTS/SUPPLIES/MATERIALS 13.50 6

PW MAINTENANCE 46.00 10

SPECIAL EVENTS 58.00 8

TRAINING(PW) 5.25 1

UTILITIES-CALL IN/LOCATE 6.75 3

VEHICLE/EQUIPMENT CLEANING 6.50 3

VEHICLE/EQUIPMENT REPAIRS 35.75 5

PUBLIC WORS TOTALS 486.25 70

End

Public Works Committee Memorandum

Date: July 30, 2018

To: Mayor & Board of TrusteesDave Kilbane, Village Administrator

From: Scott Hilts, Director of Public WorksKevin Bueso, Finance Director

Re: Combination Sewer Cleaner Truck Purchase

The Issue:Included in the FY2019 budget is a Combination Sewer Cleaner Truck Purchase

Background:The Village currently owns one combination sewer cleaner truck. It is a 1997 VAC-CONcombination sewer cleaner. The current VAC-CON truck in our fleet has outlived its useful lifedue to required or anticipated major repairs.

The Sewer Cleaner Truck is used to perform the following:

Power jetting sanitary sewers

Power jetting of storm sewers

Power jetting of driveway culverts

Vacuuming debris from sanitary manholes while jetting

Vacuuming debris from storm manholes while jetting

Vacuuming debris from sanitary manholes that accumulate and could cause a blockage

Hydro-excavating in tight areas with numerous conflicting utilities

Emergency hydro-excavating in poor soils

Emergency hydro-excavating for a rescue effort

Hydro-excavating near utilities

Cleaning of the lift-Stations

The ability to by-pass sewage if a lift-stations fails.

This is a significant amount of infrastructure for one piece of equipment to maintain.Fortunately, the Village has been able to dedicate Public Works employees to keep this piece ofequipment in use virtually every day doing either routine maintenance or occasionallyresponding to an emergency condition of a blockage in a sanitary or storm sewer. The Villagehas 71 miles of sanitary sewers and 7 lift-stations.

Records from the GPS indicate that this equipment is utilized for 7-14 days per month andapproximately 700 hours per year with the potential of more with a newer truck.

With a new Sewer Cleaner Truck Public Works Department will be working with the VillageAdministrator and Finance Director to explore opportunities of shared services, were itsfinancially benefit.

Our current unit is beyond the end of its useful life. Over the past 5 years EJ Equipment repairshave been over $24,000 for the equipment and the vehicle repairs have been $9,000 since 2013totaling $33,000. The vacuum component is severely compromised due to the other deficienciesso it can only be used in a very limited capacity. The Unit is a critical piece of equipment utilizedin keeping the sanitary sewer collection system and storm sewer system in good working order.Blockages in either sanitary or storm can cause serious backups or surcharging. This can result insanitary sewer backups in homes and localized flooding related to the storm sewer system.

Comparison of the Quotations:

EJ EquipmentDemonstration VAC-CON model Titan, Freightliner Chassis $447,2085.00Trade In: 1997 VAC-CON ($50,000.00)

Demonstration Discount ($35,000.00)

Total Amount $362,085.00

Significant upgrades included in the demo VAC-CON model Titan price:

Freightliner Chassis ($5,000 value)

Tandem axle and 12 yards - 1300 gallons ($17,000 value)

DI4 monitor / Rex Roth – diagnostic system ($5,000 value)

Standard EquipmentDemonstration Vactor 2100i combination $400,923.00

Trade In: 1997 VAC-CON ($12,000.00)

Demonstration Discount ($15,000.00)


Significant upgrades included in the Vactor 2100i combination:

Peterbilt 348 Chassis ($5,000 value)


Camera System, Front and Rear ($5,000 value)

Dual Stage Vacuum Fan System ($5,000 value)

Single engine system (less maintenance)

Standard EquipmentVactor 2100i combination $371,606.00

Trade In: 1997 VAC-CON ($12,000.00)


Significant upgrades included in the Vactor 2100i combination:


Single engine system (less maintenance)

*Not available for 6-9 months

After an extensive review of each model, operator opinion, and options, staff recommendspurchasing one of the demonstration due to the availability and additional options.

Fiscal Impact:FY2019 Budget Equipment Replacement Fund line item 222-311-840.002 (Vehicle &Equipment Lease) includes funds to cover the estimated annual debt service of $56,159.00 (EJEquipment, Demo Unit, 8-year Financing) and the annual amount is included on the Capital Planfor years 2 through 8 (FY2020-2027)Below is a chart outlining three potential scenarios based on what was budgeted for FY2019:

Depending on Village Board direction, Staff would reach out to other financing institutions to provide financingproposals/quotes.

Below is a summary explanation of what is being reflected on the table above:Vendor: EJ Equipment (Demo Unit)EJ Equipment is offering a Demo Unit with all needed specs for a price of $447,085.00 less a trade in credit of $50,000.00 for the existing sewer vac and a credit of $35,000.00 for the Demo Unit; this results in a net sales price of $362,085. The Village would be looking to finance $362,085.00 under three options: Option 1: 8-Year financing plan at 5.06% Interest Rate with an annual debt service paymentAnnual debt service is estimated at $56,159.00Total Interest Expense for the life of the loan is estimated at $87,182.00

Option 2: 9-year financing plan at 5.06% Interest Rate with an annual debt service paymentAnnual debt service is estimated at $51,078.00Total Interest Expense for the life of the loan is estimated at $97,617.00

Option 3: 10-year financing pan at 5.06% Interest Rate with an annual debt service paymentAnnual debt service is estimated at $47,029.00Total Interest Expense for the life of the loan is estimated at $108,199.00

Vendor: Standard Equipment (New Unit)

Standard Equipment is offering a New Unit with all needed specs for a price of $371,606.00 less a trade in credit of $12,000.00 for the existing sewer vac; this results in a net sales price of $359,606.00. The Village would be looking to finance $359,606.00 under three options: Option 1: 8-Year financing plan at 5.06% Interest Rate with an annual debt service paymentAnnual debt service is estimated at $55,774.00Total Interest Expense for the life of the loan is estimated at $86,585.00



Vendor: Standard Equipment (Demo Unit)Standard Equipment is offering a Demo Unit with all needed specs for a price of $400,923.00 less a trade in credit of $12,000.00 for the existing sewer vac and a demo credit of $15,000.00; this results in a net sales price of $373,923.00. The Village would be looking to finance $373,923.00 under three options: Option 1: 8-Year financing plan at 5.06% Interest Rate with an annual debt service paymentAnnual debt service is estimated at $57,995.00Total Interest Expense for the life of the loan is estimated at $90,033.00



Legal Impact:None

Action Requested:Pass a resolution to authorize expending budgeted funds for the purchase of Combination SewerCleaner Truck Purchase for a total amount not to exceed the proposed amount from the threeoptions.

Pass a resolution to authorize Village staff to request financing quotes\terms to finance thepurchase of Combination Sewer Cleaner Truck

VAC-CON model Titan

Vactor 2100i combination

1997 VAC-CON

End

Economic Development DepartmentMEMORANDUM

DATE: July 23, 2018TO: Honorable Mayor and Members, PW Standing CommitteeFROM: Chris Heinen, Senior Planner

I. SUBJECT: Grand Appliance

ISSUE: Redevelopment Agreement Extension

BACKGROUND: On June 13, 2016, the Village Board approved a redevelopment agreementfor Grand Appliance located at 110 E. Rollins Road. An extension was approved on August 28,2017. As part of this agreement, certain dates were required to be met by the Owner.

Failure to Construct the Project. In the event either the Owner fails to begin toconstruct the Project or otherwise abandons the Project on or before August 30, 2018,then following notice of breach and the expiration of the applicable cure period asprovided in Article 11, this Agreement shall be null and void and of no further force oreffect.

The Owner has indicated that several HH Gregg facilities are closing in the Indiana market andthey have made arrangements to take over the facilities. As part of the purchase of thesefacilities, the construction of the facility in Round Lake Beach needed to be put on hold untilSpring/Summer of 2019. The Owner has indicated that the money invested into the project todate is substantial and the Owner has no intention in walking away from the project. The Ownerhas submitted all final engineering and building plans for the facility and has been approved byall departments. The current permit will be placed on hold until the Owner is ready to beginconstruction. Therefore, the Owner has requested that an extension be granted to Article 5,Paragraph D of the original Redevelopment Agreement. This extension would end on August 30,2019. Additionally, staff is recommending adding another extension of one year that would bereviewed and approved by Village Staff if necessary and would expire on August 30, 2020.

FISCAL IMPACT: TBD

LEGAL IMPACT: Adoption of an appropriate resolution subject to Village Attorney review.

ACTION REQUESTED: Review and possible placement on an upcoming Village Boardagenda to consider the redevelopment agreement extension.

End

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