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Minutes - 06/26/2000 - Committee of the WholeVILLAGE OF OAK BROOK MINUTES OF COMMITTEE - OF- THE -WHOLE HELD ON JUNE 26, 2000 UNOFFICIAL UNTIL APPROVED AS WRITTEN_ OR AS AMENDED — BY VILLAGE BOARD ON July 11, 2000 1. MEETING CALL: The Committee -of- the -Whole meeting of Monday, June 26, 2000 was called to order by President Bushy in the Samuel E. Dean Board Room of the Village Commons at 7:44 p.m. The Village Clerk called the roll with the following persons PRESENT: President Bushy, Trustees Butler, Caleel, Craig, and McInerney. ABSENT: Trustee Kenny and Savino. IN ATTENDANCE: Stephen B. Veitch, Village Manager; Darrell J. Langois, Finance Director; Champ Davis, Zoning Board of Appeals Chairman and Arthur Hascek, President of the Timber Trails -Merry Lane Property Owners Association. Trustee Caleel arrived at 7:49 p.m. 2. TIMBER TRAILS/MERRY LANE DRAINAGE STUDY PRESENTATION: The Village Board at their meeting of October 12, 1999 awarded a contract to Patrick Engineering, Inc. for professional engineering services to conduct a study of the existing drainage conditions within the Timber Trails/Merry Lane area and recommend solutions. The goals of the study were to: examine existing drainage conditions, define and evaluate existing drainage problems, develop drainage solutions that will maintain the rural character of the neighborhood, minimize the removal of or damage to trees and mature landscaping along the roadways and recommend a program of improvements that will alleviate local drainage problems within and adjacent to the neighborhood roadways. The report finds that there are various drainage problems along roadways and within yards of residential lots throughout the area. These problems are caused primarily by a combination of flat and depressional topography, inadequate drainage systems and drainage system alterations by local residents. President Bushy indicated that this is one of the largest public works projects undertaken in our community. Fifty -nine residents of the Timber Trails and Merry Lane subdivision were in attendance of the meeting. Village Manager Veitch explained that the utility tax revenue has been used for funding infrastructure improvements in Oak Brook. Drainage projects have been prioritized according to a policy adopted by the Village Board and reviewed annually to determine which projects should be addressed. Small drainage issues in the Timber Trails/Merry Lane subdivision developed and staff determined that a comprehensive study was necessary. The Village Board agreed to budget the study in 1999 and the Village plans to design drainage improvements in Timber Trails/Merry Lane later this year in conjunction with roadway improvements in Timber Trails as Merry Lane road improvements COMMITTEE -OF- THE -WHOLE Minutes Page 1 of 4 June 26, 2000 are completed. Staff plans to award a contract in 2001 and also construct the improvements in 2001. The feasibility of that schedule is subject to discussion as well as the Infrastructure Fund to insure funding of this project. Arnold Seaberg, Patrick Engineering, Inc. gave a presentation to the Village Board of their drainage study of Timber Trails/Merry Lane subdivision. The consultant recommended drainage improvements which consist primarily of the re- establishment of roadside drainage swales along approximately 88% of the roads and installation of approximately 10,400 feet of small size (8 " -12 ") storm sewers, underdrains and swale inlet structures. The estimated construction cost of the recommended swale and sewer improvements is $1,112,250.00. The area covers one hundred seventy acres with one hundred ninety homes in this subdivision. There were fifty -one replies to their drainage questionnaire and thirty -seven drainage problem areas noted. There are some clusters of problems along Woodland, intersection of Twin Oaks and Timber Trail Drive. They suggest an improvement system of both pipes and the swales. The outlets will remain the same size unless there is stormwater detention, which is not feasible unless buyouts of homes and teardowns occur. Underdrain pipes collect the water where they will drain to swales. The water collected in the swales for a short period of time will then dissipate. President Bushy asked how this project is viewed. Mr. Seaburg indicated it is a rehabilitation project and that 90 -95% of their system needs to be improved. A low flow under - drainage system with more piping could require less obtrusive swales to be built. To minimize costs of this project, the Village will need to pay particular attention as to how they do their grading. The more drainpipes installed will affect the underground utilities. The sanitary sewer will not be affected but the water utilities will be affected. President Bushy remarked that there is a large amount of landscaping in the swale area of the subdivision, which is the public right -of -way, that impedes stormwater. Mr. Seaberg indicated that there would be a significant amount of landscaping that will have to be removed. President Bushy asked for public comment of the proposed project. Richard Arling, 131 Woodland, stated that there are large trees which were installed by DuPage County. He stated his concern that the mature trees may be lost as a result of this project. Mr. Seaberg commented that the swales will be located as close to the street as possible. In some cases, they may augur under trees and push a pipe under the trees. Village Manager Veitch indicated that this has been done in other areas of Oak Brook. Mr. Seaberg suggested hiring an arborist for this project to insure safety of the subdivision's trees. Arthur Hascek, 252 Walnut Lane, inquired if the fire hydrants and utilities would need to be moved. Mr. Seaburg indicated that the Village needs to know only where they are located so they are not affected in the construction phase and will not be moved. It is planned that the COMMITTEE -OF- THE -WHOLE Minutes Page 2 of 4 June 26, 2000 G piping system would go under the utilities. Village Manager Veitch explained that the trenches and pipes will collect the water and store it until it drains rather than having it sit in the swales. The Village wants the water to be off the street and into the swales so that the streets do not deter with water sitting on the pavement. A $1,000,000 roadway improvement is planned once this drainage area is completed There may be some adjustment to the water system and some service systems may be lowered. Ken Katrell, 901 Merry Lane, asked if the Village is limited by the number of pipes. Mr. Seaburg explained that the Village may not change the quantity of pipes or enlarge the number of outlets. He inquired if the Village may increase an underground storage system. Mr. Seaburg stated the purpose is not to provide a stormwater storage. Mr. Kocour, 61 Timber Court, asked how the front of their yard will look once this project is completed, how much of their front yard is going to be affected and will they lose some of their property. Village Manager Veitch indicated that it is not known at this time. Yorkshire Woods expanded their road width in some areas and more of the existing right -of -way. The road width will not be expanded materially in this project. The public right -of -way is nominally twenty feet on either side of the road but final design will determine this further. He recommended viewing the Woodside Estates road improvement project, which is now under construction, and concrete shoulders are almost completed. Underdrain storm sewers and swales are also being developed. Carl Baumeister, 316 Forest Trail, asked if existing utility poles in the public right -of -way are being relocated so that they do not impede water flow in the swales. Village Manager Veitch explained that utility poles do exist within swales as well as fire hydrants. Fire hydrants may be adjusted in height. Ms. Dehaan, 148 Twin Oaks, stated her property has a culvert in front and on the north side of her property. She asked if is this issue was considered in the proposed drainage project. Mr. Seaburg stated a new stormsewer would be installed along Twin Oaks Drive to collect the water coming from Green Leaf Drive and would be diverted around the corner. The old culvert will be replaced. A resident asked if work was to be done on Timber Court. Mr. Seaburg indicated some possible improvements might occur to the roadside swales. Nelly Naguib, 205 Timber Trails, asked what would be the size of the streets in their subdivision. Village Manager Veitch indicated that the street width would be a cooperative decision made between the Village and the residents, similar to the decision made with Yorkshire Woods. A resident asked if the project was to be conducted in phases. Village Manager Veitch remarked that the design phase would occur during this fall and winter, construction would begin during April, 2001 and completion is targeted for the end of November. COMMITTEE -OF- THE -WHOLE Minutes Page 3 of 4 June 26, 2000 Y Village Manager Veitch commented that the cost estimates from Patrick Engineering, Inc. are higher than what was budgeted in the long range financial plan. Staff has considered variances that may occur to the Infrastructure Fund. Various sources of funding may be utilized for this project: the Water Fund may provide for water utility modifications; a reduction to the budget over the next few years for other small drainage projects may provide funding; utilizing Motor Fuel Tax funds for some of the road improvements and adjustments to the Roadway Maintenance Plan for projects under budget may also be considered. Therefore, the Village should not have difficulty funding and completing this project in 2001. 3. ADJOURNMENT: Motion by Trustee Caleel, seconded by Trustee McInerney, to adjourn the meeting at 9:54 p.m. VOICE VOTE: Motion carried. ATTEST: Linda K. Gonnella, CMA/AAE Village Clerk cow -062600 COMMITTEE -OF -THE -WHOLE Minutes Page 4 of 4 June 26, 2000