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HomeMy WebLinkAboutCapital Improvement Committee Minutes 1-31-25CAPITAL IMPROVEMENT COMMITTEE MEETING MINUTES James P. Petri Public Works Facility January 31, 2025 10:00 AM Members Present: Trustee Stephen Schmidt, Chairperson Trustee Kathy Jarosch Members Absent: Trustee Tammy Miller Staff: Matt Roan, Village Manager Maggie Jablonski, Deputy Village Manager Caroline Tittle, Assistant Village Manager Colby Basham, Director of Public Works Bryan Grippo, Deputy Director of Public Works Ken Jay, Deputy Director of Public Works Eric Schmidt, P.E., Senior Engineer Kyle Black, P.E., Senior Engineer Kelley Greenan, Management Analyst Brian Southey, Superintendent of Administration Logan Gattari, Senior Management Analyst Brian Koehler, Deputy Director of Finance Emily Niebuhr, Deputy Director of Finance Fatima Serna, Management Analyst Matthew Higgs, Business Development Specialist Chairperson Schmidt called the meeting to order at 10:01 AM. Director Basham and Deputy Director Jay began the meeting by giving an overview of the Village's Roadway Maintenance Program to the Committee that was previously presented and approved by the Village Board in April 2021. The program is designed to improve the surface and structural integrity of the Village's streets while prolonging the life cycles between improvements. The roadways were tested in 2019 providing condition scores based on two items: surface condition and structural integrity. These scores are used to determine both the treatment type and in which year's program the improvement will be performed. The location of the streets is also taken into account to minimize disruption to the residents in multiple years. Chairperson Schimdt asked what time of the year the roads are tested. Deputy Director Jay answered that pavement testing is typically performed in the summer. Our roadway network was tested last July as part of our ongoing 2025-2029 roadway improvement plan. Deputy Director Jay and Director Basham went over various pavement improvement and preventative maintenance processes presented. Chairperson Schmidt asked if crack sealing actually works and Deputy Director Jay answered that if it's applied early and regularly, it's effective, but some residents may find it aesthetically unappealing. Trustee Jarosch asked what the difference is between this and reclamite. Deputy Director Jay explained that reclamite functions as a sealer on newer pavement, whereas cracksealing fills in/and covers cracks to make them impervious. Deputy Director Jay and Director Basham added the budget had changed since this was presented in 2020. Chairperson Schmidt asked if sidewalks are included in this plan presented. Deputy Director Jay replied that some sidewalk replacement is included, but most sidewalks are included in the annual concrete replacement program. Deputy Director Jay added that limited amount of sidewalk is included in the resurfacing program. Concrete replacement program is the primary program that addresses this issue, so Motor Fuel Tax (MFT) funding can be focused on pavement. Director Basham added that the cost of asphalt and concrete have gone up since 2020, which leads to differences in the cost and data presented. Director Basham added that the 5-year program very closely follows what was presented to the Board in 2020/21, which is not the way the street program was programmed in the past. Deputy Director Jay added that federally funded street projects are not listed in the proposed 2025 roadway maintenance program. Deputy Director Jay added that in this budget, they are proposing using MFT reserve funds to cover costs above and beyond budgeted allocations for the 2025 street program, in order to keep the 5-year program on schedule. Trustee Jarosch asked what other projects are used with MFT funds. Deputy Director Jay stated that asphalt materials, in-house patching, and pothole repair come out of this fund. It is occasionally used for design engineering. Rebuild Illinois funds are co -mingled in MFT, which assists with the design aspect of projects. Copies of the proposed 2025 roadway maintenance program were distributed with proposed streets and costs for the year. Director Basham stated that we were able to cover more streets last year with less money. Deputy Director Jay added that that curb replacement amounts to a significant amount of the cost. Curbs are deteriorated because the village is over 70 years old, Village Manager Road added. Deputy Director Jay said the amount of curb replaced historically was as low as only 600 feet. By contrast, the 2025 program is replacing approximately 35,000 linear feet of curbs, which is 55% of all curbs within the project limits. Chairperson Schmidt asked about the color coding on the map. Deputy Director Jay clarified. Major streets this year include Tonne Road Reconstruction, and the resurfacing of Arlington Heights Road and Devon Avenue, Tonne Road and Devon Avenue, and Busse Road and Landmeier Road intersections. Additionally, the culvert replacements at Leicester and Wellington are potentially starting in March, but are not in the presented plan. They are separately budgeted projects. Some streets within the business park are budgeted utilizing TIF funds. Trustee Jarosch asked if 2025 is the final year that the presentation addresses and asked if there's a new study. Director Basham replied that the current 5-year plan goes through 2026, and that a new pavement study has been completed and a new presentation will be presented to the Board later this spring. The testing took place over the summer and the consultant has that data. This is done every 4-5 years. Director Basham added that they test every street. Deputy Director Jay added that the condition survey will be a snapshot in time. Trustee Schmidt asked if we're aware of any projects from the state. Deputy Director Jay added that Cook County will be resurfacing Landmeier Road, as well as replacing the Meacham Road Bridge over Salt Creek near the golf course. IDOT may be resurfacing parts of Higgins from Higgins/Oakton going westbound. Chairperson Schmidt asked if the interchange project is slated for the future. Deputy Director Jay stated that the I-490 and Pratt interchange will open in 2027 or 2028. Director Basham says communication from the state has improved, but it's not the best. Trustee Jarosch asked about the bridge over 290. Deputy Director Jay stated that this is a Village led project that is currently working on final engineering. The Village submitted a grant request for Surface Transportation Program — Shared Funding in the amount of fourteen million dollars. If the Village is successful in receiving the grant, the project would commence in 2029 or 2030. A lane widening would be occurring during this project. Chairperson Schmidt asked if Biesterfield was included in this year. Deputy Director Jay said that Biesterfield has federal funding for 2027. Money is budgeted in fiscal year 2026 to begin land acquisitions. A preview of the format of the draft Capital Improvement Plan was presented to the committee. Superintendent Southey gave a brief overview of what this plan will contain and what has gone into it thus far. This includes facilities, projects, and fleet. Director Basham added that we're currently working off a huge spreadsheet, but it makes more sense to put it into a different form. Trustee Jarosch asked about 1650 Howard. Director Basham stated it will be in there, and the document will be everchanging. Chairperson Schmidt asked if the new building is going to be utilized primarily for storage. Village Manager Roan said it's still to be determined. Director Basham said the location has a lot of potential. It's a great building for Public Works, but not so much for a business. Village Manager Roan noted that we're also looking into the fleet and planning for new purchases. Chairperson Schmidt asked if there's any hope for improvement with the timeline on vehicle purchases. Village Manager Roan said that Pierce has promised to make improvements, but nothing has improved. Trustee Jarosch asked if there's a reason why. Village Manager Roan said the ordering system was overloaded and they likely haven't caught up from the massive orders since then. Director Basham added that its not a problem getting the vehicle chassis, it is the buildout of the vehicles that is taking a lot of time. Schmidt asked if squad cars are an issue, and Director Basham replied no. Trustee Jarosch asked if given the events that happened in New Orleans, is there an evaluation for increased security using large bollards around Rotary Green. Security needs for special events are currently being reviewed by the Police Department. Jersey barriers may be added to the Public Works Open House to provide additional security. Chairperson Schmidt asked about the detour routes for Tonne Rd. The contracts are going to bid later this year, hopefully spring or summer. Deputy Director Jay stated the land agreements need to be approved by IDOT before the bid can go out. If the bid is in June, for example, the project will begin in July/August. If there are further delays, this may get postponed until fall or next year. The official signed detour will send all traffic to Busse Road. Chairperson Schmidt asked about the houses on Tonne. Deputy Director Jay said local traffic will be able to reach their home or business. Businesses using trucks will need to stage trucks further down the street or on side streets. Staff is proposing the same resident engineer from the watermain project to be on site again, providing consistency for property owners. Village Manager Roan asked when the south leg will start, Deputy Director Jay replied it's yet to be determined, as the south half does not have any federal funding yet. Village Manager Roan asked when we can get in queue for the STP local funds, Deputy Director Jay said it would be next December. Funding could be out 4-5 years. If redistributive funds are available, then 2028 or 2029 is looking to be most realistic. Trustee Jarosch asked if south thru-streets will be impacted, which they will not. Chairperson Schmidt stated that Morse is the worst location in regard to people travelling in the opposite direction. Chairperson Schmidt also asked about resurfacing program and whether there is more control over what concrete subcontractors are allowed to bid on the job. Deputy Director Jay stated that if a contractor is prequalified by IDOT, it is challenging to not allow them to bid as a subcontractor. If a contractor has a bad experience, they tend to bid less aggressively in the future, so we are less likely to end up with the same concrete contractor that delayed the project in 2023. The consensus of the Committee was to recommend approval of the 2025 Roadway Maintenance Program to the Village Board. Chairperson Schmidt adjourned the meeting at 10:46 AM. C: Mayor and Board of Trustees Village Manager Deputy Village Manager Village Clerk Fire Chief Chief of Police Director of Public Works Director of Finance Director of Community Development