Village of Northbrook Board of Trustees Committee of the Whole met Nov. 12.
Here is the minutes provided by the committee:
A LITE DINNER WILL BE PROVIDED
1. ROLL CALL
| Attendee Name | Title | Status | Arrived |
| Sandra Frum | Village President | Present | |
| Kathryn Ciesla | Trustee | Present | |
| Bob Israel | Trustee | Present | |
| Muriel Collison | Trustee | Present | |
| Jason Han | Trustee | Present | |
| Heather Ross | Trustee | Present | |
| Johannah Hebl | Trustee | Present |
A. Board of Trustees - Special Committee of the Whole - Oct 22, 2019 6:00 PM
RESULT: ACCEPTED [UNANIMOUS]
MOVER: Muriel Collison, Trustee
SECONDER: Bob Israel, Trustee
AYES: Frum, Ciesla, Israel, Collison, Han, Ross, Hebl
3. PUBLIC COMMENT TIME
4. DISCUSSION TOPICS
A. Draft 2021-2025 Capital Improvement Plan (CIP)
Iwona Petryszak, Deputy Chief Financial Officer, stated that documents contained within the packet provided at tonight’s meeting help to plan and anticipate the Village’s future capital needs. The Capital Improvement Plan “CIP” is used for planning the capital part of next year’s budget. The budget will not be approved until March 2020. Deputy Village Manager and Chief Financial Officer Jeff Rowitz noted that Madeline Farrell, Assistant to the Village Manager, was not at tonight’s meeting but contributed to the document.
Deputy Manager and CFO Rowitz noted that the CIP does not include any costs for Grainger and the downtown study. Deputy Manager and CFO Rowitz stated that the downtown study was just recently completed. Prior discussion took place regarding the Grainger property. Direction from the Board is that the Grainger property will not be considered for municipal use. Some maintenance numbers for facilities are included, but not costs associated with any new facilities. Trustee Israel stated that under facilities, the police station standard maintenance is continuing for the next two years, but after that time, it is anticipated we would be planning for a new or remodeled facility. Trustee Ciesla questioned the repair costs of almost $800,000 for the police station and Fire Station 11. The parking lot at police is $318,000, server room and gun range is $48,000, stair rail is $12,000, trench drain is $63,000. For Station 11 Bay steel column is $63,000 and Admin wing HVAC cost is $271,000. Trustee Ciesla stated that this is worth more of a discussion. Village Manager Nahrstadt stated that it has not been identified if Station 11 will be moved. He stated that the numbers would be honed down for the budget. Trustee Ciesla asked if there was an option to move administration out of the building, and use the space for changing quarters, locker rooms and sleeping facilities. The answer was that it was one of the possibilities and was talked about when Grainger was discussed. Something still needs to be done regarding HVAC. President Frum asked for an update before the budget. Village Manager Rich Nahrstadt stated that the team will be put back together. His team had tried to find suitable buildings that were out there but now staff needs to be more specific and get more specific timing. He stated that he will have information before the budget.
Ms. Petryszak stated that the FY 2019/20 budget includes about $14.5 million of capital projects. Storm water and water fund projects account for about 65% of the total. $2 million was budgeted for infrastructure/capital projects. Asphalt streets include Bacardi Circle, Woodlawn and Penfold that are essentially complete. Concrete streets include Heathercrest East subdivision reconstruction that has been completed. Skokie Valley Trail engineering design work is being done this fiscal year and will continue next fiscal year. The Central Business District and Shermer Road Bridge improvements were done last year and wrap up was just completed.
Storm water projects are budgeted at about $2.1 million. Property easement acquisition for Surrey will be done in the current fiscal year and construction in the next fiscal year. Design and final engineering for Wendy Drive will be done in the current fiscal year and construction in the next fiscal year. Blackthorn, Dehne and Long Valley Drive construction is almost all complete. Other storm water projects completed in current fiscal year include Northbrook East Subdivision, scheduled vehicle replacements. Dehne/Glendale Roads were started the last fiscal year and wrapped up in the current fiscal year. Projects that will continue into 2020/21 are Brittany Road, the Second Street culvert and design work for Landwehr Road/Sunset Trail.
Water fund capital projects are budgeted at approximately $7.2 million. Woodlawn, Penfold Place and Dundee/Lee Road water mains are complete. Dundee at the railroad tracks and Deerfield interconnect design work will continue to the next fiscal year. Cedar Lane tower painting will be done in the current year. Facility improvements and water plant construction projects, pump component replacement, and scheduled vehicle replacements will happen as scheduled.
President Frum asked when the two-zone system was coming online. Deputy Public Works Director Matt Morrison stated that the tower will come on line at the end of December and the two- zone system should be fully functioning by late spring.
Trustee Hebl asked for an update on the Dundee Road/Lee water main. Public Works Director Kelly Hamill stated that the project is still on target. Dundee Road is scheduled to open December 9. President Frum asked if the information could be put on social media. Village Manager Nahrstadt stated that paving will begin next week. He will put something out on social media and the Village’s web site. Lee Road will not be finished.
Sanitary sewer fund is budgeted at about $440,000. Projects include sanitary sewer and manhole lining and rehabilitation. Manhole lining is proceeding as scheduled. The Dundee/Lee main replacement will be completed as scheduled. The inflow/infiltration program is almost done. Lift station generator replacement and vehicle replacement is proceeding as scheduled.
The General Fund includes $2.7 million of capital projects. All projects are expected to be completed in the current fiscal year.
The FY 2021-25 summary for all funds, total expenditures for the next five years is approximately $50 million. The infrastructure, storm water and water funds are about 63% of the total expense. The General Fund is about 33%.
The totals for the current debt schedule were updated for the 2019 bonds which were just issues last week. Due to favorable interest rates, the bonds covered funding for two fiscal years’ worth of projects, current fiscal year projects and 2020/21 projects. A line was included in the schedule to show estimated bond payments for capital projects included in this year’s CIP.
President Frum asked about motor fuel tax increases and questioneded if we would receive more money this year. Ms. Petryszak stated that it was expected to double. The motor fuel tax was considered when asphalt projects were put in the current CIP.
The 2020/21 summary is projecting about $10 million worth of capital projects. Infrastructure, storm water and water funds account for about 63% of the total. The general fund is about 33%. Capital construction projects in the infrastructure fund for 2020/21 are about $2.1 million. Asphalt and concrete streets, account for about half of the total cost. Other projects include, design and engineering for the Skokie Valley Trail, bicycle and pedestrian improvements and about $260,000 in sidewalk improvements.
Erik Jensen, Assistant to the Village Manager-Public Works, stated each year asphalt street reconstruction and rehabilitation projects include rating streets and identifying those that are in poor condition and have many failures. A scale using the number 1 through 5 is used to rate each street and those ratings are used to help plan the work included in the CIP. In the coming year, none of the projects are tied to water main projects. Beginning next year, bicycle and pedestrian improvement projects will also be partnered with other construction projections. Next year’s concrete rehabilitation program will focus on Sunset Fields Subdivision. The Village is partnering with Cook County in trying to connect the Skokie Valley Trail with the other trails. A bridge spanning Lake Cook Road has design and engineering in 2020/21 and construction in fiscal year 2022/23. Total cost is $2 million with a grant for 80% of the total. Village Manager Nahrstadt stated that Northbrook has the right-of-way but a small section is owned by Northfield. If the trail cannot be completed through Northfield’s section, Northbrook has a work around using the existing bicycle lanes on Happ Road.
Bicycle and Pedestrian Improvements were outlined for the next five years. For 2020/2021 there are two projects identified for funding. The first project is Farnsworth, Birch, Koepke, Miller, Bicycle Boulevard and overlaps with concrete projects for next year. The second project is the Shermer Road dedicated side path project. It has been split into three phases with design in 2020/21, property acquisition in 2021/22 and construction in 2022/23. Trustee Israel inquired about CMAP funding. Mr. Jensen stated we would continue to seek additional grant funding.
2020/21 Storm fund projects are $1.6 million and include construction on Brittany Road, Wendy, and Second Street culverts, Surrey Lane and Voltz Road. Trustee Israel stated that storm water management drops off after year two. President Frum wants to ask the Stormwater Management Commission if another addendum to the Master Stormwater Management Plan is needed.
The first project constructed next year will be Brittany Road stormwater project. As part of this project, the existing 1966 cast-iron main on Brittany will also be replaced. Surrey Lane will include draining the cul-de-sac. Seven properties currently experience flooding. Wendy Drive involves adding additional storm system capacity on Wendy Drive to alleviate flooding impacts on ten properties. The Second Street culvert replacement project was continued from the current year in order to obtain additional easement. The Voltz Road project was recommended to be added by the Stormwater Commission earlier this year.
Ms. Petryszak stated approximately $2 million of capital projects are projected for the water fund in FY 2020/21. Included are the Water Plant roof, disinfection system, water plant lift pumps, and dump truck. The rest of the design for Brittany Road will take place in 2020/21 and construction in 2021/22. The design for the Dundee Road at the Metra railroad project will be completed in fiscal year 2020/21 with construction following in 2021/22. This project may require lane closures but will not result in the full closure of the road. The Deerfield Interconnect design will take place in 2020/21 and construction in 2021/22. The construction cost is unknown at this time and will be determined following the design work. Engineering and installation costs will be split between the two villages.
Sanitary Sewer lining of the area generally located around the intersection of Church Street and Walters Avenue for 2020/21 is projected to cost approximately $270,000.
The 2020/21 General Fund includes about $3 million in capital projects and approximately one half is facility improvements. General fund vehicle replacements include two heavy duty trucks at $200,000 each an ambulance, cyber security enhancements and other Information Services related improvements.
Mr. Jensen, stated that Facility improvements are focused on maintaining the buildings as they currently exist and incorporating sustainable practices where possible. This included kitchen hoods at Stations 10 and 12 and funding for the Village Hall to add insulation in the attic to maintain heat in the winter. Trustee Ciesla asked if the focus is using the most efficient material versus something that is merely adequate. Trustee Ciesla urged that efficiency be taken into account. Trustee Ciesla inquired about green building standards and asked for a tool to measure as a benchmark.
Items in the 2020/21 Parking Fund include resurfacing the east commuter lot and completing the Americans with Disabilities Act improvements recommended in the facility study. Currently, parking fund reserves are low. Village Manager Nahrstadt stated that recommendations from the bicycle and pedestrian plan will also be incorporated into the budget. Trustee Israel wants the parking fund to be self-sufficient. Trustee Hebel asked for signage that lets the public know that parking is free after 10:00 a.m. and that there is public parking after 5 or 6 p.m. She would like the lots well marked. Trustee Ciesla inquired about premier parking. President Frum asked that strategies be ready prior to the budget.
Trustee Ciesla asked about green initiatives and if any of the Village’s vehicles were electric or green. She asked that options be explored for the future. Village Manager Nahrstadt will look at the entire fleet and will identify operational efficiencies for sustainability. He will speak with the fleet maintenance supervisor. Trustee Israel stated that the Village owns better quality vehicles and should re-evaluate the replacement schedules that are in place.
Ms. Petryszak stated that FY 2021/22 estimates about $12 million in capital projects. Storm water and water account for about 41% and the General Fund accounts for approximately 45% of the total. Facilities projects are about $3.3 million. Self-contained breathing apparatus for about $900,000, and alarm monitor transceiver of approximately $420,000 are also included. Mr. Jensen, described other main projects, including the Willow Creek Subdivision, which will have street surfacing, water main replacement and stormwater project components. Mr. Jensen described how the work would be coordinated. The Landwehr Road/Sunset Trail project’s estimated construction costs are $1.175 million.
Mr. Jensen described the bicycle and pedestrian projects to be completed in FY 21/22, including the Kingston Road/The Strand bicycle boulevard and the property acquisition phase of the Shermer Road side path project. The First Street/Center Avenue project focuses on improving drainage of ten properties. There will be additional design on the Landwehr/Sunset Trail intersection for 2020/21 and construction in 2021/22. Facilities will focus on energy and functionality. A recommissioning project is planned for Village Hall’s HVAC system, which will allow the system to be better regulated and more energy efficient. Projects focused on functionality include reroofing and replacingtheexistingyardfencingatthePublicWorksCenter.Ms. Petryszak stated that summary for FY 2022/23 includes about $10 million worth of capital projects. Infrastructure and water funds account for 65%. The General fund is 27%. General Fund projects include facility improvements in the amount of $1 million, a dump truck, street sweeper and a medium size ambulance. Ambulances are kept for six years on the front line and four years as reserve. Infrastructure projects include Shermer Road and bicycle and pedestrian improvements.
Mr. Jensen stated that in FY 2022/23 the Shermer Road side bicycle path will be constructed. Huehl Road will have a side path constructed. The Shermer Road asphalt rehabilitation project will take place in conjunction with the side path construction. The Moonhill, Shabonee, White Mountain Bicycle Boulevard will be constructed. Facility Improvements include replacing the fire alarm panel system at the Village Hall and HVAC at the fire stations.
The FY 2023/24 capital projects are approximately $10.6 million. Infrastructure and water fund account for 73%. The General Fund is 23%. The work in this year has been scheduled so that water main work will be coordinated with both the asphalt and concrete street rehabilitation projects for B.
the same year. Further, Skokie Boulevard will be resurfaced from Lake Cook Road to the Village’s southern limit. The existing Waukegan Road water main will be replaced with a 12-inch main. Facilities Improvements include trench drains that will be replaced. Lighting fixtures will be replaced with LED.
Summary for fiscal year 2024/25 shows estimated expenditures of about $8 million. The infrastructure and water funds are about 55% and the General Fund is about 40%. General Fund includes facilities improvements, ambulance, dump and fire truck replacements. Other projects include the Northbrook Highlands subdivision asphalt streets and water main replacement and the concrete street reconstruction and rehabilitation in Sky Harbor. Facilities functionality includes industrial ceiling fans. Energy efficiency includes fire station window retrofits.
Village Manager Nahrstadt stated that there are always variables but the plan identified most everything that needed to be addressed. Village Manager Nahrstadt was urged to explore adding a side path project to Waukegan Road in FY 2023/24 and to keep up the funding on the Master Bicycle and Pedestrian Plan. It was stated that it would be great if the two could be worked on together.
Trustee Han urged the use of more trees for stormwater. Trustee Israel would like to see data on rain gardens. Trustee Ciesla suggested seeking grant money or working with a university. It was suggested to put signage by the Village rain garden.
2019 Property Tax Levy
Deputy Manager and CFO Rowitz explained the Board will review and approve the property tax levy at the December 10th meeting. Staff is looking for guidance from the Board. The Levy process needs to be discussed 20 days prior to adoption and there needs to be a public hearing. The proposed levy reflects a total increase of 11.37%. This is mostly attributed to increased contributions to our police and fire pensions in accordance with recommendations from the bond rating agencies that we fund our obligations more aggressively than required by State law, and a planned increase in our required debt service payments on previously issued bonds.. We have until the end of March to pass any abatements. A motion was made by Trustee Israel and seconded by to approve the levy as presented. The motion passed by voice vote. Deputy Village Manager and CFO Rowitz will prepare an ordinance for December 10th and will prepare the required notices.
5. OTHER BUSINESS
None
6. ADJOURN
Trustee Ciesla moved, seconded by Trustee Collison to adjourn the meeting at 7:22pm. The motion passed by a voice vote.
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