Agenda Cover Memorandum

Transcription

1 Agenda Cover Memorandum Meeting Date: May 9, 2016 Meeting Type: COW (Committee of the Whole) City Council Budget Workshop tem Title: Action Requested: Sidewalk Replacement Program Cost Share Approval For discussion Feedback requested For your information Staff Contact: Wayne Zingsheim, Director of Public Works Phone Number: 847/ Address: Background: The Sidewalk Replacement Program cost share was discussed at the March 28, 2016 Committee meeting at which time staff was directed to bring this back for discussion at a Public Works Committee meeting. Attached is the packet information from the March 28 meeting, as well as minutes from that meeting. After discussing this matter Alderman Shubert, several questions were raised by Alderman Mazzuca: 1. Why was staff recommending a 0% cost share for residents before a survey was ever done? Staff was aware that the city paid 100% in Des Plaines, Morton Grove, Mount Prospect, Wheeling and Skokie. Also a resident of Park Ridge, who works in Des Plaines, came to a public meeting several years ago and made these comments. 2. Why does staff think that a 0% cost share is more equitable to all our residents than the current 50% cost share? Why is it fair to have the 1/6 of all residents who are ineligible for the benefits of this program, as they live in private property areas, subsidize a 0% cost share for the other 5/6? The main reason that a 0% cost share is equitable is that the city has to defend itself against trip and falls on public sidewalks, hence our replacement program. Private property owners would also pay for that defense through their property taxes. 3. The current resident share is 50% for materials and 100% for administrative costs. f the cost share percentage is changed, will CPS 26 need to be changed as well to reflect the way staff has been calculating costs? True, administrative costs are paid thru the cost share and CPS 26 could be changed if the City Council feels it is necessary. 4. As a policy matter, should the cost share change be based on the condition of the sidewalk being replaced? Homeowners having voluntary squares done are usually doing so for aesthetic reasons (pitting, off color, hairline cracks that are not a hazard). The city should only be paying for squares determined to be hazardous or are in danger of becoming so. Budget mplications: Does Action Require an Expenditure of Funds: Yes No f Yes, Total Cost: $ f Yes, is this a Budgeted tem: Yes No Requires Budget Amendment f Budgeted, Budget Code (Fund, Dept, Object) Attachments: NWMC Survey from April 2016 Minutes of March 28, 2016 Committee meeting Packet from March 28, 2016 Committee meeting Rev 03/01/2013

2 Public Sidewalk Replacement Survey April2016 Does your community have a city resident cost share for public sidewalk replacement? Municipality Yes. No, the City pays 100% f yes, what is the split? Arlington Heights No, the City pays 100% Bannockburn No, the City pays 100% Barrington No, the City pays 100% we will replace damaged/detenorated sidewalk at 100% Village cost but if residents want other Bartlett Yes. sections replaced we share in the cost at he Village rev1ews and 1t 1t warrants replacement the Village will pay up to the Buffalo Grove Yes. Village's current contract price for replacement. Carpentersville No, the City pays 100% Des Plaines No, the City pays 100% Evanston Yes. 50% City share 50% resident share. Fox Lake No, the City pays 100% Glencoe No, the City pays 100% Glenview No, the Ci!Y_J>ays 100% The Village will invoice each property owner for Grayslake Yes. 50% of the cost of their sidewalk portion. Hoffman Estates No, the City pays 100% 1vve usea to sena out voluntary aonauon letters but the calls we received complaining about us asking for funding caused us to fade out the Kenilworth No, the City pays 100% program over the course of three years. Lake Forest No, the City pays 100% Lake Zurich No, the City pays 100% Lincolnshire No, the Ci!y_pays 100% Morton Grove Yes. 50/50 1 ne resident pays approximately 50% ot tne cost of the concrete only. The Village pays the remaining cost of the concrete and any other pay Mount Prospect Yes. items that are part of the contract. Niles No, the City pays 100% lbu/ou tor res1aent wantmg s1aewa1ks rep1acea because of aesthetics. Village pays 100% for all other sidewalk Northfield Yes. replacements. lilt: VCYt:.;UUU.;ll) Cl CL.CUUU:> vov replacement program to address offsets greater than 7/8". This is fully Village funded by the Village on a 7 year cycle. Should there be a defect in an area not being treated by the fully funded program, residents can accelerate replacements for qualifying sidewalk squares at Palatine Yes No, the City pays 100% a 50/50 cost share. Park Ridge Yes. 50/50 Rolling Meadows No, the City pays 100% Skokie Yes. 50/50 Streamwood No, the City pays 100% Vernon Hills No, the City pays 100% -Wheel inn No, tl'le City-pays ~QQ% Wilmette No, the City pays 100% Winnetka No, the City pays 100%

3 March 28, 2016 Minutes for the Committee of the Whole meeting (Cont.) City Attorney Tappendorf said they have discussed this item at prior meetings and there are a couple of changes. She said they added a super majority vote for Council to overturn a negative vote. She said the chart in the memo had been updated. Motion carried, by voice vote, 6-0. Ald. Van Roeyen was absent. B. Discussion tems 1. Cost of Sidewalk Replacement Program in FY16 City Manager Hamilton said that Public Works Director Zingsheim put information together on the history of sidewalk replacement. Staff's recommendation is to pay 100% of the costs for mandatory replacement. Ald. Moran said he wouldn't propose any changes to the current program and that he does not support changing the cost of 100% for mandatory sidewalk replacement. Ald. Shubert felt this item should be discussed at a Public Works Committee of the Whole meeting. Ald. Mazzuca said he was fine with moving the item to a Public Works meeting. 3. Training for Boards and Commission volunteers Director Testin said that Council wanted staff to bring information in so that they could discuss the item. He said the next two months will be spent implementing training sessions, with a refresher course every two years depending on turnover. Ald. Mazzuca felt that because the Mayor's Advisory Board meets regularly that the training should be done annually as opposed to every two years. City Attorney Tappendorf said the materials are mainly for P&Z and ZBA, noting that for these two commissions it is important for new members to get trained. She said that some of the other commissions don't need specific types of training other than OMA and FOA. She felt they should move forward to get the training completed for the two commissions. Ald. Mazzuca said his preference is to train P&Z and ZBA first and to train them annually, then to train the rest of the commissions. Ald. Knight asked if they could get a sample of the type of training that other communities have put together for their commissions. Ald. Milissis agreed that a lighter version of training for other commissions on an annual basis such as ethics and OMA would be ideal. Ald. Mazzuca said there was consensus to get P&Z and ZBA started with their training right away, then to train the other commissions with a lighter version of what P&Z and ZBA will get. C. Upcoming P&R tems 1. Future P&R agenda recommendations ~-~ A:ld~Mazzac-a-s-aic:tth--a-Csole source was removea-for tllis meeting ana will come oacl< penaingtn=e~~~ ~ Finance Department's availability. V. New Business None. V. Adjournment The meeting was adjourned at 9:24p.m. Page 9 of 9

4 CTY OF PARK RDGE PUBLC WORKS MEMORANDUM DATE: March 15, 2016 TO: Acting Mayor Maloney and Members of the City Council FROM: Wayne Zingsheim, Director of Public Works RE: Cost of Sidewalk Replacement Program in FY16 The annual Sidewalk Replacement Program is based on Council Policy #26, a copy of which is attached. The mandatory squares meeting the specified criteria are replaced at a 50/50 cost share between the abutting property owner and the City. n accordance with the llinois Municipal Code, Division 84, entitled "Sidewalk Construction and Repair, 65 LCS 5/ et seq.", the City enacts an ordinance requiring the mandatory sidewalks to be repaired. Under the law, the resident is given the option to repair the sidewalk to City specifications within 30 days or to pay the City the cost to repair the sidewalk. f they opt to make the repairs themselves, a $75 right-of-way permit is required. As the sidewalk square being replaced abuts their property, the owner is benefited most by this improvement and the general public secondarily. Hence, the cost share approach to sidewalk replacement. The administrative costs associated with the Sidewalk Program are estimated at $25,500, or approximately $28 per square based on the replacement of 900 squares per year. n FY16, the resident portion to replace a mandatory sidewalk square was $95, including their share of the administrative costs detailed on the attached sheet. These costs include the development of an Ordinance, billing, mailings, processing of checks and 5-year payment plans, and general inquiries on the program. Attached is a Council memorandum for the June 1, 2015 meeting showing how the $95 cost share charge was determined. n actuality, the City was billed $ per square for the 2015 program and replaced a total of 795 squares. The City has replaced many of the squares rated Priority A and B (as defined in CPS #26) and has now begun to see a decrease in these squares. n FY16, the City replaced a total of 795 squares, 504 of which were deemed to be mandatory, 14 were voluntary, and 245 were city squares. The total number of city squares includes cornerstones (195} that the City is replacing over time to make them ADA compliant and are being done at 100% City cost. n FY16, the total resident cast was $47,880. Of the 504 mandatory cost share squares, 91% of the residents paid their share of the mandatory squares in full, 6% of the residents opted for payment over 5 ~ ye-ars;-wittr3% making no paymenrto aate Staff has, in the past, raised the question of the City paying 1 00% for mandatory sidewalk replacement squares. At this time, staff recommends that the Council consider replacing all sidewalk squares that are deemed to be mandatory at 100% City cost. Of course, voluntary squares would remain at 100% cost to the property owner. Attachments Our Mission TH C'TY OF PARK RDGE S COMMTCP TO P~OVD NG E~CEUENCE itj CTY SERVCES t> ORDER TO UPHO~O A HGH OUA~iTY OF l.fe'. SO OUR COMMUt,lTY AEMA. NS A WONOERf"Ul PlACE TQ i VE M;[) WORK

5 ~ Agenda Cover Memorandum Meeting Date: June 1, 2015 Meeting Type: tem Title; 0 COW (Committee of the Whole) ~ City Council 0 Budget Workshop Final reading of an Ordinance establishing the 2015 list for Mandatory Replacement of Defective Sidewalks Action Requested: Staff Contact: Phone Number: Address: ~ Approval 0 For discussion 0 Feedback requested 0 For your information Sarah Mitchell, City Engineer 847/ smitchel@parkridge.us Background: This Ordinance is for the mandatory replacement of sidewalk squares at a cost share between the City and the resident. The mandatory sidewalk replacement list was determined by a citywide survey. These are squares (5' X 5' = 1 square) at locations identified as "Priority A" per Council Policy Statement #26- Sidewalk Maintenance and described as follows: Priority A- Cracks greater than 1 1/8" in width or 1 1/8" vertical separation between squares or cracks within the same square. Excessive scaling or pitting. Sections of broken walk may be lifted out. Cross-slope exceeding 8%. Sidewalks n this condition are placed on the mandatory replacement program. Large vertical offsets may be patched with asphalt immediately. Any voluntary squares will be done at 100% resident cost. Appendix A listing the addresses of the mandatory squares has been included with the Ordinance. The Mandatory Sidewalk Ordinance states that property owners be given thirty (30) day notice prior to beginning the project; this notice is given by sending them an invoice for the planned work. The Procurement Officer has now scheduled a bid opening on June 9, 2015 for the Sidewalk Replacement Program. A Special Committee of the Whore meeting has been scheduled for June 15 a~6:45 p.m. to approve the contract. At the May 11 meeting, staff was asked to substantiate administrative costs. This information was provided at the May 18 meeting. At that time staff was asked to provide information about the timeline for the sidewalk program, as well as additional information regarding the cost-share amount. ----~---Aiderman-Mazzcrccn>tatect-artlle last meeting tnartne contract cosffor a siaewall< square last year was approximately $110. A chart was provided showing estimated administrative costs at $28.26 per square. Last year, residents with mandatory replacement squares were charged $85 for their share. Per Council Policy Statement #26, "the property owner pays approximately 50% of the cost in the replacement year." Using this methodology, 50% of the $110 contract cost plus the administrative costs would come to $83.26 ($ =$83.26). The $85 per square billed was an estimate at the time of the ordinance. This year concrete is estimated to increase approximately 20%, bringing the cost per square to about $132, or $66 per square for the cost-share for mandatory replacement. Assuming administrative costs remain the same, the cost per mandatory square is estimated at $95 ($66+$28.26=$94.26). Attached is the requested timeline showing key activities for the Sidewalk Replacement Program. Page 1 of 2

6 Agenda Cover Memorandum This Uem was presented as an Action tem at the Committee of the Whole on May 11, 2015, at which time the Committee approved the motion by a voice vote of 6-1 with Alderman Mazzuca being the nay vote. t was approved by a ron call vote of 6/1, with Alderman Mazzuca being the nay vote, by the City Council on May 18, 2015, Recommendation: Final reading of an Ordinance establishing the 2015 list for Mandatory Replacement of Defective Sidewalks. Budget mplications: Does Action Require an Expenditure of Funds: f Yes, Total Cost: f Yes, is this a Budgeted tem: f Budgeted, Budget Code (Fund. Dept, Object) DYes $ DYes ~No 0No Attachments: Ordinance Program timeline Page 2 of2

7 TMELNE FOR 2015 SDEWALK REPLACEMENT PROGRAM Mid March thru mid May April- May Mid May May 11 Mid May May 18 Late May June 1 Week of June 2 June9 June 15 Mid June Mid July Survey all public sidewalks, mark mandatory squares, develop list, field resident inquiries regarding program and requests for replacement. Prepare specs and bid documents Prepare GS map of squares Begin Ordinance process at COW meeting Begin verifying property ownership for invoicing. Prepare Final Ordinance, including Exhibit A. First reading of Ordinance at City Council Advertise Bid Final reading of Ordinance for Approval Prepare and mail letters and invoices for mandatory squares. Per Ordinance residents have 30 days to replace squares on their own {permit needed). Bid Opening Special COW meeting to approve contract. Council approval scheduled for same night. Mail letters to those residents who have expressed interest in the voluntary sidewalk program (100% resident cost). Construction can begin any time after 30 days from invoicing residents for mandatory squares.

8 ~--~--~,-~- : --~---~--~-----' Estim~ted Administrative Costs associated with the Sidewalk Program Staff Task! Hours Salary/hour Total Admin Assistant Veri~ property ownership for invoicing (agailjlst Permits Plus, Tax Bill, Recorder of Deeds) 15 Prepare letters to be sent with invoices explaining program's criteria & paym~nt options 20 Prep~re invoices for each property (approximately 200) 15 Coor~inate mailing 10 Colle~t track payments /work with Finance on payment processing 20 Proc~ss any changes to invoices 10 Handle resident inquiries such as why they are being charged, neighbors wanti~g wants their sidewalks done as well, requests for additional work, paym~nt options, vandalism 30 Track,ng 5-year payment invoices (ongoing over 5-years} 10 Offic~ liaise with Engineering Tech in field 15 Total 145 $28.27 $4,099.15' Engineering Tech Surve~ approx. 226,000 sidewalk squares throughout the City 220 Download GS data, mapping, generate spreadsheets for invoicing purposes & field ~se 80 Take resident calls, check their concerns & analyze potential trip hazards 180 Time $pent with contractor during construction & handling residents issues during construction period 160 Total 640 $31.31 $20, i Ass't to Director Contr~ct development. resident inquiries, payments 15 $34.79 $ City Engineer Contr~ct development, processing of invoices 15 $51.80 $ TOTAL ADMNSTRATVE!COSTS $25, $25.4? squares = $28.26 per square lthis cost does not include Finance staff time processing payments & late notices

9 COUNCL POLCY STATEMENT Policy No. General Subject: Specific Subject: Date Approved: Date Revised: 26 Public Works Sidewalk Maintenance March 19, 990 February 1, 1993 PURPOSE To provide payment options to the property owner in the event of mandatory sidewalk replacement. Also, to provide a share-the-cost voluntary non-mandatory sidewalk replacement program. RATONALE The City shares the cost of mandatory sidewalk squares because of the need and public benefit if the property owner cooperates by participating. Uncooperative property owners will bear the entire cost of the replacements under the terms of Chapter 65 llinois Compiled Statutes, Act 5, Article 11, Division 84. Because of limited public funds voluntary replacements beyond a designated minimum number should be limited to squares in physical need of replacement. POLCY STATEMENT MANDATORY PROGRAM: n the public interest and general welfare, sidewalks that are determined in need of mandatory replacement shall be removed and replaced. The criteria used in defining sidewalk conditions are: Priority E 1 2 No cracks or vertical offsets between squares. No scaling or pitting. Priority D 3 4 Some hairline cracks or cracks less than 1/8" wide, and less than 1/8" vertical differential between squares or cracks within the same square. Some scaling or pitted surface conditions may exist. Priority C 5 Some cracks 1/8" to 3/8" wide and between 118" and 3/8" vertical separation between squares or cracks within the same square ~~---6~~Some-sGaling-or-pitted-smfaee-eondi-tions-may-e~ist-.---~~-~--~-----~-~ -- - CPS26-1 of3

10 Priority B 7 8 Cracks greater than 3/8" wide and greater than 3/8" vertical separation between squares or cracks within the same square. Significant scaling or pitting of surface. Broken sections of walk. Cross-slope of 5/8%. May be placed on mandatory Replacement program if sufficient funds are available. Priority A 9 Cracks greater than 1/8" in width or 1 1/8" vertical separation between squares or cracks within the same square. Excessive scaling or pitting. Sections of broken walk may be lifted out. Cross-slope exceeding 8%. Sidewalks in this condition are placed on the mandatory replacement program. Large vertical offsets may be patched with asphalt immediately. The City for many years has encouraged voluntary participation in a share-the-cost sidewalk program. However, participation by some of the most needed sidewalk replacement areas has not occurred. Therefore, under this policy, sidewalk in need of mandatory replacement as determined by the Public Works Department and approved by the Council will be removed and replaced. Prior to any work, the property owner will be provided with a letter describing the program and payment options. Option The property owner pays approximately 50% of the cost in the replacement year. The City will contribute the remainder. Option 2 The property owner pays 100% of the cost plus 6% annual interest, which may be spread over a five (5) year period beginning in the replacement year. n no case shall the property owner be responsible for cost in excess of 10 squares of mandatory sidewalk replacement. (A square is considered one 5' by 5' section.) This represents an average 50' lot width. VOLUNTARY PROGRAM As an incentive to non-mandatory sidewalk replacement, the City annually offers a share-the~cost replacement program. The property owner and the City share the cost approximately The property owner is allowed to replace a maximum of 8 squares of his choosing. Additional share~ the-cost squares may be replaced if requested, if the condition of all squares meets a minimum 5 rating (Priority C) on the priority scale. The City will investigate all voluntary sidewalk replacement requests that exceed 8 squares. CPS26-2 of3

11 The city will not participate in the cost of squares over 8 in number that are not at least rated 5 (Priority C). Property owners may have these squares replaced but at 100% their cost. Applications for the program are accepted each spring until the program is fully subscribed. CPS26-3 of3