^Libertyville spirit of independence

Transcription

1 ^Libertyville spirit of independence VILLAGE OF LIBERTYVILLE BOARD OF TRUSTEES COMMITTEE OF THE WHOLE MEETING AGENDA March 12, :00 P.M. Village Hall Board Room 118 W. Cook Avenue Libertyville, IL Roll Call 2. Approval of Minutes 3. Storm Water Utility Fund Concept 4. Other Items 5. Adjournment Any individual who would like to attend this meeting but because of a disability needs some accommodation to participate should contact the ADA Coordinator at 118 West Cook Avenue, Libertyville, Illinois (847)

2 ^, LibertyviIIe spirit of independence MEMORANDUM To: Mayor & Village Board of Trustees From: Ashley Engelmann, Deputy Village Administrator ^ Date: March 6, 2019 Subject: March 12th Committee of the Whole Agenda Storm Water Utility Fund Conceot At the February 12, 2019 Committee of the Whole meeting staff presented the concept of utilizing a mapping consultant to obtain impervious surface area calculations for each property within the Village to form the basis for establishing a stormwater utility fee. Several follow-up items were requested during the meeting. Staff has researched the requested information and recommends moving forward with obtaining impervious surface calculations for each property in the Village. Attached is a memorandum which further details the requested follow-up information. Please feel free to contact me if you have any questions in advance of the meeting. Village Hall 118 West Cook Avenue Libertyville, Illinois (847) (847) 362/9453 fax www. liberty ville.corn

3 DRAFT VILLAGE OF LIBERTYVILLE BOARD OF TRUSTEES Committee of the Whole Febmary 12,2019 President Weppler called to order the Committee of the Whole Meeting at 7:00 p.m. in the Village Hall, 118 West Cook. Those present were: President Terry Weppler, Trustees Donna Johnson, Richard Moras, Jay Justice, Scott Adams, Peter Garrity, and Patrick Carey. All Village Departments were represented. APPROVE MINUTES OF DECEMBER 11, 2018 Trustee Garrity moved to approve the minutes of the December 11, 2018 Committee of the Whole. Trustee Johnson seconded, and motion carried on roll call vote as follows: AYES: Trustees Johnson, Moras, Carey, Justice, Adams and Garrity NAYS: None ABSENT: None STORMWATER MANAGEMENT PLAN UPDATE Village Administrator Amidei reported that staff has developed a dedicated webpage for the public to view to obtain information regarding the stormwater projects that are recommended within the draft plan. Village Engineer Jeff Cooper noted that in an effort to keep the study moving along while the draft plan is being finalized the webpage was created to share information with the public and to direct the public to when questions arise. The webpage was displayed during the meeting. The webpage is set up so that there is one landing page which identifies all of the recommended flood reduction projects. There are links to each project to obtain further information such as project descriptions, anticipated cost and maps of the project impact. The website also acknowledges that funding mechanisms are being discussed and that a stormwater utility fee is being contemplated. Engineer Cooper noted that it is anticipated that the draft stormwater master plan should be finalized in the next 3-4 weeks. He summarized the structure of the draft report for the Board. Administrator Amidei noted that once the plan is in final draft form it will be presented to the Board and then a resolution to adopt the plan would be placed on a subsequent meeting agenda. She also noted that two flood reduction projects are included in the draft FY 19/20 budget which are the Charles Brown Reservoir project and the Rockland Road

4 COMMITTEE OF THE WHOLE/Febmary 12, 2019 Page 2 Sewer Project. Engineer Cooper noted that these projects will have a large impact on the system. Administrator Amidei stated that staff has been reviewing the concept of developing a stormwater utility fee and the different ways in which one can be calculated. She also noted that staff has been working with a mapping consultant to obtain a quote for impervious surface area calculations for each parcel in the Village. The concept of utilizing zoning has been shifted to impervious surface area, as zoning in the Village would present a challenge with placing properties in the proper fee categories. Administrator Amidei stated that staff contacted MGP, the GIS Consortium consultant to review options for obtaining impervious surface calculations. At this time Administrator Amidei asked Deputy Village Administrator Engelmann to explain the proposal. Deputy Administrator Engelmann stated that aerial photography is available through Lake County which can be further processed to obtain impervious surface calculations for each property. Once those calculations are completed they need to be attached to each address in the community. The cost to complete the work is $90,000, with $85,000 to Ayres and $5,000 to MGP. Approximately $6,000 will be saved due to the fact that the flyover to capture the data has already been completed. There is also a savings in time as the next flyover would not be able to occur for months, weather permitting. Discussion ensued. The Board requested additional information on available data from other communities that have implemented stormwater utility fees and how they obtained their impervious surface calculations. In addition, it was requested that staff provide information on the difference between using basic available aerial data and what would be obtained from the advanced data. As the discussion continued staff noted that there would be value in having the advanced data beyond the impervious surface calculations as it will assist the Village with developing the overall GIS system. Additional information was requested regarding the benefits for the overall system. It was determined that staff would return with the requested follow-up information. IMPACT FEES COMPARABLES/REVIEW Community Development Director Spoden presented the item. Staff completed a review of impact fees collected by area communities for comparison to the Village's existing fee structure. There are two main components to the impact fee structure. The first entails establishing a fair market value of an acre and the second if the fee is associated with that value. In reviewing the survey results it was found that the fees currently collected from the school are slightly below average and the fees collected for parks are slightly above average.

5 COMMITTEE OF THE WHOLE/ February 12,2019 Page 3 Staff recommended that since the impact fees are dependent upon the value of an acre that the Board direct staff to hire an appraiser to determine the current value. It was also noted that staff plans to continue to study impact fees to determine if there is an improved model on which to base the fees. The Board concurred with staffs recommendation. OTHER ITEMS Administrator Amidei stated that at a recent Libertyville Foundation meeting the concept was discussed to seek donations for fireworks through water bills. Discussion ensued and the Board directed staff to move forward with seeking donations on the water bill. ADJOURNMENT Trustee Johnson moved to adjourn at 7:52 p.m. Trustee Adams seconded, and the motion carried on a unanimous voice vote. Respectfully submitted, Ashley Engelmann Deputy Village Administrator

6 r^r-) a VILLAGE OF LIBERTYVILLE U y A F BOARD OF TRUSTEES '^> e/ 'tea ^ Committee of the Whole December 11,2018 President Weppler called to order a Committee of the Whole at 7:00 p.m. in the Village Hall, 118 W. Cook Avenue, Libertyville, IL. Those present were: President Terry Weppler, Trustees Donna Johnson, Richard Moras, Jay Justice, Scott Adams, Peter Garrity, and Patrick Carey. All Village departments were represented. MINUTES Trustee Johnson moved to approve the minutes of the October 30, 2018 Committee of the Whole. Trustee Adams seconded, and the motion carried on a unanimous voice vote. FOLLOW-UP DISCUSSION OF STORMWATER UTILITY FEE Public Works Director Paul Kendzior opened the meeting reviewing the evaluation of various options regarding a storm water utility fee, which would be required for generating the required revenue for the debt service associated with capital flood reduction projects and operation and maintenance expenses. Director Kendzior explained the current 2018 cost associated with the recommended flood-reduction projects is an estimated $45,500,000, and the current cost for operation and maintenance is an estimated $415,000. He noted the Stormwater Utility would be set up as an enterprise fund. He stated that once all of the bonds had been issued, the annual revenue for the new Utility is estimated to be $4,300,000, which includes the debt service along with operation and maintenance costs. Director Kendzior reviewed the preference to purchase the required bonds over a 15-year period with a gradual increase in the Stormwater Utility over a five-year period. The Village's consultant, Christopher B. Burke Engineering, Ltd. (CBBEL) established the ERU (equivalent residential unit) amount to be $31.54 after five years, with a beginning fee of $ The ERU is separated into two categories: residential and non-residential. The residential category includes: single-family, single-family attached, small apartment/condominium complex, and large apartment/condominium complex. The nonresidential includes: small, medium, large, and extra-large. CBBEL recommended $31.54/ERU as it is the most equitable distribution of the fee between residential and non-residential properties; residential properties make up 28% of the impervious parcel coverage, and non-residential properties make up the other 72%. Finance Director Nick Mostardo reviewed amortization options of20-years and 30-years as well as ramp-up options. He noted an estimated 3% increase in operation and maintenance costs. Trustee Moras stated he was comfortable with the estimated 3% increase since it is difficult to predict exactly.

7 COMMITTEE OF THE WHOLE/December 11, 2018 Page 2 Administrator Kelly Amidei noted that fees could be adjusted as the project moves forward. Any senior discounts or income-based discounts could be similar to those used for Lake County property tax relief. Director Mostardo suggested rebates could be applied for. President Weppler and Board Members discussed the need for fees to be equitable. They discussed the impact of impervious area as it relates to smaller homes/smaller lot sizes and larger homes/larger lot sizes. Trustee Johnson stated that all calculations should be easy to compute, and residents should easily understand the process. A second challenge President Weppler and the Board discussed was how the fee would be determined for owners versus renters. Administrator Amidei noted the fee would be billed through the water bill. President Weppler noted an owner of a building may have tenants with individual water meters. Director Spoden stated that land use must be considered as well: single family, townhome, multi-family. Trustee Johnson stated she did not want the fee to have a detrimental impact on growth. Director Kendzior noted that adjustments could be made to the fee categories. Examples could also be provided. Tmstee Moras noted an inherent unfairness. Trustee Garrity stated that no one in a residential category should pay more than $ President Weppler concurred, noting that a minimum fee should be established. Director Spoden asked if consideration should be given to those who provide their own detention. Director Kendzior stated that water would still be present and could enter the system. Administrator Amidei noted there could be an appeal process that would tie back to the impervious area. Director Spoden noted the need to tie fees with land use. Administrator Amidei noted that fees for R-7 and R-8 zoning would be refined. RANKINGS FOR PROPOSED FLOOD REDUCTION PROJECTS A proposed project-ranking table was presented and briefly discussed. Rankings were based on the number of structures and properties that would benefit and the elimination of arterial street flooding. President Weppler noted that a Committee of the Whole meeting would be held in January, and Village Staffs updates would be discussed. Trustee Moras noted the need for a clear communication strategy.

8 ADJOURNEMENT COMMITTEE OF THE WHOLE/December 11, 2018 Page 3 With no further business to come before the Committee of the Whole, President Weppler asked for a motion to adjourn. Tmstee Johnson moved to adjourn, Tmstee Moms seconded, and the motion carried on a unanimous voice vote at 7:50 p.m. Respectfully submitted, Sally A. Kowal Village Clerk

9 VILLAGE OF LIBERTYVILLE BOARD OF TRUSTEES B Committee of the Whole May 8, 2018 President Weppler called to order a Committee of the Whole at 7:00 p.m. in the Village Hall, 118 W. Cook Avenue. Those present were: President Terry Weppler, Trustees Donna Johnson, Richard Moras, Jay Justice, Scott Adams, Peter Garrity, and Patrick Carey. Church Street Parking Garage Sign/Streetlight Director of Public Works Paul Kendzior explained the use of the existing light pole with the addition of a 3'x6' sign indicating the new parking garage. He explained the location of underground utilities and overall costs prevented the possibility of new signage alternatives. Trustee Justice asked if there had been any issues with finding the Maple entrance, and Director Kendzior stated that he had not heard of anything. Director Kendzior explained that the pole would extend to 20 feet (as opposed to the current 13 feet), and overall anticipated cost would be $30,000. Advocate Condell Entryway Signage (Milwaukee Avenue) Director of Community Development John Spoden reported on a preliminary meeting with Advocate Condell regarding their request for new signage on Milwaukee Avenue. The Mayor asked for clarification on the height of signage and the need for a landscape plan. Trustee Johnson stated that the conceptual plan improves the area, but she stated the need for a full campus plan. She added that the rendering must match actual plantings and dimensions. Trustee Garrity stated that a comprehensive landscape plan is still required. He added that he liked the centered sign, but he expressed concern with many other outstanding issues. The Mayor noted his concern with precedent setting by allowing a sign in the roadway. Director Spoden noted that Advocate/Condell was asking for authorization to proceed with the plan. The Mayor stated the need for accurate renderings and a landscape plan. Trustee Adams expressed concern with the sidewalk completion along Milwaukee Avenue. Director Spoden explained that the Village had been working with IDOT and Advocate to complete the work. Downtown Libertyville Metra Station Update Director of Public Works Paul Kendzior provided information on the current status with the Metra station. He explained that Metra's review comments would have a significant impact on costs. He added that Metra and the architects have met, and competitive bidding is pending.

10 Committee of the Whole/May 8, 2018 Page 2 Village Board Compensation Comparison The Mayor and Village Board Members discussed and reviewed compensation, finding that there was no consistency among municipalities. All agreed that there is a need for diversity on the Village Board and that compensation should not be a reason for anyone to decide not to mn for office. Trustee Carey stated that considerable time is involved, and he would not be able to fulfill the time need if he were not retired. Trustee Moras concurred that the time commitment is considerable. Trustee Johnson noted that people desire to give back to their communities, but a flexible career is required. Trustee Garrity noted the importance of participating in a Village Commission or on a Village Committee before joining the Village Board. Trustee Moras suggested a system that would adjust over time, and Tmstee Adams noted the importance of staggering positions to allow for overlap of experience. The Board agreed to do further research, study comparison, and find a reasonable solution. Relocation of Memorial Bricks Responding to a letter of concern from a resident, the Mayor and Village Board discussed the relocation of memorial bricks. Public Works Paul Kendzior explained that moving the bricks would require restoration and resealing, a costly project. Board Members concurred that a solution should be determined to eliminate a stressful family situation and to assure consistency. Administrator Amidei will look into a resolution. Adjournment With no further business to discuss. Trustee Johnson moved to adjourn at 8:00 p.m. Trustee Garrity seconded, and the motion carried on a unanimous voice vote. Respectfully submitted, Sally A. Kowal Village Clerk

11 VILLAGE OF LIBERTYVILLE BOARD OF TRUSTEES Committee of the Whole August 29, 2017 President Weppler called to order a Committee of the Whole at 6:00 p.m. in the Village Hall, 118 West Cook Avenue. Those present were: President Terry Weppler, Trustees Donna Johnson, Jay Justice, Scott Adams, Peter Garrity, and Patrick Carey. Trustee Richard Moras was absent. MINUTES Tmstee Johnson moved to approve the minutes of the May 23, 2017 Committee of the Whole. Trustee Carey seconded, and the motion carried on a unanimous voice vote. HISTORIC PRESERVATION President Weppler introduced Mr. Mike Kollman, representing the Historic Preservation Commission (HPC) to report on their work to date. Mr. Kollman reviewed the background of the Historic Preservation initiative including: Mission Statement The character of the Village of Libertyville Historic Preservation Ordinance adopted in 2012 Creation of the Historic Preservation Commission in 2014 Crystal Wilson of SiteVista hired to develop a digital database of historic properties in Ramsey Historic Consultant hired to complete a historic survey of Downtown Libertyville in 2016 followed by a Community Open House Local Landmark Designation of The Cook House, The David Adler Estate, and the Proctor Building in 2016 RECOMMENDATIONS Mr. Kollman reviewed the recommendations including: Types of Landmark Designations Statistics on 349 properties The Commission's Objective Recommended Geographic Boundary Reasoning for creation of the proposed Historic District Historic District Criteria Mr. Kollman then discussed the economic benefits including: 20% Federal Rehabilitation Tax Credit if National Register 10% Federal Rehabilitation Tax Credit Higher Property Values and Rates of Appreciation Insulation from Extreme Market Fluctuations HPC replaces the ARC approval within the Historic District

12 COMMITTEE OF THE WHOLE/August 29, 2017 Page 2 Trustee Johnson asked for clarification regarding demolition, and Mr. Kollman stated that there would have to be an application of appropriateness from the HPC. Director of Community Development John Spoden stated that this was a working commission and thanked the commissioners for their dedication. Tmstee Johnson stated that she wanted to make sure that there is a balance between property ownership and the ability to preserve. Mr. Kollman stated that there was a need for harmony with the historic nature of the downtown. He added that the survey illustrated the will of the community for preservation. Trustee Johnson moved to move forward with the next step of a public hearing regarding the Historic Preservation Commission recommendation for a Downtown District, and Trustee Adams seconded. The motion carried on roll call vote as follows: AYES: Tmstees Johnson, Justice, Adams, Garrity, and Carey NAYS: None ABSENT: Trustee Moras DOWNTOWN TRANSIT ORIENTED DEVELOPMENT PLAN Director of Community Development John Spoden presented the revised adoption draft of the TOD Plan and reviewed the areas where changes were made. The review included Land Use and Zoning as well as the key development areas of the Trimm Property and redevelopment of areas on the east and west sides of Milwaukee Avenue. Director Spoden reviewed changes made to the plan which had been recommended by the Village Board at the May 23, 2017 Committee of the Whole. Changes included: Balancing new development while preserving the character of the downtown Consideration of current businesses Encouraging mass transit, bicycle and pedestrian travel while considering automobile traffic Consideration of the existing zoning regulation regarding density President Weppler expressed concern over how realistic the cultural corridor would be. Director Spoden noted that the area is currently zoned C-l and that there would be a loss of parking with the plan. President Weppler inquired about the designation of the north side of Newberry as a potential Arts Center. He did not think it should be designated with such a narrow scope in the TOD plan and the Village Board agreed. Village Board Members favored more generic redevelopment. President Weppler suggested the possibility of a TIP District for the redevelopment of the area north of the Metra tracks. COMPREHENSIVE PLAN Director Spoden updated the Village Board on the first phase of the Comprehensive Plan. President Weppler noted that he would be meeting with Director of Public Works Paul Kendzior and Administrator Chris dark to prepare for the September 13, 2017 meeting regarding Village flooding. He noted that federal funds could be available and that there might be a need for a referendum after the complete wastewater study is completed.

13 COMMITTEE OF THE WHOLE/August 29, 2017 Page 3 Deputy Administrator Kelly Amidei noted that there had been discussion regarding a storm water utility fee. ADJOURNMENT With no further business or discussion. Trustee Johnson moved to adjourn at 7:27 p.m. Tmstee Carey seconded, and the motion carried on a unanimous voice vote. Respectfully submitted, Sally A. Kowal Village Clerk

14 Libertyville spirit of independence Memorandum To: Kelly Amidei, Village Administrator From: Ashley Engelmann, Deputy Village Administrator Date: March 12, 2019 Subject: Stormwater Utility Concept Update Background: At the Febmary 12, 2019 Committee of the Whole meeting staff presented the concept of utilizing a mapping consultant to obtain an impervious surface area calculation for each property within the Village to form the basis for establishing a stormwater utility fee. At the meeting several questions were raised regarding the need for obtaining detailed calculations for each property. The Board directed staff to obtain the following additional information: Data from other communities who have implemented a stormwater utility fee and how their impervious surface calculations were developed Example of the difference between using basic available data vs. advanced data to calculate the impervious surface area Value of obtaining advanced data for the Village's overall GIS program Area Communities and Stormwater Utility Fees: Home Rule Staff reviewed eight area home rule communities that have implemented stormwater utility fees. Five of the eight communities utilize impervious surface area to calculate an equivalent residential unit (ERU) with an assigned value. The remaining communities utilize a flat rate based on parcel size or a charge is applied per 1,000 gallons ofpotable water used, as captured on their water meter. All of the communities implemented a stormwater utility fee to pay for both capital needs and ongoing operation and maintenance of storm sewer infrastructure. (Detailed survey results are attached.) Non-Home Rule Staff identified four non-home rule communities that have implemented stormwater utility fees. A summary of how they determine the fee may be found on the following page. 1

15 Community Population Richton Park 13,505 Stormwater Utility Fee Project Funding $1.5 million capital plan along with $120,000 for O&M and $50,000/annually Quarterly rate on water bill. Residential water meter customers $17.91/quarter and Non-residential water meter customer $35.82/quarter for future projects Villa Park East Moline 21,836 21,109 $8 million capital plan $600,000$650,000/annuaUy O&M and $300,000$400,000 annually on capital Flat rate service charge on water bill. $6.00 residential and $12.00 commercial Residential parcels have fixed fees based upon an "average" amount of impemous area for their size (average of all parcels in this size bracket in the city). Nonresidential properties have impendous areas that are measured and tracked via GIS Morton 16,301 O&M $500,000 $5.22 per month per ERU (single family annually and capital residential is = 1 ERU). 1 ERU = 3,300 sq. as needed ft. All other properties are charged based on the number oferus on the property The non-home rule communities that have implemented a stormwater utility fee have used both impervious surface area calculations along with flat rate fees. The project funding amounts that these communities have based their fees on are not comparable to the Village's needs. In addition, the industry standard and recommended approach for imposing a fee is to utilize impervious surface area, as it is the best way to assess the impact of the property on the stormwater system. Imperious Surface Area Calculation: Staff requested additional information regarding calculating impervious surface areas for each property from available aerial data. There are two options for consideration. Advanced data includes features such as: driveways, sidewalks, patios, decks, recreation areas and pools. Provided below is a graphic of the difference between advanced data capture and basic data capture, along with the impervious surface calculation for each. Basic Model- 2,983 sq. ft. impervious surface Advanced Model- 4, sq. ft. impervious surface

16 The basic model does not take into account the patio, pool or carriage walk in front of the home when calculating the impervious surface area. The impervious surface area calculation changes significantly when taking into account all features on the property. If the Village were to move forward with using the advanced data model to determine impervious surface area calculations for each property, each property's calculation would be determined and assigned an ERU category. An example or concept of what the fee categories could look like may be found below: Single Family Homes Impervious Surface Area 0-25,000 sq. ft. (CONCEPT ONLY) Number oferus 1 Multi Family and Commercial (CONCEPT ONLY) Impervious Surface Area 0-25,000 sq. ft. 25,001-50,000 sq. ft. 50,001-75,000 sq. ft. 75, ,000 sq. ft. Number oferus A rate would be established which would be multiplied per ERU for the total amount charged per parcel on each property's water bill. Proposed Stormwater Utility Fee Implementation Tim Item Engage MGP to link each parcel with impervious surface area calculation Clean-up utility billing data for stormwater utility fee billing Engage Ayres to obtain impervious surface data Develop communications plan Engage MFSG to update rate study and develop ERU interface Monthly stonnwater update Committee of the Whole Meet with taxing bodies Public engagement meeting Implement stormwater utility fee Estimated Timing March 2019(1 month) March 2019 (2 months) March 2019 (3-4 months) April 2019 (2 months) April 2019 (3-4 months)* Begin in May 2019 July/August2019 October 2019 (1-2 meetings) January 1, 2020 *Work to begin after impervious surface calculations completed Estimated Cost $5,000 In-house $85,000 In-house $50,000 N/A N/A N/A N/A

17 Aerial Datajyternative Usesi The draft FY 19/20 budget includes funds to develop the Village's GIS system which has not been maintained in several years. The proposed budget provides funds to join the GIS Consortium, a 35 community member organization that obtains GIS in a cost effective manner. As the Village begins to utilize, build and expand the GIS system the available data within the program is critical, as the system becomes more valuable with the more data that can be extracted. The data that would be gained as part of the process to obtain impervious surface area calculations could be used for many purposes. Some of which include: Floodway construction compliance FEMA community rating system reporting Repaving/resurfacing programs Fire ISO analysis (building coverage, building size, building elevation, etc.) Initial review of building permit submissions to analyze lot coverage, building setbacks, etc. Sidewalk gap analysis Utility location measurements from curb, center of street, etc. Exhibit creation (presentations, maps, etc.) In addition, the Community Development Department has noted that there would be great value in having detailed feature information as it would expedite the permit process during the initial review due to the fact that more data would be available to determine what the applicant needs to provide the Village for their permit (i.e., updated plat of survey). Staff Recommendation: Staff recommends moving forward with the proposal from Ayres and MGP to obtain impervious surface area calculations for each property in the Village. Funds are available in the current fiscal year for a portion of the cost to obtain the data. Staff has included and planned for 60% of the cost in the end of year projections for FY 18/19 and has included the remaining 40% in the FY 19/20 proposed budget. Should the Board direct staff to move forward with the proposals they would be placed on the March 26 Village Board agenda for consideration. Documents Attached: 1. Home Rule Stormwater Utility Fee Survey

18 Home Rule Stormwater Utility Fee Survey Impervious Surface Calculation Alternative Calculation Method Stormwater Utility Fee Impervious Surface Calculation

19 Home Rule Stormwater Utility Fee Survey Impervious Surface Calculation Stormwater Utility Fee Impervious Surface Calculation Alternative Calculation Method