Village of Flossmoor Board of Trustees met May 15
Here are the minutes provided by the board:
Mayor Nelson called the meeting to order at 7:31 pm.
Village Clerk Gina A. LoGalbo took roll.
PRESENT: Mayor Nelson, Trustees Bradley-Scott, Daggett, Driscoll, Lofton, Mitros, Mustafa
ALSO PRESENT: Village Manager Bridget Wachtel; Assistant Village Manager Jonathan Bogue; Police Chief Jerel Jones; Fire Chief Bob Kopec; Finance Director Scott Bordui; Director of Public Works John Brunke; Assistant Director of Public Works Dan Milovanovic; Building & Zoning Administrator Scott Bugner; Program & Event Coordinator Stephanie Wright; Village Attorney Kathi Orr; Village Clerk Gina A. LoGalbo; 20 residents
Deputy Mayor for the Day, fifth grade student Parker Yancey, called the meeting to order.
Recognitions and Appointments:
Mayor Nelson referred to Agenda Item #1 – A Proclamation Declaring May as National Tennis Month. Mayor Nelson introduced Fely Ong, a retired nurse and the Chicago District Tennis Association Volunteer of the Year in 2022 who works to make tennis more inclusive for people with special needs. Ms. Ong also runs junior tennis tournaments at the HF Racquetball Club. Mayor Nelson also introduced Flossmoor resident Haleigh Porter, who played Division I tennis for Florida A&M University. Deputy Mayor Yancey announced that there would be a free tennis clinic on May 20, 2023 in Flossmoor Park. Mayor Nelson read a Proclamation Declaring May as National Tennis Month.
Mayor Nelson referred to Agenda Item #2 – Consideration of an Appointment to the Board of Police and Fire Commissioners. Mayor Nelson called for a motion for Consideration of an Appointment to the Board of Police and Fire Commissioners. Trustee Daggett so moved, seconded by Trustee Lofton. Mayor Nelson stated that Ronald Alston is a twenty-year resident of Flossmoor and a retired Chicago Police Officer. He served in the Police District Tactical Unit, the Office of Municipal Investigations, worked as an instructor at the Chicago Police Academy, served as the Executive Director for the City of Chicago Gang Program, and served as a Commissioner for the Department of Aviation Police at O’Hare and Midway Airports. Mr. Alston has a Bachelor of Science Degree in Corrections and Criminal Justice, a Master’s Degree in Criminology, and a Master’s Degree in Public Administration. Mayor Nelson stated that she was excited about appointing Mr. Alston and noted that he has incredible skills which would benefit the Board of Police and Fire Commissioners.
The Board of Trustees thanked Mr. Alston for serving on the Board of Police and Fire Commissioners, and the Board of Trustees noted his impressive resume and background.
Mayor Nelson called for a vote on the motion as presented. Motion passed by a roll call vote.
AYES: Trustees Bradley-Scott, Daggett, Driscoll, Lofton, Mitros, and Mustafa.
ABSENT: None
ABSTAIN: None
NAYS: None
Mayor Nelson referred to the Consent Agenda (which encompassed Agenda Items 3-11):
3. Approval of the Minutes of the Regular Meeting Held on May 1, 2023
4. Presentation of Bills for Approval and Payment as Approved by the Finance Committee (May 15, 2023)
5. Consideration of an Amendment to the Contract for the Phase 4 Sanitary Sewer Rehabilitation Project Construction Engineering Services
6. Consideration of a Resolution Authorizing the Execution of an Intergovernmental Agreement with School District 161 to Provide for a Shared Community Engagement Manager
7. Consideration of an Ordinance of the Village of Flossmoor, Cook County, Illinois, Amending the Village of Flossmoor Personnel Manual (Personal Day)
8. Consideration of an Award of Contract for the Water Meter Replacement Project RFP Assistance
9. Consideration of a Capital Equipment Replacement Purchase of Wheel Loader
10. Consideration of a Resolution Adopting the Updated Village of Flossmoor Policy for Social Media Communication
11. Consideration of an Ordinance of the Village of Flossmoor, Cook County, Illinois, Amending Chapter 270, Article 12 of the Village of Flossmoor Municipal Code – Municipal Parking Lots
Mayor Nelson called for a motion to approve the Consent Agenda. Trustee Mitros so moved, seconded by Trustee Mustafa.
Mayor Nelson called for a vote on the motion as presented. Motion passed by a roll call vote.
AYES: Trustees Bradley-Scott, Daggett, Driscoll, Lofton, Mitros and Mustafa.
ABSENT: None
ABSTAIN: None
NAYS: None
Reports of Committees, Commissions and Boards:
None.
Action Items:
Mayor Nelson referred to Agenda Item #12 – Consideration of a Contract for Architectural/Engineering Services for the Fire Department Women’s Locker Room Improvements. Mayor Nelson called for a motion for Consideration of a Contract for Architectural/Engineering Services for the Fire Department Women’s Locker Room Improvements. Trustee Bradley-Scott so moved, seconded by Trustee Daggett.
Director of Public Works John Brunke explained that included in the FY24 Budget is $163,800 for the Village Hall Complex Improvements. It is a multi-year project that has been in the budget for years and includes various improvements throughout the Complex. Included in the budget are planned improvements to the Fire Department Women’s Locker Room on the lower level. Brunke stated that staff have been working with the FGM Architects on a plan for the renovation project. The goal of the project is to bring the women’s locker room into current code requirements and also provide additional space for the increasing number of females now working in the fire industry. Brunke noted that staff requested a proposal from FGM Architects for the architectural and engineering services needed to develop plans and bid documents for the project. FGM has submitted a proposal for consideration, and the total lump sum cost of the proposal is $32,400 plus a reimbursable allowance of $2,000 for travel expenses and printing services, as needed. Brunke stated that FGM has much experience in the municipal architectural services arena, and he thinks that they are a good fit for the project. He recommended that the Village Board approve a contract with FGM Architects in the not to exceed the amount of $34,400.00 for the Fire Department Women’s Locker Room Renovation project.
Mayor Nelson explained that the project is part of the Fiscal Year 2024 Budget, which started on May 1, 2023. She toured the current women’s locker room and noted that there was no ventilation, no room to move around, and the conditions are not ideal. She thanked current firefighter/paramedic Kelly Thacker for her efforts to fix up the women’s locker room the best she could.
Trustee Daggett stated his support for the project, and he noted how awesome it is that the Village needs a locker room for women firefighters.
Trustee Bradley-Scott stated her support for the project and inquired whether the Village had used the architect before.
Brunke answered that the Village had not used the architect before, but they came highly recommended.
Trustee Mustafa stated her support for the project and the increasing number of women firefighters. She hoped that the project would encourage more women firefighters to work for the Village of Flossmoor.
Fire Chief Bob Kopec stated that more women are joining the fire service now, and he believes that investing in the women’s facilities will attract more women firefighters to the Village of Flossmoor.
Trustee Mitros stated his support for the project.
Trustee Lofton stated his support for the project and inquired about the architectural services.
Brunke answered that the architectural services would last through the design and bidding phase, and then the company would submit a separate proposal for overseeing the construction phase.
Trustee Driscoll stated his support for the project. He stated that he previously toured the facilities and recognized that the women’s locker room needed to be updated, and now the Village has the funding to proceed with the project.
Mayor Nelson called for a vote on the motion as presented. Motion passed by a roll call vote.
AYES: Trustees Bradley-Scott, Daggett, Driscoll, Lofton, Mitros, and Mustafa.
ABSENT: None
ABSTAIN: None
NAYS: None
Discussion Items:
Mayor Nelson referred to Agenda Item #13 – Discussion of the Flossmoor Road Viaduct Drainage Improvements Preferred Alternative. Village Manager Bridget Wachtel explained that the flooding of the Flossmoor Road viaduct has been an almost century-old problem with flooding issues since 1928. In 2005, the Village received an Army Corps grant to study upsizing the storm sewer along Flossmoor Road. Due to various factors, the Village decided at that time that the Village had other infrastructure priorities. Since then, rain events have worsened, and there were severe rain storms in 2013 and 2018 which impacted the Village for days. Then in 2019, the Village received seven inches of water in twelve hours, causing an estimated $585,000 in property damage, impacting 107 properties in the area. The Village then determined that it was time to take action. Wachtel explained that infrastructure resiliency is a local government priority in all communities, and especially older ones like Flossmoor, are making these types of projects a priority. The severity of storms and the definition of storm events has been redefined in recent years, and Flossmoor has seen the impact of that as early as 2019. Wachtel noted that the number of flash flooding events has increased, and it is the responsibility of local governments to improve the town’s infrastructure to address those issues. The Village of Flossmoor has a long history of investing in infrastructure and has taken on difficult projects to successful fruition over the years, investing millions of dollars in storm sewer improvements, sanitary sewer improvements, and the water system. Wachtel explained that this project is important to the entire Flossmoor community and a legacy project for the Village Board. The flooding of the viaduct impacts public safety and the ability to move public safety equipment and personnel to the east side of Flossmoor in a severe rain event. The storms threaten the Central Business District and the local economy. After the 2019 flooding, one impacted business did not return because of the severe damage it suffered. Several other businesses suffered significant damage from that flooding event as well.
Wachtel noted that the viaduct conveys stormwater from 150 acres west of the viaduct, and the upstream flooding in the Berry Lane area of Heather Hill is contributing to the problem. Wachtel explained that private residential property has been damaged over time. In 2020, the Village Board committed to seeking grants and using bond proceeds as a local match to make the project happen. In the past three years, the
Village has made a push to receive federal and state assistance, and the Village has been successful with it. Wachtel explained that the first part of the Flossmoor Road project was the Berry Lane Improvement Project. The Village received multiple grants for that project which allowed the Village to do the permeable paving on Berry Lane. The Village also used some bond and water funds for the project. The system was successfully tested on March 30, 2023 when the Village received two inches of rain in less than an hour. The Village has taken time to study the diversion of water from the viaduct because it is not only an issue of conveyance, but also an issue of being a good neighbor and holding the water and releasing it slowly over time. The Village has been trying to find the most viable solution to store the water and move the water. The Village struggled with finding land and a willing partner for this project. She noted that if many of the Flossmoor neighborhoods were built today, they would each have detention ponds built into them.
The Village believes that School District 161 and Homewood-Flossmoor Park District are willing partners for the project. The Village will be making presentations to both Boards to garner their support, and they have been working with the Village to find a solution. Wachtel explained that the purpose of the presentation at the current Board meeting was to outline the second phase of the improvements, which are south on Sterling, tying into the work at Maryland and Lawrence, leading to a new detention area behind Heather Hill school. She explained that this option is the most feasible and practical of the viable options. The Village has worked with the HF Park District and School District 161 staff to minimize the impact of the design on their operations and worked within the existing floodplain south of the site.
Public Works Director John Brunke explained that the Army Corps of Engineers studied the viaduct flooding in 2005 and looked at the problem as the viaduct only and not the upstream area. Their proposed solution was to run a storm sewer along Flossmoor Road to Butterfield Creek, which would have significantly impacted the Creek. That would have passed the problem and flooding downstream to residents in the Dartmouth area, residents around Butterfield Creek, and other areas. Baxter & Woodman Consulting Engineers completed a comprehensive study in 2020. They looked at the bigger picture, including the areas upstream and what could be done to mitigate the issue, and not just building a bigger pipe down Flossmoor Road. One option they looked at was an upsized conveyance down Flossmoor Road, but it would not have enough storage incorporated in it. The second option was to build a detention basin behind Heather Hill School.
Brunke noted that the Berry Lane project was the phase one portion of the Flossmoor Road viaduct project, which was successful with no flooding after the rain event on March 30, 2023. Phase two of the project includes a large-scale storm sewer and inlets in the viaduct, which would bring storm sewers south on Sterling Avenue, connecting with a junction chamber that was left from the first project and continuing south on Lawrence Crescent to a detention basin behind the school where the existing tennis courts are. The proposed plan is to relocate the tennis courts to the south of the school. Brunke explained that funding for the project includes $1.5 million committed from two grants at the state level, $200,000 from federal funds, and the Village’s bonds’ funds. The Village is still seeking other funding to use as little of the bond money as possible. Brunke noted that the Village was not awarded the MWRD partnership grant, but they encouraged the Village to apply for it again this December. There are two congressional spending requests for $2 million each pending at the federal level with Senators Duckworth and Durbin and an FY24 community project funding request with Congresswoman Kelly for $2 million. Congresswoman Kelly has forwarded that request to Congress for approval.
Brunke noted that a large portion of the area behind Heather Hill School is a regulatory flood plain, which affects the project in various ways. The proposed detention area would be built in the north area, which is higher ground and a better option. Brunke explained that the project would be a ten-year flood protection for the viaduct for the Civic Center and Berry Lane, and this solution would be solving the problem upstream and not just cutting the water loose in the storm sewer down Flossmoor Road and into Butterfield Creek. The water would be retained for short periods of time before it is discharged into the existing storm sewer system, which is the best option for the Village to move forward with. A 100-year option would be preferred, but there is not enough space for that type of storage and the cost would be very high. Brunke added that if more land were to become available in the future, the Village could consider another storage area to provide a higher level of protection.
Matt Moffitt with Baxter & Woodman explained that in regard to the ten-year protection issue, it relates to a statistical analysis of storm events. The ten-year figure is an industry standard for municipal infrastructure to have their roadways passable. Moffitt showed conceptual renderings of what the detention area could look like. He discussed the possibility of having a decorative fence around it and native vegetation planted within the basin. Immediately following a ten-year storm event, the water that would fill the basin would have a nine-hour draw-down time and a thirteen-hour draw-down time for a 100-year storm event. Moffitt explained that given the draw-down time for the water and the vegetation, there would not be an expected increase in mosquitos.
Assistant Director of Public Works Dan Milovanovic showed and discussed photos of regional examples of detention areas near parks and schools, including one in the Heather Hill neighborhood and one near Homewood-Flossmoor High School. He also noted that detention areas are very common with large developments and new land, including Meijer in Flossmoor and the Ballantrae neighborhood. Milovanovic discussed some of the different options for designs and amenities of detention areas. He explained that the Village is asking for an easement on Heather Hill School property to be responsible for the maintenance of the basin.
Mayor Nelson stated her appreciation to staff for securing so many grants to help fund the Village projects.
Trustee Bradley-Scott had several inquiries, including regarding the replacement of the tennis courts, the proposed fence around the detention area, the elevation of the basin, Milovanovic’s opinion of the basin near his children’s school, whether the roadway near Maryland and Sterling would have to be disturbed for the project, and the slope of the water from Flossmoor Road.
Brunke answered that it is up to the HF park district if and where they want to replace the tennis courts. In regard to the proposed fence, it was suggested, given the proximity to the school’s playground.
Moffitt noted that the north end to the bottom of the basin would be about fifteen to twenty feet at the south end.
Brunke noted that the current Heather Hill basin has the same elevation and that typical basins have that same elevation. He also stated that the roadway at Maryland and Sterling and some other nearby streets would have to be disturbed and exposed for the project. Brunke explained that the water would be flowing downstream/south from the Flossmoor Road viaduct to the detention basin, and the basin will be lower than the viaduct.
Trustee Mustafa complimented everyone involved in the presentation and proposal and noted that a lot of work went into their efforts. She noted that after a rainfall, water bubbles up from the manhole cover in the viaduct and asked if that would be corrected after the project. She also inquired about potential flooding in the downtown buildings, like in 2019, and whether there is potential to make the project part of the School District 161 curriculum. Trustee Mustafa opined that if there were a more welcoming environment instead of forbidding the students to be at the basin, respect and understanding of the area could be fostered.
Brunke answered that the majority of the manhole overflow would be corrected, but that there still might be flooding with heavier storm events in the viaduct. Brunke noted that although there aren’t curriculum plans yet tied to the basin, staff thought that there could be an educational component with signs at the site.
Moffitt explained that when the viaduct has standing water after a rain event, that is the time when the basin would be expected to have some water in it which would be several times per year. With the very large storm events like in 2019, the viaduct will still be impassable, but it will happen less frequently. He noted that the design of the project will not allow water to reach over the sidewalk at the corner of Sterling Avenue and Flossmoor Road, which would prevent flooding on the first floor of the downtown businesses.
Trustee Mitros inquired about how much lower the basin would be than the viaduct, whether there would be pipes that would run under the basin and the size of the proposed fence. He noted that detention areas he has seen in other towns are beautiful, and he would like to see the same result for the proposed one.
Moffitt answered that the basin would be about twelve feet lower than the viaduct. Moffitt described how there are currently pipes in that area and that they will be upsized. He noted that the fence is subject to negotiation.
Trustee Lofton inquired about ten-year storm events.
Moffitt explained the definition of a ten-year storm event and its basis from a statistical analysis.
Trustee Driscoll thanked everyone for the presentation and pointed out that this is the biggest infrastructure project the Village has been involved with since he has been on the Village Board. He noted the amount of legitimate complaints about flooding in Flossmoor from residents and businesses, so this issue needed to be addressed. The Board passed the bond initiative to address the issue, and the Board also determined that the 100-year protection was cost prohibitive. Trustee Driscoll noted that the goal is not to adversely affect the Heather Hill area, and he noted that the successful Berry Lane project has been well received. He noted that there are no mosquito issues at Leavitt Park after rain events in the basin. Trustee Driscoll stated that he was proud of the proposed plan and agreed that it could be a beautiful project.
Brunke invited everyone to check out the current Heather Hill basin to see how nice it looks after the vegetation grows in the post-prescribed burn.
Trustee Daggett noted the expense of infrastructure projects and his appreciation for the work that has been done to make the proposed project as economically feasible as possible with money from outside sources. He agreed with the sentiments about creating an outdoor educational space for students. He also recommends bat boxes for the space. Trustee Daggett inquired whether it’s known how long the viaduct will have to be shut down for the project, whether the water level in the viaduct would be lower when there is a 100-year event after this project, and how much space there would be to the rim of the basin when it would be at full capacity.
Moffitt estimated that the area near the viaduct could be under construction for three to four weeks. He noted that the water level would be lowered to curb level for 100-year storm events post-project. In regard to the distance between full capacity and the brim of the basin, there would be about two feet.
Mayor Nelson stated that if the end product looked like the photos of the areas in the northern suburbs or the area north of Homewood-Flossmoor High School, it would be a win.
Citizens Present Wishing to Address the Board:
Citizens Present Wishing to Address the Board on a Non-Agenda Item
(It should be noted that in reporting these comments, the Village has not researched the accuracy of any comments.):
Warren Engelberg’s comments, in summary, were about government austerity programs, excessive policing, and the links between the two.
Deborah Wilson’s comments, in summary, were regarding her driveway and Village drainage and tree removal work that she alleged negatively impacted her driveway. Ms. Wilson requested that her driveway be returned to the condition that it was before the Village did work in the area.
Mayor Nelson responded that she would speak with Ms. Wilson and Public Works to address the issue.
Sandra McKay’s comments, in summary, were that this was the eighth year she has contacted the Village about the sunken sidewalks near her home that flood when it rains, and she has not received a response about the issue. Ms. McKay noted the replacement of sidewalks in other areas near her home, but the sidewalks near her home have been ignored.
Public Work Director Brunke and Mayor Nelson responded that they will look into the issue.
Citizens Present Wishing to Address the Board on an Agenda Item
(It should be noted that in reporting these comments, the Village has not researched the accuracy of any comments.): No residents wished to speak on an Agenda Item.
Other Business:
Mayor Nelson referred to Agenda Item #14 – A Motion to go into Executive Session to Discuss the Employment of Specific Individuals, Property Acquisition and Litigation.
There was no need to enter into Executive Session.
Trustee Mitros stated that in regard to the Flossmoor Road viaduct project, he wanted to add that the project was not delayed because it wasn’t a priority. The project has always been a priority for the Village and this project was being worked on all along.
Trustee Daggett stated that it was great to have Miss Yancey as the Deputy Mayor, and he thanked Mayor Nelson for donating the Deputy Mayor opportunity to the Western Avenue PTO silent auction.
Village Manager Bridget Wachtel stated that thanks to Fire Chief Kopec’s efforts, Village Fire and Police Department staff and Wachtel had a successful meeting with representatives from several mental health organizations that would be responding in the implementation of the Community Emergency Services and Supports Act (CESSA). They discussed responding to 911 and non-emergency social service and mental health service-related calls and planned to meet quarterly.
Mayor Nelson stated that Deputy Mayor Yancey wanted to remind people that students are walking and biking to school and to please watch out for them as they cross the street. She was also looking forward to the list of summer events in Flossmoor which is posted on the Village’s website.
Mayor Nelson stated that on May 17th, the Flossmoor Service League would be holding their upcoming annual House Walk Fundraiser, which raises money for a dozen local charities that benefit children and mothers.
Mayor Nelson congratulated all of the graduating 5th and 8th graders and all of the Homewood-Flossmoor High School seniors.
As there were no other items to discuss, Mayor Nelson called for a motion to adjourn the meeting. Trustee Mitros so moved, seconded by Trustee Bradley-Scott and passed by a voice vote.
AYES: Trustees Bradley-Scott, Daggett, Driscoll, Lofton, Mitros and Mustafa.
ABSENT: None
ABSTAIN: None
NAYS: None
The Regular Meeting was adjourned at 8:57 pm.
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