HomeMy WebLinkAbout10-237 Resolution No. 10-237
RESOLUTION •
•
AUTHORIZING EXECUTION OF AN ILLINOIS ENVIRONMENTAL
PROTECTION AGENCY GRANT APPLICATION FOR
STORMWATER MANAGEMENT BEST PRACTICES
FOR THE ERIE STREET DETENTION BASIN RETROFIT PROJECT •
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that
Sean R. Stegall, City Manager, be and is hereby authorized and directed to execute an Illinois
• Environmental Protection Agency grant application on behalf of the City of Elgin in connection with
the stormwater best management practices for the Erie Street Detention Basin Retrofit Project.
s/ Ed Schock
Ed Schock, Mayor •
Presented: December 15, 2010
Adopted: December 15, 2010
Vote: Yeas: 7 Nays: 0
Attest:
s/Diane Robertson
Diane Robertson, City Clerk •
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❑ Telephoned ❑ Returned your call ❑ Came in
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Phone: Date)\S-AD Time • By _ __
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•FORTTO MAYOR & MEMBERS OF CITY COUNCIL E LG I I\J
THE CITY IN THE SUBURBS
MEETING DATE: December 15, 2010
INITIATIVE C: Resolution in Support of Three Grant Applications for Stormwater
Management Best Practices
COMMUNITY GOAL
• Neighborhood Vitality
OBJECTIVE
• Provide documented support from the city council for three stormwater
management best practices grant applications
PURPOSE
• To apply for funding wherever possible in order to reduce surface runoff and
improve the water quality of Elgin
II
RECOMMENDATION
• Approve a resolution for each of three grant applications to be submitted to the
Illinois Environmental Protection Agency through the Illinois Green
Infrastructure Grant program.
BACKGROUND
The city has been utilizing consultants to pursue grant opportunities in which the consultant is
not paid to apply for a grant, but is guaranteed the first right to a project if they actually obtain
a grant on behalf of the city.
In September of 2010, the Illinois Environmental Protection Agency (IEPA) announced the
establishment of the Illinois Green Infrastructure Grant (IGIG). The IGIG is designed to "fund
green infrastructure best management practices to control stormwater runoff for water quality
protection in Illinois". The grant is divided into three categories. Pursuant to this grant, city staff
began working with two consultant teams to submit two applications under one category and
one application under another category. Staff did not pursue an application for the third
IIIcategory because the category only offered funding for smaller demonstration projects.
Due to several project changes, specific project information and costs only became available to
staff within the last week. Therefore while this grant is due on December 15, it is also being
submitted to city council for approval. If council decides not to approve pursuing these grants,
Elgin's applications will be withdrawn by December 16.
The projects to be applied for are as follows (each project represents one application):
Project 1.Stormwater Best Management Practices for the SWAN Neighborhood
Trotter and Associates
This project is being applied for under the Combined Sewer Overflow (CSO) Rehabilitation
Category which requires that the project be contained within an area served by combined
sewers. Due to a demonstrated interest in pursuing stormwater management initiatives, it is
felt the SWAN neighborhood is an excellent candidate for implementing stormwater best
management practices. The project entails a comprehensive stormwater management
campaign specifically focusing on areas that will not see actual combined sewer pipe separation
for at least 10 years. The project will see the installation of 20 to 30 bio-swales located in the
parkway, at least three modular bio-retention basins as well as one to two trial permeable
paver alleyways (images of each of these improvements are attached as A, B and C
respectively). All improvements serve the purpose of reducing surface runoff and filtering •
pollutants from storm andrain water.
A large component of this campaign will involve outreach and the participation of the SWAN
neighbors. Efforts will be made not only to ensure property owners agree with the installation
of said improvements but to also have them actively participate in the installation of these
improvements. Over 80 potential bio-swale and 24 potential modular bio-retention basins sites
have been identified in case property owners do not wish to have these items installed in their
parkway.
SWAN BMP Campaign
Estimated Project Cost $ 750,000
Grant(85%) $ 637,500
City Match (15%) $ 112,500
Project 2. Lords Park Permeable Paver Parking Lot
Engineering Enterprises Incorporated
The project is being applied for under the Storm water Infiltration Category which requires that
the project must help reduce stormwater runoff and increase filtration of stormwater to
improve water quality. Based on the recommendations from the Lord's Park Task Force, city
staff pursued retrofitting an existing parking lot in Lords Park to a permeable paver parking lot.
111 h
2
• The lot is located on the northern end of the park, northeast of the pool. A location map is
attached.
Lord's Park Permeable Lot
Estimated Project Cost $ 223,755
Grant (75%) $ 167,816
City Match (25%) $ 55,939
Project 3. Erie Street Detention Basin Retrofit
Engineering Enterprises Incorporated
This project is also being applied for under the Stormwater Infiltration Category and entails the
conversion of a city owned and maintained detention basin to one with a more environmentally
sensitive design. The basin included in this application is located north of the intersection of
Erie Street and S. Maple Street.
This basin currently contains a concrete channel, constructed to prevent the bottom of the
basin from becoming soft and wet so it can be mowed by maintenance staff. While a common
design years ago, this channelized design is outdated and provides little to no water quality
benefits. This project would see the conversion of the basin into one complete with native
• plantings, a 1.5 acre bioswale and multiple stormwater treatment forebays at the basin inlets.
The native plantings and bioswale will promote infiltration and aid in water quality by providing
stormwater treatment while the forebays create an area for suspended solids to settle in an
isolated location that can be accessed easily from City streets for maintenance.
While the city owns many basins that could have been selected, this basin was chosen for its
size and relatively low recreational value. It was selected in consultation with Elgin's
engineering department.
A similar project is currently being completed on the detention basin at the corner of Holmes
Rd. and McLean Blvd. This application represents an extension of those efforts. It should also be
noted that a continuation of Elgin's basin retrofit program is one of the goals of the water
sustainability working group.
Erie Street Basin Retrofit
Estimated Project Cost $ 313,654
Grant(75%) $ 235,241
City Match (25%) $ 78,414
•
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3
OPERATIONAL ANALYSIS
I `
The grants, if approved, will provide significant funding to accomplish stormwater best
management practices the city otherwise would not have been able to perform. These projects
have potential to increase Elgin's water quality as well as reduce stormwater runoff.
There is maintenance associated with the upkeep of these best management practices.
Permeable paved parking lots and alleys require that the porous "filler" material be vacuumed
up and replaced periodically. The frequency of this maintenance depends on the volume of
traffic seen by the road. City staff believes that pursuing a permeable paved parking lot at Lords
Park represents a low-traffic volume scenario and should not require undue amounts of
maintenance. The proposed permeable alley ways may require more maintenance, which is
why applications are only being made for one to two. These alleyways will serve as a trial to see
how effective or ineffective are permeable paved roadways.
Bioswales require periodic inspection but can be maintained by the resident. Maintenance
requirements will be part of the educational outreach campaign in the SWAN neighborhood to
ensure the bioswales receive proper care. Maintenance includes weeding for the first few years
after installation. Once the native plantings mature, weeding becomes less necessary. In the
spring, taller dead plant material should be removed and composted. Annually replacing any
mulch is also recommended.
The conversion of the stormwater detention basin will result in less maintenance as city staff
will not need to mow or maintain the landscaping in the basin. The basin will consist mostly of
native prairie grasses requiring low amounts of maintenance.
INTERESTED PERSONS CONTACTED
While no public outreach for these applications have been done, several internal stakeholders
have been contacted including Kyla Jacobsen, Water Superintendent, Randy Reopelle, Parks
and Recreation Director, and Dave Lawry, General Services Director
FINANCIAL ANALYSIS
The IGIG does require a match of 15% for the Combined Sewer Overflow (CSO) Rehabilitation
Category as well as 25% for the Stormwater Infiltration Category. If all three grants were to be
awarded, the City's match would total $246,853. The IGIG is also a reimbursement grant which
requires the city to upfront the project costs as incurred and subsequently submit for
reimbursement. The grant allows for monthly reimbursements which will reduce out of pocket
costs. Projects under this grant may take anywhere from six to 36 months.
4
• The city is committing to fund its share of the IGIG projects by approving the three resolutions.
If the city receives a grant, it will then be required to identify a funding source and/or a
previously approved funded project will need to be deferred
BUDGET IMPACT
FUND(S) ACCOUNT(S) PROJECT#(S) AMOUNT AMOUNT
BUDGETED AVAILABLE
N/A N/A N/A N/A N/A
LEGAL IMPACT
If approved, changes will need to be made to the Municipal code to accommodate bioswales
and longer prairie grasses in the parkway.
ALTERNATIVE COURSES OF ACTION
The council may choose to accept none, one, two or all of these grant opportunities and in
doing so,the staff would need to finalize the funding sources to proceed.
• NEXT STEPS
1. Finalize the grant applications by including a resolution with each committing to the
appropriate funding
2. Submit all grant applications, agreed to by the city to the IEPA
Prepared by: Aaron Cosentino, Management Analyst
Reviewed by: Colleen Lavery, Chief Financial Officer
Reviewed by: William A. Cogley, Corporation Counsel/Chief Development Officer
Final Review by: Richard G. Kozal, Assistant City Manager/Chief Operating Officer
Approved by:
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Se n R. Stegall, City Manag-/
•
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5
ATTACHMENTS
A: Bioswale example
B: Bio-retention module
C: Permeable paver alleyway
D: Location map of Lords Park parking lot
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Report to Mayor& Members of City Council E LG I N
• THE CITY IN THE SUBURBS
MEETING DATE: December 15, 2010
INITIATIVE B: Grant for Improvements to Eastside Recreation Center
COMMUNITY GOAL
• Recreational, leisure, and cultural opportunities for all citizens
OBJECTIVE
• Make needed improvements to the Eastside Recreation Center
PURPOSE
• To approve pursuing a grant with the Illinois Department of Natural Resources
to assist with the funding of improvements to the Eastside Recreation Center
RECOMMENDATION
• Approve the attached Resolution of Authorization
• _
BACKGROUND
The city purchased the Eastside Recreation Center (ERC) in 2007. A new roof and some
structural improvements were made in 2008, but since that time the city has not had the funds
to make any additional significant improvements. The building is not air conditioned, has a
failing boiler system, is not ADA or Illinois Accessibility code compliant, is very energy
inefficient, is lacking partitioned programming areas, and esthetically is not appealing to
potential users. Although the facility is somewhat busy during the winter months, due mostly to
the popularity of the indoor soccer field, the rest of the year it is underutilized due to many of
the above listed factors.
On October 15, 2010, the Illinois Department of Natural Resources (IDNR) announced a new
grant program titled the Park and Recreational Facility Construction Grant Program (PARC). The
focus of this program is to help local units of government build or renovate recreation facilities.
This is the first time the IDNR, or any other state or federal agency, has offered a grant program
of this type. The maximum amount of funding per application is $2.5 million. This is a
reimbursable grant program with the state portion being 75% and the local match being 25%.
The city recently entered into a contract with DLA Architects to assist with the grant application
process. They coordinated efforts with city staff and Laura Ross (the city's grant consultant) to
accelerate the completion of the application, as the majority of the grant application was due in
Springfield by November 29. The remaining documentation, including the attached resolution
of authorization, must be submitted by year's end.
OPERATIONAL ANALYSIS
The proposed improvements will make the ERC safer, more aesthetically appealing, less costly
to operate, expand programming areas and more comfortable for the users. The improvements
will also help to bring the building into ADA and Illinois Accessibility code compliance. Although
the building is relatively busy during the winter months, there are still portions of it that are
underutilized. Large open areas need partitioning walls to create program rooms which can be
used to offer additional programs. During the summer the facility is extremely underutilized
due to the lack of air conditioning and the large number of windows on the south side of the
building. Currently, the ERC has about 95,000 visits annually. It is estimated that this number
can be at least doubled to 200,000 annually with the proposed improvements.
The proposed improvements are identified in the attached floor plans. The estimated cost of
the proposed improvements is $2,454,800. The costs of the individual improvements are
identified in the attached PARC—4 Development Data document.
INTERESTED PERSONS CONTACTED
1 alThe needed improvements to the ERC were discussed during the Park and Recreation Master
Planning process. The needed improvements are specifically identified in the draft Park and
Recreation Master Plan, which the city council will be considering at the December 15
Committee of the Whole. The Park and Recreation Advisory Board discussed the ERC PARC
grant at their November meeting and made a recommendation to the city council that the city
pursue this grant as the facility needs these improvements.
FINANCIAL ANALYSIS
The improvements will help to make the facility more energy efficient and allow for increased
programming opportunities which has the potential to enhance revenues. The total cost of the
project is estimated at $2,454,800. The city would need to finance the total cost of the project
and request a 75% reimbursement of $1,841,000 from the IDNR once the project is completed.
The net cost to the city for the ERC improvements would be $613,700. IF the grant is awarded,
actual work on the improvements is expected to begin in 2012 Therefore, funds for this project
would need to be identified and included in the city's 2012 budget.
BUDGET IMPACT
FUND(S) ACCOUNT(S) PROJECT#(S) AMOUNT AMOUNT
BUDGETED AVAILABLE
N/A N/A N/A N/A N/A
• LEGAL IMPACT
The grant requires compliance with various regulations including, but not limited to, the
requirement that the city keep the facility open to the general public during reasonable hours
consistent with the type of facility and obtain from the IDNR written approval for any change or
conversion of approved outdoor recreation use of the project site prior to initiating such
change or conversion.
ALTERNATIVE COURSES OF ACTION
The city could choose not to approve the grant's Resolution of Authorization, in which case the
grant application would be withdrawn.
NEXT STEPS
1. Once the Resolution of Authorization is approved it needs to be signed and sent to
Springfield
2. Contact the city's legislators and ask for letters of support be sent to the IDNR
Prepared by: Rich Hoke, Building Maintenance Superintendent
Reviewed by: Dave Lawry, General Services Director
Reviewed by: Colleen Lavery, Chief Financial Officer
Reviewed by: William A. Cogley, Corporation Counsel/Chief Development Officer
Final Review by: Richard G. Kozal, Assistant City Manager/Chief Operating Officer
Approved by:
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Se n R. Stegall, City Mangy:er
•
111
ATTACHMENTS
A: Resolution of Authorization
B: Floor Plans
C: PARC 4—Development Data
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STATE OF ILLINOIS/IDNR PARC-3 RESOLUTION OF AUTHORIZATION
PARC PROJECT APPLICATION
• 1.Project Sponsor:
2.Project Title:
The hereby certifies and acknowledges that it has 100%of the funds
(local project sponsor)
necessary to complete the pending PARC project within the timeframes specified herein for project execution,and that failure to
adhere to the specified project timeframe or failure to proceed with the project because of insufficient funds or change in local
recreation priorities is sufficient cause for project grant termination which will also result in the ineligibility of the local project
sponsor for subsequent Illinois DNR outdoor recreation grant assistance consideration in the next two(2)consecutive grant cycles
following project termination.
ALL Projects
It is understood that the project should be completed within the timeframe established in the project agreement and the
Final Billing reimbursement request will be submitted to IDNR as soon as possible after project completion.
The further acknowledges and certifies that it will comply with all
(local project sponsor)
terms,conditions and regulations of 1)the Park and Recreational Facility Construction Grant Program(PARC) (17 IL Adm.Code
3070) 2)the federal Uniform Relocation Assistance&Real Property Acquisition Policies Act of 1970(P,L.91-646)and/or the
Illinois Displaced Persons Relocation Act(310 ILCS 40 et.seq.),as applicable,3)the Illinois Human Rights Act(775 ILCS 5/1-
101 et.seq.),4)Title VI of the Civil Rights Act of 1964,(P.L.83-352),5)the Age Discrimination Act of 1975(P.L.94-135),6)the
Civil Rights Restoration Act of 1988,(P.L. 100-259)and 7)the Americans with Disabilities Act of 1990(PL 101-336);and will
• maintain the project area in an attractive and safe condition,keep the facilities open to the general public during reasonable hours
consistent with the type of facility, cease any fanning operations, and obtain from the Illinois DNR written approval for any
change or conversion of approved outdoor recreation use of the project site prior to initiating such change or conversion;and for
property acquired with PARC assistance,agree to place a covenant restriction on the project property deed at the time of recording
that stipulates the property must be used,in perpetuity,for public outdoor recreation purposes in accordance with the PARC
programs and cannot be sold or exchanged,in whole or part,to another party without approval from the Illinois DNR.
BE IT FURTHER PROVIDED that the certifies to the best of its
(local project sponsor)
knowledge that the information provided within the attached application is true and correct.
This Resolution of Authorization has been duly discussed and adopted by the
(local project sponsor)
at a legal meeting held on the day of ,20
(Authorized Signature)
A 1 1 bSTED BY: (title)
(tom)
4111
ATTACHMENT A-10 FLOOR PLANS
CITY OF ELGIN PARKS AND REC.DEPT
_ I 85'47 EASTSIDE RECREATION CENTER RENOVATION
/ /
REMOVE EXISTING TOILET ROOM
AND INSTALL NEW UNISEX-CUT TOILET ROOM
DOOR IN CMU WALLMEN'S&WOMEN'S •
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ATTACHMENT A-10 FLOOR PLANS
CITY OF ELGIN PARKS AND REC.DEPT
EASTSIDE RECREATION CENTER RENOVATION
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MEN'S 8 WOMEN'S /
TOILET ROOMS
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INFILI OVERHEAD OQORS
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$ BATTING/PITCHING CIRCUIT TRAINING
REPLACE HANDRAIL
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GYPSUM BOARD WALL. PAINT Q
O I I I ENTIRE WALL BOTH SIDES
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NEW S'WIDE DOUDLE NEW EGRE55 CORRIDOR
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•
STATE OF ILLINOIS/DEPT OF NATURAL RESOURCES PARC-4/DEVELOPMENT DATA
PARC PROJECT APPLICATION
Project Sponsor: City of Elgin
Project Title: _Eastalde Recreation Center Renovation
DEVELOPMENT ITEM UNIT AMOUNT ESTIMATED COSTS
Mechanical $1,240,000.00
Plumbing $127,000.00
Electrical $350,000.00
•
Demolition $15,000.00
New Walls $38,000.00
Painting $21,000.00
Flooring $98,000.00
Doors& Hardware $98,000.00
Toilet Room Equipment $20,000.00
Windows $245,000.00
Outdoor Sitework $17,000.00
CPA Report Costs (REQUIRED) $2,000.00
A/E Design Fees $183,800.00
(✓)Potential Archaeological Survey
TOTAL ESTIMATED COST: $2,454,800.00
(✓) Projects approved for PARC funding may require the completion of an archaeological reconnaissance survey on the project site.
Estimated cost for such a survey may be included in the project budget
Provide a quarterly expenditure schedule for the grant funds to the best of your knowledge or ability. Use quarterly
time increments. Example: Year 1,Quarter 1 =$10K(engineering fees). The project sponsor is not bound to this
schedule and revisions can be made during the course of the project as necessary.
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