This item was added during the Additions/Deletions/Changes to Agenda portion of the board meeting. Executive Director Rogers informed the Board that the District is in receipt of three appraisals forGolden Meadows Park. Per an IGA between the City and Park District and to conform to IDNR guidelines, both parties agreed to use three separate appraisal firms to obtain a fair value of the western portion of Golden Meadows Park to be later deeded over to the City for stormwater detention. As agreed upon, the lowest and highest appraisals will be disqualified to obtain a median appraised value. The appraisal selected was from an appraiser firm suggested by the City. All of the appraisers used the same evaluation process, which involved (1) appraising the entire park property, (2) the eastern park site separately and (3) then subtracting the eastern site from the whole to arrive at the value of the western park site. According to the IGA, the median value will be placed in escrow for acquisition of replacement property as IDNR deems comparable to the property. Should the City accept the appraisal, it will be submitted to IDNR for certification, the City will then have 30 days to terminate the agreement or accept it by depositing funds in escrow. Following the City’s acceptance, the Park District will deed the property to the City and find replacement property. Should the cost of comparable replacement property exceed the appraised value, the City will fund up to 1.5 times the appraised value per the terms of the IGA. The Board questioned the wide spread in appraisal values. The City’s Public Works Committee is also meeting to discuss the appraisals.
Stormwater Information Timeline
As regards to Golden Meadows, Executive Director Rogers met with City Manager Grabowski last Thursday to discuss the selection of an appraiser for the property and agreed to compare lists of appraisers for a final selection of an appraiser that appears on both lists. Last Tuesday, the District received Burke’s 95% plans and specifications, which V3 Engineering (V3) is reviewing.
In regards to the York Commons detention basin, the City Council accepted bids for construction with an alternate location to come under the tracks from Crescent Avenue into the park. This alternative is further west of the original design creating less of an impact in the park. V3 and the
Board’s subcommittee have requested additional information from Burke to ensure the alternate will operate in the exact same way as the original location. Staff will be attending a preconstruction meeting at York Commons with City staff and their contractor. Rogers informed the City Manager that construction will not begin until it has been determined that the system will operate as agreed upon. Board President Spaeth requested the cost variance for changing the routing. Commissioner Graf reported that the City Council approved the higher of the two alternative costs, even though, in the long run, alternative two would be least expensive.
Commissioner Pelosi made a motion and Commissioner Graf seconded that the Board of Park Commissioners approve Resolution R-02-16 to approve the terms of an intergovernmental agreement between the City of Elmhurst and the Elmhurst Park District for the construction, operation and maintenance of stormwater improvements in Golden Meadows Park and authorize the Park Board President to execute said IGA. Executive Director Rogers gave an update on the stormwater subcommittee's meeting with the City in June which consisted mainly of progress on the IGA.
Regarding York Commons, on July 7 the District received written response from Burke Engineeringin response to V3's comments made on May 3. Although the IGA for the York Commons stormwater detention has been approved, the District's approval of design plans remain pending. Based on the District's recommendations, Burke has made a number of adjustments to the design including adjustments to improve aesthetics and relocation of the control panel to the dumpster enclosure with lights mounted on the top to indicate the up/down position of the gate to improve safety. The gate lights will illuminate to indicate the pump has been activated, similar to the pump houses along the creek. The sluice gate will have a non-rising stem. Burke recommended that the actuator be located above grade next to the dumpster. The subcommittee is working with V3 to meet the overall aesthetic needs of the District on behalf of the community while meeting the functional needs of the City.
In regards to Golden Meadows, following IDNR's July 12 verbal approval, the District sent a formal written request to IDNR on July 18 and anticipates a formal reply to move forward in approving the terms of an IGA to deed over the west portion of the park to the City in exchange for the appraised value. A deadline will not be imposed as to when the District has to replace the property. Tlie City Council approved the IGA on July 18 by a unanimous vote of 11-0 wiA 3 absences. In response to Commissioner Spaeth asking if the IGA was approved on the federal level. Director Rogers stated, yes. As there was no further discussion, the Board was polled. Ayes: Commissioners Morissette-Moll, Pelosi, Ubriaco, Ennis, Graf, and Spaeth. Nays: none. Motion carried.
UNFINISHED BUSINESS (OLD) –
Stormwater Management Discussion
Executive Director Rogers updated the Board on negotiations with the City concerning the use of District park space for stormwater detention. The Board’s subcommittee met with the City on June 9 to review draft terms of the Golden Meadows intergovernmental agreement (IGA) and to discuss other stormwater detention areas including York Commons. Rogers and City Manager Grabowski had a conference call with the IDNR Director of Architecture, Engineering and Grants to propose the terms of the IGA for the use of IDNR grant purchased park property at Golden Meadows for stormwater detention by the City. Rogers stated that IDNR understood what is being proposed and indicated that they will work with the District on the endeavor, which also requires approval by the National Park Service. IDNR requested a Statement of Intent, which was provided explaining the City’s flooding issue, proposed solutions using District property and a map of the proposed detention area in Golden Meadows. The City Council anticipates a report from the Public Works Dept. recommending the approval of the IGA of Golden Meadows on July 5. The next stormwater management meeting is scheduled for June 30, 2016.
Regarding York Commons, the City has encountered a problem in gaining access to residential property for piping to the proposed detention basin. While the City continues its efforts to secure an easement, the City does not anticipate beginning construction of the basin prior to the closing of Smalley Pool on August 15. Additionally, the City continues to prepare its response to V3 Engineering’s comments made on May 3 concerning the location and aesthetics of the shut-off valve in York Commons.
The Board’s subcommittee met with the City on June 9 and all of the items reviewed with the Board on June 8 were discussed including the draft terms of the Golden Meadows IGA and initiating discussions with IDNR as well as the status of the York Commons’ plans and project.
Following the meeting, staff arranged a conference call on June 14 with IDNR’s Director of Architecture, Engineering and Grants about the proposed terms of the IGA for Golden Meadows that also included City Manager Grabowski. IDNR understood what is being proposed and indicated that they will work with us on this endeavor. While nothing has been formally approved and the proposal will also require approval by the National Park Service, this is a good first step. At the request of IDNR, following the conference call the City Manager and PArk Doiistrict Executive Director jointly prepared and forwarded the attached two documents on June 17. The first is a brief Statement of Intent that explains the issue at hand and the second is a map detailing the property with grant restrictions and the specific area proposed for conversion.
Finally, the City Council is tentatively scheduled to receive a report from the Public Works and Buildings Committee on July 5 recommending approval of the IGA. This approval is not actual approval of the IGA, per se, but is instead approval of the terms it contains, similar to the consensus provided by the Park Board on June 8. The IGA will be brought to the Park Board and City Council for formal approval once any changes are included based upon feedback provided by IDNR.
As regards York Commons, the City mentioned that they have encountered a “stumbling block” in gaining access across residential property from Crescent Avenue to connect under the railroad tracks to the park. They are still working to secure an easement and as a result, confirmed that construction in the park will not begin prior to the closing of Smalley Pool on August 15. The City also noted that they are still preparing a response to V3’s comments from May 3 concerning the location of the shut-off valve and proposing minor modifications to the valve to enhance aesthetics while allowing the City to keep the valve at its desired location. In order to avoid visibility of the equipment at above grade, creative engineering will be necessary to meet the stated objectives of both the City and the Park District.
The next stormwater management meeting was scheduled for June 30, 2016.
Attached: Statement of Intent - Golden Meadows IGA
Map - Golden Meadows grant restrictions and proposed conversion
Stormwater Management – Golden Meadows Intergovernmental Agreement
Executive Director Rogers updated the Board on discussions with the City to develop an intergovernmental agreement (IGA) for the City’s use of the western portion of Golden Meadows for a stormwater detention basin. Rogers reviewed highlighted points in the IGA, including the previously discussed sequencing of events in transferring the deed to the property. The stormwater management committee agreed that the Illinois Department of Natural Resources (IDNR) be approached with the proposed IGA to identify any stumbling blocks before final approval and a meeting is being scheduled to have those preliminary discussions with the Director of IDNR. In response to Commissioner Ubriaco inquiring of any issues that could delay the approval of the IGA, Rogers stated that there is one item still under discussion regarding acquisition of replacement park property. Input will be sought from IDNR regarding the property replacement issue. The City has completed its Phase 1, which included a review of records and previous ownership on the site. Three soil boring samples are scheduled for next week.
The Park Board was provided this update in their May 25, 2016 Board Packet
As was mentioned at the Board’s last meeting, at the last stormwater subcommittee meeting on April 28, the District proposed a new sequencing of events concerning the Golden Meadows IGA intended to streamline and make the process more efficient. The concept was generally well received by the City and thereafter, on May 11 District attorney Andrew Paine drafted a revised IGA to reflect the proposed changes (see copy attached).
On May 20, staff along with Attorney Paine met with the City Manager and City Attorney to continue discussions with the goal of having the document be approved by the each agency prior to the next subcommittee meeting scheduled for Thursday, June 9, 2016 at 7:00 p.m. at City Hall. Staff will provide an overview of the current negotiations for the Board.
In addition, as the Park District created an Access Agreement that has allowed the City to conduct environmental testing while the IGA is being negotiated, last week, the City’s environmental testing firm conducted a site visit and is in the process of preparing a Phase I Report. Thus far, they report that the site visit and historical file review have shown nothing of concern other than the railroad tracks identified in the proposal. Once the Phase I report is complete, the firm will coordinate with Park District staff to conduct Phase II activities onsite.
No Discussion of Stormwater took place at the May 25, 2016 Park Board Meeting
Stormwater Management Discussion
Executive Director Rogers reported on the stormwater committee meeting held on April 28, 2016 with the City of Elmhurst. All five sites under consideration were mentioned during the stormwater meeting. Discussions continued regarding the location of the shut-off valve in York Commons and the construction schedule. The City was informed of the District exploring options to address the location of the shut-off valve that would meet the needs of both the City and the Park District keeping in mind the need for functionality, ease of access for maintenance, and aesthetics. Subsequently, the District’s engineer, V3 Engineering, submitted a plan to the City on May 3 with the District's suggestions. In discussing the timeline of the project, the District’s subcommittee reiterated to the City that safety remains the utmost concern in terms of scheduling and the District does not want major earthwork and excavation to occur during the pool season. Both City and District staff have been working towards developing a schedule that would allow the City to commence work in time to complete the project by November. The City has yet to confirm a start date.
Regarding the Golden Meadows Park stormwater detention basin, the District proposed a new sequencing of events, which was well received by the City. District attorney, Paine, has revised the intergovernmental agreement (IGA) to reflect the new sequencing and timeline and forwarded it to the City earlier in the day on May 11. District and City staff have discussed plans to begin environmental testing at Golden Meadows Park resulting in an access agreement being developed to allow the City to conduct testing. V3 Engineering has completed its review of the 65% plans; their comments have been forwarded to the City.
The IGA for Golden Meadows Park will be much different than the IGA for York Commons as the City will own the western portion of the site, thus requiring an IGA for two utility easements in the eastern portion to allow piping.
At the stormwater committee meeting, the District stormwater subcommittee reiterated the Park Board's position on the three other park sites under consideration. Rogers read the Board's position “At this point in time, the Park Board is not interested in encumbering additional open space with detention basins to provide relief for approximately 11 remaining homes that would be impacted without Park District and City staff first discussing alternatives for three of the sites, similar to those alternatives already utilized by the City.”
The next stormwater committee meeting will be held on June 9, 2016 in City chambers with the goal to have the IGA for Golden Meadows Park ratified by the City and Park Board.
Six residents attended the meeting and two spoke during public comment. All five sites under consideration were discussed.
As regards York Commons, discussion took place concerning two items – the location of the shut-off valve and the construction schedule. The subcommittee indicated to the City that the current set of plans provided by the City were being reviewed and that a solution concerning the location of the valve was being developed that, with some minor modifications to the valve, could be completed to enhance aesthetics in order to meet the stated objectives of both the City and the Park District. Subsequently, on May 3 that solution, which calls for allowing the City to keep the valve at its desired location, but uses some creative engineering in order to avoid visibility of equipment above grade, was provided to the City consideration. A copy of V3’s response is attached.
In addition, the timeline for the project was discussed as it is apparent the work will not be able to be completed prior to Smalley Pool opening for the summer. The City is working on a proposed schedule for the project; the District made it clear that safety is the utmost concern when considering the schedule as thousands of people utilize the park and pool during the summer.
Discussion then turned to the Golden Meadows IGA as the subcommittee presented the proposed new sequencing of events that the Board reviewed on April 27. The proposed changes had been shared prior to the meeting and City representatives generally agreed to the concepts. Staff is now working with Andrew Paine of Tressler on revising the IGA to reflect the new sequencing and committed to providing a draft to the City the week of May 9 with the intent of having the document be approved by the each agency prior to the next subcommittee meeting.
Furthermore, an agreement to allow the City to access the site to undertake environmental testing was finalized by Paine and has been executed by staff.
Finally, as also discussed with the Board on April 27, the subcommittee again reiterated the Board’s position regarding the other three parks under consideration (East End, Crestview and Wild Meadows Trace) as follows: “At this point in time, the Park Board is not interested in encumbering additional open space with detention basins to provide relief for approximately 11 remaining homes that would be impacted. However…the District believes that Park and City staff should discuss alternative ideas for three of the sites, similar to those the City has already utilized.”
The City and School District plan to meet on May 25, but it was agreed that the next subcommittee meeting to include the District will be held Thursday, June 9, 2016 at 7:00 p.m. at City Hall.
Stormwater Management Discussion
Executive Director Rogers reported on progress made with the City of Elmhurst on stormwater detention basins on District property. Rogers has been working with the City Manager on the sequence of events for the Golden Meadows Park stormwater detention project. A revised sequence of events flowchart with the environmental testing step moved to the top was handed out to the board. It is anticipated that the proposed sequence of events will be discussed at the next Stormwater Subcommittee Meeting on April 28, 2016. Executive Director Rogers has also been working with District attorney Andrew Paine on an access agreement to allow the City to conduct environmental testing at Golden Meadows Park as soon as possible.
As regards to York Commons, the Park District has received the latest set of plans from the City. Staff, along with the District’s engineering firm V3 and the Board’s subcommittee, is in the process of reviewing the plans. Executive Director Rogers has continued to have discussions with the City Manager regarding the construction schedule, specifically the earthwork and excavation and continues to reiterate the District’s strong concerns about construction taking place in the York Commons Park while Smalley Pool is open.
Executive Director Rogers continued by stating that there are two outstanding items for the proposed stormwater detention in York Commons Park – the construction schedule as noted and the shut-off valve. The City has continued to propose installing the valve in the southwest corner of the park near York Street, while the Park District has previously suggested that the City reconsider placing the valve in between the skate park, the pool and the railroad tracks. Commissioners Spaeth and Graf noted their concerns for the aesthetics of the park and the impact of the valve and the accompanying fence surrounding it. The subcommittee shared potential ways to minimize their impact on the appearance of the park including decreasing the size of the proposed fencing surrounding it and installing landscaping. The subcommittee believes there is an opportunity for a compromise with the City on the valve and will continue their efforts at the next meeting.
Commissioner Ubriaco thanked the Stormwater Subcommittee and V3 Engineering for evaluating the proposed plans and coming up with some creative ideas in such a timely manner.