Community Development Department SUBJECT: Consideration of a Resolution and recommendation to enter into an Easement Agreement with Glenview School District 34 for the Stormwater Detention Project at the Lyon Elementary School. AGENDA ITEM: 11.a. MEETING DATE: October 18, 2016 VILLAGE BOARD REPORT TO: Village President and Board of Trustees FROM: Joe Kenney, PE, Director of Community Development, (847) 904-4313 Shane Schneider, PE, Village Engineer, (847) 904-4410 THROUGH: Todd Hileman, Village Manager PURPOSE AND ACTION REQUESTED: Staff requests Village Board consideration of a Resolution and recommendation authorizing execution of an Easement Agreement with Glenview School District 34 to complete storm water detention improvements at the Lyon Elementary School. BACKGROUND: As identified during the Village s storm water modeling completed during 2009 and 2010, and summarized in the Village s Flood Risk Reduction Program (stormwater master plan), there are historic stormwater flooding problems in the Bonnie Glen neighborhood and further downstream toward Waukegan Road. Some of the worst flooding occurs near the intersection of Raleigh Road and Elizabeth Lane, as this area has some of the lowest-lying ground elevations in the watershed. These areas are categorized as Tier 3 flooding, which is defined as areas with limited vehicle access, including emergency response vehicles. The 2013 accelerated stormwater program identified this area as a potential candidate for underground stormwater storage. DISCUSSION: Staff began discussions with School District 34 earlier this summer to see if there was an opportunity to construct an underground detention system at Lyon Elementary School. Staff then made a presentation to the Glenview School District 34 Board on June 20, 2016 and explained the potential project scope and the area flood relief benefits that could be achieved. The area had previously been studied by MWH Global, and then most recently a stormwater model was prepared by AECOM that specifically analyzed the benefits of a 5 acre-foot detention basin on the Lyon 1
property. There are 340 benefiting parcels (direct and indirect) from the proposed detention improvements, as flood levels will be reduced along public roadways and on private property. The greatest benefits are realized during the most commonly occurring storm events (e.g. 2, 5, 10, and 25-year events). Therefore, immediate benefits will be realized upon completion of the project. The inundation map shown below depicts the areas of historic flooding in the Bonnie Glen area: After the District s June 20, 2016 board meeting, Village and District staff worked together to find the best location to site the underground detention facility. It was determined that along the southern property line was most ideal, and would result in the least impacts to any future development plans of the school. Constructing the detention will require heavy equipment to access the property using the school s existing parking lot off Waukegan Road, and portions of the improvements will be located underneath the parking lot requiring some of the parking lot to be removed and replaced. The district staff shared that they have vehicle congestion problems in the parking lot, and redesigning and reconstructing the parking lot with new bus and drop-off lanes would be a big improvement. Therefore, after further discussions, it was determined to be mutually beneficial to reconstruct the parking lot with these new standards in mind, and for the Village and the District to share in the parking lot construction cost. The redesigned parking lot will increase in size, and the additional detention required for the new impervious area will be provided in the underground detention facility. 2
The map below shows the layout of the proposed underground detention: PROPOSED PROJECT IMPROVEMENTS AND COSTS: Constructing a new underground detention facility at Lyon School will include the following key project components and their estimated associated costs: Item: Cost: 5 acre-foot StormTrap $2,000,000.00 Connecting storm sewer piping system...200,000.00 Parking lot construction (Village s share)....315,000.00 Total $2,515,000.00 Note: These are estimated costs based on concept level design plans. Staff will present actual project costs to the Village Board for approval in Q1 2017 after the competitive bidding process. 3
Alternate project scopes were considered to bring detention into the Bonnie Glen area, including adding inline detention underneath public streets ($5.7 million), and purchasing single-family lots for the purpose of constructing detention ($4.4 million). However, both of these alternates had much higher costs and limiting available space to construct the improvements. As a result, these alternates are not feasible to move forward. EASEMENT AGREEMENT TERMS AND SCHEDULE: Staff from District 34 and the Village have prepared an easement agreement with terms for constructing underground detention at Lyon Elementary School. The Glenview School District 34 Board will consider approval of the easement agreement at their October 18, 2016 board meeting. Key easement agreement terms include: The Glenview School District 34 (D34) will grant the Village of Glenview (VG) a permanent easement for stormwater detention (approximately 1 acre in size); VG will be responsible for the design, permitting, and construction of the project; VG will own and maintain the detention facility; VG and D34 will cost-share on the design and construction costs of the reconfigured parking lot; The construction work will be completed during the summer months of June August, and outside of the school s regular student schedule. The tentative project schedule is as follows: Q4 2016 Q1 2017 Community outreach, design, and bidding June 2017 Begin Phase I construction (after last day of school year) August 2017 Complete Phase 1 construction (before first day of new school year) June 2018 Begin Phase 2 construction (after last day of school year) August 2018 Complete Phase 2 construction (before first day of new school year) RECOMMENDATION: Staff recommends that the Village Board authorize the Village President to execute the attached Resolution authorizing execution of an Easement Agreement with Glenview School District 34 to complete storm water detention improvements at the Lyon Elementary School. ATTACHMENTS: 1. Resolution 4
Attachment 1 Easement Agreement Resolution 5
RESOLUTION NO. WHEREAS, the Village of Glenview ( Village ), is a home rule municipality located in Cook County, Illinois; WHEREAS, the corporate authorities have discussed the Stormwater Detention Project at Lyon Elementary School (the Project ) as a means to alleviate flooding issues in the surrounding areas; WHEREAS, the Glenview School District 34 is willing to partner with the Village to provide storm water detention for said Project; WHEREAS, the corporate authorities have discussed and considered the Easement Agreement (the Agreement ) between the Glenview School District 34 ( District ) and the Village for the Project; and WHEREAS, the corporate authorities have determined that it is in the public interest to enter into the Agreement with the District to facilitate the Project. NOW, THEREFORE, BE IT RESOLVED, by the President and Board of Trustees of the Village of Glenview, as follows: That the President and Village Clerk are authorized to execute an Easement Agreement between the Glenview School District 34 and the Village of Glenview, subject to Village Attorney review and approval, to facilitate the construction of the Stormwater Detention Project at the Lyon Elementary School. PASSED this day of, 2016 AYES: NAYS: ABSENT: APPROVED by me this day of, 2016 James R. Patterson, Jr., President Village of Glenview, Cook County, Illinois ATTEST: Todd Hileman, Village Clerk Village of Glenview, Cook County, Illinois 6