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Libertyville, IL 60048 ^Libertyville spirit of independence VILLAGE OF LIBERTYVILLE BOARD OF TRUSTEES COMMITTEE OF THE WHOLE MEETING AGENDA March 12, 2019 7:00 P.M. Village Hall Board Room 118 W. Cook Avenue Libertyville, IL 60048 1. 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 60048 (847)362-2430 ^ , 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 60048 (847) 362-2430 (847) 362/9453 fax www. liberty ville .corn VILLAGE OF LIBERTYVILLE BOARD OF TRUSTEES Committee of the Whole Febmary 12,2019 DRAFT 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 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 12-18 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. 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 r^r-) a VILLAGE OF LIBERTYVILLE U y€'^> e/ 'tea A ^ F § BOARD OF TRUSTEES 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 $15.77. 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 non- residential 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. COMMITTEE OF THE WHOLE/December 11, 2018 Page 2 Administrator Kelly Amidei noted that fees could be adjusted as the project moves forward.
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