Kendall County Times

Village of Oswego Committee of the Whole met March 18.

Here are the minutes provided by the committee:

CALL TO ORDER

President Ryan Kauffman called the meeting to order at 6:01 p.m.

ROLL CALL

Board Members Physically Present: President Ryan Kauffman; Trustees Tom Guist, Kit Kuhrt, Karin McCarthy Lange, Karen Novy, Jennifer Jones Sinnott, and Andrew Torres.

Staff Physically Present: Dan Di Santo, Village Administrator; Jean Bueche, Asst. Village Administrator; Tina Touchette, Village Clerk; Jason Bastin, Police Chief; Curt Cassidy, Incoming Public Works Director; Andrea Lamberg, Finance Director; Rod Zenner, Development Services Director; Joe Renzetti, IT/GIS Director; Kevin Leighty, Economic Development Director; Maddie Upham, Assistant to the Village Administrator; Julie Hoffman, Events Manager; Steve Raasch, Facilities Manager; Alejandro Hardaway, Management Analyst; and Dave Silverman, Village Attorney.

PUBLIC FORUM

Public Forum was opened at 6:01 p.m. There was no one who requested to speak. The public forum was closed at 6:01 p.m.

OLD BUSINESS

There was no old business.

NEW BUSINESS

F.1 National Pollution Discharge Elimination Program Annual Update

Management Analyst, Hardaway addressed the Board regarding the annual update. The Illinois Environmental Protection Agency (IEPA), with authority delegated from USEPA, permits stormwater discharge into the Waters of the United States as required by the Clean Water Act. The National Pollutant Discharge Elimination System (NPDES) is the regulatory program under which the Village discharges into the Fox River and other Waters of the United States. The permit requires that discharged stormwater be free of contaminants to the maximum extent practicable. Oswego filed its first Notice of Intent (NOI) to comply with the statewide general permit conditions in 2003. The Village filed a second NOI to comply with updated permit requirements in 2013, and then again in 2016. The Illinois EPA has issued a version of its NPDES Permit No. ILR40 (MS4 Permit). The current NOI became effective on March 1, 2021, and contains a variety of requirements that impact local stormwater management programs. The requirements address de-icing activities and material storage, dry weather outfall inspections, wet weather quality monitoring, long term operation and maintenance plans and evaluating the effectiveness of our best management practices. The six measures are:

• Public Education and Outreach

• Public Participation/Involvement

• Illicit Discharge Detection and Elimination

• Construction Site Runoff Control

• Post-Construction Runoff Control

• Pollution Prevention/Good Housekeeping

On the regulatory side, the Village has adopted Subdivision and Development Control Regulations and an Illicit Discharge Detection and Elimination ordinance to provide mechanisms to support this objective. These regulations provide for detention, erosion and sediment control, and prohibitions against dumping into waterways. Oswego’s overall approach to addressing the NPDES program requirements are summarized in the Stormwater Management Program Plan (SMPP). The SMPP is reviewed and updated on a regular basis to be in compliance with the permit. We are required a minimum of one public meeting annually for the public to provide input as to the adequacy of our program. This requirement may be in conjunction with or as part of a regular council or board meeting. This presentation addresses this requirement.

Board and staff discussed: call 630-554-3242 with general questions; use MyCivic app to report problems; Village website also has information; whether a silt fence is required by contractors on the construction site; Village inspectors inspect job sites and do spot checks. There was no further discussion.

F.2 New Public Works Schematic Design and Cost Estimate Presentation

Facilities Manager, Raasch addressed the Board regarding the new public works design and cost estimate. The Village Board directed staff to proceed with two options, now called Option A and B. Budget numbers were presented in 2024 dollars. Staff advised that Option A could be fully funded with existing Village fund balances, while Option B would require bonding, likely combined with water bonds for the upcoming Lake Michigan water project.

Option A

• New Building - Storage Garage + Administration + Common Space on Existing Site.

• Existing Building – Full Renovation to include new shops, expanded fleet maintenance area, additional offices and renovated/expanded restrooms.

Budget $25,000,000 which includes:

• $22M - Construction

• $3M - Soft Costs (Permits & Utilities, Furniture, Fixtures, Equipment, Technology Systems, Architectural Fees, Construction Testing, Surveying, Builders Risk Insurance, and Owner Contingency)

Alternates for Future Consideration

• Alt #1 Furnish and install composite Catwalk & Stair in Wash Bay (~$66,000)

• Alt #2 Construct a 36’x 36’ Canopy over the relocated fuel island (~$107,000)

• Alt #3 Construct a new Salt Dome with a 2.100-ton Salt Capacity (~$434,000)

Option B

• New Building – Storage Garage + Administration + Common Space + Shop Areas + Fleet Maintenance Garage.

• Existing Building – Limited Renovation to additional offices and renovated/expanded restrooms.

Budget $41,000,000 which includes:

• $24.9M - All of Option A

• $0.6M – Alternates

• $15.5M – Additional Scope

Financing

Costs range from $25,000,000 for a garage expansion on the existing site to $41,000,000. The Village has various funding sources to support this project:

• General Fund Reserves - $18M: – The $18M is an increase to the previous $15M presented and based on an estimated TY24 surplus. The Village’s reserve policy is to maintain a minimum assigned fund balance of 30% of the estimated subsequent year’s annual operating expenditure. The Village has $30M in General Fund Reserves (unaudited as of 12/31/24) of which $18M could be used while still maintaining a healthy fund balance that meets minimum reserve requirements. The Village has been building reserves in the event of a future significant capital need such as this.

• FY24 General Fund Surplus - $3M: The Village Board approved transferring up to $4M in surplus TY24 General Fund funds to the Capital Fund. This transfer is reflected in FY24 audited financials. As the $4M is an unaudited figure, staff recommends designating $3M towards this project.

• Water & Sewer Capital Funds - $3.5: The Village has traditionally used water and sewer funds towards building and personnel functions associated with providing potable water and sanitary sewer services, such as maintenance and improvements to the PWF and certain staff expenditures. As such, it is appropriate to consider using Water and Sewer Capital funds towards the PWF expansion project. There is $3.5M in excess unrestricted net income (fund balance) in the Water & Sewer Capital Fund that could be used towards this project.

• Budgeted Funds in 2026 or 2027 - $500,000: to make up the $500,000 remaining funds needed to meet the $25M budget, $500,000 in capital funds can be budgeted in the 2026 or 2027 budget, while the facility is under construction.

• Grants - $TBD:

o Federal

▪ Congressionally Directed Spending

▪ Investments for Public Works and Economic Development Facilities

o State

▪ State budget line items

▪ Rebuild Illinois funds

• Bond – Balance of Costs:

o The estimated debt service for Option B is $1M per year based upon the assumption of $16M in borrowing, 25-year payment, and 4.35% interest.

o Bonding would only be required for Option B and could be added to the pending Lake Michigan water project bonding expected later this year.

o The outstanding bond for the police station will be paid off in 2038 (typically between $2.7M and $2.8M per year in debt service).

Next Steps

1. Create Steering Committee

2. Start design drawings and specifications.

3. Create RFPs for long lead time items. (Ex: Generator, Transformer, etc.)

4. Commence Construction

The following was presented by Williams Architects and FQC Construction Management:

• Space needs study was done Fall 2024

• Current building still has good bones

• How we can repurpose and remodel

• Good use of existing resource

• View from looking southeast over the site

• Newly acquired property is for future growth

• Existing PW facility is to the north

• Room to expand, grow and plan for the future

• Can pull into the wash bay and then into the parking bay

• Current and future needs

• Feature focused facility

• Parking bay protects investments

• Administration- most offices for staff

• Common space also includes restrooms and showers

• Conference room allows for seating up to 100 people

• Less expensive to remodel

• Water meter storage

• Sign shop

• Vehicle servicing

• Large storage space for chemical storage

• Very early in the process

• Steering Committee

• Images are only examples

• 27-foot-high vehicle storage

• Pre-cast

• Concept level budget

• Have contingency and fees built in

• Construction budget is the hard cost

• Yellow section refers to the anticipated costs

• Scope of work

• Fuel island and parking identified as future costs

• Alternates

⮚ Can fit in and defer to see if funds are left

⮚ Achievable, but the funds will shift

• Feel strong about the numbers

• Building all as new

• Old PW facility used for storage

• Will meet the needs for three decades

• Vehicle maintenance bays are additional

• Adds $15.5M to the project budget

• Early in the design process

• Still have further designing to go

• Will bid on a couple different releases

• Start construction this Fall

• Will keep the Village Board informed throughout the project

Board and staff discussed: Option A gives us what we need and we have the funds for it; CMAP projects population at 60,000; currently have 31 PW employees and need another 31; number of vehicles needed in the future; eight more mechanic bays in Option B; equipment is currently sitting outside; need a new facility; should not have built the dog park; what are we going to do with the dog park; Park District does not have the space for a dog park; waiting to see what the community wants based on the community survey going out; staff to provide the Board with options for the dog park; spent a little over $100,000 on the dog park; doing a phased approach to transition to the larger facility; Option B is a future phase to Option A; having one coordinated facility; Option B would be based on needs; may need more maintenance bays; planning for future growth; most of maintenance is done to police vehicles; thank you to the Board for allowing us to buy the property to the east; sharing salt dome with the school district; bringing everything in-house; can’t store a years’ worth of salt right now; can work with the school district if building a second salt dome; thank you for being responsible in maintaining the current building; wall will stay with the chemical storage and can be added to; can put more in the chemical space; composite catwalk; safety; 50/50 of buildings have canopies over the fuel island; canopies protect the equipment; 5% contingency for unexpected items during construction; changes to the design; have to consider the economy in the next 8-10 months; could be a challenge; escalation numbers; good competitive pricing; tariffs not factored in yet; not seeing the market overreact; pressure to be competitive; will go directly to suppliers; locking costs in; how much extra can we absorb; adjust capital funds from other projects; will leave 40% fund balance; required to keep a 30% fund balance; investment climate is not bad; funds are not going to be spent until 2026; staff has worked with an investment advisor; using $3M from last year; options for salt dome; salt is purchased at a set rate; building will be rectangular; vehicle storage parallel to the south property line; storage area will be 24,000 sq. ft. Board agreed to add alternates #1 (catwalk) and #2 (canopy for fuel island) to Option A now. There was no further discussion.

CLOSED SESSION

There was no closed session.

ADJOURNMENT

The meeting adjourned at 6:52 p.m.

https://legistarweb-production.s3.amazonaws.com/uploads/attachment/pdf/3250675/2025.03.18_Committee_of_the_Whole_Minutes.pdf