Submitted By
Bill McKenna, Village Engineer
Reviewed By
A.M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Creating a Steering Committee for the Oak Park Avenue Streetscape Project and Appointing its Members
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Overview
Overview
The Village is currently working with Terra Engineering on the conceptual design for a future streetscape project in the Hemingway Business District on Oak Park Avenue. This resolution establishes a steering committee comprised of stakeholders in the project area, commission members, and staff which will review and refine proposed design concepts for the future project and ultimately provide recommendations to the Village Board for preferred design alternatives with estimated costs for the Village Board to review and approve. Staff has prepared a Resolution to establish the Steering Committee and appoint its members.
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Recommendation
Recommendation
Adopt the Resolution.
Background
The current 5-year Capital Improvement Plan includes funds for a streetscape and utility project in the Hemingway Business District generally on Oak Park Avenue from Randolph to Ontario. The existing streetscaping was installed in 1992 and needs replacement to address failing conditions of the sidewalks, roadway, and underground utilities, improve accessibility, and improve the use of public spaces. The Engineering Division started the planning effort in late 2019 but suspended work due to the COVID pandemic. Preliminary engineering design work was restarted in late 2022. Work on the conceptual design and public engagement for the project is restarting at this time in order to develop design concepts and prepare plans for construction which is anticipated to occur in 2024.
The conceptual design process involves evaluating how the current public spaces are being used for mobility, outdoor dining, gathering spaces, etc.; exploring opportunities for reshaping these spaces to better serve the current and future needs of the business district and community; identifying opportunities and concepts for areas for public spaces; identifying materials and amenities for the project for sidewalks, pavements, lighting, etc.; and evaluating costs and other impacts of these concepts and materials.
In order to help guide this conceptual design process, the Village is proposing to establish a steering committee comprised of business and property owners in the project area, a representative from the Oak Park River Forest Chamber of Commerce, and representatives from the Aging in Place and Disability Access Commissions. The steering committee would meet with the project’s design team and Village staff for a series of meetings to develop design concepts. The steering committee would ultimately make recommendations to the Village Board for the preferred design concepts for the project as well as provide alternate concepts based on cost or other considerations. The steering committee will follow the open meetings act requirements.
In addition to the steering committee, the Engineering Division plans to host public open houses to gather input from the community and solicit input using the project’s website www.RenewTheAvenue.com, and Village’s social media. There would be online virtual meeting options for both the stakeholder and open house meetings. A preliminary outline for the public engagement plan for steering committee meetings, open houses, and Village Board meetings is attached.
To address aging infrastructure the future construction project will likely include sewer main replacement from Randolph to Ontario, water main replacement from South Boulevard to Ontario, street reconstruction from Pleasant to Lake, sidewalk improvements, lighting improvements, and signal modernization at North and South Boulevards. Additional work for streetscaping materials and elements, landscaping, and any spaces for public use or dining will be considered during the conceptual design and presented to the Village Board for consideration as well.
Fiscal Impact
There are available funds in the FY23 Budget in the Capital Improvement Fund, Public Works - Engineering, External Support account no. 3095.43780.101.530667 to pay for costs associated with administering a steering committee for creating meeting minutes or other miscellaneous costs.
DEI Impact
N/A.
Alternatives
The alternative to this recommendation could be to delay action to gain additional information.
Previous Board Action
At the Village Board meeting on November 21, 2022, the Village Board approved an Amendment to the Professional Services Agreement with Terra Engineering, Ltd. for the Design of the Oak Park Avenue Resurfacing, Utility, and Streetscape Projects to change the not to exceed amount from $775,037 to $1,010,958.
At the Village Board meeting on September 16, 2019, the Village Board approved a Professional Services Agreement with Terra Engineering, Ltd. for the design of the Oak Park Avenue Resurfacing, Utility, and Streetscape Projects, in an amount not to exceed $775,037.
At the September 9, 2019, special meeting, the Village Board had a presentation and discussion on the design and construction of the Oak Park Avenue Resurfacing, Utility, and Streetscaping Projects.
Citizen Advisory Commission Action
The steering committee will include a representative from the Aging in Place and Disability Access Commissions. The preliminary concept plans for the project will be presented to these commissions for their information and any input later this year.
Anticipated Future Actions/Commitments
Staff and the consultants will present proposed options for streetscaping concepts and costs to the Village Board for review and approval near the end of the conceptual design phase of this project. Following the Village Board’s approval of the conceptual design and cost, staff will present a final engineering design contract to the Village Board for consideration.
Intergovernmental Cooperation Opportunities
None at this time.