Oswego Committee of the Whole Meeting - March 18, 2025

The Committee of the Whole meeting was held on March 18, 2025 at 6:00 PM in the Oswego Village Hall. The agenda included an annual update on the National Pump Discharge Elimination System (NPDES) permit and a presentation on the design and cost estimates for a new Public Works facility, with the Board providing direction on the next steps.

Consent Calendar

• No consent items were listed or discussed.

Public Comments & Testimony

• No members of the public addressed the Board.

Discussion Items

F.1 National Pump Discharge Elimination System (NPDES) Annual Update

Alejandra Hardaway, Public Works Management Analyst, presented the annual update on the village's Ms4 permit (Illinois Statewide Permit IOR 40). She summarized the six minimum control measures: public education and outreach, public participation, illicit discharge detection and elination, construction site runoff control, post-construction runoff control, and good housekeeping (e.g., reducing chlorides and pesticides). The village has participated in the program since 2003. The permit was last issued on March 1, 2021. Residents can report stormwater concerns via the My Civic 311 app or by calling Public Works at 630-554-3242. The village's Stormwater Management Program Plan (SMPP) is available online. There was a brief question about construction site inspection; Ms. Hardaway confirmed that the village engineer serves as the enforcement officer and conducts spot checks.

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

Steve, Public Works Director, introduced the long-standing project to expand the Public Works facility, which has been in discussion since 2002. Two options were presented by Andy Dogen (Williams Architects) and Jack Hayes (Frederick Quinn Corporation):

• Option A (budget: $25 million): Renovate the existing 20-year-old building and construct a new facility to the south, including a 96-vehicle storage garage (with 6 maintenance bays), a wash bay, administration offices, a training room for up to 100 people, and support spaces. The existing building would be remodeled into shops, storage, and a sign shop. Future expansion of the garage (up to 24,000 sq ft) is planned.
• Option B (budget: $41 million): Build all recommended space as new construction, repurposing the existing building only for storage. This adds additional vehicle maintenance bays (total 8) and more shop space.

Funding sources for Option A include $18 million in general fund reserves (increased from the previously estimated $15 million), $3 million from the FY2024 surplus (unaudited, possibly more), $3.5 million from water and capital funds, and $500,000 from budget funds in 2026/27. The village has $18 million in reserves and a 40% fund balance after the contribution (policy minimum is 30%). Options for additional funding include grants, bonds, or reallocating capital project funds.

Key capacity data: Current public works staff is 31, projected to grow to 62 by 2050 with village growth to 60,000 residents. Current fleet is 54 vehicles/equipment, projected to add 30. Option A can store 78 vehicles. Most police vehicle maintenance is performed at public works, and future growth will require additional maintenance capacity.

Board discussion centered on Option A. Several trustees expressed strong support, citing fiscal responsibility (no debt needed), the ability to phase future expansion, and the value of repurposing the existing building. Concerns about market volatility (tariffs, material costs) were raised; the design and construction team noted that the budget is based on current market conditions and that they aim to bid aggressively in late 2025/early 2026. Options to mitigate cost overruns include using unspent capital funds or additional surplus.

Specific alternatives were considered:

• Alternate 1: Additional salt dome (about 2,100 tons) to allow storing a full year's supply and avoid losses from outside storage. Currently the village shares a dome with the school district and cannot store a full season.
• Alternate2: Covered fuel island and composite catwalk/stair in the wash bay (estimated $175,000). These were cited for safety and equipment protection.

Trustees unanimously supported including both alternates within the $25 million budget, acknowledging that the salt dome could be scaled down or funded through other means (e.g., school district partnership or smaller size). The Board directed staff to proceed with Option A and include alternates one and two.

Key Outcomes

• The Board provided direction to proceed with Option A for the Public Works facility, with a total project budget of approximately $25 million (including alternates).
• The Board directed staff to include Alternate 1 (additional salt dome) and Alternate2 (covered fuel island and wash bay catwalk/stair) in the scope, with the understanding that the salt dome's size may be adjusted or additional funding sources identified.
• Staff and consultants will move forward with design development, convene a steering committee, and aim for a construction start in fall 2025, with a projected 21-25 month timeline to completion.
• The Board will be kept informed throughout the process.