Title
Pond Stewardship and Management
History
Over the years, the Village has accepted a number of ponds and detention basins that comprise the stormwater management system for the Village. There have been varying levels of stormwater basin maintenance and management performed by differing departments and contractors and a comprehensive strategy has not been developed. Included in these efforts have been shoreline plantings, re-plantings and aquatic vegetation improvements.
In an effort to develop a sustainable maintenance and management plan for the ponds that comprise the Village’s stormwater management and pond system, Public Works has been conferring with the Parks Department and Village Administration over the past couple years. As the functionality of the ponds is directly related to the stormwater sewer system that is maintained by Public Works, the responsibility for maintenance and management of the ponds has historically resided in Public Works. The funding for the pond related work is contained within the Village’s Water & Sewer Fund.
After several isolated projects with varying levels of success were undertaken over the past several years to improve select ponds and shorelines, what has become evident (specifically during 2010) is that neither Parks nor the Public Works Departments possess the requisite skills or resources to systematically develop and maintain ponds and the associated shorelines to acceptable levels of quality throughout the Village.
Detention Basin Maintenance Program
There are over 550 ponds in the Village that are part of the larger stormwater management system. Approximately 172 ponds throughout the Village are maintained by the Village. Staff is proposing a pond management strategy that relies on a categorization of each pond based on the following broad goals:
1. Establish a comprehensive Village-wide approach.
2. Provide consistency in expectations among all stakeholders.
3. Utilize the right resources at the right time provided by the best qualified parties.
4. Follow industry best practices for ecological restoration and maintenance.
Accordingly, the following categorization is proposed to ensure that the above referenced goals are reached.
Category A: High Impact (No more than 15% can be placed in this category)
• Annual maintenance and/or stewardship.
• High visibility areas.
• Generates frequent complaints due to low aesthetics and/or performance.
• Prone to invasive species.
• Subject to design issues (e.g., slopes, etc.) that compel higher maintenance.
• Lack of regular maintenance degrades the image of the Village.
• Intensity of maintenance will likely combine efforts of contractor and Parks and Public Works Departments.
Category B: Intermediate Impact (No more than 30%)
• 2-4 year maintenance schedule, lower intensity.
• Maintenance efforts may include combination of contractor and Village staff.
• Location generates occasional complaints.
• Medium or high visibility.
• Requires periodic maintenance, but has satisfactory functionality.
Category C: Low Impact (Remaining 55% or more)
• High functionality.
• Relatively low visibility.
• 5-10 year maintenance schedule, low intensity.
• Maintenance can likely be achieved with internal resources.
• Source of little or no complaints.
The list of ponds attached to the February 7, 2011, Committee Action provides the proposed categorization of ponds in accordance with the outline above.
Phase I - Establish a Steering Committee
Staff recommends the creation of a steering committee comprising staff, consultants, and two (2) Village Trustees to periodically review best practices and annual work plans, as well as to provide feedback and recommendations vis-à-vis the Village’s maintenance program.
Phase I - Proposed Work Plan
Staff proposes implementation of the above strategy beginning in spring 2011. Funding for Category A level maintenance, in the amount of $500,000, has been included in the FY2011 Water & Sewer Capital Budget. For Categories B & C, funding of $50,000 has been included in the FY2011 Water & Sewer Budget, as part of its annual operating budget.
Staff proposes to use capital funding, as available, to address the Category A ponds in an effort to bring their performance and aesthetic appearance up to expectations. Those ponds would be sequenced for restoration work in the coming years as part of a long-term restoration plan.
Staff recommends that the Village Hall ponds and Imperial West pond be included in the initial 2011 work plan. Staff further recommends that the initial effort include critical components that include a three-year stewardship component not exceeding FY2011 Funding which will include Staff Education, and a task to develop communications materials for internal and external use.
Phase II - Proposed Plan
Staff proposes that a similar effort be undertaken following above strategy for work in 2012. Staff has forecast requested level of funding for the forthcoming years so the maintenance strategy is able to be properly implemented. Funding was proposed in the amount of $500,000, for the FY2012 Water & Sewer Capital Budget.
Proposed Timeline
•Feb 7, 2011: Committee approval of pond maintenance program
•Feb 21, 2011: Board approval of pond maintenance program
•March 2011: Issue RFP and prepare recommendation to Board
•Apr 4, 2011: Committee approval of consultant/contractor to carry out Category A section of program
•Apr 18, 2011: Board approval of contract for Category A section of program
•April/May 2011: Begin Category A improvements for first series of ponds
•Apr - Oct 2011: Ongoing maintenance of Category B & C ponds
•Fall 2011/12: Budget Category A section funding for FY2012
•Winter 2012: Secure Board approval for next series of Category A section improvements
Once the work undertaken in 2011 is reviewed for desired results, we will have a better understanding of the effort that will be required to continue the pond work for 2012 and beyond.
On February 7, 2011, this item was reviewed and approved by the Public Works and Engineering Committee and referred to the Board for approval.
INFORMATION PREVIOUSLY PROVIDED AS PART OF THE FEBRUARY 7, 2011, PUBLIC WORKS AND ENGINEERING COMMITTEE PACKET.
Financial Impact
Funds are available within the approved 2011 Capital Budget to provide for the work planned to be undertaken in Phase I of this effort.
Recommended Action/Motion
I move to approve that Staff be directed to solicit qualified professional proposals to implement Phase I of the Pond Management Strategy.