Title
Receive an update regarding the Oakbrook Water Meter Project.
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REQUESTER:
Councilman Roger Neal
BACKGROUND:
The Oakbrook Community, established in 1972, is a private subdivision with eight shared water meters serving 156 residential units and three HOA properties. In 1973, at the request of the developer, the City approved privately constructed streets, assigning responsibility for maintaining streets, open spaces, utilities, and amenities to the Developer and, ultimately, the HOA under the original Declarations of Covenants and Restrictions.
Since 1982, the HOA has made multiple requests for the city to assist with or assume responsibility for maintaining the development. A timeline of these requests and communication is provided in Exhibit D of the attached January 2023 Memo and Supplemental Info document.
In November 2022, the HOA president contacted a City Council member to request a long-term solution for infrastructure maintenance, including water and sewer systems. This led to a detailed staff memo and Council presentation in early 2023. However, no formal action was taken, as the Council requested more time to review.
During the July 11, 2023, Budget Retreat, the City allocated $90,000 from the Neighborhood Investment Program to assist with funding Oakbrook HOA's water meter project, with any costs exceeding this amount being the responsibility of the HOA.
In the summer of 2024, the City began transitioning from shared water meters to individual meters for each unit. According to the City Attorney, right of entry (ROE) agreements are required from 100% of property owners before moving forward. Following the City Attorney’s legal advice, the City has received all 156 ROE agreements. PW Staff’s opinion of the probable construction cost for the project is $390,000. That breaks the cost per meter to roughly $2,500 per unit (156 residential water meters). The HOA contribution will likely be around $300,000 after the City’s contribution of $90K.
This is a one-of-a-kind project due to the only major bid item being the installation of the water meters. The selected Contractor will still need to saw-cut the existing pavement, cut the existing waterline service, install the new water meter, and repour the pavement material back to its original condition. Although it appears to be a small project, it still takes a tremendous amount of construction work to make this project possible. The project budget does not account for engineering plan preparation, bidding process, and project management that is or will be completed by Public Works Staff.
DISTRICT:
District 5
ATTACHMENT(S):
1. January 7, 2025, Memo
2. January 7, 2025, Presentation
3. February 7, 2023, Presentation and Council Meeting Minutes
4. January 31, 2023, Memo and Supplemental Info
5. Oakbrook Timeline