Oak Brook: city staff outline $390,000 estimate to replace shared meters with individual meters; council asks HOA to confirm funding

Ray Silvarez, director of public works, updated the council on the Oak Brook water meter project, which would convert shared meters in a private subdivision into individual service meters for 156 residential units. Silvarez said Oak Brook was developed in 1972 as a private subdivision that currently uses eight shared meters for homes and three meters for common‑area irrigation. City staff previously allocated up to $90,000 from the neighborhood investment program toward the project; any additional cost would be the HOA’s responsibility.

Silvarez said staff located service records and prepared a proposed plan and right‑of‑entry agreement to access each private service; the HOA returned a signed right‑of‑entry from 100 percent of affected homeowners in December 2024. Based on an opinion of probable construction cost, staff estimated installation at roughly $2,510 per meter and a total project OPCC of about $390,390. He said the estimate includes mobilization and procurement costs associated with bidding the project (performance bonds, bid bonds and related fees). The estimate does not include staff time for engineering and project management; staff are providing the engineering and management work as part of the city contribution.

Council members asked several practical questions: where the OPCC came from, whether the city has meters on hand, legal agreements and how the HOA would cover any shortfall. Silvarez told the council the city maintains an inventory of meters and believed it had sufficient meters to support the project now and could replenish the stock later. Staff said the right‑of‑entry draft had been sent to the HOA and that the HOA requested about 30 days to review. Silvarez estimated 30–60 days would be needed to finalize plans, advertise and open bids and that construction could begin in April if the council approved the project and finance arrangements were secured.

Council discussion highlighted budget timing and inflationary pressure. Councilman Neal reported a recent verbal estimate from the Oak Brook treasurer of $200,000 that the HOA could commit (not in writing). Council members asked staff to obtain a written, not‑to‑exceed contribution number from the HOA and to return with that figure, bid documents and any additional legal terms needed; staff agreed to schedule that meeting and to bring the updated material back to council. No construction contract was awarded at the study session; staff said they would not advertise for bids until financing assurances were in hand in accordance with state procurement practices.