A. Village Board & Board Committee

LAKE ZURICH BOARD OF TRUSTEES REGULAR MEETING 70 East Main Street Monday, July 20, 2009, 7:00 p.m. AGENDA 1. CALL TO ORDER 2. ROLL CALL Village President Suzanne Branding Trustee Jeff Halen Trustee Jim Johnson Trustee Tom Poynton Trustee Dana Rzeznik Trustee Jonathan Sprawka Trustee Rich Sustich 3. PLEDGE OF ALLEGIANCE 4. PUBLIC COMMENT (This is an opportunity for residents to comment briefly on matters included on the agenda.) 5. PRESIDENT’S REPORT (This is an opportunity for the Village President to report on matters of interest to the Village.) A. Certificate of Recognition for Safety Town project completed by Eagle Candidate Stephen Kleppinger. (Document included in packet) (No Board action required) B. Appointments to various boards and commissions. (Roll Call Vote) 6. CONSIDERATION OF MINUTES (Document included in packet) A. Minutes of the Special Village Board Meeting held on July 6, 2009. Recommended Action: Motion to approve the minutes. (Voice Vote) 7. CONSENT AGENDA (Matters on the Consent Agenda will be considered by a single motion and vote because they are considered to be generally of a routine nature. Any member of the Board of Trustees may request that an item be removed from the Consent Agenda and considered separately.) No items at this time. Village of Lake Zurich Board of Trustees Agenda, July 20, 2009 Page 2 8. OLD BUSINESS (This agenda item includes matters for action by the Board of Trustees.) 9. NEW BUSINESS (This agenda item includes matters coming to the Board of Trustees for discussion and possible action.) A. Floor covering for Firearms Range (Trustee Johnson) Summary: The Police Department sent an RFP to five companies for floor covering in the Firearms Range and Work Area. Two companies responded, and staff reviewed their proposals and references. The recommended bid is the lowest bid responsive to the RFP specifications Recommended Action: Motion to enter into an agreement with Prime Coat Coating Systems to apply an epoxy floor covering in the Lake Zurich Police Department Firearms Range and associated work areas in accordance with the provided RFP specifications in the amount of $13,813.93. (Roll Call Vote) B. Approval of Semi-Monthly Warrant Register Dated July 20, 2009, totaling $367,095.39 (Trustee Sprawka) Recommended Action: Motion to approve the semi-monthly warrant register dated July 20, 2009, totaling $367,095.39. (Roll Call Vote) C. Purchase of Computers (Trustee Sprawka) Summary: MIS Division received quotes from four vendors for 30 new computers at the Police Department and three other computers throughout the Village as part of the Village’s replacement program. The recommended vendor Paragon Micro submitted the low quote. Recommended Action: Motion to award the purchase of 33 Dell Optiplex 360 computers from Paragon Micro at a total delivered price of $13,604.91. (Roll Call Vote) D. Ordinance Rescinding Unused Authority Under Lake Zurich Ordinance No. 2008-12-590, for Issuance of Certain Alternate Revenue Source Bonds (Trustee Sprawka) Summary: Ordinance No. 2008-12-590 authorized the issuance of up to $16,000,000 in alternate revenue source bonds. The Series 2009A, B, and C bonds were issued in a total amount $13,610,000 which is $2,390,000 under the authorized level. The Board may rescind the remaining bonding authority by adopting the proposed ordinance. This action is consistent with the Board’s earlier resolution providing for rescission. Village of Lake Zurich Board of Trustees Agenda, July 20, 2009 Page 3 Recommended Action: Motion to pass “An Ordinance Rescinding Unused Authority Under Lake Zurich Ordinance No. 2008-12-590, for Issuance of Certain Alternate Revenue Source Bonds.” (Roll Call Vote) E. Selection of Consultant Services for Water and Sewer Rate Study (Trustee Sustich) Summary: Staff received and reviewed six proposals to perform a water and sewer rate study. After the last rate study was conducted in 2004, it was recommended to perform another study in five years. The engineering firm Municipal Economics and Planning submitted an estimated price range of $28,500 to $34,500 for the work, which is below the approved budgeted amount of $40,000. Recommended Action: Motion to select the engineering firm of Municipal Economics and Planning to complete the proposed Water and Sewer Rate Study and to authorize the Village Administrator to enter into a contract with Municipal Economics and Planning for the work in an amount not to exceed $40,000. (Roll Call Vote) F. Selection of Consultant Services for Hydraulic Model (Trustee Sustich) Summary: Staff received and reviewed six proposals for an update to the water system hydraulic model, which was last done in 2005. Short Elliot Hendrickson provided the most thorough scope of the project that adequately covered all required tasks. If this company is approved, then staff will negotiate a final contract, for execution by the Village Administrator, for an estimated price of $24,500, which is below the approved budgeted amount of $30,000. Recommended Action: Motion to select the engineering firm of Short Elliot Hendrickson, Inc. to complete the proposed Water System Hydraulic Model and to authorize the Village Administrator to enter into a contract with Short Elliot Hendrickson, Inc. for the work in an amount not to exceed $30,000. (Roll Call Vote) 10. TRUSTEE REPORTS (This is an opportunity for Trustees to report on matters of interest to the Board of Trustees.) 11. ADMINISTRATOR’S REPORT (This is an opportunity for the Village Administrator to report on matters of interest to the Board of Trustees.) 12. ATTORNEY’S REPORT (This is an opportunity for the Village Attorney to report on legal matters of interest to the Board of Trustees.) Village of Lake Zurich Board of Trustees Agenda, July 20, 2009 Page 4 13. DEPARTMENT HEAD REPORTS (This is an opportunity for department heads to report on matters of interest to the Board of Trustees.) A. Fire Chief Mastandrea: Canadian National Railroad Crossing Monitors 14. CLOSED SESSION / ADJOURNMENT Recommended Action: Motion to recess into closed session to discuss matters related to pending litigation, specific personnel, and review of closed session minutes and to adjourn immediately after the closed session without conducting further business. (Roll Call Vote) Note to Clerk: NEXT ORDINANCE #: 2009-07-645 NEXT RESOLUTION #: 2009-07-20A Attachments: 1. Notice of Board meetings 2. Calendar for July, 2009. The Village of Lake Zurich is subject to the requirements of the Americans with Disabilities act of 1990. Individuals with disabilities who plan to attend this meeting and who require certain accommodations so that they can observe and participate in this meeting, or who have questions regarding the accessibility of the meeting or the Village’s facilities, should contract the Village’s ADA Coordinator at 847.438.5141 (TDD 847.438.2349) promptly to allow the Village to make reasonable accommodations for those persons.