Amended Meeting

VILLAGE OF LIBERTYVILLE BOARD OF TRUSTEES January 12,2021 The meeting will be conducted virtually due to Governor's Executive Orders #2020-10. 1,32, 44, and 48 President Weppler noted that the Disaster Declaration is still in effect and will be until the next Village Board Meeting. President Weppler called to order a virtual meeting of the Board of Trustees at 8:00 p.m. Those present were: President Terry Weppler, Trustees Donna Johnson, Richard Moms, Jay Justice, Scott Adams, Peter Garrity, and Patrick Carey. ITEMS NOT ON THE AGENDA President Weppler asked if anyone had anything to bring before the Village Board that was not already listed on the agenda. There were no items. OMNIBUS VOTE AGENDA President Weppler asked any Board Member wanted an item removed for separate discussion. There were no items. Omnibus Vote Agenda A. Minutes of the December 8, 2020 Village Board Meeting B. Bills for Approval C. ARC Report Trustee Johnson moved to adopt the items listed on the Omnibus Vote Agenda in a single group pursuant to the Code. Trustee Moras seconded. President Weppler asked for further Board or public comment. The motion carried on roll call vote as follows: AYES: Trustees Johnson, Moras, Justice, Adams, Garrity, and Carey NAYS: None Request for Flag Display in Sunrise Rotary Park, Butler Park, and Adler Art Center President Weppler explained that he had received a request from Jim Connell requesting use of the Sunrise Rotary Park, Butler Lake Park, and Adler Art Center for a display of flags on Wednesday, June 30, 2021 through Wednesday, July 7, 2021. He requested that this be referred to the Parks and Recreation Committee for approval prior to Village Board approval. Mr. Connell was available to answer questions and provide information. He stated that funds would be raised for the flag displays. The purpose of the project would be to celebrate the beauty of our flag and the spirit of our community. Mr. Connell also noted  BOARD OF TRUSTEES/January 12, 2021 Page 2 the possible use of solar powered lighting to avoid generator noise. Amy Williams from the Adler Center stated that she was excited to involve the Arts Commission in the project. Trustee Adams moved to refer the project to the Parks and Recreation Committee, and Trustee Carey seconded. President Weppler asked for further Board or public comment and there was none. The motion carried on roll call vote as follows: AYES: Trustees Johnson, Moras, Justice, Adams, Garrity, and Carey NAYS: None ORDINANCE NO. 21-0-01: An Ordinance Waiving Competitive Pricing and Authorize the Purchase with Hapco Pole Products for 14 Aluminum Decorative Streetlight Poles President Weppler explained that within the Village's Central Business District (CBD) along Milwaukee Avenue between ILL RTE 176 to Appley Ave., there are fifty (50) decorative steel 24-foot tall Sternberg steel light poles with mast arms. These poles were all installed as part of the Village's Streetscape Plan in 2000 and are approximately twenty-years old. Two of the poles unexpectedly fell during periods of high sustained winds in mid-November of this year. An inspection of the fallen poles revealed hidden severe corrosion at the bottom/base of these poles, which lead to their failure. The Public Works Department inspected the remaining decorative steel 24-foot tall Sternberg poles. Twelve (12) additional poles were found to have corrosion at the bottom/base and were removed as a safety precaution. Unfortunately, the existing poles are made of steel. Steel is very susceptible to corrosion, especially in a harsh and damp weather environment that is typical of our area. A better alternative material for the poles is aluminum which does not corrode like steel. Unfortunately, our supplier, Sternberg, does not offer the existing decorative 24-foot tall poles in aluminum. The closest identical aluminum pole is manufactured by Hapco. The aluminum poles will also be less expensive than the steel poles: $3,300 per aluminum pole vs. $5,952 per steel pole. For these reasons it is recommended to utilize aluminum for pole replacements moving forward. The existing shorter (14-foot tall) decorative post top streetlights are already aluminum. There is a minor change in dimensions which will be unnoticeable. Public Works Staff solicited a quotation from Hapco Pole Products for fourteen (14) identical aluminum decorative poles to replace the existing removed steel poles in the amount of $46,200. Sufficient funds were available in the Fiscal Year 2020/21 Annual Budget Project Fund to purchase the desired decorative aluminum 24-foot tall streetlight poles. The Hapco aluminum decorative streetlights poles are distributed through a regional vendor, KSA Lighting & Controls which is a sole source provider.  BOARD OF TRUSTEES/January 12, 2021 Page 3 An ordinance was necessary to waive competitive pricing because Hapco Pole Products was the only manufacturer of aluminum poles that were identical in style to the existing steel poles, which is necessary to maintain the desired aesthetic theme in the CBD. The confirmation was needed because the purchase had already been authorized due to the three-month lead time to receive the new poles. Staff recommended approval of the confirming Ordinance to waive formal competitive pricing and purchase the fourteen (14) aluminum decorative 24-foot tall streetlight poles from Hapco Pole Products in the amount of $46,200. President Weppler then asked for questions and comments. Public Works Director Paul Kendzior stated that the aluminum has the same structural integrity as the steel to withstand high winds. He also noted that Hapco poles have the same dimensions and identical design as the existing poles. Trustee Adams moved to approve the Confirming Ordinance waiving competitive pricing and authorize the purchase with Hapco Pole Products for 14 aluminum decorative streetlight poles. Tmstee Johnson seconded. President Weppler then asked for questions and comments and there were none. The motion carried on roll call vote as follows: AYES: Trustees Johnson, Moras, Justice, Adams, Garrity, and Carey NAYS: None RESOLUTION NO. 21-R-01: A Resolution Approving Change Order No. 1 with Bolder Contractors, Inc. for the 2020 Watermain Replacement Program President Weppler stated that on July 14, 2020, with the passage of Resolution 20-R-89, the Village Board approved a contract with Bolder Contractors, Inc. in the amount of $780,617 for the 2020 Watermain Replacement Program (Resolution #20-R-89). During the course of construction, additional improvements were necessitated that were not anticipated in the original project scope or contract. This work included the installation of an additional 4-inch water service for an existing apartment building, as well as various adjustments to the alignment and depth of the watermain due to conflicts with existing utilities. The additional work resulted in $51,393.41 of costs beyond the originally approved contract amount. All work was performed under the direct supervision and recommendation of the Village's engineering consultants, Gewalt Hamilton Associates, and a letter had been provided by their office to further summarize the additional work and costs. Sufficient funds were available in the FY 2019/20 Annual Budget in the Utility Fund to accommodate this additional work. Although this increases the contract total from the originally approved amount, the project as a whole was still completed within the Village's originally allocated budget for this program. This Change Order increases the total price of the contract to $832,010.41.  BOARD OF TRUSTEES/January 12, 2021 Page 4 Staff recommended adoption of the confirming Resolution for approval of Change Order No. 1 in the amount of $51,393.41 to the contract with Bolder Contractors, Inc. for the 2020 Watermain Replacement Program. President Weppler asked for comments and questions and there were none. Trustee Johnson moved to approve the Confirming Ordinance approving Change Order No. 1 with Bolder Contractors, Inc. for the 2020 Watermain Replacement Program. Trustee Carey seconded. Mayor asked for further Board or public comment and there was none. The motion carried on roll call vote as follows: AYES: Tmstees Johnson, Moras, Justice, Adams, Garrity, and Carey NAYS: None PETITIONS AND COMMUNICATIONS President Weppler announced the following: • The Historic Preservation Commission will meet virtually at 5:00 p.m. on Monday, January 18, 2021 • The Appearance Review Commission will meet virtually at 7:00 p.m. on Monday, January 18,2021 • The Fire and Police Committee will meet virtually at 6:00 p.m. on Tuesday, January 19,2021 • The Committee of the Whole will meet virtually at 7:00 p.m. on Tuesday, January 19, 2021 to discuss the draft Comprehensive Plan • The Economic Development Commission will meet virtually at 7:30 a.m. on Wednesday, January 20, 2021 • The Sustain Liberty ville Commission will meet virtually at 4:00 p.m. on Wednesday, January 20, 2021 • The Parks and Recreation Advisory Commission will meet virtually at 3:00 p.m. on Thursday, January 21, 2021 • The Police Pension Fund Board will meet virtually at 1:00 p.m. on Monday, January 25, 2021 • The Liberty ville Arts Commission will meet virtually at 2:00 p.m. on Monday, January 25, 2021 • The Plan Commission/ZBA will meet virtually at 7:00 p.m. on Monday, January 25,2021 • The Bicycle Advisory Commission will meet virtually at 6:00 p.m. on Tuesday, January 26, 2021 • The Streets Committee will NOT meet on Tuesday, January 26,2021 • The Committee of the Whole/Finance committee will meet virtually at 7:00 p.m. on Tuesday, January 26, 2021 • The Village Board will meet virtually at 8:00 p.m. on Tuesday, January 26, 2021  BOARD OF TRUSTEES/January 12, 2021 Page 5 • There will be Stormwater virtual Town Hall Meetings held on Thursday, January 28, 2021 and Thursday, February 11, 2021 from 7:00 p.m. to 8:30 p.m. to review the proposed stormwater fee ordinance Trustee Adams stated that there would be a GLMV Chamber of Commerce webinar at 11:30 on Thursday, January 14 regarding the new Cares Act. President Weppler stated that a petition was being circulated regarding a sledding complaint near Amy Lane. EXECUTIVE SESSION President Weppler noted the need to meet in Executive Session for discussion of the following: A. Real Estate: Setting Price for Sale/Lease [5 ILCS 120/2(c)(6)] B. Personnel: Appointment [5 ILCS 120/2(c)(l)] Trustee Johnson moved to go into Executive Session at 8:41 p.m. Tmstee Carey seconded, and the motion carried on the following roll call vote: AYES: Trustees Johnson, Moras, Justice, Adams, Garrity, and Carey NAYS: None ADJOURNMENT The Village Board returned to the regular meeting at 8:57 p.m., and with no further business to come before Village Board, Trustee Carey moved to adjourn, and Trustee seconded. The motion carried on roll call vote as follows: AYES: Trustees Johnson, Moras, Justice, Adams, Garrity, and Carey NAYS: None Respectfully submitted,