Village Board Meeting

VILLAGE OF LIBERTYVILLE BOARD OF TRUSTEES April 28, 2020 Please note that the meeting was conducted virtually due to the Governor's Executive Orders #2020-10 & 18. President Weppler called to order a virtual meeting of the Libertyville Village Board. Those present were: President Terry Weppler, Trustees Donna Johnson, Richard Moras, Jay Justice, Scott Adams, Peter Garrity, and Patrick Carey. Arbor Day Proclamation President Weppler proclaimed April 24, 2020 as Arbor Day in the Village of Libertyville. ITEMS NOT ON THE AGENDA President Weppler asked if anyone had anything to bring before the Village Board that was not listed on the agenda. There were no items. OMNIBUS VOTE AGENDA President Weppler introduced the Omnibus Vote Agenda and asked if there were any items to be removed for separate discussion. President Weppler, referring to ARC 20-09, asked that "Libertyville High School" be removed from their sign. Community Development Director John Spoden said that he would have it eliminated. Trustee Justice, noting the amount spent with Amazon, reminded Staff of the importance to buying locally. Administrator Amidei stated that Amazon had set aside products especially for government entities. He also asked about the date change for Dog Days of Summer. President Weppler explained that the date was changed to allow for the dog jumping pool to be available. Omnibus Vote Agenda A. Minutes of the April 14, 2020 Village Board Meeting B. Bills for Approval C. RESOLUTION NO. 20-R-50: A Resolution Adopting Supplemental Rules Concerning Public Comments During Virtual Meetings of the Village Board of Trustees and Other Village Boards, Commissions and Committees D. RESOLUTION NO. 20-R-51: A Resolution to Approve a Request for the Display of a Banner in Cook Park - MainStreet Libertyville E. ORDINANCE NO. 20-0-31: An Ordinance Amending Chapter 6, Buildings and Technical Regulations of the Libertyville, Illinois Municipal Code F. RESOLUTION NO. 20-R-52: A Resolution to Approve a Special Event - Dog Days of Summer (change of date)  G. ARC Report Trustee Johnson moved to adopt the items listed on the Omnibus Vote Agenda, with the change to the M & I Homes sign, in a single group pursuant to the omnibus vote procedures of the Liberty ville Municipal Code. Trustee Moras Moras 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 RESOLUTION NO. 20-R-53: A Resolution Approving a Developmental Agreement Between Triboys Libertyville, LLC and the Village of Libertyville for the property located at 1201 S. Milwaukee Avenue President Weppler explained that on November 26, 2019 the Village Board adopted Ordinances 19-0-90 and 19-0-91 approving a Special Use Permit and Planned Development Concept Plan, respectively, for the property located at 1201 S. Milwaukee Avenue. On April 14, 2020, the Village Board adopted Ordinance 20-0-24 approving a Planned Development Final Plan for the Property. The resolution would approve a Development Agreement between the owner of the Property, Triboys Libertyville, LLC and the Village with respect to the construction of the water main and public sidewalk to be constructed upon the Property. Staff recommended approval of the ordinance. Four positive votes are required for approval. President Weppler asked for questions and comments and there were none. Trustee Johnson moved to approve the resolution approving a Developmental Agreement between Triboys Libertyville, LLC and the Village of Libertyville for the property located at 1201 S. Milwaukee Avenue. Trustee Moras 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 RESOLUTION NO. 20-R-54: A Resolution Approving a Purchase and Sale Agreement for the Transfer of Approximately 3.8 Acres of Property adjacent to the Wilmot Woods Forest Preserve to the Lake County Forest Preserve District President Weppler explained that the Illinois Government Property Transfer Act authorizes the Village to convey and/or grant property, which it holds to another unit of local government, including a Forest Preserve District. The Act allows such grant or conveyance to be made upon such terms as may be agreed upon by the corporate authorities of each governmental body. The Purchase and Sale Agreement provided for the sale and transfer of approximately 38.2 acres of Property held by the Village and adjacent to the Wilmot Woods Forest Preserve District to the Lake County Forest Preserve District in exchange for the payment by the District of $13,900. The Forest Preserve District approved this Agreement at its meeting earlier this month. The conveyance of these properties is beneficial to both governmental entities and preserves public open space. The $13,900 purchase price was to compensate the Village of Libertyville for a pro-rated portion of the original purchase price of the property. Staff recommended that the Village Board approve the resolution. To approve, the affirmative vote of two-thirds of the corporate authorities holding office was required. Consequently, five positive votes were required for approval. President Weppler asked for questions and comments. He further noted that the property is east of the Des Plaines River, and there is no access to the property, which is adjacent to the forest preserve. Tmstee Johnson moved to approve the resolution approving a Purchase and Sale agreement for the transfer of approximately 338.2 acres of property adjacent to the Wilmot Woods Forest Preserve to the Lake County Forest Preserve District. 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, Carey, and Mayor Weppler NAYS: None RESOLUTION NO. 20-R-55: Consideration of a Resolution Authorizing a Memorandum of Agreement to Extend the Village's IT Service Contract with Prescient Solutions from June 1, 2020 through May 31, 2023 President Weppler stated that in 2017, the Village entered into an intergovernmental agreement with the Villages of Glencoe and Gary for IT Services from Prescient Solutions ("Prescient"). The partnership allows the Village to leverage economies of scale to obtain a favorable price along with full-service IT resources. The existing contract with Prescient was scheduled to expire on May 31, 2020. Under the contract the Village has one Systems/Server Engineer onsite five days per week along with a Helpdesk/Systems Engineer 3 days per week. The contract also included 24/7 emergency after-hours support, along with access to Prescient's professional services team for many special projects, at no additional cost. If special projects are needed outside of the scope of services, resources are charged on a time and material basis. The annual cost increase is capped by the annual change in the Consumer Price Index ("CPF'). In the last several years the Village has accomplished many projects with Prescient, some of which include: server upgrades, worked with staff to setup a GIS server, conducted an audit of the Village's phone system, replaced Village firewalls and upgraded user policies. Both Glencoe and Gary are satisfied with the service-level provided by Prescient and have already approved three-year extensions to the existing service contract. The extensions are set to begin on June 1, 2020. The Technology Equipment and Replacement Fund (TERF) included the required funds for contractual IT services. Staff recommended approval of the Resolution approving the Memorandum of Agreement with Prescient for IT services in the annual amount of $258,825. President Weppler asked for questions and comments. Deputy Administrator Engelmann stated that in-house personnel are also used for IT. Trustee Garrity moved to approve the resolution authorizing a Memorandum of Agreement to extend the Village's IT Service Contract with Prescient Solutions from June 1, 2020 through May 31, 2023. Trustee Adams 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 RESOLUTION NO. 20-R-56: A Resolution to Approve a Contract Renewal with Ampol Group, Inc. for On-Site President Weppler explained that on April 23, 2019, the Village Board approved Ordinance 19-0-36 to award a contract in the amount of $147,755 with Ampol Group, Inc. for on-site facility maintenance at the Liberty ville Sports Complex (LSC). The contract contained two 1-year mutually agreeable renewals where Ampol Group, Inc. agreed to only increase their unit prices by 1.9% for each subsequent year. Contracted on-site facility maintenance has been beneficial for the LSC in place of an in-house work force due to the need for specialized resources for the electrical, mechanical and plumbing systems that professional facility maintenance firms can provide. Ampol Group, Inc. has successfully performed these services since 2018. The draft Fiscal Year 2020/21 Annual Budget provides sufficient funding in the amount of $154,500 for the proposed on-site facility maintenance services. It was therefore proposed by Staff to renew the contract for the first of two possible 1-year renewals. The Contract Renewal was mutually amended by the Village and Ampol Group, Inc. to include a termination clause and scope/fee reduction in the event that the Sports Complex remains closed for an extended period of time. Staff recommended adoption of the resolution to approve a contract renewal with Ampol Group, Inc. in the amount of $150,562.35 for on-site facility maintenance services at the Sports Complex and authorize execution by the Village Administrator. President Weppler asked for questions and comments. Tmstee Johnson noted the importance of the flexibility with the contract. Trustee Johnson moved to approve the resolution to approve a contract renewal with Ampol Group, Inc. for on-site contractual facility maintenance services at the Libertyville Sports Complex. 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 PETITIONS AND COMMUNICATIONS President Weppler announced the following: The Firefighter's Pension Fund will meet virtually at 8:30 a.m. on Monday, May 4, 2020. The Comprehensive Plan Review Committee (CPRC) will meet virtually at 12:00 p.m. on Tuesday, May 5, 2020. The Parks & Recreation Committee will meet virtually at 6:00 p.m. on Tuesday, May 5, 2020. The Human Relations Commission will meet virtually at 5:00 p.m. on Wednesday, May 6,2020. The Plan Commission/ZBA will meet virtually at 7:00 p.m. on Monday, May 11th. The Fire & Police Committee will meet virtually at 7:00 p.m. on Tuesday, May 12 . The Village Board of Trustees will meet virtually at 8:00 p.m. on Tuesday, May 12 . The information for the public to participate in these meetings will be posted on the Village's website as well as the agendas. Fire Chief Rich Carani provided an update on Village safety activities during the COVID-19 virus pandemic. He noted that Advocate Condell would provide drive-up testing that requires residents to schedule ahead. Only those who are symptomatic would be tested. First responders and health care workers would have priority. He noted the governor's mask requirement as of May 1, 2020. He also noted the need for staffing to return to normal for both the Fire and Police Departments since both departments are very busy. He noted that the PPE supply is fine. President Weppler reminded everyone to support the community restaurants. He thanked Trustee Adams and the GLMV and all department heads for their emergency mode efforts. EXECUTIVE SESSION President Weppler noted the need for the Board to meet in Executive Session for discussion of the following: (a) Personnel: Appointment, employment, compensation, discipline, performance or dismissal of specific employees [5 ILCS 120/2(c)(l)] Trustee Johnson moved to go into Executive Session, and Tmstee Moras seconded. The motion carried on a unanimous voice vote at 8:38 p.m. ADJOURNMENT The Board returned to the regular meeting, and with no further business to come before Village Board, Trustee Adams moved to adjourn at 9:21 p.m., and Tmstee Garrity seconded. The motion carried on a unanimous voice vote. Respectfully submitted, I cl^4.dw& i ^^k^hC<. SaHy A. Ko\ Village Clerk