Village Board Meeting

VILLAGE OF LIBERTYVILLE BOARD OF TRUSTEES May 12, 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 Board of Trustees at 8:00 p.m. Those present were: President Terry Weppler, Trustees Donna Johnson, Richard Moras, Jay Justice, Scott Adams, Peter Garrity, and Patrick Carey. Proclamation President Weppler proclaimed April 24, 2020 as ARBOR DAY in the Village of Liberty ville, and urged all citizens to support efforts to protect our trees and woodlands. 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 introduced the Omnibus Vote Agenda and asked if there were any items to be removed for separate discussion. Tmstee Justice remarked that many items that were purchased through Amazon could be purchased locally to help area businesses. Fire Chief Rich Carani noted that most of the items fell under emergency services and were ordered through Amazon only if not available locally. Omnibus Vote Agenda A. Minutes of the April 28, 2020 Village Board Meeting B. Bills for Approval C. RESOLUTION NO. 20-R-57: A Resolution Approving a Contract with Patriot Pavement Maintenance for Pavement Crack Sealing D. RESOLUTION NO. 20-R-58: A Resolution Approving a Contract for HVAC Preventative Maintenance Services with Cahill Heating & Air Conditioning E. RESOLUTION NO. 20-R-59: A Resolution to Approve a Request for the Display of a Banner in Cook Park - Craftsman Cafe Tmstee Johnson moved to adopt the items listed on the Omnibus Vote Agenda in a single group pursuant to the omnibus vote procedures of the Liberty ville Municipal Code. 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  BOARD OF TRUSTEES/May 12, 2020 Page 2 RESOLUTION NO. 20-R-60: A Resolution Allocating Motor Fuel Tax (MFT) Funds in the Amount of $250,000 for the Annual Road Rehabilitation Program President Weppler explained that the construction contract with Brothers Asphalt in the amount of $745,493.89 for the annual road rehabilitation program was approved on April 14, 2020 with the passage of Resolution 20-R-50. The majority of the funding for the project was allocated in the Project Fund. The remaining funding for the project will be Motor Fuel Tax (MFT) funds that are administered by the Illinois Department of Transportation (IDOT). The Village's Fiscal Year 2020/21 Annual Budget allocates $250,000 to the annual road rehabilitation program in the MFT Fund. State law requires that the Village obtain authorization from IDOT to expend the MFT funds. Staff recommended approval of the IDOT standard Resolution (BLR Form 14220) to appropriate MFT funds in the amount of $250,000 and authorize certification by the Village Clerk. President Weppler then asked for questions and comments and there were none. Trustee Johnson moved to approve the resolution allocating Motor Fuel Tax (MFT) Funds in the amount of $250,000 for the Annual Road Rehabilitation Program. Trustee Justice 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, Moms, Justice, Adams, Garrity, and Carey NAYS: None RESOLUTION NO. 20-R-61: A Resolution Authorizing the Purchase of Bulk Road Salt from Morton Salt, Inc. Mayor Weppler explained that the Fiscal Year 2020/21 Annual Budget in Snow Removal & Ice Control provided $174,000 for the purchase of bulk road salt. The Village continues to participate in the joint road salt purchase bid administered by the Lake County Division of Transportation. Morton Salt, Inc. was once again the low bidder. The Village's unit price for this year will be $67.61 per ton for the road salt. This unit price equates to a purchase of 2,573 tons. Last year's unit price for salt was $65.25/ton. Last season's salt usage was approximately 2,100 tons. The average seasonal usage of salt is 2,400 tons. The Village currently has approximately 850 tons of salt remaining, which is stored in the salt dome. The dome has the capacity to store between 2,400 to 2,500 tons of salt. Should next winter season require an above normal usage of salt, the bid allows for the purchase of an additional 1,025 tons of salt at the same unit price of $67.61. This additional purchase would require a change order and reallocation of budgeted funds. Staff recommended adoption of the resolution to approve the purchase of 2,573 tons of road salt from with Morton Salt, Inc. in the not-to-exceed amount of $174,000. President  BOARD OF TRUSTEES/May 12, 2020 Page 3 Weppler asked for questions and comments. Public Works Director Paul Kendzior noted that the salt is not delivered all at once, and the order could be cut back if necessary. Trustee Carey moved to approve the resolution to purchase Bulk Road Salt from Morton Salt, Inc. in the amount of $174,000. Tmstee Johnson seconded. President Weppler 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 RECONSIDERATION OF UPCOMING MAINSTREET 2020 SPECIAL EVENTS Proclamation Mayor Weppler, on behalf of the Board and all residents of the Village, commended Pam Hume for her outstanding and selfless dedication to the Village of Libertyville residents and businesses as Director of MainStreet Libertyville and extended best wishes for an enjoyable and well deserved retirement. President Weppler introduced the reconsideration of the MainStreet special events, which were approved at the February 11, 2020 Village Board meeting prior to the COVID-19 pandemic. The list of upcoming events is found below: • Car Fun on 21 (begins June 24th) • Historic Home Tour (moved to September 19, 2020) • Farmer's Market (Begins June 4 ) • Lunch in the Park (begins June 26th) • First Fridays on Main Street (Held virtually) Due to the current Governor's Executive Order, all special events need to be reviewed for compliance. The IDPH (Illinois Department of Health) provided guidance for Farmer's Markets. These restrictions were discussed at Tuesday's Parks & Recreation Committee meeting and the Committee recommended that MainStreet be able to continue the Farmer's Market if these guidelines were met. MainStreet would like to continue with Car Fun on 21, Historic Home Tour and Lunch in the Park as well. Pam Hume stated that MainStreet would like to continue the Home Tours as walking tours. President Weppler stated that the event would be subject to the governor's decision on going back to business. He noted that the Farmer's Markets would be allowed with set guidelines.  BOARD OF TRUSTEES/May 12, 2020 Page 4 Ms. Hume then discussed an outline for Friday Lunch in the park, which included: No food vendors in the park Modified activities A 2-3 piece band Social distancing Carry-out lunches President Weppler noted that music events are not permitted by the governor's order along with no groups of more than 10. Tmstee Adams noted that if the Farmer's Market is allowed, this event should be as well. The same social distancing would apply. Administrator Amidei noted that the Farmer's Market provides a food source, but the lunch would be considered a non-essential gathering. Board Members discussed the difficulty with policing the event, essential vs. non-essential gatherings, and entertainment. They also considered pre-orders delivered to the park and restaurants offering dinner special. Ms. Hume noted that sponsors and bands are under contract with MainStreet, and those contracts would need to be addressed. President Weppler, noting his love ofMainStreet stated that he could not support the Lunch in the Park or music. Upon polling the Board, only Trustee Adams was in favor of the event. The matter will be discussed again at the Parks and Recreation Committee level in June. Car Fun on 21 is not scheduled to begin until July. President Weppler suggested a "wait and see" regarding gathering numbers and background music. MainStreet representative Les Galo stated that the event would be held on the third Wednesday and would require social distancing. President Weppler stated that the decision did not need to be made now, but he was hopeful that gatherings of 50 or more would be allowed by that time. Farmer's Market is scheduled to begin on June 4 with recommended guidelines as follows: Changes in overall set up Sanitizer available No dogs allowed No children's event such as story times No consumption of food Ms. Hume noted that First Friday and the Twilight Shuffle would be held virtually.  BOARD OF TRUSTEES/May 12, 2020 Page 5 RESOLUTION NO. 20-R-62: A Resolution Approving the Purchase of a Horton Ambulance from Foster Coach President Weppler noted that the FY 2020-2021 Budget included the replacement of one (1) ambulance and associated equipment for a total of $317,000. The Fire Department is seeking to purchase a Horton ambulance distributed by Foster Coach using a Suburban Purchasing Cooperative joint bid. Foster Coach pricing for a Type I ambulance and equipment totals $318,583.00. The price proposal included a Stryker patient cot and loading system as well as a Zoll cardiac monitor ($32,768.00). The manufacturer, Horton, has offered a prepayment discount in the amount of $4,228.00, which will bring the total cost for the ambulance, equipment, and performance bond ($1,000) to $315,355. Horton ambulances distributed by Foster Coach are the Department's first choice for an ambulance. The Fire Department is very happy with the quality product Foster Coach sells and Horton manufactures. Since the Fire Department fleet now includes all Foster Coach ambulances, we feel that this consistency will provide operational and safety advantages, such as the same parts, the same configuration, and the same service personnel to assist Fleet Services. Staff recommended that the Village Board approve the resolution authorizing the purchase of a new Horton Ambulance in the amount of $315,355, taking advantage of the prepayment discount, and to further authorize the execution of the purchase by the Village Administrator. Note: This project was not included on the list of deferred capital items due to COVID-19 that was presented to the Committee of the Whole on April 21,2020. Trustee Garrity moved to approve the resolution approving the purchase of a Horton Ambulance from Foster Coach in the amount of $315,355, and Trustee Johnson seconded. President Weppler asked for 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-63: A Confirming Resolution Approving a Contract Extension for Biosolids Dewatering & Disposal Services at the Wastewater Treatment Plan with Synagro Central, LLC President Weppler explained that the current biosolids (sludge) management contract with Synagro Central, LLC for sludge dewatermg and land application (disposal) services was approved on April 23, 2019 with the passage of Ordinance 19-0-37. The contract has two one-year mutually agreeable extensions. Synagro Central, LLC has proposed to extend the  BOARD OF TRUSTEES/May 12, 2020 Page 6 contract for this fiscal year with no adjustments in pricing. Synagro Central, LLC continues to have a successful long term working relationship with the Village spanning over 22 years. Utilizing Synagro Central, LLC for these services results in a smooth and efficient operation and allows the plant's staff to perform other necessary tasks. In addition, no other local contractor can cost effectively provide these combined services for the sludge (dewatering and land application). The current unit cost to dewater and dispose of the sludge will remain at $0.0527/gallon. The proposed contract extension would be for a not-to-exceed amount of $160,000, which is equal to the amount of funds that are provided in the Fiscal Year 2020/21 Annual Budget in the Wastewater Treatment Plant Operations. A confirming resolution is necessary because due to scheduling conflicts and the larger amount ofsludge being produced by the new IEPA mandated phosphoms effluent reduction improvements that just went on line, Synagro Central, LLC needed to start the dewatering services on April 27,2020. Staff recommended adoption of the resolution to approve the contract extension with Synagro Central, LLC for sludge dewatering and disposal services at the wastewater treatment plant in the not-to-exceed amount of $160,000 and authorized execution by the Village Administrator. President Weppler asked if water use had increased with people staying home. Director Kendzior stated that use was down 8-9% since businesses were using less. He then asked for questions or comments and there were none. Tmstee Johnson moved to approve the confirming resolution to approve a contract extension for Biosolids Dewatering and Disposal Services at the Wastewater Treatment Plant with Synagro Central, LLC in an amount not-to-exceed $160,000. Tmstee 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 Libertyville Arts Commission will NOT meet on Monday, May 18, 2020 • The Historic Preservation Commission will NOT meet on May 18,2020 • The Appearance Review Commission will meet virtually at 12:00 p.m. on Monday, May 18,2020 • The Plan Commission/Zoning Board of Appeals will meet virtually at 7:00 p.m. on Monday, May 18,2020 • The Economic Development Commission will meet virtually at 3:00 p.m. on Wednesday, May 20, 2020 • The Sustain Libertyville Commission will meet virtually at 3:00 p.m. on Wednesday, May 20, 2020  BOARD OF TRUSTEES/May 12, 2020 Page 7 • The Parks and Recreation Advisory Commission will NOT meet on Thursday, May 21,2020 • The Village Hall and all non-emergency offices will be closed on Monday, May 25, 2020 in honor of Memorial Day • The Bicycle Advisory Commission will NOT meet on Tuesday, May 26, 2020 • The Street Committee will NOT meet on Tuesday, May 26,2020 • The Committee of the Whole will meet virtually at 7:00 p.m. on Tuesday, May 26, 2020 • The Village Board will meet virtually at 8:00 p.m. on Tuesday, May 26, 2020 -President Weppler noted that there would be a virtual Memorial Day Ceremony from Cook Park. -Trustee Justice asked for clarification of the "Liberty ville Strong" yard signs. Trustee Adams explained that Sports 1 1 was heading up the program to provide meals for staff at Condell Hospital as well as first responders. -President Weppler explained that there would be a GLMV Mayors' virtual luncheon on May 14, 2020 at 11:30. -President Weppler explained that State Representative Edly-Allen is trying to get results regarding the IDOT crossing at St. Mary's Road. -Updates were given on Rockland Road project north side paving, the traffic light at Greentree Parkway, and Infiniti car dealership. ADJOURNMENT With no further business to come before Village Board, Trustee Johnson moved to adjourn at 9:00 p.m., and Trustee Carey seconded. The motion carried on a unanimous voice vote. Respectfully submitted, 1 :.cptoa^- ^A'. D^^^^- A. Kowal^ Village Clerk