Village Board Meeting

VILLAGE OF LIBERTYVILLE BOARD OF TRUSTEES February 23, 2021 VIRTUAL MEETING NOTICE Note: Meeting Conducted Virtually Due to Governor's Executive Orders. Pursuant to the Open Meetings Act, as amended by Public Act 100-0640, President Weppler of the Village of Libertyville, as the head of the public body, has decided that an in-person meeting is not practical or prudent because of disaster. Due to public health concerns this meeting will be conducted virtually. 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 Moras, Jay Justice, Scott Adams, Peter Garrity, and Patrick Carey. Proclamation: Valent BioSciences President Weppler congratulated Valent BioSciences on their 50th Anniversary and recognized Valent BioSciences as a longtime Libertyville employer focusing on building the strongest portfolio of biorational solutions improving agriculture productivity, protecting public health, and keeping the forests beautiful. GOAF Certificate of Achievement for Excellence in Financial Reporting President Weppler congratulated Finance Director Nicholas Mostardo for his work on the Distinguished Budget Presentation Award presented to the Village of Liberty ville. 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. OMNIBUS VOTE AGENDA A. Minutes of the February 9, 2021 Village Board Meeting and February 11, 2021 Special Board Meeting B. Bills for Approval C. ARC Report  Board of Trustees/February 23, 2021 Page 2 D. ORDINANCE NO. 21-0-05: An Ordinance Approving a Major Adjustment to the Pharma Logistics Corporate Center Planned Development at 1755 N. Butterfield Road - AGSCO, Corporation Applicant Trustee Johnson moved to adopt the items listed on the Omnibus Vote Agenda in a single group pursuant to the omnibus vote procedures of the Libertyville Municipal Code. Tmstee 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. 21-R-23: A Resolution to Approve a Construction Contract for the Installation of the Required Supplemental Safety Measures for the St. Mary's Road/Metra Track Crossing Quiet Zone President Weppler explained that the Villages of Liberty ville and Green Oaks and the Lake County Division of Transportation (LCDOT) jointly submitted for and received a Quiet Zone designation on St. Mary's Road at the Metra track crossing pending the installation of flexible delineators along the roadway centerline extending 100-feet of the crossing on each side (clear zone). Liberty ville has been and will continue to be the lead agency throughout the remainder of the project. The Village of Green Oaks previously agreed to equally split the design and construction costs for the project with Liberty ville and the Lake County Department of Transportation have issued the necessary permit for the work within their right-of-way. Liberty ville and Green Oaks retained the firm of RHMG Engineers, Inc. to prepare the required engineering plan set and project specifications (bid package), obtain the LCDOT Permit and provide construction management services for the proposed supplemental safety measures (centerline flexible delineators) required to established the desired quiet zone. The project was solicited for competitive contractor bids and three (3) sealed bids were opened on January 29, 2021. The bid summary is below: Contractor Name Bid Amount Landmark Contractors, Inc. $36,865.00 Alliance Contractors $50,500.00 ALamp Contractors $59,000.00 The lowest responsive bid was submitted by Landmark Contractors, Inc. in the amount of $36,865.00. A check of references yielded positive feedback and indicates that Landmark Contractors, Inc. was more than capable of successfully completing the project.  Board of Trustees/February 23, 2021 Page 3 The FY 2020/21 Annual Budget included $75,000.00 in the Project Fund for the final engineering design and construction for the project. RHMG Engineers, Inc.'s fee was $38,242.00. The total project cost, including engineering and construction would be $75,107.00, of which 50% would be reimbursed by the Village of Green Oaks. This would make the Village's net total project cost $37,553.50. Staff recommended approval of the resolution to award the construction contract for the Installation of the Supplemental Safety Measures for the St. Mary's Road/Metra Track Crossing Quiet Zone to Landmark Contractors, Inc. in the amount of $36,865.00 and authorized execution by the Village Administrator. President Weppler asked for questions and comments. President Weppler thanked the residents in the St. Mary's Road area for their help and cooperation. Trustee Garrity asked who would maintain the delineators, and Director of Public Works Paul Kendzior explained that the Village of Libertyville would be responsible for maintenance. Trustee Garrity moved to approve the resolution for a construction contract for the installation of the required supplemental safety measures for the St. Mary's Road/Metra Track Crossing Quiet Zone. 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. 21-R-24: A Confirming Resolution to Purchase Additional Bulk Road Salt from Morton Salt, Inc. President Weppler reported that the Fiscal Year 2020/21 Annual Budget provided $174,000 for the purchase of bulk road salt in the General Fund/Snow Removal & Ice Control. The Village participates in the joint road salt purchase bid administered by the Lake County Division of Transportation. Morton Salt, Inc. was once again the low bidder at $67.61/ton and the purchase authority was approved by Resolution 20-R-61 passed by the Board ofTmstees on May 12, 2020. This unit price equates to a purchase of 2,573 tons. The Village would be receiving shipment of the last 400 tons of this allocation in the next two weeks. This winter season has been extremely severe with just over inches 35.5-inches (seasonal average is 36-inches) and fifteen (15) events as of February 15th. This resulted in 2,650 tons of salt being used so far this season, which also included District 70 and our contractor J & E Nursery. The Village currently only has approximately 800 tons of salt remaining, which includes the upcoming shipment of 400 tons. The average seasonal  BOARD OF TRUSTEES/Febmary 23, 2021 Page 4 usage of salt is between 2,400 to 2,500 tons. Last season's salt usage was approximately 2,100 tons. It is now necessary to purchase an additional 450 tons of salt to have a sufficient supply to finish the season. This amounts to $30,424.50 (450 tons at $67.61/ton). A total amount of $34,276.00 of unspent monies have been identified in the following Accounts in the General Fund to off-set the additional salt purchase: $9,276.00 in Act. ^01-0701-1-702; $5,000.00 in Act. ^01-0203-1-704; and $20,000.00 in Act. ^01-0701-5-728. A confirming resolution is necessary because the salt purchase had to be placed prior to formal Board approval to ensure timely delivery before our supply was depleted. In the event that the salt supply is not depleted this year, it will be safely stored in our salt dome for use during next year's winter season. Staff recommended adoption of the confirming resolution to approve the purchase of an additional 450 tons of road salt from with Norton Salt, Inc. in the not-to-exceed amount of $30,424.50. Trustee Johnson moved to approve the resolution to purchase additional bulk rock salt from Morton Salt, Inc. 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 RESOLUTION NO 21-R-25: A Resolution Approving the 2021 Fireworks Display with Mad Bomber Fireworks Productions President Weppler stated that Staff recommended the Village approve a contract with Mad Bomber Fireworks Productions for the 2021 Fourth of July Fireworks display to be held on Sunday July 4, 2021. Mad Bomber Fireworks Productions submitted a contract for a Fireworks display at Butler Lake Park on July 4,2021 in the amount or $30,000. As a result of the cancellation of the July 4, 2020 fireworks display due to the CO VID-19 Pandemic, the $10,000 deposit for the 2020 fireworks display with Mad Bomber will be applied to the 2021 fireworks show. Mad Bomber Fireworks is a licensed and insured Fireworks production company located in LaPorte, Indiana. Mad Bomber have provided the Village fireworks shows in the past and is a very reputable company. Mad Bomber has provided the Village a contract for services and will provide all necessary licensing and insurance information as required. Staff requested the Village Board approve the Resolution approving the Village's Fourth of July Fireworks display to be held on July 4, 2021 with Mad Bomber Fireworks Productions in the amount of $30,000 and utilizing the $10,000 deposit for a total net cost of $20,000.  BOARD OF TRUSTEES/Febmary 23, 2021 Page 5 Tmstee Adams moved to approve the resolution approving the 2021 fireworks display with Mad Bomber Fireworks Productions. 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, Moras, Justice, Adams, Garrity, and Carey NAYS: None RESOLUTION NO. 21-R-26: A Confirming Resolution to Approve Change Order No. 1 to the Contract with Overhead Door Company of Rockford for Additional Work on the Streets & Utilities Facility Overhead Door Replacement Project President Weppler explained that the contract between the Village and Overhead Door Company of Rockford for the Streets & Utility Facility Overhead Garage Door Replacement Project was approved on July 28, 2020 with the passage of Resolution No. 20-R-97. Overhead Garage Door Company was the low bidder on the project with an original contract amount of $93,800. During the project, it was identified that additional work was needed to the auxiliary hoist unit on two doors. These doors were originally slated for new operators only. Unfortunately, the new operators being installed were not compatible with the existing auxiliary hist unit. The work proposed contained in the change order will provide the necessary parts to align all shafts and provide a new auxiliary hoist unit. Staff was able to achieve cost savings with the contractor by reducing the original change order from $8,280 to $5,160. The proposed change order would increase the final contract amount to $98,960. There are sufficient funds available to process proposed Change Order No. 1 in the Building Improvement Fund. A confirming change order is necessary because the additional work was needed to be completed at the time of construction in order to finish the project in a timely manner and not incur additional costs by having the contractor re-mobilize. Staff recommended adoption of the confirming resolution to approve Change Order No. 1 to the contract with Overhead Door Company of Rockford for the necessary additional work for the Streets & Utility Facility Overhead Door Replacement Project. Trustee Moras moved to approve the resolution approving Change Order No. 1 to the contract with Overhead Door Company of Rockford for additional work on the Streets & Utility Facility Overhead Door Replacement Project. Trustee 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: Trustees Johnson, Moras, Justice, Adams, Garrity, and Carey NAYS: None  BOARD OF TRUSTEES/Febmary 23, 2021 Page 6 REPORT OF THE COMPREHENSIVE PLAN REVIEW COMMITTEE (CPRC) AND PLAN COMMISSION: Final Draft of the 2030 Comprehensive Plan President Weppler noted that at the January 19, 2021 Committee of the Whole meeting, the Comprehensive Plan Review Committee, The Lakota Group, and Staff presented the draft 2030 Comprehensive Plan for Village Board review. The presentation included sections on planning policy, future vision, land use framework and implementation strategies. At the conclusion of the meeting, the Village Board thanked the Comprehensive Plan Review Committee for their work on the draft plan. This item has been scheduled for discussion at the February 23, 2021 meeting prior to drafting of an ordinance for adoption of the plan. President Weppler asked for questions and discussion. President Weppler reported that the Liberty Theater building had been sold, and that the buyer wants to preserve the building. Trustee Garrity asked for further detail of the Lake County property and suggested a more pro-active approach concerning Village expectations. Trustee Johnson asked that although there were baseline recommendations, she would like additional direction concerning the property. Director of Community Development John Spoden stated that he would provide more detail. Trustee Garrity also asked that the plan to consolidate municipal facilities be studied aggressively. Tmstee Johnson moved to have Staff prepare an ordinance with suggested modifications. 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: Tmstees Johnson, Moras, Justice, Adams, Garrity, and Carey NAYS: None PETITIONS AND COMMUNICATIONS • President Weppler announced the following: • The Parks and Recreation Committee will meet virtually at 6:00 p.m. on Tuesday, March 2, 2021. • The Human Relations Commission will meet virtually at 5:00 p.m. on Wednesday, March 3, 2021. • The Committee of the Whole will be held virtually at 8:00 a.m. on Saturday, March 6, 2021 to discuss the budget review and Five-Year forecast. • The Plan Commission/Zoning Board of Appeals will meet virtually at 7:00 p.m. on Monday, March 8, 2021. • The Committee of the Whole will meet virtually to discuss the budget review at 6:00 p.m. on Tuesday, March 9,2021.  BOARD OF TRUSTEES/Febmary 23, 2021 Page 7 • The Water and Sewer Committee will NOT meet at 7:00 p.m. on Tuesday, March 9,2021. • The Village Board will meet virtually at 8:00 p.m. on Tuesday, March 9, 2021. Village Administrator Update Tmstee Garrity congratulated /finance Director Mostardo on the Distinguished Budget Presentation Award. He also thanked Director Kendzior and his Staff for the excellent job of snow removal. EXECUTIVE SESSION President Weppler noted the need for the Village Board to meet in Executive Session. Trustee Johnson moved to go into Executive Session at 8:45 p.m. Trustee Moms seconded. The motion carried on roll call vote as follows: AYES: Trustees Johnson, Moras, Justice, Adams, Garrity, and Carey NAYS: None ADJOURNMENT The Village Board returned to the regular meeting at 9:18 p.m., and with no further business to come before Village Board, Trustee Adams moved to adjourn and Trustee Carey seconded. The motion carried on roll call vote as follows: AYES: Trustees Johnson, Moras, Justice, Adams, Garrity, and Carey NAYS: None Respectfully submitted, -4^i.6uiA ^^^-