Village Board Meeting

VILLAGE OF LIBERTYVILLE BOARD OF TRUSTEES March 9, 2020 Please note that the Meeting was Conducted Virtually due to Governor's Executive Orders #2020-10, 18, 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 Moras, Jay Justice, Scott Adams, Peter Garrity, and Patrick Carey. PROCLAMATION: Community pARTners Initiative 2021 President Weppler read a proclamation supporting the Community pARTners 2021 initiative to continue for the Village of Libertyville and called upon all citizens, governments, agencies, business leaders, schools, public and private institutions to promote awareness of the Arts in our Village. ITEMS NOT ON THE AGENDA President Weppler asked if anyone had any item to bring before the Village Board that was no 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. There were no items. Omnibus Vote Agenda A. Minutes of the January 28, 2021 Special Meeting B. Minutes of the February 23, 2021 Village Board Meeting C. Approval of Bills D. HPC Report E. RESOLUTION NO. 21-R-27: A Resolution to Approve a Request for the Display of Banners for Libertyville High School Seniors 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. 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/March 9, 2021 Page 2 ORDINANCE NO. 21-0-06: An Ordinance Amending Sunset Clause on Simplified Telecommunications Tax to expire June 30,2022 President Weppler explained that in September 2009, the Village Board approved an ordinance increasing the Simplified Telecommunications Tax from 3.5% to 6% in an effort to replace the reduction in sales tax and other revenues during the Great Recession. When these ordinances were approved, the Village Board included a sunset clause in order to have a periodic review to determine annually, based on current economic conditions, if these taxes could be reduced or eliminated. Due to this sunset clause, the tax would revert from 6% to 3.5% on July 1, 2021. The revenues from Simplified Telecommunications Tax receipts are utilized for 1) General operations, 2) Infrastructure replacement, and 3) Village IT improvements. The proposed Fiscal Year 2021-2022 Village Budget assumes that this revenue stream would remain at the 6% tax rate due to economic uncertainty at the national and state levels, particularly as a result of the CO VID-19 pandemic. Staffs recommendation was to maintain the telecommunications tax at the current level and to extend the sunset to June 30, 2022. This revenue has been declining over the last several years as communication methods and technology have changed. A total of $739,200 ($770,000 in the prior year) in telecommunications tax revenue was included in the proposed FY 2021-2022 budget: $480,000 was budgeted in the General Fund, $129,600 was budgeted in the Technology Equipment Replacement Fund (TERF), and $129,600 was budgeted in the Project Fund. This ordinance extends the sunset clause for the Simplified Telecommunications Tax at the 6% rate for one year. Normally, this ordinance is included for Village Board consideration in April along with the other budget materials; however, the Illinois Department of Revenue has asked that it be filed no later than March 20 this year. President Weppler then asked for questions and comments and there were none. Trustee Moras moved to amend the sunset clause on Simplified Telecommunications Tax to expire June 30, 2022. Tmstee Johnson seconded. President Weppler asked for further discussion 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. 21-R-28: A Resolution to Purchase Four replacement Police Department Interceptor Vehicles President Weppler stated that the Fiscal Year 2021/22 Annual Budget provided $160,000 in the Fleet Services & Replacement Fund for the purchase of four vehicles to replace the current units which were purchased in Fiscal Year 2018/19 and are on a three-year replacement schedule. The proposed replacement vehicles would be 2021 Ford Utility Police Interceptors with all-wheel drive (AWD). The Village participates in a Joint  BOARD OF TRUSTEES/March 9, 2021 Page 3 Purchasing Program through the Suburban Purchasing Cooperative. Currie Motors of Frankfort, IL provided the lowest price of $36,008 per vehicle for a total of $144,032 for the four vehicles. The local Ford dealer, Napleton Ford no longer supplies government pricing on vehicles and does not have a commercial sales staff at the Libertyville location. The four replacement vehicles must be ordered before April 1, 2021 which was the cutoff to participate in this joint bid. Staff recommended approval of the resolution to approve the purchase of the four 2021 Ford Utility Police Interceptor AWD Police Department replacement vehicles from Currie Motors of Fraakfort, IL in the amount of $144,032 and authorized the execution of the purchase by the Village Administrator. President Weppler asked for questions and comments and there were none. Trustee Carey moved to approve the resolution to purchase four replacement interceptor vehicles, and Trustee Johnson seconded. President Weppler asked for further discussion and there was none. The motion carried on roll call vote as follows: AYES: Tmstees Johnson, Moras, Justice, Adams, Garrity, and Carey NAYS: None RESOLUTION NO. 21-R-29: A Resolution to Approve a Contract Extension for Biosolids Dewatering «& Disposal Services at the Wastewater Treatment Plant with Synagro Central, LLC President Weppler reported that the current biosolids (sludge) management contract with Synagro Central, LLC for sludge dewatering 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 proposed once again to extend the contract for this fiscal year with no adjustments in pricing. This will be the second of the two contract extensions. 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 proposed in the Draft Fiscal Year 2021/22 Annual Budget under the Wastewater Treatment Plant Operations-Sludge Removal. 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  BOARD OF TRUSTEES/March 9, 2021 Page 4 Village Administrator, subject to the appropriation of funds in the Draft FY 2021/22 Annual Budget. President Weppler asked for questions and comments. Trustee Justice asked for clarification of the cost to dewater and dispose of the sludge since the price was $0.0527/gallon on the agenda but $0.057/gallon on the resolution. The resolution will be amended to the cost of $0.0527/gallon. Trustee Johnson moved to approve the resolution approving a contract extension with the cost correction for biosolids dewatering and disposal services at the Wastewater Treatment Plant with Synagro Central, LLC. Trustee Adams seconded. President Weppler asked for further discussion 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. 21-0-07: An Ordinance to Waive Competitive Bidding and Accept the Quote from SicTs Sealants LLC for the Digester Leak Repair Project at the Wastewater Treatment Plant President Weppler noted that routine proactive inspections by Staff at the wastewater treatment plant identified that crack injection and coating work was needed at the east secondary digestor to stop current leaks and prevent future ones from developing. Staff retained the firm of Strand Associates, Inc. to prepare project specifications, drawings and bid documents. The leak repair along with some pipe painting work was initially competitively bid and the lowest responsive bid received was in the amount of $243,800.00. The Fiscal Year 2020/21 Annual Budget currently only provides $73,590.00 in the Utility Capital Improvement Fund for the two work items. All bids were therefore rejected with the passage of Resolution 21-R-20 on February 9, 2021. The painting work would be completed by "in- house" staff at a later date. Quotes were solicited for just the digester leak repair work. The previous low bidder from the formal bidding process was contacted to provide a quote, but they did not respond. Two (2) quotes were obtained and are summarized below: Contractor Bid Amount Sid's Sealants LLC $34,750.00 DBM Services Inc. $88,580.00 The lowest quote was submitted by Sid's Sealants LLC in the amount of $34,750.00. Staff has had numerous discussions with Sid's Sealants LLC and are confident that they can adequately complete the project.  BOARD OF TRUSTEES/March 9, 2021 Page 5 Staff recommended approval of the ordinance to waive the formal competitive bidding process and accept the quote from Sid's Sealants LLC in the amount of $34,750.00 for the Digester Leak Repair project at the Wastewater Treatment Plant. A super-majority vote is required to waive formal competitive bidding, and therefore five positive votes are required for approval. President Weppler then asked for questions and comments. President Weppler asked if Director Kendzior had received references on Sid's Sealants LLC, and Director Kendzior stated the company does a good deal of work in southern Wisconsin and that he had received positive references and phone calls. Tmstee Johnson expressed concern with the phrase "adequately complete the project" rather than something stronger. Director Kendzior stated that sufficient and adequate were interchangeable. The Village Attorney Hart Passman noted that this was item #5 on the agenda, rather than item #4 just for clarification. Trustee Johnson moved to approve the ordinance to waive competitive bidding and accept the quote from Sid's Sealants LLC for the digester leak repair project at the Wastewater Treatment Plant. Trustee Garrity seconded. President Weppler asked for further discussion 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. 21-R-30: A Resolution to Approve Change Order No. 1 to the Contract with J&E Nursery, Ltd. for the Annual Contractual Snow Removal Services President Weppler explained that the Village approved the contract renewal for snow removal in the amount of $101,500 with J&E Nursery, Ltd. on October 13, 2020 with the passage of Resolution 20-R-129. The locations included in the contract for contractual snow removal services include the Metra station parking lots, public sidewalks in the central business district and along Milwaukee Avenue, Village building parking lots and walks, parks paths and the sports complex parking lot and walks. The severe winter season included snow accumulation of 42-inches, of which 20-inches came within a two-week period with very little snow melt due to temperatures well below freezing, resulting in the Village having to pay J & E Nursery, Ltd. above the authorized contract amount in order to ensure public safety by still completing the contractual snow removal and ice control obligations. This would require a confirming resolution and resulting Change Order No. 1. The additional snow removal and ice control services have resulted in additional paid invoices of $11,923.25 over the authorized amount of $101,500 and an additional $57,903.00 to be processed invoices, which together total $69,826.25 for a new contract amount of $171,326.25. Sufficient monies are available in  BOARD OF TRUSTEES/March 9, 2021 Page 6 the reserve fund balance of the FY 2020/21 Annual Budget to process proposed Change Order No. 1. Staff recommended adoption of the confirming resolution to approve Change Order No. 1 to the contract with J&E Nursery, Ltd. in the amount of $69,826.25 for additional contractual snow removal services. President Weppler asked for questions and comments and there were none. Tmstee Carey moved to approve the confirming resolution approving Change Order #1 to the with J&E Nursery, LTD. for the Annual Contractual Snow Removal Services. Trustee Moras seconded. President Weppler then asked for questions and comments. Trustee Garrity asked for clarification of the high average. Director Kendzior explained that over two weeks, the Village experienced 22 inches of snow and frigid temperatures which resulted in J&E coming out three-four times per week. He noted that the contract would be reassessed for next year. The motion carried on roll call vote as follows: AYES: Trustees Johnson, Moras, Justice, Adams, Garrity, and Carey NAYS: None PETITIONS AND COMMUNICATIONS The Historic Preservation Commission will meet virtually at 5:00 p.m. on Monday, March 15,2021. The Appearance Review Commission will meet virtually at 7:00 p.m. on Monday, March 15,2021. The Plan Commission/Zoning Board of Appeals will meet virtually at 7:00 p.m. on Monday, March 15, 2021. The Economic Development Commission will meet at 7:30 a.m. on Wednesday, March 17,2021. The Sustain Libertyville Commission will meet virtually at 4:00 p.m. on Wednesday, March 17, 2021. The Parks and Recreation Advisory Committee will NOT meet at 3:00 p.m. on Thursday, March 18, 2021. The Libertyville Arts Commission will meet virtually at 2:00 p.m. on Monday, March 22, 2021. The Streets Committee will meet virtually at 7:00 p.m. on Tuesday, March 23, 2021.  BOARD OF TRUSTEES/March 9, 2021 Page 7 The Village Board will meet virtually at 8:00 p.m. on Tuesday, March 23, 2021. The Finance Committee will meet virtually at 6:00 p.m. on Tuesday, March 30, 2021. The Committee of the Whole will meet virtually at 7:00 p.m. on Tuesday, March 30, 2021. EXECUTIVE SESSION Real Estate: Setting Price for Sale/Lease 5 ILCS 120/2(c)(6) President Weppler noted the need for the Village Board to meet in Executive Session for discussion of Real Estate: Setting Price for Sale/Lease. Trustee Justice moved to go into Executive Session at 8:39 p.m. Trustee Johnson 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 9:32 p.m., and with no further business to come before Village Board, Trustee Johnson moved to adjourn, and Tmstee Carey seconded. The motion carried on a unanimous voice vote. Respectfully submitted, x6^<A-\^e^c^L Village Clerk