Village Board Meeting

VILLAGE OF LIBERTYVILLE BOARD OF TRUSTEES June 14, 2022 President Johnson called to order a meeting of the Board of Trustees at 8:06 p.m. Those present were: President Donna Johnson, Trustees Scott Adams, Peter Garrity, Matthew Hickey, Matthew Krummick, Dan Love, and James Connell. Resident Tim Laud spoke about concerns about debris and access along a stretch of the sidewalk on North Milwaukee Avenue. OMNIBUS VOTE AGENDA President Johnson introduced the Omnibus Vote Agenda and asked if there were any items to be removed for a separate discussion. No items were requested to be removed. A. Summary of Omnibus Vote Agenda Items B. Approval of Minutes of the May 10, 2022 and May 24, 2022 Village Board Meetings C. Bills for Approval D. RESOLUTION NO. 22-R-77: A Resolution for Use of Village Property - Prairie Crossing Metra Station Parking Lots E. RESOLUTION NO. 22-R-78: A Resolution for a Special Event and Raffle License - Y-Not Project F. RESOLUTION NO. 22-R-79: A Resolution to Award a Contract for the Annual Sidewalk Mud-Jacking Program to Power Concrete Lifting G. RESOLUTION NO. 22-R-80: A Resolution to Approve the Purchase of a Mini Skid Steer with Log Grapple H. RESOLUTION NO. 22-R-81: A Resolution Approving an Agreement with Granite Government Solutions to Provide Telecommunication Services I. RESOLUTION NO. 22-R-82: A Resolution to Approve a Raffle License - Libertyville Days J. ORDINANCE NO. 22-0-36: An Ordinance Granting a Variation from Section 26-13-9.2 of the Libertyville Zoning Code Regarding the Location of a Fence in a Comer Side Yard - 785 Meadow Lane K. ORDINANCE NO. 22-0-37: An Ordinance Granting a Variation from Section 26-4-7.5(d) of the Liberty ville Zoning Code Regarding the Rear Yard Setback - 700 S. Fourth Avenue L. RESOLUTION NO. 22-R-83: A Resolution Approving a Lease Agreement with Ricoh USA, Inc. for Multifunction Copiers Trustee Adams 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, and Trustee Garrity seconded. The motion carried on roll call vote as follows: AYES: Trustees Adams, Garrity, Hickey, Ki'ummick, Love, and Comiell NAYS: None 4 - REPORT OF THE ZONING BOARD OF APPEALS ZBA 22-13, Variation of Front Yard Setback ZBA 22-14, Variation of Corner Side Yard Setback President Johnson noted the property owners at 503 Carter Street are requesting front and comer side yard setback variations in order to construct an addition. The second floor addition will be Code conforming, however the proposed wrap-around porch will require variations. Members of the Zoning Board of Appeals discussed the proposal in detail with the applicants. As the existing structure was erected under a previous Zoning Code, the house is legal, nonconforming in the setback from Rockland Road. Motions to recommend Village Board of Trustees approval passed with votes of 7 — 0. Brian Bertolla was present on behalf of the applicant to address any questions. President Johnson asked if there were any public comments, and there were none. Trustees Adams and Garrity offered comments and support for the item. Trustee Krummick asked the representative a question about the application. Trustee Adams moved to approve item 4, and Trustee Garrity seconded. The motion carried on roll call vote as follows: AYES: Trustees Adams, Garrity, Hickey, Krummick, Love, and Connell NAYS: None 5 - REPORT OF THE PLAN COMMISSION PC 22-10, Special Use Permit for a Drive-In Establishment President Johnson noted that Baxter Credit Union is the new lessee of 929 N. Milwaukee Avenue. The site was the former home of Associated Bank and operated with a drive-in facility. A drive-in is a Special Use Permit in the C-3 General Commercial District and is traditionally transferred BOARD OF TRUSTEES June 14, 2022 2 from one operator to another. However, as the site was vacant for more than six (6) months, a new Special Use Permit is required. The Plan Commission held a public hearing on May 23, 2022 on the topic. As there are no site plan changes requested, a motion to recommend Village Board of Trustees approval passed with a vote of 7-0. President Johnson asked if there were any public comments, and there were none. The applicant was present to answer questions. Trustees Adams, Garrity, Hickey, Love, and Connell offered comments and support for the item. Trustee Love moved to approve item 5, and Trustee Connell seconded. The motion carried on roll call vote as follows: AYES: Trustees Adams, Garrity, Hickey, Krummick, Love, and Connell NAYS: None 6 - REPORT OF THE PLAN COMMISSION PC 22-16, Amendment to the Special Use Permit PC 22-17, Amendment to the Planned Development Final Plan At their meeting of May 23, 2022, the Plan Commission held a public hearing on an application for an amendment to the Special Use Permit and Planned Development Plan for Manchester Square to allow the following: 1. Reconstruction of the motorcourt off of Lake Street to allow for a redesign to include additional parking spaces; and 2. Installation of additional signage to note the location of apartment entrances and restaurants in the area of the property. Members of the Plan Commission reviewed the proposal in detail with the property owner and noted their support for the redesign of the motorcourt to allow for additional parking. The Commission also supported the signs as proposed. Motions to recommend Village Board of Trustees approval passed with votes of 7 - 0. The applicant was present and clarified issues related to the proposal. Trustees Adams, Garrity, Hickey, Krummick, Love, and Connell offered support for the item. Trustee Hickey moved to approve item 6, and Trustee Adams seconded. The motion carried on roll call vote as follows: BOARD OF TRUSTEES June 14, 2022 3 AYES: Trustees Adams, Garrity, Hickey, Krummick, Love, and Connell NAYS: None 7 - ORDINANCE NO. 22-0-38: An Ordinance to Waive Competitive Bidding and Approve the Purchase of Town & Country Concrete Streetlight Poles from Traditional Concrete, Inc. The Village maintains approximately 1 ,600 residential streetlight poles of varying styles and material. The Village-wide Streetlight Assessment Report completed in March of this year identified forty-eight (48) residential streetlight poles in either bad or poor condition that should be replaced. It is proposed to begin the replacement of these identified poles with the current standard residential streetlight pole, which is a 12-foot pre-cast concrete pole manufactured by Town & Country. The Fiscal Year 2022/23 Annual Budget provides $200,000 in the Project Fund {Act# 40-0000- 0- 775) for streetlight replacements. Public Works staff received a quote from Traditional Concrete, Inc. for the purchase of forty-eight (48) Town & Country pre-cast concrete streetlight poles, which is summarized below: No. of Poles Cost per Pole Subtotal Delivery Total 48 $810.00 $38,880 $660 est. $39,540 The current lead time to fabricate and deliver the poles is 14 to 19 weeks. Traditional Concrete, Inc. is the sole manufacturer and distributor of the Town & Country pre-cast concrete streetlight poles, which will require the waiver of the competitive bidding process. The quoted delivery price is based upon current fuel prices. Staff is proposing an additional allowance of $1,000 for any possible increases in shipping, for a total purchase price of $40,540. The remaining funds in the budget account will be used for installation of the poles, new LED bulbs, lanterns and wiring, and any future "knock-down" replacements. Staff recommends approval of the attached Ordinance to waive the competitive bidding process and approve the purchase from Traditional Concrete, Inc. for 48 Town & Country concrete streetlight poles at a not-to-exceed cost of $40,540. President Johnson asked Director Kendzior to clarify questions on the item. Trustee Garrity asked Director Kendzior about the order quantity. Trustee Adams moved to approve item 7, and Trustee Connell seconded. The motion carried on roll call vote as follows: BOARD OF TRUSTEES June 14, 2022 4 AYES: Trustees Adams, Garrity, Hickey, Krummick, Love, and Connell NAYS: None 8 - RESOLUTION NO. 22-R-84: A Resolution to Approve the Annual Purchase of Unleaded «& Diesel Fuel and Motor Oil from Al Warren Oil, Co., Inc. through Joint Purchasing President Johnson noted that the Fiscal Year 2022/23 Annual Budget provides $180,000 in the Vehicle Maintenance and Replacement Fund (Act.^ 30-0000-5-711) for the purchase of unleaded & diesel fuel and motor oil for Village vehicles and equipment. The Village participates in the Northwest Municipal Conference Suburban Purchasing Cooperative (SPC) joint purchasing program for the purchase of fuel and oil. By participating in joint purchase programs, the Village is able to maximize savings due to a competitive bidding process facilitated by the SPC. In 2020, Al Warren Oil Co., Inc. was awarded the SPC joint purchase contract for Diesel Fuel including Gasoline (87, 89 & 92 Octane), Ethanol 75 & 85, B2 Bio Diesel Fuel and motor oil. In 2021, the SPC Governing Board approved the first of three (3) one-year contract extensions from July 6, 2021 to July 5, 2022. Village Staff anticipates that Al Warren Oil Co., Inc. will be awarded a second of three (3) contract extensions for the time period of July 6, 2022 to July 5, 2023. If at any time during the FY 2022/23 that Al Warren Oil Co., Inc. is no longer the SPC contract recipient, an alternate vendor will need to be utilized and further Board action may be needed. Staff recommends adoption of the attached Resolution to approve the purchase of unleaded & diesel fuel and motor oil from Al Warren Oil Co., Inc. in an amount not to exceed budgeted amount of $180,000 and to authorize execution of all purchases up to $180,000 by the Village Administrator. Trustees Love and Connell asked Director Kendzior about pricing and consumption. Trustee Love moved to approve item 8, and Trustee Hickey seconded. The motion carried on roll call vote as follows: AYES: Trustees Adams, Garrity, Hickey, Krummick, Love, and Connell NAYS: None BOARD OF TRUSTEES June 14, 2022 5 9 - RESOLUTION NO. 22-R-85: A Resolution to Award a Contract for the Annual Sanitary Sewer Point Repair Program to Ganziano Sewer & Water, Inc. President Johnson noted that upon completion of the recent sewer televising program, Public Works staff identified six separate sanitary sewer locations that require 'point repairs' prior to this summer's Road Rehabilitation Program. Each of the point repairs are located either within the pavement or parkways for streets that will be resurfaced, with the exception to one repair on Peterson Road that is located in a parking lot. These point repairs need to be completed in advance of the resurfacing work in order to avoid later damage to the new roadway pavement. Five sealed bids were received on May 13, 2022 and are summarized in the table below: Contractor Bid Amount Mark Meade Excavators, Inc $41,772.00 (withdrawn) Ganziano Sewer & Water, Inc. $84,000.00 Canyon Contracting $103,250.00 Sheridan Plumbing Sewer, Inc. $108,978.54 Lenny Hoffman Excavating, Inc. $ 13 8,496.00 The lowest initial bid was from Mark Meade Excavators, Inc. in the amount of $41,772. However, Mark Meade Excavators has requested to withdraw their bid based on a misunderstanding of the surface restoration work as outlined in the project specifications and plan drawings. Village Staff has reviewed the request and agrees that Mark Meade Excavators should be allowed to withdraw their bid without any penalties due to some ambiguity in the specifications and drawings. The lowest responsive bid was from Ganziano Sewer & Water, Inc. in the amount of $84,000. Staff has spoken to Ganziano Sewer & Water, Inc. and they can complete the desired work per the specifications for their bid price. $300,000 is available in the Fiscal Year 2022/23 Annual Budget in the Water & Sewer Capital Improvement Fund Lining/Point Repairs (Acci# 20-2024-6-776) for the proposed work. The balance of this amount will be utilized for lining. Staff recommends approval of the attached resolution to award a contract to Ganziano Sewer & Water, Inc. for the annual Sanitary Sewer Point Repair Program in the amount of $84,000 and authorize execution by the Village Administrator. Trustee Adams asked Director Kendzior about the vendor. Trustees Adams, Krummick, and Love supported the item. Trustee Love moved to approve item 9, and Trustee Connell seconded. The motion carried on roll call vote as follows: BOARD OF TRUSTEES June 14, 2022 6 AYES: Trustees Adams, Garrity, Hickey, Krummick, Love, and Connell NAYS: None 10 - RESOLUTION NO. 22-R-86: A Resolution to Award a Contract for the 2022 Watermain Replacement Program to Bolder Contractors and Approve Change Order No. 1 The Fiscal Year 2022/23 Annual Budget includes funding ($2,000,000 in Aci.# 20-2024-6- 795) for the annual watermain replacement program, which this year will consist of the replacement of existing watermains along Bartlett Terrace and W. Winchester Road (west of US Route 45). During the design phase, staff determined that additional removal/replacement work was also required for certain defective storm and sanitary utilities under Bartlett Terrace to prepare for next year's scheduled pavement resurfacing program. A "Bid Alternate" was also included within this year's program to provide for the replacement of the watermain within the existing casing pipe beneath the railroad crossing at Winchester Road and US Route 45. Competitive contractor bids were solicited for the project. Due to recent concerns about material availability, the Bid Documents were formatted to solicit separate bids based for two separate project completion dates: 1) Fall of 2022, and 2) Spring of 2023. Seven (7) competitive contractor bids were received and opened on June 2, 2022 and are summarized in full detail on the attached Bid Tabulation. The lowest qualified bidder for each completion date bid is shown in the table below: Contractor Bid Amount (including alternate) Completion Date Bolder Contractors $1,547,095.00 Spring 2023 Campanella & Son $1,678,292.58 Fall 2022 Trustee Connell moved to approve item 10, and Trustee Love seconded. The motion carried on roll call vote as follows: AYES: Trustees Adams, Garrity, Hickey, Krummick, Love, and Connell NAYS: None The lowest overall qualified bidder is Bolder Contractors in the amount of $1,547,095, which includes the bid alternate. Staff also desires to complete hard surface pavement patching (bituminous mix instead of asphalt grindings) along the limits of the project to better prepare the Bartlett Terrace pavement for next year's resurfacing program. Bolder Contractors has agreed to BOARD OF TRUSTEES June 14, 2022 7 an additional cost of $84,000 to perform this work based on the submitted unit price bids. The total proposed contract amount, including the Bid Alternate and Change Order No. 1 is $1,631,095. Bolder Contractors has successfully completed watermain replacement work for the Village in the past. A portion of the remaining budgeted watermain replacement funds will be used for construction resident engineering services. Staff recommends adoption of the attached Resolution to Award the contract for the 2022 Watermain Replacement Program Contract, including the Bid Alternate and Change Order No. 1 to Bolder Contractors in the amount of $1,631,095 and authorize execution by the Village Administrator. President Johnson and Trustees Garrity and Krummick asked Director Kendzior to clarify questions on the item. Trustee Connell moved to approve item 10, and Trustee Love seconded. The motion carried on roll call vote as follows: AYES: Trustees Adams, Garrity, Hickey, Krummick, Love, and Connell NAYS: None 11 - RESOLUTION NO. 22-R-87: A Resolution to Award a Contract for the 2022 Parking Lot Rehabilitations to Schroeder Asphalt Services The Fiscal Year 2022/23 Annual Budget includes monies in the Commuter Parking and Park Improvement Funds for the resurfacing of three separate parking lots throughout the Village: 1) Downtown Metra Station parking lot ($370,000 in Act# 14-0000-6-790); 2) Prairie Crossing Metra Station-north parking lot ($450,000 in Aci.# 14-0000-6-790); and 3) Charles Brown Park parking lot ($200,000 in Act# 45-0000-0-782). Staff combined all 3 projects into a single bid package in an effort to maximize quantities and solicit lower overall unit prices. A Bid Alternate was also included in the plans to perform much needed concrete and sidewalk replacement work at the Prairie Crossing Metra Station. Construction documents were prepared by the Village's consultant, Doland Engineering, LLC, and competitive contractor bids were solicited for the project. Five contractor bids were received and opened on June 3, 2022. The bids received for the work were as follows: Contractor Bid Amount (Including Bid Alternate) Schroeder Asphalt Services $864,020.80 Maneval Construction Company $894,637.29 Alamp Concrete Contractors, Inc. $924,090.00 J.A. Johnson Paving $962,374.15 Peter Baker & Son $982,477.80 BOARD OF TRUSTEES June 14, 2022 8 The qualified low bid contractor, including the bid alternate, is Schroeder Asphalt Services in the amount of $864,020.80. The combined bid cost to complete the parking lot work at the two Metra Stations is $718,020.80. The bid cost to complete the parking lot work at Charles Brown Park is $146,000. Schroeder Asphalt Services has successfully performed past paving projects for the Village. It is anticipated that construction will commence in July. Staff recommends adoption of the attached Resolution to award the contract for the 2022 Parking Lots Rehabilitations to Schroeder Asphalt Services in the amount of $864,020.80 and authorize execution of the contract by the Village Administrator. President Johnson and Trustees Adams, Garrity, Krummick, and Hickey asked Director Kendzior questions about the item. Trustee Love supported the item. Trustee Cormell moved to approve item 10, and Trustee Adams seconded. The motion carried on roll call vote as follows: AYES: Trustees Adams, Garrity, Hickey, Krummick, Love, and Connell NAYS: None 12 - ORDINANCE NO. 22-0-39: An Ordinance to Waive Competitive Bidding and Accept the Quote from Chemtrade Logistics to Purchase Hyper+Ion 1997 Product for Phosphorus Removal at the Wastewater Treatment Plant Since April 1, 2020, the Village's wastewater treatment plant has been mandated by the Illinois Environmental Protection Agency (IEPA) to maintain the monthly average Phosphorus level in the treated effluent no higher than 1.0 mg/1. Throughout the year of 2020, wastewater treatment plant staff tested numerous different chemicals and feed rates to reduce phosphorus in order to meet the IEPA mandate. The Hyper+Ion 1997 was determined to be the most cost-effective chemical product. This determination was based on lowest overall cost, availability, and the lowest sludge producer. Chemtrade Logistics is the sole producer of the proprietary Hyper+Ion 1997 product. This requires that an Ordinance be approved in order to waive competitive bids for the purchase of the chemical product. This will be the second year that we have used the Hyper+Ion 1997 product. The most recent quote submitted by Chemtrade Logistics is for $0.250/pound. This unit cost is unfortunately a significant increase over last year's price of$0.144/pound. In speaking with Chemtrade Logistics representatives regarding the price increase, the major contributing factors include increase costs associated with transportation (fuel), labor, supply chain logistics, availability, and aluminum (which is one of the major ingredients). Treatment plant staff will try BOARD OF TRUSTEES June 14, 2022 9 to evaluate other chemical products throughout the year for any cost savings if the opportunity arises. Significant cost increases across the chemical production industry have been the standard recently. The Hyper+Ion 1997 product will be delivered in shipments of 48,000 Ibs. The Village anticipates needing seven chemical shipments, which will equate to 336,000 Ibs for a total cost of $84,000. The Fiscal Year 2022/23 Annual Budget provides $92,000 (Act.^ 20-2022-5-706) in the Wastewater Treatment Plant Department for this expenditure. Staff recommends approval of the attached Ordinance to waive the formal competitive bidding process and accept the quote from Chemtrade Logistics for the purchase of up to 336,000 Ibs. of Hyper+Ion 1997 at a total not-to-exceed cost of $84,000. President Johnson asked Director Kendzior to clarify some questions on the item. Trustees Adams, Garrity, Hickey, Ki-ummick, and Love supported the item. Trustee Adams moved to approve item 12, and Trustee Hickey seconded. The motion carried on roll call vote as follows: AYES: Trustees Adams, Garrity, Hickey, Krummick, Love, and Connell NAYS: None 13 - RESOLUTION NO. 22-R-88: A Resolution to Approve Municipal Aggregation Rates for Electricity The Village of Liberty ville has provided a municipal electrical aggregation program for its residents since 2012. Participation in the aggregation program is on an "opt-out" basis and allows residents to choose their own electrical service provider or remain in the Village's program. As part of the aggregation program, the billing is provided by ComEd regardless of who supplies the actual energy, and a portion of the electrical bill remains directly paid to ComEd for delivery and infrastructure. In previous years the rate provided by alternate suppliers was typically less than ComEd could provide. Over time the ComEd rate (determined annually) has become more competitive. In 2020 the Sustain Libertyville Commission requested the Village look at an "opt-out" green energy program for its residents. Staff discussed with NIMEC, the Village's aggregation consultant, options for an aggregation program that would support "green" initiatives. The Village was able to take advantage of a new Green Energy program that provides for a match to BOARD OF TRUSTEES June 14, 2022 10 the ComEd rate and the purchase ofRECs (renewable energy certificates). This was at a 100% level and qualified the Village to become an EPA Green Power community and provided a $36,000/annual civic contribution for the two (2) year term. The historical rates for Liberty ville's municipal aggregation program are as follows: 2012 & 2013 FirstEnergy 4.75/kWh 2014 & 2015 FirstEnergy 6.54/kWh 2016 & 2017 FirstEnergy 6.20/kWh (match ComEd rate) 2018 & 2019 Dynegy Energy 7.178/kWh 2020 & 2021 MC Squared Green match ComEd rate (6.84/kWh annualized) * 2022 (proposed) MC Squared Green match ComEd rate (9.76/kWli annualized) * *The Annual ComEd rate can vary each month by half a cent (range is 9.26-10.26^/kWh) for comparisons the Village has historically used the annualized average. Due to current economic conditions, the options for the municipal aggregation program are limited and industry rates are expected to increase by approximately 25%. MC Squared is able to continue its program for an additional 2-year term matching the ComEd rate annually, maintaining the Village's EPA Green Power community status with RECs at 5%, and a $12,000/annual civic contribution. Staff recommends approval of the attached resolution to extend the contract for the municipal aggregation program with MC Squared effective 8/1/22 and authorize execution of the extension by the Village Administrator. A representative from NIMEC was available to speak to the item and answer questions. Trustee Adams asked Director Kendzior to clarify questions on the item. President Johnson and Village Administrator Amidei offered comments on the item. Trustees Garrity, Hickey, and Krummick offered comments and questions on the item. Trustee Love moved to approve item 13, and Trustee Hickey seconded. The motion carried on roll call vote as follows: AYES: Trustees Adams, Garrity, Hickey, Krummick, Love, and Connell NAYS: NonE BOARD OF TRUSTEES June 14, 2022 11 PETITIONS AND COMMUNICATIONS President Johnson announced the following: • The Economic Development commission will meet at 7:30 a.m. on Wednesday, June 15, 2022. • The Sustain Libertyville Commission will meet at 4:00 p.m. on Wednesday, June 15, 2022. • The Appearance Review Commission/Historic Preservation Commission will meet at 5:00 p.m. on Monday, June 20, 2022. • The Parking Commission will meet at 10:00 a.m. on Tuesday, June 21, 2022. ® The Parks and Recreation Committee will meet at 6:00 p.m. on Tuesday, June 21, 2022. • The Parks and Recreation Advisory Commission will meet at 3:00 p.m. on Thursday, June 23,2022. • The Plan Commission/Zoning Board of Appeals will meet at 7:00 p.m. on Monday, June 27,2022. ® The Public Works Committee will NOT meet at 7:00 p.m. on Tuesday, June 28, 2022. • The Village Board will meet at 8:00 p.m. on Tuesday, June 28, 2022. VILLAGE ADMINISTRATOR UPDATES Village Administrator Amidei offered information about the upcoming Libertyville Days Parade. Trustee Adams mentioned the upcoming Liberty ville Days festivities. Trustee Garrity mentioned Flag Day and its importance to the community. Trustee Hickey spoke about the anti-gun violence memorial. Trustee Krummick thanked Chief Carani for his many years of service to Libertyville. Trustee Love spoke about Liberty ville Days. Trustee Connell spoke about Liberty ville Days and the high school senior banners in downtown. President Johnson spoke about the collaboration of the board working together for the benefit of the community. BOARD OF TRUSTEES June 14, 2022 12 ADJOURNMENT With no further business to come before the Village Board, Trustee Adams moved to adjourn the meeting at 9:33 p.m., and Trustee Garrity seconded. The motion carried on roll call vote as follows: AYES: Trustees Adams, Garrity, Hickey, Krummick, Love, and Connell NAYS: None Respectfully submitted, Luke Stowe Village Clerk BOARD OF TRUSTEES June 14, 2022 13