Village Board Meeting

BOARD OF TRUSTEES VILLAGE BOARD MEETING Tuesday, March 28, 2023 at 8:00 PM Village Hall Board Room 118 W. Cook Avenue Libertyville, IL 60048 MINUTES Mayor Johnson called to order a meeting of the Board of Trustees at 8:00 p.m. Those present were: Mayor Donna Johnson, Trustees Scott Adams, Peter Garrity, and James Connell. Not present: Trustee Matthew Hickey, Trustee Matthew Krummick and Trustee Dan Love. Items Not on the Agenda | Presentation of items not on the Agenda will be limited to three (3) minutes Mayor Johnson administered the Oath of Office to Patrol Officer Brandon Bernabei for the rank of Police Sergeant. Mr. Ed LeJeune of 426 S. Milwaukee Avenue spoke on several matters. Mayor Johnson began by providing an update to him regarding his prior requests which included the following: • Speeding on Milwaukee Avenue- Mayor Johnson reported that The Police Department will review the situation and recommend any changes, however any changes would have to be approved by The Illinois Department of Transportation • Sidewalk Installation in front of his business- Mayor Johnson noted that the new sidewalk that was installed for the Immediate Care site was done as part of the development and not publicly funded • Christmas Decorations south of 176 on Milwaukee Avenue- Mayor Johnson stated that this will be discussed as a future consideration for the area A formal response letter was also provided to him. Mr. Lejeune further asked the Board why the PACE Buses on Milwaukee Avenue stop after the intersections. He feels this is a safety concern. Administrator Amidei noted that PACE is responsible for the procedures that their bus drivers follow. Staff will make an inquiry with PACE regarding his question and follow-up with him. Mr. LeJeune also suggested the Board investigate installing a park at the intersection of 176 and Milwaukee Avenue. Mayor Johnson responded that it is private property. Omnibus Vote Agenda Mayor Johnson introduced the Omnibus Vote Agenda and asked if there were any items to be removed for separate discussion. Administrator Amidei asked that Item #3G be removed for a future meeting. Trustee Garrity asked that Item #3H be removed for separate discussion. VILLAGE OF LIBERTYVILLE Board of Trustees Village Board IVleeting Minutes March 28, 2023 A. Summary of Omnibus Vote Agenda Items B. Approval of Minutes of the March 14, 2023 Village Board Meeting C. Bills for Approval D. RESOLUTION NO. 23-R-37: A Resolution to Approve a Special Event - Village Green Montessori E. RESOLUTION NO. 23-R-38: A Resolution to Approve a Request for the Display of a Banner in Cook Park - Bicycle Advisory Commission F. ORDINANCE NO. 23-0-12: An Ordinance Declaring Surplus Property G. ORDINANCE NO. 23-0-13: An Ordinance Vacating a Portion of An Unimproved Alley at 641 E. Sunnyside Avenue H. RESOLUTION NO. 23-R-40: A Resolution Approving Amendment No. 3 to Administrative Policy 16-01 Lead Service Replacement Incentive Program I. RESOLUTION NO. 23-R-39: A Resolution to Release Certain Executive Session Minutes of Certain Closed Meetings of the Village Board of Trustees J. ARC Report K. HPC Report A motion was made by Village Trustee Adams to approve the omnibus vote agenda, items 3A -3F and 31-3K. Seconded by Village Trustee Garrity. Voting Yea: Village President Johnson, Village Trustee Adams, Village Trustee Garrity, Village Trustee Connell. The items were approved by a 4-0 vote. Discussion Reaarding Item #3H Mr, Tim Anderson of 821 Bartlett Terrace asked the Village Board several questions regarding the Village's lead service line replacement program for his private potable water service lateral. He feels that the Village should fund the replacement of the lateral at 100% of the cost. He further stated that he felt that the Village's contractor who was working on public water mains should provide a lower cost to residents to perform replacement of their service laterals. Director Kendzior provided further clarification on prior notification that was provided to Mr. Anderson regarding the lead pipe service into his home. He also noted that the cost to replace a full service has increased and that the Board may want to consider modifying the amount that is provided for those replacements. Trustee Garrity responded that the Village may want to consider increasing the budgeted amount for full services (private property to the public main). Director Kendzior recommended modifying the amount from $3,500 to $6,000 for the fu!l service. A motion was made by Village Trustee Connell to approve Item #3H with an amendment to the Resolution to include the full service amount from $3,500 to $6,000, Seconded by Village Trustee Garrity. Board of Trustees Village Board IVIeeting IVIinutes March 28, 2023 Voting Yea: Village President Johnson, Village Trustee Adams, Village Trustee Garrity, Village Trustee Connell. The item was approved by a 4-0 vote. REGULAR AGENDA 4. Public Hearing - Proposed FY 2023-2024 Budget Mayor Johnson entertained a motion to open the Public Hearing for the proposed FY 2023-2024 Budget. A motion was made by Village Trustee Adams to open the public hearing, Seconded by Village Trustee Connell. Voting Yea: Village President Johnson, Village Trustee Adams, Village Trustee Garrity, Village Trustee Connell. The motion passed with a 4-0 vote. Mayor Johnson noted pursuant to the requirements of the Illinois Municipal Code (65 ILCS 5/8-2-6), the Village of LibertyviUe is required to hold a public hearing prior to the adoption of its annual budget. In compliance with the Act, notice of the hearing was published in the Daily Herald on March 9, 2023. The first draft of the proposed Fiscal Year 2023-2024 budget was made available for public inspection on February 10, 2023, on both the Village's website and at the Village Hall. Budget review workshops were held by the Village Board on March 4 and March 7, 2023. These workshop meetings were properly noticed in compliance with the Illinois Open Meetings Act (5 ILCS 120). During the budget review meetings, the Village Board provided direction to incorporate two changes into the final budget: 1. Addition of three (3) Fire Department personnel due to sustained increases in call volumes 2. Adjustment of staffing levels in the Community Development Department to reflect one (1) additional Senior Planner with the offsetting reduction of one (1) Associate Planner position The revised final proposed budget document reflects the changes and was made available for public inspection on March 20, 2023 on the Village's website and at the Village Hall. The highlights of the FY 2023-2024 budget include: • Operating revenues for all appropriated funds totaling $78,308,874, an increase of $1,924,495, or 2.5%, compared to the FY 2022-2023 budget. The increase in budgeted revenue is primarily attributed to debt issuance for capital projects, grants, and increases in various elastic sources of recurring operating revenues. • Operating expenditures for all appropriated funds of $49,600,239, a decrease of $64,836, or 0.1%, compared to the FY 2022-2023 budget. The net operating budget is balanced across all appropriated funds. • Capital investment in community infrastructure totaling $28,779,462, an increase of $1,821,099, or 6.8%, compared to the FY 2022-2023 budget. This increase is primarily driven by stormwater sewer and park improvement projects planned for construction in FY 2023-2024, Board of Trustees Village Board Meeting Minutes March 28, 2023 • The property tax impact of the proposed budget will be a $22 annual increase in the Village portion of a typical resident's property tax bill (9%). The average resident will also pay $56 more in utility charges annually due to planned increases of 3% for water service and 5% for sanitary sewer service. The total budget impact on an average resident is a 2.9% increase, which is substantially less than the 2022 change in the Consumer Price Index of 6.5%. Mayor Johnson asked if there were any public comments and there were none. Trustee Adams stated that a lot of hard work went into developing the budget, he thanked staff for their work on the document. Trustee Garrity noted that everyone worked as a team to develop the budget. He stated that it meets the needs that the residents have. He further noted that it enhances some of the areas in the community such as parks, stormwater, potable water, and sewers. Mayor Johnson thanked staff for all their work on the budget. She stated that the Village has made great milestones with the capital improvement program which were achieved this past year. A motion was made by Village Trustee Adams to close the public hearing, Seconded by Village Trustee Garrity. Voting Yea: Village President Johnson, Village Trustee Adams, Village Trustee Garrity, Village Trustee Connell. The motion passed with a 4-0 vote. 5. RESOLUTION NO. 23-R-41: A Resolution Approving the Purchase of an Ambulance from Foster Coach Sales, Inc. Mayor Johnson reported that The Libertyville Fire Department currently has five (5) ambulances in the Department fleet. The ambulances have a 10-year iifespan (6 years as frontline and 4 years as reserve). Ambulance 462 is budgeted to be replaced in 2026. Due to materials shortages, Staff was informed that the build time for a new ambulance from Foster Coach Sales, Inc. in Sterling, IL was 24-26 months. Staff was also informed that the price for a new ambulance would be $466,813, an increase of $9,801 (2.1%) since the previous quote was received on November 30th, 2022, that included a price of $457,012. The original quote obtained in 2021 listed a price of $386,000, resulting in a 17.3% price increase. Staff obtained a quote for a new ambulance with the price increases. Foster Coach Sales, Inc. also informed Staff that the price increases were industry wide and would continue to increase in the future. Staff requested approval to commit to purchasing the ambulance now to lock in pricing as well as to start the process of the build. No pre-payment is needed to commit to the purchase. The total cost would be due on delivery which was estimated in 2026. The information regarding the price increases and the increased build time was discussed at the Police and Fire Committee meeting on October 18th, 2022 . No further action was requested at that time. Staff also communicated with the Finance Department regarding the price increase estimated for the ambulance. Finance recommended advancing the request to the Village Board for approval. Mayor Johnson asked if there were any public comments and there was none. Trustee Adams stated that he agreed with the purchase. Board of Trustees Village Board Meeting IVlinutes March 28, 2023 Trustee Garrity noted that the Village has limited choices and that it makes sense to be consistent with equipment. Trustee Connell thanked staff for their work on the matter. A motion was made by Village Trustee Connell to approve the purchase of an ambulance, Seconded by Village Trustee Garrity. Voting Yea: Village President Johnson, ViHage Trustee Adams, Village Trustee Garrity, Village Trustee Connell. The item was approved by a 4-0 vote. 6. RESOLUTION NO. 23-R-42: A Resolution Approving an Intergovernmental Agreement with the Libertyville Foreign Fire Insurance Board Regarding the Provision of Administrative Services and the Approval of Purchases Mayor Johnson stated that The Libertyvilie Fire Department receives a Foreign Fire insurance fee collection on an annual basis pursuant to the Foreign Fire Insurance License Fee Act ("Act"). All insurance companies not incorporated under the laws of the State of Illinois, and that provide fire insurance for property situated within an Illinois municipality or fire protection district that maintains a fire department, remit a foreign fire insurance license fee to the foreign fire insurance board ("the Board") within a municipality, or to the secretary of a fire protection district. The Board is operated by the members of the Village's Fire Department. The Board is, and operates as, an entity independent from the Village, and is responsible for collecting the foreign fire insurance license fees imposed by the Act. The Act authorizes the Board to expend License Fees for the maintenance, use, and benefit of the Fire Department. Additionally, the Act authorizes the Board to contract for sen/ices, including, without limitation, accounting, and professional services. The Board requested that the Village assist in its operations by providing certain administrative services and resources, and the Village desires to assist the Board with those services and resources, subject to certain conditions and restrictions. The Village and Board desired to enter into an Agreement to set forth their respective rights and obligations regarding the provision of administrative services and resources, and the approval, use, and ownership of purchases made by the Board using the License Fees. The Village attorney drafted an intergovernmental agreement ("IGA") outlining the administrative obligations and services the Village would manage. In turn, the Board would still operate independently from the Village. But the Village would hold the Board's License Fees in trust which would be tracked with an individual fund cash balance accounted for in the Village's general ledger. The Board would also follow the Village's purchasing policies and procedures. Staff recommended that the Village Board adopt the resolution which would allow the Village to enter into a new Intergovernmental Agreement with the Board, and to authorize execution of the agreement by the Village President. Mayor Johnson asked if there were any public comments and there was none. A motion was made by Village Trustee Adams to approve the intergovernmental agreement, Seconded by Village Trustee Connell. Voting Yea: Village President Johnson, Village Trustee Adams, Village Trustee Garrity, Village Trustee Connell. The item was approved by a 4-0 vote. Board of Trustees Village Board Meeting Minutes March 28, 2023 7. ORDINANCE NO. 23-0-13: An Ordinance Amending the Liquor Code to Create a Class [VI Liquor License and Increase the Number of Class IV! Licenses Mayor Johnson stated that William Seitz, owner of The Car Spa located at 540 Peterson Road requested a liquor license. He proposed to sell beer and wine not for consumption on the premises where sold. The ordinances would amend the Municipal Code and: (1) create a Class M License for the sale of beer and wine at gas stations; and (2) increase the number of Class IVI licenses to one, to allow the Mayor/Liquor Commissioner to issue a Class M Liquor License to the Car Spa. The Mayor and Village staff recommended approval of the ordinance which was drafted by the Village Attorney. The annual fee would be $2100.00 and would be added to the annual fee ordinance in April. William Seitz, Owner of 540 Peterson Rd.- The Car Spa provided an overview of the request and the safety measures they will be putting in place to ensure that liquor is not sold to underage individuals. Mayor Johnson asked if there were any public comments and there was none. A motion was made by Village Trustee Garrity to approve the amendment to the Liquor Code and to Create a Class M Liquor license, Seconded by Village Trustee Adams. Voting Yea: Village President Johnson, Village Trustee Adams, Village Trustee Garrity, Village Trustee Connell. The item was approved by a 4-0 vote. 8. RESOLUTION NO. 23.R-43: A Resolution to Approve a Contract Renewal with Best Quality Cleaning, LLC for Custodial Services Mayor Johnson reported that competitive bids were received and publicly opened on March 25, 2021 with the Village of Mundelein in a joint bid for custodial services. Best Cleaning Quality, LLC was determined to be the lowest responsive bidder. The Village Board of Trustees awarded a contract to Best Quality Cleaning, LLC on May 25, 2021 with the passage of Resolution 21-R-81. The bids included pricing for two additional years. Best Cleaning Quality, LLC's bid had no increase in pricing for the two additional years. Best Quality Cleaning, LLC has provided satisfactory cleaning services for all Village-owned buildings for the past two years and staff recommended renewing the contract once again for the final year. The Draft Fiscal Year 2023/24 Annual Budget provides sufficient funds in various accounts for the desired custodial services. The contract would start on May 1, 2023, and end on April 30, 2024. The proposed contract amount is $106,155, which does not include the Sports Complex due to the sale with Canlan Sports. A five-percent contingency is included in the contract for extra cleanings for windows, carpets, floors, and day porter services outside of the contract scope that are deemed necessary by staff throughout the year. Staff recommended adoption of the resolution to approve the contract renewal with Best Quality Cleaning, LLC in the not-to-exceed amount of $106,155 for custodial services and authorize execution of the contract renewal by the Village Administrator, subject to the appropriation of funds in the Draft FY 2023/24 Annual Budget. Mayor Johnson asked if there were any public comments and there was none. Trustee Adams asked if the Village previously used a different vendor. Director Kendzior confirmed that the Village did. Trustee Adams noted that he agreed with the renewal. 6 Board of Trustees Village Board Meeting IVIinutes March 28, 2023 Trustee Garrity stated that he appreciated the collaboration with other municipalities. A motion was made by Village Trustee Connell to renew the contract with Best Quality Cleaning, Seconded by Village Trustee Adams. Voting Yea: Village President Johnson, Village Trustee Adams, Village Trustee Garrity, Village Trustee Connell. The item was approved by a 4-0 vote. 9. RESOLUTION NO. 23-R-44: A Resolution to Approve a Contract Renewal with Arthur Weiler, Inc. for the Annual Tree Planting Program Mayor Johnson reported that the Public Works Department solicited sealed bids for the Annual Tree Planting Program in late 2021. The contract was awarded to the lowest responsive bidder, Arthur Weiler, Inc., on January 11, 2022, with the passage of Resolution 22-R-08. The contract work included planting trees on Village owned properties such as parkways, parks, roadway medians and in the tree wells on Milwaukee Ave. to eliminate gaps. The contract contains a renewal clause for two additional years, subject to Village Board approval. Village staff recommended renewing the contract with Arthur Weiler, Inc for the first of two possible additional years based upon the high quality of trees provided and the company's responsiveness. The Draft FY 2023/24 Annual Budget contains $72,850 in the General Fund to complete the proposed tree planting work. Arthur Weiler, Inc. once again agreed to hold their unit pricing. Staff recommended approval of the resolution to renew the contract for the Annual Tree Planting Program with Arthur Weiler, Inc. in the amount of $72,850 and authorize execution by the Village Administrator, subject to the appropriation of funds in the Draft FY 2023/24 Annual Budget. Mayor Johnson asked if there were any public comments and there was none. Trustee Garrity asked if the other bidder quoted a larger diameter tree. Director Kendzior responded that they did not. A motion was made by Village Trustee Adams to renew the contract with Arthur Weiler, Inc. Seconded by Village Trustee Garrity. Voting Yea: Village President Johnson, Village Trustee Adams, Village Trustee Garrity, Village Trustee Connell. The item was approved by a 4-0 vote. Mayor's Update Mayor Johnson announced the following: • The Parks and Recreation Committee will NOT meet at 5:00 p.m. on Tuesday, April 4,2023. • The Human Relations Commission will NOT meet at 5:00 p.m. on Wednesday, April 5, 2023. • The Board of Fire and Police Commissioners will NOT meet at 4:00 p.m. on Monday, April 10, 2023. • The Zoning Board of Appeals will meet at 7:00 p.m. on Monday, April 10, 2023. 7 Board of Trustees Village Board Meeting IVlinutes March 28, 2023 • The Village Board will meet as a Committee of the Whole at 7:00 p.m. on Tuesday, April 11 , 2023. • The Village Board will meet at 8:00 p.m. on Tuesday, April 11, 2023. Village Administrator Update Administrator Amidei noted that she had recently received a few inquiries regarding the theater property. She reported that the owner is currently pursuing redevelopment of the site. The Village is also intends to address nuisances on the site. She explained that it is in the Historic District which wiil require review by the Historic Preservation Commission. Administrator Amidei reported that the Fourth Avenue detour is still needed in the Copeland area due to the Rockland Road stormwater project. She also noted that the Highland Phase II stormwater project has begun an that updates are available on the Village's website. Trustee Connell thanked Administrator Amidei for the update on the theater. He asked that staff continue to provide updates on the theater property on a regular basis. Adjournment With no further business to come before the Village Board, Trustee Garrity moved to adjourn the meeting at 9:29 p.m., and Trustee Adams seconded. The motion carried on roll call vote as follows; Voting Yea: Village President Johnson, Village Trustee Adams, Village Trustee Garrity, Village Trustee Connell QM^a.Onu^ Kelly A. Amide Deputy Village Clerk