Village Board Meeting

BOARD OF TRUSTEES VILLAGE BOARD MEETING Tuesday, April 11, 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, Matthew Mickey, Matthew Krummick, Dan Love and James Connell. Items Not on the Agenda j Presentation of items not on the agenda will be limited to three (3) minutes Mayor Johnson administered the Oath of Office to Assistant Fire Chief Steve Holtz for the position of Deputy Fire Chief. Mayor Johnson administered the Oath of Office to Lieutenant Justin Hubbard for the rank of Assistant Chief. Mayor Johnson administered the Oath of Office to Firefjghter Dave Popp for the rank of Lieutenant Mayor Johnson called for a motion to approve Denise Joseph as the Director of Finance as of May 15, 2023. Trustee Mickey moved to approve the appointment; Trustee Adams seconded. The motion carried on roll call vote as follows: Voting Yea: Village Trustee Adams, Village Trustee Garrity, Village Trustee Hickey, Village Trustee Krummick, Village Trustee Love, Village Trustee Connell. The motion was approved 6-0. Mayor Johnson asked if there was any public comment. Renee Baldwin, founder of Upscale Rummage and Furniture Warehouse provided an overview of the not-for-profit organization. She stated that all proceeds from the shop go to local non-profits throughout Lake and Cook County. In addition to monetary funds, beneficiary organizations receive goods and supplies to further help the communities they serve. She requested that the Board provide relief to the business to address occupancy issues they are currently having which have also made it challenging for them to obtain a permanent sign for the business. Mayor Johnson will discuss further with staff and foiiow-up with Ms. Baldwin. Omnibus Vote Agenda Mayor Johnson introduced the Omnibus Vote Agenda and asked if there were any items to be removed for separate discussion. \ A. Summary of Omnibus Vote Agenda Items Motion made by Village Trustee Adams, Seconded by Village Trustee Mickey. Voting Yea: Village Trustee Adams, Village Trustee Garrity, Village Trustee Mickey, Village Trustee Krummick, Village Trustee Love, Village Trustee Connell 1 Board of Trustees Village Board Meeting Minutes April 11, 2023 B. Approval of Minutes of the March 20, 2023 and March 28, 2023 Village Board Meetings C. Bills for Approval D. RESOLUTION NO. 23-R-45: A Resolution to Approve a Special Event Application - Des Plaines River Canoe and Kayak Marathon E. RESOLUTION NO. 23-R-46: A Resolution Designating Bank Signatories for the Village of Libertyville F. RESOLUTION NO. 23-R-47: A Resolution Appointing an Authorized Agent for the Illinois Municipal Retirement Fund G. RESOLUTION NO. 23-R-48: A Resolution Appointing the Finance Director to the Firefjghters Pension Fund Board H. ORDINANCE NO. 23-0-14: An Ordinance Amending the Libertyville Municipal Code Regarding the Annual Fee Ordinance I. ORDINANCE NO. 23-0-15: An Ordinance Vacating a Portion of An Unimproved Alley at 641 E. Sunnyside Avenue J. RESOLUTION NO. 23-R-49: A Resolution Appointing Member to Plan Commission K. RESOLUTION NO. 23-R-50: A Resolution to Renew the Annual Street Sweeping Contract with Lakeshore Recycling Systems L. RESOLUTION NO. 23-R-51: A Resolution to Purchase a Replacement Police Department CSO Truck from Karl Chevrolet of Des Moines, Iowa M. RESOLUTION NO. 23-R-52: A Resolution to Approve an Intergovernmental Agreement with the Libertyville Township Road District for Improvements to Oak Spring Road N. RESOLUTION NO. 23-R-53: A Resolution for Allocation of Motor Fuel Tax (MFT) Funds in the amount of $71,000 for improvements to Oak Spring Road 0. RESOLUTION NO. 23-R-54: A Resolution to Approve a Professional Services Agreement with HMG Engineers, Inc. for the Wastewater Treatment Plant Master Plan Update P. ORDINANCE NO. 23-0-16: An Ordinance Amending Various Sections of the Libertyville Municipal Code A motion was made by Village Trustee Adams to approve the omnibus vote agenda, Seconded by Village Trustee Mickey. Voting Yea: Village Trustee Adams, Village Trustee Garrity, Village Trustee Hickey, Village Trustee Krummick, Village Trustee Love. The items were approved by a 6-0 vote. Board of Trustees Village Board Meeting IVIinutes April 11, 2023 REGULAR AGENDA 4. Request for a Major Adjustment to the Planned Development Final Plan - AGSCO Corporation, Applicant -1755 N. Butterfield Road Mayor Johnson reported that the AGSCO Corporation located at 1755 N. Butterfield Road requested a Major Adjustment to the Planned Development for the site to increase the height of a sign. An existing 6-foot-tall monument sign is located at the south entrance to the site, but the grade slopes down from Butterfield Road and the sign is not tail enough to be totally visible. The proposal would increase the height from 6 feet to 12 feet. The Appearance Review Commission reviewed and recommended approval of the revised height at their March 20, 2023 meeting. The Village Board was provided two options for consideration: • Find that the sign is not in substantial conformity with the Planned Development and refer the item to the Plan Commission for public hearing; or • Find that the sign is in conformity with the Planned Development and direct Staff to prepare an Ordinance for approval at the next meeting. Staff recommended that the proposal was only a height issue and that the Board find it in conformity with the Planned Development and have an Ordinance for approval prepared. Mayor Johnson asked if there were any public comments, and there were none. Trustee Adams stated that he found their request to be appropriate due to the distance. Trustees Garrity and Hickey agreed with their request. Trustee Krummick asked for clarification on the elevations and asked if staff had any issues with the request. Director Spoden noted that they did not. Trustee Love stated that he agreed with the request due to the distance. Trustee Connell concurred. A motion was made to approve the request for a major adjustment to the planned development final plan for AGSCO by Village Trustee Adams, Seconded by Village Trustee Connell. Voting Yea: Village Trustee Adams, Village Trustee Garrity, Village Trustee Mickey, Village Trustee Krummick, Village Trustee Love, Village Trustee ConnelL The item was approved 6-0. 5. ORDINANCE NO. 23-0-17: An Ordinance Amending the Number of Class D Liquor Licenses - Grillville Mayor Johnson reported that the Village received an application for a Class D Liquor License from Stanley Mitris owner of Grillville, located at 327 S. Milwaukee Avenue, Libertyville. The application was reviewed by the Mayor/Liquor Commissioner and Village Staff. The Ordinance would amend the Municipal Code to increase the number of Class D Liquor Licenses from two (2) to three (3) and allow the issuance of the liquor license to Grillville. 3 Board of Trustees Village Board Meeting Minutes April 11, 2023 Mayor Johnson asked if there were any public comments, and there were none. A motion was made to approve an ordinance amending the number of class D liquor licenses by Village Trustee Adams, Seconded by Village Trustee Garrity. The requester was present to answer any questions. Voting Yea: Village Trustee Adams, Village Trustee Garrity, Village Trustee Hickey, Village Trustee Krummick, Village Trustee Love, Village Trustee Connell. The item was approved 6-0. 6. ORDINANCE NO. 23-0-18: An Ordinance Adopting the 2023-2024 Village Budget Mayor Johnson stated that the Village operates under the Budget Officer system and is required to adopt a budget ordinance prior to the start of the May 1, 2023 fiscal year. The proposed 2023-2024 Village Budget represents the input of the Village Board, the public, and Village staff during the budget preparation process which included budget workshops on March 4 and March 7, 2023, as well as a public hearing on March 28, 2023. The ordinance and the 2023-2024 Village Budget document satisfy the requirements set forth in the Budget Officer Act. The proposed budget includes total revenues of $87,962,863 and total expenses (operating, capital, and transfers) of $88,058,690. The Village's aggregate operating budget is fully balanced. The proposed budget document was previously distributed to Village Board members and was available for public inspection at the Village Hall and on the Village website since February 10,2023. Staff expressed their gratitude to the Village Board and the community for their support during the budget process. Staff recommended the Village Board adopt the ordinance. Mayor Johnson asked If there were any public comments, and there were none. The members of the Board congratulated and thanked staff for their work on the budget. A motion was made by Village Trustee Hickey to adopt the 2023-2024 village budget, Seconded by Village Trustee Adams. Voting Yea: Village Trustee Adams, Village Trustee Garrity, Village Trustee Mickey, Village Trustee Krummick, Village Trustee Love, Village Trustee Connell. The item was approved 6-0. 7. RESOLUTION NO. 23-R-55: A Resolution to Award a Contract for the 2023 Joint Bid Road Rehabilitation Program to Peter Baker & Son Co. Mayor Johnson stated that the Fiscal Year 2023/24 Budget includes funds to perform roadway maintenance as part of the Annual Road Improvement Program. The Village participated in a Joint Bid Road program with Mundelein and the Libertyville Township Road District to receive advantageous competitive unit price bids based upon an "economy of scale" from larger contract quantities. An Intergovernmental Agreement (IGA) was executed previously by all parties in December 2018 and amended in February 2019 for the Joint Bid program. Public Works staff worked with the joint bid agencies and Gewalt Hamilton Associates, Inc. (GHA) to prepare plans, specifications and to solicit competitive contractor bids. Board of Trustees Village Board IVIeeting IVlinutes April 11, 2023 Competitive contractor bids were opened on March 21, 2023. Three (3) bids were received for the project. Contractor Overall Joint Bid Amount Village Share Peter Baker & Son Co. $2,754,483.65 $1,442,179.25 J.A. Johnson Paving $2,757,757.00 N/A Schroeder Asphalt Services $2,797,428.15 N/A The Engineer's Estimate for the total joint bid work was $2,743,711.50. The qualified low bid contractor was Peter Baker & Son Co. in the amount of 2,754,483.65. Peter Baker & Son is a large and experienced local roadway contractor and has successfully completed previous pavement rehabilitation projects for the Village. Village staff and GHA recommended award of the contract to Peter Baker & Son Co. $1,546,279.00 is allocated to pay for the Village's share in the FY 2023/24 Annual Budget in the Motor Fuel Tax and Project Funds. Staff recommended approval of the Resolution to award the contract to Peter Baker & Son Co. for the 2023 Joint Bid Road Rehabilitation Program in the amount of $1,442,179.25. Mayor Johnson asked if there were any public comments, and there were none. A motion was made by Village Trustee Adams to award a contract to Peter Baker & Son Co., Seconded by Village Trustee Connell. Voting Yea: Village Trustee Adams, Village Trustee Garrity, Village Trustee Mickey, Village Trustee Krummick, Village Trustee Love, Village Trustee Connell. The item was approved 6-0. 8. RESOLUTION NO. 23-R-56: A Resolution for Appropriation of Rebuild Illinois Bond Funds in the amount of $446,279 for the 2023 Joint Bid Road Rehabilitation Program Mayor Johnson reported that the 2023 Joint Bid Road Rehabilitation Program will be funded by the Motor Fuel Tax (MFT) Fund. Within the MFT Fund, the FY 2023/24 Annual Budget allocates $650,000 of MFT Funds and $446,279 of Rebuild Illinois Bond Funds for the year's projects. State law requires that the Village obtain authorization from IDOT to expend the funds and that separate Resolutions be approved to authorize the appropriations. The Resolution is for the appropriation of $650,000 of Motor Fuel Tax (MFT) Funds for the 2023 Joint Bid Road Rehabilitation Program. Staff recommended approval of the IDOT standard Resolution (BLR Form 09110) to appropriate MFT funds in the amount of $650,000 and authorize certification by the Deputy Village Clerk. Mayor Johnson asked if there were any public comments, and there were none. A motion was made by Village Trustee Connell to approve the resolution for Rebuild Illinois Bond Funds, Seconded by Village Trustee Garrity. Voting Yea: Village Trustee Adams, Village Trustee Garrity, Village Trustee Hickey, Village Trustee Krummick, Village Trustee Love, Village Trustee Connell. The item was approved 6-0. Board of Trustees Village Board Meeting Minutes April 11, 2023 9. RESOLUTION NO. 23-R-57: A Resolution for Appropriation of Motor Fuel Tax (MFT) Funds in the amount of $650,000 for the 2023 Joint Bid Road Rehabilitation Program Mayor Johnson stated that the 2023 Joint Bid Road Rehabilitation Program will be funded by the Motor Fuel Tax (MFT) Fund. Within the MFT Fund, the FY 2023/24 Annual Budget allocates $650,000 of MFT Funds and $446,279 of Rebuild Illinois Bond Funds for the year's projects. State law requires that the Village obtain authorization from IDOT to expend these funds and that separate Resolutions be approved to authorize the appropriations. The Resolution is for the appropriation of $650,000 of Motor Fuel Tax (MFT) Funds for the 2023 Joint Bid Road Rehabilitation Program. Staff recommended approval of the IDOT standard Resolution (BLR Form 09110) to appropriate MFT funds in the amount of $650,000 and authorize certification by the Deputy Village Clerk. Mayor Johnson asked if there were any public comments, and there were none. A motion was made by Village Trustee Adams to appropriate MFT funds, Seconded by Village Trustee Love. Voting Yea: Village Trustee Adams, Village Trustee Garrity, Village Trustee Hickey, Village Trustee Krummick, Village Trustee Love, Village Trustee Connell. The item was approved 6-0. 10. RESOLUTION NO. 23-R-58: A Resolution to Approve a Professional Services Agreement with Civiltech Engineering, Inc. for Phase I Preliminary Engineering for Oak Spring Road Mayor Johnson reported that The Village of Libertyville ("Village") and the Libertyville Township Road District ("Township") desire to jointly pursue improvements to Oak Spring Road due to shared ownership and maintenance of the roadway between Appley Avenue and St. Mary's Road. The arrangement is beneficial to the Village as it allows for a consolidated approach to the design and construction of the intended improvements. Public Works staff requested a proposal from Civiltech Engineering, Inc. ("Civiltech") for Phase 1 preliminary engineering design services due to their extensive experience in roadway improvement projects within both the Village and the Township and their experience with Surface Transportation Program (STP) funding, which has been programmed for the project's final engineering, construction, and construction engineering. The amount of programmed STP funding for the future project components is $811,126. Civiltech provided a proposal in the not-to-exceed amount of $70,818.00, which will be included as an attachment to the Village's standard Professional Services Agreement. There are sufficient funds available in the FY 2023/24 Annual Budget in the Motor Fuel Tax (MFT) Fund to accommodate the Phase 1 preliminary engineering services, In accordance with the Intergovernmental Agreement ("IGA") that is being established between the Village and the Township, the Village will be responsible for fjfty-nine percent ($41,783) of the cost of the consultant's services, while the Township will be responsible for the remaining forty-one percent. The IGA stipulates that the Village serves as the !ead agency and executes all necessary agreements with design consultants and the Illinois Department of Transportation (IDOT) directly as needed for the project. The Village will also provide payment in full directly to the consultant for services rendered and will then subsequently invoice the Township for its portion of the costs. Staff recommended approval of the resolution to approve a Professional Services Agreement for Phase I preliminary engineering services for Oak Spring Road in the amount of $70,818 and to authorize execution of the agreement by the Village Administrator. Board of Trustees Village Board Meeting Minutes April 11, 2023 Mayor Johnson asked if there were any public comments, and there were none. A motion was made by Village Trustee Adams to approve an agreement with Civiltech, Seconded by Village Trustee Garrity. Voting Yea: Village Trustee Adams, Village Trustee Garrity, Village Trustee Hickey, Village Trustee Krummick, Village Trustee Love, Village Trustee Connell. The item was approved 6-0. 11. RESOLUTION NO. 23-R-59: A Resolution to Approve a Professional Services Agreement with dark Dietz, Inc. for the 2023 Water System Condition Assessment Report Mayor Johnson stated that the Fiscal Year 2023/24 Annual Budget includes funding in the Utility Capital Improvement Fund for the completion of a Condition Assessment Report of the Village's water distribution system. The intent of this report is to assess current conditions of various facilities integral to the system and to identify immediate ancf/or long-term repairs or maintenance with scope and anticipated costs. This report will provide the framework for the Village to determine the current and future needs for the water distribution system and facilities to determine future customer rates. Public Works staff engaged in a Quaiification-Based Selection (QBS) process to facilitate selection of a professional engineering firm to perform the assessment and produce the report. A "Statement of Qualifications" package was received by three firms established in the industry as experienced with municipal system assessments. After a collaborative internal review process, dark Dietz, Inc. was selected by Village staff to be the best fit to achieve the Village's goals. Ciark Dietz, Inc. provided a proposal in the not-to-exceed amount of $175,600. Sufficient budgeted funds are available to accommodate the proposed engineering services. Staff recommended adoption of the resolution to approve a Professional Services Agreement for the 2023 Water System Condition Assessment Report with dark Dietz, Inc. in the amount of $175,600 and to authorize execution of the agreement by the Village Administrator. Mayor Johnson asked if there were any public comments, and there were none. A motion was made by Village Trustee Adams to approve an agreement with dark Dietz, Inc., Seconded by Village Trustee Garrity. Voting Yea: Village Trustee Adams, Village Trustee Garrity, Village Trustee Hickey, Village Trustee Krummick, Village Trustee Love, Village Trustee Connell. The item was approved 6-0. Mayor's Update Mayor Johnson announced the following: • The Board of Fire and Police Commissioners will meet at 4:00 p.m. on Wednesday, April 12, 2023 at the Schertz Building, 200 E. Cook. • The Appearance Review Commission/Historic Preservation Commission will meet at 5:00 p.m. on Monday, April 17,2023. • The Finance Committee will meet at 6:00 p.m. on Tuesday, April 18, 2023. Board of Trustees Village Board Meeting IVlinutes April 11, 2023 • The Fire & Police Committee will meet at 7:00 p.m. on Tuesday, April 1 8,2023. • The Economic Development Commission will meet at 7:30 a.m. on Wednesday, April 19, 2023. (Meeting to be held at Belle Aire Creations located at 870 Technology Way.) • The Sustain Libertyville Commission will meet at 4:00 p.m. on Wednesday, April 19, 2023. • The Parks and Recreation Advisory Commission will meet at 8:30 a.m. on Friday, April 21, 2023. • The Police Pension Fund Board will meet at 1:00 p.m. on Monday, April 24, 2023 at the Schertz Building located at 200 E. Cook. • The Plan Commission/Zoning Board of Appeals will meet at 7:00 p.m. on Monday, April 24, 2023. • The Bicycle Advisory Commission will meet at 5:00 p.m. on Tuesday, April 25, 2023. • The Public Works Committee will meet at 6:30 p.m. on Tuesday, April 25, 2023. • The Village Board of Trustees will meet at 8:00 p.m. on Tuesday, April 25, 2023. Village Administrator Update Village Administrator-no report. Trustee Hickey invited the full Board to attend the next Finance Committee. Trustee Garrity thanked Finance Director Mostardo for his service and wished him good luck on his future endeavors. Trustee Adams thanked Finance Director Mostardo and noted that he has set the Village up well for the future. Attorney Passman thanked Finance Director Mostardo for his service. Trustee Krummick wished Finance Director Mostardo good luck. Trustee Love wished Finance Director best of luck. Trustee Connell thanked Finance Director Mostardo. Executive Session Trustee Garrity moved to enter executive session per [5 ILCS 120/2(c)(1)] to discuss Personnel: Appointment, employment, compensation, discipline, performance or dismissal of specific employees at 9:09 p.m. and Trustee Love seconded. The motion carried on a roll call vote as follows: Voting Yea: Village Trustee Adams, Village Trustee Garrity, Village Trustee Hickey, Village Trustee Krummick, Village Trustee Love, Village Trustee Connell. The motion was approved by a 6-0 vote. Board of Trustees Village Board IVIeeting Minutes April 11 , 2023 Trustee Adams moved to leave executive session and return to the regular board meeting at 9:36 p.m., Trustee Love seconded, and the motion was approved by a roll call vote. Voting Yea: Village Trustee Adams, Village Trustee Garrity, Village Trustee Hickey, Village Trustee Krummick, Village Trustee Love, Village Trustee Connell. The motion was approved by a 6-0 vote. With no further business to come before Village Board, Trustee Krummick moved to adjourn the meeting at 9:37 p.m., and Trustee Connell seconded. The motion carried on roll call vote as follows: Voting Yea: Village Trustee Adams, Village Trustee Garrity, Village Trustee Hickey, Village Trustee Krummick, Village Trustee Love, Village Trustee Connell. The motion was approved by a 6-0 vote. Kelly Arf-rtdei Deputy Village Clerk