Village Board of Trustees

Village of Lombard Village Hall 255 East Wilson Ave. Lombard, IL 60148 villageoflombard.org Minutes Thursday, February 6, 2014 7:30 PM Village Hall Board Room Village Board of Trustees Village President Keith Giagnorio Village Clerk Sharon Kuderna Trustees: Dan Whittington, District One; Mike Fugiel, District Two; Reid Foltyniewicz, District Three; Peter Breen, District Four; Laura Fitzpatrick, District Five; and Bill Ware, District Six Village Board of Trustees Minutes February 6, 2014 I. Call to Order and Pledge of Allegiance The regular meeting of the President and Board of Trustees of the Village of Lombard held on Thursday, February 6, 2014 in the Board Room of the Lombard Village Hall was called to order at 7:30 pm by Village President Keith Giagnorio. Acting Village Clerk Janet Downer led the Pledge of Allegiance. II. Roll Call 7 - Keith Giagnorio, Dan Whittington, Mike Fugiel, Reid Foltyniewicz, Peter Breen, Laura Fitzpatrick, and Bill Ware 1 - Sharon Kuderna Staff Present: Village Manager Scott Niehaus Director of Finance Tim Sexton Director of Community Development Bill Heniff Director of Public Works Carl Goldsmith Chief of Police Ray Byrne Fire Chief Paul DiRienzo Assistant Village Manager Nicole Aranas Acting Village Clerk Janet Downer Executive Coordinator Carol Bauer Village President Giagnorio introduced the new Lombard Village Manager Scott Niehaus. Village President Giagnorio said the talk of the town was the weather and asked Director of Public Works Carl Goldsmith to provide an update for residents. Director Goldsmith thanked the Public Works staff for the round-the-clock service they had provided to residents through severe weather conditions. He spoke of the frigid temperatures, on-and- off snow events and water main breaks. He thanked the Village Board, department heads and residents. He noted snow removal is not a quick process, and it takes 7-12 hours for snow removal once the snow has stopped with the amount of equipment and resources that the Village has. He noted the following: Had 32 days of snow for the season; Received 46” of snow (average for Chicagoland area is 36”); Averaged over 8.5 hours in duration per storm event; Responded to 20 snow events requiring plowing crews to be Village of Lombard Page 1 Village Board of Trustees Minutes February 6, 2014 dispatched; Responded to 43 events that required salting crews to be dispatched; Used 2,447 tons of salt; Averaged approximately 91 tons of salt per storm event; Approximately 1,700 tons of salt in reserves; The Village has an adopted Snow Plan that dictates the response protocols for winter operations. The Snow Plan is used to ensure that resources and equipment are best utilized. The Village has 33 total pieces of equipment available for snow operations. This does not include any vehicles out due to damage, repair or performing other functions such as watermain breaks. Minimum operations for ice control is 9 trucks and minimum operations for snow removal is 9 trucks. Windrow operations: St. Charles Road from Elizabeth Street East to Garfield; Main Street from Grove Street South to Washington Boulevard; and Westmore\Meyers Road from Division Street to Maple Avenue. Staff conducted windrow operations last night and trucked out 150 loads to the Keith J. Surges Center. Each semi-truck holds approximately 22 tons (44,000 pounds). A total weight of 6,600,000 pounds of snow were moved in a relatively short period of time. Through January 30, 2014, the Village has expended $145,000 for overtime and materials (salt), which represents over 77% of the budget for 2014 and we are only 30 days into the new year. Including the two storms since January 30th, the Village is likely to have used 90% of the 2014 budget. One constant issue is damaged mailboxes. In most cases, the damage is not caused from the plow contacting the mailbox, but from the weight of the snow that is thrown by the plow. The wetter and heavier the snow, the greater the potential for damage to mailboxes when snowplowing occurs. With the sheer volume of snow received this season (46”), there is little available space in the parkway for the snow. Per the Village Board’s policy, a temporary mailbox and post (if needed) will be installed within 24 hours. Residents then receive a letter in the spring explaining that they may either keep this box or purchase a different one to be installed by the Village. If the resident chooses to replace the temporary box, they are reimbursed for the standard cost of materials for a basic metal mailbox (and a 4”x4” wooden post, if applicable) after receipts and the temporary mailbox are provided to the Village, typically between $30-$40. President Giagnorio thanked Director Goldsmith for the update. He said the Village had received many compliments, and also received some complaints. He thanked the Public Works Department for their hard work. III. Public Hearings IV. Public Participation Village of Lombard Page 2 Village Board of Trustees Minutes February 6, 2014 140050 Proclamation - Fitness February Village President Giagnorio called Jay Wojcik,Trustee Dan Whittington, and Director of Public Works Carl Goldsmith to the front. Acting Village Clerk Janet Downer read the proclamation for Fitness February. Jay Wojcik reminded residents of the Fitness February event being held at Yorktown on February 22nd. V. Approval of Minutes Minutes of the Regular Meeting of January 16, 2014 A motion was made by Trustee Dan Whittington, seconded by Trustee Mike Fugiel, that the minutes of the regular meeting of the President and Board of Trustees held on Thursday, January 16, 2014 be approved. The motion carried by the following vote: Aye: 6- Dan Whittington, Mike Fugiel, Reid Foltyniewicz, Peter Breen, Laura Fitzpatrick, and Bill Ware VI. Committee Reports Community Relations Committee - Trustee Dan Whittington, Chairperson No report Economic/Community Development Committee - Trustee Laura Fitzpatrick, Chairperson No report Environmental Concerns Committee - Trustee Mike Fugiel, Chairperson Trustee Mike Fugiel, Chairperson of the Environmental Concerns Committee, reported the committee had met. Clarke Mosquito gave a presentation to the committee regarding mosquito abatement operations. The committee selected September 20th for the 2014 Recycling Extravaganza. The committee is drafting a sustainability survey. Finance Committee - Trustee Peter Breen, Chairperson No report Public Works Committee - Trustee Bill Ware, Chairperson Village of Lombard Page 3 Village Board of Trustees Minutes February 6, 2014 Trustee Bill Ware, Chairperson of the Public Works Committee, reported a recommendation from the committee regarding an amendment to the Sidewalk Policy was listed on the Consent Agenda, and asked for concurrence from the Village Board. Transportation & Safety Committee - Trustee Reid Foltyniewicz, Chairperson Trustee Reid Foltyniewicz, Chairperson of the Transportation and Safety Committee, reported the February meeting had been cancelled. The next meeting will be March 10th. Board of Local Improvements - Trustee Bill Ware, President No report Community Promotion & Tourism - Trustee Laura Fitzpatrick, Chairperson No report No Lombard Historical Commission rep ort No report VII. Village Manager/Village Board Comments Trustee Breen felt the Public Works Department staff had done an excellent job on snow plowing based on driving through other municipalities. He asked for an update on potholes. Director of Public Works Carl Goldsmith indicated staff was out assessing streets for potholes and will be out filling beginning the following day. They will be starting on Grace Street and moving from east to west. Trustee Breen reminded residents to call Public Works if their mailbox is knocked over. A temporary mailbox will be installed and a permanent replacement will be completed when the weather allows. Trustee Breen wished Ronald Reagan a happy 103rd birthday. Trustee Fitzpatrick indicated the committee had not met. She talked of the first e-news being sent out to residents signed up to receive these e-mails, which was a recommendation from the Community Promotions and Tourism Committee. She encouraged residents to go on the Village website and sign up for the e-news which includes emergency storm notifications and other alerts. Trustee Foltyniewicz invited residents to join him and his family at the Winter Carnival at Sunset Knolls on Saturday. Village of Lombard Page 4 Village Board of Trustees Minutes February 6, 2014 President Giagnorio reminded residents that he will be giving the State of the Village address on Wednesday, February 19 at the Chamber Luncheon. VIII Consent Agenda . Trustee Breen noted that the one item listed on the Consent Agenda was for the Village to have legal representation with regard to The Westin, and this was a recommendation from the AdHoc Committee. Payroll/Accounts Payable A. 140032 Approval of Village Payroll For the period ending January 11, 2014 in the amount of $924,554.73. This Payroll/Accounts Payable was approved on the Consent Agenda B. 140033 Approval of Accounts Payable For the period ending January 17, 2014 in the amount of $1,264,458.13. This Payroll/Accounts Payable was approved on the Consent Agenda C. 140035 Approval of Accounts Payable For the period ending January 24, 2014 in the amount of $468,515. 11. This Payroll/Accounts Payable was approved on the Consent Agenda D. 140045 Approval of Village Payroll For the period ending January 25, 2014 in the amount of $876,091.66. This Payroll/Accounts Payable was approved on the Consent Agenda E. 140046 Approval of Accounts Payable For the period ending January 31, 2014 in the amount of $991, 112.33. This Payroll/Accounts Payable was approved on the Consent Agenda Ordinances on First Reading (Waiver of First Requested) F. 130659 ZBA 14-01: 444 S. Westmore/Meyers Road Requests that the Village grant a variation from Section 155.205 (A)(1) (c)(ii) of the Lombard Zoning Ordinance to increase the maximum Village of Lombard Page 5 Village Board of Trustees Minutes February 6, 2014 allowable fence height in a front yard from four feet (4’) to five feet (5’), located within the R2 Single-Family Residential Zoning District (Robertson’s Westmore Subdivision). (DISTRICT #5) This Ordinance was waived of first reading and passed on second reading with suspension of the rules on the Consent Agenda Enactment No: Ordinance 6917 G. 130660 ZBA 14-02: 321 E. Madison Street Requests that the Village take the following actions for the subject property located within the R2 Single-Family Residence District: A variation from Section 155.210(A)(2)(a) of the Lombard Zoning Ordinance to allow a detached garage to be constructed in the corner side yard. (DISTRICT #6) This Ordinance was waived of first reading and passed on second reading with suspension of the rules on the Consent Agenda Enactment No: Ordinance 6918 H. 140039 Ordinance Declaring Village Equipment Surplus Ordinance declaring computer equipment surplus and authorizing the sale or disposal of the items as listed. This Ordinance was waived of first reading and passed on second reading with suspension of the rules on the Consent Agenda Enactment No: Ordinance 6919 I. 140040 Title 11, Chapter 121, Section 121.03A.(2) - Number of Taxicab Business Licenses Amending Title 11, Chapter 121, Section 121.03A.(2) increasing the number of Taxicab Business Licenses from ten (10) to eleven (11) and granting a license to Metro Yellow LLC. This Ordinance was waived of first reading and passed on second reading with suspension of the rules on the Consent Agenda Enactment No: Ordinance 6920 J. 140041 Ordinance Amending Title 11, Chapter 112, of the Village Code with Regard to Alcoholic Beverages Amending Title 11, Chapter 112 of the Lombard Village Code with regard to alcoholic beverages and a new Class JJ Liquor License Category relative to Binny's Beverage Depot's March 2, 2014 wine tasting event at the Westin. (DISTRICT #3) This Ordinance was waived of first reading and passed on second reading with suspension of the rules on the Consent Agenda Enactment No: Ordinance 6921 Other Ordinances on First Reading Village of Lombard Page 6 Village Board of Trustees Minutes February 6, 2014 K. 140029 Berkshire Avenue at Charlotte Street Recommendation from the Transportation & Safety Committee to replace temporary stop signs with a permanent stop sign installation. (DISTRICT #4) This Ordinance was passed on first reading on the Consent Agenda Enactment No: Ordinance 6924 Ordinances on Second Reading Resolutions L. 130662 Agreement with Roger C. Marquardt & Company Authorizing an Agreement with Roger C. Marquardt & Company to provide lobbying services to the Village from January 1, 2014 through December 31, 2014. This Resolution was adopted on the Consent Agenda Enactment No: Resolution 05-14 M. 140004 Highway Authority Agreement, 930 East Roosevelt Road Authorizing a Limited Environmental Indemnity Agreement and Highway Authority Agreement for the property located at 930 East Roosevelt Road. (DISTRICT #6) This Resolution was adopted on the Consent Agenda Enactment No: Resolution 6-14 N. 140008 Agreement with Azavar Audit Solutions, Inc. Authorizing the signature of the Village President on an agreement with Azavar Audit Solutions, Inc. to jointly engage Cozen O'connor LLP to assist in the collection of municipal utility taxes. This Resolution was adopted on the Consent Agenda Enactment No: Resolution 7-14 O. 140042 1111 N. Ridge Ave. (United Delivery Service) - Acceptance of Public Improvements Resolution accepting the public sidewalk at 1111 N. Ridge Ave. known as United Delivery Service. (DISTRICT #1) This Resolution was adopted on the Consent Agenda Enactment No: Resolution 8-14 P. 140047 Signatories on Village Accounts Resolution amending the designation of signatories on Village accounts due to the appointment of Scott Niehaus as Village Manager . Village of Lombard Page 7 Village Board of Trustees Minutes February 6, 2014 This Resolution was adopted on the Consent Agenda Enactment No: Resolution 9-14 Other Matters Q. 140030 Snow and Debris Hauling Request for a waiver of bids and and approval to increase the amount of an awarded contract with Nagel Trucking and Material by $72,500.00 for a total amount not to exceed $92,500.00. Public Act 85-1295 does not apply. (DISTRICTS - ALL) This Bid was approved on the Consent Agenda R. 140049 Bulk Road Salt FY14 Request for a waiver of bids and authorization to purchase 600 tons of salt from Morton Salt Company at the current contract pricing not to exceed $31,014.00. Public Act 85-1295 does not apply. This Bid was approved on the Consent Agenda S. 130446 Village Board Sidewalk Policy - 6.D. Recommendation from the Public Works Committee to adopt the amended Sidewalk Policy (6.D.). This Request was approved on the Consent Agenda T. 140031 Signage Request, School District #44 Request to place temporary banners on Village owned properties for the promotion of Kindergarten Registration from February 17, 2014 through February 28, 2014. (DISTRICTS #1 & #6) This Request was approved on the Consent Agenda U. 140043 Plat of Easement - 1111 N. Ridge Ave. (United Delivery Service) Motion approving a Plat of Easement providing stormwater detention on the property located at 1111 N. Ridge Ave. and known as United Delivery Service. (DISTRICT #1) This Request was approved on the Consent Agenda V. 140048 Settlement Agreement and Mutual Release Request for concurrence of the Village Board on a Settlement Agreement and Mutual Release in the matter of Anderson v. the Village of Lombard. This Request was approved on the Consent Agenda *W. 140051 Engagement Letter with Arnstein & Lehr LLP Motion authorizing the execution of an Engagement Letter with Arnstein & Lehr to provide advise to the Village on issues related to the Village of Lombard Page 8 Village Board of Trustees Minutes February 6, 2014 Lombard Public Facilities Corporation and the debt service payments on the revenue bonds. This Request was approved on the Consent Agenda Approval of the Consent Agenda A motion was made by Trustee Reid Foltyniewicz, seconded by Trustee Peter Breen, to Approve the Consent Agenda The motion carried by the following vote Aye: 6- Dan Whittington, Mike Fugiel, Reid Foltyniewicz, Peter Breen, Laura Fitzpatrick, and Bill Ware IX. Items for Separate Action Ordinances on First Reading (Waiver of First Requested) Other Ordinances on First Reading Ordinances on Second Reading Resolutions Other Matters X. Agenda Items for Discussion XI. Executive Session XII. Reconvene XIII Adjournment . A motion was made by Trustee Dan Whittington, seconded by Trustee Bill Ware, that the regular meeting of the President and Board of Trustees of the Village of Lombard held on Thursday, February 6, 2014 in the Board Room of the Lombard Village Hall be adjourned at 8:00p.m. The motion carried by the following vote: Aye: 6- Dan Whittington, Mike Fugiel, Reid Foltyniewicz, Peter Breen, Laura Fitzpatrick, and Bill Ware Village of Lombard Page 9