Village Board of Trustees

Village of Lombard Village Hall 255 East Wilson Ave. Lombard, IL 60148 villageoflombard.org Minutes Thursday, December 7, 2017 7:00 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; Bill Johnston, District Four; Robyn Pike, District Five; and Bill Ware, District Six Village Board of Trustees Minutes December 7, 2017 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, December 7, 2017 in the Board Room of the Lombard Village Hall was called to order by Village President Keith Giagnorio at 7:00 pm. Director of Public Works Carl Goldsmith 's daughter Paige led the Pledge of Allegiance. II. Roll Call 7 - Keith Giagnorio, Sharon Kuderna, Dan Whittington, Mike Fugiel, Bill Johnston, Robyn Pike, and Bill Ware 1 - Reid Foltyniewicz President Giagnorio noted that Trustee Foltyniewicz had an excused absence. 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 Roy Newton Fire Chief Richard Sander Human Resources Director Kathy Dunne Assistant Village Manager Nicole Aranas Communications Coordinator Avis Meade Executive Coordinator Carol Bauer III. Public Hearings IV. Public Participation V. Approval of Minutes A motion was made by Trustee Dan Whittington, seconded by Trustee Robyn Pike, that the minutes of the regular meeting of November 16, 2017 be approved. The motion carried by the following vote: Aye: 5- Dan Whittington, Mike Fugiel, Bill Johnston, Robyn Pike, and Bill Ware VI. Committee Reports Village of Lombard Page 1 Village Board of Trustees Minutes December 7, 2017 Community Promotion & Tourism - Trustee Mike Fugiel, Chairperson No report Community Relations Committee - Trustee Robyn Pike, Chairperson No report Economic/Community Development Committee - Trustee Bill Johnston, Chairperson No report Finance & Administration Committee, Trustee Reid Foltyniewicz, Chairperson No report Public Safety & Transportation Committee - Trustee Dan Whittington, Chairperson No report Public Works & Environmental Concerns Committee - Trustee Bill Ware, Chairperson Trustee Bill Ware, Chairperson of the Public Works & Environmental Concerns Committee, reported the following: Starting in December, the Village of Lombard will begin a mandatory Village-wide water meter replacement program. This project is needed because many of the Village’s water meters are over 25 years old and have exceeded their life expectancy. The Village has experienced many years of 6 to 6 1/2 percent of unaccounted for water which reduces revenues collected by approximately $440,000 per year. Funding for this project is provided by a low interest loan from the Illinois Environmental Protection Agency. There is no cost to the residents for the meter replacement. As part of the mandatory program, water meters and reading equipment located on properties will require replacement. The Village has contracted with Water Resources, and its affiliated company, Water Services Company, to replace approximately 10,500 water meters and 13,500 Meter Interface Units. The project will be completed in sections over multiple years throughout the Village. When Water Resources is approaching a neighborhood, residents in the area will be sent a series of letters requesting to schedule an appointment. Residents are asked to be responsive and schedule an appointment once this notification is received. Appointments will only be scheduled for those residents who have received letters. Please bear with us as with any large project there Village of Lombard Page 2 Village Board of Trustees Minutes December 7, 2017 may be some challenges. We appreciate all of our residents and businesses time and assistance. You can visit our website villageoflombard.org/watermeters for complete details including the anticipated water meter replacement schedule map, FAQs, and to watch the video on what to expect during for your appointment. Now I would like to show the video and provide the Board with the draft letters that will be mailed out to both businesses and residents. A video relative to the Water Meter Change-out Program was shown. Village Manager Scott Niehaus thanked Avis Meade, Communications Coordinator, and the Public Works staff for their work in preparing the video and communications program relative to the Change-out program. He introduced Brian Jack, Utilities Superintendent, and a representative from Water Services, the company handling the change-out program. Trustee Johnston inquired about water meters that are in finished basements and may not be accessible. Brian Jack noted the resident is required to provide access to the water meter. Installers will not be allowed to cut open walls to provide access, but will do their best not to cause any further damage during installation by using the existing holes in the walls when possible. Transmitters may also be available to be installed in homes. President Giagnorio spoke of communication to the residents and noted that all installers will have proper identification. Residents will receive letters prior to scheduling any work. Any resident with a question should contact the Village. Board of Local Improvements - Trustee Bill Ware, President No report Lombard Historic Preservation Commission - Village Clerk Sharon Kuderna No report VII. Village Manager/Village Board Comments Trustee Ware wished President Giagnorio a happy early birthday. President Giagnorio wished Village Clerk Sharon Kuderna and Village Trustee Robyn Pike happy early December birthdays. Village Clerk Sharon Kuderna read the following announcements: The Lombard Fire Department Toy Parade is scheduled to begin at 10:30 am Saturday from Fire Station One then traveling south from Main and St. Charles to Glenbard East High School. Residents may donate Village of Lombard Page 3 Village Board of Trustees Minutes December 7, 2017 new unwrapped toys along the Parade Route. The toys will then be transported to Yorktown Center where toys will be distributed to families in need. Residents may continue to place leaves and yard waste out for collection through December 15, but stickers are required for all bags or cans. Holiday trees will be picked up on your normal trash collection day from January 2 through January 12. Holiday lights can be dropped off in the bin in front of the Public Works building through January 14. The December 21st Village Board meeting has been cancelled. On behalf of the Village Board, staff and employees of the Village of Lombard, we want to extend our warmest wishes for a very happy and healthy holiday season and all the best in the New Year. Please remember to drive sensibly. The Police Department will be cracking down on impaired drivers. Drive sober or get pulled over in Lombard! Village Offices will be closed on Monday and Tuesday, December 25 and 26 in observance of the Christmas holiday and also Monday, January 1 in observance of the New Year holiday. Visit www.villageoflombard.org for additional information on any of these events. VIII Consent Agenda . Payroll/Accounts Payable A. 170516 Approval of Village Payroll For the period ending November 11, 2017 in the amount of $795,439.13. This Payroll/Accounts Payable was approved on the Consent Agenda B. 170517 Approval of Accounts Payable For the period ending November 17, 2017 in the amount of $1,648,694.54. This Payroll/Accounts Payable was approved on the Consent Agenda C. 170524 Approval of Accounts Payable For the period ending November 24, 2017 in the amount of $483,180.51. This Payroll/Accounts Payable was approved on the Consent Agenda D. 170526 Approval of Village Payroll For the period ending November 25, 2017 in the amount of $988,886.66. This Payroll/Accounts Payable was approved on the Consent Agenda Village of Lombard Page 4 Village Board of Trustees Minutes December 7, 2017 E. 170527 Approval of Accounts Payable For the period ending December 1, 2017 in the amount of $1,616,401.41. This Payroll/Accounts Payable was approved on the Consent Agenda Ordinances on First Reading (Waiver of First Requested) F. 170161 Proposed Butterfield Yorktown Tax Increment Finance (TIF) District Ordinance correcting a scrivener's error in the legal description describing the boundaries of the TIF District. (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 7451 G. 170505 Easement Agreement with the DuPage County Forest Preserve District Approving an Easement Agreement with the DuPage County Forest Preserve District at a cost of $2,595.00 providing for a permanent access easement necessary for ingress/egress for the Village's storm water facility. (DISTRICT #1) This Ordinance was waived of first reading and passed on second reading with suspension of the rules on the Consent Agenda Enactment No: Ordinance 7452 H. 170507 PC 17-34 438 Eisenhower Lane North-Industrial Rehab Allies Request that the Village grant a conditional use, pursuant to Section 155.420(C) of the Zoning Ordinance, to allow for an outpatient medical office in the I Limited Industrial Zoning District. The petitioner has requested a waiver of first reading. (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 7453 I. 170518 Ford Interceptor Utility Vehicles Purchase Request for a waiver of bids and award of a contract to Currie Motors in the amount of $125,056.00 for the purchase of four (4) new Ford Interceptor Utility Vehicles; and approving an ordinance declaring units PP743, PP745, PP747 and PP794 as surplus and authorizing their sale at public auction. Staff is requesting a waiver of first reading. Bid in compliance with Public Act 85-1295. This Ordinance was waived of first reading and passed on second reading with suspension of the rules on the Consent Agenda Village of Lombard Page 5 Village Board of Trustees Minutes December 7, 2017 Enactment No: Ordinance 7454 J. 170519 Ford C-Max Hybrid Purchase Request for a waiver of bids and award of a contract to Landmark Ford in conjunction with the State of Illinois Joint Purchase Agreement in the amount of $22,142.00 for the purchase of a new Ford C-Max Hybrid; and approving an ordinance declaring unit SM406 as surplus and authorizing its sale at public auction. Staff is requesting a waiver of first reading. Bid in compliance with Public Act 85-1295. This Ordinance was waived of first reading and passed on second reading with suspension of the rules on the Consent Agenda Enactment No: Ordinance 7455 J-2. 170533 Woodmoor Development LLC Utility Service and Development Agreement Approval of a second reinstatement of and Third Amendment to the Woodmoor Development LLC Utility Service and Development Agreement. (DISTRICT - UNINCORPORATED) This Ordinance was waived of first reading and passed on second reading with suspension of the rules on the Consent Agenda Enactment No: Ordinance 7456 Other Ordinances on First Reading K. 170489 Text Amendments to Chapters 39 and 40 of the Village Code Ordinance approving a recommendation from the Economic & Community Development Committee clarifying departmental responsibilities and committee names. This Ordinance was passed on first reading on the Consent Agenda Enactment No: Ordinance 7463 L. 170520 Village's Purchasing Policies and Procedures Manual Resolution approving proposed administrative updates to the Village's Purchasing Manual related to the bidding requirement threshold and the Village Manager's purchasing approval authority up to $25,000 with expenditures over $25,000 requiring approval by the Village Board as recommended by the Finance and Administration Committee. This Ordinance was passed on first reading on the Consent Agenda Enactment No: R 01-18 Ordinances on Second Reading Resolutions Village of Lombard Page 6 Village Board of Trustees Minutes December 7, 2017 M. 170473 MFT Resolution for Fiscal Year 2018 Authorizing the use of MFT funds in the amount of $420,000.00 for the purchase of salt, calcium chloride and salt brine for FY 2018 and overtime wages related to snow removal in 2018. This Resolution was adopted on the Consent Agenda Enactment No: R 69-17 N. 170474 License Agreement with Mobilitie, LLC Resolution approving an Agreement between the Village of Lombard and Mobilitie, LLC for a license to permit the attachment of wireless communication equipment on a Village-owned street light pole in a singular location in the area of Main Street and 22nd Street. (DISTRICT #3) This Resolution was adopted on the Consent Agenda Enactment No: R 70-17 O. 170493 NPDES Services Intergovernmental Agreement with DuPage County Recommendation from the Public Works & Environmental Concerns Committee to approve an Intergovernmental Agreement with DuPage County to provide storm water related services to implement the National Pollutant Discharge Elimination System (NPDES). This Resolution was adopted on the Consent Agenda Enactment No: R 71-17 P. 170497 Mosquito Control Contract Recommendation from the Public Works & Environmental Concerns Committee to waive bids and approve a contract with Clarke Environmental Mosquito Management in the amount of $88,710.00 per year for mosquito control services for 2018 and 2019 with an option to extend for 2020. Public Act 85-1295 does not apply. (DISTRICTS - ALL) This Resolution was adopted on the Consent Agenda Enactment No: R 72-17 Other Matters Q. 170522 2018 SCADA Control Room Equipment Purchase & Integration Request for a waiver of bids and award of a contract to Concentric Integration, LLC in the amount of $75,350.00. Public Act 85-1295 does not apply. This Bid was approved on the Consent Agenda Village of Lombard Page 7 Village Board of Trustees Minutes December 7, 2017 Q-2. 170523 Parkway Tree Trimming Request for a waiver of bids and approval of a one year extension to the contract with Steve Piper and Sons, Inc. in the amount of $75,000.00. Public Act 85-1295 does not apply. (DISTRICTS - ALL) This Bid was approved on the Consent Agenda R. 170503 2018 Risk Management Program Request for approval of the 2018 Insurance Program as recommended by the Finance and Administration Committee. This Request was approved on the Consent Agenda S. 170531 MFT Documentation Review Acknowledgement of receipt of Review No. 70 from the Illinois Department of Transportation covering the receipt and disbursement of Motor Fuel Tax funds by the Village for the period beginning January 1, 2015 and ending December 31, 2016. (DISTRICT ALL) This Request was approved on the Consent Agenda T. 170532 Appointments - Economic & Community Development Committee Request for concurrence in the appointments of Laine Vant Hoff and Gregory Ladle to fill vacancies with terms to May 2019. This Appointment was approved on the Consent Agenda Approval of the Consent Agenda A motion was made by Trustee Bill Johnston, seconded by Trustee Bill Ware, to Approve the Consent Agenda The motion carried by the following vote Aye: 5- Dan Whittington, Mike Fugiel, Bill Johnston, Robyn Pike, and Bill Ware Absent: 1- Reid Foltyniewicz IX. Items for Separate Action Ordinances on First Reading (Waiver of First Requested) Pursuant to Section 112.18(A)(13) of the Lombard Village Code, as an owner of a business which has been issued a Lombard liquor license, Trustee Whittington recused himself relative to this agenda item. A. 170528 Title 11, Chapter 112, Section 112.13(A) of the Lombard Village Village of Lombard Page 8 Village Board of Trustees Minutes December 7, 2017 Code - Alcoholic Beverages Amending Title 11, Chapter 112, Section 112.13(A) decreasing the number of entries in the Class "L-I' and "FF" categories by one relative to W Wine LLC d/b/a The Cellar located at 141 W. St. Charles Road and Wineski's, Inc. d/b/a Wineski's located at 854 N. Ridge Avenue voluntarily not renewing their liquor licenses for the December 1, 2017 licensing term. (DISTRICT #1) A motion was made by Trustee Mike Fugiel, seconded by Trustee Robyn Pike, that the Ordinance amending Title 11, Chapter 112.13(A) of the Village Code decreasing the number of entries in the Class "L-1" and "FF" categories by one relative to the The Cellar and Wineski's be waived of first reading and passed on second reading with suspension of the rules. The motion carried by the following vote: Aye: 4- Mike Fugiel, Bill Johnston, Robyn Pike, and Bill Ware Absent: 1- Reid Foltyniewicz Enactment No: Ordinance 7457 B. 170529 Amending Title 11, Chapter 112, Section 112.12 of the Lombard Village Code - Alcoholic Beverages Amending Title 11, Chapter 112, Section 112.12 of the Lombard Village Code amending the Class "GGG" liquor license category description by extending the licensed premises to include designated areas in the parking lot relative to packaged sales associated with an online ordering and pick-up service program. A motion was made by Trustee Robyn Pike, seconded by Trustee Dan Whittington, that the Ordinance amending Title 11, Chapter 112, Section 112.12 of the Lombard Village Code relative to the Class "GGG" liquor license be waived of first reading and passed on second reading with suspension of the rules. The motion carried by the following vote: Aye: 5- Dan Whittington, Mike Fugiel, Bill Johnston, Robyn Pike, and Bill Ware Absent: 1- Reid Foltyniewicz Enactment No: Ordinance 7458 C. 170530 Ordinance Amending the Budget Ordinance Recommendation that the Village Board Not adopt an Ordinance amending the Budget Ordinance to Appropriate for the Debt Service for the Series 2005-A Bonds and the Series 2005-B Bonds for the Hotel and Conference Center, in response to the request from the Lombard Public Facilities Corporation to do so. (2/3 Vote Required) A motion was made by Trustee Mike Fugiel, seconded by Trustee Bill Johnston, that the Village Board not adopt an ordinance amending the Budget Ordinance to appropriate for the debt service for the Hotel and Conference Center, in response to a request from the Lombard Public Facilities Corporation to do so. Approved. The motion carried by the following vote: Village of Lombard Page 9 Village Board of Trustees Minutes December 7, 2017 Aye: 5- Dan Whittington, Mike Fugiel, Bill Johnston, Robyn Pike, and Bill Ware Absent: 1- Reid Foltyniewicz Other Ordinances on First Reading Ordinances on Second Reading Resolutions Other Matters X. Agenda Items for Discussion XI. Executive Session A motion was made by Trustee Bill Ware, seconded by Trustee Robyn Pike, that the Regular Meeting of the President and Board of Trustees of the Village of Lombard held on Thursday, December 7, 2017 in the Board Room of the Lombard Village Hall be recessed to Executive Session at 7:23 pm for the purpose of discussion of Collective Negotiating Matters. The motion carried by the following vote: Aye: 5- Dan Whittington, Mike Fugiel, Bill Johnston, Robyn Pike, and Bill Ware Absent: 1- Reid Foltyniewicz XII. Reconvene The recessed regular meeting of the President and Board of Trustees of the Village of Lombard held on Thursday, December 7, 2017 in the Board Room of the Lombard Village Hall was called to order by Village President Keith Giagnorio at 7:36 pm. 7 - Keith Giagnorio, Sharon Kuderna, Dan Whittington, Mike Fugiel, Bill Johnston, Robyn Pike, and Bill Ware 1 - Reid Foltyniewicz XIII Adjournment . A motion was made by Trustee Bill Johnston, seconded by Trustee Dan Whittington, that the regular meeting of the President and Board of Trustees of the Village of Lombard held on Thursday, December 7, 2017 be adjourned at 7:36 pm. Aye: 5- Dan Whittington, Mike Fugiel, Bill Johnston, Robyn Pike, and Bill Ware Village of Lombard Page 10 Village Board of Trustees Minutes December 7, 2017 Absent: 1- Reid Foltyniewicz Village of Lombard Page 11