Village Board of Trustees

Village of Lombard Village Hall 255 East Wilson Ave. Lombard, IL 60148 villageoflombard.org Minutes Thursday, January 4, 2018 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 January 4, 2018 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, January 4, 2018 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 led the Pledge of Allegiance. II. Roll Call 8 - Keith Giagnorio, Sharon Kuderna, Dan Whittington, Mike Fugiel, Reid Foltyniewicz, Bill Johnston, Robyn Pike, and Bill Ware 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 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 Bill Ware, that the minutes of the Special Meeting of November 30, 2017 and the minutes of the Regular Meeting of December 7, 2017 be approved. The motion carried by the following vote: Aye: 6- Dan Whittington, Mike Fugiel, Reid Foltyniewicz, Bill Johnston, Robyn Pike, and Bill Ware VI. Committee Reports Community Promotion & Tourism - Trustee Mike Fugiel, Chairperson No report Village of Lombard Page 1 Village Board of Trustees Minutes January 4, 2018 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 No report 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 Village Manager Scott Niehaus expressed appreciation to the Public Works staff. He reported staff had responded to three water main breaks in the bitter cold weather making working conditions were difficult. He noted that one of the Public Works Supervisors was at home and noticed an alarm at one of the pump stations that he was monitoring. Facebook posts were also made to alert residents. Director of Public Works Carl Goldsmith commended his staff working long hours during the extreme cold the last few weeks and thanked them. He stated their dedication to the community does not go unnoticed. He also spoke of continued communications efforts to keep residents informed and updated. He reported the one watermain break occurred in the parking lot at 50 E. St. Charles and that part of the parking lot has been closed. Staff will be further investigating the source of the watermain break as there is a 600,000 gallon water reservoir located at Village of Lombard Page 2 Village Board of Trustees Minutes January 4, 2018 that location. Closing of the lot may impact commuters and communication has been done to keep commuters apprised of the situation. The weather forecast calls for warmer temps and often the fluctuation in temperatures can cause watermain breaks. He thanked the Village Manager and the Village Board for their decisions in providing state-of-the-art equipment for staff. President Keith Giagnorio also thanked the Public Works staff. Village Clerk Sharon Kuderna read the following announcements: A recycling bin for old holiday lights is located in front of the Lombard Public Works building, 1051 S. Hammerschmidt Avenue. Wiring and small bulbs only will be accepted through January 14th. Waste Management will be conducting a special holiday tree recycling program from Jan. 2nd- 18th. Residents may place trees, free of tinsel and decorations, at their curbsides for collection, at no charge. The Village Hall will be closed on Monday, January 15 in observance of Martin Luther King Day. Make that New Year’s Resolution - help save a life. The Village’s Winter Blood Drive is Wednesday, January 17th from 9:30 am until 1 pm at Yorktown (entrance 5 by Von Maur) and from 1:30-7pm at the Village Hall. All donors will receive a coupon for a Noodles and Company in the Pints for Pasta Program; a coupon for a pint of Culver’s frozen custard in the Give a Pint, get a Pint Program and be entered into drawings for Yorktown gift cards. VIII Consent Agenda . Payroll/Accounts Payable A. 170535 Approval of Accounts Payable For the period ending December 8, 2017 in the amount of $543,816.64. This Payroll/Accounts Payable was approved on the Consent Agenda B. 170542 Approval of Village Payroll For the period ending December 9, 2017 in the amount of $816,005.46. This Payroll/Accounts Payable was approved on the Consent Agenda C. 170543 Approval of Accounts Payable For the period ending December 15, 2017 in the amount of $1,889,182.31. This Payroll/Accounts Payable was approved on the Consent Agenda Village of Lombard Page 3 Village Board of Trustees Minutes January 4, 2018 D. 170548 Approval of Accounts Payable For the period ending December 22, 2017 in the amount of $648,558.35. This Payroll/Accounts Payable was approved on the Consent Agenda E. 180008 Approval of Village Payroll For the period ending December 23, 2017 in the amount of $786,879.79. This Payroll/Accounts Payable was approved on the Consent Agenda F. 180009 Approval of Accounts Payable For the period ending December 29, 2017 in the amount of $1,185,745.40. This Payroll/Accounts Payable was approved on the Consent Agenda Ordinances on First Reading (Waiver of First Requested) G. 170536 Purchase of Four (4) New Ford Escapes and Ordinance Declaring Village Vehicles Surplus and Authorizing Sale of Said Vehicles Request for a waiver of bids and award of a contract to Currie Motors in the amount of $78,847.00; and approval of an ordinance declaring Village units FP2, FP17, FP403 and FS405 as surplus and authorizing their sale at public auction. Staff requests a waiver of first reading. Public Act 85-1295 does not apply. This Ordinance was waived of first reading and passed on second reading with suspension of the rules on the Consent Agenda Enactment No: Ordinance 7459 H. 170537 Purchase of Two (2) New Dodge Grand Caravans and Ordinance Declaring Village Vehicles Surplus and Authorizing Sale of Said Vehicles Request for a waiver of bids and award of a contract to Wrigth Automotive in the amount of $43,926.00 and approval of an ordinance declaring Village units FP492 and WP422 as surplus and authorizing their sale at public auction. Staff requests a waiver for first reading. Public Act 85-1295 does not apply. This Ordinance was waived of first reading and passed on second reading with suspension of the rules on the Consent Agenda Enactment No: Ordinance 7460 I. 170478 Ordinance Amending Lombard Traffic Code Ordinance 1186 - Speed Limit (Request to Continue to March 1, 2018) Recommendation from the Public Safety & Transportation Committee to approve an Ordinance amending the Lombard Traffic Code Ordinance Village of Lombard Page 4 Village Board of Trustees Minutes January 4, 2018 1186 to reduce the speed limit from 30 mph to 25 mph on Grace Street from Madison to Maple. This item was continued to January 4, 2018 from the November 16, 2017 Village Board agenda. Request that this matter be remanded back to the Public Safety & Transportation Committee for further review. (DISTRICT #5) continued to March 1, 2018 J. 180003 Pickup Truck Purchase and Ordinance Declaring a Village Vehicle Surplus and Authorizing Sale of Said Vehicle Award of a contract to Tom Peck Ford, the lowest responsible bidder of three (3) bids received, in the amount of $16,486.35; and approval of an ordinance declaring Village unit SM 443 as surplus and authorizing its trade-in. Staff requests 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 7461 K. 180011 800 E. Roosevelt Road - Noon Whistle Brewing Special Event Amending Title 11, Chapter 112, Section 112.18(B) of the Lombard Village Code with regard to alcoholic beverages, providing for the sale and consumption of beer in connection with a temporary event (Anniversary Party) on January 12 and 13, 2018 located at 800 E Roosevelt Road. (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 7462 Other Ordinances on First Reading Ordinances on Second Reading L. 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 second reading on the Consent Agenda Enactment No: Ordinance 7463 Resolutions M. 170520 Village's Purchasing Policies and Procedures Manual Resolution approving proposed administrative updates to the Village's Village of Lombard Page 5 Village Board of Trustees Minutes January 4, 2018 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 Resolution was adopted on the Consent Agenda Enactment No: R 01-18 N. 170545 Architectural Services for the Underground Utilities Office Expansion and Fleet Services Needs Assessment Award of a contract to Kluber Architects & Engineers in the amount of $29,420. (DISTRICT #6) This Resolution was adopted on the Consent Agenda Enactment No: R 02-18 O. 180012 Agreement Between the Village of Lombard and Lobbyist Scott Marquardt Resolution authorizing an Agreement with Roger C. Marquardt & Company, Inc. in the amount of $2,000 per month, a 50% reduction in fees over the 2016 service rate, to provide lobbyist services from January 1 through December 31, 2018. This Resolution was adopted on the Consent Agenda Enactment No: R 03-18 Other Matters P. 170547 Cleaning Services for Public Works, Village Hall & Police Department Buildings Request for a waiver of bids and award of a contract to Advanced Cleaning Systems through the Municipal Purchasing Initiative (MPI) for an additional year in an amount not to exceed $39,291.24 and at a reduced cost from the 2016 contract in the amount of $21,776.76. Public Act 85-1295 does not apply. (DISTRICT #6) This Bid was approved on the Consent Agenda Q. 180001 Village Right-of-WayTree and Stump Removal Award of a contract to Homber Tree Care, Inc., the lowest responsible bidder of five (5) bids received, in the amount of $45,000.00. Bid in compliance with Public Act 85-1295. (DISTRICTS - ALL) This Bid was approved on the Consent Agenda R. 180002 Highland Estates Lift Station Cathodic Protection System Request for a waiver of bids and award of a contract to CorrPro Village of Lombard Page 6 Village Board of Trustees Minutes January 4, 2018 Companies, Inc. in the amount of $29,575.00 for the replacement of the cathodic protection system at the Highland Estates Lift Station. Public Act 85-1295 does not apply. (DISTRICT #3) This Bid was approved on the Consent Agenda Approval of the Consent Agenda A motion was made by Trustee Dan Whittington, seconded by Trustee Bill Johnston, to Approve the Consent Agenda The motion carried by the following vote Aye: 6- Dan Whittington, Mike Fugiel, Reid Foltyniewicz, Bill Johnston, Robyn Pike, and Bill Ware IX. Items for Separate Action Ordinances on First Reading (Waiver of First Requested) Other Ordinances on First Reading A. 180005 Alley Vacation - 924 Division Street and 310 S. Westmore Meyers Road: North of Division Street, North Section (3/4 vote of the Trustees required 5 of 6) (Continued from January 4, 2018) Request for vacation of the alley at 924 Division and 310 S. Westmore Meyers Road. (DISTRICT #5) A motion was made by Trustee Bill Ware, seconded by Trustee Mike Fugiel, that the alley vacation for 924 Division Street and 310 S. Westmore Meyers Road (north of Division Street, North Section) be continued to January 18, 2018. The motion carried by the following vote: Aye: 6- Dan Whittington, Mike Fugiel, Reid Foltyniewicz, Bill Johnston, Robyn Pike, and Bill Ware Enactment No: Ordinance 7466 B. 180006 Alley Vacation - 324 S. Westmore-Meyers Road: North of Division Street, South Section (3/4 vote of the Trustees required 5 of 6) (Continued from January 4, 2018) Request for vacation of the alley at 314 S. Westmore-Meyers Road: North of Division Street, South Section. (DISTRICT #5) A motion was made by Trustee Bill Johnston, seconded by Trustee Mike Fugiel, that the alley vacation for 324 S. Westmore-Meyers Road (north of Division Street, South Section) be continued to January 18, 2018. The motion carried by the following vote: Aye: 6- Dan Whittington, Mike Fugiel, Reid Foltyniewicz, Bill Johnston, Robyn Pike, and Bill Ware Enactment No: Ordinance 7467 Village of Lombard Page 7 Village Board of Trustees Minutes January 4, 2018 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, January 4, 2018 be recessed at 7:14 p.m. to Executive Session for the purpose of discussion of Collective Negotiating Matters. The motion carried by the following vote: Aye: 6- Dan Whittington, Mike Fugiel, Reid Foltyniewicz, Bill Johnston, Robyn Pike, and Bill Ware XII. Reconvene The recessed regular meeting of the President and Board of Trustees of the Village of Lombard held on Thursday, January 4, 2018 in the Board Room was called to order by Village President Keith Giagnorio at 7:26 pm. 8 - Keith Giagnorio, Sharon Kuderna, Dan Whittington, Mike Fugiel, Reid Foltyniewicz, Bill Johnston, Robyn Pike, and Bill Ware XIII Adjournment . A motion was made by Trustee Bill Johnston, seconded by Trustee Robyn Pike, that the Regular Meeting of the President and Board of Trustees of the Village of Lombard held on Thursday, January 4, 2018 in the Board Room of the Lombard Village Hall be adjourned at 7:26 pm. The motion carried by the following vote: Aye: 6- Dan Whittington, Mike Fugiel, Reid Foltyniewicz, Bill Johnston, Robyn Pike, and Bill Ware Village of Lombard Page 8