Village Board of Trustees

Village of Lombard Village Hall 255 East Wilson Ave. Lombard, IL 60148 villageoflombard.org Minutes Thursday, January 3, 2019 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 3, 2019 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 3, 2019 in the Board Room of the Lombard Village Hall was called to order by Village President Keith Giagnorio at 7:00 p.m. 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 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 Robyn Pike, seconded by Trustee Mike Fugiel, that the minutes of the special Meeting of November 28, 2018 and the minutes of the regular meeting of December 6, 2018 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 Community Relations Committee - Trustee Robyn Pike, Chairperson Village of Lombard Page 1 Village Board of Trustees Minutes January 3, 2019 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 recognized Executive Coordinator Carol Bauer for her 53 years of service to the community and the Village. Village Clerk Sharon Kuderna read the following announcements: The Village’s first Blood Drive of the 2019 season is scheduled on Wednesday, January 16th from 8:00 am until 1:00 pm at Yorktown Entrance 5 between Von Maur and The Eatery and from 1:30 pm until 7:00 pm at the Lombard Village Hall. All donors will receive a coupon for a pint of Culver’s frozen custard, a Noodles & Company coupon and be entered in a drawing for a Yorktown gift card. Make that New Year’s Resolution - become a blood donor and be someone’s hero. Donating blood is safe, simple and helps save lives. Recycle old holiday and Christmas tree lights through Monday, January 21st by placing lights in the bin in front of Lombard Public Works building at 1051 S. Hammerschmidt Avenue. Wiring and small bulbs are accepted, but no ornaments. During winter weather events, parking on Village of Lombard streets is not allowed after 1” of snowfall. When more than 1” of snowfall is Village of Lombard Page 2 Village Board of Trustees Minutes January 3, 2019 experienced, residents and visitors are responsible for removing their vehicles from the street in order to create clear passage for snowplows . VIII Consent Agenda . Trustee Bill Ware noted that he had questions relative to the proposed amendments to the Village raffle ordinance, and that Village Manager Scott Niehaus has addressed those questions. He asked Manager Niehaus to provide an update relate to the proposed raffle ordinance amendments. Village Manager Scott Niehaus noted the following: if the joker is pulled, that automatically terminates the raffle; sufficient language has been included that the administratively handle Queen of Hearts raffles; an entity would be required to get a permit for the raffle and the permit would last up to 365 days depending on the outcome of the raffle and drawings; the maximum jackpot is $500,000; if the raffle was approaching the $500,000 limit, further Village Board action would be required relative to increasing the maximum limit. Village Manager Scott Niehaus read a statement relative to Consent Item H as follows: Item H on tonight’s Village Board meeting Consent Agenda on First Reading is a series of text amendments that would restructure the Building Permit Fee Schedule. In review of the draft ordinance by staff, it was found that the provisions set forth within Ordinance 7553, adopted last July by the Village Board, became effective on Tuesday and pertains to building permit re-inspection fees was inadvertently omitted from the draft ordinance that is before you this evening. Per Village Counsel direction, this matter is being brought to your attention. The agenda item can be considered on first reading with the insertion of the provisions previously adopted in Ordinance 7553 being incorporated into the final ordinance which would be scheduled for consideration on January 17, 2019. Payroll/Accounts Payable A. 180516 Approval of Accounts Payable For the period ending December 7, 2018 in the amount of $209,910.10. This Payroll/Accounts Payable was approved on the Consent Agenda Village of Lombard Page 3 Village Board of Trustees Minutes January 3, 2019 B. 180525 Approval of Village Payroll For the period ending December 8, 2018 in the amount of $887,001.12. This Payroll/Accounts Payable was approved on the Consent Agenda C. 180526 Approval of Accounts Payable For the period ending December 14, 2018 in the amount of $1,794,614.20. This Payroll/Accounts Payable was approved on the Consent Agenda D. 190038 Approval of Accounts Payable For the period ending December 21, 2018 in the amount of $646,264.94. This Payroll/Accounts Payable was approved on the Consent Agenda E. 190044 Approval of Village Payroll For the period ending December 22, 2018 in the amount of $800,813.85. This Payroll/Accounts Payable was approved on the Consent Agenda F. 190045 Approval of Accounts Payable For the period ending December 28, 2018 in the amount of $1,181,971.71. This Payroll/Accounts Payable was approved on the Consent Agenda Ordinances on First Reading (Waiver of First Requested) G. 180491 Ordinance Amending Title XI, Chapter 123 of the Village Code in Regards to Raffles Within the Village of Lombard. To amend the Village Code regarding raffles: Increasing the time limitations for operations of a raffle as well as increase the limitations on the total maximum retail prize value and requirements for adequate security and crowd control with expenses for such services covered/reimbursed by the raffles applicant. These amendments have been reviewed and recommended by the Finance and Administration Committee This Ordinance was waived of first reading and passed on second reading with suspension of the rules on the Consent Agenda Enactment No: Ordinance 7619 Other Ordinances on First Reading H. 180499 Text Amendments to the Village Code of Ordinances, Chapter 150.141: Building Permit Fee Amendments The Board of Building Appeals (BOBA) recommends approval of the proposed Village Code amendments relative to the building permit fee Village of Lombard Page 4 Village Board of Trustees Minutes January 3, 2019 structure and the fee schedule. (DISTRICTS - ALL) This Ordinance was passed on first reading on the Consent Agenda Enactment No: Ordinance 7623 I. 180520 PC 18-37: Text Amendments to the Zoning Ordinance - Lots of Record Recommendation from the Plan Commission to approve text amendments to: Section 155.209 Minimum lot size; Section 155.220 - Development on lots of record; Section 155.306 - Lot sizes - Reconstruction; and any other relevant sections for clarity. (DISTRICTS - ALL) This Ordinance was passed on first reading on the Consent Agenda Enactment No: Ordinance 7624 J. 180521 PC 18-38: Text Amendments to the Sign Ordinance - Project Identification Signs Recommendation from the Plan Commission to approve text amendments to Chapter 153, Signs, to add provisions for project identification signs. (DISTRICTS - ALL) This Ordinance was passed on first reading on the Consent Agenda Enactment No: Ordinance 7625 Ordinances on Second Reading K. 180489 Fire Department Residency Requirements Amending Title 3, Chapter 31, Section 31.65 of the Lombard Village Code expanding the Fire Department residency requirements for other than the Fire Chief and Deputy Fire Chief to include Lake County Indiana and Kenosha County Wisconsin. This Ordinance was passed on second reading on the Consent Agenda Enactment No: Ordinance 7620 Resolutions L. 180510 Central Pressure Adjusting Station Improvements, Change Order No. 2 Reflecting an increase to the contract with JJ Henderson & Son in the amount of $25,169.97. (DISTRICT #4) This Resolution was adopted on the Consent Agenda Enactment No: R 1-19 M. 180512 Roosevelt and Finley Intersection Improvements, Final Village of Lombard Page 5 Village Board of Trustees Minutes January 3, 2019 Balancing Change Order No. 3 Reflecting a decrease to the contract with Alliance Contractors Inc. in the amount of -$76,641.55. (DISTRICT #2) This Resolution was adopted on the Consent Agenda Enactment No: R 2-19 N. 180515 2018 Asphalt Paving & Patching Program, Final Balancing Change Order No. 1 Reflecting a decrease to the contract with R.W. Dunteman Company in the amount of -$48,619.22. (DISTRICTS - ALL) This Resolution was adopted on the Consent Agenda Enactment No: R 3-19 O. 180523 FY2018 Concrete Rehabilitation & Utility Cuts Patching, Final Balancing Change Order No. 1 Reflecting a decrease to the contract with Schroeder & Schroeder, Inc. in the amount of -$29,852.07. (DISTRICTS - ALL) This Resolution was adopted on the Consent Agenda Enactment No: R 4-19 P. 180524 FY2018 Driveway Apron, Curb and Sidewalk Restoration Program, Final Balancing Change Order No. 1 Reflecting an increase to the contract with Globe Construction Inc. in the amount of $18,524.87. (DISTRICTS - ALL) This Resolution was adopted on the Consent Agenda Enactment No: R 5-19 Q. 190014 Main Street Improvements Approving a contract with Civiltech Engineering, Inc. in the amount of $144,869.91 for design engineering services. (DISTRICTS #1, #2, #4 & #6) This Resolution was adopted on the Consent Agenda Enactment No: R 6-19 Other Matters R. 180326 Cleaning Services for Public Works, Village Hall & Police Department Request for a waiver of bids and award of a contract to Advanced Cleaning Systems, Inc. in an amount not to exceed $39,291.24. Public Act 85-1295 does not apply. Advanced Cleaning Systems, Inc. was the lowest proposal submitted in response to an RFP. (DISTRICT #6) Village of Lombard Page 6 Village Board of Trustees Minutes January 3, 2019 This Bid was approved on the Consent Agenda S. 180517 Coarse Aggregate Materials Request for a waiver of bids and approval of a one-year extension of contract with Vulcan Materials Company in an amount not to exceed $44,500.00. This contract was previously competitively bid with the Village retaining options to renew based upon cost and performance. Public Act 85-1295 does not apply. (DISTRICTS - ALL) This Bid was approved on the Consent Agenda T. 180522 2019 Sewer Stub Rodding Request for a waiver of bids and award of a contract to All Plumbing & Sewer Services, Inc. in an amount not to exceed $40,000.00. Public Act 85-1295 does not apply. This contract was previously competitively bid with the Village retaining options to renew based upon cost and performance. (DISTRICTS - ALL) This Bid was approved on the Consent Agenda U. 180527 HVAC Maintenance Contract Request for a waiver of bids and award of a one-year contract renewal to Season's Comfort in an amount not to exceed $33,780.00. Public Act 85-1295 does not apply. This contract was previously competitively bid with the Village retaining options to renew based upon cost and performance. (DISTRICTS #3, #4 & #6) This Bid was approved on the Consent Agenda V. 180531 Landscape and Parkway Restoration Award of a bid to TNT Landscape and Construction, the lowest responsible bidder of three (3) bids, in the amount of $32,625.00. Bid in compliance with Public Act 85-1295. (DISTRICTS - ALL) This Bid was approved on the Consent Agenda W. 190039 Tree & Stump Removal Request for a waiver of bids and award of a one-year renewal contract to Homer Tree Care, Inc. in the amount of $54,798.00. Public Act 85-1295 does not apply. This contract was previously competitively bid with the Village retaining options to renew based upon cost and performance. (DISTRICTS - ALL) This Bid was approved on the Consent Agenda X. 190040 Cambria Lift Station Rehabilitation, Phase 2 Award of a contract to John Neri Construction, the lowest responsible bidder of five (5) bids, in the amount of $996,935.00. Bid in compliance with Public Act 85-1295. (DISTRICT #6) Village of Lombard Page 7 Village Board of Trustees Minutes January 3, 2019 This Bid was approved on the Consent Agenda Y. 190042 Specialty Landscaping and Bed Maintenance Request for a waiver of bids and award of a one-year renewal contract to Beary Landscape Management in the amount of $70,000.00. Public Act 85-1295 does not apply. This contract was previously competitively bid with the Village retaining options to renew based upon cost and performance. (DISTRICTS - ALL) This Bid was approved on the Consent Agenda Z. 190001 Agreement for the Collection of Unremitted Payments for Emergency Services and Utility Bills Motion authorizing execution of a Service Agreement for the collection of unremitted payments for emergency services and utility bills with Amor Systems Corporation with a contingency fee of 19% of all dollars collected. This Request was approved on the Consent Agenda AA. 190043 Prescient Development, Inc. Technical Support Services Motion authorizing the execution of an addendum to the current three-year contract with Prescient Solutions for IT technical support services reflecting a change in staffing levels with first year costs decreased 7% (-$36,166.68) with a contact amount of $475,972.32; and the second year cost decreased to $407,139.00 with total savings of 21% (-$105,000.00). This Request was approved on the Consent Agenda Approval of the Consent Agenda A motion was made by Trustee Bill Ware, seconded by Trustee Dan Whittington, 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) A. 180413 PC 18-31: 105 - 115 W. Maple Street - Calvary Episcopal Church - Conditional Use for Tri Town YMCA Day Care Center The petitioner requests that the Village grant approval of a conditional use for a planned development with a use exception for a day care center on the subject property located within the R2 Single-Family Residence Village of Lombard Page 8 Village Board of Trustees Minutes January 3, 2019 District. (DISTRICT #1) Village Manager Scott Niehaus noted that staff is still attempting to clarify if there is an agreement between the church and the Library relative to parking at the church property. He requested the Village Board continue this matter to February 7, 2019 to allow staff additional time to discuss parking with the church and the Library. A motion was made by Trustee Bill Ware, seconded by Trustee Dan Whittington, that the request of Calvary Episcopal Church for a Conditional Use for the Tri Town YMCA Day Care Center for the property at 115 W. Maple Street (PC 18-31) be continued to February 7, 2019. The motion carried by the following vote: Aye: 6- Dan Whittington, Mike Fugiel, Reid Foltyniewicz, Bill Johnston, Robyn Pike, and Bill Ware 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 Robyn Pike, that the regular meeting of the President and Board of Trustees of the Village of Lombard held on Thursday, January 3, 2019 in the Board Room of the Lombard Village Hall be adjourned at 7:16 p.m. 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 9