Village Board of Trustees

Village of Lombard Village Hall 255 East Wilson Ave. Lombard, IL 60148 villageoflombard.org Minutes Thursday, April 16, 2020 6:00 PM SPECIAL MEETING Village Hall Board Room Village Board of Trustees Village President Keith Giagnorio Village Clerk Sharon Kuderna Trustees: Dan Whittington, District One; Anthony Puccio, District Two; Reid Foltyniewicz, District Three; Andrew Honig, District Four; Dan Militello, District Five; and Bill Ware, District Six Village Board of Trustees Minutes April 16, 2020 NOTICE OF MEETING MODIFICATION DUE TO COVID-19 Pursuant to Governor Pritzker's Executive Order No. 2020-07 which suspends the requirement of the Illinois Open Meetings Act requiring in-person attendance by members of a public body during the duration of the Gubernatorial Disaster Proclamation, as extended by Executive Order 2020-18, multiple members of the Village Board will be participating in the meeting through a virtual meeting platform. Physical attendance at this public meeting will be restricted solely to specified Village officials, staff and consultants. Residents may view the meeting live on television, at Comcast Channel 6 or AT&T Channel 99, or on online at www.villageoflombard.org/220/view-meetings-live. Public comments may be submitted in advance of the meeting on the Village website at www.villageoflombard.org/publiccomment, via email to communications@villageoflombard.org or by calling and leaving a voicemail at (630) 620-5929. The Village requests that comments be submitted to the Village by 4:00 p.m. on Thursday, April 16, 2020. Notwithstanding this request, all comments received before the public comment portion of the agenda will be read into the public meeting record. The physical attendance restrictions in place for this meeting have been adopted to comply with Governor Pritzker’s Executive Orders regarding social distancing and the need to maximize residential self-isolation to slow the spread of COVID-19 to the greatest extent possible. I. Call to Order and Pledge of Allegiance The Special meeting of the President and Board of Trustees of the Village of Lombard held on Thursday, April 16, 2020 in the Board Room of the Lombard Village Hall was called to order by Village President Keith Giagnorio at 6:00 p.m. Trustee Bill Ware led the Pledge of Allegiance. II. Roll Call 8 - Keith Giagnorio, Sharon Kuderna, Dan Whittington, Anthony Puccio, Reid Foltyniewicz, Andrew Honig, Dan Militello, and Bill Ware Present and in the Board Room: Village President Keith Giagnorio Village Clerk Sharon Kuderna Trustee Bill Ware Village of Lombard Page 1 Village Board of Trustees Minutes April 16, 2020 Present via remote access: Trustee Dan Whittington Trustee Anthony Puccio Trustee Reid Foltyniewicz Trustee Andrew Honig Trustee Dan Militello Staff Present: Village Manager Scott Niehaus Assistant Village Manager Nicole Aranas Via conference call in 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 Executive Coordinator Carol Bauer III. Public Hearings IV. Public Participation Village Clerk Sharon Kuderna read the following statement from Matthew Personette, a Lombard resident: Dear Village, I am wondering why the tennis courts at the two parks were closed when the Governor's Order clearly says in Section 1(5)c that: "For outdoor activity. To engage in outdoor activity, provided the individuals comply with Social Distancing Requirements, as defined below, such as, by way of example and without limitation, walking, hiking, running, or biking. Individuals may go to public parks and open outdoor recreation areas. However, playgrounds may increase spread of COVID-19, and therefore shall be closed." Tennis courts where 2 people from the same family are in a fenced area with no one else around are not playgrounds. They are outdoor recreation areas which should be open according to the Governor's Order. It is more crowded and risky to walk on the sidewalk in front of your own home right now. If there is concern that someone might touch the latch on the fence this could be easily solved by opening the gate and locking it in place while open so that no one needs to touch it to enter the fenced in tennis court area. I would ask that the Village consider this option to allow it's residents the option to use the tennis courts. Sincerely, Matthew Personette Lombard Resident Husband and father of 4 kids Village of Lombard Page 2 Village Board of Trustees Minutes April 16, 2020 We need our tennis courts back! Village staff did forward this to the Lombard Park District for comment. 200140 Main Street Improvements Presentation A presentation by Carl Goldsmith, Director of Public Works. Director of Public Works Carl Goldsmith provided a Power Point presentation relative to the Main Street Improvements Project. V. Approval of Minutes A motion was made by Trustee Bill Ware, seconded by Trustee Reid Foltyniewicz, that the minutes of the regular meeting of March 19, 2020 be approved. The motion carried by the following vote: Aye: 6- Dan Whittington, Anthony Puccio, Reid Foltyniewicz, Andrew Honig, Dan Militello, and Bill Ware VI. Committee Reports Community Promotion & Tourism - Trustee Andrew Honig, Chairperson Trustee Andrew Honig, Chairperson of the Community Promotion and Tourism Committee reported: Coronavirus and COVID-19 have significantly impacted the travel and hospitality industry; with the exception of the Westin Lombard, all other Lombard hotels are open, but with significantly reduced occupancy rates; the Village has actively shared information about grant and funding opportunities with our local hotels and have received notice that one local hotel has been awarded Hospitality Emergency Grant funding awarded through the State grant lottery; a number of Lilactime and summer events awarded grants through the Local Tourism Grant program have already been rescheduled; as we move forward, we will continue to monitor federal and state guidance on mass gatherings and events, as well as other regional cancellations. Community Relations Committee - Trustee Dan Militello, Chairperson Trustee Dan Militello, Chairperson of the Community Relations Committee, reported: communication efforts remain the Village’s highest priority; Lombard’s COVID website was launched on March 13th , and as of April 14th that webpage has received more than 11,400 page views; additionally, our main website has received more than 34,000 visits; the Village has also mailed letters to more than 7,000 residents over the age of 65 with helpful information targeted to senior citizens; the Village Village of Lombard Page 3 Village Board of Trustees Minutes April 16, 2020 continues to send out COVID updates several times per week; Village messages are shared on social media and we are using our electronic message board signs to direct people to our website page; since March 13th, we have shared 24 COVID related messages on Facebook, reaching almost 100,000 users, and if we add Twitter to that, the statistics nearly double; as we move forward, we continue to communicate; the Village will also focus on positive messages; we are encouraging residents to share their positive photos of how they are staying Lombard Strong during this pandemic; residents can submit photos at villageoflombard.org/lombardstrong; residents are encouraged to connect with the Village on Facebook and Twitter, to check www.villageoflombard.org/covid19 for updates, and to sign up for Lombard’s e-news at www.villageoflombard.org/epride. Economic/Community Development Committee - Trustee Anthony Puccio, Chairperson Trustee Anthony Puccio, Chairperson of the Economic & Community Development Committee, reported: The Community Development Department issued over 100 building permits utilizing the Village’s new CitizenServe on-line permitting program; permits can be made on-line electronically or they can be dropped off in paper format at the Police Department; over 600 electronic logins have occurred over the past few weeks; staff completed over 200 such inspections, using a combination of FaceTime inspection or having inspection staff visiting the site; informational protocols are being sent in advance to any properties seeking an inspection, and received over 1,000 phone calls to the main Building and Code Enforcement number with staff following up from their remote locations; while the various Boards and Commissions have cancelled their meetings over the past month, staff has been working with petitioners on the development concepts in preparation of future meetings; the Village is waiving fees for temporary sign permits during the COVID-19 period; for properties with an identified code enforcement matter over the winter, the winter compliance deadline of April 1 has been pushed back to June 1; on the Village website is a new webpage with links to the various federal and states resources and assistance programs that pertain to the economic impact of COVID-19 on the business community: <http://www.villageoflombard.org/442/Covid-19-Business-Resources> . Finance & Administration Committee, Trustee Reid Foltyniewicz, Chairperson Trustee Reid Foltyniewicz, Chairperson of the Finance & Administration Committee, reported: I wanted to provide an update on the financial condition of the Village; first, the Village is currently anticipating a Village of Lombard Page 4 Village Board of Trustees Minutes April 16, 2020 reduction of revenue in 2020 of $6 million, or 16%, and another $3 million in 2021; the Village has the ability to deal with the current situation due to proactive planning by the Finance Committee and Village Board to establish reserves for a significant financial downturn; these reserves give the Village time to determine the extent and duration of the economic downturn, and determine areas to consider for reduction of services; while the Village has reserves to help get the community through this, there will still be many painful decisions to make on levels of service going forward; the Village has also suspended its 2% Places for Eating Tax on restaurants, as that is applicable when people can eat in restaurants; finally, the Village will not be terminating water service or penalizing customers who fall behind on water bill payments, but e will work with residents and businesses during this difficult time. Public Safety & Transportation Committee - Trustee Dan Whittington, Chairperson Trustee Dan Whittington, Chairperson of the Public Safety & Transportation Committee reported: the Police Department continues to operate under normal shifts and hours with the exception of closing the Police Department lobby at 7 PM, the PD remains committed to cleaning of the vehicles and interior facilities; Officers are responding to calls where in some cases use of PPE is required, however officers are encouraged to wear PPE regularly; regular patrol duties include monitoring businesses that are considered essential vs. non-essential; and businesses deemed non-essential that are open are instructed to close and educated on the orders; the Fire Department since March 13th have treated and transported 18 positive COVID-19 patients and over 100 suspected COVID-19 patients; continues to follow CDC and IDPH guidelines to limit exposure by wearing proper PPE and restricting the number of employees in direct contact with patients; has instituted a policy of checking employee’s temperatures 3 times a day and conducting a daily cleaning, and sanitizing of all equipment, vehicles and fire stations; continues to respond to all emergencies with the appropriate equipment and personnel to mitigate any emergency incident; and is grateful to all the residents and businesses who have contributed to the Fire Department cause during this pandemic. Public Works & Environmental Concerns Committee - Trustee Bill Ware, Chairperson Trustee Bill Ware, Chairperson of the Public Works & Environmental Concerns Committee reported: the Public Works Department continues to serve the community and ensure safe and efficient delivery of services; Village of Lombard Page 5 Village Board of Trustees Minutes April 16, 2020 staff has been split into separate crews to limit interaction among the employees on the crews; the water and sewer systems are not affected by coronavirus; Waste Management has closed their call centers, but has established remote operations; Waste Management has suspended the collection of large items over 50-lbs each that cannot be easily handled by one worker; construction projects include: Highland Avenue Elevated Tank Painting and Rehabilitation Project (work began March 23rd with expected completion by May 23rd); Lombard Meadows Phase III Project (work is expected to begin within the next 2 weeks - additional information on the Village website); Main Street Improvements (project includes resurfacing and safety improvements from St. Charles Road to Wilson Avenue; project 70% funded by IDOT; project to begin in late April/early May and be completed in late July/early August); due to the Coronavirus, Village staff will be evaluating all Capital Improvements to determine if funding exists for other projects; information on all projects can be found on the Village website under CONSTRUCTION; the interactive Construction Map allows you to see which projects are occurring in your neighborhood. 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/Village Clerk Comments Village Clerk Sharon Kuderna provided the following Raffle Licensing Report for 2019: 1. The number of applicants for a new or renewal license under this Act : 57 2. The number of applicants for a new or renewal license under this Act who had any criminal conviction: 0 3. The number of applicants for a new or renewal license under this Act who were granted a license: 57 4. The number of applicants for a new or renewal license with a criminal conviction who were granted a license under this Act: 0 5. The number of applicants for a new or renewal license under this Act Village of Lombard Page 6 Village Board of Trustees Minutes April 16, 2020 with who were denied a license: 0 6. The number of applicants for a new or renewal license with a criminal conviction who were denied a license under this Act in whole or in part because of a prior conviction: 0 Village Clerk Sharon Kuderna read the following announcements: Thank you blood donors. Yesterday the Village/Heartland-Versiti and Yorktown held blood drives at five locations. The outpouring from our donors was amazing. 126 pints of blood were collected and including the special drive held on March 31, we have been able to collect nearly 150 pints of blood in just two weeks. Each pint of blood can help up to three people. We thank our donors for helping some 450 patients in need of the gift of life. The need for blood continues, and we will also continue with our On-Call Heroes Blood Drives beginning April 23 and running each week through May 27 from 10:00 am until 4:00 pm at 24 Yorktown Center (in the convenience center east of McDonald’s). Please check the Village website for additional information regarding the On-Call Heroes Blood Drives. During this critical time when social distancing and so many more regulations are in place to help provide safety to our donors and the blood drive staff, we ask that you schedule an appointment. Feel free to contact Carol Bauer at 630-620-5712 or Camille Piazza at 847-305-9998 should you have any questions or need assistance in scheduling an appointment. The Village is seeking positive photos from people in the community on how residents are staying Lombard Strong during the COVID-19 pandemic. Visit www.villageoflombard.org/lombardstrong to submit your photos. VIII Consent Agenda . Payroll/Accounts Payable A. 200127 Approval of Village Payroll For the period ending March 14, 2020 in the amount of $811,908.46. This Payroll/Accounts Payable was approved on the Consent Agenda B. 200128 Approval of Accounts Payable For the period ending March 20, 2020 in the amount of $1,031,806.58. This Payroll/Accounts Payable was approved on the Consent Agenda C. 200129 Approval of Accounts Payable For the period ending March 27, 2020 in the amount of $1,046,321.97. Village of Lombard Page 7 Village Board of Trustees Minutes April 16, 2020 This Payroll/Accounts Payable was approved on the Consent Agenda D. 200134 Approval of Village Payroll For the period ending March 28, 2020 in the amount of $864,993.10. This Payroll/Accounts Payable was approved on the Consent Agenda E. 200135 Approval of Accounts Payable For the period ending April 3, 2020 in the amount of $521,716.06. This Payroll/Accounts Payable was approved on the Consent Agenda F. 200141 Approval of Accounts Payable For the period ending April 10, 2020 in the amount of $1,232,592.96. This Payroll/Accounts Payable was approved on the Consent Agenda Ordinances on First Reading (Waiver of First Requested) G. 200064 101-109 S. Main Street: Second Amendment to a Redevelopment Agreement - Holladay Properties Consideration and approval of an Ordinance approving a Second Amendment to a Redevelopment Agreement between the Village of Lombard and Holladay Properties. The proposed Second Amendment provides for an additional sixty (60) day time extension, in light of COVID-19, from the previously established April 18, 2020 end date of the environmental due diligence period. (DISTRICT #4) This Ordinance was waived of first reading and passed on second reading with suspension of the rules on the Consent Agenda Enactment No: Ordinance 7812 (Other Ordinances previously approved: 7808, 7777) H. 200143 Amending Title XI, Chapter 112, Section 112.17(A) of the Lombard Village Code - Alcoholic Beverages An Ordinance amending Title XI, Chapter 112, Section 112.17(A) of the Lombard Village Code relative to liquor license renewal application submittal dates. (DISTRICTS - ALL) This Ordinance was waived of first reading and passed on second reading with suspension of the rules on the Consent Agenda Enactment No: Ordinance 7809 I. 200139 Vactor Sewer Truck Purchase Request for a waiver of bids and award of a contract to Standard Equipment in the amount of $448,950.00 and approval of an ordinance declaring a Village vactor sewer truck, unit SM454, as surplus equipment and authorizing its sale. The new vehicle will be purchased through the Suburban Purchasing Cooperative (SPC contract #162). Staff requests a Village of Lombard Page 8 Village Board of Trustees Minutes April 16, 2020 waiver of first reading. This Ordinance was waived of first reading and passed on second reading with suspension of the rules on the Consent Agenda Enactment No: Ordinance 7810 Other Ordinances on First Reading Ordinances on Second Reading Resolutions J. 200137 Suburban Tree Consortium A resolution expressing intent to continue participation in the Suburban Tree Consortium for the purchase of parkway trees. (DISTRICTS - ALL) This Resolution was adopted on the Consent Agenda Enactment No: R 14-20 Other Matters K. 200125 Lombard Meadows, Phase III Award of a contract to R.W. Dunteman Company, the lowest responsible bid of nine (9) bidders, in the amount of $1,579,818.21. (DISTRICT #6) This Bid was approved on the Consent Agenda L. 200130 FY2020 Concrete Flatwork Request for a waiver of bids and award of a contract to Globe Construction, Inc. in the amount of $329,667.37. This contract was bid through the Municipal Partnering Initiative in 2018 with Woodridge serving as the lead agency. The Village Board approved the Village portion of the MPI Flatwork contract on April 19, 2018. This contract represents the second year option of a potential two (2) year extension. (DISTRICTS - ALL) This Bid was approved on the Consent Agenda M. 200131 Gasoline and Diesel Fuel Purchase Request for a waiver of bids and award of a contract to Gas Depot. Pricing is secured through participation in the joint purchase fuel contract with DuPage County. The current DuPage County contract (#19-011-DOT) reflects pricing as follows: low rack average daily OPIS price plus $0.0090 for gasoline and low rack average daily OPIS price plus $0.0145 for diesel fuel. This Bid was approved on the Consent Agenda Village of Lombard Page 9 Village Board of Trustees Minutes April 16, 2020 N. 200136 Tree Planting Request for a waiver of bids and approval to purchase parkway trees through the Suburban Tree Consortium in an amount not to exceed $61,000.00. This amount is for the purchase and planting of approximately 205 parkway trees. (DISTRICTS - ALL) This Bid was approved on the Consent Agenda O. 200138 Civic Center Pressure Adjusting Station Improvement Project Request for a waiver of bids and award of a contract to The Flolo Corporation, the lowest proposal of two (2) proposals submitted, in the amount of $120,457.80. A Request for Proposals was sent to five (5) pre-selected qualified contractors to expedite construction and to minimize construction observation time. (DISTRICT #6) This Bid was approved on the Consent Agenda P. 200133 Agreement with American Federation of State, County & Municipal Employees, AFL-CIO, Council 31, Local 89 Approval of an Agreement between the Village of Lombard and the American Federation of State, County & Municipal Employees, AFL-CIO, Council 31, Local 89 (AFSCME) of a four (4) year Agreement beginning January 1, 2020 and concluding on December 31, 2024. Staff recommends approval of the bargaining agreement. This Request was approved on the Consent Agenda Approval of the Consent Agenda A motion was made by Trustee Bill Ware, seconded by Trustee Reid Foltyniewicz, to Approve the Consent Agenda The motion carried by the following vote Aye: 6- Dan Whittington, Anthony Puccio, Reid Foltyniewicz, Andrew Honig, Dan Militello, 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 Village of Lombard Page 10 Village Board of Trustees Minutes April 16, 2020 X. Agenda Items for Discussion XI. Executive Session XII. Reconvene XIII Adjournment . A motion was made by Trustee Bill Ware, seconded by Trustee Reid Foltyniewicz, that the Special Meeting of the President and Board of Trustees of the Village of Lombard held on Thursday, April 16, 2020 in the Board Room of the Lombard Village Hall be adjourned at 6:30 p.m. The motion carried by the following vote: Aye: 6- Dan Whittington, Anthony Puccio, Reid Foltyniewicz, Andrew Honig, Dan Militello, and Bill Ware Village of Lombard Page 11