Village Board Meetings

Village Board Meeting Minutes February 13 , 2023 200 N. Ri ver Street, Montgomery, IL, 60538 I. President Brolley called the meeting to order at 7:00 p.m. followed by the Pledge of Allegiance. II. Roll Call Trustee Matt Bauman Yea Trustee Tom Betsinger Yea Trustee Dan Gier Yea Trustee Steve Jungermann Yea Trustee Doug Marecek Yea Trustee Theresa Sperling Yea Village Clerk Debbie Buchanan Yea Also present: Village Administrator Jeff Zoephel, Village Attorney Laura Julien, Village Engineer Peter Wallers, Director of Public Works Mark Wolf, Chief of Police Phil Smith, Director of Community Development Sonya Abt, Director of Finance Jennifer Milewski, Communications Manager Kristina Nemetz, Engineer Chris Ott, Members of the Press and others. III. Public Participation - None President Brolley announced that Items for Discussion would be addressed next on the agenda. IV. Items for Discussion A. Liquor License Request for New Restaurant – 1587 Douglas Rd. Dane Passo spoke regarding his request for a beer and wine liquor license for a small bar and gourmet pasta parlor with video gaming. He will offer carry out and delivery. Mr. Passo also owns Pizza Cucina in Oswego. This location will seat about 20 with another 10 on the patio outside. The Board agreed they liked the changes in the plan and he can move ahead with the liquor license application process. V. Consent Agenda A. Minutes of the January 23, 2023 Village Board Meeting. B. Minutes of the January 14, 2023 Special Village Board Meeting. C. Accounts Payable through February 13, 2023 in the Amount of $1,425,246.26. D. Accounts Receivables for January 2023. E. Building Report for January 2023. F. Water Production Report for January 2023. G. Proclamation for Engineers Week (February 19 – 25, 2023). H. Proclamation for Arbor Day (April 28, 2023). Monday, February 13, 2023 7:00 p.m  Village of Montgomery Village Board Meeting Minutes Trustee Jungermann moved to approve Items A-H of the Consent Agenda . Trustee Marecek seconded this motion. 6 Yea. 0 No. Motion carried. Trustee Jungermann, Trustee Marecek, Trustee Betsinger, Trustee Gier, Trustee Sperling and Trustee Bauman voting yea. VI. Items for Separate Action A. Award of Contract to Cox Landscaping, LLC., for Village Wide Landscape Maintenance in the amount of $508,128.30 split annually from 2023-2025 with the option to renew . Director Wolf said five contractors bid on the RFP for landscape maintenance and staff recommends award of the contract to Cox Landscaping of Yorkville. Trustee Jungermann asked if they did work for the Village before and if there is any concern because the price is so much lower than the other bids. Director Wolf said none of the bidders has worked for the Village before. The bid is about $30,000 less than the Village paid for landscape maintenance last year and the bidder is confident with the price. The RFP is for three years, but the Village can cancel with a 30-day notice. Cox has worked for Aurora and Kendall County and has good references. Director Wolf added that the Village’s previous contractor was going to bid but was late so their bid couldn’t be accepted. Trustee Gier moved to approve Award of Contract to Cox Landscaping, LLC., for Village Wide Landscape Mainte nance in the amount of $508,128.30 split annually from 2023-2025 with the option to renew . Trustee Jungermann seconded this motion. 6 Yea. 0 No. Motion carried. Trustee Gier, Trustee Sperling, Trustee Bauman, Trustee Jungermann, Trustee Marecek and Trustee Betsinger voting yea. B. Approval of Change Order authorizing the expenditure of additional funds in the amount of $48,549.66 over the awarded contract value made to Builders Paving, LLC for the 2022 Infrastructure Road Program . Engineer Ott noted that during the 2022 IRP, the owner of Exhaust Works requested to have the contractor resurface his parking lot also at his expense. Director Wolf explained that the Village constructed a new watermain through the Exhaust Works parking lot via an easement, and subsequently executed an IGA under which the parking lot would be resurfaced while the contractor was working in that area, and the business owner has paid for that work. A lengthy discussion ensued regarding this type of arrangement, and President Brolley asked staff to work out a policy to guide how such projects will be handled in the future. Trustee Marecek moved to approve Change Order authorizing the expenditure of additional funds in the amount of $48,549.66 over the awarded contract value made to Builders Paving, LLC for the 2022 Infrastructure Road Program . Trustee Gier seconded this motion. 6 Yea. 0 No. Motion carried. Trustee Marecek, Trustee Betsinger, Trustee Gier, Trustee Sperling, Trustee Bauman and Trustee Jungermann voting yea. C. Award of Contract to Johnson Site Work, Inc. in the amount of $69,901.00 for the Frelk Basin Outlet Storm Sewer project . Director Wolf stated this is a longstanding item for the Village. All easements have been completed and the storm sewer work can move forward. Village staff will operate the valves to provide relief during rain events and alleviate water in homes on Johnson Drive. Engineer Wallers explained that currently there is field tile but the basin takes a long time to drain, so this Monday, February 13, 2023 7:00 p.m  Village of Montgomery Village Board Meeting Minutes storm sewer will help it drain more quickly and improve the functionality of the basin. Trustee Gier inquired how it will be operated. Director Wolf stated Public Works employees will monitor conditions and open valves by hand initially, but could possibly go to remote monitoring in the future. Engineer Wallers added the project is funded by developers in the area such as Gas N Wash, and an easement from Transline. The project will need some oversight but it’s a small project and there is no contract for oversight yet. Trustee Gier moved to approve Award of Contract to Johnson Site Work, Inc. in the amount of $69,901.00 for the Frelk Basin Outlet Storm Sewer project . Trustee Bauman seconded this motion. 6 Yea. 0 No. Motion carried. Trustee Gier, Trustee Sperling, Trustee Bauman, Trustee Jungermann, Trustee Marecek and Trustee Betsinger voting yea. D. Waiver of Bid an d Approval of Purchase of Stage Shade Sail Materials for Montgomery Park in the amount of $39,600.20 from Parkreation Inc . Director Wolf said the Village needs to order shade materials due to lead times. This is waiver of bid since there are only two suppliers and Shade Systems is highly recommended. The sails will be removed during the Fest and during winter. Trustee Betsinger asked for the per-sail price if they are damaged for some reason; Director Wolf will forward that information to board members. President Brolley asked for a copy of the Montgomery Park budget for all board members. Trustee Marecek moved to approve Waiver of Bid and Approval of Pur chase of Stage Shade Sail Materials for Montgomery Park in the amount of $39,600.20 from Parkreation Inc . Trustee Gier seconded this motion. 6 Yea. 0 No. Motion carried. Trustee Marecek, Trustee Betsinger, Trustee Gier, Trustee Sperling, Trustee Bauman and Trustee Jungermann voting yea. E. Approval of Contract with Alarm Detection Systems Inc., in the amount of $122,871.00 for Building Access and Camera Systems Installa tion at 991 Knell Road (New Public Works Facility) . Director Wolf explained that ADS does not support the products specified in the RFP, so those products will be removed from the scope of work for a $57K credit and the required products need to be ordered from ADS so they can maintain them in the future. They handle all the other Village buildings also. Trustee Gier asked about the status of the contingency fund. Director Wolf said the winter weather has been favorable, but there are some remaining items that will draw down on the contingency fund. Trustee Marecek questioned why ADS is more than double the cost of what was proposed. Director Wolf reviewed that initially the Village Hall had different equipment and we’ve had to add/change equipment so we learned not to use lesser grade equipment. It’s not just the grade of equipment, but the functionality and what it will do. Camosy will make sure all canceled items are credited to the Village. Trustee Gier moved to approve Contract with Alarm Detection Systems Inc., in the amount of $122,871.00 for Building Access and Camera Systems Installa tion at 991 Knell Road (New Public Works Facility . Trustee Sperling seconded this motion. 5 Yea. 1 No. Motion carried. Trustee Gier, Trustee Sperling, Trustee Bauman, Trustee Jungermann and Trustee Marecek voting yea. Trustee Betsinger voting no. Monday, February 13, 2023 7:00 p.m  Village of Montgomery Village Board Meeting Minutes VII. New or Unfinished Business Trustee Bauman said Sunday, February 19th will be the chili cookoff for CASA of Kendall County at Pig Dog Pub in Montgomery and he will be a judge. Everyone is invited. VIII. Future Meetings A. Village Board Meeting - Monday, February 13, 2023 at 7:00P. B. Committee of the Whole – Tuesday, February 21, 2023 at 7:00P. Canceled C. Intergovernmental Committee – Monday, February 27, 2023 at 6:00P. D. Village Board Meeting – Monday, February 27, 2023 at 7:00P. IX. Executive Session A. To Discuss the Setting of a Price for Sale or Lease of Property Owned by the Village Pursuant to 5 ILCS 120/2(c)(6). X. Adjournment: 7:58 p.m Trustee Jungermann moved to adjourn to Executive Session . Trustee Marecek seconded this motion. 6 Yea. 0 No. Motion carried. Trustee Jungermann, Trustee Marecek, Trustee Betsinger, Trustee Gier, Trustee Sperling and Trustee Bauman voting yea. Respectfully Submitted, Debbie Buchanan Village Clerk Monday, February 13, 2023 7:00 p.m