Board of Trustees Meetings

REGULAR MEETING BOARD OF TRUSTEES, VILLAGE OF NILES March 28, 2006 8:00 P.M. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Village President Nicholas B. Blase. ROLL CALL The Regular Meeting of the Board of Trustees was called to order at 8:00 p.m. by President Blase. The following Trustees were present: Biederman, Bondi, Callero, Murphy, and Preston. Trustee Przybylo was absent. APPROVAL OF MINUTES: Regular Board Meeting Trustee Bondi made a motion, seconded by Trustee February 28, 2006 Callero, to approve the minutes of the February 28, 2006 Board Meeting, as submitted. On roll call, the vote was: AYES : 5 Biederman, Bondi, Callero, Murphy and Preston NAYS : 0 ABSENT : 1 Przybylo There being 5 affirmative votes, the MOTION CARRIED. PRESENTATIONS: Retirement - Robert Templin Public Services Director Scott Jochim stated that Bob Templin started working for the Public Services Department on June 13, 1978. During his 28 years with the Village, Bob was a dedicated bus mechanic who helped keep our fleet in tip-top shape and running safely. While Bob mainly worked on maintaining the Niles free buses, he was well versed in all areas of vehicle maintenance. Bob’s assistance during snow storms wasn’t limited to making repairs; from time to time he even took a truck to plow snow, showing his versatility. We will miss Bob’s skills and dedication and wish him well in his retirement. We have truly appreciated his service. Congratulations and best wishes! Certificate of Achievement Village Manager/Finance Director George Finance Department Van Geem stated that the Certificate of Achievement for Excellence in Financial Reporting has been awarded to the Village of Niles by the Government Finance Officers Association of the United States and Canada (GFOA).  March 28, 2006 The Certificate of Achievement is the highest form of recognition in the area of governmental accounting and financial reporting, and its attainment represents a significant accomplishment by a government and its management. The 2005 annual report was judged by an impartial panel to meet the high standards of the certificate program. These standards include demonstrating a constructive “spirit of full disclosure” to clearly communicate the Village’s financial position and results. This is the 29th consecutive annual award received by the Village. Mr. Van Geem thanked the Village Board and his staff for their support. PROCLAMATIONS: None. TRUSTEE REPORT: Trustee Preston stated that the Solid Waste Agency of Northern Cook County (SWANCC) met on March 8th. The 2007 budget and appropriation ordinance was passed. Douglas Williams, Village Manager of Winnetka, was appointed to replace William Balling, Executive Committee Chairman, who was retiring. A new program is being instituted by the educational arm of SWANCC - a Recycling Rangers Educational Program, for pre-school through third grade. The Northwest Municipal Conference (NWMC) also met on March 8th. There was discussion on the eminent domain legislation, which is going through an amendment process in Springfield. A resolution was passed regarding the Community Development Block Grant Program (CDBG) budget, and there was discussion on the County- wide smoking ban. OLD BUSINESS: None. NEW BUSINESS: Increase Class C Liquor Licenses President Blase stated that this ordinance increases the Class C liquor licenses from 23 to 24. Class C is for package liquor only. Trustee Preston made a motion, seconded by Trustee Biederman, to adopt the ordinance which increases the Class C liquor licenses from 23 to 24. On roll call, the vote was: AYES : 5 Biederman, Bondi, Callero, Murphy and Preston NAYS : 0 ABSENT : 1 Przybylo 2  March 28, 2006 There being 5 affirmative votes, the MOTION CARRIED. Pigeon Control President Blase stated that this agenda item would be continued due to some modifications. Adoption of 2005 Zoning Map Trustee Bondi stated that this is a request for approval of the 2005 Village of Niles Zoning Map. This map takes into account all of the changes that were made up to December, 2005. Any that are not yet represented on the map can be found at the Community Development Department office through Mr. Ostman, Director. Motion was made by Trustee Bondi, and seconded by Trustee Callero, to adopt the ordinance which approves the amended 2005 Zoning Map. On roll call, the vote was: AYES : 5 Biederman, Bondi, Callero, Murphy and Preston NAYS : 0 ABSENT : 1 Przybylo There being 5 affirmative votes, the MOTION CARRIED. 2005 Condominium Rebate Trustee Murphy stated this is a request to approve the 2005 Condominium Rebate in the amount of $25,795.00. This rebate reimburses 12 condominium associations for refuse disposal per Village Ordinance 2003-38. The original Condominium Rebate Program was initiated 15 years ago to refund condominium associations for privately contracted disposal service. As of July 1, 2003, the Village of Niles refuse hauler, Groot, began collecting refuse for condominium associations as their private refuse contracts expired. 82% of the condo associations are currently in the program. Due to the condominium rebate elimination program, the Village has reduced potential refuse costs by an estimated $61,534.26 and participating condominiums have saved an estimated $48,799.00 since the program started on July 1, 2003. Trustee Murphy stated that Assistant Village Manager Steve Vinezeano has spear-headed this project and has been successful in doing so. Mr. Vinezeano stated that the elimination program has saved the Village and the condominium associations money. This year alone, the condo rebate program saved us approximately $40,000. The condo associations have saved approximately $48,000 since the program has begun. When we decided to eliminate the rebate program back in 2003, we had several goals: expanding the service, unlimited collection. We have had the opportunity to provide at no extra cost, unlimited collection to the condo associations. When someone moves out of a condo and they put a couch 3  March 28, 2006 next to the dumpster, it will be taken away. We have also opened up a recycling blue-bag program at no additional cost for condo associations. We have reduced vehicle traffic and only have one hauler servicing the condos with their 25 ton garbage truck. This is reducing congestion, noise, and wear and tear on the Village streets. The administrative efficiencies are quite impressive. They no longer have to budget and maintain the refuse contracts and they like that very much. After next year, the Village will no longer have to implement the rebate program. When someone has a problem, they call me and I contact Groot and the problem is solved. The Village will soon pay a known amount throughout the year instead of an estimated amount once a year - in 2006. The economics of this have been stabilized costs, we’ve eliminated runaway contracts, we protected ourselves from some spikes such as strikes and unions, field surcharges, and we have reduced costs through economies of scale over the years that we have been implementing this program. Trustee Murphy stated that the reason we don’t have final numbers is that we still have several condos whose contracts were in effect until 2006, 2007, and 2008. Mr. Vinezeano stated that Eagle Point II will come into effect in January, 2008. Trustee Murphy made a motion, seconded by Trustee Bondi, to approve the 2005 Condominium Rebate in the amount of $25,795.00. On roll call, the vote was: AYES : 5 Biederman, Bondi, Callero, Murphy and Preston NAYS : 0 ABSENT : 1 Przybylo There being 5 affirmative votes, the MOTION CARRIED. Repair of Sewer Vactors Trustee Callero stated that the sewer vactors (Units 468 and 484) are used by Public Works to clean sewer lines and catch basins, as well as during sewer televising. The debris bodies of both trucks are in dire need of repair. In order to continue using the equipment, Public Services is requesting the debris body on Unit #468 be replaced ($35,553.76) and the debris body on Unit #484 be repaired ($10,000) by Standard Equipment. This is a sole source approval item. The $10,000 repair will give at least another five years of use and the repair for $35,553.76 will give at least another ten years of use. Standard Equipment is the Vactor sales distributor for northern Illinois and southern Wisconsin. It might be possible to find someone else to do the repair, but all parts would have to be bought from Standard Equipment, so there would be an additional mark-up. Trustee Preston asked if all municipalities had these types of vehicles. Director of Public Services Scott Jochim stated that most have at least one of them. If 4  March 28, 2006 they don’t, then they rent a vehicle or hire someone to do the sewer cleaning. He said a cost analysis on catch basin cleaning was done and it came to approximately $80,000 to $90,000 per year. He commented that most people don’t want to handle the waste and it has to be taken to a special dump. Trustee Callero commented that to purchase new vehicles would cost over $200,000. Trustee Callero made a motion, seconded by Trustee Biederman, to approve the repairs on sewer vactors Units 468 and 484 by Standard Equipment. On roll call, the vote was: AYES : 5 Biederman, Bondi, Callero, Murphy and Preston NAYS : 0 ABSENT : 1 Przybylo There being 5 affirmative votes, the MOTION CARRIED. Replace utility van and pickup/plow Trustee Biederman stated that Public Services is requesting approval to go out to bid to replace two pieces of equipment. The first is Unit #469 which is a 1987 Chevrolet Utility Van used by the Water Section. This unit has 67,000 miles and roughly 30,000 hours of idle time of use. Although the body is in good shape, it is mechanically weak and used as the main equipment truck for watermain repairs. $30,000 has been budgeted for a replacement vehicle. The second is Unit #472, which is a 1991 3/4 ton pickup with a utility box and plow. Our light duty trucks are on a ten to twelve year replacement schedule and use of this vehicle has been extended to 15 years with 85,920 miles of use. $36,000 has been budgeted for a replacement vehicle. Trustee Biederman made a motion, seconded by Trustee Callero, to authorize going out to bid to replace two pieces of equipment for Public Services (Unit #469 and Unit #472). On roll call, the vote was: AYES : 5 Biederman, Bondi, Callero, Murphy and Preston NAYS : 0 ABSENT : 1 Przybylo There being 5 affirmative votes, the MOTION CARRIED. Use of MFT Fund for President Blase asked Mr. Jochim to explain the Engineering Services for two items regarding engineering for Milwaukee Milwaukee reconstruction reconstruction. Award contract for engineering Mr. Jochim stated that they would like to use Motor for Milwaukee reconstruction Fuel Tax funds to pay for Phase I and Phase II project engineering work required for the Milwaukee Avenue reconstruction project. This project will improve 5  March 28, 2006 Milwaukee Avenue from Harlem Avenue to Albion Avenue and will also include the replacement/upsizing of the watermain at the same time. The resolution must be passed and filed with the Illinois Department of Transportation (IDOT) to authorize the use of MFT funding. The cost is under the budgeted amount. To complete the Phase I and Phase II engineering work for the Milwaukee Avenue Reconstruction project, the Public Services Department requested proposals from five qualified engineering firms. Smith Engineering Consultants of McHenry submitted the lowest cost proposal. Therefore, we would like to award a contract to Smith Engineering Consultants for the amount not to exceed $286,465 and authorize the Director of Public Services to execute the agreement. This will be paid for from MFT funds. Trustee Callero made a motion, seconded by Trustee Preston, to adopt the resolution to authorize the use of MFT funding for the Milwaukee Avenue reconstruction project (from Harlem Avenue to Albion Avenue). On roll call, the vote was: AYES : 5 Biederman, Bondi, Callero, Murphy and Preston NAYS : 0 ABSENT : 1 Przybylo There being 5 affirmative votes, the MOTION CARRIED. Trustee Callero asked what the budget was for the engineering work and Mr. Jochim said $550,000. The total budget impact will actually be $286,465.00, and this is the low bid. Trustee Preston asked Mr. Jochim to explain the actual construction. Mr. Jochim said Phase I and II will involve reconstruction discussions with Smith Engineering about actual development of Milwaukee Avenue from Albion to Harlem. They will then put the plans together and get approval from IDOT. This review will take at least twelve months. They are hoping to bid this job out in the spring and finish construction by the end of the summer. Trustee Preston made a motion, seconded by Trustee Murphy, to award the contract for Phase I and II engineering work for the Milwaukee Avenue Reconstruction project to Smith Engineering Consultants of McHenry. On roll call, the vote was: AYES : 5 Biederman, Bondi, Callero, Murphy and Preston NAYS : 0 ABSENT : 1 Przybylo There being 5 affirmative votes, the MOTION CARRIED. 6  March 28, 2006 2006 Sidewalk, Curb & Gutter Trustee Murphy stated that this is a bid award for the Replacement Program 2006 Sidewalk, Curb and Gutter Replacement Program. Nine bids were received and the lowest bid was from Gem Construction in the amount of $196,988.00. The budgeted amount was $250,000.00. President Blase asked if we did business with Gem Construction before. Mr. Jochim said no, this is the first time, but their references checked out okay. Motion was made by Trustee Murphy, and seconded by Trustee Callero, to award the bid for the 2006 Sidewalk, Curb and Gutter Replacement Program to Gem Construction in the amount of $196,988.00. On roll call, the vote was: AYES : 5 Biederman, Bondi, Callero, Murphy and Preston NAYS : 0 ABSENT : 1 Przybylo There being 5 affirmative votes, the MOTION CARRIED. PETITIONS FOR REFERRAL: President Blase listed the following Petition for Referral and stated that the application fee has been paid: 06-ZP-5 Jozef Kowalkowski Variation to reduce corner sideyard setback at 7839 Oleander 06-ZP-6 Greg Hudson Rezoning from B-2 to B-2 Special Use for use as a dog kennel at 5661 W. Touhy 06-ZP-7 Virgil Tiran Rezoning from M to R-4 PUD, 2 lot subdivision, variation to reduce parking, and variations to reduce setbacks on front, rear and sideyards at 7777 Caldwell 06-ZP-8 Adam M. LeFebvre Front yard variation for construction of an addition at 6019 Howard Motion was made by Trustee Bondi, and seconded by Trustee Callero, to refer the above petition to the Zoning Board. On roll call, the vote was: AYES : 5 Biederman, Bondi, Callero, Murphy and Preston NAYS : 0 ABSENT : 1 Przybylo 7  March 28, 2006 There being 5 affirmative votes, the MOTION CARRIED. FINANCIAL REPORT: Trustee Callero stated that the Accounts Payable for the month of February, 2006 were $2,565,370.04. The ending cash balance as of February 28, 2006 was $29,017,096.42. Trustee Callero made a motion, seconded by Trustee Murphy, that the Accounts Payable for the month of February, 2006 be approved for payment and the Treasurer's Report filed for audit. On roll call, the vote was: AYES : 5 Biederman, Bondi, Callero, Murphy and Preston NAYS : 0 ABSENT : 1 Przybylo There being 5 affirmative votes, the MOTION CARRIED. President Blase stated that this concluded the business of the Board. He asked if there was anything from the floor. ADJOURNMENT There being no further business to come before the Board, motion to adjourn was made by Trustee Callero, and seconded by Trustee Biederman. On roll call, all concurred. The meeting adjourned at 8:25 P.M. ___________________________ _____________________________________ Village Clerk Village President 8