Landscape Beautification Committee Agendas & Minutes

MINUTES FOR THE LANDSCAPE BEAUTIFICATION COMMITTEE January 12, 2012 at 10:00 a.m. Village of Niles Administration Building Council Chamber Conference Room Landscape Beautification Committee Meeting 10:00 a.m. In Attendance: Louella Preston – Trustee & Chairperson Chuck Ostman – Community Development Bob Pilat – Public Services Susan Bus – Purchasing Chris Hanusiak – Trustee Meeting called to order by Louella Preston. A motion was made to approve the minutes of September 7, 2011. Motion to approve by Chuck Ostman and seconded by Bob Pilat and all approved. Trustee Preston reviewed Old Business which included reviewing and updating the implementation of the beautification grant monies and Village allocation of funds as they relate to the Touhy/Milwaukee corridor. Trustee Preston passed out the Beautification Plan dated 7/6/11 and the original Beautification Plan. Trustee Preston asked Bob Pilat for an update. Bob Pilat handed out Phase I – Landscape Beautification Program. Bob stated the project is substantially completed per handout. Minor work that remains will be completed in the spring of 2012. Bob Pilat will contact Ives Ryan and get a punch list of what exactly needs to be completed which includes trees and irrigation and he will forward the list to the committee. Trustee Preston is requesting the list before the Board Meeting on 1/24/12. If the work cannot be completed in FY2012, Public Services will have to re-budget the funds in FY2013. Trustee Preston reviewed all the sites that were to be completed in FY2012 including Village funds and Grant monies. Trustee Preston asked if the work was completed by all entrance signs and Bob Pilat confirmed they were. Trustee Preston finished Old Business. Under New Business; Trustee Preston stated she put winter decorations on the agenda because they are put on the Village sites and thought they fell under the Landscape Beautification Committee. Trustee Preston read a memo delivered by Chuck Ostman to the Landscape Beautification Committee requesting clarification of the functions and specific responsibilities of the Milwaukee Streetscape Committee and the Landscape Beautification Committee. Trustee Preston stated she spoke with Trustee Hanusiak, Trustee Palicki and Village Clerk Marlene Victorine to get some clarification and any definitions to the committees when they were constituted. There were not any definitions at that time just the name of the committees. Trustee Preston talked to Mayor Callero on January 11, 2012 asking for clarification of the committees and was informed there would be a memo passed out from Chuck Ostman at tomorrows meeting. Trustee Preston read the memo from the Mayor stating that the Landscape Beautification Committee should keep to the Ives Ryan plan which is the purpose of that committee and does not cover holiday decorations on Milwaukee Avenue. Trustee Preston asked Trustee Hanusiak if he received a similar memo stating the purpose of the Milwaukee Streetscape Committee, he replied no. There was no discussion regarding winter season lights in other communities since the Ives Ryan plan only deals with hardscape, plant material and trees. Although it may not be a topic this committee can discuss, the lighting at the entrance sign on the east side of Milwaukee Avenue and Albion is not functioning. Trustee Preston stated she sent the Village Manager a memo regarding the non-functioning lighting. The Village Manager emailed Trustee Preston stating the lighting was not working and the repair would cost $10,000.00. It would be considered in the FY2013 budget. Trustee Preston asked Bob Pilat for some insight on the lighting issue. He confirmed it would cost between $8,000.00 - $10,000.00 for materials only and with in house labor. Trustee Hanusiak asked why there are not funds available in the maintenance budget for this repair. Bob Pilat explained the maintenance budget is for minor repairs. If the whole system needed to be replaced it would have to be put in the budget for approval. Discussion regarding budget request for Landscaping for FY2013. Trustee Preston reviewed the Beautification Plan dated 7/6/11 Fiscal Year & Construction costs for 2012/2013 Phase2 for a total of $206,749.00. There are no grant monies available for Phase 2. Bob Pilat confirmed Phase 2 in the rounded up amount of $208,000.00 and the amount of $30,000.00 for construction management have been put in the budget for FY2013. Trustee Preston entertained a motion to support the Landscape Beautification Program for 2012/2013. Motion approved by Bob Pilat and seconded by Chuck Ostman and all approved. Trustee Preston noted the possible changes to the plantings by Blasé Plaza since the sign has been removed. These changes are yet to be determined. Chuck Ostman brought up the subject about assigning a secretary to the Landscape Beautification Committee. MaryAnn Starzynski who works for Chuck Ostman and who has done the minutes for the committee in the past, is over her hours allowed. Trustee Preston entertained a motion from the committee regarding secretarial service to take to the Village Manger for approval. Motion by Chuck Ostman and seconded by Susan Bus. Trustee Hanusiak asked if the meeting can be audio taped. Chuck Ostman commented that it is difficult for MaryAnn to transcribe minutes if she is not in the meeting. Trustee Hanusiak also mentioned voice recognition software to transcribe minutes. Comments were made from the committee and Chuck Ostman on how that would work in a group setting. Trustee Preston asked Chuck Ostman if we paid a secretary out of house for minutes for the Plan Commission and Zoning Board of Appeals. He said yes because of her qualifications. Susan Bus asked Bob Pilat if there are any outstanding grants available for Phase 2. Bob said none are available. Trustee Preston entertained a motion to adjourn. Susan Bus motioned to adjourn and seconded by Chuck Ostman. All approved and meeting adjourned.