Landscape Beautification Committee Agendas & Minutes

LANDSCAPE BEAUTIFICATION COMMITTEE MEETING MINUTES March 21, 2013 Administration Building Room 218 Present: Trustee Louella Preston, Chair Susan Bus – Purchasing Chuck Ostman – Community Development Bob Pilat – Public Services Cathy Spadoni – Secretary I. Call to Order Trustee Preston called the meeting to order at 9:37 a.m. II. Approval of Minutes a) C. Ostman moved to approve the minutes of the December 10, 2012 meeting, seconded by B. Pilat. On voice vote, all approved. III. Old Business a) Report of Beautification Plan, Phase II B. Pilat reported that he spoke with John Ryan, who stated that the recent snow has been good for the plants. While we still need more moisture/water, and it can take several years to get back to normal after a drought, he is more optimistic that the plants will be able to thrive this spring. John Ryan is also working on the asbuilt plans for Phase II. He wants to wait until the plants have emerged from the ground before making his final report to make sure of the exact location of everything. He hopes to complete this in the near future. B. Pilat reported on the previously mentioned idea of installing lighting on the trees in the new planter boxes. Ron Habel, Public Works employee, said that it would be very expensive to add electrical. B. Pilat distributed information about solar lighting solutions, and stated that other municipalities are using it, i.e. Arlington Heights uses solar lights to light their “Welcome to Arlington Heights” signs. He suggested that solar lighting with LEDs could be a viable option for us to consider. Page 1 of 2 Landscape Beautification Committee March 21, 2013 Trustee Preston stated that currently decorative lighting is not within the purview of this committee. But this is good to know for future reference. Solar lighting could be the answer. B. Pilat suggested we do a little more research on which brands and which solutions are better. Trustee Preston suggested that Public Works provide a demonstration to the Board during a Tuesday night meeting, perhaps using a planter box just outside Village Hall. We can suggest this idea to whosever realm it is. Trustee Preston reported that she brought the movement of the Marcheschi rock to the Board but, because it was presented as a statement, they did not vote on it. She suggested it would be better to move it sooner rather than later so the grass beneath it in its current location can be restored. B. Pilat stated that he will get some proposals for moving it. IV. New Business a) Report of Beautification Plan, Phase III - Sites and Allocated Funds in FY2014 Budget B. Pilat provided the Beautification Plan dated March 16, 2011, including the construction costs for the Phase III sites: the Niles Historical Building - $14,809; Fire Station No. 3 (on Jarvis) - $10,546; and the Ballard Pumping Station - $18,096 for a total of $43,451. B. Pilat reported that the FY2014 budget has been adjusted as follows: Niles Historical Building - $17,000; Fire Station No. 3 - $12,000; Ballard Pumping Station - $21,000; and an additional $12,000 for the landscape architect for a total of $62,000. John Ryan is preparing a proposal for Phase III so that the contract will be in place and ready to go should the budget be approved at the May Board meeting. The goal is to complete the project by September before the possibility of snow. The proposal should be similar to past proposals but reduced in scope because it is strictly for landscaping, with no hardscape. There is no further action this committee needs to take because this $62,000 is already in the Public Works budget for FY2014. B. Pilat also provided the overall Ives/Ryan Group landscape plans for the Ballard Pumping Station dated February 4, 2009, Fire Station No. 3 dated February 17, 2009, and the Niles Historical Building dated December 30, 2008. John Ryan will update these plans. Trustee Preston noted that one tree has already been planted at the Historical Building and that there is a cement base of a former tower that needs to be reevaluated. C. Ostman asked if B. Pilat was satisfied with John Ryan’s services. B. Pilat responded that while the landscape design was good, some of the details in the design of the hardscape could have been better. C. Ostman agreed. It was noted that there is no hardscape design in Phase III. Trustee Preston expressed the need for a final review of Phase II that will become part of the record so we can refer to it and be better informed for future projects. Committee members agreed that if there is a project involving hardscape design, we should look to someone with more engineering expertise. Page 2 of 4 Landscape Beautification Committee March 21, 2013 b) Landscape Changes at New Entrance to Police Station Trustee Preston noted that the landscape changes to the Police Station entrance fall under the purview of this committee. C. Ostman recommended that this committee should review the landscape plan with Wight and Company (the firm providing architectural and engineering design services for the redevelopment of the Police Station entrance) and let them do the work. They should receive the original landscape drawings and try to duplicate the original design. B. Pilat suggested that John Ryan could be brought into the project on an as-needed basis even though he has fulfilled his responsibilities to the Landscape Beautification project. C. Ostman explained John Ryan’s function as it relates to Community Development. John Ryan, as the landscape architect for the Village, reviews all new development or special use landscape plans presented to either the Plan Commission and Zoning Board of Appeals or staff to determine that they comply with the Village’s landscape ordinance, to approve the overall appearance of the site, and to recommend plant types if necessary. This approval process ensures compliance with our codes and consistency with the overall vision for the Village. C. Ostman read a portion of the Police Station redevelopment project contract with Wight and Company that deals with landscaping: “regrade, seed and provide landscaping at disturbed areas.” C. Ostman called Craig Polte of Wight and Company and put him on speaker phone. C. Polte stated that their scope of services includes the landscape design, and that design is done in-house with their staff. The installation is to be decided upon later. C. Polte explained that Wight uses sustainable, drought-resistant materials in their construction designs. It seemed to him that was the direction the Police Facilities Capital Improvement Committee wanted to go rather than just a generic landscape design. He suggested that we talk to the Police Facilities Committee (of which Trustee Joe LoVerde is chair.) He further suggested that once the project is approved and the design portion of the project begins, all parties (Wight and Company, the Police Facilities Committee, the Landscape Beautification Committee and John Ryan) should meet to discuss the next step of the design process to come up with a plan. C. Ostman agreed with this approach. Susan Bus also agreed that this committee should talk to Trustee LoVerde about bringing in John Ryan to coordinate the landscape plans with Wight. Chuck Ostman made a motion to incorporate John Ryan of Ives/Ryan, the Village’s landscape architect of record, into the Police Facilities Capital Improvement Committee meetings regarding the landscaping plans necessary because of the Police station redevelopment. Susan Bus seconded the motion. On voice vote, all approved. Trustee Preston will contact Acting Village Manager Steve Vinezeano and Trustee LoVerde regarding these discussions. Page 3 of 4 Landscape Beautification Committee March 21, 2013 * * * * * C. Ostman noted that the problems at the reservoir by the Old Maintenance Garage have not yet been corrected. The water run-off from the reservoir is rotting out the trees; the trees have not been replaced. He commented that if and when that building is rehabbed, whoever is in charge of that project must identify that area for improvement. B. Pilat stated that Public Works is aware of the situation and is looking for a workable solution. V. Adjournment The date of the next meeting is to be determined. Trustee Preston entertained a motion to adjourn. C. Ostman moved to adjourn, seconded by S. Bus. All approved. The meeting adjourned at 11:10 a.m. Page 4 of 4