Committee of the Whole

VILLAGE OF ORLAND PARK 14700 Ravinia Avenue Orland Park, IL 60462 www.orlandpark.org Meeting Minutes Monday, August 2, 2021 6:00 PM Village Hall Committee of the Whole Village President Keith Pekau Village Clerk Patrick R. O'Sullivan Trustees, William R. Healy, Cynthia Nelson Katsenes, Michael R. Milani, Sean Kampas, Brian Riordan and Joni Radaszewski Committee of the Whole Meeting Minutes August 2, 2021 CALL TO ORDER/ROLL CALL The meeting was called to order at 7:08 P.M. Present: 7 - President Pekau; Trustee Healy; Trustee Nelson Katsenes; Trustee Milani; Trustee Kampas; Trustee Riordan and Trustee Radaszewski APPROVAL OF MINUTES 2021-0558 Approval of the July 19, 2021, Committee of the Whole Minutes I move to approve the Minutes of the Regular Meeting of the Committee of the Whole of July 19, 2021. A motion was made by Trustee Nelson Katsenes, seconded by Trustee Milani, that this matter be APPROVED. The motion carried by the following vote: Aye: 7- President Pekau, Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, and Trustee Radaszewski Nay: 0 ITEMS FOR SEPARATE ACTION 2021-0564 ITB #21-040 Parks Court Repairs 2021 An Invitation to Bid (ITB) (attached) was issued on July 7, 2021, for the repair of athletic courts at Dogwood Park, Doogan Park, Fountain Hills Park, Grasslands Park, Laurel Hills Park, Mission Hills Park and Wedgewood Park. Repairs vary in each park and are detailed in the attached Exhibit B. The ITB was posted on bid Net and was matched to 136 vendors. Information was partially downloaded by twelve (12) vendors and completed by two (2) vendors. Only one (1) bid was received with that bid being from U.S. Tennis Court Construction Company (attached). Repairs and cost per court were proposed as follows: Dogwood Park: $7,800 -Includes: crack filling, repair and color coating of the half basketball court; and -Installation of new post, rim, backboard and net. Doogan Park: $41,800 -Includes: Repair and color coating of two (2) tennis courts; one (1) pickleball court and one (1) basketball court; -Installation of new net posts and striping on tennis and pickleball courts.; -Repair of fence; -Adding a fence dividing pickleball and basketball courts with gate; and -Installing a perimeter fence gate to access the basketball court. VILLAGE OF ORLAND PARK Page 2 of 12 Committee of the Whole Meeting Minutes August 2, 2021 Fountain Hills Park: $14,600 -Includes: crack filling, ponding repair and color coating of the half basketball court; and -Installation of new basketball post, rim, backboard and net. Grasslands Park: $15,120 -Includes: crack filling, ponding repair and color coating of the half basketball court; -Installation of new basketball post, rim, backboard and net; and -Adding 4 square court. Laurel Hills Park: $116,700 -Includes: Repair and color coating of one (1) tennis court and two (2) basketball courts; -Adding pickleball striping to tennis courts; -Replace tennis court fencing; -Installation of new basketball post, rim, backboard and net; -Installation of new tennis posts and nets; and -Removal of concrete hitting wall. Mission Hills Park: $14,600 -Includes: crack filling, repair and color coating of the basketball court; -Installation of new post, rim, backboard and net; and -Potential asphalt repairs. Wedgewood Estates Park: $28,800 -Includes: Repair and color coating of two (2) tennis courts; -Installation of new net posts for tennis; -Repair of fence and court cracks; and -Striping of pickleball court. Prior to the commencement of any of the repairs, information will be provided to adjoining residents. U.S. Tennis Court Construction Company has performed numerous repairs and installations for the Village. In doing so, U.S. Tennis has exhibited professional workmanship, delivering superior results, while utilizing durable, high quality products. Similar ITB's were issued in 2017, 2018, 2019 and 2020. -Only one proposal was received in 2017 and 2018. -In 2019, three proposals were received. One was not considered due to a lack of signature and insurance in the proposal. The other was considered non-responsive as the proposal did not include installation. -In 2020, two proposals were received. U.S. Tennis Court Construction received the award based on being the lower quote and the good quality of work. VILLAGE OF ORLAND PARK Page 3 of 12 Committee of the Whole Meeting Minutes August 2, 2021 -In 2021, staff reached out to Ten-S Court Solutions to inquire about submitting a proposal. At this time, Ten-S staff shared that due to labor shortages, they are unable to accommodate additional work, and therefore did not submit a proposal. Evans and Sons Blacktop submitted proposals in 2019 and 2020, but did not submit a bid in 2021. To ensure work is completed in 2021 staff recommends awarding the court Repairs to U.S. Tennis Court Construction. The total athletic court repairs are projected to be $239,420. A 10% contingency, totaling $23,942, is recommended for potential unforeseen circumstances. Trustee Katsenes had comments and questions. (refer to audio) Director of Parks and Recreation Ray Piattoni responded to Trustee Katsenes. (refer to audio) President Pekau had questions. (refer to audio) Director Piattoni responded to President Pekau. (refer to audio) Trustee Kampas moved to amend the motion to reflect the amount of $263,362. It was seconded by Trustee Healy. All were in favor. (refer to audio) I move to recommend to the Village Board to approve awarding athletic court repairs to U.S. Tennis Court Construction in an amount of $239,420, plus a 10% contingency of $23,942 for a total not to exceed amount of $263,362 for specified court repair work at Dogwood Park, Doogan Park, Fountain HIlls Park, Grasslands Park, Laurel Hills Park, Mission Hills Park and Wedgewood Estates Park; And, To authorize the Village Manager to execute all related contracts, subject to Village Attorney review; And, To authorize the Village Manager to approve change orders not to exceed the contingency amount. A motion was made by Trustee Milani, seconded by Trustee Riordan, that this matter be APPROVED. The motion carried by the following vote: Aye: 7- President Pekau, Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, and Trustee Radaszewski Nay: 0 VILLAGE OF ORLAND PARK Page 4 of 12 Committee of the Whole Meeting Minutes August 2, 2021 2021-0571 Historic Landmark Discussion Director of Development Services Ed Lelo reported that with the recent discussion regarding Boley Farm, staff is providing an update on the other Landmark properties in Orland Park and the regulations associated with making exterior improvements to these properties. Currently, all regulations for Landmark properties are the same for both commercial and residential properties. The basis for creating the Local Landmarks started with the Old Orland Historic District. The intent was to create a local register of historic places initially this was limited to the Old Orland Historic District. Then, as other properties were identified that were historically or architecturally significant but were located outside of the OOH District, the Landmark properties Section was created. Below is a timeline that shows the establishment of the Village’s Historic District, in particular, the designation of specific properties as contributing structure. Those that contribute to the architectural and cultural history of Orland Park, and how this lot was ultimately expanded to other areas of the Village, creating the local Landmark Designation process. Gregerson Survey: In 1984, the Village’s first historic building survey of the Old Orland area was completed, which identified structures of local historic and architectural importance and categorized them into buildings of primary and secondary significance. A total of 35 buildings were identified as contributing. 1991 Survey: In 1991, the Village’s second historic building survey was completed, which identified 27 properties as contributing structures. The survey helped establish the “Old Orland Historic District Guidelines,” a set of design guidelines for the district later on in 1991. 2005 Partial Survey: In 2005, a partial survey of the Old Orland area was completed, which only included a partial review of the buildings previously identified as contributing and a handful of new buildings previously left out of past surveys. The Loebe House was listed as a contributing structure in the 2005 survey. The results of this survey formed the basis for selecting the 16 contributing structures in the historic district, as discussed below. 2005 Land Development Code Amendments: In 2005, the Village began the process of amending Land Development Code (LDC) Section 6-209 Old Orland Historic D, which includes the regulations for properties in Old Orland and for contributing structures. The process included extensive public outreach to all of the property owners in Old Orland as well as three (3) public hearings at Plan Commission and public meetings at the Historic Preservation Review Commission, Committee, and Board. The ordinance was approved on April 17, 2006. VILLAGE OF ORLAND PARK Page 5 of 12 Committee of the Whole Meeting Minutes August 2, 2021 As part of the Code amendment, the number of contributing structures was reduced from 27 properties to 16 properties. 2008 Survey: In 2008, the Residential Area Intensive Survey (RAI) was completed, which evaluated all of the properties in the Old Orland area and added on to the limited scope of the partial survey completed in 2005. 2008 Land Development Code Amendments: LDC Section 5-110 was replaced in its entirety in 2008. Previous to the amendment to the Code, significant/historic properties were limited to those in the Old Orland Historic District listed in Section 6-209. The 16 contributing structures acted as the local register. The updated Section 5-110 established an official “Local Register of Significant Places” and included a revised landmark designation process. The Code amendment was reviewed at the Historic Preservation Review Commission, Plan Commission, and Board meetings, with the ordinance approved on June 2, 2008. As part of the Code amendment, all 16 previously identified contributing structures in Old Orland were included on the Local Register. Landmark designation on a contributing structure did not add a new layer of regulation since the landmark designation carries the same development review process as a contributing structure carried. In terms of the historic district, the landmark designation is the same as the contributing structure designation except that it allows the contributing structure to also carry a Village-wide significance and affords the contributing structure better review with regard to demolition. The overall intent was to create a stronger demolition review process for contributing structures. The development review process for Landmarks and contributing structures is more stringent than those properties that do not fall in this category. For example, the Old Orland Historic District classifies development as either major change, minor change, and routine maintenance. Major changes to contributing structures and landmarks (such as additions) must be reviewed by staff, the Plan Commission and the Village Board; whereas, properties not in these categories would likely only need an administrative review (depending on the circumstances). For Landmark properties, even minor changes, such as window replacement, require an appearance before the Plan Commission and Village Board before it can be approved. The list of landmarked properties is included below. Properties 1-16 are contributing structures in the Old Orland Historic District; while the remaining properties have historic or cultural value but are located outside of the OOH district. 1. 9960 W. 143rd Street "Orland Park School"; 2. 9999 W. 143rd Street "Former Christ Lutheran Church"; 3. 9953 W. 143rd Street; VILLAGE OF ORLAND PARK Page 6 of 12 Committee of the Whole Meeting Minutes August 2, 2021 4. 9925 W. 143rd Street; 5. 9917 W. 143rd Street First "Orland Park Library"; 6. 14306-10 Union Avenue "Orland Park Hotel"; 7. 14314 Union Avenue "Loebe Brothers General Store"; 8. 9952 W. 144th Street "Loebe House"; 9. 9967 W. 144th Street "Twin Towers Sanctuary (National Register of Historic Places); 10. 14316 Beacon Avenue "Orland State Bank"; 11. 14320-24 Beacon Avenue "Commercial Emporium"; 12. 14330 Beacon Avenue; 13. 14315 Beacon Avenue; 14. 14339 Beacon Avenue; 15. 14420 Second Avenue "Cox House"; 16. 9830 W. 144th Place "Humphrey House (National Register of Historic Places); 17. 17701 S. 108th Avenue "Stellwagen Farm"; 18. 8041 W. 151st Street "Boley Farm"; 19. 14701 S. West Avenue "Hostert Log Cabins"; 20. 14500 S. Ravinia Avenue "Limestone Building"; 21. 14700 S. Ravinia Avenue "Orland Park Village Center"; i. "Frederick T. Owens Village Hall"; ii. "William R. Vogel Orland Park Civic Center"; iii. "Franklin E. Loebe" Recreation Center; iv. "Ara Pace Veteran's Memorial"; 22. 10756 Andrea Drive "Maue House"; (Ord. 2047 - 9/25/90) Residential Landmark Properties: There are currently six (6) single-family residential properties that are listed as Orland Park Landmarks: 1) 4315 Beacon Avenue; 2) 14339 Beacon Avenue; 3) 14420 Second Avenue; 4) 9952 W. 144th Street; 5) 10756 Andrea Drive "Maue House", and 6) 9830 144th Street “Humphrey House”. The more stringent development review requirements that are imposed on these residential properties can often times create a burden on only these select few property owners in the Village of Orland Park. In areas with more established historic districts, these requirements can typically apply to 50-100+ properties creating a critical mass of historic properties that creates a more palatable review process for residents of the district, since that process protects an entire district where the additional investment is seen as a benefit to the character of the district and creates assurances that neighboring properties are held to the same standard. Without similarly situated adjacent structures, the Landmark designation, absent historic events at the property itself, creates additional burden VILLAGE OF ORLAND PARK Page 7 of 12 Committee of the Whole Meeting Minutes August 2, 2021 without the same mutual benefit. Staff is investigating changes to the Landmark requirements which would relax, or even eliminate, the restrictions placed on the five privately owned, Landmark designated, single family homes. These revisions would require amendments to both the Landmark Properties restrictions as well as the OOH contributing structure regulations. Trustee Milani had questions. (refer to audio) Director Lelo responded to Trustee Milani. (refer to audio) Trustee Healy had question. (refer to audio) Director Lelo responded to Trustee Healy. Trustee Riordan had comments. (refer to audio) President Pekau had comments. (refer to audio) This item is for discussion only. NO ACTION 2021-0570 FY2021 Budget Amendment #4 - Approval A detailed spreadsheet (by fund) reflecting budget adjustments is attached to the Committee Packet. This is the fourth budget amendment for FY2021. Capital Projects Fund Network Cameras Installation of Network Cameras at multiple Village facilities. Total estimated cost is $18,268. Computer Software LaserFische Software which is the document imaging, scanning and conversion project, to be amended out of the 2021 budget. The Village will be evaluating content management platforms and will move forward as part of the 2022 budget request. Total budget reduction for 2021 is $300,000. Multi-purpose Path Engineering To update the 82nd Street Multipurpose Path, Phase 1 engineering was budgeted at $140,000. The lowest bid came in at $169,804 by Baxter and Woodman. Total estimated increase is $29,804. This project was previously approved by the Village Board. VILLAGE OF ORLAND PARK Page 8 of 12 Committee of the Whole Meeting Minutes August 2, 2021 Water and Sewer Fund Additional funding for a Stormwater Master plan, estimated cost is $300,000 and a T-Connection Design at the Pump Station, estimated cost for Greely and Hansen to design the connection details is $16,430. The Stormwater Master plan was originally in the budget, but it was erroneously removed in a prior budget amendment. Total estimated increase is $316,430. General Fund Audit contract amendment Additional services and changes to audit standards required amendments to the 2020 audit contract in the amount of $16,570. The contract amendment was previously approved by the Village Board. Traffic Safety Equipment Traffic on main routes throughout the Village often travel at high rates of speed. For worker safety, the Village is interested in purchasing a traffic attenuator trailer, which would be the LED arrow board to direct traffic. It would also block the lane of traffic and absorb a traffic collision, greatly improving worker safety. Estimated cost is $31,000 for one (1) attenuator trailer in 2021, with another attenuator trailer to be purchased next budget year. Staffing changes Intern program The Village is planning to implement an internship program for undergraduate and graduate students. Graduate student interns will be hired for the Village Manager’s Office, Finance, and Development Services. Undergraduate Interns will be hired in Communications & Marketing, Engineering, Human Resources, Information Technology, Public Works, and Recreation. The organization-wide internship program will act as a recruiting tool, an ongoing candidate pipeline, and a set of extra hands for departments. Total annual cost for the intern program would be $172,787 annually. The total estimated cost for the balance of 2021 will be $103,370. Public Works Part Time Employees In order to attract and retain part time Public Works employees, the Village is consolidating part-time Public Works positions titles and responsibilities under one title: PW - Maintenance (PT). Positions that will no longer be used will be removed during the next amendment to the Salary Ordinance. Changes include modifying the title of one (1) PW - Admin Facility Attendant (PT) to PW - Maintenance (PT) and two (2) NRF Maintenance I (PT) employees to PW - Maintenance (PT). The total estimated cost for 2021 is $3,031. Finance Director Kevin Wachtel provided and overview of the item. (refer to audio) VILLAGE OF ORLAND PARK Page 9 of 12 Committee of the Whole Meeting Minutes August 2, 2021 Human Resource Director Denise Maiolo presented information regarding the internship program. (refer to audio) Village Manager Koczwara had comments regarding the internship program. (refer to audio) Trustee Milani had comments and questions. (refer to audio) Village Manager Koczwara and Director Maiolo responded to Trustee Milani. (refer to audio) Trustee Katsenes had questions. (refer to audio) Village Manager Koczwara responded to Trustee Katsenes. (refer to audio) Trustee Healy had comments. (refer to audio) Trustee Kampas had comments and questions. (refer to audio) Village Manager Koczwara and Director Maiolo responded to Trustee Kampas. (refer to audio) Trustee Milani had comments. (refer to audio) Village Manager Koczwara responded to Trustee Milani's comments. (refer to audio) President Pekau had comments and questions. (refer to audio) Village Manager Koczwara responded to President Pekau. (refer to audio) President Pekau entertained motion to amend the motion to approve an increase in the general fund expenditure budget in the amount of $47,570 and not include the internship program. It was moved by Trustee Katsenes and seconded by Trustee Healy. (refer to audio) Trustee Riordan had questions. (refer to audio) Village Manager Koczwara responded to Trustee Riordan. (refer to audio) President Pekau had additional comments. (refer to audio) Trustee Riordan had additional questions. (refer to audio) Village Manager Koczwara responded to Trustee Riordan. (refer to audio) VILLAGE OF ORLAND PARK Page 10 of 12 Committee of the Whole Meeting Minutes August 2, 2021 President Pekau had additional comments. (refer to audio) Trustee Radaszewski had comments and questions. (refer to audio) Village Manager Koczwara responded to Trustee Radaszewski. (refer to audio) Trustee Milani had additional comments and questions. (refer to audio) President Pekau responded to Trustee Milani and had comments. (refer to audio) A roll call vote was taken on the amendment to the motion. All were in favor. (refer to audio) I move to recommend that the Village Board approve an increase in the General Fund expenditure budget in the amount of $47,570 and not include the internship program, an increase in the Water & Sewer Fund expenditure budget of $316,430, an increase in the Recreation & Parks Fund of $9,981, and a decrease in the Capital Project Fund expenditure budget of $251,928 as detailed on the FY2021 Amendment #4. A motion was made by Trustee Healy, seconded by Trustee Radaszewski, that this matter be APPROVED. The motion carried by the following vote: Aye: 7- President Pekau, Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, and Trustee Radaszewski Nay: 0 2021-0572 An Ordinance Amending Appendices A and B to Ordinance No. 5622 - Ordinance The attached ordinance formally approves amended Appendix A and Appendix B that were approved by the Board on December 21, 2020 and amended on April 19, 2021, and June 7, 2021. These appendices reflect changes to part-time positions as summarized below. The changes to the Salary Ordinance are: Remove After School Pals Instructor (Grade 100). The program was eliminated last year. Remove position title of Seasonal Maintenance (Grade 100) and combine employees with existing Seasonal - Part Time position (Grade 100). Remove position title of Seasonal Maintenance II (Grade 350) and create Seasonal - Part Time II position (Grade 350). Create the position of Maintenance Employee - Part Time (Grade 350). Remove the following positions, and move employees into the position of Maintenance VILLAGE OF ORLAND PARK Page 11 of 12 Committee of the Whole Meeting Minutes August 2, 2021 Employee - Part Time (Grade 350). -Hydrant Painter (Grade 200). -Sign Remover (Grade 200). -Public Works Facilities Attendant (Grade 200). -Maintenance Employee (Grade 300). -Maintenance Employee II (Grade 350). Create the position of Intern - Graduate (Grade 300). Trustee Milani had a question. (refer to audio) President Pekau responded to Trustee Milani and had questions. (refer to audio) Village Manager Koczwara responded to President Pekau. (refer to audio) I move to recommend that the Village Board approve an ordinance entitled: An Ordinance Amending Appendices A and B to Ordinance No. 5622 ADJOURNMENT: 8:02 P.M. A motion was made by Trustee Kampas, seconded by Trustee Milani, that this matter be ADJOURNED. The motion carried by the following vote: Aye: 7- President Pekau, Trustee Healy, Trustee Nelson Katsenes, Trustee Milani, Trustee Kampas, Trustee Riordan, and Trustee Radaszewski Nay: 0 2021-0594 Audio Recording for the August 2, 2021 Committee of the Whole Meeting NO ACTION /AS APPROVED: August 16, 2021 Respectfully Submitted, /s/ Patrick R. O'Sullivan Patrick R. O'Sullivan, Village Clerk VILLAGE OF ORLAND PARK Page 12 of 12