Committee of the Whole

VILLAGE OF ORLAND PARK 14700 Ravinia Avenue Orland Park, IL 60462 www.orlandpark.org Meeting Minutes Monday, May 16, 2022 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 May 16, 2022 CALL TO ORDER/ROLL CALL The meeting was called to order at 6:01 P.M. Present: 7 - President Pekau; Trustee Healy; Trustee Nelson Katsenes; Trustee Milani; Trustee Kampas; Trustee Riordan and Trustee Radaszewski APPROVAL OF MINUTES 2022-0401 Approval of the May 2, 2022, Committee of the Whole Minutes I move to approve the Minutes of the Regular Meeting of the Committee of the Whole of May 2, 2022. A motion was made by Trustee Nelson Katsenes, 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 ITEMS FOR SEPARATE ACTION 2022-0365 Catalina Subdivision Water main and Storm Sewer Phase 1 through 3 Engineering - Proposal Catalina subdivision was developed in phases in the early through mid-1970’s. The water mains were installed using cast iron pipes, while current standard is ductile iron pipe with a polyvinyl wrap or water main-quality C900 PVC pipe. Over the fifty (50) years of service, the water mains have corroded on the exterior of the pipe, which has caused numerous water main breaks. Public Works is systematically replacing and/or lining these older cast iron pipes throughout the Village. In addition, the Catalina subdivision area homes are prime candidates for remodeling, building additions, and upgrades, which will require larger water service sizes. This area is best suited for water main replacement and storm water improvements for the reduction of subdivision flooding. This will allow the opportunity to increase pipe diameter to improve flow characteristics and upgrade water services, while mitigating drainage issues. Public Works sent a request for proposals (RFP) to the seven (7) civil engineering firms from the designated prequalified consultants for project design. Proposals were requested to be broken down over the next three (3) years. Staff received three (3) proposals of the seven (7) requested. A summary of the proposals is below. Christopher B. Burke Engineering, Illinois - $1,320,528.00 Engineering Resource Associates of Chicago, Illinois - $1,358,009.26 VILLAGE OF ORLAND PARK Page 2 of 20 Committee of the Whole Meeting Minutes May 16, 2022 Thomas Engineering Group of Aurora, Illinois - $1,372,446.00 The total cost of the project will be broken up over the next four (4) years. Engineering for Phase I will begin in 2022 for the 2023 construction season. The project funding will be broken up over the next three (3) years as follows: - Engineering for 2023 water main and storm water improvements, including storm water modeling, and survey for all three (3) phases of the project that will take place in 2022 at a cost of $351,069.33. - Design engineering for Phase II (2023) and Phase III (2024) to include water main and storm water improvements at a cost of $226,138.66. - Construction oversite (Tasks 11-16 plus Direct Cost on the proposal) for all three (3) phases will $247,773.33 per year, for a total cost of $743,320.00. All three (3) proposals included the same scope of work. Christopher B. Burke, the lowest bidder, has extensive experience working with the Village. I move to recommend to the Village Board to approve the proposal from Christopher B. Burke Engineering of Rosemont, Illinois for engineering and construction oversight for an amount not to exceed $1,320,528.00 for all three (3) phases of the project, plus a 2% contingency of $26,410.56, for total of $1,346,938.56. A motion was made by Trustee Milani, seconded by Trustee Kampas, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. 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 2022-0383 Tyler Human Capital Management Implementation Services The Village contracted with Tyler Technologies in December of 2020 to purchase modules of their municipal software suite to replace the Village's existing municipal software. The Tyler Technologies modules the Village purchased included Tyler ERP (Munis), Tyler Human Capital Management (HCM), and Tyler Enterprise Permitting & Licensing (EPL-EnerGov). The Village had already invested in Tyler products through use of their Enterprise Asset Management (EAM), 311 Citizen Access, and Enterprise Public Safety software platforms. The implementation of the additional enterprise applications require a complex work effort involving the coordination of staff resources, Tyler resources, as well as work efforts including project planning, business process re-engineering, data conversion change management, system and process documentation, and staff training. VILLAGE OF ORLAND PARK Page 3 of 20 Committee of the Whole Meeting Minutes May 16, 2022 Realizing the Village did not have existing resources to successfully manage these implementations, staff issued a Request For Proposals in January 2021. The Village awarded the contract to Insight Public Sector, Inc. and Data Climb in March 2021 to provide project management services to implement the Tyler ERP and EPL modules. Data Climb personnel successfully managed the implementation of Tyler ERP, which cutover into production the week of May 2, 2022. The implementation of Tyler Enterprise Permitting and Licensing is planned to begin in May 2022 and to go live in production in the spring of 2023. Tyler HCM is planned to begin in July 2022 and to go live in production in July 2023. The implementation of Tyler HCM is much broader in scope and complexity than Tyler ERP, directly impacting every Village employee. The Village has also recently encountered the turnover of three out of four full time positions in the Human Resources Department, as well as both payroll resources in the Finance Department. It is essential that the Village ensure adequate staffing resources to successfully implement Tyler HCM. Staff requested a proposal from Insight Public Sector/Data Climb (attached) and negotiated to maintain the same hourly rates included in their existing contract. Staff therefore recommends approval to amend their existing contract to add Tyler HCM project management and implementation services. This item was reviewed and approved by the Technology Commission on May 4, 2022, and referred to the Committee of the Whole and Board of Trustees for approval. Trustee Riordan had questions. (refer to audio) Village Manager George Koczwara responded to Trustee Riordan. (refer to audio) Information Technology Director David Buwick and Finance Director Kevin Wachtel presented information regarding this matter. (refer to audio) President Pekau had a question. (refer to audio) Director Wachtel responded to President Pekau. (refer to audio) Trustee Riordan had questions. (refer to audio) Village Manager Koczwara responded to Trustee Riordan. (refer to audio) Trustees Healy and Riordan had questions. (refer to audio) Director Wachtel, President Pekau, and IT Director Buwick responded to their questions. (refer to audio) VILLAGE OF ORLAND PARK Page 4 of 20 Committee of the Whole Meeting Minutes May 16, 2022 Trustee Kampas had comments and questions. (refer to audio) Director Wachtel and Village Manager Koczwara responded to Trustee Kampas. (refer to audio) I move to recommend to the Village Board to approve the amendment to the contract with Insight Public Sector for the not to exceed amount of $548,208. A motion was made by Trustee Kampas, seconded by Trustee Radaszewski, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. 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 2022-0212 2022 Asphalt Pavement Patching - Bid Award The 2022 Asphalt Pavement Patching project comprises the required maintenance upkeep for a large amount of asphalt roadway, parking lot and multi-use path patching at various spot-locations throughout the village. For 2022, the locations for the above-described pavement maintenance activities are listed below by targeted location. The attached Exhibit A ITB 22-034 Asphalt Patching Location Maps is provided to indicate the initial target locations within the village. These locations include: Marley Creek Ishnala South Quintana (138th Place) 84th Avenue- north of 143rd Street Sunrise Lane- east of 94th Avenue Ravinia Avenue- pedestrian path Centennial Park pedestrian paths 143rd Street Metra Lots (not shown in Exhibit A) 153rd Street Metra Lots (not shown in Exhibit A) Potential further Street & Multi-Use Path Locations TBD, depending on available remaining funding An invitation to bid for the 2022 Asphalt Pavement Patching project was published on the BidNet Direct website on April 25, 2022. BidNet data indicates one hundred twenty-seven (127) vendors were matched for this bid and ten (10) vendors downloaded all documents for the bid. On Monday, May 9, 2022 at 11:00am, three (3) sealed bids were opened by the Clerk’s Office for this project. The attached Exhibit B ITB 22-034 Bid Tabulation Sheet and Bid Responsiveness Sheet shows details of the bids for reference, and a summary of lump sum bid amounts is below: VILLAGE OF ORLAND PARK Page 5 of 20 Committee of the Whole Meeting Minutes May 16, 2022 Lindahl Brothers Inc. of Bensenville, Illinois - $476,000.00 M&J Asphalt Paving Company of Cicero, Illinois - $513,950.00 Advantage Paving Solutions Inc. of Joliet, Illinois - $564,250.00 Lindahl Brothers Inc. of Bensenville, Illinois is identified as the lowest responsible bidder for the 2022 Asphalt Pavement Patching project, with a submitted project cost of $476,000.00 as indicated by Exhibit C. This cost is slightly above Public Works staff’s estimate of $470,000.00 for the anticipated project work areas. However, the overall road improvement program budget program has funding available to cover the $6,000.00 shortfall. Also noteworthy is the fact that this project is a quantity-based project, which means the quantity of patching work given to the contractor dictates the amount of work performed, and thus determines the overall project cost. Therefore, it is staff's recommendation that Lindahl Brothers Inc. of Bensenville, Illinois be awarded the project for the 2022 Asphalt Pavement Patching project in the amount of $476,000.00. I move recommend to the Village Board to accept the bid from Lindahl Brothers Inc. of Bensenville, Illinois for the 2022 Asphalt Pavement Patching project in an amount not to exceed $476,000.00. A motion was made by Trustee Milani, seconded by Trustee Kampas, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. 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 2022-0001 Village Hall Board Room and Executive Conference Room Renovation - RFP 22-027 On April 13, 2022, the Village issued Request for Proposal (RFP) 22-027 “Village Hall Board Room and Executive Conference Room Renovation,” requesting bids from contractors interested in providing all labor, materials, and equipment to complete Village Hall Board Room and Executive Conference Room Renovations that include the board room’s dais, junior dais on each side, lighting, carpeting, new walls, access doors, and creating an audio-visual room on the balcony. During the two (2) weeks that the bid was open for review, twenty-eight (28) vendors downloaded either partial or complete bid packages. On April 21, 2022, an optional pre-bid meeting was held at Village Hall, which representatives from seven (7) firms attended. RFP 22-027 was opened on April 26, 2022, at which point one (1) firm had submitted a proposal. The qualifying bid package and an audit of the bid submittal are attached for reference. It should be noted that the Village opted to not have completed any of the alternative items listed in the scope of work. A summary of the proposal price is provided below: VILLAGE OF ORLAND PARK Page 6 of 20 Committee of the Whole Meeting Minutes May 16, 2022 Proposal Summary - Industria, Inc. Construction Labor: $342,214.00 Construction Material: $208,606.00 Construction Equipment: $15,750.00 Project Management: $50,414.00 Grand Total Proposal Cost: $616,984.00 Public Works staff reached out to three (3) of the references provided by Industria, Inc., all of whom had positive experiences working with them in the past. Many of the previous projects that the references had worked on with Industria were much larger in scopes than the Board Room and Executive Conference Room Renovation project, and all three (3) references believed Industria would have no issue with this project’s scope of work. Public Works staff also spoke directly with the owner of Industria, who expressed a strong interest in working with the Village. According to the submittal documents provided by lndustria, Inc., they are a professional construction services firm that provides general contracting services to federal and government clients. The company has been delivering construction projects for over twenty-five (25) years, and has successfully delivered projects for various Federal and Local government agencies, including but not limited to Scott Air Force Base (375th Contracting Squadron), Department of Veteran Affairs, General Service Administration, NAVFAC, USACE, the University of Illinois at Chicago, the University of Illinois at Urbana Champaign, and the Illinois Capital Development Board. lndustria has completed hundreds of contracts totaling over two hundred (200) million dollars in a variety of geographic locations. In addition, staff received verbal pricing in 2021 from a Job Order Contractor, Core Construction, and a Construction Management Contractor, Harbour Construction, who estimated that the scope of work was above $600,000 for the board room renovation. With the additional executive conference room work, the total project was estimated to be $665,000 and was budgeted for this amount. As such, based on pricing and firm qualifications, staff recommends approving the proposal from Industria, Inc. for $616,984.00. A 5% ($30,849.20) contingency is requested to address change orders made necessary by circumstances not reasonably foreseeable at the time the proposal was signed. President Pekau had comments and questions. (refer to audio) Director of Public Works Joel Van Essen and Village Manager Koczwara responded to President Pekau. (refer to audio) I move to recommend to the Village Board to approve awarding RFP 22-027 to Industria, Inc. of Des Plaines, IL for a total amount not to exceed $647,833.20 VILLAGE OF ORLAND PARK Page 7 of 20 Committee of the Whole Meeting Minutes May 16, 2022 ($616,984.00 plus a 5% contingency of $30,849.20). A motion was made by Trustee Healy, seconded by Trustee Riordan, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. 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 2022-0417 Triangle TIF District Amendment and Downtown Orland Park TIF District Designation Support (Plus Business District) The Main Street Triangle Tax Increment Financing (TIF) District was established by the Village Board on October 14, 2004. Thus, it is scheduled to expire on December 31, 2027 with a final year of tax collections in 2028. There has been significant Village and private investment in the Main Street Triangle TIF District since its establishment. However, portions of the TIF District remain undeveloped. In order to facilitate the next phase of development in and around the TIF District, the Village will need to 1) amend the existing TIF District boundary to include a subset of the parcels currently in the TIF District and 2) designate a new TIF District on some the parcels currently in the TIF District, to be known as the Downtown Orland Park TIF District. SB Friedman Development Advisors LLC (SB Friedman) is a Chicago-based consultancy working with the public and private sectors in a range of disciplines including market analysis and real estate economics, development strategy and planning, and public-private partnership and implementation. The Village is seeking Board approval to hire SB Friedman for TIF District related services, as well as possible implementation of a Business Improvement District overlapping the new Downtown Orland Park TIF District. A Business District would enable the Village to impose up to a 1% Business District Sales Tax and Hotel Tax that could be made available for Business District eligible development costs such as property acquisition, public improvements and infrastructure work. SB Friedman’s full proposal and scope of services is included for review. Geoff Dickinson of SB Friedman presented information regarding this matter. (refer to audio) President Pekau had comments. (refer to audio) Mr. Dickinson continued his presentation. (refer to audio) President Pekau had additional comments and questions. (refer to audio) VILLAGE OF ORLAND PARK Page 8 of 20 Committee of the Whole Meeting Minutes May 16, 2022 Village Manger Koczwara and Mr. Dickerson responded to President Pekau. (refer to audio) Mr. Dickinson continued his presentation. (refer to audio) Trustees Milani and Riordan had questions. (refer to audio) Mr. Dickinson and President Pekau responded to their questions. (refer to audio) Trustee Healy had questions. (refer to audio) President Pekau and Village Manager Koczwara responded to Trustee Healy. (refer to audio) Mr. Dickinson had closing comments. (refer to audio) I move to recommend to the Village Board to authorize the Village Manager to execute a contract between the Village of Orland Park and SB Friedman Development Advisors LLC in the submitted proposal amount for professional services related to the Main Street Triangle TIF District Amendment and Downtown Orland Park TIF District Designation Support, along with Support fora Related Business Improvement District Designation. A motion was made by Trustee Radaszewski, seconded by Trustee Kampas, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. 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 2022-0419 A Resolution Declaring an Intent to Reimburse Certain Redevelopment Project Costs (Downtown Orland Park TIF District) and A Resolution Declaring an Intent to Reimburse Certain Redevelopment Project Costs (Downtown Orland Park Business District) The Main Street Triangle Tax Increment Financing District (MST TIF District) was established by the Village Board in April of 2004. Thus, it is scheduled to expire on December 31, 2027 with a final year of tax collections in 2028. There has been significant Village and private investment in the MST TIF District since its establishment. However, portions of the MST TIF District remain undeveloped. In order to facilitate the next phase of development in and around the MST TIF District, the Village will need to 1) amend the existing MST TIF District boundary to a subset of the parcels currently in the district and 2) designate a new Downtown Orland Park TIF District (DOP TIF District) in and around the Main Street Triangle TIF District. VILLAGE OF ORLAND PARK Page 9 of 20 Committee of the Whole Meeting Minutes May 16, 2022 By reducing the MST TIF District boundaries and creating a new DOP TIF District, impacted taxing bodies will receive new tax revenue. School Districts 135 and 230 alone will receive $4.3 million in new tax revenue over the next five years. In total, all impacted taxing bodies, including the Orland Fire Protection District, Moraine Valley Community College, and Orland Township will receive $6.92 million in new tax revenue. At the same time as all impacted taxing bodies are receiving this additional tax revenue, the Village of Orland Park is able to deliver on the Village’s long term downtown development goal. But for the new DOP TIF district, Downtown Orland Park will remain undeveloped and the tax revenue all impacted taxing bodies will receive for the undeveloped parcels will remain zero. When the Village of Orland Park approved the concept of a Downtown in 2004, they funded this ambitious and transformative plan with over $40 million in non-TIF generated revenue over the past twenty years. The newly proposed TIF plan better secures the development of Downtown Orland Park, provides all impacted taxing bodies with $6.92 million in new tax revenue, all while ensuring that tax payers do not have to pay anything additional toward creating the Downtown that has been desired since 2004. Amend MST TIF boundary and Create New DOP TIF The Village currently has one TIF District, the Main Street Triangle TIF District. While the Village has been pursuing redevelopment of this site for two decades, a viable plan to develop the site is now taking shape. At the May 2, 2022 Village Board meeting, the Village Board adopted a conceptual plan for Downtown Orland Park. In order to proceed with this development, the Village previously proposed an extension of the existing MST TIF District. After meeting with the impacted taxing bodies and hearing their concerns, the Village prepared an alternate proposal designed to better suit each of the taxing body’s needs. Based on the feedback received, the MST TIF District would be amended to only include the University of Chicago Medical Center (UCMC) property and existing Village-owned parking structure. The amended MST TIF District would still end, for tax levy purposes, after the 2027 tax levy, and for expenditure purposes as of December 31, 2028, with the receipt of the TIF incremental revenues from the 2027 tax levy (the 23rd year following the year in which the TIF District was formed (2004)) during 2028. Under this scenario, each impacted taxing body will begin to capture the MST TIF District increment from the 9750 On The Park apartment development starting in 2023 (which, significantly, is five years earlier than if the current MST TIF District remained in place for its full life) and the Village will be able to create the new DOP TIF District to help fund the final phases of the VILLAGE OF ORLAND PARK Page 10 of 20 Committee of the Whole Meeting Minutes May 16, 2022 Downtown redevelopment project. But for the new DOP TIF District, the redevelopment project will not be possible. The new DOP TIF District boundary will include all of current MST TIF District, except the UCMC property, the Village-owned parking structure, which will remain in the MST TIF District (both of which are property tax exempt), and the 9750 On The Park apartments development (which will not be in any TIF District after amendment of the MST TIF District), and will also incorporate the Metra parking area on the west side of the train tracks. The new DOP TIF District will last for twenty-three (23) years. The Village is confident that this tax increment financing (TIF) proposal will achieve the same long-term goals as the original MST TIF District extension proposal, including yielding a higher property valuation and better revenues for all taxing bodies, without encumbering the short-term real estate taxes from the 9750 On The Park apartments. Overview of Tax Increment Financing Tax increment financing is the premier economic development tool of municipalities in the State of Illinois. TIF Districts provide municipalities with a mechanism to encourage local economic development where development would not occur without the use of incentives. TIF Districts operate by reinvesting incremental taxes generated through new development within a TIF District back into that TIF District. The incremental tax revenue value is determined using the tax rates of overlapping taxing bodies. Unless amended, reinvestment of incremental tax revenues within the TIF Districts is limited to a period of twenty-three years. While a TIF District is in effect, all overlapping taxing bodies forego tax revenues on the increase in equalized assessed value (EAV) created by redevelopment projects within the TIF District. The EAV of a TIF District at the time TIF District is established is termed the “base year” assessment. Overlapping taxing districts continue to receive tax revenues from parcels located within the TIF Boundaries based on the base value assessment, but any incremental revenues accrue to the TIF District to meet eligible obligations. Upon expiration of the TIF district, any surplus funds are redistributed to the overlapping taxing bodies. Business Development and Redevelopment District A Business Development and Redevelopment District, often referred to as a Business Development District (BDD) is a special financing program created by a municipality to encourage the development of new businesses in targeted areas of the community. This program enables municipalities to attract development on vacant properties VILLAGE OF ORLAND PARK Page 11 of 20 Committee of the Whole Meeting Minutes May 16, 2022 and redevelop existing properties within a designated BDD area. New business development will increase local services and amenities, increase employment opportunities, and increase sales and property tax revenues to the municipality and other taxing bodies. This economic development tool is very flexible and allows districts to impose and collect up to 1.0% additional sales tax and hotel tax to fund any project that benefits the district. Business Development Districts allow municipalities to make and enter into all contracts necessary or incidental to the furtherance of a business district plan - including payments to private developers for eligible business district project costs. It is anticipated that as part of this project, a BDD will be established within the same boundaries as the original TIF District. Intent to Reimburse Certain Redevelopment Project Costs The Village is authorized, under the provisions of the Tax Increment Allocation Redevelopment Act, 65 ILCS 5/11-74.4-1 et seq. (TIF Act), to finance “redevelopment project costs,” as defined in Section 3(q) of the TIF Act, 65 ILCS 5/11-74.4-3(q) (TIF Project Costs), in connection with redevelopment project areas established in accordance with the requirements set forth in the TIF Act By adopting the attached Resolutions, the Village President and Board of Trustees of the Village will authorize funding for the feasibility studies under the TIF Act and the Business District Development and Redevelopment Law (each a Feasibility Study), to determine if the areas set forth on Exhibit A in each Resolution(each a “Study Area”), may be designated as a redevelopment project area, also known as a TIF District, under the TIF Act and a Business Development District under the Business Development and Redevelopment District Law, 65 ILCS 5/11-74.3-1, et seq. As a result of the authorization of the Feasibility Study, the Village will be expending funds for costs which, if the Study Areas are established as a TIF District and / or a Business Development District pursuant to their respective enabling statutes, would be reimbursable from revenues generated from properties within the respective Study Areas, relatives to the costs incurred with respect to the designation of said Study Area (“Expenditures”). President Pekau had comments. (refer to audio) I move to recommend to the Village Board to adopt a Resolution declaring the Village of Orland Park’s official intent to reimburse expenditures (Downtown Orland Park Tax Increment Financing District); AND VILLAGE OF ORLAND PARK Page 12 of 20 Committee of the Whole Meeting Minutes May 16, 2022 I move to recommend to the Village Board to adopt a Resolution declaring the Village of Orland Park’s official intent to reimburse expenditures (Downtown Orland Park Business District). A motion was made by Trustee Milani, seconded by Trustee Nelson Katsenes, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. 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 2022-0270 RFP #22-017, Triangle Utility Relocation Design, Consultant Recommendation A Request for Proposals (RFP #22-017) was issued by the Village to engineering firms for the design of the relocation of existing utilities within the Triangle development. The Village will be responsible for relocating its storm, sanitary, and water utilities in the Triangle in preparation of development construction in the Triangle. The selected consultant will be responsible for delivering plans and specifications to the Village that can be directly conveyed to the contractor for construction. While the focus of the RFP is the design of the utility improvements, proposers were encouraged to submit an optional price alternate for construction engineering services. If selected, the consultant responsible for construction engineering would act as the Village's liaison present in the field during construction of the utility relocation improvements. The RFP was released via BidNet on February 15, 2022, and responses were due on March 8, 2022. Nineteen (19) firms downloaded the RFP. The Village received one (1) response, a hard-copy proposal by SPACECO, Inc. (SPACECO) for $69,590.00. SPACECO also submitted an alternate construction engineering price of an additional $59,060. Staff recommends SPACECO, Inc. as the selected consultant for the relocation design only. Construction engineering services will be pursued as part of a later RFP. Staff recommends the selection of SPACECO specifically for the utility design for the following reasons: SPACECO has been involved in the design of the development, including the utilities, since the project's inception in 2005. SPACECO has the best knowledge of the project history and unique utility and permitting issues present. The cost proposed is fair and reasonable compared to designs of similar size, scope and schedule. VILLAGE OF ORLAND PARK Page 13 of 20 Committee of the Whole Meeting Minutes May 16, 2022 The SPACECO proposal accurately identifies critical relocation issues, including maintaining service to existing tenants throughout construction and providing a maintainable and accessible utility design. SPACECO is able to commit to the aggressive design schedule, which will be crucial to relocate the utilities in preparation of the development's construction. President Pekau and Trustee Riordan had comments. (refer to audio) I move to recommend awarding the Triangle Utility Relocation Design contract to SPACECO, Inc. in an amount not to exceed $69,590; AND I move to recommend authorizing the Village Manager to execute all related contracts, subject to Village Attorney review. A motion was made by Trustee Riordan, seconded by Trustee Kampas, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. 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 2022-0408 FY2022 Budget Amendment #4 - Approval A detailed spreadsheet (by fund) reflecting budget adjustments is attached. This is the second budget amendment for FY2022. Debt Service - Converted Chart of Accounts As part of the transition to Tyler Munis Financials, the chart of accounts was updated and debt service payments for term loans was moved from the Capital Projects Fund to the Debt Service Fund. These debt service payments were previously funded by a transfer from the General Fund. As such, this transfer will now be made to the Debt Service Fund. This change is net neutral. Change Economic Development Coordinator to Manager The creation of the Economic Development Manager position would eliminate the vacant Economic Development Coordinator position. Local development makes an important contribution to national economic performance and has become more critical with increased global competition, population mobility, and technological advances. This new role acknowledges the importance that economic development plays in the Village by enhancing roles and responsibilities of this position. VILLAGE OF ORLAND PARK Page 14 of 20 Committee of the Whole Meeting Minutes May 16, 2022 Change Recreation Graphic Designer from PT to FT The Recreation & Parks Department has undergone substantial growth since the part-time Graphics Designer position was created over 10 years ago. New divisions have been added to the Department including the Civic Center, Museum, Stellwagen Farm, the John Humphrey House, and athletics fields & surfaces, each requiring marketing, social media, website design and/or materials to be created and produced. Additionally, the Department continues to increase the number of recreation programs and special events on an ongoing basis including an expanded Holiday Fest, the Brewfest, the Centennial Park West Concert Series, Sportsplex fitness programs, new athletic opportunities, Children Improv, drive-in movies, a Night of Charcuterie, 1865 at Stellwagen, the Luminary Walk, an upcoming pop-up event and an ever growing need to maintain and increase the department’s presence on social media. Further, Recreation & Parks staff now designs, maintains and updates the department’s web page. This position has also taken on the responsibility of creating and producing marketing materials for the Veterans Commission, invitations for various Village events, materials for new initiatives as needed (i.e. 9/11 commemoration, vaccination clinics, Ukrainian donation collection, Snow Angels, Hydrant Helpers, Commissioners Dinner). As such, staff seeks approval to change the part-time Graphics Designer position, to a full-time Graphic Artist/Multimedia Developer and Designer role. The addition of this full-time position will: · improve the timeliness in the production of department marketing materials · ensure the Recreation and Parks website page is more frequently updated · provide consistent, expertly produced social media content · support the ability to produce an ever increasing volume of marketing materials · enable the department to better promote outdoor recreation and parks amenities · designate a specific person for proofing, copying writing and editing Project Manager for Tyler Human Capital Management Software Implementation The Village contracted with Tyler Technologies in December 2020 to purchase modules of their municipal software suite to replace the Village's existing municipal software. The Tyler Technologies modules the Village purchased included Tyler ERP (Munis), Tyler Human Capital Management (HCM), and Tyler Enterprise Permitting and Licensing (EPL-EnerGov). The Village had already invested in Tyler products through use of their Enterprise Asset Management VILLAGE OF ORLAND PARK Page 15 of 20 Committee of the Whole Meeting Minutes May 16, 2022 (EAM), 311 Citizen Access, and Enterprise Public Safety software platforms. The implementation of the additional enterprise applications require a complex work effort involving the coordination of staff resources, Tyler resources, as well as work efforts including project planning, business process re-engineering, data conversion, change management, system and process documentation, and staff training. Realizing the Village did not have the existing resources to successfully manage these implementations, staff issued a Request For Proposals in January 2021. The Village awarded the contract to Insight Public Sector, Inc. and Data Climb in March 2021 to provide project management services to implement the Tyler ERP and EPL modules. Data Climb personnel successfully managed the implementation of the Tyler ERP, which cutover into production the week of May 2, 2022. The implementation of Tyler Enterprise Permitting and Licensing is planned to begin in May 2022 and to go live in production in the spring of 2023. Tyler HCM is planned to begin in July 2022 and to go live in production in July 2023. The implementation of Tyler HCM is much broader in scope and complexity than Tyler ERP, directly impacting every Village employee. The Village has also recently encountered the turnover of three out of four full time positions in the Human Resources Department, as well as both payroll resources in the Finance Department. It is essential that the Village ensure adequate staffing resources to successfully implement Tyler HCM. Staff requested a proposal from Insight Public Sector/Data Climb (attached) and negotiated to maintain the same hourly rates included in their existing contract. Staff therefore recommends approval to amend their existing contract to add Tyler HCM project management and Implementation services. President Pekau had a question. (refer to audio) Finance Director Kevin Wachtel responded to President Pekau. (refer to audio) I move to recommend an increase in the an increase in the General Fund expenditure budget in the amount of $18,100, an increase in the Debt Service Fund expenditure budget in the amount of $1,103,101, and an increase in the Debt Service Fund revenue budget in the amount of $1,103,101, a decrease in the Capital Projects Fund expense budget in the amount of $953,101, and a decrease in the Capital Projects Fund expenditure budget in the amount of $920,109 as detailed on the FY2022 Amendment #4. A motion was made by Trustee Healy, seconded by Trustee Kampas, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. 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 16 of 20 Committee of the Whole Meeting Minutes May 16, 2022 2022-0410 An Ordinance Amending Appendices A and B to Ordinance No. 5676 - Third Amendment - Ordinance The attached ordinance formally approves amended Appendix A and Appendix B that were approved by the Board on December 20, 2021 and amended on April 4, 2022 and April 18, 2022. These appendices reflect changes to full-time and part-time positions, along with salary ranges, as summarized below. The changes to the Salary Ordinance are: · Create the full time position of Graphic Artist/Multimedia Developer and Designer (Grade 3) - replacing two (2) part time positions. · Add the full time Position of Deputy Village Clerk (Grade 6) - replacing one (1) clerical position. · Change the Grade of the Executive Assistant position from Grade 5 to Grade 6 (in-line with Deputy Village Clerk grade) · Eliminate the Economic Development Coordinator position (Grade 9) and create the Economic Development Manager position (Grade 10) Graphic Artist/Multimedia Developer and Designer The Recreation & Parks Department has undergone substantial growth since the part-time Graphics Designer position was created over 10 years ago. New divisions have been added to the Department including the Civic Center, Museum, Stellwagen Farm, the John Humphrey House, and athletics fields & surfaces, each requiring marketing, social media, website design and/or materials to be created and produced. Additionally, the Department continues to increase the number of recreation programs and special events on an ongoing basis including an expanded Holiday Fest, the Brewfest, the Centennial Park West Concert Series, Sportsplex fitness programs, new athletic opportunities, Children Improv, drive-in movies, a Night of Charcuterie, 1865 at Stellwagen, the Luminary Walk, an upcoming pop-up event and an ever growing need to maintain and increase the department’s presence on social media. Further, Recreation & Parks staff now designs, maintains and updates the department’s web page. This position has also taken on the responsibility of creating and producing marketing materials for the Veterans Commission, invitations for various Village events, materials for new initiatives as needed (i.e. 9/11 commemoration, vaccination clinics, Ukrainian donation collection, Snow Angels, Hydrant Helpers, Commissioners Dinner). As such, staff seeks approval to change the part-time Graphics Designer position, to a full-time Graphic Artist/Multimedia Developer and Designer role. VILLAGE OF ORLAND PARK Page 17 of 20 Committee of the Whole Meeting Minutes May 16, 2022 The addition of this full-time position will: · improve the timeliness in the production of department marketing materials · ensure the Recreation and Parks website page is more frequently updated · provide consistent, expertly produced social media content · support the ability to produce an ever increasing volume of marketing materials · enable the department to better promote outdoor recreation and parks amenities · designate a specific person for proofing, copying writing and editing Deputy Village Clerk Previously, the Village had a dedicated Deputy Village Clerk position. When the Clerk’s Office was consolidated with the Village Manager’s Office as part of a cost saving measure, the position of Deputy Village Clerk was eliminated and one (1) full-time clerical employee was moved as part of the consolidation. The reinstatement of the Deputy Village Clerk position is being done by eliminating the one (1) clerical position. Executive Assistant The Executive Assistant roles in the organization are confidential roles similar to the confidential role of the Deputy Village Clerk. Economic Development Manager The creation of the Economic Development Manager position would eliminate the vacant Economic Development Coordinator position. Local development makes an important contribution to national economic performance and has become more critical with increased global competition, population mobility, and technological advances. This new role acknowledges the importance that economic development plays in the Village by enhancing roles and responsibilities of this position. I move to recommend adopting an Ordinance entitled: ORDINANCE AMENDING APPENDICES A AND B TO ORDINANCE NO. 5676 - THIRD AMENDMENT. A motion was made by Trustee Milani, seconded by Trustee Riordan, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. 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 18 of 20 Committee of the Whole Meeting Minutes May 16, 2022 2022-0421 An Ordinance Amending Title 7, Chapter 4 of the Orland Park Village Code with Regard to Liquor Licensing 2021 saw a large increase in the number of businesses summoned before the Liquor Commission of the Village of Orland Park for hearings concerning the status of their Village liquor licenses. As a part of increased interaction with many of these businesses regarding their conduct and the licensing process, a number of changes to the Village Code were identified which could promote clarity, consistency and the safe operation of liquor establishments. A working group was established which consulted with key stakeholders regarding updates and modifications to the existing Liquor Code. The attached Ordinance updates the classes of Liquor Licenses to allow for the possibility of events with liquor to occur on Village-owned property that is not the Civic Center. It also creates a conditional approval process for businesses with lengthy construction or buildout timelines so that they can obtain funding and some assurances while not obtaining a full liquor license until they have occupancy. The attached Ordinance also clarifies the renewal process and the deadlines surrounding the same while imposing fines for lateness. It adds a provision making persons who are not in good standing with the Village ineligible for licenses. It also increases the zoning buffer for packaged liquor stores and tightens enforcement language. President Pekau had comments. (refer to audio) I move to recommend to the Village Board to adopt an Ordinance entitled: AN ORDINANCE AMENDING TITLE 7, CHAPTER 4 OF THE ORLAND PARK VILLAGE CODE WITH REGARDS TO LIQUOR LICENSING. A motion was made by Trustee Kampas, seconded by Trustee Radaszewski, that this matter be RECOMMENDED FOR APPROVAL to the Board of Trustees. 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 19 of 20 Committee of the Whole Meeting Minutes May 16, 2022 ADJOURNMENT: 6:45 P.M. A motion was made by Trustee Kampas, seconded by Trustee Nelson Katsenes, 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 2022-0423 Audio Recording for the May 16, 2022, Committee of the Whole Meeting NO ACTION /AS APPROVED: June 6, 2022 Respectfully Submitted, /s/ Patrick R. O'Sullivan Patrick R. O'Sullivan, Village Clerk VILLAGE OF ORLAND PARK Page 20 of 20