Village Board - Workshop Meeting

Village of Romeoville 1050 W Romeo Rd Meeting Minutes Wednesday, May 4, 2016 6:00 PM Student Government Day Village Hall Board Room 1050 W. Romeo Rd. Village Board - Workshop Meeting Village Board - Workshop Meeting Meeting Minutes May 4, 2016 1. CALL TO ORDER-Roll Call Present 7- Jose Chavez, Linda Palmiter, Ken Griffin, Dave Richards, Sue A. Micklevitz, Brian A. Clancy Sr., and John Noak 2. POSTING OF COLORS-PLEDGE OF ALLEGIANCE 3. ITEMS FOR DISCUSSION RES16-2091 A Resolution Approving an Agreement with the Illinois Department of Transportation and the Village of Romeoville for the Metra Improvement Project Mr Zabrocki reported that the Village has been approved to receive Federal CMAQ funding for 80% of the improvement costs for the Metra Station project located at the southwest corner of 135th Street and New Avenue. In order to obtain the funding, the Village is required to enter into an agreement with the Illinois Department of Transportation. This agreement defines the Local Agency participation in the relocation of utilities including the estimated local share of the cost of the relocation. Funds have been budgeted for the Village's share of the improvements. Mayor Noak stated that we are looking at a fall date for the letting and Mr Zabrocki replied we are tentatively looking at the November 4th letting. We have made the submittal time lines thus far and are on track. RES16-2092 A Resolution Awarding the Contract for the Arlington Drive and Kingston Drive Street Lighting Project to Tri-Tech Electric in the Amount of $305,765.00 Mr Zabrocki reported that a bid opening was held on April 18, 2016 for the Arlington Drive and Kingston Drive Street lighting project. The project includes installation of 18 decorative street light poles of the same make and model previously installed in the Village. Three formal bids were received with Tri-Tech Electric providing the lowest bid. The total bid was $305,765. which is below the budgeted amount. Mayor Noak added that this is a nice amenity for the area and he is glad we are able to do this. Trustee Micklevitz (student) asked if it includes labor and equipment and Mr Zabrocki replied yes. Trustee Clancy (student) stated that it is good that they are a local firm. Trustee Richards (student) asked if the light in the picture is the one that is going to be installed and the response is yes minus the banner arms. Village of Romeoville Page 1 Printed on 6/15/2016 Village Board - Workshop Meeting Meeting Minutes May 4, 2016 RES16-2093 A Resolution to Waive the Bid Process and Accept the Price Quote for the Purchase of a Case 590 Super N Backhoe (Sole Vendor) Mr Bjork reported that McCann Industries has provided a price quote for a Case 590 Super N Backhoe. A Case backhoe is desired at they perform well and of course will accept our Case compatible attachments. The existing backhoe has become worn out after 10 years of service but will be kept on hand as a spare. The price of the backhoe is $108,380. which is under the budgeted amount. Trustee Micklevitz (student) asked what is this equipment used for. Mr Bjork replied it is a very versatile machine. We use it during water main breaks and pavement repairs. Trustee Richards (student) asked who services this equipment and the response was the less rigorous maintenance is done in house. If there is a major repair we take it to McCann's as they are a local vendor. RES16-2094 A Resolution to Waive the Bid Process and Accept the Price Quote for the Purchase of a Case SR270 Skidsteer Loader (Sole Vendor) Mr Bjork reported that McCann Industries has provided a price quote for a Case SR270 Skidsteer Loader. A Case skid loader is desired as they perform well and of course will accept our Case compatible skidsteer attachments. The existing skidsteer sustained a catastrophic part failure and the repair is not cost effective. The price is $56,060 which includes a water kit for $1,800 and a 72" brush grapple for $4,300. With a trade in allowance of $5,000 for the old skidsteer for parts, the overall cost is $51,060 which is under the budgeted amount. Trustee Micklevitz (student) asked if there is a warranty for this equipment and the response was there is a short warranty. A question was asked if the options are compatible with what we have now and the response was yes. Trustee Griffin (student) asked what this equipment is used for and the response was that it is a very versatile machine used for many things. RES16-2090 A Resolution Approving the Purchase of Two 2017 Ford Escape S Village of Romeoville Page 2 Printed on 6/15/2016 Village Board - Workshop Meeting Meeting Minutes May 4, 2016 Front Wheel Drive Vehicles Chief Adams reported that this is for the purchase of two staff cars for the Fire Department. These vehicles will replace a 1999 Ford Expedition and a 2001 Ford Crown Victoria. The Village will utilize the joint purchasing program for these vehicles. Trustee Micklevitz (student) asked what these vehicles will be used for and the response was Fire Prevention. Trustee Richards (student) asked what is the advantage of the State Purchasing program and the response was the State does all the homework to guarantee that we get the best price. Trustee Clancy (student) asked what is going to happen to the cars that are being replaced and the response was that they will be auctioned off. Trustee Chavez (student) asked if the cost covers the signage on the vehicles and the response was that the cost for signage and lighting is very minimal and will be taken out of our normal operating budget. RES16-2097 A Resolution Authorizing the Romeoville Reinvestment Program Mrs. Caldwell reported that the proposed program is designed to offer various financial incentives to encourage home improvement as well as encourage the relocation of home based businesses into the business community. The program will provide three types of investment opportunities for Romeoville residents and businesses: home based business relocation incentives, residential home improvement incentives and increased incentives for our Veterans and seniors. Mayor Noak stated that we have been working on this for quite a while. This is a great effort. Staff did a fantastic job in putting this together. This is a great way for residents to reinvest in their homes and community and for local businesses to grow. Trustee Clancy (student) asked if this is for external renovations or could it be used for indoor upgrades as well and the response was that it is for external. Trustee Micklevitz (student) stated that this is a great program and will help improve the Village. Mrs. Caldwell stated that we have received a lot of positive feedback on the program. Village of Romeoville Page 3 Printed on 6/15/2016 Village Board - Workshop Meeting Meeting Minutes May 4, 2016 Trustee Palmiter (student) asked how many gravel driveways still exist in the Village and the response was about 270. Trustee Chavez (student) stated that this is a great way to help improve our community. Trustee Richards (student) asked if there are age restrictions of houses and the response was that the home has to have been built before 1980. Trustee Richards added that this is to promote reinvestment in the older part of the community. ORD16-1278 An Ordinance Approving and Authorizing Entering into and Executing a Cable Television Franchise Between the Village of Romeoville, Illinois and CMN-RUS, Inc. (Metronet) Mrs. Caldwell reported that CMN-RUS, Inc. has filed an application for a non-exclusive CATV Franchise. CMN is a subsidiary of Metronet Holdings LLC. They are requesting to provide services within the Village of Romeoville. In addition to providing the fiber network, they will also support internet service connections with speeds as high as 1Gig for residential customers and wide area network services for business customers scalable up to 10 Gigs and beyond. They will offer phone service as well. The Franchise Agreement is similar to that of Comcast, with a 5% franchise fee. In addition to the Franchise agreement, staff has negotiated a separate service agreement with Metronet for connection to Village facilities. Currently, the Village has a five year agreement with Comcast for fiber connectivity. The agreement as written by Metronet provides us the opportunity to take advantage of their services if they have extended their network to those areas. The fees negotiated are less than currently paid to Comcast. Metronet is currently operating mainly throughout Indiana and are expanding into the Illinois market. John Campbell from Metronet gave a brief introduction to the company. Mayor Noak stated that it is good to have competition. We are becoming a more data driven society and having access to these services is key to having a competitive community. Trustee Chavez (student) asked if residents can stay with Comcast if they chose to and the response was yes, it is a competitive environment but hopefully we can earn business. Trustee Micklevitz (student) asked what other communities they have agreements with and the response was that they have 25 communities in Indiana and locally the Village of Plainfield. Village of Romeoville Page 4 Printed on 6/15/2016 Village Board - Workshop Meeting Meeting Minutes May 4, 2016 Trustee Palmiter (student) asked if the pricing will be competitive with Comcast and the response was absolutely. Trustee Chavez asked if lines will have to be rerun to the homes and the response was yes and it will be a complete fiber connection which allows us to offer a ton of leading edge services. He than asked if this will be regionalized or cover the entire municipality at once and the response was that we are committing to build a substantial portion of this community without pre-selection. Trustee Clancy (student) asked if the lines will be above or under ground and the response was that they follow the utility. Trustee Richards asked what the time frame is for availability. The response was we will immediately begin construction if the agreement gets approved tonight. He thanked the Mayor and Dawn for their work on this project. Romeoville was not initially on our radar. We are looking to be in the marketplace in between 6 to 9 months. Trustee Griffin (student) asked if there are any additional costs to run the fiber line to the homes and the response was that there will not be for the Village. We will not pass those on to the customer. The student Village Attorney asked how they plan to compete with a large company like Comcast. The response was that we have been very successful in attracting customers and competing with Comcast. Trustee Griffin stated that he lives in Grand Haven and they currently have their own agreement with Comcast, would Metronet be willing to enter into a similar agreement. The response was that they would definitely be interested in servicing their community. Mayor Noak stated that there is a great amount of interest in this product. Trustee Micklevitz asked about the process of starting in a community. The response was at first we put in our backbone fiber then we go into individual subdivisions. Once that is completed we will go out into the neighborhoods to sell our product. Village of Romeoville Page 5 Printed on 6/15/2016 Village Board - Workshop Meeting Meeting Minutes May 4, 2016 RES16-2096 A Resolution Authorizing the Execution of an Advanced Services Agreement (Metronet-WAN, Fiber, Phone) See above. RES16-2098 A Resolution Waiving the Bidding Requirements and Entering into a Contract with J Hassert Landscaping-Route 53 Islands Mrs. Caldwell reported that the Board authorized the construction of two islands on Route 53. J. Hassert Landscaping prepared the design for the islands. Staff is requesting that the Board waive the bids and authorize a contract with J. Hassert Landscaping for $50,874.00. Trustee Clancy (student) asked if we will be receiving any funding for this project as Rte 53 is a State road and the response was no. Trustee Richards (student) asked if the plants are hardy enough for winter conditions and the response was yes we have made changes to the landscape to accommodate this. Trustee Chavez (student) asked if this is a budgeted item and the response was yes, half in this years budget and half in last years. Trustee Micklevitz (student) asked when the project will begin and the response was that we received the permit from IDOT today and the project will begin soon. ORD16-1279 An Ordinance Adopting a Successor Collective Bargaining Agreement Between the Village of Romeoville and the Metropolitan Alliance of Police-Romeoville Chapter Mr Gulden reported that these Union contracts are the result of many negotiations with staff. These contract will be retroactive to May 1, 2015. He than gave a summary of the contracts. He thanked the Union for their willingness to work with us. Mayor Noak stated that Unions are very important to the Village. It is nice to put these contracts to rest. Trustee Micklevitz (student) asked if HMO for new hires is for the length of their employment or can they chose PPO after a certain amount of time. The response was it is for the length of the employment. He added that we passed this policy for non-union as well. Village of Romeoville Page 6 Printed on 6/15/2016 Village Board - Workshop Meeting Meeting Minutes May 4, 2016 Trustee Richards stated that insurance is a hugh expense. Companies are going this route to control costs. This is a very good move. The Wellness Program is a great program. A question was asked as to how much more HMO costs and the response was that is difficult to answer but based on HMO Family and PPO Family there is substantial savings between the two. Trustee Chavez thanked all of the Union members and Steve for all of their hard work during this process. ORD16-1280 An Ordinance Adopting Successor Collective Bargaining Agreements Between the Village of Romeoville and the American Federation of State, County and Municipal Employees, Council 31, AFL-CIO for the Public Works Unit and the Clerical Unit See above. 4. ADJOURNMENT A motion was made by Griffin, seconded by Clancy, that this Meeting be Adjourned at 6:56 p.m.. The motion carried by the following vote: Aye: 6- Chavez, Palmiter, Griffin, Richards, Micklevitz, and Clancy Non-voting: 1- Noak Village of Romeoville Page 7 Printed on 6/15/2016