Village Board - Workshop Meeting

Village of Romeoville 1050 W Romeo Rd Meeting Minutes Wednesday, May 18, 2016 6:05 PM Village Hall Board Room 1050 W. Romeo Rd. Village Board - Workshop Meeting Village Board - Workshop Meeting Meeting Minutes May 18, 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 16-2223 Recognition of Jack Koepke Mayor Noak presented Jack Koepke with a token of the Village's appreciation for his many years of service to the Romeoville Police and Fire Commission. 16-2224 Police Department Recognition Chief Turvey stated that we are here to recognize Telecommunicator Torres, Sgt Truhlar, Officer Clesceri, Office Wyatt and Officer Gifford for their part in saving lives on two different occasions. Chief Turvey gave a brief account of both incidents. 16-2225 Fire Department Recognition Chief Adams stated that we are here tonight to celebrate Timothy Prokopec as he is retiring from the Fire Department. He gave a brief bio of Timothy. 16-2226 Commemorative Partner Program Presentation Tom Wilczak from the Veteran's Commission stated that the Village has joined the Commemorative Partner Program recognizing the 50th anniversary of the Viet Nam War. RES16-2099 A Resolution Approving the Final Site, Landscape, and Engineering Plans for the Wilco Storage Building Addition Mr Rockwell reported that the Wilco Career Center is adding a small storage building to the rear of their property. The proposed building is approximately 3,000 s.f. located in the northeast corner of the property. A small amount of new pavement will be installed. A new water and sewer connection will also be made to the building. A new stormwater basin is included to meet the requirements of the stormwater ordinance. Mayor Noak stated that Wilco is a fantastic partner. Trustee Micklevitz asked if there is reason for pause with this and the response was no. Village of Romeoville Page 1 Printed on 6/15/2016 Village Board - Workshop Meeting Meeting Minutes May 18, 2016 Trustee Clancy asked if there is an issue with the FAA as it is close to the airport and the response was no, it is a very small storage building. Mr Vogel added that there is an outstanding issue that staff is investigating. There is a concern about an existing development agreement with Lewis University. There is a potential issue with payment of recapture owed to Lewis. When the Board acts we would like this to be conditional upon the final resolution of any outstanding recaptures. ORD16-1281 An Ordinance Approving the Rezoning of Territory Seefried at Airport Industrial Center Mr Rockwell covered the next two items together. He reported that Seefried Industrial Properties has submitted plans for a new building in the Airport Industrial Center on the south side of Airport Rd. The property is approximately 17 acres in size. Seefried is proposing to combine the existing lots to assemble a larger parcel. The entire area is being rezoned from M-1 Manufacturing to P-B Planned Business. The P-B designation is more in line with modern office/warehouse/light industrial development. It also matched the zoning of the surrounding uses and complies with the Comprehensive Plan. They are also proposing to remove and vacate Midway Drive. There are no existing businesses on Midway Drive. The property will be accessed by the existing O'Hara Drive and the Pinnacle Drive extension currently being constructed by the Aryzta developer to the east. As part of this project, the developer will be completing the sidewalk on O'Hara Drive and the bike path along Airport Rd. They will also be burying the overhead utility lines along Airport Rd. The building is proposed to be 282,866 s.f. There are 50 truck docks facing the north. There are 120 trailer parking stalls. This is approximately 45 spaces more than code will allow but staff is supportive of this exception as the lot is oddly shaped. They are proposing 254 car parking spaces. Mayor Noak stated that we have seen this previously. This is pretty straight forward. Glad to be getting this road connection done. Trustee Micklevitz stated that for clarification, property annexes into the Village and the Village does its best guess as to what to zone it as we do not know what it will be used for and the response was yes. We are asking to rezone it as M-1 is a pretty heavy zoning so we would like this to be P-B so that it will fit much better in this area. Mr Vogel added that in 2001 P-B would have been appropriate. At the time, the other party in the transaction required the M-1 zoning. It was a compromise. She then asked if the traffic will negatively impact the fire station located close by and the response was no. She then asked if the staff has any concerns with the code exceptions and the response was no. She then asked Mr Rockwell to show where the road connection will be which he did. Mr Gulden added Village of Romeoville Page 2 Printed on 6/15/2016 Village Board - Workshop Meeting Meeting Minutes May 18, 2016 that we decreased their building permit fees because of the amount of property that is not buildable. She added that staff did a great job on this project. ORD16-1282 An Ordinance Approving a Special Use Permit for a Planned Unit Development - Final Development Plan for Seefried at Airport Industrial Center See above. ORD16-1283 An Ordinance Approving a Variance to the Stormwater Ordinance (Chapter 160) for the Weber Road Project Mr Rockwell reported that as part of the Weber Rd. widening and reconstruction project from 135th Street to Normantown Rd., a variance to our stormwater code is required. Where Weber Rd. crosses the slough, there is going to be fill placed in the wetlands to build up the area for the road. The count Stormwater Ordinance requires compensatory storage at a 1:1 ratio. This means that for every yard of fill placed, a yard of material must be removed from somewhere else in the same floodplain. This ensures that the overall floodplain is not diminished. As part of this project, the County is purchasing the car wash just north of the Remington Apartments. The car wash will be demolished and a stormwater basin constructed in its place. This basin will provide compensatory storage. The Village's stormwater ordinance is more restrictive than the County's. It requires compensatory storage at a rate of 1.5:1. The proposed improvements are more than the County's requirement but less than the Village's. They are able to obtain approximately 1.4:1. They are requesting a variance to the Village code for the remainder. Mayor Noak stated that this has been looked at for quite some time. This is a small impact on the greater scheme. He would like to see the carwash demolished sooner rather than later. Trustee Micklevitz stated that ours is more restrictive, and asked why we chose 1.5. Mr Gulden replied that going through past history there has been a lot of flooding throughout Romeoville. We wanted to make sure we went above and beyond. Our engineers have done an excellent job enforcing the 1.5 and we have not had any flooding issues because of pond overflowing. She then stated that the difference between 1.5 to 1.4 does not create any additional possibilities of flooding and the response was that is correct. Mr Drabicki added that we are more restrictive to give that additional buffer. She added that the Planning and Zoning Commission does a great job. Trustee Richards agreed with Trustee Micklevitz. He added that this is a pass through pond and should drain properly. Mr Drabicki agreed, unless Village of Romeoville Page 3 Printed on 6/15/2016 Village Board - Workshop Meeting Meeting Minutes May 18, 2016 we have significant rainfall there will not be much in this pond at all. RES16-2104 Waive the bid process and accept the price quote for the purchase of a Case 321F Compact End Loader Mr Bjork reported that McCann Industries has provided a price quote for a Case 321 F Compact End Loader. This loader can navigate the tight radii of the cul-de-sacs and will be much more efficient at clearing them. A Case loader is desired as they will accept our Case compatible attachments. In addition to snow removal this will be a very versatile machine that can perform smaller operations around the yard and on the streets when the larger end loaders aren't necessarily needed or can substitute for the larger end loaders for many operations if a breakdown should occur. The price of the end loader from the sole vendor is $81,680. Additionally, one 10 foot snow box and one 10'/15' snow wing will be purchased with the end loader. The overall net cost is $42,280. Trustee Chavez asked if we are trading in a vehicle and the response was yes. RES16-2109 Waive the Bidding Requirements and Utilize the Lake County Joint Purchasing Agreement #15015 for the purchase of one 2017 2-1/2 Ton Dump Truck Mr Bjork reported that funds are budgeted for the purchase of one 2.5 ton single axle dump truck with snow removal equipment. The total price is $174,231. which is under the budgeted amount. The International chassis we have purchased in recent years have had to be returned back to the dealer for a number of issues and we anticipate that the Peterbilt chassis will be more reliable. Trustee Richards asked if we have any other Peterbilt equipment. The response was no, the Peterbilt chassis is heavier duty than the International chassis and we expect better performance and a longer service life from it. Trustee Richards added that you do get what you pay for. Trustee Micklevitz asked what else this could be used for and how many like trucks do we have. The repsonse was we have 15 other trucks. This particular truck gets utilized year round. RES16-2110 A Resolution to Waive the Bid Process and Accept a Proposal for the Supplying of Bulk Rock Salt for the Ion Exchange Facilities Mr Bjork reported that this is to secure unit prices for the supplying of rock salt for the ion exchange facilities for the annual period from May, 2016 through April, 2017. A request for proposals was requested from the three primary salt vendors from which proposals have been received in the past. Two proposals were received from Cargill Salt and Compass Minerals who Village of Romeoville Page 4 Printed on 6/15/2016 Village Board - Workshop Meeting Meeting Minutes May 18, 2016 provided the lowest unit price per ton but are unable to meet our 3 day shipping requirement, which will not meet the needs of the bulk of our operations. The salt shall be obtained from the two providers; the salt will be purchased from Cargill, however, if the 7-day lead time required by Compass can be accommodated by our operations at some of the facilities, the salt may be purchased from Compass. The salt is for ion exchange processes only, bulk rock salt for de-icing is supplied by separate contract. Trustee Griffin asked how much salt has fluctuated in price and the response was that this mirrors inflationary costs. This is double the cost of road salt and that has fluctuated wildly over the past few years. RES16-2111 A Resolution to Waive the Bid Process and Enter into a Contract for the FY16/17 Concrete Repair Program Mr Bjork reported that this is to secure unit prices for the annual concrete repair program. Proposals were solicited from four prequalified contractors and proposals were received from three of them. The lowest unit prices were received from Globe Construction. The price received from Globe overall is 3.2% higher than the prices that had been received for last year's program. The total quantities of the items of work and the total contract value shall be as determined by the actual quantities of work performed in the field. Mayor Noak asked if we were satisfied with their prior work for the Village and the response was yes. RES16-2102 Purchase of Mobile Command Center Mr Littrell reported that the Village wishes to purchase a LDV Inc Freightliner Chassis Mobile Command Center. The Command Center is included in the FY 16-17 budget. This vehicle will provide command and communications capabilities for Village departments during emergency incidents and special events provided throughout the community. The purchase price for this vehicle is $373,217. The REMA budget has funding for $350,000 for this project. The additional $23,217 will come from savings within the REMA budget. Mayor Noak stated that this will be a great asset for the Village. Trustee Richards stated that we have been discussing this for a very long time. It is a good thing to have. He asked if we have people who can drive this and the response was we do and we will be training all staff. Trustee Micklevitz stated that when you look at where Romeoville is located and the potential for an emergency situation, this purchase is necessary. Village of Romeoville Page 5 Printed on 6/15/2016 Village Board - Workshop Meeting Meeting Minutes May 18, 2016 Will this be used for other things. Mr Littrell stated that this will be available for all departments to use for main breaks, RomeoFest, road side checks etc. Trustee Clancy stated that for the sake of saving lives, how can you put a price on that. Trustee Palmiter stated that she has been a big proponent of this. She is very happy we are doing this. Trustee Chavez stated that he is glad that we have the money to make this buy. RES16-2117 Purchase of an Outdoor Warning Siren Mr Littrell reported that the outdoor warning siren system located on High Road and 135th Street is over 24 years old and in poor operating condition. The company that produced this particular unit is out of business so replacement parts have been procured in recent years from used part vendors. The replacement of this siren will provide many years of additional coverage of this area. The new siren uses solar charging for the batteries eliminating overhead electrical wiring. We will be reusing some of the more recent SCADA control electronics that we had installed. The total cost of the project is $33,597.80 and is a budgeted item. Mayor Noak stated that this is very important. Trustee Micklevitz asked if we will need to replace any other signs in the near future and the response was no. RES16-2116 Approving the Purchase of (3) ALSi Memberships and (3) ALSi Simulation Sets Chief Adams reported that this is to purchase 3 iSimulates (ALSi) and memberships. The ALSi is a highly advanced simulation platform, monitor, defibrillator and AED costing far less than traditional training simulators. Using two IPads and software, the ALSi becomes an incredible tool for facilitator and students to educate through advanced realistic patient scenarios. The total cost is $21,270. We will put one at each station. RES16-2120 A Resolution to approve a proposal from Wight & Company for Design Development through Construction Administration Services for O'Hara Woods Pavilion. Ms. Rajzer reported that O'Hara Woods is presently unavailable for public use. It is in need of renovation due to wear and tear over the years. Most extensive is the repair to the pavilion. The renovation will include new roof Village of Romeoville Page 6 Printed on 6/15/2016 Village Board - Workshop Meeting Meeting Minutes May 18, 2016 shingles, commercial gutters, security lighting, poured flooring and replacement of the steel bars. The restrooms will also be upgraded so that they are ADA compliant. Additionally, the renovation includes the removal of the old play structure equipment. Wight and Company submitted a proposal for a fee of $40,000 for design development services through construction administration. Mayor Noak stated that this is a necessary project. Trustee Micklevitz stated that we are not demolishing the old pavilion and Ms Rajzer replied that is correct. RES16-2121 A Resolution to Approve a Proposal from Wight & Company for Design through Construction Administration Services for the Development of Meadowdale Park Ms. Rajzer reported that the Village has acquired land in the Meadowdale Estate subdivision for a park. The recreation Department is requesting approval to accept a proposal from Wight and Company in the amount of $20,000 for professional services which falls within the customary 10% of the total project costs. Mayor Noak stated that this is another great project. ORD16-1285 An Ordinance Authorizing the Execution of a First Amendment to an Existing Annexation Agreement (First Amendment Dated May 18, 2016 ("Amendment") to Annexation Agreement dated 8-15-01 By and Between the Village of Romeoville, An Illinois Municipal Corporation, and Robert F. Wagner ("Owner") and Seefried Industrial Properties("Developer") Mr Vogel reported that this goes along with items that were presented earlier. This approves an amendment to the Wagner annexation agreement approved in 2001. Under the proposed amendment, the bulk of the existing undeveloped lots will be resubdivided into a single larger lot to permit the development of a single larger industrial distribution facility. That area will be sold and developed by Seefried Industrial Properties. The existing right of way for Golden Eye Dr and existing utility easements within the resubdivision area will be vacated and new utility easements will be provided to serve the resubdivided area as developed. Additional right of way will also be dedicated to the Village to facilitate the connection of Pinnacle Drive. Also, the stormwater pond will be covered by a newly created association. ORD16-1284 An Ordinances Amending Chapter 155 (Rental Property Inspections) of the Village of Romeoville Code of Ordinances Village of Romeoville Page 7 Printed on 6/15/2016 Village Board - Workshop Meeting Meeting Minutes May 18, 2016 Mr Vogel reported that this amends Chapter 155 -Rental Inspections of the code of ordinances by requiring a rental property to be vacant at the time a rental inspection is performed. If the rental home is not vacant, an additional $100 fee may be assessed. 4. ADJOURNMENT A motion was made by Brian Clancy, seconded by Ken Griffin, that this Meeting be Adjourned at 7:30 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 8 Printed on 6/15/2016