Village Board - Workshop Meeting

Village of Romeoville 1050 W Romeo Rd Meeting Minutes Wednesday, June 21, 2017 6:00 PM Village Hall Board Room 1050 W. Romeo Rd. Village Board - Workshop Meeting Village Board - Workshop Meeting Meeting Minutes June 21, 2017 1. CALL TO ORDER-Roll Call Present 6- Linda Palmiter, Ken Griffin, Lourdes Aguirre, Jose Chavez, Brian A. Clancy Sr., and John Noak Absent 1- Dave Richards 2. POSTING OF COLORS-PLEDGE OF ALLEGIANCE 3. ITEMS FOR DISCUSSION 17-2375 Police Youth Academy Graduation Mayor Noak, Chief Turvey and Sgt. Burne presented certificates to the 2017 Police Youth Academy graduates. PROJ17-066 A Concept Plan for Holiday Inn Express on Lot 2 of Normantown 1 Square Mr Rockwell reported that Hospitality Guru is proposing the development of Holiday Inn Express on Lot 2 of Normantown Square. A concept plan was previously before you on April 5, 2017. Following the concept plan review and during the process of developing final development plans, a conflict between the proposed building location and existing watermain and easements were discovered. As such, a revised site plan was submitted that shows the building out of the easements and an adequate distance away from the watermain. In order to accomplish this, the building was rotated in a way that extends a section of the building further to the south. The proposed Holiday Inn Express consists of 98 guest rooms and also features a pool, meeting rooms, fitness center, business center and breakfast/lounge space. An outdoor patio is proposed on the north side of the building. A total of 98 parking spaces are proposed. Mayor Noak stated that he would like to get a site view in relation to the existing properties. The surrounding properties need to be reached out to. He would also like to see them address any screening and security concerns that the daycare may have. Trustee Chavez asked if they gained or lost parking with this revision and Mr Rockwell stated that they gained a couple. There are 98 to match the number of rooms. Trustee Griffin asked what EIFS was and the response was stucco. Mayor Noak added that the developer has been very good to work with and are providing a quality product. RES17-2331 A Resolution Awarding the Contract for the Parkwood Avenue Village of Romeoville Page 1 Printed on 8/8/2017 Village Board - Workshop Meeting Meeting Minutes June 21, 2017 Lift Station Replacement project to Steve Spiess Construction Inc. in the amount of $1,528,683.00 (2 formal bids were received). This Resolution was Removed From Consideration. RES17-2333 A Resolution to Waive the Bid Process and Accept the Proposal from Metropolitan Industries for the Upgrade of Public Works’ SCADA System Mr Bjork reported that Metropolitan Industries currently provides the SCADA system for Public Works' water and sewer facility operations. This system monitors and controls the pumping and treatment processes and communicates functioning status with the operators. Metropolitan is upgrading their current system. With ever increasing security risks and the need to protect vital public services and their operating and distribution systems from hacking and to provide reliable delivery of those services to the greatest extent possible, the upgrade is necessary for the Department. Mayor Noak stated that this is the wastewater side. He asked if there is a manual override and the response was yes. Trustee Chavez asked how long have we had the current one and the response was that we have had it for many years with upgrades along the way. This is moving to a Cloud based system. RES17-2334 A Resolution to Waive the Bid Process and Accept the Price Quote from Metropolitan Industries for the Replacement of a Raw Sewage Influent Pump Mr Bjork reported that the wastewater treatment facility utilizes four pumps to pump the raw sewage influent from the sanitary sewers for treatment and processing. These pumps are the original pumps from the wastewater treatment facility consolidation ten years ago. One of the pumps failed last year, and monies were allocated in this year's budget for the replacement of the pump. Metropolitan Industries has provided us with very reliable products and excellent service over the years and has provided and installed all of our pumps in the past. The price quote was $53,150 to replace this failed pump. Mayor Noak asked what the volume is that we are talking about and the response was 7 million gallons a day. Mr Bjork added that later this year we will be before the Board for a new screening system that will help to reduce the wear and tear on these pumps. Trustee Clancy stated that he is glad we are shopping locally. Mr Bjork stated that this is a benefit to us that they are local. Village of Romeoville Page 2 Printed on 8/8/2017 Village Board - Workshop Meeting Meeting Minutes June 21, 2017 RES17-2336 A Resolution To Approve A Proposal From Wight & Company For Design Through Construction Administration Professional Services For The Redevelopment Of Malibu Bay Park Ms. Rajzer reported that Mailbu Bay Park is now over 19 years old and has become unsafe. Repairs are difficult due to obsolete parts. Some of the playground attractions allow obscurity and patrons hang out after dark and vandalism has occurred. The renovation will provide for new amenities including a shelter. This approval is for the conceptual and schematic design phase. Once we have the construction cost estimates, we will come back before the Board for final approval. Mayor Noak stated that this is a great project. RES17-2330 A Resolution Waiving Public Bidding Requirements to enter into a contract with Garage Floor Coating of Chicago IL., LLC, for Resurfacing of Apparatus Floor at Station 2 Mr Adams reported that the Fire Department is requesting to waive the bidding process and enter into a contract with Garage Floor Coating of Chicago, LLC to resurface the apparatus floor at Station 2. Three price quotes were received. The total cost will be $24,750. Mayor Noak asked if we used this company before and the response was no, but we were impressed with this vendor and their work. Trustee Clancy asked if this is a non slip product and the response was yes. RES17-2337 A Resolution Waiving the Public Bidding Process and Authorizing a Contract with Dewberry for Professional Services Deer Crossing Park Restrooms/Concession Stand Mrs Caldwell reported that the Board has approved funds to add restroom and concession space at Deer Crossing Park. Although there was a contract passed in 2011 authorizing Dewberry to complete the architectural drawings, the new contract will include civil engineering. RES17-2338 A Resolution Amending the Romeoville Reinvestment Program (Res. 16-2097) Mrs Caldwell reported that the Reinvestment Program has been successful in encouraging home improvements. Staff is requesting to expand the program to include incentives for tear down/rebuild and to include the entire community. We hope that this will encourage tear down and redevelopment of some of the vacant/foreclosed homes. We are recommending that the maximum building permit fee be $3,000. Village of Romeoville Page 3 Printed on 8/8/2017 Village Board - Workshop Meeting Meeting Minutes June 21, 2017 Mayor Noak stated that this is to further encourage reinvestment. Trustee Chavez stated that this is a great idea. Trustee Chavez asked if they want to change the foundation does this increase the fees and the response was no. Mr Gulden added that we will be waiving demolition permit fees, school and library impact fees, water/sewer tap on fees and park fees as many of these fees would have already been paid when the home was originally constructed. Trustee Chavez asked if room additions are qualified and the response was yes, that was already addressed in the original program. He then asked how many tear downs have been done in the Village and the response was about a half of a dozen. RES17-2339 A Resolution Waiving the Public Bidding Process and Authorizing a Contract with CDW for Microsoft Licensing Mrs Caldwell reported that each year we strive to enhance our technology to provide more effectiveness and efficiency for the employees and better service to the residents. This year we are asking the Board to waive the bids and authorize a contract with CDW for our three year renewal for Microsoft licensing. Changes this year include upgrades to the cloud based Office 365 as well as added security features. CDW was the lowest of two proposals that were received. Mayor Noak stated that electronic security is worth the investment. ORD17-1382 An Ordinance Creating Chapter 42A—Administrative Adjudication and Review of the Village Code of Ordinances Mr Vogel reported that this creates a new Chapter 42A of the Village Code of Ordinances and establishes a system of administrative adjudication within the Village. Administrative adjudication is a means for the Village to potentially handle certain ordinance violations through its own hearing process, in lieu of filing traditional ordinance violation complaints in court. At the present time, the only matters that are proposed to be heard and adjudicated under Chapter 42A will be hearings to decide whether or not a vehicle was lawfully impounded. Recently, an amendment to the Illinois Vehicle Code was made and that is what is prompting this. Mayor Noak stated that we had been discussing this even before the amendment was made. ORD17-1383 An Ordinance Amending Chapter 81.20 et. seq. (Motor Vehicle Towing) of the Village Code of Ordinances Mr Vogel reported that this amends Chapter 81 to implement the notice and hearing requirements for impounded vehicles created by recent amendment to the Illinois Vehicle Code. This is a companion piece to the Village of Romeoville Page 4 Printed on 8/8/2017 Village Board - Workshop Meeting Meeting Minutes June 21, 2017 prior item. ORD17-1385 An Ordinance Revising Chapter 76 (Loads; Permits) of the Village Code of Ordinances Mr Vogel reported that this revises the provisions of Chapter 76 to streamline the regulations applicable to over dimension and overweight vehicles and to simplify the permitting process for issuing permits to eligible overweight and over dimension vehicles. The ordinance also updates the map and designation of truck routes within the Village; permits issued to over dimension or overweight vehicles are only valid on designated truck routes and do not authorize travel on non designated routes. This also provides for a system of fines for violations of Chapter 76. Fines are doubled under the ordinance for violations occurring with the specifically regulated or prohibited areas. Mayor Noak stated that staff has worked quite some time on this. This is not an easy topic. Trustee Clancy asked if they are permitted to go on Route 53, will they need a separate permit to hit our streets and the response was yes, an IDOT permit for Route 53 and a permit from the Village if they will travel on Village streets. Mr Gulden added that we were getting a lot of trucks coming down Phelps per IDOT's direction. That was the impetus behind this ordinance. ORD17-1386 An Ordinance Amending Chapter 43 of the Village Code of Ordinances (Fee Schedule)-Police Department Fees Mr Vogel reported that this establishes a schedule of permit fees for overweight and over dimension permits issued under Chapter 76. This is a companion piece to the prior ordinance. ORD17-1387 An Ordinance Amending Chapter 42 of the Village Code of Ordinances (Administrative Warning Tickets)—Adding Violations of Section 91.30—Unlawful Displays of Fireworks--to Appendix to Chapter 42 Mr Vogel reported that the proposed ordinance amends the Appendix to Chapter 42 to add unlawful fireworks and sky lantern displays to the list of violations for which the Police Department can issue an AWT. 4. ADJOURNMENT A motion was made by Chavez, seconded by Clancy, that this Meeting be Adjourned at 6:53 p.m. The motion carried by the following vote: Aye: 5- Palmiter, Griffin, Aguirre, Chavez, and Clancy Village of Romeoville Page 5 Printed on 8/8/2017 Village Board - Workshop Meeting Meeting Minutes June 21, 2017 Absent: 1- Richards Non-voting: 1- Noak Village of Romeoville Page 6 Printed on 8/8/2017