Village Board - Workshop Meeting

Village of Romeoville 1050 W Romeo Rd Meeting Minutes Wednesday, August 16, 2017 6:05 PM Village Hall Board Room 1050 W. Romeo Rd. Village Board - Workshop Meeting Village Board - Workshop Meeting Meeting Minutes August 16, 2017 1. CALL TO ORDER-Roll Call Present 6- Ken Griffin, Dave Richards, Brian A. Clancy Sr., John Noak, Trustee Lourdes Aguirre, and Jose Chavez Absent 1- Linda Palmiter 2. POSTING OF COLORS-PLEDGE OF ALLEGIANCE 3. ITEMS FOR DISCUSSION 17-2384 Swearing In/Badge Pinning Ceremony - Lieutenant Rymsza Clerk Holloway gave the oath of office to Lieutenant Rymsza. Lieutenant Rymsza thanked his family, friends and co-workers for all of their support throughout his career. ORD17-1393 An Ordinance Approving the Annexation of Territory for 335 Independence, Parcel II Mr Rockwell reported that the property at 335 Independence was originally annexed in 1970. That ordinance included two legal descriptions. In 2010, the Village noticed that the smaller parcel to the rear was shown by the County as unincorporated. This is to correct that error. Mayor Noak stated that this is a housekeeping item. ORD17-1394 An Ordinance Amending Chapter 80 "Traffic Schedules" Schedule B, of the Romeoville Code of Ordinances Pertaining to Stop Sign Intersections Chief Turvey reported that this is for a three way stop at the following intersections: Sunrise Dr and Hillcrest Dr. and Sunrise Dr. and Misty Ridge Dr. in the Misty Ridge subdivision. We have had several complaints of speeding in this area. We believe this will slow people down. Mayor Noak stated that we have been monitoring this for a while. The Police Department did a thorough job of investigating the speeding complaints and coming up with the appropriate measures to address them. Trustee Chavez stated that there is a park adjacent to the road so it is good that we are addressing this. RES17-2366 A Resolution Waiving the Public Bidding Process and Authorizing a Contract with ServiceMaster Restore for the Demolition of 626 Townhall Drive Mrs Caldwell reported that three proposals were received for the Village of Romeoville Page 1 Printed on 9/28/2017 Village Board - Workshop Meeting Meeting Minutes August 16, 2017 demolition of 626 Townhall Dr, the former Harris Bank site. The low proposal was from Service Master for $99,000 and $6,000 estimated for asbestos removal. We are requesting Board approval for $111,000 for any unforseen issues. We have never worked with this contractor before but we did check their references, made sure they pay prevailing wages, etc. Mayor Noak stated that we will continue to monitor this contractor to make sure that they perform the work to the level that it needs to be. Trustee Chavez asked what the car wash demolition cost was and why was this so much higher. Mrs Caldwell replied that this does have a basement and it is the entire parking lot and drive through. There is quite a bit more work than the car wash. RES17-2367 A Resolution Waiving the Public Bidding Process and Authorizing a Contract with Hitchcock Design Group for Professional Services - Route 53 Schematic Design (Lewis University Corridor) Mrs Caldwell reported that the Village of Romeoville is collaborating with Lewis University on improvements to the Route 53 corridor. Hitchcock Design Group completed a Master Conceptual Plan for the corridor improvements. The next step in the process is to create the schematic design which will begin to calculate specific quantities and costs for all proposed improvements. The scope of the project is from Renwick Rd. to Airport Rd. The contract is for $66,500. Lewis University has agreed to reimburse the Village for these costs. Mayor Noak stated that the partnership with Lewis is continuing to grow. This will benefit the entire community. Trustee Chavez stated that the Renwick Rd. gateway needs to include Romeoville. Mrs Caldwell stated that this is just a concept. He then stated that he was really impressed with the schematic plan. RES17-2368 A Resolution Authorizing a Renewal of a Bus Shelter/Advertising Agreement (Illinois Convenience & Safety Corporation) Mrs Caldwell reported that IC&SC has been providing bus shelters within the community for many years. They have been very responsive to our needs. There are a couple of changes in the contract. We have asked them to provide a newer design for the shelters as well as provide lighting where needed. They have agreed to both of these requests. Mayor Noak stated that it is in our best interest to look into additional sites. Mrs Caldwell replied that we have discussed this with them. Village of Romeoville Page 2 Printed on 9/28/2017 Village Board - Workshop Meeting Meeting Minutes August 16, 2017 RES17-2369 Authorizing the Village Manager to enter into a Contract for the Established Guaranteed Maximum Price and waiving the public bidding for the Construction of the Animal Control Facility Mr Gulden reported that on May 17, 2017 the Village Board authorized a contract with Harbour Construction for Construction Management Services for three projects, one of which is the Animal Control Facility. As part of the contract, Harbour Construction was to provide a guaranteed maximum price for the construction. This project is over budget. After re-evaluating this and after receiving some donations, we are recommending to go forward with this as the existing shelter is in deplorable condition. Mayor Noak stated that we have put this off as long as we can. We want to stay committed to the care of the animals. This is a good cause. Mr Gulden added that this is all inclusive other than ComEd which is the variable. This could be a little less or a little more based on them. RES17-2364 A Resolution Authorizing the Execution of an Intergovernmental Agreement with Valley View Community Unit School District 365U (Temporary Bus Driver Administrative Space) Mr Vogel reported that this approves an intergovernmental agreement with Valley View School District. Under the agreement, the District would receive a variance to allow the placement and use of a temporary structure to serve as administrative space for District bus drivers. The variance would last for approximately 3 years. The variance would be subject to certain conditions pertaining to the timely development of permanent facilities for bus driver administrative space. Mayor Noak stressed that this is temporary. This is a unique circumstance. Mr Gulden added that the District is working with us to accommodate the use of the athletic fields as a giveback to this agreement. ORD17-1396 An Ordinance Authorizing the Execution of a Real Estate Purchase Contract with RHWC II LLC, an Illinois limited liability company (Magid Glove and Safety—Well Site—Part of 1300 Naperville Drive) Mr Vogel reported that this approves a contract to purchase approximately a 1/2 acre portion of the Magid Glove and Safety site to serve as a location for a potable water well and well house. Under the contract, the use of the site would be specifically restricted to these purposes. Also, the Village will be receiving an easement to provide more convenient access to the purchased property and will be responsible for filing the necessary paperwork to create two new tax parcels resulting from the transaction. Village of Romeoville Page 3 Printed on 9/28/2017 Village Board - Workshop Meeting Meeting Minutes August 16, 2017 4. ADJOURNMENT A motion was made by Griffin, seconded by Aguirre, that this Meeting be Adjourned at 6:40 p.m. The motion carried by the following vote: Aye: 5- Griffin, Richards, Clancy, Aguirre, and Chavez Absent: 1- Palmiter Non-voting: 1- Noak Village of Romeoville Page 4 Printed on 9/28/2017