Village Board - Workshop Meeting

Village of Romeoville 1050 W Romeo Rd Meeting Minutes Wednesday, April 18, 2018 6:01 PM Village Hall Board Room 1050 W. Romeo Rd. Village Board - Workshop Meeting Village Board - Workshop Meeting Meeting Minutes April 18, 2018 1. CALL TO ORDER-Roll Call Present 5- Linda Palmiter, Dave Richards, Brian A. Clancy Sr., John Noak, and Trustee Lourdes Aguirre Absent 2- Jose Chavez, and Ken Griffin 2. POSTING OF COLORS-PLEDGE OF ALLEGIANCE 3. ITEMS FOR DISCUSSION Mayor Noak stated that he is not able to discuss the situation that happened last week per his attorney. He will make a statement when he can. ORD18-1475 An Ordinance Approving a Special Use Permit for a Planned Unit Development - Final Development Plan for a Checker's restaurant at 651 N. Independence Blvd. Mr. Rockwell reported that this is for the development of a Checker's Restaurant located at the northeast corner of Independence Blvd. and Phelps Ave. This is the former Lazer Car Wash. The restaurant consists of 1,017 s.f. and includes a single drive through lane. The restaurant has carry out service only with no indoor seating available. There is a limited outdoor patio area. The vast majority of food pickup is through the drive through window. The site plan shows one full access off Phelps and an existing limited access driveway along Route 53 that is proposed to remain with no change. The drive through lane allows for a total of 9 cars to be stacked. A bypass lane is provided along the drive through lane and a total of seven parking spaces are provided. Representatives from Checkers introduced themselves. Mayor Noak stated that it is nice to have this addition to the Route 53 corridor. It is a unique site. This is a great fit for the site. He asked the timeline for the restaurant and the response was open by the end of June. Trustee Richards stated that this will be operational quickly. Parking and patio seating were brought up at the Planning and Zoning meeting. This is meant as a drive through restaurant. This is the perfect location for the product. ORD18-1476 An Ordinance Approving a Special Use Permit for La Tortuga Feliz to serve alcoholic beverages with an outdoor patio at 330 S. Budler Rd. in Budler Retail Center Mr. Rockwell reported that La Tortuga Feliz has submitted an application to allow for the operation of a restaurant serving alcoholic beverages with an outdoor patio area in front of the restaurant at 330 S Budler Rd. in the Budler Retail Center. The restaurant has been in operation since last Village of Romeoville Page 1 Printed on 6/5/2018 Village Board - Workshop Meeting Meeting Minutes April 18, 2018 September. The subject property is zoned B-2 Community Shopping, which requires approval of a special use permit for both serving alcohol and operating an outdoor patio. The proposed area for the patio is a 242 s.f. landscape area located between the parking lot and sidewalk in front of the restaurant space Brick pavers will be installed in the landscape area and a fence barrier would be installed along the side of the patio adjacent to the parking lot. The patio would be able to accommodate up to 4 tables with a limited amount of seating. Mayor Noak stated that people enjoy outdoor seating. The center is starting to fill up. There are a couple of businesses that will be moving in soon. Trustee Richards stated that there was discussion about eliminating the closest parking spot. The center is overparked so that would be allowed. That is between the tenent and the strip center owner. This is not near any residence. There is nothing going on behind the building. Mr Rockwell added that a time frame for serving was brought up with this as well and Mayor Noak agreed that a time frame should be placed on this. 10:00 p.m. is his recommendation. Trustee Richards added that we have done that in the past. Mr Gulden added that we will put 10:00 p.m. in the ordinance. RES18-2465 A Resolution Entering into a Contract with Dewberry Architects, Inc. for the Village of Romeoville ADA Facility Transition Plan Mr. Rockwell reported that given updated ADA requirements, the Village is preparing an updated ADA Facility Transition Plan. The recommendations identified in the ADA Transition Plan will take over a period of years based on priority and available funding. The first part of the project will consist of a comprehensive survey of Village of Romeoville owned facilities completed by professional ADA consultants. Once the survey is completed, all of the deficiencies, solutions, and estimated costs will be evaluated in order to prioritize future improvements for the purpose of capital improvement plan and general fund budgeting. Staff has received a proposal from Dewberry Architects, Inc. to survey the Village's existing facilities for compliance to current ADA regulations. The contract is for an amount not to exceed $46,000. RES18-2473 A Resolution for Approval of Additional Water Main Construction and an Addition to the Current Water Main Rehabilitation Program Contract Mr. Bjork reported that Len Cox & Sons is currently replacing deficient cast iron water main in some backyards of the Hampton Park Subdivision with new high-density polyethylene pipe in the parkways under an existing contract. $240,000 was utilized from the $900,000 budget for water main rehabilitation for this current fiscal year to extend that contract and enable Village of Romeoville Page 2 Printed on 6/5/2018 Village Board - Workshop Meeting Meeting Minutes April 18, 2018 replacement of an additional water main along the 600 block of Lynn Ave., thus allowing the old deficient main between Montrose Dr. and Lynn Ave. to be completely put out of service and abandoned after all of the services on Montrose and Lynn are transferred to the new main. Another water main project had been proposed for bidding this current fiscal year with the remaining $600,000 budgeted, however, delays in securing EPA permitting and other factors did not enable the project to be bid out in time. Subsequently, as permitting for water main replacement has been obtained from the EPA for the next two water mains, and as Len Cox & Sons is currently mobilized in the Village and is willing to maintain their originally competitively bid unit prices for these two additional water mains, the addition of these two streets to the contract is recommended. RES18-2475 A Resolution to Waive the Bid Process and Enter into a Contract for the FY18/19 Concrete Repair Program Mr. Bjork reported that proposals were solicited from four prequalified contractors with three being returned. The lowest unit prices were received from Globe Construction. The contract establishes unit prices for the various items of work. The total quantities of the items of work and the total contact value shall be as determined by the actual quantities of work performed in the field. In addition, this year's contract includes a provision that by mutual agreement, the contract can be extended for one year with an increase to the unit prices of 2% ORD18-1479 An Ordinance of the Village of Romeoville, Will County, Illinois, providing for the issuance of a not to exceed $9,000,000 Subordinate Lien Taxable Tax Increment Revenue Note, Series 2018A (“Gateway North Upper” Redevelopment Project Area), and pledging certain incremental property tax revenues to the payment thereof. Mr. Openchowski reported that this agreement calls for issuance of a series of notes and/or bonds to allow the developer to capture interest costs as part of their TIF reimbursement and provide the developer an opportunity to monetize the TIF revenue stream (90% of the tax increment) provided by the agreement. The initial note will be issued up to $9 million in eligible reimburseable TIF costs as defined by both state statute and the developer agreement. The note principal balance will increase up to the $9 million limit as the developer incurs and submits reimbursable expenses. The initial submission was for $3.394 million. The notes will be a limited liability of the Village and are not supported by the full faith and credit of the Village. The Village's only obligation with relation to payment towards the note is the 90% of the Upper Gateway TIF funds. If the funds are insufficient to pay all of the principal and interest associated with the notes, the Village has no further obligations to make up that shortfall. The initial notes will be taxable. The developer, as allowed per the agreement, may Village of Romeoville Page 3 Printed on 6/5/2018 Village Board - Workshop Meeting Meeting Minutes April 18, 2018 want to convert the notes to a non-taxable status when eligible to do so. The notes will have an interest rate of 7% and a term of 20 years. Mayor Noak stated that they are incurring the debt, we have to approve it and they are responsible for it. Mr Openchowski replied that the Village is responsible to make the payment from the TIF increment to the developer. We have no obligation beyond the TIF money. It is considered a debt but a limited debt. Mr Gulden stated that if they default there is no financial liability to the Village. ORD18-1478 Adopting the Annual Operating Budget for the Fiscal Year 2018-2019 for the Village of Romeoville, Will County, Illinois The attached Power Point was presented and discussed. Mayor Noak thanked the staff for their hard work on this budget. Trustee Richards and Palmiter agreed. RES18-2471 Resolution Authorizing the Approval of Purchase Orders for Fiscal Year 2018-2019 of over $20,000 for Purchases of a Routine Nature, Contractual Obligations Previously Approved by the Village Board, Goods and Services Provided by Sole Suppliers, Goods and Services Provided by System Suppliers and Professional Services Provided Previously Approved by the Village Board. Mr. Openchowski reported that the Village makes routing purchases for goods and services from certain vendors that are cumulatively over $20,000 over the course of the year. The Village also purchases services through contractual obligations previously approved by the Board, sole providers and professional firms approved by the Board that are over $20,000 over the course of the fiscal year. This resolution authorizes these routine purchases before the goods or services are procured and provides greater budgetary control by setting dollar limits. The amounts do not exceed the authorized, appropriate line item budgets. RES18-2478 A Resolution Authorizing Waiving of Bids for the Installation of Flooring at the Romeoville Recreation Center for the Hallways, Mezzanine, Drdak Room, Bodine Room, Celebration Room, Art Room, and Office Areas Ms. Rajzer reported that this accepts a quotation from HTC Commercial Flooring to install new flooring in the Recreation Center for a total area of approximately 1,400 square yards. The total cost of the new flooring will be $91,998.11. This is commercial grade flooring that is used in heavy traffic areas. This is the same brand of carpeting that we currently have, which has held up for 16 years. The carpeting comes with a limited Village of Romeoville Page 4 Printed on 6/5/2018 Village Board - Workshop Meeting Meeting Minutes April 18, 2018 manufacturer's 20 year warranty. The luxury vinyl tiles comes with a limited manufacturer's 10 year warranty. HTC also provides a 1 year warranty for any labor related issues. HTC will remove the old flooring, prep the floors and install new product, vinyl baseboards and transitions where needed. They will also provide a dumpster for the removal of all old flooring. Mayor Noak stated that this is routine maintenance. Trustee Richards stated that 16 years out of any high traffic flooring is great. He asked if we will remain open during the installation and the reply was yes. RES18-2477 A Resolution Waiving the Bids and Authorizing the Purchase of Software from Cellebrite Chief Turvey reported that as you know cell phone evidence is available in numerous types of crimes from serious crimes such as murder, sex offenses, drug crimes and firearm violations to less serious crimes such as vandalism and graffiti. This system can store data for up to 500 phones. Functions include searching through multiple phones for photos or text messages of specific items such as child pornography, guns or drugs, facial recognition abilities to search for specific persons and cross comparison of data from multiple phones including data occurring during a specific time frame. This is a great investigative tool which will enhance the efficiency of the department by allowing us to retreive data from phones in hours instead of days. The cost of the Cellebrite software in $79,800 which includes three years of software assurance and support. This will come out of the IT budget. RES18-2466 A Resolution Authorizing an Economic Development Agreement (Illinois Developers, LLC) Mr. Vogel reported that this approves an agreement with Illinois Developers, LLC a business development firm that assists client companies to locate businesses in Illinois that generate significant online retail sales. Under the proposed agreement, Illinois Developers LLC intends to cause its client to locate business operations within the Village of Romeoville that generate online sales and sales taxes. The business would be a wholly owned subsidiary of a publicly traded, exchange listed company with total international revenues of $4 billion or greater and would be required to occupy at least 3,000 s.f. of space and to employ 15 newly hired employees. Upon the location of the client company in the Village, the Village will thereafter provide an incentive to the client company equal to 75% of the local share of sales tax revenues received by the Village provided that the client company's operations generate at least $1 million dollars annually in local sales tax revenues to the Village. No incentive payment would be due in the event that annual sales tax revenues Village of Romeoville Page 5 Printed on 6/5/2018 Village Board - Workshop Meeting Meeting Minutes April 18, 2018 generated by the client company were less than $1 million dollars. Mayor Noak stated that this is a sales tax agreement to lure a company to the Village. Mr Gulden stated that this is similar to what we did before. Meetings with this company have been positive. We cannot announce who this is yet. This would be a win/win for both. RES18-2467 A Resolution Approving an Intergovernmental Agreement with the Commuter Rail Division of the Regional Transportation Authority (“Metra”) Mr. Vogel presented the next two items together. These approve intergovernmental agreements with Metra. Under the first agreement, Metra will provide a grant to the Village of up to $60,000 toward the cost of the design and engineering of an expanded parking facility to serve the recently opened station. Under the second agreement, Metra will provide a grant of up to $555,000 toward the construction cost of the expansion of the existing parking lot for the newly opened station. The Village will be responsible to operate and maintain the expanded parking lot under the terms of an operation agreement that is also approved by this resolution, similar to the one previously approved for the operation and maintenance of the station itself. Mayor Noak stated that there is a great demand for commuter services. Mr Gulden stated that the next step is a funding agreement for the entire project which will be before you hopefully soon. RES18-2468 A Resolution Approving an Intergovernmental Agreement with the Commuter Rail Division of the Regional Transportation Authority (“Metra”) See above. 4. ADJOURNMENT A motion was made by Palmiter, seconded by Clancy, that this Meeting be Adjourned at 6:47 p.m. The motion carried by the following vote: Aye: 4- Palmiter, Richards, Clancy, and Aguirre Absent: 2- Chavez, and Griffin Non-voting: 1- Noak Village of Romeoville Page 6 Printed on 6/5/2018